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Introduction
Retail sale goods-finance accountancy includes material and financial record of goods supplies that are stored in the retail sale storehouses. The project includes keeping record in real time surrounding (each input and output of goods affects the supplies record), while paragraphs for financial accounts are being formed automatically at the accountancy department request. That is why a part of these records belongs to the accountancy area, and another part to storehouse area. .
Managing financial accountancy
Managing financial accountancy presumes existence of separate registries. Those are registries of: products, storehouses, set rates and percentual paragraphs for set rates. Besides these registries, the existence of entities that represent constituent part of company's information system is obligatory. Those entities are: accountancy calendar, account holders' registry, business relation (registry of storehouses accounts and organization units), balance plan, balancing model, warrant, warrant paragraph…
Record of goods includes changes in financial accountancy and automatic updating of goods supplies.
Goods input - Admission: after the arrival of supplier's admission, goods are being recorded, separately for each product, organization unit, storehouse. When entering the admission, for each product, the price calculation is being done. There are some factors that affect the price calculation, like: expenses (of transport, reloading, other conditions,…), margin, transferred taxes that are being calculated at the input of goods. You can set up the expenses and other elements that affect the price yourself.
It is also possible to set up the prices and calculation in foreign exchange.
Output of goods-invoice: simultaneously with forming of warrant for output of gods invoice for the purchaser, the goods are being deleted from the list of supplies for each organization unit and storehouse. When the invoices are being processed, for each product the price calculation is being done by forming the wholesale price. The goods that are being taken from the supplies diminish the quantity while the supplies price stays the same. There are some factors that influence the price calculation: expenses for transportation, reloading, other services, margin and taxes that are being calculated at the output of goods. Tax rates are being automatically determined based on predefined set rates and dates when the document was formed. You can choose between conducting the entire or part of the tax calculation. Taxes are being calculated separately. Toy can determine the expenses and elements that influence the price yourself.
It is also possible to set up all the prices and calculation in foreign exchange.
Apart from forming the invoice for the goods purchaser, there are other means of transfer of goods from a wholesale storehouse to another storehouse, or from one organization unit to another one.
For companies that have wholesale there are warrants for output of goods for retail sale and automatic reading of the same warrants into retail sale.
Transfer of goods from wholesale into retail sale, or from retail sale trade objects to other retail sale objects are followed by the reports of output and input of goods.
Cash register - for retail sale shops that can be connected to the unique information system of the firm, there is a program for the selling of goods through a cash register with the bar - code reader. Each sale reduces the quantity of supplies. Also, various type of payment are processed (cash, discount, checks, cards, etc.), as well as follow-reports. For the shops that are unable to connect to the unique information system, there is a separate program for the cash register, and through files it is possible to exchange the data (at the beginning and the end of the day).
Warrants for goods-material accountancy share the same title with financial warrants of the firm's information system project. Ordinal number of the warrant is obtained automatically in the scope of the firms, whereas the documents receipt, invoice and transfer are formed in the scope of the job and organizational units.
Prices leveling - according to supplier's demand or some other warrant, it is possible to level the existing prices of supplies for each product. Leveling is done for products, organization units and storehouses. For each leveling, financial items of increase or decrease of value of goods, and a report of leveling is being printed.
Inclusion into financial accountancy
For every formed warrant through goods-financial accountancy, one financial item for supplier or purchaser is being automatically formed. To form other financial items, it is necessary for the accounting department employee in charge to run the program for automatic forming of financial items.
For each item that has participated in calculation of prices, accountancy items are automatically being formed. Processed warrants (formed accountancy items) are blocked and it is not possible to perform their correction. Errors can be corrected through regular revoke of the warrant item itself. It is possible to form financial items several times a day, and the program takes care of the record of already processed warrants. This process eliminates reentering of data in financial accountancy. Besides shortening of the process, this is also the way to coordinate material record with the financial.
Automatic forming of items and their balancing is possible because of the setting of balnce models that are being entered at the project's start, at the change of balance plan, or at the introduction of a new kind of job.
Another prorequisite for accurate forming of financial warrants from goods-financial record is entering of the right set rate groups when the product is opened in the products' registry.
Reports and inquiries from goods-material accounting of retail sale
Reports from this subsystem include: " Reports and inquiries of source data " Reports from goods-material record " Financial reports for the accountancy department
Reports of goods-material records include the following reports: State of supplies for the product (one and all),
State of supplies for organization unit for products and storehouses (one and all) State of supplies for storehouse for products and organization units (one and all), Critical quantity of supplies, List of entered warrants of admissions, invoices. Printing of admissions by warrants and accounting date. Printing of invoices by warrants and accounting date on the pre-printed form or blank paper. List of purchases for a period, Review of products according to their quantity and value for a period. Control list of input warrants. Card of changes for a product. Control list of all changes and states for each product. Surplus - deficit of material in a storehouse
Reports of storehouse records are being formed at the same principle as all the other reports in the whole application. There are reports that are formed based on the currency date, and those that are formed based on accounting date. Reports from supplies match the reports from states from all the financial changes.
Opening/closing of the year
Opening/closing of the year As a part of storheouse record there is a special procedure of opening/closing of the year. Based on state of supplies, the initial states of material supplies are being opened. The old (previous year) is still available at request in a special users service.