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Eeva user manual

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Eeva multi-language software

Main menu

Main menu occurs after the start of the EEVA program. Main menu contains the following actions:

Eeva multi-language software

List menu

From the menu of “List” is possible to select various and most frequently used tables.

From this table you can select the table for viewing, editing or print.

It contains the following items:

Eeva multi-language software

Chart of accounts

Contains the chart of accounts.

Fields in this table:

Account

Account number. Account numbers are described below.

Type

Type of the account. A field with certain significance. Allowed values are Asset, Liabilities, Result, Customers and invoices, Customer.

Types of the accounts are described below in the following paragraph.

Object

Subject

Fields indicate that weather the balance of the account consists of the balances of the first and second classifiers. If there is the mark + in the field then the program keeps records by objects on that account.

Text

Account name. Any text, which characterizes the given account.

Currency

Monetary unit from appropriate table, in which is conducted the accounting. A balance by the beginning of period for given account should be shown in these monetary units. If the movement of money resources was not in principal currency, a balance of that account in principal currency is changed in connection with changes of the exchange rates. To balance the balance sheet “Eeva” can create the differences in postings of exchange for currency accounts.

1. Account Class

2. Account Class

Descriptions of the account classes. “Eeva” forms many reports and schedules by account classes. Each account can belong into both account classes (for Income Statement format 1 and format 2).

Group

The group, to where an account belongs. A field with certain significance:

Is empty - account is in balance sheet

Off - balance - the off - balance account.

The accounts of separate groups cannot correspond among themselves. The turnovers of off - balance accounts are shown separately from balance accounts.

Bank Account

Own customer bank account from the chart of customers. It is used when this account is also bank account. Determining the bank account enter separate record into the chart of customers for each bank account and also fill in the bank account number and bank code and indicate these codes of records in this table.

At listing of the documents, in which it is necessary to print own bank account, you can show the bank account. The customer code is taken from chart of accounts by this account and by customer code in turn the requisites of the elements from chart of customers, which will be printed in the document.

Summary account

It is used for concerns to compose the summary balance and other summary reports. Here is indicated the account from the chart of accounts of concern. To form the balance of concern the account numbers will be changed to summary account given here.

The command from menu “Command/Records” shows accounting postings of the current account if it is locating in the chart of accounts.

Eeva multi-language software

Account number

The system of numbering the accounts is similar to the table of contents. For example under section 3 there are items 3.1, 3.2, 3.3 etc. Under item 3.2 can be subcategorized as 3.2.1, 3.2.2 etc.

The account number may contain numbers and letters. Other characters are not possible.

The fitting one account to another is determined by the concurrence of their initial parts by analysis. “Eeva” does not limit the division of the assembly account into subaccounts on quantity of items. The division of each account can be variable.

First account is 1 in the chart of accounts. ASSET. Under that are hierarchically located all other accounts, beginning with number 1. All accounts, beginning with 1, are the subaccounts of the assembly account “ASSET”.

For example, account 1 is divided into subaccounts as follows:

1 ASSET

11 Cash and bank accounts

111 Cash

112 Bank account

Eeva multi-language software

Account type

The type of account is shown in the field “type” in the chart of accounts.

Descriptions:

Asset

The asset account. Has only a debit balance. In finding a net balance customer codes and the numbers of invoices are not taken into account.

Liabilities

The liability account. Has only a credit balance.

Invoice and Customer

The account for customers and documents. Accounting is conducted separately by customer codes and invoices (the field of records table “InvoiceNo”) on that account. Different invoices of the same customer have separate balances. Account as a whole may have the both a debit, and credit balances.

Customer

Without the numbers of documents. Accounting is not conducted by invoices. The invoice of one customer is summarized. It is used, if the accounting is conducted only by customers but not taking document numbers into account.

Result

The result account. A balance of this account is on asset side or on liability side, depending on which side the balance would be positive. Accounts as such type must be the main accounts of settlement accounts (“ VAT settlings “, “ Corporate income tax settlings “ etc.), that the program in drawing up the balance sheet could transfer tax prepayments to asset side. In case of prepayment a balance would remain negative in liabilities.

The account type is determined by following rules:

1. If you want to get the balances separately by customers and invoices, enter Invoice and Customer type.

  1. If you want to keep the record only by customers (without invoice number), enter Customer type.
  2. If you want that the balance would be on asset or liability side depending on mark enter the type Customer.
  3. In other cases enter the account type according to your wish (from which side you want to see initial balance and final balance). If you want to see debit balance enter the type Asset otherwise Liability.

The initial and final balances of assets and liabilities accounts must be only on the side of determined type. If the balance is on the another side then it is negative.

Eeva multi-language software

Account number modification

To change an account number you can use the command “Command/Change”. It enables you in several sections of the program to replace account numbers or their initial parts by other numbers. The command is used in change of the chart of accounts, when it is necessary to introduce the changes into many accounts.

Replaceable number

Number of the account or initial part of the number of the account, which you want to change.

New account

Number of the account or initial part of the number of account, on which you want to replace replaceable number.

There are two possible treatments to replace:

() Only accounts with replaceable number

Only those accounts will be replaced which numbers precisely coincides by replaceable number. Replaceable number should be available in the chart of accounts, and new number should not be available in the chart of accounts.

For example, if you entered a replaceable number 1, account 1 will be replaced only. Accounts 11, 12 will be not replaced.

() All accounts with replaceable number

All accounts will be replaced which initial parts of numbers precisely coincide by replaceable number. The entered figures indicate the initial parts of the account numbers.

For example, if you entered replaceable number 1, all accounts, which begin with 1 will be replaced.

Eeva multi-language software

Classifier

Program uses classifiers in addition to account number for specifying the information on account.

The classifiers enable to keep records in addition to accounts. The classifiers consist of objects. Those can be departments, branches, materially responsible persons, contracts, projects and others, for which you want to keep separate records.

EEVA enables to view reports on these, irrespective to which accounts they concern.

Type

Type of classifier. It is given when new object is added.

Code

Code of classifier. It is impossible to change this field directly. To change this field it is necessary to use a command “Command/Change”.

Description

The name of classifier

Eeva multi-language software

Customer

The chart of customers contains information about natural persons and corporations, with whom the firm does business.

The table contains the following information:

The table has following fields:

Name

The name of customer.

Type

The type of customer. It is used to classify customers in more detailed way.

Bank Account

The number of bank account.

Bank

The code of bank from the table of banks.

Registration number

The registration number of customer in the register of companies. If the field is filled, then the registration number will be printed on payment order.

Country

The name of country. It is used at listing of international payment orders.

Contact

The contact person.

Credit

The credit ceiling of the buyer. If the sum of outstanding invoices of the buyer exceeds an indicated sum given here your attention is drawn on it when closing an invoice. If a field is blank, the check of a credit ceiling is not carried out.

Reference number

Your own reference number by supplier. Is printed on payment order in an appropriate field.

Telephone

The contact telephone. If the field describes yourself, the telephone number given here will be printed on the turnover declaration and other reports.

Fax

The Number of fax.

Price %

Sale Code

Default sale codes of pricing. Will be placed on the row of invoice when changing the code of item.

Fields are used in case of wholesale. If the goods are normally sold by fixed discount to given customer the pricing is used.

If the realization of customer will be normally placed on certain account the sale code is used.

If some other values are required on invoices you can correct them later.

Computer

The name of computer where the data of customer is recorded. It is used, when the chart of customers is stored in several computers and is transferred through diskettes.

Region

The region of customer: county etc.

Index

The postal index of the customer.

Info

The additional information on customer. It situates in separate window below the main window.

Locating in table, it is also possible to use command “Command/Change”. It allows changing a code of the customer simultaneously in all tables of the program.

Eeva multi-language software

Item

The table of items contains the following information:

Item

The code of item or the item group. To enter a code into lines of the document, the code must contain at least three characters. If there are fewer characters, The group of means is indicated.

At coding it is necessary to remember that the reports are possible to receive on groups by grouping of codes. For this purpose the code must begin by code of group. The number of digits for the code of group in the beginning of an item code is resulted in the table of parameters in a subsystem “Store”. It is possible to change that field, using the command “Command / Change”.

Type

The type of item. It is used for grouping on other attributes except code. Can be blank, if the item is not subdivided into types. The reports on inventory and fixed assets can be received also by types of item.

For example, you can indicate the supplier to whom the item concerns. It allows analyzing the goods by suppliers.

Description

The description of item. Any text, which describes the item.

Unit

The unit of measurement. It is printed by the each item in the documents and reports.

Account

The account number from the chart of accounts, on which the property of given item is taken into account.

Sales price

The base sales price. It is possible to make a discount from this price.

Retail price

Retail price VAT included. The module “Point of sale” takes the price as a sales price.

In package

If you enter an item on document the amount in package is placed also. And in turn the amount is multiplied by the quantity of item.

Price %

Pricing. Default pricing which will be placed on invoice.

Sales code

Code of sales. A default code of sales from appropriate table, which will be placed on invoice.

Letter K - the sale with VAT is usually here.

Best before

Last date of realization.

Location

The site of an item in store. Any text.

Minimum quantity

The minimum quantity of goods in warehouse. It is used in formation of purchase orders.

Notes

Various additional notes are recorded here.

Purchase price

Default purchase price in the entering of purchase invoice and receipt document. The rate of piecework on piece sheets and brigade sheets in case of payroll.

Sales price in foreign currency

Currency

If an item is sold in foreign currency the sales price in foreign currency and currency unit are placed here.

Supplier

Supplier from whom the item is purchased. By that it is possible to receive store reports.

Analogue

The item analogue. It is used in case of spare parts to register the analogue of item.

To modify the code of item use command “Command / Change”. This command allows also to reorganize simultaneously many items at once.

Eeva multi-language software

Sum

In the table of sums are listed additional sums appearing on documents and calculation instructions of these sums.

Item

The code of sum. A code including one or two characters, which you have given to this sum.

The sums of special meaning are:

TR - Shares the transportation buying goods.

YM - Adds rounding automatically in closing documents.

Description

The description of sum.

Classes

The marks of classes where this sum belongs. The program “Eeva” uses the classes to differentiate the sums. The classes of special meaning are:

T - At listing of document the sums of T class are printed only

E – The sum of this class is not taken into account in calculation of a total sum of the document. For instance, it is used when the sums of goods are indicated with VAT in sales price and you want to point out the VAT and price without VAT separately on document.

M – The sum of VAT. The sum of a m-class is printed on invoice in the line of VAT.

Sales code

Default sales code. Here you can indicate how the sum affects the calculation of VAT.

Pay sum

The formula of sum, which settles up the column “Purchase price “or“ Sale price“.

There are formulas by what these additional sums are calculated in those windows. Windows can be blank or contain comment, when the appropriate formula is not calculated. The formula of sum contains usually the special functions- dokraha () or kaibemak (). These functions are described in appendix.

If a code of sum is entered into the column of item on document, the program automatically calculates the values of sum under these formulas.

Eeva multi-language software

Fixed assets

In the register of fixed assets are placed the inventory tags and names of fixed assets and other additional information.

Item

Assets inventory tag. The program allows to group assets by the first digits of item number. In reports you can receive intermediate total data on them.

Type

The type of fixed assets.

Description

The name of the asset.

Account

The account on which record keeping on given asset is conducted.

Depreciation %

The depreciation rate. This percent is used by the command “Depreciation calculation”. In case of fixed assets the depreciation period is the whole year.

In case of supplies the purchase month: This percent of cost is written off into expenses in the purchase of supplies.

Depreciation Account

The account on which the depreciation of assets is taken into account.

User

The user of asset. Indicates the user, materially responsible person etc.

Expense Account

The number of account on which the depreciation of a means is written off into expenses. The command “Depreciation calculation” transfers the cost of this account into the rows of document. Therefore it is possible to book it when the mark “RIDA” is indicated for the account number in the table of operations.

Object

Subject

Classifiers where the depreciation is placed. In calculation of depreciation these objects are placed into the row of a document.

Location

The site of fixed assets. The number of building, room etc.

Notes

Notes are in the separate window. Additional data on means are printed here: technical parameters etc.

Eeva multi-language software

Customer type

The table of customer type is used for additional classification of customers. In several reports you can indicate the type of customer so that the report is listed only by that type of customer. For instance the type may be supplier, customer, retail buyer etc.

Code

The code or phrase describing the customer.

Description

The description of customer type.

Eeva multi-language software

Item type

The table of item type contains the types of items. You can use the types for additional classification of items, for example:

For stock of commodities - suppliers

For industrial warehouse - materials

The reports can be received by types.

Type

Code of a type.

Description

Name of a type.

Type

The type of item:

“Service” - Type is like a service. Inventory is not checked.

“Set” - The item consist of components indicated in the table of estimate. The command “Cost of set” posts these components into expenses in case of module “Manufacturing”. Inventory is not checked.

“Product” - Just for additional information.

Account

The account, on which the costs of item are written off by sale.

No retailing

If marked, the merchandise with that type is not listed in the module “Point of sale”.

Eeva multi-language software

Payment term

The table contains payment terms. You can use payment terms on the invoices and in the table of customers.

Mark

Short code of payment term.

Due date

The period of days when an invoice must be paid. By that column is indicated default due date on invoice.

Penalty %

Fine of delay in percentage.

Payment term

The description of payment term

Eeva multi-language software

Sales code

The sales code defines the type of realization - which realization account to use and weather it is eligible to VAT or not.

Sales code

The code of sale code.

VAT %

VAT is calculated by that.

Account

The account corresponding to sales code. Indicates on which account realization is accounted.

Description

The description of sales code.

Eeva multi-language software

Exchange rate

The table of exchange rates is used in calculation of exchange rates.

Date

The date after which the given exchange rate comes into operations.

Currency

The mark of currency from the table of currencies.

Rate

The exchange rate in preliminary currency.

In calculation of exchange rates the rates are taken from that table. If there is no exchange rates the message about it is printed out and you can automatically enter to the appropriate table to type it. Thus you do not have to enter exchange rates beforehand, you can enter them when the program requests the rates in compiling a report or making calculations.

Eeva multi-language software

Bank

Banks are listed in the table of banks

Eeva multi-language software

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