|★ APPLICATIONS ★ BUREAUTIQUE ★ M.A.P. Budget Accounts|8000Plus) ★|
|M.A.P. Budget Accounts||Applications Bureautique|
This should give plenty of space for coping with the requirements of a small business. Fmr example, you could set up 300 sales and 100 purchase ledger accounts together with the standard nominal size of 250 accounts and a stock control system of 200 records and still leave room to spare.
Each ledger can be run with one program disc and the inevitable disc-swapping is only required when changing from one ledger to another. Normally good screen prompts advise you when to do this but occasionally (and annoyingly!) a disc error occurs.
The menus in general are very logical and easy to use giving clear screen prompts where necessary.
A very comprehensive manual is supplied complete with suggested Data Input forms suitable for photocopying. But being a standard manual and not specific to the PCW, it includes reference to a few facilities which are not available on this budget package. Some other general points:
The fully fledged stock control system is normally linked to the invoicing facility. This gives automatic stock updates of sales and returns (by credit note) but also allows manual stock movement entries.
Accomodating up to 3 selling prices and 5 cost prices per Item, it keeps track of average stock values and also copes with allocated stock and outstanding orders.
Stock may be categorised into 99 groups which will allow limited location records to be kept and reports may be printed selectively for nearly every conceivable purpose including price lists and stock checkers' sheets.
The invoicing module is linked to both stock control and sales ledger, so you can produce invoices very quickly if standard stock items are involved. But there's also flexibility to produce freehand entries and to override standard discounts.
Split VAT rates are coped with and nominal analysis is either taken from the stock records or manually entered for non stock items. Prices may be VAT inclusive or exclusive with automatic calculation.
When entering stock items, the description and current stock are displayed on screen and it is permitted to "go negative" but a caution is given.
There is no separate procedure for credit notes which are created by inputting negative quantities. Unfortunately the document itself is then still headed “Invoice” although it is subsequently referred to on account enquiries etc as a credit note.
Full provision is made for accepting or rejecting each line of input and the invoice which is built up on screen is printed immediately. Unfortunately, although a good audit trail is printed at the end of the batch, there is no provision for printing an office copy of the invoice itself which means loading 2 part paper in the printer.
There is also no provision for offering a settlement discount which would need entering as a text item.
As well as automatic entry of invoices created through the invoicing facility.it is possible to enter manually produced invoices or credit notes in mixed batches with full facility for analysis across up to 10 nominal accounts. VAT percentages are checked on input and a warning made if there is a discrepancy exceeding I Op, although the transaction may still be accepted.
There is no facility for entering adjustments by journal and these would need to be entered as dummy invoice or credits.
Cash posting and allocations are superb and allow entry of zero cash for cross allocation of credit notes to invoices. Settlement discounts are also catered for. Subsequent screen enquiries show allocated cash adjacent to its relevant transaction which is slightly confusing at first.
All transactions are retained until the period end when the allocated items are deleted and an audit trail automatically produced. A full transaction print may be taken with an option to print each account on a fresh page. This means full records can be kept of all transactions with some or all customers.
Customer details are comprehensive and reports available include aged debtors lists, reports of items which are due for settlement, credit limit exception reports, label prints and turnover reports.
Statements may be printed at any time for all live accounts or selectively. When amending or adding customer details a screen prompt advises how many records are in use and available and at the end of each session of entering new customers the file is re-indexed automatically, occasionally a time consuming process.
This is virtually identical to the Sales ledger but produces remittance advices instead of statements. These are produced on request after entering the payments In batches and the main menu indicates if there are any awaiting printing .The re is no provision for recording the suppliers account reference or for printing it on the remittance.
This consists of 250 numerical account codes most of which are pre-assigned and categorised into trading , expense, assets etc. With the exception of the main control accounts, most of these accounts may be renamed although they must remain in the existing categories. This system makes setting up fairly easy, but could prove slightly restrictive for some companies.
As well as an excellent journal posting system, there's a special routinefor prepayments and accruals - these are automatically reversed at the start of the next period,
Trial balance prints show only those accounts with balances and a separate cost centre report is available together with a very impressive trading, profit & loss and balance sheet printing facility.
Each ledger has its own period end designated and will not allow posting of items dated after this date. As each period end is separately run, it is possible to update either or both the sale and purchase ledgers before updating the nominal and the system will prompt the user to hold batches in abeyance pending the subsequent update of the nominal.