Accounts Process - 20170810

DealerPRO
Accounts
Accounts Receivables
Accounts Payable
Banking
General
© Pentana Solutions Pty Ltd Page 2

Contents
Accounts Receivables ............................................................................................................................. 5
Adding a Customer into the system ................................................................................................... 5
Important fields to be completed ...................................................................................................... 6
Creating the customer GL account ..................................................................................................... 7
GL account settings ............................................................................................................................ 7
Credit Limits........................................................................................................................................ 8
Enquiry Screens ................................................................................................................................ 10
Debtor Schedule / Aged Analysis...................................................................................................... 13
Debtor Statements ........................................................................................................................... 14
Debtor Receipts (P&S, Vehicles) ....................................................................................................... 15
Supplementary Invoices ....................................................................... Error! Bookmark not defined.
Vehicle Receivables processing ........................................................................................................ 19
Reprinting Invoices ........................................................................................................................... 19
Reconciliation Tools / Processes ...................................................................................................... 20
Accounts Payables ................................................................................................................................ 21
Adding a Supplier into the system.................................................................................................... 21
Important fields to be completed .................................................................................................... 22
Creating the supplier GL account ..................................................................................................... 23
GL account settings .......................................................................................................................... 23
Payment Terms Default .................................................................................................................... 23
Invoice Grouping .................................................................................. Error! Bookmark not defined.
Processing Supplier Invoices............................................................................................................. 24
Enquiry screens................................................................................................................................. 29
Manual Supplier Payments (Cheques) ............................................................................................. 31
Creditor Schedule / Aged Analysis.................................................................................................... 32
Creditor Payment selection process................................................................................................. 33
Creditor Payment processing ........................................................................................................... 33
Creditor Remittances........................................................................................................................ 36
Purchase Orders ............................................................................................................................... 37
Reconciliation Tools /Processes ....................................................................................................... 39
Banking ................................................................................................................................................. 40

Receipting Parts & Services .............................................................................................................. 40
Receipting Vehicles........................................................................................................................... 53
Printing Daily Cash Reports .............................................................................................................. 53
Document Search Screen Functions ................................................................................................. 55
Daily Banking Journals ...................................................................................................................... 56
Bank Reconciliation Screen .............................................................................................................. 56
Enquiry Screens ................................................................................................................................ 58
Controlled Account Reconciliation Screen ....................................................................................... 60
General ................................................................................................................................................. 62
General Journal Types ...................................................................................................................... 62
Vehicle Journal Types ....................................................................................................................... 65
Customer Journal Types ................................................................................................................... 65
Supplier Journal Types ...................................................................................................................... 65
Open Item Matching (Dr/Cr Amts) ................................................................................................... 65
Journal Import Process ..................................................................................................................... 65
Entering Trial Balance Opening Balances ......................................................................................... 66
Entering Debtor Opening Balances .................................................................................................. 66
Entering Creditor Opening Balances ................................................................................................ 66
Entering Vehicle Stock Opening Balances ........................................................................................ 67
Suspense Account Functions/Clearing ............................................................................................. 67
Managing Controlled Accounts ........................................................................................................ 67
Allocating Controls ........................................................................................................................... 68
Reconciliation Tools/Processes ........................................................................................................ 69
Document Searches .......................................................................................................................... 70
Identity Searches .................................................................................. Error! Bookmark not defined.
Vehicles Searches ................................................................................. Error! Bookmark not defined.
VAT Reports ...................................................................................................................................... 71
Daily Journal Reports ............................................................................ Error! Bookmark not defined.
General Ledger Transaction Reports .................................................... Error! Bookmark not defined.
Closing VAT Periods .......................................................................................................................... 73
Closing GL Periods ............................................................................................................................ 73
Merging Identity Records ................................................................................................................. 73

Accounts Receivables
Adding a Customer into the system
To add a Customer into the system, go to Accounting > Debtors > Maintenance – Debtors > Maintain Account Debtors
Click the [Add] button to add a new customer.

The Debtor’s Code field shows TBA as the creation of customer is not completed yet. “A” code will be created after
all the required fields are filled up and the [Save] button is clicked.
Please note that depending on country mode, the Debtor Code can be manual or auto-generated. In ANZ version,
the Debtor Code is manual whilst in Asian version the code is auto-generated.

Important fields to be completed
There are two tabs in the Maintain Accounts – Debtors screen. (1) Address and (2) A/C Details.
Fields required to complete in the Address tab includes:

 Name (individuals’s last name/surname or companies’ complete business name)
 Initials / Given Name (for individuals)
 A.B.N (VAT or GST number)
 Contact (contact person)
 Postal (same address is populated in delivery field, override to change)
 City / State / PstCde (type or select the City/State/Postal Code of the customer)
 Mobile / Ph Bus / Ph Home (input at least one or all if known)
 Email (if any)
Fields required to complete in the A/C Details tab includes:

 Price Code (press F7 to look-up and assign default price code)
 Debtor Group (input group code if there are multiple groups)
 GST Approval (input “A” – GST applicable or “N”- Not applicable)
 Account Type (input I if the customer is an internal debtor)
 Currency (if the customer involves with Foreign Exchange)

Creating the customer GL account
DealerPRO uses GL control accounts for all sub-ledgers. There is no need to create individual customer GL account in
the Chart of Accounts.
When a transaction is posted, system updates the Debtors Control Account in General Ledger and the Sub-Ledger
(Debtors module). The invoice value is update to Debtors Control Account including VAT/GST. The list of transactions
of a customer can be enquired or reviewed in Debtors Enquiry screen. For more details on Debtors Enquiry, please
refer to the Enquiry Screen section of this document.
GL account settings
Debtor GL Accounts are normally added in GL Master and classified as Receivables with Ctl A/C field set to “Y”. This
means that GL Account is a controlled account and cannot be used for Journal Entries.

Credit Rating
This is a one character code to indicate the credit status of the customer.
To assign the credit rating to a customer, go to Accounting > Debtors > Maintenance – Debtors > Maintain Account
Debtors.
By default, system sets the field to blank which is the standard status for no restrictions. There are several credit
rating codes available for selection.
A Good
B Cash only
S or blank - Standard or usual credit status to indicate the customer has no restrictions
C COD All orders or invoices must be cash on delivery
P Prepaid. All orders or invoices must be paid before delivery
Q Query. Any orders or invoices must be suspended and directed to credit manager for approval
X No orders or invoices are to be processed for this customer until further notice
(blank) Standard or usual status – no restrictions
N Stop invoices. Orders are raised but not printed

Credit Limits
Credit limits represent the transaction limit (amount) to this customer's debt. The system checks this field when
orders or invoices are being entered and display a warning if the limit is exceeded.
Note: Suspended document total values, such as Repair Order and Invoices, will be displayed as deduction from the
total credit limit set for a Debtor.

Enquiry Screens
To inquire on details of descriptive and transnational information stored for a debtor, go to Accounting > Debtors >
Enquiry – Debtors > Account Enquiry – Debtors. The enquiry can be carried out by keying in the debtor's account
number or the debtor's name.
Details of descriptive and transnational information stored on a debtors account can be viewed and printed. This
screen comprises of five enquiry displays.
Address (customer’s information)
A/C Details (customer’s account details)
Balance (outstanding monthly balance)
Transactions (list of transactions that can be filtered for all or specific transaction)
Notes (add notes or additional information to the customer)
Editing details in this screen is not permitted.

There are two main enquiry displays available in the Debtors Enquiry screen, i.e. Balance tab and Transactions tab.
1. Balance – Display pertinent master file information, outstanding monthly balances and statistical data.
2. Transactions – Display in detail the outstanding transaction that make up the balance on the previous screen.
Please note that debtor accounts flagged as "open item" retain and display on the analysis screen all outstanding
transactions. Debtor accounts flagged as "balance brought forward" retain and display on the analysis screen all
transactions for the current processing period and future periods only.
It is a function of End of Month Roll-over to delete Transactions which are no longer outstanding.

The transactions tab allows you to view the transactions that are on this debtor. This selection will give you further
choices to “filter” the transactions presented, display “all” transactions and show only “outstanding” transactions.
You can also add transaction notes to a transaction or reprint an invoice.
Double-click on a transaction and a window will open displaying the general ledger posting of the transaction.
To print an invoice, click [Invoice Details] button and [Print].

Debtor Schedule / Aged Analysis
The Debtors Aged Trial Balance provides a report detailing the amount owing to each Debtor with aged balances to
120 days and over.
To generate the report, go to Accounting > Debtors > Reports – Debtors > Aged Trial Balance - Debtors
The report can be generated based on ageing calculation by cut-off-date if flag is turned on in Control File Debtors
and/or the criteria below.
 Include zero balanced transactions
 Calculate Age based on Terms/Days (where terms is specified in the maintenance screen)
 Print Totals Only per Debtor
 Trial Balance as per current Debtor period

Debtor Statements
Statements should be printed after the Debtors Aged Trial Balance and the full Transaction Listings have been
printed and the correctness of the month's processing verified.
Statements can be run for the whole company, for selected groups or selected accounts.
To print the Debtors Statements, go to Accounting > Debtors > Reports – Debtors > Statements Print
Statement Print is printed on blank A4 paper. By default, system will display the Closing Date being the current end
of month period in the Debtors module. The Date From / To is displayed with the date of current calendar month.
If you wish to generate the Debtors Statement on Closing Date, clear the details in Date From / To fields.
If you wish to generate the Debtors Statement by Date From / To, simply override the date to the required date
range for the transactions to display on the statement.

For example, if you wish to generate the Debtor Statement for a specific debtor account (in this case account code
1000) and the Statement to display transactions for date range from 01/04/2016 to 30/04/2016.
The printed statement will display transactions only from the selected date range.
Debtor Receipts (P&S, Vehicles)
Debtors Receipts represent payments made by Debtors (customers). They are used for debtors that have account
terms (including cash-accounts) and will allow payments to be made with reference to specific invoices.
Depending on the requirements and setup of an install, Debtors Receipting can be made through various methods.
1. Cash Receipt Asia (For Motormall)

2. Debtors Receipt
3. Cash Reconcile / Cashbook Receipt

Cash Receipt Asia is the recommended method in new projects. This feature is widely used in the Asian markets.
System updates the Cash on Hand clearing account instead of the Bank account immediately as the physical
collections have not yet been deposited to the bank.
To process a receipt from Cash Receipt Asia, go to Accounting > Cashbook > Processing – Cashbook > Cash Receipt
Asia
In this screen, you will have the option to generate a Receipt Tax Invoice or a cash Receipt. There is a choice of four
standard payment methods – Cash, Cheque, Credit Card and EFT/TRF (direct transfer).
Each payment method is linked to a GL account, usually a clearing account. When a receipt is processed, system will
post the transaction to
DR Clearing Account
CR Debtors Control Account

To make a receipt, enter the customer account code or press F7 to look-up for a debtor and press the Tab key.
If the customer account has an outstanding balance, system will display all unpaid invoices.
If there is no outstanding balance on the customer account, you may process receipt as “Leave unallocated amount
against payment”.
System defaults the Date to Today’s Date. You may wish to change the date as long as the date is within the current
processing period.
Doc Value refers to the amount the customer is paying for this transaction. The payment amount can be made up of
various payment methods. In the example below, payment methods Cash and Cheque have been selected with
payment amount of $500 each type.
Click the payment method to receive the amount and then click the [Save] button to keep the record.
Then, select the invoice the customer is paying for and enter the Paid Amount. System automatically calculates the
outstanding balance of the selected invoice.
When the transaction entry is completed, click [Post] to update transaction to GL and Sub-Ledger.

At the end of each business day, the cashier will generate the Cashier Collection Report for all the collections received
on the day. The cashier will reconcile the receipts for the day and present the collections together with the report to
the finance department for banking.
To generate the report, go to Accounting > Cashbook > Reporting – Cashbook > Cashier Collection Report.

Vehicle Receivables processing
By default, Vehicle Sales Transactions are posted directly to a Non-controlled Receivable GL Account. It is optional,
however, if Accounting would want this to be processed or to be reclassed in Debtor Controlled Account, or retain
the entries made using non-controlled account.
In order to reclassify or re-process Vehicle Receivables through Debtor, transaction entry must be made through
Debtor Transaction Entry (D10 – Invoice or D27 – Journal Debit) can be used.
Reprinting Invoices
Invoices can be reprinted from either the Debtors Enquiry screen as discussed above (under Enquiry Screens section)
or Invoice Enquiry in the Parts module.
To reprint invoices from Debtors Enquiry screen, go to Accounting > Debtors > Enquiry – Debtors > Account Enquiry
– Debtors and select the invoice in Transactions tab, click [Invoice Details].
To reprint invoices from Parts module, go to Parts > Enquiries > Invoice Enquiry

The Invoice Enquiry screen offers various information tabs to call up an invoice. You can enquiry or reprint an invoice
by entering the customer account code or press F7 to look up in the Customer Invoices tab where all invoices will
display. If you know the invoice number, you can enter the number or press F7 to look-up the Invoice Number in the
Invoice Details tab.
Reconciliation Tools / Processes
As DealerPRO is a real-time system, transactions are immediately posted to General Ledger and Sub-Ledgers. We
always advise users to generate the System Reconciliation Report (X4R) on a daily basis to ensure that the Sub-
Ledgers tally with the General Ledger.
The System Reconciliation Report is a tool used to monitor whether the Sub-Ledgers tally with the General Ledger.
If a transaction failed to update either the sub-ledger module or the general ledger, system will display a variance as
shown in the example below.
The detailed page will display the batch, reference number and variance that is out per document reference.

Accounts Payables
Adding a Supplier into the system
To add a Creditor or Supplier into the system, go to Accounting > Creditors > Maintenance – Creditors > Maintain
Account Creditors
Click the [Add] button to add a new supplier.

The Creditor’s Code field shows TBA as the creation of supplier is not completed yet. A code will be created when
the [Save] button is clicked.

Please note that depending on country mode, the Debtor Code can be manual or auto-generated. In ANZ version,
the Debtor Code is manual whilst in Asian version the code is auto-generated.
Important fields to be completed
There are two main tabs in the Maintain Accounts – Creditors screen. (1) Address and (2) A/C Details.
Fields required to complete in the Address tab includes:

 Name (supplier’s name or complete business name)
 Given Name (first name for individual supplier only)
 A.B.N (VAT or GST number)
 Contact (contact person of the company)
 Postal (same address is populated in delivery field, override to change)
 City / State / PstCde (enter or look-up City/State/Postal Code)
 Mobile / Ph Bus / Ph Home (input at least one or all if known)
 Email (if any)
Fields required to complete in the A/C Details tab includes:
 WHT Code (select from the dropdown list)

 Income Type (select from the dropdown list)
 Def Ctrl A/C (select from the dropdown list for default control account)
 Currency (if the customer involves with Foreign Exchange)

The Creditors Default Control Account can be pre-selected for in this screen if there are multiple control accounts.
This is to default the individual supplier to specific control account so as to ease the transaction entry process. The
default control account can be overridden at the transaction entry screen.
Creating the supplier GL account
DealerPRO uses GL control accounts for all sub-ledgers. There is no need to create individual supplier GL account in
the Chart of Accounts.
When a transaction is posted, system updates the Creditors Control Account in General Ledger and the Sub-Ledger
(Creditors module). The invoice value is update to Creditors Control Account including VAT/GST. The list of
transactions of a supplier can be enquired or reviewed in Creditors Enquiry screen. For more details on Creditors
Enquiry, please refer to the Enquiry Screen section of this document.
GL account settings
Creditor GL Accounts are normally added in GL Master and classified as Receivables with Ctl A/C field set to “Y”. This
means that GL Account is a controlled account and cannot be used for Journal Entries.
Payment Terms Default
The setup of the Payment Terms Default is found under the Maintain Account – Creditors screen.
In the field “DueDate Code” select Y for Yes to activate and enter the term in days in the “Days” field. If the supplier
account is flagged for payment terms, a window will display in the transaction entry screen indicating the term days
and when it is due for payment.

Processing Supplier Invoices
To process creditor transactions such as miscellaneous invoices and credit notes, supplier sublet invoices, invoices
for stock vehicles and journals, go to Accounting > Creditors > Transaction Processing – Creditors > Transaction Entry
– Creditors.
These are various transaction types for processing creditor invoices.
C30 Invoice (miscellaneous invoices)

C34 Invoice VEH (invoice for stock vehicles)
C40 Credit Note (miscellaneous credit notes)
C44 Credit Note VEH (credit note for stock vehicles)
A. C30 – Invoice
Use this transaction type to record Supplier Invoices and transactions.
B. C32 – Invoice PO

Use this Transaction Type to record Supplier Invoices that originated from a Non-vehicle Purchase Order.
C. C34 – Invoice VEH

Use this Transaction Type to record the Supplier Invoice or Cost of Vehicle Inventory. In this screen, you
should indicate or select the Stock Number of the Vehicle that you’re receiving and specify the Vehicle
Transaction Type to use (normally used for receiving vehicle unit is TT# 02).

D. C36 – Invoice VEH/PO
Use this creditor transaction to process Vehicle Cost arising from a Vehicle Purchase Order. The PO number
so as the stock number must be specified in VEH PO section.
E. C40 – Credit Note

This transaction type is used to reverse Creditor Transactions processed in C30 or C32, and to process
Accounts Payable Credit Note.
F. C44 – Credit Note VEH

This transaction type is used to reverse Creditor Transactions processed in C34 or C36.
G. C46 – Journal Credit

This transaction type is used to process Creditor “Credit” Adjustments. This will result to an increase to a
creditor controlled account.

H. C47 – Journal Debit
This transaction type is used to process Creditor “Debit” Adjustments. This results to a decrease in a creditor
controlled account.
I. Transaction Matching
This utility is used to apply or offset one creditor transaction balance to another. Select the transactions to
be matched in the Transaction Matching grid. The balance should be zero in order to proceed.

Enquiry screens
To inquire on details of descriptive and transnational information stored for a creditor, go to Accounting > Creditors
> Enquiry – Creditors > Account Enquiry – Creditors. The enquiry can be carried out by keying in the creditor’s account
number or the creditor’s name.
Details of information stored on Balance, Transaction, Purchase Order and Name and address details a creditors
account can be viewed and printed. This screen comprises of six enquiry displays.
Address (supplier’s information)
A/C Details (supplier’s account details)
Balance (outstanding monthly balance)
Transactions (list of transactions that can be filtered for all or specific transaction)
Contacts (add contact person’s details in this area)
Notes (add notes or additional information to the customer)
Editing details in this screen is not permitted.

Creditor Enquiry screen is composed of the following tabs:
 Address – this displays the creditor’s name, address and contact details
 A/C Details – displays other information and setup about a specific creditor
 Balance – displays the last transactions processed in a specific creditor and the aged outstanding balances.
 Transactions – this tab displays the list of transactions outstanding or not yet settled. By clicking the Filter
Radio button, user may be able to filter or to select a specific transaction to be inquired from the Creditor
Records.
 Contacts – displays additional contact information or person of a creditor. This also allows user to edit
Contact Information if needed.
 Notes – allows the user to input notes about a creditor.

Manual Supplier Payments (Cheques)
In DealerPRO, all supplier payments are being processed in Cashbook module. For Manual Supplier Payments
(Cheques), payments can be made via Cashbook Transaction Entry using the transaction type B52 CRD Payments.
There is an option in the setup to allow system to generate Payment Vouchers for supplier payments. This is done in
Cashbook Setups & Controls.
When this option is turned on, a payment voucher will be printed for approval of finance manager before posting
the payment.
The posting of the payment will update to General Ledger and Sub-Ledgers for Creditors and Cashbook. The balance
will be reduced by the payment in Creditors Enquiry screen.
Cheques will be printed if the option to print cheque format is turned on.

Creditor Schedule / Aged Analysis
The Creditors Aged Trial Balance provides a report detailing the amount owing to each Creditor with aged balances
to 120 days and over.
To generate report, go to Accounting > Creditors > Reports – Creditors > Aged Trial Balance - Creditors
The report can be generated based on ageing calculation by cut-off-date if flag is turned on in Control File Debtors
and/or the criteria below.
 Include zero balanced transactions
 Calculate Age based on Terms/Days (where terms is specified in the maintenance screen)
 Trial Balance as per current Creditor period

Creditor Payment selection process
In DealerPRO, all supplier payments are being processed in Cashbook module. For Creditor Payment selection
process, payments can be made via Cashbook Transaction Entry using the transaction type B56 CRD Auto Payments
C(C26).
Automatically selects creditors invoices due for payment. Then allows the user to select those that are to be paid,
prints cheques, remittance advises, updates creditors accounts and the general ledger.
It allows a selection to be made for Creditors Payments based on group, Date selection (either by due date or ageing
period) and bank.
This option is good when you want to do a bulk payment of creditors.
Creditor Payment processing
The Creditor Payment processing is done via Accounting > Cashbook > Processing – Cashbook > Transaction Entry -
Cashbook

Same as Manual Suppliers Payments (Cheques). The transaction type to process Creditors Payments is B52 CRD
Payment.
 B52 – CRD Payment
To process payment to Creditor Transaction using B52:
1. Enter or select the Creditor Code

2. Specify the transaction date or the Cheque Date
3. Enter the total amount or value to be settled. Description may be added.
4. Select the Bank Code from which the fund will be disbursed.
5. Select the creditor transaction to which the payment will be applied from CRD Payment tab
6. Tick Print Cheque check box if a cheque will be printed. Cheque details will be asked when post button
is clicked.

7. Click Post or OK button.
 B54 – CRD Refund

This Creditor Cashbook Transaction is used to process refund from Creditor or reversal of Cashbook balance
disbursed for a specific Creditor:
 B56 – CRD Auto Payment (C26)

This utility is used to process Payments in a batch – a set of Creditors or a number of transactions may be
selected to be processed in this screen. Transactions based on due date may be filtered here.

Creditor Remittances
Creditors Remittances are printed when the creditor payment is completed. When Cheque check box is ticked or
selected from B52 or Print Cheque is selected from B56, the Cheque Details box will pop up allowing the user to
specify the cheque number, payee name, and cheque printer before the transaction is posted:

Purchase Orders
There are two types of Purchase Orders (PO) in the system. (1) Non Vehicle PO and (2) Vehicle PO. To generate a
purchase order, go to Accounting > Purchase Order > Processing – PO > Purchase Order Creation.
1. Create Vehicle PO (This is used when you want to create a purchase order to manufacturer
for the purchase of stock vehicles)
2. Create Non Vehicle PO (This is used when you want to create a purchase order for general
purpose products or miscellaneous items such as stationery, water and
uniforms)

Purchase Order – Creditor Transaction Entry
Creditor transactions arising from a Purchase Order are processed through C32 – Invoice PO or C36 – Invoice VEH/PO
 C32 – Invoice PO
Enter the PO number to be processed in Creditor Code field or enter/select PO Number in the PO No. field
from Purchase Order tab
 C36 – Invoice VEH/PO

Reconciliation Tools /Processes
As DealerPRO is a real-time system, transactions are immediately posted to General Ledger and Sub-Ledgers. We
always advise users to generate the System Reconciliation Report (X4R) on a daily basis to ensure that the Sub-
Ledgers tally with the General Ledger.
The System Reconciliation Report is a tool used to monitor whether the Sub-Ledgers tally with the General Ledger.
The detailed page will display the batch, reference number and variance that is out per document reference.

Banking
Receipting Parts & Services
This is same as Debtors Receipts (P&S, Vehicles) as discussed under Accounts Receivable section.
Debtors Receipts represent payments made by Debtors (customers). They are used for debtors that have account
terms (including cash-accounts) and will allow payments to be made with reference to specific invoices.
Depending on the requirements and setup of an install, Debtors Receipting can be made through various methods.
1. Cash Receipt Asia
2. Debtors Receipt
3. Cash Reconcile / Cashbook Receipt
Cash Receipt Asia is the recommended method in new projects. This feature is widely used in the Asian markets.
System updates the Cash on Hand clearing account instead of the Bank account immediately as the physical
collections have not yet been deposited to the bank.
To process a receipt from Cash Receipt Asia, go to Accounting > Cashbook > Processing – Cashbook > Cash Receipt
Asia

In this screen, you will have the option to generate a Receipt Tax Invoice or a cash Receipt. There is a choice of four
standard payment methods – Cash, Cheque, Credit Card and EFT/TRF (direct transfer).
Each payment method is linked to a GL account, usually a clearing account. When a receipt is processed, system will
post the transaction to
DR Clearing Account
CR Debtors Control Account

To make a receipt, enter the customer account code and press the Tab key.
If the customer account has an outstanding balance, system will display all unpaid invoices.
If the is no outstanding balance on the customer account, you may process receipt as “Leave unallocated amount
against payment”.
System defaults the Date to Today’s Date. You may wish to change the date as long as the date is within the current
processing period.
Doc Value refers to the amount the customer is making for this payment. The payment amount can be made up of
various payment methods. In the example below, payment methods Cash and Cheque have been selected with
payment amount of $500 each type.
Click the payment method to receive the amount and then click the [Save] button to keep the record.
Then, select the invoice the customer is paying for and enter the Paid Amount. System automatically calculates the
outstanding balance of the selected invoice.
When the transaction entry is completed, click [Post] to update transaction to GL and Sub-Ledger.

At the end of each business day, the cashier will generate the Cashier Collection Report for all the collections received
on the day. The cashier will reconcile the receipts for the day and present the collections together with the report to
the finance department for banking.

Debtor Receipt
Select from the Transaction Entry – Cashbook TT dropdown → B02 –DEB Receipt
Click on the down arrow and scroll down and select B02-DEB Receipt

The deposit number is important. This is how DealerPRO selects what to print on the deposit report used for
banking.
If you are receipting a cheque, and enter a BSB code for the bank, a pop up box will appear allowing you to add and
save the bank details. So next time you have a cheque from the same branch it will not need to be re-entered as it’s
already stored.

The Name will default from the Debtors account name but can be amended if needed:

If the amount received differs to the invoice once you tick a line, you can then ament the amount received, or you
can leave to balance as outstanding or out it into the adjustment column to clear minor variances.
Once the full amount has been allocated click POST to update the Cashbook, the Debtor and the General Ledger:

Once this is done, the amount will show in Debtor’s enquiry as paid zero balance outstanding:
Next, you may refer to the Bank Reconciliation process…
Receipt Deposits or other amount using Cashbook
B74 – CBK Receipt is used to process other deposits/funds into a Bank and update a GL account.
Select from the drop down → B74 CBK Receipt

The deposit number is important this is how DealerPRO selects what to print on the deposit report you use for
banking.
If you are receipting a cheque, and enter a BSB code for the bank, a pop up box will appear allowing you to add and
save the bank details. So next time you have a cheque from the same branch it will not need to be re-entered as it’s
already stored.

Enter the drawers initial and name or the company name which appeared in the cheque.

The Rec_Ref_1 is the reconciliation reference. This could be the vehicle stock number if B74 is used to receive the
Vehicle Customer Deposit.
Src_ref_2, on the other hand is the customer code.
You can add as many lines as needed:

Receipting Vehicles (Added Function for Wholegoods Sale Entry)
This is similar to Receipting Parts & Service discussed above, except that the receipting for vehicles can be processed
via the Sale Entry Deposit screen. Same Cash Receipt Asia screen will display and receipting is as per discussed earlier.
To process a deposit or payment received for a vehicle from customer, go to Showroom > Sale-Approval-
Delivery > Sale Entry
This is where we process sale of a vehicle. In this screen, there is a [Deposit] button to process receipts for deposits
or payments received from a customer.
To receipt a deposit or partial payment against a vehicle, simply select the payment mode and amount received from
customer and save the record. Enter the amount paid in the Paid Amt field against the document reference and post
the receipt.
When a deposit or receipt is processed, system will post the transaction to
DR Clearing Account
CR Vehicle Deposit
Printing Daily Cash Reports

This is the Cashier Collection Report in DealerPRO.
This report is generated at the end of business day where the cashier will reconcile the receipts for the day and
present the collections together with the report to the finance department for banking.
This report displays information

including
 Receipt Date
 Receipt Number
 Invoice Date
 Invoice Number
 Vehicle Reference (stock number)
 Repair Order (RO)
 Customer Code
 Customer Name
 Cashier ID (who processed the receipt)
 Payment Methods (Cash / Credit Card / Cheque / EFTPos) and the receipt amount on each invoice
 Total Payment and Summary (total receipt value from various payment methods in a receipt)
In the example below, the total receipt collection for the day in Cash is $2,000.00 and in Cheque is $11,000.00.
Where a receipt is in negative amount, it means that this is a refund to customer.

Document Search Screen Functions
To enquire or reprint a receipt, go to Accounting > Cashbook > Enquiries – Cashbook > Cashbook Balance Enquiry
Select the WHT Receipts tab to enquiry or reprint a receipt. You may search by Debtor code or by Receipt number.
Click the [Print] button to print the receipt.

Daily Banking Journals
The Daily Banking Journals is done through Cashbook Transaction Entry transaction type B74 Cashbook Receipt. This
is a deposit transaction.
When the collections from customers are processed in Cash Receipt Asia, the transaction is posted to a clearing
account. After reconciling the collections, you will process a B74 Cashbook Receipt deposit transaction for the
amount banked in to the bank. A deposit reference is created.
The reason for deposit transactions, unlike payments, not to update the cash book directly is to allow final
modification to the contents of each deposit listing where necessary. This ensures that the total value of each deposit
reference agrees to the banked value.
Transactions may be transferred from one deposit to another with the use of Receipt Transfer if required.
When the deposit has been agreed to the actual banking and is ready to be updated to the cash book, update the
deposit in Deposit Update.
Bank Reconciliation Screen
A bank reconciliation is used to compare your records to those of your bank, to see if there are any differences
between these two sets of records for your cash transactions. The ending balance of your version of the cash records
is known as the book balance, while the bank's version is called the bank balance.
The Bank Reconcile screen is found under Accounting > Cashbook > Enquiries – Cashbook > Cashbook Balance
Enquiry.
To perform the bank reconciliation in DealerPRO, the system will require you to enter the following information.
 Stmt Ref (a statement reference)

 Stmt Date (the statement date – the date of the reconciliation performed)
 Close Bal (the closing balance on Bank Statement)
There is no need to enter values in the “Open Bal” field as this should be a brought forward figure.
The “Diff” field is calculated by the system taking the values from the “Open Bal” and “Close Bal”. The figure shown
in “Diff” field is the difference between “Open Bal” and “Close Bal”.
The use of Bank Reconcile screen is simple. All you have to do is tick the check box for the transaction that reconciles
the bank statement. When all the transactions are selected and the “Diff” field becomes 0.00, the [Recn Update]
button will be available. Click the button to update the bank reconciliation process.

It is recommended to print a copy of the Cashbook Balance summary. This can be printed from the Balance tab.

Enquiry Screens
There are several enquiry screens in the Cashbook module.
1. Cashbook Balance Enquiry
2. Processed Batch (this is used to enquire the batches generated from Cash Reconcile B06)
3. Payment Voucher Enquiry
The Cashbook Enquiry screen is found under Accounting > Cashbook > Enquiries – Cashbook > Cashbook Balance
Enquiry.

In the Cashbook Balance Enquiry screen, you will be able to review the currently position of the cashbook balances,
the transactions making up the balances, list of deposits and receipts.
Balance (a summary of the current position of cashbook balances)
Transactions (a list of receipt and payment transactions)
Bank Reconcile (the screen to perform bank reconciliation)
Receipt Transfer (allow transfer of receipt from one deposit to another)
Deposit Update (the screen to perform deposit update when actual banking is completed)
Deposit List (a list of deposits pending for update to cashbook)
WHT Receipts (a list of all receipts and reprinting of receipts)
WHT Voucher (currently not in use – replaced by Payment Voucher Enquiry)
To enquiry on a payment voucher, go to Accounting > Cashbook > Enquiries – Cashbook > Payment Voucher Enquiry.
You may enter the Voucher Number, Payee or Transaction Date to narrow down the search. There is a [Reprint]
button to reprint the payment voucher and a [Edit Desc] button to allow editing of narrations/descriptions of the
payment voucher.

Controlled Account Reconciliation Screen
The setup of bank codes/accounts can be done via Cashbook Setups & Controls screen.
To assign a particular bank code/account as a controlled account is done via the GL Maintain Account screen.
Example, bank code 01 GL Account 1010 is flagged as a Controlled Account in the Master File GL maintenance screen.
The reason for flagging the GL accounts as Controlled Accounts is to keep the General Ledger and Sub-Ledger in sync.
The System Reconciliation Report (X4R) is a tool used to monitor whether the Sub-Ledgers tally with the General
Ledger.

General Ledger
General Journal Types
The setup screen for General Journal Types is in Accounting > General Ledger > Setups & Controls – GL >
Journal Types.
This screen allows you to create journal types. Entries are also made specifying the numbers and names of
the selected reference fields and whether or not the journal is an accrual journal.
The journal types are used when entering data in Journal Entry. They assist the user by prompting on the
screen for the appropriate reference type (example invoice number, customer code, stock number etc.) to be
entered in each reference field.

You may decide to create a different journal type for each type of document that you input through Journal
Entry screen.
Generally, two journal types will be created. (1) GJ for General Journal and (2) AR for Accrual Reversal.
Care should therefore be taken when creating journal types in ensuring that the references you are going to
use update the same reference field in an account as transactions interfacing from subsidiary modules.
Correct referencing ensures speedier reconciliations and meaningful transaction reports.
In addition you may nominate the description and standard defaults for the reference fields specified to that
journal type. The maximum number of variable references allocated to a journal type is four.
Journal entry in General Ledger Journal Entry is done in batch mode. Batches will not update until balanced.
To process a journal entry, go to Accounting > General Ledger > Processing – GL > Journal Entry.

The batch number is a running number automatically generated by the system.
Because Journal Entry is batch processing, it allows you to suspense the batch for data entry later.
Please note that the Journal Entry screen does not allow posting to general ledger accounts that are flagged
as controlled accounts.
Adjustments or amendments to controlled accounts should be processed from the sub-ledger modules so as
to keep the general ledger and sub-ledgers in sync.

Vehicle Journal Types
Customer Journal Types
Supplier Journal Types
Open Item Matching (Dr/Cr Amts)
Journal Import Process
There is a Journal Entry Upload facility in Journal Entry screen. This option needs to be activated for users in
Menu Security to use the facility. When this option is activated, it will appear in the Journal Entry screen as a
radio-button when a new batch number is created.
Pentana will provide a csv file format for the journal entry batch upload. Users can prepare the debit and
credit transactions in the csv file and upload the file to Journal Entry when ready.

Entering Trial Balance Opening Balances
The Trial Balance opening balances can be entered in the system via the Journal Entry screen either by
manually entering the debits and the credits or by uploading a journal batch.
The balances for sub-ledgers such as Banks, Creditors, Debtors, Parts Inventory and Vehicles Inventory must
clear off the amount sitting in Take On accounts.
Take On accounts are used as balancing accounts when processing the sub-ledgers opening balances and
these balances are usually cleared off when the Trial Balance opening balances are entered.
Entering Debtor Opening Balances
Debtors opening balances can be entered in the system by one of the following processes.
1. Entering using D10 Debtors Invoice – This is a manual process where outstanding invoices are being
entered in the system one by one. This process updates the sub-ledger, Debtors control account(s)
and the Take on Debtors account. Transactions are updated to the debtors transaction file DEBTRN
at time of posting the transaction.
2. Uploading of Transactions – This process requires uploading of files to debtors transaction file
DEBTRN, journal entry batch upload (which will update GDT) and recalculation of debtors master file
DEBMST. This process is followed when the outstanding invoices list from customer is huge and time
consuming for manual entry.
Entering Creditor Opening Balances
Creditors opening balances can be entered in the system by one of the following processes.
1. Entering using C30 Creditors Invoice – This is a manual process where suppliers outstanding invoices
are being entered in the system one by one. This process updates the sub-ledger, Creditors control
account(s) and the Take on Creditors account. Transactions are updated to the creditors transaction
file CRDTRN at time of posting the transaction.
2. Uploading of Transactions – This process requires uploading of files to creditors transaction file
CRDTRN, journal entry batch upload (which will update GDT) and recalculation of creditors master
file CRDMST. This process is followed when the suppliers outstanding invoices list from customer is
huge and time consuming for manual entry.

Entering Vehicle Stock Opening Balances
Vehicle Stock opening balances is recommended to process via the Vehicle Cost Entry screen. The opening
balances will be updated to individual vehicle stock card (vehicle enquiry), vehicle inventory control account
and the Take on Vehicles Inventory account.
If only one Vehicle Inventory account is maintained in the Chart of Accounts, processing opening balances is
straightforward. You only need to select one vehicle sub transaction type (i.e. TT02) and change the credit
account in the GL dissection to Take on Vehicles account.
In the event where Vehicle Inventory is separated by stock type such as New and Used, it is necessary to select
the appropriate vehicle sub transaction type when processing the opening balances so that the transaction is
posted to the correct general ledger account by the stock type. In this case, you will need to select either TT02
(New) or TT03 (Used), and change the credit account in the GL dissection to Take on Vehicles account.
Suspense Account Functions/Clearing
Managing Controlled Accounts
Controlled Accounts for sub-ledgers have been discussed above. Please refer to above relevant section for
details.

Allocating Controls
To flag a sub-ledger account as a controlled account, go to Accounting > General Ledger > Maintenance – GL
> Master File – GL
Select the GL account you wish to flag as controlled account. In the dropdown field for “Ctl A/C”, select Y for
YES. Once this is flagged as a controlled account, you will not be able to change it to N for NO from this master
file screen. User has no access to change controlled account to “N” and have to contact Pentana Solutions to
change them.

Reconciliation Tools/Processes
Users are encouraged to run the System Reconciliations Report (or X4R) on a daily basis to monitor the system.
This report compares the sub-ledger versus general ledger. The Summary page provides the information of
the variance. The Detailed pages show the transactions that have caused the variance.
To generate this report, go to Tools > System Admin > System Reconciliations Report. Run the report for
 Creditors
 Debtors
 Cashbook
 Vehicles
 General Ledger

Document Searches
Searching or Enquiring on a document in General Ledger can be enquired in General Ledger Enquiry screen.
You may search the document by document reference number, reconciliation number, account number or
even batch number.
To enquire a document, go to Accounting > General Ledger > Enquiry – GL > Transaction Enquiry – GL
Enter the reference in tabs like Src Ref 1, Rec Ref 1, Transaction (by account) and Batch. You can also print
the GL transactions.
Vehicles Searches
To search for a vehicle, go to Showroom > Enquiry > Enquiry on a Vehicle

Enter the vehicle stock number to view.

Entity Searches
To search and/or maintain Name or Entity Record, go to Accounting → Utilities-Accounting → Name and
Address.
Type the Name or Last Name of the Entity or the Code being searched. Or wildcard can be used (“%”).
VAT Reports
VAT or GST Reports feature have been created for different countries to suit the local statutory requirements.
The reports can found be under Accounting > General Ledger > Reporting – GL > VAT Reports.

There are basically two standard reports type, (1) Sales and (2) Purchases, in most countries. Some countries
may require more report type and other information as compared to other countries.
All VAT reports can be previewed and exported to CSV readily for presenting to the tax governments.

Daily Journal Reports
Closing VAT Periods
Closing GL Periods
Closing of GL Periods can be done via Accounting > General Ledger > End of Month – GL > EOM Roll – GL
The purpose of EOM Roll is to allow the closure of a financial period (month) and to control the summarising
of transactions when a period is closed. Posting is still allowed when EOM roll takes place.
The EOM Roll is used when you have balanced and reconciled all accounts for a financial period, all transaction
listings, reconciliation reporting, trial balances and financial reporting. Some of these reports can be produced
even after EOM has been closed for the financial period.
The system checks and prompts if the sub-ledger module has not yet done EOM Roll. System also checks that
there should be no amount in the unbalanced account (9999) and if there is an uncleared amount in this
account, system will not allow EOM Roll.
Merging Identity Records

To merge Creditor or Debtor Records go to Tools → Data Purification → Debtor/Creditor.
This function replaces the source code with the targeted code based on the following:
1. Move transactions from source code to targeted code
2. Check all tables in database for opened documents and replace or update the source code with targeted
code
3. Delete the source code from the master file

Accounts Process - 20170810

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DealerPRO

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Adding a Customer into the system

Click the [Add] button to add a new customer.

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Fields required to complete in the Address tab includes:

Fields required to complete in the A/C Details tab includes:

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C COD All orders or invoices must be cash on delivery

P Prepaid. All orders or invoices must be paid before delivery

(blank) Standard or usual status – no restrictions

N Stop invoices. Orders are raised but not printed

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Address (customer’s information)

A/C Details (customer’s account details)

Balance (outstanding monthly balance)

Notes (add notes or additional information to the customer)

Editing details in this screen is not permitted.

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You can also add transaction notes to a transaction or reprint an invoice.

To print an invoice, click [Invoice Details] button and [Print].

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 Include zero balanced transactions

 Print Totals Only per Debtor

 Trial Balance as per current Debtor period

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Debtor Receipts (P&S, Vehicles)

1. Cash Receipt Asia (For Motormall)

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Reconciliation Tools / Processes

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Adding a Supplier into the system

Click the [Add] button to add a new supplier.

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Important fields to be completed

Fields required to complete in the Address tab includes:

Fields required to complete in the A/C Details tab includes:

 WHT Code (select from the dropdown list)

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Creating the supplier GL account

Payment Terms Default

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These are various transaction types for processing creditor invoices.

C30 Invoice (miscellaneous invoices)

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C. C34 – Invoice VEH

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E. C40 – Credit Note

F. C44 – Credit Note VEH

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G. C46 – Journal Credit

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