Chapter 14 - Point of Sale BillingTable of ContentsChapter 16 - Work in Progress


FINANCIAL MANAGER

Welcome to the V/BOSS Finance Manager! This exciting V/BOSS module will provide you with a wealth of information about your practice and its Profitability. However, this information will only be meaningful if you set things up correctly from the beginning. This will require a great deal of thought and planning on your part. At least a rudimentary understanding of accounting, accounting terms and specifically, Cost Centers and Accrual accounting are required. If you do not feel confident in this area, please work closely with your accountant to set up the required information for the Finance Manager.

The first part of this chapter is informational. You will find definitions of some common accounting terms and a brief explanation of how the Finance Manager operates within these terms. There will also be some questions that you should answer before getting started. And finally, there is a summary of what you need to do to get started, how to maintain the Finance Manager and how to generate the desired reports. The remainder of the chapter will guide you through the actual set up, maintenance and reporting of the Finance Manager.

PLEASE, do not try to set up and run the Finance Manager without reading 
this entire chapter. You will not get meaningful results if you do not 
set things up properly at the outset. Making corrections and changes 
later may skew subsequent results.
        A. Definitions
        B. How the Finance Manager Works
        C. General Set Up Questions
        D. Set Up Summary
        E. Getting Started
        F. Accounts Payable
                1. Entering Vouchers
                2. Recurring Entries
                3. Scheduling Payments/Generating Checks
                4. Bank Transactions/Checkbook
                5. Templates
                6. Reports
        G. General Ledger
                1. Post V/BOSS Transactions
                2. Post A/P Transactions
                3. Manual Entries
                4. Recurring Entries
                5. Closing the Period/Rolling into Next Period 
        H. Reports
        I. Year End 

A. Definitions

Account - The form used to record additions and deductions for each individual asset, liability, capital, income and expense.
Accounting - The process of identifying, measuring and communicating financial information to permit informed judgment and decisions by the users of the information.
Accounting period - A grouping of transactions that occurred during a period of time. For the purposes of the V/BOSS Finance Manager, this period will be one month.
Accounts Payable - A liability created by a purchase made on credit.
Accounts Payable Ledger - A subsidiary ledger containing the individual accounts with creditors showing amounts owed to the creditors.
Accounts Receivable - A claim against a Client for a sale made on credit.
Accounts Receivable Ledger - A subsidiary ledger containing the individual accounts with Clients showing amounts owed to the business by the Clients.
Accrual Accounting - The reporting of all revenues earned in the period, all expenses consumed in the period, all assets purchased in the period, and all liabilities incurred in the period, regardless of when collected or when paid. Contrasted with Cost Basis Accounting.
Adjusting Entry - Entry required at the end of an accounting period to record an internal transaction or to correct a coding error.
Asset - Anything of value that is owned or owed to the business. Examples: cash, accounts receivable, inventory, equipment, land, buildings.
Balance Sheet Equation - Assets = Liabilities + Capital
Capital (Owners' Equity) - Monies invested in the business by the owners, plus profits (minus losses) accumulated over the years, not withdrawn by the owners.
Cash Basis Accounting - The reporting of all income and expenses during the period for which cash is received or paid. Contrasted with Accrual Accounting.
Category - A grouping of Procedures that fall in the same Cost Center.
Chart of Accounts - A listing of all accounts used in a business enterprise.
Class Code - A grouping of Inventory Items that fall in the same Cost Center.
Cost center - The grouping of related income and expense to determine the profitability of the groups or areas of the practice.
Credit - A credit is a record of where items of value in a business are "coming from". In other words, the source of an item. Also, the right side of a "T" account.
Debit - A debit is a record of where items of value in a business are "going to". In other words, the use of the items. Also, the left side of a "T" account.
Expense - Amount of assets consumed or services used on the process of earning income.
Financial Statement - Summarizes account balances in a form that provides important business information. The Financial Statement consists of a Balance Sheet and Income Statement. The Balance Sheet shows accounts grouped together as assets, liabilities, and equities. This relationship between these groups defines the net worth of the business (Owner's Equity). The Income Statement (Profit & Loss Statement) groups together the revenues and expenses for the accounting period to determine the profit or loss of the operation.
Fiscal Year - The annual accounting period adopted by the business. We recommend that the Fiscal Year be the same as the Calendar Year (Jan-Dec).
Income (revenue) - Amount charged to Clients for goods or services rendered.
Liability - Any legal claim against the business held by anyone; any debt of the business. Examples: accounts payable, payroll, mortgages, other loans.
Trial Balance - A summary listing of the balances and titles of accounts.
Vendor - A supplier of goods or services.
Voucher Number - A transaction number assigned by V/BOSS for each item entered into the system.

B. How the Finance Manager works

When you generate a receipt for a Client you will use Procedures Codes to record the items for which you charge a fee. Each Procedure Code will be associated with a Category. The Category will "point to" an income account in the Finance Manager. In addition, any Procedure that is in Inventory, will deplete that item from Inventory. Inventory items are associated with Class Codes which "point to" expense and asset accounts.

You will set up these categories, class codes and accounts. At the end of each month you will post the transactions that have occurred into the General Ledger. The associated account balances will be automatically updated according to the parameters you have established. You will use Accounts Payable to record vouchers, make payments to your Vendors and record other payables transactions. You will also post these transactions to the General Ledger each month to update the accounts associated with these transactions. Once the transactions have been posted you will be able to print reports which will show profitability centers of your practice.

C. General Set UP Questions:

Please answer the following questions:

1. Do you want to use the Finance Manager? ________

If no, add the abbreviation .Fmgr with text [N]. See ABBREVIATIONS.

If yes, proceed to question 2.

2. Are you going to use Cost Centers? ________

If no, proceed to question 3.

If yes, list the Cost Centers you want to use.

3. How many digits will you use in your account numbers? (7 minimum if using Cost Centers). _______

4. Do you plan to use the Inventory Module? ________

5. What is your current Fiscal Year? 19

6. What is your current accounting period? Month ________ Year ________

7. In what month does your Fiscal/Calendar Year begin? ____________

8. You may schedule vouchers that are for under a specified amount for automatic payment. What do you want this specified amount to be?

$______________

9. What is your starting voucher number? _____________

D. Set Up Summary

The following is a list of the different things that will have to be entered or modified in V/Boss and in the Finance Manager before you go on-line.

  1. Run STARTGL program
  2. Cost Centers (if using)
  3. Chart of Accounts
  4. Finance Manager Master Record
  5. V/BOSS Required Accounts
  6. Procedure Categories
  7. Add abbreviation Inld
  8. Inventory Class Codes
  9. Procedure Codes and prices
  10. Vendors
  11. Inventory Items and Depletion Matrix
  12. Accounts Payable balances load (outstanding vouchers)
  13. Accounts Receivable balances load

E. Getting Started - Initial Set Up

1. STARTGL: With this program you set certain Finance Manager parameters. From the Main menu select [U] Utilities, arrow right once and select Run Utility program. For the program name, enter [STARTGL]. Enter [Y] to proceed. You will be prompted to enter:

Screen #1

For the Current Accounting Period Month, you should enter the month that you anticipate going on-line. This will be the starting month for your General Ledger. You may not set this month more than 2 months from the current month. You may rerun this program if it becomes necessary to change your starting month (as long as you have not started entering transactions).

2. Cost Centers If you will be using Cost Centers, you should enter/modify them first because your Chart of Accounts will be based on the Cost Centers. To access the Cost Centers, from the Finance Manager select [2] General Ledger then Cost Centers. You may List the Cost Centers on the screen, you may Print the list or you may View each individual Cost Center on the screen.

To add a Cost Center, select Set up from the Cost Center menu. Enter the 2-digit Cost Center number and the description.

To modify the description of a Cost Center, select View from the Cost Center menu. You may use the left or right arrow keys to scroll to the desired Cost Center. When the correct one is displayed, press <F3> to Modify name.

To delete a Cost Center, select View from the Cost Center menu. You may use the left or right arrow keys to scroll to the desired Cost Center. When the correct one is displayed, press <F6> to Delete. Be sure that you want to delete the Cost Center and be sure to also delete or renumber any account that may be assigned to this Cost Center. If you are sure, enter [Y) when prompted.

The Cost Centers provided with V/BOSS are:

01 Exams/Vaccinations
02 Surgery
03 Hospitalization/Boarding
04 Laboratory
OS Pharmacy
06 Treatment
07 X-ray
08 Diets
09 Merchandise/Miscellaneous

3. Chart of Accounts: You should print the Chart of Accounts that has been supplied with V/BOSS so that you can make any desired changes. From the Main Menu, select [F] Finance Manager, [2] General Ledger, then Print Chart of Accounts. Select [B] for Billing Printer or [P] for System Printer. A report similar to that on the following page will print. If the account numbers do not have the number of digits that you desire, please see the next section (Master Record) to change the number of digits. There are 10 accounts that are Required by the Finance Manager. They are:

Accounts Receivable

Cash Account

Discounts

Sales Tax

Interest

Credits

Bad Debts

Returned Checks

Payments on Returned Checks

Inventory Adjustment Expense

If you change the account numbers for these accounts, please be sure to see Section 5, Required Accounts.

The Chart of Accounts is the foundation of your General Ledger and for all meaningful Finance Manager Reports. It is extremely important that you carefully consider this Chart. You should think about the account numbers and how they relate to your Cost Centers. Also decide whether the accounts and Cost Centers that have been established reflect the information that you want to track and the way you do business. Changes to the Chart of Accounts should be made BEFORE you go on-line, not after. In a seven digit account number, the first number generally denotes the company. The next two numbers denote the Cost Center and the last four, the type of account. The general rule of thumb for the last four digits is as follows:

1000's = Asset accounts

2000's = Liability accounts

2900 = Retained Earnings account

3000's to 4000's = Income accounts

5000's and above = Expense accounts

Type Account Name Cate/CiCodS
Asset 1001000 V/BOSS CASH ACCOUNT [2]
Asset 1001005 V/BOSS ACCOUNTS RECEIVABLE [1]
Asset 1001010 V/BOSS RETURNED CHECKS [8]
Asset 1001015 V/BOSS PYNTS ON BET-CHECKS [9]
Asset 1001100 VACCINATIONS IN STOCK [V]
Asset 1001200 ANESTHESIA IN STOCK [A]
Asset 1001205 SURGICAL SUPPLIES IN STOCK [S]
Asset 1001210 CONTROLLED SUBSTANCES IN STOCK [CS]
Asset 1001300 LAB TESTS IN STOCK [L]
Asset 1001400 DISPENSING ITENS IN STOCK [D]
Asset 1001405 INJECTABLES IN STOCK [I]
Asset 1001410 WONNING NEDS IN STOCK [W]
Asset 1001415 HEARTWORN PREVENTATIVES IN STOCK [d]
Asset 1001500 X-RAY SUPPLIES IN STOCK [X]
Asset 1001600 FOODS IN STOCK [F]
Asset 1001505 PRESCRIPTION FOODS IN STOCK [P]
Asset 1001700 NERCHANDISE IN STOCK [M]
Asset 1001705 FLEA PRODUCTS IN STOCK [f]
Asset 1001710 MISCELLANEOUS IN STOCK [O]
Liab 1002000 ACCOUNTS PAYABLE []
Liab 1002005 V/BOSS SALES TAX []
Capital 1002900 RETAINED EARNINGS []
Income 1013100 EXAMS [E]
Income 1013105 VACCINATIONS [V]
Income 1023200 ANESTHESIA [A]
Income 1023205 DENTAL PROCEDURES [t]
Income 1023210 SURGERY [S]
Income 1033300 BOARDING [B]
Income 1033305 HOSPITALIEATION [H]
Income 1033310 EMERGENCIES
[e]
Income 1043400 LAB WORK [L]
Income 1053500 DISPENSING [D]
Income 1053505 INJECTIONS [I]
Income 1053510 WORMING [w]
Income 1053515 HEARTWORM PREVENTATIVES ]d[
Income 1063600 GROOMING [G]
Income 1063505 PROFESSIONAL TREATMENT [T]
Income 1063510 NON-PROF TREATMENT [N]
Income 1073700 X-RAYS [X]
Income 1083800 FOODS [F]
Income 1083805 PRESCRIPTION FOODS [P]
Income 1093900 MERCHANDISE [M]
Income 1093905 FLEA PRODUCTS [f]
Income 1093910 MISCELLANEOUS INCOME [o]
Income 1093915 A/P DISCOUNTS [o]
Income 1093920 V/BOSS MONTHLY INTEREST/SC [5]
Income 1015000 VACCINATIONS EXPENSE [V]
Expense 1025100 ANESTHESIA EXPENSE [A]
Expense 1025105 SURGICAL SUPPLIES EXPENSE [S]
Expense 1025110 CONTROLLED SUBS EXPENSE [CS]
Expense 1045200 LAB WORK EXPENSE [L]
Expense 1055300 DISPENSING ITEMS EXPENSE [D]
Expense 1055305 INJECTIONS EXPENSE [I]
Expense 1055310 WORMING MEDS EXPENSE [W]
Expense 1055315 H/WORM PREVENTATIVES EXPENSE [d]
Expense 1075400 X-RAY SUPPLIES EXPENSE [X]
Expense 1085500 FOODS EXPENSE [F]
Expense 1085505 PRESCRIPTION FOODS EXPENSE [P]
Expense 1095600 MERCHANDISE EXPENSE [M]
Expense 1095605 FLEA PRODUCTS EXPENSE [f]
Expense 1095610 MISCELLANEOUS ITEMS EXPENSE [o]
Expense 1095700 V/BOSS DISCOUNTS [3]
Expense 1095705 V/BOSS CREDITS [6]
Expense 1095710 V/BOSS BAD DEBT WRITE-OFFS [7]
Expense 1095715 V/BOSS 1EV ADJMENT EXPENSE
[0]




To modify or delete an account, from the Finance Manager, select [2] General Ledger then View Accounts. The first account (numerically) will display. You may use the right or left arrow keys to scroll through the accounts or you may press <F4> to look up an account by either name or number. When the desired account displays, you may select any of the following; <F3> to modify, <F6> to delete, <F7> to renumber, or <F8> to view entries posted to this account.

Screen #2

To add an account, from the Finance Manager, select [2] General Ledger then Set up Accounts. You must enter a unique account number and description. You may use .Catx abbreviations for the General Ledger Account Description. Then enter the account type; [A] for Asset, [L] for Liability, [E] for Expense, [I] for Income or [C] for Capital.

4. Master Record: After you have established your Chart of Accounts, you should look at the Finance Manager Master Record and ensure that the correct accounts have been assigned as the Default accounts. The default accounts are for Accounts Payable, Accounts Payable Cash Account, Accounts Payable Discounts and General Ledger Retained Earnings account. The other fields that you may modify from here are the Account number size (number of digits), last voucher number, the Auto Payment Limit (amount to schedule for auto payment) and whether or not you are using Cost Centers. If you need to make a change, press <F3> to modify. After making your change, press <Enter> until you are prompted to enter [Y] to update. You will then be out of the program and will need to log in again. This updates the Master Record.

Screen #3

5. V/BOSS Required Accounts: The Required V/BOSS accounts are:

Accounts Receivable

Cash Account

Discounts

Sales Tax

Interest

Credits

Bad Debts

Returned Checks

Payments on Returned Checks

Inventory Expense

Please ensure that these accounts exist in your Chart of Accounts in your General Ledger. Then, from the Finance Manager select [5] V/BOSS Accounts then Setup/View under Required Accounts. Make sure that the correct accounts and numbers are listed for each Required Account. If necessary, you may press <FlO> to Clear all the accounts and reenter them. If only a few changes are needed, you may prefer to select <F3> to modify.

Screen #4

6. Procedure Categories: Once you have added your Chart of Accounts, you must enter the Income account that each Procedure category should update("point to"). From the Finance Manager, select [5] V/BOSS Accounts, arrow right once to Income Categories. Choose Add/Modify/Delete. You will see the screen below.

Screen #5

Enter the appropriate account number from your General Ledger Chart of Accounts that a Procedure category should update, if you do not know the account number, press <F4> for a look up window. Enter the corresponding category, such as [V] for Vaccinations.

Screen #6

You may use the arrow keys to highlight the correct account and press <Enter>. At the account Description, press <Enter> to accept it or type over it if desired. If all is correct, type [Y] when prompted "Everything correct?" Repeat this process for each of your Procedure Categories.

7. Add .Inld: You must also decide on an income category to use for the Accounts Receivable Initial Balance Load. After you have added the category (or decided which existing category to use), go to the Main V/BOSS menu. Select [4] File Maintenance, Abbreviations, Add. Enter [Inld] as the abbreviation, the type is [M]. You will be prompted to enter the Income category. A lookup window will display to allow you to highlight and <Enter> on the correct category. If the correct category was entered, type [OK] to update.

8. Inventory Class Codes: Just as you had to indicate which account each Procedure Category updates, you will need to indicate the Asset and Expense accounts in the General Ledger Chart of Accounts that are updated by each Inventory Class Code. You should have already entered the needed asset and expense accounts. From the Finance Manager, select [5] V/BOSS accounts, arrow right twice and select Add/Modify/Delete.

Screen #7

You must enter both the Asset and Expense account for each Class Code. At the Account Number field, you may press <F4> for lookup, then choose Asset or Expense to display a lookup window. You may then highlight the correct account and press <Enter>.

9. Procedure Codes and prices: See PROCEDURES. After adding all your Procedure Codes and prices, you should return to the Finance Manager, select [5] V/BOSS Accounts, arrow right once and select Exceptions. This will cause V/BOSS to look through all your Procedure Codes and make sure that all of the Categories you used have valid corresponding income accounts.

If invalid Categories are found, you may either add income accounts for each Category or you may use the Mass Update selection to change a Procedure's category to a valid category. To use the Mass Update, from the Finance Manager, select [5] V/BOSS Accounts, arrow right once to Income Categories and select Mass Update. Enter the first invalid category. A Procedure with that category will display. Enter the new category. The next Procedure Code will display. You may use the left or right arrow keys to scroll through the codes if necessary.

10. Vendors: Each Vendor from whom you order supplies must be entered before you enter or modify any Inventory items. A Vendor is required for each item. Only Vendors that are in the system will be accepted at this field. (If you converted from an earlier release of V/BOSS and are just now implementing the Finance Manager, your existing "Distributors" were converted into the Vendor file. A utility is provided to insert the default A/P and A/P Discount account numbers into these Vendor files, see "Vendor Load Default Accounts" on page 22.) To add a Vendor, from the Finance Manager select [1] Accounts Payable, arrow right twice and select Set up Vendors. You will see the screen below:

Screen #8

Vendor Number: Enter a unique number for the Vendor. Vendor Name: Enter the Vendor's name
Vendor Mailing Address: Enter the Vendor's mailing address (for payments). This address will print on checks and show through the window envelope.
Vendor Telephone Number: Enter the Vendor's telephone number.
Contacts: Enter the name(s) of up to 2 contact/sales people.
Reference Number: Enter your Customer/Account number with the Vendor.

Terms: Enter your account terms, e.g., Net 20, Net 30.

Due Days: Enter the number of days you have from billing to make your payment.

Discount Days: If the Vendor offers a discount for making payment within a number of days, enter the number of days.

Discount Percent: Enter the percentage amount of the discount, if applicable.

Status: If you ALWAYS receive the entered percentage discount, enter [A] here. If payment should be held, enter [H]. If you make no purchases from this Vendor, enter [N]. If none of these apply, press <Enter> to skip this field.

Last Purchase Date: Enter the date of your last purchase from this Vendor.

Year to Date Purchases: If you know the year-to-date amount that you have spent with this Vendor, you may enter it here. V/BOSS will track this for you starting with your on-line date.

Purchases Last Year: If you know how much you spent with this Vendor last year, you may enter it here. V/BOSS will track this for you starting with your on-line date.

Year to Date Discounts: If you know the year-to-date amount of discounts you received from this Vendor, you may enter it here. V/BOSS will track this for you starting with your on-line date.

Discounts Last Year: If you know the amount of discounts you received from this Vendor last year, you may enter it here. V/BOSS will track this for you starting with your on-line date.

Default Expense Account: If purchases and sales of items you receive from this Vendor should always be debited and credited to the same expense account, you may enter that account number. However, for most Vendors, you should probably enter the appropriate account at the time of purchase or sale.

Default Discount Account: Accept this account number by pressing <Enter>.

Default Accounts Payable Liability Account: Accept this account number by pressing <Enter>.

The selection View Vendors should be used when you need to modify Vendor information or to delete a vendor. You may also view your current account status and account history with each vendor from the View Vendor selection.

To print the list of vendors, select Hardcopy Print-out from the Vendors menu. To view the list of vendors on the screen, select List Vendors on Screen.

Vendor Load Default Accounts

This utility will insert the A/P and A/P Discount Account numbers into all existing Vendor files. Use this utility if you converted from a previous version of V/BOSS or if you change either the A/P or A/P Discount account numbers. You must have entered these two account numbers into the Finance Manager Master Record.

From the Accounts payable menu select "Load Default Vendor Acts." The A/P and A/P Discount accounts will be displayed. If correct, enter [Y] to Continue. If incorrect, type [N] and enter the correct numbers in the Master Record (4 from the Finance Manager menu).

11. Inventory Items/Depletion Matrix: See INVENTORY. After adding all of your Inventory Items, you should return to the Finance Manager, select [5] V/BOSS Accounts, arrow right twice and select Exceptions. This will cause V/BOSS to look through all your Inventory Items and make sure that all of the Class Codes you used have valid corresponding asset and expense accounts.

If invalid Class Codes are found, you may either add asset and expense accounts for each Class Code or you may use the Mass Update selection to change an Inventory Item's Class Code to a valid Class Code. To use the Mass Update, from the Finance Manager, select [5] V/BOSS Accounts, arrow right twice to Inventory Class Codes and select Mass Update. You may choose to update Individual Items or an entire Class Code group. Then enter the first invalid class code. An item with that class code will display. Enter the new class code. The next item will display. You may use the left or right arrow keys to scroll through the items if necessary

12. Enter Outstanding Vouchers: If you have completed the preceding eleven steps, you should be ready to enter your unpaid vouchers. After entering these vouchers you will be able to print checks from the Finance Manager when you are ready to pay them.

From the Finance Manager, select [1] Accounts Payable then Enter Voucher.

Enter the number (that you assigned) for the first Vendor. You may look up the Vendor number by pressing <Enter>.

Select Voucher type. Vouchers that you are entering to be paid, that you will generate a check for, are [R]egular. If you are entering an item that you have already paid (manual check), you would select [P]re-paid Item. If you are trying to remove a voucher that you entered incorrectly or more than once, select [C]ancellation to cancel the voucher. If you are trying to correct the disbursement of a previously entered voucher, you may select [D]ist Adjustment. When correcting the disbursement, you MUST first enter the original disbursement(s) with a [-] before the amount(s). This backs out the original disbursement, you may then proceed with the correct disbursement(s). It may be advisable in this situation to cancel the voucher and reenter it.

Enter the Invoice number that appears on the invoice. If there is no invoice number, you may enter one of your own. You will probably want to write the number you assign on the invoice itself.

Enter the date on the invoice. You may press <FlO> if the current date is correct.

Enter the date you want the voucher to be posted. You may press <FlO> if the current date is correct.

If discount information was entered for this Vendor, that information will be displayed. Enter TOTAL amount of the invoice (including sales tax and shipping charges).

Enter the sales tax, then any shipping charges.

If a discount applies, the amount due after the discount is displayed.

The invoice is assigned a Voucher number. Recheck your entries, if all is correct enter [Y].

Screen #9

You must now enter the account(s) that this voucher should be distributed to. If you have setup distribution templates you may use them at this point (see Templates, this chapter). Look up a template by pressing <F6>, or type in the name of the Template (all or first letter).

If you entered a purchase order(s) as you received items into inventory and this is a voucher that has a purchase order, press <F3> to display and choose a purchase order. The amount indicated at the time the P.O.S. was entered will be distributed to the account you chose at that time.

To manually distribute to an account or accounts, enter the first account number or press <F4> to look up an account number. You may use the up or down arrow keys to highlight the correct account and press <Enter>. Then enter the amount that should be distributed to this account. If you do not enter the full amount of the voucher, the remaining amount will be displayed at the bottom of the screen. Enter the next account and amount. When you have distributed the entire voucher, press <F2> for Done.

Screen #10

13. Enter Client Accounts Receivable balances: See ACCOUNTS RECEIVABLE for directions on loading each Client's Accounts Receivable Balance.

You should now be ready to go On-Line with V/BOSS and The Finance Manager. Don't forget to modify your system Configuration to begin Inventory Depletion (See CONFIGURATIONS).

F. ACCOUNTS PAYABLE

1. Entering Vouchers

See Section 12. above for help on entering vouchers.

To print a listing of the vouchers that have been entered, from the Finance Manager, select [1] Accounts Payable then Hardcopy Vouchers Entered. Enter [V] to print list in voucher order or [D] to print in vendor order. Enter the beginning date for the report, then the ending date. Type [B] to print to the Billing printer or [P] to print to the System printer.

You may VIEW your current account status or history with a vendor by choosing Vendor Acct/History from the Accounts Payable menu. Type [A] to view your current account status or [H] to view previous history. To print this information, select Print Vendor Account History from the Accounts Payable menu.

Screen #11

2. Recurring Entries

If a regular payment is made to a Vendor at the same time every month for the same amount (for example, a mortgage payment), you may enter a voucher for a Recurring Entry. From the Finance Manager, select [1] Accounts Payable then Recurring Entries then Set Up.

Screen #12

Enter Vendor: Enter the Vendor or press <Enter> to look up the Vendor. If you look up the Vendor you may highlight the correct Vendor and press <Enter>. If the correct Vendor name is then displayed, answer [Y] to "Is this the correct Vendor?"

Day of Month: Enter the day of the month that the voucher is due.

Amount: Enter the amount of the voucher.

Distribute to [A]ccount or [T]emplate: Enter [A] to distribute the voucher to an account or enter [T] if you have entered a distribution template (See Templates). If you selected [T], then enter the template name. If you entered [A] and account window will display. You may highlight the correct account and press <Enter>.

Activate [Y/N]: Enter [Y] to activate the entry now, or [N] to activate later. Only activated entries will be scheduled for payment.

You may then enter another recurring entry if needed. Once a Recurring entry has been set up, you may [L]ist, [M]odify, [D]elete or [S]chedule (for payment) any existing entry.

When you choose [S]chedule from the Recurring Entries menu, all activated entries will be scheduled for FULL payment.

3. Scheduling Payments/Generating checks

Before you may generate checks, you must schedule the items and amounts that you wish to pay. Recurring entries must be scheduled separately from the individual vouchers that you have entered.

To schedule the recurring entries, from the Finance Manager, select [1] Accounts Payable, Recurring Entries then Schedule. You will be prompted to "Schedule all activated entries for the [C]urrent or the [N]ext Month". Enter the desired choice. All activated entries will be scheduled for payment.

To schedule other vouchers for payment, from the Finance Manager, select [1] Accounts Payable, arrow right once to Payments and first select Age & Print Open Items. The open items will be aged and you will be prompted for [B]illing printer or system [P]rinter. Enter your choice and a listing of the open items will print.

Using this listing, decide which vouchers to schedule for payment. Select Schedule Payments from the Payments menu. You will see the menu below.

Screen #13

You have several scheduling options. You may schedule by the individual voucher, by the individual Vendor, schedule ALL vouchers to be paid in FULL, all vouchers over 30 or over 90 days old, schedule vouchers that will meet a discount deadline, vouchers up to a particular due date, or schedule all vouchers at and below the dollar value set in your Master Record. You may choose multiple selections if needed.

After scheduling the items you wish to pay, print the Pre-Check Printing Report. This report will show all items you have scheduled for payment and the total amount of cash which will be required to make the payments.

Screen #14

If you change your mind or have made an error in scheduling, you may either clear ALL scheduled payments or clear individual scheduled payments. To clear ALL scheduled payments, from the Finance Manager select [1] Accounts Payable, arrow right to Payments, select Scheduling Payments and CLEAR ALL Scheduled Payments. You will be prompted to type [READY] if you are sure. To clear an individual payment, follow the above steps except do not select Clear all, select By INDIVIDUAL VOUCHER. Enter the Vendor number or press <Enter> to look up and select the Vendor. Any scheduled vouchers will be listed. Highlight the one you want to clear and press <Enter>. The voucher detail will display along with the prompt, "Clear scheduled payment?". Type [Y] to clear the payment, or [N] to leave it scheduled.

When you have scheduled all the vouchers you wish to pay, you are ready to print the checks. Load the checks in the printer. From the Finance Manager select [1] Accounts Payable, arrow right to Payments and select Generate Checks. After loading the checks into your printer, type [READY]. The default Cash Account will display. If this is the correct account to write the checks from, type [Y]. If you wish to use a different Cash Account, type [N] and select the correct account. The next check number will display. If correct, type [Y]. If incorrect, type [N] and enter the correct number. Select [B] for Billing Printer or [P] for system Printer. If you need to properly align the checks type [Y] for Print check alignment until they are lined up. NOTE: If you chose System Printer, the alignment checks will not print until you answer [N], you may wish to press [Y] 2 or 3 times, then type [N]. When the checks are in proper alignment, type [N], and the checks will be printed.

4. Bank Transactions/Checkbook

There are four bank transactions which may be entered into the Finance Manager. They are Deposits, Service Fees, Interest Earned and Account Transfers. These transactions will appear on the Video Check Register.

To enter these transactions, from the Finance Manager select [3] Bank Transactions. Deposits: Select the Bank Account to which you are depositing money. Enter the amount of the deposit. Enter the deposit(posting) date. Enter any desired comments or press <Enter> to skip this field. Type [Y] to post the deposit. Service Fees: Select the Cash Account. Enter the amount of the fee. Enter the posting date of the fee. You may optionally enter a 25 character comment. Enter [Y] to post the transaction to the Check Register. Interest Earned: This is interest earned on a bank account. Select the Cash Account. Enter the interest amount and the posting date. Again, you may optionally enter a 25 character comment. Enter [Y] to post the transaction to the Check Register. Transfers: Enter the Cash Account from which the money was withdrawn (or transferred FROM) and then the Account it was deposited into (or transferred TO). Enter the amount of the transfer and the posting date. Again, you may optionally enter a 25 character comment. Enter [Y] to post the transaction to the Check Register.

When you print your checks, each one is posted in a Check Register. You may view or print a copy of this register at any time.

To view the Check Register, from the Accounts Payable menu, arrow right to Checkbook and select On-Line Check Register. Select the Cash Account you wish to view, and enter the starting date for the time period you wish to view. The register will display. If there is more than one page, <Enter> will continue to the next page, <F2> will page up. You may view check details by pressing <F4> and entering the check number.

To Void a check from the Check Register, press <F9> and enter the check number. The check will be displayed. If you wish to void it, type [Y] in response to "Is this check to be VOIDED??". If not, type [N]. You may also select Void Check from the Checkbook menu. Then select the Cash Account and enter the check number. The check will be displayed. If you wish to void it, type [Y] in response to "Is this check to be VOIDED??". If not, type [N].

To print the Check Register, from the Accounts Payable menu, arrow right to Checkbook and select Hardcopy Check Register. Or, from Bank Transactions, arrow right once and select Checks. Select the Cash Account then enter your choice of printing either by Date Range, Check number Range or by Vendor. Enter the starting point for whichever sort you chose. If you want to see voucher details for each check, type [Y] when prompted "Do you want to include voucher information?" Select the printer, Billing or System. Please note:

this report only prints the checks, other transactions are not printed.

Check Reconciliation: When you receive your bank statement, you may indicate which checks have cleared the account. From the Finance Manager select [1] Accounts Payable, arrow right to Checkbook and select Clear Checks. Enter the bank statement ending date and select the Cash Account. For each check that has cleared, enter the number, the check will be displayed, verify that it is the right one and type [Y]. After entering all the checks that have cleared, you may print a Reconciliation Report. Select Reconciliation Report from the Checkbook menu. Enter the Statement ending date and date of the last check for the report. Select the Cash Account. The report can be single-spaced, double-spaced or triple-spaced, enter your preference. Enter the desired printer.

Two more checkbook reports are available from [3] Bank Transactions, Deposits/Transfers/Interest and Service Charges/Drafts/withdrawels. For each report, from the Bank Transactions menu, arrow right once and choose the desired report. Select the bank account, enter a date range and select the printer. The appropriate transactions for the requested account and date range will print.

Account Balance Inquiry

You may find banking account balances for a given day. From the Finance Manager menu select [1] Accounts Payable, arrow right three times to Checkbook and select Account Balance Inquiry. Select the bank account for which you want a balance and enter the desired date.

5. Templates

When you enter Accounts Payable vouchers (or Recurring or Manual General Ledger entries), you are required to enter the distribution of the voucher over your various accounts/cost centers. If you have vouchers to vendors that should be distributed over the same accounts by the same percentage, you may enter a Template for that distribution. The Template will allow you to quickly enter routine distributions.

The following example appears below. We will enter a template to distribute the monthly phone bill over our Cost Centers. You should first ensure that you have set up a phone bill account for each Cost Center. In this example we have 9 accounts for each of the 9 Cost Centers:

1019018 Exams/Vaccs: Phone Bill
1029018 surgery: Phone Bill
1039018 Hosp/Board: Phone Bill
1049018 Lab: Phone Bill
1059018 Pharm: Phone Bill
1069018 Treatment: Phone Bill
1079018 Xray: Phone Bill
1089018 Diets: Phone Bill
1099018 Merch: Phone Bill

From the Finance Manager menu select [1] Accounts Payable then select Templates and Set up. Enter a Template name, such as [PHONE BILL). Beside [1] enter the first account number, you may press <Enter> to look up the account. Enter the percentage to be distributed to this account. A running total of the remainder will be shown at the bottom of the screen. When you have distributed 100%, press <FlO> to save the Template. If you need to clear the Template and re-enter it, press <F2>. From now on, any transaction that is distributed to this Template will be distributed to the indicated accounts by the percentages entered.

Screen #15

6. Reports The Accounts Payable reports are used to ensure that all debits and credits to your accounts are in balance. These accounts must be in balance before you can post the transactions to the General Ledger.

G. GENERAL LEDGER

Each month you will need to post all transactions to the General Ledger. Prior to doing this you should ensure that you have voided or adjusted any V/BOSS point-of-sale billing transactions that need it; that all Inventory transactions such as receiving or adjusting stock have been entered; and that all Accounts Payable transactions have been entered and checked. Posting to the General Ledger does not have to occur on any particular date. The important thing is that all vouchers, etc. from the preceding month have been entered and that everything is in balance.

REMEMBER: Once you have posted transactions to the General Ledger, you cannot unpost. Any corrections that have to be made will have to be made through Manual Entries.

You will make any manual journal entries and recurring entries (described below) that need to be posted and then post the V/BOSS, Accounts Payable and Recurring transactions to the Ledger.

1. Post V/BOSS Transactions

V/BOSS transactions must be posted on or after the first of the month. To post the V/BOSS transactions to the General Ledger, from the Finance Manager menu select [2] General Ledger, arrow right to Posting to G/L and select V/BOSS. You will be reminded that you should be sure all transactions and adjustments to Client accounts, billing transactions and Inventory have been entered. If you have done this, enter the year and month you wish to post. Verify your entry and type [READY) if correct. Type [OK] to proceed. The integrity of your data will be checked, if all is well you will be prompted to press <Enter> to continue with posting. The transactions will be posted and you will be prompted to press <Enter> again when posting is complete. You may now wish to return to V/BOSS and print the V/BOSS Account Activity Report. Use this report to make sure your V/BOSS accounts are in balance. From the V/BOSS Main menu select [6] Generate Reports and V/BOSS Account Activity. Select Edit Listing and enter the desired starting and ending dates, select ALL cash drawers and select your printer.

2. Post A/P Transactions

To post the Accounts Payable transactions to the General Ledger, from the Finance Manager menu select [2] General Ledger, arrow right to Posting to G/L and select Accounts Payable. You will be reminded that you should be sure that all your accounts are in balance before posting to the General Ledger. If you have printed the A/P Edit Listing and the debits and credits are in balance, enter the year and month to be posted. Verify your entry and type [READY] if correct. At the bottom of the screen you will see a display of the transactions being posted.

3. Manual Entries

You will probably have a number of manual entries to post to the General Ledger. These entries will be for items for which you did not print checks from the Finance Manager, such as automatic bank drafts (though these could be entered as Recurring Entries), payroll checks generated by a Payroll Service, checks written manually (unless you entered these in Accounts Payable), etc. Manual Entries are also used to make corrections to the Ledger after you have posted V/BOSS and Accounts Payable transactions.

To post manual entries, from the Finance Manager menu select [2] General Ledger, arrow right to Posting to G/L and select Manual Entries. You may enter a comment (up to 25 characters) about the transaction or press <Enter> to skip it. Enter whether the transaction is a debit, [D] or a credit [C]. You may press <F8> for help on debits and credits. Next enter the account number to be debited or credited, you may press <F4> to look up the account number or <F6> to look up a template. Enter the amount of the transaction and the posting date. Double check your entries and type [Y] to "Are you sure?" and to "OK to post transaction?" Remember, this is double entry accounting, so you must enter debits and credits and both sides must balance. Repeat the process for additional transactions. You will not be able to exit from this selection until your entries balance.

You may now wish to review a printout of the Manual Entries you have made. To do so, from the General Ledger menu arrow right to G/L Reporting and select Hardcopy Entries by date. Enter the current date as the Starting and Ending dates, select [E] for Entry date, press <Enter> on the starting and ending account numbers and [M] for Manual Entries only. Enter your spacing preference and select your printer.

4. Recurring Journal Entries

Recurring Journal Entries under the General Ledger menu are those transactions which occur every month but for which you do not print a check from Accounts Payable. Automatic bank drafts or checks that you write manually every month are items that could be entered as Recurring Journal Entries.

You will see the menu item "Recurring Journal Entries" in 2 places on the General Ledger menu. Use the selection under "Accounts" to record these recurring entries and the selection under "Posting to G/L" to actually post them to the Ledger each month.

To record your Recurring Journal Entries: From the General Ledger menu select Recurring Journal Entries (under Accounts heading) and choose Set up. Enter the name of the Recurring Entry. Enter the day of the month that it occurs. Enter any desired comments (up to 25 characters) or press <Enter> to skip. Enter the account or Template to which to distribute this item. You may press <F4> to look up an account or <F6> to look up a Template. Enter [D] to debit the account or [C] to credit it. Enter the amount to be debited or credited. Type [OK] to accept entry. If you entered a debit, now enter the account (or Template) to be credited. If you entered a credit, now enter the account to be debited. If you are distributing this Recurring Entry to more than one account (and not using a Template) you may repeat this process until you have distributed the entire amount and debits and credits are in balance. A running balance is displayed at the bottom of the screen. When the running balance is 0.00, press <F2> to save.

To POST the Recurring Journal Entries: From the General Ledger menu arrow right to Posting to G/L and select Recurring Jrnl Entries. Enter the year and month to be posted. Type [OK] to post. You will see the entries being posted at the bottom of the screen. The General Ledger menu will display when posting is complete.

5. Closing the period/rolling over to next period

After you have posted all of the preceding month's transactions and all accounts are in balance, you will close that period and roll into the next period. This will change the Account Period Information to the current month and update all period and year to date totals. Once you have closed the period you may no longer make any entries or corrections to that period.

To make sure you are in balance print a Trial Balance report. From the General Ledger menu, arrow right to G/L Reporting and select Trial Balance. Enter the beginning period and ending period, beginning account and ending account (you may press <Enter> through these to select the defaults if you wish), and then enter [D] for a Detailed report or [S] for a Summary report. The Detailed report will show all transactions that were posted to each account. This can be a very long report, therefore it is recommended that you first print the Summary report. If you are out of balance you can then print the Detailed report if you need help finding where you are out of balance. Type [Y] if you have entered the information correctly and enter your spacing preference and the desired printer. You may also wish to print the Hardcopy entries by date report, as described under Manual Entries, but this time print All entries for the period. The Trial Balance report will show the debits and credits that have been applied to each account. At the bottom of the report is the grand total of debits and credits. If they are the same number then you are in balance.

To roll into the next period: from the General Ledger menu arrow right to G/L Reporting and select Roll into next G/L Period. You will be reminded that you should not roll into the next period unless you have completely finished with the current period. If you are sure, type [Y] to roll into the next period. You will see that the Account Period Info box in the lower right corner has been updated.

H. Reports

We have already discussed the Trial Balance and Hardcopy Entries reports. The other two General Ledger reports are the Profit & Loss Statement and the Financial Statement. These reports may not be printed for individual periods. As such, if you want to review this information each period, you should print these reports after rolling into a new period.

Screen #16

Screen #17

I. Year End

At the end of December/beginning of January of you will post transactions to the General Ledger as you have been doing each month. HOWEVER, you do NOT roll into the next period! After ensuring that all transactions have been entered and all accounts are in balance for the YEAR, you will select Close Year instead of rolling into the next period.

Once the year is closed, you may not enter ANY transactions or make ANY adjustments for that year. Be sure to carefully check the V/BOSS Account Activity Report and the Trial Balance Report. ALL transactions must be posted and balanced BEFORE you close the year.

To close the year, from the General Ledger menu, arrow right to G/L Reporting and select Close G/L Year. You will be reminded that closing the year will move year to date totals to the previous year's year to date total window. Balances will be updated and brought forward. If you are sure you are ready to close the year, type [Y].

When you print the P & L and Financial Statements for the year you just closed, remember to request the reports for LAST year!


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