BAA 3733: ACCOUNTING INFORMATION SYSTEM

TOPIC Entry New

4
Company Data

LEARNING OUTCOMES:

Upon completing this lesson, you will be able to:

 Organize batches according to type of transactions

 Be able to differentiate between add transaction and quick entry
 Knowing how to Edit/Delete Accounts and Transactions
 Be able to print out reports

 INTRODUCTION

UBS Computerized Accounting System performs all your tedious financial records keeping and
reporting needs, which are normally found in manual accounting operation.

It is a comprehensive accounting software specially designed to suit the size and nature of your
business. You can use it as an independent package or a part of an independent package or as
part of an integrated business and management system.

UBS Computerized Accounting system is a comprehensive yet flexible financial solution package
that allows you to create and maintain full set accounts for Small and Medium Enterprise (SMEs).
It consists of General Ledger (GL), Debtor Ledger (AR) & Creditors Ledger (AP).
 Lesson 4 : Enter New Company Data

4.1 Organize batches according to type of transactions

According to information given by UBS Accounting Exercise Book below are the company
details;Batch is similar to your books of original entry (journal). Before keying any transactions, you have
to plan and organize batches according to your own needs. If you don’t remember, please go to previous
module for example.

 Go to Transactions > Organize Batches, click Add button

 Key in the 1st batch title: Sales Journal-Jan 20, then press Enter twice
 Key in the 2nd batch title….until you complete all 7 batches as requested in the Exercise
 Click at Exit button

IMPORTANT NOTES!!

If you have keyed in Pin=1 for batch 1, the batch 1 can be accessed only by person who
signed in using Pin 1 and Pin 0, other Pin like 2,3,4 are not allowed to add/view transactions
in batch 1.

4.1.1 To Modify Batch Title

 Go to Transactions > Organize Batches
 Click at the batch title and modify it
 Click at Exit button when complete

4.1.1 Generate a Batch

You may click at Generate button to create your batches. Click at the batch title if you want to
change the default batch title and click at Add button for more batches. Then select the period for the
batches and if you want the batch title to include month and year, just put tick and finally click Apply
button. Repeat the steps for other months.

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 Lesson 4 : Enter New Company Data

4.2 Difference between Add transactions and Quick Entry

4.2.1 Enter Transaction using Add Button

Now you can key in transactions. In UBS, there are two methods to key in transactions, one is Add
Entry and the other one is Quick Entry. We hall first look at Add Entry Method. To key in transaction go
to Transactions > Transactions File Maintenance, click Add button.

Add Entry is a single transaction entry procedure. When you enter a debit entry, you have to add
debit entry or vice versa to complete the double entry concept. Refer to the exercise, the first double
entry (transactions) is:

Transaction no. 1 > Batch 5, 1st Jan 2020, credit Capital A/C RM 50,000

Transaction no. 2> Batch 5, 1st Jan 2020, debit Bank A/C RM 50,000

To key in transaction no.1 and no. 2 you need to:

 Batch No. > Key in 5 (or click at drop down button to select), press Enter. You will see the batch
title appears on top of it.
 Period > Select or key in 1, then press Enter
 Date > Key in 01/01/2020, then press Enter
 Acc No. > Refer to the account number. Type the account number if you can remember,
otherwise press Enter to select from the list. Let say we start with Capital Account, key in the
account number; 1000/000 the account name Capital will appear in top of Desp., then press
Enter.
 Ref no. > Refer to reference number. Here you can key in document number, such as Payment
Voucher No., Official receipt No., Invoices No., etc. We are going to skip this part of exercise
since there is no data. Press Enter twice.
 Desp. > Refer to the description. Key in the opposite account
 Amount > Key in 5000/000 in credit side as it is referring to Capital Account. Then click Save
button. With that we have just completed transaction no. 1

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 Lesson 4 : Enter New Company Data

Let’s proceed to transaction no. 2:

 After saved the first transaction, the transaction no. which represent the number beside batch
no. for Batch % is automatically changed to 2, period and date will remain the same, you just
need to press Enter
 Now is the turn for Bank Account, key in or select Bank’s account number 3010/000, then press
Enter three times.
 Key in the opposite account description as; Capital. Press Enter twice
 Key in 5000/000 in debit side as it is referring to Bank Account. Then click at Save and Accept
button. You have completed both transactions no.1 and no. 2

4.2.2 Quick Entry

This is the method of key in data when you have double transaction entry procedure. When you
enter one side of double entry, the system will generate the other side of the entry automatically. All
you need to do is nominate a Master Account. Master account can be any account and it means the
account’s entry will be handle by the system.

For example: double entry for transaction dated 02/01/2020 is:

Transaction no.3: Batch 5, debit Purchases Account RM 2,000

Transaction no.4: Batch 5, credit Bank Account Rm 2,000

If you select Bank Account as master account, the entry that you need to do is transaction no.3 only,
and transaction no.4 will be generated by the system.

Continue from Transaction no.2:

 Click at Cancel button to quit the Add function, then click at Quick button
 Key in or select the Master Account. Let say we select Bank Account as Master Account,
the account numbers will be 3000/000 then click at OK button
 After selected master account, you shall come back to Transaction File Maintenance
screen. The selected master account will be shown. Select or key in Batch = 5. Then
press Enter
 Key in Period = 1, Press Enter
 Key in Date = 02/01/2020. Press Enter
 Select A/C No. = 6010/000 for Purchases Account. Press Enter until cursor move to debit
amount column. The Desp. Is already filled with Bank which refers to master account
 Key in Debit side RM 2,000. Press Enter
 When we press Enter, we will see the credit side is recorded with the same amount
simultaneously
 Click Save button to save as complete record for both transactions no.3 and np.4
 You may now proceed to transactions on 03/01/2020 and so on.

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 Lesson 4 : Enter New Company Data

TO CHECK YOUR WORK

You may click at Generate button to create your batches. Click at the batch title if you want to change
the default batch title and click at Add button for more batches. Then select the period for the batches
OPTION
and if you 1: Gothe
want to Transactions, Print Batch
batch title to include monthSummary,
and year,Click
just OK
put button
tick and finally click Apply button.
Repeat the steps for other months.
OPTION 2: Go to Transactions, Print Batch of Transactions, select batches that you want to
view and click OK

4.3 Add / Edit or Delete Account / Transactions

4.3.1 Edit Chart of Account

 First of all, you must search for the account that you want to amend
 Go to General > General Ledger Account Maintenance, click at Search button, select
Sales Account and retrieve it, OR
 Go to General > Print Chart of Account to list out the chart of account, then double click
at Sales Account to retrieve it.
 Click at the account description and change it from Sales to Cash Sales.
 Click at Save button


4.3.2 Edit Transactions

 Firstly, we have to search for the transaction that we want to amend, by going to
Transactions > Print Batch of Transactions, select Batch from 5 to 5, then Click OK
button
 Double click at Transaction no.3
 Click Edit button. A message will prompt out to tell you that Batch 5 is not balance. This
is because you have changed the figure for Purchases Account (Debit side) but have not
changed the figure for Bank Account (Credit side).
 Double click at transactions no.4
 Change the figure from 2000 to 2500
 Click Save button
 Click at Exit button to go to back menu

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4.3.3 Delete Transactions

 There are TWO steps to delete transactions.
 Step 1
o After retrieve salary account, on the Transactions File Maintenance screen, key
in all asterisk (********) in Ref No. field, change the amount in both debit and
credit side to 0.00. Then click Save button.
o Remember the same step for Bank Account (credit entry)
o Don’t forget to click at Save button to go back to main menu
 Step 2
o Go to Housekeeping > Delete Unwanted Transactions, click OK button and Yes
button. This will delete all unwanted transactions.

4.4 Generate and Print Reports

4.4.1 View / Print Ledger Account

 Go to Reports > View Ledgers to view ledger account one by one.
 For example, key in Account No. = 3000/000 to view the Bank Account
 Click at OK button

4.4.2 View / Print Trial Balance

 Go to Reports > Trial Balance to view ledger account one by one.
 Select the period and click at OK
 A simplified trial balance will be displayed. If you want to have a preview before print,
click at Preview button.

4.4.3 View / Print Profit and Loss Account

 Go to Reports > Profit & Loss Account
 Select the period = 1 and click at OK
 A simplified Profit & Loss Account will be displayed. If you want to have a preview
before print, click at Preview button.

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 Lesson 4 : Enter New Company Data

SUMMARY

In summary, this step-by-step process will help you in key in the data into the software much
easier. You must remember that the amount of transactions that you need to key in daily might
be big. So by having the step will ease your burden in key the transaction into the UBS
Accounting Software.

KEY TERMS
Chart Of Account
Last Accounting Year Closing Date
This Accounting Year Opening and Closing Date
Accounting Year
Housekeeping

SUPPLEMENTARY MATERIALS

Check out my Prezi on Presentation at https://www.slideshare.net/rosfashihah/a-guide-to-ubs-

accounting-task-the-simple-steps-to-record-business-transaction

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 Lesson 4 : Enter New Company Data

REFERENCES

1. UBS Accounting, Self Study Guide, UBS Corporation Sdn. Bhd., 2016 Edition

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 Lesson 4 : Enter New Company Data

For more details, you may refer to the ID checklist.

NOTE: This document shall be saved as ELV-COURSECODE-LP##-V1.docx for standardization.

Example: ELV-MPU2333-LP03-v1.docx.

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