the Voucher No is automatically incremental but still you can modify it.
Related Topics :
Create New Reciepts&Payments Vouchers
Posting Vouchers
General Infomation
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Create New Reciept&Payment Vouchers
The Payment and Reciept vouchers are designed to handle cash transactions .
The Example here is from Receipt Voucher , but exactly the same method is used to process payments except that you set the Debit Account for the Reciept Voucher instead of the Credit Account in the Payment Voucher.
Basic Steps :
1 . Enter Voucher No .
2 . Enter Voucher date.
3 . Enter Remarks for this Voucher (will appear in the GV Remarks
Field and also will apear n the General Ledger Report)
4 . Select the (Debit Account) for Reciept Voucher and (Credit)
Account for Payment Voucher .
5 . Select the Payment method either (Cash or Check) .
6 . Select the (Credit) Account(s) for Reciept Voucher or (debit)
Account(s) for Payment Vouchers and Fill up the other Fields.
once you check your data is fine you can then Press the button Create G. Voucher to post this Voucher and automaticaly create a General Voucher for you .

Related Topics :
Create New General Voucher
Posting Vouchers
General Infomation
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DeActive Closed Year
You can't use this option unless you have the supervisor Password, ask your AAPS administrator about using this option.
this option is to deactivate the
Closed Year
so you have another chance to add and modify your existing data and to transfer the Ending Balance to the next year opening Balance.
Related Topics :
Close a Period
General Infomation
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Posting Vouchers
After you create the Reciept or Payment Voucher the system gives you a chance to modify or add or delete any data inside of it, but once you make sure of every thing is correct then you can press the button Create G. Voucher .
it will then create a General Voucher for you and also it will generate a General Voucher No automaticaly and then you'll see a big sign on the screen shows that this voucher is posted and also the GV No will apear for more reference .
once the Reciept or Payment voucher posted you can not modify it or delete it any longer .
General Infomation
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Use Retained Earnings
The retained earnings refer to income remaining after dividends have been paid . It is the money available to reinvest in the corporation.
AAPS has covered so many aspects of accounting just to help the user recieve most of the financial reports with the minimum manual effort .

Basic Steps :
1 . Insert the No of the Month (1 for Jan ,2 for Feb.. etc..)
2 . Insert the Retained Earnings - YTD Account Number .
3 . Insert the date you entered this figures (the End of the
month day)
4 . The (Begin) field should contain the Ending Balance of the Retained Earnings account from Voucher prepared by you at the end of the Previous year, you get the Ending Balance figure and insert it as a Opening Balance of the New Year in the (Begin) Retaind Earnings Field and this figure remains till the end of the year with no modifications.
5 . The (Ending) field is a calculated field it's contents is deferent from company to another thats why it should be prepared outside the program by any spreed sheet , you can use Excel or any other application you see it is more comfortable to you .
the following example is abstracted from a (press) sheet ,it is not a constant one, your's could be similar or a little bit deferent, so you can use this figure or you can build your own one .
to prepare the (Ending) figure you can build a sheet has the following head lines :
_________________________________________________________
1 2 3 4 5 6 7 8 9
Order no|Date|Client Name|Job amount|Percentage Job Est|Compute Profing|Paper Cost|Other Expense|External Work
_______________________________________________________________________________________________
10 11 12
Total(6+7+8+9) | Invoice No|Remarks
_______________________________________________________________________________________________
and the (Ending) field vlaue will be the Total of Coulmn (10) .
Note:
Make sure you select the Retained Earnings account for just one record even if your not going to use it in your system .
if you leave this records blank without selecting the Retained Earnings Account No. , the Profit & Loss figure that comes from the Profit & Loss report will not appear in the Balance Sheet report unless
you define the retained Earnings account in it's field in this record even for just one record just to make the AAPS system print the Profit & Loss figure in it's place in the B/S report.
after you select the Retained Earnings - YTD account , you can leave the rest of the fields blank that if you are not going to use it.
General Infomation
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Close a Period
The purpose of the Close Period procedure is to transfer the Ending Balance figures to the next year's Opening Balance - but remeber you only have a two shoots to apply this, unless you have the supervisor password.

Related Topics :
DeActive Closed Year
General Infomation
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Reports
The AAPS system offers a range of summary and detailed reports, reflecting the accounts and transaction routines of the accounts .
it is divided as follows :
Main Reports
Financial Reports
General Infomation
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General Ledger
This is the Heart of the system, all financial transactions after posted to the General Vouchers eventually end up in the General Ledger where accounts can be examined.
The General Ledger Report Holds all the transaction for each account

Related Topics :
Financial Reports
General Infomation
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Statement of Account
The Statement of Accounts Report works as General Ledger it holds all the transaction for each account but with extra details like the address ,phone and fax so you can use it for specific account like vendors and customers.

Related Topics :
Financial Reports
General Infomation
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Trial Balance
The General Trial Balance show the Transactional Opening Balance,the current debit and credit , the ending balance on each account and the total of all debits and credits .
in a manual system, it is used to check that data has been (double-) entered correctly- the sum of the debit and credit balances should be equal. If they are not, it shows that with at least one transaction one or both of the values has been enterd wrongly or in the wrong column, or has been entered wrongly or in the wrong column, or has been omitted altogether.
in AAPS sytem this cannot happen as the value entered for a transaction is automatically posted to two accounts-once as a debit and once as a credit. you'll never leave the screen unless you have a balance between the debit and credit. A discrepancy here would show that the data had become corrupted.

Related Topics :
Financial Reports
General Infomation
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TAccount
With the TAccount , you define the period,allowing you to examine a month or quarter at any point of the year it is very similar to Profit & Loss Report but the major deference is in the accounts it self you select it to be printed as Taccounts.
The preparation of your Taccount is the first phase before Profit & Loss report to reach the Balance Sheet, you should run it first to generate a value to be passed to the Profit & Loss Report .
it should be prepared at least monthly, with the actual figures compared with your budgeted figures. you can then quickly take steps to put your performance back on track if there is any variance.
Related Topics :
Passing the TAccount,Profit&Loss Figures
Profit and Loss Account
Balance Sheet
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Profit and Loss Account
With the Profit and Loss account, you define the period,allowing you to examine a month or quarter at any point of the year.
The preparation of your profit and loss account on a regular basis is crucial .
it should be prepared at least monthly, with the actual figures compared with your budgeted figures. you can then quickly take steps to put your performance back on track if there is any variance.
the two key pieces of information that you will gain from your profit and loss account are first that you are reaching, or exceeding your sales targets and second that you are keeping tight control over your costs.

Note:
Make sure you select the Retained Earnings account for just one record even if your not going to use it in your system .
if you leave this records blank without selecting the Retained Earnings Account No. , the Profit & Loss figure that comes from the Profit & Loss report will not appear in the Balance Sheet report unless
you define the retained Earnings account in it's field in this record even for just one record just to make the AAPS system print the Profit & Loss figure in it's place in the B/S report.
after you select the Retained Earnings - YTD account , you can leave the rest of the fields blank that if you are not going to use it.
Related Topics :
Adjusting Accounts Options
Use Retained Earnings
TAccount
Pass the TAccount,Profit&Loss Value
Balance Sheet
Using AAPS example data
General Infomation
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Balance Sheet
A Balance Sheet is a Corporate statement of company's financial condition at a specific time, it Provides a snapshot of your business. The essential point to remember is that it must balance.
Balance sheets are compiled as at the close of business on a defined day and therefore will only represent the position of your business at that time.
the assets and liabilities will fluctuate as you trade on a day -to-day basis.
it is a straightforward report giving a factual financial description of the value of your business.

The Balance Sheet report requires that you construct the,
Balance Sheet Groups
Note:
* Make sure you select the Retained Earnings account for just one record even if your not going to use it in your system .
if you leave this records blank without selecting the Retained Earnings Account No. , the Profit & Loss figure that comes from the Profit & Loss report will not appear in the Balance Sheet report unless
you define the retained Earnings account in it's field in this record even for just one record just to make the AAPS system print the Profit & Loss figure in it's place in the B/S report.
after you select the Retained Earnings - YTD account , you can leave the rest of the fields blank that if you are not going to use it.
* by selecting the End of the year checkmark you replace the Profit&Loss figure with the Retained Earnings-YTD account figure to appear in the report this account should contain the value that comes from a prepared end of the year voucher.
Related Topics :
Adjusting Accounts Options
Use Retained Earnings
TAccount
Profit and Loss Account
Pass the TAccount,Profit&Loss Value
Using AAPS example data
General Infomation
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Main Reports
it includes only the basic details with no financial info about your Company,Cost Centers and Accounts information .
Related Topics :
Financial Reports
General Infomation
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Financial Reports
General Ledger
Statement of Account
Trial Balance
TAccount
Profit and Loss Account
Balance Sheet
General Infomation
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Passing the TAccount,Profit&Loss Figures
The AAPS system automaticaly transfers the figure of the TAccount to Profit and Loss and and the Net Profit to Balance Sheet Report ,but you have to UnCheck Mark in the Profit&loss Dialog (Disable TAccount) and UnCheck Mark in the Balance Sheet Dialog (End of the Year Balance Sheet)it will do all the calculations automatically , and you have to run those reports in sequence way to finally reach the Balance Sheet Figures including the TAccount & Profit and Loss figures.
Basic Steps :
Run the Following Reports in Sequence way :
1 . Select TAccount Report from Reports Menu Click Print.
2 . Select Profit & Loss Report from Reports Menu .
3 . Check Mark the (Include TAccount) in Profit&loss Dialog, Click Print.
4 . Select Balance Sheet Report from Reports Menu.
(now you should see the Profit&Loss figure Apears in B/S Dialog)
5 . UnCheckMark in the Balance Sheet Dialog (End of the Year),Click Print.
Related Topics :
TAccount
Profit and Loss Account
Balance Sheet
General Infomation
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Handling Accounts
Making Tree of Accounts
Creating New Account
Adjusting Accounts Options
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Making Tree of Accounts
Before you create a new account , spend few moments designing the Tree of Accounts.
this is used by the system when grouping and totaling accounts for calculating the Financial Reports , any new accounts must be located at an appropriate place in this structure.
to explain it you have to know how accounting's number works in AAPS system . the AAPS accounts divided into two main category (Master) and (Branches) the Master accounts is the main accounts that you can not make a direct transaction to it e.g (Assets,liabilities etc...)
it is there to accumulate the Branches Accounts for you automaticaly on each transaction you make on branches's Debit and Credit.
the Branch Accounts is the Accounts which you can make a direct transaction to it e.g (cash,Machinery & Equipments,bank etc...)
so when you make any kind of transaction it affects directly the branch 's account Debit & Credit and then it affects the branch's master account's Debit & Credit too, this accumaltion lasts till it reaches the master of the masters of this branch account.
now you are ready to understand how the Accounting Numbering system works.
when you give the Master account number (1) e.g Assets and you want to add a Branch account to this Master you have to add to the left side of the branch's number the Complete number of it's Master .
e.g
Name Account Number Account Up No Account Kind
_________________________________________________________________
assets 1 Master
Fixed Assets 11 1 Master
Machinery & Equipments 1101 11 Branch
the Machinery & Equipments is a branch of the Fixed Assets Master account and the Fixed Assets Master Account is also a branch of the Assets Master Account .
so when you make any kind of transaction to Machinery & Equipments Account like General Voucher Transaction or Reciept or Payment Vouchers and you post it, the Debit & Credit of the Fixed Assets Master Account will accumulate the Debit & Credit of it's descendants (Machinery & Equipments) and the Debit & Credit of the Assets account will accumulate the Debit & Credit of the Fixed Assets account and so on.
now you can see through this example how coding of the accounts works , you have two numbers one for the account it self and the other one is the link to it's master which called Account Up No you have to provide both numbers for the accounts if it has one just to make the accumaltion works well and to let the system knows which account belong to each others.
Building the account tree is the main thing in APS accounting system you have to be aware before you proceed to build it of many things like (how many) accounts will be branches for masters to give them leading zeros before you build it? and which accounts belongs to each other in one category Master .
so you have to make the Account tree on papers before you proceed on it's physical build in the program.
Related Topics:
Handling Accounts
General Infomation
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Creating New Account
When Creating a new account, the key point to bear in mind is its location in the tree of Accounts. The Account must go within the range of the appropriate Type , and you have to follow the numbering system for AAPS , other wise you will not get a correct results at the Financial Reports.
See Related Topics below for further declarations.
Basic Steps :
1 . Enter the Account No - be sure it is within the right range .
2 . Enter the name of the Account .
3 . Select the Account Kind (Master or Branch) .
4 . Select Either it is printed in the Trial Balance or not
(Valid only for Masters) .
5 . Select the Account Up No for this Account which refer to its
Master, you can easily select it by Name from the the Drop Down
ComboBox tree view or by pressing the Account button to view
the whole accounts tree and search for it.
6 . Select the Cost Center for this Account .
See Related Topics below for further declarations.
7 . Select the type of this account (Debit,Credit or Debit&Credit) .
8 . Select the Balance Sheet options .

Related Topics:
Create New Balance Sheet Group
Making Tree of Accounts
Adjusting Accounts Options
Create New Cost Center
General Infomation
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Adjusting Accounts Options
Each Account in AAPS system has some options it must be set with proper values to recieve the correct results from the financial reports.
for instance you can make the Branch Account Apear in the Trial Balance Report or not, or you can set the account to be Profit and Loss Account or Balance Sheet Account or TAccount etc... .
also you can define the account to be a Branch or Master Account , you do this stettings one time only and it will remain with you for ever , it will also transfer to the next year for this company .
the following declaration define each type of these settings :

Account Kind Values :
Master : to set the account as a Master Account .
Branch : to set the account as a Branch Account .
Branch Printed Values :
True : the Branch Account apear in the trial balance.
False : the Branch Account does'nt apear in the trial balance.
Account Up No Value :
to set the Master Account No for the Branch account .
See Related Topics below for further declarations.
Account Type :
Debit : to set the account as a Debit Account .
Credit : to set the account as a Credit Account .
D+B : to set the account as a Debit&Credit Account .
Cost Center Values :
to select the cost center for this account .
Balance Sheet Options
Statement Values:
Define the type of this account from (4) main categories :
1 . TAccount (to apear in the TAccount Report).
2 . Profit and Loss Account (to apear in the Profit&Loss Report).
3 . Balance Sheet Account (to apear in the Balance Sheet Report).
4 . Other (to be excluded from the previous reports).
Balance Sheet Groups Values:
if you already Entered the Balance Sheet Groups Values in the Balance Sheet Groups Screen then you'll find the Groups apear in the drop down combobox .
if you select this account as a Balance Sheet Account the you can use this selection to define which group this account belongs to .
Balance Sheet Order Values:
this option values determine the order of the account to apear in the Group of the Balance Sheet Report, i.e. 1..2..3. etc
Related Topics :
Making Tree of Accounts
Creating New Account
Create New Balance Sheet Group
Create New Financial Year
Close Period
General Infomation
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Data Base Knowledge
the AAPS data is stored in a DataBase (Paradox) you have to know some techniques i.e. using DataBase Navigator Bar , deleteing details data, editing your existing data and using APS Data Maintenance .
A . using the Navigator Bar :

Declarations of Navigator Bar :
1 . First Record .
2 . Prior Record .
3 . Next Record.
4 . Last Record.
5 . Insert Record.
6 . delete Record .
7 . Edit Record.
8 . Post Data (Save modifications) .
9 . Cancel Record (cancel last edits) .
10 . Refresh Record (to be used for nework) .
B . Deleteing Details Data :
You'll find that the Vouchers in AAPS is divided into two
main sections the Master Data and it's details .
to delete any voucher you have to delete the details first from bottom
to top with vise versa entry order , and then you can delete the master
data .
C . APS Data Maintenance :
is a complete application to maintain your data and index corruption
that might accure .
index and data corruption could happen for many reasons i.e power
failure,system halted and using unproper way of exiting the program
Ctrl+Alt+del , those are some of the reasons that could cause APS
data corruption.
if you had that kind of problem what you do is to run the APS Data
Maintenance and open the company fianancial year that has the
problem from the main menu (open Specific Accounts) and then select
from options menu the Regenerate Data Indexes .
How to protect your data :
1 . run the APS Data Maintenance\Pack Tables option Regularly .
2 . Back Up your data daily .
3 . Use the APS Data Maintenance\Regenerate Data Indexes at the end
of the week .
4 . If you Exited the APS programs not the normal way, you have to run
the APS Data Maintenance\Regenerate Data Indexes .
5 . if you noticed that some data disappeared , thats because you did not
run APS CD (3) after installation, to prevent this from happening
Restore your data from the Back Up you made and run the APS
CD (3) once and restart your system .
See Related Topics below for further declarations.
Related Topics:
Setting Up Windows for APS
General Infomation
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Setting Up Windows for APS
APS Products can handle a huge amount of data and because of the way the APS programmed it has a clever way to get around the huge data , and give you the fatest results as possible .
you need a special Windows settings to work smooth and reduce errors specialy if you setup APS over network .
see Related Topics for further details.
you have to do this settings manually after installation of APS :
1 . goto start menu select settings and choose control panel .
2 . from control panel windows click on BDE Administrator .
3 . click on Configuration tab .
4 . Highlight and Select - Drivers
- Native
- Paradox
5 . on right definition screen enter the following syntax in the NET
DIR line C:\OURPROGS\FMyEaccPrg2\Net .
For NetWork Setup use the NetWork Drive Letter configured in your system (i.e F:) instead of the (C:) Drive Letter , see Related Topics for further details.
6 . Highlight and Select in the Configuration Screen the
- System
- INIT
7 . on right definition windowed screen Click on LOCAL SHARE and
make its value to TRUE.
8 . Choose exit from the menu and once the Warning Window appear
"Save all Edits to Administaror" choose (yes) .
8 . Run disk no (3) (Dowload it from http://advanced.servehttp.com).
9 . once the password dialog appear enter password (1294) .
XP Users need to add the Following steps:
10. Click the Start Button on the Disktop. the following menu (displayed on the right) should appear.
11.when the menu appears, Click on "My Computer". the "My Computer" Windows will open.
12. Locate your Hard Drive. (Usually labelled with "(C:)". Right Click on the Hard Drive Icon and select "Properties". The Disk Properties window will open.
13. Click on the "Hardware" tab to bring the hardware settings to the front .
14. Highlight your local hard drive and click on the "Properties" button near the bottom of the window,The drive Properties window will open.
15. Click the "Policies" tab to bring the drive policies options forward.
remove the check mark from the box with the description "Enable Write caching on the disk" and click "OK".
Note: Before using this page to change your BDE configuration file, be sure to close any open APS applications. Your changes take effect the next time you restart your window.
Related Topics :
Setup APS over NetWork
General Infomation
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Using APS example data
APS includes a sample accounting & Stock data to help you use the program menu and options and to give you a chance to print reports simply select from Main Data Menu the,
Open Specific Accounts
and then select from Company name combobox (Sample Company) and from year select (1947) .
once you do that press activate Selected Account , and now you can navigate through reports and defferent APS screens .
General Infomation
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Closed Year Def
this a no editable year that's mean you can not make any modifications or add any kind of transactions to this year data.
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Installing APS over NetWork
You can use APS products over a File Server network , but you need to know about the Borland Database Engine (BDE) and the Aliases.
your data stored on a Database from Paradox type , and it uses a layer called BDE (Borland Database Engine) you have to configure some options in the BDE to make your program run over a network, the following declaration helps you to do that .
See Related Topics for further declarations on Aliases.
1 . Install the APS Applications on your FileServer .
2 . Install the Client APS Applications on each WorkStation .
3 . Run the BDE Administrator from windows Control Panel .
4 . Follow the same steps noted in the
Setting Up Windows for APS
5 . Configure the Alias Paths only for the WorkStations not the
FileServer as Follows :
on the BDE Administrator Screen .
click on Databases tab .
Click on Databases (+) sign.
what you see now beneth the Databases is the Aliases that is created automaticaly for you .
Highlight the Alias Name and Replace (C:) from the right side window(Definition) in the Path option by your Network Drive letter i.e (F:) .
(ask your Network administrator for Maping a NetWork Drive).
do the previous step for all the aliases shown on your Databases screen .
Note: Before using this page to change your BDE configuration file, be sure to close any open APS applications. Your changes take effect the next time you restart your window.
Related Topics :
Aliases
Set Up Windows for APS
General Infomation
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Aliases
An alias is a name and a set of parameters that describe a network resource. APS applications uses aliases to connect with shared databases.
you can also say that the Alias is a shortcut for along path .
i.e.
Alias Name Path
-----------------------------------------------------------------------------------
A11947 c:\ourprogs\fmyeaccprg2\stock\data\1\1947

Figure 1.0 Showing the A11947 Alias Definition, this is the path where your 1947 Data Stored on your (c) Drive .
As you can see the (A11947) Alias name is a combination of letters and numbers to be described as follows :
A: pronounce for APS Application .
1 : is the Company Number .
1947:is the financial year for this company .
APS Aliases Examples :

Figure 1.1 Showing the Databases Aliases .
A11947 : An Alias for the AAPS example data
A12001: An Alias points to your Stock Control and Accounting 2001 data
A12002: An Alias points to your Stock Control and Accounting 2002 data
EaMaster : An Alias points to the Years definintions Created for each company
EmptyData : An Alias points to the Empty data for APS applications
Each Financial year created by APS as an Alias define it's paths on your local or network drive .
Note :
* All the APS system Aliases has the same figures described above the other aliases appears on the screen doesn't belong to APS system, please leave it the way it is .
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