DACEASY ACCOUNTING

DacEasy prides itself on providing powerful, yet affordable business software. DacEasy Accounting makes automating your accounting a simple process, yet offers you the power and sophistication of much more costly accounting systems.
 The following section lists features new to Version 12, followed by features introduced in Version 11 and Version 10. For a list of additional features in DacEasy Accounting,
A. New Features in Version 12

Quickly generate vendor payments based on your criteria with AutoPay. You can create manual or computer checks and limit the payment to a fixed amount or the bank balance.

Save time when entering invoices and sales returns by generating these transactions off of existing invoices.

You can now record inventory purchases and returns without updating the vendor balance. This feature is beneficial when you need to record an inventory receipt or return prior to receiving the invoice. After the invoice is received, you can add the invoice in the Payables Ledger.

You can now adjust the total value of an item in your inventory without affecting the quantity. This is especially useful if you are using the new Purchasing Suspense feature and the invoice differs from the value recorded in Purchasing.

Avoid entering sales for customers that have reached their credit limit or have a past due balance. You can choose to display a warning or prevent the invoice from being created when the credit check criteria is met.

The summary printed at the bottom of deposit tickets now includes totals for the number of items deposited, total check amounts, total cash amounts and a grand total.

This new feature allows you to define your own units of measurement, assign weights to products on the Sales tab of the product record, and then view the total weight of an invoice from the footer (via the Options menu) during entry.

The Salesperson E-mail field allows you to track e-mail addresses and automatically send e-mails to your staff using the new Alerts feature. The Vendor Memo field is the default for all cash payments, including those generated with the new AutoPay feature. The Freight field on the invoice footer allows you to quickly charge freight to an invoice. Add a substitute product list to products, and then view this list to locate a similar product when a product is out of stock.

B. New Features in Version 11

The Business Center provides a single entry point for all DacEasy programs and includes a number of features designed to increase productivity. This includes the ability to view multiple windows concurrently, update company information for all DacEasy modules, and back up or restore data without exiting the Business Center.

The ability to quickly locate existing data is important to any business. This process is simple when you use the Lookup feature in DacEasy. You can sort in ascending or descending order on any field in the Lookup with the click of a mouse. You can even include a secondary sort to help refine your search.

You can add custom fields to your customer, vendor, product and service records. You can track up to six additional text fields, four amount fields and two date fields, and then use this information on custom reports generated in DacAccess.

You can now publish data to an HTML file using a cascading style sheet (CSS) to retain the report's formatting. Publishing your accounting information to the Internet or a company intranet has never been easier or looked more professional.

Save time and avoid mistakes when making bank deposits by printing your deposit slips directly from DacEasy. The deposit slip includes the total cash deposit and breaks down the individual checks being deposited.

You can add a shipping method to your customers and vendors and their alternative addresses to automatically include the shipping method on billing and purchasing transactions. If you don’t assign shipping methods, you can use the LookUp to quickly add shipping methods to your transactions.

The following features save you time when extracting data from DacEasy Accounting: view posted cash transactions without printing a report, select multiple sort and rank options when printing invoices, exclude non-inventory items from the Product History and Product Activity Detail reports and view backorders from the customer or product record.

Invoice customers directly from the customer record. Add the time or date to notes with the click of your mouse. Globally change the AR Account or AP Account for customers and vendors. Select the sort order on the Open Company dialog box.

C.  New Features in Version 10

DacEasy uses the Pervasive.SQL 2000 database manager for optimum performance on the most current networks.  

You can track inventory costing and valuation for multiple warehouse locations. Set up each warehouse, and then create your master items. Click here for more information on setting up warehouses.

You can determine the position of each toolbar in DacEasy. Dock toolbars to any edge of the window or float toolbar anywhere on the screen. In addition, choose whether or not to display the toolbar as well as the button labels on the toolbar. The main application toolbar can be customized per station ID to meet the needs of your business.

Assign each customer to a specific Accounts Receivable account and each vendor to a specific Accounts Payable account. This allows you to provide detailed reporting on your future cash flows and expenditures. When you add a new customer or vendor, the account entered on the Account Interface dialog box displays automatically, but can be edited.

Word Integration allows you to merge your accounting data into attractive Word documents that can be e-mailed or printed.

Excel Integration allows you to produce nicely formatted Excel worksheets that can assist you in the decision making process. You can then use Excel to create graphical representations of your accounting data.

You can exclude paid invoices from statements without having to permanently remove the detail from your Open Invoice file.

You can customize each section of a report, including font attributes such as font (including variable pitch fonts), color, size and style. You can also customize the page layout information. Settings are saved per report and are used the next time you print the report.

When printing the Aging Report, select Audit to print a detailed Aging report. You can use this report to track the source of the transactions

The Inventory Adjustments function provides a method of updating the Product file without entering a transaction in the Purchasing or Billing module. This is useful for transferring units from one warehouse to another.

New users are prompted to add the sample company or add a new company when they start the program for the first time. They also have the option to view the Quick Tour provided in the Help or view a list of new features.           

Persistent moveable windows; edit controls with cut, copy and paste capabilities; persistent resizable note editors with cut, copy and paste capabilities; and persistent vertically resizable windows.

The Help system included in DacEasy Accounting can be used for context-sensitive Help or procedural Help.
Use context-sensitive Help when you need information about a particular field or feature in the program. Click the Help button (or press F1) and information about the field or dialog box appears.
Procedural Help details the steps involved in a process or answers a question you might have about the software. To access procedural Help select Contents and Index from the Help menu (or press Shift+F1). Three tabs appear: Contents, Index and Find. Locate the answers to your questions using any tab. Following is an explanation of each tab.

Use the Contents tab as you would use the table of contents in a book.
Related Help topics are grouped together and appear as a book. Click the book, and then click Print to print all topics contained in the book.Tip: If the topic heading does not print correctly, change your Window color to white.
Double-click a book to "open" the book and view its contents.
Click a page from an open book and the topic appears. Click Print to print the current topic.Note: The images on the current topic may become distorted after printing. The screen resets when you view another topic and then return to the printed topic.

Use the Index tab as you would use the index in a book. Type a topic description or use the scroll bar to search the list. The index is designed to be as thorough as possible. Double-click a subject to view the Help topic. If multiple topics exist, select a Help topic from the list that appears.

Click the Find tab to locate each Help topic associated with a subject. DacEasy searches the entire Help system and displays each topic that contains the keywords you specify.

Another valuable Help tool is the How do I? button available on the title bar of dialog boxes throughout the program. Click How do I? and a menu appears listing commonly asked questions about the current dialog box. Select any question to view a Help topic that answers the question.

Use the Quick Tour to accustom yourself with DacEasy Accounting. The Quick Tour includes three checklists that take you through the program, explaining the key processes you perform to set up your company, enter transactions and run periodic routines.

Follow each section in the list below to get the full benefit of DacEasy Accounting. Each section in the Working with DacEasy Accounting checklist is explained in more detail.

(I.)  Add Your Company And Enter Setup Information: DacEasy requires you to enter certain information prior to entering transactions. Use the following checklist to properly set up DacEasy Accounting.

TIP: The quickest and easiest way to set up your company is to add your new company using the DacEasy Business Center, and then use the Setup Workflow Guide to assist you with the setup process. The Setup Workflow Guide steps you through the setup process and includes links to each setup screen. Because it includes all setup steps related to your company profile, it is especially useful if you are interfacing with DacEasy add-on modules.
Note: DacEasy includes an Easy Setup feature that guides you through entering the minimal amount of setup information required to use the program. The Tell me how button includes access to Easy Setup when this feature is available. Because Easy Setup does not provide a method for entering all data, only use this feature if you do not anticipate using the program to its fullest capabilities.

DacEasy Accounting lets you track accounting information for multiple companies. You are prompted to add a company the first time you access the program. You can add additional companies through DacEasy.
Note: You can also add your company using the Business Center. Refer to the Business Center Help topic titled “Adding New Company Profiles” for more information.

The controller has full access to all areas of the program. If you are using the security feature in the program, enter the controller password, and then add each user and define the user's access to each area in the program.

 This information prints at the top of each report. In addition, enter information specific to the structure of your financial year. DacEasy uses this information to post transactions into the proper period.
Note: If you add your company using the Business Center, you have the option to automatically update the company information in each DacEasy module when you save the new company profile.

DacEasy lets you customize how DacEasy displays, prints and processes data. In addition, you can enter the paths to other DacEasy programs you are interfacing with. This allows you to access any add-on module directly from the Modules menu in DacEasy Accounting.

When you post transactions, DacEasy automatically updates the General Ledger. DacEasy references the account interface information you enter to make the correct general ledger entry.

You can customize up to six text fields, four numeric fields and two date fields for your customer, vendor, product and service records. After setting up the custom field labels, the labels display on the Custom tab when editing customer, vendor, product and service records. You can then include these fields on custom reports generated with DacAccess.

If you find yourself entering the same information on each record when you add new customers, vendors and products, enter the information as a default. The default information automatically appears when you enter a new record.

DacEasy uses the default printer settings unless you edit the report layout. You can set any printer installed in your operating system as the default printer, and then select font and page layout information.

You can print forms to plain paper, a preprinted DacEasy form or a custom form. Prior to printing your first form, select which form template you are using or design your own template.

DacEasy uses tables to store information about your messages, price breaks, terms, taxes, shipping methods and weight units. Assign information to a code, and then use this code instead of reentering the information throughout the program. If the information changes, you only need to change the table instead of changing each record affected by the change.

The chart of accounts stores each account balance. These account balances are used to print financial reports such as the Income Statement and Balance Sheet. When you add a company, you can select a sample chart of accounts or create your own. If you select a sample chart of accounts, you may need to make minor modifications. After your chart of accounts is complete, enter setup balances for each detail account.

Enter a record for each customer whose information or activity you need to access. Balance information for the customer is automatically updated each time you post customer activity. When you enter beginning balances, you can enter each outstanding invoice or a lump sum. The accounts receivable account selected when you set up your customer is updated each time you save a customer's beginning balance.

Enter a record for each vendor whose information or activity you need to access. Balance information for the vendor is updated automatically each time you post vendor activity. When you enter beginning balances, you can enter each outstanding invoice or a lump sum. The accounts payable account selected when you set up your vendor is updated each time you save a vendor’s beginning balance.

If you want to track inventory, enter each product you buy and sell. You can enter each item in the Billing and Purchasing modules. You can enter finished goods with component lists and use the Assembly module to build the products. The inventory account selected when you set up your interface accounts is updated each time you save a product’s beginning balance.
Note: If you are using the multi-warehousing feature, you can automatically generate product records for each warehouse when you add your master items. See the following checklist item for more information.

If you want to track inventory located in multiple warehouses, enter a code for each warehouse and master item. When you set up the master item, include each product that makes up the master item and the warehouse in which the item is stored. This allows you to track your inventory by the master item or by each warehouse.

If you want to include services on your invoices and component lists, enter each service your company offers.

Enter each fixed asset you own and let DacEasy calculate the depreciation. You can also enter non-depreciable assets that you need to track.

Use billing codes and purchasing codes to include items on billing and purchasing transactions that are not products or services, for example, freight.

If you want to track your sales staff's performance or pay commission, enter each salesperson in DacEasy Accounting.

If you track serial numbers for your products and services, enter each serial number. You can track the product by its serial number when you sell the product.

(II)ENTER TRANSACTIONS
Accurately tracking your company's financial records helps you grow your business. The following checklist details the steps required to record your information in DacEasy Accounting.

You can enter transactions directly into the General Ledger or enter transactions into DacEasy’s integrated modules and let DacEasy update the General Ledger for you. You also have the ability to enter recurring transactions and generate them as needed. For assistance on entering transactions, click one of the following transaction types:
Module                                       Transactions types

      Received, Purchase Returns

Returns

Adjustments

Print any necessary forms:

Print any required forms for the transactions you entered in the Billing, Purchasing and Cash modules. For example, you must print any computer checks prior to posting cash. Unless the default has been changed on the System Preferences dialog box, you are required to print the following forms when applicable: Merchandise Receipts, Purchase Returns, Invoices, Sales Returns and Checks. You may also choose to print deposit slips and Purchase Orders if required by your vendors.

Before posting each module, you are required to print the Journal (unless the default has been changed on the System Preferences dialog box). Use this report to verify that the entries were made correctly before posting them to the General Ledger.

When you post the General Ledger, the entries are marked as posted and the account balances are updated. When you post one of DacEasy’s integrated modules, DacEasy creates an entry in the General Ledger and the account balances are updated. Depending on the transaction, additional files might be updated; for example, the Customer file is updated when you post Billing.

Reporting is the key to your accounting system. DacEasy has a number of predefined reports with useful information. If you need a custom report, use the custom report writer, DacAccess Query and Publisher, to create the report.

(III). Perform your periodic routines
 Periodic routines checklist
The following checklist details the tasks you performed on a periodic basis.

Although you may never need to restore a backup, it is important to make frequent backups in case you accidentally perform a procedure that cannot be reversed or have corrupted data files.
Tip: You can back up all DacEasy modules in a company profile at the same time from the Business Center. Refer to the Business Center Help topic titled “Backing Up Company Data” for more information.

Your data files, like your cars, need periodic maintenance. The Recover and Verify utilities work together to keep your software running smoothly. You can run utilities on your data files at any time.

It is important that your bank account balances in DacEasy match the balances on your bank statements. If you enter all banking transactions in the Cash module, you can use the Reconciliation feature to help you with this process.

If you depreciate your fixed assets, you know how tedious this process can be. Enter each fixed asset and let DacEasy update your accounting information with the depreciation expense automatically.

If you enter a finance charge percentage for your customers, you can have DacEasy automatically add the proper finance charge amount to each customer account that is past due. Generate finance charges for your customers at the end of each month, just prior to running the Accounts Receivable Period End routine.

Run the Accounts Receivable and Accounts Payable Period End routines to update the balance information for your customers and vendors. In addition, paid invoices are removed from the aging information and invoices are combined into a single invoice for Balance Forward-type accounts. Run the General Ledger Period End routine if you want to change a period's status to closed which prevents further entries from being made in the period.

You can print a 1099 for each vendor designated as Contract Labor.

The Year End procedures update the historical information. In addition, the General Ledger Year End routine adjusts the periods structure. It is important that you back up your data and print your financial statements prior to closing the year. In addition, run all year end routines consecutively, with the General Ledger Year End routine ran last.

You can purge your data files as often as you like. If you do not purge, you have access to more historical data; however, you may run low on disk space. One common practice is to purge all files, with the exception of the General Ledger, at the end of the year. To reduce disk space, you must run recover from the File Utilities dialog box after you purge your files.

If you would like to compare budget figures to actual figures, enter your budget figures for each account prior to entering transactions in your new year.

(A).SYSTEM TOOLS (PROCEDURES)
I. Changing the report layout:
DacEasy uses the default printer settings unless you edit the report layout. Once the report layout has been customized for a particular report, DacEasy stores your preferences and uses these preferences each time you print the report.
To change the report layout

Tip: Click Restore Default to restore the default report layout.

Note: The Width and Height boxes only apply when you select a custom paper size.
Tip: Click Help for a detailed description of each option.

Tip: Click Set as Default to update the default printer information on the Edit Default Printer dialog box with the current report layout settings.
II. Changing the Program Date
DacEasy defaults to the computer’s current system date. To edit the date in DacEasy Accounting , click Options and select Date (or press F4). Enter the date and click OK. The date is changed in DacEasy; however, the system date for your computer is not affected.
Note: If you change the date from a module accessed through the Business Center, the change only applies to the current screen until that screen is closed. When you access the screen again, the date defaults to the Business Center date.

            III. CUSTOMIZING THE TOOL BAR
DacEasy allows you to customize the main application toolbar to meet your specific needs. You can create multiple toolbars and use the Station ID feature to allow each user (or group of users) to have their own toolbar.
Note: You can only customize the toolbar if you are not using the Business Center.
To customize the toolbar

Number=Description|Image|Type|Action|Shortcut key
A description of each element follows.
Number—The number that identifies the button order and type. Numbers not followed by a letter indicate buttons. Numbers followed by letters indicate menu options.
Note: The numbers must be in sequential order, for example, 1, 2, 2A, 2B, 3.
Description—The text that appears as the button label or menu item.
Image—The graphic to display on the toolbar button. You can specify any 256-color 32x32 bitmap (bmp) image. If you do not specify an image when adding a command, DacEasy uses the default image. If you do not specify an image when launching an executable, DacEasy loads the icon associated with the application being launched.
Note: When adding an image to a popup button, add the image to the first menu item for the button.
Type—The action associated with the button.

Action—The action performed when the button is pushed (or a menu item is selected).

Note: Do not use the same shortcut key for multiple toolbar buttons. You do not receive an error; however, DacEasy always executes the first command assigned to the shortcut key.
Note: If you incorrectly type an internal command, a warning appears when you start the program. Print the message log to display the errors in the file. DacEasy uses the custom toolbar; however, any incorrect entries are disregarded. For example, if you use forward slashes instead of back slashes when typing an action to load a DacEasy module such as General Ledger, the button appears; however, the button does not respond when clicked.

Tip: DacEasy uses the default toolbar when you start the program unless you use a station ID when you start the program. If a station ID is entered, DacEasy uses the toolbar with the same name as the station ID. If a matching toolbar is not found, the Default toolbar is used. Activate the Station ID feature from the System Preferences dialog box.
Setting system preferences
You can customize how DacEasy will display, print or process data. You select your preferences on the System Preferences dialog box.

Note: You must set up a controller password before you can activate user access rights. Click here for more information.

Note: If you choose to purge transactions at post, you loose your audit trail. We strongly recommend that you do not purge the General Ledger.

Note: The Credit Limit field defaults to 0.00 when setting up new customers. If you are verifying the available credit and have not established a credit limit for all of your customers, you can change the credit limit for multiple customers at the same time using the Global Changes feature. Click here for more information.

• Tip: Click Help from the System Preferences dialog box for a detailed description of each field.
• Click OK to save your preferences.
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IV. INTEGRATING WITH MICROSOFT EXCEL
DacEasy’s seamless integration with Microsoft Excel allows you to       view your financial statements and other reports as an Excel worksheet. You can use this feature to edit your DacEasy output and create graphical representations of your accounting information
To publish DacEasy reports to Excel

1. Select Publish as the Target on the Report Layout dialog box.

Note: If Publish does not appear as a Target option, this report cannot be published to Excel.

1. Edit the path and file name, if necessary. This field defaults to the current data folder, followed by the report name.
2. Click OK. If the Launch Application check box was selected, the report appears in Excel.

Note: You can use all Excel functionality. Refer to the Microsoft Excel documentation for assistance with editing an Excel file.

V. PUBLISHING TO HTML
DacEasy seamlessly publishes your reports and forms to an HTML page. You can use this feature to publish your information to the Internet or a company intranet.
Note: You must have an Internet browser that supports Cascading Style Sheets (CSS) Level 2 to view the pages created using the publish to HTML feature. If you are not viewing the HTML file in an Internet browser that supports CSS Level 2, you can use the Export option to export information to HTML pages.
To publish information to HTML

1. Select Publish as the Target on the Report Layout dialog box.
2. Select HTML as the Type.
3. Edit the path and file name, if necessary. This field defaults to the current data folder, followed by the report name.
4. Click OK. If the Launch Application check box was selected, the report displays in your Web browser.

Note: If the report is truncating information, verify that the top and bottom margins have no border set in your browser, and then adjust the top margin to 1/2" and the other margins to 1/4". Click here for more information on changing the margins.

Changing the report layout
DacEasy uses the default printer settings unless you edit the report layout. Once the report layout has been customized for a particular report, DacEasy stores your preferences and uses these preferences each time you print the report.
            To change the report layout:

1. Access the Report Layout dialog box.

Tip: Click Restore Default to restore the default report layout.

1. Select the printer in the Name box on the Printer tab.
2. Select your font preferences for each section of the report. Click the Fonts tab, select a section, and then select your preferences for the section.

Repeat this process for each section of the report.

1. Click the Page tab. Select your preferences for the page setup.

Note: The Width and Height boxes only apply when you select a custom paper size.
Tip: Click Help for a detailed description of each option.

1. Click OK to save your printing preferences and print the report.
2. Tip: Click Set as Default to update the default printer information on the Edit Default Printer dialog box with the current report layout settings.

 VI. SELECTING MENU OPTIONS
There are three ways to select menu options in DacEasy Accounting. Each method is described below:

1. Position the mouse pointer on the menu name and click the left mouse button once. To select an option from the menu, position the mouse pointer on the option and click the left mouse button once.

Note: If a right arrow appears to the right of a menu option, a submenu appears when the cursor is positioned on the menu option. Select the appropriate option from the submenu.

1. Press Alt along with the underlined letter to access main pull-down menu. Type the underlined letter on the menu to access the menu option.
2. Press the Alt key to access the main menu bar. Use the arrow keys to highlight the desired menu option and press Enter.

              VII. USING THE CALCULATOR
 The pop-up calculator works exactly like a hand-held calculator. Click the calculator buttons with the mouse or type the appropriate number or letter using the keyboard. The following is a list of the available keys on the calculator, along with their functions:
S—Displays the square root of a value.
E—Allows you to use exponential notation (the ability to raise a value to the Nth power). After pressing E, the next value you type is n.
M—Stores the current value in memory. You can recall this value later by pressing M again.
                       C—Clears the current value and resets all arithmetic operations.
P—Pastes a value into the field where the cursor was when you accessed the calculator. After pressing P, the calculator disappears and the cursor returns to the field from where you accessed the calculator. You can only paste values from the calculator into currency fields.
F—Toggles the displayed value between floating and fixed notation.
Click Close or press Esc to remove the calculator from the screen. The cursor returns to the position where it was when you accessed the calculator and the calculator clears its memory.

VIII. USING THE LOOKUP
 Select an option below for more information on working with    LookUps.

1. Selecting sort columns

 Most LookUps allow you to sort on any column and add an optional secondary sort. If the column headings in the LookUp appear raised, you can select the sort. To sort the LookUp on a single column, click the column header. To add a secondary sort, hold down the Ctrl key and click the column header. If the column headings appear flat, you cannot change the sort.
   Note: If you cannot select a column in a LookUp that allows you to change the sort, the pointer changes to a  when you point to the column header. You may be unable to sort on a column because the primary sort plus the column you are attempting to use as the secondary sort exceed 255 characters or you are attempting to select a tertiary sort. For example, if you have already selected a primary and secondary sort, and then press Ctrl and point to a third column, the pointer changes to a  to indicate that you cannot select a third sort. If you need to change the secondary sort, click the primary sort column header, and then hold down the Ctrl key and click the secondary sort column header.

An arrow appears to the right of the column header to indicate that the LookUp is sorted by the information in the column. If the LookUp has a secondary sort, a 1 appears to the right of the arrow in the primary sort column header and a 2 appears to the right of the arrow in the secondary sort column header.
Tip: You can click Switch Sort (or press Shift+F9) to toggle the sort between the first and second columns in the LookUp. If you choose this option and the current sort is on any column other than the first column, the first column becomes the sort column. If you choose this option and the current sort is on the first column, the second column becomes the sort column. The columns always sort in ascending order when you use the Switch Sort option.

1. Selecting the sort order

   You can display the information in the sort columns in ascending or descending order. The sort defaults to ascending. An up arrow to the right of the column header indicates the column is in ascending order. A down arrow to the right of the column header indicates the column is in descending order.
   If the LookUp is sorted on a single column, click the column header to switch the sorting order. If the LookUp has a secondary sort, hold down the Ctrl key and click either sort column to switch the sort order.
Note: The primary and secondary sorts always have the same sort order.

1. Resizing columns

 You can change the width of each column in a LookUp. To change the  column width, place the mouse on the right border of the column header. When the pointer changes to a , click the mouse and drag the edge of the box to change its width.

1. Locating a record

  You can locate a record with the mouse, arrow keys or the Search  feature.

1. Using the mouse

  A vertical scroll bar appears when all rows in the LookUp are not visible. A    horizontal scroll bar appears when all columns in the LookUp are not visible.
  Click above the scroll box on the vertical scroll bar to page up. Click below the scroll box on the vertical scroll bar to page down. Click the arrows on the vertical scroll bar to move up or down one record at a time. Click the scroll box and drag it up or down to quickly access a different area in the LookUp.
  Click the horizontal scroll bar to view the column relative to your position on the scroll bar. Click the arrows on the horizontal scroll bar to move one character at a time.
                       To select a record with the mouse, double click the record.
 Tip: If you have a mouse wheel, you can roll the wheel to scroll through the LookUp. To select a record, double-click the wheel.

1. Using the keyboard

  Press the Up Arrow and Down Arrow keys to move through the LookUp one record at a time. Press the Left Arrow and Right Arrow to scroll across the LookUp. Press the Page Up and Page Down keys to page through the LookUp. Press Ctrl+Home to locate the first record. Press Ctrl+End to locate the last record.
               To select a record with the keyboard, press Enter.

1. Using the Search feature

The Search feature allows you to quickly locate a record within the primary sort. You can type the record you want to view and the LookUp scrolls to the closest record when you press Enter. For example, if your customer codes are based on the customer’s name and you have a customer named Jim Smythe, but are unsure of the spelling, click LookUp from the Customer Code field to display the LookUp. Type J and the highlight bar moves to the first code beginning with J. Locate the desired record, and then select it.
DacEasy incorporates smart searches in all entry fields allowing a LookUp. To perform a smart search, type any text in the entry field. After entering the text, click LookUp to display a list of available records. DacEasy automatically selects the record that most closely matches the text you entered.
For example, assume your customer codes always begin with the first letter of the customer’s last name and you need to locate Edwin Simmons' customer record. Type S in the Customer Code field, and then click LookUp. The Customer LookUp appears with the first customer code beginning with the letter S selected. Now, you can scroll to the appropriate record.

1. Changing records in a LookUp

DacEasy gives you the ability to add and edit records "on-the-fly" from   certain LookUps. When this feature is available, an Add button and Edit button appear on the toolbar. If you discover a record does not exist, click Add to add the record to the list. To edit a particular record in a LookUp, select the record and click Edit.

      XI. Using the Report Viewer
  If you select Screen as the target on the Report Layout dialog box, DacEasy    displays the information on the screen in an easy-to-view format. You can perform the following operations from the Report Viewer:

1. Use the arrow keys or the scroll bar to scroll the information up or down.
2. Click Prev Page to view the previous page.
3. Click Next Page to view the next page.
4. Press the Page Down key to view the next area of the page. If you are at the end of the page, the next page appears.
5. Press the Page Up key to view the previous area of the page. If you are at the top of the page, the preceding page appears.
6. Click Print to send the output to the printer.
7. Click Zoom In to view the information more closely or click Zoom Out to view more of your output.
8. Copy the information to the Clipboard. Select the data to copy, and then right-click and choose Copy. The information is copied to the Clipboard and can be pasted into another application.

Tip: Right-click and choose Select All to select the entire report before using the copy command.

1. Click Preview to view the output as it appears on paper.

Tip: From the Print Preview you can click Zoom In to view the information more closely or click Zoom Out to view more of your output. Click Close to return to the Report Viewer.

• Click Close to return to the main menu.
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2. FILES:

i. Open
1. Adding new companies
The number of companies you can track in DacEasy Accounting is only limited by the amount of hard disk space on your computer. The company selected as the default company automatically opens each time you access the program. You can open a different company from the Open Company dialog box.
I.To add a new company

1. Select Open from the File menu. The Open Company dialog box appears.
2. Click Add. The Add Company dialog box appears.
3. Complete each field and confirm you have the required disk space available.

Tip: Click Help from the Add Company dialog box for a detailed description of each field.

1. Click OK to add the company.

II. Open Company dialog box
When you start DacEasy Accounting, DacEasy opens the default set of data files. Access the Open Company dialog box to open a different company, change the default company, add a new company or remove an existing company. To access the Open Company dialog box, select Open from the File menu.
Tip: You can sort the companies using the same methods used to change the sort in LookUps.

 

 

III. Options on the Open Company dialog box

1. Name

The name entered when the company was created appears. This name can be different than the actual company name entered on the Company Information dialog box.

1. Directory

The path entered when the company was created appears in this field. This is the physical location where the data is located on the hard drive.

1. Date

The date the company was added to DacEasy appears.

1. Default

DacEasy automatically opens the default company when the software is started. The default appears with a Y in this column.
IV. Add Company dialog box
When you add a new company DacEasy uses the information you enter on the Add Company dialog box to create your company files. To access this dialog box, select Open from the File menu, and then click Add.
Options on the Add Company dialog box

1. Identification name

Type a short description of your company in the Identification Name field. The identification name is only used to identify the company on the Open Company dialog box.

1. Path

Type the path where the data files will reside on the hard disk drive or click Browse and select the folder. Each company stored in DacEasy must have a unique path.

1. Use DacEasy Easy Setup

Easy Setup gives you a list of steps to get up and running in minutes. This automated process assists you in entering the minimal amount of information required prior to entering you daily activity.
If you choose to use Easy Setup, after the company is created, the Setup Checklist appears to guide you through the setup process.

1. Chart of accounts type

Select the chart of accounts that best suits your company's needs. DacEasy provides you with 10 sample charts of accounts. If you prefer, you can select custom and create your own account structure.
Each sample set is modified to fit the specific needs of that type of company. Since it is impossible to fit one chart of accounts to every business situation, DacEasy gives you the ability to modify any of the sample charts of account to more closely fit your organizations needs. It is generally much easier to modify one of the existing charts of accounts to fit your needs than it is to create one from scratch.
All sample charts of accounts contain generally the same accounts, with most of the modification taking place on the receivables, revenue and expense accounts. These areas are tailored to fit the specific company type selected.

1. Equity type

Select the Equity type appropriate for your business. DacEasy uses this field to determine which capital accounts to include in your sample chart of accounts.
Sole Proprietorship—Select this type if one person owns your business. Typically, sole proprietorship owner investments and withdrawals, as well as the net income (or loss), are merged into a single account at the end of each period.
Partnership—Select this type if two or more persons own your business. The capital section of a partnership chart of accounts includes investment and withdrawal accounts for each partner.
Corporation—Select this type if investors who have purchased shares of stock (stockholders) own the business. A corporation is a form of business organization that is a separate legal entity from its owners.

1. Departmentalization method

If you choose to departmentalize, you can create more detailed Income Statements. This allows you to better track which segments of your business are the most profitable. Select one of the following:
None—All entries are grouped together into one account for each of the following accounts: Sales, Sales Returns and Cost of Goods Sold (COGS) account.
Customer—Sales, Sales Returns and COGS are broken down into multiple detail accounts based on different types of customers. Each customer is assigned to a specific department that groups him together with other customers of the same type. This allows you to track your more profitable groups of customers.
For example, labeling department 01 Retail and department 02 Wholesale gives you a breakdown of retail versus wholesale sales. This indicates which of the two is more profitable.
Another use for customer departmentalization is to track sales over different areas, such as cities or states.
Inventory—Sales, Sales Returns and COGS are broken down into multiple detail accounts based on different types of products and services. Each product and service is assigned to a specific department that groups it together with other products and services of the same type. This allows you to track your more profitable groups of products and services.
For example, a bike shop might label department 01 Products and department 02 Service to achieve a breakdown of sales by product and service. This indicates which of the two brings in the most income for the company.

1. Disk space needed

Displays the estimated amount of disk space required to create the company files.

1. Disk space available

Displays the amount of free disk space. Confirm that this number is greater than the amount of disk space needed. If not, before you can create the company you must increase the amount of available disk space by deleting information from the hard drive or adding additional disk space.
                        V.   Company Setup Checklist
DacEasy makes the setup process simple by providing you with a checklist that includes each required step in the setup process. Use Easy Setup to assist you in entering the minimal amount of information required prior to entering you daily activity. For a more detailed setup checklist, refer to the Getting Started Checklist in this help system.
Options on the Company Setup Checklist

1. Add company information

Select this option to enter the name and address information for your company. This information will print on reports, invoices and various other documents printed through DacEasy.

1. Set up accounting periods

Select this option to enter the beginning dates, ending dates and period name for each period in your company's fiscal year.

1. Add account balances

Select this option to edit your chart of accounts and enter setup balances.

1. Add customers

Select this option to enter customer information and setup balances by entering any outstanding invoices.

1. Add vendors

Select this option to enter vendor information and setup balances by entering any outstanding invoices.

1. Add products

Select this option to setup products and on hand quantities for your inventory.

1. Add services

Select this option to setup service codes, descriptions and prices for use in Billing.

1. Exit

Select this option to return to exit Easy Setup and return to the main menu.

        2.   Deleting company files
  You can track accounting information for multiple companies in DacEasy Accounting. Use the following steps if you need to delete a company.
Tip: Make a note of the path in the directory column on the Open Company dialog box before the company is deleted. The following steps explain how to remove the company from DacEasy. You have to manually delete the folder to remove the files from your hard disk drive.
To delete a company

1. Select Open from the File menu. The Open Company dialog box appears.
2. Select the company to delete and click Delete. You are asked to confirm your choice.

Note: You cannot delete the default company. To delete the default company, designate a different company as the default.

1. Confirm that the correct company was chosen, and then select Yes to delete the company.
1. Gathering setup information

When you begin using DacEasy Accounting, you can enter balances in two ways: recreate all transactions for your business year or enter a balance brought forward as of the setup date. If you are entering beginning setup balances, you will enter balances for each account in your chart of accounts except Accounts Receivable, Accounts Payable and Inventory. Each of the accounts will be updated when you enter setup balances for each customer, vendor and product.
Use the following chart to help you gather the information you will need to enter setup balances.

1. Accounts

Financial statements (balance sheet and income statement or the trial balance) current as of the setup date.

1. Customer

List of all outstanding invoices, current as of the setup date, with due dates or one consolidated balance for each customer.

1. Vendors

List of all outstanding vendor invoices, current as of the setup date, with due dates or one consolidated balance for each vendor.

1. Inventor

Product count sheets, current as of the setup date, with unit or average cost.

 

1. Opening company files

The number of companies you can track in DacEasy Accounting is only limited by the amount of hard disk space on your computer. The company selected as the default company automatically opens each time you access the program. You can open a different company from the Open Company dialog box.
Note: You can only have one company active at a time if you are not using the DacEasy Business Center.
            To open a different company

1. Select Open from the File menu. The Open Company dialog box appears.

Tip: You can sort the companies using the same methods used to change the sort in LookUps.

1. Double-click the company you want to open. The company information appears in the middle of the screen.

 

1. SETTING THE DEFAULT COMPANY

You can add an unlimited number of companies in DacEasy Accounting; however, if you choose not to use the Business Center, only one company can be open at a time. DacEasy automatically opens the default company when you start DacEasy Accounting independent of the Business Center. You can select a different company as the default company at any time.
            To select a default company

1. Select Open from the File menu. The Open Company dialog box appears.
2. Select the new default company and click Default. The new default moves to the first line and a Y appears in the Default column.

ii. EASY SETUP
    A. Entering account balances with Easy Setup
DacEasy makes the setup process simple by providing you with a checklist that includes each required step in the setup process. Use this feature, Easy Setup, to assist you in entering the minimal amount of information required prior to entering you daily activity. You can use the Setup Accounts dialog box to enter beginning balances for your accounts. In addition, you can add, change or delete accounts.
Tip: To enter additional information about your accounts, access the Edit Account dialog box. Click here for more information.
                 To enter account balances with Easy Setup

1. Select Easy Setup from the File menu, and then select Add Account Balances from the Company Setup Checklist. The Setup Accounts dialog box appears.
2. Enter the setup date. Setup balances are posted to the General Ledger with this date.
3. Enter the setup balance for each account. Add and delete accounts as necessary.

Tip: Click Help from the Setup Accounts dialog box for a detailed description of each field.

1. Click OK. You are asked if setup is complete.
2. Choose Yes if you have completed entering your company information. DacEasy displays this checklist item as complete by placing a checkmark to the left of this step.

Setup Accounts dialog box
DacEasy makes the setup process simple by providing you with a checklist that includes each required step in the setup process. Use this feature, Easy Setup, to assist you in entering the minimal amount of information required prior to entering you daily activity. You can use the Setup Accounts dialog box to enter beginning balances for your accounts. In addition, you can add, change or delete accounts. To access this dialog box, select Easy Setup from the File menu, and then select Add Account Balances.
Tip: To enter additional information about your accounts, access the Edit Account dialog box. Click here for more information.
            Options on the Setup Accounts dialog box

1. Enter date

You are prompted to enter the setup date when you access the Add Account Balances option from the Company Setup Checklist. DacEasy uses this date to automatically post your beginning accounting setup balances.

1. Setup date

The date entered when this option was accessed appears.

1. Name, Type

The name of each account in the chart of accounts appears along with the account group. You can edit the Name field.
Tip: Click Add to create a new account or Delete to remove an existing account.

1. Balance

Enter the beginning setup balance for the account. Enter all amounts as positive numbers unless the account currently has a negative balance (for example, a contra account such as accumulated depreciation or an overdrawn checking account). DacEasy will debit or credit the account according to the Group field for the account.
Tip: If you are adjusting an existing balance, enter the correct balance in this field. DacEasy will make the appropriate adjusting entry.

B.Entering accounting periods with Easy Setup
DacEasy makes the setup process simple by providing you with a checklist  that includes each required step in the setup process. Use this feature, Easy Setup, to assist you in entering the minimal amount of information required prior to entering you daily activity. You can enter default information about your financial year on the on the Setup Periods dialog box.
            To enter your financial year with Easy Setup

1. Select Easy Setup from the File menu, and then select Set Up Accounting Periods from the Company Setup Checklist.
2. Enter the beginning date for the fiscal year.
3. Click Edit. The Setup Periods dialog box appears.
4. Edit the dates as necessary.

Tip: Click Help from the Setup Periods dialog box for a detailed description of each field.

1. Click OK. You are asked if setup is complete.
2. Choose Yes and DacEasy displays this checklist item as complete by placing a checkmark to the left of this step.

Setup Periods dialog box
DacEasy makes the setup process simple by providing you with a checklist that includes each required step in the setup process. Use this feature, Easy Setup, to assist you in entering the minimal amount of information required prior to entering you daily activity. You can use the Setup Periods dialog box to quickly set up your financial year. To access this dialog box, select Easy Setup from the File menu, and then select Set Up Accounting Periods.

 

 

Options on the Setup Periods dialog box

1. Beginning date

You are prompted to enter the beginning date for the fiscal year when you access the Set Up Accounting Periods option from the Company Setup Checklist. DacEasy uses this date to automatically create your accounting period structure. Twelve monthly periods are created, starting with the date entered in this field. Click Edit to access the period information.

1. Number of periods

Enter the number of accounting periods your company uses. You can enter up to 13 periods for the first year and 13 periods for the second year. A total of 26 periods can be open at once. If your company operates on a 12-month calendar year, you can have up to 24 months open simultaneously.

1. Begin

Enter the beginning date for each period. The beginning date should reflect the beginning date of your business year, regardless of the date you begin entering information.

1. Tip: You cannot edit the beginning date or ending date of a period after you enter setup balances or any other transactions. However, you can change the second year dates if you have not entered transactions in that year.
2. End

Enter the ending date for each period. DacEasy uses the period dates to post balances to the correct accounting period. DacEasy updates the period balances based on the date of the transactions being posted. This allows you to obtain accurate balances for any period in your system.
You only have to set up the period structure for your business once. When you run general ledger year end, DacEasy transposes the periods for the second year into the first year and creates the new second year automatically.

1.  Entering company information with Easy Setup

DacEasy makes the setup process simple by providing you with a checklist that includes each required step in the setup process. Use this feature, Easy Setup, to assist you in entering the minimal amount of information required prior to entering you daily activity. You can enter default information about your company on the Setup Company Information dialog box.

To enter company information with Easy Setup

1. Select Easy Setup from the File menu, and then select Add Company Information from the Company Setup Checklist. The Setup Company Information dialog box appears.
2. Complete each field.

Tip: Click Help from the Setup Company Information dialog box for a detailed description of each field.

1. Click OK. You are asked if setup is complete.
2. Choose Yes if you have completed entering your company information. DacEasy displays this checklist item as complete by placing a checkmark to the left of this step.

Setup Company Information dialog box
DacEasy makes the setup process simple by providing you with a checklist that includes each required step in the setup process. Use this feature, Easy Setup, to assist you in entering the minimal amount of information required prior to entering you daily activity. You can enter default information about your company on the Setup Company Information dialog box. To access this dialog box, select Easy Setup from the File menu, and then select Add Company Information.

Tip: For a more detailed setup checklist, refer to the Getting Started Checklist in this help system.

 

 

Options on the Setup Company Information dialog box

1. Name, Address, E-mail, Country

Type the name, address, e-mail address and country of your company in the appropriate fields. The company name entered on this screen is different from the system identification name you entered when setting up your data files. The company name entered on the Open Company dialog box is only used to help identify the company if you have more than one set of data files. The name and address entered here print on all reports.

1. Phone, Fax

Type your company phone number(s) and fax number in the appropriate fields.

1. Federal ID, State ID

Type your federal and state identification numbers in the appropriate fields. This information prints on various reports and 1099 forms.

1. Entering customer information with Easy Setup

DacEasy makes the setup process simple by providing you with a checklist that includes each required step in the setup process. Use this feature, Easy Setup, to assist you in entering the minimal amount of information required prior to entering you daily activity. You can use the Setup Customer dialog box to enter customer information and beginning balances for your customers.
Tip: To enter additional information about your customers, access the Edit Customer dialog box.
            To enter customer information with Easy Setup

1. Select Easy Setup from the File menu, and then select Add Customers from the Company Setup Checklist. The Setup Customer dialog box appears.
2. Enter a unique code for the customer.

Tip: Click Options and select Defaults to enter default information that will automatically appear each time you add a new customer. Default information can be edited.

1. Complete the remaining fields.

Tip: Click Help from the Setup Customer dialog box for a detailed description of each field.

1. To enter a setup balance for the customer, click Options, and then select Balance. Enter each outstanding invoice or a single invoice combining each outstanding invoice. Click OK to return to the Setup Customer dialog box.

Tip: Click Help from the Customer Setup Balance dialog box for a detailed description of each field.

1. Click OK. You are asked if setup is complete.
2. Choose Yes if you have completed entering your customer information. DacEasy displays this checklist item as complete by placing a checkmark to the left of this step.

Setup Customer dialog box
DacEasy makes the setup process simple by providing you with a checklist that includes each required step in the setup process. Use this feature, Easy Setup, to assist you in entering the minimal amount of information required prior to entering you daily activity. You can use the Setup Customer dialog box to enter customer information and beginning balances for your customers. To access this dialog box, select Easy Setup from the File menu, and then select Add Customers.
Tip: To enter additional information about your customers, access the Edit Customer dialog box.

Options on the Setup Customer dialog box

1. Code

To create a new customer, type up to 10 characters to serve as the code that identifies the customer throughout DacEasy. To edit or view an existing customer, type the code or click LookUp to select the customer from a list of existing customers.
Tip: Click Options and select Defaults to enter default information that will automatically appear each time you add a new customer. Default information can be edited.

1. Name

Type up to 40 characters for the customer name. If the customer is a company, type the name of the company in the Name field and use the Contact field to type the name of the person you deal with at the company. If the customer is an individual not associated with a company, type the individual's full name in the Name field and leave the Contact field blank.

1. Contact

If the customer is a company, type the company name in the Name field and type the name of the person you deal with most in the Contact field. You can leave this field blank if there is no contact person at the company. If the customer is an individual (not associated with a company), leave the Contact field blank and type the customer name in the Name field.

1. Address

Type up to 40 characters on each line for the mailing address.
Tip: If the customer has different shipping and billing addresses, you can enter one or more alternative shipping addresses. Click here for more information.

1. City, State, Zip

Type the customer's city, 2-character state abbreviation and zip code in the appropriate fields. The Zip field accepts both alpha and numeric characters, accommodating postal codes for your international customers.

1. Phone, Fax

Type the phone and facsimile numbers in the appropriate fields. These numbers print on the directories, aging reports and, optionally, on labels.

1. Country

If the customer has an international address, use the Country field to type the country name. The country prints on invoices, statements and labels. If the customer is located in the United States, leave the Country field blank.

1. AR account

Use this field to specify the Accounts Receivable account to update when the customer’s balance changes. Using multiple Accounts Receivable accounts provides you with detailed information about future cash flows.
This field defaults to the Accounts Receivable account on the Account Interface dialog box, but can be edited. To change the value in this field, type a valid detail account or click LookUp to select an account.

1. Tax

When you enter an invoice for a customer, DacEasy calculates the sales tax based on a predefined sales tax rate for the customer. The computed tax is based only on taxable items. You can also exclude any freight and handling charges in the computation of the sales tax.
If you have already set up a tax table (using the Edit Tax Table dialog box), type that code in this field. If you do not know the code, click LookUp to display the Tax Table LookUp. If the tax table you need does not exist, click Add from the LookUp to add one on-the-fly without leaving this screen.
Note: If you are setting up a cash-type customer, you can leave this field blank.

1. Terms

When you enter an invoice for a customer, DacEasy calculates terms information for the invoice. This includes discounts for early payment as well as the last day payment will be accepted and not be considered late.
If you have already set up a terms table, type a code in this field. If you don't know the code, click LookUp to display the Terms Table LookUp. If the terms table you want to use does not exist, click Add from the LookUp to add one "on-the-fly" without leaving this screen.

1. Department

If you selected Customer as your departmentalization method on the Account Interface dialog box, you must assign a department number to each customer. The department number serves as the suffix of the general sales, sales returns and cost of goods sold accounts in your chart of accounts. The resulting detail account is updated when you enter billing transactions for the customer.
For example, if your detail sales account is 4101 and the general sales account set up on the Account Interface is 41, you would type 01 in the GL department field when entering a customer that belongs in department 01.
If you are departmentalizing by customer, your chart of accounts must have general accounts set up for sales, sales returns and cost of goods sold (even if you do not anticipate sales returns or cost of goods sold).
For assistance in selecting the appropriate department, click LookUp to display the Chart of Accounts LookUp and select the detail sales, sales returns or cost of goods accounts from the list. DacEasy automatically inserts only the department number in the field. In the above example, if Jim selected account 4101 from the LookUp, DacEasy would insert only 01.
If you are not departmentalizing by customer, you can leave this field blank. DacEasy only verifies an entry in this field if you choose customer as the departmentalization option on the Account Interface dialog box.

1. Balance

DacEasy displays the current balance for the customer. You cannot edit this field. To enter a setup balance for the customer, click Options, and then select Balance.

1. Entering product information with Easy Setup

DacEasy makes the setup process simple by providing you with a checklist that includes each required step in the setup process. Use this feature, Easy Setup, to assist you in entering the minimal amount of information required prior to entering you daily activity. You can use the Setup Product dialog box to enter product information and beginning inventory values for each product.
Tip: Enter additional information about your products from the Edit Product dialog box.

To enter product information with Easy Setup

1. Select Easy Setup from the File menu, and then select Add Products from the Company Setup Checklist. The Setup Product dialog box appears.
2. Enter the setup date. Setup balances are posted to the General Ledger with this date.
3. Complete each field.

Tip: Click Help from the Setup Product dialog box for a detailed description of each field.

1. Click OK. You are asked if setup is complete.
2. Choose Yes if you have completed entering your product information. DacEasy displays this checklist item as complete by placing a checkmark to the left of this step.

Setup Product dialog box
DacEasy makes the setup process simple by providing you with a checklist that includes each required step in the setup process. Use this feature, Easy Setup, to assist you in entering the minimal amount of information required prior to entering you daily activity. You can use the Setup Product dialog box to enter product information and beginning inventory values for each product. To access this dialog box, select Easy Setup from the File menu, and then select Add Products.

Tip: Enter additional information about your products from the Edit Product dialog box.

Options on the Setup Product dialog box

1. Enter date

You are prompted to enter the setup date when you access the Add Products option from the Company Setup Checklist. DacEasy uses this date to automatically post your beginning inventory setup balances.

1. Product

To create a new product, type up to 14 characters to serve as the product code, which identifies the product throughout DacEasy. To edit or view an existing product, type the product code or click LookUp to select the product from a list of available product codes.

1. Description

Type up to a 30-character description that easily identifies the product. The description prints on all purchase orders, invoices and reports that include the product.

1. Measure

Type up to 8 characters as the measure used when you purchase the product. For example, if you purchase cans by the case of 24, you would type case in this field. Other examples of purchase measures include each, ton and pound. The value entered in this field prints on the Product Listing and Product Activity reports.

1. Department

If you selected Inventory as your departmentalization method on the Account Interface dialog box, you must assign a department number to each product. The department number serves as the suffix of the general sales, sales returns and cost of goods sold accounts in your chart of accounts. The resulting detail account is updated when you post billing transactions that include the product.
For example, if your detail sales account is 4101 and the general sales account set up on the Account Interface is 41, you would type 01 in the GL Department field when entering a product that belongs in department 01.
If you are departmentalizing by inventory, your chart of accounts must have general accounts set up for sales, sales returns and cost of goods sold (even if you do not anticipate sales returns or cost of goods sold).
For assistance in selecting the appropriate department, click LookUp to display the chart of accounts and select the detail sales, sales returns or cost of goods accounts from the list. DacEasy automatically inserts only the department number in the field. In the above example, if Jim selected account 4101 from the LookUp, DacEasy would insert only 01.
If you are not departmentalizing by inventory, you can leave this field blank. DacEasy only verifies an entry in this field if you choose inventory as the departmentalization option on the Account Interface dialog box.

1. Taxable

When you enter invoices for your customers or purchase orders for your vendors, DacEasy calculates the sales tax based on a predefined sales tax rate for each customer or vendor. The computed tax is based only on taxable products and services.

1. Price

Type the price of the product that you most often extend to your customers. The value entered appears in the Price field when you insert the product on an invoice or sales return. If the price of the service varies, you can leave this field blank or edit the amount that appears on the transaction entry screen.

1. On hand units

Type the total number of units of the product that are on hand as of the setup date. Be sure to enter the information based on the purchase measure and fraction of the product. For example, say you carry cases of soda (containing 24 cans each) with a purchase fraction of 24 and you have two and half cases (36 cans) in stock as of the setup date, you would type 2.12 in the Units field.
Note: Unless you enter product defaults on the Edit Product Defaults dialog box, the fraction defaults to 1 on the Setup Product dialog box. For more information on entering product defaults, click here.

1. Average cost

Type the dollar amount that it costs you to purchase one unit of the product. For example, if you purchase a case of soda for $3.00, you would type $3.00 in the Average Cost field, regardless of the number of units currently on hand.
If your purchase cost varies for each purchase, type an average of the purchase prices for all units you currently have in stock. For example, if you have 3 cases, and you paid $3.00 for 2 cases and $3.30 for the 3rd, you would type $3.10 as the unit cost ($9.30 / 3 = $3.10).

1. On hand dollars

This field is equal to the On Hand Units multiplied by the Average Cost.
Entering default product information
Add default product information to save data entry time. When you add a new product, the default information will automatically appear. You can edit any default information that appears, if necessary.

To enter product defaults

1. Select Defaults from the Edit menu, and then select Product Defaults. The Edit Product Defaults dialog box appears.
2. Complete each field to include as a default. If you do not want a default value in a field, leave the field blank.

Tip: Click Help from the Product Defaults dialog box for a detailed description of each option.

1. Click OK to save the default information.

 

1. Entering service information with Easy Setup

DacEasy makes the setup process simple by providing you with a checklist that includes each required step in the setup process. Use this feature, Easy Setup, to assist you in entering the minimal amount of information required prior to entering you daily activity. You can use the Setup Service dialog box to enter information about each service that you sell.
Tip: Enter additional information about your services from the Edit Service dialog box.

To enter service information with Easy Setup

1. Select Easy Setup from the File menu, and then select Add Services from the Company Setup Checklist.
2. Complete each field.

Tip: Click Help from the Setup Service dialog box for a detailed description of each field.

1. Click OK. You are asked if setup is complete.
2. Choose Yes if you have completed entering your company information. DacEasy displays this checklist item as complete by placing a checkmark to the left of this step.
1. Entering vendor information with Easy Setup

DacEasy makes the setup process simple by providing you with a checklist that includes each required step in the setup process. Use this feature, Easy Setup, to assist you in entering the minimal amount of information required prior to entering you daily activity. You can use the Setup Vendor dialog box to enter vendor information and beginning balances for your vendors.

To enter vendor information with Easy Setup

1. Select Easy Setup from the File menu, and then select Add Vendors from the Company Setup Checklist. The Setup Vendor dialog box appears.
2. Enter a unique code for the vendor.

Tip: Click Options and select Defaults to enter default information that will automatically appear each time you add a new vendor. Default information can be edited.

1. Complete the remaining fields.

Tip: Click Help from the Setup Vendor dialog box for a detailed description of each field.

1. To enter a setup balance for the customer, click Options, and then select Balance. Enter each outstanding invoice or a single invoice combining each outstanding invoice. Click OK to return to the Setup Vendor dialog box.

Tip: Click Help from the Vendor Setup Balance dialog box for a detailed description of each field.

1. Click OK. You are asked if setup is complete.
2. Choose Yes if you have completed entering your vendor information. DacEasy displays this checklist item as complete by placing a checkmark to the left of this step.
3. COPYING

Copying company files
DacEasy allows you to make a copy of an existing company's data files. This feature is useful if you want to experiment with the program, start over or create a new company with a similar structure.
You have three options when copying a company: (1) create an exact copy of the company, (2) create a copy with the same setup information, such as customers, vendors and products, without any balance information or (3) create an empty set of data files with the same chart of accounts structure.

            To copy an existing company

1. Select Copy from the File menu. The File Copy dialog box appears.
2. Double-click on the company you want to copy. The Copy Company dialog box appears.
3. Enter the company name, and then type the path where the data files will reside on the hard disk drive or click the Browse button to select a folder.
4. Select the type of information to copy in the Zero Balances in which files? field.

All—Select this option and a copy of the company is created without balance information. The new company will include the same chart of accounts, customers, vendors, etc. without any balances.
Accounts—Select this option and a blank company is created. The only information in this company is the chart of account structure (identical to the copied company) without balances.
None—Select this option to create an exact copy, including balances, of the selected company.

1. Verify that the disk space required is less than the available disk space.

Tip: Click Help from the System Identification dialog box for a detailed description of each field.

1. Click OK to add the new company.

File Copy dialog box
DacEasy allows you to make a copy of an existing set of files in a different folder. The copied files are treated as a new company and can be accessed from the Open Company dialog box. To create a copy, select Copy from the File menu. Choose the company you are copying from the File Copy dialog box. The System Identification dialog box appears for you to specify where the file will be stored and which information to include in the new company.
Copy Company dialog box
After selecting a company to copy on the File Copy dialog box, the System Identification dialog box appears. Use this dialog box to tell DacEasy what information to include in the new company and where to store the new company on the hard disk drive.

Options on the Copy Company dialog box

1. Identification name

Type a short description of your company in the Identification Name field. The identification name only appears on the Open Company dialog box.

1. Path

Type the path where the data files will reside on the hard disk drive or click the Browse button to select a folder. Each company stored in DacEasy must have a unique path. The default value in this field is the DOS path where the DacEasy program files reside.
The location of the data files is left up to you. In the case of multiple companies, it is better to enter path names that indicate which data files are in the folder. The following example lists names and paths for multiple companies.
Jan's Flowers C:\DacEasy\AC\JANS
Jason's General Store C:\DacEasy\AC\JGS
Ronald J. Scott MD C:\DacEasy\AC\RJS
Notice that all of the paths include C:\DacEasy\AC. This is the program folder. Creating all of your data folders below the program folder allows you to keep all of your DacEasy Accounting data in one general location. This, however, is only a suggestion. As previously mentioned, you can create data files in any folder.

1. Zero balances in which files?

All maintains the chart of accounts, customers, vendors, products and services without the balance information. All transaction and invoice files are initialized during the Copy process. This allows you to start over without having to reenter your customer, vendor, product and service records.
Accounts maintain the chart of accounts structure without any balances. This allows you to create a blank company with only the chart of accounts. This feature is useful when you have multiple companies with the same chart of accounts structure.
None copies all files, including balances. This is similar to making a backup, but with the Copy routine a new entry is added to the list of current companies.

1. BACKUP/RESTORE
2. Backing up data files

It is recommended that you make frequent backups of your data. It is especially important to make a backup before performing certain irreversible functions such as posting or purging. For your convenience, you can make backups directly from a number of irreversible functions such as the posting function. In addition, you can make a backup at any time by accessing the backup function from the File menu.
Tip: You can back up all data files in a single company profile from the DacEasy Business Center.

To back up data:

1. Select Backup/Restore from the File menu. The File Backup/Restore dialog box appears.
2. Select Backup in the Operation field.
3. Select the type of files to back up: Accounting or Payroll.
4. Type the source of the data files and the target.

Tip: Click Defaults to add a default backup target path.

1. Click OK. A confirmation message appears.
2. Choose Yes to make the backup. You are prompted to insert disks as required.

File Backup/Restore dialog box
It is recommended that you make frequent backups of your data. To access the File Backup/Restore dialog box select Backup/Restore from the File menu. In addition, you can access this option on-the-fly from a number of different functions in DacEasy. For example, you can back up directly from the Posting dialog box.
Tip: You can click Defaults to select a default Source and Target.

 

Options on the File Backup/Restore dialog box

1. Operation

Select whether you want to back up your data files or restore data files from a backup. If you select Backup, DacEasy allows you to back up to floppy disks or to a folder on your hard disk.
Note: The DacEasy restore facility can only restore backup files created with the DacEasy backup facility.

1. Source files

If you are interfacing with DacEasy Payroll, you can back up (or restore) your payroll data files from DacEasy Accounting.
Select Accounting to back up or restore your accounting data files. Select Payroll to back up or restore only your payroll data files. If you want to back up or restore both accounting and payroll data files, you must run the backup or restore process twice, once for each set of files.

1. Source

Type the DOS path to the files you want to back up or click the Browse button to select a folder. If you are backing up accounting files, DacEasy displays the path to the files that are currently open, however, you can edit this path if you want to back up files located elsewhere on your hard drive. If you are backing up payroll files, type the DOS path to the payroll files you want to back up (e.g., C:\DacEasy\PY\FILES).
If you are restoring files, type the drive letter (and path if necessary) from where you are restoring the backup. For example, if you are restoring from floppy drive A, accept the default value A:\.

1. Target

If you are backing up files, type the drive letter (and path if necessary) where you want to store the backup. For example, if you are backing up to floppy drive A, you would accept the default value A:\. If you want to back up to your hard disk use the folder path.
Note: When backing up to a media other than a hard disk drive, for example a floppy disk or Zip disk, it is recommended that you backup to the root folder (for example, A:\ or E:\).
If you are restoring accounting files, type the DOS path where you want to restore the data files or click the Browse button to select a folder. If you are restoring accounting files, DacEasy displays the path of the files currently open, but you can edit it if necessary.

1. If you are restoring payroll files, type the DOS path where you want to restore the payroll data files. For example, if you accepted the default data path when setting up DacEasy Payroll, you would type C:\DacEasy\PY\FILES in this field.

Note: Restoring files overwrites the files currently in the folder with the files on the backup. Any data entered after the last backup was made is lost.

1. Current file

DacEasy displays the current file being backed up or restored.

1. Resetting file attributes

When DacEasy is working with a file, the file is locked so that it cannot be accessed by anyone else. When the process is complete, the file is unlocked. If the process does not complete properly, the file may remain locked. To return the file to the proper status, reset the file attributes.

To reset file attributes

• Select Backup/Restore from the File menu. The File Backup/Restore dialog box appears.
• Click Reset Attributes. Any locked files are return to an unlocked state.
1. Restoring data files
2. Select Backup/Restore from the File menu. The File Backup/Restore dialog box appears.
3. Select Restore in the Operation field.
4. Select the type of files to restore: Accounting or Payroll.
5. Type the source of the data files and the target.

Tip: Click Defaults to add a default source path.

1. Click OK. A confirmation message appears.
2. Choose Yes to restore the backup. You are prompted to insert disks as required.
1. Setting backup/restore defaults

You can enter a default path for your backup target or source when you restore data. To access the Backup/Restore Defaults dialog box, click Defaults from the File Backup/Restore dialog box.

To enter backup and restore defaults

1. Select Backup/Restore from the File menu. The File Backup/Restore dialog box appears.
2. Click Defaults. The Backup/Restore Defaults dialog box appears.
3. In the Backup Target Path field, enter the default directory and path used when a backup is made.
4. In the Restore Source Path field, enter the default directory and path used when a backup is restored.
5. Click OK to save the default paths and return to the Backup/Restore dialog box.
6. IMPORTING

I. Layouts for importing files
When importing data into DacEasy, you must include certain fields in the import file. If these are not in the file, DacEasy displays an error message.
Select the file layout you wish to view. The fields marked with an asterisk (*) are the required fields.

Customer file layout          Service file layout
Vendor file layout            Fixed assets file layout
Product file layout             General ledger file layout
Customer file layout

Note: The fields designated with an asterisk are required for Open- and Balance Forward-type customers. Only the Code and Account Type fields are required for Cash-type customers.

Field Name   Max Length  Description
*Code                        10                   The code you assigned to the customer.
Name                        40                   The name of the customer.
Contact                     40                   The customer’s contact.
Address 1                 40                   First address line.
Address 2                 40                   Second address line (Suite, Apt., Bldg., etc.).
City                             15                   City
State                          3                      State abbreviation.
Zip Code                    10                   Zip Code or Postal Code. If you include the
                                                            four-   digit extension, you must include the
                                                            hyphen.
Tax ID Number        13                   Customer’s sales tax exemption number.
Phone Number 1    15                   First phone number. You must type it in the
                                                             format (123) 456-7890.             Be sure you
                                                             include a space after the area
                                                             code.
Phone Number 2    15                   Second phone number. You must type it in the format (123)     456-7890.          Be sure you include a space after the area
                                                             code.
Fax Number             15                   Facsimile telephone number. You must type
                                                            it in the format (123) 456-7890. Be sure you
                                                            include a space after the area code.
E-mail                                    40                   Customer’s e-mail address.
Country                     13                   Country.
Zone                           5                      Customer’s delivery zone.
Account Type          1                      The classification of the customer’s
                                                            account. Valid entries are Open Invoice,
                                                            Balance Forward and Cash Basis.
*GL Department    5                      General ledger department number (only
                                                            required when departmentalizing by
                                                             Customer).
Default Account     10                   Default revenue account for receivable
                                                            transactions.
AR/AP Interface Account 10       Default AR Account to update. If this field is
                                                            blank, DacEasy uses the Accounts                                                                                 Receivable account on the Interface dialog
                                                            box.
*Tax Code                5                      Sales tax code you assigned to the
                                                            customer.
*Terms Code           5                      Payment terms code you assigned to the
                                                             customer.
Message Code         5                      Message code you assigned to the
                                                             customer.
Price Group             1                      Price group letter (representing a volume
                                                            discount category) you assigned to the
                                                            customer. Valid entries are N for None, A, B,
                                                             C, D, E and F.
Salesperson             5                      Sales person who services the customer.
Bill Group                 5                      Recurring billing group you assigned to the
                                                            customer.
Credit Limit              12                   The credit limit you extend to the customer.
                                                            Type it in the format 999999999.99 (one
                                                            penny less than a billion dollars).
Finance Charge %     6                   The monthly percentage rate for assessing
                                                            finance charges. Type it in the format
                                                            Z99.9999.Vendor file layout

Note: The fields designated with an asterisk are required for Open- and Balance Forward-type vendors. Only the Code and Account Type fields are required for Cash-type vendors.

Field Name       Max Length          Description
*Code                        10                   The code you assigned to the vendor.
Name                         40                   The name of the vendor.
Contact                     40                   The vendor’s contact.
Address 1                 40                   First address line.
Address 2                 40                   Second address line (Suite, Apt., Bldg., etc.).
City                             15                   City
State                          3                      State abbreviation.
Zip Code                    10                   Zip Code or Postal Code. If you include the
                                                            four digit extension, you must include the
                                                            hyphen.
Tax ID Number        13                   Vendor’s sales tax exemption number.
Phone Number 1    15                   First phone number. You must type it in the
                                                            Format (123) 456–7890. Be sure you include
                                                            a space after the area code.
Phone Number 2    15                   Second phone number. You must type it in
                                                            the format (123) 456–7890. Be sure you
                                                            include a space after the area code.
Fax Number             15                   Facsimile telephone number. You must type
                                                             it in the format (123) 456–7890. Be sure
                                                            you include a space after the area code.
E-mail                                    40                   Vendor’s e-mail address.
Country                     13                   Country
Account Type          1                      The classification of your account with the
                                                             vendor. Valid entries are Open Invoice,
                                                            Balance Forward and Cash Basis.
Default Account     10                   Default expense account for payables
                                                            transactions.
AR/AP Interface Account 10       Default AP Account to update. If this field is
                                                            blank, DacEasy uses the Accounts Payable
                                                            account on the Account Interface dialog
                                                            box.
Suspense Account              10       Purchasing Suspense account for this
                                                            vendor. This account is used when the
                                                            Update AP check box is cleared when
                                                            entering merchandise received or a
                                                            purchase return.
*Tax Code                            5          Sales tax code you assigned to the vendor.
*Terms Code                       5          Payment terms code you assigned to the
                                                            vendor.
Message Code                     5          Message code you assigned to the vendor.
Territory                               5          The territory in which the vendor is located.
                                                            It can also serve as a miscellaneous sorting
                                                             field.
Type                                       5          Type any data that you want to use as a
                                                            sorting field.
Contract                                1          Use a Y or an N to indicate if this is a
                                                            contract labor vendor and one to whom you
                                                            might need to issue a 1099 at the end of the
                                                             year.
Credit Limit                          12       The credit limit the vendor extends to you.
                                                            Type it in the format 999999999.99 (one
                                                            penny less than a billion dollars)
     Product file layout

Field Name          Max Length                   Description
*Code                        15                   The code you assigned to the product.
Description              30                   The description of the product.
*Dept                                    5                      The general ledger department
                                                            receives all revenues generated from this
                                                             product (only required when
                                                            departmentalizing by Inventory).
Taxable                      1                      Enter a Y or an N to signify if this product is
                                                            taxable.
Lead Time                 10                   A description explaining how far in advance
                                                             to order inventory so it arrives on time.
Bin                              8                      The shelf or storage location of the product.
Type                           1                      Enter 1 for Normal, 2 for Non-inventory and
                                                             3 for Negative inventory items.
Minimum                  6                      The minimum number of units you can have
                                                             on-hand and still cover the lag time for
                                                            receiving more product.
Reorder                     6                      The optimum number of units to order at a
                                                            time.
Measure (Purch)    8                      The quantity in which you purchase the
                                                            product.
*Purchase Fraction4                     The number of individual units in your
                                                            Purchase Measure.
Vendor Code           10                   The code of the primary vendor.
Vendor Part No.     14                   The primary vendor’s part number.
Standard Cost         11                   Type the standard cost of the product in the
                                                            format 999999.9999.
Average Cost           11                   Type the average cost of the product in the
                                                            format 999999.9999.
Last Purchase Price Cost  11       Type the most recent price paid for the
                                                            product in the format 999999.9999.
Alternative Vendor 1        10       The code of the secondary vendor.
Vend 1 Part No.                  14       The secondary vendor’s part number.
Alternative Vendor 2        10       The code of the tertiary vendor.
Vend 2 Part No.                  14       The tertiary vendor’s part number.
Measure (Sales)                  8          The quantity in which you sell the product.
*Sales Fraction                   4          The number of individual units in your Sales Measure.
Sales Price                            11       Type the sales price of the product in the
                                                            format 999999.9999.
Group A                                5          The price break table code you assign to all
                                                            customers in Price Group A.
Group B                                5          The price break table code you assign to all
                                                            customers in Price Group B.
Group C                                5          The price break table code you assign to all
                                                            customers in Price Group C.
Group D                                5          The price break table code you assign to all
                                                            customers in Price Group D.
Group E                                 5          The price break table code you assign to all
                                                             customers in Price Group E.
Group F                                 5          The price break table code you assign to all
                                                            customers in Price Group F.
Alternative Item 1              14       Alternate product you can use if the
                                                            primary product is backordered.
Alternative Item 2              14       Alternate product you can use if the
                                                            primary product is backordered.
Commissionable                 1          Type a Y or N to signify whether you want
                                                             to pay commission on this product.
Track Serial Number         1          Type a Y or N to signify whether you want
                                                             to track serial numbers on this product.
Recall by                               1          Type Y for your code, V for Vendor’s code or
                                                             B for both.
Weight Units                        6          This is the weight unit assigned to the
                                                            weight (for example, gm).
Weight                                  12       Type the weight of the product in the
                                                            format 99999999.9999.

 

Service file layout
Every field present in the Services file is also in the Products file. Once you have arranged all the fields for the Products file, it’s a simple task to pull out the ones necessary for importing services.

Field Name               Max Length              Description
*Code                            14               The code you assigned to the service.
Description                  30               The description of the service.
*Department               5                 The general ledger department that
                                                            receives all revenues generated from this
                                                             service (only required when
                                                            departmentalizing by Inventory).
Taxable                             1               Type a Y or an N to signify whether this
                                                            service is taxable.
Commissionable            1               Type a Y or N to signify whether you want
                                                            to pay commission on the service.
Track Serial Numbers   1              Type a Y or N to signify whether you want
                                                            to track serial or contract numbers for this
                                                             service.
Measure (Sales)             8               The quantity in which you sell the service.
Sales Price                      11             Type the sales price of the service in the
                                                            format 999999.9999.
*Fraction                         4             The number of individual units in your Sales
                                                           Measure.
Fixed assets file layout

Note: The fields designated with an asterisk are required when the asset is Open or Retired. If the asset is Non-depreciable, DacEasy requires only the Code and Service Date fields.

 

Field Name               Max Length              Description
*Asset Code               8                    The code you assigned to the asset.
Description              25                  The description of the asset.
Status                                    1                     Type the current status of the asset. Valid
                                                            entries include Open, Retired and Non-
                                                            depreciable.
*Service Date            8                    Type the date when the depreciation
                                                            schedule begins. You should type the date
                                                            in the MM/DD/YY format (e.g., 042298 for
                                                            April 22, 1998).
Location                    10                   Type the location or building in which the
                                                            asset resides.
Department             10                   Type the department of the asset.
Class                           10                   Type the class of the asset.
Serial Number         20                   Type the serial number of the asset.
Depreciation Type   1                    Type an S or an A to indicate whether you
                                                             want to use straight-line or accelerated
                                                             depreciation.
Depreciation %       6                      If using an accelerated depreciation
                                                            method, type the appropriate percentage in
                                                            the format 99.999.
*Life                           4                      Type the useful life of the asset, expressed
                                                            in months.
Retirement Date     10                   Type the date that marks the end of
                                                             depreciation of the asset.
*Original Value Account  10       Type the account number for the original
                                                             value account.
*Depreciation Account    10       Type the account number for the
                                                             accumulated depreciation account.
*Expense Account                         10       Type the account number for the
                                                            depreciation expense account.
Basis Value                           12       Type the dollar figure representing the
                                                             original value of the asset (e.g., the
                                                            purchase price of the asset).
Accumulated Depreciation2       Type the dollar figure representing the
                                                            amount of accumulated depreciation for
                                                            the asset.
Salvage Value                      12       Type the dollar figure representing the
                                                            value you could receive if you sold this fully-
                                                            depreciated asset at the end of its useful
                                                            life.
General ledger file layout
The first line of the file identifies the header information while the following lines identify the detail line for the transaction. There is no limit to the size of the file, but the format must be comma-delimited.
The header line must include the following three items:

Field Name                          Description
*Journal Code                     Maximum six alphanumeric characters. Used to
                                                group transaction entries for printing journal
                                                reports and for posting.
*Reference                          Maximum 10 alphanumeric characters. Used to
                                                identify the transaction on Lookups and on
                                                journals and activity reports. Type a brief
                                                description of the transaction allowing you to
                                                easily recognize it.
*Print Date                          Any valid date in the form YYYYMMDD. For
                                                 example, for June 15, 1998, you would use
                                                 19980615.
The detail lines must include the following four items:
*Account Number             The account number of each detail account (which
                                                 must exist in the chart of accounts of the
                                                 company to where you’re importing the
                                                transaction). You can type up to 10 alphanumeric
                                                characters.
*Description                        Type up to a 25 character description for the
                                                account name.
*Debit/Credit                      D indicates a Debit entry for the detail line; C
                                                indicates a Credit Entry.
*Amount                              Maximum 12 numerals, including the decimal.
                                                Provide the amount by which to debit or credit
                                                the account.

DacEasy verifies the total debits equal the total credits during the import process. If there are any errors while importing, DacEasy displays a message. Here is what the general ledger transaction would look like using the ASCII file listed above.
Setting backup/restore defaults
You can enter a default path for your backup target or source when you restore data. To access the Backup/Restore Defaults dialog box, click Defaults from the File Backup/Restore dialog box.

To enter backup and restore defaults

• Select Backup/Restore from the File menu. The File Backup/Restore dialog box appears.
• Click Defaults. The Backup/Restore Defaults dialog box appears.
• In the Backup Target Path field, enter the default directory and path used when a backup is made.
• In the Restore Source Path field, enter the default directory and path used when a backup is restored.
• Click OK to save the default paths and return to the Backup/Restore dialog box.
1.  

II. IMPORTING DATA
You can import information into the customer, vendor, product, service, fixed asset and general ledger files. You can specify the format of an import file. This allows you to import existing information from an ASCII file, rather than re-keying the information.

 

To import data

1. Select Import from the File menu. The File Import dialog box appears.
2. Select the type of file to import.
3. The default layout file name appears. Accept the default or type a different file name.
4. Note: DacEasy does not allow you to select a layout file when importing General Ledger transactions.
5. If the layout file does not exist or needs to be edited, click Fields and a confirmation message appears.
6. If you do not need to add or edit the layout file, continue with step 8.
7. Select Yes to create the layout file. The Layout File dialog box appears.
8. Select a field in the Available Fields window and click Insert to move the field to the Selected Fields window.

Note: The selected fields must be in the same order as the file being imported.
Tip: Click Help from the Layout File dialog box for a detailed description of each field.

1. Click OK to save the Layout File and return to the File Import dialog box.
2. Type the path and file name of the ASCII file being imported.
3. Accept the default field delimiter and string marker or edit these fields if necessary.

Tip: Click Help from the File Import dialog box for a detailed description of each field.

1. Click OK to import the file.
1. CONSOLIDATE

Generating consolidation export files
You can export account balances from multiple companies and import these balances into a single company to produce a consolidated set of financial statements. The first step in the consolidation process is exporting the account balances using the Consolidation feature. After the general ledger transaction has been imported, you will need to import the transaction and post it.

To generate consolidation export files

1. Select Consolidate from the File menu. The File Consolidation dialog box appears.
2. Type a Journal Code, Date and Reference. These fields are needed to create the general ledger transaction in the consolidated company.
3. Type the path and file name where the exported file will be located.
4. Complete each field in the Account Information area.

If you choose Select as the Account Range, DacEasy will only export accounts with a value in the Consolidation Account field.
You can only type values in the Periods fields if you clear the Current Balance check box.
Tip: Click Help from the File Consolidation dialog box for a detailed description of each field.

1. Click OK to export a general ledger transaction for the selected periods.

File Consolidation dialog box
Use the Consolidation feature to combine the general ledgers of multiple companies. File consolidation exports a general ledger transaction that contains each detail account and the account balance for the time period specified. You can then import this transaction into a different company. If the companies do not have identical account structures, the Consolidation Account field must be completed for each detail account in the company you are exporting from before proceeding with File Consolidation. To access the File Consolidation dialog box, select Consolidate from the File menu.

Options on the Consolidation dialog box

1. Journal code

When you import the consolidated general ledger transaction into the new company, the transaction will be assigned the journal code entered in this field. Type a code that allows you to easily identify this transaction as a consolidated entry. An example of a journal code for a March 1999 consolidation is CN0399.

1. Date

The date used when the general ledger transaction is created. You will post the General Ledger in the consolidated company for the period that corresponds to this date.

1. Reference

Type up to 10 characters to assist you in identifying the transaction after it is imported. This information appears in the Reference field on the general ledger transaction that is created.

1. Path and file name

Specify the DOS path where the file will be created and the name of the file; for example, C:\DacEasy\AC\CNSL\QTR1.TXT. In this example C:\DacEasy\AC\CNSL\ represents the DOS path and QTR1.TXT, the file name.
You must provide an extension (.TXT in the example) for the file name; DacEasy does not assign one for you.
Account Information area

1. Percentage

The Percentage field specifies the percentage of the account balances to be included in the consolidation transaction. Type 100.00 to include the entire balance.

1. Account range

The Account Range field specifies the range of Accounts to be included in the consolidation transaction. All includes all accounts and Select only includes those accounts with a value in the Consolidation Account field on the Edit Account dialog box.

1. Current balance

Select this check box to export a general ledger transaction that includes the current balance of each detail account. Clear this check box to export activity for only the specified periods. If consolidated financial statements are generated on a monthly basis, select this check box for the first generation and clear this check box for each subsequent generation.

1. Periods

If you clear the Current Balance check box, the general ledger transaction will only include account activity for the specified periods in the From and To fields.

Edit Account Dialog Box
To access the Edit Account dialog box, select Accounts from the Edit menu. Use this dialog box to enter each account in your chart of accounts. The amount of detail on your financial statements depends on how detailed you make your chart of accounts.

Options on the Edit Account dialog box
            Number
The account number identifies the account throughout DacEasy. You can create your own numbering system for the chart of accounts or use one of DacEasy's sample chart of account structures. DacEasy prompts you to select a chart of accounts structure when you add a new company.
If you selected a sample chart of accounts, use the numbering system of the sample chart of accounts and edit the account names to fit your needs. Click LookUp to select an account.
If you are adding an account, type up to 10 characters for the account number.

 

            Balance
This field displays the current balance for an account and cannot be edited. For revenue and expense accounts, the field reflects all posted activity for the year. For all other accounts, this comprises all activity posted to the account since setting it up.
            Name
Type a descriptive name (up to 25 characters) for the account. This
description prints on financial statements and activity reports.

Structure Area
Type
The account type can be general or detail. A multilevel chart of account structure provides you with more detail on your financial statements. All transaction activity takes place at the detail account level. When the balance for a detail account is changed, the balance is also updated for each general account that is affected by the detail account. For example, assume you have a general revenue account (4), a general sales account (41), a detail sales account for outside sales (4101) and a detail sales account for inside sales (4102). Each time a transaction is made that affects account 4101 or 4102, accounts 41 and 4 are also updated by the same amount.
By structuring your chart of accounts this way, you can quickly determine each department's performance, as well as total sales for the company.
You cannot edit the Type field if the account has a balance, information exists on the Account History dialog box, or detail accounts exist below the account.
            Level
The level determines where the account falls in the chart of accounts structure. The account level must be one level below the general account specified in the Parent field.
            Parent
The parent account is the general account into which this account flows. The general account must be one level above the account you are adding. When an account's balance is changed, the parent account's balance changes by the same amount.
You cannot access this field for level one account.
            Group
Each level one account must be assigned to a specific account group. These account groups include Assets, Liabilities, Capital, Revenue, Expense, Other Credits and Other Debits. The group determines the financial statements on which the account is included.
Once the group is established for a level one account, all accounts below it belong to the same group.

            Transaction information area
            Consolidation account
If you are using DacEasy for more than one company, you can consolidate account balances into a single chart of accounts. To consolidate accounts, DacEasy generates an ASCII file that you import into another set of DacEasy files. This file contains an unposted general ledger transaction that you can post to the consolidation chart of accounts after importing.
If the companies you are consolidating have different account structures, type the account number that will includes this account's balance is the consolidated company. When DacEasy generates the transaction, the balance is updated for the account entered in this field.

Note: An account number is not necessary if the company into which you are consolidating uses the same chart of accounts. However, if the chart of accounts differs, you must include a consolidation account for every account in the company from which you are exporting—including accounts with the same number in both companies.
            Reconcilable bank account
To use the Cash module, you must set up at least one account as reconcilable (allowing you to reconcile bank statements with activity entered in DacEasy). Select this check box for every bank account, such as checking and savings, in your chart of accounts. You can have an unlimited number of reconcilable bank accounts; but the bank accounts must be detail accounts.
Tip: Select only those accounts you want to use in the Cash module. This way, your Bank Account Lookup will not become cluttered with accounts you do not intend to reconcile.

            Reporting area
            Cash flow group
To include this account on the Statement of Cash Flows, select the group in which to include the account.
Operating expenses—Typically the accounts in this group include non-cash assets such as depreciation and amortization; non-cash revenue such as gains and losses; current assets (not including cash accounts) and current liabilities.
Investing—This group is normally composed of fixed assets.
Financial—The accounts in this group include long-term liabilities and investment capital; for example, stocks and bonds.
Cash—This group includes all cash accounts such as checking, savings, payroll and petty cash.
            None—The account is not included on the Cash Flow report.

f. UTILITIES
      Using file utilities
      The File Utilities feature checks the integrity of your data files and repairs any damaged files. It is recommended that you recover and verify your data files on a regular basis.
      To use file utilities

1. Select Utilities from the File menu. The File Utilities dialog box appears.
2. Enter the file selection or click LookUp to select the file or group of files.
3. Select the file operation.

Drop Indexes—Select this option to remove any supplemental indexes from your data files.
Recover—Select this option to rebuild and optimize the file.
Verify—Select this option on a transaction header file and DacEasy confirms that each transaction is located in the header and detail file and deletes any incomplete transactions. Select this option on an open invoice file and DacEasy confirms that each transaction in the open invoice file exists in the transaction file and vice versa.
Transaction Viewing—Select this option to view or edit transaction files. You should only delete transactions resulting from data corruption.

1. Click OK to begin the selected operation. A confirmation box appears when the process is complete. Click Continue to return to the File Utilities dialog box.

Note: If Transaction Viewing was selected, a list of each transaction appears. Click Close to return to the File Utilities dialog box.

 

1. EDIT  (Account)

1.   Adding and Editing Accounts
 You have the option to select a sample chart of accounts or create your own when you add a new company. You can monitor financial stability by printing financial statements that list accounts and their balances. Account balances are updated when you enter setup balances and post daily transactions. The amount of detail on your financial statements depends on the amount of detail in your chart of accounts.
           
            To add or edit an account

1. Select Accounts from the Edit menu. The Edit Account dialog box appears.

Note: You can also add accounts on-the-fly in many areas of the program. When this feature is available, the Add button is active from the Account field. Click Add and the Edit Account box appears.

1. If you are adding a new account, enter a code to identify the account.

 

If you are editing an existing account, type the account code or click LookUp and select a code from the list that appears.

1. Complete each field in the Structure area.

Note: The Group field is only available if you are entering a level one account, no accounts exist below the account and the account does not have a balance or historical information. All other accounts are grouped according to the parent account's group.

1. Complete the Transaction Information area.

The consolidation account is only required if you use the Consolidation feature to combine the general ledgers of multiple companies that have different chart of account structures.
If the account is a bank account, select the Reconcilable Bank Account check box if you want to use the Cash module.

1. If you plan on printing the Statement of Cash Flows, assign the account to the proper Cash Flow Group.

Tip: Click Help from the Edit Account dialog box for a detailed description of each option.

1. Click OK to save the account information.

2. Adjusting Account Setup Balances
You can enter account setup balances using Easy Setup or directly from the Edit Account dialog box. The method used to adjust setup balances depends on the method used to enter the setup balances. Each method follows.
                 To adjust an account setup balance entered from Easy Setup

1. Select Easy Setup from the File menu. The Company SetUp Checklist appears.
2. Select Enter account balances. The Setup Accounts dialog box appears.
3. Edit the Enter Date if necessary.
4. Enter the correct balance for each account. DacEasy makes the appropriate adjusting entry.
5. Click OK to update the account balance.

 

To adjust an account setup balance entered from the Edit Account dialog box

1. Select Accounts from the Edit menu. The Edit Account dialog box appears.
2. Enter the number of the account in the Number field or click LookUp to select the account.
3. Click Options, and then select Balance. The Account Balance dialog box appears.
4. Confirm that the Setup Date is correct and enter the amount by which the balance is to be adjusted. For example, if you erroneously entered 1000.00 as the beginning balance instead of 100.00, enter -900.00 to adjust the setup balance.

Note: If the Setup Date is incorrect, close this dialog box and change the system date.

1. Click OK to update the account balance.

3. Deleting accounts
            An account must meet the following requirements before being deleted:

1. The account must have a current balance of zero.
2. Each period balance in the Historical, First Year and Budget columns on the Account History dialog box must be zero.
3. No unposted transactions can exist for the account in the General Ledger.
4. The account cannot exist on a table (e.g., Account Interface, Tax Table, Billing Codes or Purchasing Codes).
5. The account cannot have sub-accounts.

If any of these conditions exist, DacEasy displays an error message warning that you cannot delete the account. The exception is when you have an account on an unposted transaction. DacEasy does not verify this at the time of deletion; however, you cannot post the transaction.
Note: It is recommended that you back up your data before completing the following steps.
           

                

                 To delete an account

1. Select Accounts from the Edit menu. The Edit Account dialog box appears.
2. Type the number of the account you want to delete in the Number field or click LookUp and select the account from the list that appears.
3. Click Delete. You are asked to confirm your choice.
4. Click Yes to delete the account.

     4.       Editing bank counters
DacEasy stores a deposit number and check number counter for each reconcilable account. You can edit these counters to match your bank account.
                 To edit the bank counters

1. Choose Accounts from the Edit menu. The Edit Account dialog box appears.
2. Type the account code or click LookUp and select the bank account.
3. Click Options, and then select Edit Deposit.
4. Type the next number available in the Next Deposit Number and Next Check Number fields.
5. Click OK. The next banking transaction you entered reflects your changes.

      5.   Entering Account Setup Balances
After entering your accounts, enter beginning balances for each account except Accounts Receivable, Accounts Payable and Inventory. These accounts are updated when you enter the beginning balances for your customers, vendors and products. Enter all subsequent activity in the appropriate module.
When you enter each setup balance, a general ledger transaction is created with Journal Difference (D) as the offsetting account. If you are entering your beginning balances from a balanced set of books, the D account has a zero balance after all beginning balances have been entered.

Tip: All setup balances must be entered for the same period. You can make the setup period the active period to avoid entering balances in the wrong period.
To enter an account setup balance

1. Select Accounts from the Edit menu. The Edit Account dialog box appears.

Note: You can also use Easy Setup to enter beginning balances for your accounts..

1. Type the account number in the Number field or click LookUp to select the account.
2. Click Options, and then select Balance. The Account Balance dialog box appears.
3. Confirm that the setup date is correct and enter the beginning balance in the Balance field.

Note: If the setup date is incorrect, close this dialog box and change the program date.

1. Click OK to update the account balance.

Tip: After entering setup balances for all accounts, print the Trial Balance for the period used to enter setup balances and confirm the D account balance is zero. If the D account has a balance, confirm that the beginning balances were entered for all accounts (including customers, vendors and products) in the proper period.

 

1. CHART OF ACCOUNTS

Sample chart of accounts
Accounting
The following sample chart of accounts is for standard accounting companies. The remaining nine sample charts of accounts included with DacEasy Accounting are based on this chart of accounts. Each chart of accounts has minor changes depending on the nature of the business.
Following this section are the three sample equity types DacEasy offers—sole proprietorship, partnership and corporate. Based on your selection, DacEasy inserts a special equity section (capital accounts) into your sample chart of accounts.

Number        Name               Type             Level           Type                             Parent
1                   Assets                Asset                  1              General            
11        Current Assets         Asset                  2              General                       1
1101           Cash                    Asset                  3             General                     11
11011      Petty Cash                       Asset             4                Detail                 1101
1102        Cash in Banks                Asset             3                  General             11
11021         Checking Account        Asset                      4                  Detail                1102
11022          Payroll Account                   Asset              4                  Detail                 1102
11023        Savings Account                   Asset              4                  Detail                 1102
1103       Trade Securities            Asset              3                 General             11
11031        Mkt Debt Securities      Asset                     4                  General            1103
110311  Corporate Bonds          Asset             4                  Detail                1103
110312  U.S. Gov’t Bonds           Asset             5                   Detail                11031
110313  Municipal Bonds           Asset             5                  Detail               11031
11032        Mkt Equity Securities           Asset            4                  General            1103
110321  Corporate Stock            Asset            5                  Detail                11032
1104      Accounts Receivable    Asset            3                  General            11
11041        Client Receivable       Asset             4                   Detail               1104
11042        Allow for Doubtful   Asset             4                  Detail               1104
1105      Other Receivables         Asset            3                  General            11
11051        Loans to Officers       Asset            4                   Detail               1105
11052        Loans to Employees Asset            4                  Detail                1105
1106       Supplies                          Asset             3                  General            11
11061        Supplies Module       Asset            4                   Detail                1106
11062        Allowance for Damage  Asset            4              Detail               1106
12            Fixed Assets                      Asset           2                    General            1
1201      Autos & Trucks               Asset            3                 General            12
12011         Autos-Original Value            Asset            4                 Detail               1201
12012        Accumulated Deprec. -   Asset      4                 Detail                1201
1202       Furniture & Fixtures      Asset            3                  General            12
12021        Furn & Fix-Original    Asset            4                  Detail                1202
12022        Accum. Deprec - Furn           Asset           4                 Detail                1202
1203       Buildings & Grounds      Asset           3                 General            12
12031         Building-Original Value   Asset      4                  Detail               1203
12032        Accum. Deprec. - Bldg           Asset           4                 Detail               1203
1204      Office Equipment            Asset           3                  General            12
12041         Off. Equip-Original     Asset           4                 Detail                1204
12042        Accum Deprec-Office            Asset           4                 Detail               1204
1205      Other Assets                     Asset           3                 General            12
12051         Other Assets Org. Value Asset      4                  Detail               1205
12052        Accum Deprec-Other             Asset          4                 Detail               1205
13            Deferred Assets                       Asset              2          General        1
1301      Leasehold Improvements        Asset             3          General        13
13011       Orig. Value-Lease Imp                     Asset              4          Detail            1301
13012       Accum. Deprec. - Lease                   Asset             4          Detail            1301
1302     Organization Expenses            Asset             3          General        13
13021       Original Value - Org             Asset             4          Detail            1302
13022       Accum. Amort - Org            Asset             4          Detail            1302
1303     Prepaid Expenses                      Asset             3          General        13
13031        Prepaid Insurance                Asset             4          Detail            1303
13032       Prepaid Rent                          Asset              4          Detail            1303
13033       Prepaid Interest                                Asset              4         Detail            1303
13034       Prepaid Taxes                        Asset               4         Detail            1303
14          Other Assets                               Asset              2         General        1
1401     Deposits                                      Asset                3         General        14
14011       Rent Deposit                          Asset              4         Detail            1401
14012        Lease Deposit                          Asset              4         Detail            1401
14013      Utilities Deposit                                   Asset               4         Detail            1401
14014      Security Deposit                                  Asset               4         Detail            1401
1402     Invest. Held to Maturity            Asset             3         General        14
14021       Certificate Of Deposit                       Asset              4         Detail            1402
14022       Lng Term Debt Security       Asset             4         Detail            1402
14023   Lng Term Equity Sec                 Asset               4         Detail            1402
2              Liabilities                                Liability                1         General         
21          Short Term Liabilities           Liability               2         General        2
2101      Accounts Payable                  Liability              3         General        21
21011        Accounts Payable – Ven      Liability                      4         Detail            2101
21012        American Express             Liability              4         Detail            2101
21013         MasterCard                       Liability             4          Detail            2101
21014         VISA                                    Liability    4         Detail            2101
2102       Notes Payable                       Liability  3         Detail 21
2103       Payroll Liabilities                   Liability 3         General        21
21031         Disability Insurance          Liability 4         Detail            2103
21032         Health Insurance Liab.         Liability        4         Detail            2103
21033         Dental Insurance Liab.         Liability        4         Detail            2103
21034          Cafeteria Plan Liab.         Liability 4         Detail            2103
21035    401 (K) Liab.                            Liability 4         Detail            2103
21036          Profit Sharing Liab.           Liability            4         Detail            2103
21037         Pension Plan Liab.            Liability            4         Detail            2103
2104          Taxes Payable            Liability          3         General        21
21041              Payroll Taxes Payable     Liability         4         General        2104
210411       Federal Payroll Taxes          Liability         5         Detail            21041
210412       State Payroll Tax W/H        Liability         5         Detail            21041
210413        Local Payroll Tax W/H        Liability         5         Detail            21041
210414        FUTA                                      Liability           5         Detail            21041
210415       SUI                                          Liability           5         Detail            21041
210416       SDI                                         Liability           5         Detail            21041
21042             Sales Tax Payable            Liability          4         General        2104
210421       State Sales Tax Payable      Liability         5         Detail            21042
210422        County Sales Tax Pay          Liability         5         Detail            21042
210423       City Sales Tax Payable        Liability         5         Detail            21042
210424        Other Sales Tax Payable    Liability         5         Detail            21042
21043              Income/Property Tax    Liability         4         General        2104
210431         Federal Income Tax            Liability         5         Detail            21043
210432        State Income Tax                Liability          5         Detail            21043
210433        Local Income Tax                Liability          5         Detail            21043
210434       Franchise Tax                       Liability          5         Detail            21043
210435        Property Tax                        Liability          5         Detail            21043
2105            Accrued Liabilities               Liability          3         General        21
21051           Accrued Rent                      Liability          4         Detail            2105
21052               Accrued Commissions   Liability         4         Detail            2105
21053             Accrued Salaries              Liability          4         Detail            2105
21054          Accrued Hourly                   Liability          4         Detail            2105
2106            Other Current Liab              Liability          3         General        21
21061             Dividend Payable             Liability          4         Detail            2106
22                Long Term Liabilities            Liability         2         General        2
2201            Notes Payable                       Liability          3         Detail            22
2202           Mortgage Payable              Liability          3         Detail            22
23                Deferred Liabilities              Liability          2         General        2
2301            Deferred Income                 Liability          3         Detail            23
2302           Reserve for Conting             Liability          3         Detail            23
2303            Unearned Interest              Liability          3         Detail            23
4                    Revenues                               Revenue        1         General         
41                 Client Fee                                Revenue        2         General        4
4101            Client Fee 1                            Revenue        3         Detail            41
4102           Client Fee 2                            Revenue        3         Detail            41
4103          Client Fee 3                            Revenue        3         Detail            41
42               Return: Client Fee                 Revenue       2         General        4
4201           Return: Client Fee 1            Revenue        3         Detail            42
4202           Return: Client Fee 2              Revenue       3         Detail            42
4203          Return: Client Fee 3             Revenue        3         Detail            42
43               Financial Income                   Revenue       2         General        4
4301           Interest From Invest            Revenue        3         Detail            43
4302          Dividends From Invest         Revenue       3         Detail            43
4303           Finance Charges                    Revenue       3         Detail            43
4304          Purchase Discounts             Revenue        3         Detail            43
4305          Sales Discount Taken           Revenue       3         Detail            43
44                Other Income                        Revenue        2         General        4
4401           Recovery of Bad Debt          Revenue       3         Detail            44
4402          Gain on Sale of Asset            Revenue       3         Detail            44
5                  Total Expenses                      Expense         1         General         
51               Special Client Expenses        Expense        2         General        5
5101          Special Client Exp 1              Expense         3         Detail            51
5102          Special Client Exp 2               Expense        3         Detail            51
5103          Special Client Exp 3               Expense        3         Detail            51
52                General & Admin. Exp         Expense        2         General        5
5201          Payroll Expense                    Expense         3         General        52
52011            Wages                                             Expense         4         General        5201
520111      Salaries                                    Expense        5         Detail            52011
520112       Hourly                                     Expense         5         Detail            52011
520113       Overtime                                Expense         5         Detail            52011
520114      Bonuses                                   Expense        5         Detail            52011
520115      Contract Labor                     Expense         5         Detail            52011
520116      Direct Labor                          Expense         5         Detail            52011
52012         CO. Sponsored Benefits     Expense        4         General        5201
520121      Health Insurance                 Expense         5         Detail            52012
520122      Dental Insurance                 Expense         5         Detail            52012
520123  401(k) Plan                                 Expense        5         Detail            52012
52013             Payroll Taxes                                 Expense         4         General        5201
520131      FICA Employer                       Expense        5         Detail            52013
520132      FUTA                                        Expense        5         Detail            52013
520133         SUTA                                     Expense         5         Detail            52013520134   Disability Insurance     Expense        5         Detail            52013
5202             Maintenance                       Expense        3         General        52
52021        Autos & Trucks          Maint.            Expense        4         Detail            5202
52022           Furn. & Fixtures      Maint.            Expense        4         Detail            5202
52023                       Buildings & Grounds         Expense        4         Detail            5202
52025                       Office Equipment               Expense        4         Detail            5202
52026                       Other Maintenance           Expense        4         Detail            5202
5203              Depreciation                       Expense        3         General        52
52031                       Autos & Trucks Depr.        Expense        4         Detail            5203
52032                       Furniture & Fix Depr         Expense        4         Detail            5203
52033                       Buildings & Grounds         Expense        4         Detail            5203
52035                        Office Equipment              Expense        4         Detail            5203
52036                       Other Asset Depr.              Expense        4         Detail            5203
5204              Amortization                      Expense        3         General        52
52041                        Leasehold Improve           Expense        4         Detail            5204
52042                       Organization Expense       Expense        4         Detail            5204
5205              Rents & Leases                  Expense         3         General        52
52051                       Vehicle Lease                       Expense        4         Detail            5205
52052                       Furn. & Fixtures Lease      Expense        4         Detail            5205
52053                       Building Lease                     Expense        4         Detail            5205
52055                        Office Equipment Lease  Expense        4         Detail            5205
52056                       Other Equipment Lease    Expense        4         Detail            5205
5206             Insurance                            Expense         3         General        52
52061                       Autos & Trucks Ins             Expense        4         Detail            5206
52062                       Gnrl Business Insurance   Expense        4         Detail            5206
52063                       Other Insurance                Expense         4         Detail            5206
5207       Travel & Entertainment           Expense        3         General        52
52071                       Lodging                                 Expense        4         Detail            5207
52072                        Transportation                  Expense         4         Detail            5207
52073                       Meals                                    Expense         4         Detail            5207
52074                       Entertainment                    Expense         4         Detail            5207
5208             Shipping                               Expense         3         General        52
52081                       Local Courier                       Expense        4         Detail            5208
52082                       Federal Express                  Expense         4         Detail            5208
52083                        UPS                                        Expense        4         Detail            5208
5210             Consulting Fees                   Expense        3         General        52
52101                        DacEasy Advantage          Expense        4         Detail            5210
52103                       Legal                                     Expense         4         Detail            5210
52104                       Computer Consultant       Expense        4         Detail            5210
5211             Overhead Expenses           Expense        3         General        52
52111                       Office Supplies                    Expense        4         Detail            5211
52112                       Telephone & Telegraph    Expense        4         Detail            5211
52113                        Mail/Postage                     Expense         4         Detail            5211
52114                        Utilities                                 Expense        4         Detail            5211
52115                       Answering Service            Expense         4         Detail            5211
52116                       Licenses / Permits              Expense        4         Detail            5211
52117                       Magazine Subscriptions   Expense        4         Detail            5211
52118                       Cleaning Service                Expense         4         Detail            5211
5212             Miscellaneous Expenses   Expense        3         Detail            52
5213             Other Taxes                         Expense        3         General        52
52131                        Purchases Sales Tax          Expense        4         Detail            5213
52132                       Property Tax                       Expense         4         Detail            5213
52133                       Franchise Tax                     Expense         4         Detail            5213
5214              Continued Education       Expense        3         General        52
52141                       CPE Credit                           Expense         4         Detail            5214
5215              Advertising                         Expense         3         General        52
52151                       Acct. Referral Service        Expense        4         Detail            5215
52152                       Yellow Page Ad                  Expense         4         Detail            5215
53                  Financial Expenses            Expense         2         General        5
5301             Credit Card Discount         Expense        3         Detail            53
5302              Interest                                Expense        3         Detail            53
5303              Bank Charges                     Expense        3         Detail            53
5305             Loss on Sale/Assets            Expense        3         Detail            53
54                   Income Tax                        Expense         2         General        5
5401             Federal Income Tax           Expense        3         Detail            54
5402             State Income Tax               Expense         3         Detail            54
5403              City Income Tax                 Expense        3         Detail            54
D                    Journal Difference             Other Dr      1         Detail             

            Sole proprietorship sample equity section
Number         Name                         Type          Level            Type                      Parent
3               Net Worth                       Capital           1              General    
31            Capital Investment        Capital           2              General                 3
3101       Invested Capital             Capital           3              Detail                     31
3102       Less: Withdrawals         Capital           3              Detail                     31
32            Retained Earnings          Capital           2          General         3
3200       2000 Profit/Loss                        Capital           3          Detail             32
3201       2001 Profit/Loss                        Capital           3          Detail             32
3202       2002 Profit/Loss                        Capital           3          Detail             32
3203       2003 Profit/Loss                        Capital           3          Detail             32
33            Current Earnings            Capital           2          Detail             3

Partnership sample equity section
Number         Name                           Type         Level      Type               Parent
3               Net Worth                          Capital        1          General        
31            Capital Investment           Capital        2          General         3
3101       Partner A- Capital             Capital        3          General         31
31011            Partner A- Investment        Capital        4          Detail             3101
31012            Partner A- Withdrawals Capital 4          Detail             3101
3102       Partner B- Capital            Capital        3          General         31
31021            Partner B- Investment         Capital        4          Detail             3102
31022            Partner B- Withdrawals   Capital           4          Detail             3102
32            Retained Earnings             Capital        2          General         3
3200       2000 Profit/Loss                           Capital        3          Detail             32
3201       2001 Profit/Loss                           Capital        3          Detail             32
3202       2002 Profit/Loss                           Capital        3          Detail             32
3203       2003 Profit/Loss                           Capital        3          Detail             32
33            Current Earnings               Capital        2          Detail             3

Corporate sample equity section
Number         Name                         Type          Level       Type              Parent
3               Stockholders Equity      Capital           1          General        
31            Capital Stock                   Capital           2          General         3
3101       Preferred Stock              Capital           3          General         31
31011            Par Value                              Capital           4          Detail             3101
31012            Paid In Excess of Par          Capital           4          Detail             3101
3102       Common Stock               Capital           3          General         31
31021            Par Value                              Capital           4          Detail             3102
31022            Paid In Excess of Par          Capital           4          Detail             3102
32            Retained Earnings          Capital           2          General         3
3200       2000 Profit/Loss                        Capital           3          Detail             32
3201       2001 Profit/Loss                        Capital           3          Detail             32
3202       2002 Profit/Loss                        Capital           3          Detail                         32
3203       2003 Profit/Loss                        Capital           3          Detail                         32
33            Current Earnings            Capital           2          Detail                         3

1. Structuring your chart of accounts

The chart of accounts is the heart of your accounting system. All data accumulates in these accounts. The account structure determines financial report organization. You also decide to show detail for income and expenses by the structure you use.
DacEasy provides you with several sample structures for the chart of accounts. You must determine if you want to use the sample chart of accounts when you add a new company. You can modify it to fit your needs or create your own chart of accounts.

DacEasy uses multilevel charts of accounts you can use to easily departmentalize, or categorize, your income and expenses. This means your financial reports are more detailed and provide the information you need to run your business better.
In DacEasy, there are two kinds of accounts: general and detail. An easy way to think of these accounts might be as reporting and posting accounts. A general account collects the data from all the accounts below it and totals these for reporting. Detail accounts are the lowest level accounts in the structure, the ones to which you post your daily transactions.

Level 1 accounts are almost always general accounts. For example, the level one asset account, Current Assets, reflects the balances of all the asset accounts beneath it, such as the payroll and checking bank accounts. Each account in levels one through eight can have one or more sub-accounts.
A sub-account separates the account above it to achieve greater detail. DacEasy automatically feeds balances from sub-accounts into the related general accounts. The more sub-accounts you establish, the more detail you obtain. An account with no sub-accounts is a detail account. As mentioned earlier, all activity within the program takes place through detail accounts. DacEasy automatically passes this activity to the general accounts.

It is often easier to modify one of the sample chart of accounts rather than create one from scratch. If you modify a sample, you only need to change the account names where necessary and enter the balance. If you create new accounts, you need the following minimum information:
Account Number—This can be up to ten characters and may consist of alphanumeric characters and punctuation marks such as dashes and periods.
Account Name—The description of the account, as you want it to appear on financial statements and activity reports. This can be up to 25 characters.

Account Type—Whether this is a general or detail account.
Account Level—The account level determines where the account falls in the structure of the chart of accounts.
Parent—The general account one level above an account.
Reconcilable—Indicate if this is a bank account that you reconcile.
Balance—The current balance in the account as of the setup date.

1. Verifying account setup information

After you enter your accounts and setup balances, verify that the information was entered accurately before entering your daily activity. To verify that that each account was entered and set up properly, print the Chart of Accounts. This report lists each account and includes the account type, level, group and parent account.
Print the Trial Balance to verify that all account setup balances were entered and were entered in the correct period. The Journal Difference (D) account balance is zero if all account balances were entered correctly.

1. Viewing and editing account budget figures and history

DacEasy tracks historical account information for the two open years on the Company Information dialog box and the previous year. In addition, you can view or edit budget figures for the account. When you post, DacEasy updates each account's period balance for the appropriate year. You can edit any detail account's historical (last year) or budget amounts. You can only view the balances for general accounts.
As you enter balances, DacEasy accumulates the total balance at the bottom of the column and updates historical figures for all parent accounts.

To view account budget figures and history

1. Select Accounts from the Edit menu. The Edit Account dialog box appears.
2. Type the account number to view in the Number field or click LookUp to select an account.
3. Click Options, and then select Historical. The Account History dialog box appears.
4. To edit the historical or budget amounts, enter a new amount in the appropriate period(s).

Tip: Click Running Balance to display the figures in accumulating order. Viewing account balances in accumulating order helps you detect account trends. Click OK to return to a period-by-period format.

• Click OK to save the changes.
for more tranning please contact olajide@olajideassociates.com

Prepared By Alh. Y. O. Olajide
Managing Partner
Olajide And Associates Nigeria (Chartered Accountants)
www.olajideassociates.com

(c) 2009