5. Configure Accounts unit

5.1       Introductory remarks on the Accounts unit
As already mentioned, there is only one unit of unit type “Accounts”. The accounts unit is used for handling the financial aspects of AlSuite, including the configuration of the chart of accounts, the management of clients, budgets, projects, funds receipt etc. In this manual we particularly focus on the administration of the accounts section. So we shall document features pertinent to system set up and administration. Other features used during execution will be documented in the user manual. re will be�^^<��

5.2       Define projects
A project is any initiative that is financed by a client(s), has a definite start and end date, and shall be managed by the organization.
To access the project section, go to the Accounts unit -> in Navi-Bar-2, click on the button “Projects”. You will be presented with the option to ether “Show” existing projects or “Create” a new one.
These features are used by the accounts team in managing projects.

5.3       Define clients
A client is any organization or individual financing a project. One of the clients created in the system by Default is called “Internal or Self”. This client is used for managing projects that are financed internally.
To access the client section, go to the Accounts unit -> in Navi-Bar-2, click on the button “Clients”. You will be presented with the option to either “Show” existing clients or “Create” a new client.
A system administration does not have to manage clients. As such, this feature will be used more by the accounts team during project execution.

5.4       Define Chart of Account (CoA)

5.4.1 Key features of the AlSuite CoA

The AlSuite CoA has the following features:
  • Double-posting in accounts: AlSuite CoA is based on the double-posting accounting standards
  • Project-specific CoA: The AlSuite Charts of Accounts system is unique in that the platform enables you to create project-specific charts of account (CoA). You have to create a chart of account for each project. The advantage here is the ability to define your CoA to reflect the project budget or proposal one:one.
  • Parent and child accounts: You can create limitless levels of sub-accounts below a parent account, e.g.:
    • 1 Expense
      • 1.1 Communication
        • 1.1.1 Airtime
        • 1.1.2 Internet
          • Internet - Airtel
          • Internet - TNM
            • Etc. - the levels are limitless
  • Account types: All standard account types are supported, i.e. Accounts payable, Accounts receivable, Cash and cash equivalents, Credit card, Current Assets, Current liabilities, Expenses, Fixed assets, Income, Non-current liabilities and Owner equity.
  • Control accounts: AlSuite enables you to define and track taxes with respective percentages, including Value-added tax (VAT), Withholding tax. You can define as many taxes as you would like to track under the section "Finance settings".
5.4.2 Create charts of account

To access the Chart of Account (CoA) section, go to the Accounts unit -> in Navi-Bar-2 click on the button “Chart of Accounts”. You will be presented with the option to ether “Show Accounts", Add Root Project Account, or Add Child Project Account.

For each root account you create, you will be expected to assign a project, account category, specify account name and account currency. For child account, you will select the project to assign and specify the parent account and account name.

The use of the Account ID is option, but highly recommended for easy reading. AlSuite does not use the Account ID to sort accounts.

5.5       Define and manage budgets
If a project has a budget, it would be necessary to define that budget in AlSuite. A budget has an amount, start date and end data. There cannot be two overlapping budgets for any given project; as such, when planning the budget, avoid any overlap in the budget periods.

To access the budget section, go to the Accounts unit -> in Navi-Bar-2, click on the button “Budgets”. You will be presented with the options to “Show” existing budgets, “Create” a new one, spread the budget across the chart of account or analyze expenditure against a selected budget.

The budget is managed by the team of accounts. These features will be documented in detail in the user manual.

5.6 Configure finance settings
Finance settings include items, products and services, and Taxes.

5.6.1 Configure items
Items are useful for creating requisitions. Examples of items include acommodation, fuel, Internet, Airtime, Per diem, etc. It is important to include as many items as possible in the items list, in order to make it easy for the team to raise requisitions.

We have two types of items, i.e. Default standard items and Organization standard items. The former are shipped with AlSuite and cannot be changed by you or any other organization. The latter are specific to your organization. All items defined are presented for raising of requisitions.

In order to configure items to Accounts unit -> Navi-Bar 2, click on the button "Finance Settings" and add or edit items under the two sections aforementioned.

5.6.2 Configure products / services
Products and services are used for raising invoices. You will be expted to specify to

In order to configure items to Accounts unit -> Navi-Bar 2, click on the button "Finance Settings" and add or edit products / services under the two sections.

5.6.3 Configure taxes
You can define as many taxes as you would like to in AlSuite, together with their respective rates. Typical taxes include value-added tax (VAT), withholding tax (WHT) and paye-as-you-earn (PAYE).

In order to configure items to Accounts unit -> Navi-Bar 2, click on the button "Finance Settings" and add or edit taxes under the two sections.

5.6.4 Configure classes and sub-classes
Classes and sub-classes enable multi-dimensional analysis. Imagine a situation when you are using the same book of accounts to track expenses in two branches of your organization. You could define the two branches and cost categories as sub-classes under those two categories. 

When booking transactions in AlSuite, the administrators would then specify the branches and respective cost categories, which would be used for financial accounting and more rigorous analyis, e.g. communication by branch, salary by branch etc.

In order to configure items to Accounts unit -> Navi-Bar 2, click on the button "Classes" and add or edit classes. You are then able to add sub-classes to classes you define. 

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