FAQ'S
These FAQs are organised alphebatically and contains frequently answered questions, tips and tricks on the various software AccWest has developed and distributes:
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1. Why do Aged Balances get out of whack in Sybiz Vision?
In Sybiz Vision the index for Aged balances can get out of whack for whatever reason. Under the utilities menu at the top of the screen is a 'recalculation of aged balances' function for both creditors and debtors. We would recommend that you run this before you run off the monthly statements, and use it when you think it is looking out of plumb. This simple process seems to sort it out most of the time. You could also try a re-index, and then a 'recalculation of aged balances'.
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______________________________________________________________________________________2. What is the use of Aged Trial Balance?
Aged Trial Balance Customer and Supplier Aged Trial Balance Reports are a valuable resource in most businesses. In Sybiz Vision you must run these reports as part of your month end roll procedure. You can not produce historic aged trial balances as the aging is rolled in the month end roll process. This may change later, but is certainly true in Vision 2.4.
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3. What is the purpose of using Back Orders with present sale?
When including Back Orders with current sale, users of FinancePlus have two different invoicing screens, one for delivering orders, and one for direct invoicing. If you enter the direct invoicing screen and a customer has other outstanding orders you will be warned immediately and can see at a glance if these products are in stock. It is simple then to use the delivering orders screen to include back orders that can now be filled with the present sale.
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4. What are backups and why are they important?
Backups of Accounting Data are very important and critical to the proper maintenance of data integrity in a large accounting database. You may either use a dedicated backup program (Sybiz customers should also have a look at our product Backtrak), or for a quick backup simply take a copy of you company data and place it in another folder.
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5. What is the best form of backup?
At present the choised we have for backup are Tape, Zip Drive, and CD. They all have their pro's and cons. Although tape is an effective solution have been used by many for routine nightly backup they can be quite large these days. 250 Mb Zip Drives on the other hand is fast, efficient and portable however it is limited in size and data on the these disks and be overwritten.
The CD contains both permanence and portability however it is a slower form of backup than the zip disks however at this present moment it is the preferred type of media to be used for backup. Good data security will always keep backup media off site. Ideally there should be two weeks worth of backup media for daily backups, 4 months worth of month end backups, and the year end backup should never be overwritten.
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6. What is the best way to account for a credit card transactions?
One of the best ways to keep the accounting for such a card is to set it up a 'Bank Account'. The entries to it will be processed through the Cash Payments and when you make a payment on your card it transfers funds from one account to another.
In that way you can track and reconcile the account easily, and if you use it for purchases, or to pay creditors, all the regular accounting will work and track the GST. If you are using Sybiz Vision, then you can allocate the GL account as a credit card account and treat it as above. sort code L. In FinancePlus you set the account in the GL up as a Bank Account.
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7. Why doesn't the sales figure in the GS and on the BAS agree?
One possible explanation is that it is tied up in the adjustments, and this needs to be explored. The A.T.O. have told Sybiz that the adjustments figure should be a net figure of both sales and purchase adjustments.
The drill down on this box is an Excel Spreadsheet that should help you locate this amount. The ATO seem to have relaxed this as a result of a number of programs being unable to do what they wanted. At present either option is acceptable, though some of the ATO staff may need to ring someone higher up to find out.
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8. How do we as businesses keep track of our clients overdue accounts?
The Sybiz Vision standard report 'Credit Management Detail Report' run for the overdue accounts only is an excellent report to make ease the use of this task. The report shows you, details of the invoices outstanding, together with the date and amount of the last payment, the contact name, and the contact phone number.
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9. What is meant by the client server model?
The clien server model is a network topology for the running of a program installed on the network. This topology enables the sharing of data between different numbers of people.
A Client Server application runs where the application (program) runs on the server (application server) and the workstation sees what they are doing on the server, rather than running the program on their local machine, the traditional topography called file-server. This client server model provides enormous to networks with 6 users or more.
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10. Will I be able to compress data with Sybiz Vision?
You are given the option to compress data at month end roll. The data compression works by summarising transactions to a journal. This means that you shouldn't compress to often as there is little achieved by it.
It is further recommended that you do not compress anything in the last two financial years. Compressing data for example say the first 2 years in the last 5 financial years will help the system to run smoothly.
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11. Why doesn't the date change in Sybiz Vision?
In Sybiz Vision there are two reasons that the current date will not be showing when you log on.
- The date will show the current date until you move into the next month, where it will wait till you roll.
- If a user has not completely logged out the date will not move. Go to user logins and delete all logged in users, and then when you start Vision you should have the correct date.
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Sybiz Vision offers a very powerful feature in inventory, that is to compile a product as a kit (i.e.: a part made up of several other parts). A Patio Setting may comprise a Table, 4 Chairs and an Umbrella. Having added to part 'Patio Setting' in inventory and defined the 3 other products and the quantities that make up the Kit it's simple.
When you sell a kit you have the option to edit the kit on the fly, and a flag to determine if the components will be listed on the invoice or not. The sale is recorded against the Kit Inventory part, and the kit components in inventory as a stock adjustment for the stock used in the kit sold. There are a range of different ways where this may help streamline your business.
This has great application in a situation where there is a regular combination to things invoiced (eg: If you provide a service and nearly always charge travel and a service fee and a common part: or if you usually sell an item with a standard stock of supplies eg: if you sold computer printers and usually sold two toner cartridges and some paper with it you could kit it up.) This area has a lot to offer, and may well work for your business).
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