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Categories
of Data
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There
are nine categories of
Standing Data: Accounting Categories, Accounts, Activity Names,
Financial Years, Funds, Organisation, Roles, Statuses and Users. They
are called standing data because they typically change less frequently
than other categories of data. Maintenance programs (i.e. adding,
editing and deleting) can be found for all these categories under the
Standing Data main menu option.
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Accounting
Categories
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Accounting Categories are
essentially report headings under which Accounts and Activities appear.
Accounts and Activities may appear under only one Accounting Category.
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Accounts
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Accounts
correspond to "daybooks" in a manual accounting system. They can
be Cashbooks, Sales or Purchase Daybooks, Creditors, Debtors,
Fixed Assets or any other category of account required to produce
standard accounts. An account is typically in an Accounting Category
for reporting purposes and may be Closed, which indicates no further
postings are to be made. Accounts may be Opened again at any time.
Accounts are also tagged as either "Balance Sheet" which means any
"Account Transfer" postings can be made, "Cash" which means that only
cash postings may be made, "Checking Account" which means cheque and
transfer postings can be made, "Transfer & Deposit" which means
"Account Transfer" and "Cash/Cheque Received" postings can be made, or
"Transfer Only" which means that only "Account Transfer" postings may
be made.
An account may have "No Accounting Category" in which case it is not
reported in accounts-type reports. This is typically used for raising
invoices in a cash accounting situation. i.e. it is useful to be able
to print and record invoices and payments but the invoices do not
technically form part of the the accounts.
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Activity
Names
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Activity
Names are the standard name part of an Actvity (which is confined to a
given Financial Year). Activity Names tend to remain the same from year
to year and frequently correspond to annual events. So the names are
maintained separately and Activities are created as required when first
used in a Financial Year.
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Financial
Years
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A
Financial Year is a period for which a set of accounts is to be
produced. It does not have to correspond to a calendar year, for
example it may run from 1st April to 31st March, or for a longer or
shorter period when starting, closing or re-dating an operation. A
start date is recorded for convenience. The sequence number is required
to order Financial Years conveniently. One, and only one, year is
designated the Current Year. A Financial Year may be Open or Closed.
When a year is closed, "brought forward" transactions are posted for
the start of the following year and transactions can no longer be
posted to it. Transactions for a closed year may be deleted. Years may
not be re-opened.
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| Funds |
Funds
are essentially memo accounts to record funds which are for specific
purposes. A fund can be independently reported and may comprise
only one Activity or any activity.
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Organisation
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There
is only one single Organisation in any hontreasurer.com system and it
records the
Name, Description, Address, Contact Person and other details.
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| Roles |
Roles
are lists of Actions which may be undertaken by a User having that
Role. For example, a Treasurer may have access to Transactions but not
Members. Actions are typically for Show, Edit, Add or Delete of a type
of transction or for Members, Activities or privileged operations.
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| Statuses |
Statuses
are mutually exclusive descriptions given to each Members. They are
typically, Member, Deleted, Supplier, Customer and sometimes Treasurer,
Secretary etc.
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| Users |
Users
are those with authority to use the system. Users can do nothing unless
they have at least one Role - they may have more than one. Users have a
password which allows them to access the system from any computer.
Passwords should be kept private. There is only one user on the system
who may alter passwords and create users.
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