CREDIT CONTROL DOCUMENTATION - Insuranceaccounts

JUSTIFICATION FOR THE CREDIT CONTROL EXTENSIONS

The extensions can be installed by all businesses of all sizes, including the Micro, Small and Medium-sized Enterprises (MSMEs), who may desire to computerise the credit control aspect of their accounting functions (if none was in place before) or will want to replace the existing one with our robust extensions. Each of the extensions, Debit Control and Credit Control, can be a stand-alone.

Help document for Debtors Ledger/Control

'The debtors' control account is an account in the General Ledger that represents the total amount owed by all the individual debtors. It reflects the sales transactions with all the debtors and the total amount collected from debtors..to arrive at the total amount receivable from all debtors.'

The extension gives the individual accounts of debtors and the balances due from them whose total forms the basis for the control amount.

The fields in the extension with the explanations are as follows:

i) Debtor Name - Once the extension is installed, the 'Debtor Name' comes up or the user may need to click on 'Debtor Name' on the left panel for it to come up.

A Form is to be completed for every transaction. The fields to be completed are, namely:

Debtor Name - The name of the debtor is stated here.
Debtor Type - The appropriate type is ticked out of the three types provided.
Address - The address fields are completed.
Account Number - The Account Number of the Debtor is filled here.
Voucher Types - A drop-down is provided listing three Voucher Types. The relevant one is clicked on for the field.
Voucher Date - The Voucher Date is entered here.
Voucher Number-The Voucher Number is entered here.
Voucher Amount - The amount on the Voucher is to be entered in this field.
Payment Received - The field must not be left empty! If no payment was received, then '0' (zero) must be entered in the field.
Debtor Balance - NOTHING is to be entered in this field as the System will generate the value!
Data Entry Officer - The officer is to enter his/her name.
Add your Note here - You may add your note in this field, if you have any.
Submit or Reset - After the completion of the Form, the ‘Submit’ button is clicked on. If there is the need to cancel the form, the ‘Reset’ button is clicked on.
NB. All fields asterisked in red must be completed before the Debtor Name form can be submitted.
ii) All Debtor Names - The data entered in Debtor Name Form are all transmitted to the All Debtor Names. The fields in the Form are represented in the Report.
The following can be done in the All Debtor Names section of the extension.
Sorting - Each of the fields can be sorted by entry and by group. By the side of each field is a diamond/triangle icon which when clicked on will give the following drop-down options, Search, Sort by Asc, Sort by Desc, Group by Asc, Group by Desc, and Hide Column.
A sorting can be saved or removed by moving the cursor to the top of the page next to “Sheet Report” when the two options show up and the appropriate one clicked on.
Sorting using MS Excel - Further sorting can be done by exporting the All Debtor Names Report to MS Excel.
This is achieved by clicking on the three small horizontal lines (next to the + sign) at the top of the All Debtor Names Report. This gives a drop-down which has ‘Export’ as one of the options. Once Export is clicked on there is another drop-down of a set of options. One of them is ‘.csv’. When .csv is clicked on it brings up the All Debtor Names Report in the .csv MS Excel format. In order to avoid the possibility of losing some features in the .csv format, it is advisable to save in the MS Excel (*xls) format. This is done, in the .csv format, by clicking on the ‘Save As…’ button which brings up a page. A file name is indicated on the page and ‘Save’ is clicked on.
Printing - The Report can be printed from the CSV and MS Excel (*xls) formats. In each case, ‘File’ is selected in the Toolbar and in the drop-down ‘Print’ is clicked on.

Auto number - The All Debtor Names statement has an Auto-Number field. All entries are numbered automatically by the Extension. This will enable management to keep track of the entries posted. There must be a satisfactory explanation for any missing number!

IMPORTING DATA INTO ANY OF THE EXTENSIONS, UPDATING AND EDITING OF DATA
One of the ways to import data into any of the extensions is to use the MS Excel app.
It is necessary to gain access to the All Debtor Names page of the extension before importing can take place. This will only happen by having at least an entry in the page. In case there were no records in the All Debtor Names page before deciding to import, one will therefore need to record one of the entries to be imported in the system (extension) using the Debtor Name page. This record automatically opens the All Debtor Names page. The following steps are thereafter to be followed: 1) Click on the three horizontal lines at the upper right corner of the All Debtor Names page which will give a drop-down, 2) From the drop-down, click on Export which will give another drop-down, 3) From this drop-down, click on csv to export to csv/ms excel (the document even though exported in the csv format could be saved as 'Excel 97 - 2003 Workbook (*xls)'. The system gives a file name to the csv page exported, eg. "All Debtor Names....." The records to be imported can be pasted in the appropriate columns on this page. Nothing should be pasted in the 'calculated cells' as the system will automatically calculate the values for such cells. Furthermore, the Auto Number cells are to be left blank as the system will generate the numbers once the page is imported into the system. It is important to note that the csv/ms excel page contains all the fields stated in the Debtor Name page.

After pasting all the records to be imported into the extension (NB. to avoid double counting, the record used in the Debtor Name for opening the 'All Debtor Names' needs to be excluded), the page is saved on desktop. The extension is accessed again and the following steps taken. i) The three horizontal lines are clicked on and a drop-down appears, ii) 'Import' is clicked on and a page appears which requests you to browse and you click on the csv/ms excel file name.

UPDATING OR EDITING DATA IN ANY OF THE EXTENSIONS

One way to update or edit a record that has been posted is to open the 'All Debtor Names' page. The cursor is placed on the item to be updated or edited and this is clicked on and the 'Debtor Name' page will open. Another page of a portrait size comes up on top of the All Debtor Names page. At the top of this new page are options listed, namely Edit, Duplicate and More. If the user clicks on 'Edit', the Debtor Name page comes up and the editing is done. On completing the updating or editing, the page is scrolled to the end and the 'Update' button is clicked on to effect the change.

TAKE - ON BALANCES

Unless a business is new and just starting operation when it might not have acquired debtors, otherwise an existing business would have had debtors on its books.

On installation of this extension, and to ensure completeness of record, it would be necessary to ascertain balances outstanding against the individual debtors before introduction of the extension. It is important that the aggregate of these balances must equal the Accounts receivable figure in the last Statement of Financial Position (Balance Sheet).

Such debtors' balances must be posted in the extension to the respective debtors' accounts with take-on balance or any other suitable name as the narration.

A situation might arise where there is no available Statement of Financial Position after the audited one of the preceding year.

In this case, take-on balances derived from the preceding year's audited Statement are posted into the extension. In addition, individual transactions from the beginning of the current year to the time of installation are also posted.

It is suggested that a Journal is raised for the take-on balances. A spreadsheet (for example, Microsoft Excel) may be used for the Journal for ease of calculation. All the debtor balances are entered in the Excel sheet and the total must be the same as the figure for Accounts Receivable or Debtors in the Statement of Financial Position or Balance Sheet. The Journal now stands as the Voucher for posting to the extension.

Help document for Creditors Ledger Control

JUSTIFICATION FOR INSTALLING CREDITORS CONTROL EXTENSION The extension can be installed by all businesses of all sizes, including the Micro, Small and Medium-sized Enterprises (MSMEs), who may desire to computerise the credit control aspect of their accounting functions (if none was in place before) or will want to replace the existing one with our robust extensions. The extension, Creditors Control, can be a stand-alone installation. Large enterprises can also acquire it as a bespoke application. The justification for installing the Debtors Control extension is also true for its counterpart, Creditors Control extension. The creditors' control account is an account in the General Ledger that represents the total amount owed to all the individual debtors. It reflects the total sales transactions with all the creditors and the total amount paid.. to these creditors to arrive at the total amount payable to all the debtors.' The extension gives the individual accounts of creditors and the balances due to them whose total forms the basis for the control amount. The fields in the extension with the explanations are as follows: i) Creditors Name - Once the extension is installed, the "Creditor Name" comes up or the user may need to click on 'Creditor Name' on the left panel for it to come up. A Form is to be completed for every transaction. The fields to be completed are, namely:

Creditor Name - The name of the creditor is stated here.
Creditor Type - The appropriate type is ticked out of the three types provided.
Address - The address fields are completed. Each of the fields can store data. A field is double-clicked to display the stored items. If the required item is in the list, it is clicked on and gets entered in the field. If the required item is not in the list, the new item is entered and it is stored along with others for subsequent or future use.
Account Number - The Account Number of the Creditor is filled here.
Voucher Types - A drop-down is provided listing three Voucher Types. The relevant one is clicked on for the field.
Voucher Date - The Voucher Date is entered here.
Voucher Number-The Voucher Number is entered here.
Voucher Amount - The amount on the Voucher is to be entered in this field.
Payment made - The field must not be left empty! If no payment was received, then '0' (zero) must be entered in the field.
Creditor Balance - NOTHING is to be entered in this field as the System will automatically calculate the value!
Name – This item has two fields for completion: First Name and Last Name. Help text is provided underneath the fields which reads Data Entry Officer. Each field can store names. In entering the First Name, you are to double-click on the field when all the stored names would be displayed. If the name is in the list, you just click on the name and it will be entered in the field. If the name is not in the list, you add it by typing the name in the field when it is also stored and would be available for use subsequently or in the future. The same procedure goes for Last Name. You double-click on the empty field of Last Name when all the stored names are displayed and one can further click on the required name, if displayed. If not displayed, the new name is entered and this will now be stored and be available for future/subsequent use.
Add your Note here - You may add your note in this field, if you have any.
Submit or Reset - After the completion of the Form, the ‘Submit’ button is clicked on. If there is the need to cancel the form, the ‘Reset’ button is clicked on.
NB. All fields asterisked in red must be completed before the Creditor Name form can be submitted.
ii) All Creditor Names - The data entered in Creditor Name Form are all transmitted to the All Creditor Names. The fields in the Form are represented in the Report.
The following can be done in the All Creditor Names section of the extension.
Sorting - Each of the fields can be sorted by entry and by group. By the side of each field is a diamond/triangle icon which when clicked on will give the following drop-down options, Search, Sort by Asc, Sort by Desc, Group by Asc, Group by Desc, and Hide Column.
A sorting can be saved or removed by moving the cursor to the top of the page, next to “Sheet Report” when the two options show up and the appropriate one clicked on.
Sorting using MS Excel - Further sorting can be done by exporting the All Creditor Names Report to MS Excel.
This is achieved by clicking on the three small horizontal lines (next to the + sign) at the top of the All Creditor Names Report. This gives a drop-down which has ‘Export’ as one of the options.nce Export is clicked on there is another drop-down of a set of options. One of them is ‘.csv’. When .csv is clicked on it brings up the All Creditor Names Report in the .csv MS Excel format. In order to avoid the possibility of losing some features in the .csv format, it is advisable to save in the MS Excel (*xls) format. This is done, in the .csv format, by clicking on the ‘Save As…’ button which brings up a page. A file name is indicated on the page and ‘Save’ is clicked on.
Printing - The Report can be printed from the CSV and MS Excel (*xls) formats. In each case, ‘File’ is selected in the Toolbar and in the drop-down ‘Print’ is clicked on.

Auto number - The All Creditor Names statement has an Auto-Number field. All entries are numbered automatically by the Extension. This will enable management to keep track of the entries posted. There must be a satisfactory explanation for any missing number! IMPORTING DATA INTO ANY OF THE EXTENSIONS, UPDATING AND EDITING OF DATA
One of the ways to import data into any of the extensions is to use the MS Excel app.
It is necessary to gain access to the All Creditor Names page of the extension before importing can take place. This will only happen by having at least an entry in the page. In case there were no records in the All Creditor Names page before deciding to import, one will therefore need to record one of the entries to be imported in the system (extension) using the Creditor Name page. This record automatically opens the All Creditor Names page. The following steps are thereafter to be followed: 1) Click on the three horizontal lines at the upper right corner of the All Creditors Names page which will give a drop-down, 2) From the drop-down, click on Export which will give another drop-down, 3) From this drop-down, click on csv to export to csv/ms excel (the document even though exported in the csv format could be saved as 'Excel 97 - 2003 Workbook (*xls)'. The system gives a file name to the csv page exported, eg. "All Creditor Names....." The records to be imported can be pasted in the appropriate columns on this page. Nothing should be pasted in the 'calculated cells' as the system will automatically calculate the values for such cells. Furthermore, the Auto Number cells are to be left blank as the system will generate the numbers once the page is imported into the system. It is important to note that the csv/ms excel page contains all the fields stated in the Creditor Name page. After pasting all the records to be imported into the extension (NB. to avoid double counting, the record used in the Creditor Name for opening the 'All Creditor Names' needs to be excluded), the page is saved on desktop. The extension is accessed again and the following steps taken. i) The three horizontal lines are clicked on and a drop-down appears, ii) 'Import' is clicked on and a page appears which requests you to browse and you click on the csv/ms excel file name.

UPDATING OR EDITING DATA IN ANY OF THE EXTENSIONS One way to update or edit a record that has been posted is to open the 'All Creditor Names' page. The cursor is placed on the item to be updated or edited and this is clicked on and the 'Creditor Name' page will open. Another page of a portrait size comes up on top of the All Creditor Names page. At the top of this new page are options listed, namely Edit, Duplicate and More. If the user clicks on 'Edit', the Creditor Name page comes up and the editing is done. On completing the updating or editing, the page is scrolled to the end and the 'Update' button is clicked on to effect the change.

TAKE - ON BALANCES

Unless a business is new and just starting operation when it might not have acquired creditors, otherwise an existing business would have had creditors on its books. On installation of this extension, and to ensure completeness of record, it would be necessary to ascertain balances due to be paid to the individual creditors before introduction of the extension. It is important that the aggregate of these balances must equal the Accounts payable figure in the last Statement of Financial Position (Balance Sheet). Such creditors' balances must be posted in the extension to the respective creditors' accounts with take-on balance or any other suitable name as the narration. A situation might arise where there is no available Statement of Financial Position after the audited one of the preceding year. In this case, take-on balances derived from the preceding year's audited Statement are posted into the extension. In addition, individual transactions from the beginning of the current year to the time of installation are also posted. It is suggested that a Journal is raised for the take-on balances. A spreadsheet (for example, Microsoft Excel) may be used for the Journal for ease of calculation. All the creditor balances are entered in the Excel sheet and the total must be the same as the figure for Accounts Payable or Creditors in the Statement of Financial Position or Balance Sheet. The Journal now stands as the Voucher for posting to the extension.

LINK TO THE INSTALLATION PAGE

Please find below the link (URL) to the installation page. Once it is clicked on, the installation page opens. https://marketplace.zoho.com/app/customapps/creditors-control

At the top of the page are two buttons namely, Start free trial and Buy Now. If the decision is to have a trial first, the Start free trial button is clicked on and the process of installation is initiated. The process for purchase is initiated by clicking on the Buy Now button.

At the button of the page is the Help documentation button. A click on this will open the documention that will guide the user on the interaction with the Extension.