Documentation Guide for Accountants

The goal of this section to is highlight important documentation for accountants.   Some of the following tools are designed for accountants and other sections are highlighted as a reference to commonly used features within EBMS.

Periodic processes

1. Close a fiscal year:  [Financials] Fiscal Year Controls > Closing a year

2. Open a new fiscal year:  [Financials] Fiscal Year Controls > Opening a New Year

3. Close a month: [Financials] Fiscal Year Controls > Closing a Month

Reporting

1. Report menu within EBMS with all reports:   Reports > Menu

2. Add reports to the Financials > Fiscal Year Controls > Close Month and Close Year wizards: Reports > Print Buttons and Menus

3. User created reports allows an accountant to group reports for a specific process.   See the Adding Reports or Report Folders section within Reports > Menu

4. Exporting data to Excel, PDF, and other application and files:  Reports > Exporting Data

5. Accessing EBMS data from within an Excel spreadsheet:  Excel Add-in > Excel Formula Overview

Maintenance Utilities

1. Verify common ledger balances: [Financial] Utilities > Verifying General Ledger Balances

2. File maintenance: Utilities > Maintenance Utility

3. Server Manager to create or manage multiple data sets, upgrade, or other technical tools:  EBMS Server Manager Overview

The first two utilities should be run on a monthly basis to verify the integrity of the data within EBMS.    These utilities should be run at a time when other users are not logged into EBMS.   Note that these utilities are included in the Close Month and Close Year process

Reconcile Accounts

1. Cash Accounts: [Sales] Customer Payments > Cash Accounts, Deposits, and Reconciling Cash

2. Bank accounts: [Financial] Bank Accounts > Reconciling a Bank Account

3. Accounts Receivable:  [Sales] G/L Transactions > Accounts Receivable

4. Accounts Payable:  [Expenses] G/L Transactions > Accounts Payable

5. Other balance sheet accounts including payables and receivables: [Financial] Account Reconciliation > Account Reconciliation Overview

6. General ledger account transactions:  [Financial] > Transactions > Overview

7. Adjustment journals including adjusting subsidiary account ledgers:   [Financial] Journals > Creating Journal Entries

Identify what transactions or accounts were added and when

1. User and time stamp details:  Review the Timestamp and User columns described within [Financials] Transaction > Overview.  

2. Report transactions based on the time stamp:  Reports > Financials > Transactions > GL Transaction Detail by Process Date (time stamp) from the main EBMS menu File > Reports

3. Identify when an account was added:  Use the advanced query option to query the datebase field of E_Date within a list or report.    Review Advanced Query Options

Inventory Management

1. Configure perpetual inventory:  [Inventory] Tracking Counts > Overview

2. Adjust inventory counts and value:   [Inventory] > Tracking Counts > Adjusting Inventory Count and Value  and Adjusting Inventory Counts as a Batch

3. Cost of Sale accounts:  [Inventory] > Track Counts > Inventory Variance

Client Data Handling:

1. Installing a copy of EBMS in the accountant's office:   Accountant's use of the Journal

2. Importing client data:  Exporting Information to Accountants

3. Exporting journal entries to the client:  Importing Journals from Accountants

Helps and training

1. General documentation: Utilities, standard features, and reporting documentation

2. Financial documentation: General ledger, profit centers, budget and other financial documentation

3. Sales documentation: Point of sales, quoting, payments, and other sales documentation

4. Inventory documentation: Product catalog, purchasing, manufacturing, serialized items, and other inventory documentation

5. Labor documentation: Work order, payroll, time management, piecework, and other labor management documentation

6. Videos:  EBMS Academy videos