Rimsco Accounting Systems Main Help Document
Overview of System
The accounting system consists of six modules, with integrated links to further systems such as Stock, Fixed Assets, etc.
The Nominal Ledger forms the core of the system, and controls a database of financial transactions generated by postings from the Nominal Ledger itself and the Sales Ledger and the Purchase Ledger. These ledgers are further supported by Invoice Registers. The whole database is reported on by the Nominal Reports module, which produces Cashbook Reports, Balance Sheets, Journal Reports, etc.
Essentially, the database consists of families of transactions in accounting date sequence, each family having a zero sum. Each transaction family is further identified by the date and time of creation and the name of the user, together with certain other flags and indicators (which ledger created it, etc.).
Details of posting family creation and other activities are given in the appropriate chapters on each ledger, and the remainder of this chapter covers general aspects of the system.
Throughout the system, every text message may be replaced by the user with different text in any language/font/colour, and/or replaced/accompanied by graphics chosen from a standard selection or supplied by the user, including embedded plug-ins, music, synthesized speech, etc. Similarly, most data may be presented in a form chosen by the user. If the user has password-creation facilities, passwords created by him can inherit the user's current format.
Whilst numbers are used to identify suppliers/customers, nominal accounts, etc., the system provides an alpha-matching facility whereby submission of any letters forming the start of any word in a name results in a selection list of matching names.
When a password is created (or subsequently amended) it may have ascribed to it any or all of the facilities available to the creating password. The user will generally see on-screen a selection of the facilities available to the password, and be unaware of further facilities unavailable to him. There will also be a time interval associated with the password, so that if the system does not receive a submission during that interval then the password will be logged off. This may be due to the user forgetting to log off, or be disconnected for any reason, etc.
All passwords (hence all users) belong to a specific "Charge Account" against which all time spent logged on by users is charged. Whilst no user is automatically logged off by the system (hence the Account may have a negative balance), users may not log on to an Account unless there is time remaining on it. Information is displayed at log on of the number of users currently logged on and the time remaining on the Account.
Whilst a password can only be logged on once at any time, users may have multiple passwords and consequently run multiple browser invocations on one PC, but each password is charged individually.
A log is kept for five years of all data submitted by all users by date and time, and may be made available for inspection by arrangement.
Each Account is associated with a Group of companies, and passwords may be assigned access rights to any one or more companies in the Group. Of course, the Group may consist of only one company. Where there are multiple companies (and there may be more than 90 in the standard system) the system maintains data for each company individually but also provides some composite data across all Group Companies (e.g. the current trading state of the Group against a Customer/Supplier Group for use in suggested payment reports).
There is no restriction on the choice of base currency for a Group (i.e. the accounting may be done in Euros, Sterling, U.S.Dollars, etc.) but all companies in the group must use the same base currency for accounting.
All entries of invoices and payments may be in any mix of currencies for any company, but the balance sheet will be in the Group base currency.
To sum up, for each Account the system supports a Group consisting of 1 to 90+ companies for 1 to 100,000+ simultaneous users each utilising a self-tailored or chosen interface in any language with Arabic Numerals, providing accounting facilities in any single chosen base currency across the Group but supporting entries in all currencies. And all you need to use it is a PC with a (free) browser and connection to the Web.
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