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ACCOUNTING FREQUENTLY ASKED QUESTIONS
Table of Contents
1.   Add new data directory
2.   How to do the backup in pen drive follow by date?

3.   How to copy the Customer Profile and Supplier Profile to new directory?

4.   How to do the Bank Reconciliation in our system?
5.   How to edit the Account No.( 9010/000) to (9020/000)?
6.   How to use Generate group (company) aging in Print Debtors Aging?
7.   Batch already lock how to edit the transaction in the batch?
8.   How to use Generate group (company) aging in Print Debtors Aging?
9.   How to use Update Aging.dbf in Open Item Menu Debtors_Print 6 Months Aging?
10. What is the difference between Enter Opening Balances and Enter Last Year Figure?
11. How to activate the Budget button (for Balance Sheet types of account) in General_General Ledger A/C  Maintenance ?
12. How to show Page 1 of 1 instead of Page: 1 when printing transaction batches listing?
13. How to set Multi Currency?
14. How to enable Setting button in Select Company screen?
15.Distribute Last Year Aging
16. Project Title setting
17. When Login Come Out "File Acess is deniel" or "Housekeeping in Progress".

1. Add new Data Directory

Double click on the Icon -> Click on Add ->
Company Name: ABC Company
Data Directory: ABC

Click SAVE, Cancel.
Select -> The company name -> Double click -> General Data File -> OK.

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2. How to do the backup in pen drive follow by date?
Periodic -> Backup -> Select diskket drive -> F: ( Select your pen drive directory) ->
F: \backup\ABC\211006\ ->

Ok -> Backup complete -> ok -> Exit.
Key in the every day date. <

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3. How to copy the Customer Profile and Supplier Profile to new directory?

(Old directory ) -> Periodic -> Export /Import -> E.I. Housekeeping-> Sub-directory for *** 9.DBF -> Type C:\ I.E.temp\ -> Apply -> Exit.
(Old directory) -> Export/ Import -> Export to DBF File -> Copy GLdata.DBF \ Copy Arcust.DBF\ Copy Apvend.DBF->OK.
(New directory) -> Periodic -> Export/ Import -> E.I. Housekeeping-> Sub-directory for *** 9.DBF -> Type C:\ I.E.temp\ -> Apply -> Exit.
(New directory) -> Periodic -> Export/ Import -> Import From DBF File -> Choose the copy click ok

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4. How to do the Bank Reconciliation in our system

Reports -> More Report (1) -> Bank reconciliation statement -> Select the period from & period to ->

Bank account code. -> Enter -> Mark transaction that is status finish -> Accept.

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5. How to edit the Account No.( 9010/000) to (9020/000)?
Housing keeping -> Exit -> Show out " Are you sure" Key in "B" -> Password  " UBS" -> Yes

-> Change account number.
-> Key in the old Account No.( 9010/000) with New Account No(9020/000) -> OK -> Exit.

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6. How to use Generate group (company) aging in Print Debtors Aging?

Debtors->Debtors File Maintenance->assign 3000/A01 at Group
To for both debtors 3000/A01and 3000/A02.
Add transactions (invoices) to debtors 3000/A01and 3000/A02.
Debtors -> ->select debtor no. from 3000/A01 to 3000/A02,check the checkbox of Generate group (company) aging.
Preview the aging; all related invoices amount will group to debtor no. 3000/A01.

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7. Batch already lock how to edit the transaction in the batch?
Housing keeping -> Exit -> Show out " Are You Sure" Key in "B" -> Password  " UBS" -> Yes -> Change Batch Status & Pin no.


-> Delete the No. in L.Trans -> Delete the " L" in L. Status , AND No. “2” in L Trans -> Exit 

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8. How to use Generate group (company) aging in Print Debtors Aging?

Debtors->Debtors file maintenance->assign 3000/A01 at Group To for both debtors 3000/A01and 3000/A02. Add transactions (invoices) to debtors 3000/A01and 3000/A02. Debtors->Print Debtors Aging->select debtor no. from 3000/A01 to 3000/A02, check the checkbox of Generate group (company) aging. Preview the aging; all related invoices amount will group to debtor no. 3000/A01.

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9. How to use Update Aging.dbf in Open Item Menu Debtors_ Print 6 MonthsAging?

This is used to generate/display in b/f statement, the aging in O/I format.

Go to Debtors_ Open Item Menu Debtors_Print 6 Months Aging, select period, check the checkbox of Update Aging.dbf, click Ok.

Go to Debtors_Print Debtors Statement, select period, check the checkbox of Print Generate O/I Aging, click Ok.

Preview the b/f statement; the aging columns will be just as in open item statement.

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10. What is the difference between Enter Opening Balances and Enter Last Year Figure?

Enter Opening Balance is to key in the opening amount for the staring period (served as balance b/f for current year/period’s ledgers); Enter Last Year Figure is to key in the closing amount for last accounting year (will be displayed as last year figure in financial reports); both needed to key in only once when start using UBSACC. The figures will be auto-updated after year end process. When keying in Enter Last Year Figure, for example: for year ended 31 Dec 2005, we take the amount of Balance C/F as at 31 Dec 2005 for all ledger accounts (all balance sheet accounts and income/expenses accounts); BUT for retained earnings, the amount of Balance B/F as at 01 Jan 2005 should be adopted.

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11. How to activate the Budget button (for Balance Sheet types of account) in General _General Ledger A/C Maintenance ?

Exit the program->go to Setting->Country Settingtick With Balance Sheet Budget checkbox, click Ok.

Log in to program again, the Budget button in General_General Ledger A/C Maintenance is now activated for all account types.

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12. How to show Page 1 of 1 instead of Page: 1 when printing transaction batches listing?

Housekeeping ->Run setup->General setup->Page 2, check the checkbox of Print Total Pages, click Ok.

Go to Print Batch of Transactions, select batch no., click on Ok and Preview.

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13. How to set Multi Currency?

Housekeeping-> General setup-> Page 2, tick Multi Currency checkbox, click Ok.

Transactions File Maintenance-> add a transaction, at Currency Code and Currency Amount fields key in code and amount, then click Save.

To customize the statement report, go to table glpost.dbf, drag and drop the fields: glpost.tcurrency and glpost.tcurramt into report format, then save it.

Preview the statement report, the currency code and currency amount will be displayed at footer (on top of aging table).

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14. How to enable Setting button in Select Company screen?

Right click on Exit button, click on Yes, the setting button will be enable.

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15. Distribute Last Year Aging

Creditor -> Distribute last year aging -> Key in the figure follow by the period

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16. Project Title setting

General -> Maintains project titles -> Add.

Key in the Project Code & Titles -> Save -> Exit.

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17. When Login Come Out "File Acces Is Deniel" or "Housekepping In Progress".

Key in the password -> Right click Exit -> Key "A" -> Password : 123 -> Login agian.

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