Wednesday, 13 February 2013

Analyze the UBS Terms

Add Entry VS Quick Entry
In UBS, there are two methods to key in transaction which is add entry and quick entry.

Add Entry 
is a single transaction entry procedure. When we enter a debit entry, we have to add credit entry to complete the double entry concept. In add entry. If we didn’t click on save button, the system WILL NOT SAVE the entire transaction.

Quick Entry 
is a double transaction entry procedure. When we enter one side of double entry, the system will generate the other side of the entry automatically. All we need to do is nominate a Master Account. Master account can be any double entry account and it means the account’s entry will be handled by the system.

When the user starts to enter characters into the Quick Entry field, the list of values for that field type is examined to find any matches. If a match is found, the remaining characters will be automatically filled and selected. The user can continue typing to find another record or move focus to the next field. If multiple values match the characters that have been entered, the up arrow and down arrow keys can be used to move between the different values.

Deleting All Business Transaction VS Deleting Individual Transaction

Deleting All Business Transaction
is deleting all transactions, account numbers and batch titles of the data folder when you 
select option no 1 which is 'clear both chart of accounts and transactions' in 
the Sage UBS Accounting System

Deleting Individual Transaction
will only delete transaction and batch titles.
Chart of account and opening balance shall be remain and not been deleted. 
You can select Option no. 2 “Clear  only transaction”. Chart and b/f
remains Clear Files/Generate Sample Charts
in the Sage UBS Accounting System

Backup VS Restore

is a compression of multiple data files from Sage UBS Accounting System
into one compressed file and transfer the compressed file to
floppy disk / UBS flash drive or hard disk.

You must Select Diskette Drive to C drive.
When you do backup, the system will generate a file call BACKUP.ACC . 
Then you must rename  BACKUP.ACC to new file name 
for easy to do another backup

Backup is important as it stores our latest document. If we did not backup our file, the chances and possibility of loosing the transaction is higher and this may cause trouble to us as we need to key in all the data again

is decompress the compressed file from floppy disk / UBS flash drive or hard disk
in order to recover back the multiple original data files which
shall be stored back into the system.
Before you doing restore make sure the file name is BACKUP.ACC
 because  the system just can read BACKUP.ACC  file.

Restore helps us to re used the data that we have entered in previous period. We have just need to click restore in the option and choose the backup file that we want that have saved earlier


Edit VS V.Edit

is where you may edit a single transaction by clicking the Edit button.
This type of edit is being done one by one.

is used to edit or change more than one transaction in a batch at the same window.
It is faster and easier for editing to compare with the normal Edit function

First, you need to choose the right batch and click on V.edit button.
Then change the amount  
followed by clicking on the “Save button” after we have made the changes.
To delete transactions, you need to key in (10) asterisk (**********) in Reference No field. 
Then, we must change the amount to 0.00 and click on the save button.


means the sequence of accounting month.
Period 1 refers to first accounting month;
period 2 refers to second accounting month and so on.
If your current accounting year is from 1st January 2012 to 31st December 2012
period “1” refers to the month of ‘January 2012’ and
period ‘2’ refers to the month of ‘February 2012’.

Accounting Period
Accounting period in bookkeeping is the period with reference to which accounting books of any entity are prepared.
It is the period for which books are balanced and
the financial statements are prepared.
Generally, the accounting period consists of 12 months.
However the beginning of the accounting period differs
according to the jurisdiction. 

For example one entity may follow the regular calendar year, i.e. January to December as the accounting year, while another entity may follow April to March as the accounting period.


1 comment:

  1. salam nak delete individual transaction, remain chart and b/f (option no 2) then dia kuar "you can only clear chart or transaction on evaluation chart". cemana tuu..??? tolongggg