While you may not be a computer technician yourself, there are several general maintenance procedures you can carry out yourself to keep your computer running smoothly. Something as simple as cleaning the ball in your mouse or using a tape-cleaning cartridge in your tape backup drive will help keep your computer problem free.
One step you can take to maintain your computer's performance is to de-fragment the hard dive. All computer drives will eventually suffer from fragmentation. When a file is written to the hard disk the computer will try and store it in one continuous area. If the computer does not have a single free area big enough to handle the whole file it will split it into smaller segments and store it on different areas of the hard disk. This is what's called fragmentation. Over time, your computer will add and delete many thousands of files, so fragmentation will get progressively worse. While fragmentation is not dangerous to your computer, it does have an impact on your computer's performance. The more fragmented a hard disk is the longer it takes to retrieve and store data. Microsoft operating systems include a utility called Defrag that you can run to de-fragment your hard disk. Defrag reorganises the files so each is stored in a single continuous area.
To access Defrag:
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Open MY COMPUTER from the desktop
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Right click on the C Drive and select PROPERTIES
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Choose the TOOLS tab
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Select DEFRAG and follow the prompts
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As the Defrag program will be re-organising the files on your hard disk, you need to make sure that no other program is running at the time. If you have a virus checker you need to also make sure this is disabled during de-fragmentation. Depending on how badly your hard disk is fragmented the process may take several hours, so it's best to start defrag before leaving work and let it run overnight.
How do I enter the information for a dishonoured payment into SAS2000?
Occasionally you may have a payment that has been receipted in SAS2000 and returned due to the person's account having insufficient funds.
Example:
Joe Bloggs pays $200 off his fees by cheque number 56. The cheque is returned due to insufficient funds in Joe's account.
The cheque was entered as receipt RCV002356 and paid $100 to school fees, $50 to family fees, $25 to Camp, $15 to camp food and $10 to books.
The bank has charged the school a fee of $15 for the cheque bouncing and the school has decided to pass this charge on to Mr Bloggs. A bill item will be required so this can be billed to his account.
To set up this bill item:
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Go to FEES>BILL ITEMS
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ADD a new Fee
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The details of the Fee would be along the lines of:
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Code: | Dishonour Fee |
| Description: | Dishonoured Cheque Fee |
| Description to Print on Bill & Statement: | Dishonoured Cheque Fee |
| GL Account Code: | Bank Charges |
| Tax Code: | XBAS |
| Amount: | Zero (as the amount may vary) |
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SAVE the Fee
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The new Fee is now available for inclusion on customer bills if required
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The entries that are required in SAS2000 to reflect a payment bouncing vary slightly depending on whether you have set SAS2000 up to run as a cash system or as an accrual system. Both methods are listed below:
Cash Systems
A Journal is required to reflect the payment bouncing in the General Ledger (GL) accounts.
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Go to GENERAL LEDGER>GENERAL JOURNAL
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Add a new Journal with an appropriate description
Example:
Dishon. Chq 56 Receipt RCV002356 Joe Bloggs
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Credit the bank account the amount of the receipt and debit the income accounts that the receipt paid by the appropriate amounts
Example:
Credit $200 to Bank Account
Debit $100 to School Fees
Debit $50 to Family Fees
Debit $25 to Camp
Debit $15 to Camp Food
Debit $10 to Books
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A Bill is required to reflect the payment bouncing on the person's account.
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Go to FEES>BILLS and add a new Bill
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Select the Contact
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Enter a comment on the Bill that payment was dishonoured
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Re-bill the items that were paid by the receipt. As the school is passing on the dishonour cheque fee from the bank, this is included on the Bill as well.
Example:
| Comment | Dishonoured Cheque 56 receipt RCV002356 |
| School Fees | $100 |
| Family Fees | $50 |
| Camp Fee | $25 |
| Camp Food Fee | $15 |
| Books | $10 |
| Dishonoured Cheque | $15 |
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SAVE and POST the bill
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To make a one-off adjustment to the amount charged by a Fee:
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Drag the Fee across to the right side of the Bill to add it to the Bill
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To adjust the amount charged for the Fee for this Bill only, right click on FEE ITEM on the right side of the bill and a BILL ITEM DETAILS form will be displayed
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Adjust the amount to be charged on this form and SAVE
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Repeat this for each Fee that you need to adjust on this Bill
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Accrual Systems
A Journal is required to reflect the payment bouncing in the GL accounts.
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Go to GENERAL LEDGER>GENERAL JOURNAL
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Add a new Journal with an appropriate description
Example:
Dishon. Chq 56 Receipt RCV002356 Joe Bloggs
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Credit the bank account the amount of the receipt and debit an appropriate clearing account
Example:
Credit $200 to Bank Account
Debit $200 to Clearing Account
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A Bill Item will be required so that the amount of the payment that bounced can be billed to the Contact's account.
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Go to FEES>BILL ITEMS
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Add a new Fee
The details of the Fee would be along the lines of:
| Code: | Dishonour Chq |
| Description: | Dishonoured Cheque |
| Description to Print on Bill & Statement: | Dishonoured Cheque |
| GL Account Code: | Clearing Account |
| Tax Code: | XBAS |
| Amount: | Zero (as the amount will vary) |
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SAVE the Fee
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The Fee is now available for inclusion on customer bills if required
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Note: the Clearing Account used with the Journal and on the Dishonoured Cheque Bill Item must be the same.
A Bill is required to reflect the payment bouncing on the person's account.
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Go to FEES>BILLS and add a new Bill
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Select the Contact
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Enter a comment on the Bill that payment was dishonoured and re-bill the amount that was paid on the receipt. As the school is passing on the dishonour cheque fee from the bank this is included on the bill as well.
Example:
| Comment: | Dishonoured Cheque 56 receipt RCV002356 |
| Dishonoured Cheque | $200 |
| Dishonour Cheque Fee | $15 |
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SAVE and POST the bill
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To make a one-off adjustment to the amount charged by a Fee:
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Drag the Fee across to the right side of the Bill to add it to the Bill
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To adjust the amount charged for the fees for this Bill only, right click on FEE ITEM on the right side of the Bill and a BILL ITEM DETAILS form will be displayed
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Use this form to adjust the amount to be charged
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SAVE the Bill
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Repeat this for each Fee that you need to adjust on this Bill
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Cash and Accrual Systems
Regardless of whether you are using a Cash System or an Accrual System, you will need to enter a Journal in SAS2000 for the dishonoured fee from the bank.
To do this:
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Go to GENERAL LEDGER>GENERAL JOUNRAL
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Add a new Journal with an appropriate description
Example:
Bank Charge for Dishonoured Payment
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Credit the Bank Account and debit the Bank Charges Account the amount of the charge.
Example:
Credit $15 to Bank AccountDebit $15 to Bank Charges Account
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"Effort only fully realises its reward after a person refuses to quit"
Napoleon Hill
Regards,
Heather McKay
Human Edge Software
Phone: 03 9690 5004
Fax: 03 9690 2802
Email: sas2000@human-edge.com.au
Human Edge adheres to a policy of not sending unsolicited (SPAM) e-mail. You are receiving this e-mail because you are listed as a contact for a product or service that our organisation provides or have requested that this service be activated for you. If you are receiving this message in error or wish to have our records changed please advise us via return e-mail or call us on +61 3 9690 5044
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