Accounting

• Account: Displays the name of the account to make the payment from.
• Supplier: Displays the name of the supplier to make the payment to.
• PO: Displays the Purchase Order number of the record that incurred the record.
• Amount: Displays the amount due before taxes.
• Tax: Displays the tax amount to be paid.
• Total: Displays the total amount due. This is calculated by adding the Amount to the Tax values.
• Payable Date: Displays the date in which the payment is payable.
• Due Date: Displays the date in which the payment is due.
• Payment Status: Displays the current status of the payment.
• New Account Payable Button: Pressing this button opens the New Account Payable Form. This form allows the creation of a new account payable record. Alternatively, this form can be opened by right clicking in the grid and selecting the New Account Payable option from the context menu. Double clicking a record will open up the Accounting Form which allows the User to modify any of the details of the record.

Account Payable Details Panel

• From Account: Displays the name of the account to make the payment from.
• PO ID: Displays the Purchase Order number that incurred the record.
• View PO Details Button: Opens up the Purchase Order Details Form giving a more detailed view of the purchase order.
• Find PO Button: Opens up the Find Purchase Order Form which allows the User to do a more refined search.
• Supplier: Displays the name of the supplier to make the payment to.
• View Supplier Button: Opens up the Supplier Details Form giving a more detailed view of the supplier.
• Find Supplier Button: Opens up the Find Supplier Form which allows the User to do a more refined search.
• Invoice #: Displays the Invoice Number associated to the account payable record.
• Amount: Displays the amount to be paid.
• Tax: Displays the tax amount to be paid.
• Total: Displays the total amount due. This is calculated by adding the Amount to the Tax values.
• Payable Date: Displays the date in which the payment is payable.
• Due Date: Displays the date in which the payment is due.
• Payment Status: Displays the current status of the payment.
• Notes: Allows the User to enter any additional notes or details about the record.
• Employee: Displays the name of the employee creating the payment.
• View Employee Button: Opens up the Employee Details Form giving a more detailed view of the employee.
• Find Employee Button: Opens up the Find Employee Form which allows the User to do a more refined search.

Account Payable Payments Panel

• Payment Type: Displays the payment type of the payment.
• Amount: Displays the amount of the payment.
• Payment Date: Displays the date that the payment was made.
• Notes: Displays any additional notes or information about the payment.
• New Payment Button: Opens up the New Accounts Payable Payment Form which allows the User to create a payment record. Alternatively, this form can be opened by right clicking the grid and selecting the New Payment option from the context menu.
• Balance: Displays the remaining balance to pay.

Account Entries Panel

• Acct.: Displays the image icon associated with the account.
• Transaction Date: Displays the date that the transaction was made.
• Name: Displays the description of the account transaction details.
• Debit: Displays the debit amount of the payment.
• Credit: Displays the credit amount of the payment.
• Balance: Displays the balance of the account.
• New Transaction Button: Opens up the New Account Transaction Form which allows the User to create a transaction.

• Account: Displays the name of the account to make the payment from.
• Customer: Displays the name of the customer to receive the payment from.
• Invoice: Displays the Invoice number of the invoice that incurred the record.
• Subtotal: Displays the amount due before taxes.
• Tax: Displays the tax amount to be paid.
• Total: Displays the total amount due. This is calculated by adding the Amount to the Tax values.
• Receivable Date: Displays the date in which the payment is receivable.
• Due Date: Displays the date in which the payment is due.
• Payment Status: Displays the current status of the payment.
• New Account Receivable Button: Pressing this button opens the New Account Receivable Form. This form allows the creation of a new account receivable record. Alternatively, this form can be opened by right clicking in the grid and selecting the New Account Receivable option from the context menu. Double clicking a record will open up the Accounting Form which allows the User to modify any of the details of the record.

Account Receivable Details Panel

• From Account: Displays the name of the account to make the payment from.
• Invoice: Displays the Invoice number of the invoice that incurred the record.
• View Invoice Button: Opens up the Invoice Report, giving a more detailed view of the purchase order.
• Find Invoice Button: Opens up the Find Invoice Form which allows the User to do a more refined search.
• Sub Total: Displays the amount to be paid.
• Tax: Displays the tax amount to be paid.
• Total: Displays the total amount due. This is calculated by adding the Amount to the Tax values.
• Receivable Date: Displays the date in which the payment is receivable.
• Due Date: Displays the date in which the payment is due.
• Payment Status: Displays the current status of the payment.
• Notes: Allows the User to enter any additional notes or details about the record.
• Employee: Displays the name of the employee creating the payment.
• View Employee Button: Opens up the Employee Details Form giving a more detailed view of the employee.
• Find Employee Button: Opens up the Find Employee Form which allows the User to do a more refined search.

Account Receivable Payments Panel

• Payment Type: Displays the payment type of the payment.
• Amount: Displays the amount of the payment.
• Payment Date: Displays the date that the payment was made.
• Notes: Displays any additional notes or information about the payment.
• New Payment Button: Opens up the New Accounts Receivable Payment Form which allows the User to create a payment record. Alternatively, this form can be opened by right clicking the grid and selecting the New Payment option from the context menu.
• Balance: Displays the remaining balance to pay.

Account Entries Panel

• Acct.: Displays the image icon associated with the account.
• Transaction Date: Displays the date that the transaction was made.
• Name: Displays the description of the account transaction details.
• Debit: Displays the debit amount of the payment.
• Credit: Displays the credit amount of the payment.
• Balance: Displays the balance of the account.
• New Transaction Button: Opens up the New Account Transaction Form which allows the User to create a transaction.

• Account: Displays the account number of the account record.
• Name: Displays the name of the account record.
• RC Name: Displays the name of the responsibility center of the account record.
• New Account Button: Opens the Accounting form which allows the creation of a new account. Alternatively, this form can be opened by right clicking anywhere in the grid and selecting the New Account option from the context menu.

NOTE: Double clicking a record will open up a detailed view of the account record. Alternatively, right clicking on a record and selecting the View Account Details option will also do this.

New Account Panel

• Number: Allows the user to supply the account number of the account record.
• Name: Allows the user to supply the name of the account record.
• Class: Allows the user to select a class of the account from a drop down list.
• Currency: Allows the user to select the currency type of the account from a drop down list.
• Resp. Center: Allows the user to select the responsibility center of the account from a drop down list.
• Save Button: Saves any changes to the record and closes the form.
• Cancel Button: Cancels any changes made to the record and closes the form.

There are several tabs on this form that sort existing cheques by their statuses. The cheque statuses are as follows: Created, Canceled, Cancel Pending, Paid, Printed, and Void.

• Account: Displays the image associated to the cheque account.
• Cheque: Displays the Cheque Number of the cheque record.
• Pay To: Displays who the cheque is payable to.
• Amount Value: Displays the payable amount of the cheque in a numeric format.
• Amount Text: Displays the payable amount of the cheque in a text format.
• Cheque Date: Displays the date of the cheque.
• Cheque Status: Displays the status of the cheque.
• New Cheque Button: Pressing this button will open up the New Cheque form. For information on completing the fields of this form see Cheque Details.

Cheque Details Section

• Account: Displays the account that will be issuing the cheque.
• Pay: Displays the payable amount of the cheque in a text format.
• To The Order Of: Displays the cheque's recipient value.
• Address: Displays the recipient address of the cheque.
• View Address Details Button: Pressing this button will open up the Address Details form which gives the User more detailed information about the selected address.
• Find Address Button: Pressing this button will open up the Find Address form which allows the User to perform a more refined search for a specific address.
• Cheque: Displays the Cheque Number of the cheque record.
• Cheque Date: Displays the date of the cheque.
• Amount Value: Displays the payable amount of the cheque in a numeric format.

General Details Section

• Employee: Displays the name of the employee that is issuing the cheque.
• View Employee Details Button: Pressing this button will open up the Employee Details form which gives the User more detailed information about the selected employee.
• Find Employee Button: Pressing this button will open up the Find Employee form which allows the User to perform a more refined search for a specific employee.
• Account Transaction: Displays the name of the accounting transaction that is related to the cheque.
• View Transaction Details Button: Pressing this button will open up the View Account Transaction form which gives the User more detailed information about the selected transaction.
• Find Accounting Transaction Button: Pressing this button will open up the Find Accounting Transaction form which allows the User to perform a more refined search for a specific transaction.
• Cheque Status: Displays the status of the cheque.
• Account Payable: Displays the name of the account payable of the cheque.
• Cheque Memo: Displays the memo information of the cheque.
• Cheque Notes: Displays any additional notes or details of the cheque.
• Print Cheque Button: Prints the current cheque.
• Mark Cheque as Printed Button: Flags the cheque as being printed.
• View Cheque Button: Opens up the View Cheque Report.
• Save Button: Saves the current cheque details and closes the form.
• Cancel Button: Cancels any changes made to the cheque details and closes the form.

Payroll Panel

• Picture: Displays an image of the payroll employee.
• Employee: Displays the name of the payroll employee.
• Pay Date: Displays the payment date of the payroll record.
• Amount: Displays the amount to be paid for the payroll record.
• Clear: Displays the amount to be received by the employee after taxes and deductions.
• Payroll Check Run Button: Opens the New Payroll Entry form which allows the User to create a new payroll record. This can also be achieved by using the right click context menu and selecting the New Payroll Entry option.

Payroll Details Panel

• Employee: Displays the name of the payroll employee.
• Pay Date: Displays the payment date of the payroll record.
• From Date: Displays the starting date of the payroll record payment period.
• To Date: Displays the end date of the payroll record payment period.
• Amount: Displays the amount to be paid for the payroll record.
• Fed Tax: Displays the amount of Federal Taxes to be deducted from the Employee's pay.
• Prov Tax: Displays the amount of Provincial Taxes to be deducted from the Employee's pay.
• EI: Displays the amount of Employment Insurance contributions to be deducted from the Employee's pay.
• Clear: Displays the amount to be received by the employee after taxes and deductions.
• Vacation: Displays the amount of vacation pay accumulated by the employee.
• IOU: Displays the amount owing value to the employee.

To view more information on Payroll Stats, view the Accounting form.

Payroll Employees Panel

• Picture: Displays an image of the payroll employee.
• Employee: Displays the name of the payroll employee.
• Amount: Displays the amount to be paid for each payroll record.
• Clear: Displays the amount to be recieved by the employee after taxes and deductions.

Payroll Stats Panel

• Picture: Displays an image of the payroll employee.
• Employee: Displays the name of the payroll employee.
• CPP YTD: Displays the year to date Canadian Pension Plan contributions for the payroll employee.
• EI YTD: Displays the year to date Employment Insurance contributions for the payroll employee.
• Amount: Displays the amount to be paid for the payroll record.
• Clear: Displays the amount to be recieved by the employee after taxes and deductions.

NOTE: Right clicking within one of the grids and selecting the New Payroll Entry option will open the New Payroll Employee form.

Invoices to Export

List of Invoices that are ready to be exported to a secondary financial system

Double-clicking on an entry under this tab will open the Invoice report.

Invoice Reports

Double-clicking on an entry under this tab will open the Invoice report.

Quote

 

Invoice #

 

Customer

 

PO Number

 

Employee

 

Invoice Date

 

Total

 

Quote Sent

 

PO Received

 

Invoice Sent

 

Payment Received

 

Receivable Count

 

Receivable

 

SA Exported

Invoice Num

When an invoice is created, VimBiz automatically assigns a number to the new record.

Employee

Name of the Employee who has created the Invoice.

Employees are administered in the Manage Employees form.

Click on the button to view the Employee Details.

Click on the button to find another Employee.

Cost Center

Name of the Cost Center that will absorb most or all of the Invoice costs.

Cost Centers are administered in the Cost Centers form.

Click on the button to view the Cost Center Details.

Click on the button to find another Cost Center

Additional Cost Centers can be assigned to each Product.

ADD: Right-click on a Product and select Invoice Product Cost Center

A subform will open, where additional Cost Centers can be assigned, and amounts or percentages can be selected for each Center.

Account

Name of the Account where most or all Invoice costs will be charged.

Accounts are administered in the Accounts form.

Click on the (...) button to view the Account Details form.

Click on the button to find another Account.

Additional Accounts can be assigned to each Product.

ADD: Right-click on a Product and select Invoice Product Accounts

A subform will open, where additional Accounts can be assigned, and amounts or percentages can be selected for each Account.

Ship. Address

Address where the ordered Products will be shipped..

Addressed are administered in the Manage Addresses form.

Click on the button to view the Address Details form.

Click on the button to find another Address.

Inv. Address

Address where the Invoice will be sent for the ordered Products.

Addressed are administered in the Manage Addresses form.

Click on the button to view the Address Details form.

Click on the button to find another Address.

Note to Buyer

Area where notes can be inserted for the person purchasing the Products.

External Ref. #

If a secondary system is used to track financial transactions, that reference number may be entered in this field.

Department

Name of the Department for which the Products are being ordered.

Departments are administered in the Departments form.

Click on the button to view the Department Details form.

Click on the button to find another Department.

Customer

Name of the Customer for whom the Products are being ordered.

Customers are administered in the Manage Customers form.

Click on the button to view the Customer Details.

Click on the button to find another Customer.

Cust. Account

If an Account has been linked to the Customer in their Customer Details form, it can be selected in this cell.

Click on the arrow and select an entry from the drop down list.

If no account has been linked to the Customer, N/A will appear here.

Service Req.

Invoices can be linked to a Service Request.

Service Requests are administered in the Manage Service Requests form.

Click on the arrow and select an entry from the drop down list.

Click on the button to view the Service Request Details.

Click on the button to find another Service Request.

Project

Invoices can be linked to a Production Project or an Engineering Project.

Production Projects are administered in the Manage Production Projects form.

Engineering Projects are administered in the Manage Projects form.

Click on the arrow and select an entry from the drop down list.

Click on the button to view either the Production Project Details or the Project Details form.

Click on the button to find another Project.

Quote

Check this box to create a Quote from the Invoice.

Quotes are administered in the Quotes form.

PO Num

If a Purchase Order has been created following the Invoice, type the number here.

Purchase Orders are administered in the Purchase Orders form.

PO Numbers are assigned to newly-created Purchase Orders, and appear in the Purchase Order Details form.

Contact

Type the name of the person to contact with regards to the Invoice.

Discount

If a discount is being applied to the entire Invoice, enter the percentage amount in this field.

Create PO

Check this box to create a new Purchase Order for the requested Products, instead of adding items to existing POs for the same Supplier.

Project Task

If the Products were ordered from the Project Details form, the Task Name will appear in this field.

Ordered Products

 

View Report

Click this button to view the Invoice report.

Date Range Section

• From Date: The start date of the tax remittance period.
• To Date: The end date of the tax remittance period.
• Calculate Button: Calculates the tax remittance details based on the payroll records that were paid out between the From Date and the To Date.

Calculations Section

• CPP Contributions: The Canadian Pension Plan contributions owed.
• Employee: The Employee Insurance contributions owed.
• CPP Multiplier: The rate at which to multiply the values of the CPP contributions.
• EI Multiplier: The rate at which to multiply the values of the EI contributions.

Payment Section

• No of Employees: The number of employees that made contributions between the From Date and the To Date.
• CPP Payment: The total CPP Payment to be calculated in the total payment. This value is calculated by multiplying the CPP Contributions by the CPP Multiplier.
• EI Payment: The total EI Payment to be calculated in the total payment. This value is calculated by multiplying the EI Contributions by the EI Multiplier.
• Fed Deductions: The total amount of federal tax deductions to be paid.
• Prov Deductions: The total amount of provincial tax deductions to be paid.
• Tax Deductions: The total amount of tax deductions to be paid. The total tax deductions is a sum of the Federal deductions and the Provincial deductions.
• Gross Payroll: The total amount of payroll payments calculated before taxes.
• Current Payment: The total amount of payment needed for the tax remittance. This amount is calculated by adding the Total Tax Deductions, CPP Payment, and the EI Payment fields together.
• Save Button: Saves the current tax remittance details and closes the form.
• Cancel Button: Cancels any changes made to the tax remittance details and closes the form.

Add/Edit Responsibility Center Numbers and Descriptions

Manage Assets Form

1. When creating a New Asset record or editing the Asset Details, click on the View Responsibility Centre button next to the Purch. CC or Oper. CC fields. To change or add a Responsibility Center, click the magnifying glass button to Find a Responsibility Center to which the Asset can be associated.
2. If the Responsibility Center number is not available in the drop down menu of the Purchasing Center and Operating Center fields, click the Magnifying Glass to open the Find Responsibility Center Form.
3. Right click in the grid and select New Responsibility Center.
4. This will open the New Responsibility Center Form. See Responsibility Center Details.

Manage Responsibility Centers Form

1. You can also create and edit Responsibility Center information using the Responsibility Centers Form.
2. To open the Responsibility Center Form, click on Navigation: Start > Administer > Finance > Accounting > Responsibility Centers.
3. Using this form, you can search and edit existing Responsibility Center information.
4. Adding a Responsibility Center: Right click, and select New Responsibility Center.
5. This will open the New Responsibility Center Form. See Responsibility Center Details.

Responsibility Center Status Filters

Both panels contain identical columns and display the same information

Responsibility Centers can classified under one of these two panels based on whether the Active flag is turned on or off.

Icon

 

Number

 

Name

 

Auth.

 

Active

 

New Responsibility Center

Number

The Responsibility Center number or the Responsibility Center code.

Type

The type of Responsibility Center, for example, Cost Center, Investment Center, Profit Center, Revenue Center.

Auto-Author. Limit

The amount entered into this field determines, at request time, whether or not the Product will be automatically authorized.

Yearly Amount

Displays the amount allocated to this Responsibility Center for the fiscal year.

Authorize Surplus

Displays the amount by which an authorized item’s purchase cost can increase without requiring re-authorization.

Name

The name or description of the Responsibility Center. If there is no name or description, enter the Responsibility Center number again in the Name field.

Customer

Displays a list of Customers that can be linked to the Responsibility Center

Start Date

 

End Date

 

Active

The Responsibility Center is active and will be available for use in selection lists.

Accounts

 

Authorizers

 

Employees

 

Sub Categories

 

Rooms

Cost Center Status Filters

In the Accounting form, an Active field determines how Cost Centers are filtered in this form

Active Cost Centers: Cost Centers are deemed Active, as the Active flag is checked.

Inactive Cost Centers: Cost Centers are deemed Inactive, as the Active flag is not checked.

Icon

This image typically represents Cost Centers throughout VimBiz.

Cost Center Number

The number of the Cost Center

This information is administered in the Accounting form.

Name

The name of the Cost Center.

This information is administered in the Accounting form.

Auth.

The number of Employees who are set as Authorizers of the Cost Center.

This information is administered in the Accounting form, under the Authorizers tab.

Active

A checked box indicates that the Cost Center is Active

An unchecked box indicated that the Cost Center is Inactive.

This information is administered in the Accounting form.

New Cost Center

Click this button to create a Cost Center.

Details of this form are set out in the Accounting section.

Number

The Cost Center number or the Cost Center code.

Type

The type of Responsibility Center, for example, Cost Center, Investment Center, Profit Center, Revenue Center.

Auto-Author. Limit

The amount entered into this field determines, at request time, whether or not the Product will be automatically authorized.

Yearly Amount

Displays the amount allocated to this Cost Center for the fiscal year.

Authorize Surplus

Displays the amount by which an authorized item’s purchase cost can increase without requiring re-authorization.

Name

The name or description of the Cost Center. If there is no name or description, enter the Cost Center number again in the Name field.

Customer

Displays a list of Customers that can be linked to the Cost Center

Start Date

 

End Date

 

Active

 

Accounts

 

Authorizers

 

Employees

 

Sub Categories

 

Rooms