MANUAL 8 SIMPLE STEPS USING UBS ACCOUNTING

THE STEPS USING UBS SYSTEM

THE STEPS USING UBS SYSTEM

1. Set Company Name & Accounting Period

Housekeeping – Setup – General Setup – Enter  Company Name & Address – Enter Last Accounting Year Closing Date – Enter Starting and Closing Period

2. Create Chart Of Account

General – General Ledger A/C Maintenance – Click at ADD button – Key in the Chart of Account – Click at SAVE button – Click at EXIT button – To view all accounts, go to General – Print Chart of Accounts

Maintain Debtor Listing

Debtors – Debtors File Maintenance – Click at ADD button – Click at SAVE button

Maintain Creditor Listing

Creditors – Creditors File Maintenance – Click at ADD button – Click at SAVE button

3. Enter Opening Balances

(For  the first month of the financial year)

General – Enter Opening Balances – Key in the Opening Balances – Click at EXIT button

4. Distribute Aging before Starting Period

Maintain Debtor Listing

Debtors – Debtors File Maintenance – Click at ADD button – Click at SAVE button

Maintain Creditor Listing

Creditors – Creditors File Maintenance – Click at ADD button – Click at SAVE button

5. Organise Batches

Transactions – Organise Batches – Click at ADD button – Click at SAVE button

6. Enter Transaction : Add Entry

Transactions – Transactions File Maintenance – Click at ADD button – Type the Batch No. – Type the Period – Key in the transactions – Click at SAVE button – Click at EXIT button

Enter Transaction : Quick Entry

Transactions – Transactions File Maintenance – Click at QUICK button – Select A Master Account code – Type the Batch No. – Type the Period – Key in the transactions – Click at SAVE button – Click at EXIT button

7. Maintain Opening & Closing Stock

(To produce Trading, Profit & Loss  Account)

General – Maintain Stock Value – Click at ADD button – Press ENTER to call out all 3 stock account number – Maintain stock value – Click EXIT button

8. Print/View  Reports

Print Account / Ledger

Reports – View Ledger – Select Period & Account code – Click at OK button

Print Trial Balance / Profit & Loss Account / Balance Sheet

Reports – Trial Balance / Profit & Loss Account / Balance Sheet – Select Period, click at OK button

9. Edit Chart Of Account

General – Print Chart of Accounts – Select  the Account – Double click it or click at View button – Correct the Mistake & click at SAVE button

10. Edit Transaction (Normal)

Transactions – Print Batch of Transactions – Select the Batch No. – Click at OK button – Click at EDIT button

11. Edit Transaction (V.Edit)

Transactions – Click SEARCH button – Select Batch No. – Click V.Edit – Click SAVE button after edit

12. Delete Unwanted Transaction 

Step 1

Transaction – Print Batch of Transactions – Select the Batch No.- Select the Transaction

Step 2

Type Ref.No. *************** - Type Debit & Credit = Zero – Click at SAVE button – Click at EXIT button

Step 3

Housekeeping – File Organisation – Click OK button

13. Delete Chart Of Account, Debtor & Creditor Listing

Step 1 : Clear All Transaction

Housekeeping – Clear file/Generate Sample Chart – Choose “Clear only Transactions” – Click at OK button – “ Clear File Completed “ – Click at OK button

Step 2 : Delete Chart of Account

General – Print Chart of Accounts – Choose & Double Click at the Account – Click at DELETE & YES button

Step 3 : Delete Unwanted Debtors & Creditors

Debtors ./ Creditors – File Maintenance – Click at SEARCH button – Choose the Unwanted Debtors / Creditors – Click at OK and DELETE button

14. Backup

File – Backup & Restore – Click at Backup button

15. Prompt for Backup when Exit (Auto Backup)

Housekeeping – Setup – General Setup -  Backup – Always prompt to ask before exit

16. Restore

File – Backup & Restore – Click at Restore button and type “RESTORE”

17. Clear All Files

Housekeeping – Clear files / Generate Sample Chart – Select “ Clear both chart of accounts & transaction” – Click at OK button

8 SIMPLE STEPS TO COMPUTERISE YOUR ACCOUNTS BY USING UBS ACCOUNTING

8 SIMPLE STEPS TO COMPUTERISE YOUR ACCOUNTS BY USING UBS ACCOUNTING

Step 1 : Company Profile Setting 

- Information of Company Name, Address, Telephone, Fax No, Company Registration No

- Accounting Year Setting

ü  Last A/C Year Closing Date

ü Starting Period

ü Closing Period

Step 2 : Create Chart of Account

 - General Ledger

 - Debtors and creditors

 - Special A/C : PA, BS, OS, CS, AD

Step 3 : Enter Opening Balance (if any)

  -G/L A/C except Control A/C, new added A/C, Special A/C of OS & CS

Step 4 : Distribute Aging before Starting Period

-Debtors

-Creditors (-)

Step 5 : Organise Batches

Step 6 : Transactions

Enter Transactions: Add Entry and Quick entry

Step 7 : Maintain Stock Value

Step 8 : Reports

- View/Print Reports

PERIOD

·         Means accounting month. Period 1 refers to first accounting month, period 2 refers to second accounting month and so on.

·         If your accounting period is 1^st January 2008 – 31 December 2008, period 2 refers to the month of February 2008.

·         If your accounting period is 1^st July 2008 – 30 June 2008, period 2 refers to the month of August 2008.

·         If your accounting period is 1^st July 2008– 30^th June 2008, period 5 refers to ?

BATCHES

It’s advisable to arrange and organize your batches title, early before you start with any daily transaction. For each transaction to be keyed in, you have  to decide which batch it belongs to. For example, you may maintain 7 batches for each month as below :

Batch No.	Batch Title	Related transactions
1	Sales Journal – Jan 2008	Credit Sales in January
2	Sales Returns Journal – Jan 2008	Sales Return in January
3	Purchases Journal – Jan 2008	Credit Purchases in January
4	Purchases Return Journal – Jan 2008	Purchases return in January
5	Cash Book (Cash) – Jan 2008	Cash received / paid in January
6	Cash Book (Bank) – Jan 2008	Banks received / paid in January
7	General Journal – Jan 2008	Other transaction in January
8	Sales Journal – Feb 2008	Credit Sales in February
9	Sales Returns Journal – Feb 2008	Sales Return in February
10	Purchases Journal – Feb 2008	Credit Purchases in February
11	Purchases Return Journal – Feb 2008	Purchases return in February
12	Cash Book (Cash) – Feb 2008	Cash received / paid in February
13	Cash Book (Bank) – Feb 2008	Banks received / paid in February
14	General Journal – Feb 2008	Other transaction in February

And if the list goes on, eventually you may have 84 batches for the year 2008. 

ACCOUNT TYPE

2 groups:

ü  account types for Balance Sheet ( A- G)

            (Aset,Liabilities,Equity)

ü  account types for Income Statement (H-M)

            (Incomes,COGS, Expenses)

ACCOUNT NUMBER

ACCOUNT NUMBER

You have to assign an account number for every ledger account and individual account. Structure of account number is :

AAAA / BBB

                                                  Primary code         Secondary Code

Basic Chart of account recommended :

Account No.              Related Accounts                                                    Type

1xxx/xxx                    Capital/Retained Earnings, Drawing,                    A,B,C

                                   Long Term Liabilities

2xxx/xxx                    Fixed Assets,                                                            D,E

                                   Provision For Depreciation

           

3xxx/xxx                    Current Assets,                                                        F

                                   Prepaid Expenses

4xxx/xxx                    Current Liabilities,                                                    G

                                   Accrued Expenses

5xxx/xxx                    Sales , Income,                                                       H,I.L.S

                                   Sales Return

6xxx/xxx                    Cost of Goods Sold                                           

7xxx/xxx                    Manufacturing Account                                         J

8xxx/xxx                    Other Accounts                                                      P,T

                                   (Taxation, Appropriation

                                   Account)

9xxx/xxx                     Expenses, Depreciation                                      M

COMPARISON OF MANUAL AND COMPUTERIZED ACCOUNTING

MANUAL                                    VS               COMPUTERISED

•      Journal, Daybook                                             Batch 1,2,3,4,5….

•      Ledger Accounts                                              Chart of Account

•      Double Entries                                                 Add Transaction( Add &Quick entry)

•      Close Ledger Acct.,                                         (Auto generated)
     Compute balance

•      Trial balance                                                    (Auto generated)

•      Financial reports          
    Balance sheet, Profit & Loss Account                (Auto generated)

BENEFITS OF UBS ACCOUNTING CERTIFICATION

•      Increase your employability with a well recognised certification.

•      Enhance your computerised accounting skill.

•      Gain practical knowledge via case study of various business conditions.

•      Equip fresh graduate with practical skill to adapt to marketplace.

•      5 out of 10 Small & Medium Enterprises (SME) use UBS software system

UBS ACCOUNTING SOFTWARE SYSTEM

•      The most popular account or accounting software in Malaysia, famous of its easy-to-use features and great flexibility.

•      Create and maintain full set of accounts for SMEs

•      Consists of 3 modules-Generate Ledger, Debtors Ledger, Creditors Ledger

•      In UBS, all you need to do is just enter the finanacial data from your source documents and you will obtain Journal Listings, Ledgers and all financial reports real time, without having to do posting.

•      Can operated by anyone who with just basic accounting knowledge and minimum knowledge of computer

SISTEM CATATAN BERGU

Setiap urusniaga akan memberi kesan kepada sekurang-kurangnya dua akaun,

Satu akaun didebitkan, dan satu lagi akaun dikreditkan

PERSAMAAN PERAKAUNAN

PERSAMAAN PERAKAUNAN

Aset=Liabiliti+EkuitiPemilik

Apabila diambilkira untung bersih, persamaan akan menjadi seperti berikut:

Aset= Liabiliti+ EkuitiPemilik+ UntungBersih

Untung bersih pula dikembangkan seperti berikut:

Aset = Liabiliti + Ekuiti Pemilik + Hasil –Belanja

Akhir sekali, persamaan ditulis seperti berikut

Aset + Belanja = Liabiliti + Ekuiti Pemilik + Hasil

ASET, LIABILITI, EKUITI PEMILIK, HASIL DAN BELANJA

 ASET

Harta bernilai yang dimiliki oleh sesebuah syarikat untuk menjalankan aktiviti perniagaan

Aset semasa ialah aset yang mudah bertukar menjadi tunai. Contoh: Tunai, Penghutang

Aset bukan semasa adalah aset tahan lama yang digunakan untuk menjalankan aktiviti perniagaan.

Contoh: Kenderaan,Alatan Pejabat

LIABILITI

Liabiliti ialah hutang perniagaan kepada pihak luar

Liabiliti bukan semasa adalah hutang yang dibayar balik dalam satu jangka masa yang panjang iaitu melebihi setahun.

Contoh:Pinjaman Bank.

Liabiliti semasa adalah hutang yang dbayar balik dalam tempoh yang singkat iaitu kurang daripada satu tahun. 

Contoh:Pemuitang,overdraf bank

EKUITI PEMILIK

Ekuiti pemilik adalah hutang perniagaan kepada pemilikan perniagaan yang terdiri daripada modal yang  dilaburkan oleh pemilik dan untung yang diperolehi daripada aktiviti perniagaan.

Pelaburan pemilik dalam perniagaan.

Untung – menambahkan ekuiti pemilik

Rugi – mengurangkan ekuiti pemilik

Ambilan – mengurangkan ekuiti pemilik

HASIL

Hasil ialah wang yang diterima atau yang akan diterima oleh perniagaan pada sesuatu tarikh

Hasil Kendalian – Pendapatan yang diterima secara langsung daripada aktiviti sesuatu perniagaan.                

Contoh restauran-hasil jualan makanan

Hasil Bukan Kendalian – Pendapatan yang diterima secara tidak langsung daripada aktiviti utama sesuatu perniagaan.

Contoh – sewa diterima,faedah

BELANJA

Belanja ialah kos perkhidmatan atau barang yang dibayar apabila menjalankan perniagaan dengan tujuan mendapatkan hasil perniagaan.

Belanja Kendalian – Belanja yg terlibat secara langsung dalam aktiviti sesuatu perniagaan. 

Contoh restauran-sewa kedai,gaji pekerja

Belanja Bukan Kendalian – Belanja yg tidak terlibat secara langsung dalam aktiviti sesuatu perniagaan.        

Contoh restauran-faedah pinjaman,rugi jual aset