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Access Accounting Key Features

Multi-currency
More companies choose Access Accounts for its multi-currency facilities than for any other reason. It has more features and greater functionality than any other package in its class, yet is easy to use. There is no limit to the number of currencies that can be used, or the number of exchange rates per currency. Customers and suppliers can trade in multiple currencies from a single ledger account. Transactions in different currencies can be allocated together. The system calculates exchange differences and bank balances can be re-valued. Full currency analysis and detail is passed into the Nominal Ledger for management reporting. Reports are available in every currency used and can show any combination of Home and Foreign currency.

Euro compliant
Access was one of the first companies to receive BASDA accreditation for EMU compliant software. As well as meeting the rigorous requirements for dealing with the Euro and triangulation, Access has been enhanced to provide Dual Base currencies at transaction level. Each transaction posted can have its line value recorded in Home, Second Base and any Foreign currency. For companies trading in the Eurozone this provides ultimate flexibility, before and after adoption of the Euro as the national currency. The software includes a wide selection of management reports, available in both Home and Second Base. This facility would, for example, be of considerable benefit to a UK subsidiary reporting to a US or Japanese head office.

Multi-language
Dimensions can operate in as many Western script-based languages as you choose. Each member of Staff can select the language they wish to use as standard, allowing you to have different languages on each terminal in a multi-user environment. Defaults for Customers and Suppliers can also be specified, allowing documents such as orders and invoices to be printed in the language of the recipient. Reports can be printed in any language loaded on the system. With this flexibility it is, for example, possible for the system to be operating in French, while printing invoices in German, Spanish and Italian, and producing reports in Dutch.

Web-enabled
Access Accounts offers fully integrated e-commerce solutions for every size of business. Access was first to solve the problem of integrating remote hosted web sites with accounts software, and to give the option of upgrading to locally hosted solutions. Stock, Customer and order information can be published selectively and securely to the web, while sales enquiries, orders and payments can pass from the web directly into Access Accounts. This saves your company endless time and money by replacing paperwork with self-service, on-screen information for Customers, Suppliers and Staff, wherever they are in the world.

Seamless integration
All modules are fully integrated in real-time. Posting to the Nominal Ledger is automatic, on a transaction by transaction basis – there is no need to delay updates until month end. Transactions can be batched (and saved to disk) for subsequent checking and authorisation by a Supervisor. The batching system allows amendments and adjustments to be made, but once updated to the ledgers all transactions are entered indelibly on a secure audit trail. Transactions update the ledger they are entered in and the Nominal Ledger simultaneously, giving you total control and instant, up-to-the-minute management reports. The Cash Book and Petty Cash are fully integrated – entries in the Cash Book will update Customer, Supplier and Nominal Ledgers simultaneously, and vice versa. The Costing module lies at the heart of the software and is updated by every transaction type. It can be used to provide detailed analysis of information held on any Access module, in addition to conventional Profit & Loss reporting.

Unrestricted analysis
There is no limit to the analysis available within Access Accounts. Every detail line of every type of transaction can be analysed to: an unlimited number of headings within the module into which it is posted; an unlimited number of Nominal Accounts with eight levels of sub-analysis; an unlimited number of projects and cost centres; and three extra fields that are available for cross-modular analysis. Transactions can be kept indefinitely. They can be searched, sorted, subtotalled and graphed by powerful Access reporting options. They automatically update financial values in Customer, Supplier, Nominal, Stock and Project Records in real-time. Each record holds and instantly makes available three years’ financial analysis (month-by-month). Every record has multiple user definable fields for further analysis. No matter how simple or complex your requirements, this powerful solution provides all the answers.

Multi-period
Two years’ accounts can be kept open at all times, allowing transactions to be posted forward or backward from the current trading period. Three years’ turnover can be viewed at any time, month by month, for Customer, Supplier, Nominal Account and Stock Records. Transactions can be kept forever, providing a clear history from the day you started. Management reports such as Profit & Loss can be printed ‘as at’ future and prior periods – comparing to last year or next year.

VAT & Tax
Flexible tax codes cover the full range of UK VAT formats. Access prints VAT 100 forms that replicate the HMC&E form. ESL and SSD Intrastat forms are generated as standard reports, and electronic submissions are fully catered for. Multinational companies all over the world have installed Access Accounts and Access has international Partners who sell and support the software in many countries. Although Access is designed for the UK tax system, its structures and codes can be configured easily, to produce tax reports that comply with the legislative requirements of specific countries. Please ask your Access Specialist Centre for confirmation that your required legislation is available.

Easy to find information
Whenever data needs to be entered, Access helps you with pop-up lists of available codes and other relevant information. These lists can be filtered by entering part of the desired code, name, or description, using functions such as ‘starts with’, ‘contains’ and ‘not equal to’. Any number of filters can be saved for re-use and the system remembers personalised lists of frequently used records in each module.

Traceable and auditable
Transactions can be kept forever within Access, or purged at your discretion. Because it is so easy to trace transactions – using a huge range of detailed reports and powerful drill down facilities – Access has been described as the most auditable software in the world. Every transaction detail line can be annotated and source documents can be re-printed at will.

User definable screen labels
Screen labels and messages can be changed at any time to reflect industry specific terminology. Different divisions can use terminology unique to their departments.

Context sensitive help facility
Access software is simple to use and easy to understand. Context sensitive help is provided throughout (in HTML format), offering clear and concise guidance. You can also add your own help information, to provide customised text for your staff.

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