# Accounting

# Accounts

In order to keep an eye on the costs, the Budget module is used. To do this, the chart of accounts plan must be entered. The cost Code are composed as follows:


X	X	XX
Cost Department	Cost Category	Cost Account

or
X X X X
Cost Account

# Cost Categories

The cost categories are freely selectable. Category name and code must be entered. Description can be entered. With Edit the cost categories can be edited and deleted with Delete. Only cost categories that are not in use can be deleted.

# Cost Departments

The Cost Departments are freely selectable. Department name and code must be entered. All other fields can be entered. With Edit the cost departments can be edited and deleted with "Delete". Only cost departments that are not in use can be deleted.

# Cost Accounts

The cost accounts are freely selectable. Account name and code must be entered. All other fields can be entered. The cost account code must be in two digits. With "Edit" the cost accounts can be edited and deleted with Delete. Only cost accounts that are not in use can be deleted. Create and manage you systems cost departments, accounts and categories by using the provided editing features. First you will need to define the accounts/categories/departments to be used by the Fleet Management. Each account in the system is defined by an account code and an account name. Fleet Management supports numerical and alpha-numerical account codes. The account database is a simple list of account codes and their names. Use the functions on the right for adding, modifying or deleting accounts. As soon as an account has been used in the system, the account can no longer be deleted and the Delete button will no longer be available.

# Budget Configuration

Account Code combined (Cost Department+Cost Category+Cost Account)
otherwise only Account Code will be used
The Account Code will be created as an combination 1 letter Cost Department +1 letter Cost Category and 2 letters Cost Account or 4 letters Cost Account.

# Cost Center

All Cost Center can be added with “New”. They have to be defined by “Cost Center Name” and “Cost Center Code”. Description can be inserted. All Cost Center are arbitrary. Only Cost Center which are not in use can be deleted. All Cost Center which are no longer in use, have to be closed.

# Cost Transfer Account

For Cost Transfer Account are “Cost Transfer Category”, "Cost Transfer Department” and “Cost Transfer Account” are predefined by system. Name and Code can be edited for “Cost Transfer Category”, "Cost Transfer Department” and “Cost Transfer Account”. For “Cost Transfer Department” the short can also be edited.

# Assign Account

For assigning the accounts, please choose “Site” and all assigned accounts will be visible. On right side all already assigned accounts will be displayed and on left side all not assigned accounts will be displayed. Left side you have to choose the Cost Department for seeing the accounts of this department. With “Assign” Accounts can be assigned to list and with “Remove” accounts can be erased from list. Accounts which are in use cannot be erased from list. This accounts have to be set as “Inactive” (see Configuration – Cost Accounts). If accounts have to be used again, you can set as active in Configuration – Cost Accounts or by clicking “Set as Active”. In Configuration – Cost Accounts the account will be active for whole company and with “Set as Active” the account will be active only for this site.

# Periods

The Fleet Management manages the budget based on budget limits within given periods. A period can be defined for handling monthly budgets but also for budgets per year. Each period is defined by a start date, an end date and a title. If you prefer annual budgets you will set the start date to the 1st of January and the 31st of December. For a monthly budget use the first and last day of each month. The title of a period is a free text. Enter you own title or leave it empty if you want to have the title automatically created by the program. The automatic generation of the title will just take the start date end end date of the period as title (e.g. "01.01.2007 - 31.12.2007").

# Assign Limits

Budget limits are defined per site, period and account. For the definition of budget limits you must first select a site from the Sites list. After selecting a site you will see the available periods, accounts and limits that might have been defined already. Click the button Edit for starting the editing of the budgets per account. Click the button Save for saving the changes to the database (this can take some seconds if the data will be saved for the first time) or click the button Cancel if you want to restore the data that have been valid before starting the editing of the budget limits.

# Payment Conditions

All “Payment Conditions” are arbitrary. For each Condition a “Title”, “Number”, “Type”, “Net Payment Term”, “Skonto in percent” and “Skonto Days” can be defined. The “Title” and “Number” are mandatory.

Function	Description
Number	an unique number has to be given
Title	For each condition a name has to be given
Type	Three types are possible: cash, bank transfer or pre payment
Net Payment Term	How many days only the net cash has to be paid
Skonto in percent	How many percent is the cash discount
Skonto days	How many days the cash discount will be allowed
Warning if used for PO

Skonto ≙ cash discount

# Configure Invoice Registration

Function	Description
Manage Payment Conditions	If Payment Condtions are configured, these conditions can be insert for Invoice Registrator. If payment conditions are predefined for companies, the conditions can be entered in Contact-Company Details. Or can be insert in Invoice Registrator for Supplier and Biller.
Register and approve in one step	If the registration of the invoices will be done by user from Purchasing, register and approve of invoices can be done in one step.
Invoice Number mandatory	All invoices have an invoice number and the number has to be insert if checkbox is marked.
Show "not relavant for budget"	It is possible to manage costs that are not included in the budget. This should not be confused with Budget critical costs.
Use Pre Payment	If a prepayment has to be possible, the checkbox has to be marked.
Double approval necessary	Each invoice has to be approved by to users.
Calculate Due date with invoice date(instead of receiving date)	The due date will be calculate by using the receiving date of the invoice. If checkbox is marked the due date will be calculated by using the date of the invoice
Pay Day	If the payments in your company will be on the same business day at all times, please choose this business day from the list.
Allow invoice date in the future	Invoice date can be set in the future
stamp invoice	If checkbox is marked, the invoice will be stamped with Pagination number, Exchange rate, Cost Center, value of the invoice etc.

# Accounting

Function	Description
Use Customer Number	Our system has a unique number for each company in Contact Manager. The number will be given by system and cannot be changed.
Send to Accounting (Simba)	Only if the accounting system “Simba” is in use in your company, “Send to Accounting” can be used. All data of registered invoices will be sent via file for importing in accounting system.
The follow configuration is only visible if checkbox is marked at "Send to Accounting (Simba)"
Mandant for Master Data(if separat)	Mandant number of Master data has to be inserted
Send Storno to Accounting (Simba) - if set invoice as unapproved	A storno file will be generated if the invoice was set as "unapproved"
Send always Supplier info with invoice	The Supplier info of the Supplier of the invoice will be sent with invoice data to Accounting
Use Simba Web Interface	All data to Simba will be sent via Web interface
Server name and port	Name and port of the Web Server has to be given

# External Payment - Mail Text

A mail text for external payments can be configured.