TRAINING MANUAL

Foundation Training: Level 1

Palladium Accounting Foundation Training

Contents
INSTALLING PALLADIUM ACCOUNTING SOFTWARE............................................................................... 6
Installing palladium on a Single Computer ......................................................................................... 6
Installing Palladium on a workstation ................................................................................................. 7
Server Setup ........................................................................................................................................ 7
Client Setup ......................................................................................................................................... 8
Installing Palladium Updates .............................................................................................................. 8
Configuring Palladium Accounting ...................................................................................................... 8
First time activation ........................................................................................................................ 9
Software activation ....................................................................................................................... 10
Navigation inside Palladium Accounting........................................................................................... 13
Moving from One Module to Another .............................................................................................. 14
Navigation Inside the modules ......................................................................................................... 14
STARTING A NEW COMPANY ................................................................................................................ 15
Entering a new Company for The First Time..................................................................................... 16
Inserting a Logo ................................................................................................................................. 19
Setting up a Currency for the New Company ................................................................................... 20
Choosing a Chart of Accounts ........................................................................................................... 22
ACTIVITY ................................................................................................................................................ 26
REMARKS & NOTES ............................................................................................................................... 26
CONTROL PANEL ................................................................................................................................... 27
Setting Company Options ................................................................................................................. 27
Company Tab .................................................................................................................................... 28
General Tab ....................................................................................................................................... 28
Payables Tab ..................................................................................................................................... 29
Receivables Tab................................................................................................................................. 30
Inventory & Services ......................................................................................................................... 32
Warehouse ........................................................................................................................................ 32
Deposit Slips ...................................................................................................................................... 33
SMS ................................................................................................................................................... 33
POS .................................................................................................................................................... 34
Embedded Barcode for Point of Sale ................................................................................................ 36
Form Numbers .................................................................................................................................. 36

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E-mail ................................................................................................................................................ 37
Profit Centres .................................................................................................................................... 38
Projects ............................................................................................................................................. 39
Auto Notes ........................................................................................................................................ 39
Optional Fields .................................................................................................................................. 40
Optional Fields (Document and Document Lines) ............................................................................ 40
Naming Convention .......................................................................................................................... 41
ACTIVITY ............................................................................................................................................ 42
NOTES................................................................................................................................................ 42
SMS MESSAGES ..................................................................................................................................... 43
SMS Message Window ...................................................................................................................... 43
Sending a Manual SMS...................................................................................................................... 44
Reminders ......................................................................................................................................... 44
Marketing .......................................................................................................................................... 46
Debt Collection via SMS .................................................................................................................... 47
Send Bulk Messages .......................................................................................................................... 48
Adding Number to Send.................................................................................................................... 49
Credits ............................................................................................................................................... 49
Setting Up Sales Taxes (VAT)............................................................................................................. 49
Setting up Tax Definitions (Government Bodies).............................................................................. 51
Setting up Tax Codes ......................................................................................................................... 51
Taxes in Code .................................................................................................................................... 52
Using Tax Codes to Aid Entry ............................................................................................................ 52
Setting up Linked Accounts ............................................................................................................... 53
Accounts Receivable / Accounts Payable as deposit and prepayments Accounts ........................... 55
Terms ................................................................................................................................................ 55
Adding a New Term........................................................................................................................... 56
Understanding the Due Dates and How They Work ......................................................................... 57
Multicurrency - Currencies ............................................................................................................... 57
Multicurrency - Exchange Rates ....................................................................................................... 59
How Exchange Rates Work ............................................................................................................... 60
Regional Settings............................................................................................................................... 60

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Setting up Forms and Printers .......................................................................................................... 62

Global Cache ..................................................................................................................................... 62
Local Cache ....................................................................................................................................... 63
How Palladium Looks for Forms & Printers ...................................................................................... 64
Setting the Form Path in the Global Cache ....................................................................................... 64
Using the Correct Form Template..................................................................................................... 65
Using Custom Reports....................................................................................................................... 65
POS Pole Displays .............................................................................................................................. 66
Budgeting Accounts .......................................................................................................................... 66
Document Status Types .................................................................................................................... 68
Credit Note Reason Codes ................................................................................................................ 69
Authorization Reason Codes ............................................................................................................. 70
Country Display Names ..................................................................................................................... 70
Tender Types..................................................................................................................................... 71
Job Titles ........................................................................................................................................... 73
COMPANY ADMINISTRATION ............................................................................................................... 74
Check Data Integrity.......................................................................................................................... 74
Clear Company Data ......................................................................................................................... 76
Archive Data ...................................................................................................................................... 77
Close Period ...................................................................................................................................... 78
Finish Entering History ...................................................................................................................... 79
Perform a Year End ........................................................................................................................... 79
Obtaining & Releasing Exclusive Mode............................................................................................. 81
View Users in Company .................................................................................................................... 83
Setting up User Accounts .................................................................................................................. 83
GL Security ........................................................................................................................................ 87
Login History/ Statistics .................................................................................................................... 88
Server Password................................................................................................................................ 89
Importing & Exporting Data .............................................................................................................. 89
DATA CONVERSION ............................................................................................................................... 92
ACTIVITY ................................................................................................................................................ 94
GENERAL LEDGER .................................................................................................................................. 95

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UNDERSTANDING THE BASIC ACCOUNTING PRINCIPALS ..................................................................... 95

SETUP NEW ACCOUNTS OR MODIFY EXISTING ACCOUNTS ................................................................. 96
Understanding Account Types ........................................................................................................ 101
Understanding the Account Class ................................................................................................... 102
General Ledger Departments.......................................................................................................... 103
Account Sets.................................................................................................................................... 104
PARTS OF AN ACCOUNT SET EXPLAINED ........................................................................................ 105
A typical inventory account set....................................................................................................... 106
A typical service (non-stock item) account set a general ledger account set................................. 106
Journal Codes .................................................................................................................................. 107
Adding Journal Codes Manually (one at a Time) ............................................................................ 107
Adding Journal Code Using the Builder (Automatically) ................................................................. 108
Subsidiary Ledger ............................................................................................................................ 109
ACTIVITY .............................................................................................................................................. 110
NOTES.................................................................................................................................................. 110
TRAINING EVALUATION FORM ........................................................................................................... 111

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INSTALLING PALLADIUM ACCOUNTING SOFTWARE

Installation of Palladium Accounting has two main installation methods, namely Manual and One-
click install. There are 3 main portions of Palladium and all three are explained below:

1. Palladium Accounting Software - This is the actual software itself. This must be installed on
each user computer that will run Palladium.

2. Microsoft SQL Server - This is the database engine that Palladium uses to store its data. This
must be installed once per installation. For a single user setup, SQL can be installed on the
individual’s computer and for a multi user environment, SQL will be installed on the Server and
all the other workstations will connect to Server.

3. SAP Crystal Reports – This is a prerequisite program of the Palladium system. It will need to be
installed on all user computers regardless if they are a single user or using a server. The program
will generate all reports extracted from palladium as well as previewing of documents.

Installing palladium on a Single Computer

Single workstation installation implies that the program will run on only one computer with no
additional computers will connect to the computer running Palladium.

1. Install SQL Package - Download and install your choice of SQL prerequisites package. There are
multiple versions of SQL available. A password needs to be input at the database engine
configuration step.

2. Install Crystal Reports Program- Download and install Crystal reports program. Select bit type
applicable to your computer architecture (32 or 64 bit).

3. Install Palladium Accounting - Download and install Palladium Accounting package of choice.

4. [OPTIONAL] Install Palladium Server Application - You can optionally download and install
Palladium Server to do automated backups. On single user installations this is optional as you will
have the ability to perform manual backups inside Palladium Accounting itself. This manual option
is only available when SQL is running locally (not on a server). If you wish to have automated
backup facilities, you must download and install Palladium Server.

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Installing Palladium on a workstation

A client / workstation setup assumes that multiple computers will be accessing a single Palladium
company database (multi-user environment).

Server Setup

This process must be performed once on the server.

1. Install SQL Prerequisites Package - Download and install your choice of SQL package. It is
recommended that you use SQL 2016. This package will install Microsoft SQL Server Express
Edition on your computer for use with Palladium. Please note that if your company is going to
have more than 10 active concurrent workstations connecting to the server, then we recommend
that you purchase and install a full version of Microsoft SQL. A password needs to be input at the
database engine configuration step.

2. Install Palladium Server - Download and install Palladium Server software. This will enable you
to automate your backups (Local & Remote) and also gives you options to administer the SQL
Server. While you are installing the server, take note of the server name. This can usually be
obtained by right clicking on My Computer or This PC on Windows 10. You will need the name of
the server to setup the client computers' connections to the server. You should also create a
linked drive at this time for your Document forms to be stored in. All Palladium clients will connect
to this drive to retrieve your customized document forms. This provides a central place for forms
storage. If you don't know how to share a folder through a mapped drive, please ask your network
administrator to help you. The final consideration for server installation is that if you are using
Windows firewall, please make sure you either (1) disable the firewall or (2) put in an exception
for port 1433. This resolves the problem of Palladium running slowly over a network. The
Windows firewall tends to slow the connections to SQL on the computer when an exception is
not present.

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Client Setup

This must be performed on all client computers that will run Palladium connecting to a server.

1. Install Crystal reports - Download and install the Palladium Accounting prerequisites package.
Please use version 13 and the bit version that matches your computer hardware.

2. Install Palladium Accounting Software - Download and install Palladium Accounting package
of your choice (Business or Enterprise).

Installing Palladium Updates

From time to time new updates will be released depending on fixes and new development that is
done. If on a support contract you are entitled to free upgrades as they become available. When
loading a new version of Palladium please be sure to make a backup of databases before running
the install of the new version.

Configuring Palladium Accounting

Once Palladium Accounting Software has been installed, you will need to activate the software.

After purchasing the software through either a rental or outright purchase option, you will receive
a licence key from Palladium. There are two ways in which you will need to activate the program.

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First time activation

If you are activating Palladium for the first time, you will need to select the First-Time registration
option. For this you will need to input all relevant information into the required fields shown
below.

You will be sent an activation code once you purchase the license; this you will input in the Product
key field.

Once you enter these details and press activate at the bottom of the screen, the system will
generate a password that you will need to save should you be activating other users.

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Software activation

When you are adding a new user or setting up Palladium on the next workstation, you will need to
select Software Activation Only. The only information needed is the Product Key and Activation
Password as seen below. To obtain these details you may contact support who will send the
necessary details.

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The first time you run Palladium you will see the above Registered Server screen. This where
you will need to setup the connection to the server. You will need to activate the connection
you have setup by clicking Activate.

To setup the connection select New and the window above will display. There are multiple ways
to setup the connection details depending on the way in which you are connecting to the SQL
instance holding the database.

Single user
For single user setup the SQL instance is located on the computer running Palladium. There are two
ways a single user will connect; the first is using the Local setting, this works well if you only have a
single instance of SQL installed and running. The second option is the Remote setting; this will
require that you name the instance you would like to connect to. When inputting the server name
you will use “.\” followed by the instance name eg. MSSQLSERVER or SQLEXPRESS.

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Server (Multiple-workstation) setup

For connections setup using a dedicated server there are two ways in which you can setup the
connection. The first is by using the computer name of the server computer followed by backslash
and the name of the SQL instance, this works best when the server computer and workstation are on
the same network and visible to one another. The second is using the ip address of the server
computer, this works best with a static ip address of the server.

The Server Login (Security) section tells Palladium which SQL user account and password to use
to connect to the SQL database. If you are hosted by Palladium then you will have a unique
username and password per company, if not then the default username is ‘sa’ and the default
password is ‘System2008#’.

VPN Mode: If the server you are connecting to is in a remote location (including over a VPN) you
can choose to allow Palladium to run this connection in VPN mode. This mode will stop all open
forms from refreshing when posting transactions. This will decrease the time necessary to post
transactions and make Palladium more responsive. However, you must manually refresh your
open windows by clicking on the VPN refresh button on the home window (in VPN mode the
normal refresh button is replaced with a VPN refresh button to allow you to know that you’re
running in this mode).

The port setting can also be changed if your administrator requires it. This provides better security
over a VPN or public SQL installation. Most of the time, you will leave this as the default 1433.

Then you will press the OK button to continue.

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Navigation inside Palladium Accounting

Understanding the basic navigation techniques is very important to your overall use of the
software and satisfaction with it. When you open a Palladium company, you will see the main
screen as follows:

The main screen will show you all the modules that you have got on Palladium on the left and you
will also have access to your Tasks List, Company Bulletins, Statistics, Current Session Date and
will furthermore show you a graphical summary of the company's performance provided you have
access rights to it. (Will be covered under company administration in control panel)

You will also see your latest transactions and you can actually drill down to the source document
from here by double clicking on the transaction. On the bottom right it will display for the top 20
for the selected category.

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Moving from One Module to Another

You will see all the modules that you have on the left side of the home window, please note that
you may not have access to the options on other modules if your administrator has not allowed
you access to those particular modules.

Navigation Inside the modules

Once you select a module by clicking on it on the home window, Using Accounts Receivable as an
example, the system will list for you all the various processing options for that selected module.
In the middle of the window, there is a menu for you to toggle between the submenus such as
Reports, Customer Transactions, Receipts Due and the Dashboard. These will differ from module
to module.

On the bottom left corner of all the home screens, there is a link to the online documentation,
the Palladium Software website and the Palladium Help Desk.

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STARTING A NEW COMPANY

Once the software has been installed and setup, the next step would be to create a new company
database in Palladium. This can be accomplished in one of two ways:

1. From the main company selection screen press the Create New Company tab.

2. From inside Palladium, go to the file menu (at the top of the screen) and click on New as
illustrated below.

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Upon the selection of either one of the two options, you will see a
screen as follows.

Here, you will need to enter the company name here and click OK. Please note that at this point,
the company name cannot contain spaces, symbols, and must be at the most, 25 characters or
less. This name is only used for recognizing the company inside the Palladium. You will have the
option to enter your full legal company name during the setup process. Once the new company
has been setup you must either switch companies, or just select it depending on how you created

it. Palladium does not automatically switch to the new company. You would need to first logout
of the current company to get to the company selection window (the same window you see at
start-up).

Entering a new Company for The First Time

Once you have selected the new company and entered into it, you will see the following screen:

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At this point you can enter your company's legal name, address details, phone numbers, and
registration numbers. Please note that the information you enter here will appear on all
documents you create in Palladium. You can change this information at any time by going to the
company menu inside Palladium and choosing setup.

NB: Please note that upon changing these details at a later date, it will only affect financial
documents (invoice, quotes, etc.) being processed going forward and not those processed prior
to the changes.

The next step on this same window is to enter your company date information. Palladium needs
to know when you end your fiscal year for the current year. Please take note that the previous
year is not created at setup. You will only have access to the current year until after you do a year
end. Only then will you be able to move the current year into the previous year slot.

If you have multiple delivery addresses for your business, you can add those here as well. This
would be for multiple offices or maybe an offsite warehouse. These addresses will be available as
delivery location options when processing purchasing transactions.

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This function is mostly used if a company has a different address where they receive their stock
and where they actually conduct business from.

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Inserting a Logo

Here you can insert a logo that will appear on all your processing documents

Furthermore, you can opt to choose which documents in particular you want the logo to appear
on. You can choose by ticking the tick boxes.

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Setting up a Currency for the New Company

After that has been set up, you will be required to define a default home currency (your base
currency that you will be trading in). You must setup the currency you regularly work in, regardless
if you are going to be using multicurrency or not. See screen below:

On the multicurrency window, press the new button and select your home currency from the list.
You can also add other custom currencies that may not be available on the list.

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Should the currency you trade in not be on the list, you can create it by clicking on the “New” tab
and creating it manually. The below screen will come up and you will then configure it as to your
specifications.

If you wish to use multiple currencies, you simply press the new button again (after selecting the
home currency) and select all your other currencies you work in. Note, you can add more
currencies later by selecting the Currencies option under the Control Panel. Close the window
when you are finished.

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Choosing a Chart of Accounts

The next window that opens will require you to specify whether you will be using Palladiums
Default financial categories or define your own categories as illustrated below.

If you select the option to define your own categories, then you should enter your preferred
ranges for your GL account numbers. With this option the company is created with a blank chart
of accounts and you will have to create all your GL accounts manually.

Should you be importing data through the Pastel Conversion tool within Palladium, you will select
the tick-box “Pastel Partner Default Categories”. This will default to the Pastel defined categories.
See screen below, the numbering legend is different:

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If you select the option for the Palladium Default Financial categories, then the system will give 4
different options listed and illustrated on the screen below:

1. Manual Setup - No accounts are created. Use this setting for creating your chart of accounts
manually or if you plan to import them from another application.

2. Generic Setup - A typical chart of accounts is used with the basic account sets, suitable for
relatively smaller businesses.

3. Generic Setup Extended - This chart of accounts includes extended accounts for fixed assets,
payroll options, etc., suitable for relatively larger businesses.

4. Industry Specific - This option uses the generic set of accounts and adds in revenue and expense
accounts that are suggested for your selected industry.

Please note, you can rename or delete these accounts until they have been used for the first time.
It is better to choose a template to setup accounts and then modify them to suit your needs versus
setting them up from scratch (manual option).

Once you click OK, you will be taken into the main Palladium screen. Now you must setup
company options and import data as necessary to finish the setup process.

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Palladium also caters for Segmented General Ledger. The General Ledger Segmentation function
was designed to allow business to have extended General Ledger reporting capabilities in
organisations with Multiple Branches and/ or departments, with the ability to filter and report on
one or more of the segments. This facility has also been designed to complement the account set
by warehouse function, allowing us to have a segment integration by item or item category by
warehouse, allowing profitability to even be reported on a product line basis. Another market for
this is in the issuance and control of Grants or Fund Management whereby we can report on the
individual projects managed within the specific fund(s).

Another limitation that has been overcome is that of departments with departmental allocations
previously being done at a document level basis. With the segmented General Ledger, you can
now process integrations document line item

When Upgrading an existing Palladium Company

Existing Segments When you upgrade from a pre General Ledger Segmentation company, on
conversion the current Sub-Accounts will automatically become the second segment, and will
allow you to report by the values in this segment. You can see from the screen that we had 2
subaccount settings in the Original Company Data namely 0000 and 0500. All we need do now is
to name the segments and report accordingly.

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Adding Segments
You can then redefine the General Ledger Segments as required with the ability to add new
segments.

Renaming Accounts
Once the new segment has been created, we now need to map the original accounts to the new
segments accounts to transfer the transaction history accordingly.

When Creating a new company

The Manual Setup option as allows you to define your own segment lengths while the other
options below will install the 4-4 account segment structure with the sample data, but allow you
to adjust at a later stage. The first segment is reserved for the account number and can have a
minimum quantity of 3 digits, that are numerical only, while the other segments are limited to 10
segments 50 characters in total, and can be set as Alpha, Numeric or, Alphanumeric as defined
above.

Once the above company requirements have been set up, the first place of reference to start
before you can start processing within Palladium would be in the Control Panel.

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ACTIVITY

1. Install Palladium Enterprise

2. Create a new Company - Training Company (Pty) Ltd

3. Choose the Generic set-up for the General Ledger accounts

4. Insert a Logo for your company

5. Choose your home currency to be ZAR

REMARKS & NOTES

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CONTROL PANEL

All the Company setup and administration functions are all accessible through the Control Panel.
This is primarily where you will be able to set and edit your company processing parameters. The
Control Panel is found on the main menu as illustrated below:

Setting Company Options

Palladium Accounting stores all of its company options in a single location. As each company is
different and operates under different parameters, Palladium can be customized to meet any
specific business requirements or operating practice. Each company inside Palladium will have its
own distinct company options or parameters defined (they are not global to all companies in
Palladium). The Company Options menu is on the Control Panel under the Company Setup
section. The following menu will be displayed;

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Company Tab

The company tab allows you to set date handling (if transactions are allowed in the future beyond
the session date, and allow the session date in the future). The final option allows you to post
journal entries into the linked accounts. This option should only be used to correct balances and
then should immediately be turned off again once you have finished with it.

General Tab

In Palladium there is a cash book style entry method. This forces the user to only work with a
single bank account at a time for doing entries. Here you can force the use of this entry method,
block it, or allow access to both.

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Payables Tab

The payables option allows you to:

• Define the aging you use for your vendors

• Define if payments can be entered on invoice entry. If payments are blocked, you can only
enter payments though the payments processing window.

• Activate cost variance which will show you the last purchase price and the variance

• Select your document processing mode. This will determine whether you will park on
quantity or wrap to the next line when processing payables documents.

• Choose your ageing periods, vendor account number coding convention and various other
vendor processing parameters

• Activate the Purchase Order Approvals functionality

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The GRV tab allows you to select whether or not you want to allow Back orders (partially receive
stock), Blind receive in GRV and to allow over receiving of stock.

Receivables Tab

The receivables tab allows you to:

• Set your company aging options (calendar for days from statement and periods for days

from invoice).

• Default Credit Control for New Customers; this option allows you to set use a credit limit
and also enter the amount which will then be default limit for all new customers. The
annual interest % rate is also captured. You may enter the annual percentage interest rate
at which the system should calculate interest. The system calculates the periodic interest
rate by dividing this percentage by 12.

• Reference number checking; check for duplicate reference numbers.

• Freehand Quotes; set the Mark-up % or Margin % for Freehand Quotes.

• Blank Credit Note Reason; this option allows you to either Allow, Warn, Give an Error
when a user attempts to process a Credit Note without a reason code.

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• You can also require administrator rights to enter credit notes and do invoice adjustments.
If these options are checked and the user does not have administrator rights, a
permissions window will open to allow the admin user to enter their username and
password to complete the transaction.

• Activate Credit Request; when ticking this option, you activate the functionality for the
user to process a credit request, then once the goods returned are approved to be
credited the document can then be converted to a credit note.

• Document processing mode. This will determine whether you will park on quantity or
wrap to the next line when processing receivables documents.

• Ability to set credit limit to Sales order else convert it to a quote (allow, warn or block)

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Inventory & Services

The inventory & services tab allows you to turn off / on negative inventory levels (please see
warning) and also if you would like your inventory sorted by item number or description in
transactions windows and lists. Furthermore, you have the ability to activate extended
descriptions on processing documents of your choice.

Warehouse

Under the warehouse tab, you will be able to set up the auto assigning of serial numbers/Lot pick
tickets to inventory items. To activate the new Multi Bin feature select tick box option.

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Deposit Slips

Here you can enter the denomination (cash values) for your deposit slips in the currency you use
for your banking transactions. Furthermore, you have option to validate the deposit slips with
your daily sales or not. See screen below:

SMS

The SMS service module is a credits / prepaid system. Here you can enter your username and
password (please contact you Palladium to sign up for an account). You can also have Palladium
check for replies automatically every hour and also automatically send messages to customers on
document creation.

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In this tab, you can also insert the automatic text message that you want sent out with various
financial documents.

NB: Please note that this function is subject to the purchasing of SMS credits from Palladium.

POS

These options are for the embedded point of sale system. This allows you to control if discounts
are allowed, refunds are allowed, etc. You can also set your payment options.

You can also control how price changes are handled and also when cash drops are required to
make sure you never have too much cash in any single drawer at any given time. One of the more
important features for setting up the POS is if you are using cash mode (no customer selection
allowed) or using a customer account for each transaction.

There is an option to enable a warning functionality at cash drop level when the amount in the till
exceeds a certain amount. Further to this, you can set the POS to prompt you to perform a drop
when it reaches a certain amount.

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This tab also allows you to choose the default customer you want to process on at POS level. You
can either choose a particular customer every time you want to process or if you are processing
to a cash account at till level or even mixed mode i.e. will give the option choosing either a cash
account or a customer account.

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Embedded Barcode for Point of Sale

The embedded barcode function allows you to connect Palladium Accounting to a scale that prints
embedded barcodes. You must specify the control character (the character that is first in the
barcode such as "2"). You then tell Palladium where to find the embedded quantity (such as
weight) and / or the embedded price.

Form Numbers

Here you can setup the form numbers you choose to start off with. You can adjust these numbers
later, but only to a higher number than currently specified.

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E-mail

Palladium Accounting sends email by default using Microsoft Outlook. If you do not have

Outlook you can choose to send email directly to a mail server. The settings for your mail server
should be entered here. Please note: you must have an active internet connection at all times to
send email this way. You also lose your ability to keep a copy in your sent items as well as the mail
is sent directly out to your email server.

You can choose whether to receive read-receipts as well as the priority of the e-mails you send
via Palladium. Please see below:

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Profit Centres

These options allow Palladium to prompt users for centres allocations during entries (force full
allocation to profit centres). This extends to Journal entries, Payables processing, Receivables
processing up to and including any inventory processing and adjustments.

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Projects

Under the Projects tab, you can set parameters on how you would like to processes when dealing
with projects. You can choose when you would like it to prompt you for you to process into a
particular project. This can be done either when processing for Purchases, Sales and/or Inventory
related processing and adjustment.

Auto Notes

These notes automatically appear in the notes section on all new documents created. The user
can remove them or modify them, but it keeps productivity up as they don't have to type them
each time.

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Optional Fields

Palladium Accounting uses optional fields for searching, displaying on forms, reporting, etc. Once
you designate a specific field for a purpose you can label it here. Once labelled, the user will
understand what information should go in here or is displayed here.

Optional Fields (Document and Document Lines)

Palladium Accounting Enterprise Edition allows you to enter optional field information on the
document level (12 fields) and also on each document line (12 fields). This applies to both
purchases and sales documents. Here you can label those fields to allow easier entry for your
users.

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Naming Convention

The naming convention of various labels within Palladium can be changed to suit your business and
make the features feel more familiar. Furthermore, account class names can be edited to match what
may have been used in a previous accounting system.

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ACTIVITY

Control Panel / Company Options

1. Change the “Record” button to Read Process

2. Change the setting to Create a Return from the Returns Icon as well as Invoice documents

3. Warn on Sales Order Processing and allow to create a quotation

4. Make the credit limit for all new customer’s R 1000.00

5. Allow to Create a Credit Note from the Credit Note Icon as well as the Invoice

6. Allow Images and Extended Description on Sales Orders, Quotations and Invoices

7. Enable the Point of Sale Module

8. Chose the Customer Processing on Point of Sale to be on Customer only

9. Create an Auto Note on your Sales Invoices to say: Kindly fax or email proof of payment

10. Create the following User Defined fields:

Accounts Payable: Bank, Account Number, Branch

Accounts Receivables: Customer Area

NOTES
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SMS MESSAGES

In Palladium Accounting you have the option to send SMS messages. At present you can only use
this function inside the Republic of South Africa only. All SMS messages are sent using your
assigned account (your username and password assigned to you is entered under company
options - please see company options for more information). To obtain an account or purchase
credits, please contact your Palladium dealer for more information.

SMS Message Window

The SMS messages window allows you to send messages (from other modules), to receive replies,
or check messages that have been sent. All the other modules that have a "send" button will send
their messages though this window. All modules that have a "send now" button will send the
messages directly out to the server (such as with marketing). You can setup Palladium to
automatically send and receive your messages every hour by choosing this option under company
options.

You access the SMS messages window by clicking on the messages icon on the SMS menu. The
following window will appear:

In this window you can click send & receive to immediately send all waiting messages and check
for any replies. You can also do a number search to find out which customer, etc., that any
selected number belongs to.

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Sending a Manual SMS

To send a single manual message, click the new button on the messages window. The following
window appears:

Here you can manually enter a cell phone number, or, you can find one in your customer, sales
person, vendor, or employee records by clicking the find button, or obtain a number directly from
Microsoft Outlook by pressing the Outlook button.

Reminders

The reminders function allows you to send reminders to your customers at predefined times.
Note: all reminders will be sent through the messages window, so you must do a manual send &
receive or setup automatic send & receive under company options for the messages to be sent
out.

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You access the reminders function by clicking on the reminders icon on the SMS menu. The
following window will appear:

Click on new or edit as appropriate to see the entry window:

Select a customer, frequency, and message to send and press OK.

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Marketing

The marketing function allows you to send messages to your customers in bulk for
announcements or sale notifications. Note: all reminders will be sent immediately once the send
now button is pressed and does not require you to send them manually through the messages
window.

You access the marketing function by clicking on the marketing icon on the SMS menu.

The following window will appear:

Here you can select all customers, specific price list customers, customers who did or did not
purchase from you in a particular timeframe, or customers with specific optional fields. Once your
customers are selected by pressing get customers, you just enter a message and press send now
button.

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Debt Collection via SMS

The debt collection function allows you to send reminders to your customers to pay their
accounts. Note: all messages will be sent through the messages window, so you must do a manual
send & receive or setup automatic send & receive under company options for the messages to be
sent out.

You access the debt collection function by clicking on the collection icon on the SMS menu. The
following window will appear:

Here you can set the as at date to show the appropriate ageing analysis. You then select

customers or check the select all check box. The <<Past Due>> tag in your message will be
replaced by each customer’s balance. You can choose which balances to include by checking the
current or other check boxes under the includes heading. If you would like to insert this tag
automatically, put your curser in the text where you want the tag to appear and then press the
insert button.

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Send Bulk Messages

The send bulk function allows you to send messages to anyone using Outlook or Excel to obtain
the contacts to send to. Note: all messages will be sent immediately once the send now button is
pressed and does not require you to send them manually thought the messages window.

You access the Send Bulk function by clicking on the send bulk icon on the SMS menu. The
following window will appear:

You can save a typed message and open it again for use later by clicking the open and save buttons
as appropriate.

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Adding Number to Send

You can add numbers manually by entering the number and press add. You can also import
numbers from Outlook or Excel by pressing the respective buttons and following the instructions.

Credits

All messages sent though Palladium use prepaid credits. 1 message = 1 credit. You can check your
credit balance at any time by clicking on the credits icon on the SMS menu. The following window
will appear:

Ensure you are connected to the internet and press check now to see your credit balance.

Setting Up Sales Taxes (VAT)

Palladium allows you to run your company with or without sales taxes. If you don't charge sales
taxes at all, then you can skip this step.

Palladium Accounting allows you to have multiple tax definitions if you have several government
bodies that collect tax. Through the use of tax codes, you can setup multiple tax definitions and
rates into a single code.

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Please note that your tax registration (VAT) number is entered on the Company setup screen
when you first started the company. It can also be accessed by choosing Setup from the company
menu on the Control Panel.

The Sales Tax / VAT menu is on the Control Panel under the Company Setup section.

The following menu will be displayed once you select the taxes option;

From the menu, you can create, edit or delete tax definitions and codes. You can also set a
selected code as the default tax code for existing Vendors/Customers using the set as default tabs
on the menu.

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Setting up Tax Definitions (Government Bodies)

On the Sales Taxes menu shown above, select the Tax Definition tab and the following screen will
be displayed;

Enter the name of the authority such as VAT or STATE TAX, etc. At this point you must also select
the control accounts where purchases and sales taxes are recorded when a tax code linked to that
definition is used. When finished press OK.

Setting up Tax Codes

Once you have finished your tax definitions above, the next step is to setup the tax codes and link
them to the definitions. On the Sales Tax / VAT menu, select the Tax Codes tab and the following
menu will be displayed;

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Enter the tax code such as "01", "02", etc. This code will appear on all documents you create inside
Palladium. Enter a description such as "VAT on Sales", etc. This will help your users to determine
what the code is used for. The allowed in drop down allows you to select the journals the code is
allowed to be used in. It is recommended you have codes just for sales and others for purchases.
Your exempt and non-taxable codes can be allowed in all journals. The final option is the defaults.
If selected, this code will be the default for all new customers or vendors (or both) when they are
created (but can be changed during creation). Here you can also specify whether the code is a
default for the Receipt and Payment Journal.

Taxes in Code

The next step is to press the new button to actually enter the taxes to be charged into this code.
Once you press new you will see the following screen:

The tax drop down is populated with the definitions we created earlier. In this example it is VAT.
The status drop down allows you to select if the authority is taxable, non-taxable, or exempt. You
then enter the tax rate. If you use amounts on invoices that include sales taxes, you need to check
the included in price check box. If your prices are exclusive of tax, then leave this clear. The last
check box (refundable) signifies that this tax should be offset (refundable sales less refundable
purchases) on your tax reports.

Using Tax Codes to Aid Entry

In order to aid in the entry of purchases, it would be advisable to have (2) purchases codes. One
code that is included in price and another that is not. That way each supplier can be setup based
on how they present invoices to you. The operator can also change between the codes as
necessary to prevent them from having to use a calculator to remove any sales taxes during the
entry process.

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On the sales side you should only have (1) code. This code should either be included in price, or
not. Do not setup both codes for the sales process. All the price lists, etc., inside Palladium do not
allow you to specify the tax amount. Your company should decide as standard which way they
would like to produce invoices and set pricing in Palladium.

Setting up Linked Accounts

This option can be found on Control Panel | Linked Accounts as shown below:

Palladium Accounting uses linked accounts to locate special accounts that are used in the various
modules. (Accounts payable, Accounts receivable, General Ledger, Inventory and the Warehouse
Modules) and also to locate default accounts (default bank) etc. If you chose a template for your
accounts setup, this information will be filled in automatically. If you choose manual accounts
setup (during company creation) you must fill in this information manually. You access your linked
accounts though the control panel menu, and then select linked accounts. The following window
will appear:

At this point you can access your linked accounts for the current year, or the previous year. Note:
you will not have access to the previous year if you have not done a year end.

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Here are the various linked accounts and their purpose:

1. Retained Earnings: This is an equity account that holds earnings from previous years.

2. Current Earnings: This is an equity account that holds earnings for the current year.

This account cannot be changed once it is selected for the life of the company.

3. Default Bank: This is a bank account (asset) that is used by default on all entry screens in
Palladium. If you have more than one bank account, choose the bank that is used most often.

4. Currency Exchange: This account is used to hold the exchange functions such as rounding
errors, exchange differences between unrealized and realized.

5. Accounts Payable: This account is a liability account that holds money to be paid out to
suppliers. This is for all purchases that are paid on account.

6. Purchase Discount: This account is an expense account that is used to record all discounts
entered in the payment processing window.

7. Prepayments: This is an asset account that holds monies paid in advance to vendors entered
as a prepayment in the payment processing window.

8. Accounts Receivable: This account is an asset account that holds money to be received from
your customers. All invoices that are paid on account will be recorded into this account.

9. Sales Discounts: This is a revenue account that records the discounts given to customers during
the receipt entry process.

10. Deposits: This account is a liability account that holds money given to you by your customers
in advance on orders using the deposit system in the receipts processing window.

11. Item Assembly Costs: This account is an expense account that is used during item assembly
when additional costs are recorded as part of the assembly.

12. Adjustment / Write-off: This is the default expense account used during stock counts and
adjustments. This is just a default and can be changed during the entry process.

13. Received Vouchers: This account is used to hold monies for stock that is received by GRV in
the warehouse module. When the actual invoice arrives, the stock will be adjusted to the correct
values and this control account will be cleared.

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Accounts Receivable / Accounts Payable as deposit and prepayments Accounts

Please note, you can have your accounts receivable and deposit accounts as the same account.
This goes true for accounts payable and prepayments. However, it is advisable to use separate
accounts for this purpose. The reason for this is, as example, your accounts receivable account is
an asset (people who owe you money). However, your sales deposit account is a liability (you owe
them the money back if the sale does not complete). The opposite is true for accounts payable
and prepayments. To keep with accounting rules, the accounts should be separated and have the
correct account type.

Terms

Palladium Accounting Enterprise Edition uses terms for both vendors and customers to determine
when transactions are due. Each vendor and customer is setup with a default term, but this can
be overridden during a transaction entry. For example, a customer can have 30 days from invoice
terms, when a new invoice is generated, that invoice will be due exactly 30 days from the invoice
date. The user can however, override the term and set a 60 day from invoice term for just that
single invoice. Palladium will age each invoice individually, so the 60-day invoice will only show as
overdue once 60 days have passed.

The Terms Function is on the Control Panel under the Company Setup section. The following
window appears:

Here you will see a list of all the terms you have setup in your Palladium Company.

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Adding a New Term

Press the new button on the terms window and the following appears:

Here you can give the term a description (this will appear on the drop downs in Palladium and
also on the customer / vendor documents). You can then select if this term is allowed in
receivables, payables, or both. The next option is to select the actual term itself (when items are
due). You have the option of standard term or calendar term.

The next option is to select any settlement discounts you allow. If you don't allow settlement
discounts, then select 0%.

Calculation of statement date is used when the "from statement" option is selected in payment
term or settlement discount to determine how Palladium will calculate statement date (which
date Palladium considers to be statement date).

Term Control (COD): If the cash on delivery option is selected, no account payments will be
allowed for this term. The user must select a cash type payment for all transactions.

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Understanding the Due Dates and How They Work

Palladium Accounting will calculate the due date for each document and age it appropriately. As
example, if an invoice is due "30 days from invoice" and we are entering the invoice on the 1st of
September, Palladium will calculate the due date as 30 September. If you run your statements on
the 30th of September, that invoice will show as CURRENT. The invoice will only show as overdue
as of the 1st of October.

In summary, any items that are ON or BEFORE their due date are CURRENT. Any items that are
past their due date are overdue. Palladium will move overdue amounts into the appropriate
columns in aging based on your aging settings under company setup (30 days overdue, 60 days
overdue, etc.)

Multicurrency - Currencies

Palladium Accounting Enterprise Edition allows for an unlimited number of currencies in your
company. While you are free to transact in any setup currency, you can only have certain asset
accounts (cash, bank) and liability accounts as held in different currencies. The remaining
accounts in your ledger are held in home currency and a conversion process will take place when
transactions are entered (accounts receivable as example). Any rounding or realized exchange
from this conversion process will be entered into your currency conversion linked account (as
explained in linked accounts).

The Currencies function is on the Control Panel under the Company Setup section.

The home currency was setup during the company setup process (see new company setup) and
cannot be changed. You can modify the format of the currency by double clicking on it or pressing
the edit button once it's selected.

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If you wish to use multiple currencies, you simply press the new button and select all your other
currencies you work in.

You can edit how a currency will appear by editing that currency in the currency window, as
follows:

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Multicurrency - Exchange Rates

Palladium Accounting Enterprise Edition will keep track of exchange rates (used in foreign
currency transactions) in the exchange rates window. You can access the Exchange Rates function
is on the Control Panel under the Company Setup section.

The following window appears:

Select the currency you wish to view exchange rates for in the drop down at the top of the
window.

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Furthermore, you can edit the exchange rates of that particular currency. You can set the
minimum rate allowed as well as the maximum allowed when users enter on transactions. Please
see screen below:

How Exchange Rates Work

If a user enters a transaction on a particular date, Palladium will try to find that date in its
exchange rate table. If that rate cannot be found, Palladium will use the next oldest date's
exchange rate. If the user processes the transaction, the rate the user enters for that day will be
automatically added to the exchange rate table. If you prefer to have better control over exchange
rates, you can enter them yourself manually at the start of each day using the exchange rates
screen (shown above). You can also set the minimum and maximum rates that Palladium will
accept for this currency on any particular day.

Regional Settings

Palladium Accounting uses the default Windows Regional settings to obtain:

1. Numeric formatting (1,000.00 or 1 000, 00).

2. Date formatting (day / month / year or month / day / year).

3. Currency formatting ($ USD or R ZAR, etc.)

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If you find that your numeric numbers, dates, or currency symbols are not to your liking. You
should go into the control panel and select the Number & Date Formats option below. It will take
you through to the Windows Regional settings and you can customize them the way you want.

You would need to restart Palladium Software for the new changes to take effect.

Please note: if you are using a long date format (Sunday 22 October 2011) in your short date
setting, your dates may scroll off the drop down selector in the transaction windows. To solve this
problem, please change your short date setting back to a simple short date such as (22/10/2011)
by using this format string: dd/MM/yyyy.

YOU CAN ALSO ACCESS THE WINDOWS REGIONAL SETTINGS ON THE CONTROL PANEL UNDER
THE COMPANY SETUP MENU.

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Setting up Forms and Printers

This feature is found in Control Panel | Forms Setup on the option shown below.

Palladium accounting uses linked Crystal Reports form files to print documents such as invoices,
receipts, etc. These files can be customized using Crystal Reports XI or 2008 (version 12). The full
version of Crystal Reports is not included with Palladium Software and must be purchased
separately.

By default, the blank forms templates are located in the Palladium Software directory in the forms
folder. If you do not know where this is, you can choose Forms Templates under the help menu
and Palladium will open a window directly into this folder to assist you.

Once you have customized your forms by adding your company logo, etc., you need to link them.
The best practice is to put them on a file share and then link them once for the entire company
(all workstations to use). The Forms setup function is on the Control Panel under the Company
Setup section. You will see the following window appear:

Global Cache

These form settings are stored in the Palladium company database and are accessible by all
computers / users in the Palladium work group.

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Local Cache

These forms setting are stored in the Palladium company database, linked to each computer
name, and apply only to the computer they are setup for.

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How Palladium Looks for Forms & Printers

Each time you print a document in Palladium, such as an invoice, Palladium will look for the form
template to use in the following order:

1. Any defined form in the local cache.

2. Any defined form in the global cache.

3. Use the default blank template in the install / forms directory.

Each time you print a form in Palladium, such as in invoice, Palladium will look for a printer in the
following order:

1. Any defined printer for that form in the local cache.

2. The users default printer as defined in Windows.

As such, if you don't define a form in the local cache but there is one defined in the global cache,
the global cache will be used. Also, you can define a printer under local cache for invoices, but do
not need to specify an invoice form in the local cache. The printer will be used but the global form
will be printed. Also, you can define a single form in local and leave the rest blank. If the local set
is blank for any form, the global settings will prevail and be used.

Setting the Form Path in the Global Cache

If you are setting up a forms depository, using a shared folder on the server, the path to the forms
entering into Palladium must be the UNC path such as \\server\share\formname.rpt. If you
receive a "load report failed" error in Palladium when printing forms, you know that the path you
entered cannot be resolved by that computer.

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Using the Correct Form Template

When working with forms, you cannot link forms to other form types. As an example, there is a
sales order form template. You cannot link this to the invoices form settings in Palladium. If you
do this a runtime error will occur. Each form template is different and Palladium expects to find
the correct form when printing.

Using Custom Reports

Palladium Accounting can access custom reports you have written in Crystal Reports XI or 2008
(version 12). As every company is different, and requires different reporting options, this comes
in very handy to add reports to Palladium. Once you have written the report and done all the
necessary database connection logic, you can tell Palladium where the report file is located, which
report module to display it in, and what to call it.

The Custom Reports function is on the Control Panel under the Company Setup section. Click the
new button. A window will display as follows:

Here you will give the report a name and description for the user. You will designate which module
it will show under and where the actual report file is located.

Please note, no connection information is passed into the custom report. You must do all the
database connection logic inside the report itself. The report will only be run and displayed inside
the Palladium preview window. Any parameters in the report will still be displayed for collection
from the user.

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POS Pole Displays

The POS Pole Displays option is accessible through the Control Panel. This is where you define the
settings for the Pole Display in a Point Of Sale environment. Here, you define the Port to which
the pole display device will connect through to the computer and also define the messages that
will be displayed on the pole display when it’s idle.

Budgeting Accounts

Palladium Accounting allows you to set budgets for your accounts. You may only budget revenue
and expense accounts. A budget helps keep your business on track by setting out a detailed plan
that predicts where your money is coming from and where it’s going. Use it to spot problem areas
quickly and run your business more effectively.

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To access budgets, go into the account you wish to enter budget information for and click the
budget tab. You will see the following window:

To budget the account, check the box "budget this account". You can then enter the amounts for
each month manually or populate it automatically by entering a yearly figure in total and pressing
the allocate button.

You compare your account(s) actual values to budget though the use of reports in the general
ledger tab reports section. There is a sub report section titled budgets. Here you can see income
statements with both the actual figures and budgeted amounts side by side and any variance
between them shown in value and percent.

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Document Status Types

Under this tab, you can choose to “label “any of your financial documents. You can choose
whichever status that would be applicable according to your industry type and how you conduct
your day to day business. The status needs to be set up first See below:

You are able to choose these options on the processing screen and that particular status will be
applicable to that particular financial document. See screen below:

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Credit Note Reason Codes

Under this tab, you are able to set up a reason code to select when processing a credit note. You
would need to set it up as per the screen below:

You would be able to choose this on the processing screen. See below:

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Authorization Reason Codes

Under this tab, you are able to set up reason codes when supervisor authorization is needed. This
is also needed to be set up as per the screen below:

Country Display Names

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County Display Names enables you to view the country names in full that are within the Palladium.
See screen below:

Tender Types

In Palladium, you are able to setup which tender types you wish to process by to suppliers and
how customers would tender to you. This is important when processing any financial document
as it will affect the back account, depending which tender type you chose.

There are default tender types that are already setup within Palladium. See below screen:

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Furthermore, you can setup a new tender type as and when you need to according to what
different types of payments methods you use to make payments and receive. See screen below:

You can also choose which account you would like it to affect, by clicking the browse button as
below:

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Then choosing from the list of accounts you want it to affect. See screen below:

Job Titles

Palladium allows you to create job titles when adding contact information for a customer.

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This will display the designation of the person that you put as the contact per for that particular
account/customer.

COMPANY ADMINISTRATION

Check Data Integrity

The check data integrity system allows you to verify that your Palladium company is not out of
balance. It will also help you while entering history, to know if your ledger account history is
matching your sub-ledgers (customers, vendors, and inventory).

If you are changing account sets in your inventory often, your inventory summary may report that
it is out of balance. Your total inventory figures do match, but the summary by account does not.
In that case, you will see a fix inventory button appear. This function will automatically create a
journal entry to balance the inventory between inventory accounts.

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The Check Data Integrity feature is on the Control Panel under the Company Administration
Section. When your data integrity balances, the below screen will appear:

Should your data be out of balance be out of balance, it will show at the bottom of the screen. As
below:

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Clear Company Data

Note: You must be in exclusive mode to access this function. Please see obtaining exclusive mode
in this section for further instructions on how to obtain exclusive mode. Should you try access this
feature prior to obtaining exclusive mode, the below prompt will appear:

Clearing data allows you to free up space in your Palladium company database and therefore
allow Palladium to work faster. You can only clear data that is older than the previous financial
year (2 years are always online and available). You should only perform this function if your
database has grown in size and Palladium's overall speed is affected. If you don't have that many
transactions in your company, it is best for reporting purposes to leave that data online.

The Clear Data function is on the Control Panel under the Company Administration Section. The
following window will appear:

Here you have complete control over what data you wish to clear (delete). You can also clear
historical data sets (ledger entries that are older than your previous year) by selecting the
historical data tab.

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If you decide to clear invoicing information, you will no longer have the information online.
Invoicing and receipt data stay online until they are cleared.

Archive Data

The archive data function allows you to set customers, vendors, and inventory items as inactive
though an automated interface. By setting these items inactive, your Palladium company will be
more responsive as they will be excluded from the lists windows.

The Archive Data function is on the Control Panel under the Company Administration Section.

The following window appears:

You have the option of choosing any combination of customers, vendors, or inventory items (or
all 3).

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Close Period

Note: You must be in exclusive mode to access this function. Please see obtaining exclusive mode
in this section for further instructions on how to obtain exclusive mode.

The close fiscal period function allows you to close periods that have already been audited and
approved. This is different from setting the earliest transaction date under company setup. The
earliest transaction date can be moved at random to reopen periods again. The close fiscal period
function cannot be undone once the period has been closed.

The Close Fiscal Period function is on the Control Panel under the Company Administration
section. The following window appears:

In this window you can choose which periods to close.

WARNING: ONCE A PERIOD HAS BEEN CLOSED YOU CANNOT REOPEN IT AGAIN. PLEASE
BECAREFUL USING THIS FUNCTION AND ONLY CLOSE PERIODS YOU KNOW ARE COMPLETED
AND NO LONGER SHOULD BE POSTED INTO.

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Finish Entering History

The Finish Entering History option is accessible through the Control Panel. It allows you to close
the entering of historical data once you are satisfied that you have entered all your historical data.
For more information on History see the Company History section.

Perform a Year End

Note: You must be in exclusive mode to access this function. Please see obtaining exclusive mode
in this section for further instructions on how to obtain exclusive mode.

The year-end function must be performed to invoice in the next (new) fiscal period (year). The
year-end function archives your previous year (if it exists), moves your current year into the

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previous year, and then rolls up your revenue and expense accounts and does the final journal to
retained earnings.

You should only preform a year end when all processing has been done to the current previous
year (2 years ago) as this period will become archived. You can still post freely in the previous year
(current year before year end) allowing you to perform a year end immediately when the new
year begins and not hold up your business. This makes 13th period schemes obsolete.

The Perform Year End function is on the Control Panel under the company administration section.
The following window appears:

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Furthermore, should you wish to perform a year end and would still like to process in the past
financial year, please make sure that the “set earliest transaction date to 1st of new year” option
is UNTICKED. See screen below:

NB: WARNING: YOU CANNOT REVERSE A YEAR END. PLEASE MAKE SURE YOU HAVE A BACKUP
COPY OF YOUR COMPANY DATA BEFORE PERFORMING THIS FUNCTION.

Obtaining & Releasing Exclusive Mode

Exclusive mode effectively sets the company in single user mode in SQL Server so that only you
can gain access to it. This protects data integrity by ensuring that other users are not working in
the system while you are performing administrative functions.

Obtaining & Releasing Exclusive Mode

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The Exclusive Mode function is on the Control Panel under the
Company Administration Section. If successful (no users are in the system) then the menu item
will become checked and it will now read "release exclusive mode". Select this again to release
exclusive mode.

While a company is in exclusive mode the main company selection window (when Palladium
starts) will also show exclusive as the company status to inform users that the company is being
administrated and is off line at present.

You also have the option to select exclusive mode on the Date Settings tab of the Company Setup
screen in the Control Panel.

This option is also available here should you need to modify company dates, which you need
exclusive user mode for.

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View Users in Company

The View Users In Company option is accessible through the Control Panel. It allows you to view
all the users who are currently logged on to the system.

Setting up User Accounts

Palladium Accounting uses user accounts to allow login to a company and determine what rights
each user has in the system. You must follow some basic rules in regards to user accounts:

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1. If no users are present, no login window will display allowing anyone access to the
company by selecting it.

2. If adding users, the first user must be an administrator with full access. This will be
shown at the bottom of the user setup screen as per screen below.

As the administrator, you will have full access rights to everything within Palladium by default as
per the screen below.

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You are able to change the document numbering prefix to a format of your choice. This option is
available in the document numbers tab.

You can change the prefix under the general ledger (Journal Entries & Deposit slips), Receivables
(Quotes, Sales orders, invoices, credit notes, receipts, freehand quotes & credit requests),
Payables (Requisitions, Purchase orders, purchase invoices, debit notes & bulk request for
quotations)

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, Warehousing (GRV, pick tickets, shipment & master shipments).

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GL Security

If you have designated accounts as secure (under the account setup) you can allow the user to
post into the account here. You can also choose users under the account itself, but this provides
an easy way of maintaining GL security during user creation.

After enabling this functionality, the account will appear in the GL security tab in the company
administration GL security as shown below.

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Login History/ Statistics

This tab provides information about when the user has signed onto the system and what their
current work statistics are.

Palladium accounting software comes with a built in Import & export facility for masterfiles, sales
data and inventory information.

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Server Password

By default, Palladium Accounting installs SQL Server using its default password. It is a very good
idea to change this password to enhance security. Anyone who knows your server password can
gain full access to Palladium Accounting and its data. Please keep this password secure at all times.
The function to change the Server Password is on the Control Panel under the System
Administration Section.

Choose a password that is at least 8 characters long, has upper and lower case letters, and at least
1 of the following symbols: $ # %.

Please ensure everyone is out of Palladium when you do this. Once the password has been
changed, you will need to update all the client computers with the new password using the
Servers button on the main company selection window. For more information, see the topic
"Setup Client" in this manual.

Importing & Exporting Data

The import and export options are found under the File menu on the home window and then
Import & Export as show below.

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There are many different types of information that can be imported
and exported and they are all listed under the Import & Export menu. If you are importing for the
first time, examples of the formats can be found under the Help menu and then Import Examples.
You must format your imports exactly as shown in the examples.

ou will then be taken to the below screen and be able to look at the format that you would need
to have in order for the file to import properly.

If you already have data and wish to make modifications to it, the best way is to export first and
then make changes and import back in again. That way you will have the format in a familiar
fashion as it is your familiar data.

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All the import and export windows follow the following example:

The get data button reads the data from Palladium and fills the window. Once the data is in the
window you can modify it here, or press the export button to send it to Excel.

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The load file button allows you to browse for the file that you wish to import. After selecting the
file, it will bring it into that window for you to import. Once the file is loaded, you click on the
import button. Then it will import as per below:

DATA CONVERSION

Palladium has a built-in conversion tool. See screen below:

Palladium can import from Accpac, however this will be Masterfile and opening balance. The
Pastel Partner conversion toll is more in concentrated in the data that it can import.

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The Pastel Partner not only imports the Masterfile and opening balances, but goes as far as Sales,
purchases and GL transactions history. You will first run the data Importer and then the data
extractor

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ACTIVITY

1. Create a Tax Authority / Definition called “VAT”

2. Create 2 Tax Codes: 01 – 14 %

02 – Exempt

3. Create a new Term: 60 Days from Invoice

4. Add Currency $

5. Edit the exchange rate to be $1 = R 12

6. Allocate a Budget on your current year for Wages & Salaries Account.

7. Set-up 2 Document status types: Completed Invoice – Ready for Collection

: Completed Invoice – Ready for delivery

8. Create 2 Credit Note Reason Codes: Stock returned

: Incorrectly Supplied

9. Create 2 Authorisation Codes

10. Create a Tender Type called Voucher

11. Create 2 Users:

a) User 1 – with Administrator rights

b) User 2 – Sales Person with Accounts Receivable rights as well as rights to POS

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GENERAL LEDGER

All transactions in Palladium are stored and recorded into General Ledger accounts. Your GL
accounts list is often referred to as your chart of accounts.

UNDERSTANDING THE BASIC ACCOUNTING PRINCIPALS

In Palladium Accounting, you have the following accounts:

1. Asset Accounts: Asset accounts are numbered from 1000-000 and end in 1999-9999 if you use
Palladium's predefined legend to create your chart of accounts. Your asset accounts are bank
accounts, accounts receivable accounts, and fixed asset accounts as example.

2. Liability Accounts: Liability accounts are numbered from 2000-000 and end in 2999-9999 if you
use Palladium's predefined legend to create your chart of accounts. Your liability accounts are
credit cards, accounts payable, and long terms loans as example.

3. Equity Accounts: Equity accounts are numbered from 3000-000 and end in 3999-9999 if you
use Palladium's predefined legend to create your chart of accounts. Your equity accounts hold
current and previous year’s results and ownership / shares values as example.

4. Revenue Accounts: Revenue accounts are numbered from 4000-000 and end in 4999-9999 if

you use Palladium's predefined legend to create your chart of accounts. Your revenue accounts
hold your current intake (earnings) without any sales taxes.

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5. Expense Accounts: Expense accounts are numbered from 5000-000 and end in 5999-9999 if
you use Palladium's predefined legend to create your chart of accounts. Your expense accounts
hold your expenditures without any sales taxes.

Revenue and expense accounts are usually sub divided into operating (revenue / expense) and
non-operating (revenue / expense). The difference between the two is that operating assumes
that the revenue came from, or that the expense went towards your primary business functions
(inventory would be a good example of operating revenue and expense). Non-operating would
be interest earned for revenue and phone bills for expense. They are money movements that do
not stem directly from your business operations.

SETUP NEW ACCOUNTS OR MODIFY EXISTING ACCOUNTS

From the home window go to the General Ledger tab and choose accounts. You may modify the
account by double clicking on it, or press new for a new account. The following window will
appear:

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After selecting the account you wish to edit or modify, you can go into it by double clicking on it.
Thereafter the following screen will appear:

The account number must be unique and will drive the account class (there are different classes
for each of the asset, liability, equity, revenue and expenses). The next step is to enter a
description you would like to be shown on reports and in your ledger.

From this screen you can choose what exactly you would like to edit. You can choose which
departments (under the departments tab) you would like to be associated or use the account as
per the screen below:

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Furthermore, there is a reconciliation tab that you can go into and be able to allow whether or
not to set the account up for it to be reconciled.

Under this section you can choose whether or not to set a budget for the account or not under
the Budget tab.

General ledger account security is used to prevent unauthorized users from posting into specified
accounts. You can access account security on the account window and under the security tab.

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If you wish to enable account security, check the box "enable account security" and then choose
from the list which users have rights to post into the account.

Please note: account security overrides any other security permission including administrator
rights (however administrators can always gain access to accounts and modify the security). If a
user tries to post into the account and they are not listed in the "allowed to post in account" list,
an error will occur.

Optional fields can be added with the account.

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Adding of historical information can be added as well i.e. opening balance, closing balance, etc.

Files can also be added or deleted and new ones added as and when you require them to change.

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Understanding Account Types

There are 5 account types as follows:

1. Full Account: A full account is designated with the letter (G) on the home accounts windows.
This account stands alone and does not total or subtotal into any other account.

2. Sub Account: A sub account is designated with the letter (A) on the home accounts windows.
While this account is an account that accepts transactions like a full account, it will be used for
summary calculations into sub account totals. Your sub accounts must have a sub account total
at the bottom of each set (in numerical sequence).

The account types described in 3, 4 & 5 below are generated automatically by the system.

3. Sub Account Total: A sub account total is designated with the letter (S) on the home accounts
windows. This account does not accept transactions but rather, is a place holder for totals found
by adding all the sub accounts above it.

4. Summary Heading: A summary heading is designated with the letter (H) on the home accounts
windows. The heading is used to add a break to the accounts and to group similar accounts
together (such as operating and non-operating explained above). This account does not accept
transactions.

5. Summary Total: A summary total is designated with the letter (T) on the home accounts
windows. The summary total will show totals for all accounts placed between the summary
header and the summary total. This account does not accept transactions.

Full Accounts & Sub Accounts are accounts that can accept transactions for processing. The final
3 are just place holders that summarize data for your convenience.

CHECKING YOUR ACCOUNTS ARE IN THE CORRECT ORDER

Accounts such as totals and subtotals must be in the correct numerical sequence. You can check
this from the main accounts window by pressing the check button. This will tell you if you are
missing any accounts or if everything is in proper order.

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Understanding the Account Class

Each of the accounts (full / sub accounts) will have an account class. The account class signifies
what type of money is being stored inside the account. Account classes let you organize your
accounts into categories. For example, when you select cheque or cash as the payment method
on an invoice, the program provides a list of the accounts that are set up as bank and cash
accounts so you can choose one to make or receive the payment.

Account classes also provide a more informative Statement of Cash Flows, which shows you
where your money is coming from and where it’s going. If you are familiar with Crystal Reports or
Microsoft Excel, you can also use this information to create custom reports. It’s important to set
up your account classes correctly. For example, be sure to classify your current and long-term
assets and liabilities properly, and to assign an expense account for amortization (depreciation).

This list will vary between different accounts (assets, liability, etc.). If you do not understand the
account classes, try to select one that makes sense or ask your accountant to help you.

If you are working with a revenue or expense account, you will see a "GP" designation on the
account class. This tells Palladium to use these accounts when calculating your gross profit (such
as on the gross profit income statement).

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General Ledger Departments

All money transactions in Palladium are stored and recorded into accounts. Your accounts can be
further segmented by using departmental accounting (departments). Each account will maintain
its total balance and also separate balances for each department contained in the account.

Note: you do not have to add all departments to all accounts; you can specify which departments
you have setup are allowed in which accounts you specify.

To access the departments list, go to the General Ledger menu, and click on the department’s
icon. Departments must be 4 digits long and must be numeric.

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When adding or modifying departments, you can choose the accounts in which the department
will be added, as follows:

Account Sets

Account sets are used in Palladium to link your inventory & service items to your general ledger.
It provides security and seclusion for the ledger from employees that have permission to create
inventory & service items.

Your employees only need to know the name of the account set versus the underlying accounts
when setting up new items. This also allows the financial manager to change the underlying
accounts without telling or retraining staff as to the new account to use. The financial manager
just changes the account in the account set and all items are automatically updated.

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Choosing your account sets takes some planning. It really depends on how much information you
would like Palladium to report to you each month. It is possible to create a single account set that
encompasses the entire business such as "sales". However, this setup does not offer very much
in the way of information about how your business is doing. It would be better to create an
account set for each line of business you have, i.e., "car wash", "car service", "car spares / parts",
"tune up services", etc.

This way you can easily track the gross profit you are making in each line of business category.

PARTS OF AN ACCOUNT SET EXPLAINED

Inventory account sets have 4 parts, while service sets (non-stock items) have 2. Here is what each
part is used for:

1. Asset: The asset account is where all the money (without any relevant sales taxes) is stored. As
you purchase inventory items the amounts of those items are stored in your asset account. As
you sell these items, the moving weighted average is removed and used as a COGS (cost of goods
sold) entry to obtain your gross profit. INVENTORY ITEMS ONLY

2. Revenue: The revenue account where the amount you charged for the item is stored

(Without any relevant sales taxes). This is the selling price of each item (inventory or service). This
amount is compared to expense to obtain your gross profit.

3. Expense: The expense account where the amount you paid for the item is stored. If you are
selling an inventory item, Palladium will transfer the asset amount (cost) to this expense account.
If this is a service item and you are purchasing it, Palladium will transfer the total amount of the
purchase (less any sales taxes) to this account. This account is used to find your gross profit for
the transaction and finally for the business on your income statement.

4. Variance: The variance account is used when an entry is being made by the user that needs
correction. Normally you can just use the same account as your expense account. However, it is
broken out here so that you can choose a different account to track variance.

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A good example of variance is when you buy an item for 100. You then have 1 of these items in
stock for 100. You then return that item to the supplier for 90. This would leave the inventory
unstable as you would have 0 items in stock for 10 cost. Since that cannot happen, Palladium
transfers the 10 to your variance account. INVENTORY ITEMS ONLY

A typical inventory account set

A typical service (non-stock item) account set a general ledger account set

General ledger account sets are often used to perform special transactions though the normal
purchases and sales transactions windows. An example of this would be the purchase and sales
of fixed assets. In these circumstances, you may need to link the revenue and expense portion to
a different account in the GL versus your normal revenue and expense accounts.

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Journal Codes

Journal Codes are used in Palladium during the invoicing process. In the Enterprise Edition of
Palladium, you can control which accounts your users see on the journal tab in invoices. Basically,
the financial manager has control over the entry process though the use of expense codes. While
it does take some proper planning to setup the first time, the maintenance and control it affords
is worth the extra effort. When an entry clerk is capturing your invoices, they are capturing them
under a journal code. Let’s say for example you have a telephone expense account numbered
5780-0000. You can create an expense code called "telephone" that links to your 5780 account
number. The clerk only needs to know to apply telephone expenses to the "telephone" code. If
the financial manager decides to change the account to a different account, all he/she would have
to do is update the journal code. The clerk would continue to capture to "Telephone" and would
not know anything about the underlying change in the general ledger that took place.

Please note: as additional security, you do not have to setup journal codes for all your ledger
accounts. Accounts that do not have a linked journal code will be unavailable though the invoice
entry window.

Also, for special operations, you can setup accounts other than just expense accounts (say to
purchase fixed assets, etc.).

Adding Journal Codes Manually (one at a Time)

After selecting the journal codes item from the general ledger menu, you press new. You will see
the following window and as an example would set it up like this:

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Adding Journal Code Using the Builder (Automatically)

From the main journal codes window press the code builder button. From here you will see all
the ledger accounts that do not have a journal code linked to them. To setup all accounts press
the check all button. To setup some accounts you can click them manually.

After choosing that option, the following screen will appear:

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You do lose a little control when using the builder. Instead of "telephone" being the code, the
code will automatically be assigned the ledger account number. If you prefer to work in account
numbers, then the builder would work well for you. If you would prefer to use the simple
"telephone" style, then you need to setup your journal codes manually.

Subsidiary Ledger

The subsidiary ledger allows you to enter information under each ledger account, such as
information about balances kept for multiple years, and fixed asset tags and values contained in
the account. As Palladium only keeps the current and previous years’ ledger online (journal
entries), this can be beneficial when you carry balances on items for years and years, to remember
where those balances came from and what they pertain to.

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ACTIVITY

1. Create 2 General Ledger Department: a) Training Department. b) Sales Department

2. Then link these departments to the Accounts

3. Create 2 Account Sets: a) Inventory b) Service

NOTES
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TRAINING EVALUATION FORM
KINDLY COMPLETE THE EVALUATION FORM AFTER YOUR TRAINING SESSION

Training Course: Trainer:

Company Name: Date:
Instructions: Upon completion of the course, training participants are strongly encouraged to complete this evaluation form.
Completing this form will assist Palladium Software in assessing whether or not this learning activity is the best approach for the
training need. Please circle the response below which best describes your assessment of the training.
SECTION I: COURSE EVALUATION
Can
Strongly Disagree Not Agree Strongly Comments
Decide Agree
Disagree
1. The course content matched 1 2 3 4 5
the learning objectives.
2. The course length was 1 2 3 4 5
sufficient to deliver the
content.
3. The course design (i.e., 1 2 3 4 5
materials and learning
activities) encouraged my
participation in the class.
4. The course provided 1 2 3 4 5
opportunities to practice and
reinforce what was taught.
5. The course information was 1 2 3 4 5
at an appropriate level to
understand the learning
objectives.
SECTION II: TRAINING TOOLS
6. The interactive questions 1 2 3 4 5
helped me to learn the course
information.
7. The manuals assisted my 1 2 3 4 5
learning.
SECTION III: INSTRUCTOR EVALUATION
8. The instructor was prepared 1 2 3 4 5
for class.
9. The instructor was 1 2 3 4 5
knowledgeable about the
course content.
10. The instructor was 1 2 3 4 5
responsive to questions and
other needs
11. Other Comments
12. Request a Feature

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