Implementing pc/MRP Accounting
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14.2.1 Implementing pc/MRP Accounting
Implementing pc/MRP
accounting requires users to perform several tasks. These tasks must be
performed in sequence as described below. If users need any clarification
please contact Software Arts.
14.2.2 Configuring pc/MRP
Accounting
Accounting must
configure pc/MRP's accounting functions and chart of accounts following the
steps outlined below:
1. Use pc/MRP's
Configuration Menu to set the following options (recommended settings are
bold):
- Select option 8, to turn
auto accounting on or off, see manual, section 15.1.8
- Select option 10, to run
periodic or perpetual accounting inventory methods,
see manual, section 15.1.10
- Select option 14, to
allow or not allow editing or accounting transactions,
see manual, section 15.1.14
- Select option 16, to set
password protection of accounting on or off, see manual, section
15.1.16. Software Arts recommends purchasing pc/MRP's optional Advanced
Password Module to protect accounting.
2. Use pc/MRP's
chart of accounts module as is or modify it to match your own so that you
have a base chart of accounts that is satisfactory for your company, see
manual, section 14.6.1
3. Use pc/MRP's
configuration menu, option 9 to edit the chart of accounts template to match
your modified chart of accounts numbers, see manual, section 15.1.9. If you
do not plan to establish chart of accounts for sub divisions and departments,
skip item 4.
4. If you want to
establish chart of accounts for sub divisions and departments, use pc/MRP's
configuration menu to do the following:
- Select option 11, to
turn multi division on, see manual, section 15.1.11
- Select option 12, to
turn set multi-div to key on product code or division, see manual,
section 15.1.12
- Select option 9, to
"Add" a new template set for a division or department. This
will also automatically enter the new division chart of account numbers
into the chart of accounts data base file, see manual, section 15.1.9
5.
Set options 35, 45, and, 59 in the settings and utilities configuration menu
to use standard or averaged costs.
6. Set option 17 in the settings and utilities configuration menu to use the
vendor price list, V.
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14.2.3 Entering Starting Balances
into pc/MRP's Accounting Module
After the Chart of
Accts has been established, the acct balances must be transferred in by
entering accounting transactions and not by inserting the dollar amounts
directly into the Chart of Accts To enter the starting balances, select:
Accounting, GL Transactions, New and then select an "A" type
transaction. Debit, debit accounts and credit, credit accounts as per following
guidelines.
If no previous
accounting program has been used:
- Debit all assets such as
cash, checking, accounts receivable, equipment, prepaid expenses, etc. by
entering A type accounting transactions.
- Credit all liabilities
such as taxes payable, accts payable, notes payable, etc. by entering A
type accounting transactions.
- If Debits > Credits,
credit the difference to Starting Capital
- If Credits > Debits,
debit the difference to Starting Capital
If you are switching
from another accounting system, you must transfer over the ending balances from
the last good close by entering A type transactions with the same date as the
last good close. The accounts you would transfer over would be as follows:
- If Mid Period:
- Transfer all accounts
from the trial balance.
- If Start of Period::
- Transfer all liability,
asset, equity accounts from the trial balance.
- If you want year-to-date
expense and revenue figures on your financial statements, you must also
transfer all expense and revenue accounts from the trial balance.
- If Start of Year:
- Transfer all liability,
asset, and equity accounts from the trial balance. Remember to make an
entry with the new years date transferring the year-to-date earnings
into starting capital or undistributed retained earnings
At this point you
can close the month to see if the debit and credit totals are equal and match
the totals from the last good close of the prior accounting program.
14.2.4 Entering AP
(Open Receivers) and AR (Open Invoices) Detail Into pc/MRP
If you wish to enter
detail aging information for accounts receivable (open unpaid invoices):
- Make sure auto-accounting
has been turned off in the configuration menu, so that you do not double
up on debiting accounts receivable
- Temporarily set the
inventory adjustment method (option 4 in the settings and utilities) to
"S." This will allow you to enter receivers without adjusting
inventory. While you are making these entries do not allow other people
to use the other modules in pc/MRP. When you are finished making the
detail entries return to option 4 and change the method back to the
original setting, "A."
- Use the Sales Module to
enter each open unpaid invoice as an "On Account and Carry Sales
Order". Make sure the invoice date is the date you originally
invoiced the customer, as this will keep your aging reports correct.
- Once you have entered all
open invoices, run an invoice (not sales order) report for all open
invoices (Select Invoices, Reports, All Invoices, All Open Invoices). The
total should match the $ amount entered as the accounts receivable amount
when you entered your original starting balances.
- Once the accounts
receivable numbers agree, enter all open (not invoiced) sales orders
using the "Order Entry" Option when entering sales orders.
If
you wish to enter detail aging information for accounts payable (open unpaid
receivers):
Method 1, enter POs
and Receivers
- Make sure auto-accounting
has been turned off in the configuration menu, so that you do not double
up on crediting accounts payable.
- Use the PO Module to enter
each open unpaid PO. Make sure the PO date is the date you
originally placed the order.
- Use the Receiver Module to
enter each open unpaid Receiver. Make sure the Receiver date is the date
you received the order, as this will keep your aging reports correct.
- Once you have entered all
open receivers, run a receiver report for all open receivers (Select
Receivers, Reports, All Receivers, All Open Receivers). The total should
match the $ amount entered as the accounts payable amount when you
entered your original starting balances.
- Once the accounts payable
numbers agree, enter all open (not received) purchase orders using
pc/MRP's purchase order module
Method 2, Enter
accounts payable vouchers without part number detail
- Use pc/MRP's Accounts
Payable Module to enter accounts payable vouchers. For each invoice enter
an accounts payable voucher. Enter or scroll for the vendors address id
code number. If you do not want to record part numbers, select None for
part number, 1 for quantity received and the total amount of the invoice.
Make sure the date received is the date you received the item(s).
- Since this method would
automatically make entries into the general ledger, debiting purchases
and crediting accts payable, you may have to edit the original trial
balance entry to $0.00 for accounts payable. Reclose the current month
and make sure your accounts payable account dollar amount is correct.
- When you pay off any of
these vouchers, you would enter a general ledger transaction as an E type
transaction, answer Y, there is an existing receiver/accounts payable
voucher number. Enter the voucher number and allow the program to debit
accounts payable and credit checking. pc/MRP will then ask if you wish to
print a check, answer Y if you wish pc/MRP to do so.
14.2.5 Automatically Closing all Open
Receivers over 60 days old.
Automatically
Closing all Open Receivers over 60 days old. If you have been entering
receivers into pc/MRP but not using accounting transactions to close the
receivers, your accounts payable detail reports would show a large amount of
dollars owed. You can close a large quantity in a batch mode by doing the
following:
- Select Configuration on
the top menu bar
- Select About pc/MRP
- Hold down the Control key
and hit the L key six times (a command window will pop up)
- Enter the following
commands in the control window
- Enter USE RECEIVE into the
command line
- Click on the OK key
- Enter the following
command
- REPLACE ALL COMPLETE WITH
"Y" FOR CTOD(DATERECD) < DATE() - 60
- Click on the OK key
- Enter BROWSE into the
command line
- Now put a "Y" in
the complete field for all remaining receivers that have been paid
- When you have finished
closing the receivers that have been paid
- press the ESCAPE key
- Enter USE into the command
line
- Click on the Cancel button
Go to the Receiving Report module and print out a receiving report for all open
receivers only. The total amount due for open receivers should match the
Accounts Payable Chart of Accounts total amount due.
14.2.6 Automatically Closing all Open
Invoices over 60 days old.
If
you have been entering receivers into pc/MRP but not using accounting
transactions to close the invoices you can do so in a batch mode by doing the
following:
- Select Configuration on
the top menu bar
- Select About pc/MRP
- Hold down the Control key
and hit the L key six times (a command window will pop up)
- Enter the following
commands in the control window
- Enter USE INVOICE into the
command line
- Click on the OK key
- Enter the following
command
- REPLACE ALL COMPLETE WITH
"Y" FOR CTOD(DATESHIP) < DATE() - 60
- Click on the OK key
- Enter BROWSE into the
command line
- Now put a "Y" in
the complete field for all remaining invoices that have been paid
- When you have finished
closing the invoices that have been paid press the ESCAPE key
- Enter USE into the command
line
- Click on the Cancel button
Go to the Invoice Report module and print out a receiving report for all open
invoices only. The total amount due for open invoices should match the Accounts
Receivable Chart of Accounts total amount due.
14.2.7 Post the Month with
Financials.
Before going live make sure
you have a good close. To learn how to close the month and Post the month with
financials refer to section 14.6.1. Also make sure when you close the month
with your beginning balances to save the close on a floppy. (pc/MRP will
automatically ask you to do this. Simply enter a floppy and press COPY)
This may require that you close the month, confirm that the close is good, then
re-close the same month, but this time make the backup floppy. This will create
a backup of your beginning balances. Do not ever use this disk again without
consulting Software Arts first.