Overview
Accounts processing is the entire financial management process of the fundamental, "accounts processing system" module is also the core part of the whole set of CUHK Silver Express SE. It can run independently or in conjunction with other management systems of CUHK.
The core position of this system in the whole set of software, its relationship with other systems can be roughly divided into two categories:
On the one hand, it provides interfaces for the procurement management system, inventory management system, sales management system, fixed asset management system, payroll management system, costing system, and fund management system to receive the temporary vouchers generated by them. This function is realized through the "inter-system transfer" sub-module of the system, details of which can be found in "Chapter 8 Inter-system Transfer".
On the other hand, it provides financial data for the report processing system, consolidated report system, leadership query system, financial analysis system and decision support system, so as to generate corresponding financial statements and financial analysis tables for relevant personnel to query and analyze.
Because of the many accounting operations involved in the processing of accounts, the software is divided into the following sub-modules for ease of use:
Initial Setup
Daily Accounts
Departmental Accounting
Current Accounts Management
Project Accounting
Cashier & Reconciliation
Inter-system Transfers
Transfer between Systems
System management
Initial setup
In these sub-modules, the initial setup is the first thing that needs to be completed, if the initial work is not completed, the software will prevent the user from other sub-module operations (except for 〖Cashier and Reconciliation〗 and 〖System management〗). Initial setup is also a very important part, the setting of this part will directly affect the subsequent operation process and the realization of the normal processing function of the system. Initial setup contains the following parts of the work:
1, the establishment of the accounting system.
(1) Account Code Width Setting
In setting up a specific section, it is necessary to first determine the number of account code levels and width. Users are advised to give full consideration to the scalability of the number of levels and width of the subject code.
(2) subject structure
In manual accounting, we are often the current unit, department, individual, the project is set up as a corresponding level of accounts for the management of line items, and in the electronic books, the requirements of each line item must have a corresponding account code, and must comply with the strict rules of the management of accounting accounts, so that in the current unit, department, Individuals and projects in many cases will produce a lot of line items, resulting in management difficulties and accounting entries are not concise. For this reason, the software in the manual accounting accounts on the basis of the structure of the adjustment, the software to deal with this problem: to change to auxiliary accounting for management, that is, the higher-level accounts of the current unit, department, individual, project is set up as an auxiliary account, so that the current unit, department, individual, project will no longer be a detailed account, but in the voucher input when it comes to the auxiliary accounts, just enter the additional business accounts, and then the account of the transaction. Just enter additional information about the business unit, department, individual or project.
A comparison of the structure of the accounts in manual bookkeeping and the structure of the accounts after using the system is as follows:
Manual bookkeeping accounts
Accounts after using the system
Account code
Account name
Account code
Account name
Account feature
521
Administrative Expenses
Administrative Expenses - Office Expenses
Administrative Expenses - Office Expenses - Department 1
Administrative Expenses - Office Expenses - Department 2
......
521
Administrative Expenses
Departmental Accounting
119
Other Receivables
Other Receivables-Small Chapter
Other Receivables-Small Wang
......
119
Other Receivables
Personal Transactions
169
Construction in progress
Construction in progress - project materials
Construction in progress - project materials - project 1
Construction in progress - project materials - project 2
......
169
Construction in progress
Project accounting
The contents of the table are to illustrate the differences in the structure of accounting accounts before and after the adoption of computerized management, so the characteristics of the accounts set up more special, in practice, the characteristics of the accounts may be more complex, such as project accounting + departmental accounting, unit transactions + departmental accounting, and so on.
2, the type of voucher set up.
Bookkeeping vouchers, according to its reflection of the different contents of the economic business, can be divided into receipt vouchers, payment vouchers and transfer vouchers; receipt vouchers and payment vouchers can be divided into cash vouchers, cash vouchers, cash payment vouchers, bank deposit income vouchers, bank deposit vouchers; some enterprises are not divided into the receipt of money, payment and transfer of funds to the business, are using a voucher, you can see that the vouchers have a variety of classified! In this system, we provide five types of vouchers (one of which is 'customized voucher type'), which should be selected by the user according to the actual situation of the enterprise.
3, department, foreign currency and exchange rate settings
When your company has foreign currency business, then you should also foreign currency and exchange rate settings. Since the foreign currency exchange rate is fluctuating almost every day, so after the initialization is completed, the system also allows you to adjust the exchange rate, of course, you can also be adjusted in the 〖Daily Accounts〗"Auxiliary Management"
If there is a departmental accounting, you should also set up the corresponding departmental details.
4. Project Accounting Settings
If the user's organization needs to carry out project accounting for some special business, then please determine the accounting method of the project and the year-end treatment of the terminated project here.
5, set the current unit, personal information
The current unit, personal information set here, in the subsequent operation will often be called, the most typical, such as in the input vouchers, when it comes to the current unit, the personal auxiliary accounting accounts.
6, customize the number of decimal places of various data
Users are free to define the quantity, unit price, foreign currency and local currency data precision.
7, enter the opening balance
In order to ensure the continuity and completeness of the book of data, you must also enter the beginning of the balance of each detailed account, the beginning of the year to the date of the book of the cumulative incidence of debits and credits during the period. If there are auxiliary accounting, should also organize the entry of the opening balance of each auxiliary items, such as unit current account, personal current account and departmental current account balance initial.
In fact, the initial setup is the process of convergence between manual and computerized accounts. Whether the initial setup work can be done thoroughly and accurately will greatly affect the normal account processing work in the future.
Daily Accounts
After the initial work is completed, several other sub-modules can be used, in other modules 〖Daily Accounts〗 is the core of which most of the daily accounts processing are completed here.
1, the basic settings
This provides a powerful voucher entry, voucher processing, voucher interface design, voucher printing format, page processing settings, and can be customized voucher printing format, customize the format of the booklet.
2. Voucher Processing
(1) Ensure the accuracy and completeness of vouchers through strict control.
(2) Quick voucher, summary, subject, department and other help information can be called at any time, greatly accelerating the speed of voucher entry.
(3) For mechanical and complicated operations such as carrying forward administrative expenses and carrying forward the cost of goods sold, you can set up the automatic transfer voucher function to automatically generate transfer vouchers by the system and automatically append them to the unrecorded vouchers, which greatly reduces the workload of financial personnel.
(4) Auto Transfer Voucher can be defined for the original documents, and the transfer voucher can be generated quickly by executing this function, and the transfer voucher generated here will be automatically appended to the unrecorded vouchers.
(5) You can perform the original documents? Voucher? The function can be extended to the audit trail of the report, so that the original documents? Voucher? Ledger? General Ledger? statement of the two-way cross-checking.
(6) Provide cashier signature process to strengthen the management of the cashier's account.
(7) The system control of operator privileges can be subdivided into accounts; and control of voucher entry and audit can not be the same person.
(8) Each operation of deleting vouchers is recorded to strengthen the tracking and management of business operations.
(9) can carry out multiple bookkeeping operations so that the query of the various types of business accounts table data can always be in the latest state.
3, books query printing
(1) the system provides a variety of practical standard books, such as ledgers, journals, daily statements, general ledger, account balance sheet, the number of accounts receipts and disbursements of the balance sheet, foreign currency account balance sheet, chart of accounts, the table of accounts, the table of the current account and other analysis of the table.
(2) Customizable multi-column accounts, capable of achieving a variety of output methods to meet different levels of inquiry and management needs.
(3) In the query window of various books, the "customization" function is added so that users can adjust the column width of the chart of accounts and save the modified results.
(4) In the process of inquiring each ledger, ledger and balance sheet, the latest data including unrecorded vouchers can be inquired.
(5) In the process of inquiring the journals and daily statements, the latest data including the original documents can be inquired.
(6) In the balance sheet can be linked to the corresponding ledger, vouchers.
(7) In the account balance table to provide with other systems (including purchasing, inventory, sales, payroll, fixed assets) part of the data to reconcile the function.
(8) The system has precise control over the operator's authority to query and print each chart of accounts to the account.
(9) to provide flexible printing functions: continuous printing, can control the full-page printing, optional page printing, you can set up the print page and so on.
4, auxiliary management
Provide some of the initial setup has been completed in the actual work but really need to change the content, such as foreign currency exchange rate changes, accounting changes. In addition, "auxiliary management" also includes sub-menu "Summary Library Maintenance", "Settlement Settings", "Budget Management In addition, the submenu "Summary Library Maintenance", "Settlement Method Setting", "Budget Management", "Reconciliation between Accounts" and "Full Page Print Maintenance" are also included in "Supporting Management". The following is a special emphasis on the "budget management" function.
(1) The budget management of the system is based on the budget of the account, and the budget report reflects the difference between the planned number and the actual number.
(2) The system provides budget management for subjects, departments and programs.
(3) The system provides a variety of query methods for budget data and actual data.
(4) The system provides a variety of budget models to meet different levels of budget management.
(5) The system provides a variety of entry methods for budget data.
5. Centralized Management
This is a unique feature of the Accounting Management Center Software - Accounts Processing System, which provides the functions of setting up a centralized management unit and the functions of multi-account query.
Departmental Accounting
"Departmental Accounting" sub-module is actually separated from the daily accounts, and its content is mainly based on inquiries and statistics, but of course, it also has its own unique processing work. The sub-module is mainly to reflect the accounting unit in the cost of each department of the incidence of income and expenditure, in order to compare the income and expenditure of each department in a timely manner for departmental assessment, and ultimately to achieve effective control of departmental expenses for the purpose of the cost of expenditure. The use of departmental auxiliary accounting in this system, the main functions can be achieved as follows:
(1) can automatically complete the departmental income and expenditure summary analysis: as long as the relevant expenditure accounts set departmental auxiliary accounting, then the software will be based on the need for basic accounting books in the relevant data processing, sorting out, and easily come up with departmental income and expenditure summary table.
(2) Various forms of checking account can be opened automatically: this means that the departmental income and expenditure account has a variety of ways to query, for example, it can be opened by the departmental page to check the incidence of a department under each expense account, and it can also be opened by the departmental page to check the incidence of each department under each expense account, which is very flexible and convenient.
(3) You can check each department's budget at any time: By setting up each department's expense budget in advance, you can check each department and the implementation of each budget at any time.
(4) can effectively control the departmental budget: the preparation of orders to be able to carry out dynamic control of expenditure when there is expenditure, in the preparation of orders, the software automatically control, exceed the budget will have a warning, really to do in advance control.
Current account management
Application of the new CUHK financial software, "Accounts Processing System" of the management of current accounts can be realized:
(1) can be automatically completed between the unit and the other units of the business revenue and expenditure summary analysis: as long as the user in the entry of the economic operations at the same time, enter the current unit, personal information. Units, individuals, the relevant information, then the software will be based on the need for basic accounting books of the relevant data processing, organizing, and easily derived from the unit and the various transactions between the units, individuals, business income and expenditure.
(2) diversified statistical inquiries: this means that the statistical inquiries on the current account has a variety of ways, for example, can be opened according to the current unit of the account page, query a current unit, individuals in the various current accounts under the occurrence of the account, but also can be opened according to the subject account page, query the current unit, individuals in the occurrence of a current account, very flexible and convenient.
(3) can always understand the current account back to the situation and the analysis of the current account: the system provides a "current account analysis" function can be statistically the average collection period of the accounts receivable of the current unit, which will help users to make the different customers with different collection policies to reduce the total amount of accounts receivable funds occupied to improve the efficiency of the use of funds, to avoid or to avoid the use of funds, to avoid the use of funds. This will help users to adopt different collection policies for different customers, so as to reduce the total amount of funds utilized for accounts receivable, improve the efficiency of funds utilization, and avoid or minimize the occurrence of bad debts.
Project accounting
Project management is mainly used to account for the management of enterprises, units of certain specialized projects, income and expenditure status. In the traditional manual accounting, project accounting is generally opened by the project pages, and in the pages of the cost or income accounts set up columns for detailed accounting, the so-called multi-column account. This is time-consuming and ineffective for recording, summarizing statistics in the vertical and horizontal directions, and inquiring about assessments.
Application of the new CUHK financial software, "Accounts Processing System" project management can be achieved:
(1) rationalization of account settings: in the setting up of the accounts, greatly simplify the structure of the accounts, while the content of the books of accounts has become more reasonable.
(2) Concretization of auxiliary applications: In addition to joint use with departmental management functions, it can also be used in conjunction with the unit's current account management functions, making it possible to assess the income and expenditure incurred around specialized business objects.
(3) diversification of statistical inquiries: statistical inquiries can be made from multiple directions. For example, you can query the various costs of a scientific research project and the cumulative expenditure, you can query all the subjects or specified subjects under a certain cost items occurring. Or query or statistic by the person in charge of the subject, the time of the project, whether the subject is completed or not. You can also summarize the statistics by the department in which the subject is located.
Cashier and Reconciliation
Cashier and Reconciliation includes bank reconciliation and cashier management.
(1) Bank Reconciliation is a relatively independent module of accounting operations, it has its own "initialization" menu, of course, in many places still and "daily accounts" has a close connection, there are some data such as book balances, outstanding bank accounts, etc., are from the "daily accounts", the "daily accounts", the "daily accounts", the "daily accounts", the "daily accounts", the "daily accounts" and "daily accounts". etc., are collected directly from the "daily accounts" processing data.
(2) Cashier Management provides an integrated office environment for cashiers, where cashiers can register cashier's cash account and cashier's bank account one by one, and issue the latest cashier's daily statement and cashier's monthly statement at any time in order to strengthen the management of cash and bank deposits. At the same time, users can also set up deposit and loan accounts and their interest by subject and department, and can summarize the accumulation of deposit and loan accounts in any time range to generate the corresponding account accumulation interest table, interest summary table, and can print interest notification form.
Inter-system transfer
Inter-system transfer is a data processing bridge between this system and other systems and third-party software vendors, which provides powerful data transmission and reception functions.
(1) Receive temporary vouchers transferred from other systems of NCCU, for example, the temporary vouchers generated by the payroll accounting module and the fixed asset module every month are transferred here and formal vouchers are generated.
(2) Receive vouchers from external customized data sources, providing an open interface for data transfer from third-party vendors.
(3) Transmit and receive credentials from other accounts (remote reception from other servers is also supported).
System management
Application system management sub-module can be realized:
(1) in the "rights management" in the financial supervisor can be assigned to the general operator rights, and can control the scope of rights to the specific subjects, this part of the work should be completed before the "initial setup". This part should be completed before the "Initial Setup".
(2) "fiscal year management" to provide "switch to another year", "generate the next year's books" and control the "current The function of "Whether to audit this year" is provided in "Accounting year management", so that users can process the accounts of the next year without closing the accounts of the previous year.
(3) When you need to perform operations such as data security maintenance, "adjusting the beginning balance of an account", "generating audit data", etc., you can do so through the "Data Security Maintenance" function. function.
(4) "Other Controls" provides "Monthly Control Mode Settings", "Year-end Account Balance Control", "Basic Data Transfer, Transfer Out", and "Monthly Control Mode Settings". transfer in, transfer out" functions.
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