SQL Accounting Guide: Tools Module

In the dynamic landscape of modern business, efficient and adaptable accounting practices are paramount to success. A robust accounting system serves as the backbone for financial management, providing the tools and modules necessary to streamline operations, enhance accuracy, and meet the diverse needs of businesses.

This article delves into the intricacies of SQL Accounting, a comprehensive financial management solution offering a suite of powerful tools and modules. From user access management to script customization, document numbering, agent and area details, payment terms, currency management, journal configuration, payment methods, and project accounting — each module in SQL Accounting is designed to empower businesses with flexibility and control.

Maintain User

maintain user

  1. Enter User Information
  • Open the Tools Module in your SQL accounting system.
  • Navigate to the “Maintain User” section.
  • Enter the necessary user information in the available fields. These fields may include:
    • Login Name
    • Name
    • Groups
  1. Load Signature (Optional)
  • If you want to include a signature in documents like quotations, follow these steps:
    • Click on the “Signature” field.
    • Right-click within the Signature field.
    • Select “Load” from the context menu.
    • Choose the image file of your signature.

change password

  1. Change Password
  • To change the user’s password, follow these steps:
    • Click on “More” in the user maintenance section.
    • Select “Change Password.”
    • Enter the new password as prompted.
  1. Set Access Rights
  • Click on “Access Right” to manage the user’s access permissions.
  • In the access rights section:
    • Tick or untick the checkboxes corresponding to the functions the user can or cannot access.
    • Customise the user’s access based on the requirements of your organisation.
  1. Save Changes
  • After entering user information, loading the signature (if necessary), changing the password, and setting access rights, ensure to save the changes.

Maintain Scripts

maintain scripts

Optional Module: User Defined Script Module

  1. Accessing Maintain Scripts
  • Open the Tools Module in your SQL accounting system.
  • Navigate to the “Maintain Scripts” or “User Defined Script” section.
  1. Enter Code and Description
  • Enter the unique “Code” for the script.
  • Provide a meaningful “Description” to identify the purpose of the script.
  1. Write Formula in Script Field
  • In the “Script” field, you can write the formula or calculation using either Pascal or VB Script.
    • If using Pascal, ensure the syntax adheres to Pascal language rules.
    • If using VB Script, adhere to VB Script syntax and conventions.

Maintain Document Number

maintain document number

Optional Module: Multiple Document Number Set Module

  1. Select Document Type and Enter Description
  • Open the Tools Module in your SQL accounting system.
  • Navigate to the “Maintain Document Number” or “Multiple Document Number Set” section.
  • Select the specific “Document Type” (e.g., Customer Invoice).
  • Enter a meaningful “Description” for this set of document numbers (e.g., Invoice No. with Agent Code).
  1. Enter Format

In the “Format” field, specify the display format for the particular set of numbers. For example:

  • Example Format: IV-{@mm}%.4d
  • Breakdown:
    • IV – Prefix for the invoice.
    • {@mm} – Represents the current month.
    • %.4d – Specifies 4 decimal points for the running number.
  1. Set Frequency for Resetting
  • Set the “Frequency” to determine how often to reset the running number. This helps in managing sequential numbering, such as resetting monthly or annually.
  1. Output Sample
  • Review the “Output Sample” section to understand how the formatted document number will look based on the provided format.
    • Example: IV-01.0001 (assuming the current month is January, and the current running number is 1).
  1. Using Script Field (Optional)
  • If you choose to use the “Script” field, enter the script for generating the document number. In this case, the “Format” field will be ignored.

Maintain Agent

maintain agent

  1. Enter Agent Information
  • Open the Tools Module in your SQL accounting system.
  • Navigate to the “Maintain Agent” section.
  1. Agent Code
  • Enter the unique “Agent Code” associated with the agent. This code is typically used as a unique identifier for the agent.
  1. Agent Description
  • In the “Description” field, provide a meaningful description for the agent. This description helps identify and provide additional information about the agent.

Maintain Area

maintain area

  1. Enter Area Information
  • Open the Tools Module in your SQL accounting system.
  • Navigate to the “Maintain Area” section.
  1. Area Code
  • Enter the unique “Area Code” associated with the specific geographic area. This code serves as a distinctive identifier for the area.
  1. Area Description
  • In the “Description” field, provide a meaningful description for the area. This description helps identify and provide additional information about the geographic region represented by the area code.

Maintain Terms

maintain terms

  1. Enter Term Information
  • Open the Tools Module in your SQL accounting system.
  • Navigate to the “Maintain Terms” section.
  1. Term Code
  • Enter a unique “Term Code” for the sales or purchase term. This code is used to identify and differentiate between different terms.
  1. Term Description
  • In the “Description” field, provide a clear and concise description for the term. This description helps users understand the nature of the sales or purchase term.
  1. Define Due Terms
  • Specify the due terms for the document based on the following options:

define due date

  • Due in Number of Days: Enter the number of days within which the document is due. For example, if set as 60 days, the document will be due on the 60th day from the document date.
  • Due on a Specific Day of the Month: If the document is due on a specific day of the month, set the number of months and days. For example, if set as 2 months 6 days, the document will be due on the 6th of the 2nd month.
  • Due in the Month End: Specify how many months the document is due. For example, if set as 2 months, the document will be due at the end of the 2nd month.

Maintain Currency

maintain currency

Optional Module – Basic Currency Module or Advance Currency Module.

  1. Enter Currency Information
  • Open the Tools Module in your SQL accounting system.
  • Navigate to the “Maintain Currency” section.
  1. Currency Code, Symbol, and Description
  • Enter a unique “Currency Code” for the foreign currency. This code is used to identify the currency within the system.
  • Input the currency “Symbol” for display purposes.
  • In the “Description” field, provide a meaningful description for the currency.
  1. Exchange Rates
  • Enter the exchange rates:
    • BUY Rate: The rate at which the company purchases goods in this currency.
    • SELL Rate: The rate at which the company sells goods in this currency.
  1. Display Colour

Select a colour for the particular currency. This colour will be used for display in grid layouts, making it visually distinguishable.

Maintain Journal

maintain journal

  1. Enter Journal Information
  • Open the Tools Module in your SQL accounting system.
  • Navigate to the “Maintain Journal” section.
  1. Journal Name
  • Enter a unique “Journal Name” to identify the account journal within the system. This name is typically a short and descriptive identifier for the journal.
  1. Journal Description
  • In the “Description” field, provide a detailed description for the journal. This description helps users understand the purpose or nature of the journal.

Maintain Payment Method

maintain payment method

  1. Set Up Payment Method
  • Open the Tools Module in your SQL accounting system.
  • Navigate to the “Maintain Payment Method” section.
  1. Select Journal and Bank Charge Account
  • Select Journal:
    • Choose the appropriate “Journal” for the specific payment method. This helps in categorising transactions related to this payment method.
  • Select Bank Charge Account:
    • Choose the “Bank Charge Account” associated with this payment method. This account is used to record any bank charges incurred during transactions.

Optional Modules:

  1. Currency Configuration (Optional – Advance Currency Module)
  • Select Currency (if applicable):
    • If using the Advance Currency Module, choose the default “Currency” for this payment method.
  1. Document Number Sets (Optional – Multiple Document Number Set Module)
  • Select OR (Official Receipt) and PV (Payment Voucher) Number Sets:
    • If using the Multiple Document Number Set Module, choose the default “OR Number Set” and “PV Number Set” for this payment method.

Maintain Project

Maintain Project allows users to maintain the project accounting as the branch or departmental basis.

maintain project

  1. Set Up Project
  • Open the Tools Module in your SQL accounting system.
  • Navigate to the “Maintain Project” section.
  1. Project Information
  • Enter Project Code:
    • Assign a unique “Project Code” to identify the project within the system. This code serves as a distinct identifier for the project.
  • Project Description:
    • In the “Description” field, provide a detailed description of the project. This description helps users understand the purpose, scope, or details of the project.
  • Enter Project Value:
    • Specify the “Project Value” to represent the financial value or budget allocated for the project.

Maintain Style

Maintain Style allows users to decorate their own style for Sales, Purchase and Stock Entry.

maintain style

  1. Access Style Configuration
  • Open the Tools Module in your SQL accounting system.
  • Navigate to the “Maintain Style” section, where you can configure styles for Sales, Purchase, and Stock Entry.
  1. Configure Font Settings
    1. Click the Font Button:
      • Locate and click on the “Font” button within the Maintain Style interface.
    2. Font Configuration Dialog: A dialog box will appear, providing options to configure the font settings for Sales, Purchase, and Stock Entry.
      • Select Font Type:
        • Choose the desired font type from the available options.
      • Select Font Style:
        • Choose the preferred font style, such as regular, bold, italic, or underline.
      • Select Font Size:
        • Specify the font size based on your preferences.
      • Color (Optional):
        • Some systems may provide an option to set the font colour. If available, choose the desired colour.
      • Click OK: 
        • Once you have configured the font settings to your liking, click “OK” to apply the changes.

font style

Conclusion

Effective tools and modules within an accounting system play a crucial role in streamlining financial processes and enhancing overall efficiency. These modules empower users to customise their accounting environment, ensuring flexibility, accuracy, and adherence to specific business needs. Whether it’s maintaining user access, crafting intricate scripts, managing document numbering, overseeing agent and area details, setting payment terms, handling multiple currencies, configuring journals, or streamlining payment methods and projects, SQL Accounting offers a robust and user-friendly platform.

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