Analyze the Terms Stated Below

Closing Date and Accounting Period

Closing date is the date a business closes all it's accounts. In the UBS system, the closing date of a business may be set in the program, and can also be edited by going to Housekeeping > General Setup. The closing date will automatically effect the accounting period.

Accounting period is the period for which a firm prepares its internal or external accounts; the period covered by the financial statements. For internal accounts, it may be a month or a quarter; for external accounts it is normally a period of 12 months.

Add Entry and Quick Entry

Add entry is a single transaction entry procedure. When a user enters a transaction, he has to make another transacation to balance it. For example, a user purchases RM100 of goods by cash. You have to enter a debit entry for purchase and secondly a credit entry for cash.

Quick entry is a double transaction entry procedure. It is a function in the UBS system, where when a user enters a transaction, the UBS system will automatically balance it to the desired account. A master account must be set in order to use this function.

Edit and V.Edit

Edit is a function to change existing transactions. It can be used to change incorrectly entered amounts into the system. To edit, go to General Ledger Account Maintenance and choose the desired transaction.

V.Edit function can help users to modify transactions faster and easier. When users click on V.Edit button, the screen will display the transactions that shown on the transaction viewer (at lower part of the page) to allow users to do modification.

Backup and Restore

Backup is a function to compress data files from the UBS system into one compressed file and stored into any type of memory device. Backup is basically saving the UBS file into a hard drive and also used to recover any lost data in cases of errors from the UBS system.

Restore is decompressing/recovering the compressed file from a hard disk into the UBS system. After creating a backup file, users can restore the backup file by going using the restore function inside the UBS system.

Delete Individual Business Transaction and Deleting All Business Transaction

Delete individual business transaction is deleting a transaction from the UBS system. In order to delete a transaction, go to V.edit and perform the following steps on the transactions to be deleted:
         1) Key in all 10 asterisk (**********) in ref. No. Field,
         2) Change the amount to 0.00 (both debit and credit side).
         3) Go to Housekeeping >File Organization>Tick 'Delete unwanted transaction'.

Deleting all business transaction is partially clearing or deleting all data from the system. To delete all transactions, go to Housekeeping>Clear File/Generate Sample Chart>Choose the desired method of deleting.