Account Management System

Computerization of accounts

Computerization of all books of accounts will make it easy to ensure uniformity and efficiency of records, retrieve information and keep track of all incomes and expenses of the Company. The computerization of accounts is a very long and rigid process. The factors to be considered are not by the dozen but by hundreds.

  • Recording bills received and generating receipts

The one united system forms the recording of bills receivable, which usually is done through the bank. Information about the bills received, sales, and other income in the business reaches through the computer network in the company, which facilitates to record such details and the distribution to funds.

  • Recording all expenses incurred

The expenses incurred will include

  1. Payment of Salaries.
  2. Purchase of Stationary.
  3. Maintenance expenses.
  4. And many others.

Recording of journal entries.

All journal entries have to be recorded and posted to their respective accounts to be entered into the ledgers.

Preparation of ledgers.

All the ledgers have to be prepared automatically, updated daily and should only be viewed and not edited.

Preparation of financial statements.

All the financial statements have to be prepared, at regular intervals, automatically for viewing purposes only.

Preparation of trial balances.

The trial balance has to be prepared, at regular intervals or annually, automatically for viewing purposes only.

Preparation of profit and loss statement.

The Profit or Loss Statement has to be prepared from the trial balance, at regular intervals or annually, automatically for viewing purposes only.

Preparation of Balance Sheet.

The Balance Sheet has to be prepared from the trial balance and Profit or Loss Statement, annually, to show the financial status of the university. It should also be done automatically, and should only be viewed and not edited.  These are just a brief list of the modules in the whole process, which in turn will go to deeper levels in their own way.  The processes of different company subdivisions to the continuous system have to be connected, allowing the preparation of funds, from which the payments can be made, to distribute the disposition of these funds in a better way.

Features of Accounts Management Software

  1. Covers all your accounting needs, from VAT returns to credit control.
  2. Provides instant management information and accurate reports.
  3. Saves you time and money, and offers complete business control.
  4. Is easy to use, with information displayed in the most beneficial way.
  5. Allows more than one person to work on the system at once.
  6. Comes backed by excellent customer support, advice and training.
  7. Integrates with other software and offers industry-specific add-ons.
  8. Provides comprehensive data storage and full security.
  9. Simple  lookups  for  dates  and  lists  of  items  like  customers,  vendors, products, etc.
  10. Multiple document interfaces allows simultaneous examination of various transactions   and   information about customers, vendors, products, accounts, etc.
  11. Previewed reports initially show summary information with a drill-down feature that lets you get to the detail without being buried by it.
  12. Reconcilable  accounts  are  easily   reconciled  from  within   the  Check
  13. Register.
  14. Built-in calculator.
  15. Quick, easy backup, database repair and compacting features.


Accounting software is typically composed of various modules, different sections dealing with particular areas of accounting. Among the most common are:

  1. Accounts Receivable.
  2. Accounts Payable.
  3. General Ledger.
  4. Invoice Processing.
  5. Stock / Inventory Processing.
  6. Expenses.
  7. Reports.

Accounts Receivable

Accounts receivable is one of a series of accounting transactions dealing with the billing of customers which owe money to a person, company or organization for goods and services that have been provided to the customer. On a company's balance sheet, accounts receivable is the amount that customers owe a business. Sometimes called trade receivables, they are classified as current assets. To record a journal entry for a sale on account, one must debit a receivable and credit a revenue account. When the customer pays off their accounts, one debit cash and credit the receivable in the journal entry. The ending balance on the trial balance sheet for accounts receivable is always debit.

Accounts Payable

Accounts   payable  is  one  of  a  series  of   accounting  transactions covering  payments  to  suppliers  owed  money  for  goods  and  services.  The average household performs this task  by writing checks  each month to  such suppliers  to  the  electric  company,  Telephone  Company,  cable  television  or satellite dish service, newspaper subscription, and other such  regular services. Accounts payable is classified as a liability account and as such normally has a credit balance.

General Ledger

The general ledger, sometimes known as the nominal ledger, is the main accounting record of a  business which uses double-entry bookkeeping. It will usually include accounts for such items as fixed assets, current assets and liabilities, profit and loss or income and expenditure items, and funds or reserves. The  general ledger is  a summary of all  of the transactions that  occur in the company. It is taken directly from the general journal, where each transaction is recorded.

Invoice Processing

Use an Invoice to record the sale of inventoried products. Using posting accounts, this type of transaction credits the inventory account, debits a cost-of- goods-sold account (determined by the customer's sales department), credits a sales (revenue) account (determined by the customer's sales department), debits a receivables  asset account  (or  a credit  card or  cash-on-hand asset account) and,  if  sales  tax  is  involved,  credits  the  sales  tax  liability  account.  It  also decreases  the  number  and  amount  data  in  the  products  table.  Using  billing codes,  other  revenue  accounts  can  be  credited.  It  also  handles  the  billing processes. One can create an invoice by rolling in a sales order or by entering the invoice information from scratch.

Stock / Inventory Processing

Inventory consists of  a list of goods and materials held available in stock. This includes daily updating of stocks, viewing the  materials in stock, checking for availability of materials in stock and reviewing the re-order level if it's below the minimum limit

Manufacturing organizations usually divide their "goods for sale" inventory into:

Materials and components scheduled for use in making a product
(Materials and Components or Raw Materials)
Materials and components that have begun their transformation to finished goods
Finished Goods ± goods ready for sale to customers


An expense represents an  event  in which an asset  is used up or  a liability is incurred. Expenses are decreases in  economic benefits during  the accounting period in the form of outflows or depletions of assets or incurrence of liabilities  that result  in  decreases  in  equity,  other  than  those  relating  to distributions to equity  participants.  You record an expense when you  receive goods or services, even though you may not pay for them until later.


This module helps to print the  information in detail  such as printing journals, balance sheet, income statement,  trail balance, activity report, journal entries   report,  vendor  payments  report,  sales  reports,   purchasing  reports, customer lists, customer statements, vendor lists, product an  inventory reports, job costs reports using the Print function. This  helps to print various kinds of reports which can be for monthly, weekly or yearly.


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