Set up an account, do accounting transfer (Set up)

Chart of accounts

Smartbooks will provide a ready-made List of key accounts as stipulated in Circular No.200/TT-BTC issued by Ministry of Finance dated 22 December, 2014.

Smartbooks allows the user to set up more subsidiary accounts of level 2, level 3… (Maximum up to level 5) based on the List of key accounts.

General Ledger - Setup - Chart of accounts

Create new account

Press New button to create a new account:

• At the Account No: input the level code of account (*)

Note: Smartbooks defines account number have 7 digits.

• Account name (VN): Type in the description of an account in Vietnamese.

• Account name (EN): Type in the description of an account in English.

• Account name (KR): Type in the description of an account in Korean.

The 3 languages of account name are changed depend on company main languages

• Account Type: Select Type of account by its characteristics.

  • Asset

  • Liability

  • Income

  • Expense

• Class ID: Select the key Group of accounts (3 initials) (Press F3 to see the list Account Class Items)

• Status: set up the status of an account:

  • Active (default)

  • Inactive

• Click Save button to save the account newly set.

• Click New button to create a new account.

Note: The ‘Chart of accounts’ set up will directly impact on the general ledger, journals and financial statements, therefore the user must comprehensively study any impacts before deleting an account. If it did, any accounting tasks related to the account in deletion would result into an inaccuracy of statements.

Change an account

Select an account in list or type Account No

• Account No: Do not change

• Account name (VN): Type in the description of an account in Vietnamese.

• Account name (EN): Type in the description of an account in English.

• Account name (KR): Type in the description of an account in Korean.

The 3 languages of account name are changed depend on company main languages

• Account Type: Select Type of account by its characteristics.

  • Asset

  • Liability

  • Income

  • Expense

• Class ID: Select the key Group of accounts (3 initials) (Press F3 to see the list Account Class Items)

• Status: set up the status of an account:

  • Active (default)

  • Inactive

• Enter Save to save the account newly set.

In the lists of set up allows a delete action to any account be set:

• Select the account in need of a deletion.

• Enter Delete.

Note: The ‘Chart of accounts’ set up will directly impact on the general ledger, journals and financial statements, therefore the user must comprehensively study any impacts before deleting an account. If it did, any accounting tasks related to the account in deletion would result into an inaccuracy of statements.

Delete an account

Select the account in need of a deletion or type Account No

• Click Delete button.

Note: The ‘Chart of accounts’ set up will directly impact on the general ledger, journals and financial statements, therefore the user must comprehensively study any impacts before deleting an account. If it did, any accounting tasks related to the account in deletion would result into an inaccuracy of statements.

Chart of group of accounts - Account Class

Smartbooks provides a ready-made chart of group of accounts at level 1 and level 2 as stipulated in Circular No.200/TT-BTC dated 22 December, 2014.

The user can set up any extra group of accounts at level 1 and level 2 upon the approval from Ministry of Finance.

General Ledger - Setup - Account Class

Create group of accounts (Account Class)

Click New button to create group of accounts:

• Class ID: Type in code of account level 1 in need of creation.

• Description (VN): Description in Vietnamese.

• Description (EN): Description in English.

• Description (KR): Description in Korean.

The 3 languages of description are changed depend on company main languages

• Click Save button to save an account newly set.

• Click New button to create a new account.

Update group of accounts (Account Class)

Select a Account Class from the list or type a Class ID (Ex: Type 111 and press Tab key)

• Class ID: Type in code of account level 1 in need of creation.

• Description (VN): Description in Vietnamese.

• Description (EN): Description in English.

• Description (KR): Description in Korean.

The 3 languages of description are changed depend on company main languages

• Click Save button to save an account.

Delete a group of accounts (Account Class)

Select a Account Class from the list or type a Class ID (Ex: Type 111 and press Tab key)

Click Delete button to delete the account class

Note: The ‘Account Class’ set up will directly impact on the Accounts, also impact on general ledger, journals and financial statements, therefore the user must comprehensively study any impacts before deleting an account. If it did, any accounting tasks related to the account in deletion would result into an inaccuracy of statements.

Set up the reconciliation

Smartbooks sets up ready all items which reflect on the reconciliation (BS) as stated in Circular No.200/TT-BTC dated 22 December, 2014.

The user can omit the unnecessary items on reconciliation (BS) by highlight the cell in need of action.

Step 1: Set up features

Select the Account Class in List

• Code: Account Class ID

• Description (VN): Description in Vietnamese.

• Description (EN): Description in English.

• Description (KR): Description in Korean.

The 3 languages of description are changed depend on company main languages

• Check on Total if it is a overall code

• Check on SF0 if it is in-active

Click Next step

General Ledger - Setup - Setup Balance Sheet

Step 2: Indicate balance of an account in reference to the code itemized on the BS

• Balance Type: either of 2 types, D or C

  • D: Balance of Debit

  • C: Balance of Credit

• Account: enter F3 to select an account

• Amt Type: reflect the balanced figures on the BS is a negative (-) or a positive (+)

• Code: Code of Account Class - Group of Account

• Beginning, EndAmt: balance of beginning, ending of the last BS work (enable user to examine the data)

• Click Save to update a record

• Click New to Indicate balance of an account in reference to the code itemized on the BS

Click Next step to set up Subsidiary BS codes on the higher level of BS code.

General Ledger - Setup - Setup Balance Sheet

Step3: Set up Subsidiary BS codes on the higher level of BS code.

• Code: Code of Account Class (Group of Accounts), press F3 to show the list

• BSCode2: Higher level of Code of Account Class (Group of Accounts), press F3 to show the list

• Amt Type: reflect the balanced figures on the BS is a negative (-) or a positive (+)

• IsMinor: is a minus amount (-)

• Beginning, EndAmt: balance of beginning, ending of the last BS work (enable user to examine the data)

• Click Save to update a record

• Click New to Set up new Subsidiary BS codes on the higher level of BS code

Click Next Step to Set up major BS codes on the highest level of all key BS codes (these Codes will not have account balance)

General Ledger - Setup - Setup Balance Sheet

Step 4: Set up major BS codes on the highest level of all key BS codes (these Codes will not have account balance)

• BSCode2: Code of Account Class (Group of Accounts), press F3 to show the list

• BSCode1: Highest level of Code of Account Class (Group of Accounts), press F3 to show the list

• Amt Type: reflect the balanced figures on the BS is a negative (-) or a positive (+)

• EndTotal: Check this if it's the total of the end

• BEGINNING, EndAmt: balance of beginning, ending of the last BS work (enable user to examine the data)

General Ledger - Setup - Setup Balance Sheet

Declare an entry to display onto the balance of account

This function helps the user to set up the mode of automatic closing at the end of a period.

General Ledger - Setup - Closing Entry Declaration

Guidance on set up:

• Account: Type in Sourcing account (Press F3 to select an account or type in directly)

• To Account: Destination Account for closing (Press F3 to select an account or type in directly)

• Amount Type: balance mode of sourcing account

  • C: Crediting at sourcing account

  • D: Debiting at sourcing account

• Description (VN): Description of the entry in Vietnamese

• Description (EN): Description of the entry in English

• Description (KR): Description of the entry in Korean

The 3 languages of description are changed depend on company main languages

• Step Code: The Steps of processing (for example from account ref. 5, 6, 7, 8 into 911 is done at Step1 and from 911 balanced into 4212 will be done at Step 2)

• Click Save to update any changes

• Click New to declare new entry to display onto the balance of account