Digital Accounting is a state-of-the-art, year-two-thousand-compliant, multi-user, multi-company accounting system. It consists of eleven modules, each of which may be used alone or in any combination.
Our goal is to provide you with an accounting system that is solid both from an accounting and an operational perspective; and is easy for your users to learn and operate.
The demo consists of all modules currently available. It contains sufficient data that you should be able to run reports and evaluate most of the features of the program without having to do much in the way of data entry.
We realize that adopting an accounting system is a major decision and we've tried to provide as much information as possible to aid you in this regard. If you have any questions not answered by the demo and help files, please feel free to contact us at any time (see Sales/Support ).
Digital Accounting is a double-entry, batch-oriented accounting system that is fully Year 2000 compliant and supports multiple companies and cost centers. The account number structure is easily modified and can be a maximum of 40 characters in length. The demo copy account structure is set up as follows:
99-99-9999
where the first two digits represents the entity/subsidiary
the second group is the department/cost center
and the last four digits represents the actual account.
Unlike many accounting systems, the previous month or year does not have to be closed out prior to entering transactions for the current accounting period. The end of year close can be closed and unclosed throughout the following year as needed. This allows you to enter data for the current year and still make changes as needed to the prior year.
One menu option, Financial Report Preparation, must be run prior to printing any of the financial reports. Its purpose is to process the data for a given period or group of periods. All reports will utilize this same data.
General features that are common to all modules:
If a pick list is available for a particular field, a Pick button will be activated. Almost all tables that are used for such look-ups have two indexes associated with them, one on the key and one on the description. The latter will be the order in which the pick list will be displayed. If the user knows the key, it may be entered directly. If it is not known, they may click on the Pick button or enter a character or two of the description and then click on the Pick button. Alt+P may be pressed in lieu of using the mouse. When the pick list is displayed, double clicking on the appropriate record will insert the key value into the field. Alternately, the user may move the cursor to the appropriate record and press the Enter key.
The process for running all reports is the same. The user may preview the report prior to printing. The zoom controls on the print preview screen allow the user to adjust the size of the font being used for previewing. Note: Previewing is not a substitute for printing. In the case of batch journals, batches will not post unless the journals have been printed. The same is true for invoices.
A pop up calculator is available from any numeric field by pressing the F5 button. After finishing the calculation you can insert the result into the field by pressing the Put Result button.
Transactions in GL, AP, & AR are grouped into batches. A batch is a group of like transactions for a particular period of time. i.e. All payments received on a given day would go into a batch. While Digital Accounting imposes no limits on the number of transactions in a batch, it is recommended that transactions be entered and posted daily.
• The bookkeeper or operator runs a total on the dollar amount of each new batch and assigns a batch control number.
• The transactions are entered, with debit and credit entries to the appropriate accounts.
• When the debits, credits and batch totals balance, the General Journal is printed.
• If the bookkeeper or accountant is satisfied that it is in order, the batch is posted to the master files. Multiple batches may be entered and edited at the same time and only batches in balance will be posted.
Okay, why batch versus real-time? Simply stated, because accountants love it and because accountants are involved in most purchasing decisions. A batch-oriented system ensures correctness and provides a detailed audit trail. It also helps to ensure that no transactions are omitted or entered twice and allows editing prior to posting, thus avoiding numerous adjusting entries after the fact. Note: There are NO serious, multi-user, accounting systems that are real-time.
That said, there are actually two batch options, selectable by the user:
• When invoices are posted from the Order Entry module, both an AR batch and a GL batch is created. The accounts receivable clerk prints the AR journal and makes any necessary adjustments, then posts the batch, which then updates the customers' balances. The person responsible for the General Ledger, reviews the GL batch, prints the journal, and posts. This option makes the most sense in organizations which have split the accounting duties amount multiple people.
• Under the second option, invoices are posted directly to the GL and AR tables, eliminating the intermediate batches.
In all cases, the on-hand quantities in the item table are updated real-time by the OE module.
Manufacturing Support Added! - See Inventory/Purchasing Features.
• New batch and period selection routines.
• One-up laser shipping/mailing labels from just about anywhere.
• Archival routine creates zip file of all tables.
• Last and first name fields added for contacts. Walk-in customer file obsoleted.
• "State" field increased to three characters.
• Detailed instructions for using our report engine.
• User-defined alignment options for customer, vendor and item numbers (ID).
• Enhanced item and customer lists so subsets can be printed.
• Solid, full-featured accounting modules
• Published list of bugs, fixes, enhancements, and planned new features.
• Top-notch technical support by voice and email, including most weekends.
• Batch or non-batch modes.
• Complete audit trail.
• Eleven modules to choose from.
• Easy to use - almost completely intuitive to accountants and bookkeepers.
• The fastest Windows based accounting system on the market.
• Pick lists for almost everything.
• Laser checks from blank check stock.
• Report engine with print preview.
• Written as multi-user from the ground up.
• Great on-line help.
• Written documentation in MSWord format.
• General procedures available from all modules.
• Pop up calendar that is accessible from any date field.
• Pop up calculator that is accessible from any numeric field.
• System Administrator can easily limit user access to specific modules.
• New "Difference" label displays variance between debits and credits.
• Utilize up to 13 accounting periods each year.
• Define up to 100 individual cost centers for pinpoint financial reporting.
• Consolidate data for up to 100 different divisions/companies.
• Ability to edit previous year's transactions.
• Print financial reports from the previous year.
• Create, track and edit your company's budgeting.
• Enter and edit general and recurring journal transactions.
• Generate automatic reversing entries.
• Post transactions to multiple G/L accounts.
• Check Reconciliation.
• Sub-Ledger Reports.
• Parent Roll up Account.
• Cash Receipts Journal.
• Open item billing.
• Generate single and recurring transactions.
• Track unapplied payments and past due invoices.
• Process full and partial payment of invoices.
• Generate late charges on past due invoices.
• Maintain multiple tax codes and shipping addresses per customer.
• Added default bank accounts for check printing.
• User-defined check formating.
• Process partial or full payment of invoices.
• Easily apply one-time or recurring expenses.
• Process manual or system generated accounts payable checks.
• Minimize expenses by tracking and taking advantage of vendor discounts.
• View and print vendor accounts showing current payables and payments.
• Support for laser checks from blank check stock.
• Write checks from multiple checking accounts.
• Print an "Instant Check" without an invoice.
• Added user-selectable number of copies for invoices, orders, & quotes.
• Added "Regions" for both salesmen and customers.
• Sales report by month and product type.
• Generate orders, invoices and quotes.
• Enter/Edit customers on the fly.
• Create and fill backorders.
• Easily change customer quotes into orders and orders into invoices.
• Track sales activity per salesman.
• Process recurring customer orders without re-entering data.
• Enter orders from multiple locations.
• Preformatted laser forms for invoices, orders & quotes.
• User can add logo to quotes, orders and invoices for laser forms.
• Generate recurring invoices on a weekly or monthly basis.
• Multi-level bill of material.
• Build-to-order or build-to-forecast.
• Material requirements report including BOM explosion.
• Production scheduling.
• Control multiple warehouse locations.
• Maintain and sell inventory items as a kit.
• Enter/Edit purchase orders and receipts.
• Automatically generate purchase orders to restock inventory.
• Update inventory items manually.
• Track sales activity by individual item.
• Multi Level Pricing for each item.
• LIFO, FIFO and Averaging added.
• Revamped Interface.
• Support for tips and similar forms of income.
• Payroll Summary Report.
• Added Year-To-Date tab to employee edit form.
• Added default bank accounts for check printing.
• User-defined check formatting.
• Enter and edit employee time sheet data.
• Define unlimited voluntary and involuntary tax deductions.
• Tax tables are easily updated without program changes.
• Perform check reconciliation.
• Easily generate your standard payroll without re-entering data.
• Reprint payroll checks even after posting.
• Track payroll costs by job.
• Unlimited number of municipal and state taxes per employee.
• Support for laser checks from blank check stock.
• Print payroll checks from multiple checking accounts.
• Enter asset acquisitions, transfers and retirements.
• Choose straight line, accelerated, decelerated or define a method of depreciation.
• View up to date accumulated depreciation of company fixed assets.
• Calculate up to 13 accounting periods for each asset.
• Consolidate fixed assets by tax district.
• Track income and Expenses by job or project.
• Automatically generate Job Costing data when entering invoices in the Accounts
Payable and Order Entry modules or when processing Payroll.
• Consolidate costing data by job number or cost center.
• Enter job costing data manually.
• Break down customers and contacts into groups for easy tracking.
• Schedule and view pending actions (calls, meetings, etc.)
• Up to the minute access to customers accounts receivable information.
• Generate invoices for customers from within the Contact Manager.
• Generate preformatted letters for a contact using templates that you create using your word processor.
• View customer sales history.
• Maintain multiple contacts for each customer or prospect.
• Reprint old Invoices.
• Supports an unlimited number of registers per store and an unlimited number of stores.
• Can be used with all types of scanners.
• Supports cash drawers and receipt printers.
• Can distinguish between UPC codes and company's own item number for scanned items.
• Pick lists for items and customers.
• Permits collection of customer information if desired.
• Seamless integration with General Ledger and Accounts Receivable.
• Extremely fast operation. Almost all input can be done from numeric keypad.
• Easy to use and easy to learn. Most cashiers can be trained in less than an hour.
• Permits (and tracks) price overrides by cashiers.
• Simple price check function.
• Allows management to broadcast messages to all, or individual registers.
• Support for both receipt and invoice printers.
• View history of specific customer sales.
• Accept multiple payment types on the same transaction.
• Hold transactions.
• Add comments to transactions.
• Edit or view prior transactions. (edit only before posting)
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