Cashflow Manager Version 11 Wages Manager Version 11 GOLD ...

[Pages:242]User Guide

Cashflow Manager Version 11 Wages Manager Version 11 GOLD Version 11

Table of Contents

End User License Agreement (EULA) ......................................................................................... 11

Introduction ........................................................................................................... 21

Functions Common to All Programs .................................................. 22

What's New in Version 11? ................................................................................... 22

A New Look ................................................................................................................................. 22 The Side Panel .............................................................................................................................. 22 The Dashboard.............................................................................................................................. 26 The Menu Bar Icons ..................................................................................................................... 29 Simpler BAS ................................................................................................................................. 31 Single Touch Payroll .................................................................................................................... 32 ...................................................................................................................................................... 32

Getting Started ...................................................................................................... 32

Open the Program ......................................................................................................................... 32 Create a New Business File .......................................................................................................... 33 Getting Around ............................................................................................................................. 33 Menus ........................................................................................................................................... 33 Page / Screen Layouts and Buttons............................................................................................... 33 Calendars and Date Selection ....................................................................................................... 34

Reports.................................................................................................................. 34

Step 1: Select a Report.................................................................................................................. 34 Step 2: Report Options.................................................................................................................. 34 Step 3: Print Options..................................................................................................................... 35 Drill-Down Reports ...................................................................................................................... 35 Save Reports ................................................................................................................................. 37 Email Reports ............................................................................................................................... 37

Email Templates ........................................................................................................................ 38 Add, Edit or Delete Templates............................................................................................. 38 Use Email Templates ........................................................................................................... 38

Grid Font Size ....................................................................................................... 38

Cheque Writer - Printing Cheques......................................................................... 38

Activate `Cheque Writer'.............................................................................................................. 38 Print Cheques................................................................................................................................ 39 Make Corrections when Printing Cheques ................................................................................... 40 Helpful Hints for Printing Cheques .............................................................................................. 40

Margin Settings and Preview..................................................................................................... 40 Cancel a Printed Cheque............................................................................................................ 40

Electronic Payments.............................................................................................. 40

Activate Electronic Payments....................................................................................................... 40 Master Electronic Payments File Details ...................................................................................... 41 Individual Electronic Payment File Details .................................................................................. 41 Record Electronic Payments ......................................................................................................... 41 Advanced ...................................................................................................................................... 42

Save, Back-up and Restore .................................................................................. 43

Back up Your Records .................................................................................................................. 43 Back up to CD ........................................................................................................................... 43

Restore Your Data ........................................................................................................................ 43 Restore from CD........................................................................................................................ 44

Reminders ............................................................................................................. 44

Passwords............................................................................................................. 44

Purge Old Data...................................................................................................... 45

Technical Information ............................................................................................ 46

Uninstall the program ................................................................................................................... 46 File Locations ............................................................................................................................... 46 Specifications (System Requirements) ......................................................................................... 47 Trademarks ................................................................................................................................... 47

Cashflow Manager............................................................................. 49

Getting Started ...................................................................................................... 49

Introduction to Cashflow Manager ............................................................................................... 49 Create a New Business File ? Cashflow Manager........................................................................ 49 Import Data from an Earlier Version File..................................................................................... 51 Manage your Bank Accounts........................................................................................................ 51

Add a new Account ................................................................................................................... 52 Manage an Account ................................................................................................................... 52 The Cashflow Manager Menus..................................................................................................... 52 Options ? Cashflow Manager ....................................................................................................... 53 The Cashflow Manager Sections (Tabs)....................................................................................... 54 Change to a Different Month ........................................................................................................ 54 Change to a Different Section....................................................................................................... 54 Customise Columns ...................................................................................................................... 55 Customise Columns Overview .................................................................................................. 55 Add a New Column ................................................................................................................... 55 Change a Column Name............................................................................................................ 56 Change a Column's GST Tax Type........................................................................................... 56 Change Accountant's Codes...................................................................................................... 57 Change the Profit/Loss Indicator of a Column .......................................................................... 57 Move a Column ......................................................................................................................... 57 Delete a Column ........................................................................................................................ 58 Change a Column's Width ......................................................................................................... 58

Record Money In and Money Out.......................................................................... 59

Money In - Overview.................................................................................................................... 59 How to Record Money In (Money Received)............................................................................... 59 Money Out - Overview ................................................................................................................. 60 How to Record Money Out (Payments)........................................................................................ 61 Credit Card Payments ................................................................................................................... 62 At the End of the Month ............................................................................................................... 62 Helpful Hints for Recording Money In and Money Out............................................................... 63

Move around.............................................................................................................................. 63 Correct a Mistake....................................................................................................................... 63 Copy and Paste Transactions ..................................................................................................... 63 Edit the GST .............................................................................................................................. 63 Insert a Line ............................................................................................................................... 64 Auto Column Selection ............................................................................................................. 64 Private Use Automation............................................................................................................. 65 Move Transactions to another account or month ...................................................................... 65 Remove a Line........................................................................................................................... 65 Recurring Transactions - Add a Recurring Transaction ............................................................ 65 Recurring Transactions - Insert a Recurring Transaction .......................................................... 66 Recurring Transactions - Remove a Recurring Transaction...................................................... 66 Record a Quantity ...................................................................................................................... 66

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Sort your Transactions............................................................................................................... 67 Search for Money In or Money Out Transactions ..................................................................... 67 Transfer Money In and Money Out from the Invoice and Wages Sections .............................. 67

Bank Reconciliation............................................................................................... 68

What is a Bank Reconciliation?.................................................................................................... 68 Bank Reconciliation and Financial Institution Settings ................................................................ 68

Adding a New Financial Institution........................................................................................... 69 Map your Downloaded Bank Statement ....................................................................................... 69

Add a Mapped Bank Statement Description ............................................................................. 70 Modify a Mapped Bank Statement Description ........................................................................ 70 Delete a Mapped Bank Statement Description .......................................................................... 71 Record Your Opening Bank Balance............................................................................................ 71 Processing your Bank Reconciliation ........................................................................................... 72 Reconciling with a Downloaded Bank Statement ..................................................................... 72 Reconciling to your Paper Bank Statement ............................................................................... 75 What to do if you cannot reconcile ............................................................................................... 77

Cash Reconciliation............................................................................................... 78

What is a Cash Reconciliation? .................................................................................................... 78 Record Your Opening Cash Balance ............................................................................................ 78 Reconcile Your Cash .................................................................................................................... 78

Reports ? Cashflow Manager ................................................................................ 79

Reports and the GST..................................................................................................................... 79 Report Options ? Cashflow Manager ........................................................................................... 79 Types of Reports ? Cashflow Manager ........................................................................................ 80 Lodge BAS Online ....................................................................................................................... 83 Lodge BAS via Standard Business Reporting .............................................................................. 83

Budget ................................................................................................................... 84

Account-based Budget .................................................................................................................. 84 Business-based Budget ................................................................................................................. 86 Helpful Hints to Create a Budget.................................................................................................. 88

Tips and Tricks ...................................................................................................... 89

Cancelling or Amending Cheques for a Previous Month ............................................................. 89 Duplicate an Account.................................................................................................................... 89 Lock and Unlock your Records .................................................................................................... 89 Providing Information to your Accountant................................................................................... 90

1. Printed Reports ...................................................................................................................... 90 2. A Complete Backup of your File........................................................................................... 90 3. Export Cashflow Manager Accounts To and Import Accounts From Your Accountant....... 90

3a. Export Cashflow Manager Data TO Your Accountant .................................................. 90 3.b. Import Files Returned FROM Your Accountant........................................................... 91

3.b.1. Selecting the File ................................................................................................... 91 3.b.2. Importing the Data ................................................................................................. 92 3.c. Unlock Months Exported to Your Accountant.............................................................. 93 4. Export to Accountant's General Ledger ................................................................................ 93 Information for Accountants When Clients Export Cashflow Manager Accounts ................... 94 1. Restoring the Client's Exported File ................................................................................ 94 2. Backing up the File for Return to the Client .................................................................... 94 Import an Account from another Cashflow Manager File ............................................................ 95 Examples where the Export/Import Feature Can Be Used ........................................................ 95 What Changes Can Be Made and Imported Back into the File ................................................. 95 Rename an Account or Business File Name................................................................................. 96

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Troubleshooting..................................................................................................... 97

Invoice Manager ................................................................................ 99

Getting Started ...................................................................................................... 99

Introduction to Invoice Manager .................................................................................................. 99 Open Invoice Manager.................................................................................................................. 99 Create a New Invoice Manager Account ...................................................................................... 99 Import Data from a pre-version 7 File ........................................................................................ 100 Menus - Invoice Manager ........................................................................................................... 101 Icons ? Invoice Manager............................................................................................................. 102 Options ? Invoice Manager......................................................................................................... 102 Customer Types .......................................................................................................................... 103 Invoice Layouts .......................................................................................................................... 103

Standard Layouts ..................................................................................................................... 104 Invoice Layout Wizard ............................................................................................................ 105 Sections (Tabs) in Invoice Manager ........................................................................................... 105

Customers and Sales .......................................................................................... 106

Add, Modify or Manage a Customer .......................................................................................... 106 Show a Hidden Customer ........................................................................................................... 107 Customer Diary........................................................................................................................... 107 Customer Inquiry ........................................................................................................................ 107 Change Decimal Points............................................................................................................... 107 Opening Balances (Customers) .................................................................................................. 107 Sales Invoices ............................................................................................................................. 108

Add a New Sales Invoice......................................................................................................... 108 Add Items to Your Sales Invoice ....................................................................................... 109 Adding a Message to Your Sales Invoice .......................................................................... 110 Extra Details....................................................................................................................... 110 Apply Discount .................................................................................................................. 110 Lok-OnTM ........................................................................................................................... 110

Cash Invoices........................................................................................................................... 111 Recurring Invoices................................................................................................................... 111 Finalise an Invoice................................................................................................................... 111 Amount Received .................................................................................................................... 112 View or Edit an Invoice........................................................................................................... 112 Print a Sales Invoice ................................................................................................................ 112 Picking Slips, Packing Slips, Delivery Dockets ...................................................................... 112 How to Correct Sales Invoice Mistakes................................................................................... 113 Unfinalise an Invoice............................................................................................................... 113 Move an Invoice to another Customer..................................................................................... 113 Invoicing from a Mobile Device.............................................................................................. 114 Adjustment (Credit) Notes.......................................................................................................... 114 Unassign / Delete an Adjustment Note.................................................................................... 115 Money In..................................................................................................................................... 115 Process a Receipt ..................................................................................................................... 115 Remove a Money In Transaction............................................................................................. 116 Apply Credit Amounts................................................................................................................ 116 Remove Credit Amounts ............................................................................................................ 117 Statements................................................................................................................................... 117 Print Statements ....................................................................................................................... 117 Reports (Customers and Sales) ................................................................................................... 118 Report Options - Sales ............................................................................................................. 118 Types of Reports ? Customers/Sales ....................................................................................... 118

Suppliers and Purchases (GOLD) ....................................................................... 120

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Suppliers ..................................................................................................................................... 120 Add, Modify or Manage a Supplier ......................................................................................... 120 Restore a Hidden Supplier ....................................................................................................... 121 Supplier Diary.......................................................................................................................... 121 Supplier Inquiry....................................................................................................................... 122

Purchase Orders .......................................................................................................................... 122 Add a New Purchase Order ..................................................................................................... 122

Purchase Invoices ....................................................................................................................... 122 Add a New Purchase Invoice................................................................................................... 122 Apply Discount .................................................................................................................. 123 Recurring Purchase Invoices ................................................................................................... 123 Unlock a Purchase Invoice ...................................................................................................... 124

Opening Balances (Suppliers) .................................................................................................... 124 Returns ........................................................................................................................................ 124

Process a Return ...................................................................................................................... 124 Unlock / Unassign a Return..................................................................................................... 125 Money Out .................................................................................................................................. 125 Process a Payment ................................................................................................................... 125

Payments for Taxable Payments Contractors with No ABN ............................................. 126 Printing Cheques...................................................................................................................... 126 Remove a Money Out Transaction .......................................................................................... 126 Apply Overpayments .................................................................................................................. 126 Remove an Overpayment............................................................................................................ 127 Reports (Suppliers and Purchases) ............................................................................................. 127 Report Options - Purchases ..................................................................................................... 127 Types of Reports ? Suppliers/Purchases..................................................................................... 127

Inventory ............................................................................................................. 129

Inventory Items ........................................................................................................................... 129 Track Inventory Overview (GOLD Only) ............................................................................... 130 Add a New Item....................................................................................................................... 130 Modify an Item ........................................................................................................................ 132 Delete an Item.......................................................................................................................... 132

Categories ................................................................................................................................... 132 Manage Categories .................................................................................................................. 132 Assign Categories .................................................................................................................... 132

Modify Prices.............................................................................................................................. 133 Count Inventory Items (Stock-take) ........................................................................................ 133

Reports (Inventory)..................................................................................................................... 134 Report Options - Inventory...................................................................................................... 134 Types of Reports ? Inventory .................................................................................................. 134

Other Functions................................................................................................... 135

Customise Layouts...................................................................................................................... 135 Load a Layout .......................................................................................................................... 136 Text Boxes ............................................................................................................................... 136 Lines ........................................................................................................................................ 137 Picture Boxes ........................................................................................................................... 137 Detail Section (Data Line Control).......................................................................................... 138 Save and Load Customised Layouts........................................................................................ 138

Print Invoices with Microsoft Word ........................................................................................... 138 Creating a Word Template ...................................................................................................... 139 Special Considerations ....................................................................................................... 139 Codes / Field Markers for Word Templates ............................................................................ 139

Job Numbers (GOLD Only) ....................................................................................................... 146 Reports (Jobs) ............................................................................................................................. 147

Report Options - Jobs .............................................................................................................. 147

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Types of Reports ? Jobs........................................................................................................... 147 Email An Invoice, Order, Report, Statement, etc. ...................................................................... 148 Invoice Analysis and Lok-OnTM ................................................................................................. 148 Import Customers, Suppliers and Inventory ............................................................................... 149

The Import Process .................................................................................................................. 149 How to Create your Customer Import Template................................................................ 150

Export Data ................................................................................................................................. 153 Change the GST Rate ................................................................................................................. 153 Restoring Default Column Widths ............................................................................................. 153 Taxable Payments Reporting for the Building and Construction Industry ................................. 153

Troubleshooting................................................................................................... 156

Wages Manager .............................................................................. 158

Getting Started .................................................................................................... 158

Introduction to Wages Manager ................................................................................................. 158 Open Wages Manager................................................................................................................. 158 Terminology ............................................................................................................................... 158 Create a New Wages Manager Account ..................................................................................... 159 Import Data from an Earlier Version File................................................................................... 160 Menus - Wages Manager ............................................................................................................ 161 Options ? Wages Manager.......................................................................................................... 162 Withholding Payer Number (WPN) ........................................................................................... 163 Sections (Tabs) in Wages Manager ............................................................................................ 165

Employees .......................................................................................................... 165

Add an Employee ....................................................................................................................... 166 Modify an Employee's Details ................................................................................................... 166 Employee's Tax Withholding Scale ........................................................................................... 166 Employee Details........................................................................................................................ 167

Section 1 ? Tax Scales............................................................................................................. 167 Section 2 ? TFN Declaration& Validation .............................................................................. 167

Tax Offsets ......................................................................................................................... 168 HELP/SSL/TSL Debt......................................................................................................... 168 Financial Supplement Debt (FSD or SFSS) ....................................................................... 168 Medicare Levy Adjustments .............................................................................................. 169 Section 3 ? Pay Details ............................................................................................................ 169 Pay Information.................................................................................................................. 169

Piece Work..................................................................................................................... 170 Electronic Pay ................................................................................................................ 170 Paying Employees by Internet Banking......................................................................... 170 Pay Options ........................................................................................................................ 171 Increasing or Decreasing Tax Withheld ........................................................................ 171 Allowances .................................................................................................................... 171

Overview - Allowances ............................................................................................. 171 Add an Allowance ..................................................................................................... 172 Modify an Allowance ................................................................................................ 173 Delete an Allowance ................................................................................................. 173 Deductions ..................................................................................................................... 173 Overview - Deductions.............................................................................................. 173 Add a Deduction........................................................................................................ 174 Modify a Deduction................................................................................................... 174 Delete a Deduction .................................................................................................... 174 Union Deductions .......................................................................................................... 174 Overtime ........................................................................................................................ 174 Rostered Days Off (RDOs)............................................................................................ 175 Processing Pays with RDOs ...................................................................................... 175

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Salary Sacrifice .............................................................................................................. 175 Overview ? Salary Sacrifice ...................................................................................... 175 Add a Salary Sacrifice'.............................................................................................. 176 Modify a Salary Sacrifice'......................................................................................... 176 Delete a Salary Sacrifice' .......................................................................................... 176

Custom Rates ................................................................................................................. 176 Shift Allowances (Shift Loading) .................................................................................. 178 Section 4 ? Leave .................................................................................................................... 178 Leave Loading.................................................................................................................... 179 Parental Leave .................................................................................................................... 179 Section 5 - Bank Details .......................................................................................................... 180 Multiple Bank Accounts ................................................................................................ 180 Bank Accounts for Fringe Benefits Transfers ............................................................... 180 Section 6 ? Superannuation ..................................................................................................... 181 Employer Superannuation .................................................................................................. 181 Superannuation Fund ..................................................................................................... 181 Calculation Options ....................................................................................................... 181 Other Options................................................................................................................. 182 Superannuation Threshold ............................................................................................. 182 Reportable Employer Superannuation Contributions .................................................... 182 Employee Superannuation ................................................................................................. 182 Superannuation Fund ..................................................................................................... 183 Calculation Options ....................................................................................................... 183 Reportable Superannuation Contributions ......................................................................... 183 Employee Diary .......................................................................................................................... 184 Terminate an Employee .............................................................................................................. 184 Show Terminated Employees .................................................................................................. 185 Re-instate an Employee .............................................................................................................. 185 Backpackers Tax......................................................................................................................... 185 How does this new tax work in Wages Manager?................................................................... 185

Process Pays ...................................................................................................... 186

Opening Balances ....................................................................................................................... 186 Helpful Hints: .......................................................................................................................... 188

Pay Single Employee (Hourly & Salary).................................................................................... 189 Calculate tax on amounts paid over `1' pay period(s) ............................................................. 190 Paid Parental Leave ................................................................................................................. 190 Processing for Allowances, Deductions, Custom Rates, Overtime and Shifts ........................ 190

Pay Single Employee (Nominated Gross) .................................................................................. 190 Pay Single Employee (Piece Work)............................................................................................ 191 Pay Employee Options/Buttons .................................................................................................. 192

View Pay ................................................................................................................................. 192 Delete Pay................................................................................................................................ 192 Edit Payroll Options ................................................................................................................ 192 Other Payments........................................................................................................................ 192

Commission ....................................................................................................................... 193 Bonus ................................................................................................................................. 193 CDEP ................................................................................................................................. 193 Back Payments ................................................................................................................... 193 Unused Fringe Benefits...................................................................................................... 194 Entitlement Balances (Report)................................................................................................. 195 Leave Register ......................................................................................................................... 195 Employee Diary....................................................................................................................... 195 Pay Summary........................................................................................................................... 196 Multiple Pays .............................................................................................................................. 196 Pay Employees by Cash.............................................................................................................. 197 Pay Employees by Cheque or Internet Banking ......................................................................... 197

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