Difference between revisions of "Accounting with SchemeServe"

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Accounting with SchemeServe is simple. There are a number of reports built into SchemeServe for simple accounting, and options to export to other formats for import into your existing in-house accounts systems.  The following topics will guide you through the various options available.
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SchemeServe is designed to enable you to do your accounting easily. There are a number of pre-designed SchemeServe reports that will help you use SchemeServe in conjunction with your accounting software. In addition there are some other tools that allow you to export data on individual cases too.
  
== Basic Concepts ==
 
  
* When a [[SchemeServe Case]] changes from a 'Quotation' to 'On Cover' (i.e. becomes a Case) it immediately becomes due for payment.
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== Accounting Concepts in SchemeServe ==
* If you have set-up your Scheme to "Take Payment Automatically", payment is usually settled immediately.
 
* If on the other hand you prefer to invoice your customers, the outstanding balance will need to be settled by other means.
 
* In either case, as soon as a [[SchemeServe Case]] goes 'On Cover' you will be able to see it on the "Ledger - Debits" report.
 
* When payments are made by your customers, they will appear immediately on the "Ledger - Credits" report.
 
  
  
== Reconciliation with In-House Accounting Software ==
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*When a Case changes status from “Quotation” to “On Cover” (e.g. it becomes a Case) then the money becomes immediately due for payment.
  
[[image:LedgerDebits.png|thumb|The 'Ledger - Debits' Report]]
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*If you have set up a Scheme to “Take Payment Automatically” then payment will usually be settled immediately (providing the approval of the customer's bank or credit card provider is granted).
[[image:LedgerCredits.png|thumb|The 'Ledger - Credits' Report]]
 
  
* By exporting the "Ledger - Credits" and "Ledger - Debits" reports and importing them into your in-house system, you will be able to reconcile monies due and payments made.
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*If you have chose to invoice your clients rather than take automatic payments the balance will need to be settled outside of SchemeServe.
* NB: It is important to note that payments for a Case/Policy will not always appear on the "Ledger - Credits" report in the same month that a corresponding Debit is listed on the "Ledger - Debits" report, depending on when balances are paid by your customers.  Furthermore, there may often not be a corresponding exact match between the number of debits and credits for a given Case, even if the customer has paid up-to-date.  In order to reconcile your accounts therefore, you will either need to A) check the balance of Cases on a Case by Case basis or B) regularly import month-end Ledger reports into a third-party accounting tool.  For further information on this and other basic accounting concepts, please contact your company accounts department.
 
  
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*Irrespective of payment method as soon as a Case becomes “On Cover” the details are visible in the “Ledger-Debits” Report.
  
== Reconciliation on a Case-by-Case Basis ''' ==
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*Payments that are recorded in SchemeServe appear immediately on the “Ledger-Credits” Report.
  
[[image:ViewCase-Money.png|thumb|The Money Tab when Viewing a Case]]
 
  
* Via the Money tab on View Case it is possible to check the current balance of outstanding payments on any Case.
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== See Also: ==
* A list of all Debits for the given Case are shown, and a list of all Card Payments and Direct Debit Payments.
 
* You can export a list of all transactions for the given Case in CSV format (for use with Microsoft Excel or your accounting software); just press the Export Transactions button.
 
* To take a one-off balance Card Payment for the given policy press Take Card Payment.
 
  
  
== Generating Invoices, Thank-you Notes and Chase Letters/Emails ==
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[[Reconciling SchemeServe with Your In-House Accounting Software]]
  
* To generate invoices, thank-you notes or chase letters with SchemeServe, you can create documents on the Documents tab for a given [[SchemeServe Case|Case]].  Before you can select specific documents you will have to create them via the [[Editing Document Templates|Document Editor]].
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[[Generating Invoices, Thank-You Notes and Chase-Letters/E-mails]]
* To set Invoices/receipts/thank-you notes to be sent automatically, you can use the [[Editing Document Templates|Document Editor]] to mark them to auto-generate when any [[SchemeServe Case|Case]] changes to a status of 'On Cover'.
 
* Alternatively, create account related documents with your in-house accounting package in PDF format and then upload to the Documents tab for a specific Case, which will allow you to permanently associate them with the appropriate policy.
 
  
 
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[[Reconciliation of Accounts on a Case-by-Case Basis]]
== See Also ==
 
* [[Using Direct Debit]]
 
* [[Taking Card Payments]]
 
* [[Allowing Payments by Invoice]]
 

Latest revision as of 06:06, 7 December 2012

SchemeServe is designed to enable you to do your accounting easily. There are a number of pre-designed SchemeServe reports that will help you use SchemeServe in conjunction with your accounting software. In addition there are some other tools that allow you to export data on individual cases too.


Accounting Concepts in SchemeServe

  • When a Case changes status from “Quotation” to “On Cover” (e.g. it becomes a Case) then the money becomes immediately due for payment.
  • If you have set up a Scheme to “Take Payment Automatically” then payment will usually be settled immediately (providing the approval of the customer's bank or credit card provider is granted).
  • If you have chose to invoice your clients rather than take automatic payments the balance will need to be settled outside of SchemeServe.
  • Irrespective of payment method as soon as a Case becomes “On Cover” the details are visible in the “Ledger-Debits” Report.
  • Payments that are recorded in SchemeServe appear immediately on the “Ledger-Credits” Report.


See Also:

Reconciling SchemeServe with Your In-House Accounting Software

Generating Invoices, Thank-You Notes and Chase-Letters/E-mails

Reconciliation of Accounts on a Case-by-Case Basis