Accounting & inventory help
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What Penahak Accounting is, the ideas behind the books, and a day in each role.
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Concepts
- The books: ledgers, vouchers and the invoice Everything Penahak Accounting records is a numbered voucher that moves money between ledgers. The sales invoice is the voucher that puts a sale into the books.
- The sales documents and how they link A sale can pass through a quotation, an order, a delivery note and an invoice, and be corrected by a return. Each step is optional, and each can feed the next.
- What a sale changes in the books Saving an invoice debits the customer, credits sales income and VAT, takes the goods out of stock and, for a cash sale, records the receipt in the same step.
- Cash sales and credit sales A cash sale is paid at once and leaves nothing owing. A credit sale is owed until the customer pays. The invoice screen chooses between them next to the due day.
- VAT, discounts and sales adjustments VAT and discounts are sales adjustments. Each is a named rule with a rate, a sign, a ledger and an order, and the order decides what VAT is charged on.
- AD and BS dates on sales documents Every document keeps both its AD and its BS date. The screens show the company's calendar. An invoice cannot be dated in the future, and with IRD on it is always dated…
- The fiscal year One fiscal year is active at a time. It sets the dates sales can be made on, the numbering series that can be used, and the year name the IRD receives.
- Branches and projects on sales documents A company with branches keeps each document in the branch that raised it, with numbering series per branch. Projects or business units are a second, optional way to tag…
- What a purchase changes in the books and in stock Saving a purchase invoice credits the supplier, debits the purchase ledger and the adjustment ledgers, and brings the goods into stock. A goods received note only brings…
- Which voucher do I use? Money in is a receipt, money out is a payment, money between your own cash and bank accounts is a contra, and everything that is not money is a journal. A credit note…
Day in the life
- A day as sales clerk Open the day with the Add button in place, quote and take orders, raise invoices all day, record returns, print what the customer needs, and leave mistakes to the…
- A day as purchase clerk Raise requisitions and orders, receive goods against the order, enter the supplier's bill when it arrives, record returns, and leave payments and corrections that touch…
- A day as cashier Record the money that comes in and goes out, put cash and cheques in the bank, keep the cash in the books equal to the till, and leave reconciliation and corrections to…
- A day as store keeper Check what is low and what is in transit, receive and issue goods, move stock between warehouses, write off damage with a reason, and count a section of the stock each…
- A day in production Check the approved orders and the raw materials, record what was produced, run the quality check so the stock moves, and keep recipes and orders in step. The finished…
- A day as accountant Check that yesterday's bills reached the IRD, receive and make payments, approve what waits for approval, fix the day's mistakes with returns and cancels, review credit…
- A day as owner or manager See what was sold and who owes you, approve what needs a second pair of eyes, watch the cancels and returns, and keep an eye on what has not reached the IRD.
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