User and General Account Settings - Setup Tutorials

Overview#

Setting up your accounting system is the first step in getting accurate and meaningful accounting reports.

💡These tutorials explain how to create, edit and understand the various accounting and user settings in QuickEasy BOS Professional.

Navigation:

• Main Menu > Setup > Settings & Defaults > Settings tab
• Main Menu > Setup > Accounting > Settings tab
• Main Menu > Office > My Organisation > Staff tab

How to Integrate/Separate Customer and Supplier Systems with the Ledger#

1. Navigate to Accounting Default Settings (Main Menu > Setup > Settings & Defaults > Settings tab).
2. Click the arrow in the Value column next to Allow CI,CC,SI,SDN transactions to be created in the Ledger and select an option from the dropdown list (CI = Customer Invoices, CC = Customer Credit Notes, SI = Supplier Invoices, SDN = Supplier Debit Notes).
   • No: Entries are only created in those four modules and transferred to the Ledger.
   • Yes: Entries are allowed to be created directly in the Ledger.

How to Integrate/Separate Supplier Payments from the Ledger#

1. Navigate to Accounting Default Settings (Main Menu > Setup > Settings & Defaults > Settings tab).
2. Click the arrow in the Value column next to Create Supplier Payments in the Ledger and select an option from the dropdown list.
   • No: Supplier Payments are only created in the Supplier Payments module.
   • Yes: Supplier Payments can be created directly in the Ledger.

How to Set Bank Import Options#

1. Navigate to Accounting Default Settings (Main Menu > Setup > Settings & Defaults > Settings tab).
2. Click the arrow in the Value column next to Copy and Paste Bank Import file and select an option from the dropdown list:
   • No: The bank account file must be stored on the server and selected from there.
   • Yes: The bank statement must be opened in a note reader (e.g. Notepad) and copied and pasted into QuickEasy.

How to Set Up Commission in QuickEasy#

1. Navigate to Accounting Default Settings (Main Menu > Setup > Settings & Defaults > Settings tab).
2. Fill in the % of commission in the Value column next to Default Commission (%).
3. Click the arrow in the Value column next to Default Commission based on and select an option from the dropdown list:
   • % of Profit: Calculates a % of Net Profit.
   • % of Value Added: Calculates a % of Gross Profit.
   • % of Selling Price: Calculates a % of all Sales attributed to that person.
   • 2nd Adjustment: Adds an adjustment on top of the Selling Price.
   • N/A: No automatic calculation.

How to Set the Default Estimate Markup (%)#

1. Navigate to Accounting Default Settings (Main Menu > Setup > Settings & Defaults > Settings tab).
2. Default Estimate Markup (%) = Enter a % in the Value column.

How to Set the Financial Close Off Date#

1. Navigate to Accounting Default Settings (Main Menu > Setup > Settings & Defaults > Settings tab).
2. Click the arrow in the Value column next to Financial Close Off Date and choose Period Only (Period Date) or All Dates (Period and Transaction Date) from the dropdown list.

How to Set the Start of Your Financial Year#

1. Navigate to Accounting Default Settings (Main Menu > Setup > Settings & Defaults > Settings tab).
2. Click the arrow in the Value column next to Financial Year starts in (Month of the Year) and choose a month.

How to Set a Password to Edit Your Ledger Transactions#

1. Navigate to Accounting Default Settings (Main Menu > Setup > Settings & Defaults > Settings tab).
2. Password to edit read-only Transactions in Ledger = Enter a password in the Value column.
   • Note: This password lets you edit transactions that are not in a Pending status, but it does not block users from switching a transaction to Pending and editing it.

How to Select Bank Accounts for the Post-Dated Cheque System#

1. Navigate to Accounting Default Settings (Main Menu > Setup > Settings & Defaults > Settings tab).
2. Click the arrow in the Value column next to Post-dated Cheque Bank (Customer) and select a bank account from the dropdown list.
3. Click the arrow in the Value column next to Post-dated Cheque Bank (Supplier) and select a bank account from the dropdown list.

How to Set the Revenue % Calculation#

1. Navigate to Accounting Default Settings (Main Menu > Setup > Settings & Defaults > Settings tab).
2. Click the arrow in the Value column next to Profit or Loss: Account used for calculating the Revenue % and select an account from the dropdown list (usually Sales).

How to Show / Hide a Period Date on Supplier Invoices#

1. Navigate to Accounting Default Settings (Main Menu > Setup > Settings & Defaults > Settings tab).
2. Click the arrow in the Value column next to Show Period Date on Supplier Invoice and select an option:
   • No: The invoice is posted into the current period (if set) else the date that appears on the Supplier Invoice.
   • Yes: You can choose the period into which the Supplier Invoice must be posted.

How to Use Branch-Specific Invoice Numbers#

1. Navigate to Accounting Default Settings (Main Menu > Setup > Settings & Defaults > Settings tab).
2. Click the arrow in the Value column next to Use a Branch level sequence for Inv No. and CC No. and select an option:
   • No: The company has one set of Invoice and Credit Note Numbers.
   • Yes: Each Branch has its own sequence of Invoice and Credit Note Numbers.

How to Set Up or Edit VAT Settings#

1. Navigate to Accounting Default Settings (Main Menu > Setup > Settings & Defaults > Settings tab).
2. Enter the prevailing VAT rate in the Value column next to VAT %.
3. Click the arrow in the Value column next to VAT - Default Pricing and select an option from the dropdown list (Default = VAT Exc.).
4. Click the arrow in the Value column next to VAT - Default Type: Exempt and select an option from the dropdown list.
5. Click the arrow in the Value column next to VAT - Default Type: Standard and select an option from the dropdown list.
6. Enter the number of months in the Value column next to VAT - Reporting Frequency (Months) (Default = 2).
   • Note: In South Africa, your VAT Registration form shows your reporting frequency.
7. Click the arrow in the Value column next to VAT/GST Model and select an option from the dropdown list (Default = VAT (Std)).

How to Set Up GST in India#

1. Navigate to Accounting Default Settings (Main Menu > Setup > Settings & Defaults > Settings tab).
2. Click the arrow in the Value column next to VAT/GST Model and select GST (India).

How to Set Up Accounting Access for Users#

1. Navigate to Main Menu > Office > My Organisation > Staff tab.
2. Click Add Staff (button).
   • Note: If the record already exists, double-click to open the file.
3. Fill in all the personal blocks in the Detail tab.
4. Click the Settings tab.
5. Allocate access to accounting records by clicking the arrow in the Value column and selecting an option.
   • Choose Yes for access and No for no access.
   • Choose None for no access, User for limited access and Supervisor for full access.