HOPE System Guide Control System 9/15/96 Page 111

Choices From the Accounting Menu

Accounting Menu Choice:

0) Leave Accounting - This choice returns to the previous menu.

1) Work with Customer Collections - Supports credit and collection efforts. Described in detail in Month End Section beginning on page 118.

2) Expense Entry - There are two ways to enter expenses, depending on how you paid them. Enter through this choice, which brings up a Sub Menu, Expense Entry.

Payments by Check: (Choice #1 from the Expense Entry Sub-Menu)

The data is captured by filling out five labeled boxes which appear on the screen and then by selecting the expense type from the list box which will pop up when the last box is filled. Start by typing the amount of the check in the box labeled Amount. Continue by filling in the name of the payee in the box marked "Paid To, followed by the Date, Method of Payment and Check Number. After selecting the category of expense from the scrolling list, a question More Y will appear at the top of the screen. If you wish to continue entering expenses, press Enter. When you have completed entering expenses, type the letter N (No) after the question More This will return you to the Expense Entry Sub-Menu.

As in any accounting, merchandise invoices are not expenses. Please use choice 3,

described below, for merchandise, or select M (for Merchandise) from the Sub-Menu.

Entering Non-check Payments and Invoices (Cash Payments, #2)

Payments for expenses made by cash or credit card are entered on the same screen as payments by check. Cash is abbreviated CA, payment by check as CH and credit card as CC.

The entry of bills which are NOT being paid yet (that is, due at a future date) is also made from these selections. However, remember to choose M For Merchandise from suppliers, and 2 for other expense items, when working with unpaid bills.

3) Listing Bills for Merchandise - Used to register invoices for items on terms.

Enter here bills for merchandise to be paid in the future, as well as payments which have been made for COD shipments of merchandise or bills paid already. As bills come due for payment, you will get a listing of open invoices.

In addition, all payments will be categorized by vendor, so you know where inventory dollars are going.