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Animal Hospital

Management System

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BWCi Animal Hospital Management System

Accounting Module

Basic Support - Detailed Access - Accounting Module

Step-By-Step Procedure for the Cash Journal
 
Setting Up the Cash Journal
Using the General Ledger
Accessing the Accounting Reports
Reports from the Cash Journal
Category Summary Report
Transaction Report
Transaction Report by Date
Transaction Report for Year-to-Date
Category Summary Report for Year-to-Date
Check Register Report
Payee Report
Reports from the General Journal (Please confer with accountant before acquiring the following reports)
Income Statement | Balance Sheet | Detail Trial Balance | Summary Trial Balance | Transaction Report  | Category Summary Report for Year-to-Date | General Register Report | Year End Summary | Accounting Archive | Data Verification  
Bank Account Reconciliation

NOTE: If you are unfamiliar with accounting, please check with your accountant before altering financial records.

Step-By-Step Procedure for the Cash Journal

 
1.To access the Cash Journal from the Menu, go to BUSINESS -> CASH JOURNAL -> TRANSACTIONS, and click on Transactions.

2. Verify that you're accessing the right Account. At the top of the Cash Journal, the Account, Account Number, Account Index, and Balance in Account are shown. If that's the correct account, proceed to Step 2.
In the upper right corner of the Cash Journal, the Account Table is shown, with the active Account shown. When you open the Cash Journal, the top account is the default account. To change the Account, click on the down button on the right side of the Account Table. The next account will appear. You can use the Up & Down arrow buttons to scroll through the various accounts. Verify that the desired Account is shown.
3. If you are making a withdrawal/writing a check, verify that the DEBIT page is on top.  
If you are making a deposit, click on the DEPOSIT page to bring it to the top. 
    If a Transfer is being done, click on TRANSFER to bring it to the top.
 
4. Click on the New Transaction button to add a new transaction.
 
5. The Method will be highlighted. Select the appropriate method from the drop-down list (using the mouse to click on the drop button, or use the arrow keys), then press ENTER.
# - to automatically select the next check number.
ATM - to process a ATM cash withdrawal from the account.
Cash - to process a simple Cash withdrawal.
Direct - to process a withdrawal performed by the bank.
Simply type in the actual check number.
6. Verify the date. Enter the correct date if not. Use the 2-digit format (MMDDYY), to allow auto-formating. Press ENTER.
 
7. Enter the correct Payee, as it should appear on the check. If a check has been written for this payee, just type the first couple of letters, then select from the drop-down list. Press ENTER.
 
8. Enter the amount for the check. Press ENTER
 
9. Enter the Account Number. If it's not known, just press ENTER to go to the Category field to select from the drop-down list of Accounts.
 
10. Press ENTER to select the Category/Account from the drop-down list. Press ENTER
 
11. Enter the Address for the Payee. Press ENTER to move through the fields, filling in the appropriate information. The address will appear on the check, and if windowed envelopes are used, will automatically show the address for mailing.
 
12. Enter the Memo/Purpose of the check. If this is to pay an invoice, always include the invoice number. If this is to pay a balance on an account, include the Account Number or Loan. Press ENTER.
 
13. This will return you to the Date, and will complete the transaction.
 
14. Click on the 'Print Check' button to print the check. Follow the instructions, and load the check in the manual feed tray on the LaserJet.
You have completed the steps in entering a transaction in the Cash Journal.

 

Setting Up the Cash Journal

To use the Cash Journal, the following information is necessary:
 
Active Companies
 
1. On the menu, go to BUSINESS -> GENERAL JOURNAL -> COMPANIES, and click on Companies. 
If there will be more than one company tracked with the Accounting Module, you need to enter information on the primary company, and all secondary companies.
If there is only one company, enter the information on that company.
 
2. Click on the Add New Company button.
 
3.Enter the information appropriate to each field, pressing ENTER to move to the next field.
The Owners & Details pages are memo fields, allowing entry of continuous information, for reference purposes.
 
 
Bank Accounts, with opening Balances
 
1. On the menu, go to BUSINESS -> GENERAL JOURNAL -> BUSINESS ACCOUNTS, and click on Business Accounts.
 
2. Click on the Add New Account button.
 
3. Enter the information appropriate to each field, pressing ENTER to move to the next field.
 
4. Verify that the correct Company is specified for that business account.
 
 
Accounting Categories (also called Accounts by CPAs), with opening balances
Chart of Accounts (Accounting Categories)
 
1. On the menu, go to BUSINESS -> GENERAL JOURNAL -> ACCOUNTS, and click on Accounts. 
 
2. Select the Company for these Accounts. The Company Table is located in the middle of the form. Verify that the desired company is shown. Use the arrow buttons on the right side of the table to change the active company.
 
3. Click on the Add New Category button. A new account will be added, automatically assigned to the active company.
 
4. Enter the information appropriate to each field, pressing ENTER to move to the next field. The critical fields are: Category (the Name of the Account), Type (select from the drop-down list next to Category), Account Number, Type Designation, Company.
 
5. Verify that the correct Company is specified for that account.
The Type Designation is used to determine where this category should appear in the Income Statement, and other reports.

Using the General Ledger

To access the General Journal:
 
1. From the Menu, go to BUSINESS -> GENERAL JOURNAL -> GENERAL JOURNAL, and click on General Journal.
 
2. Verify that you're accessing the right Company. At the top of the General Journal, the Company Table is shown, with the Active Company visible. If that's the correct Company, proceed to Step 3. If not the right Company, 
 
3. If you are making a debit to a specific account, verify that the DEBIT page is on top.  
    If you are making a credit to an account, click on the CREDIT page to bring it to the top.   
    If a Transfer is being done between 2 accounts, click on TRANSFER to bring it to the top.
 
4. Click on the New Transaction button to add a new transaction.
 
5. The Method will be highlighted. Select the appropriate method from the drop-down list (using the mouse to click on the drop button, or use the arrow keys), then press ENTER.
ATM - to process a ATM cash withdrawal from the account
Cash - to process a simple Cash withdrawal
Direct - to process a withdrawal performed by the bank
Simply type in the actual check number, or a reference number
6. Verify the date. Enter the correct date if not. Use the 2-digit format (MMDDYY), to allow auto-formating. Press ENTER.
 
7. Enter the correct Account. Press ENTER.
 
8. Enter the amount for the ledger entry. Press ENTER
 
9. Enter the Purpose/Memo of the transaction. If this General Journal will be reviewed by an accountant, it is essential that some explanation for this transaction be included in the Purpose/Memo. Press ENTER.
 
10. This will return you to the Date, and will complete the transaction.
 
11. Click on the Delete Item button to delete the active/highlighted transaction
 
12. Press Calculate to calculate the entries in the General Journal. NOTE: In order to close the General Journal, the total deviation for all entries must be zero
 

Accessing the Accounting Reports

Accounting Reports can be accessed from both areas, Cash Journal & General Journal.  
The reports under the Cash Journal are basically summary reports for the user, to verify totals in the accounts, and transaction reports. All transactions analysed are from the Cash Journal. The reports under the General Journal are the full accounting reports, including Balance Sheet, Income Statement, Trial Balances. These analyses use transactions from the Cash Journal and ledger adjustments from the General Journal.
 
NOTE: It is advised for large or multiple reports that a minimum of pages are first produced and reviewed for accuracy and correct type of report sought. In order to print a minimum of pages, go to REPORT -> PRINT, then select PRINT PAGE RANGE and enter from 1 to 5 pages, then PRINT. This will provide the first five pages for review. Once you are sure this is the report you are seeking, you can request a complete printing of the report.
 
Basic Reports from Cash Journal
To access the Basic Accounting Reports from the Menu, 
go to BUSINESS -> CASH JOURNAL -> REPORTS, and click on Reports.

CATEGORY SUMMARY REPORT

 

This report summarizes the totals in each category (from the Chart of Accounts) for a specific month. This gives a basic view of the source and destination of monies that has been processed through the Cash Journal.
 
1. Click on the CATEGORY SUMMARY REPORT button.
 
2. Instructions will appear, to click on the first day of the month when the calendar appears. Press OK
 
3. Click on the first (1st) day of the desired month on the Calendar.. Use the top arrow buttons to move to different months, and the bottom arrow keys to move to different years.
 
4. A confirmation will appear for the date you selected. Click on Yes
 
5. The process will run, and after completion, a Print or Preview dialog appears to determine if the report is to be previewed (answer Yes ) or printed immediately (answer No ). (If you answered Yes, go to step 6. If No, go to step 7.)
 
6. The report will then appear in the preview mode. Go to REPORT -> PRINT, then click on PRINT to print the report.
 
7. Once printed, go to REPORT -> CLOSE, and click on CLOSE. The Accounting Reports form should then appear for more analysis.
 
8. Click on another report to continue or CLOSE to close the form.

 

TRANSACTION REPORT

 
This report lists all transactions grouped by each category (from the Chart of Accounts) for a specific month. This gives a basic view of the entries that produced the totals for each category in the Cash Journal.
 
1. Click on the TRANSACTION REPORT button.
 
2. Instructions will appear, to click on the first day of the month of choice when the calendar appears. Press OK
 
3. Click on the first (1st) day of the desired month on the Calendar.. Use the top arrow buttons to move to different months, and the bottom arrow keys to move to different years.
 
4. A confirmation will appear for the date you selected. Click on Yes
 
5. The process will run, and after completion, a Print or Preview dialog appears to determine if the report is to be previewed (answer Yes ) or printed immediately (answer No ). (If you answered Yes, go to step 6. If No, go to step 7.)
 
6. The report will then appear in the preview mode. Go to REPORT -> PRINT, then click on PRINT to print the report.
 
7. Once printed, go to REPORT -> CLOSE, and click on CLOSE. The Accounting Reports form should then appear for more analysis.
 
8. Click on another report to continue or CLOSE to close the form.

 

TRANSACTION REPORT WITH DATES

 

This report lists all transactions grouped by a specific category (from the Chart of Accounts) for a specific date range. This gives a basic view of the entries that produced the totals for each category in the Cash Journal for that period.
 
1. Click on the TRANSACTION REPORT button.
 
2. Instructions will appear, to enter dates. Press OK
 
3. Enter the date range you wish to review. NOTE: You must enter a beginning and an ending date.
 
4. You will be asked to choose a Specified Account or the Entire Ledger. Enter the account number or checkmark the Entire Ledger. Press ENTER.
 
5. You may be asked if you want to list transactions by category. Choose YES to list by category. Choose NO to print transactions as they occurred.
 
6. The process will run, and after completion, a Print or Preview dialog appears to determine if the report is to be previewed (answer Yes ) or printed immediately (answer No ). (If you answered Yes, go to step 7. If No, go to step 8.)
 
7. The report will then appear in the preview mode. Go to REPORT -> PRINT, then click on PRINT to print the report.
 
8. Once printed, go to REPORT -> CLOSE, and click on CLOSE. The Accounting Reports form should then appear for more analysis.
 
9. Click on another report to continue or CLOSE to close the form.

TRANSACTION REPORT (YTD)

This report lists all transactions grouped by a specific category (from the Chart of Accounts) for a specific date range. This gives a basic view of the entries that produced the totals for each category in the Cash Journal for that period.
 
1. Click on the TRANSACTION REPORT button.
 
2.Since this is a Year-to-Date Report, there is no need to complete a date range. You will be asked to choose a Specified Account or the Entire Ledger. Enter the account number or checkmark the Entire Ledger. Press ENTER.
 
3. You may be asked if you want to list transactions by category. Choose YES to list by category. Choose NO to print transactions as they occurred.
 
4. The process will run, and after completion, a Print or Preview dialog appears to determine if the report is to be previewed (answer Yes ) or printed immediately (answer No ). (If you answered Yes, go to step 5. If No, go to step 6.)
 
5. The report will then appear in the preview mode. Go to REPORT -> PRINT, then click on PRINT to print the report.
 
6. Once printed, go to REPORT -> CLOSE, and click on CLOSE. The Accounting Reports form should then appear for more analysis.
 
7. Click on another report to continue or CLOSE to close the form.

 

CATEGORY SUMMARY REPORT (YTD)

 

This report summarizes the totals in each category (from the Chart of Accounts) for the Year-to-Date. This gives a basic view of the source and destination of monies that has been processed through the Cash Journal.
 
1. Click on the CATEGORY SUMMARY REPORT button.
 
2. Instructions will appear, to click on the first day of the month when the calendar appears. Press OK
 
3. Click on the last day of the year.   
 
4. A confirmation will appear for the date you selected. Click on Yes.
 
5. You will be asked if you wish to total categories for year ending _____ (date you selected). Answer YES to continue. Answer NO to end this process.
 
6. The process will run, and after completion, a Print or Preview dialog appears to determine if the report is to be previewed (answer Yes ) or printed immediately (answer No ). (If you answered Yes, go to step 7. If No, go to step 8.)
 
7. The report will then appear in the preview mode. Go to REPORT -> PRINT, then click on PRINT to print the report.
 
8. Once printed, go to REPORT -> CLOSE, and click on CLOSE. The Accounting Reports form should then appear for more analysis.
 
9. Click on another report to continue or CLOSE to close the form.
 
 

CHECK REGISTER

 

This report lists all checks prepared for preselected dates.
 
1. Click on the CHECK REGISTER REPORT button.
 
2. The DATA RANGE MENU will appear and you need to checkmark the appropriate timeframe at the left side of this menu. Choose from First, second, third or fourth quarter, Year-to-Date (YTD), Month, Date, or Last Year.
NOTE: If month is selected, checkmark the correct month,
NOTE: If date is selected, enter a beginning and ending date (format MM/DD/YY).
3. Press OK to continue.
 
4. You will be asked to select the bank account from which the check list will be generated. A drop down menu provides a list of all bank accounts in the system. Highlight the appropriate account and click OK to continue.
 
5. The process will run, and after completion, a Print or Preview dialog appears to determine if you wish to preview the check register. (answer Yes ) or print the Check Register Report (answer No ). (If you answered Yes, go to step 6. If No, go to step 7.)
 
6. The report will then appear in the preview mode. Go to REPORT -> PRINT, then click on PRINT to print the report.
 
7. Once printed, go to REPORT -> CLOSE, and click on CLOSE. The Accounting Reports form should then appear for more analysis.
 
8. Click on another report to continue or CLOSE to close the form.

 

PAYEE REPORT

 

 
This report lists all employees who receive wages during selected dates.
 
1. Click on the PAYEE REPORT button.
 
2. The DATA RANGE MENU will appear and you need to checkmark the appropriate timeframe at the left side of this menu. Choose from First, second, third or fourth quarter, Year-to-Date (YTD), Month, Date, or Last Year.
NOTE: If month is selected, checkmark the correct month,
NOTE: If date is selected, enter a beginning and ending date (format MM/DD/YY).
3. Press OK to continue.
 
4. You will be asked to select the payees from which the payee list will be generated. Enter the names of all persons to include in this report and click OK to continue.
 
5. The process will run, and after completion, a Print or Preview dialog appears to determine if you wish to preview the Payee Specific Check Register (answer Yes ) or print the Payee Report (answer No ). (If you answered Yes, go to step 6. If No, go to step 7.)
 
6. The report will then appear in the preview mode. Go to REPORT -> PRINT, then click on PRINT to print the report.
 
7. Once printed, go to REPORT -> CLOSE, and click on CLOSE. The Accounting Reports form should then appear for more analysis.
 
8. Click on another report to continue or CLOSE to close the form.

 

 

Accounting Reports from the General Journal

To access the Accounting Reports from the Menu, 
go to BUSINESS -> GENERAL JOURNAL -> REPORTS, and click on Reports.
 
Income Statement
 
Balance Sheet
 
Detail Trial Balance
 
Summary Trial Balance
 
Transaction Report
 
Category Summary Report (YTD)
 
General Register
 
Year End Summary
 
Accounting Archive
 
Data Verification
 

Bank Account Reconciliation

 
BUSINESS -> GENERAL JOURNAL -> RECONCILE, and click on Reconcile Account. The Account Reconciliation Form appears with basic information from the last bank reconciliation.
 
2. At the field on the top of the form, select the Bank Account that is to be reconciled.
 
3. After verifying that the proper account is displayed, press the Balance Account button.
 
4. Enter the Closing Date in Balance Date field. This will be found on the statement as the Statement Closing Date.
 
5. Verify that the previous balance corresponds to the Previous Balance on the Bank Statement.
 
6. Enter the New Balance from the Bank Statement (corresponding to account balance on the statement closing date). PLEASE Double Check this entry !
 
7. Press the NEXT button.
 
8. A form will then appears listing all Deposits and all Withdrawals.  
The Deposits are sorted by Date. 
The Debits are sorted by Method. 
 
9. Check each off as it appears on the statement
 
10. Once all items are checked off and everything is correct, the Difference and the Balance should be equal.
 
11. Use the NEW TRANSACTION button to add new transactions that are present on the Bank Statement, but not on the list.  
Use the MODIFY TRANSACTION button to correct any transactions.
 
12. Press FINISH when the Difference and the Balance are equal. A confirmation will appear, and if they are equal, answer Yes.
 
13. A dialog will appear to print the Bank Reconciliation Report. Answer Yes to print the Reconciliation Report.
 
14. Balance Summary
This button will access the list of all reconciliations, with relevant information including opening & closing balances, deposit and debit totals. The previous Reconciliation Report can also be printed from the form.