Guided by tax agent - Institute of Certified Bookkeepers



Institute of Certified Bookkeepers

Software

Consulting and Bookkeeping Guide

Contents

Section 1 – The Introduction

Initial Client Assessment Checklist

Appointment Confirmation Fax / Email

Bookkeeping Agreement

Setup Training and Support Agreement

Easy Setup assistant

Installation Overview

Section 2 – Detailed Procedures

Customisation Note

Inventory Setup Note – MYOB

BASLINK Set Up – MYOB

MYOB Budgets

Section 3 – Consultation Wrap

End of Appointment

Training

Consultation Report

Client Assessment Checklist

Company Name: ______________________________________________________________

Software Version: _____________________________________________________________

Business Information

Main Business_____________________________________________________________

Second Business___________________________________________________________

Financial Year from: Number of Employees: _________

( July – June

( January – December

( ___________ - __________ (other)

Chart of Accounts

( From Default MYOB

( From Existing

Trial Balance/Opening Balance Journals

( From Accountant

( From Previous System

Previous Accounting System

System Type: ( Manual ( Computerised __________________

System Name: _______________________________________________________________

Likes _______________________________________________________________________

Dislikes _____________________________________________________________________

Main Issues to address:

1. _________________________________________________________________________

2. _________________________________________________________________________

3. _________________________________________________________________________

4. _________________________________________________________________________

Security

( I wish to Password my Data File

( Master/Main Password _________________________________________________

( Sub Password 1 _________________________________________________

( Sub Password 2 _________________________________________________

( I wish to be able to Delete incorrect transactions, rather than reversing them.

Sales

( I wish to keep record of my customer’s names, addresses, etc.

( I tender Quotes which later become Invoices

( I wish to bill customers for time (Time Billing)

( I sell on account

Most of my Account Customers get terms of: ______________________________ (terms)

|Account Sales Include |Notes |

( Customer Purchase Order Number ___________________________________________

( Freight ___________________________________________

( GST ___________________________________________

( Job ___________________________________________

( Discounts ___________________________________________

( Salesperson’s name ___________________________________________

( Method of Shipping ___________________________________________

( Date Goods are promised ___________________________________________

( Retentions (construction industry) ___________________________________________

( Reimbursable Expenses ___________________________________________

( Time Billing Activity Types Eg ___________________________________________

Account Sales are written up as:

( Descriptions like a letter (Service) ___________________________________________

( A number of dates for different work (Prof) _____________________________________

( A number of short similar descriptions (Service Items) ______________________________

( A list of items (Not Inventory) ___________________________________________

( A list of items (Inventory) ___________________________________________

( Time Billing ___________________________________________

( I Print Account Sales Invoices

( When the invoice is first created

( Later

I Print Account Sales Invoices onto:

( Plain Paper – A4

( Plain Paper – Tractor Feed

( Letterhead – A4

( Letterhead – Tractor Feed

( I Print Statements to my Account Customers

I Print Statements based on:

( Customer Activity for the month

( Invoices outstanding

I Print Statement onto:

( Plain Paper – A4

( Plain Paper – Tractor Feed

( Letterhead – A4

( Letterhead – Tractor Feed

( Sometimes my Account Customers pay me

( I sometimes get Returned Goods or Overpayments

Returned Goods or Overpayment result in:

( Refund Cheque/Cash to Customer

( Credit Note to Customer

( Sometimes we Contra our Sales/Purchase

( Some customers use Lay By

( Money received from all Sales is banked:

( Daily

( Twice-Weekly

( Weekly

Therefore I will need to use:

( Cash Drawer

( Cheque Drawer

( EFTPOS Drawer

( Credit Card Drawer (AMEX/Diners)

( Credit Company Drawer

Customise

Invoices / Quotes / Job Sheets

Including:

( Item

( Service

( Time Billing

( Professional

( Item Packing Slip

( Service Packing Slip

( Professional Packing Slip

( Item Shipping Label

( Service Shipping Label

Statements

Including:

( Activity

( Invoice

( I Sell for cash on the spot (Cash Sales)

( I wish to keep information on Goods/ Services sold as Cash Sales

Cash Sales Invoices should include:

( Sales Tax

( Jobs

( Discounts

( Salesperson’s name

( EFTPOS transactions

( Cash out from EFTPOS

( Credit Card transactions

Cash Sales are written up as:

( Descriptions like a letter (Service)

( A Number of dates of different work (Prof)

( A Number of short similar descriptions (Service Items)

( A list of items (Not Inventory)

( A list of items (Inventory)

( Time Billing

Special Notes: ____________________________________________________________________________

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Purchases

( I wish to keep record of my supplier’s names, addresses, etc.

( I purchase on account

Most of my Account Suppliers give me terms of: ______________________________ (terms)

|Purchases Include |Notes |

( Supplier Invoice Number___________________________________________

( Freight ___________________________________________

( GST ___________________________________________

( Job ___________________________________________

( Discounts ___________________________________________

( Comments for supplier instructions ___________________________________

( Method of Shipping ___________________________________________

( Date Goods are promised __________________________________________

( Retentions (construction industry) ____________________________________

( Reimbursable Expenses ___________________________________________

Purchases are written up as:

( Descriptions like a letter (Service) ______________________________________

( A number of dates for different work (prof) _______________________________

( A number of short similar descriptions (Service Items) ______________________

( A list of items (Not Inventory) _________________________________________

( A list of items (Inventory) ___________________________________________

( I Print Purchase Orders

I Print:

( When the order is first created

( Later

I Print my orders onto:

( Plain Paper – A4

( Plain Paper – Tractor Feed

( Letterhead – A4

( Letterhead – Tractor Feed

( Fax / PDF

( I pay for my Purchases

I Pay:

( No Special Time (Vendor Payments)

( Several Purchases all at once (To Do List)

( With: ( Cheque ( Credit Cards ( EFT Transfer

( I sometimes Return Goods or Overpay my account

Returned Goods or Overpayment result in:

( Refund Cheque/Cash from supplier

( Credit Note from supplier

Customise

Purchase Orders

Including:

( Item

( Service

( Professional

Cheques

Including:

( Cheque Layout

Stubs (As Remittance Advice Etc)

Including:

( Regular

( Payable

( Refund

( Paycheque

( Paycheque stub as Payslip

Special Notes: ____________________________________________________________________________

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Payroll

( I wish to use the Payroll Module

How many hours in a working week ________________________________________

Round Pay down to _____________________________________________________

Wages include:

( Base Salary

( Other Salary

( Base Hourly

( Other Hourly

( Commissions

( Overtime

( Holiday Pay (Hrs per year)

( Sick Pay (Hrs per year)

( Bonus

( Time in Lieu Worked

( Time in Lieu Paid

( Allowance 1

( Allowance 2

( Other

( Other

Entitlements include:

( Holiday Leave Accrual @ ___ wks/yr for ____hrs/wk

( Holiday Leave Accrual @ ___ wks/yr for ____hrs/wk

( Sick Leave Accrual @ ___ days/yr for ____hrs/day

( Sick Leave Accrual @ ___ days/yr for ____hrs/day

( Time in Lieu

( Other

( Other

Deductions Include:

( Additional Superannuation

( Employee Purchase

( Union Fees

( Salary Sacrifice

( Other

Wages are:

( Applied to Jobs (Through Payroll)

( Applied to Jobs (Through Timesheets)

( Paid Weekly

( Paid Fortnightly

( Paid Monthly

( Paid by Cash

( Paid by Direct Debit (Modem to Bank)

( Paid by Direct Debit (Disk/faxed to bank)

( Paid by cheque.

Payment Type:

( To each person individually (from Cheque Account)

( To >1 Person per cheque/transaction (Payroll Clearing Account)

Payslips written from:

( Cheque Stubs

( Pay Advice Report

Customise

Cheque Stubs (As Payslips etc)

Including:

( Paycheque + Remittance

( Paycheque stub as Payslip

Special Notes: ____________________________________________________________________________

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

No Payroll

( I do not wish to use the Payroll Module

Deductions Include:

( Additional Superannuation

( Employee Purchase

( Union Fees

( Salary Sacrifice

( Other

( Other

( Other

Wages are:

( Applied to Jobs (Through Payroll)

( Applied to Jobs (Through Timesheets)

( Paid Weekly

( Paid Fortnightly

( Paid Monthly

( Paid by Cash

( Paid by Direct Debit (Modem to Bank)

( Paid by Direct Debit (Disk/faxed to bank)

( Paid by cheque

Payment Type:

( To each person individually (from cheque account)

( To >1 Person per cheque/transfer (Payroll Clearing Account)

Special Notes: ____________________________________________________________________________

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Cheque Book

Accounts to be used in Chequebook:

Asset Account

( Cheque Acc 1 (name):______________________________________________

( Cheque Acc 2 (name):______________________________________________

( Payroll Clearing Account

( Cash Drawer Account

( EFTPOS Drawer Account

( Petty Cash Account

( Loan Account

( Other

( Other

Liability Accounts

( Credit Card Account________________________________________________

( Credit Card Account________________________________________________

( Fuel Charge Card Account

( Loan Account

( Other

( Other

Write Cheques

( I pay for some things not on account

Including:

( Petty Cash Purchases

( Re-imbursing Petty Cash

( Rent

( Loan Repayment

( Drawings

( Bank Charges

( Loan Interest

( Direct Debits from Cheque Account

( Direct Debits from Credit Card Account

( Other

( I sometimes have Cheques Bounce

Make a Deposit

( I receive money from things other than Sales

Including:

( Partners/Directors Funds introduced

( Rent Received

( Loan Money Received

( Transfer from other Company Cheques Accounts

( Other

Reconcile Accounts

Accounts to be reconciled include:

Asset Accounts

( Cheque Acc 1 (name): _________________________________________________

( Cheque Acc 2 (name): _________________________________________________

( Payroll Clearing Account

( Cash Drawer Account

( EFTPOS Drawer Account

( Petty Cash Account

( Loan Account

( Other

Liability Accounts

( Credit Card Account _________________________________________________

( Credit Card Account _________________________________________________

( Fuel Charge Card Account

( Loan Account

( PAYE Tax Payable Account

( Superannuation Account

( Other

( Other

Inventory

( I wish to keep track of stock items I buy and sell

Stock Items are bought and sold as:

( Individual items

( Bought as one and sold in smaller units

( Bought as smaller units and built into one unit

Stock Items:

( Need Multiple Price Levels

( Need their Long Description to show on the invoice

( Have Custom Field Information to sort by ___________________________________

( I wish to do Stock-Takes

Stocktakes done:

( Weekly

( Monthly

( Quarterly

( 6 monthly

( Yearly on the ___/___

( Other

Special Notes:

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Jobs

( I wish to use Job Tracking

Jobs will be used for:

( Department P&L reporting

( Individual People

( Grants

( Bank Account Consolidation

( Individual Client Departments

( Further Break-up of General Ledger

( Wages Time-Sheet entry

( Job Budgets (Advanced Training)

( Other

( Other

Special Notes:

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

General Ledger

( I wish to be able to Add new Accounts

( I wish to use Budgeting (Advanced Training)

( I wish to use Cash Flow Forecast (Advanced Training)

( I wish to do Journal Entries (Advanced Training)

Special Notes:

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Reports and Inquiries

Special Notes:

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Saving and Backing-Up

( I do not wish to re-enter a year’s worth of data

Backups are done using:

( Flash Drive

( Tape Drive Unit

( Zip Drive Unit

( Cloud

( Read-Write CD Rom

( Other

Setup and Training Plan

General Info:

( Live Data entry date from ___/___/___

( Running parallel with old system until ___/___/___

File Setup Info

( Enter/Import Chart of Accounts

( Set up MYOB Preferences

( I’ll enter cashbook info weekly/monthly from ___/___/___ to ___/___/___

( I’ll enter Total Journals info weekly/monthly from ___/___/___ to ___/___/___

( Set up Payroll category information/links

( Enter/Import Customer and Suppliers Cards

( Enter/Import Employee cards

( Enter/Import Item/Activity Information Details

( Enter Employee Payroll History information to ___/___/___

( Enter Customer Outstanding Sales as at ___/___/___

( Enter Supplier Outstanding Invoices as at ___/___/___

( Enter Red/Unpresented Cheques and Deposit as at ___/___/___

( Cheque Acc #1

( Cheque Acc #2

( Cheque Acc #3

( Cheque Acc #4

( Enter Stocktake Opening Values as at ___/___/___

( Enter Trial/Opening Balance Journal as at ___/___/___

Data Entry/Training

( Training in Purchases/Buying Things

( Training in Sales/Selling Things

( Training in Payroll

( Training in Inventory

( Training in other Options/Backups

( Enter/import customised Forms including:

( Invoices – Type/s ______________________________________________________

( Purchases Order – Type/s _______________________________________________

( Cheque

( Statement

( Enter 1st month Sales, Purchases, Cheques and Receipts.

Check-up and Evaluation

( 1st Bank Reconciliation after Data Entry for one month

( Evaluation completed

Sample – Appointment confirmation fax

FACSIMILE transmission

to:

Fax No:

date:

pages: (Includes this page)

Dear

Bookkeeping Appointment

We are writing to confirm our meeting on at between yourself and Mr/s Bookkeeper of this office.

If something unavoidable arises and you wish to reschedule the appointment, please call us on as soon as possible to arrange a more suitable time.

As discussed the charge rate of this consultation is per hour plus GST. The invoice will be issued and payment is required on the day of consultation.

Optional

Attached is a list of information required by us to assist with the appointment. To avoid any unnecessary delays please have all relevant information available.

Optional

We also enclose the agreement between you and us in relation to the work to be performed. Please read thoroughly, sign it and return prior to the above time.

Please contact me if you have any queries in relation to the above.

Regards,

Signature

THE FOLLOWING SECTION CAN BE SENT RE INITIAL APPOINTMENT OR DELETED

THIS IS SPECIFICALLY CREATED FOR THE CIRCUMSTANCE WHERE YOU ARE INVOLVED IN THE ESTABLISHMENT OF THE SOFTWARE.

INFORMATION REQUIRED TO START INSTALLATION

THE FIRST DECISION TO BE MADE IS AT WHAT DATE TO COMMENCE EACH PART OF THE SYSTEM. EACH SECTION CAN BE COMMENCED AT A DIFFERENT DATE HOWEVER I NOTE THAT IT IS FAR EASIER TO COMMENCE ALL SECTIONS AT THE SAME DATE.

The following information is required as at the start date:

Debtors listing (preferably aged)

Creditors listing (preferably aged)

Bank Reconciliation at 00/00/00

Bank Statement at 00/00/00

Employee Payroll Details

Cash or Ledger Book

Last set of financial statements prepared and a cashbook summary of information since those accounts

Consideration should be given to the following:

• What do you as the managers of the business wish to see on the Profit and Loss Statement?

• What information do you wish the system to be able to give you?

A Concept to be kept in mind when setting up:

“Do not limit your thinking and your approach to this accounting system by your past experiences with accounting. Software should be set up to provide the information you want in the form you want to see it”

Our Comments on Initial Establishment Appointment

The Program

This initial session is aimed to establish your individual program to meet your requirements.

We will establish the “Chart of Accounts” which determines the manner in which the various Profit and Loss and Balance Sheet reports will print. This shall be designed to comply with legal, accounting and taxation requirements but with the emphasis on giving management the information they require.

Dependant upon the status of the information available we will either enter the opening balances of the chart of accounts at the system start date or establish the method by which you will be able to bring the system up to date as soon as possible.

Given the time availability we may then discuss the establishment of the debtor’s ledger together with how to enter the opening balances and the customer details

Again, only limited by time and the amount of work required to date we may then establish the creditor’s ledger; opening balances and details.

Hidden Agenda

Each step of the process shall be explained in a manner that it is effectively training the operator in the use of the program.

Requirements

It is fairly important that the persons who use the financial information have input into this initial establishment session. This helps to ensure that the program is set up according to management wishes.

It is most important that the persons who are to operate the program are available for the entire session in order for the time to be an effective training session.

THE FOLLOWING INFORMATION SHOULD BE SENT ONLY IF NOT PREVIOUSLY SENT IN THE ABOUT US/INTRO/INFO FAX/EMAIL – THIS LINE SHOULD BE DELETED

Our Consulting Services

Thank you for your decision in choosing us to assist you in meeting your accounting requirements. Below is a little information that we would like you to know about us.

• Our consultants are friendly, fully trained and have accounting backgrounds so we are more than capable of helping you with any complicated accounting issues.

• We are Members of the Institute of Certified Bookkeepers and have been involved with ….

• We provide on site training; we can structure the appointment to your requirements; we work at your pace, using your live file and resolve issues that effect your business.

• We are experienced in designing and setting up systems to suit your business, being in business ourselves.

• We can offer software and bookkeeping troubleshooting advice.

• We can assist with your GST compliance work.

• We are often asked to perform a general system analysis or review to make sure you are getting the most out of software systems.

• Ongoing telephone assistance as required

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