1

AMS 2.O

Last Update il y a 8 mois

USER MANUAL FOR AMS2.0

USER MANUAL FOR AMS2.0

Complete Document AMS2.0

Jessica

Last Update il y a 8 mois

INTRODUCTION

The AMS module includes several features with specific objectives. These features are as follows: Dashboard, Fund Allocations, Credit Notes, Debit Notes, Bills, Service Categories, Services, Vendors, Revenues, Expenses, Cash Management, Financial Statements, Accounting.

I - DASHBOARD

This section displays diagrams highlighting an overview of the company's expenses, revenues, operating funds, and other accounting and financial activities.

II - FUND ALLOCATION

This feature allows you to record fund allocations. When you click on the "Fund Allocations" feature, a new page will open, displaying a table with all the recorded fund allocations. In the "Action" section, you will have the option to view the details of a fund allocation, edit them, or delete them.

The "Show Entries" option allows you to set the number of fund allocations you want to display per page. The "Transaction Date" option enables you to quickly search for fund allocations recorded over a specific period. The "Search" option allows you to quickly find fund allocations assigned to an employee by entering their name. To add a fund allocation, click on the "Add" button. On the new page that appears, fill out the form, then click the "Save" button to record it.

III - Credit Notes

This feature allows the issuance of documents to a client indicating a reduction in the amount owed by the client. It is typically used in the following situations: returns of goods, discounts, or rebates. When you click on the "Credit Notes" feature, a new page will open, displaying a table with all the credits that have been issued and recorded. In the "Action" section, you will have the option to view the details of a credit note and apply the payment.

To add a credit note, click on the "Add" button. On the new page that appears, fill out the form, then click on the "Save" button to save it.


Note: You have the option to add a service or product and select the invoice type as AMS or CRM when adding a credit note.

To apply a payment to a credit note, click on the "+" button in the Actions section. On the new page that appears, fill out the form, then click the "Save" button to record.

IV - DEBIT NOTES

This feature allows a company to issue documents to correct errors on invoices or for product returns that have already been credited. When you click on the "Debit Notes" feature, a new page will open, displaying a table containing all the credits that have been made and recorded. In the "Action" section, you will have the option to view the details of a credit note and apply the payment.

To add a debit note, click the "Add" button. On the new page that appears, fill out the form, then click the "Save" button to record it.


Note: You have the option to select the inventory type, whether it is Sales or Production, when adding a debit note.

To apply a payment to a debit note, click on the "+" button in the Actions section. On the new page that appears, fill out the form, then click the "Save" button to save.

V - INVOICES

This feature allows suppliers to issue invoices to claim payment for goods or services provided to a company. When you click on the "Invoices" feature, a new page will open, displaying a table with all the supplier invoices that have been created and recorded. In the "Action" section, you will have the option to view the invoice details. You can export the invoices as XLSX or PDF files.

To apply a payment to a supplier invoice, click on the "View" button in the Actions section. On the new page that appears, click on the "Add Payment" button, then fill out the form and click on the "Save" button to record it.


Note: You have the option to apply a credit to this invoice or convert it into a debit note.
VI - SERVICE CATEGORY 

This feature allows you to record the category of services to a client or another company in exchange for payment. When you click on the "Service Category" option, a new page will open, displaying a table summarizing all the service category of your company. In the "Action" section, you will have the option to modify or delete a service category.

To add a service, click on the "Add" button. On the new page that appears, fill out the form, then click on the "Save" button to record it.

VII - SERVICES

This feature allows you to record the services to a client or another company in exchange for payment. When you click on the "Services" option, a new page will open, displaying a table summarizing all the service category of your company. In the "Action" section, you will have the option to modify or delete a service category.

To add a service, click on the "Add" button. On the new page that appears, fill out the form, then click on the "Save" button to record it.
VIII - VENDORS

     1 - VENDOR DETAILS

This feature allows you to record suppliers from whom the company purchases goods or services. When you click on the "Vendors" feature, a new page will open, displaying a table with all the vendors who have been recorded. In the "Action" section, you will have the option to view details of each vendors, edit, or delete them. You can export vendors to an XLSX file.

To add a vendor, click on the "Add" button. On the new page that appears, fill out the form, and then click on the "Save" button to record it.

     2- VENDOR ADVANCE PAYMENT

This feature allows you to record an amount of money paid before the scheduled due date for a good or service. When you click on the 'Vendor Advance Payments ' feature, a new page will open, displaying a table with all the amounts paid to vendors. In the 'Action' section, you will have the option to view the details of each payment made to the vendors."

To add a prepayment to the vendor, click on the "Add" button. On the new page that appears, fill out the form and then click on the "Save" button to record it.

VII - REVENUES

      1. Sales


This feature allows you to record sales made by your company. When you click on the "Sales" option, a new page will open, displaying a table containing all sales already recorded, accompanied by a system of statistics and automatic filtering located above the data. In the "Action" section, you can view the details of a sale or cancel it.

The "Show entries" option lets you define the number of sales you wish to view per page. The "Transaction date" option lets you quickly search for sales recorded over a specific time period. The "Export to PDF" option lets you export your sales data as a PDF file. The "Export to EXCEL" option lets you export your sales data from the AMS module to your computer's Excel software. The "Import from EXCEL" option lets you import your sales data from your computer's Excel software into the AMS module. The "Search" option lets you quickly find a registered sale by entering the customer's name or the sale number.

To add a sales transaction, click on the "Add" button. On the new page that appears, complete the form, click on the "Preview" buttons and then on "Save" to save.


2. ORDERS


This function allows you to generate customer orders. When you click on the "Orders" option, a new page will open, displaying a table containing all the orders you have already registered, accompanied by a statistic and automatic filtering system located above the data. In the "Action" section, you have several options: view the details of an order, clone it or cancel it. By selecting "View details", you can add a payment, print the order or convert it to a PDF file.


The "Show entries" option lets you define the number of orders you wish to display per page. The "Order date" option lets you quickly search for orders registered over a specific time period, while the "Search" option lets you quickly find a specific order by entering the name of the associated customer.

To add a new order, simply click on the "Add" button. Once you've been redirected to the new page, you'll need to complete the required form before saving by clicking on the "Save" button.

 3. INVOICES


The purpose of this function is to generate invoices for customers. When you access the "Invoices" section and click on it, a new page will open, displaying a table containing all the invoices you have previously saved, accompanied by a statistic and automatic filtering system located above the data. In the "Action" column, you have several options. You can view the details of an invoice by generating a PDF file, print it, obtain a printable receipt associated with the invoice, integrate payments, send the invoice by e-mail or WhatsApp, convert an invoice into a credit note and even cancel an invoice if necessary.

The "Show entries" option lets you define the number of invoices you wish to display per page. The "Invoice date" option lets you quickly search for customer invoices recorded over a specific time period. The "Search" option lets you quickly find invoices you've generated for a customer by entering the customer's name.

To add a new invoice, click on the "Add" button. On the new page that appears, complete the form, then click on the "Save" button to save.

4- CUSTOMER PREPAYMENT


This function allows you to record a sum of money paid in advance of the due date for a good or service. When you click on the "Advances to customers" function, a new page opens, displaying a table with all the amounts paid to customers. In the 'Action' section, you can view the details of each payment made to customers".


To add a prepayment to a customer, click on the "Add" button. On the new page that appears, complete the form and then click on the "Save" button to save it.

VIII - EXPENSES

       1. EXPENSE REQUEST


This feature allows you to submit expense requests within your company. When you click on the "Expense request" option, a new page will open, displaying a table summarizing all submitted expense requests. In the "Decision" section, you can check whether an expense request is pending, approved or rejected by company management. In the "Action" section, you can access the specific details of an expense request.

The "Show entries" option lets you define the number of expense claims you wish to display per page. The "Expense date" option allows you to quickly search for expense requests recorded over a given time interval. The "Search" option lets you quickly find a submitted expense request by entering the name of the expense.

To add an expense request, click on the "Add" button; on the new page that appears, complete the form, then click on the "Save" button to save.

2. EXPENSE DECISION


This feature allows the manager to make decisions regarding expense requests. When you click on the "Expense decision" feature, a new page will open, displaying a table summarizing all submitted expense requests. In the "Decision" section, you can determine whether an expense request is pending, approved or rejected by the person in charge. In the "Action" section, you will be able to make a decision (approve or reject) concerning the expense requests by clicking on the "Decision" button.

The "Show entries" option lets you define the number of expense requests you wish to display per page.The "Search" option lets you quickly search through submitted expense requests by entering the name of the expense concerned.By clicking on the "Decision" button in the Actions section, complete the form by applying the "Approve" or "Reject" decision, then click on the "Save" button.

 3. EXPENSES


This function allows the manager to consult the history of all expenses, whether or not they have been incurred. In addition, he/she can make decisions concerning expenses submitted by the human resources and accounting departments. When you click on the "Expenses" function, a new page opens displaying a table summarizing all expenses incurred. The system is equipped with statistics and automatic filtering functions which are applied to the data table. In the "Action" section, you can click on the "Execute" button to make a decision (accept or reject) concerning the expenses.

The "All expense types" option allows you to quickly search for all expense requests submitted, as well as all expenses incurred, by category. Click on the corresponding box and select the expense types you are interested in. The "Expense date" option allows you to quickly search for expense requests recorded over a given time interval.By clicking on the "Execute" button in the Actions section, complete the form by applying the "Achieved" or "Rejected" decision, then click on the "Save" button. To add an expense, click on the "Add" button, fill in the form and click on the "Save" button to save the data.

IX - CASH MANAGEMENT

     1. BANK ACCOUNTS


This function allows you to register bank accounts held by the company. When you click on the "Bank accounts" tab, a new page will open, displaying a table containing all the bank accounts that have already been registered. In the "Action" column, you can view the details of a bank account, modify it or make transfers to a bank or cash account.

To add a bank account, click on the "Add" button, fill in the form and then click on the "Save" button to save the data.
To make a transfer to a bank or cash account, click on the "Transfer between accounts" button in the Action section, fill in the form and then click on the "Save" button to save the data.

2.BANK TRANSACTIONS


This function records deposits and withdrawals made by the company in its bank account. The system is equipped with statistics and automatic filtering functions, which are applied to the data table. When you click on the "Bank transactions" option, a new page will open, displaying a summary table of all the bank transactions carried out. In the "Action" section, you can view the details of a banking operation.

The "Show entries" option lets you define the number of bank transactions you wish to display per page. The "Transaction date" option lets you quickly search for banking transactions recorded over a given period. The "Search" option lets you quickly find bank transactions made by an employee by entering his or her name.

To add a bank withdrawal or deposit, click on the "Add bank withdrawal" or "Add bank deposit" button. On the new page that appears, complete the form, then click on the "Save" button to save the changes.

3. CASH ACCOUNTS


This function allows you to record the cash accounts held by your company. When you click on the "Cash accounts" tab, a new page will open, displaying a table containing all the cash accounts that have already been registered. In the "Action" column, you can view the details of a cash account, modify or delete it, and make transfers to a cash or bank account.

To add a cash account, click on the "Add" button; on the new page that appears, complete the form, then click on the "Save" button to save your changes.
To make a transfer to a cash or bank account, click on the "Transfer between accounts" button in the Action section, fill in the form and then click on the "Save" button to save the data.

4 - CASH TRANSACTIONS


This function enables you to record cash deposits and withdrawals made by an employee within the company in his cash account. When you access the "Cash transactions" function, a new page is displayed, showing a summary table of all cash transactions carried out. In the "Action" column, you can consult the details of a cash desk operation

The "Show entries" option lets you define the number of cash register transactions you wish to have per page. The "Transaction date" option lets you quickly search for cash register transactions recorded within a given time interval. The "Search" option lets you quickly search for cash desk transactions made by an employee by entering his or her name. To add a cash withdrawal or deposit, click on the "Cash withdrawal" or "Cash deposit" button. On the new page that appears, complete the form, then click on the "Save" button to save.

X - FINANCIAL STATEMENTS


This function provides access to the company's financial statements. When you click on the "Financial statements" option, two new functions appear: Unit level and Company level. By selecting "Unit level", you will display the financial statement of the sub-unit you are in for the current month. In the section dedicated to dates, you can choose a specific time interval to view the corresponding financial statement.

When you click on the "Company level" function, you will see the current month's financial statement for the entire company. In the date field, you can select and view the financial statement for a specific time interval. By clicking on the "+" tab, you can access details of the financial statement at parent company level, as well as at the level of all other units.

XI - ACCOUNTING

     1. CFO DASHBOARD


This area offers an overview of a company's essential financial data, providing a visual representation of key financial performance indicators such as revenues, profits, cash flow, the overall balance sheet, and other relevant data. 

 2. ACCOUNTS RECEIVABLE


This functionality concerns accounts recording amounts owed by customers or third parties to a company for goods or services provided. By selecting the "Accounts receivable" option, a new page opens, presenting a summary of all debts recorded in these accounts, and the system features statistical functions and automatic filtering applied to the data table.

In the "Action" section, the "View" button allows you to view the details of an invoice by generating a PDF file, print it, obtain a printable receipt associated with the invoice, integrate payments, send the invoice by e-mail or WhatsApp, convert an invoice into a credit note and even cancel an invoice if necessary.

When you click on the 'Add payment' button in the 'Action' section, you can apply the payment to the invoice as required. Complete the form, then press 'Save' to save the data.

3. ACCOUNTS PAYABLE


This function concerns debts or obligations to suppliers, creditors or other external entities. By selecting the "Accounts payable" option, a new page opens, showing a summary of all debts recorded in these accounts. The system features statistical functions and automatic filtering applied to the data table.

In the "Action" section, the "View" button allows you to view the details of an invoice by generating a PDF file, print it, obtain a printable receipt associated with the invoice, integrate payments, send the invoice by e-mail or WhatsApp, convert an invoice into a debit note and even cancel an invoice if necessary.

When you click on the 'Add payment' button in the 'Action' section, you can apply the payment to the invoice as required. Complete the form, then press 'Save' to save the data.

4. BIG BOOK

    A. ACCOUNTING JOURNALS


This function allows you to record a journal listing all business operations such as sales, purchases, payments, receipts, salaries, etc. By selecting the "Accounting journals" option, a new page opens, displaying a summary of all recorded journals. You can export accounting journals as XLSX files, and in the "Action" section, you can access, modify or delete the details of each journal.

To add a diary, click on the 'Add' button. Once on the new page, complete the form, then press 'Save' to save the data.

 B. ACCOUNT CATEGORIES


This feature allows you to save account categories in order to organize a company's various financial transactions. By clicking on the "Account categories" option, a new page opens displaying a summary of all the account categories already saved. You can export the account categories as XLSX files, and in the "Action" section you can edit or delete the various account categories.

To add an account category, click on the 'Add' button. On the new page that appears, fill in the form with the relevant information, then click on the 'Save' button to save the data.

C. CHART OF ACCOUNTS


This feature allows you to save a list of accounts, so you can list and classify the different types of accounts used to record financial transactions. This facilitates management, monitoring and the generation of accurate financial and accounting reports.

Clicking on the "Chart of accounts" option opens a new page displaying a summary of all registered charts of accounts. You have the option of exporting the chart of accounts as an XLSX file, and in the "Action" section you can access the details of each chart of account, view the financial report, modify or delete it.

To add an account charter, click on the 'Add' button. Once on the new page, complete the form, then press 'Save' to save the data.
Note: Depending on the configuration required, KPrimeSoft can download a pre-established chart of accounts for the chosen region or country.

D. ACCOUNTING ENTRIES


This function allows you to record a financial transaction in the accounting books. By selecting the "Accounting entries" option, a new page opens, displaying a summary of all the accounting entries recorded. You can export an accounting entry as an XLSX file, and in the "Action" section, you can access and modify the details of each accounting entry.

To add an accounting entry manually, click on the 'Add' button. Once on the new page, complete the form, then press 'Save' to save the data. You can also click on the '+' button to add a new line to record the required accounting entry.

5. REPORTS

A. INCOME STATEMENTS


This feature is an accounting tool that presents financial performance by listing revenues, costs, expenses and profits over a given period, usually a quarter or a year.

By selecting the 'Income statement' option, a new page opens, displaying a summary of all financial performance, divided into several sections, recorded over this period. The 'Last 3 months' option lets you quickly view all the financial performances recorded over this given period. You can export the income statement as an XLSX file and as a PDF file.

B. BALANCE SHEET


This feature is a financial report that presents the accounting situation of a company at a given point in time. By selecting the 'General balance sheet' option, a new page opens, displaying a summary of all assets and liabilities recorded over a given accounting period. The '' option allows you to quickly view the general balance sheet recorded for that specific period. You can export the balance sheet as an XLSX file and as a PDF file.

C. BALANCE SHEET ASSETS


This function is an accounting tool which represents the first part of the balance sheet, and groups all the economic elements subdivided into different asset categories recorded at a specific point in time, generally at the end of an accounting period.

By selecting the 'Active balance sheet' option, a new page opens, displaying a summary of all assets recorded over an accounting period. The '' option allows you to quickly view the balance sheet assets recorded over this given period. You can export the balance sheet as an XLSX file and as a PDF file.

D. BALANCE SHEET LIABILITIES


This function is an accounting tool that represents the second part of the balance sheet. It groups all sources of financing, subdivided into different categories of liabilities and equity, used to acquire assets. These items are recorded at a specific point in time.

Selecting the 'Balance sheet liabilities' option opens a new page, displaying a summary of all liabilities and equity recorded over a given accounting period. The '' option allows you to quickly view the balance sheet liabilities recorded over this specific period. You can export the balance sheet as an XLSX file and as a PDF file.

E. CASH FLOW STATEMENT


This feature is a financial tool that summarizes a company's incoming and outgoing cash flows over a given period, usually quarterly or annually.

By selecting the 'Cash flow statements' option, a new page opens, displaying a summary of all operating cash flows, investing cash flows and financing cash flows recorded over a given accounting period. The '' option allows you to quickly view the cash flow for that specific period. You can export the cash flow statement as an XLSX file and as a PDF file.

F. VERIFICATION BALANCE SHEET


This function is a tool used to check the accuracy of accounting entries, and to verify that debits and credits are balanced in the general ledger. By selecting the "Verification balance sheet" option, a new page opens, displaying a summary of all accounting entries recorded over this period. The "" option lets you quickly view all the financial transactions recorded over a given period. You can export the trial balance as an XLSX file and as a PDF file.

G. TRIAL BALANCE


This is an accounting tool that summarizes all the company's account balances from the beginning of the period to the end of the period. It allows you to check the accuracy of accounting records by comparing debit and credit totals. By selecting the "Trial balance" option, a new page opens, displaying a summary of all account balances recorded over this period. The "" option lets you quickly view all the details recorded over a given period. You can export the trial balance 2 as an XLSX file and as a PDF file.

H. STATEMENT OF ACCOUNT


This feature summarizes the financial transactions made on a specific account during a given period. By selecting the "Account statement" option, a new page opens, displaying a summary of all financial transactions recorded over this period. The "All accounts" option lets you quickly view all recorded financial transactions by selecting a specific account, and the "" option lets you quickly view all recorded account statements over a given period. You can export the account statement as an XLSX file and as a PDF file.

 I. SALES TRANSACTION REPORT


This feature allows you to track and analyze sales made, as well as sales taxes collected on these sales, and net sales, i.e. revenues generated by the company's core activities, while excluding the impact of sales taxes - important for accounting and tax reporting purposes. By selecting the "Sales transaction report" option, a new page opens, displaying a summary of all sales transactions recorded with or without sales tax. The "Transaction date" option lets you quickly view all recorded financial transactions, with or without sales tax, by selecting a specific date. You can export the account statement as an XLSX file and as a PDF file.

J. REPORT ON EXPENSE TRANSACTIONS


This feature summarizes all expenses recorded in the company's accounts over a given period. This report generally provides details on the different types of expenses, the amounts spent, the date of each transaction, whether tax was applied and other relevant details. Selecting the "Expense transaction report" option opens a new page, displaying a summary of all expense transactions with or without tax recorded. The "Transaction date" option lets you quickly view all recorded expense transactions by selecting a specific date. You can export the statement as an XLSX file and as a PDF file.

6. EQUITY MANAGEMENT


This function is a tool that encompasses all activities related to the management of financial resources provided by shareholders or accumulated by the company over time. When you select the "Equity management" option, a new page opens, displaying a summary of information on capital, investors and dividend payments.

In the "Action" section, you can view the company's valuation details. By clicking on the "Add" button, a new page opens to add the equity. Fill in the form, then press 'Save' to save the data.
In the 'Information for investors' tab, in the 'Action' section, you can view supplier details and make any necessary changes.
Clicking on the 'Add' button opens a new page for entering the information required by investors. Complete the form, then press 'Save' to save the data.
In the 'Dividend payout information' tab, under the 'Share' section, you can view payout details and make any necessary changes.
When you click on the 'Add' button, a new page opens, where you can enter the necessary information about the dividend payment. Complete the form, then press 'Save' to save the data.

7. ACCOUNT MAPPING


This feature is a financial tool that categorizes the various accounts by default, to facilitate the classification of transactions in accounting entries, financial reporting, monitoring, analysis and regulatory compliance. By selecting the 'Account Mapping' option, a new page opens, displaying a summary of the current layout.

Explore each account type to group similar transactions into specific accounts. Click on the 'Save' button to save your data.

8. TAX CONFIGURATION


This feature allows you to register and configure appropriate taxes to ensure that they are applied to financial transactions. When you access the "Tax configuration" function, a new page is displayed, showing a summary table of all registered taxes. In the "Action" column, you can modify or delete a tax.

To add a tax, click on the "Add" button. On the new page that appears, fill in the form, then click on the "Save" button to save. You have the option of setting the default tax, or applying the tax to the purchase or sale.
The "Manage income taxes" section lets you apply the current tax rates to different types of income.
When you click on the 'Add' button, a new page opens. Fill in the form with the details of the tax to be applied, then press 'Save' to save the data.
By clicking on the "Assign taxes" button, you can tick the boxes corresponding to the different incomes on which you wish to apply the tax.

XII - COMPANY SETTINGS


This feature is a tool that refers to the specific settings and options defined in a financial system to customize and adapt system operation to a company's particular needs. When you select the "Company settings" option, a new page opens, displaying various tabs showing the settings information for each module. When the page appears, click on the AMS tab.

Here are some examples of configuration parameters commonly used in accounting:

  • Fund type management - Here, the user can create the different types of funds allocated by management to manage the company's activities. For example, there may be a production fund, a project fund, a communications fund, etc. Expense types will be aligned with these funds, enabling the system to automatically deduct the appropriate budget based on expenses incurred.
  • AMS expense type management - The user uses this functionality to categorize expenses and allocate them to the appropriate funds. For example, at the production level, it is possible to create expense categories such as procurement, utilities, transportation, salaries, and others.
  • Tax and rate management - Through this functionality, the user will need to monitor current tax rates, ensure the correct application of these rates to financial transactions, maintain accurate records for tax returns, and comply with ever-changing tax regulations.
  • Customization of accounting entry structure and organization
  • Managing cash accounts for CRM payments

Was this article helpful?

0 out of 0 liked this article