Core Workbook - Home - Reckon Australia Workbooks/Evo Core 1.8.pdf · Reckon One Evolution – Core...

Core Workbook

Published by Reckon Limited

All Rights Reserved

Copyright Reckon Limited

Copyright

No part of these materials may be reproduced, stored in or introduced into a retrieval system, or transmitted in any

form or by any means, including photocopying without the prior written permission of both the author and Reckon

Limited.

Disclaimer

Because of the possibility of human or mechanical error the material contained within this book is supplied without

representation or guarantee of any kind. The publishers and author are not responsible for any errors or omissions

or the result from the use of such material. All accounting information used in this book is to help the user

understand how the program can be used. It is important to seek the advice of the business’ accountant or other

professional advisers to ensure that all tax and other compliance, legal or regulatory issues relevant to the business

are covered.

The information contained within this manual is for demonstration purposes only. You should satisfy yourself of the

current requirements of the Australian laws and regulations and seek your own advice from your professional

adviser as to your financial and business needs and obligations before acting on any information provided in this

manual. Reckon Limited and its related bodies corporate (to the extent permitted by the law) have no legal liability

to you in respect of any of the Reckon products or services.

Reckon Limited does not provide legal, taxation, financial or investment advice.

.

Welcome to Reckon

Thank you for choosing Reckon.

This workbook has been developed to assist you in getting started with your Reckon One book.

Feedback

If you have any feedback, we would love to hear from you. Please email us at

[email protected] with any comments, ideas or suggestions.

The Reckon Training team

QR Reader – Interactive Learning Reckon is introducing interactive learning throughout our manuals utilising the QR reader

linking you straight to our how to videos and information.

QR Reader is a FREE app you can download for Apple or Android devices.

Apple – https://itunes.apple.com/au/app/qr-reader-for-iphone/id368494609?mt=8

Android - https://play.google.com/store/apps/details?id=uk.tapmedia.qrreader&hl=en

Once downloaded on your device you just need to open it and use the scanner on your screen

to capture / scan the Reckon QR codes like the one below. The app will then take you straight

to the page / video linked to the code.

Give it a try on this one – this code will take you to the Reckon Facebook page.

mailto:[email protected]

https://itunes.apple.com/au/app/qr-reader-for-iphone/id368494609?mt=8

https://play.google.com/store/apps/details?id=uk.tapmedia.qrreader&hl=en

TABLE OF CONTENTS

Welcome to Reckon .................................................................................................... 3

QR Reader – Interactive Learning .............................................................................. 3

Getting Started – New Users ...................................................................................... 5

Getting Started – Existing Users ................................................................................. 7

Using the Demo Book ................................................................................................. 8

Creating a Book .......................................................................................................... 9

Customising your Book ............................................................................................. 13

Navigate your Book .................................................................................................. 14

Set up Roles ............................................................................................................. 15

Set up Users / Share a book ..................................................................................... 18

General Settings ....................................................................................................... 20

Tax Settings .............................................................................................................. 21

Chart of Accounts ..................................................................................................... 23

Contacts ................................................................................................................... 26

Items ......................................................................................................................... 28

Buying / Create Payments ........................................................................................ 31

Delete Payment ........................................................................................................ 32

Selling / Receive Payment ........................................................................................ 33

Delete a Payment Receipt ........................................................................................ 35

Budgets .................................................................................................................... 35

Banking ..................................................................................................................... 38 Manage Accounts .................................................................................................................................38 Manual Upload .....................................................................................................................................41 Create Transaction Rules .......................................................................................................................43

Reports ..................................................................................................................... 46

Logging Out .............................................................................................................. 51

Support ..................................................................................................................... 51

Reckon One Evolution – Core v1.8 2016 Page 5 of 53

Getting Started – New Users

Go to the Reckon homepage and click on the LOGIN menu in the far right

corner and select One from the drop down menu.

This will take you to the Reckon One log in / sign up page.

If you are a new user you may not have a Reckon User

ID or Username so you will need to create one as part

of your profile.

At the top of the page you will see New customer? Sign

up for free.

Click on the blue text to go to the registration page.

Go through and complete the fields with the details requested. You must supply a valid email

address as this will be used to validate your account, receive correspondence related to your

file and retrieve lost user ID or passwords.

When you reach the Username field this will be what you use to sign in for future sessions.

Type in a username you would like, if it is available you will see a green message Username is

available.

If the name is taken, you will see a Username already exists! message. You will need to try

another combination until you find a useable Username.


Select a valid password which you will use with the Username to log in for all future sessions of

Reckon One. Ensure that you agree to the terms by ticking the terms of use box.

You will then be sent a link to the email you used while registering to confirm your email and

details.

Click on the link to activate your Reckon One account and get started!

Log into Reckon One with your newly created and confirmed Username and Password.


Getting Started – Existing Users As an existing user you will have a Username and password to log into Reckon One.

Enter the Username and password into the

appropriate fields.

You can tick the Remember me box next to the

green Login button. This will mean the next time

that you log into Reckon One your Username and

password will be prepopulated in the fields and

you can just click Login.

Remember to always have a separate User ID

and password for your laptop log in to add an

extra layer of security.

Once you have logged in you will go to the landing page where you can view the books, filter to

view shared books and create brand new books.

** Note you can only view shared books and access the Demo book when you have completed

registration and purchase of Reckon One, fully validating and activating your account. Until this is

completed you will only be able to access your Trial book but not the Demo book. **


Using the Demo Book Your Reckon One access comes with a demo book containing pre filled sample data.

It is a great place to start and learn how to navigate or to test out a process before actioning it

in a live book.

Any changes made to the Demo book will not be saved.


Creating a Book

Reckon One makes creating a new book an easy task by using the set up

wizard.

Simply click on the Add a book button to get started and let the wizard

help you through the process.

The Design your business here window gives the options to choose modules that you want to

use in your book at a Lite, Medium, Advanced or Custom level. Remember all you need to get

started is Core, the other modules can be added, scaled up or scaled down as needed giving

the freedom to run your business as based on your requirements.

Follow the prompts through your purchase screen and make sure you read and accept the

Reckon Terms and Conditions and Privacy Policy.


Once you see the confirmation screen click on the Setup book wizard button to begin.

Give the book a name, choose an industry which defines the Chart of Accounts (COA) and set

the preferences for GST and financial reporting.


Next set up some basics for the Chart of Accounts or accept the defaults and edit later.

Set your financial year and book start dates.

** Note – should you wish to record comparative figures for a prior year, the start date nominated

should be the year prior to the current financial year.**


Enter account opening balances at this stage or just hit continue to do this within the book

once the wizard is finished.

Further define the industry to better help Reckon One understand your business. Select the

relevant options from the drop down lists.

Click Save and finish to return to the landing page and the new book is there ready to log in.


Customising your Book

Once you have created the book it an be customised i.e. (colour), name and the modules to be

activated.

Clicking on Modules will take you back to the Modules

selection screen that you initially saw when creating your

book.

You can turn modules off or on, scale up and scale down

the modular functionality at any time, giving you the

freedom to customise your book to best suit your business.

Remember you only pay for what you use, you have the

option to turn all modules off for 7 years with data available

in read only mode.

To customise the name and appearance of the book click on the Settings option in the drop

down menu. Once you have updated your book click Save settings to return to the main screen.

Change the books you see on your main screen by applying filters from the drop down menu.


Navigate your Book When you open your book you are taken to the Dashboard which gives you a snap shot of the

business via customizable widgets. The widgets displayed will be dependent on the modules

active in the book. You can click and drag the widgets around the screen as well as click on the

settings button to customise the graphs and periods displayed.

You can customise the widgets displayed by clicking the Customise Dashboard button.

You can select widgets displayed by checking / unchecking the boxes in the Available Widgets

list.


You can also quickly navigate using the Quick Transaction menu. The options displayed will

be dependent on the modules that are active within the book.

Set up Roles

You can create unlimited roles in your book. A user can have more than one

role applied to them. Roles are hierarchal meaning that the role with the

higher level permissions will override other lower roles / permissions.

Click on the book from the main page to open it. Click on the Administration menu on the far

right and select Users and roles from the drop down menu.


Administrator The administrator role is a global role to all areas and permissions in Reckon

One.

SuperUser The Superuser role is the same as the Administrator role in Reckon One

except for the permissions relating to users and roles which are limited.

Limited The Limited role is a global read only role in Reckon One.

Custom You can create customised roles by clicking Add a role or you can Copy role

from an existing role in the list and further customise it.

When a book is created you are designated as an Administrator role. From the overview screen

(above) you can see how many users are applied to each role.

To create a new role click the green Add button.


Click on each relevant module / area for the role and then select functions to give access or

deselect to remove access.

A yellow circle indicates partial or no access.

A green circle indicates full access.

A grey x indicates no access.

If Users are already created, assign them to the Role by using the drop down menu and Add

button at the bottom of the page.

To remove a user from a role, scroll to the bottom of the page within a role properties.

Click on the red X beside the user’s name to remove this role from their profile.

This will only remove the role from the user not remove the user’s access to the book. If there

are multiple roles they will have to be selected / deselected individually.

You can see what roles a user has currently applied from the Users tab.

To remove access to the book completely a user must be removed from the Users tab.


Set up Users / Share a book

Click on the Administration menu on the far right and select Roles from the

drop down menu.

When a book is first created you will be the only user and by default be assigned an

Administrator role.

To add a new user click on the green Add a user button in the bottom right corner of the

screen.

Add / search for an existing user by Username or UserID by entering it in the field and clicking

on the blue Check username button.


Select the role to assign to the user.

Once sure of the selection click save and close at the top right of the screen. Once saved the

user will have access to the book in Reckon One so be sure the correct role and permissions

has been granted

Remove access to the book easily by selecting the user from the list and clicking on the Remove

button down the bottom left of the screen.

This will remove access to the book but they will still exist as an active user within Reckon One

and could be added to the book or another at a later stage.


To view a shared book that you have been given access to is simple. From the main landing

page when you first log in click on the filter drop down menu and select Shared with me to filter

and view only your shared books.

General Settings

Click on the Settings menu and select General Settings.

There are three tabs to work through in the General Settings menu at the top

left corner of the screen;

Book settings,

Report settings

Email settings.

Click on the Book Settings tab to complete the required fields and information for your book. A

red asterisk * denotes a mandatory field.


Click on the Report Settings tab to complete the required fields and information for the book.

Click on the Email Settings tab to complete the required fields and information for the book.

Tax Settings Click on the main Settings menu and select Tax Settings from the drop down.

There are three tabs to work through from the General Settings menu

at the top left corner of the screen;

General,

BAS details,

Tax codes and groups.

The General, BAS details and Tax codes and groups settings are all under separate tabs.


General enables / disables tax tracking, BAS completion, reporting basis default and default tax

accounts and editable settings.

BAS details is used to set preferences for the book relating to the business’s BAS requirements.

Tax codes and groups contains all active and inactive tax codes within the book.


From this screen codes can be added, edited and made inactive or active.

Click on a tax code to open the properties and edit.

The bottom of the screen gives you GST summary and BAS label related information.

Chart of Accounts

To open / edit the Chart of Accounts click on the Settings menu and then Chart of Accounts from

the drop down meu.

From the landing screen select which account type to view.


An account’s Export Code is a ‘mapping’ code that is at present unused. In future the Export

Code will link to ledger systems. For example if you had a export code of 230 Sales, you would

enter 230 in your export code for sales transactions to allow for mapping into external

applications and when you export reports to excel or to external systems using that code.

Customise the screen view using the Show/hide columns filter to select what columns to be

displayed on the screen.

To add a new account simply click Add button. Accounts can be created as header or sub

accounts down to three levels.

Fill in the relevant fields and click Save and close.


To Edit or Delete an account click on the Account from the Account List. Edit the account details

by clicking in the relevant fields or select one of the options View transactions, Delete or View

history underneath the Save and close button.

Once the changes are completed / information viewed click on the Save & close button.

View the audit trail / history of an account in the book. With the account open click on the View

History button. To close the window click the white x.

The order of the books accounts can be reorganised to better suit business processing. To

reorganise the accounts permanently not just filter them which reverts back to the original

display after refreshing the scree, you need to use the Reorganise your ** accounts tool.

On any account tab for example Income, click on the green text Reorganise your income

accounts.


To reposition the account order click on an account and drag it with your mouse up or down

the list where you want it to be positioned.

When finished click on the green Save button.

Contacts A contact in Reckon One is a Customer or Supplier; a contact can also be a customer and

supplier within the profile.

Click on the Contacts menu tab to go to the main landing page for the book’s customers and

supplier list.


Customers

A customer is someone who purchases goods or services from you and pays you for those

goods and services. Some examples of customers are patients, donors, members, clients or

retail clients.

To create a new customer contact ensures you are on the customer tab and click the green Add

button. To see more detail press the Show more detail button.

This will expand the screen and gives a broader range of information to capture for your

customers and suppliers.


Suppliers

A supplier is anyone you pay for goods and services except for employees. Some examples of

suppliers are electricity companies, the land lord, telephone company, tax agencies and other

businesses that you purchase from.

To create a new customer contact ensures you are on the customer tab and click the green Add

button.

To see more detail press the Show more detail button. This will expand the screen and give a

broader range of information to capture for your customers and suppliers.

Items An Item is a product or a service that the business buys, sells or resells in

the course of business.

Examples of items could be:

products the business sells,

shipping costs,

discounts the business offers,

call out fees,

consultation fees.

Items can be created as normal or sub items for grouping and reporting

purposes.


Click on the Day to Day tab and select Items from the drop down list.

The Items overview screen can be filtered for Active, Inactive and All Items to be displayed by

clicking on the tab.

Click on the green Add button to start creating the books items you need for the business.

Change the fields using the drop down menus to suit the item options i.e. for items that the

business sell not buy, buy not sell or buy and sell.

When all Items have been created for the business click the green Save & close button to return

to the Item overview screen.

To edit an Item, click on it from the list to open the item properties window.


Make any required changed and click Save and Close.

To delete an Item or make it inactive click the box beside the item from the overview screen to

activate the delete and make inactive buttons.

You can also delete the item from within the item properties screen by clicking the Delete link at

the top of the screen.


Buying / Create Payments

A supplier is anyone you pay for goods and services except for employees. Some examples of

suppliers are electricity companies, the land lord, telephone company, tax agencies and other

businesses that you purchase from.

Click on the Day to Day menu tab and select Buying from the drop down

list or click on the Quick Transaction menu and select Make Payment.

This will take you to the Buying landing page.

Click Add to create a new payment.

Complete the mandatory and required fields.

Click on the New tab if there is no existing transaction in the system for this payment.


Complete the fields and click Save and Close to return to the overview screen.

Delete Payment

Click on the box beside the payment in the overview screen to enable the Delete button at the

bottom of the page.


You can also delete the payment from within the payment screen by clicking the Delete link at


Selling / Receive Payment

A customer is someone who purchases goods or services from you and pays you for those

goods and services. Some examples of customers are patients, donors, members, clients or

retail clients.

Click on the Day to Day menu and select Selling from the drop down menu

or click on Receive Payment from the Quick Transaction menu.

This will take you to the selling landing page.


Click Add to create a new receive money transaction.

Complete the mandatory and required fields.

Click on the New tab if there is no existing transaction in the system for this payment reciept.

Complete the fields and click Save and Close to return to the overview screen.


Delete a Payment Receipt

Click on the box beside the payment in the overview screen to enable the Delete button at the

bottom of the page.

You can also delete the payment from within the payment screen by clicking the Delete link at


Budgets

Budgets in Reckon One can be created for a given period such as a full financial year. A budget

can be created from a starting point of zero balances or by copying the figures from a previous

year’s budget. A second and subsequent budget can be created by copying amounts from an

existing budget.


Click on the Reporting menu tab then click on the Budgets tab.

Budgets are grouped into Expenses and Income, each account is split per month. Once the

budget figures are entered a visual representation for the monthly budged can be viewed and

compared across financial years.

This can assist with budget forecasting and analysis. Multiple budgets can be created for the

same accounting period.

To create a new budget click on the green Add button, complete the required fields and

options. Click the green Save button.

** Note –Values from another budget is only available as an option when there is more than one

budget in the book.**

Click on the selected account and enter in the required figures for both Income and Expenses.


Scroll down the page to view a graphical representation of the budget figures.

Budgets can be compared against previous periods. Click on the This year’s actual text and or

Last year’s actual text underneath the active This budget text to activate.

Zero balances can also be filtered out by clicking Hide zeros.


Banking

Manage Accounts

To manage / edit your accounts go to the Banking center through your Day to Day menu or

through clicking on the widgets.

This will take you to the accounts overview screen where you will see all the bank account and

credit card accounts for the book.

You can add a new account by clicking the green Add button.


You can click on the icon for each month to go into the Transactions view.

To view / edit the Account properties click on the Settings icon (spanner) on the top right corner

above the account month icons.


Different icons will let you know the status of that month for the account.

This icon will show when This icon will show when

there are no current transactions there are transactions

for the month. for the month.

This icon will show when the month This icon will show when

has been reconciled. the transaction period

has been locked.


Clicking on the month icons will open the Transactions view.

Manual Upload

Reckon One allows importing electronic bank statements into Reckon One by using the manual

upload process.

Log into your financial institution and export the electronic bank statement or bank

transactions into a QIF file or CSV file and save it on the local computer and then upload it into

Reckon One.

Go to Day to day menu and then click Banking. On the Bank accounts tab, find the bank account

required and click the corresponding transaction period.


The Transactions screen of the selected bank account opens.

Click the New tab then click the Manual upload button at the top-right hand corner of the

screen.

Click the Select file button.

Choose the QIF file to import by selecting then clicking Open. Then click

the green Import the file button at the top right corner of the screen.


The imported bank entries will appear on the New tab of the selected bank accounts.

The next step is to create rules if applicable, allocate and reconcile the transactions.

Create Transaction Rules

To make allocating transactions quicker and easier in Reckon One, create rules which match

between your imported bank entries and transactions already exist in Reckon One. For

transactions where there is no match in Reckon One, automatically create a payment/deposit

or a transfer based on the rule set up.

Go to the Day to day menu and click Banking from the drop down menu. Click on the

Transaction rules tab.


Click the green Add button. Enter a rule name and select whether the rule applies to Money in

or Money out (spend / receive money). Specify the conditions of the rule, such as Description,

Reference, Date range, Type and amount.

For example, to create a rule for any payment transactions from grocery shopping, set up the

condition as: Description has Any of these words Grocer Reference has Anything Transaction

day is Any Date Amount is Anything.

** Note: When you select the condition to “This exact wording”, the values you entered are case

sensitive. **

Specify the outcome of the rule. For example to create a payment entry for any transactions

that match the above condition, set up the outcome as; Do the following = Create a payment,

Contact = Supplier Grocer, Description = Grocery Shopping.


Allocations are where you specify the account, amount and tax to be entered in Reckon One.

For example, all grocery shopping transactions are to be allocated to the Expense – Office

sundries – Food account. Set up the Allocation as: Account: Expense – Office Sundries – food,

Tax Code: NCG, Percentage 100%

**If you choose the Type to “Amount”, you then must add other line(s) and select Type to Percent and

the total Percentage allocation must add up to 100%. **

Click the Save & Close button. Once saved the rule will automatically run over any unallocated

transactions in the system.

An easier way to create an allocation rule is to click on the green plus symbol and select the

option Add rule.

Creating the rule this way will pull in information from the transaction however you will still

need to check and edit this information for the rule to work properly.

For example you would need to select Amount is and another option to unlock this field to

remove the value and have it as a nill value if the amount variates month to month.


Once the rule has been saved it will automatically run across the unallocated transactions in

your screen and you will see this via the icons.

Clicking the green OK will allocate the transaction as per the rule definitions.

Reports

Reckon One has a range of reports designed to help analyse and understand a business’s

financial position. Reports are available by clicking the Reporting tab. Reports can be printed or

exported.

These reports are available in the Core module; the available reports will change as Modules

are activated. You can also Favourite your most used reports.


Reckon One reports with Core only are grouped into 7 sections;

Financial

o Profit and Loss, Balance Sheet, Trial Balance, Account Enquiry

Tax

o GST Summary, Tax Code Transactions

Customers

o Customer Transactions

Suppliers

o Supplier Transactions

Analytics

o Top 10 Customers, Top 10 Suppliers, Top 10 Income Accounts, Top 10 Expense

Accounts, Budgets

Lists

o Account List, Bank Account List, Item List, Customer List, Supplier List, Tax Code

List.

Advisor

o Payment List, Receipt List, Journal List

To run a report for example the PROFIT AND LOSS click on the Financial tab and then the green

Generate button.

Choose the Reporting period and Comparison period if applicable. Scroll down once the options

are selected to view the report.


To further edit the report click on the green Show more options button.


Select the modifications and filters you wish to apply to the report then click Show fewer options

to collapse the menu again. Click the green Refresh button to apply the changes to the report.

To export click the drop down arrow beside the green Export to PDF button and choose the

required format.

The report will download, once completed click the drop down arrow and select to open from

within the browser or from your computers Downloads folder.

You can double click on the report from the folder and launch it from there.


You can run reports with a single click from your dashboard!

Click on the graph or diagram and it will launch the relating report right from the dashboard.


You can click on a totals figure on the right hand side and Reckon One will drill down into an

Account Enquiry report for you.

Logging Out To log out of Reckon One click on the Administration menu and click on the Log Out option.

Support You can access support from within Reckon One by clicking on the Support icon.

This will take you to the Contact Us page.


You can also access help via the Reckon website. From the main page at www.Reckon.com click

on Support and select Support from the drop down menu.

You can select One from the software options and access FAQ and suggestions or post your

own question.

You can also view and join the Reckon Community where you can post, participate and follow

questions and conversations.

Click on the Community icon at the top of the page to navigate to the Community page.

http://www.reckon.com/


You can join for free and manage your email preferences easily, just click the Register link and

follow the prompts.

You can also view webinars and workbooks from the Reckon Training page.

SYDNEY

Level 7, 65 Berry Street, North Sydney NSW 2060 Australia

T +61 2 9577 5000 | F +61 2 9577 5555

AUCKLAND

Ground Floor, ITC Building, 9 City Road, Auckland, New Zealand

T +64 9 302 2228 | F +64 9 302 2121

Reckon Limited ABN 14 003 348 730

[email protected] | www.reckon.com

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