ezyacc.com user manual · 2020-03-04 · 4.1.1 flowchart ... 5 keypay payroll (single touch...

EzyAcc.com User Manual (EzyAcc Manual)

Document: TQMSWeb-ManualEzyAcc-Users-TQMSWebUserManual Revision: 2020.6 Rev. date: 30-Jun-2020

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© TQM-Systems Pty Ltd. 2008-2020 All rights reserved.

EzyAcc.com User Manual

(EzyAcc Manual)



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Table of Contents Table of Contents

Table of Contents ............................................................................................................. 2

1. Introduction to the EzyAcc.com User Manual ................................................................ 7

1.1 Menu Structure ....................................................................................................... 8

2 Finance .......................................................................................................................... 9

2.1 Accounts Payable (AP) ........................................................................................... 10 2.1.1 AP – Cash Payment ............................................................................................................................. 11 2.1.2 AP – Creditor Invoices ......................................................................................................................... 14

2.2 Accounts Receivable (AR) ...................................................................................... 15 2.2.1 AR – Cash Receipt ............................................................................................................................... 15 2.2.2 AR – Debtor Invoice ............................................................................................................................ 17 2.2.3 AR – Debtor Statement ....................................................................................................................... 24

2.3 Bank ...................................................................................................................... 25 2.3.1 Bank – Bank Reconciliation ................................................................................................................. 25 2.3.2 Bank – Cash Flow Statement............................................................................................................... 26 2.3.3 Bank – Loan Statement ....................................................................................................................... 26 2.3.4 Bank – Statement Transactions .......................................................................................................... 26

2.4 Fixed Asset Register (FAR) ..................................................................................... 27 2.4.1 FAR – Fixed Asset Register .................................................................................................................. 27

2.5 General Ledger (GL) ............................................................................................... 28 2.5.1 GL – Balance Sheet .............................................................................................................................. 28 2.5.1 GL – General Ledger Summary............................................................................................................ 30 2.5.2 GL – Profit and Loss ............................................................................................................................. 30 2.5.3 GL – Trial Balance ................................................................................................................................ 30

2.5 Shares Portfolio Management (SPM) ..................................................................... 31 2.5.1 SPM - Shares Management ................................................................................................................. 31

2.6 Tax ........................................................................................................................ 32 2.6.1 Tax –Business Activity Statement (BAS) Preparation .......................................................................... 32 2.6.2 Tax –Business Activity Statement (BAS) Summary ............................................................................. 32 2.6.3 Tax – Company Tax Return (coming soon) .......................................................................................... 32 2.6.4 Tax – Taxable Payments Annual Report (TPAR) Lodgement ............................................................... 32

3 Master Tables .............................................................................................................. 33

2.1 Chart Of Accounts.................................................................................................. 35 3.1.1 Selecting .............................................................................................................................................. 36 3.1.2 Viewing and Selecting ......................................................................................................................... 37 3.1.3 Setup Allocation Rules ........................................................................................................................ 38

3.2 Company ............................................................................................................... 41

3.3 Contact ................................................................................................................. 44 3.3.1 Viewing Contact details ...................................................................................................................... 45 3.3.2 Adding Contact details ........................................................................................................................ 46 3.3.3 Editing Contact details ........................................................................................................................ 48 3.3.4 Uploading Contact Image .................................................................................................................... 50 3.3.5 Marketing And Result ......................................................................................................................... 52



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3.4 Customer .............................................................................................................. 68 3.4.1 Viewing Customer details ................................................................................................................... 70 3.4.2 Adding a New Customer ..................................................................................................................... 71 3.4.3 Editing an Existing Customer .............................................................................................................. 74

3.5 Employee .............................................................................................................. 78

3.6 Product ................................................................................................................. 80

3.7 Product Catalog ..................................................................................................... 85

3.8 Product Costing ..................................................................................................... 86 3.8.1 Overview ............................................................................................................................................. 86 3.8.2 Product Routing .................................................................................................................................. 87 3.8.3 Product Structure (Bills Of Material - BOM) ....................................................................................... 88

3.9 Supplier ................................................................................................................. 90

3.10 Work Centre ........................................................................................................ 92

4 Operations................................................................................................................... 95

4.1 Inventory Management & Control (IMC) ................................................................ 96 4.1.1 Flowchart ............................................................................................................................................ 97 4.1.2 Maintaining Inventory Records Accuracy ........................................................................................... 98

4.2 Job Costing & Control (JCC) .................................................................................... 99 4.2.1 JCC - Quotation ................................................................................................................................. 100 4.2.2 JCC – Work Order (Job) ..................................................................................................................... 103

4.3 POS - Point Of Sale .............................................................................................. 104

4.4 Purchasing (PUR) ................................................................................................. 105 4.4.1 PUR – Purchase Order ....................................................................................................................... 106 4.4.2 PUR – Vendor Schedule .................................................................................................................... 107

4.5 Sales Order Entry (SOE) ....................................................................................... 108 4.5.1 SOE – Customer Price List ................................................................................................................. 109 4.5.2 SOE – Sales Order Entry .................................................................................................................... 110

5 KeyPay Payroll (Single Touch Payroll) ......................................................................... 111

5.1 Log in to STP (Payroll) .......................................................................................... 113

5.2 Setting Up A New Client In KeyPay Payroll ........................................................... 114

5.3 PAYG Payment Summaries - STP (Payroll) ............................................................ 117

5.4 Payslip Processing ............................................................................................... 118

5.5 Time In Lieu ......................................................................................................... 121 5.5.1 Accruing Time In Lieu ........................................................................................................................ 121 5.5.2 Recording Time In Lieu Accrued ........................................................................................................ 124 5.5.3 Recording Time In Lieu Taken ........................................................................................................... 126

5.6 Wage Allowances, Entitlements & Deductions ..................................................... 127 5.6.1 Adding An Employer Liability Category ............................................................................................. 127 5.6.2 Allocating Allowances, Entitlements & Deductions to Employees ................................................... 128

5.7 Adding A New Employee ..................................................................................... 129



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5.8 Public Holiday’s ................................................................................................... 133 5.8.1 Making Changes To The Public Holiday Calendar ............................................................................. 133 5.8.2 Recording Public Holiday Pay ............................................................................................................ 135

5.9 Overriding the Superannuation (SGC) Rate .......................................................... 136

5.10 Showing the Accrued Sick Leave On Payslips ...................................................... 137

6 Quality Assurance (QA) .............................................................................................. 138

6.1 Documentation (Records Management) .............................................................. 138 6.1.1 Purpose ............................................................................................................................................. 138 6.1.2 Responsibilities and Accountabilities ................................................................................................ 138 6.1.3 Directory Names and Location .......................................................................................................... 139 6.1.4 Filing Protocol ................................................................................................................................... 140

7 Sales & Operations Planning (S&OP) .......................................................................... 141

7.1 Forecast .............................................................................................................. 141

7.2 Sales Analysis ...................................................................................................... 142

8 Support ..................................................................................................................... 143

8.1 Change Password ................................................................................................ 143

8.2 Change User Name .............................................................................................. 143

8.3 Information ......................................................................................................... 144 8.3.1 Info-About EZYACC ............................................................................................................................ 144 8.3.2 Info-About Us .................................................................................................................................... 144 8.3.3 Info-Contact Us ................................................................................................................................. 144 8.3.4 Info-Privacy Policy ............................................................................................................................. 144 8.3.5 Info-Terms Of Use ............................................................................................................................. 144 8.3.6 Info-EZYACC Help .............................................................................................................................. 144

9 System ....................................................................................................................... 145

9.1 Backup Data ........................................................................................................ 145

9.2 Transaction Log ................................................................................................... 145

9.3 User Rights .......................................................................................................... 145

9.4 Upload ................................................................................................................ 146 9.4.1 Customers File................................................................................................................................... 146 9.4.2 Employee Wages File ........................................................................................................................ 146 9.4.3 Payments File .................................................................................................................................... 146 9.4.4 Products File...................................................................................................................................... 146 9.4.5 Receipts File ...................................................................................................................................... 146 9.4.6 Stocktake File .................................................................................................................................... 146 9.4.6 Supplier File....................................................................................................................................... 146

10 EzyAccHelper Data Upload To EzyAcc.com ................................................................ 147

10.1 Download EzyAccHelper .................................................................................... 149

10.2 Populate EzyAccHelper ...................................................................................... 150 10.2.1 Customer ......................................................................................................................................... 152 10.2.2 Employee Wages ............................................................................................................................. 153 10.2.3 Payments ........................................................................................................................................ 154



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10.2.4 Products .......................................................................................................................................... 155 10.2.5 Receipts ........................................................................................................................................... 156 10.2.6 Stocktake ......................................................................................................................................... 157 10.2.7 Supplier ........................................................................................................................................... 158 10.2.8 Forecast ........................................................................................................................................... 159

10.3 Export To CSV File .............................................................................................. 160

10.4 Import CSV File To EzyAcc.com .......................................................................... 161 10.4.1 Customer ......................................................................................................................................... 162 10.4.2 Employee Wages ............................................................................................................................. 164 10.4.3 Payments ........................................................................................................................................ 166 10.4.4 Products .......................................................................................................................................... 168 10.4.5 Receipts ........................................................................................................................................... 170 10.4.6 Stocktake ......................................................................................................................................... 172 10.4.7 Supplier ........................................................................................................................................... 174 10.4.8 Forecast ........................................................................................................................................... 175

11 Tqmapp.com Mobile App ......................................................................................... 176

11.2 Access and Login ................................................................................................ 177

11.3 User Menu ........................................................................................................ 178

11.4 Invoice .............................................................................................................. 179 11.4.1 Adding Invoice Header .................................................................................................................... 179 11.4.2 Adding Invoice Lines ....................................................................................................................... 182 11.4.3 Selection.......................................................................................................................................... 186 11.4.4 Header Options ............................................................................................................................... 187 11.4.5 Lines Options................................................................................................................................... 188 11.4.6 Editing Invoice Header .................................................................................................................... 189 11.4.7 Emailing ........................................................................................................................................... 190

12 Internet Banking ...................................................................................................... 194

12.1 Overview ........................................................................................................... 194

12.2 Setting up your business banking. ...................................................................... 196 12.2.1 Business Bank Account. .................................................................................................................. 196 12.2.2 Business Debit Card. ....................................................................................................................... 196 12.2.3 Business Credit Card. (If required) .................................................................................................. 196 12.2.4 Business Cash $ ............................................................................................................................... 196 12.2.5 Cheques .......................................................................................................................................... 196 12.2.6 Internet Banking ............................................................................................................................. 196

12.3 Processing Payments ......................................................................................... 197 12.3.1 EFT Transaction Entry Format ......................................................................................................... 197 12.3.2 EFT Bank Entry ................................................................................................................................ 200

Glossary ....................................................................................................................... 202

Acronyms .................................................................................................................. 202

Terms ....................................................................................................................... 203 A ................................................................................................................................................................. 203 B ................................................................................................................................................................. 203 C ................................................................................................................................................................. 204 D ................................................................................................................................................................. 204 E ................................................................................................................................................................. 205



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F ................................................................................................................................................................. 205 G ................................................................................................................................................................. 205 I .................................................................................................................................................................. 205 J .................................................................................................................................................................. 206 L .................................................................................................................................................................. 206 M ................................................................................................................................................................ 206 N ................................................................................................................................................................. 206 O ................................................................................................................................................................. 206 P ................................................................................................................................................................. 207 R ................................................................................................................................................................. 207 S ................................................................................................................................................................. 207 T ................................................................................................................................................................. 208 W ................................................................................................................................................................ 208

Appendix ...................................................................................................................... 209

A. Support................................................................................................................. 209

B. 5 Legacy Payroll .................................................................................................... 210 5.1 Eligible Termination Payment .............................................................................................................. 211 5.2 PAYG Payment Summary ..................................................................................................................... 212 5.3 Payslip Processing ................................................................................................................................ 213 5.4 Tax Scale ............................................................................................................................................... 214 5.5 Wage Allowances & Entitlements ........................................................................................................ 215



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1. Introduction to the EzyAcc.com User Manual This manual covers processes which Users of EzyAcc.com may use to assist them in operating the EzyAcc.com system. While processes need to be defined by each company to best fit their business this manual may be useful as a starting point or reference. Users of EzyAcc.com are free to use these processes as they appear, or they may change them to suit their needs. The EzyAcc.com User Manual provides a step-by-step process on how to Add, Edit and in some cases Delete records in the EzyAcc.com database. While the processes are generic, they demonstrate how to access each option in EzyAcc.com.



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1. Introduction to the EzyAcc.com User Manual (cont.) 1.1 Menu Structure

The menu structure is divided into the following sections, and the menu appears at the top of each EzyAcc.com page.

It is important to note that not all Users will have the appropriate access rights to access all the menu options however, this section details them all.

Master Tables Finance Operation Payroll QA S&OP Support System

AP

AR

Bank

FAR

GL

Tax

All Tables

IMC

JCC

POS

PUR

SOE

HR Document Forecast

Analysis

TQMSWeb Backups

Uploads

Users



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2 Finance

The Finance module enables you and your staff to store and retrieve critical information for your day-to-day operation which forms the basis for your finance planning. Total cash flow, income and expenditures will be reflected here. As a flow on effect of this, management will be able to take their important financial decision, budgeting etc...



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2 Finance (cont.) 2.1 Accounts Payable (AP) Accounts payable is where you action payment of your bills and create Creditor Invoices.

With Accounts Payable you can:

• Track due dates

• Generate payments

• Allocate expenses

• Create, organize, and track Creditors

• Enter and pay bills from Creditors



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2 Finance (cont.) 2.1 Accounts Payable (cont.) 2.1.1 AP – Cash Payment

Field Name Data Type Description

iPaymentId Int System generated Payment record identifier

iCompanyId Int System generated Company record identifier

strSupplierCode varchar(10) For a Creditor payment the Supplier Code on the Creditor Invoice is inserted by the system. For Sundry payments, this may either be entered or be left blank

strSupplierInvoiceNo varchar(50) The Creditors Invoice number. This may be left blank for Sundry payments

strGLCode varchar(10) The General Ledger Account that the payment is to be allocated to. For Creditor payments this defaults to the

Invoice, and may be overwritten by the user

strGLDescription varchar(50) System updates with GL Description

strBASGroup varchar(10) System updated with appropriate BAS Group (E.g. G11)

strTaxApplicableType varchar(10) System updated with Tax Type (E.g. Incl, Excl)

strPaymentType varchar(10) User defined payment type (E.g. CHQ, CASH)

strPaymentTypeDetails varchar(50) User defined payment type details (E.g. Cheque 005263)

decGSTPercentage decimal(10, 2)

System updated with appriopriate GST percentage. At present the GST percentage is either 0 or 10 percent. Should this changes the system enables different percentage rates depending on the GL Code.

dtmPaymentDate smalldatetime The payment date

curPaymentAmount Money The payment amount

curPaymentTaxAmount Money System updated with appriopriate GST Value, depending on the GST percentage

strPaymentComment varchar(500) Any meaningful comment

strWorkOrderNo varchar(10) The Work Order/Job Number the payment is applicable to. This may be left blank

dtmDateCreated smalldatetime System generated Date record was created

strPeriodMonth varchar(2) System updated with accounting period Month

strPeriodYear varchar(4) System updated with accounting period Year

iPaymentActive smallint Record Active flag

The Cash Payment Table stores information about Creditor or Sundry cash payments. For each payments you are required to provide a General Ledger Account.

E.g. Petrol, Parking, etc.

Below are the details of the fields and their definition which are also accessible via the Help Menu in EzyAcc.com.



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2 Finance (cont.) 2.1 Accounts Payable (cont.) 2.1.1 AP – Cash Payment 2.1.1.1 Cash Payment - Edit There may be instances where a transaction needs to be Edited (changed) following is how it’s done. Click on “Edit” for the appropriate transaction. (NOTE: Period must be “Monthly”).

The “Edit” panel will appear where you may make the necessary changes.

NOTES:

• The transaction may not be moved to a different Month.

• If the change effects a BAS that has been lodged a message will appear and it is your responsibility to Lodge an amendment if required.



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2 Finance (cont.) 2.1 Accounts Payable (cont.) 2.1.1 AP – Cash Payment 2.1.1.2 Take-up Of Creditors Invoice

There may be instances where you require to take-up a future payment for a Creditor Invoice prior to actually paying the Creditor in order to claim the GST. While the Creditors system (refer next section) facilitates this, it does require a fair amount of time to maintain. The following provides a simple “Take-up” method where the administration costs of maintaining a full Creditors System is not warranted.

1. Receipt of the Invoice:

Add the “Take-up” to Cash Payments by selecting:

[Finance], [AP-Cash Payments]

Click on the appropriate Month then

select: [File], [Add New Payment]

Enter details allocating the “Take-up” to the appropriate Account:

The XE Type identifies the payment as an eXclude from Expenses or a “Take-up” transaction and to include it in the appropriate expense reports, i.e. such as BAS preparation, and EXCLUDE it from reports such as Cash Flow Statement.

2. Making the actual Payment:

Include the code -XE- (Exclude from expenses (GST already claimed)

and the code for the allocation GL Account in the narrative of the EFT:

E.g.

-XE-AD-BMF Inv123

This informs the system that the payment is for Advertising and records the actual payment in the system, EXCLUDING it from the appropriate expense reports, such as BAS preparation (GST already claimed), and include it in the appropriate reports such as Cash Flow Statement.

IMPORTANT - Type “XE” must be selected



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2 Finance (cont.) 2.1 Accounts Payable (cont.) 2.1.2 AP – Creditor Invoices Entry of Creditor Invoices is actioned here. Creditor Invoice is used to enter Supplier invoices into the system. These invoices could be for parts or service suppliers – E.g. Telstra or ATO. The purpose of the creditor invoice is to allow a simple interface for recording expenses and payments made by your business, and having mechanisms in place that operate behind the Creditor Invoice functionality to perform the relevant movements of funds without the need for complex and time-consuming journals.



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2 Finance (cont.) 2.2 Accounts Receivable (AR) 2.2.1 AR – Cash Receipt

The Cash Receipt Table stores information about Debtor or Sundry cash receipts. In the case of a Debtor receipt, you simply allocated the cash against Invoices. For Sundry receipts you are required to nominate a General Ledger Account.

E.g. Interest received, tax refund, etc. Below are the details of the fields and their definition which are also accessible via the Help Menu in EzyAcc.com.


iReceiptId int System generated Receipt record identifier

iCompanyId int System generated Company record identifier

strCustomerCode varchar(10) For a Debtor receipt the Customer Code on the Debtor Invoice is inserted by the system. For Sundry receipts, this may either be entered or be left blank

strCustomerName varchar(50) For a Debtor receipt the Customer Name on the Debtor Invoice is inserted by the system. For Sundry receipts, this may either be entered or be left blank

strDebtorInvoiceNo varchar(10) The Debtor Invoice number. This may be left blank for Sundry receipts

strGLCode varchar(10) The General Ledger Account that the receipt is to be allocated to. For Debtor receipts this defaults to the

Invoice, and may be overwritten by the user

strGLDescription varchar(50) System updates with GL Description

strBASGroup varchar(10) System updated with appropriate BAS Group (E.g. G 1)

strTaxApplicableType varchar(10) System updated with Tax Type (E.g. Incl, Excl)

strReceiptType varchar(10) User defined receipt type (E.g. CHQ, CASH)

strReceiptTypeDetails varchar(50) User defined receipt type details (E.g. Cheque 002121)

decGSTPercentage decimal(10, 2)

System updated with appriopriate GST percentage. At present the GST percentage is either 0 or 10 percent. Should this changes the system enables different percentage rates depending on the GL Code.

dtmReceiptDate smalldatetime The receipt date

curReceiptAmount money The receipt amount

curReceiptTaxAmount money System updated with appriopriate GST Value, depending on the GST percentage

strReceiptComment varchar(500) Any meaningful comment

strWorkOrderNo varchar(10) The Work Order/Job Number the receipt is applicable to. This may be left blank


strPeriodMonth varchar(2) System updated with accounting period Month



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strPeriodYear varchar(4) System updated with accounting period Year

iReceiptActive smallint Record Active flag



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2 Finance (cont.) 2.2 Accounts Receivable (cont.) 2.2.2 AR – Debtor Invoice

The Debtor Invoice stores information about Debtor Invoices and Adjustment Notes. There are two Tables that make up the Debtor Invoice:

• Debtor Invoice Header

• Stores information such as, Customer Postal and Delivery Address, Contact Person, total amount Invoiced and payment details

• The Debtor Invoice Lines

• Stores detailed information for the Invoice, such as Units Invoiced, Unit price, description of the goods and services, and the relevant GST amount



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2 Finance (cont.) 2.2 Accounts Receivable (cont.) 2.2.2 AR – Debtor Invoice (cont.) 2.2.2.1 Adding a New Invoice

Before you start:

If the Customer you are creating the Invoice for does not exist in EzyAcc.com, you will need to create the Customer before proceeding.

Select [Finance] [AR – Debtor Invoice]

Takes you to where Invoices are Viewed, Added or Edited.



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2 Finance (cont.) 2.2 Accounts Receivable (cont.) 2.2.2 AR – Debtor Invoice (cont.) 2.2.2.1 Adding a New Invoice (cont.) Firstly, select the Customer you wish to create an Invoice for.

After selecting the appropriate Customer:

Select [File] [Add New Invoice]



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2 Finance (cont.) 2.2 Accounts Receivable (cont.) 2.2.2 AR – Debtor Invoice (cont.) 2.2.2.1 Adding a New Invoice (cont.) There are two parts to Adding an Invoice:

1. Entering the Header The Invoice Header stores details about the Customer:

• Company Name, Address, Contact Name, payment terms etc... 2. Entering the lines

The Invoice Lines store details about the items being Invoiced

• Description, Quantity, Unit price and extended value. 2.2.2.1.1 Entering the Header

• Invoice Date: You may change the Invoice date by clicking on the Calendar

• Invoice No: At this stage the Invoice number is “PENDING”, and should you wish to enter your own unique Invoice Number you may do this by typing over “PENDING”, otherwise the system will generate the next available number.

When you have finished entering the Header details click the [Update Record] and you will be taken to the Invoice Lines entry. If you wish to abandon the Invoice entry simply click on the [Abandon Update]



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2 Finance (cont.) 2.2 Accounts Receivable (cont.) 2.2.2 AR – Debtor Invoice (cont.) 2.2.2.1 Adding a New Invoice (cont.) 2.2.2.1.2 Entering the Lines: As mentioned earlier, the Invoice Lines store details about what is being Invoiced, therefore you must enter at least one line to complete the Invoice.

• Product Code Where Inventory items are used select the item being invoiced. The Details (product description), Unit Price with appropriate discounts for the customer will be populated into the appropriate fields.

• Units The number of units being invoiced. Where a service is provided enter a “1”.

• Details Description of the Goods and Services or description of the Product

• Unit Price $ The price per each. Where a service is provided enter the total amount.

Refer the next page for some examples of line entry.



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2 Finance (cont.) 2.2 Accounts Receivable (cont.) 2.2.2 AR – Debtor Invoice (cont.) 2.2.2.1 Adding a New Invoice (cont.) 2.2.2.1.3 Entering the Lines Examples

Example 1 The user manually entered “Units”, “Details” and “Unit Price $”. Example 2 The user selected the “Product Code” from the Product Master table

which populated the “Details” and the “Unit Price $”. The user was then only required to enter the “Units” being invoiced. Example 3 The user entered only the “Details” as a comment. NOTE: “Units” and “Unit Price $” are blank.



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2 Finance (cont.) 2.2 Accounts Receivable (cont.) 2.2.2 AR – Debtor Invoice (cont.) 2.2.2.1 Adding a New Invoice (cont.) 2.2.2.1.4 Sample Invoice



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2 Finance (cont.) 2.2 Accounts Receivable (cont.) 2.2.3 AR – Debtor Statement

The Debtors Statement is the primary document used in the control of customer accounts, and the collection of funds from credit account customers. It is produced by extracting outstanding Debtor Invoices as stored in the Invoice Header Table. Typically a debtor’s statement is produced for each account at the end of each month after all relevant entries have been completed for the month. i.e. Invoices and Cash Receipts.

The Debtor Statement may be Printed or Emailed to the Customer.



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2 Finance (cont.) 2.3 Bank 2.3.1 Bank – Bank Reconciliation

Please note: If you have progressed to Direct Bank Feeds and discontinued using cheques, the Bank Reconciliation is likely not necessary.

The Bank reconciliation enables checking the difference between the bank balance shown in your bank statement, as supplied by the bank, and the corresponding amount shown in your own accounting records at a particular point in time. Such differences may occur, for example, because a cheque or a list of cheques has not been presented to the bank, a banking transaction, such as a credit received, or a charge made by the bank, has not yet been recorded in EzyAcc.com, or either the bank or the organisation itself has made an error. It may be easy to reconcile the difference by looking at very recent transactions in either the bank statement or the organisation's own accounting records (cash book) and seeing if some combination of them tallies with the difference to be explained. Otherwise it may be necessary to go through and match every single transaction in both sets of records since the last reconciliation, and see what transactions remain unmatched. The necessary adjustments should then be made in the cash book, or any timing differences recorded to assist with future reconciliations. For this reason, and to minimise the amount of work involved, it is good practice to carry out such reconciliations at reasonably frequent intervals. Reconciliations are generally performed by specialised accounting software though the understanding of what occurs is important for a successful reconciliation.



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2 Finance (cont.) 2.3 Bank (cont.) 2.3.2 Bank – Cash Flow Statement

2.3.3 Bank – Loan Statement

Details on Loan Statement are currently unavailable

2.3.4 Bank – Statement Transactions

The cash flow statement (statement of cash flows), shows the Cumulative balance per month for Income, Purchase of Inventory and summary by GL Account. Then total Expenses, Outflow, Net Surplus/Deficit and Cumulative totals are displayed.

Details on Statement Transactions are currently unavailable



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2 Finance (cont.) 2.4 Fixed Asset Register (FAR) 2.4.1 FAR – Fixed Asset Register

Details on FAR –Fixed Asset Register are currently unavailable



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2 Finance (cont.) 2.5 General Ledger (GL) 2.5.1 GL – Balance Sheet 2.5.1.1 What Is A Balance Sheet

A Balance Sheet summarises an organisation or individual's assets, liabilities and equity at a specific point in time. Individuals and small businesses tend to have a simple Balance Sheet which is basically split into three categories:

• Assets – Cash, Debtors, buildings, machinery, inventory, etc.

• Liabilities – Loans, Creditors, Employee leave Provision, etc.

• Equity – Net Assets (Assets – Liabilities). Larger businesses tend to have a more complex Balance Sheet, but still follow the above with a few more categories, such as Current and Non-Current Assets and Liabilities listed under the main ones, and it is prepared and presented in the organisation's annual report. Large businesses may also prepare a Balance Sheet for segments of their businesses which helps identify which segments are preforming financially and which are not. The EzyAcc.com Balance Sheet is populated with figures from the current year and provides the previous financial year’s figures for comparison. While it is being used by small to medium sized companies, we are continually improving all parts of the system and given time we will accommodate business of all sizes.

http://en.wikipedia.org/wiki/Annual_report



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2 Finance (cont.) 2.5 General Ledger (cont.) 2.5.1 GL – Balance Sheet (cont.) 2.5.1.2 What Is The Balance Sheet Used For?

A Balance Sheet provides the financial strength and capabilities of the business. Is the

business in a position to expand? Can the business easily handle the normal financial

ups and downs of revenues and expenses? Or should the business take immediate

steps to boost cash reserves?

The Balance Sheet can identify and analyse trends, particularly in the area of

receivables and payables. Is the receivables cycle lengthening? Can receivables be

collected more aggressively? Is some debt uncollectable? Has the business been

slowing down payables in an endeavour to avoid an inevitable cash shortage?

The Balance Sheet is the most basic element in providing financial reporting to

potential lenders such as banks, investors, and vendors who are considering how

much credit to grant the firm.

Use the Balance Sheet to steer your business in the right direction.



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2 Finance (cont.) 2.5 General Ledger (cont.) 2.5.1 GL – General Ledger Summary

2.5.2 GL – Profit and Loss

Details on GL – Profit and Loss are currently unavailable

2.5.3 GL – Trial Balance

The General Ledger Summary provides a summary by Expenses and Revenue Accounts. Summary may be selected:

• Monthly

• Quarterly

• Half Yearly

• Yearly

After all transactions from the accounting period have been entered, the Trial Balance may be printed. It compiles the total of all accounts with debit balances equals the total of all accounts with credit balances. The trial balance lists every open general ledger account by account number and provides a comparison to the previous financial year.



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2 Finance (cont.) 2.5 Shares Portfolio Management (SPM) 2.5.1 SPM - Shares Management

The Shares Portfolio Management (SPM) is a newly added module and Help will become available soon.



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2 Finance (cont.) 2.6 Tax 2.6.1 Tax –Business Activity Statement (BAS) Preparation

2.6.2 Tax –Business Activity Statement (BAS) Summary

2.6.3 Tax – Company Tax Return (coming soon)

Each financial year beginning 1 July and ending 30 June of the following year are

generally due on 31 October after the end of the tax year every company must lodge

a Tax Return.

Australian individual taxpayers can file their return online with the ATO's e-tax

software, by ordering a printed copy of the tax return form, or with the assistance of a

tax agent.

Extensions of the deadline for lodging a tax return are automatically available to

those individuals using a Registered Tax Agent operating on an extended lodgement

system, and extensions can be made available under some circumstances.

In Australia, individuals and taxpaying entities with taxable income might need to

lodge different returns with the ATO in respect of various forms of taxation.

EzyAcc compiles your financial records as recorded in EzyAcc and produces details for your Tax Return. While the details are 100% accurate to your records, it is still advisable to consult an accountant to review and sign off on the figures, as EzyAcc.com does not audit the figures entered into the system. 2.6.4 Tax – Taxable Payments Annual Report (TPAR) Lodgement

Details on TPAR – Taxable Payments Annual Report are currently unavailable

Business Activity Statement (BAS) are compiled based on your Company's lodgement frequency (Monthly or Quarterly). Where wages are not generated by EzyAcc, the system will take Net wages from the Payments Table and in this case a manual entry for PAYG needs to be entered

Business Activity Statement (BAS) summary is used by the CSMs to manage their Users BAS preparation and to remind the Users by e-mail when BAS lodgement is due.

http://en.wikipedia.org/wiki/Australia

http://en.wikipedia.org/wiki/Taxation



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3 Master Tables

E.g. A Customer is stored in the Customer Master Table and may have multiple

references to it in the Invoice Table. Therefore the Invoice Table is NOT a Master Table as multiple entries relating to one Customer may exist.

In this section the Table details include the fields and their definition. The following is the definition for the “Data Type”:

• Int Integer. A whole number. A number that is not a fraction. Contains no decimals.

• smalldatetime A date stored as Date and Time

• varchar(length) A varchar or Variable Character Field is a set of character data of indeterminate length, which can hold letters and numbers.

length –The maximum number of characters for the field. E.g. varchar(10) Allows a maximum of 10 characters.

• decimal Decimal value. relating to or denoting a system of numbers and arithmetic based on the number ten, tenth parts, and powers of ten

• numberic Numeric, similar to decimal with ability to limit the length of the number.

E.g. numeric (9,2) allows numbers up to and including 9999999.99

• uniqueidentifier A 16-byte Global Unique Identifier (GUID), used by the system to assign a record a unique identification.

By converting from a string constant in the form: xxxxxxx-xxxx-xxxx-xxxx-xxxxxxxxxxxx in which ‘x’ is a hexadecimal digit in the range 0-9 or a-f. E.g. 6F9619FF-8B86-D011-B42D-00C04FC964FF

The Master Tables module provides for the storage and retrieval of critical information used throughout EzyAcc.com. A Master Table is a table where data is stored for an entity where there may be multiple entries for every record in another Table.



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3 Master Tables (cont.) The following describes EzyAcc.com standard for the “Field Names”: EzyAcc.com has adopted the Hungarian notation as our standard across all parts of the system:

• asp Pages

• vb.net Code

• Table Names

• Field Names Believing that using the one standard is a great start, now all we need to do is convince everybody else to standardise to the same standard. You will therefore see field names such as:

• strJobDescription Field is a String (str) used for the Job Description

• dtmRecordCreated Field is a Date/Time (dtm) when the Record was created

ABOUT Hungarian Notation Hungarian notation is an identifier naming convention in computer programming, in which the name of a variable or function indicates its type or intended use. There are two types of Hungarian notation: Systems Hungarian notation and Apps Hungarian notation. Hungarian notation was designed to be language-independent, and found its first major use with the BCPL programming language. Because BCPL has no data types other than the machine word, nothing in the language itself helps a programmer remember variables' types. Hungarian notation aims to remedy this by providing the programmer with explicit knowledge of each variable's data type. In Hungarian notation, a variable name starts with a group of lower-case letters which are mnemonics for the type or purpose of that variable, followed by whatever name the programmer has chosen; this last part is sometimes distinguished as the given name. The first character of the given name can be capitalized to separate it from the type indicators. Otherwise the case of this character denotes scope. Dr. Charles Simonyi developed the convention at Microsoft, where it is used in the Windows source code. Microsoft says it's known as Hungarian notation because the prefixes make the names seem to be non-English and also because Simonyi is from Hungary. Since Microsoft uses it extensively, many programmers outside Microsoft use it.



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3 Master Tables (cont.) 2.1 Chart Of Accounts

The Chart Of Accounts Table in EzyAcc.com is designed to be a “standard” Chart Of Accounts, where all companies use the same coding conventions which have been set up by an expert team to be comprehensive, and in the simplest form.

Where it is necessary to add or change an Account, the request is initiated through the CSM. This is necessary in order to maintain consistency through to the preparation of BAS and Tax return and to eliminate ad-hock modification to the “standard” Chart Of Accounts.

This concept has been taken even further in counties such as Sweden and Norway, where the government have made it law that everyone uses the same Chart Of Accounts, thus eliminating confusion as to what each Account is used for.

While this sounds all very rigid, in fact it is quite flexible as each company is able to select only the Accounts applicable to them, and should the need arise to include one at a later stage, this may be achieved by simply ticking a box next to the Account.

The Chart Of Accounts Table has the following fields

• GL Code

• Description

• GL Type

• ASSETS

• EXPENSE

• REVENUE

• Etc.

• BAS Group

• G 1

• G 2

• Etc.

• GST Percentage

• At present 0 or 10, but any percentage could easily be applied.

• Etc.



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3 Master Tables (cont.) 3.1 Chart Of Accounts (cont.) 3.1.1 Selecting

Select [Master Tables] [Chart Of Accounts]

Takes you to where the Chart Of Accounts is:

• Viewed and Selected for your company

• Maintained (by CSMs and Administrators)

• Setup Allocation Rules

• Printed



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3 Master Tables (cont.) 3.1 Chart Of Accounts (cont.) 3.1.2 Viewing and Selecting

The [All Accounts] tick box is used to either display all Accounts, or only those that have been selected for your company by ticking and un-ticking the tick boxes next to each Account.

When the appropriate Accounts have been selected or de-selected, they may be saved by clicking the [Update Personal Accounts].

The details may be sorted in any sequence by clicking on the field in the heading:



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3 Master Tables (cont.) 3.1 Chart Of Accounts (cont.) 3.1.3 Setup Allocation Rules Allocation Rules inform the system of the appropriate General Ledger Account to allocate the transaction to, based on the transactions’ description. These rules are used when a transaction is:

• Entered manually

• Imported via the EzyAccHelper.

• Uploaded using direct bank feeds To access the rules:

The system provides Standard Allocation rules as well as User Defined rules: Standard Allocation Rules:

In the above example, if the words:

• “AUST” “SHEET” “TRADERS” appear in any order in the description the system will allocate the transaction to:

• 1115 – Purchases – stock



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3 Master Tables (cont.) 3.1 Chart Of Accounts (cont.) 3.1.3 Setup Allocation Rules (cont.) User Defined Allocation Rules: If your company procures material from:

• “AUST” “SHEET” “TRADERS” and the purchases is always for Repairs and Maintenance, the following entry would override the allocation to 1115 – Purchases – Stock.

Select {Add Rule]

Enter the appropriate details for your company. Click the [Update], and the rule is now in place for all future transactions.

2 EzyAcc.com (cont.)

3 Master Tables (cont.)



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3.1 Chart Of Accounts (cont.) 3.1.3 Setup Allocation Rules (cont.) All entries for your company appear in Green, and at the top of the list.

The system also provides for price breaks. What this means is that a particular supplier may provide material, however depending on the $ amount the allocation should be to different Accounts. Below the Rule has been broken up into two entries which allocates the transaction to different Accounts depending on the amount. I.e. Over $1000.00 – 1115 – Purchases - Stock Up to $1000.00 – 1865 – Repairs and Maintenance



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3 Master Tables (cont.) 3.2 Company


iCompanyId int System generated Company record identifier

iOnSellerCompanyId int System generated On-Sellers Company Id record identifier

iOnSellerSharePercentage int On-Sellers share percentage

iCreatedByUserId uniqueidentifier System generated Users Company Employee Id record identifier of the user that created the record


iMaintainedByUserId uniqueidentifier System generated Users Company Employee Id record identifier of the user that last maintained the record

dtmDateMaintained smalldatetime System generated Date Company maintained

strCompanyCode varchar(10)

Unique Company Code. Maintained by the User (may only be maintained when the record is created. This code may not

be changed once created)

strSecondCode varchar(30)

Second Company Code. While this field

is rarely used it is provided as a more descriptive code for your Company. Maintained by the User (this code may be changed by the user)

strName varchar(50) Company Name

strType varchar(10) Company Type (user defined). This field is a reference only field and may be left blank.

strTerritory varchar(10) Company Territory

strPlanner varchar(10) Not used in current version

dblDiscountPercentage decimal(10,2) Not used in current version

strContactPersonFirstName varchar(100) Company Contact Persons First Name

strContactPersonLastName varchar(100) Company Contact Persons Last Name

The Company Master Table stores information about your Company. As with all other Master Tables it is imperative that information entered in this Table is accurate and meaningful.


Generally, if you are unaware of what a particular field is for, then you probably do not need it, therefore unless it is a mandatory field, leave it blank.



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strContactPersonMobile varchar(20) Company Contact Persons Mobile

number

strTelephoneAreaCode varchar(10) Company Contact Telephone Area Code

strTelephoneNo varchar(20) Company Contact Telephone number

strFacsimileNo varchar(20) Company Contact Persons Facsimile number

strEmailAddress varchar(200) Company Contact Persons Email Address

strAddressLine1 varchar(50) Company Address Line 1




strAddressSuburb varchar(50) Company Address Suburb

strAddressPostcode varchar(10) Company Address Postcode

strAddressState varchar(50) Company Address State

strAddressCountry varchar(50) Company Address Country

strPostalAddressLine1 varchar(50) Company Postal Address Line 1




strPostalAddressSuburb varchar(50) Company Postal Suburb

strPostalAddressPostcode varchar(10) Company Postcode

strPostalAddressState varchar(50) Company Postal Address State

strPostalAddressCountry varchar(50) Company Postal Address Country

strDelvAddressLine1 varchar(50) Company Delivery Address Line 1




strDelvAddressSuburb varchar(50) Company Delivery Address Suburb

strDelvAddressPostcode varchar(50) Company Delivery Address Postcode

strDelvAddressState varchar(50) Company Delivery Address State

strDelvAddressCountry varchar(50) Company Delivery Address Country

strSendInvoiceBy varchar(10) Not used in current version

dblPaymentTermsDays decimal(10,2) The company default Payment Terms

strCreditRating varchar(10) Not used in current version

dblCreditLimit money Not used in current version

strBank varchar(50) Company Bank

strBankBranch varchar(50) Company Bank branch

strProduceStatementYorN varchar(10) Whether Company produces Debtors statements

strCurrencyCode varchar(10) Company Currency Code

strLogo varchar(50) Company Logo

strPicture varchar(50) Uploaded Company Picture to apprear



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on EZYACC front page.

strWebSite varchar(200) Company WebSite address

strCompanyAdminEmailAddress varchar(200) Company Administrators Email address

iParentCompanyId int Not used in current version

dblTransitTimeDays decimal(10,2) Not used in current version

strGSTRegistered varchar(1) Not used in current version

strABN varchar(20) Company ABN

strACN varchar(20) Company ACN

strMotto varchar(500) Company Moto, (appears on advertisment)

strEZYACCPaymentMethod varchar(20) Not used in current version

strEZYACCPaymentAccountDetails varchar(50) Not used in current version

strEZYACCAccountCardExpiryMonthYear varchar(10) Not used in current version

iExternalAccountantHasAccessToEZYACC smallint Whether your External Accountat has authority to access your details

strExternalAccountantSupplierCode varchar(10) Company's External Accountant Supplier Code

dtmDateSystemRegistered smalldatetime System Maintained Company Registration Date to use EZYACC

iBASFrequencyInMonths int BAS Frequency

decPAYGPercentage decimal(5.2) PAYG Percentage. The percentage of Sales you wish to pay to the ATO

dtmDateDeactivated smalldatetime System maintained date company Deactivated

iWantAnAddOnEZYACCHomePage smallint Whether you wish to advertise on the EZYACC WebSite

strAdvertisementDetails varchar(500) Company Advertisment Details

iOnSellerActive smallint On-Sellers Active flag

strUseStandardSuppliers smallint

Whether or not to use Standard (common) Suppliers as provided by ezyacc. If this is ticked they will be populated in Cash Payments and

Creditor Invoice drop down list when in Edit or Add mode. Suppliers such as Repco, Bunnings, Caltex etc. are provided and the appropriate GL Account for the Supplier will be populated when the Supplier is selected.

strUseStandardCustomers smallint

Whether or not to use Standard (common) Customers as provided by

ezyacc. If this is ticked they will be populated in Cash Receipts drop down

list when in Edit or Add mode for entries relating to Shares. All companies registered with ASX are provided as this feature is useful for Share Trading.



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3 Master Tables (cont.) 3.3 Contact

The Contact Master Table stores information about your Contacts:

• Contact’s Company Name

• Address

• Contact Person

• Telephone Number

• Website

• Etc…

NOTE: Unlike other Master tables the Contact’s table is also populated with Contacts from the Customer and Supplier tables, making it a pseudo Master table.



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3 Master Tables (cont.) 3.3 Contact (cont.) 3.3.1 Viewing Contact details

Select [Master Tables] [Contact]

Takes you to where Contacts are Viewed, Added or Edited.

3 Master Tables (cont.) 3.3 Contact (cont.)



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3.3.2 Adding Contact details


Select [File] [Add New Contact]



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3 Master Tables (cont.) 3.3 Contact (cont.) 3.3.2 Adding Contact details (cont.)

NOTE: You may select an existing Contact Group or enter a new one..

After you have entered the details, click [Update] to save the details, or should you wish to abandon the entry simply click the [Cancel] button.



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3 Master Tables (cont.) 3.3 Contact (cont.) 3.3.3 Editing Contact details


Select the appropriate Edit button for the required Contact.



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3 Master Tables (cont.) 3.3 Contact (cont.) 3.3.3 Editing Contact details (cont.)

NOTE: You may select an existing Contact Group or enter a new one.

After you have entered the details, click [Update] to save the details, or should you wish to abandon the entry simply click the [Cancel] button.



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3 Master Tables (cont.) 3.3 Contact (cont.) 3.3.4 Uploading Contact Image


Select the appropriate Upload Image button for the required Contact.



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3 Master Tables (cont.) 3.3 Contact (cont.) 3.3.4 Uploading Contact Image (cont.)

After selecting the [Upload Image] button you will be presented with the Image selection panel.

Depending on the browser you are using the following panels will appear.

Click on either the [Choose File] or [Browse] to select the required image. Go to where the image is stored on your hard drive and select it.

The image will then appear next to the Contacts details.



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3 Master Tables (cont.) 3.3 Contact (cont.) 3.3.5 Marketing And Result Once you have your Contacts in the system you are in the position to use the details to manage them effectively. Marketing You may use the system via e-mail to:

• Inform existing Customers of: o Updates to pricing o Special offers o New company policy o Upcoming events

• Introduce Potential Customers to: o Who you are and what you are about o Your Product range o Your commitment to Quality

In fact any necessary communication may be actioned by e-mail using the

Contacts Master Table. Result A formal follow up system is an integral part of establishing the results of your

efforts. The Contacts Marketing system provides this by providing follow up to each e-mail which will prompt the Team Member to action what needs to be done by when.

The system will detail the number of:

• Positive responses

• Negative responses

• No response

• Follow up required This enables management to establish the effectiveness of the Marketing

strategies.



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3 Master Tables (cont.) 3.3 Contact (cont.) 3.3.5 Marketing And Result (cont.) 3.3.5.1 Sending e-mails Select [Master Tables] [Contact]

Unless all Contacts are to be e-mailed select the appropriate Group



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3 Master Tables (cont.) 3.3 Contact (cont.) 3.3.5 Marketing And Result (cont.) 3.3.5.1 Sending e-mails (cont.)

Select [File]

[Email]



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3 Master Tables (cont.) 3.3 Contact (cont.) 3.3.5 Marketing And Result (cont.) 3.3.5.1 Sending e-mails (cont.) The e-mailing page provides the following options (Refer following pages for details) .

1. E-mail details panel 2. Follow up details, including date to follow up. 3. Attachment

4. Select all - Tick to select un-tick to deselect 5. Select Individual - Tick to select un-tick to deselect.

After all the details have been entered press the [Send] and the e-mails will be sent and updated against the Contact record.



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3 Master Tables (cont.) 3.3 Contact (cont.) 3.3.5 Marketing And Result (cont.) 3.3.5.1 Sending e-mails (cont.) 3.3.5.1.1 E-mail details panel

Existing Subject: Where the Subject has been used before it appears in the drop

down list. You may select it from the drop down list and it will be inserted into for you in the {Subject]. This is extremely useful to record activity for a standard subject.

Cc: Carbon Copy or Courtesy Copy.

Greeting: Should you wish to begin the e-mail with a greeting, tick the

“Include Contact Name” and enter the prefix in the “Greeting” Box In the above example the e-mail would begin:

• Dear John Smith (if the recipient’s name was John Smith) Message: Self explanatory.



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3 Master Tables (cont.) 3.3 Contact (cont.) 3.3.5 Marketing And Result (cont.) 3.3.5.1 Sending e-mails (cont.) 3.3.5.1.2. Follow up details, including date to follow up Where a follow up is required you may enter the required action to be taken

and the date the action is required. The system will create an entry in the Contact’s record which you may use to

action the follow up when it is required, recording the result of the follow up.

Example of the follow up details populated by the above screen (Refer “Viewing Events” later in this section for details):



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3 Master Tables (cont.) 3.3 Contact (cont.) 3.3.5 Marketing And Result (cont.) 3.3.5.1 Sending e-mails (cont.) 3.3.5.1.3 Attachment

As the body of the e-mail is text only, an attachment is useful for sending PDF

or JPG images providing a professional e-mail. SUGGESTION: Use PDF wherever possible and keep them as small as

possible. Adding an attachment:

Select the [Browse] button

Select the required attachment file Click the [Open] button, and you will see the file name in the Attachment box.



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3 Master Tables (cont.) 3.3 Contact (cont.) 3.3.5 Marketing And Result (cont.) 3.3.5.1 Sending e-mails (cont.) 3.3.5.1.4. Select All - Tick to select un-tick to deselect. After selecting the required Group, you may choose to select All Contacts in

that Group by simply ticking the “Select All”. Should you wish to omit only a few of the Contacts in that Group, you may

“Select All”, and then de-select the ones you do not wish to e-mail.

5. Select Individual - Tick to select un-tick to deselect. You may also select the Contacts individually without the “Select All”.

• Clear the entered information and start another e-mail

• Close the e-mail panel and return to the main Contacts page

• Send the e-mails



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3 Master Tables (cont.) 3.3 Contact (cont.) 3.3.5 Marketing And Result (cont.) 3.3.5.2 Viewing Events Select [File]

[View Events]

Select the required subject:



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3 Master Tables (cont.) 3.3 Contact (cont.) 3.3.5 Marketing And Result (cont.) 3.3.5.2 Viewing Events (cont.)

Select the Close button to return to the main Contact page



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3 Master Tables (cont.) 3.3 Contact (cont.) 3.3.5 Marketing And Result (cont.) 3.3.5.1 Adding A New Event Select [Master Tables] [Contact]

Select the appropriate Details button for the required Contact.





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3.3 Contact (cont.) 3.3.5 Marketing And Result (cont.) 3.3.5.1 Adding A New Event (cont.) This option is used to add an activity for a Contact is where there is no need to send them an e-mail. Select the Add New Details button for the required Contact.

Select the Close button to return to the main Contact page.



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3 Master Tables (cont.) 3.3 Contact (cont.) 3.3.5 Marketing And Result (cont.) 3.3.5.1 Adding A New Event (cont.) Enter the detail with the associated dates.

Click the [Update] button to update the details.

Click on the [Abandon] button to abandon the entry.



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3 Master Tables (cont.) 3.3 Contact (cont.) 3.3.5 Marketing And Result (cont.) 3.3.5.2 Updating/Editing Events Select [Master Tables] [Contact]

Select the appropriate Details button for the required Contact.





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3.3 Contact (cont.) 3.3.5 Marketing And Result (cont.) 3.3.5.2 Updating/Editing Events (cont.) Select the appropriate Edit button for the required Contact.

In this example there is one, however there may be multiple entries.



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3 Master Tables (cont.) 3.3 Contact (cont.) 3.3.5 Marketing And Result (cont.) 3.3.5.2 Updating/Editing Events (cont.) Enter the Completed detail and date.

Click the [Update] button to update the details. Click on the [Abandon] button to abandon the entry.



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3 Master Tables (cont.) 3.4 Customer

The Customer Master Table stores information about your Customers:

Generally, if you are unaware of what a particular field is for, you probably do not need it, therefore unless it is a mandatory field, leave it blank.


iCustomerId int System generated Customer record identifier

iCompanyId int System generated Company Id identifier, used to assign Customer to a specific Company

iCreatedByUserId uniqueidentifier System generated Users Company Employee Id record identifier of the user that created the record



dtmDateMaintained smalldatetime System generated Date Company maintained

strCustomerCode varchar(10) Unique Customer Code, Maintained by the User (may only be maintained when the record is created. This code may not be changed once created)

strSecondCode varchar(30) Second Customer Code, Maintained by the User (this code may be changed by the user)

strName varchar(50) Customer Name

strType varchar(10) Customer Type (user defined)

strTerritory varchar(10) Customer Territory

strPlanner varchar(10) Not used in current version

dblDiscountPercentage decimal(10, 2) The amount tof discount the Customer receives, expressed as a percentage

strContactPerson varchar(100) Customer Contact Persons

strContactPersonMobile varchar(20) Customer Contact Persons Mobile number

strTelephoneAreaCode varchar(10) Customer Contact Telephone number

strTelephoneNo varchar(20) Customer Contact Persons Facsimile number

strFacsimileNo varchar(20) Customer Contact Persons Facsimile number

strEmailAddress varchar(200) Customer Contact Email Address

strAddressLine1 varchar(50) Customer Address Line 1




strAddressSuburb varchar(50) Customer Address Suburb

strAddressPostcode varchar(10) Customer Address Postcode




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strAddressState varchar(50) Customer Address State

strAddressCountry varchar(50) Customer Address Country

strPostalAddressLine1 varchar(50) Customer Postal Address Line 1




strPostalAddressSuburb varchar(50) Customer Postal Suburb

strPostalAddressPostcode varchar(10) Customer Postcode

strPostalAddressState varchar(50) Customer Postal Address State

strPostalAddressCountry varchar(50) Customer Postal Address Country

strDelvAddressLine1 varchar(50) Customer Delivery Address Line 1




strDelvAddressSuburb varchar(50) Customer Delivery Address Suburb

strDelvAddressPostcode varchar(50) Customer Delivery Address Postcode

strDelvAddressState varchar(50) Customer Delivery Address State

strDelvAddressCountry varchar(50) Customer Delivery Address Country

strSendInvoiceBy varchar(10) hHow the Invoice is to be sent (E.G. Mail, Email, FAX etc.)

dblPaymentTermsDays decimal(10, 2) Customer Payment Terms

strCreditRating varchar(10) User defined Credit Rating (E.g. "A" "XXX")

dblCreditLimit money User defined Credit Limit expressed as a value (E.g. 5000.00)

strBank varchar(50) Customer Bank (E.G. NAB)

strBankBranch varchar(50) Customer Bank branch

strProduceStatementYorN varchar(10) Whether Customer receives a statement

strCurrencyCode varchar(10) Customer Currency Code

strLogo varchar(50) Customer Logo

strWebSite varchar(200) Customer Website

strGroupPayerCode varchar(10) The Code of the Group Payer for the Customer.

dblTransitTimeDays decimal(10, 2) The number of days taken to deliver

strGSTRegistered varchar(1) GST Registered

strABN varchar(20) Customer ABN

strACN varchar(20) Customer ACN

iActive tinyint Record Active flag



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3 Master Tables (cont.) 3.4 Customer (cont.) 3.4.1 Viewing Customer details

Select [Master Tables] [Customer]

Takes you to where Customers are Viewed, Added or Edited.



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3 Master Tables (cont.) 3.4 Customer (cont.) 3.4.2 Adding a New Customer





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3 Master Tables (cont.) 3.4 Customer (cont.) 3.4.2 Adding a New Customer (cont.) Select [File] [Add New Customer]

Takes you to where a Customer is Added.



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3 Master Tables (cont.) 3.4 Customer (cont.) 3.4.2 Adding a New Customer (cont.)

After you have entered the details, click [Update] to save the details, or should you wish to abandon the entry simply click the [Abandon] button.

When finished Click: [Update] - Save the new Customer or… [Abandon] - Discard the entry (Customer will not be stored in the database)





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3.4 Customer (cont.) 3.4.3 Editing an Existing Customer

When the Customer’s details change, you may edit the Customer Master Table as follows:





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3 Master Tables (cont.) 3.4 Customer (cont.) 3.4.3 Editing an Existing Customer (cont.) Click on the [Select] and a list of Customers will appear in the drop down list in alphabetic order, then highlight the Customer you want and click on it.

The Customer details will appear on the screen.



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3 Master Tables (cont.) 3.4 Customer (cont.) 3.4.3 Editing an Existing Customer (cont.) Select [File] [Edit Customer]

Enables you to change the details.



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3 Master Tables (cont.) 3.4 Customer (cont.) 3.4.3 Editing an Existing Customer (cont.)

NOTE: The Customer Code field is greyed as it may not be changed after defining it when the record is added, as it is the key to the record, and Invoices, Cash Receipts, Work Orders (Jobs) etc… are link to the Customer by this code.

After you have entered the details, click [Update] to save the details, or should you wish to abandon the entry simply click the [Abandon] button.

When finished Click: [Update] - Save the new details or… [Abandon] - Discard the new details (leave record as it was)



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3 Master Tables (cont.) 3.5 Employee



iCompanyEmployeeId int System generated Company Employee record identifier

iCompanyId int System generated Company Id identifier, used to assign Employee to a specific Company

strEmployeeCode varchar(10)

Unique Company Employee Code, Maintained by the User (may only be maintained when the record is created. This code may not be changed once

created)

strLastName varchar(50) Employee Last Name

strFirstName varchar(50) Employee First Name

strMiddleName varchar(50) Employee Middle Name

strPreferredName varchar(50) Employee Preferred Name (e.g. William - Bill)

strTitle varchar(50) Employee Title (E.g. Mr. Ms. Mrs)

strLocation varchar(50) Employee Location (E.g. Building 1, Factory)

strDepartment varchar(50) Employee Department (E.g. Admin, Production)

strJobTitle varchar(50) Employee Job Tiltle (E.g. CEO, Production Planner, Accountant)

strGender varchar(50) Employee Gender

dtmDateOfBirth smalldatetime Employee Date Of Birth

strAddressLine1 varchar(50) Employee Address Line 1



strTelephoneNo varchar(50) Employee Telephone number

strFacsimileNo varchar(50) Employee Facsimile number

strMobileNo varchar(50) Employee Mobile number

strEmailAddress varchar(250) Employee Email Address

The Company Employee Master Table stores information about your Employee s. As with all other Master Tables it is imperative that information entered in this Table is accurate and meaningful.




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strEmailAddressCarbonCopy varchar(250) Email address the Employee wants to send

a carbon copy to

strEmailAddressRedirect varchar(250)

Email address the Employee wants to redireect to. (Useful when the Employee is on holiday and wants someone else to be

notified in their absence)

dtmCommencementDate smalldatetime The date the Employee commenced

working for the Conpany

dtmTerminationDate smalldatetime The date the Employee was terminated for

the Conpany

txtComment varchar(1000) Any useful comment

dtmDateCreated smalldatetime System generated Date record was

created

strTaxScale varchar(100) Tax Scale

strTaxFileNumber varchar(50) Tax File Number

strPaymentFrequency varchar(50) Payment Frequence (daily, weekly fortnightly etc.)

curPayRatePerHour money Payment Rate (per hour).

curChargeRatePerHour money Charge Rate (per hour). If the employee is changed out, this is how rate that the

Employee is charged out to the Customer.

decNumberOfHoursWorkedPerWeek decimal(8, 2) The number of hours the employee is

required to work per week

decAnnualLeaveLoadingPercent decimal(8, 2)

Where the Employee receives Annual

Leave Loading, the Percent is entered here (e.g. 17.5)

decCompanySuperContributionPercent decimal(8, 2) Where the Employee receives Annual Super Contributions, the Percent is entered here (e.g. 9)

decAccrualAnnualLeaveHours decimal(8, 2) The number of Sick Leave Hours the employee has accrude




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3 Master Tables (cont.) 3.6 Product



iProductId int System generated Product record identifier

iCompanyId int System generated Company identifier to identify

your company

iCreatedByUserId int The Id of the user who created the item

dtmDateCreated smalldatetime System generated date/time the record was created

iMaintainedByUserId int The Id of the user who last changed the item

dtmDateMaintained smalldatetime System generated date/time the record was last

maintained

strProductCode varchar

The unique Code used to access the Product.The

same Code cannot be used for different Products. This Field is the "key" to the Table. Although this Field is twenty alphanumeric characters long, experience has shown that a 6 to 7 numeric Code (short Code) be used where possible. This enables quick data entry when required. However, this is not

practical for some Users

strSecondProductCode varchar

A more "Descriptive" Code used to access the

Product. Common uses: Customer's Part Number, Meaningful Code used to describe the Product, a more technical Code

strDescription varchar The First Description of the Product. Information entered in this Field may contain any characters including $, #, @, <, >, etc.

strDescriptionForCustomer varchar Should you need a different description from the product description for the Customer, that description would be entered

strCustomerPartNo varchar If the product is specifically for one Customer that Customer's Part Number is entered

strDescriptionForSupplier varchar Should you need a different description from the product description for the Supplier, that description

would be entered

strSupplierPartNo varchar Supplier's Part Number

strDescriptiveCode varchar

Sometimes called the Mnemonic. A more Descriptive Code used to access the Product. A well defined

Code can be extremely useful for Sales Personnel.E.g. A Filing cabinet (F) with 4 drawers (4), Brown in colour (B) could have a Description Code of F4B.

The Product Master Table stores information about each Product, Component or Raw Material. Below are the details of the fields and their definition which are also accessible via the Help Menu in EzyAcc.com.



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strPlanner varchar

The Employee Code of the person who Plans the

ordering of the Product. May be a Purchasing or Production person. The Code entered in this Field must exist in the Employee Master Table for the

entry to be valid.

strProductionGroupCode varchar

A Production Planner Group Code used to Group like (similar) Products together, from a Manufacturing point of view. This is useful where Products share the same or similar setup processes (special plating) manning skills The Code entered in this Field must exist in the Production Planner Group Code Master Table for the entry to be valid.

strUnitOfMeasure varchar

The Unit of Measure for the Product. E.g. If you sell packets (PKT) of Drills, then "PKT" would be the

Unit of Measure. If you sell single Drills (EACH) then "EA" would be your Unit of Measure.

strAlternateUnitOfMeasure varchar The Alternate Unit of Measure for the Product.

dblWeightPerUM decimal The Weight of the Product in its Unit of Measure.

dblConvFactorforAltUM numeric

To Convert the Unit of Measure to the Alternate Unit

of Measure. E.g If your UM is in Kilograms (KG) and your Alternate UM is in Tonnes (TN), your Conversion Factor would be 1000. Conversely if your UM is in Tonnes (TN) and your Alternate UM is in Kilograms (KG), your Conversion Factor would be 0.001

dblPackQuantity numeric The Quantity (in the Unit of Measure) that are Packed in the Pack Type.

strPackType varchar What the Product is Packed in.E.g. PKTS, BAG, DRUM etc.

strProductClass varchar

The Product Class is a general categorization of the

Product. Ie. Finished Goods, Raw Material, Packaging etc.

strSupplierCode varchar Where the Product is purchased the Code of the preferred Supplier is entered.

strAlternateSupplierCode varchar Where the Product is purchased the Code of the Alternate Supplier is entered.

strCustomerCode varchar If the Product is specific to one Customer, the Customers' Code is entered.

dblSafetyStock numeric Amount of stock planned to be in Inventory to protect against fluctuations in supply and demand to obtain a desired Customer Service level.

dblMinimumStock numeric For Re-Order Point items, this is the Minimum Stock holding.

dblMaximumStock numeric For Re-Order Point items, this is the Maximum Stock holding.

dblReOrderPoint numeric

Is used for items that are not linked to a Product or

where future demand for that item is unknown. Common Re-Order Points items: Tooling, Oil, Labels etc.

dblMinimumOrderQuantity numeric

The Minimum Order Quantity is used where a

Supplier requires a minimum quantity to be ordered. Some reasons for this are: Supplier's Manufacturing Efficiency



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dblMaximumOrderQuantity numeric The Maximum Order Quantity is used to control how

much of a Product is going to be stocked

dblLotSize numeric Lot Size is the minimum quantity which is economical to Manufacture. Used by the Costing System to establish Set Up and Tooling Costs.

dblLeadTimeDays numeric Lead Time is the sum of Transit Times. The traditional method explains Transit Time as follows:

dblCumulLeadTimeDays numeric Cumulative Lead Time Days is the longest Lead Time to Manufacture a Product, assuming that none

of its components (make or buy) are available.

strABCCategory varchar Products may be split into three ABC $ Categories as required.

strForecastItemYorN varchar This "informs" the Forecasting System whether the Item is to be Forecasted or not.

strMPSItemYorN varchar Whether the Master Production Scheduling Module to take this item into account.

strItemType varchar

This is the Product's Item Type. H = Phantom Part (Tool Lists etc.) MRP does not consider Products of this Type, M = Make (Manufactured Products). P = Purchased (Purchased Products) S = Pseudo (Product used to bring together Components)

strLeadTimeFenceRule1 varchar Lead Time Fence Rule-1 is normally set at the Lead Time (Manufacturing Lead Time) of an item.

dblFenceRule1Days decimal The number of days for Lead Time Fence Rule - 1.

strLeadTimeFenceRule2 varchar Lead Time Fence Rule-2 is normally set at the Cumulative Lead Time (Manufacturing Lead Time + Longest Lead Time component) of an item.


strLeadTimeFenceRule3 varchar

Lead Time Fence Rule-3 is normally set at your furthermost Planning horizon. If a component of a

Product has a Lead Time of 12 months, in order to get Material Requirements for this item for the next 12 months, you will have to have at least 24 months of information about that item.


strObsoleteProductYorN varchar

An Obsolete Product is one that is no longer required by your Customers. If a Product is Obsolete Forecasting and hence Manufacturing/Purchasing of this Product/component should cease.

dtmDateObsoleted smalldatetime The Date the Product became Obsolete.

strInternalComment varchar Any Comment about the Product may be entered in this Field. It is not displayed on any documentation.

dtmLastCostUpdate smalldatetime This is the Date on which the Current Standard Costs stored in the Product Master Table were last

updated.

dblMaterialCost numeric The Total Cost of Material used to assemble a

Product.

dblOSideOpCostUM numeric The Total Cost incurred in sending work to be done

Outside the company (in the Unit of Measure).

dblOSideOpCostAltUM numeric OSide Op Cost Alt. UM is the total Cost incurred in



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sending work to be done Outside the company (in

the Alt. Unit of Measure).

dblWKCCost numeric The Total Cost (the sum) of each operation as defined in the Routing.

dblLabourCost numeric The Total Cost of the Labour to produce the Product.

dblSetUpCost numeric The Total Set Up Cost (the sum) of each operation as defined in the Routing. The Lot size is used to calculate the Cost per unit (in its UM).

dblToolingCost numeric The Total Tooling Cost (the sum) of each operation as defined in the Routing. The Lot size is used to

calculate the Cost per unit (in its UM).

dblOverHead1WKC numeric This is the $ value per Piece of Over Head 1 as

defined in the Work Center Master.

dblOverHead2WKC numeric This is the $ value per Piece of Over Head 2 as

defined in the Work Center Master.

dblTotalCostperUM numeric The Total of Material, Labour, Overhead, OutSide Operation and Set Up Costs.

strDiscountApplicableYorN varchar Whether the Product is discountable

dblDiscountPercent decimal

If the Product is discountable, the discount

percentage is entered. This will be overwriten if there is an entryin the Customer price list.

dblListPrice numeric Recommended Retail Price (non discounted Price).

dblDiscountPrice numeric The discounted price

dblStockOnHand numeric Stock On Hand of all Locations

dblStockInTransitFrom numeric Stock In Transit From is used where a Product is

shipped/transported to other sites.

dblStockInTransitTo numeric Stock In Transit To is used where a Product is

shipped/transported to other sites.

dblStockInQuarantine numeric

Stock In Quarantine is the amount of Stock which

has been Quarantined due to a potential Quality issue. E.g. If a Product has been supplied to a Customer and the Customer has a potential Quality issue with the Product, the Stock procured in that same Lot would be placed in Quarantine. The Stock will be in Quarantine until assurance as to the

Stocks Quality is established. The Product could then be scrapped or put back into "good" stock.

dblOSCustomerOrdersALL numeric Outstanding Customer Orders.

dblOSCustomerBackOrders numeric Outstanding Customers Back Orders.

dblOSSupplyOrders numeric Outstanding Supply Orders.

dblAllocatedToWorkOrders numeric The amount of Stock which is allocated to be used to manufacture the parent Product.

dblAllocatedToCustOrders numeric The amount of Stock which is allocated to Customer

Orders.

strSalesGLCode varchar This Account Code is the Default for sales. The User

can override this when creating an Invoice.

strCostGLCode varchar

This Account Code is the Default for COGS (Cost Of

Goods Sold). The User can override this when creating a Purchase Order.

strDefaultLocation varchar The Default Location for the Product.



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strSalesFamily varchar The Sales Family the Product belongs to.

dblProductWidth decimal The Width of the Product

dblProductHeight decimal The Height of the Product

dblProductDepth decimal The Depth of the Product

strProductSizeUM varchar The size Unit of Measure. E.g. Meters, Inches etc.

strLastMovementTransaction varchar The Transaction Code of the latest inventory movement

dtmLastMovementDate smalldatetime The date of the latest inventory movement

strPictureFileName varchar The name of the Product's picture file.

dblShelfLifeDays decimal The amount of time in days the Product may be left

on the shelf before it perishes

strProcessControlCode varchar The default Process Control Code for the Product

dtmDateDeactivated smalldatetime The date the Product is deactivated

iActive smallint Whether the Product is active



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3 Master Tables (cont.) 3.7 Product Catalog

The Product Catalog is derived from the Product Master Table.



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3 Master Tables (cont.) 3.8 Product Costing 3.8.1 Overview

Product Costing uses two tables to derive the “standard” cost to manufacture a Product, covered in the next section

• 3.8.2 Product Routing

• 3.8.3 Product Structure (Bill Of Material - BOM).

Standard costs are usually associated with a manufacturing company's costs of direct material, direct labour, and manufacturing overhead.

Rather than assigning the actual costs of direct material, direct labour, and manufacturing overhead to a product, one may assign the expected or standard cost. This means that a manufacturer's inventories and cost of goods sold will be amounts reflecting costs based on your “standard cost” which is obviously more accurate than a “fixed” cost manually entered into the Product Master Table, as costs of material and labour may change periodically.



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3 Master Tables (cont.) 3.8 Product Costing (cont) 3.8.2 Product Routing

The Product Routing table is update via the Product Costing option.

The table stores the steps (Routing) required to manufacture the Product.


iProductRoutingId int System generated Routing record identifier

iCompanyId int System generated Company Id identifier, used to assign Work Centres to a specific Company

iCreatedByUserId uniqueidentifier System maintained Users Employee Id identifier

of the user that created the record


iMaintainedByUserId uniqueidentifier System maintained Users Employee Id identifier

of the user that last maintained the record

dtmDateMaintained smalldatetime System generated Date record was last maintained

strProductCode varchar(30) The Product Code relating to the Routing (System maintained)

strWorkCentreCode varchar(10) The code of the Work Centre

iOperationNo smallint The Operation number (Sequence) of the Work Centre in the Rounting

dblLotSize numeric The expect run size of a Product

dblSetUpHoursPerLot numeric The set hours required for th Lot Size

dblSetUpCostPerHour numeric The set hourly cost

dblToolingCostPerLot numeric The tooling cost per Lot Size

dblOverheadCostPerHour numeric The overhead cost per hour

dblWorkCentreUnitsPerHour numeric The number of units the Work Centre can produce per hour

dblWorkCentreCostPerHour numeric The Work Centre Cost per hour

strProcessControlCode varchar(10) Not applicable to current release

strProcessComment varchar(1000) Process Control details/Comments

dtmEffectivityDateFrom Date Not applicable to current release

dtmEffectivityDateTo Date Not applicable to current release

dblTotalSetUpCostPerUnit numeric System Updated based on above details

dblTotalToolingCostPerUnit numeric System Updated based on above details

dblTotalOverheadCostPerUnit numeric System Updated based on above details

dblTotalWorkCentreRunningCostPerUnit numeric System Updated based on above details

dblTotalWorkCentreCostPerUnit numeric System Updated based on above details

iActive smallint Whether the Product Routing Step is active

iWorkCentreBackFlushed smallint Not applicable to current release



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3 Master Tables (cont.) 3.8 Product Costing (cont) 3.8.3 Product Structure (Bills Of Material - BOM)

The Product Structure table is update via the Product Costing option.

The table stores the materials (Ingredients) required to manufacture the Product, assigning them to the appropriate Routing step.

The difference between a Product Structure and BOM, is that the Product Structure has a “Tied To Op No” where the Material can be required at a specific Operation, whereas a BOM is simply a list of materials required to manufacture the Product.


iProductStructureId int System generated Product Structure record identifier

iCompanyId int

System generated Company Id identifier, used to assign Product Structure to a specific Company

iCreatedByUserId uniqueidentifier

System maintained Users Employee Id identifier of the user that created the record


iMaintainedByUserId uniqueidentifier

System maintained Users

Employee Id identifier of

the user that last maintained the record


strProductCode varchar(30) The Product Code relating to the Product Structure (System maintained)

strComponentCode varchar(30) The Product Code (System maintained) of the Component.

iSequenceNo int User defined Sequence Number of the Component in the Product Structure

iTiedToRoutingOperationNo int The Operation Number the Component is required at.

iOptional int Not applicable to current

release


strProcessComment varchar(1000) Process Control details/Comments

dblComponentCostPerUMAsAtCostUpdate numeric The Cost of the Component as at the date last updated

(System maintained)



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dtmComponentCostPerUMAsAtCostUpdateAsAtDate The date the cost was last updated (System

maintained)

dblLinkQuantity numeric Quantity required per "dblLinkQuantityPer"

dblLinkQuantityPer numeric

Number of Products

produced per "dblLinkQuantity" E.g. Where 4 legs are required to manufacture 1 Table the dblLinkQuantity would be 4 (Legs) and the

dblLinkQuantityPer would be 1 (Table). Whereas where 1 Kilogram of Material is required to manufacture 1000 bolts, the dblLinkQuantity would be 1 (Kilogram) and the

dblLinkQuantityPer would be 1000 (Bolts)

dtmEffectivityDateFrom smalldatetime Not applicable to current release

dtmEffectivityDateTo smalldatetime Not applicable to current release

dblExtendedCostPerUM numeric System calculated Cust Per

Unit Of Measure

iActive smallint Whether the Product Structure line is active

iComponentBackFlushed smallint Not applicable to current release



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3 Master Tables (cont.) 3.9 Supplier



iSupplierId int System generated Supplier record identifier

iCompanyId int System generated Company Id identifier, used to assign Suppliers to a specific Company

iCreatedByUserId uniqueidentifier System generated Users Supplier Employee Id record identifier of the user that created the record



dtmDateMaintained smalldatetime System generated Date Supplier maintained

strSupplierCode varchar(10) Unique Supplier Code, Maintained by the User (may only be maintained when the record is created. This code may not be changed once created)

strSecondCode varchar(30) Second Supplier Code, Maintained by the User (this code may be changed by the user)

strName varchar(50) Supplier Name

strType varchar(10) Supplier Type (user defined)

strTerritory varchar(10) Supplier Territory

strPlanner varchar(10) The person assigned as the Supplier Scheduler

dblDiscountPercentage decimal(10, 2) The amount tof discount the Supplier offers, expressed

as a percentage

strContactPerson varchar(100) Supplier Contact Persons

strContactPersonMobile varchar(20) Supplier Contact Persons Mobile number

strTelephoneAreaCode varchar(10) Supplier Contact Telephone number

strTelephoneNo varchar(20) Supplier Contact Persons Facsimile number

strFacsimileNo varchar(20) Supplier Contact Persons Facsimile number

strEmailAddress varchar(200) Supplier Contact Email Address

strAddressLine1 varchar(50) Supplier Address Line 1




The Supplier Master Table is used to store information about your Suppliers. As with all other Master Tables it is imperative that information entered in this Table is accurate and meaningful.




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strAddressSuburb varchar(50) Supplier Address Suburb

strAddressPostcode varchar(10) Supplier Address Postcode

strAddressState varchar(50) Supplier Address State

strAddressCountry varchar(50) Supplier Address Country

strPostalAddressLine1 varchar(50) Supplier Postal Address Line 1




strPostalAddressSuburb varchar(50) Supplier Postal Suburb

strPostalAddressPostcode varchar(10) Supplier Postcode

strPostalAddressState varchar(50) Supplier Postal Address State

strPostalAddressCountry varchar(50) Supplier Postal Address Country

strDelvAddressLine1 varchar(50) Supplier Delivery Address Line 1




strDelvAddressSuburb varchar(50) Supplier Delivery Address Suburb

strDelvAddressPostcode varchar(50) Supplier Delivery Address Postcode

strDelvAddressState varchar(50) Supplier Delivery Address State

strDelvAddressCountry varchar(50) Supplier Delivery Address Country

strSendInvoiceBy varchar(10) How the Invoice is sent by the Supplier (E.G. Mail, Email, FAX etc.)

dblPaymentTermsDays decimal(10, 2) Supplier Payment Terms

strCreditRating varchar(10) Not used in current version

dblCreditLimit money Not used in current version

strBank varchar(50) Supplier Bank (E.G. NAB)

strBankBranch varchar(50) Supplier Bank branch

strProduceStatementYorN varchar(10) Whether Supplier sends a statement

strCurrencyCode varchar(10) Supplier Currency Code

strLogo varchar(50) Supplier Logo

strWebSite varchar(200) Supplier Website

strGroupPayerCode varchar(10) The Code of the Group Payer for the Supplier

dblTransitTimeDays decimal(10, 2) The number of days taken to deliver

strGSTRegistered varchar(1) GST Registered

strABN varchar(20) Supplier ABN

strACN varchar(20) Supplier ACN




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3 Master Tables (cont.) 3.10 Work Centre

You will note that some fields are “Not applicable to current release”, these fields are for Capacity Requirement Planning (CRP), which is not provided in this release. Generally, if you are unaware of what a field is for, you probably do not need it, therefore unless it is a mandatory field, leave it blank.


iWorkCentreId int System generated Work Centre record identifier

iCompanyId int System generated Company Id identifier, used to assign Work Centres to a specific Company

iCreatedByUserId uniqueidentifier System maintained Users Employee Id identifier of the user that created the record


iMaintainedByUserId uniqueidentifier System maintained Users Employee Id identifier of the user that last maintained the record


strWorkCentreCode varchar(10)

Unique Work Centre Code, Maintained by the User (may only be maintained when the record is created. This code may not be changed once created)

strDescription varchar(200) The description of the Work Centre

strSchedulingType varchar(10) Either FINITE or INFINITE

strPlannerCode varchar(10) The Employee who plans work on the Work Centre

strLocation varchar(10) Where the Work Centre is located

dblNoOfMachines numeric Number of machines in the Work Centre

dblNoOfShifts numeric Number of shifts per day the Work Centre runs

dblWorkCentreCostHour numeric The hourly cost to run the Work Centre

dblWorkCentreKGHour numeric The number of kilograms the Work Centre can produce

dblWorkCentrePiecesHour numeric The number of pieces (units) the Work Centre can

produce

The Work Centre Master Table is used to store information about your Work Centres. As with all other Master Tables it is imperative that information entered in this Table is accurate and meaningful.

The Work Centre is where one or more operations of the same kind run simultaneously and one worker/machine or a group of workers/machines work at the same time. You can think of the Work Centre as a cost centre. Below are the details of the fields and their definition which are also accessible via the Help Menu in EzyAcc.com.



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dblToolingCostPerLot numeric The cost of Tooling per Lot Size.

dblLabourCostHour numeric Labour cost per hour

dblLabourKGHour numeric The number of kilograms produced in one labour per hour

dblLabourPiecesHour numeric The number of pieces (units) produced in one labour per hour

dblSetUpCrewSize numeric The number of employees required to set the

Work Centre up

dblSetUpHoursPerLotSize numeric Setup hours required per Lot Size

dblSetUpLabourCostPerHour numeric Setup Labour Cost per Hour

dblHoursShift1 numeric Number of hours the Work Centre runs in Shift 1



dblNoOfEmployeesShift1 numeric Number of Employees in Shift 1



dbDemonstratedCapacityDay numeric Not applicable to current release

dblChargeOutRateLabour numeric Not applicable to current release

dblChargeOutRateMachine numeric Not applicable to current release

dblDaysMaterialRequiredPriorStart numeric Not applicable to current release

dblEfficiency numeric Not applicable to current release

dblMaximumCapacityDay numeric Not applicable to current release

dblOSideOpChargePerKG numeric Not applicable to current release

dblOSideOpChargePerUNIT numeric Not applicable to current release

dblOSideOpCostAltUM numeric Not applicable to current release

dblOSideOpCostUM numeric Not applicable to current release

dblOSideOpMinimumCharge numeric Not applicable to current release

dblTransitTimeDays numeric Not applicable to current release

dtmPreventativeMaintLast smalldatetime Not applicable to current release

dtmPreventativeMaintNext smalldatetime Not applicable to current release

strCriticalWorkCentreYorN varchar(1) Not applicable to current release

strGLAbnormalScrap varchar(10) Not applicable to current release

strGLFactoryOHApplied varchar(10) Not applicable to current release

strGLFactoryOHEfficience varchar(10) Not applicable to current release

strGLFactoryWagesPaid varchar(10) Not applicable to current release

strGLLabourPriceVariance varchar(10) Not applicable to current release

strGLLabourUsageVariance varchar(10) Not applicable to current release

strGLMaterialUsageVariance varchar(10) Not applicable to current release

strGroupCode varchar(10) Not applicable to current release

strManufacturer varchar(10) Not applicable to current release

strManufacturersPartNo varchar(50) Not applicable to current release

strOSideOpSupplierCode varchar(10) Not applicable to current release



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strOSideOpYN varchar(1) Not applicable to current release


dtmDateOfManufacture smalldatetime Not applicable to current release

dtmDatePurchased smalldatetime Not applicable to current release



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4 Operations The Operations module provides for the storage and retrieval of critical information used throughout EzyAcc. This is where control of your company processes is actioned. From Quotation/estimating to creation of Work Orders/Jobs, and delivery of the product or service.



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4 Operations 4.1 Inventory Management & Control (IMC)

Inventory Management & Control, how simple:

• Inventory comes in Add it to stock

• Inventory goes out Subtract it from stock

However, while Inventory Management is thought to look after itself, in the “real world” we need to appreciate just how disciplined Inventory processes need to be, as a “missing” Inventory Item which may only cost a few cents can hold up, or prevent the sale of a valuable assembly.

Then there’s the situation where you know that you have the item, but you cannot find it, have you ever heard “We know we’ve got it, but we don’t know where it is”

Therefore, use Inventory Locations, and put checks in place that ensure your Inventory is accurate. A simple and effective way to do this is to implement a perpetual stocktake process where you count a few different items every day, and if the Inventory is incorrect you establish where the process is causing the Inventory record to be incorrect, and change the process that causes the problem.

100% Inventory accuracy is simple There’s a company in Melbourne that consistently have their Inventory at 100% accuracy. They achieve this by using a very simple yet disciplined process that demands that every Issue of Inventory is supported by a requisition, which must be signed by the requisitioner, and before the Inventory is issued it is count twice. The requisitioner may check the count before they leave, but once they have left they may not come back and challenge how many they were issued. It is also a condition of employment that anyone who handles Inventory account for every item at the end of each day, and if they cannot account for an item the management demands that they stay back until they locate it. In the case where they cannot find the Inventory they must establish where the process failed, and implement change which will ensure Inventory is always accounted for. As you can see they are very serious about maintaining 100% Inventory accuracy. The name of the company is the National Bank of Australia, and they take loosing Inventory very seriously. When Employees realise that Inventory has a value $, they tend to treat it differently.



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4 Operations (cont.) 4.1 Inventory Management & Control (IMC) (cont.) 4.1.1 Flowchart

Purchase Ord. Create

Purchase Ord.

Receipt +

Accounts Payable (Manual)

IMC

Vendor Schedule

Sales Order Entry (optional)

Picking Slip (optional)

Delv. Docket /

POS / Invoice -

Accounts Receivable

Stocktake TQMSWebHelper

Outstanding

Purchase Ord +

Available to

promise -

System Transact

+ - or 0

IMC transact entry

User Transact

+ or -



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4 Operations (cont.) 4.1 Inventory Management & Control (IMC) (cont.) 4.1.2 Maintaining Inventory Records Accuracy

Inventory records may be maintained in many ways, following are some of the options, and it is up to each Company to determine the level that Inventory needs to be Management and then develop processes which will maintain the Inventory Records.

These processes could be by adopting a structured MRP method, or use of a simple method where Inventory is maintained by User entered transactions.

However, in all cases, to successfully maintain Inventory Records Accuracy, the processes that will be used to control the Inventory needs to be well defined and adhered to.

Option:

• Purchase Orders o Inform Users of what is coming in and when, and from which Supplier.

• Purchase Order Receipt o Stores the quantity received and stocking Location.

• Sales Order Entry o Allocation of Inventory for immediate and future demand.

• Picking Slip o Inform the store person how many and which location to pick from o Provide the Location and quantity Picked

• Invoice / Delivery Docket o Generated by the Picking process, with pricing for each Customer

• Location Transfer (Warehouse Transfer)

• Returned to Supplier

• Return from Customer

• Breakage

• Stocktake Adjustment

• Opening Balance

• Etc…

IMC provides an integrated way of managing Inventory.



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4 Operations (cont.) 4.2 Job Costing & Control (JCC) The Job Costing & Control module enables creation and tracking of Jobs on your computerised system. This enables effective management and analysis of all Jobs, associated costs and Work In Progress (WIP). When an Invoice is created and printed for the Job the WIP is reset (zeroed). Subsequent entries continue to be added to WIP facilitating Progress Claims. The following are Field definitions for Tables which support the Job Costing & Control Module. This Help file primarily explains the Service and Project type Job. You will notice Fields and Field Definitions in the Tables which do not apply to this environment. Simply ignore the Fields which do not apply, or if there is an application make use of them.



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4 Operations (cont.) 4.2 Job Costing & Control (JCC) (Cont.) 4.2.1 JCC - Quotation Quotation of new work is the start of the planning process. Do we have the Material, Resources and Capacity to take on the work, and how much will it cost? The Quotation system answers all these questions providing the Customer with consistent and fair costing and delivery times for product and services while making a profit for the effort. 4.2.1.1 JCC – Add New Quotation

Select [Operations]

[JCC – Quotations]

Select the appropriate Customer.



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4.2.1.1 JCC – Add New Quotation (Cont…) Select [File]

[Add New Quotation]

Enter the Header details.

• Quotation No: At this stage the Quotation number is “PENDING”, and should you wish to enter your own unique Quotation Number you may do this by typing over “PENDING”, otherwise the system will generate the next available number.

When you have finished entering the Header details click the [Update] and you will be taken to the Invoice Lines entry. If you wish to abandon the Quote entry simply click on the [Abandon]



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4.2.1.1 JCC – Add New Quotation (Cont…) Enter the Line details. When [Update] has been selected from the Header, the following will be displayed:

• Product Code Where Inventory items are used select the item being quoted. The Details (product description), Unit Price with appropriate discounts for the customer will be populated into the appropriate fields.

• Units The number of units being quoted. Where a service is provided enter a “1”.

• Details May be manually entered or it will be populated when the Product Code is selected.

• Unit Price $ The price per unit of measure (each/Kg etc…). Where a service is provided enter the total amount and Units as one (1).

When you have finished entering the Line details click the [Update Record] and you will be taken to the Invoice Lines entry. When you wish to end the line entry simply click on the [End Session] NOTE [End Session] is only possible after entering at least one (1) line.



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4 Operations (cont.) 4.2 Job Costing & Control (JCC) (cont.) 4.2.2 JCC – Work Order (Job) Work Orders/Jobs may be converted from a Quotation or entered manually. The entry format is the same as the Quotation Entry. Refer 4.2.1.1 JCC – Add New Quotation The system records all costs for the Work Order / Job:

• Material Issues

• Purchases directly from Cash Receipts

• Contractors directly from Cash Receipts

• Labour directly from Payroll Then calculates the Gross Profit (GP%) direct from Debtors Invoices.



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4 Operations (cont.) 4.3 POS - Point Of Sale

Point Of Sales (POS) enables over the counter sales which maintains Inventory records and pricing for individual Customers or Cash sales.



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4 Operations (cont.) 4.4 Purchasing (PUR)

Details on PUR are currently unavailable



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4 Operations (cont.) 4.4 Purchasing (cont.) 4.4.1 PUR – Purchase Order

Details on Purchase Order are currently unavailable



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4 Operations (cont.) 4.4 Purchasing (cont.) 4.4.2 PUR – Vendor Schedule

Details on Vendor Schedule are currently unavailable



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4 Operations (cont.) 4.5 Sales Order Entry (SOE)

Details on SOE are currently unavailable



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4 Operations (cont.) 4.5 Sales Order Entry (SOE) (cont.) 4.5.1 SOE – Customer Price List

Details on Customer Price List are currently unavailable



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4 Operations (cont.) 4.5 Sales Order Entry (SOE) (cont.) 4.5.2 SOE – Sales Order Entry

Details on SOE are currently unavailable



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5 KeyPay Payroll (Single Touch Payroll) Due to the increasing regulatory requirements, as of the 1st of July 2019 EzyAcc outsources its payroll functionality to a 3rd party provider. As a result, this module is provided at an additional charge on top of your existing EzyAcc subscription cost. If you are looking for details about the legacy version of EzyAcc payroll, please see the appendix.



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5 KeyPay Payroll (Single Touch Payroll) (cont.) 5.1 Log in to STP (Payroll)

Log in in to STP (Payroll)

Either

1. Click on https://barcoassociates.yourpayroll.com.au/

Or…

1. Launch EzyAcc & Select the appropriate company 2. Click on Payroll & Then Click on [STP (Payroll)]

3. Log into KeyPay 4. Under ‘Your Businesses’, click on the appropriate company

https://barcoassociates.yourpayroll.com.au/



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5 KeyPay Payroll (Single Touch Payroll) (cont.) 5.2 Setting Up A New Client In KeyPay Payroll

1. Under the suitcase icon, select [Add A New Business] 2. Enter the ABN of the business, check the Business Name (Trading Name) &

Business Legal Name are correct. Then enter the number of employees and the address. Then click on [Next Step]



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5 KeyPay Payroll (Single Touch Payroll) (cont.) 5.2 Setting Up A New Client In KeyPay Payroll (cont.)

3. Enter the contact details, Then Click On Next Step

4. Fill out the other business details & then click on [Create]

5. Under the suitcase icon, click on [Payroll Settings]



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5 KeyPay Payroll (Single Touch Payroll) (cont.) 5.2 Setting Up A New Client In KeyPay Payroll (cont.)

6. On the left, click on [Manage Users], and then in the top right click on [Add]

7. Enter the users Email Address & Name. Then click on [Save].

8. The email address will be used to login & they will be sent an email asking

them to set up a password



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5 KeyPay Payroll (Single Touch Payroll) (cont.) 5.3 PAYG Payment Summaries - STP (Payroll)

5. From the Dashboard, click on the appropriate employee 6. On the left, click on [Payment Summaries]



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5 Payroll (cont.) 5.4 Payslip Processing

1. From the Dashboard, click on [New Pay Run] 2. The following screen should appear:

Check the pay schedule, pay period end date & the date the employees will be paid are correct, then click on [Create]

3. The data will be prefilled with the employee’s default amounts.



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5 Payroll (cont.) 5.4 Payslip Processing (cont.)

4. Check these amounts are correct. If an edit needs to be made, click on the employee with data that needs to be edited. If the field already exists, the data can be edited from this screen. If you would like to add a new field, click on [Actions] and then add the appropriate field.

Add Earnings: Used for ordinary hours, overtime etc. Take Leave: Add a line for Personal/Carers (sick) Leave, Annual Leave etc. Adjust PAYG / Adjust Super: Adjust the respective fields, can be positive to increase the amount paid or negative to decrease the amount.



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5 Payroll (cont.) 5.4 Payslip Processing (cont.)

5. If you would like to preview the payslips before they are finalized, click on [Draft Pay Slips]. These can either be viewed or downloaded as a PDF document.

Click on [Finalise Pay Run]. The following screen will appear:

Check the box next to Make pay slips available to employees now and check all other details are correct.



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5 Payroll (cont.) 5.5 Time In Lieu 5.5.1 Accruing Time In Lieu

1. Hover your mouse over the business icon & select ‘Payroll Settings’

2. On the left, Click On ‘Pay Categories’ & in the top right, click on ‘Add’. Call this

pay category ‘Time In Lieu’ and click on ‘Save’.



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Payroll (cont.) 5.5 Time In Lieu (cont.) 5.5.1 Accruing Time In Lieu (cont.)

3. On the left, click on ‘Leave Categories’ 4. Click on ‘Time In Lieu’ 5. Check the box next to ‘Report the earnings for the leave taken against

another pay category’ and select ‘Time In Lieu’ & click on ‘Save’

6. Hover your mouse over the employee icon & select ‘List’

7. Click on the employee that accrues time in lieu 8. On the left click on ‘Pay Rates’



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Payroll (cont.) 5.5 Time In Lieu (cont.) 5.5.1 Accruing Time In Lieu (cont.)

9. Scroll down to ‘Time In Lieu’. Fill out the rate per hour, the number of hours & check the box under ‘Show In Pay Run’, and click ‘Save’

10. When a pay run is created, in addition to ‘Permanent Ordinary Hours’, ‘Time

In Lieu’ will be displayed.



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Payroll (cont.) 5.5 Time In Lieu (cont.) 5.5.2 Recording Time In Lieu Accrued

1. In the top right, click on “New Pay Run’ or Under Pay Runs Click on the Appropriate Pay Run

2. If you created a new pay run, check the pay frequency, pay end date &

payment date are correct. Click on continue 3. Click on the employee that has accrued leave 4. Click on ‘Actions’, then on ‘Add Earnings’ (Note: you may need to scroll down)



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Payroll (cont.) 5.5 Time In Lieu (cont.) 5.5.2 Recording Time In Lieu Accrued (cont.)

5. Select “Time In Lieu’ as the earnings category & enter the number of hours the employee has worked towards their time in lieu balance as a negative number (eg: if the employee worked 2 hours towards their time in lieu balance enter ‘-2’). Under notes enter ‘Hours Worked Towards RDO Bank’.

6. Click on ‘Save’ 7. Click on ‘Actions’, then on ‘Accrue Leave’ (Note: you may need to scroll down) 8. Select “Time In Lieu’ as the leave category & enter the number of hours the

employee has worked towards their time in lieu balance (eg: if the employee worked 2 hours towards their time in lieu balance enter ‘2’). Under notes enter ‘Hours Worked Towards RDO Bank’.

9. Click on ‘Save’



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Payroll (cont.) 5.5 Time In Lieu (cont.) 5.5.3 Recording Time In Lieu Taken

1. In the top right, click on “New Pay Run’ or Under Pay Runs Click on the Appropriate Pay Run

2. If you created a new pay run, check the pay frequency, pay end date &

payment date are correct. Click on continue 3. Click on the employee that has taken leave 4. Click on ‘Actions’, then on ‘Take Leave’ (Note: you may need to scroll down)

5. Select “Time In Lieu’ as the leave category & enter the number of hours the

employee has taken

6. Click on ‘Save’



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5 Payroll (cont.) 5.6 Wage Allowances, Entitlements & Deductions 5.6.1 Adding An Employer Liability Category

1. Under the suitcase icon, click on [Payroll Settings] 2. On the left, click on [Employer Liabilities] 3. A screen with the liability categories will be shown. Click on [Add] to create a

new liability category, enter a name for this liability & then click on [Save]



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5 Payroll (cont.) 5.6 Wage Allowances, Entitlements & Deductions 5.6.2 Allocating Allowances, Entitlements & Deductions to Employees

1. Under ‘Employees’ click on the appropriate employee

2. On the left, click on [Pay Run Inclusions].

Inclusions are grouped into 5 Categories - Super Adjustments - Tax Adjustments - Deductions - Expenses - Employer Liabilities

3. On the right of the appropriate category, click on [Add] 4. Fill out the appropriate fields & then click on [Save]



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5 Payroll (cont.) 5.7 Adding A New Employee

1. Click on ‘Add Employee’ 2. Enter the employees personal details, then click on [Next Step]



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5 Payroll (cont.) 5.7 Adding A New Employee (cont.)

3. Enter the persons employment details & then click on [Next Step]

Note: This section allows the user to configure the pay details for the employee such as rate of pay, pay schedule and primary location. Typically, the primary location will be set to the business name, unless the client has requested otherwise. If an employee is being paid an annual salary, ensure you enter the annual salary in the Pay Rate field and then change "per hour" to "per Annum". Once you enter the weekly hours the system will calculate the employee's equivalent hourly rate. If the employee is casual, the hourly rate entered in the Pay Rate field should be exclusive of the casual loading.



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4. Banking & Super

Entering the employee's bank details are compulsory.

You can choose to enter the employee's super fund details at a later stage if you do not have them on hand.

Additional bank accounts and super funds may be added once the employee setup is complete.



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5. Tax File Declaration

This section is for entering the tax file declaration information for the employee.

The Tax File Number field is a compulsory field. Any tax file number entered here will go through a validation check.

If the employee has completed a Tax File Declaration form, you can enter the date in the Date Signed field, otherwise they can complete one electronically by selecting [Lodge with ATO].

Setup Complete

At this stage, the basic payroll setup for the employee is complete. The employee is now able to be included in pay runs.



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5 Payroll (cont.) 5.8 Public Holiday’s 5.8.1 Making Changes To The Public Holiday Calendar

1. Under business settings (the suitcase icon on the left of the screen) go to Payroll Settings.

2. Click on Public Holidays to show the public holiday calendar



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5 Payroll (cont.) 5.8 Public Holiday’s 5.8.1 Making Changes To The Public Holiday Calendar

3. New holidays can be added by clicking under a date and then entering the details of the holiday or existing holidays can be edited by clicking on the holiday.



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5 Payroll (cont.) 5.8 Public Holiday’s 5.8.2 Recording Public Holiday Pay

1. Go to Payroll Settings (In the suitcase) 2. Go to Pay Categories 3. Click on “Permanent Ordinary Hours” 4. Click “Add Linked Category”. 5. Call The Linked Category "Public Holiday Pay" 6. Check the box next to "Accrues Leave" And Adjust the Super Rate to 9.5% 7. Click on Save 8. Click on Dashboard (in the top left) 9. Click on "New Pay Run" 10. For Each Employee:

- Click on The Employee - Click on Add Earnings - Click on Permanent Ordinary Hours And Change It To "-Public Holiday Pay" - Enter The Number Of Public Holiday Hours & (if necessary) Adjust The Number Of Hours For Other Pay Categories



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5 Payroll (cont.) 5.9 Overriding the Superannuation (SGC) Rate

1. Click on The Applicable Employee 2. Click on Pay Rates 3. Under Super Rate, Click on Override & Adjust The Rate For The Applicable

Pay Types



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5 Payroll (cont.) 5.10 Showing the Accrued Sick Leave On Payslips

Under the suitcase icon, click on [Payroll Settings]

Under Pay Run Settings, click on [Leave Categories]

Click on [Personal/Carer's Leave]

Uncheck the checkbox next to [Hide Accruals From Pay Slips]

Click on [Save]



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6 Quality Assurance (QA) 6.1 Documentation (Records Management)

QA Documentation or Records Management is an important task in any organisation, yet it is sometimes treated as trivial, and given a low priority. However, when a file cannot be located, it causes time wasting ($) to recover the file.

With the advent of inexpensive electronic storage, fast computers and databases which can be used to store vast volumes of data, it is now possible, and cost effective to store all Documents electronically on a local or a remote server, which is accessible anywhere there is an internet connection.

Another extremely important advantage of using electronic storage is the elimination of the physical space ($) required to store these records. The following typifies a simple process/procedure to maintain electronic records in most cases. It utilising scanned documents (PDF) on a local machine, and/or a remote server accessible through EzyAcc.

6.1.1 Purpose

The purpose can be easily outlined in point form:

• Consolidate all documents into one central point, which is backed up and maintained.

• Enable efficient storage and retrieval of all documents by an employees, Users/customers and suppliers locally or remotely.

6.1.2 Responsibilities and Accountabilities

Everyone in the company is responsible for providing accurate details as documented under section “File Naming Convention“.

Ultimately, the CEO is accountable for insuring that the QA Documentation (Records Management) process, as documented below is adhered to.



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6 Quality Assurance (QA) (cont.) 6.1 Documentation (Records Management) (cont.) 6.1.3 Directory Names and Location

A directory for your documentation can be set up on the Cloud, a local file server, or on a local standalone machine. Wherever the documents are to be store a meaningful name for the directory should be used.

E.g. \ScannedDocuments

All documents are scanned into the above directory, naming the document as defined in section “File Naming Convention“.

If you choose to upload the document to EzyAcc use:

[QA]

[Documentation]

[File]

[Add New Document]

• Individual upload each Document.

Move the document to the permanent store location.

E.g. \ScannedDocuments\Repository



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6 Quality Assurance (QA) (cont.) 6.1 Documentation (Records Management) (cont.) 6.1.4 Filing Protocol

The following file naming convention facilitates a structured import of your documents into EzyAcc.com, and is also used for all file names.

Name section details:

The EzyAcc.com QA Documentation system has 5 sections in the Name:

CompanyName-DocumentType-Author-Subject-Date.pdf

1. Company Name (Max. Length 200) i. Company Name or... ii. Work Order/Job Number

2. Document Type (Max. Length 20) i. Agreement ii. Bank Statement iii. Purchase Order iv. Etc.

3. Author: (Max. Length 200) i. Individual ii. Department iii. Customer iv. Etc.

4. Subject (Max. Length 300)

TaxRefundDetails

5. Document Date (Format yyyymmdd)

yyyy = Year (e.g. 2014)

mm = Month (e.g. 01 for January)

dd = Day (e.g. 31)

Each section has the following rules:

• Contain only Alphabet characters or numbers

• May not contain the space character

• Each Word is prefixed with a capital letter, followed by lower case

• Separated/delimited by a single dash (-)

E.g. XYZCompany-Letter-ATO-TaxRefundDetails-20130725.pdf



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7 Sales & Operations Planning (S&OP) 7.1 Forecast

To View Forecast details for any given month, click the required Month. Should you require details by Quarter, Half Yearly or Yearly simply make the appropriate selection from the drop down list.



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7 Sales & Operations Planning (S&OP) (cont.) 7.2 Sales Analysis

To View sales analysis reports for any given month, click the required Month. IMPORTANT: The Nett amounts and Costs exclude GST.



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8 Support

This module provides you support to change your password and username and also provides information concerning the EzyAcc.com software.

8.1 Change Password

Where you may change your password on-line

8.2 Change User Name

Where you may submit your request to change your user name

NOTE: For security reasons, this needs to be actioned by a EzyAcc.com System Administrator and therefore you need to submit the request and your new user name will be e-mailed to your existing e-mail address.



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8 Support (cont.) 8.3 Information

Details are currently unavailable

8.3.1 Info-About EZYACC

Find out about EzyAcc.com

8.3.2 Info-About Us

About TQM-Systems Pty Ltd and our team

8.3.3 Info-Contact Us

Send us an e-mail

8.3.4 Info-Privacy Policy

Read our Privacy Policy

8.3.5 Info-Terms Of Use

Read and be aware of the terms of use

8.3.6 Info-EZYACC Help

Access the on-line help



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9 System 9.1 Backup Data

Your data is backup up by us daily, however should you want to keep your own backups this option downloads you data as a CSV file.

To action a backup, click the [Download Backup Data File] button, and then simply browse to where you would like to save the backup file on your hard disk.

A backup file in CSV (Comma Separated Values) format will be downloaded and saved on your computer. You can then open the .csv file in Microsoft Excel or some other viewer of your choice.

Note: Please remember to backup your data often and keep it in a secure place.

9.2 Transaction Log

The Transaction Log is where you may view all activity on your system

9.3 User Rights

User Rights enable your System’s Administrator to give appropriate access rights to each user of the system.



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9 System (cont.) 9.4 Upload

The upload facilitates import of data from a CSV file which is generated using the Data Upload Helper Workbook which may be accessed from the EzyAcc.com Homepage; [Helper] option, or using the following link.

https://tqmsweb.com/Downloads/TQMSWeb-Helper-Users-DataPreparationAndUpload.xls

The following may be uploaded.

9.4.1 Customers File

9.4.2 Employee Wages File

9.4.3 Payments File

9.4.4 Products File

9.4.5 Receipts File

9.4.6 Stocktake File

9.4.6 Supplier File



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10 EzyAccHelper Data Upload To EzyAcc.com

The EzyAccHelper provides the means to prepare data using Excel and then import it to EzyAcc.com.

This is useful when:

• Batch update using Excel to prepare data, and transferring data from other systems:

o Customers o EmployeeWages o Payments o Products o Receipts o Stocktake o Forecast

While the EzyAccHelper is stand alone, it provides edit checks for key elements of the data, ensuring that:

• Numeric fields are numeric

• Date fields are valid

• Field lengths are within the maximum available length

• Lookup fields are valid E.g. GL Code, Transaction Types



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10 EzyAccHelper Data Upload To EzyAcc.com (cont.)

IMPORTANT: Due to the number of systems on the market, we are unable to provide details on how to output data from these systems and expect that the Vendor of these systems will assist you to outputting your data. We therefore trust that Users understand that populating the EzyAccHelper is their responsibility. Where we are able to assist we are happy to do so at the standard hourly rate.

PROCESS: Following are the steps required to upload data into EzyAcc.com. Please take the time to understand the process as this will ensure that your valuable data is uploaded to EzyAcc.com as expected.

1. Download EzyAccHelper ✓ Ensures the latest version is used

2. Populate EzyAccHelper ✓ In any or a combination of the following:

i. Export data from 3rd party systems then Copy and Paste it into the appropriate cells in the EzyAccHelper

ii. Manually enter details into the EzyAccHelper iii. Scan a Barcode number directly into the appropriate cell

3. Export To CSV File ✓ Ensures valid data has been provided ✓ Exports data in the required format ✓ Makes the files available to be imported into EzyAcc.com.

Without this step importing the data will not be possible! 4. Import CSV File To EzyAcc.com

✓ A final edit check is performed ✓ Data is imported to appropriate Tables and Fields

SUGGESTION:

The steps are simple however, the sequence is very important.

I.e. An import may not be actioned unless the data has been exported. Familiarise yourself with the process by uploading a few records into the demo system, or upload one or two records into your live system. We have found that good preparation results in successful implementation, and we do not mention what happens when the preparation is not good.



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10 EzyAccHelper Data Upload To EzyAcc.com (cont.) 10.1 Download EzyAccHelper

To download the latest version of the EzyAccHelper:

• Go to: www.EzyAcc.com

• Select Helper

• Select Data Upload Worksheet

• Save it to your computer

It is recommended that the EzyAccHelper is downloaded each time it is to be used. This will ensure that the latest version is being used.

http://www.tqmsweb.com/



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10 EzyAccHelper Data Upload To EzyAcc.com (cont.) 10.2 Populate EzyAccHelper Open the EzyAccHelper in Excel and if a [Security Warning] appears, ensure that the security setting is enabled by clicking on the [Enable Content]

NOTE: If the Warning does not appear or the [Enable Content] has been clicked

you will be able to proceed by selecting the require tab.



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10 EzyAccHelper Data Upload To EzyAcc.com (cont.) 10.2 Populate EzyAccHelper (cont.)

The following details apply to each of the tabs. The example below uses the Customer Tab, but the other tabs use the same format.

Above each column there are the field names and details of the field type.

➢ Unique - There must only be one entry of the same value ▪ I.e. There may not be two lines with the same code. ▪ E.g. Code “ABC” cannot be used for two difference Customers

➢ Where the heading is in red the field is mandatory. ▪ I.e. A value must be provided.

➢ The length of alpha fields may not be exceeded ▪ I.e. Length 12 - an entry may not be greater than 12 characters.

➢ Numeric – Value must be a number ▪ I.e. 12.50 not 12.50Each



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10 EzyAccHelper Data Upload To EzyAcc.com (cont.) 10.2 Populate EzyAccHelper (cont.) 10.2.1 Customer

After selecting the appropriate tab in the EzyAccHelper, simply populate the cells with the required data.

As explained in the PROCESS section previously you may populate the details in the EzyAccHelper in any or a combination of the following:

✓ Export data from 3rd party systems then Copy and Paste it into the appropriate cells in the EzyAccHelper

✓ Manually enter details into the EzyAccHelper ✓ Scan a Barcode number directly into the appropriate cell

Click for Customer field definitions

REMEMBER: Generally, if you are unaware of what a particular field is for, then you probably do not need it, therefore unless it is a mandatory field, leave it blank.



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10 EzyAccHelper Data Upload To EzyAcc.com (cont.) 10.2 Populate EzyAccHelper (cont.) 10.2.2 Employee Wages





Click for Employee field definitions




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10 EzyAccHelper Data Upload To EzyAcc.com (cont.) 10.2 Populate EzyAccHelper (cont.) 10.2.3 Payments





Click for Cash Payment field definitions



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10 EzyAccHelper Data Upload To EzyAcc.com (cont.) 10.2 Populate EzyAccHelper (cont.) 10.2.4 Products





Click for Product field definitions




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10 EzyAccHelper Data Upload To EzyAcc.com (cont.) 10.2 Populate EzyAccHelper (cont.) 10.2.5 Receipts





Click for Cash Receipt field definitions



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10 EzyAccHelper Data Upload To EzyAcc.com (cont.) 10.2 Populate EzyAccHelper (cont.) 10.2.6 Stocktake







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10 EzyAccHelper Data Upload To EzyAcc.com (cont.) 10.2 Populate EzyAccHelper (cont.) 10.2.7 Supplier





Click for Supplier field definitions




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10 EzyAccHelper Data Upload To EzyAcc.com (cont.) 10.2 Populate EzyAccHelper (cont.) 10.2.8 Forecast







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10 EzyAccHelper Data Upload To EzyAcc.com (cont.) 10.3 Export To CSV File

When the data has been populated and is ready to be processed, exporting the data to a CSV file is achieved by simply clicking on the following button which is provided on each of the tabs.

This action activates the following process:

• Validates the data o If an error is detected the user is informed and the file is NOT created

• Checks that the folder C:\EzyAcc exists on the Users’ Computer o If it does not exist the process creates it

• Creates the appropriate CSV file in the folder C:\EzyAcc o Customers.csv o EmployeeWages.csv o Payments.csv o Products.csv o Receipts.csv o Stocktake.csv o Forecast.csv

In this way it is possible to output all files and import them separately into EzyAcc.com.

Export to

TQMSWeb CSV



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10 EzyAccHelper Data Upload To EzyAcc.com (cont.) 10.4 Import CSV File To EzyAcc.com

The final step of the process is to import the data into EzyAcc.com, which is actioned by accessing the [System] option on the Main menu.

• Login to EzyAcc

• Select the Menu Option [System] o Select the appropriate file



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10 EzyAccHelper Data Upload To EzyAcc.com (cont.) 10.4 Import CSV File To EzyAcc.com (cont.) 10.4.1 Customer

After exporting the data using the EzyAccHelper, importing the data is actioned by selecting the [System] option on the Main menu and then the appropriate file

NOTE: Either a [Choose file] or [Browse] will appear depend on the Browser being used. In this example both are shown for illustration purposes, however only one will be displayed when uploading the file.



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10 EzyAccHelper Data Upload To EzyAcc.com (cont.) 10.4 Import CSV File To EzyAcc.com (cont.) 10.4.1 Customer (cont.)

After selecting the [Choose file] or [Browse] (depending on your Browser), open the EzyAcc folder and then the appropriate file, and then click [Open]

After you have opened the appropriate file, click [Upload file] and the details will be uploaded to the system.

A dialog box will inform the user of the status of the upload.



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10 EzyAccHelper Data Upload To EzyAcc.com (cont.) 10.4 Import CSV File To EzyAcc.com (cont.) 10.4.2 Employee Wages





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10 EzyAccHelper Data Upload To EzyAcc.com (cont.) 10.4 Import CSV File To EzyAcc.com (cont.) 10.4.2 Employee Wages (cont.)






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10 EzyAccHelper Data Upload To EzyAcc.com (cont.) 10.4 Import CSV File To EzyAcc.com (cont.) 10.4.3 Payments





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10 EzyAccHelper Data Upload To EzyAcc.com (cont.) 10.4 Import CSV File To EzyAcc.com (cont.) 10.4.3 Payments (cont.)






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10 EzyAccHelper Data Upload To EzyAcc.com (cont.) 10.4 Import CSV File To EzyAcc.com (cont.) 10.4.4 Products





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10 EzyAccHelper Data Upload To EzyAcc.com (cont.) 10.4 Import CSV File To EzyAcc.com (cont.) 10.4.4 Products (cont.)






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10 EzyAccHelper Data Upload To EzyAcc.com (cont.) 10.4 Import CSV File To EzyAcc.com (cont.) 10.4.5 Receipts





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10 EzyAccHelper Data Upload To EzyAcc.com (cont.) 10.4 Import CSV File To EzyAcc.com (cont.) 10.4.5 Receipts (cont.)






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10 EzyAccHelper Data Upload To EzyAcc.com (cont.) 10.4 Import CSV File To EzyAcc.com (cont.) 10.4.6 Stocktake





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10 EzyAccHelper Data Upload To EzyAcc.com (cont.) 10.4 Import CSV File To EzyAcc.com (cont.) 10.4.6 Stocktake (cont.)






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10 EzyAccHelper Data Upload To EzyAcc.com (cont.) 10.4 Import CSV File To EzyAcc.com (cont.) 10.4.7 Supplier

Supplier is unavailable; however you can e-mail the EzyAccHelper updated with Supplier details to:

• [email protected]

and we will upload the file for you.

mailto:[email protected]



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10 EzyAccHelper Data Upload To EzyAcc.com (cont.) 10.4 Import CSV File To EzyAcc.com (cont.) 10.4.8 Forecast Forecast is uploaded via the [S&OP] ]Budget] menu option.



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11 Tqmapp.com Mobile App

As you may be aware the main EzyAcc.com can be used as a Mobile App on an iPhone, iPad, etc… however the smaller the screen the more difficult it is to navigate as the pages are designed to be used primarily on a computer monitor.

The EzyAcc Mobile app uses the same platform as the main system and is simply a cut down version of the main pages, and in fact they use the same code.

Therefore, by design it cannot be used off-line, as running off-line might sound like a feature, however if you think about it, it is more of a non-feature as it reduces the system to a standalone one, and access to real time information is reduced if not lost all together.

Some of the advantages are as follows:

• The system uses secure links, enabled by a user login o A Login is required to maintain security o All transactions are recorded to a valid user

• Access is to live data o Customer details o Outstanding Invoices o Inventory

• The system is multi user o Everyone on the Team have real time access 24/7 o Invoices can be created with unique Identity Number

• There is no need to upload/download data o The instance an Invoices is created it is updated to the system o Inventory is updated immediately o No reliance on external processes to update your data



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11 Tqmapp.com Mobile App (cont.) 11.2 Access and Login To access the Tqmapp.com Mobile app, type the following into the devices’ browser:

• www.tqmapp.com The following Login screen will be presented, where you may securely Login using the same password as used in the EzyAcc.com system.

For security reasons, the “Remember me next time” only remembers your user name and not your password. If you forget your password click on the “I’ve forgotten my password” and an e-mail with your password will be sent to your e-mail address.



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11 Tqmapp.com Mobile App (cont.) 11 Tqmapp.com Mobile App (cont.) 11.3 User Menu When you successfully login to the app you will be presented with the following menu.

From here you may navigate to one of the above options.



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11 Tqmapp.com Mobile App (cont.) 11.4 Invoice 11.4.1 Adding Invoice Header

An Invoice may be added for an existing or new Customer, using the same process.

There is no need to go to a separate screen to create the Customer as the system adds the Customer for you when you save the Invoice. The newly created Customer may then be used for future Invoices without the need to enter the details each time.

11.4.1.1 New Customer

For a new Customer the [Select] must be displayed.

• I.e. A customer has not been selected.

Select [Add Invoice] and you will be presented with an “empty” Header screen where you enter the Customer Name, Address details and e-mail address..



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11 Tqmapp.com Mobile App (cont.) 11.4 Invoice (cont.) 11.4.1 Adding Invoice Header (cont.) 11.4.1.2 Existing Customer For an existing Customer choose the [Select] option and a list of Customers in Alphabetic order will appear.

Scroll down to the required Customer then click [Done] and the Customers’ Name will appear in the List Box. The screen to the right will appear, Now, simply select [Add Invoice]



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11 Tqmapp.com Mobile App (cont.) 11.4 Invoice (cont.) 11.4.1 Adding Invoice Header (cont.) 11.4.1.3 Completing Header From this screen, details are entered for new and existing Customers (this example uses an existing Customer):

• Let the system generate the next Invoice Number for you, or enter your own unique Invoice Number by typing over the word “PENDING”.

• Add details for a new Customer, or update details for an exisiting Customer.

• Enter a single line amount whicjh includes the GST.

• Enter the Payment term days for the Invoice.

When you have finished select [Save] and your will be presented with the Line details for review, or if you chose [Add Invoice] by mistake select [Abandon]. The duplicate [Save] and [Abandon] buttons perform the same function and are provided for convenience given the size if the screen.

11 Tqmapp.com Mobile App (cont.)



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11.4 Invoice (cont.) 11.4.2 Adding Invoice Lines 11.4.2.1 Non-Inventory Depending on whether an amount has been entered on the Invoice Header (refer previous page) one of the following screens will be presented:

• With an Amount o NOTE: the details may be changed

• Leaving the amount blank:

As this is the first line only the [Save] option is available, as Invoices require at least one line of details, otherwise the Invoice Amount will be set to zero (0).



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11 Tqmapp.com Mobile App (cont.) 11.4 Invoice (cont.) 11.4.2 Adding Invoice Lines (cont.) 11.4.2.1 Non-Inventory (cont.) When the [Edit] or [Add line] is selected the following screen enables the entry or changing of the Line details.

Enter or modify the following:

• Product Details (if Inventory is used) o When a Product is selected the following fields, apart from Units being

invoiced are populated from the Product Master table.

• Units being Invoiced. (Leave blank for a comment line)

• Unit Price $ being Invoiced. (Leave blank for a comment line)

• Details or comment lines. NOTICE: The calculated Value $, GST $ and Value $ appear in grey below the

action buttons, and the current line number between the action buttons. After entering the line details select [Save] to save the details to the database, or [End] to abandon the details in case you have selected [Edit] by mistake.



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11 Tqmapp.com Mobile App (cont.) 11.4 Invoice (cont.) 11.4.2 Adding Invoice Lines (cont.) 11.4.2.2 Inventory Selecting a Product Choose the [Select] option and a list of Products in Alphabetic order will appear.

Scroll down to the required Product then click [Done] The screen to the right will appear complete with Unit Price and Product Details Enter the units Invoiced then select [Save



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11 Tqmapp.com Mobile App (cont.) 11.4 Invoice (cont.) 11.4.2 Adding Invoice Lines (cont.) 11.4.2.3 Ending Line Entry

After saving the first line of an Invoice the [End] option becomes visible, you may end or finish the Invoice at any point after saving Line 1 by selecting the [End] option.

NOTE: If details have been entered and [End] is selected, those details are

NOT saved.

11 Tqmapp.com Mobile App (cont.)



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11.4 Invoice (cont.) 11.4.3 Selection When Invoice is selected from the Menu you will be presented with the following screen.

From here you may:

• [Select] a specific Invoice

• [Select a specific Customer which lists all the Invoices for that Customer.

• [More Details] Displays more fields on the data grid, and when selected if the button is pressed again it returns to the current display.

Select the button with the Invoice Number (highlighted in green) and the details will be displayed.



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11 Tqmapp.com Mobile App (cont.) 11.4 Invoice (cont.) 11.4.4 Header Options When the Invoice is selected from the Menu you will be greeted with the following screen, displaying the Invoice details and additional options.

From here you may:

• [Select] an Invoice

• [Select] a Customer, displaying all Invoices for that Customer

• [Edit] the Invoice

• {E-mail] the Invoice

• [Close] Return to the Selection screen.

Scrolling down will display the Invoice line details, along with the Invoice total value.

11 Tqmapp.com Mobile App (cont.) 11.4 Invoice (cont.)



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11.4.5 Lines Options Notice that the Invoice amount appears above the Line’s data grid.

From here you may:

• View: o [More Details] Displays more fields on the data grid

▪ Right hand image (smaller font) o [Less Details] Displays the original fields on the data grid

▪ Left hand image (larger font)

• Action: o [Edit] an existing line

▪ Using the Edit next to the appropriate line o [Add Line] - add new lines

▪ Selecting the [Add Line] button



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11 Tqmapp.com Mobile App (cont.) 11.4 Invoice (cont.) 11.4.6 Editing Invoice Header Select the Invoice you wish to change then select [Edit] The screen to the right will be presented to you.

NOTE: Neither the Invoice Number or the Date may be changed. When you have finished making the changes select [Save], or if you selected [Edit] by mistake you may abandon the changes by selecting [Abandon].



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11 Tqmapp.com Mobile App (cont.) 11.4 Invoice (cont.) 11.4.7 Emailing 11.4.7.1 Sending From the Invoice screen select an Invoice. Select the [Email] option

• The screen to the right will be presented

Select the [Send] option, or [Cancel] if you have select [Email] by mistake.

• NOTE: If the e-mail address is not the required one you may change it.



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11 Tqmapp.com Mobile App (cont.) 11.4 Invoice (cont.) 11.4.7 Emailing (cont.) 11.4.7.2 Confirmation Message

The following message will be displayed verifying that the e-mail has been successfully sent.



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11 Tqmapp.com Mobile App (cont.) 11.4 Invoice (cont.) 11.4.7 Emailing (cont.) 11.4.7.3 Customer E-mail Message The Customer will receive the following e-mail:

NOTE:

• The above link accesses the Invoice on the server, i.e. it is not a PDF, therefore if changes are made to the Invoice the Customer will receive the updated information whenever they use the link.



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11 Tqmapp.com Mobile App (cont.) 11.4 Invoice (cont.) 11.4.7 Emailing (cont.) 11.4.7.4 Sample Invoice When the Customer clicks on the link they will be presented with the following which may be printed or saved as a PDF:



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12 Internet Banking 12.1 Overview

When used with EzyAcc.com, Internet Banking can provide the comprehensive details that will automate the Record Keeping process through to BAS and Tax preparation with little if no manual intervention. All you need do is follow a structure which is covered in this section. The use of a single Business Bank Account is ideal, as it removes the need to consolidate multiple accounts and eliminates transfer of funds between accounts. It is imperative that all income and expenses are transacted through the Business Bank Account as the use of accounts such as personal accounts will result in understating your income or expenses and will require manual update and reconciliation of your Ledger/Tax Accounts. The Business Bank Account should be used solely for the business and not for personal use. This practice will save you and your accountant time and confusion in determining which expenses are for the business and which are personal. Where an expense is part business and part personal (E.g. home office), the system provides for automatic dissection and manual dissection of these Accounts, however a simply reimburse of the business portion via a transfer from the Business Bank Account to the Individual’s personal account removes the need to dissect transactions adopting the KISS principle - Keep It Surprisingly Simple. In order to automate the process of Record Keeping and to ensure the correct allocation of transactions to the appropriate Ledger/Tax Account EzyAcc.com recognises key words in the transaction narrative.

E.g.

Caltex - allocated to “Motor Vehicle Expenses - Fuel” Telstra - allocated to “Telephone Expenses”

Where the “standard” allocation does not apply to your Company this may be overridden by setting up Allocation Rules specific for your Company.



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12 Internet Banking (cont.) 12.1 Overview (cont.)

When using Internet Banking the details you enter in the 18 character narrative are very important as this is used to determine the appropriate Ledger/Tax Account. Due to the restriction to a maximum of 18 characters, it was necessary to develop a simple EFT Transaction Entry Format (detailed later in this section) which eliminates interpretation and confusion as to the allocation of each transaction. In conclusion, the reasons for using Internet Banking together with the EFT Transaction Entry Format are many, following are a few:

• Record Keeping – Automated

• Cheques – Not required

• Sorting through unpaid Creditor Invoices – Not required

• Reconciling to Creditor Statements – Not required

• Remittance Advices – Not required

• Creditors System – Not required

• Your time - Freed up to invested in Managing the business and enjoying time with your family.

Before getting into the detail that follows, please rest assured that the process is very simple and straight forward, and all you are required to do is use the EFT Entry Format when transferring funds, as in this example:

Remember: Getting it right at the source $aves time and eliminates confusion.



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12 Internet Banking (cont.) 12.2 Setting up your business banking. 12.2.1 Business Bank Account. Unless there is a sound reason for trading with multiple Business Bank Accounts, open a single account with the facility for Internet Banking.

12.2.2 Business Debit Card. Connect as many Debit Cards as required to the Business Bank Account. Limit this to employees that need to make business purchases from suppliers that you do not have trading terms with.

E.g. Fuel, Hardware & Electrical Stores, etc.

Debit Cards draw directly from the Business Bank Account, therefore you will require sufficient funds in the account to make these purchases.

12.2.3 Business Credit Card. (If required) Where necessary, setup as many Credit Cards as required. Limit this to employees that need to make business purchases from suppliers that you do not have trading terms with.

E.g. Fuel, Hardware & Electrical Stores, etc.

Credit Cards are useful where cash flow is poor, or you are building stock or buying material for a long term project, however interest may be charged unless timely transfer of funds are made from the Business Bank Account.

12.2.4 Business Cash $ Receipts: Deposit all cash receipts into the Business Bank Account.

This should be done daily, or at the end of the week.

Payments: Cash purchases should be avoided There are too many reasons to mention as to why cash should not be used to purchase goods, however remember that your accountant will be required to enter the cash purchases details manually and will likely need to charge you for doing so. Good Practice: Always pay suppliers by EFT or Card and everything “just happens” with direct bank feeds into EzyAcc.com. For suppliers who resist electronic payments; respectfully remind them that we are in the 21st century.

12.2.5 Cheques Should not be used. 12.2.6 Internet Banking Used for all your business payments:

• Periodic

• Future dated

• Planned payments

• etc.



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12 Internet Banking (cont.) 12.3 Processing Payments 12.3.1 EFT Transaction Entry Format

As mentioned earlier, when using Internet Banking the details you enter in the 18 character narrative are very important as this is used to determine the appropriate Ledger/Tax Account. Due to the restriction to a maximum of 18 characters, it was necessary to develop a simple EFT Transaction Entry Format which eliminates interpretation and confusion as to the allocation of each transaction. As part of the entry format, use the following if they apply to your company. Contractors in the building industry.

For Contractors in the building industry the ATO requires that you prepare a TPAR for all contractors at the end of the financial year.

Refer xCWx and xCNx.

Part GST

Where GST is not charged on all items of a purchase it is important that the GST amount be recorded on the transaction. This will prevent the need to go over all your transactions at the end of the Quarter to establish and update where there might be part GST charged.

The coding for this is “xMPx” Material/Stock Part GST – followed by the GST Amount.

E.g. For Material/Stock with a total of $20.00 GST irrespective of the total

amount. xMPx20.00



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12 Internet Banking (cont.) 12.3.1.1 Non-Job Related EzyAcc.com recognises the following allocation codes when importing transactions, and allocates them to the appropriate Ledger/Tax Account. NOTE: The code must contain an x before and after the code i.e. xMAx

Code Description E.g. Max 18 characters:

xADx Advertising xADxAge Full Page

xCLx Cleaning xCLxRJ Russel Bin

xCMx Commissions – Paid xCMx Lee Sales

xCSx Conference/Seminar xCSxVegas Comdec

xCWx Contractor - with GST (Last 9 digits of ABN) xCWx123456789

xCXx Contractor - Excluding GST (Last 9 digits of ABN) xCXx123456789

xDEx Delivery/Transport/Freight xDExTNT Bricks

xDOx Donations xDOxYooralla

xEHx Equipment/Plant Hire xEHxNational Plant

xEPx Equipment Purchase at cost xEPxComputer

xFAx Fees – Accountancy xFAxBarcoAssoc

xFLx Fees – Legal xFLxCompany Reg

xFOx Fees – Other xFOxCivil Engineer

xINx Registration and Insurance - Non-Motor Vehicle xINxWesFarmers

xLGx Lease Payments xLGxBMW

xLXx Lease Payments - Exc. GST xLXxBMW

xLRx Loan Repayment - From other persons xLRxMrSmith

xMAx Material/Stock xMAxBHP Steel

xMPx Material/Stock - Part GST on Purchase (e.g. $15.50) xMPx15x50 Coca

xMXx Material/Stock - Exc. GST xMXxBHP Steel

xPCx Computer xPCxLaptop Admin

xPDx Personal Drawings xPDxSmith J

xPSx Printing & Stationery xPSxOfficeWorks

xPUx Protective Clothing/Uniforms xPUxSafetyGlasses

xREx Rent on land & buildings xRExEJ Love

xRMx Repairs & Maintenance xRMxTims Fix

xRUx Rubbish xRUxHarper BinHire

xSAx Staff Amenities (E.g. Coffee, Tea, Napkins, for kitchen.) xSAxCoffee

xSEx Security xSExSafeguard

xSUx Superannuation xSUxSmith J CARE

xTRx Transfer to another account xTRxNAB CredCard

xVFx Motor Vehicle - Fuel xVFxVan

xVIx Motor Vehicle - Insurance / Registration xVIxRACV

xVLx Motor Vehicle - Lease xVLxBMW

xVOx Motor Vehicle - Other xVOxWash

xVRx Motor Vehicle - Repairs xVRxEngine

xWAx Net Wages xWAxSmith John

xZZx Unable to allocate xZZxSaddle 4 Horse



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12 Internet Banking (cont.) 12.3.1.2 Job Related EzyAcc.com recognises the following allocation codes, and allocates them to the appropriate Ledger/Tax Account. Where the transaction is for a Job/Work Order the purchase is allocated to the Job.

Code Description E.g. Max 18 characters:

xADx Advertising Job1xADxAge Full P

xCLx Cleaning Job1xCLxRJ Russel

xCMx Commissions – Paid Job1xCMx Lee Sales

xCSx Conference/Seminar Job1xCSxVegas Comd

xCWx Contractor - with GST (Last 9 digits of ABN) Job1xCWx123456789

xCXx Contractor - Excluding GST (Last 9 digits of ABN) Job1xCXx123456789

xDEx Delivery/Transport/Freight Job1xDExTNT Bricks

xDOx Donations Job1xDOxYooralla

xEHx Equipment/Plant Hire Job1xEHxNational P

xEPx Equipment Purchase at cost Job1xEPxComputer

xFAx Fees - Accountancy Job1xFAxBarcoAssoc

xFLx Fees - Legal Job1xFLxCompany Re

xFOx Fees - Other Job1xFOxCivil Engi

xINx Registration and Insurance - Non-Motor Vehicle Job1xINxWesFarmers

xLGx Lease Payments Job1xLGxBMW

xLXx Lease Payments - Exc. GST Job1xLXxBMW

xLRx Loan Repayment - From other persons Job1xLRxMrSmith

xMAx Material/Stock Job1xMAxBHP Steel

xMPx Material/Stock - Part GST on Purchase (eg. $15.50) Job1xMPx15.50 Coca

xMXx Material/Stock - Exc. GST Job1xMXxBHP Steel

xPCx Computer Job1xPCxLaptop Adm

xPDx Personal Drawings Job1xPDxSmith J

xPSx Printing & Stationery Job1xPSxOfficeWork

xPUx Protective Clothing/Uniforms Job1xPUxGlasses

xREx Rent on land & buildings Job1xRExEJ Love

xRMx Repairs & Maintenance Job1xRMxTims Fix

xRUx Rubbish Job1xRUxHarper Bin

xSAx Staff Amenities (E.g. Coffee, Tea, Napkins, for kitchen.) Job1xSAxCoffee

xSEx Security Job1xSExSafeguard

xSUx Superannuation Job1xSUxSmith J CA

xTRx Transfer to another account Job1xTRxNAB CredCa

xVFx Motor Vehicle - Fuel Job1xVFxVan

xVIx Motor Vehicle - Insurance / Registration Job1xVIxRACV

xVLx Motor Vehicle - Lease Job1xVLxBMW

xVOx Motor Vehicle - Other Job1xVOxWash

xVRx Motor Vehicle – Repairs Job1xVRxEngine

xWAx Net Wages Job1xWAxSmith John

xZZx Unable to allocate Job1xZZxSaddle 4 H



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12 Internet Banking (cont.) 12.3 Processing Payments (cont.) 12.3.2 EFT Bank Entry 12.3.2.1 Example NAB Form As there are many bank formats, we are unable to provide all of them. However, the following NAB funds transfer form illustrates available payment options which most banking institutions provide.

1. From account: The account you are making the payment from.

2. To account: The Suppliers Account details You may choose to record their details in your banking system, or enter them each time

3. Transaction details: The amount to be paid and description of the payment. Refer the following pages for details of the format this should take.

4. Transfer schedule: Make a One off payment or schedule payments.



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12 Internet Banking (cont.) 12.3 Processing Payments (cont.) 12.3.3 EFT Bank Entry (cont.) 12.3.2.2 Example Entry Format After selecting the account details, the following is basically all that is required to facilitate great Record Keeping for your company.

Q. Why does it seem so simple? A. Because it is, and given that you follow the simple EFT Transaction

Entry Format the system will do your bookkeeping, prepare your BAS and provide all the necessary details for your Tax preparation.

REMEMBER: The KISS principle - Keep It Surprisingly Simple.



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Glossary

Following are terms and acronyms which are used in ezyacc.com.

Acronyms

AR Accounts Receivable AP Accounts Payable CRP Capacity Requirements Planning FAR Fixed Assets Register GL General Ledger IMC Inventory Management & Control JCC Job Costing & Control MRP Material Requirements Planning

MRP-II Manufacturing Recourses Planning

P&L Profit & Loss

PAYG Pay As You Go

POS Point Of Sale

QA Quality Assurance

SOE Sales Order Entry

SOP Standard Operating Procedures

S&OP Sales and Operations Planning



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Glossary (cont.) Terms A

Accounting - process of identifying, measuring, and reporting financial information of an entity

Accounting Equation - assets = liabilities + equity

Accounts Payable - money owed to creditors, vendors, etc.

Accounts Receivable - money owed to a business, i.e. credit sales

Accrual Accounting - a method in which income is recorded when it is earned and expenses are recorded when they are incurred, all independent of cash flow

Accruals - a list of expenses that have been incurred and expensed, but not paid or a list of sales that have been completed, but not yet billed

Amortization - gradual reduction of amounts in an account over time, either assets or liabilities

Asset - property with a cash value that is owned by a business or individual

Audit Trail - a record of every transaction, when it was done, by whom and where, used by auditors when validating the financial statement

Auditors - third party accountants who review an entity’s financial statements for accuracy and provide a statement to that effect

B

Balance Sheet - summary of a company's financial status, including assets, liabilities, and equity

Bookkeeping - recording financial information

Budgeting - the process of assigning forecasted income and expenses to accounts, which amounts will be compared to actual income and expense for analysis of variances



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Glossary (cont.) Terms (cont.) C

Capital Stock - found in the equity portion of the balance sheet describing the number of shares sold to shareholders at a predetermined value per share, also called “common stock” or “preferred stock”

Capital Surplus - found in the equity portion of the balance sheet accounting for the amount shareholders paid that is greater or lesser than the “capital stock” amount

Capitalized Expense - expenses that are accumulated, not expensed as incurred, to be amortized over a period of time; i.e. the development cost of a new product

Chart of Accounts - a listing of a company's accounts and their corresponding numbers

Cash-Basis Accounting - a method in which income and expenses are recorded when they are paid.

Cash Flow - a summary of cash received and disbursed showing the beginning and ending amounts

Closing the Books/Year End Closing - the process of reversing the income and expense for a fiscal or calendar year and netting the amount into “retained earnings”

Cost Accounting - a type of accounting that focuses on recording, defining, and reporting costs associated with specific operating functions

Cost of Goods Sold - expenses incurred in producing inventory; this may include materials, labour, storage costs, depreciation, and overheads.

Credit - an account entry with a negative value for assets, and positive value for liabilities and equity.

D

Debit - an account entry with a positive value for assets, and negative value for liabilities and equity.

Departmental Accounting - separating operating divisions into their own sub entities on the income statement, showing individual income, expenses, and net profit by entity

Depreciation - recognizing the decrease in the value of an asset due to age and use

Dividends - amounts paid to shareholders out of current or retained earnings



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Glossary (cont.) Terms (cont.) D

Double-Entry Bookkeeping - system of accounting in which every transaction has a corresponding positive and negative entry (debits and credits)

E

Equity - money owed to the owner or owners of a company, also known as "owner's equity"

F

Financial Accounting - accounting focused on reporting an entity's activities to an external party; ie: shareholders

Financial Statement - a record containing the balance sheet and the income statement

Fixed Asset - long-term tangible property; building, land, computers, etc.

G

General Ledger - a record of all financial transactions within an entity

Goodwill - an intangible asset reflecting the value of an entity in excess of its tangible assets

I

Income Statement - a summary of income and expenses

Inventory - merchandise purchased for resale at a profit

Inventory Valuation - the method to set the book value of unsold inventory: i.e. “LIFO,” last in, first out; “FIFO,” first in, first out; “average,” an average cost over a given period, “last cost,” the cost based on the last purchase; “standard,” a “deemed” amount related to but not tied to a specific purchase, “serialized,” based on a uniquely identifiable serial number or character of each inventory item

Invoice - the original billing from the seller to the buyer, outlining what was purchased and the terms of sale, payment, etc.



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Glossary (cont.) Terms (cont.) J

Job Costing - system of tracking costs associated with a job or project (labor, equipment, etc) and comparing with forecasted costs

Journal - a record where transactions are recorded, also known as an "account"

L

Liability - money owed to creditors, vendors, etc

Liquid Asset - cash or other property that can be easily converted to cash

Loan - money borrowed from a lender and usually repaid with interest

M

Master Account - an account on the general ledger that subtotals the “subsidiary accounts” assigned to it; i.e. Cash might be the master account for a list of depository accounts at banks

N

Net Income - money remaining after all expenses and taxes have been paid

Non Cash Expense - recognizing the decrease in the value of an asset; i.e. depreciation and amortization

Non-operating Income - income generated from non-recurring transactions; ie: sale of an old building

Note - a written agreement to repay borrowed money; sometimes used in place of "loan"

O

Operating Expense (opex) - money used in the process of selling inventory (as opposed to developing inventory)

Operating Income - income generated from regular business operations

Other Income - income generated from other than regular business operations, i.e. interest, rents, etc.



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Glossary (cont.) Terms (cont.) P

Payroll - a list of employees and their wages

Posting - the process of entering then permanently saving or “archiving” accounting data

Profit - see "net income"

Profit/Loss Statement - see "income statement"

R

Reconciliation - the process of matching one set of data to another; i.e. the bank statement to the check register, the accounts payable journal to the general ledger, etc.

Retained Earnings - the amount of net profit retained and not paid out to shareholders over the life of the business

Revenue - total income before expenses.

S

Shareholder Equity - the capital and retained earnings in an entity attributed to the shareholders

Single-Entry Bookkeeping - system of accounting in which transactions are entered into one account

Statement of Account - a summary of amounts owed to a vendor, lender, etc.

Subsidiary Accounts - the subaccounts that are totaled on the financial statement under “master accounts;” i.e. “Cash-ABC Bank” might be one of several subsidiary accounts that are subtotaled under “Cash”

Supplies - assets purchased to be consumed by the entity



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Glossary (cont.) Terms (cont.) T

Treasury Stock - shares purchased by the entity from shareholders, reducing shareholder equity

W

Write-down/Write-off - an accounting entry that reduces the value of an asset due to an impairment of that asset; i.e. the account receivable from the bankrupt customer



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Appendix A. Support Support is obtained on-line via ezyacc.com [Contact Us] option:

Fill in your contact details and select [Support] from the Subject and you will then be guided through a questionnaire which informs us of specific details concerning the difficulty you are experiencing.

Select the appropriate options (directions), provide a meaningful explanation, and then click [Send], and a helpful reply will be e-mailed to you.



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Appendix (Cont.) B. 5 Legacy Payroll The Payroll module automatically updates Superannuation, Annual Leave, Rostered Days Off and Garnishee of wages. The payroll system also updates Bereavement Leave, Sick Leave, allowances such as boot allowance etc, on the Employees anniversary date (the date they began working for your company). This is simply set by adding their allowances ib the [Payroll] [Wages Allowances & Entitlements]. As part of the service the Tax Scales are updated by EzyAcc each year, however you need to update each Employees Superannuation contribution as this may vary from Employee to Employee. Pays are either processed as standard, or you may add or edit individual pays before you Email and/or Print them. End of year processing is timely and simple as you may produce EMPDUPE.A01 file(s) and electronically lodge the PAYG Payment Summaries. As part of the fully integrated solution, the Payroll module is integrated with Job Costing and the Labour content of a Job is automatically updated as part of the Payroll process. Cost rates for the Employee may be set up to take into account employment costs, providing an actual costing of the labour and not just what the Employee is being paid.



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5 Payroll (cont.) 5.1 Eligible Termination Payment

Details on Eligible Termination Payments are currently unavailable



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5 Payroll (cont.) 5.2 PAYG Payment Summary

To produce a PAYG Payment Summary report, select the appropriate financial year and Employee, then select [File], [Print].



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5 Payroll (cont.) 5.3 Payslip Processing

To process Standard Pays i.e. Employees who are to be paid based on their standard hours, simple select the appropriate Pay Period and then click [Process Standard Pays]. IMPORTANT: Process Standard Pays must be selected prior to entering any

'non-standard' pays, as once a pay has been processed for a pay period a Process Standard Pays is not possible.

To View an Employee Payslip click the [Select] from drop down list. To add details for selected pay period click [Add Payslip], enter details, then press [Update Record] or [Abandon]. If you change any of the values which are not accruals, they will only apply to the current pay. To change these permanently, select [Edit Employee]. To add a new payslip select a pay period, then click [Add Payslip], enter an existing or new Pay Period Code and then enter the Financial Year and select the date range for the pay period.



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5 Payroll (cont.) 5.4 Tax Scale

Details on Tax Scale are currently unavailable



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5 Payroll (cont.) 5.5 Wage Allowances & Entitlements

Most modern awards prescribe monetary allowances to compensate for a number of different conditions and qualifications. These allowances are usually amounts paid to an employee in specified circumstances, for doing particular work or carrying certain responsibilities. For those employees not covered by awards and agreements, their contracts of employment or company practice determines their level of entitlement. Allowances can generally be separated in the following broad categories:

1. Expense Related - Reimbursement for actual expenses incurred (e.g. tools, travelling, meals)

2. Work Related - those which relate in some way to the nature or location of the work itself (e.g. disabilities, special skills, locality).

3. Accrual – While not technically an allowance EzyAcc uses this type of “allowance” for leave accrual (e.g. Sick, Bereavement) which is applied on the Employees anniversary, (the date the Employee started with the company).

4. On Termination –On termination allowances provide a method of establishing the elements of an Eligible Termination Payment (ETP) agreed to prior to an Employee being hired. These are applied based on the years of service and may include any ADDITIONAL items over and above the normal entitlement.

Example:

• Items that are part of a package

• Allowances

• Additional Superannuation

• Pro Rata Long Service Leave with no minimum of years of service.

In fact any item that is agreed to as part of a "Golden Handshake" may be part of "On Termination Allowance".



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5 Payroll (cont.) 5.5 Wage Allowances & Entitlements (cont.) The Expense Related group of allowances are adjusted where appropriate in conformity with increases in actual costs, whereas the Work Related group of allowances are generally adjusted proportionately with wage increases, and the Accrual “allowances” apply time via the Payroll system when the Employee reaches his or her anniversary. A. All purpose allowance It is a common provision in industrial instruments for an allowance to be deemed to be 'payable for all purposes. The effect of this is that the allowance is to be included in all calculations prescribed by the industrial agreement, such as overtime and penalty rates, and paid leave such as public holidays, annual leave and sick leave. Allowances that are commonly of this nature include industry allowance, tool allowance, leading hand allowance, rostered shift allowance, qualification allowance and first-aid allowance, however, reference should be made to the relevant modern award or enterprise agreement to establish the nature of each allowance. Work-related allowances are usually expressed in an industrial instrument as payable 'at the rate of $x etc', that is, payable at the same rate as the employee's ordinary weekly rate of pay. The allowance is therefore payable when the employee's ordinary weekly rate of pay is payable. (Expense-related allowances are generally not expressed this way.) Allowances expressed as a percentage Under modern awards, an allowance that could be classified as a ‘work-related’ allowance is usually expressed as a percentage of the prescribed ‘standard rate’ under the wages clause of the applicable award. This is a reference to a specific classification rate, rather than the particular classification that covers the employee’s duties. Example The ‘standard’ rate in the Manufacturing and Associated Industries and Occupations Award 2010 is the minimum hourly rate for the classification C10, which is currently $16.78 per hour. The first-aid allowance in the award is calculated on the basis of 75.6% of the standard rate per week extra, meaning the allowance is $12.69 per week. This amount is payable to an appointed first-aid attendant regardless of their classification under the modern award. This allowance is operative from 1 January 2010. This means the amount of any allowance expressed as a percentage of a standard rate will increase when the standard rate is increased, usually consequent to the annual wage review which expected to operate from 1 July each year.

Reimbursement allowances — monetary figure



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5 Payroll (cont.) 5.5 Wage Allowances & Entitlements (cont.) Most awards provide a category of allowance generally referred to as a reimbursement allowance. These allowances are usually expressed as a prescribed monetary amount rather than a percentage of the relevant standard rate in the award. However, at the time of any adjustment to the ‘standard rate’, each expense-related allowance must be increased by the relevant adjustment factor. The relevant adjustment factor for this purpose is the percentage movement in the applicable index figure most recently published by the Australian Bureau of Statistics since the allowance was last adjusted. The applicable index figure is the relevant Eight Capitals Consumer Price Index. Example The applicable consumer price index figure for meal allowance is the ‘take away and fast foods sub-group’, while for tool allowance it is the ‘tools’ component of the ‘household appliances, utensils and tools’ sub-group.

B. Call out allowance (work-related) A call-out allowance is payable to employees who are rostered for call-out standby. Refer to the relevant award/agreement for the amount of the allowance. If no industrial instrument is in place, anecdotally a common amount is between $50-$70 per week. In addition, a kilometre allowance for use of private motor vehicle is also often paid for employees who are rostered on call-out. See the award/agreement rate, otherwise, again, anecdotally a rate of $0.50-$0.60 per km is common. The pay office should keep a copy of the call-out roster to enable payment of the call-out allowance to be made. C. Camping allowance (expense-related) Where employees are required to reside away from home at places where accommodation is not available, camping facilities must usually be provided by the employer, and provision is usually made in such cases for the payment of a camping allowance of a specified sum. D. Car allowance (expense-related) Employees whose duties may require them to use a motor vehicle are frequently prescribed an allowance to compensate those who make their own vehicles available. Most commonly these allowances are expressed on a flat rate basis, but the actual amount prescribed differs considerably under different awards, agreements and contracts. Issues which may arise where a car allowance is involved include the unfair dismissal salary cap and whether a car allowance is included in the definition of 'ordinary pay'.



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5 Payroll (cont.) 5.5 Wage Allowances & Entitlements (cont.) Unfair dismissal salary cap Two situations may occur: Allowance is not 'remuneration' A mileage or per kilometre allowance paid to an employee for the use of the employee's own private motor vehicle in the course of employment is not considered to be ''remuneration'. The federal, NSW and Queensland unfair dismissal jurisdictions impose a salary cap, so that an employee earning in excess of that limit is unable to bring an unfair dismissal action. Provided that the extent of business use can be demonstrated with reasonable accuracy, an employee's remuneration is the relevant salary package less the amount referable to business use of the employee's motor vehicle. Allowance is 'remuneration' However, if the allowance is not reimbursement of expenses, then it will be considered to be 'remuneration'. Indicators of this situation are if the employee is not required to account for any of the expenses associated with the vehicle and is paid the same amount on a regular basis, regardless of vehicle usage or whether or not he or she is on leave. In this circumstance, some of the car allowance will be counted as work-related and some will be considered to be private vehicle use (and therefore counted as remuneration). The proportion should be calculated as follows:

1. Determine the annual distance travelled by the vehicle. 2. Determine the percentage of the annual distance travelled which was for the

employee’s private purposes. 3. Multiply the figures from 1. and 2. to provide the annual distance travelled for

private purposes. 4. Estimate the cost per kilometre for a vehicle of the type used (obtain from

motoring organisations). 5. Multiply the annual distance travelled for private purposes by the estimated

cost per kilometre. The result is the value of the motor vehicle component of the applicant's remuneration.

Included in 'ordinary pay'? 'Ordinary pay' is an important concept as it is the basis for a number of other payments - especially various forms of leave. A car allowance is an 'expense allowance' and is generally excluded from ordinary pay under an industrial instrument, unless otherwise specified. Consult the individual award, agreement or contract to determine whether the car allowance is included for leave purposes.



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5 Payroll (cont.) 5.5 Wage Allowances & Entitlements (cont.) Amount varies Most commonly a car allowance is expressed on a flat rate basis, but the actual amount prescribed differs considerably under different awards and agreements. Generally, the term 'car allowance' means an allowance to meet whatever expense is incurred by the employee in providing a car and using it in the performance of his/her duties for the employer. D. Car allowance (expense-related) – continued… 'Standing charges' and 'locomotion charges' Some awards prescribe two kinds of car allowances, fixed 'standing charges' and 'locomotion charges' related to mileage. 'Locomotion charges' relate to the cost of petrol, tyres, greasing, lubricating oil and repairs. Standing charges represent the full cost to the travellers of registration, third party insurance, repainting and replacement of battery, a percentage of the cost of comprehensive insurance and a percentage of depreciation, spread over four years in diminishing amounts for cars under 20hp and over five years for cars over 20 hp. This is a common provision in all state travellers and related awards. Tax issues As with other allowances, car allowances are taxed as income for the employee, with a deduction being claimed for the business use of the car. As long as the business use can be substantiated by appropriate documentation, the allowance may be tax-free. Reimbursement by an employer of an employee's car expenses would similarly be exempt from FBT to the extent that the expenses are business-related and have been documented. If an employee is reimbursed on a cents per kilometre basis for the cost of using a car, such a benefit is exempt from fringe benefits tax but is taxed in the hands of the employee.

E. Climatic and zone allowance (work-related) Awards regulating the employment of persons who may be required to work in remote localities frequently prescribe what are referred to as 'climatic allowances'. Whilst in some cases the climatic factor might be considered to warrant the payment of a special allowance, it is more common to find that disabilities such as the absence of various amenities (eg schooling, medical facilities) are the factors which are responsible for prescription of additional payments.



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5 Payroll (cont.) 5.5 Wage Allowances & Entitlements (cont.) F. District allowance (work-related) An award may prescribe an allowance where work is performed within certain areas of a State or Territory, that is added to the relevant weekly award rate. G. First aid allowance (work-related) Awards generally prescribe that where an employee is required by the employer to act as a first aid attendant an additional allowance is payable to such employee. However, the allowance is not generally payable to an employee who possesses a first-aid certificate but has not been appointed to perform first-aid by the employer. H. Follow The Job allowance (work-related) In occupations in which employees have normally no fixed place of employment, or where they are frequently required to change their usual place of working (eg in the building and construction industry), payment of fares and travelling time is usually prescribed apart from any provision for payment for distant work in the normal sense. Generally, such an allowance is prescribed as a formula, usually by multiplying the appropriate weekly rate by 52 and divided by 48.8. I. Industry allowance (work-related) This allowance usually applies in the building and construction industry (or other industries the nature of which involves work outside or non-factory work) because work in that industry has special features. It is usually regarded as forming part of an employee’s ordinary pay for the purposes of that industrial instrument, unless provided for otherwise.

J. Leading Hand allowance (work-related) An employee appointed as a leading hand or charge hand is generally an employee who, though not appointed as a foreperson/supervisor and not usually ‘on staff’, supervises (or assists in supervision) the work of a number of employees. The amount of the allowance usually varies depending on the number of employees supervised. Because the allowance is based on the employee’s additional responsibilities, it is usually payable for all purposes of the award although the modern award will usually specify the nature of the allowance. (See All-purpose allowances commentary above.)

http://www.workplaceinfo.com.au/payroll/payments-and-expenses/allowance-payments#All

http://www.workplaceinfo.com.au/payroll/payments-and-expenses/allowance-payments#All



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5 Payroll (cont.) 5.5 Wage Allowances & Entitlements (cont.) K. Living Away From Home allowance (expense-related) Many awards make special provision to compensate employees who may be required to spend time away from their normal place of residence due to work commitments. This may mean the employer paying reasonable board and lodging expenses incurred whilst the employee is away, or a 'living away from home' or 'distant work' allowance, where prescribed by the relevant award.

L. Meal allowance (expense-related) Most awards provide that employees that are required to work overtime in excess of specified periods, in some cases without being notified the previous day or earlier, shall be supplied with a meal by the employer or paid a meal allowance. Provision is also made in some cases for the payment of additional allowances if the overtime extends into any subsequent meal time.

M. Shift allowance (work-related) Where an industrial instrument provides for the working of shifts, compensation for doing so will be prescribed in the form of a shift allowance. These vary among industrial instruments and the type of shifts worked. A common provision in awards prescribes 15% (or alternatively a flat rate) for permanent or rotating afternoon shift, and 30% for permanent night shift. Employees on continuous shift work may receive only one rate for working all shifts or may receive a rate for working afternoon and night shift, eg 15%, but no loading for the day shift. Normally, a shift allowance is not payable for any shift not worked, eg sick leave, public holidays, bereavement leave, workers compensation, etc unless otherwise specified by the relevant industrial instrument. This is because industrial tribunals regard a shift allowance as a penalty or disability payment which does not form part of ordinary pay, despite being payable for work performed during an employee's ordinary hours. Therefore, in the absence of a specific provision in the relevant industrial instrument, overtime is calculated on the employee's ordinary rate, exclusive of the shift allowance. Under most awards shift allowances only apply during ordinary hours - they do not apply during overtime hours. N. Site allowance (work-related) In the building industry, industrial tribunals may award a specific allowance to apply on a particular building site. If such an allowance is awarded, it will usually apply in lieu of any disability allowances contained in the award.



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5 Payroll (cont.) 5.5 Wage Allowances & Entitlements (cont.) O. Special rates (work-related) To provide for cases where work is performed under unusually disagreeable or dangerous conditions, awards usually contain special or extra rates clauses prescribing additional allowances to meet such cases. These special rates are most commonly payable where work is performed in places unusually hot, cold, wet, dirty, unpleasant or unsafe, in confined spaces, in high places or underground. When an employee performs work which may attract two or more special rates, the industrial instrument will normally provide that the highest rate applies to the work to the exclusion of the other rates. In addition, these special rates are not ordinarily taken into account when applying penalty rates for work such as overtime or public holiday work. The result is the special rates are added to the total after the penalty rate has been calculated.

P. Tool allowance (work-related) It is customary in most trades for each tradesperson (and, in some cases, apprentices) to possess a kit of tools necessary to carry out most classes of work, but excepting those tools which are so unwieldy or heavy that they are difficult to carry about. The tool allowance is generally prescribed by an award to compensate for wear and tear on tools. It is also common that this type of allowance is payable 'for all purposes of the award'. This means that the allowance is usually taken into account when applying any calculation contained in the award such as penalty rates, overtime, during periods of paid leave such as sick leave, public holidays, annual leave, etc.



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