Tuesday 11 December 2012

Challenges of Finding Potential UBS Project Company

    We are now into Week 4 of our Semester.  Our main task for this week is to find a potential company who is willing to participate in our UBS Accounting System Project.

 
As given by our lecturer, Mr. Noreffendy, the main objectives of the project are : 
  • to help to convert an organization that uses manual accounting system 
  • to computerized accounting system to implement the uses of computerized accounting software in a real life situation

 This project will then be registered as part of Graduate Employability Skills (GEM’s) under Community Service.

For this UBS project, there are three of us, Ezuan, Farhan and Farid. We approaches a few companies in nearby areas in Shah Alam and Klang. We explained to them about the project and the benefits of this project to them. Initially they said that they will think about it but when we call on them again, many of them rejected us when we mention that we require transactions documents from them such as receipts, invoices, bank statements, cash books and cheque slips. 
 
Their main reasons for rejection is that their documents are confidential and they hardly know us to trust us with their company transaction details. Another reason is that their transactions documents are not properly kept and some are missing. 

This is a real challenge for us to find a company who is willing to participate in the project. It is not as easy as we thought. Even though we told the companies that the UBS Project will bring a lot of benefits to them through increase in productivity and efficiency as their transaction system will be computerized, …. the potential company is still not easy to find.

We even contacted an agricultural company rearing goats in large scale in Muar, Johor which one of us knew the owner and he is willing to participate. But, on second thought we do not choose the company because it will be difficult as we have to travel far and it will take at least 3 hours to reach the company.

 Alhamdulillah, 
finally we see some lights at the end of a tunnel. 






We find a company in Putrajaya 
that is willing to participate in the UBS Project.  
The name of the company is Setia Maju Mini Mart and   the owner is Mr. Mohd. Ali bin Abdul Majis.




Friday 7 December 2012

UBS Skill That We Have Learned Until Today



    Hello everyone, today we want to share about UBS  skill we have learned until today. For last week class, we learned the basic on how to use UBS.  

     We were all very excited as this is the first time for us hands-on using an Accounting System. We have received the Sage UBS Computerised Accounting System Software (Version 5) together with the Sage UBS Accounting self study Guide and Sage UBS Accounting Work Book. We can’t wait to lay our hands to use the software.           


       At the tutorial, Mr. Noreffendy guide us through the First Lesson. Firstly, as the UBS software can accept multiple users, we were taught of how to create the company name in the UBS and make sure that the correct directory is selected. UBS uses multiple major languages for the convenience of its users. However, English is the most commonly used


After that we were taught the following : 

  • Organise Batches. In UBS Batches = Journal
  • Enter chart of account by debited account , then followed by credited account
  • Enter business transaction using add entry
  • How to preview the data that we key in for previous batches
  • How to correct the problem, when we are mistakenly enter the wrong data in debit and credit account
  • How to do the backup to save the file.

 We were given the task to do Assignment 1 of the Work Book. Since this is the first time using the software for an Accounting System and we are not familiar with the terms used, we made a few mistakes along the way while entering the transactions but we able to correct them later. This is especially so during entering the values for double entry transactions.



The video below describes the step-by-step procedure on the above mentioned items. 

 



                            


     The following are the screenshots of the tasks we have completed during our First Lesson.



    Firstly we set the company’s name and accounting period for Sunny Electrical Account

    COMPANY SETTING - Go to Housekeeping -> Setup -> General Setup -> Company Profile
     (key in company details and accounting period )




    1.  CREATE CHART OF ACCOUNT - Go to General -> General Ledger a/c Maintenance
    ( key in account number, account description and account type must be correct)








    2.   Enter Batches
    ORGANISE BATCHES - Go to Transaction -> Organise Batches
    ( key in batches )



    3.  Enter double entry from the previous transactions
    TRANSACTION - Go to Transaction -> Transaction File Maintanance
    ( key in the double entry)



    4.  Finally, during out First lesson we learn how to print the transaction
    Batch Listing.
    VIEW / PRINT REPORT - Go to Report
    (select report that want to view or print )



     


    5.  Create back up for the file to save data.
    BACKUP & RESTORE - Go to File -> Backup and Restore
    ( make sure the data directory is correct )