This guide explains how to install and use the Accounting application. Installation details are at the end of the guide.
All settings for the business are contained on the COMPANY tab (on the right of the screen).
The software can be used in different ways according to need. Cash businesses may only enter payment records. Where sales are also made on credit however, sales records will also need to be entered to keep track of amounts owing from customers. For payments to suppliers, smaller businesses will often not use purchase records, simply entering a Payment record when the supplier is paid. Larger businesses will want to be able to view amounts owing to suppliers on screen, so purchase records will be created when invoices are received, and payment records will be created when payments are made to suppliers.
2 - Entry of records
For each new record (keyboard shortcut F12), Date should be after the end of the last submitted VAT return, even if the true transaction date was earlier. This is because records are allocated to VAT returns solely by date. Once a VAT return has been submitted, it cannot be amended directly. Any amendment needs to be included on a later return. (See VAT Notices).
For payments made by the business, enter VAT and Total amounts as normal.
For payments received by the business, enter VAT and Total amounts with a minus sign in front.
For Sales or Purchase records, use a minus sign for credit notes.
Each record includes a number for Who, What (and also Bank for payments). The corresponding name is shown to the right.
These numbers speed up the entry of records as regularly used ones become familiar. To find the correct number when a box has focus, type the first 1, 2 or 3 letters of the name.
For the Bank line on payment transactions, if no bank names have been entered on the system, use 0 for cash or 1 for bank.
3 - VAT returns
To submit VAT returns, proceed as follows.
Check that all transactions occurring within the VAT period have been entered on the system and are showing the correct date (check with bank statements and any late-received documents).
Where any earlier transactions were entered after submitting the last VAT return, ensure that they have been allocated a record-date to fall within this current VAT return period (see above). The true transaction date can be shown under Memo if earlier.
If using Cash Accounting for VAT, ensure that the included VAT has been entered on all receipts from customers in the PAYMENT records.
On the COMPANY tab, enter values for
On the records tab, check Next VAT return on the Dates Quickset at the bottom.
Go through all displayed records and check that the VAT Category is correct. (Keyboard shortcut F1 to F6 changes the category of a record that has focus in the record list. Similarly, F7 adjusts the VAT entry to Standard Rate.)
Select VAT from the top menu, then select VAT returns.
Check the VAT dialog window to see that the figures are as expected.
Press submit when ready.
4 - Producing Sales Invoices
To produce a sales invoice, proceed as follows:
Enter COMPANY tab details for each of the following if missing: owner_name, trading_name, trading_address, telephone_number, reg_number, email_address, reg_office, bank_sortcode, bank_account_num, vat_reg_number
Ensure that at least one name is entered on the NAMES tab (Who code)
Select the BILLING tab (top right)
Select the customer from the names you have entered on the NAMES tab, which will now appear on the drop-down selector.
Add the address details by selecting the Address button to the right of the selected name.
If selling goods from stock, click the 'Add new stock item' button in the centre section of the BILLING tab. Complete the New stock item details, and the VAT code letter (S for standard Rate VAT, R for Reduced Rate VAT, Z for Zero Rate VAT, N for None VAT.
Once the available stock items have been entered, select one to include on the invoice and edit the quantity as necessary. Next, click 'Add to invoice'.
Add any other stock items similarly. Note that the stock quantity shown for each item is the figure before this invoice. It is only updated once the invoice is finalised.
Above and below the central stock-item area on the BILLING tab are text areas. These can be used to add information to the invoice, or to add non-stock charges to the invoice.
Where no stock items are being sold, just complete one of the text areas.
To add a value to a paragraph in a text area, start a new line below the paragraph with a square bracket code followed by an amount at the beginning of the line. For example, use [VS]100.00 to add a £100 Standard Rate VAT charge to the preceding paragraph.
Headings in text areas can be added by starting a heading line with the code [H].
Other details on the invoice are completed from information entered on the COMPANY tab.
To check the invoice, press 'Preview PDF'. You must have a PDF viewer installed on your system to see the invoice. If in doubt, on Windows install Adobe Reader. Next open File Explorer, click a pdf file and see if it opens directly. If not, set the default program for .pdf to Adobe Reader or your chosen alternative PDF viewer. (Settings > Apps > Default Apps > Choose default apps by file type)
To finalise the invoice, press 'Commit sales invoice'.
Delivery notes will only be produced for invoices where stock-items have been added. On Windows, the delivery note and sales invoice will be opened on separate tabs in Adobe Reader. Other pdf readers may act differently.
Once an invoice has been finalised, a new Sales record is created and can be viewed on the RECORDS tab.
To create a CREDIT NOTE, use the top text area to add a heading [H]CREDIT NOTE, then enter the amounts as minus, for example [VS]-100.00. Do not use the central stock-item area for credit notes. Instead, refer to the original invoice (and the particular returned items if applicable) in the text area.
To add items to stock when the business receives a delivery from a supplier or when the item has been manufactured, select each relevant item using the Stock selector on the BILLING tab, and use the Edit button to update the quantity field to show the new stock holding.
Your logo To add a logo to the invoice, place a logo file in the installation folder. It will be added to the invoice at the top left and will be scaled to a height of 2 cm. The format of the logo file should be PNM, JPEG or EPS. The file should be renamed to invlogo.pnm, invlogo.jpeg, invlogo.jpg or invlogo.eps. Consult your graphics software or logo supplier if in doubt. If no logo file is found, the invoice will be printed without a logo when finalised.
5 - Software installation and updates
Main application Download and run the setup file from the Download page. This will start a Setup Wizard where you can accept the default values (recommended) or change details like the installation folder. Remember to check Create Shortcut if required.
Document system AW-APPS software produces all reports in PDF format. Your computer needs a PDF reader to be installed which has been associated with PDF files, so that clicking a PDF file when the AW-Apps is not running, causes the file to be opened in the reader. If a report menu item is selected in AW-Apps and nothing happens, then shut the application down and install a PDF reader on your computer.
Installing updates Download the latest version of AW-Apps Accounting and run the setup file as done originally. If the installation folder was changed from the default when first installed, remember to use the same location for the update. Continue as normal. Existing data will be preserved.
Installing on Linux systems Create a new empty directory and download to it the application file for Linux from the Download page. Next, unzip the file (command-line: gunzip filename). The application runs as a self-contained user installation, not system wide. All working files will be created in the installation directory. Make the file executable. To install updates, repeat this process. Reports are created in PDF format. Your system needs to have the Evince document viewer installed. Please check your package manager to see if Evince is already present and if not, you should install it.