Implementing Accounting Software For Your Fitness Centre

This article contains tips on how to implement an accounting software for fitness centres or gym equipment management business.

Fitness is an evergreen business niche that attracts low, middle or high-income customers every day; a growth that is not unconnected to the need to live healthier, longer by burning fats and eating the right diet.

I have a client in this niche whose sales trend is upwardly growing by 40-50% annually, with no sign of slowing down, people walk in to buy a treadmill, sit-up, the bench, dumbbells, stationary bike, and so on. While some of these customers make cash purchases for personal or family use, others request in bulk for their new or emerging fitness business centre. As more money flows into the fitness industry, there is an urgent need for accountants, CFOs and business owners managing gym centres to accurately account for every penny that comes in and flow so that they can easily measure growth in real time; income, expenses, profit or loss, top customers, etc.

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Accounting Software For Sachet Water Companies

As a business owner or finance office in charge of managing finance for a  bottled or sachet water company (pure-water), key areas you may be interesting in more than anything are how to accurately track sachet water productions, quantity produced, the number of bags distributed to customers or resellers, amount returned and the cash collected by salesmen on a daily basis.

Sachet water business, at times, can be frustrating if you don’t have an effective accounting system that will monitor cash flows, expenses and report the actual stock movements – you may even lose more than you are gaining, especially when your staff are not trustworthy.

In implementing an accounting software for your sachet water company, here is a brief demo on how we can customise QuickBooks Premier for your business: we choose Premier because it comes with a manufacturing feature; a built-in function that assembles your raw materials into finished product – so if you had bought nylon, paid for factory materials or dug a borehole that supplies water, the software can accurately monitor all cost incurred as bill of materials – which is the cost of production.

For companies that have multiple warehouses or store in which stocks are transferred from the main production unit to other stores where salesmen can pick them up for distribution, QuickBooks Enterprise is highly recommended.

How QuickBooks can work for a sachet water business:

  • QuickBooks has an inventory feature that lets you set-up all factory materials needed to produce bags of sachet water including cost incurred, quantity produced and available for sale units.
  • You can run transfer to track all stock distributions to various outlets or locations by inputting “quantity transferred to or fro” at cost price.
  • For sales, you can use the sales receipt to track all bags sold for the day and amount collected which should automatically reduce the quantity on hand at the specific selling location.
  • All cost incurred on selling and distributions can also be recorded as cost of sales to ascertain the actual profit on sales.
  • Salaries and wages paid to salesmen, including office expenses can also be recorded.
  • QuickBooks banking window lets you track your bank accounts, cash transfers, cheque payments, charges and reconcile differences between the bank statement and cash book balances at the end of the month.
  • For payroll, you can track all bonus, deductions and PAYEE using journal entries.
  • QuickBooks also has a reporting window that reveals the actual position and trend of your business on a real time – profit or loss, statement of financial position, cash flow, sales, expenses and more.

For inquiries on how we can set you up with QuickBooks or for further questions on areas you want us to address, contact us on 08105090001, 08084219399 or mail info@accountingsoftware.com.ng

What QuickBooks Software Will Do For Your Business

QuickBooks is an Accounting Software that makes your accounting tasks easier, simpler and effective. It is designed to eliminate the complex and difficult process of managing your cash flow and make decision making faster and better.

There are three versions of QuickBooks Desktop Licences – Pro, Premier & Enterprise Edition – and 3 versions of QuickBooks Online – Simple Start, Essential, & Online Plus

QuickBooks Pro and Premier are one-time licence software, no yearly subscription fee while Enterprise Edition is available as one-off license or subscription.

The online version is subscription based.


QuickBooks is affordable and easy to deploy, just call our support centre for help: 0810-509-0001, 0808-421-9399 or mail to info@accountingsoftware.com.ng


Why You Should Buy QuickBooks For Your Business

  • Suitable for retail, wholesale, distribution, manufacturing, real estate, travel, oil & gas, medical centres, IT product resellers, hotels, micro-credit, cooperatives, legal firms, auto dealers, school, consulting services, NGO, event managers, and any other business type – as long as they earn, spend money and manage money.

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Accounting Software For Private Equity Firms

Private equity firms are private finance firms that invest in high-growth and profitable businesses – They mobilize fund from selected individual or corporate bodies, buy equity shares in small – medium firms ranging from 5% to 20% with the purpose of enjoying steady return on investment for a certain period or selling their investment at a premium.

This article is not about private equity firms but shares useful tips on how a typical accounting software customised for private equity firms should work – using QuickBooks

Investment in shares

In QuickBooks, you can create all the existing equity holding of a firm as an asset (Investment) and add their current value of the shares as an opening balance.

Here is a sample snapshot of how your equity holding:

Accounting Software For Private Equity Firms

 

 

 

 

 

 

 

You can also effect changes in the value of your equity holding on a monthly or annual basis and track unrealised profit or loss via “General Journal Entry”

Sales of Equity Shares

On the sale of equity share in a company, QuickBooks can also track the value of transactions (part or outright disposal) and record cash received (direct credit or cash). You can do this via the “General Journal Entry Window”

Finally, dividend earned which could be reinvested or received as cash is not left out – You can use the “General Journal Entry Window” to treat the transaction.

For more guide, read tips on accounting treatment for trading stock here.

If you have questions or need us to present a demo on how QuickBooks can work for your private equity firm or hedge fund, contact us on 0810-509-0001, 0808-421-9399 or send a demo request to info@accountingsoftware.com.ng

Accounting Software For Courier Company

Courier companies are serviced based businesses that help clients or customers deliver parcels, documents or goods to different locations. A good example of a courier company in Nigeria is FEDEX, one of the world’s leading logistics companies serving million of individuals and corporate customers.

In this guide, I will be sharing tips on how accounting software can simply automate your business processes and make daily tasks effective:

  • You have a customer dashboard designed to manage your client’s information and show their transaction history. If you maintain an individual account that tracks all transactions – payments and invoices – specific to each client, an accounting software will accurately reveal the current status of your customers – receivables, recent payments, the latest invoice issued and cumulative transaction value.

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Understanding QuickBooks Software & the Right Version for your Business

Our QuickBooks Accounting software, which comes with genuine licenses, product numbers and validation code, lets you run your business efficiently. You can opt for the one-off desktop version or subscribe to the online version depending on your needs.

While the desktop version is installed on your computer system, you can as well have it on multi-user platforms where we will network your laptop PCs to a central server or selected administrator system. The Cloud version is managed by QuickBooks which gives you seamless and unrestricted access to your data file, even from your mobile or tablet via QuickBooks mobile app.

To help you understand the desktop version better, here are the different QuickBooks desktop software and their features.

QuickBooks Desktop Accounting Software for Small Businesses In Nigeria

QuickBooks Pro

1 – QuickBooks Pro

QuickBooks Pro helps small & mid-sized businesses to manage inventory purchases and sales through purchase orders. The maximum current users allowable on QuickBooks Pro is 3.

These tools are there to make your life easier and give you control over your accounts.

  • Lead Centre:
    Enter follow-up notes for sales lead and contacts that can be converted to customers.
  • QuickBooks Calendar
    · View daily/weekly and monthly reminders/to-do notes and transaction that is due.
    · Easily print your calendar for staff meetings.
  • Customers/Payment/Company snapshots
    · Customise your own dashboard to view important customer information, overdue payments and general company performance.
  • Customer collection centre
    · Take control of overdue invoices by making use of the new collection Centre
    · Select and email overdue invoices in batches with the click of a button.
  • Report Centre
    · Tag your favourites report for future use and run them at ease with the options to export to Excel or PDF.
  • Customer and supplier Centre
    · View customer balances and transactions at a glance for all customers or suppliers.
    Reconciling your VAT, performing bank reconciliation and balancing your books are simple with QuickBooks Pro.

Don’t know the right software for your business, you can contact us for support and advice

For pricing plan, installation, set-up and training, call these lines: 0810-509-0001, 08084219399 – send a mail to info@accountingsoftware.com.ng

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Features & Cost of Warehouse Management Software For SMEs

For small business owners who imports, manufacture or distribute products on daily basis, it’s a known fact that one of the biggest challenges confronting them is an effective warehouse and inventory management processes. SMEs in the pharmaceutical, supermarket or chain store, wholesale or retail sector knows what I am talking about.

To buttress my point, I will be sharing how this almost ruined a client in the health and fitness business (Name withheld). They are a well-known fitness equipment distributor supplying over 100+ treadmills, sit-up bench, stationery bike and dumbells to small and mid-size gym centres across Nigeria.

One major challenge the owner shared with me was inventory variances – inaccurate stock report against actual quantity – they couldn’t track the actual quantity of products in the store because the warehouse is big and situated in 5 different locations in 5 states which even paved way for the store managers to sideline certain product, sell secretly and replace with worn out stocks.

Besides, how often and effectively do you think the fitness business owner can travel/monitor each of the five warehouses in five different states? This is a challenge he would have addressed easily if there was an inventory or warehouse management software solution properly implemented at each unit.

The key point is that as you foresee future growth or expansion or foretell the complexity of managing inventories in the warehouse – single or multiple locations, the first step to take is to install an accounting software with warehouse management feature.

What are the features of a warehouse management software – QuickBooks Enterprise Solutions

A small to medium business looking for a warehouse management software should consider the following as a basic guide to selecting the right solution:

  • It should have a single or multi-warehousing feature so that as you expand to construct or buy establish your store or outlets in more places, the software should be flexible enough to add a new location to your existing list.
  • On product, a great software doesn’t only keep the record of the name but also provide fields to enter manufacturer’s ID and bar code details to avoid replacement or theft.
  • It should be given multiple users concurrent access to the central data file so that each stock keeper can work from a different location or at times, you can have one warehouse with multiple store managers.
  • Accountability is very important – every transaction, both inventory receipt or delivery note raised for inventory issue to clients or customers, should be traceable to a user, which is only visible to the admin.
  • The software should also track warehouse transfers – transfer of inventory from one store to another with a record reflecting real stock status in each location – quantity on hand as the close of business day and value in local currency.
  • For control purpose, your inventory software should have a “Physical Stock Worksheet”; a feature that tracks what’s actually on hand and the expected balance.
  • A Daily, weekly and monthly report is also a must – so you can track your inventory movement without being physically present in all locations.
  • The accounting side of your inventory software is also important, though optional but I recommend you opt for a financial software that has accounting functions and inventory management so you can monitor your overall business performance.

While these tips will help you understand the real features of an inventory management software, you can view our online store for pricing and set-up services.

But if you still have more questions on specific inventory challenges you may want us to address first, send a mail to info@accountingsoftware.com.ng

Accounting For Payday Loans & Cash Advance

Accounting For Payday Loans – Journal Entries For Payday Loan, Cash Advance & Interest Receivable With Provision For Bad Debts

Payday Loan is a type of cash advance offered to individuals or employees looking for emergency cash to finance short-term needs. It is a convenience way to raise cash as it comes with convenient terms like interest, repayment period etc.

Accounting Entries For PayDay Loan

When you advance a loan to customers, CR your bank account and DR payday loan receivable account with the amount disbursed as a loan. The interest income on the loan should also be accounted for, hence, DR payday loan receivable account and CRinterest income account with the interest portion of the loan.

On receipt of part or outright payment, DR your bank account and CR payday loan receivable account.

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Accounting Entries For Foreign Exchange Transactions

Accounting Entries For Foreign Exchange Transactions – Journals For Forex Purchases, Fluctuation, Gain or Loss, Hedge, Revaluation & Currency Sales 

A foreign exchange transaction occurs when you pay a supplier or receive payment from a customer in a currency different from your home currency or a currency your financials are reported in. In such transaction, you need to factor in the prevailing exchange rate your reporting currency is, to the foreign currencies for seamless conversion to be easy.

When treating foreign exchange transactions in your book, you need to account for either gain or loss arising from forex conversions – which could be exchange rate gain/loss or unrealised profit/loss – while the exchange rate gain or loss report lets you track all income earned or loss incurred on business transactions, unrealized profit or loss arises when there is a change in the value of your foreign currency portfolio, which could be cash in hand or bank.

Let’s discuss the accounting entries for foreign exchange transactions.

Foreign Purchases Transactions

When you make payment for goods supplied or services rendered by a foreign supplier, CR your bank account and DR the inventory account or DR expenses account (for services) by multiplying the foreign currency value by the current exchange rate.

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Mortgage-Backed Securities Explained & Accounting Entries

A mortgage-backed security is a term that became popular during the global market crash of 2008 that dragged big financial institutions like Lever brothers, and Fannie Mae under.

How do Mortgage-backed securities work?

Let’s paint a scenario to explain what this term means to a layman – Assuming you want to buy a house and would like a certain percentage of the cost to be financed by mortgage or home equity from ABC bank. ABC bank paid the money into your savings account after accepting the terms of payment – you agree to repay the loan (with interest) within a certain period.

To ABC bank, the mortgage loan portfolio (which comprises the principal and interest payment receivable over a set schedule) is an asset which will be treatment under “Loan & Advances” in the statement of financial position.

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Accounting For Subscriptions Revenue – Membership, Software or Magazine

Accounting For Subscriptions Revenue – Learn Journal Entries For Membership, Software or Magazine or Digital Subscription Receivables & Receipts

Let’s say you run a subscription –based business where members or customers make an upfront payment into your account to enjoy a particular product or service for a specified period, you need to understand that it is different from a one-time sale of a product. In accounting, recognising the full amount paid as an income will definitely be an error as you can only recognise revenue for services rendered not from advanced payment.

Here are steps to treat subscription revenue using a scenario.

A newspaper company publishes a magazine on latest technology innovations disruption ideas. Members pay on a monthly, quarterly or yearly basis to get latest publications.  If a long time subscriber decides to pay $1000 for 10-month issues, what are the relevant accounting entries in the books of account?

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Accounting Entries For Loan Receivables & Payables

Accounting Entries For Loan Receivables & Payables – Learn How To Treat Loan Notes, Interest Payments, Provision, Write Off & Convertible Loan QuickBooks

A loan is a debt instrument provided by an entity to another entity known as the borrower at an agreed interest rate, evidenced by a promissory note which specifies the principal sum, interest rate charged by the lender and period of repayment.

In treating Loan disbursement in your books of account, there are two sided entries to note: from an issuer’s perspective and a receiver’s angle. When it’s the latter the loan is payable but on the former, you tag it receivable.

Accounting Treatment For Loan Receivables

When you issue a loan note to a borrower, it is treated as an asset, which, if receivable under a year, is a current asset. In your book, CR your bank account, and DR asset account – Note receivable – with the amount advanced to the borrower.

On receipt of an agreed interest from the Notes, you DR your bank account and CR the interest income account ( to the income statement)

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Accounting Treatment For Insurance Premium, Claim & Brokerage

Accounting Treatment For Insurance Premium – Learn The Journal Entries For Insurance Premium Income Paid In Advance, Payment, Claim Settlement & Brokerage Fees or Commission

As a business owner who is concerned about the risk of loss, insurance is designed to secure your business against future occurrences that might lead to loss of asset or properties due to an unforeseen event. Hence, you are expected to pay an agreed premium on a monthly or annual basis.

Since the amount calculated as a premium to cover the risk involved is paid to an insurance company prior to the prior covered, you will definitely be wrong if the full figure is expensed to a profit or loss account. In other words, that amount should be treated as prepayment which is a current asset.

Here are accounting entries for insurance premium paid, insurance claim, insurance compensation, insurance premium income and brokerage fees.

Insurance Premium Paid

DR the ‘Insurance Prepaid” account and CR “the bank account with the actual amount paid to the insurance company.

DR the “Insurance Expenses” account and CR “Insurance Prepaid” account with the amount written for the month.

The idea here is that the insurance premium is amortised for the period covered and expenses on a monthly basis till the value is written off to the profit or loss account.

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Accounting Treatment For Debt Securities – Treasury Bills & Bond Investment

Accounting Treatment For Debt Securities – Treasury Bills & Bond Investment – Journal Entries For Treasury Stock & Bond Purchases at Discount or Premium From Government.

A business with excess cash can, as an alternative to bank savings, decide to invest in a short or long term securities which guarantee a fixed return on quarterly, semi-annual or annual basis. One of such securities could be debt or equity. In this accounting treatment, we will share tips on how to record investment in debt securities – treasury bill and bond investment. While treasury bills is a short-term debt security issued (above or below the face value) by the government to raise finance for the capital project with maturity less than a year, bond investment is a long-term debt instrument with coupon rate and maturity up to 20-30 years.

These two debt securities are popular among corporate investors because they are regarded as risk-free investment backed by the credit of the government.

Return on T-Bill Vs Return on Bond Investment

In calculating the interest on investment in treasury bills, you compare the face value and purchase price. It is sometimes referred to as a “discount”. To recognise interest income consecutively over the life of a Treasury bills the interest method should be used. The interest method is used to amortize the discount or premium and recognize interest income. The interest rate used in calculating the return on this debt security is the prevailing rate of similar securities, other known as “effective interest rate”. This is different from the computation of interest earned on bond securities where you calculate the known coupon rate against the purchase price.

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Accounting For Structured Settlements & Annuity Company

Accounting For Structured Settlements & Annuity Company  – Learn The Journal Entries For Structured Settlement Annuities Purchaser From A Life Insurance Company

According to Wikipedia, “A structured settlement is a negotiated financial or insurance arrangement whereby a claimant agrees to resolve a personal injury tort claim by receiving some part of the settlement in the form of periodic payments on an agreed schedule, rather than as a lump sum.”

Let’s paint a scenario here: Mike was injured in an Auto accident which he filed a suit in court asking for compensation. After hearing, he was awarded $390,000 as compensation receivable from the other driver, the cash of $390k, when paid into his account, is tax-free; not subject to tax deductions. But if he decides to invest the money in a fixed deposit account, earnings on that principal is subject to tax.

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Accounting Treatment Of Trading Stock or Private Equity Fund

Accounting Treatment Of Trading stock or Private Equity Fund In QuickBooks – Journal Entries For Share Purchased, Dividend, Disposal or Sales Of Shares, & Revaluation of Shares

Trading stock or investing in shares is an activity that involves buying a share of a company’s capital with the purpose of being a part owner of the business. The reward for share purchases or private equity investment could be price appreciation and/or dividend distribution.

While the former (share price appreciation ) happens when the company’s quoted price in the stock market increases as a result of demand outweighing supply, the latter is the proportion of the profit earned for the period which is payable on a quarterly or annual basis.

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Accounting Treatment For Credit Card Transactions

Accounting Treatment For Credit Card Transactions – This Tip Contains Guide On How To Use QuickBooks Journal Entries For Credit Card Sales, Merchant Fees, Payments And Expenses

Unlike a normal business transaction carried out face to face, a credit card transaction involves the use of a payment card number, and pin issued by a provider to make payment online. For instance, you can order a product from merchants’ store using MasterCard or Visa Card to make payment.

As a business owner, it is important for you to treat credit card transactions the way you record your banking transactions. But, you need to be sure that the card is not attached to a bank already tracked in a separate account for the transaction.

Here are accounting treatment of Credit Card transactions:

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Accounting Treatment For Disposal Of Fixed Assets

Accounting Treatment For Disposal Of Fixed Assets – Find Tips to Record Sale of Fixed Assets With Entries On Gain or Loss in Income Statement Using QuickBooks UK, US or Canada.

When an asset is disposed of, there are standard accounting entries you should follow, especially when you are using an accounting software. To explain this, I will be sharing a typical scenario of an asset disposal for a hypothetical company, let’s call it ABC Health Ltd.

An asset was bought on 1st, January 2017 for N100,000 with an estimated useful life of 10 years expected to be depreciated using straight-line method. At the end of 5th year, the asset was sold for N75,000 to another firm. What is the accounting treatment for disposal of fixed assets in QuickBooks?

Here are steps to treat this transaction in QuickBooks:

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QuickBooks for Non-Profits – NGO’s Accounting Software in Nigeria

QuickBooks for Non-Profits – Learn how NGO’s Accounting Software works for an organisation in Nigeria with typical tips on how to track revenue, manage expenditures and ascertain surplus or deficit.

We understand that, as a non-profit making organization whose core objective is not to make profits but extend social benefits to your immediate environment, one major area you will definitely want to get right is financial management; a sub-part of your operation that focuses on accurate recording of inflows and outflows of cash in order to a good grasp on how your organization’s positions are, for effective decision making.

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Sage 300 ERP Online Review & Price List

Sage 300 is a comprehensive business management solution designed to keep your total cost
of ownership low by supporting multiple technologies, databases, and operating systems. Sage 300 gives you the opportunity to add users and adopt greater functionality as your business grows and offers built-in support for multiple languages and multicurrency transactions, so your business can comfortably reach around the globe.
Sage 300 connects your entire operation with a single, integrated solution that provides you
with greater visibility, making it easier to share information and communicate.

Click Here – Download Accounting, Payroll & ERP Software

Sage 300 Functions
Sage 300 combines all organisational and business processes information within a single system. It consolidates information to provide complete data integration which offers its users an efficient workflow engine and comprehensive reporting tools – an ideal basis for making fact-based decisions in key business areas. To ensure that a business runs efficiently Sage 300 supports accounting, purchasing, sales and inventory, CRM, project and manufacturing operations within a single environment. Information is loaded into Sage 300 and is distributed throughout the organisation with no need to re-key data – improving efficiency and reducing errors.
Sage 300 for Service Industries:

Sage 300 Features and Benefits
1. Improve Business Insight
● A Single Interface for your whole Organisation – With control over Sales, Finance,
Purchasing, CRM, Project, Manufacturing and Inventory, 300 ERP gives you unparalleled
integration across all business functions – plan and respond faster, improve performance
and efficiency, and cut costs.
● Make better-informed decisions – Sage 300 user-defined dashboards provide actionable,
real-time, graphical representations of statistical information so that key business indicators
can be monitored and acted upon.
● Advanced reporting – Sage 300 integrates with Microsoft Office so that users can
manipulate data in a standard format without losing accuracy and consistency provided by the ERP solution.

Flexibility and Compatibility – Sage 300 is an ERP application that embraces “Web 2.0” to
give you fast access to your critical data anywhere in the world. In addition, seamless alignment with pre-existing IT environments makes Sage 300 simple to integrate into your business. And, catering for up to 2000 simultaneous users, 300 ERP is the perfect all-in-one the solution for businesses of any size.
Business Intelligence on the fly – Sage 300 offers a powerful Business Intelligence engine, business performance can be analysed on the fly by simply dragging and dropping data that’s updated throughout the day. Powered by leading Business Objects TM technology, business intelligence is fully integrated within the Sage 300 systems and does not require maintenance of a separate data warehouse. Sage 300 also improves the overall capability of the previous versions to provide users with simple-to-use, up-to-the-minute analytics through the user-defined portal and dashboards, as well as through the standard statistics available across all functions.
2. Streamline Operations
● Optimize resources – Sage 300 allows organisations to get more from the resources available with a wealth of benefits to suit sophisticated business processes as standard. Additionally, Sage 300 can be tailored to meet exact business requirements.
● Workflow Engine – The inbuilt Sage 300 workflow engine allows traditional paper-based and task intensive processes to be managed electronically, for example, when a new The purchase order is entered Sage 300 will inform the buyer and if the order exceeds a certain amount a manager is notified.
● Simplistic procedures – Sage 300 simplifies tasks using Sage Visual Processes which provides
users with a graphical view of the task, guiding the user through each stage.

Click Here – Download Accounting, Payroll & ERP Software

3. Grow Your Business
● Grows with a business – All or part of the Sage 300 functions can be deployed according to
individual requirements. All functions are held within a single system and can be activated
as and when they are required.
● Adapts to changing environments – Sage 300 ensures that both existing and all future
business requirements are met, information flows and procedures can be changed without
the need for additional development.
● Global Management – Sage 300 can be used to run multi-site, multi-country businesses as
easily as a single domestic implementation. It is the system of choice for companies looking
to develop internationally without a costly global management solution.
4. Reduce Costs

Reduced operational costs – Sage 300 is very user-friendly and therefore it does not require a large IT team to operate and users do not require intensive training to master the product. In the design process, particular attention was paid to the way Sage 300 works to ensure that users are comfortable with functionality and are therefore more productive.
● Low-cost ownership – Sage 300 offers users first class functionality at a low cost of ownership. Sage 300 is one of the most cost-effective and coherent ERP packages available.
● Reduced recurring costs – Sage 300 has an integrated design which means new functions, users and branches can be activated as and when required without the need for custom interfaces. In addition, Sage 300 offers constant software improvements via a secure update procedure – the system makes its own modifications and rolls them out to all connected workstations.

Click Here – Download Accounting, Payroll & ERP Software

For Sage 300 implementation and setup price list, send a mail to info@accountingsoftware.com.ng

Accounting Software For Shopping Mall In Nigeria

A shopping mall is a large retail complex containing a variety of stores and often restaurants and other merchandise housed in a series of a connected building. It is characterised by a constant influx of customers, parking spaces, segments where similar businesses with operating activities are cited together. For instance, in Nigeria, we have the Ikeja shopping mall where merchandise like ShopRite, chicken republic, Remmy Martins and other retail outlets are situated including Silverbird cinemas.

Managing malls with an accounting software are the best decision a real estate developer or facility manager can take except they are ready to go through the rigorous processes involved managing account documents and generating a financial report.

Here is a guide on what a typical accounting software setup for a facility manager to manage shopping mall will do:

  • You can setup each of the segments of the shopping mall by creating a class.
  • You can track your customer’s account (retail or wholesale business owners), names, and account receivable balances as at a conversion date.
  • A very important part of the shopping mall is facility management, tracking inventories on hand, transfers, sales and purchases.
  • You can also track rental income and receivables from different shop owners.
  • For service charges paid, and expenses incurred on maintenance, the software has a cheque payment window that records actual amount paid.
  • When you receive payment from shop owners as rent renewal or from balance due, the software has a feature that matches actual amount received and invoiced figure.
  • For service providers or maintenance fees, the software tracks all payment made to respective contractors from bank accounts.
  • You can also set your bank balances up as at the same conversion date selected earlier and reconcile any differences with your bank statement.
  • Using the company snapshot, you can view all account balances at a glance, and relevant financial report.

For more inquiries on how to setup an accounting software for your shopping mall, request for a free consultation – 08084219399

How To Integrate Amadeus Selling Platform To Work With QuickBooks

“Amadeus LinkHotel is a multi-GDS services company which distribute your inventory and content to the world’s global distribution systems. GDS or Global Distribution System refers to the reservation tool travel agents use when making an air, hotel, car or other travel service booking.” Source

Most travel agents connect and rely on the Amadeus selling platform to issue local or domestic airline ticket to their customers globally and transactions on it can span from 100-700 air files daily which are equivalent to 3000 – 21,000 air files monthly. The challenge with this platform is that it doesn’t organise your sales record in an easily understandable format.

On several occasions, clients in this airline sector call us to know whether there is a way one can integrate Amadeus airline & ticket reservation software to work with QuickBooks Pro, Premier or Enterprise Edition accounting software so that they can easily cut down hours required to sort tickets, find successful bookings, separate void tickets and cancelled. Initially, we thought this was a straightforward process since most financial software the general export format; CSV, XML or Database. But that is not really the case here, Amadeus GDS reservation system is not straightforward, it’s output file is a notepad and can only be interpreted by a professional airline ticketing agency staff.

Here is how the Amadeus ticket air file looks like in a notepad format:

Integrating Amadeus With QuickBooks Software

This is a raw air file that took me few days to interpret; thanks to a staff at our client site who explained what each of the red labels means before my colleague could write a background application that picks all the required parameters and feed into relevant field in QuickBooks invoice.

The key parameters we picked from this ticket are:

  • Transaction date
  • Airline vendor
  • Ticket type; domestic or international ticket
  • Airline fare charge (including cost of tickets, and tax charges)
  • Commission per ticket based on percentage.
  • Ticket number

Integrate Amadeus Selling Platform With QuickBooks

Here is a typical air file ticket sample we imported from Amadeus GDS into QuickBooks Pro:

  • Travel ticket sales: N454, 438
  • Base cost of ticket: N279,072
  • Total tax charges: N175,366
  • Percentage commission: 9%

The following are the transaction entries our applications will run in QuickBooks using the information extracted from the ticket file.

  1. For ticket sold to customers, here is how our integration will process the transactions in QuickBooks:

Integrate Amadeus Selling Platform With QuickBooks

Explanation of each of the labels:

A: This is the customer or passenger’s name

B: This is the ticket number (Air75744)

C: This contains the details of the ticket, international ticket fee and commission earned per ticket

D: This fee covers all tax charges, an amount payable to airline and commission.

E: Total value of the invoice.

The accounting entries:

Cr Income account (Ticket )

Dr Account Receivable

With N454, 438, being the amount receivable from the passenger or customer.

2. Tracking all cost of sales ( ticket issued & tax deductions from invoices figure)

Integrate Amadeus Selling Platform With QuickBooks

The snapshot above describes how the cost elements of the ticket issued will be tracked:

A: The N429, 321.52 represent the amount payable to the airline: all tax charges plus net ticket cost less commission.

The accounting entries are:

Cr Account payable  (Airline)

Dr Cost of ticket sales

With the N1, 190,009, being cost of sales on ticket booking

3. Viewing the profit or loss report on the ticket issued:

Integrate Amadeus Selling Platform With QuickBooks.png

A: This is the invoice figure of N454, 438

B: N429, 321.52 represent the total cost of ticket issue to the customer which comprises both tax charges and the amount payable to the airline.

C: This the gross profit on ticket issue which also doubles as the commission earned per transaction.

4. Apply customer/passenger payments via banking transaction import

Since there are possibilities that the name on a customer/passenger’s ticket (invoice) may be different from what is stated on the bank statement, which could lead to multiple errors like advance payment or pending invoices, we propose that the ticket number will be a reference point when validating an invoice payment.

Here is how the sales transactions from the sample transactions described earlier will be settled in QuickBooks.

Integrate Amadeus Selling Platform With QuickBooks

The accounting entries:

Dr bank account

Cr Account receivable account

With the N450, 438, being the part payment of ticket fee.

Find a detailed explanation of how the ticket sales transactions imported from Amadeus file will be matched with all relevant receipts into the bank statement via the “Customer Payment Feature”

A: Received From: The system will use the “ticket no” on the payment detail to find and select the customers’ name in this field.

B: This is the most important column we will match your bank transactions with. Here are

  • Date: This is the date payment was sent to your bank account
  • Number: This is the ticket number that will match with label “B” on the ticket invoicing in “Air75744”. Since no two tickets carry the same number, it’s correct to assume that every payment is attributable to the invoice with the same ticket number.
  • Original amount: This is what the customer is expected to pay, as shown by label “E” on the invoice.
  • Amount Due: This is the net balance on the customer’s account after making initial or series of payments.
  • Payment: This is the actual amount paid into the bank account which is less than the invoiced figure.

For more details on how to integrate Amadeus ticket selling platform with QuickBooks Pro, Premier or Enterprise accounting software, send a mail to info@accountingsoftware.com.ng

Accounting Software For Bookstores

Reading is an age long activities we love –  it helps us know more, and learn a specific subject. Do you own a bookstore or bookshop and are looking for the best bookstore inventory and management software for your business? this guide will you understand how we deployed QuickBooks to manage a client’s business, track sales, inventory and generate financial report real time.

Are you a publisher, do you own an online or offline bookstore or bookshop and are looking for the best bookstore inventory and management software for your small or large business? this guide will you understand how we deployed QuickBooks to manage a client’s business, track sales, inventory and generate financial report real time.

One key area bookstore owners are concerned about is how they can accurately monitor their inventories which could be further split into categories – business, management, finance, family, Christian, relationship, technology, etc – They are always too keen to know what their sales figure is, how many books are in each of these sessions, their cost and total value at specific intervals.

Here is how I implemented QuickBooks Pro 2017 for a bookstore:

  • I requested a list of account heads and their various balances as at a specific conversion date. These are account receivables, VAT, payables, banks, an organised list of all the books stating the quantity available, cost and their respective sessions, fixed assets, other receivable and payable.
  • After confirming that these requirements are available, I installed QuickBooks on their network since they wanted a multi-user setups that will give different staff simultaneous access to the data file.
  • The next step is the implementation where I had to bring in all the balances into the software while checking the statement of financial position, also known as the balance sheet, to verify the accuracy of my entries.
  • On the stock side, I had to create categories for the book and entered each book by its title and descriptions with their respective cost, selling prices and quantity available in store as the conversion date.
  • Other payables like rent owed, utility bills, salaries due for the month and expenses were also entered appropriately.
  • Since every business owners are mandated to deduct VAT or sales tax on all sales transactions, payable to relevant tax authorities, I also attached VAT to all product sales during setup for base calculations.
  • For the receivable and payable balances, I requested for a breakdown of all customers name, vendor or book suppliers details with the amount expected to be received and paid to these key businesses as the selected date. This will be added together to give you what is generally known as debtors and creditors balance.
  • I explored the banking section to record all payment for expenses incurred, track cash deposit from sales made into my client’s bank account, transfer funds from one bank to account and view bank transaction details.
  • The type of reports you should see in this type of accounting software implementation for bookstores are profit or loss, balance sheet, cash flow, stock report, sales report, purchases report, petty cash and banking reports which could further be drilled down to daily, weekly or monthly.
  • To avoid discrepancies between your QuickBooks balance and bank statement figure, there is a reconciliation window built to track all omitted or missing transactions in either your bank transactions in the book or on the statement as at the end of the month.

If you want to me to set you up on QuickBooks, send a mail to info@accountingsoftware.com.ng

How to fix error H505 issues in QuickBooks

Sometimes this QuickBooks Errors can be confusing if you are not used to this accounting software installations and implementation processes. Two days ago, I was at a clients site to setup QuickBooks Pro in a multi-user environment where each user are in different countries and are expected to access the central data file on the server. They are the most popular travel agency in Nigeria

If you understand the setup, you should know that in such environment, you don’t just go ahead without asking basic questions or else you will be stuck. So, here is what I did;

  • I requested for the server capacity or if they have a cloud folder accessible to everyone anywhere, anytime.
  • Then, I asked if each user will be working concurrently on a data file; this will help me advise them properly on how many licenses they need to work seamlessly.
  • The last is to request for their financial statement as at an agreed conversion date.

After collecting and confirming that these requirements are intact, I quickly started the installation processes which took roughly 20 minutes to conclude – no hitch.

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