Terms and definitions
Accentis enterprise terms and definitions
The following list represents a glossary of common terms and definitions that you will find used throughout the Accentis Enterprise help system. This glossary, when will provide an in-depth understanding of certain aspects of Accentis Enterprise.
Every field within Accentis Enterprise can be defined as a certain type.
An Address field is a structured group of fields that define a postal or business address. It contains the following individual fields:
To: Optional field used to enter the name of an addressee. This field can vary from 64 to 100 characters in length.
Address lines: The physical street address or postal box details of the address. These two fields can be up to 64 characters in length.
Suburb: The address suburb. This field can be up to 64 characters in length.
State: The address state. This field contains a list of all Australian states and territories, but you are also able to type up to 15 characters to meet any requirements.
Postcode: The postcode of the address. This field can be up to 15 characters in length, allowing you to meet all international requirements.
Country: The address country. This field can be up to 64 characters in length.
To enhance the usability of address boxes, additional functionality has been added. When right clicking on an address box, a menu will pop-up allowing the entire address details to be copied. Once copied, right clicking on another address box will allow all address details to be pasted into the relevant fields at once.
A CheckList is a list box that allows you to check individual items by click with the left mouse button in the small box to the left of each list item. Depending on the context in which the Check list appears, the action of checking an item usually selects that line for processing.
A contact field allows you to enter contact details for a person or organisation. It contains the following fields:
- Contact: The name of the person to whom this contact relates
- Phone: The land-line telephone number of the contact person
- Mobile: The mobile telephone number of the contact person
- Fax: The Fax number of the contact person
- E-Mail: The electronic mail address of the contact person
To enhance the usability of contacts boxes, additional functionality has been added. When right clicking on a contact box, a menu will pop-up allowing the entire contact details to be copied. Once copied, right clicking on another contact box will allow all contact details to be pasted into the relevant fields at once.
A currency value is a decimal value with up to (but not exceeding) 4 decimal places and 15 non-decimal digits. This gives a range of -922,337,203,685,477.5808 to 922,337,203,685,477.5807.
When entering a currency value on a form, do not include dollar signs, commas, spaces or any characters other than a digit, minus sign (-) or decimal point.
A date is any valid date that can be entered in any format that unambiguously specifies the day, month and year in that order.
A date can be entered as a single 6 (2 digit year) or 8 (4 digit year) character string, or each part of the date can be separated with either a forward slash (/), dash (-), space ( ), decimal point (.) or comma (,). When using spaces, decimal points or commas as separators, you must enter a 4 digit year for the date to be considered valid. After you leave a date field, it will be converted to the standard short format for your PC – usually dd/mm/yy.
The following are examples of valid dates for June 8th, 2010: 080610, 08062010, 8/6/10, 08/06/10, 08/06/2010
To simplify the date entry process, a number of shortcut values have been built into each date field in Accentis Enterprise.
Below is a list of these shortcuts and their effect, using 10/05/2011 as the current date:
Usage & Effect
Specifies a number of days from the current date. Examples:
Specifies a number of weeks from the current date. Examples:
Specifies a number of months from the current date. Examples:
Specifies a number of months from the current date. Examples:
Specifies the last day of the current month. Example
Specifies the start (first day) of the current month. Example
Specifies the last day of the previous month. Example
Specifies the start (first day) of the previous month. Example
Specifies the last day of the next month. Example
Specifies the start (first day) of the next month. Example
A Memo field allows entry of text of any length, including carriage returns. There is no limit to amount of text you can enter into a memo field and no restrictions on the characters you enter.
A number is any non-decimal numeric value in the range from 0 to 2,000,000,000. When entering a number value in a field, do not include commas, decimal points, spaces or any other non-digit characters.
A Quantity is any decimal number having a maximum of 10 digits. When entering a quantity in a field, do not include commas, spaces or any other non-digit characters.
A Text field is designed to hold text you wish to enter. When a listed text field in this help file contains a number in brackets, the number represents the maximum number of characters you can enter into the field. Text can contain digits, punctuation, upper and lower case letters or any white space, but cannot include carriage returns.
A time value is a time expressed in the format hh:mm:ss. Time values can be used to indicate either the actual required time such as 15:30:00 to represent 3:30pm or a value given in hours, minutes and seconds such as 34:25:15.
The login name of the user who performed the specified action
Many fields within Accentis Enterprise are assigned one or more options that affect how they are used.
An AutoComplete field automatically fills in the remaining characters of the nearest matched FlexiCode (alphabetically) as you are typing. AutoComplete simplifies and speeds up data entry by automatically completing codes for you rather than needing to type the entire code.
For example, if you have Customer Codes ACME and ARMY and you type A in an AutoComplete field that requires a Customer code, it will automatically add CME to the field because ACME is the first alphabetical match for the letter A. If you then type the letter R (after the A), the field will automatically append the letters MY, because now ARMY is the first (and only) code that begins with AR.
A FlexiCode field is a field used to identify a particular record on a form and which can be modified while still retaining all internal references to other records linked to that code.
For example, many systems enforce that once a Customer code has been entered, it cannot change for the life of that record. FlexiCode allows you to change a Customer's code (for example, the customer may have changed the name of their company or you are restructuring your customer codes) without losing any of the references to that customer from Sales orders, Quotations or Sales Invoices etc. All records that used the previous customer code will now automatically display the new customer code on the forms instead.
A mandatory field is a field on a form that must be filled in with a valid value before you can Update the form data. When adding or editing records, leaving a mandatory field empty will cause a data entry error to be shown when you attempt to update the record.
A Read-only field indicates that the value shown in the field cannot be manually modified by the user.
A HotEdit field is a drop-down box containing a set of values that allows you to open the management form relating to those values and re-fill the list with the updated data. This functionality is generally used when adding or editing a record and finding that the data in the HotEdit field is incorrect or incomplete. In this situation, HotEdit allows you to add or modify values in the field immediately and then use the added/modified value.
A HotEdit field management form is activated by pressing the HotEdit key.
For example, if the Shipping drop-down on the Sales order form does not contain a shipping code that is appropriate for your Sales order, you can press the HotEdit key to display the Shipping codes management form and add the relevant shipping code. When you close the Shipping codes form and return to the Sales order form, the Shipping codes drop-down will automatically be refreshed and now contain the updated list of shipping codes.
A QuickList is a pop-up search containing a list of all possible entries relating to the field from which the QuickList was activated.
The QuickList is activated by pressing the QuickList key.
For example, if you activate a QuickList from a field that requires an item code, a QuickList showing all available item codes will appear from which you can select one or more item codes.
The QuickList key is the key used to activate a QuickList from any field that supports the QuickList function. The actual keyboard key that is used for the QuickList hot key is defined in the Preferences form.
A WYSIWYS (Where You See Is Where You Search) field enables the user to search for records on a WYSIWYS form using data entered directly in that field. Not all fields support WYSIWYS searches, but those that do are coloured according to the user’s form colour settings when the form is in Search mode.
Accentis Enterprise contains a large number of forms that allow you to accomplish all your business needs. This collection of forms can be divided into three distinct types as follows:
A single instance form is a form that only allows a single copy to be open at a time. Single instance forms can be either modal, meaning that while the form is open, no other form can be opened or used, or non-modal, meaning that while only one copy of the form can be opened at a time, you are still free to use other forms while that form is open.
An example of a single instance non modal form is the Manufacturing management console form, which will only allow one copy of itself to be open at any given time, but will not stop other forms from being opened while it is being used.
A multiple instance form is a form that can be open multiple times with different data in each "instance" of the form. An example is the Sales order form where you can have several open at any one time.
The number of instances of a multiple instance form that you can have open at any time is only limited by the resources of your PC.
An ActionForm is a form that allows you to input information and then performs an action on records in the database based on that information. An example of an ActionForm is the Generate EFT remittance file form where once the Drawing account, Date, Remittance ID and File name have been specified, an EFT data file is generated.
Each form in Accentis is subject to SODA rules. This means that each form will move into various states depending of the action you are performing. These states are detailed below.
State-oriented data access defines a method of viewing and accessing data by enforcing certain modes within a SODA form. That is, a SODA form will always be in one of the following modes at any given time:
Idle - This mode is for viewing only. You cannot modify any data on the form in Idle mode
Add - This mode is used when adding new records
Edit - This mode is used when editing existing records. Edit mode automatically locks other users from editing the same or related records
Changes in form state are always triggered by the user, generally by clicking a button. For example, when in Idle mode, the user must click the Add, Edit or Search buttons to change into these states.
SODA enables you to specifically define what you are doing within a form at any one time. It also allows other users to be made aware that you are editing a particular record and enables Accentis to prevent other users from modifying the same (or related) data.
You can define what colours the form uses to display its data depending on what state the form is in. This allows you to easily recognise that you are modifying data so that you don't inadvertently make changes.
Idle mode applies to forms that support SODA (State Oriented Data Access) and is the state in which the record displayed on the form is in neither Add, Edit or Search mode. When in Idle mode, you cannot modify any the displayed record data.
To move into Idle mode Click the update button when in Add or Edit mode, of the Fetch button when in Search mode.
Add mode applies to forms that support SODA (State Oriented Data Access) and is the state in which new records are added.
To move into Add mode click on the Add button.
Edit mode applies to forms that support SODA (State Oriented Data Access) and is the state in which the displayed data of existing records can be modified.
To move into Edit mode locate the record you wish to edit and click on the Edit button.
A group account is a General ledger account that has an account Type of Group.
Group accounts can have sub-accounts but cannot have any general ledger transactions performed upon them directly.
A balance sheet account is a General ledger account that constitutes part of your balance sheet. A balance sheet account will have a General ledger category of Asset, Liability or Equity.
The value of a balance sheet account represents something that your business owns or an amount that is owed to another person or business. At any one time, the difference between your assets and your liabilities (which includes equity owed to shareholders) represents the net assets of your business.
The value of a balance sheet account at the end of one financial year is carried over to be the opening balance of the same account at the start of the next financial year.
Every account is classified as either a debit account or a credit account based on the General Ledger category of the account. Whether an account is a debit account or a credit account determines how a credit or a debit transaction affects the balance of the account.
A debit account is a General ledger account that increases in value when an amount is debited to the account and decreases when an amount is credited to the account.
A credit account is a General ledger account that increases in value when an amount is credited to the account and decreases when an amount is debited to the account.
All accounts with a General ledger category of Asset, Expense, Cost of Sales or Other Expense are debit accounts.
All accounts with a General ledger category of Liability, Equity, Income or Other Income are credit accounts.
A profit and loss account is a General ledger account that constitutes part of your Profit and Loss statement. A profit and loss b account will have a General ledger category of Income, Expense, Cost of Sales, Other Income or Other Expense.
The value of a profit and loss account represents an amount of income or expense that has been incurred by your business for the current financial year. At any one time, the net profit year to date is the difference between all of your Income / Other Income accounts and your Expense / Cost of Sales / Other Expense accounts.
The value of a profit and loss account is set to zero at the start of each financial year: the value from the previous year is not carried over like a balance sheet account.
A Stock item is Inventory that is stocked in one or more Warehouse and has an item type of Stock. All Stock Items record how many of them are currently on hand as well as the item transactions that have affected the current cost or quantity of that item. The quantity of Stock items is strictly controlled: you cannot sell or use any quantity of Stock Items that you do not currently have in stock for the given warehouse.
A stock transaction is a record that contains information about a change in the quantity or value of a Stock item resulting from a specific function. The current quantity or cost of a Stock item cannot change without having a corresponding stock transaction detailing the reason why and how the quantity or cost was changed.
A list of all stock transactions in the system can be viewed using the View inventory transactions facility
A journal transaction is a record that contains information about a change in the value of a General ledger Accounts resulting from a specific function. The current value of an account cannot change without having a corresponding journal transaction detailing the reason why and how the value was changed.
A list of all journal transactions in the system can be viewed using the Journal transactions facility
A transaction type indicates the type of function that was performed to yield either a Journal transactions or a View inventory transactions. Every form that performs a certain function has a specific transaction type associated with all transactions that are generated form that form. There are also other transaction types that are generated internally and that are used to differentiate between transactions.
Generally, there will be a transaction type per function that can be performed plus a few extras. Some functions generate only journal transactions, some functions generate only inventory transactions, and some functions generate both. The full list of transaction types and links to the functions which generate them is shown below.
- Asset addition
- Asset depreciation
- Asset disposal
- Asset revaluation
- Deposit receipts
- Invoice (N) – This is the non-tax portion of a Sales invoice line
- Invoice (T) – This is the taxable portion of a Sales invoice line
- Journal entry
- Payroll (Leave accrued)
- Payroll (Leave taken)
- Payroll (Pay)
- Supplier invoice – This is the non-taxable portion of a direct Supplier invoice line (not through a Receive)
- Supplier invoice (T) – This is the taxable portion of a direct Supplier invoice line (not through a Receive)
- Job flush
- Rebate provision
- Timesheet labour
- Purchase Order
- Sales order
- Dispatch (POS) – This is generate from a Point of Sale Invoice
- Dispatch return
- Work Order Commit – This transaction is generated for an item when it is flagged as required in the building of a kit.
- Work Order Create – This transaction is generated for a kit item when the Work order is started.
- Standard Cost Revaluation
- Kit breakdown
- Receive – This is the non-taxable portion of a Receive line
- Receive (T) – This is the taxable portion of a Receive line
- Receive return
- Stock Adjustment
- Stock assignment
- Stock revaluation – This is used when the stock revaluation option is chosen.
- Stock transfer
- Work Order Build – This transaction is generated for an item when it is removed from stock to build a kit.
- Work Order Done – This transaction is generated for a kit item when the Work order is finished
- Hire adjustment
- Receive assignment
- Work Order job costs
- Work Order WC costs
- Work Order Labour
- Work Order overheads
A user has Administrator permissions for a given function (e.g. Sales order, Dispatch, etc) if the permissions that are configured for that user (or the user’s group) has the Administer property set for either the function in question or the function’s group.
A user with Administrator permissions for a function may be allowed to perform special actions that other users cannot. The Help for each form details special actions allowed by Administrators for that function.
See Permissions for details about how to set a user up to become an Administrator of a function or a group of functions.
The credit-limit of a Customer (Debtor) is the amount of unpaid Sales invoice amounts that are allowed to be outstanding for that Debtor at any given time. The credit limit for a Debtor is defined in the Customer form for that Debtor.
Users are prevented from Dispatching items for a Customer if the invoiced value of those items (combined with any other unpaid Sales Invoices) would take that Customer over their credit limit. A user with Administrator permissions for Dispatches can override this restriction.
When a Customer (Debtor) is on stop-credit, their line of credit has been suspended for some reason. A Debtor’s credit facility can be suspended by using the Customer form and clicking on the On stop credit for reason below field.
A Debtor who is on stop-credit cannot have any more items Dispatched for any of their Sales Orders unless this restriction is overridden at the time of Dispatch by a user with Administrator permissions for Dispatches.
The current average cost applied only to Stock Items and is the averaged cost price that was paid for each item for a specific warehouse.
The current average cost of an item multiplied by the current quantity in stock for that item produces the total value of the stock for that item.
The Extended financial year represents the range of dates from June 1 of the current financial year to September 30 of the next financial year.
Because Accentis Enterprise allows up to 15 financial year monthly periods to be used (12 months for a normal year plus an extra 3 months before End of year roll-over), it is possible to specify a date which extends into the next financial year by an extra 3 months.
Each distinct action that can be performed within Accentis is given its own function name, for example Sales invoice, Purchase Order or Pay run. By having different functions, you are able to have more control over your data and the way it is accessed. For example, you can restrict the activity of users by assigning permissions to functions for a given user.
Function groups are groups of related functions. For example, all functions relating to customers, invoices and receipts are classified in the Accounts receivable function group. The complete list of function groups and the functions that belong to them is displayed in a convenient tree-format in the Permissions form.
The Journal lock date is a date that is entered into the Preferences that prevents any General ledger activity prior to the specified date. It is used to stop inadvertent updating of account information for financial periods that have been finalised in your reports.
If you do not use the Journal lock date then any user will be able to create, delete or modify General ledger transactions that can affect the balance of accounts for date periods for which you have already generated and finalised financial statements.
Pending delete represents a state to which certain records can be set, effectively ‘deleting’ them from the system. This state cannot be set directly by the user. The only way in which it can be applied to a record is by attempting to delete the record and having the delete not succeed. This will occur if the record that is being deleted is still required by another record in the system. While records set as pending delete still remain in the system and are viewable via their respective forms, they are no longer usable throughout the rest of the system. These records can only be edited by a user with administrator permissions, and doing so will cause the pending delete status to be removed from the record. Deleting of records set to pending delete is not achievable through their respective forms, and can only be accomplished by using the System purge facility located on the System > Database administration menu.
When a currency value is rounded to two decimal places it is rounded UP if the cent fractional value is over or equal to 0.5 cents, or rounded DOWN otherwise.
For example, $21.235 is rounded to $21.24, whereas $21.231 becomes $21.23
Internal pay items are pay items that have been pre-defined by Accentis Enterprise and cannot be modified by users. These pay items exist so that they are always available for use when amounts are automatically calculated by Accentis, such as Eligible Termination Payments, Leave Loading and Income Tax.
You cannot remove internal pay items and they appear in the pay item list with a red tick next to them.
Taxable income is the total amount of income earned by an employee upon which tax is calculated. Defined in terms of pay item types, this is equal to Income + Special income + Leave loading + Allowances before tax - Deductions before tax. The actual amount of tax calculated is not always based on a single calculation upon the taxable income of an employee. For example, the tax calculations for leave loading and eligible termination payments are not necessarily related to the taxable income of the recipient.
An employee's taxable income is not necessarily the same as their Gross income. Only certain amounts from an employee's gross income is considered to be taxable income.