Big Red Book Accounts v5 www.bigredbook.
Big Red Book Accounts v5 Table of Contents Welcome to Big Red Book Contact Us Switching to SEPA Company Selection Quick Guide to Demonstration Companies Setting Up a New Company Creating a New Company Required Setup Data Setup: Company Details Setup: Company Details : Electronic Funds Transfer Setup: Bank Accounts Setup: Analysis Categories Setup: VAT Rates Setup: Suppliers Setup: Customers Setup: Products Setup: Opening Cash Balances Setup: Reverse Charge VAT Changing Setup Info SEPA Electronic Payments E
Big Red Book Accounts v5 Printer Setup and Fonts Exporting Reports to other Programs Purchase Ledger Purchases Book Overview Purchases Transaction Entry Purchases from EU Countries VAT only Invoices Reverse Charge Vat View a Supplier Ledger Account Purchase Ledger Reports Bank Accounts Bank Accounts Overview Bank Control Account Report Bank Account Details Report Bank Reconciliation Bank Reconciliation Preparing to do a Bank Reconciliation Doing the Bank Reconciliation VAT Returns Standard VAT Report Retai
Big Red Book Accounts v5 Reverse Charge VAT Bank Accounts Analysis Categories VAT Rates Suppliers Customers Bank Branch Lookup Opening Cash Balances Regular Payments Passwords Multi-User Preferences Lookup Lookup Facility Abbreviations Utilities Menu Form Design Audit Trail Year End Routine Colours Period Control Registration Maintenance Menu Integrity Check General Integrity Vat Discrepancy Duplicate Check Allocations Integrity Invoice Line Items Generate Nominal Ledger Reverse Vat on Cash Receipts Vat Re
Big Red Book Accounts v5 Stock Groups Stock Locations Setup Stock Items Setup Customer Prices Stock Adjustments Stock Take View/Change Stock Locations Enter a Sales Order Goods Despatch Goods Returned Inwards Sales Invoice from Goods Despatch Note Sales Invoice from Sales Order Purchase Order Goods Received Note from Purchase Order Goods Returned Outwards Purchase Invoice from a Goods Received Note Purchase Invoice from Purchase Order Stock Reports Year End Procedures Year End Overview Running Year End Rou
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Big Red Book Accounts v5 Welcome to Big Red Book “simply the easiest-to-use computerized bookkeeping package on the market” This User Guide has been written in plain English. It is unusual in that all the instructions, notes and hints contained within it have been carefully phrased so as to be understood by anyone. Even those with no formal training in keeping accounts or handling computers can approach each page with confidence. Setting up the system is easy provided you have the User Guide alongside.
Big Red Book Accounts v5 Contact Us Big Red Book Rathdown Hall Upper Glenageary Road Glenageary Co. Dublin Within Ireland: Tel: 01 2048300 Fax: 01 2048324 Within the UK: Tel: 0161 926 8822 Fax: +353 1 204832 Support : support@bigredbook.com Sales: sales@bigredbook.com www.bigredbook.
Big Red Book Accounts v5 Switching to SEPA The Single European Payments Area (SEPA) is a European initiative to standardize Euro currency electronic bank payments. By February 2014 all national payment systems in the SEPA zone will be replaced by SEPA. With SEPA, payments can be made to any bank in the SEPA zone.
Big Red Book Accounts v5 Company Selection When Big Red Book is first opened or File / Open Company is selected the Company Selection screen is displayed. The screen is similar to this: Open Click on Open to open the high-lighted company or create a new one. See Creating a New Company for details. Cancel This option closes the Company Selection screen. Delete To Delete a company, high-light it and click on Delete. This removes all that Company’s data from the computer.
Big Red Book Accounts v5 Quick Guide to Demonstration Companies Big Red Book® Evaluation Mode The unregistered program is a working version of Big Red Book® but operates with the following restrictions (among others): 1. A maximum of 1,000 transactions can be entered. 2. Only company three can be created. Demonstration data for one fictitious company is installed with the program. This company is called ABC COOLINGS SYSTEMS DEMO. In the UK version the company is called ILLUSTRATION COMPANY DEMO.
Big Red Book Accounts v5 Setting Up a New Company Creating a New Company When you open Big Red Book® the Company Selection menu is the first screen to be displayed on the screen. Initially three company slots are displayed. Each of the company slots is identified numerically from 001 onwards. The names of any companies that have already been set up, e.g. for demonstration purposes, will appear on the Company Selection menu.
Big Red Book Accounts v5 Company Name, Address, Phone etc. Type in the name of the company whose accounts will be maintained in this slot. If you will be using the Big Red Book® to print invoices and statements to be sent to your Customers, then your Company’s Name and Address as entered here can appear on them. Financial Year It is very important that the correct Financial Year be setup before you enter any transactions or balance data. You must enter a Financial Year to proceed.
Big Red Book Accounts v5 1) Treat As Invoices ages Credit Notes and Journals by their transaction date and applies them to the balance of the relevant period. 2) Treat As Payments applies the them to the Customers and Suppliers balances reducing the oldest first. Receipts/Payments Manual Allocation? Select Yes to manually allocate receipts from Customers and payments to Suppliers. This is sometimes referred to as ‘Open Item’ and is a more detailed method of keeping a Sales Ledger and a Purchase Ledger.
Big Red Book Accounts v5 Required Setup Data Before you can enter details transactions to Big Red Book you must setup: Analysis Categories (column headings) for each book - at least one category must be setup to use a book Vat Rates at least one for each type must be setup.
Big Red Book Accounts v5 Setup: Company Details The Setup / Company Details menu gives the following options: General This information will already have been entered when the company was created. Financial Year This information will already have been entered when the company was created. Changes to the financial year cannot not be made after transactions are entered.
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Big Red Book Accounts v5 Setup: Company Details : Electronic Funds Transfer The 'Electronic Funds Transfer' menu option is only displayed when you have selected 'Electronic Funds Transfer' in Setup / Options. Click on 'Use SEPA' to switch to the SEPA format for Electronic Funds Transfer. The National Payments System will ceased to operate from February 2014.
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Big Red Book Accounts v5 Setup: Bank Accounts Up to forty bank accounts can be maintained. When a Bank Account has been setup at least one Analysis Category must be assigned to it, see Setup: Analysis Categories To setup a Bank Accounts select Setup / Bank Accounts. At the browse screen click on Add. A screen similar to the one below will be displayed: A/C Code You must assign a unique code to each Bank Account. Details Name of the bank account. You may wish to include the bank account number.
Big Red Book Accounts v5 yet appeared on a bank statement, i.e. outstanding items. Default Bank Account If you set-up more than one bank account, “tick” the one you use most frequently. EFT Default Account This will only be displayed when 'Electronic Funds' is selected in Setup / Options. Select this option in the account used for Direct Debit / Credit transactions. Account Name Bank Account name for EFT or reference purposes. Sort Code Bank Sort Code, used in EFT or reference purposes.
Big Red Book Accounts v5 Setup: Analysis Categories To use any Book or Bank Account at least one Analysis Category must be setup. An Analysis Category is an heading under which an amount is analysed. Total Amount, Vat Rates etc. should not be entered here - this information is already setup. On the top menu select Setup / Analysis Categories.
Big Red Book Accounts v5 If you intend to make VAT returns under any of the Retailer or Pharmacy schemes it is important to use headings which will allow you to analyse sales and purchases into the necessary categories. User Defined Fields Two User Defined Fields are available for additional items for information for each transaction that you wish specify. In the above example User Defined Field 1 is labelled 'Sales Rep'.
Big Red Book Accounts v5 Setup: VAT Rates You must setup at least one Vat Rate. A Vat Rate of zero should be setup for transactions not subject to VAT. To Setup VAT Rates select Setup / Vat Rate from the top menu. A screen similar to the one below is displayed Some businesses may not have any Purchases for Resale e.g. a Service Business. Enter the Purchases and Sales VAT Rates used in your business. Tick 'Active' to make a rate available for data entry.
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Big Red Book Accounts v5 Setup: Suppliers Before you can enter purchase invoices or details of payments to Suppliers, it is necessary to enter basic Supplier information into your Purchase Ledger By setting up a Supplier (or Creditor) you are creating a Purchase Ledger Account which is used to keep track of amounts owed and payments made to Suppliers. To set up Suppliers you will need their business Names and Addresses (and the Contact Names, Telephone and Fax numbers etc. if you wish to use them).
Big Red Book Accounts v5 Red Book in August and have set the First Month to August. To enter the Supplier ’s opening balance click at the button marked O/Balance. When satisfied with the accuracy of the balance either click on OK to save and close. When Manual Allocations is not selected a screen similar to the one below is displayed. Enter the Opening Balance and then the aged break-down. Pressing PgDn in the Analysis fields will update the amount the the balance remaining to be analyzed.
Big Red Book Accounts v5 Setup: Customers Before you can enter sales invoices, or details of receipts from Customers, it is necessary to enter basic Customer information into your Sales Ledger. By setting up a Customer (or Debtor) you are creating a Sales Ledger Account which is used to hold details of sales made to and payments received from your Customers. To set up Customers you will need their business Names and Addresses (and the Contact Names, Telephone and Fax numbers etc. if you wish to use them).
Big Red Book Accounts v5 If you have a small number of Customers then consider using the first three or four letters of the Customer name as a code e.g. GUI or GUIN for Guinness. With a larger number of accounts a combination of letters and numbers works well, e.g. G0000001 or GA000001 for Gainers, G0000002 or GR000001 for Groves & Co. etc. Our Code This is the code by which your Customer identifies you. It is for memorandum purposes only.
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Big Red Book Accounts v5 Setup: Products Note: This section only applies if the Stock Module is off. The Products Listing can be accessed from the Setup menu or from the Lookup screen Products tab.
Big Red Book Accounts v5 Figure 3 - 2 Add a New Product Code Notes on setting up Product Codes Code This is a unique code up to 15 characters consisting of all numbers, all letters or a combination of both. Whether or not these Product Codes appear on your printed Invoices depends on which Invoice Layout you choose. For instance, an Accountant may wish to set up a code ACC1 with a description “For professional services in preparing year end accounts” etc.
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Big Red Book Accounts v5 Setup: Opening Cash Balances Initially Opening Balances for the Cash Book and the Petty Cash Book are entered in Setup / Opening Cash Balances. The balances entered are the balances as at the First Month of transaction entry. They will be updated as part of the Year-End Routine for subsequent financial years. Cash Book This refers to any money on hand (but not in the bank or in the petty cash box) at the time of starting to use the system.
Big Red Book Accounts v5 Setup: Reverse Charge VAT Reverse Charge VAT (applies in Republic of Ireland only) Purchases entered as ‘Reverse Charge VAT’ are automatically included in the T1, VAT on Sales, section of the Standard VAT Report, it will also be included in T2, VAT on Purchases, when ‘Credit Input for Reverse Charge Vat?’ is selected. The Nominal Account to Debit for Reverse Charge Vat can also be selected here.
Big Red Book Accounts v5 Changing Setup Info You have now set up the Big Red Book® for your company and are ready to enter data. Most of the information you have just entered can be changed at any time by selecting the relevant section from the Setup menu. However, there are a number of important exceptions to this: The Start Month of your accounting year, the Year itself and the First Month of transaction entry should not be changed once any entry has been made into any of the books.
Big Red Book Accounts v5 SEPA Electronic Payments Electronic Payments Electronic Payments are payments to Suppliers by SEPA Credit Transfer and receipts from Customers by SEPA Direct Debit. Electronic Payment menus and options are only visible when this option is selected in Setup / Options. You must be registered for EFT for this option to be available.
Big Red Book Accounts v5 SEPA Setup Currently there are two Electronic Payment options, the National (Std 18) format and SEPA. The National Payments System is being discontinued, cessation date is 1st February 2014. Payment files can still be produced in either format by selecting or unselecting the 'Use SEPA' option in Setup / Company Details / Electronic Funds Transfer. File Reference Each SEPA file must have a unique File Reference.
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Big Red Book Accounts v5 SEPA Credit Transfers From the EFT menu select 'SEPA Direct Credits'. You will be presented with the Payments tab, listing of all the Cheques Journal transactions marked for payment by Direct Credit. If for any reason a transaction is invalid e.g. missing BIC, IBAN or Bank Account Name the transaction will be marked as 'Valid?' - No and cannot be selected for inclusion in the file.
Big Red Book Accounts v5 Please note that there are restrictions on the characters that may be used in SEPA files, see SEPA Setup for options. File Reference This is a unique reference/identifier by which the file and transactions submitted will be referred to by the bank. It can be 35 characters in length. It will default to the File Reference specified in SEPA Setup with the addition of the current date and time to ensure it is unique.
Big Red Book Accounts v5 SEPA Direct Debits From the EFT menu select 'SEPA Direct Debits'. Please note that in the first SEPA Direct Debit file submitted all transactions must be flagged 'First' even where the Direct Debits are already in operation and amounts have been deducted under the national system. You will be presented with the Payments tab, listing of all the Cheques Journal transactions marked for payment by Direct Credit.
Big Red Book Accounts v5 Please note that there are restrictions on the characters that may be used in SEPA files, see SEPA Setup for options. File Reference This is a unique reference/identifier by which the file and transactions submitted will be referred to by the bank. It can be 35 characters in length. It will default to the File Reference specified in SEPA Setup with the addition of the current date and time to ensure it is unique.
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Big Red Book Accounts v5 Entering Transactions Entering Transactions The general principles of data entry are the same for all transactions in the day books. The title bar shows you exactly where you are in the Big Red Book®: the [Name of the Company (its number) ] then the Version Number of your copy of the software, then a hyphen and the identity of the book e.g.[ Purchases Book] that is on open display.
Big Red Book Accounts v5 Help Prompts In most data entry screen a help prompt is displayed at the bottom of the screen giving information on what is required in the currently selected field.
Big Red Book Accounts v5 Months 13, 14 and 15 As well at the 12 months of the current year each book of first entry also has a Month 13, 14 and 15. This is to allow for transactions for the following year while finalizing entries for the year just complete. Note: The Nominal Ledger is restricted to the 12 months of the current year. When the Year-End Routine is run all entries made in Month 13, 14 and 15 become the entries in Months 1, 2 and 3 in the new year and are posted to the Nominal Ledger.
Big Red Book Accounts v5 Making entries in the Petty Cash Book: The Petty Cash Book is intended for small, day-to-day expenses. As such, it is not included in VAT calculations nor does it update ledgers. It is not possible to pay a supplier directly from the Petty Cash Book, for example; this should be done from the Cash Book.
Big Red Book Accounts v5 You can now fill in the blank entry form with the details of each transaction. Hints on what to enter are displayed at the foot of the screen next to the symbol of the red book. Notes on Petty Cash Book Entries Date Enter transaction date. Reference This number shown in this box (maximum 10 digits) represents the “next sequential number” which the program “offers” you as you go about adding a series of transactions. If relevant, use the numbers printed on your Petty Cash dockets.
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Big Red Book Accounts v5 Debtor and Creditor Journals Occasionally you might need to make a direct adjustment to the balance on a Supplier’s or Customer’s account without making a normal entry in one of the day books. An example would be where you have a Customer’s account with a small balance which you wish to write off. This can be done by making a Debtors Journal entry.
Big Red Book Accounts v5 Notes on Creditors/Debtors Journal entries Month Either accept the current month which is on display, or pick-and-click whichever previous month to which this Journal transaction relates. Date Enter transaction date. As described earlier, the program attaches more importance to the month of entry than it does to the date of the transaction. Reference On display is the “next sequential number” as generated automatically by the program..
Big Red Book Accounts v5 Changing or Deleting Transactions All transactions can be changed or deleted except where Allocations is On and a transaction has been allocated to an Invoice or Payment. The Change and Delete facilities should be used with care. If, for instance, a Vat Return has been made for a given period, changing amounts or deleting transactions would mean that an manual adjustment would be required in the next Return to account for the discrepancy.
Big Red Book Accounts v5 Sales Ledger The Sales Ledger The Sales Ledger maintains records of transactions between your business and individual Customers. When you set up a new Customer you are creating a Sales Ledger Account. This account is automatically updated every time the Big Red Book® produces a Sales Invoice, or when you make an entry in the Sales Book recording details of an invoice or credit note sent to that Customer.
Big Red Book Accounts v5 Sales Book Overview There are two types of Sales Book transactions: Sales Transactions are the summary details of a sale, no details of individual items are entered. Sales Invoices have a detail line for each item sold. This is required to produce a Sales Invoice for the customer. In the Sales Book browse screen the Reference (Invoice) No. is enclosed in curly brackets e.g. {445} for Sales Invoices to distinguish them from Sales Transactions.
Big Red Book Accounts v5 Sales Invoice Entry Sales Invoices have a detail line for each item sold. This is required to produce a Sales Invoice for the customer. At the Sales Book browse screen click on the Add button. You will then be asked to Select Entry Type, select Sales Invoices, click OK. A screen similar to the one below is displayed if the Stock Module is off or if 'Sales Invoice original format' was selected in Setup/Options.
Big Red Book Accounts v5 to the right or enter the letter C. Number The next sequential Invoice Number is displayed and can be over-written. For multi-user systems 'AUTO' is displayed instead of the next number and cannot be changed. The next sequential number is assigned to the invoice when it is saved. To change this see Multi-User Preferences. Note: When the Invoice Number is changed manually, the system will treat the “new” invoice number as the new start point.
Big Red Book Accounts v5 The screen to Add a New Line Item to an Invoice Product If you have not set up Product Codes or do not wish to use one here, i.e. you will type directly onto the Invoice the Details of the Product or Service you have sold, then press the Enter key and move on. If you have set up Product Codes you can enter one here. Enter the Product Code directly or lookup Products by clicking on the rolodex icon or pressing F7.
Big Red Book Accounts v5 Analysis Categories Analyse the Net Amount of this Product/Detail line into one (or more) of the various analysis headings. The program will not allow you to proceed until the total of the Analysis Category amounts equals the Net Amount. Tip: When entering amounts in the Analysis Categories, the full or remaining unallocated amount can be entered into the box you are currently at by pressing the Page Down (PgDn) key.
Big Red Book Accounts v5 Sales Transaction Entry Sales Transactions are the summary details of a sale, no details of individual items are entered. At the Sales Book browse screen click on the Add button. You will then be asked to Select Entry Type, select Sales Book Entries, click OK. A screen similar to the one below is displayed. Sales Book entry screen Notes on Sales Book Entries Date Enter transaction date.
Big Red Book Accounts v5 A/C Code In all circumstances you must enter a Customer’s A/C Code. You must enter a Customer’s A/C Code. Press F7 or click on the rolodex icon to see a list of Customers or add a new one. Name Once you enter a Sales Ledger A/C Code the relevant Customer’s name will automatically display in this box. Detail This box, which you may skip if you do not wish to use it, allows you to further describe the transaction you are entering.
Big Red Book Accounts v5 amount. Copy Existing Entry This button allows the information from a different Sales Book entry to be taken and used in a new entry. When the button is pressed, you are asked for both the Reference Number and the Account Code of the invoice to be copied. With this information, the Big Red Book® fills in the details of the new invoice, which can then be edited if necessary, and saved. This feature is the same as that in the Purchases Book.
Big Red Book Accounts v5 Reverse Charge VAT Invoice Setting up a Sales Invoice Layout for Reverse Charge VAT For transactions subject to Reverse Charge VAT no VAT is charged, the Sales Invoice shows no VAT analysis details, it shows the VAT Registered Numbers of both parties and the a clear statement of who will account for the VAT . For a sub-contractor the statements is : ‘VAT ON THIS SUPPLY TO BE ACCOUNTED FOR BY THE PRINCIPAL CONTRACTOR’ .
Big Red Book Accounts v5 Printing Sales Invoices Click on the Print button in the Sales Invoice screen to print the displayed invoice directly to the default printer. To preview an invoice or print a batch of invoices select 'Print/Email...' at the bottom of the Sales Book screen. This screen is displayed: Select the required option: 1. Highlighted entry - print directly to the default printer. 2. Preview highlighted entry - preview the printed Invoice on screen. 3. Preview a batch of entries.
Big Red Book Accounts v5 Printing Statements Information from the Sales Ledger is used to produce Statements to be sent to Customers. Statements can be produced for one or more Customers and for a specified period. See Appendix A for samples of the different layouts available. To produce Debtor Statements: In the Reports menu select Sales Ledger and then Debtor Statements. Period From The current month will be displayed in the box entitled Period From.
Big Red Book Accounts v5 Selecting Form Layouts There are two choices of Form Design available: 1) Big Red Book Form Designer 2) Word Template using Word Mailmerge to print the Form. Selecting Form Layouts: At the top menu select Utilites / Form Design. A screen is displayed similar to the one below: When the Stock Module is On you will also see this panel: The default forms are displayed.
Big Red Book Accounts v5 Template to use. A number of sample Invoice and Statement Templates are provided.
Big Red Book Accounts v5 Cheques Journal Overview The Cheques Journal, sometimes known as the Cheques Payments book, is used to record details of all transactions which represent money paid out of your bank account(s). So as well as the details of the cheques you write you should also enter details of whatever has been paid out in the form of any bank interest, bank charges, direct debits, standing orders, transfers between bank accounts etc.
Big Red Book Accounts v5 Making Entries in the Cheques Journal To begin entering a transaction either click on the Add button or press A on the keyboard. A new window entitled Add a Cheques Journal Entry will appear. Alongside this title is the name of the bank account you are working with and confirmation of which month/year you are in. The Cheques Journal input screen Notes on Data Entry Regular Payment If the transaction being entered is a Regular Payment click at the button entitled Regular Payment.
Big Red Book Accounts v5 BC SO LOAN COR TFER Bank Charge Standing Order Loan Repayment Correction Transfer between Bank Accounts Transfer If you are entering details of a transfer between bank accounts enter here the code for the account into which funds have been transferred. To see a list of bank accounts either press the F7 key when you are at this box or point-and-click on the Transfer icon. Highlight the appropriate account then Select it and move on.
Big Red Book Accounts v5 Direct Credit If paying this supplier by Direct Credit tick this option. The Processed Date and Reference will be updating automatically when the Direct Credit is processed. Analysis Categories The system will only visit these boxes for non-Purchase Ledger transactions. Enter appropriate amounts in one or more of the boxes. The total of the amount(s) entered must equal the figure placed in the Total box.
Big Red Book Accounts v5 Regular Payments You can use the Regular Payments facility in the Cheques Journal to minimise the amount of typing required when entering recurring/same detail transactions such as standing orders, payroll cheques etc. The details of the 'Regular Payment' are saved and can be used to update new Cheques Journal transactions by clicking on the 'Regular Payments' button. To create a Regular Payment you can enter the transaction that will be recurring and Save.
Big Red Book Accounts v5 Transfers between Bank Accounts The transfer of funds between two bank accounts is recorded in whichever Cheques Journal is associated with the account from which the funds are being transferred. Entering such a transaction causes the following to happen: 1 The Cheques Journal for the bank account from which the funds have been transferred (where you made the entry) is updated in the same way as any normal payment transaction.
Big Red Book Accounts v5 Cash Book Cash Book Overview To open the Cash Book click at the Cash Book icon. On display is the Cash Book for the Current Month, the tab for which is highlighted in colour (e.g. Aug for August in Figure 2-4). Cash Receipts are recorded on the left under the heading CASH IN. Cash Payments are on the right under the heading CASH OUT. Each has its own distinct colour to help define where the dividing line is between the two.
Big Red Book Accounts v5 Cash Book Balances When the Cash Book is open you will notice a number of figures in the grey area above the buttons near the foot of the screen. These figures are important as they provide a link between your Cash Receipt and Cash Payment entries and an understanding of what they represent is the key to ensuring that your Cash Book balance is correct. All the figures on display relate exclusively to the month you are in, which is identified on the left.
Big Red Book Accounts v5 Cash Receipts The term Cash Receipts refers to all monies that come into your business, e.g. till receipts in the case of a cash retailer and/or payments to you from Customers for whom you maintain an Account in the Sales Ledger. Other occasional sources of Cash Receipts are: VAT refunds, insurance claims, income/dividends from investments, rent received and loans from banks etc. To begin entering a transaction click on the Receipts button or press the key for the letter R.
Big Red Book Accounts v5 list. Alternatively, you can use the -Search- facility by typing one or more letters of a Customer’s Name. Having identified the correct A/C Code, Select it (double click has the same effect) and move on. Name/Details You can type up to 40 characters of text to describe the transaction you are entering, e.g. Shop Sales, Tuesday Sales, Till Receipts etc. If you have already entered a Customer A/C Code then that Customer’s name will automatically display in this box.
Big Red Book Accounts v5 Save/Lodge Clicking on this button not only saves the transaction you have just entered, but also generates an automatic Cash Payments entry to lodge that transaction to a bank account. You will be prompted to enter the account code for the relevant bank account. This option is very useful for electronic bank transactions and lodgements that get lodged individually.
Big Red Book Accounts v5 Cash Payments The term Cash Payments refers to what happened to the money received by the business, e.g. most is usually lodged at the bank, but some might be paid out to Suppliers or as wages/expenses etc. In the Cash Book click on the Payments button or press the key for the letter P. A screen entitled Add a Cash Payment Entry will appear. Figure 2 - 7 Cash Payments input screen (showing entries for a Lodgement) Fill in the blank entry form with the details of the transaction.
Big Red Book Accounts v5 You can type up to 40 characters of text to describe the transaction you are entering, e.g. Wednesday Lodgement or Lodgm 32 (if your lodgement slips are numbered). If you have already entered a Supplier A/C Code then that Supplier’s name will automatically display in this box. When ready, move on. Note: The Abbreviations feature can be used to save typing and to standardise the input of text.
Big Red Book Accounts v5 Printing and Exporting Transaction Reports From each of the books of original entry, Cash Book, Cheques Journal, Sales and Purchases Books and the Petty Cash Book, you can produce two kinds of transaction report: Detail Reports list all transactions for a given period. They show all the information you have entered such as Date, Reference Numbers (if any), the Total Amount, VAT (if any) and how you have analysed them under the various Analysis Categories.
Big Red Book Accounts v5 Printer Setup and Fonts When a report is displayed or on-screen a grey line shows where the edge of the printed page is estimated to be. If a report is too wide there the Printer Setup can be used to print Landscape rather than Portrait. Font Sizes can also be used to reduce the size of the printed report. To change the orientation from Portrait to Landscape click on the 'Printer Setup' and choose Landscape.
Big Red Book Accounts v5 Exporting Reports to other Programs Each of the reports in Big Red Book can be exported to other programs, with the exceptions of the Debtors Statements, Company Details and Integrity Check reports. To export, first print the report on-screen. Click on the Export button to export the report, a screen similar to the one below is displayed The default Export Format is 'Microsoft Excel' . To choose another format click on the drop-down button and select the format required.
Big Red Book Accounts v5 Purchase Ledger Purchases Book Overview The Purchase or Creditors Ledger is used to maintain records of transactions between your business and individual Suppliers. You normally use the Purchase Ledger to find out how much you owe your Suppliers and to see details of your transactions with them. Other terms with which you may be familiar are “Ledger Cards” or “Supplier Accounts”. When you set up a new Supplier you are creating a Purchase Ledger Account.
Big Red Book Accounts v5 Purchases Transaction Entry At the Purchases Book browse screen click on the Add button. A screen entitled 'Add a Purchase Book Entry' plus the month / year selected in the browse screen is displayed: Purchases Book input screen To enter invoices in the Purchases Book: Notes on Purchases Book Entries Date Enter transaction date. As described earlier, the program attaches more importance to the month of entry than it does to the date of the transaction.
Big Red Book Accounts v5 Once you enter a Supplier's Account Code the Supplier’s name will automatically display in this box. Detail This box, which you may skip if you do not wish to use it, allows you to further describe the transaction you are entering. Type in whatever you choose (maximum 40 characters) or pick-and-click an Abbreviation from the drop-down list, then move on. Total Enter the VAT inclusive total of the invoice, i.e. the gross total.
Big Red Book Accounts v5 The Category is updated with the remaining amount to analyse. User Defined Field(s) If relevant, enter appropriate details into either or both of the User Defined Fields. (Figure 2-8 above shows both fields as having been activated with the titles Job No and Dept No). Copy Existing Entry This button allows the information from a different Purchases Book entry to be taken and used in a new entry.
Big Red Book Accounts v5 Purchases from EU Countries VAT is not charged on purchases from other EU countries when you supply your VAT Registered Number to the vendor. . However, you are required to keep records of these purchases and record Notional VAT as if the goods were purchased domestically. The example below shows the implications of this for your record keeping. Assume that you have purchased €200 of goods from Spain. Assume also that your domestic VAT rate for these goods would be 21%.
Big Red Book Accounts v5 VAT only Invoices VAT-only invoices typically come from Customs or from freight shippers and relate to the VAT element for goods previously imported. They usually relate to goods imported from outside the EC. Typically an invoice with no VAT element will have already been received from the foreign supplier. The best approach to entering VAT-only invoices is to think of them in conjunction with the original invoice from the foreign supplier, and is best understood by example.
Big Red Book Accounts v5 Reverse Charge Vat Reverse Charge VAT - applies to Republic of Ireland only If you are Principal Contractor you may receive an Invoice from a subcontractor showing no VAT but stating that “VAT on this supply to be accounted for by the Principal Contractor” There is no VAT charged on this invoice but you must account for the VAT that would normally have been charged. If you are entitled to an Credit Input i.e.
Big Red Book Accounts v5 View a Supplier Ledger Account In the Lookup screen click on the Suppliers tab. Locate the supplier by scrolling through the suppliers or use the Search box to search by Account Code or Name. To view the Ledger press [Enter], double click on the Supplier line or click the The Lookup screen showing a Supplier’s Ledger A/C Details of a transaction can be viewed by clicking on the View button. To print the Ledger Account click on Print.
Big Red Book Accounts v5 Purchase Ledger Reports There are a number of reports relating to the Purchase Ledger and the purpose and content of each will be described below. The Purchase Ledger Reports menu Ledger Accounts This report displays all transactions for specified Suppliers for a specified period. The format of the report is very similar to the Lookup - Suppliers option.
Big Red Book Accounts v5 Opening Balance - The total of the balances owed to all Suppliers at the beginning of the chosen start month. Invoices - The total of all Suppliers’ invoices (less credit notes) entered in the Purchases Book for the specified period. Cheques, Cash and Discounts - The totals (respectively) of all payments entered to Suppliers’ Accounts through the Cheques Journal and Cash Payments Book, and the total of any Discount Received as entered in both of these books.
Big Red Book Accounts v5 Bank Accounts Bank Accounts Overview The Big Red Book® allows you to maintain details of activities and balances on up to forty bank accounts. To setup a Bank Account see Setup: Bank Accounts Unlike the most of the other books in the Big Red Book®, you do not make entries directly into bank accounts. Whenever you enter details of lodgements into the Cash Payments Book and details of cheques, direct debits etc.
Big Red Book Accounts v5 Bank Control Account Report This report provides a summary of all activity for a particular bank account. It will contain those entries made in a month or range of months which you specify at the start of each report. It is useful in providing a quick overview of the activity on an account. To produce this report: 1 From the top menu select Report / Bank Accounts / Bank Control Account 2 Select the range of Months you wish to print the report for.
Big Red Book Accounts v5 Bank Account Details Report The Bank Account Details report resembles a bank statement as it simply contains columns for Date, Reference, Particulars/Payee, Cheques etc. (payments from the account), Lodgements etc. (amounts entering the bank account), and a Tick column. This report is very useful as it provides a hard-copy list of the bank account transactions recorded in the Big Red Book® which can be compared against the bank statement.
Big Red Book Accounts v5 Bank Reconciliation Bank Reconciliation You can at any time look up the balance of a Bank Account. However, if you looked up the bank balance in the program and then rang the bank to ask them the balance according to their records, you would generally find their answer would be different to yours. The main part of the difference would be due to what are called Outstanding Items. These are items which are part of your records but have not yet appeared in the bank’s records.
Big Red Book Accounts v5 Preparing to do a Bank Reconciliation When you receive a bank statement and prior to starting the reconciliation you should: 1. Ensure that your have entered into the Cash Payments Book the details of all lodgements made, and that your have entered into the Cheques Journal details of all cheques etc. written. Normally the sources for these entries should be your lodgement slips and cheque stubs rather than the bank statement itself.
Big Red Book Accounts v5 4 Displayed in the middle of the screen is the list, in date order, of all transactions you have entered which affect this bank account. The highlighted entry is the last one on the list. Each item that features on the bank statement should also appear on this list. You should now take each item in turn from the bank statement and find it on the list on the screen. You can scroll through the list using the arrow, Page Up and Page Down keys.
Big Red Book Accounts v5 Doing the Bank Reconciliation Having done both the preparatory work and the ticking (see Preparing to do a Bank Reconciliation), your bank account records should be completely up-to-date. The bank balance in your records is termed the Actual or True Bank Balance since it is now more accurate than the statement balance. Any difference between the bank balance according to your records and the statement balance can now only be due to outstanding items.
Big Red Book Accounts v5 Total of Outstanding Entries This is the total amount of entries in the Bank Ledger which have not been 'ticked' as being on a Bank Statement. Actual Bank Balance On entering the Bank Statement Balance the Total of Outstanding Entries is deducted to give the Actual Bank Balance. The difference between this and the Bank Ledger balance in Big Red Book is reported as a Discrepancy.
Big Red Book Accounts v5 VAT Returns Standard VAT Report The Standard Vat Report calculates data for the VAT 3 Report from the Sales Book and Purchases Book for the period selected. The normal formula for calculating VAT payable for a period is: Total VAT collected on sales for the period minus Total VAT paid on purchases for the period Important Notice The owners, partners or directors of a business are solely responsible for the making of correct VAT returns to the Revenue Commissioners.
Big Red Book Accounts v5 It is recommended that you file the report with your copy of the VAT return. It is also advisable to print and file a copy of the Purchases Book VAT Details and Sales Book VAT Details reports for the period in question. These will show the basis for your VAT return and will be useful to your accountant or in the event of a tax audit.
Big Red Book Accounts v5 Retailer VAT Scheme Retailer VAT Overview This chapter explains how to produce the reports you will need to help you fill in your VAT3 and Annual Return of Trading Details forms assuming you use one of the special calculation schemes for Retailers (not including Pharmacists). If you use a different method (VAT on a Cash Receipts basis, the special scheme for Pharmacies, or the Standard scheme based on invoiced purchases and invoiced sales) you should refer to a different chapter.
Big Red Book Accounts v5 Data for Retailer VAT Calculations The Retailer VAT Calculations module is not integrated with the rest of the program. This means that the information needed to calculate your VAT liability is not automatically extracted from the various books. In order to use the module you must enter this information when prompted.
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Big Red Book Accounts v5 Retailer VAT Module At the top menu select VAT / Retailer VAT Calculations 2. Select the VAT Period and Year as appropriate 3. Point at the 0 shown in the Sales Categories box and enter the number of different Sales Categories you wish to include in the calculations. Press Enter twice or point-and-click at OK. 6. You will now be prompted to enter the following information for each Sales Category in turn: Sales Category (i.e.
Big Red Book Accounts v5 Pharmacy VAT Scheme Pharmacy VAT Overview Important Notice The owners, partners or directors of a business are solely responsible for the making of correct VAT returns to the Revenue Commissioners. Big Red Book® accepts no responsibility for errors arising from the use of this program for the calculation of VAT liabilities. For Pharmacist, like other retailers, it is generally impractical to identify and record the VAT element on each sale.
Big Red Book Accounts v5 Data for Pharmacy VAT Calculations The Pharmacy VAT Calculations module is not integrated with the rest of the program. This means that the information needed to calculate your VAT liability is not automatically extracted from the various books. In order to use the module you must enter this information when prompted.
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Big Red Book Accounts v5 Pharmacy VAT Module To use the Pharmacy VAT Module select VAT / Pharmacy VAT Calculations from the top menu. A screen similar to this is displayed: Select the VAT Period and Year as appropriate and enter the number of Single Rate Sales Categories (e.g. Salon, Photography etc.) you wish to include in the calculations. If you are using the program purely to apportion general shop sales (Mixed Rate Sales) as adjusted for GMS receipts, then leave this number at 0.
Big Red Book Accounts v5 appropriate VAT headings This information will come directly from your GMS reports for the relevant months. GMS Adv. Adjustments & W/Holding Tax (Only enter Euro; ignore cents) From the GMS reports enter the amounts of any Advance Adjustments and Withholding Tax for the VAT period in question. View All Months Click on the 'View All Months' to display the figures for previous months. The two months which are the subject of your current calculations are highlighted for you.
Big Red Book Accounts v5 Pharmacy VAT - SHOP SALES data entry screen Sales Categories If you indicated that you had additional categories of goods selling at a single VAT rate (e.g. Salon, Photography etc.) you will next be asked to enter information about these categories. Each category will have a separate screen on which you should enter the following: Sales Category Enter the name of this category of sales, e.g. Salon or Photography etc.
Big Red Book Accounts v5 VAT Workings Summary of VAT Calculations Details for Bi-Monthly VAT3 Form Details for Annual Return of Trading Details We recommended that you print the report and file it with the GMS report and a copy of the VAT Return you submit. It is also advisable to keep a copy of the Purchases Book VAT Details and Cash Book Details reports for the period in question. Together these reports will show your accountant the basis for your VAT Return.
Big Red Book Accounts v5 Vat on Cash Receipts VAT on Cash Receipts Overview For the Cash Basis of Accounting for VAT, VAT on Sales is based on Cash Received rather than on Sales Invoices. There are two ways in Big Red Book to account for VAT on a Cash Received Basis: Method 1: Analyse Cash Receipts for VAT when entering transactions To use this method in Setup / Options select Yes for 'VAT on Cash Receipts ?' This option is only available when 'Receipts/Payments Manual Allocation ?' is not selected.
Big Red Book Accounts v5 Recording VAT on Cash Receipts Using Method 2 (with Allocations) Cash Receipts are entered as usual and allocated against Sales Transactions. Using Method 1 (without Allocation) details of receipts from customers are entered in the Cash Receipts Book.
Big Red Book Accounts v5 Cash Accounting VAT Reports Using Method 1 (without Allocations) An additional report is displayed on the VAT Menu - VAT on Cash Receipts. This report is similar to the VAT3 report but the Sales are taken from the Vat Analysis in the Cash Receipts Book rather than Sales Invoices. The report is formatted to make it as easy as possible to fill out your VAT form, i.e. the totals to be entered in boxes T1, T2 etc. of the VAT3 form are separately identified.
Big Red Book Accounts v5 Select this option with VAT3 Summary Report and enter a Return Code. When you then click on Print you will be given the following warning: If you are happy that the transactions are correct you can click on Yes. Review An Existing Return Select the Return Code for the submission to be reviewed and the Periods for that return. Print the reports to be reviewed.
Big Red Book Accounts v5 Receipts and Payments Allocation Overview To manually Receipts and Payments to Invoices select Yes to 'Receipts/Payments Manual Allocation? in Setup / Options. When Allocations is On each receipt from a Customer or payment to a Supplier is allocated to one or more invoices or journals. An alternative name for this method is Open Item, so called because individual invoices remains open to view on the ledger account, month after month, permanently if necessary.
Big Red Book Accounts v5 Opening Balances Opening Balances are calculated and maintained differently by Big Red Book depending on whether Allocation is On or Off. When Allocation is Off the opening balance is calculated at year end and the previous year's transactions are deleted. This is the 'Balance Brought Forward' method. With Allocation On customer's and supplier's Opening Balances are calculated from the outstanding balances of all transactions.
Big Red Book Accounts v5 Allocating Receipts and Payments When a Receipt from and Customer or Payment to a Supplier is entered you are prompted to Allocate it against open Invoices for that Customer or Supplier. If there are no open invoices to be allocated to the following screen is displayed: If there are invoices to be allocated they are displayed on a screen similar to the following: In this case a payment of 800 has been entered this is displayed at 'Total Amount' and 'Unallocated' amount.
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Big Red Book Accounts v5 Allocating to Credit Notes and Journals Credit Notes and Journals are seen by the system as Invoices and cannot therefore be allocated to Invoices. A Payment must be allocated to a Credit Note or Journal which then increases the amount of that payment that is available for allocation.
Big Red Book Accounts v5 Screen Displays and Reports When Allocations is On, several screens/reports will appear slightly differently as follows: Cash Book and Cheques Journals screens have a column entitled Unallocated.
Big Red Book Accounts v5 Book Enquiry Book Enquiry Book Enquiry Reports differ from the standard Transaction Detail Reports in that you have more control over which transactions appear and you also control which columns appear in the report. You could, for instance, use this facility to obtain a list of whichever transactions in the Cheques Journal have an amount entered under the SUNDRY column, or any other Analysis Category in which you have an interest.
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Big Red Book Accounts v5 Selecting Transactions The main purpose of Book Enquiry is to allow you to select transactions meeting some criteria, e.g. all entries with an amount in the SUNDRY column, all sales made to a particular Customer or all transactions with a common entry in a User Defined Field. To make such a selection you need to set range on the values for the Column you are searching on. Click on the Column you are enquiring on and then click on 'Set Range...
Big Red Book Accounts v5 Show or Hide Columns You can control which columns appear on the screen and on any reports you print Showing and Hiding columns. All available columns are displayed initially to hide columns: 1. Click on Show/Hide button or press the key for the letter H. 2. Displayed in mid-screen is list of all available columns. Click on columns not required; this has the effect of “unticking” them. Clicking on an already unticked box will restore the tick.
Big Red Book Accounts v5 Changing the width of a column To change the width of a column: 1. Point the cursor to the side of the Title Box of the column whose width you wish to change. When the mouse is directly on the line which divides that column from the next column it should display as a symbol with two arrowheads pointing in opposite directions.. 2. Whilst holding down the left-hand button on the mouse, “drag” the dividing line to the left or right. 4.
Big Red Book Accounts v5 Moving columns around To change the order in which columns are displayed and printed: 1. Place the mouse pointer in the Title Panel of the column you wish to move. 2. Hold down the left-hand mouse button and, keeping it down, slide the column heading (left or right) into whichever position you now wish it to occupy. Then release the mouse.
Big Red Book Accounts v5 Print, Sort and Sub-Total If you wish you can also obtain sub-totals for each common group of transactions. For instance, assume you want a report showing all cheques which have an amount in the WAGES column, sub-totalled by employee. 1. Set a Range for the 'Wages' column of 'Suppress Zeros'. This will restrict the transactions displayed to those with a value in the Wages column. 2.
Big Red Book Accounts v5 Saving and Recalling Reports Once you have entered all the selection criteria for a particular report you can Save the selection and settings for future use. This is particularly useful where you want what is essentially the same report for different periods, e.g. Monthly Sales sub-totalled by Sales Rep’, a weekly list of Wages Cheques by Employee, a periodic list showing which Customers or Suppliers gave or received a Discount etc. To use this facility proceed as follows: 1.
Big Red Book Accounts v5 Exporting a Report There are two ways to export data from a Book Enquiry. The Export option is used to exported the displayed data as is to Excel and other formats. The Print option is used to display a report on-screen, which can be sub-totalled and this report can then be exported to Excel and other formats. Export Option If Excel v7 or earlier is installed on the computer the data will exported to Excel spread-sheet and the spread-sheet will be opened.
Big Red Book Accounts v5 Making the Most of the Book Enquiry The Book Enquiry is a powerful enquiry and reporting tool. For instance, the optional User Defined Fields in each book can be used to code transactions in such a way as to assist reporting using the sub-totalling facility. As an example, coding each Purchases Book entry with a Project Number a User Defined Field would allow sub-totals of costs associated with multiple projects to be extracted with Book Enquiry.
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Big Red Book Accounts v5 Setup Menu Company Details See Setup: Company Details -o- p136
Big Red Book Accounts v5 Nominal Accounts For an overview of how the Nominal Ledger is operated see Nominal Ledger: Overview Before making changes to the setup of the Nominal Ledger see Initial Setup of Nominal Ledger Select Setup / Nominal Accounts to display a listing of the Nominal Accounts. Use the Add, Change, View and Delete buttons to maintain the Chart of Accounts. Deleting a Nominal Account A Nominal Account can only be deleted when there are no transactions posted to it.
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Big Red Book Accounts v5 Control Accounts See Nominal Ledger Control Accounts -o- p139
Big Red Book Accounts v5 Reverse Charge VAT There is a Reverse Charge VAT scheme for the Construction Industry. From June 2011 this scheme will also be available to Scrap Metal dealers.
Big Red Book Accounts v5 Bank Accounts The option the Delete Bank Accounts is only given when accessed via the Setup Menu.
Big Red Book Accounts v5 Analysis Categories See Setup : Analysis Categories -o- p142
Big Red Book Accounts v5 VAT Rates See Setup : VAT Rates -o- p143
Big Red Book Accounts v5 Suppliers The option the Delete Suppliers is only given when accessed via the Setup Menu.
Big Red Book Accounts v5 Customers The option the Delete Customers is only given when accessed via the Setup Menu.
Big Red Book Accounts v5 Bank Branch Lookup Each Bank Branch has a unique Sort Code. As Bank Branch details are added in Customers and Suppliers Bank Details a lookup file is maintained for the Bank Name and Branch. This is to facilitate accuracy and reduce repetition in data entry. When a Sort Code is entered in a Customer or Supplier Bank Details the Bank Name and Branch are displayed if this Sort Code has already been entered.
Big Red Book Accounts v5 Opening Cash Balances See Setup : Opening Cash Balances -o- p147
Big Red Book Accounts v5 Regular Payments The Cheques Journal has a Regular Payments facility which allows you to minimize the amount of typing required when entering recurring/same detail transactions such as standing orders, payroll cheques etc. The procedure for setting up a Regular Payment is broadly similar to entering any transaction in the Cheques Journal.
Big Red Book Accounts v5 Passwords Access to information in Big Red Book® can be controlled by Passwords. For instance, if you set up a Company Password that password is required to open that company. In a similar way individual Passwords can be set up for the different books within each Company. This facility can be used to grant different levels of access to different users of the program. The Company Password is used to restrict access to the company data as a whole.
Big Red Book Accounts v5 Multi-User Preferences In a multi-user installation there are options to assign the next available reference number as transactions are saved rather than as they are created to avoid missing or out-of-sequence references. Tick the books for which you require auto-generation. The word ‘AUTO’ appears in the Reference box when adding a transaction when this option selected.
Big Red Book Accounts v5 Lookup Lookup Facility Wherever a code is required in Big Red Book a lookup list is available by pressing F7 when in the field or clicking on the rolodex icon next to the field. For a general lookup of the most frequently used data press F9 or click on the Lookup icon The available lookup tabs will vary depending the version installed and the active options: All of these tabs, except for Abbreviations are also available on the Setup Menu.
Big Red Book Accounts v5 Abbreviations The Abbreviations file does not feature on the Setup list and is only to be found in the Lookup facility. At various times when entering transactions into the system you will need to enter either a description, a name or some relevant details to help explain each transaction. For instance, when entering details of wages cheques you would want to enter the name of an employee, e.g. Joe Smith.
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Big Red Book Accounts v5 Utilities Menu Form Design Form Design gives to facility to create or modify form layouts for Sales Invoices, Credit Notes and Customer Statements. Where the Stock Module is active form layouts can also be created or modified for Sales Orders, Purchase Orders, Purchase Invoices, Goods Despatched Notes, Goods Received Notes, Goods Returned In Notes and Goods Returned Out notes. See Selecting Form Layouts for details on choosing a form layout.
Big Red Book Accounts v5 Audit Trail An Audit Trail record is kept of all transactions and activities in Big Red Book. These transactions can be viewed in Setup / Audit Trail and ordered by Date, User or Reference. To find a particular transaction or event Reports / Book Enquiry / Audit Trail is recommended.
Big Red Book Accounts v5 Year End Routine For details see Year End Procedures -o- p156
Big Red Book Accounts v5 Colours Setup : Colours allows you to change the colours of Titles and Backgrounds in the various books. Colours are a useful indicator of want Book or transaction type you are viewing.
Big Red Book Accounts v5 Period Control Period Control allows you ‘Close’ or 'Lock' any of the Books for any or all months. This will prevent anyone from Adding, Changing or Deleting any entry for that Month in that Book. This facility is particularly recommended when you keep company data for previous years. The ‘Close All’ option can be used to protect all books and prevent someone from inadvertently adding or changing data in a closed year.
Big Red Book Accounts v5 Registration The Registration screen can be accessed by selecting File / Registration from the top menu and also Utilities / Registration when a company is open. For details see Registering Big Red Book.
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Big Red Book Accounts v5 Integrity Check General Integrity If there is an issue with data the Support Team will usually run this option which is a general Integrity Check on the data. The type of data integrity checked is that all the category analysis net amounts plus the vat amount equal the total. Sometimes the errors reported can be ignored, for instance, if Allocations is switched on during the year the opening balances may not have been analysed for VAT.
Big Red Book Accounts v5 Vat Discrepancy When entering VAT amounts there will sometimes be a small discrepancy between how Big Red Book calculates the VAT and the VAT analysis on the transaction being entered. Such small discrepancies are allowed in the system where the user chooses to accept them. This report lists the VAT Discrepancies.
Big Red Book Accounts v5 Duplicate Check Customers and Suppliers codes must be unique. If an Customer or Supplier codes are is duplicated due to data corruption Debtors and Creditors balances will be incorrect. This report identifies duplicate Customer and Supplier codes and also gives the option to delete a code where duplicates are found. If duplicate codes are found and the removed, the report should be re-run to ensure that all duplicates are deleted.
Big Red Book Accounts v5 Allocations Integrity If there is an issue with Allocations, the Allocations Integrity Check is run a check to ensure that all allocations are recorded correctly. Where discrepancies are found the Big Red Book Support Team will advise on the steps to take to correct the data.
Big Red Book Accounts v5 Invoice Line Items If issues arise with detail lines of invoices this report is run to check the integrity of the line item data and the corresponding invoice header data. If errors are found the Big Red Book Support Team will advise on the steps to take to correct or recov er the data.
Big Red Book Accounts v5 Generate Nominal Ledger See Nominal Ledger : Generate Nominal Ledger -o- p166
Big Red Book Accounts v5 Reverse Vat on Cash Receipts Vat Return When using Allocations and making VAT Returns on Cash Receipts / Cash Accounting basis allocated transactions are marked as being 'submitted' and assigned a Return Cod. The transactions will not excluded from the calculation of last VAT submissions. This facility is provided for when a user wishes to 'undo' a submission i.e. unmark all the transactions for a selected Return Code.
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Big Red Book Accounts v5 Send Company Data... This option launches the Backup Company Data and when the backup is complete creates an email with the Backup file as an attachment. The email created is by default addressed to support@bigredbook.com, subject of 'Back of ' plus name of the company and the User No. in the body of the email.
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Big Red Book Accounts v5 Edit Recurring Invoice VAT Rates This is a utility to change the VAT Rates in Recurring Invoices. To use this utility, simply select the Existing Vat Rate and the New Vat Rate and click the Update button. All Recurring Invoices with the original 'Existing Vat Rate' will be updated with the 'New Vat Rate'.
Big Red Book Accounts v5 Edit Recurring Invoice Price When the price of a product changes this utility can be used to change the price in recurring invoices which include that product.
Big Red Book Accounts v5 Install PDF Writer The Big Red Book PDF Writer is a printer that captures the reports sent to in in PDF format. When emailing forms such as Invoices and Statements in Big Red Book the forms to email are first output to PDF format using Big Red Book PDF Writer. This utility connects to the Big Red Book website to download the installation file for the Big Red Book PDF Writer. The file is called BRB_PDFWriter.exe.
Big Red Book Accounts v5 Nominal Ledger Overview The Nominal Ledger, sometimes known as the General Ledger is necessary if you wish to produce Nominal reports such as the Trial Balance, Trading and Profit & Loss and Balance Sheet reports. The Nominal Ledger is not essential to keep the standard day books in Big Red Book and is an option that is purchased in addition to the basic package. Whether the Nominal is On or Off all transactions are posted to the Nominal in the background.
Big Red Book Accounts v5 Initial Setup of Nominal Ledger No Nominal Journals should be entered, particularly Opening Balances, until this initial setup procedure of the Nominal Ledger complete. A number of steps are required to properly setup the Nominal Ledger: 1. 2. 3. 4. 5.
Big Red Book Accounts v5 Nominal Accounts You will need the information listed below for each Nominal Account you wish to set up. This list is followed by step-by-step instructions on how to enter this information. Nominal Code You must assign a unique code to each Nominal Account. Codes can be up to 4 characters long and consist of any combination of numbers, letters or other keyboard characters. If you are already using a coding system you may wish to retain it.
Big Red Book Accounts v5 3. Following the guidelines described above, fill in the form that appears on the screen and click on Save. Deleting a Nominal Account: A Nominal Account cannot be deleted whilst transaction activity remains on it even though the balance might be zero.
Big Red Book Accounts v5 Control Accounts A Control Account is a Nominal Account which is updated with the total of all the transactions to a ledger or bank account. A default set of Control Accounts are setup with accounts from the default Chart of Accounts. The Debtors and Creditors Control Accounts cannot be changed once transactions have been entered to Big Red Book. If you wish to assign different Nominal Accounts to the Control Accounts you can do so in Setup / Control Accounts.
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Big Red Book Accounts v5 Generate Nominal Ledger It is essential that the Generate Nominal Ledger procedure be run after the Nominal Ledger has been setup and all Control Accounts, Analysis Categories and Bank Accounts have been assigned Nominal Accounts. This procedure posts each transaction to the Nominal Ledger, updating the Control Accounts.
Big Red Book Accounts v5 If you have a backup click on Yes to proceed.
Big Red Book Accounts v5 Nominal Journals To make a direct adjustment to the balances on some Nominal Accounts without making an entry in the day books a Nominal Journal entry can be made.
Big Red Book Accounts v5 Accruals and Prepayments All Accruals and Prepayments automatically reverse in the subsequent month. The Copy function can be used to copy batches to other months. When using the Journals function to make an entry which you will subsequently want to reverse, e.g. to record Opening and Closing Stock Balances for a period, then you should confine such an entry to its own batch.
Big Red Book Accounts v5 Nominal Ledger Reports The Nominal Ledger Reports available from the Reports / Nominal Ledger Menu: -o- p185
Big Red Book Accounts v5 Multi-User Operation Multi-User use of the Big Red Book To set up the Multi-user version of the Big Red Book, the Server Install is run on the server and a Client Install is run on each of the other computers using Big Red Book. Each of the licensed computers must be registered with the Multi-user option. Reference Numbers In single user operation The program is set up to automatically assign reference numbers to entries in the day books so as to avoid duplication.
Big Red Book Accounts v5 Networking Big Red Book without Multi-User version It is possible to have several users using the Big Red Book® over a network, in which each user can see the same companies. This, however, is limited in so far as only one user can open and work in a company at one time. A message saying that “Another User has Exclusive Use of this Company” is displayed when a user tries to open a company already in use by another user.
Big Red Book Accounts v5 Client Account Companies Client Account Companies A Client Account Type of company is used to maintain details of funds held on behalf of clients. A Client Funds type company can only be used if you are registered for Client Accounts. When the Big Red Book is registered for the Client Accounts module, on creating a new company a menu is displayed giving the option of setting up Office accounts or Client accounts.
Big Red Book Accounts v5 Clients Account Ledger The Clients Account Ledger is used to maintain records of transactions involving funds held on behalf of your clients. You normally use the client’s ledger to find out how much of the monies held in a client funds account belongs to each client and to see details of transactions for these clients. When you set up a new client you are creating a Clients Ledger Account.
Big Red Book Accounts v5 Making Entries into Client Accounts Entries to the various books are made as indicated in the following table: TYPE OF TRANSACTION WHERE TO ENTER IT Details of AMOUNTS RECEIVED from or on behalf of Clients for lodgement in Client Funds account. CASH RECEIPTS BOOK Details of AMOUNTS LODGED in Client Funds Account(s). CASH PAYMENTS BOOK Details of CHEQUES WRITTEN on behalf of clients from Client Funds Account.
Big Red Book Accounts v5 The Regulation 22(2) Control Report The Regulation 22(2) Control Report In Client Account type companies, the balance on a client’s account as per the Clients Ledger should represent the amount of money held for that client in one or more client funds bank accounts. Therefore the total of balances held in all bank accounts should be reconcilable to the total balance for all accounts in the Clients Ledger.
Big Red Book Accounts v5 Client Account Reports In the Reports menu at the top of the screen, select Clients Ledger Ledger Accounts This option produces a report displaying all transactions for specified clients for a specified period. The format of the report is very similar to the View Clients Ledger Account option. It differs in that the report can be printed as well as viewed on the screen.
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Big Red Book Accounts v5 Overview of Stock Module Activate the Stock Module If you do not see the Stock Module icon on the main toolbar go to the Setup menu at top of screen, and then click on Options at bottom of list. You will receive a warning at this point that changing anything on this screen could affect the integrity of your data. Change the Stock Module option to YES and click on Save. Each Stock Item must belong to a Stock Group and be assigned to a Location.
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Big Red Book Accounts v5 Stock Groups The purpose of a Stock Group is to assign a default Analysis Category and Nominal Code (when the Nominal is switched on) for Stock Items in the group to facilitate grouping for reports. To Setup a Stock Group: 1. On the Stock Module toolbar click on Stock Group tab. 2. At the bottom of this window click on the ADD button to setup a new Group. 3. Enter in a Group Code which can have letters and/or numbers. 4. Enter in a Group Name of your choice. 5.
Big Red Book Accounts v5 Stock Locations Stock locations record the physical location of stock. At any time you will be able to see how much of each item is in each location. There is no restriction to the number of locations that you can have. The system requires that you have at least one location. To setup a Location 1. 2. 3. 4. 5. On ‘Stock Module’ icon on your Tool Bar click on the Locations tab. At the bottom of this window click on the ADD button to setup a new Location.
Big Red Book Accounts v5 Setup Stock Items To create a Stock Item: 1. 2. 3. 4. 5. 6. 7. 8. On the ‘Stock Module’ toolbar click on the Stock File tab. At the bottom of this window click on the ADD button to setup a new Stock Item.
Big Red Book Accounts v5 Setup Customer Prices This function allows you to define specific Customer/Product pricing. That is if a customer usually buys a certain list of Stock Items, and if you normally sell them to that customer at a reduced rate compared to the standard selling prices, you can record the list of items and their prices under this option. Follow the steps below to define the list. 1. 2. 3. 4. 5. 6. 7. On the Stock Module toolbar click on Customer Prices tab.
Big Red Book Accounts v5 Stock Adjustments This facility allows you to adjust the Stock in hand total without processing any Goods Received or Despatched. To enter a Stock Adjustment: 1. 2. 3. 4. 5. 6. On the Stock Module toolbar click on Stock File and then click on the Adjustment button at the bottom of the screen. The Date for the adjustment will automatically default to today’s date unless you specify otherwise.
Big Red Book Accounts v5 Stock Take This facility allows you to input the Stock in hand QTY for all items no matter what the current stock in hand quantity is, it will be overwritten by new value. You have the option to process this by all items and by location. Follow the steps below which act as a guideline to help you process a Stock Take. 1. 2. 3. 4. 5. 6. 7. 8. Print off the Stock Take report – this report can be run for a selection of items, Locations or Stock Groups.
Big Red Book Accounts v5 View/Change Stock Locations On Stock Module toolbar click on the ‘Stock Location’ tab. This will show you a list of all items within each Location and the relevant Quantity. The list is sorted by Location or Stock Code. To change the Sort Order, click on the ‘Sort’ button and select the Location or Stock. Transfer Stock from one location to another There is a Transfer facility available to allow you to move Stock to a different Location. To Transfer Stock: 1. 2. 3. 4. 5. 6.
Big Red Book Accounts v5 Enter a Sales Order Once a Sales Order is posted, it will affect the ‘Quantity on Order Out’ field for that Stock Item. Follow steps below as a guideline. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. Click on the ‘Sales/Invoicing’ icon on your toolbar Click on ‘Sales Orders’ At the bottom of the screen click on ‘Add’ The Date defaults to today’s date. The Sales Order number is automatically generated but can be changed.
Big Red Book Accounts v5 Goods Despatch Create a Sales Despatch from a Sales order The term used for Sales Delivery in Big Red Book is Goods Despatched. You can link a Goods Despatched to a Sales order and copy all details or do a partial delivery, which would leave a balance on the Sales order. A partial delivery will mean the creation of more than one Invoice for the Sales Order. Follow the steps below as a guideline to creating a Goods Despatch from a Sales order. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12.
Big Red Book Accounts v5 Goods Returned Inwards In the event of a customer returning Goods Despatched there is an option to process a Goods Returned. This process will replenish your stock totals. Follow the steps below as a guideline to creating a Goods Returned. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13.
Big Red Book Accounts v5 Sales Invoice from Goods Despatch Note You can generate Sales Invoice from a Goods Despatched Note. Follow the steps below as a guideline to creating a Sales Invoice from a Goods Despatched. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13.
Big Red Book Accounts v5 Sales Invoice from Sales Order You can generate a Sales Invoice from a Sales Order. Follow the steps below as a guideline to creating a Sales Invoice from a Goods Despatched Note. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13.
Big Red Book Accounts v5 Purchase Order Once a Purchase order is posted, it will affect the Quantity on Order In field located in the Stock File for that item. Steps: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17.
Big Red Book Accounts v5 Goods Received Note from Purchase Order You can link a Goods Receipt to a Purchase order and copy all details or do a partial receipt, which would leave a balance on the Purchase order to be received in at a later date. A partial receipt will mean the creation of more than one Invoice for the Purchase Order. Follow the steps below as a guideline to creating a Goods Received Note from a Purchase order. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16.
Big Red Book Accounts v5 Goods Returned Outwards In the event of you returning faulty goods etc, there is an option to process a Goods Returned. This process will reduce your stock totals. Follow the steps below as a guideline to creating a Goods Returned Outwards note. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14.
Big Red Book Accounts v5 Purchase Invoice from a Goods Received Note You can generate a Purchase Invoice from a Goods Received Note. Follow the steps below as a guideline to creating a Purchase Invoice.
Big Red Book Accounts v5 Purchase Invoice from Purchase Order You can generate a Purchase Invoice from a Purchase Order. Follow the steps below as a guideline to creating a Purchase Invoice.
Big Red Book Accounts v5 Stock Reports From the top menu select Reports / Stock Module. The following reports are available: 1. Stock Details List all details for each Stock Item. Report can be filtered by Stock Code, Supplier Code and/or Stock Group Code. 2. Stock Transactions Lists all Stock transactions; can be filtered by Transaction Type, Supplier Code, Stock Code, Location Code, Stock Group Code and/or Date Range. 18 – 4 Transactions Report Filter 3.
Big Red Book Accounts v5 6. Price Lists List the selling prices for each item as defined in the Stock File Can be filtered by Stock Code and/or Stock Group Code. 7. Customer Price List Lists the Products you have assigned specific pricing for customers. Can be filtered by Stock Code, Customer Code and/or Stock Group. Tick ‘Include Quantities’ to include price/quantity breaks in the report. 8.
Big Red Book Accounts v5 Year End Procedures Year End Overview Each set of Company Data relates to one Financial Year. At the end of the year the Year-End Routine is run to close off the old year a setup Opening Balances etc. for the new year. Months 13, 14 and 15 become the first three months of the new year.
Big Red Book Accounts v5 Running Year End Routine The Year End Routine option is in the Utilities Menu. Before running the routine we recommend you carry out the steps described below as part of the Year-End process. Carrying out each step will help you make a seamless transition to the new Financial Year and will ensure that you have adequate backups of the data for the Financial Year just ended, and have ready access to the data for previous years even after you have started the new Financial Year.
Big Red Book Accounts v5 The Year End Routine will check the integrity of the data before processing the Year End. If errors are found a message is displayed and the Year End is cancelled. These issues must be resolved before the Year End Routine will run. Once it has started it should not interrupted.
Big Red Book Accounts v5 make any changes to the data in Company 002. The exception to this is where an Accountant needs to adjust balances by entering some Journal Adjustments, If changes are made in the old year they will have to also be made in the new year to maintain integrity between the two years i.e. if you wish to Closing Balances in the old year to match the Opening Balances in the new year.
Big Red Book Accounts v5 Invoice and Statement Layouts Overview of Invoice and Statement Layouts Samples layouts for Invoices and Statements are provided to help you choose which suits your requirements best. You can choose from these or amend one for your business. To select a Form Layout select Utilities / Form Design on the top menu, see Selecting From Layouts. To decide which layout is most suitable you can re-print the same Invoice with different layouts. The same goes for Credit Notes and Statements.
Big Red Book Accounts v5 Changing Form Designs Select Utilities /Form Design from the top menu. On the left-hand side is the list of available forms and their location. To edit a Form Layout select the Form and click on the Edit button. When customizing a Form Layout you should first click the 'Save As' button and save the Form under a new name. This will ensure that your customized Form is not accidentally over-written by the original layout and also that the original layout is still available.
Big Red Book Accounts v5 Reload Field Definitions Field definitions are saved with the form layout. If these are out of date or you have made changes and you wish to go back to the default settings press F8. You will be asked to confirm before the Field Definitions are reloaded. Different sets of fields are loaded depending on the Form Type specified in Page Setup. Toggle field numbers / width display Click on the # icon to toggle between displaying the Xs to the field width or the field number.
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Big Red Book Accounts v5 Sample Invoice Layouts Invoice: inv01.
Big Red Book Accounts v5 Invoice: inv02.
Big Red Book Accounts v5 Invoice: inv03.
Big Red Book Accounts v5 Invoice: inv09.
Big Red Book Accounts v5 Invoice: inv13.
Big Red Book Accounts v5 Invoice: inv21.
Big Red Book Accounts v5 Invoice: inv24.
Big Red Book Accounts v5 Invoice: inv54.
Big Red Book Accounts v5 Invoice: inv55.
Big Red Book Accounts v5 Invoice: inv57.
Big Red Book Accounts v5 Invoice: inv58.
Big Red Book Accounts v5 Invoice: inv61.
Big Red Book Accounts v5 Invoice: inv71.
Big Red Book Accounts v5 Invoice: inv92.
Big Red Book Accounts v5 Invoice: inv96.
Big Red Book Accounts v5 Sample Statement Layouts Statement: Stat01.
Big Red Book Accounts v5 Statement: Stat02.
Big Red Book Accounts v5 Statement: Stat01os.frm With Allocations on. A Statement showing only amounts outstanding (unpaid) on invoices.
Big Red Book Accounts v5 Statement: Stat03.
Big Red Book Accounts v5 Statement: Stat24.
Big Red Book Accounts v5 Statement: stat51.
Big Red Book Accounts v5 Statement: Stat53.
Big Red Book Accounts v5 Statement: Stat55.
Big Red Book Accounts v5 Statement: Stat77.
Big Red Book Accounts v5 Statement: Stat_87.
Big Red Book Accounts v5 Statement: Stat_88.
Big Red Book Accounts v5 Statement: Stat89.
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