Yemensoft Onyx Pro - User's Guide

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Contents Important Notes ...................................................……………..………..……………….. 16 System overview .......................................................……………………………………....17 System features .......................................................………………….. ………………….19 Modules functions .........................................................…………………….. ……………21 Buttons and Commands….......................................................………………….…………22 Search Method .......................................................……………….. ……………….…….25 Modify Method .......................................................………………….. ……………………28 Delete Method .......................................................……………….. ……………….….….28 System Log-in .......................................................……………….. ………………………29 Chapter One : System Configuration......................................................……………..…..32 Section One : General Variables ....................................................………………………34 General Variables .......................................................……………….. ………………….35 Captions Translation .........................................................……………….. …………….36 System Periods Set Up .......................................................……………………..………..37 Currencies Configuration .....................................................…………………….. ………38 Countries Data .......................................................……………..…….. …………….. … 39 Governorates Data ...................................................………….……………..………….. .40 Cities Data .......................................................……………………..……….. ………..….41 Regions Data .......................................................………………….……………..…….....42 Branch Data .......................................................….…………………. ……….. ………....43 Companies Data .......................................................…….………… ……………….. ......44 Staff Data .......................................................…………………….. …….. ……………...45 International Territories ...................................................…………………..………..….. 46 General Coding................................................…………………..………….................... 47 Section Two: GL Configuration ...........................………………....……………….. 48 2

General Variables ..........................................……………………..………………. 49 Accounts Types .......................................…………………….. ………………..…..51 Accounts Groups ..................................................………………………………….52 Accounts Reports Types ........................................…………………….. …………53 Banks Group ................................................................…………..……………….… 54 Documents Types .............................................……………….…………………… 55 Guarantees Types .......................................…………………….. ……………….56 Notes Types ........................................................……… ……………….. ……….57 Description Coding .................................................…………….. ………………..58 Intermediate (Interface) Accounts ...................................................………………...…..59 Payments and Receipts Types ....................................................……………………….60 Orders Types ........................................................ …………..……….. …..……………..61 Section Three: Inventory Configuration ....................................................... ……….62 Inventory General Variables ..................................................... ……………………….....63 Units of Measurement ........................................................................ …………..………...64 Items Types ......................................................................................... ………………..…….65 Items Classes ......................................................................................... ………….….........66 (Receipt – Issue – Transfer – Orders) Types….................................................................67 Inventory Turnover Management ...................................................................................... ...68 Evaluation Standards ................................................................................................................69 Pricing Levels ............................................................................................ ................................70 Section Four: Accounts Payable Configuration ............................................... ........ 71 General Variables .................................................................................................................. 72 Vendors Types ............................................................... ………………..………….73 3

Vendors Classes ............................................................ ………………………….74 Purchase Requests Types ................................................................ …….………75 Purchase Orders Types ................................................................. …….……….. 76 Purchases Bills Types ..................................................................... …….………..77 Section Five: Accounts Receivable Configuration:...........................................78 General Variables ............................................................ ..…….………………… 79 Customers Types .................................................................................................. 81 Customers Classes .............................................................. …….………………..82 POS Machines Data .............................................................. …….………………83 Credit Cards Types ................................................................…….……………….84 Quotations Types ........................................................................................………85 Customers Orders Types ................................................................................… 86 Sales Bills Types .................................................................................... ………..87 Sales Returns Types .............................................................................................88 Sales Charges ........................................................................................................89 Chapter Two: System Administration ................................................................90 Section One : Inputs ...........................................................................................91 Users Display ........................................................................................................92 Open New Branch (Activity) ...................................................................................93 Users Groups .........................................................................................................95 Users Data ...........................................................................................................96 Section Two: Users Privileges ........................................................................…97 Screens Privileges ................................................................................................98 Accounts Privileges ..............................................................................................99 Customers Accounts Privileges ............................................................................100 Vendors Accounts Privileges .................................................................................101 4

Transactions Privileges ........................................................................................102 Monitoring ............................................................................................................103 Password Change .......................................................................................,........104 Section Three: Transactions ............................................................................105 Monthly/ Periodical Locking ................................................................................106 Monthly/Periodic Closing ....................................................................... ............................107 Annual Closing ................................................................................................. ......................111 Transfer Data between Accounting Units ...................................................... ..................118 Unclosing ..................................................................................................... ...........................119 Data Backup ........................................................................................................................,..120 Backup Retrieve ...................................................................................... ............................121 Signatures .................................................................................................... ............................122 Privileges Reports ................................................................................................,.... …........123

Chapter Three: General Ledger ..............................................................................124 Section One: Inputs ..............................................................................................................127 Account Opening Request............................................................,,,,,,,,.........................,.......128 Chart of Accounts ...................................................................................................................129 Opening Balances ..................................................................................................................132 Budget (Budgeting) ................................................................................................................133 Section Two: Transactions ...............................................................................................134 Journal Entries..... ..... ..... ..... ..... ..... ......................................................................................135 Payment Vouchers...................................................................................................................136 Receipt Vouchers.....................................................................................,...............................137 Debt Notes .............................................................................................................................148 Credit Notes ........................................................................................... ..... .........................139 5

Due Cheques – Manual..................... ... .............................................................................140 Due Cheques – Automatic..... ...... ... . ................................................................................141 Banks Reconciliation (Adjustments) .... .............................................................................142 Account Statement Matching .............................................................................................143 Documents Auditing .............................................................................................................144 Bank Credits (Letter of Guarantee/ Guarantee Extension/ Release/Confiscation)145 Section Three: Reports ....................................................................................................147 Reports Samples ................................................................................................................ ..150 Section Four: Posting.........................................................................................................155 Chapter Four: Inventory Management Module ......................................................161 Section One: Inputs Menu ...............................................................................................162 Main Groups Data ...............................................................................................................163 Sub- Groups Data ...............................................................................................................165 Under Sub-groups Data .......................................................................................................166 Assistant & Detailed Groups Data ....................................................................................167 Identical Groups ....................................................................................................................168 Warehouses Data ..............................................................................................169 Shelves (Bins) Data .......................................................................,,...................170 Items Data .......................................................................................,...................171 Items Locations (Shelves) ....................................................................................173 Items Pricing ........................................................................................................174 Opening Stock ....................................................................................................176 Connecting Items with Accessories ....................................................................177 Section Two: Transactions .............................................................................179 6

Transferring/Issuing Materials Request .................................................................180 Inventory Receipt Permission .............................................................................182 Inventory Receipt Orders .....................................................................................183 Inventory Issue Order ............................................................................................185 Inventory Transfer ................................................................................................186 Transferred Inventory Receipt .............................................................................187 Inventory Adjustments ..........................................................................................188 Physical Inventory ...............................................................................................189 Machines Inventory ..............................................................................................191 Maintenance Order ..............................................................................................192 Damaged Items Issue Order ...............................................................................193 Inventory Imprests ...............................................................................................194 Imprests Clearing ...................................................................................................195 Items (Quantities) Reservation .............................................................................196 Section Two: Reports ..........................................................................................197 Reports Samples ...................................................................................................199 Chapter Five: Accounts Payable Module (Vendors & Purchases) ...............202 Section One : Inputs ..........................................................................................205 Vendors Groups ..................................................................................................206 Vendors Data ........................................................................................................207 Supply Data .......................................................................................................208 Vendors Opening Balances ................................................................................210 Opening Balances of Documentary Credits ......................................................212 Purchases Plans ................................................................................................213 7

Purchases Representatives Data .......................................................................214 Sections Two: Transactions ............................................................................216 Purchase Requisitions .......................................................................................217 Quotations .........................................................................................................219 Purchase Orders ...............................................................................................220 Local Purchases Bill ..........................................................................................223 Foreign Purchase Bills .......................................................................................225 Foreign Purchases Receipt Permission ............................................................231 Foreign Purchases Costs ..................................................................................232 Purchases Returns Bill........................................................................................233 Payment Voucher .............................................................................................234 Section Three : Reports ..................................................................................235 Reports Samples.................................................................................................239 Chapter Six : Accounts Receivable Module (Customers & Sales) ..............244 Section One : Inputs .......................................................................................245 Customers Data ...............................................................................................246 Customers Groups ............................................................................................248 Collectors Data ..................................................................................................249 Sales Representative Data ................................................................................250 Account Opening Order ......................................................................................251 Routes Data ........................................................................................................252 Collection Plan .....................................................................................................253 Ordered Items ................................................................................................................254 Customers Opening Balances .........................................................................................255 8

Sales Plans ..........................................................................................................................256 Items Pricing ........................................................................................................................257 Section Two : Transactions .........................................................................................258 Promotional Quotations ......................................................................................................259 Quotations ............................................................................................................................260 Customers Orders ..............................................................................................................261 Sales Bills ...............................................................................................................................262 Sales Returns Bills ..............................................................................................................263 Additional Discounts ............................................................................................................264 Receipt Voucher ....................................................................................................................265 Section Three: Reports .....................................................................................................266 Reports Samples ..................................................................................................................269 Appendix ..............................................................................................................................................273

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Preface Welcome to Release 1 of the Yemensoft Onyx Pro User’s Guide. This user guide includes the information you need to work with Yemensoft Onyx Pro effectively. It contains detailed information about the following:  Overview and reference information  YEMENSOFT Onyx Pro functions and features  Specific tasks you can accomplish using YEMENSOFT Onyx Pro  How to use YEMENSOFT Onyx Pro windows YEMENSOFT Onyx Pro Modules, configurations, transactions and reports. This preface explains how this user guide is organized and introduces other sources of information that can help you. Audience for This Guide Welcome to Release 1 of the Yemensoft Onyx Pro User’s Guide. This guide assumes you have a working knowledge of the following:  The principles and customary practices of your business area.  YEMENSOFT Onyx Pro use. If you have never used YEMENSOFT Onyx Pro, we suggest you attend one or more of the YEMENSOFT Onyx Pro training classes available through YEMENSOFT Offices. How To Use This Guide This guide contains the information you need to understand and use YEMENSOFT Onyx Pro. This preface explains how this user guide is organized. This guide contains the following chapters:  Chapter 1: provides an overview of all the setup steps for YEMENSOFT Onyx Pro and describes how YEMENSOFT Onyx Pro can be tailored to your needs. Note: Implementation information and procedures are not contained in this chapter. 10

 Chapter 2: provides the information you need to Control YEMENSOFT Onyx Pro.  Chapter 3:contains the information you need to understand and use YEMENSOFT General Ledger Module.  Chapter 4: contains the information you need to understand and use YEMENSOFT Inventory Module.  Chapter 5: contains the information you need to understand and use YEMENSOFT Accounts Payable Module.  Chapter 6: contains the information you need to understand and use YEMENSOFT Accounts Receivable Module.

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Send Us Your Comments YEMENSOFT ONYX PRO MANUAL , Release 1

Yemensoft welcomes customers' comments and suggestions on the quality and usefulness of this document. Your input is an important part of the information used for revision.  Did you find any errors?  Is the information clearly presented?  Do you need more information? If so, where?  Are the examples correct? Do you need more examples?  What features did you like most? If you find any errors or have any other suggestions for improvement, please indicate the document title and part number, and the chapter, section, and page number (if available). Thanks for using YEMENSOFT ONYX PRO and this user manual. We value your comments and feedback. At the end of this guide is a Reader’s Comment Form. We invite you to use this form to explain what you like or dislike about YEMENSOFT ONYX PRO or this user manual. You can send comments to us in the following ways:  Mail your comments to the company address or contact us directly at (967) -01503866- Mobile: +967 733957640  FAX:967 1 503867 Attn: Software Documentation Dept. E- Mail: [email protected] or [email protected]  www.yemensoft.net  P.O. Box : 11126 YEMENSOFT Co. Ltd. for Software Development & Consultancy. Sana'a, Hadda Street, Alkurimi building Republic of Yemen If you would like a reply, please give your name, address, telephone number, and (optionally) electronic mail address. 12

Welcome to YEMENSOFT Onyx Pro System- User’s Guide 1.1 Salutatory

Welcome to YEMENSOFT Accounting and Financial System ONYX PRO! Onyx Pro System is a great achievement of the combination of twenty year’s experience and state-of-art technology. With two decades’ of research and development, YEMENSOFT Onyx Pro System is constantly improving and evolving through experience. The Comprehensive Accounting and Financial system (Onyx Pro) has been acknowledged as one of the best Accounting Systems worldwide and regarded as the right hand of the enterprise boss. OYNX PRO System ensures easily an effective monitoring of transactions, advanced and detail report function. Consequently promote your business to higher step! Your definite choice of Yemen Soft Onyx Pro System will make you confident and surpassed in your future trade. 1.2 Copyright Notice This document was prepared to assist the customer in the use of the YEMENSOFT ONYX PRO. Its contents may not be used for any other purpose without written permission. The material contained herein is supplied without representation or warranty of any kind including any implied warranties or merchantability. YEMNSOFT assumes no responsibility and shall have no liability of any kind from the supply or use of this document and the material it contains. © Copyright 2013, YEMNSOFT. All Rights Reserved. Company address: Republic of Yemen, Sana'a, Hadda Street, Alkurimi building. Telephone: 00967-01-503 866 Fax 00967-01-503513 Cost service website:WWW.YemenSoftCare.net Company website: WWW.YemenSoft.net 13

About

YEMENSOFT is the first leading company in the field of Software and Information Technology in Yemen, and one of the largest software company worldwide. YEMENSOFT offers its application products, along with related consulting, training and support services, in over 15 countries through more than 30 office around the world. YEMENSOFT has been granted ISO certificate for Quality Management System. Moreover, it has been selected recently for 100 Top Asia (Red Herrings 100 Asia). YEMENSOFT since it’s founded, has been devoted itself to the development of applied software research for decades. It takes pride in its firstbrand Onyx Pro System, which ranks first among most kinds of Accounting and Financial Systems for its distinguished functions, concise and quick process, and comprehensive features, safe and stable run. So far, there have been thousands of customers all over the world for several years. We have excellent research technicians and constant innovative software programmers; and thus we can make quick adjustments to ensure software safe run according to our customers’ requirements. We promise that our systems have been seriously examined by our technicians several times before being sent to our customers. Moreover, Technical Support Department made up by experienced engineers will provide quick and accurate technical help for our customers at any time. We constantly stick to our motto, which is “Pursuing excellence and perfect”. YEMENSOFT ONYX PRO System has been wining a famous reputation and public praise steadily. Onyx Pro, a leading brand in Accounting computer systems, is the guarantee symbol of quality and credit. Your definite choice of YEMENSOFT Systems will make you feel confident and flexible in your future trade. You can enjoy convenience and satisfaction brought by E-time and wealth.

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We offer a complete set of training courses to help you and your staff mastering YEMENSOFT Applications. We can help you develop a training plan that provides thorough training for both your project team and your end users. We will work with you to organize courses appropriate to your job or area of responsibility. Training professionals can show you how to plan your training throughout the implementation process so that the right amount of information is delivered to key people when they need it the most. You can attend courses at any one of our many Authorized Educational Centers. In addition, YEMENSOFT training professionals can tailor standard courses or develop custom courses to meet your needs. For example, you may want to use your organization structure, terminology, and data as examples in a customized training session delivered at your own facility.

From on–site support to central support, our team of experienced professionals provides the help and information you need to keep YEMENSOFT ONYX PRO working for you. This team includes your Technical Representative, Account Manager, and YEMENSOFT’s large staff of consultants and support specialists with expertise in your business area, managing an Oracle8i server, and your hardware and software environment.

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For your data safety:  Never connect the computer or the network that uses Onyx Pro to any other network like the internet.  Never download any file to your computer or network before you scan it against viruses.  Back up of your data on a perpetually.  Please read the manual carefully before you start using Onyx Pro. If you have any question or you need any clarification related to this manual, please contact Yemen Soft at any of its addresses.

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In the 21st century, there is a strong need for global competition between organizations. The survival strategy for competition is to fulfill the customer needs and serve at the shortest possible time. However, competition demands full integration of the modern enterprise business. YEMENSOFT Onyx PRO is the tool that helps enterprises to become competitor through integrating their business processes. YEMENSOFT ONYX PRO System has been wining a famous reputation and public praise steadily. Onyx Pro, a leading brand in Accounting computer systems, is the guarantee symbol of quality and credit. YEMENSOFT Onyx Pro is a comprehensive accounting and financial package and a fully integrated solution. It integrates suppliers and customers with the manufacturing environment of the organization. It is the finest blend of business and information technology that helps enterprises link their resources, utilize and allocate them in the best possible manner, and control them on real time basis. YEMENSOFT Onyx Pro is the solution for effective planning of all the manufacturing resources of any enterprise. YEMENSOFT Onyx Pro has been designed through using a combination of two decades’ experience and state-of-art technology to ensure that our customers can manage and monitor their business and financial tasks precisely and effortlessly. To save time, efforts, and money of our customers, YEMENSOFT Onyx Pro comes as a package containing four integrated accounting and financial modules: General Ledger Module, Inventory Module, Accounts Payable Module, and Accounts Receivable Module. It is a result of expertise of a highly qualified team comprising of local and international programmers, system analysts, and accountants. The package is made of a variety of functions that are linked together, such as business planning, production planning, master production scheduling, material requirements planning capacity requirements planning and the execution system for 17

capacity and priority. Onyx Pro outputs from different sub-systems are integrated with financial reports, such as business plans, purchases commitment reports, shipping, budget, inventory production and others. In a nut shell, using YEMENSOFT Software will entitle you to benefit from numerous advantages that YEMENSOFT offers its customers, including maintenance and consultancy services. Moreover, a version of update is offered with an exceptional price; and one year of maintenance warranty whose continuation are provided based on an agreement to be signed with the customer. For organizations that have offices around the world, ONYX Pro System provides the flexibility needed to operate in multiple countries, each with unique currency, language, and statutory requirements.

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 Flexible and expansible according to emerging needs requirements.  Developed by up-to-date international languages of programming: Oracle 10g Database and 6i forms.  Bilingual (English & Arabic).  Designed with the most recent network technologies Client/Server.  Support working on networks.  User-friendly software.  Full supported maintenance, modification and upgrading when required.  Providing on-line help and instruction messages during the illogical or unpermitted transactions.  Prompt help for all the package screens and fields.  Assigning particular screens “Favorite Screens” for every user according to his/ her assigned tasks and functions.  Multi-user, office, branch, and chart of accounts.  High security of data.  Provide monitoring system showing precisely the users and transactions they performed in addition to recoding dates and times of those transactions as well as recording copies for the previous transactions. 19

 Fully integrated with YEMENSOFT ERP.  Characterized with strong database with tremendous capacity and supported technically from ORACLE Corporation.  Provide configuration software for each module ( general Ledger – Inventory –Vendors (AP) – Customers(AR)) to be configured according to requirements .  Provide chart of account designer for creating the chart of accounts in accordance with business nature and size.  Provide Reports Designer for creating the additional reports according to requirements.

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System

Functions

Accounts Module (GL)

 Provide integrated automation for all the accounting and financial transactions and procedures starting from designing the chart of accounts and budgeting up to issuing the financial statements quarterly or periodically. In addition to that, it provides the supervisors with the tools of liquidity and cash flows management to achieve full accounting and financial control in order to achieve the institution objectives

(AP)Vendors Module

 Manage all the related transactions of purchases and vendors , starting from purchase orders up to the cost automatic calculation of inventory items.  Enable the management to control and regulate the payments for vendors according to the applied procedures, which may include the bank credits and the added cost tax.

Inventory Module

Customers Module (AR)

 Provide an efficient Management for stores and warehouses through providing smart tools for classifying stocks groups, items, and shelves.  Provide the functions of importing, disbursement, transferring, stocktaking, and stock reevaluation.  Allow inventory turnover management.  Avoid deficits or items stagnation.  Manage all the transactions of customers, sales representatives and collectors. These transactions include customers orders, sales plans, pricing policy, quotations, sales bills, sales returns, debts ages, collections and discounts, incentives and commissions.  Improve the efficiency of dealing with the customers.  Provide direct indicators about plans implementation on all the levels of products, customers, and representatives..

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Most of Onyx Pro screens contain almost the same buttons that execute certain commands, such as addition, modification, deletion, etc. Table (1) summarizes the functions of the most used buttons. Other buttons may also appear in some other screens, so their functions will be described where needed. Button

Function To add a new record. To save the new or modified record. To make modifications. To delete any record completely from the system database. To display a list of the available records. To search for any saved record in the system. To display the previous

or the next

To preview the report before printing. To undo (cancel) any executed action. To exit to the current window

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record.

/

To display the first/ last record. To display the previous record To show the following record

Table (1) If your mouse is unavailable or if you prefer using your keyboard, you can use keyboard shortcuts to execute specific commands. Press (Ctrl+F1) to display a list of shortcut keys that are used in Onyx Pro as shown in Table (2). The use of each of these keyboard shortcuts is described below:  F10: To save any record after adding or modifying its details.  Esc: To close any displayed list.  Ctrl + u: To clear the contents of a field.  F6: To add a new record.  Backspace: To delete backward a word or part of it in any field.  Shift+F1: To display errors when technical errors occur in the system.  F3: To duplicate the contents of a field into another field of the same type. For example, in the Journal, Payment, or Receipt Voucher screen, the contents of the "Dr Amount" field in any raw can be duplicated to the next row by pressing the F3 key.  F4: To duplicate the contents of an entire row to the next row. This short key is used in the Journal, Payment, Receipt Vouchers screens.  Ctrl + E: To edit the contents of a field and make the desired changes.

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Table (2)  Shift+F6: To delete the displayed record completely from database.  F7: To search for a record. Notice that when you press the F7 key, the contents of the fields will be cleared, enabling you to enter some characters about the information you are looking for (e.g., the initial numbers of an Invoice No., a Vendor Code, an Account Code, etc.). Press F8 to display the details of the desired record in the respective fields.  F8: When you search for a record by pressing F7 key, press F8 key to display the record details in the respective fields.  Shift+F8: To send the displayed record or report to the printer.  F9: After clicking the Add button to add a new record, pressing the F9 key will display a list of the available records in the system.  Tab or Enter: To move the mouse pointer from one field to another.

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The system saves the user time and effort of data entry by using the method of searching. Here, we will discuss the method of Searching for Account Types as an example. If you want to search for any type of accounts, you have to open the Chart of Accounts screen from (GL Module – Inputs Menu) (as in the following figure).

After that, you can search for an account type by using any of the following methods:  Click on the button of displaying window will pop up: 25

. When you do that so, a

 Input the desired account type number in the field “Find” after the symbol%, and then click the button of searching . The system will then display the required account type. As an example, to search for the account type number "2", click the button of displaying and then input the number 2 . after that, click on the button of searching. Then, the system will display the details of the account type number 2 on the screen. Moreover, the system provides users with another method of searching. This method is Double click on the button of searching and then look for the desired account type in the available records (account types) using the arrows , which will enable you to move to the next or the previous record. Furthermore, the system provides users with another method of searching. This method is using the account name to search for the desired account type by any of the following two methods: 1. The first method is discussed in the steps below:  Click on the button of searching 26

.

 Input the first letters of the accounts name (e.g., "su" to search for the name "Sub") in the field “Find”  After that, click on the button of searching

again.

 Then the system will display the desired account type. 2. The second method is discussed in the following steps:  Click on the button of searching , and then input some letters of the account type name (e.g., "ai" to search for the name "Main") after the symbol (%)in the field “Find”.  After that, click the button of searching

again.

 Then the system will display the desired account type.

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The system allows the user to modify and delete any record. Here, we will discuss the method of modifying and deleting any type of accounts as an example. The system allows modifying the name of any type of accounts If you want to modify any type of accounts, you have to open the Chart of Accounts screen from (GL Module – Inputs Menu) (shown in the previous figure). To modify the name of any account, follow the steps below: 1. Click on the button of modifying

.

2. After that, modify the name as desired. 3. Then click on the button of saving

.

Similarly, the system enable the entitled user to delete completely any type of accounts from the system. To delete any account, follow the steps below: 1. Click on the button of deleting

.

Notice that you cannot delete an account type if it has already been used in the Chart of Accounts.

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System Log-in After you click on YEMENSOFT ONYX Pro shortcut ( the mouse left button, the following screen will pop up:

) with a double-click on

Figure 1: Log-In Window

To log in Onyx System, follow the following easy steps: 1234567-

Input “Accounting Unit No.” Input the “ User No.” Select Branch. Input Password. Select the language. Then click on the button “Enter”. After that, ONYEX System Main Interface will pop up as the following:

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Figure 2: Onyx Pro Main Interface

As you can see the main interface of ONYEX PRO System consist of five main Modules. These menus are as follows : 30

12345-

General Ledger Module (Accounts Management System) Inventory Management Module Accounts Payable (Purchases & Vendors) Management Module Accounts Receivable (Sales & Customers) Management Module Information Management System.

YEMENSOFT ONYX PRO System manages each of these five system through a group of steps starting with Configuration process and inputs. Then , it manages the transactions. After that, it manages the process of issuing the miscellaneous reports accurately. Moreover, ONYX PRO System provides directors in the Higher management with the chance for following up and monitoring all data and information through the a group of messages which appear when necessary in order to notify the user about particular aspect.

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YEMENSOFT ONYX PRO System provides you with a number of screens which help in determining the systems to be used in every Module of ONYEX PRO Modules, (General Ledger – Inventory – Purchases & Vendors – Sales & Customers – System Administration), in accordance with the company activity nature and size. Furthermore, the system provides three groups of screens according to their importance in system configuration. These groups of screens are classified to the following: I. Variables Screens Group These screens are designed for the special variables that are provided for all activities. The user must determine the suitable variables that are related to the company activity and size. II. Compulsory Screens Group Theses screens play a crucial role in the accounting and inventory aspects of the system. The user must use these compulsory screens due to their importance in dealing with system. These screens are “Adding Chart of Account Screen ”, “Adding Items Screen”, “Adding Currencies Screen”, “Adding Measurement Units Screen”, and “Final Reports Configuration Screen”. III. Optional Screens Group These screens are used for analyzing configuration data according to the user desire even after a period of the configuration of compulsory screens and the other variables.

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In a nut shell, we can say that the screens of configuration are classified to five menus: (General Configuration – General Ledger Configuration – Inventory Configuration – Purchases Configuration – Sales Configuration).

Figure 3: Configuration Menus

Figure 4: General Variables Menu

We will discuss these menus of configuration in details as follows:

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This menu consists of a number of screens that are used during the process of system Configuration.

Figure 4-1: General Variables Menu

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General Variables This screen is used for determining whether you want ONYX Pro system to be fully integrated with the other systems of YEMENSOFT Co. Ltd . As you can see from the following figure, ONYX Pro can be fully integrated with Human Resources Management System , Fixed Assets Management System, Exchange Management System, POS, MRP, Gate System, and Hotel Management System. Moreover, this screen is used for integrating the modules of ONYX Pro system or not. Furthermore, it is used for determining whether you want to use the Profits Tax. If want to use the Profits tax, just tick at “Use Profits Tax”.

Figure 5 : General Variables Screen

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Captions Translation

This screen allows changing some of the fields names easily. That is to say, you can change the account statement footing. For example, you can change the report footing “This record is accurate and valid unless you raise an objection”. If you want to change the caption names , follow these easy steps: 1- Click on . 2- Select the language. 3- Input the Language No. (1 for Arabic – 2 for English). 4- Input the new name you want to be used in “Description”. 5- Input the screen name in the field “Screen”. 6- Then click on

. Figure 6: Caption Translation Screen

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System Periods Set Up This screen is used for determining the financial periods number of the accounting period (Fiscal Year). These periods maybe monthly periods or another periods according to the user desire. Furthermore, the system allows user determining the financial period regardless it matches the calendar or legal year, or overlapped between two years as in the schools and universities. Moreover, the user must take into his consideration that he can’t modify any data after the process of data entry.

Figure 7: Periods Setting up

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Currencies Configuration We have said previously that one of the important features of ONYX Pro is multicurrency as to allow monitoring accounts, warehouses, Entries and recording process, and issuing reports in any type of currency. Thus, this screen is used for adding any type of currencies to be used in system transactions according to the organization requirement. To add any currency, follow these easy steps: 1- Click on . 2- Input currency number in the field “No.” 3- Input currency name in the field “Currency Name”. 4- Input the currency code. 5- Input the small change. 6- Input exchange rate. 7- Input the maximum rate of exchange. 8- Input the minimum rate of exchange. 9- Then click on

.

Figure8: Currency Configuration Screen

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Countries Data This screen is used for inputting countries data in the case of selling on the countries level. To add any country, follow these steps: 12345-

Click on . Input the country name. Input the country abbreviation. Input the country continent. Input the country currency name.

6- Then click on

.

Figure 9: Countries Data Screen

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Governorates Data This screen is used for adding governorates data in the case of classifying sales to governorates. In this case, the system allows issuing reports according to the governorate. It is related to “Countries Data Screen” as to classify any country to governorates of sales. To add any governorate, follow the steps below: 1- Click on . 2- Input the governorate name. 3- Select the country No. 4- Then click on

.

Figure 10: Governorates Data Screen

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Cities Data Cities Data Screen is used for adding cities data. It is related to “Provinces Data Screen” in order to classify cities to provinces of sales. Therefore, the system allows issuing sales reports on the level o cities. In the case of selling, the user should determine the customer province and then the system will automatically collect sales bills and sales returns data to issue the report of sales and returns according to the customer, province , city, and governorate. To add any city, follow these easy steps: 1234-

Click on . Input the city name. Select the governorate No. Select the country No.

5- Then click on

.

Figure 11: Cities Data Screen

41

Regions Data This screen is used for adding regions data. To add any region, follow these following steps: 1- Click on . 2- Input the region name. 3- Select the governorate No. 4- Then click on

.

Figure 12: Regions Data Screen

42

Branch Data This screen allows modifying all branch data except branch number. To modify the branch data, follow these steps: 123456-

Click on . Input the branch name. Input the branch address. Input the telephone No. Input the fax No. Input the mailbox No.

7- Then click on

.

Figure 13: Branch Data Screen

43

Companies Data This screen is used for adding the company data. After adding the company dat, user can modify those data except the company number. It is also used for determining the company logo. To add the company data, follow these following steps: 1- Click on . 2- Input the company name. 3- Input the company abbreviation. 4- Then click on

.

Figure14: Company Data Screen

44

Staff Data This screen is used for inputting the staff data (Number – name – Department address , …etc). To add any employee data, follow these steps: 12345678-

Click on . Input the employee No. Input the employee name. Select the employee department. Input the employee occupation. Input the employment date. Input the employee qualification. After you complete data entry, click on

.

Figure15: Staff Data Screen

45

International Territories This screen is for inputting the international territories data. To add any of the international territories, follow these steps: 1- Click on . 2- Input the territory name. 3- Input the territory abbreviation. 4- Then click on

.

Figure16: International Territories Screen

46

General Coding This screen is used fo inputting the sales seasons during which the activity of sales increases due to the increase of customers demands. For example, during Ramadhan month, the demand for dates usually increases. To add any season of sales, follow these easy steps: 1- Click on . 2- Input the season sube code. 3- Input the season name. 4- Then click on

.

Figure17: General Coding Screen

 Note: If you added any season of sales to this screen, it will appear in Items Data Screen, Additional Data Sub-screen – Inventory Inputs Menu.

47

This menu consists of a number of screens which are used in the process of GL configuration. These screens are GL Variables, Accounts Types, Accounts Groups, Accounts Classification, Accounts Reports Types, Banks Group, Documents Types, Guarantees Types, Notes Types, Statement Coding, Intermediate Accounts, Payment & Receipt Types, Requests Types, and Activities Group.

Figure18: Configuration Menu

48

General Variables This screen is used to configure the GL Module through identifying: • The size of accounts number in the chart of account. • Type of document (Alphabetical - Numeric – Alphabetical & Numeric). • Sequence Method (Automatic Manual). • Date (Automatic Manual). • Ability to define unlimited number of accounting periods. • Posting (Automatic once entry saved or after review). • Use of Cost Centers (Mandatory Optional). • Connecting accounts with cost centers and their effects: This option is activated through the screen of General Leger setting, and cost center can beidentified whether mandatory, optional or not used. This allows greater flexibility for cost center solutions and serves wide sector of business such as construction organizations and some businesses that work with only one account and separate its transactions from particular cost centers so that the effects on that account appear only in the connected centers but not all centers. • Option for using or not using bills. • Option for using or not using foreign currencies. • Option of affecting /not affecting the funds through journal entry. • Method of handling with the differences’ accounts of foreign currencies exchange. • Connecting the notes with vouchers and entries and the method of affect on each other. • Identification the types of intermediate accounts. • Management of alarm concerning checks, vouchers. In addition to the method of the timing and issuing those documents by the system. • The methods of connecting the accounts with bank credits, and the affect on each other. • The possibility of suspending entries.

49

•

The possibility of closing the accounting periods according to requirements so that no transaction is allowed, but only in open accounting period. • Unlimited of accounting groups. • · Optional connection of accounting module with other modules such as sales & Clients, Purchase & • Vendors, Inventory, Fixed Assets, Human Resources, Production & Cost Management.

Figure19: General Variables Screen

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Accounts Types This screen is used for classifying accounts to two types of accounts, main accounts and sub-accounts. These types of accounts are used in chart of accounts.

Figure 20: Accounts Types Screen

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Accounts Groups This screen is an optional screen that can be used for dividing the chart of accounts, or compiling particular accounts in groups, in the case of inability to gather them in the accounts tree that has been inputted in the chart of accounts such as dividing the chart of accounts according to the unified accounting system to different levels (gross, general, assistant, and analytical) or even dividing the chart of accounts to accounts in accordance with activity in the case of the activities diversity in the company.

Figure 21: Accounts Groups Screen

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Accounts Reports Types This screen is used for adding the types of final reports such as profit and loss statement (Statement of income), financial position statement (Balance Sheet), and any other classification of final reports. To add any type type of final reports, follow these easy steps: 1- Click on . 2- Input the name of report type. 3- Then click on

.

Figure 22: Accounts Reports Screen

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Banks Group This screen is used for adding banks group in order to allow displaying various reports about banks even if they were in different levels and tree.

Figure23: Banks Group Screen

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Documents Types This screen is used for classifying entries to various types such as Bank Adjustments Entry, Imprests Adjustments Entry, Inventory Adjustments Entry, Maturity Entry, …etc) through giving each of these types a specific number and independent sequencial number if the user wants that.

Figure24: Journal Documents Types Screen

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Guarantees Types This screen is used for adding the types of guarantees such as elementary guarantee, final guarantee, performnce guarantee, …etc.

Figure25: Guarantee Types Screen

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Notes Types This screen is used for coding the notes types and connecting them with credit notes or debt notes. It allows coding notes according to the note nature, center, branch, project, or account, …etc. The credit notes are used in Credit Notes Screen while the debt notes are used in Debt Notes Screen.

Figure26: Notes Types Screen

57

Description Coding This screen is used for coding the most repeated phrases of description in order to be used directly in the screens of Journal Entries, Receipt Voucher , Payment Voucher by pressing “F9”. This screen has been added to save the user time.

Figure 27: Description Coding Screen

58

Interface Accounts This screen is used for adding the intermediate accounts that are generally used in the financial accounts such as the exchange rate differentials and securities (receipt and payment vouchers), .. etc.

Figure 28: Interface Screen

59

Payments and Receipts Types This screen is used for coding Receipt Vouchers Types, Payment Vouchers Types, or both. It allows registering the types according to issued items, identical receipts items, branches, centers, projects, periods, ...etc. Moreover, it allows determining particular types for receipt and other types for payment or even for both.

Figure29: Vouchers Screen

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Orders Types This screen is used for adding all requests types of entries, receipt and payments vouchers. To add any type of orders, follow the steps below: 1- Click on . 2- Input the name of order type . 3- Select the sample type. 4- Then click on

.

Figure 30 : Requests Types Screen

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This menu consists of a number of screens which are used in the process of inventory configuration. As you can see from the following figure, inventory configuration menu includes a number of screens.

Figure 31: Inventory Configuration menu 62

Inventory General Variables Inventory management module includes general variables allow system adaptation to conform any organization procedures and policies. These Variables includes:  The other modules connected with( accounts – vendors – Customers – Manufacturing …etc.).  The mechanism of connection with electronic scales.  The mechanism of connection warehouses with stores.  The method of cost calculations(warehouse – groups):  Average of returns.  First in first out (FIFO)  The possibility of continuous/periodic stocktaking.  The use of Batch No.  The use of Serial No. Figure 32: Inventory General Variables Screen  The use of Batch of Material BOM.  The use of packages and units.  The mechanism of issuing and sequencing records and documents.  The possibility of issuing inventory items with sales price.  The use of standard cost of items.  The Usage of “additional charges”  The Mechanism of items automatic coding.  Mechanism of alarm for transferred items but have not received yet. Classifying items into:  Types  Classes  Classifying receiving/issuing/transferring/orders into types.  Types of pricing and its level.

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Units of Measurement This screen is used for adding all the units of measurement such as item, cartoon, dozen, …etc. To add the units of measurement, follow these steps: 1234-

Click on . Input the unit name. Input the unit default size. Select the unit type.

5- Then click on

.

Figure 33: Unit of Measure Screen

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Items Types This screen is used for adding all items types concerning usage or storage. It is also used for determining the effect of each item on Inventory Module , GL Module (Accounts Management Module), AR Module (Customers Module) , and AP Module (Vendors& Customers). To add any type of items, follow these steps:

1- Click on . 2- Input the item type name. 3- Then click on

.

Figure 34: Items Types Screen

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Items Classes This screen is used for adding all items classes in order to determine the item class in Items Data Screen. To add any type of items classes, follow these steps:

1- Click on . 2- Input the name of item class. 3- Input the class value. 4- Then click on

.

Figure 35: Items Classes Screen

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(Receipt – Issue – Transfer – Orders) Types All these screens are used for dividing documents into types according to the organization requirement. They also allow determining sequential number for each type. These screens play a crucial role in reports issuance.

67

Inventory Turnover Management This screen is used for setting up standards for inventory turnover of items between warehouses so that no inventory remains stagnant.

Figure 37: Inventory Turnover Screen

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Evaluation Standards This screen is used for defining standards of evaluation so as to be used in inputting the evaluation of items.

Figure 38: Evaluation Standards Screen

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Pricing Levels This screen has been designed for adding all the various levels of sales prices. Therefore, the sales prices of inventory items, such as wholesale price, retail price, Knockdown price, …etc, should be added in Pricing Screen according to those prices levels. To add the levels of prices, follow the steps below: 1234-

Click on . Input the level name. Select the currency type. select the payment method.

5- Then click on

.

Figure 39: Pricing Levels Screen

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This menu consists of a number of screens which are used in the process of Accounts Payable Module configuration. As you can see from the following figure, the configuration menu of this Module includes a number of screens.

Figure 40: AR Configuration Menu

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General Variables Accounts Payable Management module includes general variables which allow system adaptation to conform any organization procedures and policies. These Variables are used to define: • The Method of connection with General Ledger. • The Method of connection with Inventory. • Vendor classification. • Type of Purchase cost (CIF, FOB,CF) • Types of discounts ( percentage / amount):  Item discount  Invoice discount • The Method of discount calculation (distributed on item charges or separated in independent account…etc.). • The Method of handling the free quantities provided by vendors. • The Method of sequencing records or documents. • The Type of cost centers. • The Credit management:  Processing credit as installments  Using fixed accounts or variable for credits. • Types of various records and documents and the method of their classification and serialization. • The Classes and types of vendors. Figure 41: Variables Screen

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Vendors Types Any company classifies its vendors to different types. Each type of vendors includes classes or groups. This screen is used for adding all the types of vendors. It is an optional screen and its inputs appears in Vendors Data Screen. When the user add any vendor in Vendors Data Screen , the group of that vendor should be determined as it had been inputted in this screen. To aadd the vendors to types, follow these easy steps:

1- Click on . 2- Input the type name. 3- Then click on

.

Figure 42: Vendors Types Screen

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Vendors Classes This screen is used for classifying vendor to classes of such as first class vendors, second class vendors or any another type of divisions. To calssify vendors to classes, follow these folowing steps:

4- Click on . 5- Input the class name. 6- Then click on

.

Figure 43: Vendors Classes Screen

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Purchases Requisitions Types This screen is used for dividing purchases requisitions into types according to the company requirement and the reports types that are to be issued. To add the types of requests, follow these easy steps: 1- Click on . 2- Input the type name. 3- Then click on

.

Figure 44: Purchases Requests Types Screen

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Purchases Orders Types This screen is for dividing purchase orders into types according to the organization requirement. To add the types of purchase orders, follow these steps: 1- Click on . 2- Input the name of order type. 3- Then click on

.

Figure 45: Purchases Orders Types Screen

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Purchases Bills Types This screen is used for adding all types of purchases bills as well as purchases returns in order to be used in the transactions of purchases bills and purchases returns. To add any type of purchase bills, follow the steps below: 1- Click on . 2- Input the type name. 3- Then click on

.

Figure 46: Purchases Bills Types Screen

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This menu consists of a number of screens which are used in the process of Accounts Receivable Module configuration. As you can see from the following figure, the configuration menu of AR Module consists of ten screens.

Figure 47: AP Configuration Menu 78

General Variables Accounts Payable Management Module includes general variables which can be set in order to suit organization’s sales policy and transaction methods with customers. These Variables are used to define: • The method of connection with General Ledger Module :  Customers Group  One (unique) Account  Independent Account for each customer • The method of connection with Inventory Module. • Incentive policy for customers according to quantity or purchase amount, volume of incentive either amounts or items. • Pricing and how to deal with it for system or customer. • Dividing the geographical areas to sale areas. • Operation orders, method of dealing with them and their effects. • The Method of records and documents sequence. • Discounts policy for item or invoice: Figure 48: AP General Variables Screen

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 Invoices  Customers  Invoice and Customers • • • • • • • • •

The Method of handling free quantities. Setting bills and installments. The Policy of sales returns and inventory effected. The Method of incentives and commissions for sales representatives. The Policy of sales on credit and debit limits. The Policy of free quantity for invoice or clients. Classification of Customers into levels and classes. Categorization of various records and documents and serialization. The Method of electronic payment and the way of posting.

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Customers Types This screen is used for classifying customers to several types according to the company requirement. To add any type of customers, follow these following steps: 1- Click on . 2- Input the type name. 3- Then click on

.

Figure 49: Customers Types Screen

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Customers Classes This screen is used for dividing the customers to particular classes according to the institution vision. To add any class of customers, follow these steps:

1- Click on . 2- Input the class name. 3- Then click on

.

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POS Machines Data This screen is used for adding the ATMs data that are to be dealt with. To add any ATM data, follow these steps: 1- Click on . 2- Input the bank number and name or just press F9 to select the bank. 3- Input the commissions account number, or F9 to select the account. 4- Select the POS No. 5- Then click on

.

Figure 50: Customers Classes Screen

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Credit Cards Types This screen is used for adding all types of credit cards that the user wants to use in Credit Cards Data Screen. To add any type of credit cards, follow the steps below: 1- Click on . 2- Input the type name. 3- Input the address in which the ATM is placed. 4- Input ATM number. 5- Input the bank account No. 6- Input the POS No. 7- Then click on

.

Figure 51: Credit Cards Types Screen

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Quotations Types This screen is used for classifying quotations to several types according to the company requirement. To add any type of quotations, follow the steps below:

1- Click on . 2- Input the name of quotation type. 3- Then click on

.

Figure 52: Quotations Types Screen

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Customers Orders Types

This screen is used for dividing customers orders into types according to the user requirement. To add any type of customers orders, follow the steps below:

1- Click on . 2- Input the name of order type. 3- Then click on

.

Figure 52: Customers Orders Types Screen

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Sales Bills Types These screen are used for adding all types of sales bills. To add any type of sales bills, follow these following steps: 1- Click on . 2- Input the name of bill type. 3- Then click on

.

Figure 53: Sales Types Screen

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Sales Returns Types These screen is used for classifying sales returns into types according to the organization requirement. To add any type of sales returns, follow the same steps of adding sales bills types discussed on the previous page.

Figure 53: Sales Returns Types Screen

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Sales Charges This screen is used for adding any charges that can be added on the bill amount such as transportation charges. To add any charge of sales, follow these easy steps: 1- Click on . 2- Input the name of charge. 3- Input the account number and name or just press F9 to select the account. 4- Select the type of effect. 5- Select the charge type. 6- Input the charge amount. 7- Select the charge classification 8- Then click on

.

Figure 54: Sales Charges Screen

89

This chapter describes the process of controlling and handling Onyx Pro accounting system. Every screen in this module must be used carefully, since each screen is very sensitive to the secrecy of the company's financial and accounting data. Any error or inappropriate use of any screen in this module may lead to terrible results and to the loss of the data. For this reason, the company must assign a qualified and reliable person to administer the system. This person (i.e., the System Administrator) will be the first and alone responsible for a proper and safe use of the system as well as for the secrecy and security of the company data. He/she will control the processes of assigning privileges to the other users, adding and reviewing data, and correcting any error that may result from the inappropriate entry of documents and Vouchers.

Figure 55: System Administration Screen

90

This Menu has been added to complete the process of system configuration. It plays a crucial role in completing the second the phase of system configuration. It consists of four main screens.

Figure 56: Inputs Menu of System Administration

91

Users Display This screen is used by System Administrator to display the users that are currently using the system and those who have used the system through showing their names, login time and date, logout time, number of terminal computers that are connected, etc. The users who still using the system appear in white color while those who are logged out (exit the system) appear in yellow color. To open this screen, click on “Users Display Screen” from Inputs Menu- System Adminstration Module.

Figure 57: Users Display Screen

92

Open New Branch (Activity) This screen has been designed for opening new branch - activity. To open a new branch , you must have the privilege to do that. The system allows only the administrator to perform this process since it does not allow performing this process without the password that have been set by the system administrator. Therefore, only the administrator or the entrusted users can do that so. Subsequently, when you click on this screen, the following window will pop up. After inputting password, the following screen will appear. This screen is used for Creating a new activity “branch” from the branch you are currently working in. In this case, the new created branches are considered as sub-branches with respect to the current branch. Being subbranches does not mean that those new branches are dependent on the main branch. They are completely independent since you can deal with the accounts of these new branches independently. They are not related at all to any of the main branch accounts. Besides, you can design a report from the main branch that shows a comparison between the accounts and the transactions in all the relevant branches. To add a new branch (open new activity), follow these following steps: 1- Click on . 2- Input the fical year of the new branch (activity) in the field. 3- Input a new number that have not used previously for the new brench (activity). 4- Marked the data you want to be transferred to the new branch (activity) through ticking at (mark ()) the check boxes on the left of the screen. These boxes represent the data of the branch you are working in. 5- Click on “Branch Details” button to tranfer the selected data. 6- Afetr that, click on “Create Branch” buttton to craete the new branchon. 93

7- Then click on

Figure 57: Create New Year Screen

 Note: It is important to note that the new created branch will take the same password of the branch that you are using currently .However, it is possible to change the password when you access the new branch.

94

Users Groups This screen is used for adding the group of users in order to be connected with Users Groups. This means that, it has been designed to classify users to groups as to add the new user, whose data are inputted in “Users Data Screen”, to his groups. To add a new group of users, follow these steps:

1- Click on . 2- Input the group name. 3- Then click on

.

Figure 57: Users Group Screen

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Users Data This screen is used for adding new users. To add any new user, follow these following steps:

1- Click on . 2- Input the employee name and number or just press F9 to select the employee. 3- Select the user group. 4- Select the branch. 5- Input the administrator number and name or press F9 to select the system administrator. 6- Input the new user password. 7- Reconfirm your new password. 8- Then click on

.

Figure 58: Users Data Screen

96

This Section describes the administration screens that are used to monitor and grant the system users the required privileges, which will enable them to use the system in accordance with their duties and responsibilities.

Figure 58: Users Privileges Menu

97

Screens Privileges This screen will enable the System Administrator to totally control the duties that each user can carry out in the system.It is one of the most important screens. it is used for granting the other users to use the system screens by system administrator. It is also used for granting the other user the privileges of using, printing, displaying reports, adding, modifying, and deleting. To enable the other users to display and use the other screens follow these steps: 1) Click on

to select the user.

2) Click on

.

3) Click on the Main Module list] to mark () against the name of any main module that is desired to be provided as a privilege to the user. Notice that these main names are arranged in the same order as they appear in the system. When you click on the name of any module, all names of that selected module will be listed under the Sub Module window, showing against each screen name the available commands in each screen (Add, Delete, Modify, and Display). 4) Grant the user the desired privileges in any screen and restrict his/her use of any command in the selected screen by ticking at (marking ) the relevant check box/boxes of the commands. This means that the System Administrator can assign to the user only those screens that are needed for him/her to access and deal with. Then the user will not be able to access any screen other than those assigned for him/her. 5) If you click on the right mouse inside any check box will display a small list of options as shown in the figure. These options enable you to select the desired check boxes. 6) After you complete data entry, click on .

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Accounts Privileges This screen is used by administrator for controlling any of user transactions with accounts, regardless of the privileges assigned to him/her. In a similar way as described above, you can revoke or assign privileges to the users. For example, you can prevent the employees of Purchases Department from using or dealing with customers accounts because there is no need for them to use such accounts, and so on. To grant any userthe privileges of dealing with accounts, follow the steps below: 1. Click on (search) to select the user in order to be granted the privileges to deal with accounts. 2. click on .As you can see, there are two commands that can be granted as privileges to the selected user. These are:  Add: by ticking at ( marking ) any of the check boxes under this command will enable the user to add accounts in any financial transaction using only the screens that are assigned for him/her.  Display: through ticking Marking ()any of the check boxes under this command will enable the selected user to display the Account Statement of the determined accounts only. 3. Then click on .

99

Figure 59: Accounts Privileges Screen

Customers Accounts Privileges This screen is used for controlling the user dealing with customers accounts regardless of his/ her granted privileges on screens. to grant any user the privileges of dealing with customers accounts, follow the following steps: 1) Click on (search) to select the user that will be granted the privileges to deal with accounts. 2) Input the user number. 3) click on .As it can be seen, there are two commands that can be granted as privileges to the selected user. These are:  Add: by ticking at ( marking ) any of the check boxes under this command will enable the user to add accounts in any financial transaction using only the screens that are assigned for him/her.  Display: through ticking Marking () any of the check boxes under this command will enable the selected user to display the Account Statement of the determined accounts only. 4) Then click on . Figure 60: Customers Accounts Privileges Screen

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Vendors Accounts Privileges This screen is used for controlling the user dealing with vendors accounts regardless of his/ her granted privileges on screens. To grant any user the privileges of dealing with customers accounts, follow the following steps: 1) Click on (search) to select the user who will be granted the privileges to deal with vendors accounts. 2) Click on “Download Data”. 3) click on .As it can be seen, there are two commands that can be granted as privileges to the selected user. These are:  Add: by ticking at ( marking ) any of the check boxes under this command will enable the user to add accounts in any financial transaction using only the screens that are assigned for him/her.  Display: through ticking Marking () any of the check boxes under this command will enable the selected user to display the Account Statement of the determined accounts only. 4) Then click on .

101

Figure 61: Vendors Accounts Privileges Screen

Transactions Privileges This screen is used for controlling the user transactions on all Onyx Pro System. It is used by the system administrator to grant privileges to the other users. To grant any privilege to any user, follow the same steps discussed earlier. 1) Click on (search) to select the user who will be granted the privileges to deal with accounts. 2) Click on “Download Data”. 3) click on .As it can be seen, there are two commands that can be granted as privileges to the selected user. These are:  Add: by ticking at ( marking ) any of the check boxes under this command will enable the user to add accounts in any financial transaction using only the screens that are assigned for him/her.  Display: through ticking Marking () any of the check boxes under this command will enable the selected user to display the Account Statement of the determined accounts only. 4) Then click on .

Figure 62: Transactions Privileges Screen

102

Monitoring This screen is used by System Administrator to identify the users who have modified or deleted any document in some important screens of the system.In this case, the System Administrator needs to specify in advance the user(s) and the screen(s) that he/she needs to monitor. To monitor the processes of addition, modification, or deletion omodification or addition that have been made by any user, follow these easy steps: 1) Click on transactions.

(search)

to select the user you to monitor his/her

2) click on .As it can be seen, there are two transactions that can be monitored. These are:  Add: ticking at ( marking ) any of the check boxes against each screen will enable the administrator or endtitled user to display all transasctions of addition made by the selected user transactions of additions  Delete: ticking ( marking ) any of the check boxes against each screen will enable the administrator or endtitled user to display display all transasctions of deletion made by the selected user. 3) Then click on

. Figure 63: Monitoring Screen

103

Password Change Onyx Pro System allows users to change their passwords of log-in. thus, this screen has been added to allow any authorized user, to change his/her own password. The user needs to click on Modify ( ).After that, he/ she have to input his/her old password, new password, and reconfirm the new password., Then should click on Save ( ) when he / she is done.

Figure 64: Password Change Screen

104

This menu contains all the screens of transactions. It consists of ten screen: Monthly/ Periodic Locking, Periodical Closing, Annual Closing, Unclosing, Moving Data between Accounting Entities, Backup, Backup Restoring, Signatures, Data Archiving, and Database Updating.

Figure 65: Transactions Screen

105

Monthly/ Periodical Locking This screen is used for locking any desired month(s)/ period (s) during the fiscal year. As a result of this closing, the users will not be able to deal with any closed month(s). Here, you will have a possibility of locking months that are not close to each other. Period/ monthly Locking screen allows System Administrator to lock any desired month(s) formally (by “formally” we mean that it has no financial consequences and. The aim of this locking is to prevent the other users from performing any transactions in the locked period or month(s). for example, if any period transactions have not audited yet, the system administrator will lock that period/ month to prevent any user from using that period/month data. For this reason, a period should not be locked if data are still to be added in that period or month. To lock any period / month, follow these steps: 1) Click on . 2) Select locked from the field “Lock Status” ( 3) Then click on

). .

Figure 66: Periodic/monthly Locking Screen

 Note: This screen also allows locking any periods by specifying the dates in the “From Upper Date” and “Upper To Date” fields. Moreover it allows to lock any period according to user. This means that you can prevent a particular user from using any defined period. 106

Monthly/Periodic Closing you can carry out the monthly closing for the accounts in just moments. After that, you can display all the reports that are related to closing the accounts at the end of the month, such as the final trial balance and final accounts balances of the closed month, and any other accounting reports. We will explain the process of using Period Closing screen taking into account these following three points: 1) Things you should check before closing any month/ period. 2) Carrying out monthly closing. 3) Additional options in Monthly Closing screen. 1-1 Things you must check before closing the month

Before closing any month/period there are some points that must be checked, to carry out the process of closing successfully and get accurate results. These points are as follows: 1) You must make sure that all financial transactions carried out during the period have been entered in the system through the relevant screens. You should check which vouchers' numbers have not been entered in the system. This process is important especially for companies that use printed financial documents. 2) Be sure that all the transactions of the month/period have been posted. You can’t close the month if any document has not been posted yet. 3) Regarding companies that rely on the system to evaluate the foreign currencies and make the necessary entries of adjustment, they must check the standard rates in Currency Data Screen and make sure that these rates comply with the closing rates. 4) Make sure that the opening balances for the month/period to be closed are available. This can be made by making sure the closure of the month/period that precedes the month to be closed. 107

1-2 Carrying out Monthly/Periodic Closing

Through using Monthly/Periodic Closing screen, the process of closing month is carried out by clicking on the button of locing ( ) and then entering the desired month/period number in the Month/Period Filed. The system will display the fiscal year and substitute the the button of locing with (the button of closing) which are used for completing the process of closing the defined month or period.

Figure 67: Periodic Closing Screen

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1-3 Additional Options in Monthly/ Periodic Closing Screen

As shown in the previous figure, Monthly/Periodic Closing screen contains three additional options( ), that you can use based on the nature of the accounts. These options are: 1) Make Reversal: In the Journal Vouchers screen, if you tick at (mark) Reverse check box, the system will reverse the entry during the process of closing the period/ month. In this case, the system will cancel the effect of this entry on balances by making an automatic entry that reverses the financial transaction of this entry. To activate this feature of the reverse entries during closing the period or month, you must tick at (mark ) Make Reversal check box. If you do that so, the system will cancel the effect of the reverse entries. 2) Close Currency Diff: this option means that you have to depend on the system to do the necessary adjustments at the end of the month due to the differences in the foreign currencies rates against the local currency. The system will re-evaluate the foreign accounts balances based on the specified exchange rate added in Currency Data Screen. Then, it makes automatic entries for posting the differences of foreign currencies against local currency to Cash Reverse Account, that is linked to the Intermediate Accounts. If you tick at (mark ) Close Currency Differences check box, the system will display a list of all foreign account names and numbers along with the account currency and exchange rate as shown in the previous figure. Here, it will be possible to deal with the accounts using three different methods for evaluating the accounts: a. Evaluating All Accounts: In this case, the system will evaluate all the foreign accounts using the exchange rate against each currency and make the necessary adjustments in local currency for the differences resulting from the process of re-evaluation. The system will then close the differences in 109

exchange rates account, that was linked to Intermediate Accounts. b. Canceling the Selected Accounts: In this case, the user will unmark the Accounts check boxes. This will enable the user to select and mark only the desired accounts that he/she needs from the system to make the adjustments of currency differences at the time of monthly closing. c. Enter Part of Ac. Code: when the user input part of the account number in this field and click on this button will mark all accounts starting with the number you specified. The system will make the currency difference adjustments only for the accounts that start with the number you specified.

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Annual Closing As shown in the folowing figure. 5-1, the process of Annual Closing is made in successive steps in four different screens. These steps are:    

Profits and Losses Closing Create New Year (Activity) Inventory Closing Accounts Closing

It has been divided into these four steps to avoid any troubles that may occur during the process of closing. It must be noted that in order to carry out the annual closing successfully, all suspended data and transactions during the year to be closed must be fully completed. This will enable the system to transfer the data and balances precisely to the new fiscal year. In this part, we will discuss the four steps of annual closing in details.

A. Profits and Losses closing screen Through this screen, you can close all the accounts of profits and losses that are available under the Profits and Losses account in the Charts of Accounts. Normally, this account exists within the Liabilities account. This screen can be displayed from “Annual Closing Screen”- System Administration Transactions Menu. Before you start Profits and Losses closing, and in order to make sure that the process of closing is carried out successfully, the following steps must be checked at first: 1) Make sure that all financial adjustments that have effect on the evaluation of the expenditures and revenues accounts have been carried out completely. 2) Make sure that all months of the fiscal year have been closed. Otherwise, you will not enable to close process Profits and Losses accounts unless all months are closed. 111

3) It is preferred to issue the trail balance as well as the profits and losses reports before you start the process of closing.

Figure 68: Profits & Losses Closing Screen

To close the Profits and Losses Accounts, follow these easy steps: 1) Input account number of Profits and Losses or just press on F9 to select the account. 2) Then click on

.

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B. Create New Year Though Clicking on "Create New Year" option in Annual Closing Screen Administration Transaction Menu, you will open the Create New Year screen as shown in the following figure. This screen enables you to open the accounting records of the new fiscal year. The system will open the new fiscal year having exactly the similar configurations of the ended year. Hence, there is no need to carry out any configurations in the new fiscal year. It should be noted that the process of creating a new year has been chosen to be carried out on a separate screen in order to handle the transactions of the new fiscal year independently. That is, in this screen, it will be possible to close the ended fiscal year even if the closing procedures were not complete. In this case, the system will take the balances of the ended fiscal year as opening balances in the new fiscal year, provided that the first month of the new fiscal year should not be closed before you complete the closing procedures of the ended fiscal year. Therefore, when a fiscal year is closed, the system will transfer the following records to the new fiscal year: 1) All configuration screens data in all the system modules. 2) Users' data and details along with the privileges of every user. 3) The Chart of Accounts, Cost Centers, Funds, and Banks available in the inputs of General Ledger Module. 4) Details of the groups, items, warehouses, shelves, and items prices in the inputs of Inventory Module. 5) Details of incoming items and vendors in the inputs of Accounts Receivable Module. 6) Details of customers' types, collectors, regions, customers, and sales Representatives in the inputs of Accounts Payable Module. 7) Cheques that are due in the new fiscal year. Here, the system will create a serialization method for numbering the Payment and 113

Receipt Vouchers of these cheques in the new fiscal year. It is also possible to transfer the same serial numbers of these cheques used in the ended year. Notice that you can modify any of the transferred data to the new fiscal year unless transactions have been made in the new fiscal year. For example, you can delete any customer if there has been no transactions made in his account.

Figure 69: Open New Year Screen

To open a new year, follow the steps below: 1) Tick at balances accounts initially. 2) Select “All” from Accounts Types field. 3) After you ticking at (marking ) all fields, click on the button of opening new year

.

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C. Inventory Closing

This screen is used for transfer the inventory balances from the ended (closed) fiscal year to the new fiscal year as opening balances. The system has been made flexible so that the closing procedures of the inventory can be postponed though, in accounting, the closing procedures of the inventory should be carried out on the last day of the fiscal year. This feature is provided with Onyx Pro in order not to stop working on the system even if the closing procedures of the inventory have not been completed yet. The system allows transferring the inventory balances by using any of the two options shown in the following figure.

Figure 70: Inventory Closing Screen

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1) On Hand (available) Quantity – In this case, the inventory quantities that have been entered in the "Inventory" screen and were processed by Inventory Receipt and Issue Orders. Hence, this option means that the available stock balance and will be transferred to the new fiscal year. Accordingly, when you click on the button of closing , the system will transfer the balances from the warehouses of the ended year to the warehouses of the new fiscal year even if there is no quantity in the "Inventory" screen. You should take into your account that adjustments should be made in the ended fiscal year as well as in the new fiscal year based on the physical inventory data of items. 2)

Physical Inventory: If you select this option, the inventory quantities that have been entered, but were not processed, will be transferred. This option means the actual balances after the inventory have been entered in the Manual Stocktaking Screen of the Inventory module; and onwhich no adjustments were made on the approved quantities in the warehouses in order to correct the available quantities in the system. Accordingly, click on the button of closing , the system will transfer the balances that have been entered previously in Stocktaking Screen as opening balances of the new fiscal year,whose quantity differ from their inventory quantity. Notice here that adjustments should be made in the ended fiscal year only so as to equal the balnce with the opening balances of the new fiscal year.

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D. Accounts Closing This is the last step of annual closing procedures. This screen is used for transferring all the final balances of the ended fiscal to be the opening balances of the new fiscal year provided that all adjustments transactions in the ended year have been made completely.

Figure 71: Accounts Closing Screen

To close accounts, follow these steps: 1) Click on the button of closing

.

2) After a confirmation message poped up, click on “OK”. Then the accounts balances will be closed and trnsferred to the new year. 3) Then another message will pop up confirming accounts closure. 117

Transfer Data between Accounting Units This screen is used for transferring data between the accounting units after the process of annual closing has been done successfully. To transfer data between the accounting entities, follow these steps: 1) Select the options of transferring. 2) After that, click on the button of branch data 3) After the process is done, a confirmation message will pop up.

Figure 72: Data Transfer Screen

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Unclosing This screen is used for cancelling the process of Monthly/ Profit and Losses Closing. Thus, you can open any closed month by entering the desired month number to be reopened in the Periods field and clicking the button of unclosing . The system will open the closed month by cancelling all accounting processes made during the process monthly closing. you must put into consideration that you cannot open any month if the month that follows it is still closed. Similarly , you can reopen the closed Profits and Losses Account by clicking on the button of unclosing

.

Figure 73: Unclosing Screen

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Data Back up In order to guarantee data security and to retrieval, we suggest you back up database in perpetually. To back up your data, follow the steps bellow:

Figure 74: Backup Screen

1) Input the path and name of backup. Alternatively click on and then input the file name in the following figure.

2) Click on Save. 3) Then click on

.

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,

Backup Retrieve When original database was damage，it need to be retrieved. This process is protected by a password for the safety and security of your data. This meas only the System Administrator can retrieve database from the backed up files. However, you can retrieve databae to before back up. E.g. if you back up data in 31.3. these data will be restored only to one before 31.3. To start backup retrieval, follow these steps: 1) Input the password in the poped up window as in shown in the following figure. Then the click on “OK”.

2) Then the following screen, will pop up:

3) Then input backed up file name. Alternatively you click on , and then select the file from the poped up window. 4) After that click on Retrieve .

Figure 75: Backup Retrieve Screen

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Signatures This screen allows the users to display the signatures (Managers Names) which are wanted to be added in reports.

Figure 76: Signatures Screen

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Privileges Reports Only the System Administrator can use this screen to display and print a report about the privileges granted to any user at the level of every screen in the system.

Figure 77: Privileges Reports Screen

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Introduction What Is General Ledger? General Ledger is a means by which you can measure the financial health of your company. In accounting terms, the “General Ledger” records each transaction coming into or going out of your company that involves the exchange of money, or involves an increase or decrease in the overall value of your company. These transactions can include everything from cash receipts to depreciation on equipment; all such transactions should be reflected in General Ledger. In order to record a transaction, you should enter the amount into an “account”. The full set of your accounts is called the “Chart of Accounts”. Furthermore, as you examine the detail and later the summary of the activity in each account, you can analyze the efficiency and the profitability of your business. There are many types of accounts in the Chart of Accounts. The broadest subdivision of accounts separates them into “Assets”, which are generally tangible, valuable items that your company owns; “Liabilities”, which are legal obligations your company owes to its creditors; and “Owners’ Equity”, which reflects the amounts that various individuals or companies have invested in your business. When a business first begins, the only equity available is the initial investment made by the owner of the business (the Owner’s Equity). As the company grows, it purchases goods, services, supplies, and equipment; these items are necessary to conduct business. In so doing, the company acquires liabilities; the liabilities represent what the company owes its creditors. Most businesses have creditors, and since the creditors have first claim on the company’s assets, we come to the basic rule of accounting, which is: Assets = Liabilities + Owners’ Equity 124

This means that the dollar value of your total assets is equal to the sum of the value of your liabilities and the value of your owners’ equity. Asset accounts are also sometimes referred to as “debit” accounts; liability and equity accounts are also sometimes referred to as “credit” accounts. This simply means that the balance in each type of account is typically either a debit amount (denoted DR) or a credit amount (denoted CR). For ease of recognition, ONYX PRO General Ledger assumes that when you enter a positive amount you are entering a debit, and when you enter a negative amount you are entering a credit. The General Ledger Module is the source of financial information and reporting for your organization. The General Ledger System (GLS) is the core system to the integrated Financial Accounting System ONYX Pro. All the financial data of the ONYX Pro System is stored in this system. This is where data from all modules comes together and where most of the financial reporting is done. Many of the screens set up here are used by other modules throughout the system. Some of the data is fed to the GLS from other financial systems.The General Ledger system provides an organizational and accounting framework for processing transactions in the General Ledger system, other Yemensoft applications. This framework is made up of: • charts of accounts that contain balance sheet and income statement accounts for posting and reporting, • companies and accounting units that represent business units in your organization, • company relationships used to post transactions from one part of your organization to another, • currency codes that represent the currencies you conduct business in and associated currency rates for exchange and translation, and • calendars that define the fiscal year, accounting periods, and valid posting date ranges for a company. You must define this framework before you set up and use the other modules.

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The following diagram illustrates the other financial accounting modules of YEMENSOFT that can be fully integrated with the General Ledger Module.

Accounts Receivable

Accounts Payable

General Ledger

Assets Management

The general ledger consists of four menus: Inputs, Transactions, Reports, and Posting. We will discuss these four menus in details.

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This menu has been added for completing the process of system configuration. It consists of Account Opening Request, Chart of Accounts, Funds, Banks, Financial Statements Coding, Budget, Final Reports, Cash Flows, Financial Statements, Activities Data. We will discuss each screen in details as the following:

Figure 78: GL Menu

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Account Opening Request This screen is used for opening new accounts requested by departments and sections after the approval of the financial management to open those accounts and add them to the chart of accounts. To add any account, follow these steps:

1) Click on . 2) Input the account No. 3) Input the account name. 4) Select the account report type. 5) Select the accounts groups. 6) Input remarks (optional). 7) Then click on

.

Figure 79: Account Opening Request

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Chart of Accounts This screen enables creating the chart of accounts with high flexibility. The system is suitable for all the different types of business and manufacturing activities including cement manufacturing . The system allows creating the chart of accounts in a tree form with multiple levels or horizontally (one level). This screen is used for:  Determining the account code length.  Determining the account code type (numeric & alphabetic – alphabetic).  Classifying the accounts into groups according to the Organization Management vision.  Creating unlimited number of accounts so as to achieve the flexibility in the activity expansion.  Specifying more than one currency for an account with the possibility of deleting or adding new currencies to any account through the screen, which has been designed for that.  Displaying accounts transactions (credit - debt), balances, Monthly Deviation, and Cost Centers.  Displaying the chart of accounts from any screen related to accounts.  Controlling the accounts from the point of effects and connections through determining the account status as the following:  Connected Account: this account can be connected with the other accounts.

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 Internally Suspended Accounts: this account does not allow doing any accounting transactions.  External Suspended Accounts: this type of accounts can’t be effected by transactions of posting that are performed in the other connected systems.

The chart of account is regarded as the main spine for the process of accounting and warehouse data entry. Therefore, Chart of Accounts Screen has been created in order to be used for adding the company chart of accounts to the system. To add any account to chart of accounts, follow the steps below: 1234567-

Click on . Input the account No. Press “Enter”. Input the account classification. Input the account class. Select the account type. Input account report type (optional). 8- Select the account nature (Creditor - Debtor) and status. 9- Then click on

. Figure 80: Chart of Accounts

As you can see “Chart of Accounts Screen” includes sub-screens: 1. Other Data Screen 2. Accounts & Currencies Privileges Screen 130

This screen is used for determining the users who have the privileges of dealing with accounts screens. Theses privileges are the privileges of adding accounts and displaying reports.

3. Accounts Transactions Screen This screen is used for displaying analytical report of any account statement showing all transactions that have been made in that account.

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Opening Balances This screen is used for adding the opening balances in any time of the fiscal year flexibly. The user should put in his account that the opening balances are inputted once at the first year of system using. Then the system moves the final balances of the closed year automatically to the new year as opening balances.

Figure 81: Opening Balances Screen

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Budget (Budgeting) This screen enables any organization to estimate budget for accounts on the level of main accounts , sub-accounts, or cost centers. Subsequently, the system will follow up and compare the process of payment after each transaction. In the case of exceeding the determined limit, the system shows user notifications. Moreover, the system allows issuing reports about the monthly deviation and the disbursed amounts from the approved amounts during any accounting period. This screen has been created to be the company right hand for setting up its estimated financial plans and making the right solutions for the deviations that might occur during the actual implementations for those plans. This means, it is used for adding the budget values.

Figure 82: Budget Data Screen

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This menu has been designed for inputting the documentary cycle and the various transactions of GL. This menu consists of seventeen screens. This menu is regarded as the documentary cycle of general ledger. We will discuss these screens as follows:

Figure 83: GL Transactions Menu

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Journal Entries This screen is used for inputting the credit or debt notes entries that are incoming into or outgoing of the company. it is also used for inputting the entries of dues, accruals, and adjustments that are related to the different transactions.

Figure 84: Journal Entries Screen

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Payment Vouchers This screen is used for issuing and extracting payment vouchers types (cash & cheque). It has been created to be used in the process of cash payment from the fund or cheque from any bank. Moreover, it is used for determining the accounting effect of vouchers on the records and accounting books.

Figure 85: Payment Vouchers Screen

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Receipt Vouchers Receipt voucher is regarded as an official document issued by cashier or entitled person to another party, who has paid cash amount or cheque to the institution, on behalf of the company. Thus, This screen is used to add the required receipt vouchers and issue the relevant documents, as well. Moreover, it is used for determining effect of receipts vouchers’ on the accounting records and books.

Figure 86: Receipt Vouchers Screen

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Debt Notes Any company usually sends a Debit Note to or debtors to notify them that they are in debit for that company. Thus, this screen has been specified for archiving and issuing the credit notes that are issued by the institution in order to notify the customers with their debts. To issue a debt note, follow these easy steps: 1- Click on

.

2- Select the currency. 3- Input the account No., or click on to select the account. 4- Input the No., or press on F9 and then select the account in Account Details Filed (Analytical Account code of the vendor or client). This field will appear only when the General Ledger module is linked to the Accounts Payable and Accounts Receivable modules. 5- Input the description. 6- Input the amount. 7- After you complete data entry, click on

Figure 87: Debt Notes Screen

. Then the icon of printing

will appear automatically. If you want to print the debt note click on

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.

Credit Notes Any company usually sends a Credit Note to creditors to notify them that an amount has been added to their accounts as credit. made in their accounts for a financial transaction or service. The Credit Note is just a notification, and no financial effect will be taken on any account due to issuing Credit Note. Credit Notes can replace Account Statements in correspondence with customers to notify them with a financial transaction once it occurs. Therefore this screen has been created for issuing Credit Notes. The process of issuing a credit note is similar to the process of issuing a debit note, with a slight difference that the amounts entered in this screen are added to the balance of the customer’s account. Like debit notes, credit notes must also be issued and sent to customers as soon as possible, to notify them with changes made in their accounts. To issue any credit note, follow the same steps of issuing a debt note that are mentioned in the previous page. To isssue any note credit, follow these steps: 1- Click on . 2- Input the number and name of the account or press F9 (or ), and then select the account. 3- Select the currency. 4- Input the note description. 5- Input the amount. 6- Then click on

.

 Note: i.

Figure 88: Credit Notes Screen

To approve the credit note, click on (tick at) the field “Approved”

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Due Cheques – Manual This screen is related to “Payment Voucher Screen”. If you issue any Cheque by using “Payment Voucher Screen” and then select the method of posting “Input Due Date manually”, this cheque will appear in the screen “Due Cheque – Manual ”. In this case, you will have to select the type of the cheque either deferred, due, or return in the screen “Due Cheques - Manual”.

Figure 89: Due Cheques- manual Screen

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Due Cheques - Automatic This screen is related to “Payment Voucher Screen”. If you issued any Cheque by “Payment Voucher Screen” and selected the method of posting “Direct Posting”, this cheque would appear in the screen “Due Cheque – Automatic ”. In this case, you will have to click on the button “View” and then tick at (mark) in this screen.

Figure 90: Due Cheques - Automatic Screen

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Banks Reconciliation (Adjustments) This screen is used for processing the bank reconciliations (adjustments). It is used for inputting the differentials between the balances of the bank statement and the bank statement in the company system as well as inputting the differentials description with the possibility of sending them to the journal entries and creating automatic entry for them.

Figure 91: Bank Reconciliation Screen

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Account Statement Matching This screen is used for matching accounts statements. For example, when any vendor send you an account statement, you have to compare the sent statement with the vendor account statement in the system. If you find that the two statements balances are equal, you have to select matched. On the other hand, if you find that the two balances are not equal, you must select the option “Unmatched”.

Figure 92: Account Statement Matching Screen

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Documents Auditing This screen is used for auditing the documents, to ensure that they are according to the applied standards of work in any company, before the process of posting. Then the user can determine that the voucher is audited or unaudited along with adding his/ her notes. The user should take into his consideration that any unaudited document will never appear in “Posting Screens”.

Figure 93: Documents Auditing Screen

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Bank Credits (Letter of Guarantee/ Guarantee Extension/ Release/Confiscation) This part takes care of processing bank credits, its status, insurance amounts and their commissions, connecting them with General Ledger to make the automated entries. The credit status is affected by any transaction such as extension, release or confiscation. The process of connection between Bank Credit and General Ledger is either mandatory, optional or no connection field in GL setting.

Figure 94: Letter of Guarantee Screen

User may be alarmed before the expiry of bank credits, according to the setting in GL. • Bank credits are useful particularly the organizations of importing in favor of public and public sectors. And the construction companies which their work requires submitting initial or implementation credits…etc. • This part assists and facilitates the tasks of financial manager. 145

The credit settings include the following:  Types of credits.  Types of credit procedures. • Types of credit extension. • Types of credit transactions include:  Credit issuing. 

Credit extension.

 Credit confiscation/release.

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General Ledger Module allows issuing any report you want by using Report Designer Screen. Moreover , the system provides you with a number of miscellaneous reports. The most important types of reports are as follows:

Figure 95: GL Reports Menu

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 Daily and Periodic Reports about the Following:  Journals – balances – business transaction – Profits & Losses.  Deviations Reports on the level of Accounts, Cost Center , or Both without any need of closing before.  Detailed Accounts Statements according to the main /Subaccounts during a particular period (from date - to date) for any extent of accounts in any currency.  Total Accounts Statements of a defined period(from date - to date) for any extent of accounts in any currency.  Trial Balances of the total, main, and sub-accounts with many options:  Current Balance in the local/ foreign currency.  Opening Balance in the Local & Foreign Currencies.  Opening Balance & transactions of balances in the local and foreign currencies.  Statements of Profits& Losses for a particular month according to cost centers or accounts types (all , Main, or Sub-accounts) with the possibility of issuing diagrams for the organization’s financial status.  Issuing Balance Sheets according to cost centers or accounts types (all, main, or Sub-accounts) with several options.  Cash flow either in Funds or Banks.  Miscellaneous Reports about entries, posted and non- posted records, Suspended and lost records. 148

 Vertical Reports with diagrams about the monthly balances.  Diagrams about monthly profits and losses.  Vertical Reports with diagrams illustrating the distribution of cost centers among accounts.  Vertical Reports with diagrams to compare the current accounts balances with others of the previous years.  Accumulative reports about the branches.  Statistical Reports about accounts transactions speed (rapid – slow - stagnant).

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Detailed Account Statement Report

Account Statement Summary Report

150

Trail Balance Report

Balance Sheet Report 151

Monthly Accounts Balances Report

Funds Transactions Report 152

Profits & Losses Report

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The General Ledger module allows all types of accounting bookkeeping, either the financial or the production processes. Since the effects on various accounts and the issuance of reports are the most important processes in accounting, we found that the process of posting must have a particular menu. The entitled user to the processes of posting is entitled to check and review the financial transactions after saving them by other users. Therefore, posting is very important in accounting because it achieves various objectives, which can be summarized as follows: 1)

2)

3) 4)

Posting the financial transactions in form of accounting entries to the Journal Voucher in order to maintain a balanced budget (i.e., balanced amounts in the debit and credit sides) as well as to obtain safe reports and financial lists. Posting the financial transactions that contain the above mentioned Journal Voucher to the assistant accounting books (the General Ledger) in a detailed form for each individual account. After posting, the system will enable to obtain all relevant financial reports available in the Onyx Pro system. After posting any voucher and making effects on the accounts, it is not possible to modify or delete that voucher. However, the user can make modifications to such vouchers provided he/she has the appropriate privilege to unpost the voucher and then carry out the necessary modifications.

The menu of Posting can be accessed from the Transactions Menu of the General Ledger by clicking on Posting menu. Each option in this menu represents a screen. These screens are very important because they are used to affect balances financially when a transaction is made through any of the screens of the system. Subsequently, this menu has been designed for posting the documents to the accounting books and records after the process of auditing.

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Figure 96: Menu 0f Posting

As it is a clear from the previous figure, the system allows posting any document of the available documents in the system easily. All those documents have similar methods of posting. Let’s discuss the process of posting payment vouchers:

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Figure 97: Payment Vouchers Posting Screen

We will explain only the process of posting Payment Vouchers as an example of posting any other voucher shown in the Posting menu. As you can see, there are four methods for posting Payment Vouchers. These methods are: 1) Posting vouchers by specific day: In this case, the process of posting is carried out for vouchers of a specific date. When the user selects “Day” option, the system will open a Date field for determining the date of vouchers that are desired to be posted. Then he have to click on the button of posting (

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).

2) Posting by specific period: If you select Period, the system will open two fields ("From Date" and "To Date" fields) for determining the date of the first voucher and the last voucher dates that are wanted to be posted. When you are done, click on the button of posting ( to post all vouchers that are specified by this period.

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)

3) Posting by document number In this case, the process of posting is made for vouchers of a specific numbers. By clicking on the Doc No. option, the system will display two fields ("From Doc" and "To" fields) for determining the numbers of the first and last voucher numbers and that are desired to be posted. When you are done, When you are done, click on the button of posting ( numbers.

) in order to post all vouchers that are specified by voucher

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4) Posting by selective number of vouchers This option allows posting vouchers according to a selected number of vouchers. After choosing the Selective option, a list of the available vouchers in the system will pop up as in the following figure. To perform the process of posting according to this option, follow these steps: 1. Input the date of posting. 2. Determine the vouchers you want to post by clicking and marking () inside the respective check boxes. 3. Then click on

.

See that you can show/hide the details of any voucher in the list by clicking the right button of the mouse.  Note: Notice that, in all the above four posting options, you can specify the type of vouchers to be posted (All, Cash, or Cheque). If you select the Cash option, you have to specify the fund from the Cash/Bank field. Similarly, when you select the Cheque option, you should determine the bank name from the Cash/Bank field. 159

The Inventory Management module keeps a detailed accounting of inventory quantities, and at the same time, provides in-depth cost and salesinformation to help you make purchasing and pricing decisions. A number of options allow you to create a flexible system that adapts to your requirements instead of requiring you to change your business to accommodate the system. For example, every item can be assigned a separate costing method (Standard Cost, Average Cost, LIFO, FIFO, or Serial Number). You can maintain inventory for a single location, classify items of similar types into categories. This module has been designed and developed professionally so that it can be either integrated or separated from the other modules of the system ( G.L – Purchases– Sales influences according to your requirements. It can be configured flexibly to meet your needs.

Figure 98: Inventory Module

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After completing the phase of Inventory Configuration, there is also an important phase to make the system ready to be used. This phase is inputs entry of Inventory Management Module. These inputs are regarded as the spine of Inventory Management Module because it can’t be used without these inputs.

Figure 99: Inputs Menu

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Main Groups Data This screen is considered as the most important screen of inventory screens for a number of reasons. The first reason is that it is considered as the main spine of inventory chart. The second is that it has been specified to be used for getting more detailed analysis than the analysis accounts chart. The third reason is that it is used for getting more detailed reports such as dividing the office equipments to furniture, stationary and so on. Moreover, it helps user to connect warehouses with accounts by connecting the warehouses groups with the accounts that have been prepared previously in the chart of accounts ( in the case of selecting the variable connection by warehouse group). As a result of this connection, the system creates the accounting constraints of transactions automatically. To add the main groups of warehouses through this screen, follow the following steps: 1- Click on . 2- Input the group Name. 3- Then Click

.

Figure 99: Main Groups Data Screen

As you can see, this screen consists of three sub-screens: Main Group Data Screen, Statistics Screen, and Privileges. The Second sub-screen is used for issuing a detailed report about the cost of any group by warehouses. 162

However, the third one is used by the system administrator to determine the users privileges.

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Sub- Groups Data This screen is optional to be used, but it used for inputting the second level of inventory division. In other words, it is used for dividing the main groups into subgroups. For example, you can divide “Clothes Groups” into (Clothes of Men, Clothes of Women, Kids Clothes, fashion Clothes, classic clothes,…etc).Thus, it play a crucial role in issuing inventory reports by the sub-group.

Figure100: Sub-groups Data Screen

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Under Sub-groups Data This screen is an optional to be used. However, it helps the user to input the third level of inventory groups division.

Figure101: Under Sub-groups Data Screen

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Assistant & Detailed Groups Data These screens are optional to be used. On the other hand, they allow the user to input the fourth and fifth levels of the inventory divisions. They help the user in inputting any type of items classification. For example, it allows classifying items by the manufacturing company, vendor, or items nature.

Figure102: Assistant groups Data Screen

Figure103: Detailed groups Data Screen

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Identical Group This screen is used for inputting any group of alternate items or the alternative items that are considered as alternatives of each other. Therefore, when the quantities of a particular item had been sold, the system will show all the alternate items. This case is applied in the pharmacies because some medicines have the same scientific structure but they are manufactured in different companies, so the scientific name is inputted in this screen to help the pharmacists in selling the alternate items. For example, if the Panadol item (Headache Painkiller) had been sold, the system will show its alternative items such as Paramol, Amol, … etc. To input the identical group of items, follow these easy steps:

1- Click on . 2- Input the group Name. 3- Move the field “Item No.” and then input the item number or just press on “F9” to select the item. 4- After you complete data entry, click on

.

Figure104: Alternative group Screen

167

Warehouses Data This screen is used for inputting the different warehouses, hangers, and exhibitions that are used by the company to store finished goods, raw materials and the other materials used in its activity. Moreover, it is used for classifying any warehouse to different sections in form of several shelves for storing the small items such as spare parts and so on. To add any warehouse or shelf to this screen, follow these steps:

1- Click on . 2- Select the group name ( this field appear in the case of posting according to warehouse in order to connect the warehouse with its inventory group). 3- Input the warehouse Name. 4- Input the warehouse keeper name (Optional). 5- Input the branch Number or just press on “F9” to select the branch. 6- After you complete data entry, click on

. Figure105: Warehouses Data Screen

 Note: This screen allows suspending any warehouse. To suspend any warehouse, tick at the field “Suspended”.

168

Shelves (Bins) Data This screen can be used optionally. It is used for dividing any warehouses to a number of shelves. To divide any warehouse, follow the steps below: 1- Click on . 2- Input the shelf No. 3- Input the shelf name. 4- Input the warehouse number or just press on “F9” to select the branch. 5- Then Click

.

Figure106: Shelves Data Screen

169

Items Data This screen is used for inserting the second part of inventory chart: items chart (item No, item name and unit of measurement). It is also used for connecting each item with the group to which it belongs. To input any item data, follow these easy steps:

1- Click on . 2- Select the item type. (optional) 3- Input the group number or just press on "F9", and then select the group. 4- Press on "F9", and then select the item's sub-group. (Optional) 5- Press on "F9", and then select the item of the under sub-group. (Optional) 6- Input the alternate group of the item (if there is). 7- Input the item name. 8- Input item No. The group number will appear automatically after inputting the group number in order to connect that item with the specified group. For instance, if the group number is (002) and the item no is (001), the item number will be 002-00. 9- After completing data entry, click on

.

Figure107: Items Data Screen

As you can see from the previous figure, Items Data Screen consists of a number of screens. These screens will be discussed briefly as follows: 170

1- Items Data : it is used for inputting the initial settings and the basic inputs of any item data. 2- Vendors : in this screen, the vendor data of the item. 3- Other Data : it is used for determining the most important variables of dealing with the item. 4- Additional Data : it is used for inputting the additional data of any item. 5- Transaction Type: it is used for explaining the transactions that have been made on the item (receipt, issue, and balance). 6- Pricing : it is used as a report illustrating all the different levels of sale prices. 7- Limits : it is used for the items limits such as demand limit, maximum level, minimum level, and so forth. 8- Barcodes : it is used for inputting the items barcodes. 9- Shelves : it is used for as a report to illustrate the connection of any item with the shelf which is used to store that item. 10- Requirements ( Items Components) : it is used for determining the item components of the other items that have been added previously. For example, if we want to determine the items of bedroom, we will have to determine the components of the bedroom such as bed, cupboard, … etc.

171

Items Locations (Shelves) Shelves data have great importance in most of the activities that depend on the trading of small parts such as spare parts, medicines and the other tools and materials that are warehoused in shelves only. Therefore, Items Locations (Shelves) Screen has been created to be used for connecting items with the various shelves that are used for storing those items. To connect items with shelves, follow these steps : 1- Click on . 2- Select the method of ordering (Item No., Item Name, or Warehouse No.). 3- Click on Download Items. 4- Input the warehouse number or just press on "F9", and then select the warehouse No. 5- Input the shelf number or just press on "F9", and then select the shelf No. 6- After completing data entry, click on

.

Figure108: Items Locations Screen

172

Items Pricing Items Pricing Screen is used for adding the different levels of sales prices for each item in order to be used in sales bills or quotations. to display Items Pricing Screen, click on “Items Pricing” from “Inventory Inputs Menu”. If you do that so, the following figure will pop up.

Figure109: Items Pricing Screen

To add the levels of sale prices, follow these easy steps: 1- Click on . 2- Select the method of items data filling (automatic or manual). 3- Determine the group number if you want to determine the prices of sale for any group of items. On the other hand, when you want to determine the sale price for any item, you will have to determine the item number in the field “Item No.”. But, if you want to determine the sale price for a specific level, you must determine the level of sale price in the fields “From Level – To”. 173

4- Select from where you want to Download data either from items data or documents. When you select filling data from document, you have to select the document type. 5- Select warehouse number. 6- Move to the field “Item No.” and input the item number or just press on "F9", and then select the items. 7- Input the unit of measurement or press on "F9", and then select the unit of measurement. 8- Input the price level or press on "F9", and then select the level. 9- Input the average of cost. 10- After completing data entry, click on

174

.

Opening Stock This screen is used for inputting the inventory opening balances (opening stock). It is also used for determining the expiration date and serial numbers of items. Moreover, it is used for inserting batch number for each item in the institutions that use batch system. To display Opening Stock Screen, click on “Opening Stock” from Inventory Module – Inputs Menu. To add the opening stock to this screen, follow these easy steps: 1- Click on . 2- Select the method of items data downloading (automatic or manual). When you select automatic data filling, you have to determine the group number and items number in the fields “From Item No - To Item No”. Moreover, you have to determine the warehouse number in which the items are stored. 3- Select the method of items ordering (by Item No, by Item Name, or by Warehouse No.). 4- Move to the field “Item No.” and input the item number or just press on "F9", and then select the items. 5- After completing data entry, click on . Figure110: Opening Stock Screen

175

Connecting Items with Accessories This screen is used for connecting any item with its accessories in condition it has already been determined that item uses accessories in Items Data Screen. Moreover, these items and their accessories must be coded during the phase of Inventory Configuration before the process of connection in this screen. Any item can be connected with more than an accessory (color - size). The system allows adding five accessories to each item. Onyx Pro system provides two methods for connecting items with accessories: Manually and Automatically. In the case of connecting items with accessories automatically, the user must activate the variable “Connecting Item with accessory Automatically ” in “Variables Screen”, otherwise the items cannot be connected with accessories except manually through this screen.

Figure111: Opening Stock Screen

176

To connect any item with its accessories automatically, follow the steps below : 1- Select the method data entry “Automatically” 2- Input the group number in the fields “From Group No.” - “To” or just press on F9 and then select the group number. 3- Input the Item No. in the fields “From Item No.” and “To” or just press on F9 and then select items . 4- Click on , and then the system will download the items automatically.

For connecting any item with its accessories manually, follow these steps: 1- Click on

.

2- Select the method data entry “Manually” 3- Move to the field “Item No.” to input the item number or just press on "F9", and then select the items. 4- Select the item color. 5- After completing data entry, click on

177

.

The Inventory Transactions Menu lists many of the screens used during the routine operation of the Inventory Management Module .these screens are used to enter material requisitions, warehouse transfers, product transfers, adjustments, and inventory receipts. The transaction menu is shown below:

Figure112: Inventory Transactions Menu

178

Transferring/Issuing Materials Request This screen is used for inputting the order of transferring or issuing materials as a procedure by the users or any warehouse before the process of the actual inventory transferring or issuing. It is considered as an optional screen. This means that the user can transfer or issue material before any order. On the other hand, it can be compulsory screen if this variable has been selected in “System Configuration Menu – Inventory Configuration Sub-menu – Inventory Variables Screen”. Moreover, it allows reserving the quantity of any order so as not to be used or sold. To display this screen, click on “Materials Transfer/ Issue Requisition ” from Inventory Transactions Menu. After that, the following screen will pop up as the following:

Figure113: Transfer/ issue Request Screen

179

To use this screen, follow these easy steps: 1234-

Click on . Select the order type. Input the order No.. Input the Department that has issued that order, and then the purpose of that order. 5- Select “Download Data From Administrative Reports”. This means from the administrative reports of inventory turnover. 6- Input the document No., and then click on download items. After that, the system will download items data and the quantities that have been suggested in the administrative reports. 7- Select the warehouse for which you want that order, and then the warehouse from which you want that order. 8- Move to the field “Item No.”, and then press F9 to select the ordered item. 9- Input the quantity. 10- If you want to reserve the quantity in order not to be sold or issued, you should select “Yes” from the field “”Reserve Quantities”. Then determine the date of retention end. 11- Input your remarks. 12- Then click on

.

After that, the entitled user will approve that order by selecting the option “Approved” in the head of the screen.

180

Inventory Receipt Permission This is an optional screen. It is used before Warehouse Receipt Order as an Inventory Receipt of goods or a minute of checking. This screen is used for inputting and approving the inventory receipt permission. To use this screen, follow the steps below:

12345-

Click on . Select the type of Receipt. Input the warehouse No. Input the description. Input the car number and then the driver name. 6- Move to field “Item No.”, and then press F9 to select the permitted items to be received. 7- Input the quantity. 8- Input your remarks. 9- Then click on

.

Figure114: Inventory Receipt Permission Screen

181

Inventory Receipt Orders Inventory management Module allows receiving goods (purchases) to the warehouses in two methods. The first method is through the Purchases Bill that is regarded as the most important document in Accounts Payable Module (Vendors & Purchases). The second method is through Inventory Receipt Order that is considered as one of the most important documents of Inventory management Module. Each of these methods has its features and purpose. It should be noted that one of these method should be used only otherwise there will be duplication in goods receipt and this leads to multiplication of goods. In this section, we will discuss only the method of receipt through inventory receipt order while the another method will be discussed in Accounts Payable Module (Vendors & Purchases). We can say that Inventory Receipt Order is one of the most important official document s because it has a direct effect on warehouses and the accounting records. It affects on warehouses after it has been saved, while it affects on the accounts automatically when it has been posted through “Posting Screen” in GL Module if the Inventory Module is connected with GL Module from “warehouses Groups Data Screen”. To display this screen, click on “Inventory Receipt Order Screen”- from Inventory Transactions Menu- and then, the following screen will pop up. To issue any Inventory Receipt Order, follow the steps below: 1234-

Click on . Select the type of receipt. Select the warehouse No. Move to the field “Account No.”, and then press F9 to select the account.

Figure115: Inventory Receipt Orders Screen

182

5- Select the currency (in the case of the foreign goods). 6- Input the Account Exchange Rate and Inventory Exchange Rate. 7- Select the type of “Downloading Data From”, and then input the Permission No. 8- Select the type of Items Costs. 9- Input the due date, and the amount. 10- After that, move to the field “Item No.”, and then press F9 to select items. 11- Input the item quantity and cost. 12- Press “Enter”, and then click on

183

.

Inventory Issue Order Inventory Issuance Order is one of the most important official documents in Inventory Management Module. This order is used for issuing goods and materials from the company warehouses. To issue any inventory issuance order, follow these steps: 1234-

Click on . Select the type of issuance. Select the warehouse No. Move to the field “Account No.”, and then press F9 to select the account No. 5- Select the currency (in the case of the foreign goods). 6- Input the Account Exchange Rate and Inventory Exchange Rate. 7- Select the type of “Downloading Data”, and then input the Permission No. 8- After that, move to the field “Item No.”, and then press F9 to select the item. 9- Input the item quantity and cost. 10- Input the description. 11- Press “Enter”, and then Click . Figure116: Inventory Issue Orders Screen

184

Inventory Transfer This screen has been created to be used for transferring inventory or goods from one warehouse to another in the case that the company uses more than one warehouse in the branch. To display this screen, Click “Warehouse Transferring Screen” form “Inventory Transactions Menu”. To use this screen for inventory transfer, follow the steps below: 1- Click on . 2- Select the warehouse No., and then select the warehouse to which goods are being transferred. 3- Input the description and the reason for transferring. 4- Input the reference No. This field is compulsory and used for archiving. 5- Input the exchange rate of the inventory (if the inventory cost is in the foreign currency). 6- Select the method of downloading data. 7- Move to the field “Doc No.”, and then press F9 to select the Doc number (if you select “download data from previous transfer”). 8- Click on “Downloading Items” button, or move to the field “Item No.”, 9- and then press F9 to select the item. Figure117: Inventory Transfer Screen 10- Input the item quantity, and then click on 185

.

Inventory Transfer Receipt This screen is used for receiving the transferred items, goods, or materials that have been transferred through “Inventory Transfer Screen”. To confirm that you have received the transferred items, goods, or materials, follows these steps: 1- Click on . 2- Select the warehouse No. (the warehouse from which items, goods, or materials are being transferred). 3- Select the recipient warehouse No. (the warehouse to which the transferred items, goods, or materials are being transferred ). 4- Input the description. 5- Input the reference No. This field is compulsory and used for archiving. 6- Input the exchange rate of the inventory (if the inventory cost is in foreign currency). 7- Input the transfer No. Figure118: Inventory Transfer Receipt Screen 8- Click on “Download Items” button, or move to the field “Item No.”, and then press F9 to select the items. 9- Input quantities that are delivered , and then the description. 10- Then click on

.

It is worth mentioning that, this screen allows receiving the transferred items, goods, or materials either wholly or partly (as one or on installments). It also enables the user to return the transferred through ticking at (marking) the field

186

Inventory Adjustments The user can revaluate inventory concerning quantities and costs with the following options: • Manual entry of cost or automatic entry of cost through calculation by defined ratio. • Revaluation can be performed for any range of inventory (specified item – group of items – defined warehouse – group of warehouses). • Inventory revaluation and adjustment can be done according to the stock inventory.

Figure119: Inventory Adjustments Screen

187

Physical Inventory This screen is specified for the process of stocktaking that has been made by the company from period to another particularly at the end of each fiscal period. It contains a number of fields and columns that are used for inputting the actual inventory. After that, the system compares and illustrates the positive and negative deviations between on hand quantity in warehouses and the inputted quantity in the system as inventory balance. Then, the system makes the inventory adjustments according to the results. To input the actual inventory, follow these steps: 1- Click on . 2- Determine the inventory type. If it is annual, tick at the field 3- Determine the group No., if you want to input the inventory of each group separately. 4- Determine the first and the last items numbers. (you can download all items without determining the group or items). 5- Determine the warehouse number for which you want to input actual inventory. 6- Select the method of data entry (Manually or automatically). 7- Click on “Download Items” or move to the field “Item No.”, and then press F9 to select the items.

.

Figure120: Physical Inventory Screen

8- Input each item quantity, and then press ENTER to move to the second line. Then press F9 to select the item and input the item quantity , and so forth. 9- Then Click on

. 188

 Important Notes:  If you select the manual method of data entry, this means that you will input the items manually item by item. To input the inventory manually, follow the following steps: 1. Move to the Field “Item No.”, and then Press F9 . 2. Select the item from Items Menu 3. Input the actual quantity. 4. Move to the second line in” Item No” Column and repeat the same steps.  If you select the automatic method of data entry, the system will download items into the screen in accordance with the inputted fields (Group No, Item No, and Warehouse No).  The field “Ordering Method” means determining the method of displaying and ordering items in the screen whether by numbers, names, or warehouse No.  The field “Don’t Download Quantities with Zero Balance” means not showing the items with zero balance.

189

Machines Inventory This screen is used for inputting the machines and assets in the case that the fixed assets have been inputted in Inventory Management Module. It has been created to distinguish between the Items Stocktaking and Fixed Assets Stocktaking. To display this screen, click on “Machines Stocktaking” – from Inventory Transactions Menu. Then Machines Inventory Screen will pop up as in the following figure:

Figure121: Machines Inventory Screen

190

Maintenance Order This screen is used as procedural transaction if there are items need repairing. It allows monitoring the quantities that have been transferred for the purpose of maintenance and the quantities that have been returned from maintenance. Moreover, it is worth mentioning that this screen have no effect on the inventory quantity. However, it allows issuing a detailed report about the transferred quantity to maintenance department, date of return, and quantity remaining in Maintenance Department. This screen is used in the same methods of using the previous screens, but here the date of exist should be inputted. After the machine is returned from maintenance department, the user should click

to input the date of return.

Figure122: Maintenance Order Screen

191

Damaged Items Issue Order This screen is used for inputting the damaged quantities of items that have been released from warehouses by sale price, cost price, or below cost price. It has no effect on accounts and inventory because it is only a procedural screen. To use this screen, follow these easy steps: 1234-

567-

8-

Click on . Select the warehouse No. Select the currency. Input receipt voucher number in the case of receiving the damage value according to the receipt voucher. Input the description. Input the reference No. Move to the field “Item No.”, and then press F9 to select the items. Input the quantity and price of each item.

9- Then click on

.

Figure123: Damaged Items issue Order Screen

192

Inventory Imprests Some items can be given as imprests to the staff. Thus, this screen is used for inputting the employee and the imprest given to him/ her. It has no effect neither on inventory nor accounts. However, it allows monitoring the staff imprests. To input any imprest, follow the steps below: 1- Click on . 2- Select the warehouse No. 3- Input the employee No. or just press F9 and then select the employee. 4- Input the reference No. 5- Input the description. 6- move to the field “Item No.”, and then press F9 to select the items. 7- Input the quantity. 8- Then click on

. Figure124: Inventory Imprests Screen

193

Imprests Clearing This screen is used for clearing the staff imprests. To clear any employee’s imprest, follow these steps: 1- Click on . 2- Select the warehouse No. 3- Input the employee No. or just press F9 and then select the employee No. 4- Input the reference No. 5- Input the description. 6- Input the imprest No. 7- Click on “Download Items”, or move to the field “Item No.”. Then press F9 to select the imprest. 8- Input the quantity. 9- Then click on

.

Figure125: Inventory Imprests Clearing Screen

10- After that, go back to “Staff Imprests Screen” and click to select the imprest. 11- Then you will see that the imprest has been cleared automatically and the field “Imprest Cleared” will be ticked at (marked).

194

Items (Quantities) Reservation There are four types of reservations: Inventory Oder, Customer Order, Production Order, and Direct Order. Subsequently, this screen is used for inputting the direct order or for reserving items from a previous customer order. It allows reserving the determined quantities to a specified date so that the reserved quantity cannot be sold from the inventory. To reserve any item, follow these steps:

1- Click on . 2- Select the reservation type. 3- Move to the field “Item No.”. Then press F9 to select the items in order to be reserved. 4- Input the warehouse number or just press F9 and then select the warehouse. 5- Input the quantity. 6- Select “Yes” from the field “Reserve Qty”. 7- Input the date of reservation end. 8- Input your remarks (optional). 9- Then Click on

.

Figure126: Items Reservation Screen

195

Inventory Management Module provides you with Reports Designer Screen for designing any additional report in addition to the ready reports. Some of the most important reports are as follows:  Items, inventory groups and warehouses data reports.  Reports about Opening Inventory of items, inventory groups, and warehouses.  Vertical reports about inventory with graphic diagrams for each item, group, and warehouse.  Reports about inventory transactions of items or warehouses.  Analytical and total Reports about inventory Transactions on the level of:     

Items Groups Quantities Costs Quantities & Costs.

 Reports about inventory receipt orders for a defined item, group of items, particular inventory group, several inventory groups, cost center, or particular account during a specific period.  Reports of items exceeded demand level.  Items Pricing Report.  Reports about Items exceeded demand level.  Warehouse Receipt Order Report. 196

 Inventory Issue Order Report.  Inventory Transfer/ Receipt Report.  Warehouse Revaluation (Adjustment) Report.  Manual Stocktaking Report  Inventory Turnover Reports on the level of items and warehouses (quantities – costs - costs and quantities, …etc).  Reports about Expired or almost to be expired items.  Inventory Revelation (Adjustment) Reports according to the following:  Costs.  Specific Price/ Last Price of Supply, . …etc.  Without Cost.

 Reports about inventory transfer that have been received or not received by other warehouses.  Inventory Receipt Permission Reports.  Reports about reserved items.  Inventory Stock Status Report.

197

Inventory Turnover – Analytical Report

Items Transaction Repor 198

Inventory Transfer/ Receipt Report

Items Reservation Report

199

What is Accounts Payable? Account Payable is a means by which you can monitor the disbursement of money from your company. Simply put, Accounts Payable records and pays a company’s bills or liabilities. When a liability or debt is incurred, the vendor to whom the money is owed issues an “invoice”. Besides the total money owed, the invoice usually contains information about any discount the vendor may offer as an incentive to pay the invoice in a timely fashion, and when the total amount of the invoice is due (the terms of the invoice); the products or service s purchased; and the amount of freight or tax attributed to the purchase. The debt or the liability is recorded into Accounts Payable when you enter the invoice. Normally, when you post an invoice the system credits, or increases, the balance in a liability account. The examples of the liability accounts are interest payable, Income Tax Payable, Mortgages Payable, An Account Payable. The corresponding debit amount usually increases the balance in some type of expense, inventory, or work in process account. If the General Ledger is part of your system, Account Payable Postings also update the General Ledger balances, providing you with up- to – date financial information. Sometimes, after the invoice has been received and entered but before the due date of the invoice, you should pay the vendor for the purchase . Through using Accounts Payable ,you can pay the vendor by one of two methods. The first method is called “hand” cheque. A hand cheque is either typed or hand written, sent to the vendor, and then recorded in Accounts payable application through a data entry process . The second method of payment is an automatic or “machine” cheque. A machine 200

cheque is created, printed, and posted through the Cheque Processing function in the Accounts Payable application. Cheques are created for invoices that have been entered into the system and for which payment will be due prior to the next cheque processing cycle. The Cheque cycle is normally performed multiple times during an accounting period and pro-dues numerous cheques each time. When posted, both invoice payment methods debit (decrease ) the liability and credit (decrease) the balance in the Cash account on which cheque was drawn. Hand cheques can also be used for payments of purchases which you have not previously recorded in Accounts Payable through entry of an invoice. This type of payment is called “direct disbursement” or “direct expense”. With a direct disbursement, the only record of the purchase or expense is the qheque itself and no liability is incurred. Consequently, entry of a direct disbursement debits ( increases) the balance of the expense account instead of decreasing the liability. As with all cheques, the offsetting credit amount decreases the balance in the Cash account. Direct disbursements are entered into the system using the Hand Cheques entry function. Adjustments can be entered to make changes to invoices that you have already posted. You can adjust the amount for an adjustment to change the expense account to which the invoice was posted. Yemensoft Accounts Payable module accommodates the need for accurate and timely payables that follow your standard procedures as well as those times when proactive cash management calls for overriding the rules. You have the flexibility you need for effective cash management because you, not the system, manage your workflow. At each stage in the workflow, you designate the next step and the system calculates taxes, discounts, and currency conversions according to your specifications. With the Accounts Payable module , you can streamline the day-to-day functions of your entire accounts payable department and improve communication and reporting among your personnel. 201

Accounts Payable module regulates and manages your deals with vendors efficiently. It includes general variables that are used adapting the system with any business according to the activity nature and approved policy.

Figure127: Accounts Payable Module

202

This menu has been created for completing the process of configuration. It consists of seven screens: Vendors Group, Vendors Data, Supply Data, Vendors Opening Balances, Opening Balances of Banks Credits, Purchases Plans, Purchases Representatives Data. We will discuss each of these screens in details.

Figure128: AP Inputs Menu

203

Vendors Groups This screen is used for classifying the vendors to groups as in the Chart of Accounts in order to connect these groups of vendors with their various accounts according to the configuration of variables. To input the vendors groups, follow the steps below: 1- Click on . 2- Input the group name. 3- Input the account number or just press F9 and then select the account . 4- Then click on

.

Figure129: Vendors Groups Screen

204

Vendors Data This screen is used for inputting the vendors data in details. It is also used for defining a specific account number for each vendor and then connecting that account with its number in the Chart of Accounts or his group that had been inputted in “Vendors Groups Screen”.

Figure130: Vendors Data Screen

As you can see from the following screen, it consists of seven sub-screens: Main Data: it is used for inputting main data of the vendor. 205

Other Data: it is used for inputting the additional data of the vendor. Additional Fields: it is used for inputting additional fields. Transactions: it is used for displaying analytical statement of the vendor account transactions as well as his current account. Privileges: it is used for granting all or some of users the privileges of dealing with the vendor. Banks: it is used for inputting the vendor banks accounts numbers as information in order to deal with the vendor via his accounts numbers.

To input the vendors main data, follow these following steps: 1- Click on . 2- Select the vendor group. 3- Input the vendor account number or just press F9 and then select the account . 4- Input the vendor name. 5- Select the vendor type. 6- Then select the branch. 7- After that, click on

.

206

Supply Data This is an optional screen. It is used for connecting each item with its vendor. Also, it can be used for analyzing the quotations of purchase. To use this screen, follow these easy steps: 1- Click on . 2- Select the method of data entry either by item or by vendor. In the case you select “By Item”, click on ““Download Data” Then input the vendor number or press F9 to select the vendor of each item. After that, input the price and select currency. 3- However, in case you the method of data entry “By Vendor”, click on “Download Data” . Then input the item number or press F9 to select the items supplied by each vendor. After that, input the price and select currency. 4- Then click on

. Figure131: Supply Data Screen

207

Vendors Opening Balances Considering that each vendor may have an independent account or there may be one account for a group of vendors in chart of accounts. Therefore, this screen is used for inputting the opening balance of each vendor. Subsequently, the vendors account balance in the chart of accounts have to equal the total balance of vendors inputted in this screen, as in the following table:

Vendor Vendor Name Opening Balance

Account No. in Account Balance

No.

Chart

(in PA System)

in GL System

of Account 001

Sheba

200000

22202001

100000

22202001

Company 002

Masaya Company

500000 200000

003

22202001

Paris Flowers

Total

500000

208

As we see from the above table, the vendors are inputted in AP system with different numbers. Moreover, every vendor has independent opening balance. Regarding the accounts in GL, all vendors have one account number in the chart of accounts. To input the vendors opening balances, follow these following steps: 1- Click on . 2- Select the method of order. 3- Select the currency. 4- Then click on “Download Accounts”. 5- Input each vendor balance in front his name (creditor/ debtor) . 6- After that, click on

.

Figure132: Vendors Opening Balances Screen

 Notes: 1- When the vendor balance is in the local currency, input that balance under the white rows either credit or debt. 2- In the case that, the vendor balance is the foreign currency, input that balance under the green columns “Foreign creditor / debtor ”.

209

Bank Credits Opening Balances Bank credits accounts have only one account in the Chart of Accounts. This means that they are not divided in the Chart of Accounts according to the documentary credits. Therefore, this screen has been created for inputting the opening balances of bank credits to provide the system with the credits balances in accordance with what had been inputted in “Documentary Credits Data Screen”. Subsequently, the balance of bank credit must equal the total balances that have been recorded in the accounts. To input the opening balances of bank credits, follow the steps below: 1234-

Click on . Select the method of order. Select the currency Input the credit number or press F9 and then select the credit account. 5- Input the amount in the column debt (if the amount is in the foreign currency, you should input that amount under the column Foreign Debt. While if the amount in the local currency, you should input that amount under the column Debt). 6- After you complete inputting data, click on

.

Figure133: Opening Balances of Bank Credits Screen

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Purchases Plans Purchases Management is one of the important transactions that have to be performed with advance planning so that there are neither expired or stagnant items nor items with zero balances. Therefore, the system provides the purchases department with this screen to help in purchases planning. The purchases plans depend on the sales plans, available resources and capacities of storing. Moreover, the system helps in planning the purchases before using this screen through allowing the user to input the different limits such as the limit of demand, maximum limit, minimum limit, end period in “Items Data Screen” so as to alert the user in the case of exceeding those limits. Thus, it prevents exceeding the maximum limit. It also prevents the decrease of quantity from the minimum level and demand limit. This screen allows inputting the estimations of purchases that will be purchased by the company in the coming periods. These estimations may be detailed, daily, on the level of vendor, type, city, cost center, or branches. Subsequently, the system allows issuing reports about the deviations between the actual and estimated purchases and this leads to monitor the company purchases and branches transactions, in addition to achieve the general goals of sales, company, and storage. To input the purchases plans, follow the steps below: 1- Click on . 2- Select the plan type. 3- Select the type (amounts or quantities). 4- Select the period type. 5- Input the reference No. (Optional). 6- determine the vendor type No., or press F9 and then select the type of vendors. 7- Input the data in these fields

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.

. 8- Select the type of downloading data. 9- Click on “Download data”. 10- Input the estimated amount. 11- Input the estimated quantities. 12- After you complete data entry, click on

Figure134: Purchases Plan Screen

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.

Purchases Representatives Data This screen is used for adding the purchases representatives data. To add any purchases representative data, follow these steps: 1234-

Click on . Insert the representative name. Input his/her address. Input the telephone, fax, P.O. Box, mobile numbers of the representative (optional). 5- Select the country & city. 6- Select the region number. 7- Input remarks (optional). 8- Click on

.

Figure135: Purchases Representatives Data Screen

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This menu contains all the transactions of Accounts Payable Module. It consists of eleven screens. These screens are discussed below:

Figure136: AP Transactions Menu

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Purchase Requisitions This screen is used for inputting the purchase requisitions issued by departments to the administration in order to provide these departments with the required items and quantities. To use this screen, follow these following steps: 1- Click on . 2- Select the cost center. 3- Input the section that has requested that items and quantities. 4- Select the department and the warehouse number. 5- Select the document from which you want to download data. 6- Input the reference number (optional). 7- Input the item No. or press F9 and then select the item. You can also click on “Download Data”. 8- Input the required quantities. 9- Click on

. Figure137: Purchase Requisitions Screen

 Note: If you click on automatic purchase order, the following screen will pop up:

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Figure138: Automatic Purchase Requisitions Screen

To issue an automatic purchase order, follow these steps: 1- Click on . 2- Select the method of calculation. 3- Select the cost center. 4- Input the section that has requested that items. 5- Select the department and the warehouse number. 6- Select the warehouse from which you request the items. 7- Input the item No. or press F9 and then select the items. 8- Input the required quantities. 9- Then click on

.

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Quotations When any company wants to purchase goods, it will receive a number of quotations from vendors for supplying that goods. Subsequently, the company will be in a pressing need for receiving and archiving those quotations. Therefore, this screen has been created to be used for this purpose as a procedural step. In other words, this screen is used for archiving the offered quotations. Moreover, it updates the prices in “Supply Data Screen”. To input any quotation in this screen, follow the steps below: 1- Click on . 2- Input the vendor number or press F9, and then select the vendor. 3- Select the currency. 4- Select the cost center. (optional) 5- Input the reference No. (optional) 6- Input the description. (optional) 7- Input the terms of payment. (optional) 8- Input the tender No. and date. 9- Input the required days. (optional) 10- Input the item No. or press F9 and then select the item. 11- Input the quantity and the price of each item. 12- Then click on

.

Figure139: Quotations Screen

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Purchase Orders It is well known that any purchase request should be submitted to the department of purchases in order to be approved. Then the department of purchases will issue a purchase order for that request and send that order to the vendors. Therefore, ONYX PRO System provides you with “Purchase Orders Screen” to allow the Purchases Department issuing purchase orders. As you can see this screen consists of three sub-screen: Purchase Orders, Following Up, and Insurance.  Purchase Orders To issue the purchase order, follow these following steps: 1- Click on . 2- Select the warehouse No. 3- Select the method of downloading data (from purchase request or quotation). 4- Input the request number or press F9, and then select the request. 5- Input the vendor number or press F9, and then select the vendor. 6- Select the currency type. 7- Input description. 8- Select the bill type (local or foreign purchases). 9- Select the cost center. (optional) Figure140: Purchase Orders Screen 10- Select the currency of shipment. (optional) 11- Input the price of each item. 12- Approve the request by clicking on “Approved” . 13- Then click on

. 218

 Following Up This screen is used for following up the purchase orders till the required items, goods, or material are delivered to the warehouses. To follow up the purchase order, follow these steps: 1- Click on “Purchases Order Screen”, and then click on the purchase order. 2- After you select the purchase order, click on 3- Select “Yes” from the field “Close” if you want to close the purchase order and consider that the items/goods/materials have been delivered by the warehouse. But, if you select the option “No”, this means that the purchase order has been issued but the goods have not received yet. 4- Input the date and the remarks about the request and the goods. 5- Then click on

to search for

.

.

Figure141: Purchase Orders Following up Screen

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 Insurance This screen has been created for inputting the insurance data of the required items, goods, or materials.

Figure142: Purchases Insurance Screen

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Local Purchases Bill This screen is used for supplying the purchases to the warehouses in a specific purchase price from the vendor with the possibility of adding the additional expenses on the bill value. These additional expenses are to be distributed between the bill items. The local purchases bill differs from the foreign purchases bill in the point that it can be dealt with in one step, which is inputting the purchase bill data, determining the additional expense amount and the related account, inputting the costs and then distributing the additional expenses on the bill items. When the user completes the process of inputting the local purchase bill and clicks on the button save ( ), the warehouse will be affected. Furthermore, when the local purchase bill is posted, the accounts that have been determined in this screen will be affected. To issue a local purchase bill, follow these following steps: 1. 2. 3. 4.

Click on . Select the warehouse No. Select the method of payment. If you select the payment method “Cash”, you have to input the fund No. But when you select the payment method (Cheque , cash cheque, or transfer), you should input the bank No. When you select “Deferred”, you have to input the vendor No. 5. Select the currency type. 6. Input the vendor number or press F9, and then select the vendor. 7. Select items costs. 221

Figure143: Local Purchases Bill Screen

8. Select the bill type (local or foreign purchases). 9. Move to the field “Item No.” or press F9 to select the item

 Note: The system allows adding the added charges on the bill value. To add any additional expenses click

. After that, the following screen will pop up:

To add the additional expenses, follow these steps: 1. Select the method of distribution. 2. Input the account No., or press F9 to select the account. 3. Input the expenses amount. 4. click on ,and then the additional expenses will be added on the bill value. 5. Then click on

.

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Foreign Purchase Bills In the case of the foreign purchases, five screens should be used in order to close the purchases (Letter of Credit) in warehouses. These screens are: 1- Documentary Credit Data 2- Foreign Purchases Bill 3- Receipt Permission of Foreign Purchases 4- Foreign Purchases Costs 5- Purchases Returns Bill

We will discuss each screen during the explanation of purchasing steps, credits closing and processing from the transaction of opening credits and contacting the vendor till closing the goods in the warehouses.

 Purchase Steps (Documentary Credits)

This process can be divided into two stages:

1- The first Phase, before receiving the goods. This stage is represented in opening bank credits and crediting the amounts till receiving the goods. During this stage, the user should do the following:

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A. Open an account for Documentary Credits in the Chart of Accounts Any company purchases what it needs such as materials and equipments through opening a documentary credits in banks or any another method between that company and the vendor of the goods. Subsequently, the company should open an account for documentary credit for the incoming shipment in the Chart of Accounts according the system configuration. In the case the credit is multi-account, this credit account will be independent of the other accounts of credits. This account will be a main account by the name of the shipment and there be branched accounts for each type of charges ( bill value, shipment, customs,..etc). In condition, the credit account of the bill has to be in the same type of the bill’s currency regardless the currencies of the other accounts. On the other hand, when the documentary credits have only one account in the Chart of Accounts, it is enough to create one main account for credits in general or for one type of the credits types when the user wants to distinguish between one type from another. Then the main account should be analyzed for once into the different analytical accounts according to the credit type or the company as in the following figure. As can be seen from this figure, each credit type should have a defined number. Regarding the entries and vouchers, the user will create journal entries and different financial transactions depending on the credits and determine the credits numbers in the specified fields in the screens of vouchers and journal entry that have been created during the process of credits configuration. Then he select credit type as one account during the process of configuration.

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B. Add credits data to the system After opening the credit accounts and contacting the bank or vendor, the user should input the credit data in “Credit Data Screen”. To add the credits data in “Credits Data Screen”, follow the steps below: 1- Click on . 2- Select the document type. 3- Input the description, vendor No., credit No., reference No., and bank No. 4- Select the costs calculation method. 5- Input the account number, or press F9 and then select the account No. 6- Select the currency type. 7- Then click on

. Figure144: Documentary Credits Screen

After you saved the credit data, this credit number will appear in journal entry and issuance voucher so as to determine its transactions.

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C. Create Journal Entry or Payment Voucher for the paid charges of documentary credits.

During this step, the user should input the credit charges including the bill value through the accounting entries and cash vouchers or cheques according the dates of issuance (from the date of opening the bank credit to the date of receiving and checking the goods).

D. Post Journal Entry or Issue Voucher During this step, the user has to post the accounting entries from the screen of “Posting Journal Entries Screen”. To post the journal entries, follow these steps: 1- Select the type of posting. 2- Select the branch and the method of posting 3- Select the document type. 4- Select the user No. 5- Then click on

.

Figure145: Journal Entries Posting Screen

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E. Issue Foreign Purchases Bill The purchase bill is considered as the official document used by the company to prove its purchases. There are four types foreign purchase bill: cash, cheque, cash and cheque, and deferred . The system enables the user to issue cash and deferred bills for the Foreign Purchases· this screen is used for inputting the basic data of foreign purchases bill. Furthermore, it allows inputting additional data such as the Free quantities and Discount percentage for each item. Moreover, it allows Connecting bills with purchase orders, with capability of issuing one invoice several purchase orders and dealing with cost centers. In addition to that, it is used for inputting the added cost foreign purchases. To issue a foreign purchase bill, follow the following steps:

1234-

Click on . Select the warehouse No. Select the Payment Method. Input the vendor No., or press F9 and then select the vendor. 5- Select the currency. 6- Select the items cost (optional). 7- Select the bill type (optional). 8- Input the item number, or press F9 to select the item number. 9- Input the quantity and the price. 10- Input the document description and the reference No. 11- Then click on

. Figure146: Foreign Purchases Bill Screen

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 Notes: i.If you select the payment method “Cash, or Cheque/Cash”, you have to input the bank account no, press F9 and then select the account No. ii.it is optional to input the cheque number and amount. iii.The items numbers can’t be displayed unless these items have been inputted in “Items Data Screen”.

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2- The second Phase: After receiving the and checking goods, the user has to close the credit (purchases) and the quantities and costs of the goods in warehouses. This process can be done through the following:

A. Receipt Permission of Foreign Purchases This screen allows user to deliver any items you want to any warehouse of the organization in an appropriate manner to business as the system allows displaying the serial numbers of purchase bills that have not been delivered yet in order to select the bill that the user wants to be deliver to warehouses. To issue a receipt permission of foreign purchases bill, follow these steps: 1234567-

Click on . Select the warehouse No. Select the bill No. Input the reference No. (optional) Input the description. (optional) Input the received quantities. Then click on

Figure146: Foreign Purchases Receipt Permission Screen

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B. Foreign Purchases Cost This screen is used for calculating the cost of each item unit. It is also used for closing the cost and quantity of the received goods. To calculate the cost and close the goods with its final cost in warehouses, follow these steps: 1- Click on . 2- Select the inventory receipt No. 3- Select the documentary credit No. 4- Input the description. 5- Select the costs distribution method. 6- After you complete data entry, click on

.

Figure147: Foreign Purchases Cost Screen

C. Post the foreign purchases bill & close the documentary credit. After posting the bill of foreign purchases, the system will close the documentary credit automatically. To post the foreign purchase, open “Posting Purchases Bill Screen ”, form GL System – Posting Menu. Then click on the button for the bill. After you select the bill you want to post , click on the button

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to search .

Purchases Returns Bill If the company discovered that the received goods are not according to the specifications after the cost of that goods were calculated and posted, the company would issue purchases returns bill in order to return that goods to the vendor.

Figure148: Purchases Returns Bill Screen

This screen enables the user to handle with the following:  All types of purchases returns bills (cash- deferred – cheque).  All or some of the bill items.  After posting the purchase returns bill, the system will create the accounting entries of that transaction and affect the related accounts automatically.  Regarding cost calculation, the system allows selecting the vendor’s cost or the total cost with the possibility of determining the account of differences. 231

Payment Voucher This screen is similar to “Payment Voucher Screen” of the General Ledger Module. It has been added as a shortcut to Accounts Payable ( Vendors & Purchases) Management Module to save the user time. That is to say when the user needs to use this screen, he will not have to exist this module and go to open this screen in GL Module.

Figure149: Payment Voucher Screen

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Accounts Payable Module provides a number of reports. The following are the most important types of reports:

Figure150: AP Reports Menu

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 Vendors Data Reports. 

Vendors Accounts Statements Reports (Posted/ Non-posted).

 Vendors of Particular Item or a Group of Item Reports.  Purchase Requisitions Reports According to:  Requests Numbers.  Requests Dates  Purchase Orders Reports, according to:  Orders Numbers  Orders Dates  Vendors  Items Numbers  Items Prices  Warehouses Numbers 

Serial Numbers

 Quantities

 Total and Analytical Reports about:  Purchases Bills.  Purchases Bills Returns. With several options  Periods 234

 Groups  Items  Vendors  Warehouses  Bill No./ Date  Payment Method, Currency, or Description And according to values and quantities:  Bill amount, Items Prices  Discount type (amount / percentage ), Quantities  Free Quantities  Total and Analytical Reports about Documentary Credits and Items Costs according to:  Bills Numbers  Date, Credit  Items  Quotations Reports.  Reports about Additional Discounts Purchases.  Contracts Reports.  Credit Accounts Statements Reports  Inventory Receipt Permission Reports, according to:  Items Numbers  Items Prices 235

 Items Expiry Dates  Bills Numbers  Vendors  Warehouses Numbers  Serial Numbers  Quantities

236

Vendors Opening Balance Report

237

Vendors Account Statements Report

Debts Ages Report

238

Total Purchases Bills Report

239

Payment Voucher

Purchase Order Report 240

Quotation Report

Purchases Invoice Report – Total

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Revenues are considered as the target and goal of any commercial or industrial company. Therefore, any institution exerts all efforts to achieve its targets and goals. Customers are the sole means for achieving revenues. Subsequently, YEMENSOFT has exerted all the efforts to provide you with Customers and Sales Management System which is regarded as the right hand for the successful management. This Module enables the user to manage sales and customers data flexibly and accurately.

Figure151: AR Module Main Menu

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This menu has been created to be used to complete the process of system configuration. It consists of twelve screens. Three of them are compulsory to be used in the case of connecting with GL: “Customer Data Screen”, “Customers Groups Screen”, and “Opening Balances Screen”. The others are optional screens.

Figure152: AR Module Inputs Menu

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Customers Data The screen is used for inputting the customer data, including:  Contact Information:  Customer No - Customer Name.  Customer Account No Country.  Address – Telephone No – Fax No.  Email – Website, … etc.  Transactions Data:  Customer Type (retail customer – wholesale customer– or any other types according to the user need). Moreover the system allows the user to :  Classify customers to groups.  Determine prices levels for each group.

Figure153: Customers Data Screen

 Determine the general limit of debt for each customer.  Determine the bill debt limit.  Determine discount percentage.  In addition to that, this screen allows: 244

 Connecting all customers numbers with an account in the General Ledger (the details will be in Sales module and the totals in Accounts (GL)) module), or connect each customer with an independent account.  Suspending any customer account.  Displaying “Customers Data Screen” from any screen to add/modify the customers.  Displaying any customer transactions (opening balance- total transactions of debts and credits- current balance).  Displaying statistical data of any customer ( his maximum paid amount and the date of that payment - highest bill amount issued for him and issuance date - last bill amount and date maximum discount he got and its date - his last paid installment and payment date- last transaction with him - last receipt date).

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Customers Groups This screen is used for classifying customers to groups. It is also used for connecting Customers & Sales Management Module with GL by group. To input customers groups and connect these groups with the chart of accounts, follow these steps: 7- Click on . 8- Input the group name. 9- Input the account No., or press F9 and then select the account. 10-

Then click on

.

Figure154: Customers Groups Screen

 Note: - After inputting the account number and clicking on , the inputted group of customers will be connected with the chart of accounts automatically. 246

Collectors Data This screen is used for adding collectors data. The collectors data that are inputted in this screen will appear in Receipt Vouchers Screen so as to select the collector during each transaction of collection from customers. To add any collector data, follow the steps below: 12345-

Click on . Input the collector name. Select the region No. Select the city. After you complete data entry, click on .

Figure155: Collectors Data Screen

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Sales Representatives Data This screen is used for adding sales representatives data. To display this screen, click on “Sales Representatives Data Screen”, from AP Inputs Menu. After that, it will pop up as in the following figure. To add any sales representative, follow these following steps: 1- Click on .. 2- Input the account number of the sales representative. 3- Input the representative name. 4- Then click on

.

Figure156: Collectors Data Screen

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Account Opening Order When any company wants to add a new customer in the system, there are certain procedures that have to be applied according to the approved polices. For instance, in some companies Credit Department must approve adding the customer to company customers and determine his credit limit in order to allow Sales Department to deal with him. Therefore, this screen is used as a procedure by Sales Department for inputting the request of opening account for any customer (by determining the customer number, name and group). Then this request will be approved in “Customers Data Screen” by Credit Department. To open an account for any customer, follow these steps: 1- Click on . 2- Input the account number of the customer. 3- Input the account name. 4- Input the remarks (optional). 5- Then click on

.

Figure157: Account Opening Order Screen

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Routes Data The process of sales can be divided into streets and areas. Those streets and regions includes the details of customers and their types (Retail and wholesale). Thus, this screen is used for inputting the data of roads and the regions through which the routes passed, customers types, and the goods types that are going to be distributed or even that have been distributed in these routes. It is also used by sales department to input the routes names and connecting them with the region that are passed through. For example, the regions of sales can be divided to Hadda Street, Alzubairy Street and then to. It is also used for inputting the length and distance of each street in order to estimate the expenses that will be paid to the representatives. Moreover, the Sales Department specify a region of sales for each representative in order to monitor the movement and the transactions of each representative of sales. To input the route lines, follow these steps: 1234-

Click on .. Input the route number. Input the route name. Input the region number and name, or press F9 to select the region.

5- Then click on

.

Figure158: Routes Data Screen

 Note: The inputted route lines will appear in “Sales Representatives Screen” . therefore, the user (Sales Department) can determine a route for each representative of sales. 250

Money Collection Plan This screen is used for inputting a plan for collecting money on the level of month or day. Then the system will compare the planned collection and actual collection. Then the user can issue a detailed report about the monthly deviations of collection. To add the plan of money collection, follow these following steps: 1- Click on . 2- Select the type of plan (Daily or Monthly). 3- Input the collector number and name, or press F9 to select the collector. 4- Input the customers numbers in the fields “From Customer No- To Customer No- ” or press F9 to select the customers. 5- Determine the date : select the day and the month. 6- Click on “Download Data”. 7- To distribute the amounts to be collected tick at “Distribute the amounts equally”. 8- If the collectors have been connected to specific customers in “Collectors Data Screen”, tick at “Download customers connected to collector”. 9- Then click on

. Figure159: Money Collection Plan Data Screen

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Ordered Items This screen is used for inputting items that have been ordered by customers but they were not available in warehouses. It allows issuing a detailed report about the items that have been ordered by customers before adding those items in “Items Data Screen” as approved items. To use this screen, follow these steps: 11- Click on . 12- Input the group number and name or press F9 to select the group. 13- Input the item number and name or press F9 to select the items. 14- Input the items specifications. 15- Input the unit of measure or press F9, and then select the unit. 16- Select the item type. 17- Input the ordered quantity. 18- Select the importance degree. 19- Tick at “Verify” after you have checked the ordered items and make sure they have delivered. 20- After that, click on , to add items to “Items Data Screen”. 21-

Then click on

.

Figure160: Money Collection Plan Screen

 Note: This screen allows printing a detailed report about the ordered items. To print the detailed report, click on 252

.

Customers Opening Balances When AR (Customers & Sales) Module is connected with GL by multiple connection, the opening balances of customers must be inputted in GL Inputs “Opening Balances Screen”. However, when it is connected by accounts group, the system will open independent screen for customers opening balances in AR. To add the opening balances of customers, follow the steps below: 1- Click on . 2- Determine the accounts in the fields “From Account No - To”. You can press F9 in the two fields to determine the accounts. 3- Determine the customers numbers in the fields “From Customer No - To”. You can press F9 in the two fields to determine the accounts. 4- Click on Download Accounts. 5- Input the opening balance of each customer in front of his name. 6- After you complete data entry, click on . Figure161: Customers Opening Balances Screen

 Notes: i. When the customer opening balance is in the foreign currency, input that balance under the green columns ( foreign credit or foreign debt). ii. On the other hand, if the opening balance is in the local currency, input that balance under the white columns (credit or debt). iii. To display the opening balances of customers, click on . 253

Sales Plans One of the Sales Directors tasks is following up the items sales transactions. They always make sure that there is no stagnation of items. They also follow up the sales representatives and ascertain that the annual amounts of sales are not less than the annual costs or that the capital income is not less than market value interest. In a nut shell, any Director of Sales must prepare a general plan for sales so as to achieve the goals of monitoring and implement these plans in details during all the periods (day, month, or year) either on the level of representative, customer and representative, item, or the item, customer, and representative. Therefore, this screen has been created to be used for inputting all the predetermined plans whether these plans are quantities, annual amounts, monthly amounts, or daily amounts easily and flexibly. Then the system compares between the planned and actual sales and issues reports about items sales deviations. To input the sales plans, follow these easy steps: 1- Click on .. 2- Select the plan type. 3- Select the planning type (quantities or amounts). 4- Select the period type. 5- Input the customers number in the fields “From Customer No To”. 6- Determine the item numbers., or press F9 in the field “From Item No - To” to select the items. 7- After you complete data entry, click on “Download Data”. 8- Then click on

.

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Items Pricing This screen has been added to Accounts Receivable Module as a shortcut for “Pricing Screen” that has been discussed in chapter four Inventory Management Module, Inputs section.

Figure162: Items Pricing Screen

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This menu consists of nine screens : Promotional Offers, Quotations, Customers Orders, Sales Bills, Sales Returns Bills, Additional Discounts of Sales, Receipt Voucher, Indebtedness Scheduling, Installments Adjustment.

Figure163: AR Transactions Menu

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Promotional Offers This screen is used for inputting items quotations without determining quantities to prepare a list of items prices for marketers and sales representatives. In the promotional offers, prices are determined only, but in ordinary quotation the quantity, price, and discount are determined. To input the promotional offers, follow the steps below: 1234567-

Click on .. Select the currency type. Determine the date of quotation. Input the reference No. Input the description. Select the quotation type. Select the method of granting quotation. 8- Select warehouses quotation type. 9- Determine the item No., or press F9 in the field “Item No” and then select the items. 10- After you complete data entry, click on

.

Figure164: Promotional Quotations Screen

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Quotations Any Accounts Receivable System (Customers & Sales) must have a screen for adding and issuing quotations automatically because the price offer is regarded as one of the documentary cycle for Customers System. Therefore, Onyx Pro System experts and programmers have created this screen for issuing quotations automatically to be send for customers and those who have asked for quotations. To issue any quotation, follow these following steps: 1- Click on . 2- Input the customer No. or click on to select the customer. 3- Select the currency. 4- Select the cost method. 5- Input the description. 6- Determine the item No., or press F9 in the field “From Item”. 7- Determine the price and quantity. 8- After you complete data entry, click on . Figure165:Quotations Screen

 Note: To print the quotation, Click on be printed as in the following sample:

(Print). Then the inputted quotation will

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Customers Orders This screen enables user to handle customers orders adequately. It is used for adding the customers’ requests. It allows reserving all or some of items that have been required by any customer to a definite date. To add the any customer order, follow these steps: 1- Click on . 2- Input the customer No. or click on to select the customer. 3- Select the currency. 4- Select the cost method. 5- Input the description. 6- Determine the item number, or press F9 in the field “From Item”. 7- Input the warehouse number, or press F9 and select the warehouse. 8- Determine the quantity and price. 9- After you complete data entry, click on . Figure166:Customers Orders Screen

 Notes: i. To approve the customer req, tick at “Approve” field ( ). ii. To reserve any order items, input the end date of reservation. Then select reserve all . iii. Click on to print the quotation. Then the inputted quotation will be printed as in the following sample: 259

Sales Bills This screen is used for issuing all the types of bills (cash, deferred, cheque, cash & cheque, or bill of service). To issue a bill of sales, follow the steps below: 1- Click on . 2- Select the method of payment (cash, deferred, cheque, cash & cheque, or bill of service).. 3- Input the customer number and name or just press F9 to select the customer. 4- Select the currency. 5- Determine the item No., or press F9 in the field “From Item” to select the item. 6- Input the warehouse number, or press F9 and select the warehouse. 7- Input the quantity and price. 8- Input the description. 9- After you complete data entry, click on

. Figure167:Sales Bills Screen

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Sales Returns Bills This screen is used for inputting sale returns and issuing a bill of the sales returns in order to adjust the accounts and entries. It allows creating accounting entries for sales returns transactions and influencing all related accounts. Moreover, it allows returning all or some items of the bill since system shows all items of sales bill to select returned items. To issue a bill of returns, follow these steps: 1234-

Click on . Select the currency. Input the sales bill number. Press “Enter”, and then the sales bill data will be downloaded automatically. 5- After you complete data entry, click on

. Figure168:Sales Returns Bills Screen

 Note: i.To print the any bill of sales returns, click on be printed as in the following sample:

261

. Then the inputted bill will

Additional Discounts This screen has been created to be used for inputting the additional discounts of sales. To input an additional discount for any customer, follow these easy steps: 1- Click on . 2- Input the customer number and name or just press F9 to select the customer. 3- Input the bill number or press F9 and then select the bill. 4- Input the additional discount percentage.. 5- Press “Enter”, and then the sales bill data will be downloaded automatically. 6- Input the description. 7- Input the account number of the “Allowed Discount Account”, or press F9 to select the account number. 8- Then click on

. Figure169: Additional Discounts Screen

 Note: To print the additional discounts for any bill of sales, click on

.

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Receipt Voucher This screen have been added to Accounts Receivable Module as a shortcut of “Receipt Voucher Screen” that have been discussed in GL Management Module.

Figure170: Receipt Voucher Screen

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Accounts Receivable Management Module provides a number of total and analytic sales reports supported by graphic diagrams.

Figure171: AR Reports Menu

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The most important reports types of Accounts Receivable Module are:  Sales Reports  Reports about Sales Returns  Reports about Sales Comparison between Sales of Years  Reports about Monthly Sales or Definite Period Sales, according to:  Sales Representatives  Warehouses  Warehouses Groups  Items  Customers  Regions  Cost Centers With the possibility of issuance with several options, according:  Bill number/date.  Payment Method, Fund.  Account, Due Date.  Regions – Representatives  Warehouses - Cost Centers.  Items -Statements. According to the amounts or quantities:  Bill Amount, Items Prices. 265

 Discount (amount / Percentage).  Quantities, Free Quantities.  Customers Data Reports  Customers Orders Reports  Total and Analytical Statements of Customers Accounts.  Reports about the Customers Debts Ages. 

Reports about Net Profits

 Unpaid Installments Reports.  Quotations Reports.  Voucher Receipt Report.  Sales Regions Reports  Reports about customers who have exceed the allowed limit of debt.  Sales Returns Reports. 

Sales Costs Reports.

 Additional Discounts Reports.  Sales Diagrams. In addition to all the analytical and total reports above mentioned, ONYX Pro System allows getting statistical data for all reports types through more specific options that enable user to get the required data more particularly and precisely. Moreover, user can get reports of branches sales by using report designer integrated with system. Report designer provides user with many options such as designing reports header and footer with texts suit his own needs.

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Sales Bills Report

Quotations Report

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Account Statement Report

Monthly Sales Diagram Report

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Customers Debt Report

Debt Ages Report 269

Daily Collection Plan Report

Customers Orders Report 270

Appendix Reader’s Comment Form YEMENSOFT ONYX PRO System - User Manual YEMENSOFT Co. Ltd for Software & Consultancy welcomes your comments and suggestions on the quality and usefulness of this publication. Your input is an important part of the information we use for revision. Did you find any errors? Is the information clearly presented? Do you need more information? If so, where? Are the examples correct? Do you need more examples? What features did you like most about this manual? What did you like least about it? ………………………………………………………………………………………………… ………………………………………………………………………………………………… ………………………………………………………………………………………………… ………………………………………………………………………………………………… ………………………………………………………………………………………………… ……………………………………………………………………………… If you find any errors or have any other suggestions for improvement, please indicate the topic, chapter, and page number below: ………………………………………………………………………………………………… ………………………………………………………………………………………………… ………………………………………………………………………………………………… ………………………………………………………………………………………………… …………………………………………………………… ………………………………………………………………………………………………… ………………………………………………………………………………………………… ……………………………… Please send your comments to: Software Documentation Dept. YEMENSOFT Co. Ltd 271

Sana’a - Yemen Phone: (967) -1503866 Fax: 967) -1503867 P.O. Box : 11126 Mobile: 733957640 If you would like a reply, please give your name, address, and telephone number below: ………………………………………………………………………………………………… ………………………………………………………………………………………………… ………………………………………………………………………………………………… ……………………………………………… Thank you for helping us improve our documentation.

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