Details that needed to be updated in the UBS system

1st step > Double click to UBS system and enter into the 'select company' page. 

2nd step > Click ' Add' to create a new company and a new directory for the company such as aiza_Bia and directory such as asgn1, asgn2.

3rd step > After finish creating the new company name then we have to click cancel and double click the newly created company name.

4th step > Once done with than the next step is we must key in the user name as admin and the password as UBS and also the date. The year of the data will be based on the year the document have been prepared. After we sign in 'setup wizard' will pop out and we will not like to update information there, so just click cancel.

5th step > Next, we have to update the company information in housekeeping. First g to 'housekeeping' then 'setup' and finally 'general setup'. Here we have to change the company name, address, reference number and also accounting period. For example, the current accounting period will be 01/01/2010 until 31/12/2010, we need to enter 31/12/2009 at last closing accounting closing date column. 

6th step > Finally click 'OK' and company setup is done. Then we can start with chart of accounts, batches etc.

Such as below : 

      (1)      Create chart of account

         Just make a list of the accounts that apply to our business. Don’t panic if we can’t think of every type of account we may need for our business. It’s very    easy to add to the Chart of Accounts at any time. When we add accounts to a Chart of Accounts, remember to distribute the revised list to any employees that use this list for recording transactions into the bookkeeping system.         Employees not directly involved in bookkeeping will need a copy of the Chart of Accounts if they code invoices or other transactions and need to indicate to which account those transactions should be recorded.

  (2)      Organise Batches

• Batch Type is an additional indication for Batch Title and will appear in       View Ledgers and Print.
•  Batch = Ledgers reports only with some customization.
• The customization: step 1. at Data Environment, look into the table glbatch.dbf.
•  Step 2. Drag and drop the field
•  Step 3. Go to Reports ----- View Ledgers, select the Bank Account No. and click Ok to preview. 
• The batch type will appear.

     
     (3)      Enter Transaction

In Dealers Setup -- Page 1, check Allowed Insert Transactions, click on OK.

  Go to Transactions --Transactions File Maintenance,point to the location where you wish to insert·  the transaction, click on Insert,select Batch Number, key in Transaction   Number,and Number of transaction accordingly, click on OK.

Our Project Experiences

          The first step for the project is getting MSU student Confirmation letter from the Faculty of Business Management and Professional Studies [FBMP]. Why? Because the letter is an evidence and confirmation to the outsiders to prove that we are students from MSU. Therefore, this letter is an important element in this project. With this letter, the company will become more confident to give us the permission to use their company's private and confidential information and documents.

           

           Next, our lecturer ask us to find a company before our mid semester examination and the company must use Manual Accounting System within the company. Besides that, we need to convert the Manual Accounting System into the UBS Accounting System and must make a report on it. We have mixed feelings regarding this project because it was not an easy task to obtain the confidential information. As not all companies would easily give their private information to outsiders. We are worried that we are not able to collect the various sources  of documents of that particular organization for at least six month period to accomplish this project.

       

           It was hard for us to find the company .We get  the same feedbacks from the companies and they would normally gave us the same excuses which are that all the details about their company are private and confidential. And because of that they could not simply give the information to outsiders.  More  than six companies that we had asked for their source of documents. Unfortunately, we haven’t succeeded yet and are still searching for an Enterprise Company that will give an approval and permission for us to use their business or company transaction to do our UBS Project.  

Thank you!