FinAnciAL SoFtwARE ABAcUS FinAnciAL SoFtwARE

ABACUS
Financial
Software
F
i n a n c i al
S o f t w are
General Ledger
Accounts Receivable
Accounts Payable
Electronic Banking
T h e S w i ss st a n d a r d .
Intro
3
Dependable. Powerful.
Every business has different accounting requirements which can change over time. For this reason the
financial software modules – General Ledger with Cost Accounting, Accounts Receivable, Accounts
Payable and Electronic Banking – are sold and can be used separately. In addition to the integrated
comprehensive solution, any number of other configurations are possible depending on the size of
the company, the branch in which they operate and other specifications.
ABACUS Financial Software, especially the General Ledger with Cost Accounting, has proven itself over the last
two decades in thousands of companies either as a stand-alone solution or as the central component of a modern ERP comprehensive solution.
Success is no accident: The uncompromising, user-oriented and easy to understand structure, the efficiency and
modular concept make ABACUS Financial Software Switzerland's leading accounting software. Optimally
launched components in an open architecture can be perfectly integrated into every conceivable configuration.
ABACUS programs are continually developed to ensure that they are leaders in technical progress and eco­nomic
and legal knowledge. This allows the programs to adapt seamlessly to new requirements.
ABA C U S BU S INE S S S OF T WARE ALLOW S Y OU
Intro
M ORE ROO M
ABACUS vi – Design the future
ABACUS vi, including the Financial Software and all its modules have been completely
redeveloped in Internet architecture. It is particularly characterized by its scalability and
role-based user concept, multilingualism and support of Software-as-a-Service (SaaS). It
can also be run on different platforms, databases and operating systems. The financial
software modules for version vi can be run on a stand-alone system, in a client/server
installation and via the Internet and Intranet.
Modern Technology
Functions that are available in ABACUS vi which also have particular advantages in the
Financial Software are:
> iPad App for mobile, location independent access to all evaluations in ABACUS financial software
> Creation of balance sheet evaluations / income statements, account statements, etc.
as PDFs
> Direct sending and receipt of documents via e-mail or e-business networks
> Digital signature and public-key cryptography of documents for maximum security
according to legal regulations
> Electronic archiving of all digitally created documents
> Powerful search engine for fast retrieval of data and the corresponding original documents
> Scanning function for the digitalisation of original documents with automatic assignment to the relevant accounting transaction
> Drill-Down function in evaluations down to the digital original document
Comprehensive Service
> The ABACUS Hotline provides swift and competent support to users.
> ABACUS resellers with many years of experience have the business and technical
know-how to successfully implement and maintain the software.
> A comprehensive training program allows users to successfully master the program
and begin using it productively.
5
S E C URI T Y AND EFFI C IEN C Y
Page7
Financial software
Page8-19
Financial accounting
8-11Entry
12-15
Evaluations / Reporting
16-19Cost Accounting
Page
22-29 Accounts Receivable
23-24
25
Efficient document entry
Evaluations
26Payments
27Reminders
Page 32-38 Accounts Payable
33
Efficient document entry
35
Visa control
36-37Optionally dispose payments
38
Evaluations
Page42-45Electronic Banking
Page 46
Financial Software options
The current system requirements can be found
on the ABACUS homepage under the link
www.abacus.ch/links/systemempfehlungen
FInAnCIAL SOFTWARE
7
in aCCounTinG
ABACUS Financial Software consists of flexible modules that can be combined for the
accounting processes. Screens that are clearly structured and adaptable to individual
needs optimally support daily work. A large number of standard reports can be customized by setting parameters.
On the following pages discover the various possibilities offered by ABACUS Financial
Software in the areas of Accounts Payable, Accounts, Receivable and the General Ledger.
> Can be used immediately as a standard software with intuitive user guidance
> Can be extensively adapted to the needs of a company or branch
> Mapping of structures in the form of a company and divisions within a client
> Evaluations in PDF with integration and optional display of the original documents
> Integration of modern technology such as PDF support, mail delivery, archiving
> User-specific roll menus with detailed access rights
> Digitalisation of supplier invoices with automatic assignment to the accounting transaction and automatic processing of electronic invoices
> Workflow-supported approval process with original documents
> Integration with upstream ABACUS modules such as Sales, Purchase, Project
Management and Service Management
> State-of-the-art bank transfer methods (Electronic Banking, DTA, EZAG etc.) and automatic payment transactions with direct debit procedures LSV and Debit Direct
> With AbaVision – the connecting element between ABACUS and Excel – data can be
clearly presented online to management in various summarisation levels and supported graphically.
G e n eral L edger
“Optimized entry screens facilitate
efficient processing and standard texts
for recurring entries make my daily work
much easier.“
General Ledger
9
Entries
ABACUS General Ledger places great emphasis on the comfortable, and errorfree recording of entries. The result: A multifunctional entry screen that meets
every requirement.
Optimized entry screens
The screen consists of the three sections. The uppermost section of the screen displays
the last made entries. New entries are entered in the the middle section and in the lower
section the accounts and cost centre designations including the balances for booking are
displayed. All values are visible in one screen so that scrolling is not necessary. Informative
selection lists simplify data entry for the user.
Accounting
The accounting is performed in the General Ledger in accordance with the Swiss Code of
Obligations (OR) or the German HGB. Parallel to this, supplementary journals can be
created which record valuation differences required for tax statements or international
­
accounting according to IFRS or US GAAP.
Data Entry
Data entry is completely keyboard supported which allows work to be completed quickly
and efficiently. Where required, selection lists are available for the individual fields. Users
and companies have varying needs. For this reason different forms and screens are available in the standard software.
Accruals
Accrual of entries can be customised by setting a periodicity and a from/to date range,
after which the individual accrual entries are automatically executed by the system.
Entries
Corrections and cancellations
The administrator decides whether corrections to entries may be made in the accounting.
Individual entry periods can be blocked for corrections. Corrections or cancellations are
generally no longer possible after a definitive VAT settlement or a monthly or year-end
closure. All corrections will be logged and are traceable via the journal reports. This
makes it possible to trace which user made which correction and when. Cancelled
entries will be specially marked and can be hidden in the report if desired.
Enter cross-divisional entries
Entries that relate to a further division in addition to the main division automatically
­trigger a corresponding entry with simultaneous credit to the General Ledger.
Entry document
A template prepared in Word allows an entry document to be created. After the entry is
made the entry data is directly transferred to the Word template and the document is
available for editing, for example for printing or digital archiving.
VAT
Based on the master data, the system will decide whether an entry is VAT liable.
Therefore for VAT liable entries, the VAT code defined in the master data with the VAT
rate saved on the time axis will be suggested. Depending on the setting, the VAT code
can no longer be changed which significantly minimizes rate of error. The user can individually adjust the rates set in the VAT table by date.
Foreign currencies
If a entry is made in a foreign currency, the system suggests a rate from the foreign
­currency table. This suggested value may be overridden. It is also possible to enter the
key currency and foreign currency amount and allow the system to take over the rate
calculation. Debit and credit accounts can have different currencies as key currency for
the accounting. Should this be the case, multiple foreign currency rates or foreign currency amounts are required in order to close the entry.
General Ledger 11
HI G HLI G H T S
> Entry guidelines
The guidelines set for entries and accounting norms will be displayed during the creation of an entry. This provides the user with the necessary information for an error-free
entry. Entry guidelines as support tools are just as useful for the small business owner
as for the larger concern.
> Digitalise and store the original document in accounting
A digitalised version of the original document can be saved for each entry. During the
scanning process the document will be fully indexed and buffered in the inbox for
further editing. The automatic assignment of a document can then be checked for an
address or creditor and adjusted if necessary. As an alternative to processing a document via the inbox, the administrator can print a barcode an entry and attach this to
the original invoice. During the final scanning process the program independently
assigns the document to the corresponding entry.
When archiving the data of a financial year to an external data carrier, the original
documents are outsourced together with the entry.
> Reports directly from the entry screen
Evaluation and master data programs can be accessed directly from the entry screen.
The user can create individual links to the program. Any controls can be carried out
easily and quickly. Since it is possible for multiple programs to be simultaneously open,
toggling between programs can be done via the task list.
> Entry source
The origin of the entry will be shown in the information window – for example
whether it is an entry from the creditor software. In addition, for entries from the
­
sub-journals the user can also switch directly into the corresponding entry program.
E va l u at i o n s /
Reporting
“Create flexible reports in record
time from data with substantially
relevant results – simply brilliant.“
General Ledger 13
Many standard programs make it simple for users to evaluate their data.
Guidelines regulate the type of preparation and the presentation of information
so that the same settings do not have to be repeatedly made.
Evaluations can be based on various criteria specifically selected and customized by the
administrator. They can be prepared directly in PDF, XLS, DOC, RTF, ODT or CSV format
and presented and output or can be transferred directly to Excel for further simulations
and calculations.
Journal
All entry journals for open and closed periods can be evaluated according to standard or
customised sequences. Optionally, the document pictures of the scanned or electronic
supplier invoices and other documents can also be output.
Corrected and cancelled entries can be output so that changes can be tracked according
to when and by whom they were made.
Account details
Cancellation entries for closed years can also optionally be shown in the account details.
The budgeted values can also be output for comparision. Entries from the Accounts
Receivable / Accounts Payable software are displayed as compressed or non-compressed
– optionally also with the original document saved in the database. Creditor d
­ ocuments
that have not yet been approved can also be included. Cleared entries can be hidden if
desired.
E va l u at i o n s / R e p o r t i n g
Balance Sheet / Income Statement, Operating Statement
Multiple standard evaluations allow the necessary information to be quickly and easily
presented. These standard reports make evaluations such as opening balances, foreign
currency balances, budget comparisons, transaction balances or just simple balance
sheets and income statements possible.
A special report definition program (option “Customisable balance sheets / balance sheet
definitions“) offers the user the possibility to adjust existing reports or create a com­
pletely new report. Such reports can be used just as easily as the standard reports already
included in the program. For the evaluation, the user can switch between the individual
account classifications. This allows a balance sheet to be evaluated according to SME
structure or IFRS. Evaluation differences, as they can be posted in the supple­
mentary
journal, can also be optionally included in the evaluation. The compression level can freely vary according to the classification. Accounts with varying credit terms can be automatically classified as assets or liabilities. In the screen preview of the report, the balance
can be broken down into the individual entries.
VAT settlement
The VAT settlement is carried out according to Swiss or German law and supports the
value added tax return form of the FTA and the filing via ELSTAR to the German tax
office. For other countries the VAT settlement is easier, since the VAT amounts are shown
in the foreign currency and therefore the output can take place by country.
Cash flow statement
The cash flow statement can be created with a standard report using the direct method
for the Fund 'Money'. Personal reports with individual detail can be created and used in
the same way as the standard evaluations.
E-Balance / XBRL
The E-Balance, which is required in Germany, can be created for the core taxonomy
directly in ABACUS Financial Software and submitted to the tax office. For Switzerland,
the electronic year-end closure in XBRL is being developed.
General Ledger 15
H i g h l i g h ts
> Show original document
Indicates to the user during the preparation of an evaluation that the original document should be considered and allows this original document to be directly shown in
the entry or collective entry with a click of the mouse. The report can be printed on
paper with the original document or transferred to a PDF. This allows the original-­
documents to be stored as sub-reports in PDF format and are visible to the user via a
pin-needle marking.
> Evaluations on the iPad
All reports that are available in ABACUS Financial Software can be accessed on the
iPad. This means that financial information is available anytime, anywhere.
> Balance sheet definitions
The 'Balance sheet definitions' option is a powerful tool used to create balance
reports. With it, the user can create individual reports with customisable line and
­column content. A modern interface simplifies tasks and guarantees a high level of
efficiency when creating a new report.
>Outsource data with a digital signature
Important reports can be digitally signed with SuisseID during outsourcing to an external data carrier. Thanks to the signature, the recipient of the data can check whether
the received mail has remained unchanged with it was created by the sender.
C o st Acc o u n t i n g
“For us, ABACUS Cost
Accounting is a controlling
and management tool option
that pays off.“
General Ledger 17
A wide range of cost centre and cost unit evaluations as well as branch-specific
solutions allow targeted control of economic efficiency for departments,
machines, projects and orders. As an add-on option to the General Ledger program, ABACUS Cost Accounting is a valuable analytical management instrument
for every company.
Cost type / Internal settlements
By using cost types, business cases are entered that can be effective in both the General
Ledger and in Cost Accounting.
Internal settlement accounts are used for booking within the cost accounting. Cost types
and internal settlements can use any unit of measurement. Both the amount and the
quantity are balanced.
Cost centres / Cost units
Cost centres and cost units, just as with general ledger accounts, are assigned one or
more classifications that can be used later for reports. For the reports, the grouping elements contained therein serve to allow information processing tailored to the recipient.
Allocations
Allocation tables are available for the allocations. The different allocation combinations
with distribution keys are stored there. The distribution keys can be defined as a percentage key, a fixed amount or a ratio key. Ratios are dynamic allocation keys that automatically generate allocation entries based on values from a database or Excel table.
C o st Acc o u n t i n g
Overhead costs
The overhead costs surcharge is defined for the cost unit. A surcharge can be a value or
quantity e.g. in francs or in hours.
Cost accounting
The cost accounting run is executed monthly. It can be performed multiple times with the
previously calculated values being overwritten. A simulation run with planned figures is
also possible. A balance sheet report allows a comparison between the actual and
planned values.
Fixed and Variable Costs
Optionally, a variable portion can be defined for cost centre / cost type combinations. The
cost accounting allocations allow the user to use ratios to, for example, recharge only the
variable costs.
Data Entry
Accounts that are defined as a cost type always require a cost centre or cost until at
entry. In connection with the service / project management program, AbaProject, bookings can be allocated a cost centre, a cost unit and a project with up to three cost
accounting levels.
Cost centre accounting
Cost centre accounting is an instrument used to control profit centres. It also builds the
basis for recharging overhead costs. The cost centre accounting is suitable for a company
that prefers to work with a more simple cost accounting without automatic allocations
and overhead cost surcharges.
Reports – Break-even analysis
Reports on the details of the cost centres / cost units are done with standard reports. The
evaluation program offers numerous layout and selection possibilities. The ‘Balance
sheet’ option is included in the cost accounting functions. It allows the customisation of
reports by adding numerous balance columns with individual lines. A break even analysis
can also be clearly displayed – even with colourful descriptions. The report can be exported as a PDF, XLS, DOC, RTF, ODT or CSV file.
General Ledger 19
HI G HLI G H T S
> Simulation runs
The monthly, automatic overhead and cost centre allocation runs can be run as often
as required. Allocation keys and overhead rates can be adjusted at any time and distribution runs that have already been executed can be rebooked with the new rates.
> Free allocation keys
The integrated Ratio module allows the user to create any number of allocation keys
so that calculations must not only be made with percentages or fixed values.
Allocations, for example in relation to a reference value, can be easily defined. Access
to the values via and Excel table is also possible. The allocation definitions can also be
made on a monthly basis.
> Direct costing
Costs can be split and distributed into fixed and variable components. The splitting
definition is made per year and is automatically transferred to the next year whereas
adjustments can be made any time.
> Planned cost accounting
In addition to a level with actual figures, a further level using planned figures is available. Cost accounting simulations are executed on the plan level. The balance sheet
definition program allows comparison of the planned and actual figures. Either
planned or actual figures can be selected for reports.
more freedom in controlling –
21
ABA C U S Acc o u n ts R e c e i v a b l e
A c c o u n t s R e c e i vable
“A company must always have an overview of outstanding items. Accounts
Receivable is an important component
of sales management. It allows us to
assess the credit worthiness of a
­customer as early as the offer or order
entry stage.“
Accounts Receivable 23
Efficient document entry
In most cases, documents are transferred to Accounts Receivable from an
upstream system either an invoicing or order processing program. Transfer within
ABACUS systems is seamless. AbaConnect provides m
­ odern interfaces for
third-party software.
Document types for flexible business case entries
With the help of various document types, business cases can be differentiated and
mapped in the ABACUS Accounts Receivable software. By default, the following document types are available:
> Invoice > Payment > Deduction invoice > Credit note > Final payment
> Account ­carried forward
Company or branch-specific requirements for entering document information can be
easily met by adapting the entry fields with suggestions for the account assignment,
payment conditions, reminder procedures, document numbering, etc., as well as customisable document types
Data transfer from the Sales module of ABACUS Order Processing
The documents can be transferred directly from Order Processing to ABACUS Accounts
Receivable or even to the General Ledger. In this case the figures from the stock accounting, sales statistics, and open items as well as from the General Ledger and Cost
Accounting can be updated online. Interfaces and batch processes are completely un­necessary. For all invoices the original documents can also be electronically saved and used in
various reports such as for reminders or account statements.
Efficient document entry
Manual document entry
If documents need to be entered manually a program is required which can optimally
support this process and significantly contribute to an efficient workflow. Therefore all
documents can be entered as:
> Invoices > Credit notes > Payments > Final invoices with automatic rebookings
Transactions can be corrected or deleted at any time if there is no block on posting, a
payment has not yet been entered, and if no intermediate or year-end closing or definite
VAT settlement has been made.
Entry with VAT
Each item on an invoice can be entered with a different VAT code. On the various
accounts as well as for customer and article bases, currency-specific VAT code proposals
can be set up so that errors are practically eliminated.
Import document data via online interface
With the optionally available AbaConnect interface, data can easily be transferred from
an external program. AbaConnect can be used as a web service or as an XML file interface.
Commissioning
With automatic commission settlements several different people can participate in the
sales. The calculation can be carried out at the time of invoicing or when the payment is
actually made. The del credere risk can be borne by the company or by the commission
recipient.
Accounts Receivable 25
E va l u at i o n s
Up-to-date information about customers builds the basis for quick decision-­
making. Therefore the reports make a significant contribution. Through the
seamless integration of the sales department and accounting, credit worthiness
and payment performance can already be checked at the time the offer is made.
The Accounts Receivable software becomes an important control instrument for
the sales department.
OI and list of due dates
The OI and list of due dates delivers all information about open items such as partial
payments already made, account assignment, etc. Past and future-oriented weekly
reports are also possible on which clear liquidity planning is based.
Bank statements for internal and external use
Bank statements can be sorted by G/L date, document number or document date in a
wide variety of layouts. In addition, different sequences and selection criteria are avail­
able such as further information to a document or to a customer. External bank statements can be sent in letter format to the customer for balance confirmation.
BOO K p a ym e n ts
The open items can be automatically offset via VESR or LSV/Direct Debit. Clear,
straightforward entry forms allow even manual payments to be easily entered.
Book electronic payments
Payment translations are largely automated via VESR. For control purposes a simulation
can be performed before the definitive booking of payments.
For payments from abroad and especially for companies in Germany, the payment method MT940 (electronic bank statement) is available: Due to its sophisticated mechanisims,
a large part of the incoming payments can be automatically assigned to outstanding
items and therefore balanced.
Direct debit transactions
If a collection authorisation has been agreed upon with the customer, invoices will be
directly debited to the customer's bank or Post account.
Special payment types
With the help of special payment methods, the following transactions can be easily
booked:
> Transfer of advance payments > Settlement with credit documents > Overpayments
> Bank charges > Settlement of credit notes > Commissions
Individual payments / Collective payments
An individual payment can be entered in any currency regardless of the document currency. A collective payment can be used to spread a payment across different documents
for a customer. Collective payments can be entered without having to assign individual
invoices at the time of payment entry. The completion of such collective payments can be
done any time in a second step.
Payout of credit amounts
If customer credits from credit notes or advance payments need to be repaid, these can
be processed similarly to the method used in Accounts Payable, that is, using the ‘Pay
out’ option to create a dispo run and subsequent payment.
Accounts Receivable 27
Reminders
The constant monitoring of payments due and the corresponding reminder is
important to ensure the liquidity of the company. This is, however, a very per­
sonal aspect of a business relationship and may need to be adjusted depending
on the branch and the customer.
Reminder procedures with high level of individuality
> Any amount of reminder procedures for the control of the collection process
> Any number of waiting days and reminder levels per reminder procedure
> Reminders separated per reminder area
> Reminder texts per reminder level according to the language of the customer
> Minimum reminder amount
> Reminder fees
> Account statements, individual or collective reminders with VESR
> Freely definable reminder interval per customer
> Reminder blocks for customers or individual documents
> Any number of reminder runs
> Modifiable reminder proposals
> Reminder statistics
Persons responsible
For each document a person responsible can be entered – for example a project leader or
client manager. Before the reminders are sent, the reminder lists can be separately distributed to the persons responsible for control.
Reminder areas
Reminder areas which correspond to a division (branch, subsidiary) or a sales organisation are used if several organisational units within a client are responsible for processing
reminders. The reminders are then separated by reminder areas.
Save reminders in dossier
The reminders can be automatically electronically archived when they are created in the
corresponding dossier of the customer.
Default interest
This option allows default interest to be calculated for late invoices. The interest rate can
be managed on a time axis. The program suggests to the accounts receivable employee
if and which default interest should be charged.
ACCOUnTS RECEIVABLE 29
hiGhliGhTS of The aCCounTS reCeiveable
SofTware
> Drill-Down to the detail level
The documents can be transferred individually or collectively to the General Ledger or
Cost Accounting. In reports that are created using ABACUS standard evaluations or
Excel with AbaVision, all balance figures can be displayed in detail down to the individual and/or original document.
> VESR Payments
VESR payments can be automatically divided and processed to multiple clients. For
payments that cannot be directly assigned by the program directly to a document, the
program is available for individual post-editing. The integration of ABACUS Electronic
Banking guarantees the seamless, optimal communication between the financial institutions and the ABACUS software.
> Reminder runs
Any number of reminder proposals for the entire company or for individual reminder
areas can be created per day and processed in parallel. The reminder proposal can be
manually edited, allowing individual due documents from a reminder proposal can be
removed or documents that are not yet due can be displayed.
> customer information System
The clear presentation of monthly and annual turnover is an important management
tool. For example, in the Customer Information System even turnover comparisons for
customers can be graphically displayed.
ABA C U S F i n a n c i a l S o f t w a r e ALLOW S Y OU
31
M ORE ROO M FOR Y OUR C ORE BU S INE S S
A c c o u n t s Payable
“Efficient control over outstanding
supplier invoices is a requirement for
optimal use of our financial resources.
The optional Accounts Payable software can be seamlessly integrated
into the General Ledger, simplifying
the accounting process enormously.“
Accounts Payable 33
Efficient document entry
The efficient entry of documents such as invoices or credit notes is made possible
by the marked ease of use and exceptional performance of the Accounts Payable
software. This program is available as an optional add-on to the General Ledger
software allowing document entry to be completely automated, freeing the user
from manual processing. As a result, the need for paper is eliminated in the
entire Accounts Payable accounting.
Document types for flexible business case entries
With the help of various document types such as invoice, credit note, balance carried
forward, down-payment request or final billing, the different business cases can be differentiated and mapped in the Accounts Payable software.
Company or branch-specific requirements for entering document information can be
easily met by adapting the entry fields with suggestions for the account assignment,
conditions, document numbering, etc., as well as customisable document types.
Documents in foreign currencies can be entered with licensed foreign currency options.
Automation of document entry
> Digitalised original invoice
The original paper invoices can be digitalized with the ‘AbaScan’ option and stored in
the inbox of the Accounts Payable document entry program. The user can access the
inbox during the document entry and start the automatic processing of scanned
invoices. The software recognizes the supplier identification based on the payment slip
ESR line, IBAN account number, e-mail or internet address and proposes the Accounts
Payable entry to the administrator. The payment conditions and the account assignment are taken over from the supplier base and can, if necessary, be adjusted during
entry. A PDF of the original document is simultaneously filed in the document dossier.
Efficient document entry
Through automatic assignment to the accounting transaction, the original document
can be viewed at any time, for example during the approval process, in entry programs, and in reports that can also be created in PDF format.
> Optical entry using a document reader
An alternative to scanning is a document reader which allows payment slips to be
entered without ever touching the keyboard. The program recognizes the supplier
based on the payment slip, the ESR reference number and the document amount. It is
then no longer necessary to manually enter the OCR-B reference number. The payment conditions and the account assignment are taken over from the supplier base
and can, if necessary, be adjusted during entry.
> Data transfer from the Purchasing module of ABACUS Order Processing
The ABACUS Order Processing software offers a comprehensive ordering system.
Upon completion of an order, the supplier invoice is transferred directly to the
Accounts Payable.
> Automatically process invoices via E-Business
If invoices are received via business platforms such as Conextrade, PayNet, etc., these
can be imported into the Accounts Payable software and automatically booked. Also
PDF documents that are received via e-mail can be automatically processed in XML
format thanks to the integrated content description.
> Import document data via online interface
With the optionally available AbaConnect interface, data can be transferred from an
external program. AbaConnect can be used as a web service or as an XML file interface.
Accounts Payable 35
Visa control
The ‘Approval control’ option allows the invoice control and approval process to
be noticeably accelerated and simplified. The digitalised original document can
be accessed anytime during the approval process making paper unnecessary during the entire internal procedure. Approving documents, entering comments and
integrating others into the procedure is significantly simplified.
Customisable approval hierarchy
The customisable, multi-level approval hierarchy determines the standard sequence
through which the document must pass. Every approver can be assigned an approval
limit and other rights such as the representation and possibility to view documents of
other employees.
Release invoices
In the A/R inbox, the main tool of the approver, all documents to be approved can be
stored and processed from there. If the original documents have been digitalised and
stored as a PDF in the document dossier, these invoices will be immediately displayed
during the approval process.
Approval via Internet and iPad
If a company requires invoices to be checked and approved by external employees or in
branches, the inbox can be opened over the internet. Thanks to the advanced ABACUS
technology, the exact same functions and comfort are available to the external approver
as to local users. An iPad app offers mobile employees the possibility to approve invoices
using a tablet.
Booking in the G/L
For the booking of documents in the General Ledger which have not yet been approved,
it can be defined through a base data setting whether or not it can still be booked even
it has not been approved. Otherwise the documents will be booked once fully approved.
O p t i m a l sc h e d u l i n g o f p a ym e n ts
The payment program and especially the automatic payment disposition allows
the efficient management of creditor payments. Payment periods and discount
dates are optimally utilized. Any number of transfers in any number of runs can
be administered.
Payment disposition
The administrator is led step-by-step through the disposition. There are various criteria
available to the user in the disposition run for selecting for the payment of due invoices
The program considers the discount levels and only invoices due in the future can be
released for disposition.
To execute proposed payments the user can either add payments to or remove payments
from the dispo run. The payments can also be adjusted, for example the payment
amount or the company payment centre. After any revisions are made to the proposal,
the transfer proposal is printed and the payment is executed. Finally the payments are
booked to Accounts Payable and the outstanding items marked as completed.
Offsetting A/R and A/P OI
Before transmitting the payment order to the financial institute, outstanding Accounts
Payable invoices are settled with outstanding Accounts Receivable items.
Administration of financial resources
In order for available funds to be optimally used, it is determined for each document
currency which company payment centre is used for the payment. This company payment centre can be prioritized for each currency with a sequence. For each company
payment centre the maximum amount available can also be specified. If ABACUS
Electronic Banking is used and the user has access rights to the various company payment centres, the current balance will be shown.
Accounts Payable 37
Electronic transmission
All electronic payments are transferred to the ‘Electronic Banking’ module for transmission.
The Electronic Banking server sends the scheduled transfers in DTA, EZAG, SWIFT, etc.
format to the corresponding bank or to PostFinance. As soon as these transfers are electronically confirmed by the institute as having been executed, they will be returned to
the Accounts Payable software for booking.
In addition to electronic transmission the following payment possibilities are also avail­
able:
> Save DTA as a file > Save EZAG as a file > Bank payment order
> Cash payments > Correspondence check > Bank check
Payment advice
For all collective or individual payments (except correspondence checks) a payment
advice can be created. This payment advice can also be attached to an email.
Manual individual and collective payments
Manual individual payments from any of the payment types supported by the ABACUS
Accounts Payable software, such as manual collective payments for multiple outstanding
items, can be made by the program. This allows special cases such as the offsetting of
credit notes or expense reductions to be booked in addition to normal payments.
E va l u at i o n s
The administration of outstanding items is of great importance in any business.
The outstanding items list and the due date list are two ideal instruments. These
evaluations provide the user with an immediate overview of all payments due at
a specific point in time. Payments can be sorted and evaluated retroactively as
well as on a specific date in the future.
Evaluations with integrated PDF original documents
Useful standard evaluations include the account statement, the document journal and
the turnover or sales lists. All lists allow an immediate drill down to the originally scanned
document if these have been included in the transaction. If lists are prepared as a PDF in
order to make, for example, an account statement available to the suppliers, the original
document is integrated in the PDF so that the recipient has full transparency of the transaction.
Searching for information
For customising evaluations, different filter criteria are available for selecting the desired
data. The user can determine through customisable sequences and various layout possibilities how the evaluation should appear in order to meet his or her needs.
All settings and layouts that can be used in evaluations can be saved as templates. This
makes regularly used evaluations available virtually at the touch of a button.
In the screen preview, all lists can be comfortably searched with any character strings
such as supplier, invoice, amount, etc. Any invoices found are listed and can be directly
selected.
ACCOUnTS PAyABLE 39
h i G h l i G h T S o f T h e a C C o u n T S paYa b l e
SofTware
> customisable document entry forms
All important fields are contained in the standard entry form. Which fields are displayed and in which order is determined by the system administrator according to his
or her needs. This allows various user groups to define and assign different entry
forms to suit their needs.
> original documents
In a payment run all scheduled invoices for the corresponding original document can
be immediately shown. This is possible when the paper invoices are scanned and automatically saved as PDFs in the document dossier using ABACUS AbaScan. This allows
the user to efficiently check a payment run and also to delete payments from the run.
> Evaluations with customisable layouts
The layout of evaluations can be customised to meet the user's specific needs. With
the use of an editor, fields can be inserted, moved or removed. Font and other formatting can be easily changed. The company logo or pictures can also be conveniently
integrated in the lists.
ABA C U S E l e ct r o n i c B a n k i n g –
41
T h e p o r ta l t o t h e f i n a n c i a l w o r l d
E le c t r o n i c B a n k i n g
“I enjoy working with Electronic
Banking. Processing is much quicker
and all orders are sent to the correct
recipient at the correct time.“
Electronic Banking 43
The electronic payment transactions are completed using the newest technology
and security solutions. Integration in the ABACUS applications Accounts
Receivable, Accounts Payable, Payroll and General Ledger optimises processing
and saves time and money.
Financial institutes
ABACUS Electronic Banking directly supports the most important financial institutes in
Switzerland: UBS, Credit Suisse, PostFinance, Zürcher KB, Raiffeisen, RBA banks and most
Cantonal banks.
ABACUS Electronic Banking is a multibank-capable program that can serve several financial institutions with different interfaces at the same time with payment orders. The current list of supported institutes and the interface can be found at www.abacus.ch
Integration
A high level of automation is reached through the use of common base and transaction
data in Electronic Banking and in other ABACUS applications. The transparency of payments and their processing can be monitored and checked by using various evaluations
in the individual applications.
ABACUS Electronic Banking can also be used as a 'standalone' application or for the
preparation and processing of data from external applications.
The following payment orders can be made electronically from ABACUS software:
Accounts Receivable software
> Direct Debit procedures
> Debit Direct
> ESR processing
> Payment of customer credit
Accounts Payable software
> DTA (Data carrier exchange of the banks)
> EPO (Electronic Payment Order from PostFinance)
> IZV / AZV (Domestic / Foreign payments, German payment transactions – Optional)
> SEPA (European payment translations)
Account management
ABACUS Electronic Banking supports the following functions for efficient
account management:
> Account statements and interim transactions (SWIFT MT940 and MT942)
> Account balances entry
> Payment lists and account sheets
> Search function of transaction data
> Categorization of payments
> Password protection
Cash Management
The ‘Cash Management’ option in Electronic Banking supports liquidity planning. This
efficient tool make sure that there are enough liquid assets on hand in order to execute
creditor payments by the desired date.
Electronic Banking 45
H i g h l i g h ts o f E l e ct r o n i c B a n k i n g
> Further processing of payments
The payments can be processed directly on successful transmission to the financial
institution and posted to the general ledger. The booking process can only be initiated
by the user when debit notice of the financial institution has arrived.
>Authorization
Based on the ABACUS user administration the following models can be used: ‘Sole
signature’, ‘Collective A’ (first signature) and ‘Collective B’ (second signature). The
creation of signature groups allows differentiation of Accounts Payable and Payroll
users who have access to the same account. This allows only employees who use
Accounts Payable to approve a credit order.
> Preparation of electronic payments
All payments are prepared in the payment disposition and submitted to ABACUS
Electronic Banking for transmission to the financial institution. The Accounts Payable
software automatically starts the Electronic Banking module in which the user only
needs to release the payments provided for transmission.
> Direct access to financial institutions
A setup wizard assists the user in creating new institutions and to configure the interfaces. The multi-bank capability allows access to different accounts. Payment orders,
responses and current account balances are processed and updated in a single step.
These processing procedures can be automated according to a schedule so that the
current data can be picked up outside of business hours, for example, during the
night.
O p t i o n s f o r ABA C U S F i n a n c i a l S o f t w a r e
ABACUS Financial Software is comprised of the following program modules:
> General Ledger
> Accounts Receivable
> Accounts Payable
These programs can be used separately or combined. A subsequent expansion is possible
at any time.
Every program consists of a standard version with functions for entering and managing
the base data, creating entries and compiling reports. Upon request the standard version
can be expanded with options that are subject to charge such as clients, foreign currency,
cost centres, divisions, budgeting, etc. All available options for every program module
can be found under www.abacus.ch.
Electronic Banking program as an addition to Financial Software
For maximum efficiency in payment processing and booking and in the areas of Accounts
Payable and Receivable, the optional Electronic Banking module is available.
More information about the Electronic Banking program is available in separate documentation.
OPTIOnS 47
i n T e G r aT e d S o f T w a r e T o M e e T e v e r Y n e e d
General Ledger
Electronic
Assets Ledger
Cost Accounting
Banking
Accounts
Receiveable
Master data
AbaBuild
Technical Building
Accounts
Payable
Address Management /
CRM
Service and Contract
Management
Programme
Payroll
Human Resources
REMS
Real Estate Management
Service and Project
Management
Order Processing
Invoicing
Production Planning
and Control
E-Business
AbaSmart iPad App
Archiving
AbaScan
Information
Management
Process Engine
Workflow
AbaReport – Report Writer
AbaSearch – Search Engine
AbaNotify – Notification
System
SmartJob – Process
Automation
AbaAudit – Database
Monitoring System
AbaConnect
Standard Interfaces
Adobe
Intranet / Internet
E-Mail Programme
External Products / Individual Solutions
Microsoft Office
Time Recording Systems
CH-9300 Wittenbach-St.Gallen, www.abacus.ch [email protected]
ABACUS Research SA, Business Software
CH-2501 Bienne/Biel, www.abacus.ch [email protected]
ABACUS Business Solutions GmbH
D-80336 München, www.abacus-solutions.de [email protected]
Ecknauer + Schoch ASW / Web-01.14
ABACUS Research Inc., Business Software