Getting Started

Introduction

The set up process for Cashbook Platinum is very important

This Quick Start Guide provides a step-by-step process to setting up Cashbook Platinum.

In order to complete the full set up, these instructions are broken down into multiple sections. We have included a final section, focusing on maintenance. While going through the process of setting up Cashbook Platinum, it is often helpful to focus on one outcome. We suggest that the focus be on building the balance sheet and its components.

 

Step 1: How to Install Cashbook Platinum

• Click on the following link: Download and Install Cashbook 
  

 

Step 2: Registration

To register the purchased copy of Cashbook Platinum after installation:

• Open the program by double-clicking on the Cashbook Platinum icon on the desktop
  

• Alternatively you can register your program by calling Practical Systems on 1800 624 688 and a staff member will generate an unlock code for you
  

Step 3: Getting Started

Cashbook Platinum installation is automatically set up with a Demonstration company. When first running the program, it will automatically go to the demonstration company records. This company is available for experimenting without fear of making mistakes. This allows you to make entries of your own, amend and delete items - all to help explore and understand the features of Cashbook Platinum before setting up your own company.

We strongly suggest that you use the Setup Wizard to assist in setting up your records. This is accessible via the Setup > Wizard menu option or when you create a new company via the File > Companies menu option.

As an alternative, the following is a suggested method of setting up your Cashbook Platinum accounting system using the various menu setup functions.

Step 3a: To Set Up Your Own Business

Here is a list of information needed to complete set-up. If you do not have all this information on hand, it can be entered via the set-up menus at a later date.

• Opening bank statement balance for the start of the financial year (closing bank statement balance for the end of the previous year), or the balance from the time the program is being setup
  
• A list of any outstanding payments or receipts as of the start of the financial year or at the time the program is being setup
  
• A Balance Sheet - listing the opening balances for each Asset & Liability
  
• Opening livestock numbers as of the start of the financial year or at the time the program is being setup for trading account setup
  
• Decide what stock valuation method will be used, e.g. average cost method or market value. We recommend you speak to your accountant before choosing
  
• Have an idea of the types of income and expense categories your require, so you can select the chart from the list that best suits you. You will be able to preview the charts before selecting when you add a new company via the Wizard. Whatever chart you select, it can always be customised to meet your exact needs later
  

Please note: If you are starting Cashbook Platinum part way through a financial year and do not intend to add data from the start of the financial year, you will require opening balances, etc. from the date for which you intend to start entering data.

Step 4: Setup - Adding a New Company

• Click File
  
• Companies menu option
  

Note: Setting up a default backup location for your data will make backing-up your data simple and consistent. We recommend a folder especially setup for backups. If you choose to back up to a memory stick or an external hard drive, ensure that the device is connected before clicking on the browse icon.

• Select the first date of the current financial/accounting year
  
• Click OK
  

Step 5: Setting up the Chart of Accounts

• Click the Chart toolbar icon
  
• The charts are already pre-set and it is simply a matter of adding, editing or removing the accounts in order to tailor them to suit your business
  
• This can be done by using the Add, Edit or Delete buttons at the bottom of the chart screen, as shown below
  

Step 6: Setting up Bank Accounts

• Whilst still in Chart, click on the Banks tab
  
• The following Bank Accounts may already displayed. These can be added to or modified to suit your requirements
  

• Click on bank account you wish to change
  
• Click Edit
  
• Fill in or change the required details
  
• Click OK
  

• Click Add
  
• Fill in as many details as possible, same process as above
  
• Click OK to save
  
• Click Yes to Confirm message: 'Would you like to set the opening balance for this bank now?', if you want to enter an opening balance now. 
  

  Note: You can also enter a bank account opening balance via the Setup > Opening Balances > Bank Accounts menu option.
  

  
  
• In the Opening Balances window, click in the Opening Bank Statement Balance box and enter your opening balance
  
• Click Add to enter any payments or receipts that were recorded in last financial years data ie. in the company's ledger but have not yet appeared on the bank statement
  
• Click Close
  
• Click Cancel/Exit
  

• Click on the bank account you wish to delete, so it is highlighted
  
• Click Delete
  
• Click Yes to Confirm message: 'Delete account B20 Savings Account?'
  

Note: You can only delete a bank account or any account if it does not have an opening balance or if it has had no transactions allocated to it.

Step 7: Setting up BAS details

• Click on the BAS icon on the toolbar
  
• Click on the Setup tab
  
• The following will be displayed. Check that all of these details are correct
  

Step 8: Setting up Opening Balances

• Click Setup
  
• Opening Balances
  
• Assets and Liabilities menu option
  
• Click Yes to the following Confirm message:
  

• You will see two options for Accounting and Management values
  
  1. Accounting values are obtained from your annual financial statements generated by your accountant
     
  2. Management values reflect your own market assessments
     
• Scroll down to see additional asset and liabilities and edit them so they reflect the financials of your business
  
• Click OK to save
  

• Click on Setup
  
• Opening Balances
  
• Bank Accounts menu option
  
• Select the appropriate bank account and enter the balance details as well as any outstanding payments or receipts brought forward
  
• Click Close
  

Step 9: Enterprise Setup

• Click Setup
  
• Enterprises
  
• Names menu option
  
• In this window Add, Edit, Delete or Print the list of enterprises
  

Step 10: Setting up Advanced Trading Accounts

• Click on Transactions
  
• Advanced Trading Accounts menu option
  
• Click Yes to the following Confirm message:

Step 11: Data Maintenance

• Now that you have set up your new company it is recommended that you monitor the data that you enter and that you check it for integrity.
  
• We have implemented a process which we recommend all our clients follow regularly:
  
  • Check the Trial Balance and ensure that it balances
    
  • Check the Profit and Loss (P & L) report; make sure that the result displayed on the Trial Balance is the same as that reported in the P & L
    
  • The P & L should reflect the movement in the Balance Sheet between two points in time. Therefore, you should expect to see the P & L result reported in the Balance Sheet as Current Year Profit and Loss
    
  • The final report, Application of Funds, reconciles the Profit and Loss result to movement in Cash flow 
    

Click on the Reconciling the Trial Balance to the Profit and Loss and Balance Sheet Reports link for step-by-step instructions on how to do this check.