Double-entry accounting operation system with petty cash and tangible assets management

 The software ensures the simultaneous management of the double entry accounting and the registration of petty cash and tangible assets of one or more companies in one environment, whilst it also ensures the viewing of these data respectively.

 We particularly recommend the software besides accounting firms to users who have a large amount of accounting vouchers waiting to be processed, and who would also like to analyse the economic processes of the companies (more precise monitoring of expenses, turnovers, comparing monthly and yearly data) with the help of the operation system.  

 Our product was developed with the newest, up-to-date MICROSOFT innovation tools (Visual-Studio, SQL-Server, .NET Framework) and with our accounting and software development experience of many years which has garnered numerous references, therefore it is a good choice for the long term.     

 The operation system uses SQL server for data management, which ensures high data security and quick data access. This further guarantees that the data which are interdependent remain there at all times. The transaction data entry ensures that a database-string operation is executed completely, or that in case of an error-no sub-operations are executed either.  

Advantages, possibilities

 The operation system was developed with the logical process of business administration and the traceability of the recorded data in mind. This may be best demonstrated by an invoice for the purchase of a tangible asset which was paid for in cash,-first it would be recorded in the system's petty cash environment in time sequence along with the other cash flow movements-and later the recorded petty cash entry would later be transferred with minimal modifications to the unfinished investments. The entry gets recorded in the sub system of the Tangible Assets accounting file-with further modifications and is then recorded by the Activate function. Following the activation depreciation can be calculated on the entry, and that depreciation entry is automatically covered by the system too.

The most frequently used data entries were written were in a way that there is no need to use the mouse, and this speeds up data entry. The data entry screens are characterised by logical build-up and minimal data supply requirement. User comfort functions assist the accounting (eg: jump to  the business partner's last ledger post, display of currently posted funds in the accounts of the bank and cash, the covered entries on the current day for reconciliation of entries etc.). The gross and VAT data of the invoices are covered according to pre-set parameters, here only the appropriate link and the ledger number of the net value needs to be supplied. When recording disbursements the partial compensation of multiple invoices, the fulfilment of credit/debit invoice entries are automatically covered to the appropriate ledger numbers and direction.  

 Prior to every accounting the full classification is displayed and after the entry is covered the posted log number is displayed. The entries are only covered when in equation with Credit-Debit.  

 Sub-breakdown can be applied to the ledger numbers in the software which enables further summary. Thus, for example, the own-vehicle costs can be queried and covered per employee, the turnovers per main activity, premise, etc.  The annual parameters of the to be covered firm can be set so that it can manage invoice classes 6-7 too. In case of posts to invoice class 5 this controls the compulsory 6-7 appropriation of the amount.  

 The software can manage multiple cash and bank accounts with unit log numbering.

 The cashiers can operate with the registering of the block cash records, but can be printed out too.

 The software is suitable for recording in the original currency of the foreign currency invoices and the use of the current currency multiplier enables recording in the currency of the accountancy. In case of foreign currency account (fulfilment in foreign currency) the program calculates the daily exchange rate difference with the exchange rate multiplier of the current bank and posts. The fulfilment is then monitored in foreign currency by the program.  

 The tangible assets sub system manages the ad valorem depreciation in accordance with the Accounting and Partnership Act.

 The accounting of the sale and charge-off of the assets built-into the software.  

It is possible to transfer the opening data after the closure of the previous year's accounting. This may be done in several installments, because the current account data might already be needed in the first days of the current year, whereas the opening of the other ledger numbers can be done at a later date too.  

 The preview of the print out can be viewed at first on the screen, where a particular data can be quickly accessed by various of search modes. From these various file-type data export is possible (Word, Excel, Adobe, text) and these than can be forwarded as attachments by email.

Main statements

The program displays the balance of the assets and the resources as well as the balance of the revenues and the expenses, and the extent of the profit or the loss can thus be seen immediately.

When a sub-breakdown is applied to a ledger number then it is possible to view the partial sums of the sub-breakdowns immediately (eg: fuel per vehicle etc). The accounting balances can be queried according to monthly breakdowns too.

 The earnings statement is a four level query,  and it can immediately be seen on the screen what partial sums make up the data of the earning line sum rating, which account numbers and balances these values come from and here even account voucher level data access is possible.

 The balance displays the assets and the resources on a screen, along with the details of the current ledger number. It can be set whether a resource type ledger number should appear on a specified line of the assets if its balance is in debit.

It is possible to manage the total balances of the ledger groups in one with the program, the ledger numbers of these groups are displayed either on the assets side or the resource side depending on the balance. If for example, the VAT ledger numbers show a debit balance total, then all VAT ledger numbers with their balances are transferred to the selected line of balance on the assets side.  

 The parametric query enables the posted data to be queried according to various filters (date, business partner, breakdown, ledger number, value).

 The turnover per business partner shows the annual net turnover of the business partner per ledger number and even in voucher number depth, irrespective of whether the business partner is a buyer, or supplier. This function for example simplifies the ranking of the business partners and supports the rendering of periodic preferentials and returns.

External data links

 A data link system can be purchased as an external module and it can be uniquely fitted to the Softbalance accounting system, with it connection is possible to trade (eg: retail bar code) registry or invoicing systems as well as bank terminal transfer systems.

The invoices and the sale slips (supplier or buyer transfers) are automatically posted, or the supplier bank transfers can be prepared and forwarded in a file to the bank's terminal system.