The Product

By: Keysoft  05/12/2011
Keywords: invoicing, Nominal Ledger

The KeySoft System

The KeySoft System is a suite of accounting programs, suitable for a wide variety of businesses. It was designed for tailoring to meet customer's specific needs.  The standard system comprises the following individual modules, which can be run either independently or grouped as part of an integrated system: ‑

Ø      Debtors Ledger

Ø      Creditors Ledger

Ø      Nominal Ledger

Ø      Fixed Asset Register

Ø      Cash Book

Ø      Bank Reconciliation

Ø      Payroll

Ø     Job Costing / Time Recording

Ø      Stock Control

Ø      Sales Invoicing

Ø      Purchase Invoicing

Ø     SalesOrder Processing

Ø      Purchase Order Processing

Ø      IntraStat and VIES

KeySoft can send Invoices or Credit Notes

in EDI format, as for example required by Dunnes,

Tesco, Musgraves, Supervalu etc.

 

Integration

KeySoft is a Fully Integrated accounting system.  At its core is a Nominal Ledger to which every financial transaction is posted according to double‑entry bookkeeping conventions.

Currencies

It is a Multi‑Currency system. A home‑currency is nominated and foreign currency transactions are maintained throughout in both home and originating currencies. Foreign currency transactions are accepted in all relevant modules, Bank and Nominal Ledger included.  There is no limit to the number of currencies available. 

Accounting Periods

The system is Multi‑Period. The user defines the period length and is typically the shortest period for which summary reporting is required. Usually, a monthly reporting cycle is used ‑ giving 12 periods in any year. Reports, invoice lists, payments etc., can be produced by period. In addition, summary reports are period based. For example, a Sales Report may be produced for a specific period or group of periods. The Period code or number is a composite, identifying both the Year and the Period within that year.  In this way, reporting is available for prior years as well as for current.  Furthermore, there is no special end-of period or end-of-year processing needed.  The user merely advances from period to period and on to the next year seamlessly.

 

Multi-User

KeySoft runs as either a Single or a Multi-User system.  For smaller volume users, one PC/Printer may be adequate.  However, larger users need multiple access to the data – either for input or interrogation. 

In a Multi-User configuration, KeySoft data is shared on a Network Server.  Any user on this network may access KeySoft, provided that they have ‘rights’ to do so.  Activity within KeySoft is governed by password levels i.e. certain users may be prohibited from viewing or updating certain information.

Commonly user Network Configurations: -

Ø      Microsoft NT (2000, XP)

Ø      Novell

Ø      Microsoft Peer-to-Peer

Client-Server

For users with a high-volume transaction throughput, a Client-Server configuration is recommended and available in KeySoft.  This is necessary where several users are simultaneously updating the KeySoft database, by entering transactions or otherwise.

For most applications, KeySoft uses its own database engine.  The main differentiating factor in a Client-Server environment is that an industry standard ‘Client-Server Database’ is uses.  This database runs continuously on the network.  Its only function is to receive and send data from and to the various KeySoft users.  This technique enhances data integrity, security and overall system performance.

Historically, Novell performs well in a Multi-User volume input environment.  NT does not.

KeySoft can run on the following database servers: -

Ø      Microsoft SQL Server

Ø      Pervasive SQL

Ø      Oracle

Ø      IBM DB2

As Microsoft SQL is frequently supplied with NT and due to a greater knowledge of this product among Network installers, this is the preferred option.

The Client-Server solution is not offered unless specifically specified.

User Interface

KeySoft is a real Windows application.  It conforms fully to the universally adopted Graphical User Interface (GUI).   As such, its operation is intuitive – thus eliminating the training curve usually associated with DOS based systems.  Pull-Down menus, Combo Boxes, Selection Lists, Radio Buttons, Checkboxes, Memo Fields etc. are all included.  Use of the system is intuitive.

Data Entry

Most data entry views are implemented as single or multiple grids.  Transaction entry, where most input is concentrated, are designed so the all aspects of the transaction are visible simultaneously.  In this way, checking and correction is simple.  The user can point the mouse anywhere on the view and the new or changed data’s effect will be immediately visible.

As is standard in real Windows systems, multiple Windows can be opened and operated simultaneously.

Reporting

Screen and Printer reports are identical.

Once a Report Selection is made, the system generates a ‘Preview’, comprising the entire report.  This preview can be enlarged, shrunk and viewed up and down with ease.

As per the Windows standard, a Printer Setup button is available so that the user can select the location and type of the destination printer.

The reporting is clear and highly presentable.  Form reports such as Invoices and Statements may include the company’s logo.  The logo must be available as a computerised bitmap.

All reports may be Faxed (if Fax software has been installed) and e-Mailed.

Keywords: invoicing, Nominal Ledger