Advance System Usage

Advance System Usage

A. Settings

1. Envelope Setting

Envelope Setting is for you to setup your address label margins
based on your preferred envelope size.


Let's get to Envelope Setting module and create a new setting.
 Setup  Envelope Setting  New

 Code
Enter a unique code in this compulsory field. A unique code can be any alpha, or numeric,
or combination of both, of your choice. Ensure that this code is not previously used in this module.

 Font
Base on the fonts that are installed in your Window system,
you can select them here for your address printout.
E.g. Select "Arial"

 Size
This is the size of envelope that you will be using.
E.g. Select "DL"

 Width (mm) & Height (mm)
These boxes show you the envelope size in millimetres you have selected.


 Address  Left (mm)
This is the margin measured from the left edge of the envelope.

 Address  Width (mm)
This is the width of the label. Note that long addresses will be wrapped to
the second line should the label width is insufficient.

 Address  Top (mm)
This is the measured from the top edge of the envelope.

 Address  Height (mm)
This is the height of the label. Note that addresses will be "cut-off"
should the label height is insufficient to present the content.

 Address  Font Size
Enter a preferred font size for the address label printout.

 Address  Line Space
This is the line spacing between the lines of address.

 Address  Content
This is the content of the label that you wish to printout.
There are codes or formulae that you can to enter here.
E.g. Enter the following…
To: [Attn]
[Name]
[Address

 Return Address  Left, Width, Top, Height, Font Size, Line Space, Content
Return address is meant for you to printout your office address for
the post office to return the mail to you should the address is not valid.

Similar to the Address field, you can setup the Return Address.
Note if you are using envelopes with pre-printed office address,
you may leave the Content box blank.

 Click Print to have a preview of your settings or to try a printout


Try it out.
 Click Add to save your settings.

2. Advanced Cheque Settings

Advance Cheque Layout is provided as a 'As Is' feature.
The usage for this feature is to allow fine tuning of our standard layouts.

Note that due to this feature's ability to drastically change the layout,
the support for this feature will be limited to this document.

To access this feature you will need to

Click SETUP  CHEQUE SETTING  EDIT.

Click on Help menu, the Advance Cheque Layout option will appear there.

Note: This menu will only APPEAR when the Cheque Layout module is active.


Clicking the option a prompt indicating that support will be limited will appear.

Click Ok if you accept the terms.

The above screen will appear to allow you to make changes to the layout.
Each box represents a printable element.

The position of the box is control by the "Left" & "Top" property.
All measurements are taken from the top-left corner (origin).

To move a box right increase the "Left" property.
To move a box down increases the "Top" property.

Date
This box has a property that allows you to specify a format for the date.
For the format please refer back to bank registration window,
we can use those format here (For eg. dd - MMM - yy).

Please remember to change “HasFormat” to True, if using a format


Payee

Settings  Has Two Lines this is for the cheque which have two lines for
the payee name as you see from
the above screenshot (Standard Charted Bank)

Line Spacing is to specify the space between first line
and second line of the payee.

Note adjusting the Width too wide may lead to overlapping.



Amount in Words

Settings  Indent this is to specify the space between Cheque’s left border and the first letter

Line Spacing is to specify the space between first and second line

Note: To use the Default layouts again, click the CLEAR button.

3. Other Printer Setup


If your printer is not in our list, you are still able to use your printer using our “other printer”
as the brand. Due to the variety of printers and printer driver settings,
it is not possible to cover all variations within this guide.

It is recommended for an initial test print on an A4 size paper be done first to assist you in the selections.
A few test prints maybe required to complete the setup.

Other Printer Left/ Middle/Right Align

To begin we will do an initial test print with the following settings.
 Setup  Cheque Setting  New

 Cheque Layout  Country
Select your Country here.

 Cheque Layout  Currency
Select the appropriate Cheque Currency that this layout is for.

 Cheque Layout  Bank
Select the appropriate Bank here.

 Printer  Brand & Model
For the purpose of initial test print,
select the following Brand & Model accordingly.

 Brand  Other Printer Middle Align
 Model  Portrait Feed Date First


Based on the hardcopy print out of the initial test print,
you can fine tune by selecting the Brand & Model selection based on
the location on the initial test printout.
 Brand  Other Printer Left Align or Other Printer Right Align
for the desired setting

If your printer has paper input guides/marker
(referring to the physical printer paper input tray indicator for positioning of paper)
you can use that to identify the Brand to use.

E.g. If the paper input guides/marker align the paper to the centre, select Other Printer Middle Align as the Brand.

For Model,
As different printers do not print out the same way,
please refer to the initial test print to identify which direction your printer prints.
Most laser printer use “Portrait Feed Date First”



For the models with ‘(Custom Size)’ this means that the paper size needs to be
entered into the settings of the printer driver. Note that each new cheque size will
require that the size be entered into the printer drivers.

Please refer to the section Cheque Layout on page II-39
 for detail on adjusting the displacement.

B. Batch Printing

1. Cheque (Batch Print)


This module help you to printout those cheques payments you have
previously entered in Payment Voucher and print them all out as a single batch.


In this tutorial, we will cover the following.
1. Selecting & Adding Cheques for Batch Printing
2. Deleting a Cheques from Batch Printing

a) Selecting & Adding Cheques for Batch Printing



Let's get to the Cheque module.
 Click Process  Cheque
Two dialogues boxes will appear on the screen.


On the left, Cheque Batch Print dialogue box, it is the selected cheques for printing.
It should appear as empty as you have yet selected any.

On the right, Cheque Selection dialogue box,
these are the payment vouchers for selection
.
Let us first look at the Cheque Selection dialogue box.
 Filter  Date, Payee, Voucher & Cheque
These are criteria that you can enter to assist you in narrow down the list of payments that you
would like to printout those cheques. E.g. you may like to do a date range by selecting
beginning date of certain month to another ending date.
 Click Refresh, to execute the filter.

Next, in the green section which lists the filtered payment, you need to select them.

Selecting Payment One By One
To select the payment one at a time,
 Click on the Payment  Click Add

Selecting a list of Payments
To select a list of payments,
 Click on the first Payment
& Hold on to the Click
 Drag your mouse down to last Payment
& release your mouse click
 Click Add

Picking & Choosing Payments
To pick & choose Payments,
 Click on the Payment
& hold on to the  Control/CTRL button
 continues to click on other Payments
& release the  Control/CTRL button
 Click Add

b) Deleting a Cheques from Batch Printing


Selecting you the Payment(s) that you would like to omit from
the list,  and  Click [ - ]

Cheque Layout
Select the appropriate layout

When are ready to print,
 Click Print


At the top left corner, it list out the number of cheques
that the system will be printing.
Insert the cheques into the printer, and once ready
 Click Print

Due to different features and functionalities of different computer printers.
It is important that you try batch printing on pre-cut waste papers before doing
the actual print. E.g. There are some printers that come with feature to
"Print Last Page First" this may disorientate the sequent of Cheques Numbers fed to the printer.

Once completed, at top centre …
 Click Close

Try it out.

2. Envelope (Batch Print)


This module help you to printout those Payees address labels on
the envelopes as a single batch.

In this tutorial, we will cover the following.
3. Selecting & Adding Addresses for Envelope Batch Print
4. Deleting Addresses from Envelope Batch Print


a) Selecting & Adding Addresses for Envelope Batch Print




Let's get to the Envelope module.
 Click Process  Envelope
Two dialogues boxes will appear on the screen.

On the left, Envelope Batch Print dialogue box, it is the selected address for printing.
It should appear as empty as you have yet selected any.

On the right, Contact Selection dialogue box, these are the addresses
in your contacts module for selection.

Let us first look at the Contact Selection dialogue box.
 Filter  Name, Attn, & Address
These are criteria that you can enter to assist you in narrow down the
list of contact that you would like to printout those addresses.

 Filter  Based on Voucher & Date
If you would like to print those addresses base on the payment vouchers
you have entered, you have to
 Un-Tick Base on Voucher

You will notice that the dates will be enabled for your selection. Select the date accordingly.
E.g. selecting addresses for payment vouchers dated with current month.
 Click Refresh, to execute the filter.

Next, in the green section which lists the filtered addresses,
you need to select them.

Selecting Addresses One By One
To select the Address one at a time,
 Click on the Address  Click Add

Selecting a list of Addresses
To select a list of Addressees,
 Click on the first Address & Hold on to the Click
 Drag your mouse down to last Address & release your mouse click
 Click Add

Picking & Choosing Addresses
To pick & choose Addresses,
 Click on the Address & hold on to the  Control/CTRL button
 continues to click on the other Addresses
& release the  Control/CTRL button
 Click Add

b) Deleting Address from Batch Print



Selecting the Address that you would like to omit from the list,
and  Click [ - ]

Envelope Layout
Select the appropriate layout

When are ready to print,
 Click Print


At the top left corner, it list out the number of labels that
the system will be printing.
Insert the DL envelopes into the printer,
and once ready
 Click Print

Try it out.

Once completed, at top centre …
 Click Close

C. Account Code

In this tutorial, we will cover the following.
1. Account Code Setup
2. Using of Account Codes
3. Accounting Listing
4. Account Report

1. Account Code Setup



Account Code can be used as if like the Chart of Account in bookkeeping,
however as this is not an accounting system it does not provide the full functionality it.
In a simpler term, Account Code can be understood as the categories.
Example, your company may have much different type of expenses.
To better manage them, you may like to categorise into area of
Transport, Rental, Electricity, Stationery, etc.


Let us go to the Account Registration module.
 Click Setup  Accounts  New

 Account Code
Enter a unique code here. A unique code can be any alpha, or numeric, or combination of both,
of your choice. Ensure that this code is not previously used in this module.
If you are already using an Accounting Software, you may use the Chart of Account Codes
that you have setup with that system here. This will avoid confusion and help
your overall accounting work.
E.g. Enter "EXP0001"

 Type
Type can be understood as the Main Category or the
Grouping of your accounts.
For example, you may enter Expense, Trade Debtor, Sales or Revenue and etc.
E.g. Enter "Expenses"

 Account Name
This is for you to enter a descriptive name for the purpose of this Account.
E.g. Enter "Electricity"

Try it out.
 Click Add, once your are done and would like to save it.

2. Using of Account Codes

In this tutorial you will use the account codes created earlier,
to work on both the payment and receipt modules as follows.

a) Payment Vouchers


Let us go to the Payment module.
 Click Process  Payment  New

Payee
Select the Payee from the drop down.
E.g. “SP Services Ltd”
 SNo
Enter the Serial Number as 1.

 Account
Select an appropriate account code for the payment.
E.g. "EXP0001 – Electricity"


As this is not an accounting system, entry of Account Code is not compulsory. As such,
if you have not selected any account code for any payments, the amount will be categorised
under the "Empty" or "Blank" account code.

 Amount
Enter the Bill Amount here.
E.g. "147"

Try it out.
 Click Add, once you are done and would like to save it.

b) Receipt Vouchers


Let us go to the Receipt module.
 Click Process  Receipt  New

 Payee
Select the Payee from the drop down.
E.g. “ABC Company Pte Ltd”

 SNo
Enter the Serial Number as 1.

 Account
Select the appropriate account code for this receipt.
E.g. "CAS0001 – Debtor"

Amount
Enter the receiving amount.
E.g. "110"

Try it out.
 Click Add, once you are done and would like to save it.

3. Account Listing

This module is to list all the Account codes that you have created in
the system.


Let's get to Account Listing module.
 Click Report  Account Listing

 Filter  Account Code, Type, Account Name
These are the criteria that you can shortlist the report by.

To the load the list...
 Click Refresh



You can double-click on the respective Account Code to open up
the Account Code registration.

a) Account Listing Printout


To get a printout of the Account Codes,

 Select a report to print  Account Listing  Print

b) Account Listing by Type Printout


To get a printout of the Account Codes group by Type,
 Select a report to print  Account Listing by Type  Print


Try it out.
 Click Close when done

4. Accounts Report

This module lists the transactions that you have made
under by the respective Account Code.

Let's get to Accounts Report module.
 Click Report  Accounts Report

 Filter  Date, Payer/Payee, Account, Mode
These are the criteria that you can shortlist the report by.

 Deposit, Withdrawals & Balance
These are the respective totals based on your shortlisted transactions.

Let call out last month transactions...
 Date select last month date range  Click Refresh


You can double-click on the respective Account Code to open up
the respective voucher of that particular transaction.

a) Account Report Printout




To get a printout of the Account Report grouped by the Account Codes…
 Select a report to print  Account Report  Print

b) Account Summary Report Printout



To get a printout of the Account Summary Report without individual transactions,
 Select a report to print  Account Summary Report  Print

Try it out.
 Click Close when done

D. Bank Reconciliation

1. Understanding of Bank Recon



When you receive the bank statement from your bank,
you will need to verify if amount tally with your system.


Let's go open up the Bank Recon module.
 Click Report  Bank Recon  New


To reconcile with your bank amount with the system amount,
you have to tally A. Reconciled Balance with B. Balance as at Bank Statement.

At the top, you will notice that there are two taps.
 Unpresented
 Click it.
You will see the list of un-presented transactions. Un-presented transactions
are those that you have entered in the system, not shown or listed in the actual statement from the bank.

 Presented
Click it.
Here it list out the presented transactions. Presented transactions are those that
you have selected and ticked from the un-presented list. We will cover on how to select the presented items later.

At the left column, there are…
 Period
First, you have to select the month that you are working on.




 Generate
After you have selected the month, you need to click on generate. This will load the Un-Presented section with list of
transaction you have entered in system for that month.

 Previous Reconciled Balance (1)
This is the reconciled balance amount from the previous month reconciliation process.

 Reconciled Deposit (2) & Withdrawal (3)
Once you have selected & ticked on transactions in the un-presented list as presented, these are the total deposits
and withdrawals that you have selected in the presented sections.

 Reconciled Balance (4)
This balance is calculated by adding up the all the reconciled deposits and withdrawal with the previous reconciled balance amount.
The whole objective in using this module is to match this balance with that of your physical bank's statement.

 Balance as at Bank Statement
This is the box where you have to enter the physical bank's statement balance amount for matching.

 Difference
To facilitate the reconciliation process, the box work out the difference,
if any, between the Reconciled Balance and the Banks' Balance.

 System Bank Balance (6)
This the bank balance based on your transactions you have entered in the system.

 Unpresented Amount
This box totals up all the transactions that have been entered in the system but yet presented to the bank.

2. Adding Transactions in Presented list




Got to the Un-presented section.
 Click Unpresented Tab

Referring to your physical bank statement's transactions, to select the transactions that are presented, simply …
 Click on the respective transaction row's Post box

Once ticked, you will notice that particular transaction row disappeared from the list.
That is because that transaction has now listed in the presented section.

3. Removing transactions from Presented list




To remove transactions that you have accidentally added to the presented list,
simply go to the presented section and un-tick them.
 Click Presented Tab

Go to the respective box of the transaction…
 Un-Tick on Post check box
You will notice that it will immediately disappear from the list, and
moved to un-presented section.

Try it out.
 Click Add, once you are done and would like to save it.


If you see transactions in the un-presented section in Red instead of usual Green, this means that the particular transaction has been ticked
or presented in previous bank reconciliation but now there is an error.
The error could be that the transaction's date or amount has been amended by user after reconciliation.
If you see transactions in the presented section in Red instead of usual Green,
this means that the particular transactions you have ticked or presented now has error due to date
or amount amendment by user at the Payment or Receipt Voucher module after the reconciliation process.

To rectify, simply go the reconciled month, click on the presented tab section, un-tick on that red transaction, and reconciled again.

E. Import & Export Features

1. Exporting Documents




Exporting of documents is easy. Open up one of the module, say Payment Voucher…
 Process  Payment

When you are at the module, go to the top menu bar on top of the preview column,
you can find an export icon, select export to PDF.
 Export to PDF  Select the location  Give a filename  Save

2. Importing Contact List


This system support importing data file with extension
XLS, XLSX, and CSV. The data file must be formatted with the following header names.


Sample of import format can be found in the installation DVD.

Once you have it ready, go to Contact Registration module…

 Setup  Contact  Click Import button

 Choose the file type you are importing  OK

 Click Load and Import Button



When the system completed the process, it will prompt you.

 Click Ok

3. Importing Accounts Codes


This system support importing data file with extension XLS, XLSX, and CSV.
The data file must be formatted with the following header names.



Once you are ready with the data you can go to Account Registration module.
 Setup  Accounts  Click Import button
 Click Load and Import Button, system will prompt
you Import Complete.
 Click Ok.


4. Importing Payment Vouchers

You may import Payment data from external sources with extensions like XLS, XLSX, and CSV.
When you fill up your payment voucher in excel sheet ensure the mode must be typed as
“Cheque” to enable Cheque Printing after import. However, they must be correctly formatted.
Their header column names must be as follows:


Once you are ready with the data you can go to Payment Voucher.
 Process  Payment  Click Import button


 Choose the file type you are importing  OK


 Click Load and Import Button, system will prompt you once
Import Complete.
 Click Ok



Ensure your account codes are unique; otherwise it will be confused
with other similar you have prior entered in the system.

5. Importing Data from your previous ChequeWriter version



Before importing of older version of database, you need to setup up all banks in
Version 9. Please refer to earlier tutorials on details for bank account setup.
To importing data from the previous ChequeWriter Version 6, 7
and 8, say assuming you have it saved in your desktop location.

Let’s go to Import ChequeWriter Module
 Maintenance  Data Management  Import CW Data
 Select the Version from the Import dialog box and Click OK.

Important:



Navigate to your data file location, in this case you desktop.
 Click  Button  Browse to location  Load Button

The system will show you the list of Old Version’s
Banks on the Left column side.
On the Right column, you have to match it with the Bank Account
with the current version.
 Match Banks  Import

Import Progress may take a few minutes.

Once completed, will be prompted…
 Click OK

Connecting to SQL server

1. Changing from Compact database to MS SQL Server Database


This is only required when you have purchase a multi-users version,
which more than one computer is accessing to the database via LAN (Local Area Network) Network.


To perform the following, you are expected to have minimum IT networking technical know-how.

Once you have completed these steps, for all subsequent PCs you are connecting to
,refer to “Connecting to an existing database”


Key in the Admin Password
 Click Login.


Select your Company.
 Click OK button.


 Click the Help Menu.


 Click the Upsize Database sub menu.


Now the system will prompt you with an Upsizing wizard Dialog Box.
 Click Yes to continue.


Now the system will again prompt you with a Up-sizing wizard
Options Dialog Box.
 Click Yes to close and re-open your system from the desktop shortcut.


System will prompt you the above Dialog Box, select your SQL
Server instance name from the drop down box.


Then key-in your SQL Server Username, Password and Database to connect
your system. Type the Username "ocac" and the Password "ocac" followed by the
database name (as you given while you create).
 Click “Save” to finish setup.

System will prompt you "Configuration Saved,
Please restart your program"
 Click OK.

While you open the System's shortcut again it will prompt you
"Audit database NOT exist Create?".

We recommend you to…
 Click "Yes" in this screen because the audit database required for observing
a database so as to be aware of the actions of database users, this useful in administration of the system.

This is enabled often to set up auditing for security purposes, for example,
to ensure that those without the permission to access information do not access it.

 Click Yes to close this dialog box.

System will prompt you "Audit database created".

 Click OK to close this dialog box. Now your system is ready to use,
open your system from the desktop shortcut again.

2. Connecting to an existing database

Before you began please complete the previous chapter “Changing from Compact
 database to MS SQL Server Database”.

To connect to an existing database

First Login as Admin.

Select your Company then click OK button.


On the top menu of your system Click the Help Menu.

Then Click the Upsize Database sub menu.


Now the system will prompt you with a Upsizing wizard Dialog Box,
Click Yes to continue.


Click No.


System will prompt you the above Dialog Box select your SQL Server
Instance name from the drop down box.


The Default User is ocac and Password is ocac.

Click on the dropdown box and it will load the database list.
Select the database named occw

Click Save.

G. Change of PC

1. System Deregistration

Before changing PC, the current PC will need to be deregistered.
 Click Registration  Unregister System


You will need to be connected to the internet for the process to be completed.

2. Online Deregistration


If the system is unavailable to use the unregister function,
there is an online deregistration system for use.


The website is
 Click Cheque Writer Deregistration

Enter the Serial No. and the Product Key.

Locate your PC (you can identify the PC by the name at the end of the PCID).

 Click the  icon to select the PC.

 Click Remove. An email will be sent to
the email address that was used in the registration.

Once the email is received, click or copy the link to a web browser. This step is to confirm
deregistration. Once the link is loaded the deregistration process is complete.

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