Aplus

APLUS
For Windows
TM
ACCOUNTING SYSTEM
User Manual
Multi-company / Multi-module / Network ready.
WIN98 / WINME / WIN 2000 / WINXP
The authors have exercised due care in the design of the software and its manual. The authors and the designers make no warranties either expressed or implied with regard to the information and the programs contain in this package. In no event shall the authors and the designers be liable for incidental consequential damages arising from the furnishing or the performance of any information and/or the programs.
DISCLAIMER
APLUS SOFTWARE is sold on an "as-is" basis without warranty of any kind. It is up to you to determine whether APLUS SOFTWARE is suitable for your purpose. We have carefully designed and tested APLUS SOFTWARE and neither we nor our system testers have found any error in the program. We cannot, however, be sure that there is none, nor can we ensure that the system on which you install it will be error free. The entire risk of using APLUS Software is yours. You are not licensed to use APLUS SOFTWARE if you do not fully accept these conditions.
Second Edition: 1st September 2002
ALL RIGHTS RESERVED. Copyright 2002 by APLUS SOFTWARE SDN. BHD. (460526-U) A14-7, Block A, Bukit Pandan 2,No.10, Jalan 1/91B, Off Jalan Perdana 3/1, 55300 Kuala Lumpur, Malaysia. Tel:03-92742858 Fax:03-92743858
Website E-mail
: http://www.aplus.com.my : support@aplus.com.my
Aplus Accounting for Windows
Information
General Information
Aplus Accounting is a fully integrated accounting software package designed and developed locally since 1983. Many useful features have been added on to meet the needs of our current users and we are continuously working towards making Aplus Accounting the best accounting software in the market. Aplus Accounting has been designed with the aim of assisting the small and medium-sized business enterprises computerise their accounting system. This Aplus accounting software for windows is an enhancement of its previous version features follows windows standards. If you have used other windows programs, you wont have any trouble opening menus and windows, entering, editing and saving data, or selecting icons and commands to perform various tasks. However Aplus accounting has accommodated the useful features found in DOS and in-corporate with its windows version to ensure maximum flexibility and efficient usages. This package is so easy to use and operate with no requirement of any computer and accounting knowledge. The proprietor of any business enterprise can easily operate the system immediately after installation. Aplus Accounting system consists of thirty-three modules, which provide important business information and account transactions. These modules include General Ledger, Accounts Receivable, Accounts Payable, Stock Control, Payroll System, Stock Invoicing, Point of Sales, Billing, Hire-Purchase, Purchase Order, Purchaser Control, Piece Work, Quota Control, Time Management, Time Attendance, General Insurance, Life Insurance, Legal Firm Accounting, etc. You can use these modules as an integrated unit or as a stand-alone to suit your business needs. Whichever module you first start with can be easily integrated with any other module. Furthermore, it runs well in LAN, WAP and network server environment and is easily accessible at a multi-user and multi-level environment. The Aplus Accounting Software Package will prove to be a valuable and indispensable tool for all level of users especially for the day-today operation of a computerised accounting system. 1
Package Contents
Aplus Stock Control Module includes the following items: 9 Aplus Installation CD 9 Aplus License Key Disk or Key-Lock (USB Mini Drive) 9 Users manual.
Hardware Requirement
The following are the hardware requirement to run Aplus Accounting software. IBM Pentium II, III, IV for stand-alone or higher computer for LAN or Stand-alone system. 64MB Random Access Memory Hard Disk (minimum 30 MB), any removable hard drive. 1.44 MB Floppy Disk Drive 80 Column Printer / InkJet / Laser Printer VGA or SVGA Color Monitor
Operating System
Windows 98, Windows ME, Windows 2000, Windows XP, Windows NT Server, Windows 2000 Server, Windows 2003 Server, Linux 7.XX
Integration
All Aplus modules can be integrated with one another or it may be used as a stand-alone module.
Customer Support
All registered Aplus users will be given one year free service and support. You may call or fax the Aplus Support Centre.
Hot-Line
03 - 9274 2858, 06 9518 333 9.00 a.m. - 1.00 p.m. 2.00 p.m. - 5.00 p.m. (Monday Friday only) Fax No: 03-9274 3858, 06-9511099 (24 hours)
Website
http: //www.aplus.com.my
E-mail
support@aplus.com.my marketing@aplus.com.my
INSTALLATION
Aplus software installation pack consists of :Key-lock (Mini Drive) with Programs or A Key-disk with an installation CDROM. Key-lock Version Installation
1. 2. 3. 4. 5. 6. Install Aplus Key-lock (Mini Drive) driver into Windows 98. Plug-in Aplus Key-lock (Mini Drive) into USB port. * Assumption Mini drive is assigned to E: drive Insert Aplus Installation CD into CD-ROM drive. Install Aplus Accounting System (WAE/WAS) to your local Hard Disk. * Default path is C:\AplusW\AS Follow screen instruction to complete installation. Change program shortcut icon properties setting as following :
Change Target path to:E:\AplusW\AS\WAE.EXE
Key-disk Version Installation

1. Insert Aplus Installation CD into CD-ROM drive. 2. Install Aplus Accounting System (WAE/WAS) to your local Hard Disk. * Default path is C:\AplusW\AS 3. Follow screen instruction to complete installation. 4. Insert Aplus Key disk into drive A: 5. Go to Start then click RUN. 6. Key in Evmove command A:\EVMOVE A: C: 7. Click OK to start moving Aplus License to local Hard Disk (C: drive). Example :
Preparation of Accounting Period

Before you start using any accounting system, you have to decide the accounting period for your system. The following questions will help you make your decision before you start using the system.
Questions:
1. 2. 3. 4. 5. 6. 7. 8. 9. What is the date that you intend to enter concerning the Brought Forward Balance for your account? How would you want your Chart of Accounts to be entered or organized? Do you want to install integrated Accounting System? Do you have your Debtor List with names and addresses and their account balance? Do you have Creditor or Supplier List with names and addresses and their account balance? What are the Expense Accounts you want to have? How many types of Sales and Revenue Accounts do you want to make available for your company? How many types of Purchase Accounts do you want to make available for your company? Do you have your last Trial Balance?
10. Do you have your Fixed Asset Register?
CHAPTER 1
SYSTEM SETUP
Aplus Accounting system is a versatile accounting software package which may be customized to suit your business needs and policies. It also allows you to create a seventy-two months accounting periods and multiple companies accounting on a single computer system. Just click on Setup button and enter its system administrator I.D and password. (Default is Aplus) Click Screen Enter Name & Password.
Multi-company on screen module
Create New Company Data
1.1 Create New Company Click on New button to create an accounting system for a new company. First, enter your companys name and address followed by the name of its sub-directory. The account title is used to identify the companys data and its accounting period. Screen
1.2 Duplicate Company Data Click on Duplicate button to duplicate data from existing database to another sub-directory. It is very useful to make a copy of the accounting data for backup or audit purposes. Screen
1.3 Shift Accounting Period This option allows you to change or shift your accounting period. The journal or transactions will be copied or transferred to new data according to your defined period. Screen
1.4 Delete Company Data This option allows you to delete data from your accounting system. Screen
1.5 Edit Account Title This option allows you to change the title of your companys account. Screen
1.6 Edit Password This option allows system administrator to add or edit users I.D. and passwords. System administrator default passwords and I.D is APLUS Screen
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CHAPTER 2
GENERAL LEDGER
In this chapter, you will learn about: i. ii. iii. iv. v. vi. vii. viii. ix. x. xi. xii. xiii. xiv. xv. xvi. xvii. xviii. xix. Setting your accounting Period Adding / editing / deleting Chart of Account Budgeting Entry / Editing Budget Adding / editing / deleting Account Group Adding / editing / deleting Cost Centre Adding / deleting Particulars Editing Source Code Defining Batch Title Changing Account Code Delete Inactive Account Servicing Table Currency Table Cashier Table Salesman Table Area Table Class Table Pay mode Table Tax Table Term Table
Aplus Accounting for windows uses windows screen and its icon for you to operate the modules and their options. Screen
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2.1 Accounting Period Aplus Accounting uses a twelve-month accounting period in a fiscal year. The system allows you to keep up to eight (8) fiscal years of data. To start off, you must set your opening date. How to set Fiscal Period for your account? Click Setup System Setup Setup Fiscal Period
You cannot change the accounting period after you exit this screen and having entered account transactions.
Screen Opening Date
Click SAVE icon to confirm accounting period Eight (8) years accounting period
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2.2 Chart of Accounts Aplus General Ledger uses either numeric or alphanumeric account range to define its chart of accounts. Chart of accounting is for organizing the accounting entries of a business under the Balance Sheet and Income Statement. You may use 4 digits or 16 characters length account code to suit your accounting system. You have to define each of your account according to its type and detail. You can create your own chart of accounts one by one, if you like. Or, you can use Aplus standard installation with its sample chart of accounts. Later you may delete the unwanted accounts or modify its accounts name. 2.2.1 Account Type a. Balance Sheet Contain the asset, liability and equity accounts. b. Expense / Purchase Cost for purchase of goods or money paid to operate the business, utilities & rent. c. Income / Sales / Revenue The money received for products and services sold. d. Profit / Loss (Accumulated) Accumulated earning from a business. 2.2.2 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. Account Details Sales / Income / Revenue Discount Allow / Sales Return Opening Stock (P&L) Purchase / Cost of Goods Sold Closing Stock (P&L) Operating Expenses Group 1 Operating Expenses Group 2 Operating Expenses Group 3 Operating Expenses Group 4 Other Incomes Other Losses 13
12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. 25. 26. 27. 28. 29. 30. 31. 32. 33. 34. 35. 36. 37. 38. 39. 40. 41. 42. 43. 44. 45. 46.
Disposal of fixed asset (Gain/Loss) Provision For Tax Propose Dividend Adjustment After Net Profit Cash Bank Fixed Assets Accumulated Depreciation Account Current Assets Trade Debtors Other Debtors Stock (Balance Sheet) Current Liabilities Trade Creditors Other Creditors Long-Term Liabilities Capital / Drawing Account Accumulated Profit / (Loss) Long Term Investment / Intangible Asset Proposed / Provision Dividends Profit & Loss Adjustment Prepayment Accrual Purchase of Raw Materials Opening Stock - Raw Materials Carriage Inwards / Freight Closing Stock - Raw Materials Direct Cost / Wages Direct Expenses Factory Overhead Expenses Opening Work in progress Closing Work in progress Opening Stock - Packing Raw Materials Closing Stock - Packing Raw Materials Purchase of Packing Raw Materials
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2.2.3
Account Range
Account range is from 1000 to 9999 or 100000 to 999999. You may also set your own account range. Account code can be defined in numeric or alphanumeric. But maximum account code length is 16 characters. 1000 1400 1500 1600 1800 1900 2000 3000 3700 3800 3900 4000 4500 5000 6000 6300 6400 6800 6900 7000 1399 1499 1599 1799 1899 1999 2999 3699 3799 3899 3999 4499 4999 5999 6299 6399 6799 6899 6999 9999 CASH / BANK OTHER ASSET STOCK FIXED ASSET DEPRECIATION CONTROL ACCOUNT DEBTOR ACCOUNT CREDITOR ACCOUNT LIABILITY CAPITAL PROFIT & LOSS SALES SALES RETURN / DISCOUNT ALLOWED REVENUE PURCHASE PURCHASE DISCOUNT RECEIPT COST OF GOODS SOLD OPENING STOCK CLOSING STOCK EXPENSES
To assist you in speeding up your installation, Aplus Accounting provides a sample chart of account. To suit your needs, you may add any new account, edit account name or delete account where necessary.
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2.2.4 Add / Edit / Delete /Print Chart of Account At windows screen, click Chart of Account to obtain the below screen. This screen allows you to add a new account into the system, edit the accounts particulars or delete unwanted account. You may use this screen to print your chart of accounts. Click PICK icon or press function [F2] to display chart of accounts on the screen.
Screen
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2.3 Budget Entry This option allows you to preset your budgeted amount to your selected accounts. [Module] Screen [General Ledger] [Budget Entry]
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2.4 Group Account Aplus General Ledger allows you to enter an unlimited number of account groups for your accounting system. [Module] [General Ledger] [Group Account]
Screen
Delete group Add new group
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2.5 Cost Centre Aplus General Ledger allows you to enter unlimited cost centre for your accounting system. [Module] [General Ledger] [Cost Centre]
Screen
Delete cost centre Add new cost centre
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2.6 Particulars Aplus General Ledger allows you to enter unlimited standard particulars into your accounting system. It is very useful for repeated entries using common terms. . To add new particular into table, just press [INS] key. Press [ENTER] to edit particular. The items in the particular table are automatically arranged in alphabetical order. [Module] [General Ledger] [Particulars]
Screen
Delete particular Add new particular 20
2.7 Source Code This source code allows you to mark each of the transaction you have keyed in with a source. The source code can be easily defined as shown below from 0 to 9. Later, you can print general ledger by source code. [Module] Screen [General Ledger] [Source Code]
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2.8 Batch Title Aplus accounting allows you to organize your accounts by entering transactions by batches. There are 300 batch titles for you to define. [Module] Screen [General Ledger] [Batch Title]
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2.9 Change Account Code This option allows you to change your general ledger account code. All accounts in the transactions will be automatically changed to new account code as you confirmed. [Module] Screen Enter account code you want to change [General Ledger] [Change Account Code]
Enter new account code
Click Save to confirm
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2.10 Delete Inactive Account This option allows you to delete an inactive account. [Module] Screen [General Ledger] [Delete Inactive Account]
2.11 Table Setup Table setup allows you to define country currency, salesman code, classes of customers and payment mode for bank and credit charges. 1) 2) 3) 4) 5) 6) 7) Currency Table Salesman Table Area Table Class Table Paymode Table Tax Table Term Table 24
2.11.1
Currency Table
Currency table allows you to key in or store your foreign exchange rates into Aplus Accounting System. The exchange rate will be automatically use to calculate the gain or (loss) of any foreign currency account transaction such as invoices and payment receipts. [Module] [General Ledger] [Currency Table] Screen [Table Setup]
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2.11.2
Salesman Table
Salesman table allows you to define your salesman code, employee payroll code and sales distribution account. You can print any financial report by salesman. [Module] [General Ledger] [Salesman Table] Screen [Table Setup]
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2.14.3
Area Table
Area table allows you to define your customers and vendors by sales and purchase area. It is useful when you want to print your customers account statement and other financial reports by sales area. [Module] [General Ledger] [Area Table] Screen [Table Setup]
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2.11.4
Class Table
You can classify your customers by their class of transactions or group. [Module] [General Ledger] [Class Table] Screen [Table Setup]
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2.11.5
Pay mode Table
Pay mode table allows you to auto compute your bank and credit card charges. Use pay mode formula to compute bank or credit card charges amount. To add new pay mode into table, just move cursor down to empty column. To delete pay mode from table, press [Ctrl] and [Del] key together. [Module] [General Ledger] [Pay mode Table] Screen [Table Setup]
Bank charges 3% Bank / credit card charges (Debited account)
Bank account
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2.11.6
Tax Table
Tax table allows you to define tax formulae for sales tax or GST. Click [Module] [Tax Table] Screen Tax I.D. Tax Account [General Ledger] [Table Setup]
Tax Particular
Tax Formula
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2.11.7 Term Table Term table allows you to define credit terms. Click [Module] [Term Table] Screen [General Ledger] [Table Setup]
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CHAPTER 3
DEBTOR LEDGER
This module allows you to create or enter your debtor information such as debtor's name, address, telephone number, fax number, contact person and its credit limit. Screen
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3.1 Debtor Enquiry This screen is for you to do debtor enquiry, add new debtor's record, edit and delete record, print debtor's accounts statement, print envelope, print standard letter or quotation, view statement, etc. [Module] Screen Account Code Credit Limit [Debtor Ledger] [Debtor Enquiry]
Delivery address
Corresponding address / Invoicing
Company Name
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3.1.1
Button & Function keys Description Display debtor's name by account code. Edit / change debtor's record. Add new debtor's account. Delete debtors account. Save the editing/changing debtors record. Cancel current action. View debtor's statement of account on screen. Print debtor's statement of account. View debtor's unpaid bill of account on screen. Knock Off contra transaction. Print debtors address on envelop. Close Debtor Enquiry Screen. Enter Payment from debtor. Enter Invoice to debtor. Enter Credit Note to debtor. Enter Debit Note to debtor. ESC F4 F8 F 11 F 12 Function Key F2 (by Code) F3 (by Name) F6 F7
Button
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3.2 VIEW REPORT This option allows you to view Debtor Journals on the screen, just select the following options. i. ii. iii. Debtor Balance. Debtor Ledger. Unpaid Invoices.
3.2.1 Debtor Balance This option allows you to view Debtor Balance report. [Module] [Debtor Ledger] [Debtor Balance] Screen Brought forward date Closing date [View Report]
Account Balance 35
3.3.2
Debtor Ledger
This option allows you to view debtors ledger on the screen. You may select one or more accounts for viewing. Starting and ending dates enable you to view transactions by date range. [Module] [Debtor Ledger] [Debtor Ledger] Screen Debtors Name [View Report]
Debtors Account
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3.2.3
Unpaid Invoice
This option allows you to view debtor's outstanding invoices. Some invoices may be partially paid but the due amount will be displayed. [Module] [Debtor Ledger] [Unpaid Invoice] Screen Invoice Amount [View Report]
Due Amount
Overdue by days Payment Amount
Total Due Amount
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3.3 REPORT This option allows you to print the following debtor reports. i. ii. iii. iv. v. vi. vii. viii. ix. x. xi. [Module] Screen Debtor List Unapplied Payment Item Statement of Account. Debtor Balance. Debtor Ledger Debtor Ageing Summary Report. Top Sales Volume Report. Unpaid Invoice Report. Invoice Report Payment Report Error Journal Report. [Debtor Ledger] [Report]
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3.3.1
Print Debtor List
This option allows you to print debtor list with or without address. You may print this debtor list by sales area and by salesman. [Module] [Debtor Ledger] [Print Debtor List] Screen [Print Report]
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3.3.2
Print Unapplied Payment Item
This option allows you to print unpaid invoices by account code and period. [Module] [Debtor Ledger] [Print Report] [Print Unapplied Payment Item] Screen
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3.3.3
Print Statement of Accounts
This option allows you to print debtors monthly account statement. You can either print all or a selected debtor. Brought forward date and closing date can be defined before printing the statement of account. Post dated cheque payments will be printed after the last transaction of the statement. [Module] [Debtor Ledger] [Print Report] [Print Statement of accounts] Screen
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3.3.4
Print Debtor Balance
This option allows you to print debtor balance report by sales area and by salesman. [Module] [Debtor Ledger] [Print Debtor Balance] Screen [Print Report]
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3.3.5
Print Debtor Ledger
This option allows you to print debtor ledger report by sales area and by salesman. There is an option to print detail of journal with its narrations. [Module] [Debtor Ledger] [Print Debtor Ledger] Screen [Print Report]
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3.3.6
Print Ageing Summary
This option allows you to print debtor ageing summary report. You can select your report printing either in Account or Customer's name order. [Module] [Debtor Ledger] [Print Ageing Summary] Screen [Print Report]
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3.3.7
Top Volume (Sales)
This option allows you to print top sales volume by period. [Module] [Debtor Ledger] [Top Volume] Screen Number Debtors to listing of Top Volume [Print Report]
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3.3.8
Print Unpaid Invoice
This option allows you to print customer's outstanding or unpaid invoices report by salesman and by sales area. [Module] [Debtor Ledger] [Print Unpaid Invoice] Screen [Print Report]
With Foreign Currency
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3.3.9
Invoice Report
This options allows you to print sales invoice journal by account code, salesman and by period. Invoice transactions report can be printed either in date or invoice number order. [Module] [Debtor Ledger] [Invoice Report] Screen By Invoice Date [Print Report]
By Invoice Number
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3.3.10
Payment Report
This option allows you to print customers payment journal. Payment or receipt report can be printed either in receipt number or data order. [Module] [Debtor Ledger] [Payment Report] Screen By Voucher Date [Print Report]
By Voucher Number
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3.3.11
Error Journal Report
This report highlights to you error(s) in your creditor report by listing the debtor accounts whose balances do not tally with the Unpaid Invoice amount. To rectify error(s) in this report; go to debtor Enquiry, select function [F11] for Unpaid Invoice and [F6] to adjust the balance column figure accordingly. [Module] [Debtor Ledger] [Error Journal Report] Screen Starting Account Code [Print Report]
Ending Account Code
By Sales Area
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CHAPTER 4
CREDITOR LEDGER
This option allows you to enter or add your creditor's account into the system. Screen
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4.1 CREDITOR ENQUIRY This option allows you to do Creditor enquiry, add new creditor's record, print or view creditor's account statement, print envelope, print standard letter or purchase order, etc. [Module] Screen Account Code Company Name [Creditor Ledger] [Creditor Enquiry]
Creditors Address
Memo / other detail
* Information of buttons & function key please refer to the chapter 3 (Debtor Enquiry, page 34) 51
4.2 VIEW REPORT This option allows you to view all creditors account reports on the screen. i. ii. iii. 4.2.1 View Creditor Balance View Creditor Ledger View Unpaid Invoice
View Creditor Balance
This option allows you to view creditor balance report on screen. [Module] [Creditor Ledger] [View Creditor Balance] Screen [View Report]
Creditors Account Balance 52
4.2.2
View Creditor Ledger
This option allows you to view creditor ledger on screen. [Module] [Creditor Ledger] [View Creditor Ledger] Screen Creditor Name [View Report]
Transaction references Creditor Account Code
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4.2.3
View Unpaid Invoice
This option allows you to view all outstanding invoices due to your creditors on the screen. [Module] [Creditor Ledger] [View Unpaid Invoice] Screen Invoice amount Due amount [View Report]
Payment amount Creditor Account Code Total due amount
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4.3 PRINT REPORT This option allows you to print creditor account reports. i. ii. iii. iv. v. vi. vii. viii. ix. x. xi. Creditor List Unapplied Payment Item Statement of Account. Creditor Balance. Creditor Ledger Creditor Ageing Summary Report. Top Volume Report. Unpaid Invoice Report. Invoice Report Payment Report Error Journal Report. [Creditor Ledger] [Print Report]
[Module] Screen
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4.3.1
Print Creditor List
This option allows you to print Creditor list with or without address. [Module] [Creditor Ledger] [Print Creditor List] Screen [Print Report]
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4.3.2
Unapplied Payment Item
This option allows you to print unapplied item for payments. [Module] [Creditor Ledger] [Unapplied Payment Item] Screen [Print Report]
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4.3.3
Print Statement of Account
This option allows you to print creditor account statements. [Module] [Creditor Ledger] [Print Statement of Account] Screen [Print Report]
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4.3.4
Print Creditor Balance
This option allows you to print creditor account balance. [Module] [Creditor Ledger] [Print Creditor Balance] Screen [Print Report]
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4.3.5
Print Creditor Ledger
This option allows you to print creditor ledger. [Module] [Creditor Ledger] [Print Creditor Ledger] Screen [Print Report]
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4.3.6 Print Ageing Summary This option allows you to print creditor account ageing summary report. [Module] [Creditor Ledger] [Print Ageing Summary] Screen [Print Report]
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4.3.7
Top Volume
This option allows you to print top purchase volume. [Module] [Creditor Ledger] [Top Volume] Screen Number Creditors to listing of Top Volume [Print Report]
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4.3.8
Print Unpaid Invoice
This option allows you to print all unpaid invoice due to your creditors. [Module] [Creditor Ledger] [Print Unpaid Invoice] Screen Sales Area [Print Report]
With foreign currency
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4.3.9
Invoice Journal
This option allows you to print invoice journal. [Module] [Creditor Ledger] [Invoice Journal] Screen By Invoice date [Print Report]
By Invoice number
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4.3.10
Payment Report
This option allows you to print payment report. [Module] [Creditor Ledger] [Payment Report] Screen By Voucher date [Print Report]
By Voucher number
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4.3.11
Error Journal Report
This report highlights to you error(s) in your creditor report by listing the creditor accounts whose balances do not tally with the Unpaid Invoice amount. To rectify error(s) in this report; go to creditor Enquiry, select function [F11] for Unpaid Invoice and [F6] to adjust the balance column figure accordingly. [Module] [Creditor Ledger] [Error Journal Report] Screen [Print Report]
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CHAPTER 5
ENTRY
Aplus Accounting always makes entry easy for user. There are four types of entry you can use to enter your account transactions. 1. 2. 3. 4. 5. 6. 7. 8. Screen Batch Entry Cash Sales Entry Cash Purchase Entry Cash Book Entry Debtor Entry Creditor Entry Payroll Entry Reprint Voucher
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Batch Batch enables you to enter transactions by batch number. You may define a batch title for the type of transactions you intended to enter. Organize your batch number and its title will enable you to trace and edit any transaction easily. 5.1 BATCH ENTRY There are five options available for batch entry. Any posted batch of transaction can be edited or deleted by using this option. All batch of transaction must be posted to update the general ledger. 1. 2. 3. [Entry] Screen Opening Balance. Quick Entry. Edit/Delete Posted Transactions. [Batch Entry]
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5.1.1
Opening Balance
This option allows you to enter or edit your Opening Balance. Use function key [F8] to print opening balance report. To clear all opening balance amount, just click Clean All button. [Entry] Screen [Batch Entry] [Opening Balance]
Total debited amount Account Code Clear all opening amount Total credited amount
Print opening balance report
Debited amount Credited amount Foreign currency amount 69
5.1.2
Quick Entry
For any equal debit and credit entry, "Quick Entry" is recommended. Once you have entered the transaction date, reference, amount and its debit and credit accounts, the computer will automatically split the debit and credit transactions into two transactions in a single entry. Furthermore, a multiple debit or credit entry makes your work more organized and manageable. You can enter either the debit or credit account first before working on other figures. For example, you can enter three debit entries such as electricity, telephone and water charges first before you enter the lump sum of credit amount to the credited account. The system of entry will automatically monitor the balance of each batch before you are allowed to post into the individual account. Beside that, Aplus provides a useful facility to edit or delete un-posted transactions as well as posted transactions. Hence, it makes you work faster, easier and more efficient. [Entry] Screen [Batch Entry] [Quick Entry]
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5.1.3
Edit / Delete Posted Transaction
Once you have entered transactions using batch entry, you must post the batch of transactions to update the general ledger. Any unbalanced batch will not allow to post. [Entry] Screen Total debited amount Total credited amount [Batch Entry] [Edit/Delete Posted Transaction]
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5.2 CASH SALES ENTRY This option allows you to enter cash bill transactions. [Entry] Screen Cash Bill Number Cash Bill Date [Cash Sales Entry]
Click here for multi credited account. Cash Bill Amount 72
5.3 CASH PURCHASE ENTRY This option allows you to enter cash purchase transactions. [Entry] Screen Cash Purchase Receipt Number Cash Purchase Receipt Date [Cash Purchase Entry]
Click here for multi debited account. Cash Purchase Amount 73
5.4 CASH BOOK ENTRY There are three types of computerized voucher printouts. Each entry has its own format of entry. You can press <F1> for any assistance on this option. 1. 2. 3. 4. [Entry] Screen Payment Voucher. Receiving Voucher. Contra / Credit Entry. Edit / Delete Transactions. [Cash Book Entry]
Note: All cash book entry transactions will be recorded in a daily batch. Daily batch number will be automatically generated by computer. You must enter the date of transactions in order to recall them.
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5.4.1
Payment Voucher
For any payment of your expenses, this option allows you to print out your payment voucher without having to know any accounting principle. The computer will first ask which account is to be credited. (Example, by Cash, Bank, Credit Card, etc. then followed by transaction reference, date and payment details.) You can enter unlimited numbers of debit side of your transactions. Batch number can be user defined or computer generated. [Entry] Screen Batch Number Accounting period Amount to be credited [Cash Book Entry] [Payment Voucher]
Voucher number or computer generated auto voucher Date of Transaction Credited account 75
5.4.2 Receiving Voucher This option allows you to print Receiving Voucher in the event you receive cash or funds. Just enter the account to be debited and the particulars of the transaction, followed by the account to be credited. Daily cash sales transaction can be entered easily by using this option. [Entry] Screen Debit Cash Account [Cash Book Entry] [Receiving Voucher]
Credited Account Debited Amount
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5.4.3
Contra Voucher
The contra voucher is useful when you do inter-bank contra or cash transfer to or from the bank. This option also allows you to print contra voucher for audit purposes. [Entry] Screen Credit Cash in hand [Cash Book Entry] [Contra Voucher]
Debit Bank Credit amount
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5.4.4
Edit / Delete Posted Transaction
This option allows you to edit any posted transaction or delete any unwanted transaction. Select the accounting period and its batch to locate the wanted transaction. [Entry] Screen [Cash Book Entry] [Edit/Delete Transaction]
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5.5
DEBTOR ENTRY
This option allows you to enter all debtors transactions, such as, sales invoice, receipts, debit or credit entry, contra account and edit or delete posted transactions. There are six options in debtor entry: 1. 2. 3. 4. 5. 6. [Entry] Screen Receive Payment. Invoice Entry. Debit Note. Credit Note Entry. Contra Account. Edit / Delete Transactions. [Debtor Entry]
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5.5.1
Receive Payment
This option allows you to enter all your debtors payments and print its receipt. Just select the debtor's account followed by its payment details. If there is any bank charge, it will be automatically debited to its account. [Entry] Screen Debtor Account Receive amount [Debtor Entry] [Receive Payment]
Receipt Voucher Number Debited Account Receipt Date Cash / Cheque Number
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5.5.2
Invoice Entry
This option allows you to enter your debtors sales invoices by month. Aplus Accounting will assign a batch number for invoices by month. Just select your debtor code and follow logical sequence; your invoice will be updated automatically. Aplus invoice entry also provides multiple credit entry for account posting. [Entry] Screen Debtor Account Code Invoice Amount [Debtor Entry] [Invoice Entry]
Credit Account
Invoice date Invoice Number Reference 81
5.5.3
Debit Note Entry
This option allows you to enter all your debtors transactions by Debit Notes. [Entry] Screen Debtor Account Code Debit Note Amount [Debtor Entry] [Debit Note Entry]
Debit Note Particular Debit Account 82
Debit Note Number Debit Note Date
5.5.4
Credit Note Entry
This option allows you to enter all your debtors transactions by contra accounts. [Entry] Screen Debtor Account Code Debit Note Amount [Debtor Entry] [Credit Note Entry]
Credit Note Particular Credit Account 83
Credit Note Number Credit Note Date
5.5.5 Contra Account This option allows you to enter all your debtors transactions by contra accounts. [Entry] Screen Debtor Account Code Contra Amount [Debtor Entry] [Contra Account]
Reference
Credit Note Date
Contra Account
84
5.5.6
Edit / Delete Transactions
This option allows you to edit any transaction after being posted. Just select the month when the transaction was posted and editing can be easily done. [Entry] Screen [Debtor Entry] [Edit / Delete Transactions]
85
5.6 CREDITOR ENTRY This option allows you to enter all your creditors transactions such as purchase invoice, payment, debit or credit note, contra account and edit or delete posted transactions. [Entry] Screen [Creditor Entry]
86
5.6.1
Payment Entry
This option allows you to enter all payments to your creditors account. Just select the creditors account follow by its payment details. [Entry] Screen Creditor Account Code Payment Amount [Creditor Entry] [Payment Entry]
Payment Voucher Number Particular Payment Date Cash / Bank Account
87
5.6.2
Purchase / Debit Entry
This option allows you to enter all your creditor's Invoice and Debit note by month. [Entry] Screen Creditor Account Code Purchase Invoice Amount [Creditor Entry] [Purchase/Debit Entry]
Payment Date Particular Purchase Invoice Number
Purchase / Debited Account
88
5.6.3 Credit Entry This option allows you to enter all your creditor's Credit Notes. [Entry] Screen Creditor Account Code Credit Amount [Creditor Entry] [Credit Entry]
Transaction Date Particular Debit Note Number from Creditor
Debited Account
89
5.6.4
Contra Account
This option allows you to enter your creditor's transaction by contra accounts. [Entry] Screen Creditor Account Code Contra Amount [Creditor Entry] [Contra Account]
Transaction Date Particular Reference Credited Account 90
5.6.5 Edit / Delete Transactions This option allows you to edit any transaction after being posted. Just select the month when the transaction was posted then editing can be easily done. [Entry] Screen [Creditor Entry] [Edit/Delete Transactions]
91
5.7 Payroll Entry This option allows you to do payroll entry. [Entry] Screen Reference Accounting Date [Payroll Entry]
Debited Amount
Account Code
Credited Amount 92
5.8 Reprint Voucher This option allows you to reprint Payment Voucher & receipt. [Entry] Screen [Reprint Voucher]
93
CHAPTER 6
VIEW
This option allows you to view account balance and general ledger on the screen. Screen
6.1 ACCOUNT REPORT This option allows you to view all accounts or journals on screen. The five reports are as follow:i. ii. By Account By Group
94
6.1.1
Account Report by Account
This report gives you a seventy-two month analysis of the selected account. [View] Screen [Account Report] [By Account]
95
6.1.2
Account Report by Group
This report gives you a seventy-two month analysis of the selected account. [View] Screen Starting date [View Account] [Account Report]
Account details Account type
96
6.2 Account Balance This report displays the account balance of each account you have in the system. [View] Screen Account code Month of period Account balance [Account Balance]
Account description Brought forward amount 97
Credit amount Debit amount
6.3 General Ledger Account This report allows you to view transactions of your selected account.. You may select an accounting period by entering the starting and ending date to specified range of transactions to view. The transactions can be displayed with or without a brought forward balance. [View] Screen Transaction date Account code Balance [General Ledger Account]
Transaction particular Reference 98
6.4 View Batch of Transaction This option allows you to view all transactions by batch number. It enables you to check on previously posted batch of transactions. [View] Screen Account Year Reference #2 Batch No. [View Batch of Transaction]
Reference
Particular Account
Transaction Date
99
6.5 SEARCH / EDIT TRANSACTION This is a powerful and versatile search option. You only have to specify any of the following field and the system will help you to track down the transaction(s) you need to edit or delete: i. ii. iii. iv. v. vi. vii. viii. ix. [View] Screen Batch Date Account Reference #1 Reference #2 Particular Amount Cost centre Group [Search / Edit Transaction]
100
Screen Reference #1 Account Particular
Batch Number
Reference #2 Amount Particular Transaction Date Transaction Period
101
6.6 DELETE TRANSACTION This option allows you to delete unwanted transaction. [View] Screen Tick to select transaction [Delete Transaction]
Click to delete transaction
102
CHAPTER 7
REPORT
Aplus Accounting has a powerful reporting tool. Just click the "Report" option to extract the required information in the following report. You can print all the reports either to printer or on screen. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. Screen Trial Balance Balance Sheet Profit / Loss Profit / Loss (12 Month) Manufacturing Account General Ledger Account Account Balance Batch of Transaction Chart of Transaction Batch Title Report
103
7.1 Trial Balance Trial Balance can be printed either on computer plain paper or on the screen for preview purposes. You can print trial balance for any month by selecting the required month. [Report] Screen Account Period [Trial Balance]
Account Particular (Select 2 for Name 2)
104
7.2 Balance Sheet Balance Sheet financial report can be printed on computer form or on screen for preview purposes. Balance sheet format can be easily defined or modified by the user using the [Utility] edit Balance Sheet option. [Report] Screen Balance Sheet Report Format [Balance Sheet]
Tick for departmental Account Period
105
7.3 Profit & Loss Profit & Loss financial report can be printed on computer form or on screen for preview purposes. Profit & Loss can be easily defined or modified by the user using the [Utility] edit Profit & Loss option. [Report] Screen Profit & Loss Report Format [Profit & Loss]
Account Period
106
7.4 Manufacturing Account This option allows you to print manufacturing account. [Report] Screen [Manufacturing Account]
107
7.5 General Ledger Account General Ledger account can be printed out by account range, date range, by group or by cost centre. [Report] Screen [General Ledger Account]
108
7.6 Account Balance This option allows you to print account balance report. [Report] Screen [Account Balance]
109
7.7 Batch of Transaction This option allows you to print any batch of transaction which you have already posted. [Report] Screen [Batch of Transaction]
110
7.8 Chart of Account Chart of Account gives the report of Aplus Account range and user defined Account. [Report] Screen [Chart of Account]
111
7.9 Batch Title Report This option allows you to print batch title. [Report] Screen [Batch Title Report]
112
CHAPTER 8
UTILITY
There are nine options as follow:1. 2. 3. 4. 5. 6. 7. 8. 9. Data Maintenance. Periodic Process. Closing Stock Entry. Lock Accounting Period. Combine Account. Consolidate Report Generator Backup Data. Restore Data.
Screen
113
8.1 Data Maintenance There are four options allow you to maintain or recover your data. 1. 2. 3. 4. Screen Batch Checking. Period Checking. Data Recovery. Unpaid invoices.
114
8.1.1 Batch Checking This option helps you to trace any un-balanced batch in your transactions. The respective un-balanced batch number will be displayed on the screen for your reference. [Utility] Screen Accounting Fiscal Period Batch Balance [Data Maintenance] [Batch Checking]
Batch title Batch number 115
Number transaction in batch
8.1.2
Period Checking
This option enables you to check periodic transactions balance. [Utility] Screen Total Debit Amount of period [Data Maintenance] [Period Checking]
Total Credit Amount of period Deference Amount between Total Debit & Total Credit of period.
116
8.1.3
Data Recovery
This option enables you to recover or recalculate journal balance with its ledger. [Utility] Screen [Data Maintenance] [Data Recovery]
Tick for clear deleted transaction
117
8.1.4
Unpaid Invoice
This option allows you to recover all unpaid invoice. System will auto apply all unapplied payment to unpaid invoice. [Utility] Screen [Data Maintenance] [Unpaid Invoice]
118
8.2 Periodic Process This option allows you to close the account at the end of accounting period. The closing balance will automatically be posted to the new fiscal period and its difference will be posted to the Profit or Loss Account. 8.2.1 Roll Up Accounting Year This option allows you to roll up your accounting period by fiscal period. [Utility] Screen [Periodic Process] [Roll Up Accounting Year]
119
8.2.2
Closing Account
This option allows you to close your year end account. [Utility] Screen [Periodic Process] [Closing Account]
120
8.3 Closing Stock Entry This option allows you to enter your closing stock value into the book automatically. You may reverse this entry as needed. You must define your Balance Sheet Stock, Opening Stock and Closing Stock for P & L items respectively. [Utility] Screen Accounting period [Closing Stock Entry]
Enter monthly closing stock
121
8.4 Lock Accounting Period This option allows you to lock/unlock accounting period. [Utility] Screen Enter Y for Lock, N for Unlock. [Lock Accounting Period]
122
8.5 Combine Account This option allows you to combine the transaction of account to another account. [Utility] Screen Source Account [Combine Account]
Destination Account
123
8.6 Consolidate This option allows you to consolidate the accounting transaction from other branch/directory. There are 3 options to consolidate data. 1. 2. 3. 8.6.1 Export Via Diskette Import Via Diskette Direct Consolidate
Export Via Diskette
This option allows you to export data to diskette. [Utility] Screen [Consolidate] [Export Via Diskette]
124
8.6.2
Import Via Diskette
This option allows you to import data from diskette. [Utility] Screen [Consolidate] [Import Via Diskette]
125
8.6.3
Direct Consolidate
This option allows you to direct consolidate data from other directory. [Utility] Screen [Consolidate] [Direct Consolidate]
126
8.7 Report Generator This option allows you to generate your own report format. [Utility] Screen [Report Generator]
127
8.8 Backup Data This option allows you to backup your data into your hard-disk or any floppy diskette using drive A or B. [Utility] Screen [Backup Data]
128
8.9 Restore Data This option allows you to do restoration of data from your hard-disk or backup diskettes in your drive A or B. [Utility] Screen [Restore Data]
129
CHAPTER 9
SETUP
This option allows you to do system setup & house-keeping for your Aplus Accounting System. Screen
130
9.1 Setup Fiscal Period Before you start using Aplus Accounting, you must enter the opening date for your accounting period. Once accounting period is confirmed, you cannot change when there is a transaction. Aplus Accounting keeps eight years account journals for easy accessing. [Setup] Screen Accounting month Second year accounting period [Setup Fiscal Period]
Fourth year accounting period Third year accounting period First year accounting period 131
9.2 Setup Company Information From the setup menu, select Setup Company Information. Enter your companys name, address, E.P.F number, SOCSO number and income tax number. [Setup] Screen Companys Name Companys other name [Setup Company Information]
Companys Address, Telephone & Fax Number Company registration number
132
9.3 Counter / Default Setting This option allows you to do system setup for your accounting system, its default value and data backup and restore instructions. There are five pages in this option. [Setup] Screen [Counter / Default Setting]
133
System Setup Page 2 Screen Screen
134
Contents in Page 4 01. Name 2
Descriptions Alternative name. Bar issuing of Invoice to customer over 02. Credit Limit credit limit. 03. Debtor Group Printing statement by Debtor Group. 04. Currency If trade in foreign currency. 05. Debtor/Creditor Class Class of Debtor/Creditor. 06. Debtor/Creditor File No Special reference. 07. Title Default is File. 08. Group Group Account 09. Cost Centre Cost Centre 10. Source Code Classification of transaction type. 11. Auto Accounting Batch Use system default batch. 12. Bank Charge Auto calculate bank charge amount. 13. Cash Book Voucher Format Default Cash Book Voucher Format. 14. Receiving Voucher Default Receiving Voucher Format. 12. Payment Voucher Default Payment Voucher Format 13. Auto Computer Singatory 135
Contents in Page 5 01. Invoice No. 02. D.O. No. 03. Debit Note 04. Credit Note 05. Payroll Voucher 06. Sales Account 07. Sales Discount 08. Tax Account 09. Title 10. Percentage
Descriptions Sales Invoice number counter. Sales Delivery Order number counter. Debit Note number counter. Credit Note number counter. Payroll Voucher number counter. Sales Account. The default account is 4000. Sales Discount Account. The default account is 4500. Sales Tax Account. The default account is 3750. Title of Tax. Default rate of Tax. 136
Contents in Page 6 01. Bank Charge A/C 02. Gain/Loss A/C 03. Cash Control A/C 04. Sales Control A/C 05. Purchase Control A/C 06. Bank Control A/C 07. Currency Symbol 08. Currency Word 09. Debtor/Creditor Aging Format 10. Debtor/Creditor Aging Block 11. Cash Purchase A/C 12. Cash Account 13. Cash Sales A/C
Descriptions Bank Charges Account Code. Gain/Loss Account Code for foreign currency exchange. Auto posting of Cash Sales Bill after entry. Sales Account Code. Auto posting of Sales Invoices after each entry. Purchase Account Code. Auto posting of Purchase Invoices transaction under [Creditor Entry] ~> [Purchase/Debit Entry]. Bank Control Account Code. Currency Symbol. e.g.: RM for Ringgit. Currency Word. e.g.: Ringgit, Dollar. Default Aging Format. Default Aging Block Day. Purchase Account for Cash Purchase Entry Cash account for Cash Purchase Entry. Sales Account for Cash Sales Entry. 137
14. Cash Account 15. Payroll Folder 16. Branch I.D.
Cash account for Cash Sales Entry. Aplus Elite Payroll System path. I.D. of branch, used for consolidate option.
Backup Configuration : -X -&F -&W -U -S Exclude example : -X*.zip X*.bak Quickly format floppy disk. Delete all file in floppy disk. Backup newly file only. Password example : -saplus
Restore Configuration : -O -S Overwrite Password example : -saplus
138
9.4 User Setup This option allows the system administrator to add, edit and delete users access level. The accessing option shown below is based on the module you purchased. [Setup] Screen [System Setup] [Change Password]
139
9.5 House Keeping House-keeping option allows you to maintain your data files. 1. Index Database. 2. Clear Marked Transaction. 3. Clear All Transaction. (i.e.: keep all account code except its transactions.) 4. Create New Accounting System.
9.5.1
Index Database
This option allows you to do index database. [Setup] Screen [House Keeping] [Index Database]
140
9.5.2
Clear Marked Transaction
This option allows you to clear all previously deleted transaction. [Setup] Screen [House Keeping] [Clear Marked Transaction]
141
9.5.3
Clear All Transaction
This option allows you to clear all general ledger transactions except the chart of account. [Setup] Screen [House Keeping] [Clear All Transaction]
142
9.5.4
Create New Accounting System
This option allows you to create a new company data. [Setup] Screen [House Keeping] [Create New Accounting System]
143
BANK RECONCILIATION
This option allows you to do bank reconciliation for you bank account. [Module] Screen [Bank Reconciliation]
Click here for enter last year transaction (Single Entry) Voucher Number Cheque Number
Cheque amount Mark/Unmark Cheque
APLUS SOFTWARE LICENSING AGREEMENT

1. Aplus software is warranted by APLUS SOFTWARE SDN. BHD. For twelve (12) months from the date of purchase after returning the software registration Card within 14 days from the date of purchase. 2. The Purchaser may use the Software on a single computer system and make one copy of the software solely for backup purposes. The License is non-transferable. 3. The Purchaser acknowledges that the software is the sole and exclusive property of APLUS SOFTWARE SDN. BHD. The purchaser agrees to take all possible steps to protect the software from reproduction or distribution. The purchaser also agrees not to rent, lease, disassemble, de-compile or do a reverse engineering of the software. 4. APLUS SOFTWARE SDN. BHD. shall not be liable for any loss or damage whatsoever that may be caused arising directly or indirectly in connection with this agreement, the software and its use. APLUS SOFTWARE SDN. BHD. expressly excludes liability for any consequential loss or damage to data and/or equipment, property, loss of profit, revenue, goodwill or anticipated saving which may arise in respect to the use of this software. 5. Copyright. The Software is owned by International Computer Centre and is protected by Malaysian copyright laws and international treaty provisions. Therefore, you may not use, copy, or distribute the Software without authorization. This License does not constitute a sale of the Software, or any portion thereof. Without limiting the generality of the foregoing, you do not receive any rights to any patents, copyrights, trade secrets, trademarks or other intellectual property rights relating to or in the Software, except in Generated Code as defined below. All rights not expressly granted to you under this License are reserved by International Computer Centre. You may not print copies of any user documentation provided in online or electronic form. 6. This agreement is effective from the time you make an access to the software. 7. DISCLAIMER APLUS SOFTWARE is sold on an "as-is" basis without warranty of any kind. It is up to you to determine whether APLUS SOFTWARE is suitable for your purpose. We have carefully designed and tested APLUS SOFTWARE and neither we nor our system testers have found any error in the program. We cannot, however, be sure that there is none, nor can we ensure that the system on which you install it will be error free. The entire risk of using APLUS Software is yours. You are not licensed to use APLUS SOFTWARE if you do not fully accept these conditions. 8. This license is automatically terminated without any written notice if the purchaser fails to comply with any of the terms & conditions as stated above.
Distributed By
APLUS INTERNATIONAL SDN. BHD. (720539-A) A14-7, Block A, Bukit Pandan 2, No.10, Jalan 1/91B, Off Jalan Perdana 3/1, 55300 Kuala Lumpur, Malaysia. Tel: 03-92742858 Fax: 03-92743858 E-mail: support@aplus.com.my http://www.aplus.com.my
Aplus is a trademark of International Computer Centre, Malaysia. Aplus Software is a copyright 2007 of International Computer Centre, Malaysia.

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Second Edition: 1st September 2002

Aplus Accounting for Windows

Aplus Accounting for Windows

Aplus Accounting for Windows

Aplus Accounting for Windows

Change Target path to:E:\AplusW\AS\WAE.EXE

Aplus Accounting for Windows

Key-disk Version Installation

Aplus Accounting for Windows

Preparation of Accounting Period

10. Do you have your Fixed Asset Register?

Aplus Accounting for Windows

Multi-company on screen module

Create New Company Data

Aplus Accounting for Windows

Aplus Accounting for Windows

Aplus Accounting for Windows

Aplus Accounting for Windows

Aplus Accounting for Windows

Screen Opening Date

Aplus Accounting for Windows

Aplus Accounting for Windows

Aplus Accounting for Windows

Aplus Accounting for Windows

Aplus Accounting for Windows

Aplus Accounting for Windows

Delete group Add new group

Aplus Accounting for Windows

Delete cost centre Add new cost centre

Aplus Accounting for Windows

Delete particular Add new particular 20

Aplus Accounting for Windows

Aplus Accounting for Windows

Aplus Accounting for Windows

Enter new account code

Click Save to confirm

Aplus Accounting for Windows

Aplus Accounting for Windows

Aplus Accounting for Windows

Aplus Accounting for Windows

Aplus Accounting for Windows

Aplus Accounting for Windows

Pay mode Table

Bank charges 3% Bank / credit card charges (Debited account)

Aplus Accounting for Windows

Aplus Accounting for Windows

Aplus Accounting for Windows

Aplus Accounting for Windows

Corresponding address / Invoicing

Aplus Accounting for Windows

Aplus Accounting for Windows

Aplus Accounting for Windows

Aplus Accounting for Windows

Overdue by days Payment Amount

Total Due Amount

Aplus Accounting for Windows

Aplus Accounting for Windows

Print Debtor List

Aplus Accounting for Windows

Print Unapplied Payment Item

Aplus Accounting for Windows

Print Statement of Accounts

Aplus Accounting for Windows