Accounting Options Abacus

If you are using Abacus as your accounting package, please read the following instructions on how to set the accounting options. KVS will not interact properly with your accounts unless these options are set correctly.

How it works

In KVS, you enter bookings, which KVS then invoices and posts directly in your Abacus accounts. For every booking which is invoiced (or credited), the following happens:

KVS checks whether the student has an address and a customer account. The number of the Abacus address is stored together with the KVS address, in the field AccountID. If the field is empty or if the customer account does not exist, a new address and customer account are created and the address number stored in the AccountID field.
The booking, including course material, is booked according to the current accounting options.
The booking is marked as "posted".

Setup

Before you set up KVS to use Abacus, you must set up Abacus so that KVS can access the accounting data. In the Abacus "Benutzerverwaltung" you must create a user called KVS. The use KVS must have sufficient privileges to administer addresses, customers and customer transactions. Set (and remember) a password, since you will have to enter it in KVS under the accounting options.

Accounts

Package: "Abacus" must be selected.

File: The number of the set of accounts (Mandant) you are using, e.g., 7777.

Set of accounts: Leave empty.

Taxes

Tax system: Abacus supports the selection "Value-added tax". If you select "No taxes" or "Sales tax", an error will occur when you export invoices and credits.

Tax ID: A tax ID number that can be printed on invoices and credits

Prices include tax: Check this if your prices include tax.

Tax code for courses: Select the tax rate that is applicable for courses.

Accounting settings

Receivables: Leave empty.

Password: The password for the set of accounts (Mandant) you are using.

Bookings: The number of the account to book bookings against. This is normally a liability account (e.g. advance payments) or possibly an income account.

Course material: The number of the account to book course material against. This is normally an income account.

Course fees: The number of the account to book course fees against. This is normally an income account.

Rounding: How invoice amounts are rounded by KVS.

Name	Description	Example
No rounding	KVS does not round amounts at all	$1.37 is rounded to $1.37
Round to next 0	KVS rounds to nearest 0	$1.37 is rounded to $1.40
Round to next 5	KVS rounds to nearest 5	$1.37 is rounded to $1.35

The formatting of currency amounts is specified by the system currency settings under Regional Options on the system Control Panel.

Offset: An optional offset between the ID in KVS and the ID in Abacus. If the KVS ID is 100 and the offset is 1000, the Abacus ID will be 1100.

Special invoice formats

Invoice type: KVS supports a number of special invoice formats. For a general invoice format, select "--". If the invoice format you use is not listed, contact us - we may be able to help.

VESR: Only required for invoice type ESR and ESR+ (Swiss invoice formats).

Important note: The KVS VESR ID must correspond to the Abacus VESR Code, which is a number.

The BankID is the internal number of your account at your bank. If you are using a postal giro account, leave this field empty. Your bank should provide you with this number. The prefix of the external participant number of your bank in the first field. It is normally two digits long, e.g., "01". Your bank should provide you with this number. Enter the suffix of the external participant number of your bank in the second field. It is normally four to five digits long, e.g., "26958". Your bank should provide you with this number.

Important note: to use ESR format, you require the OCR-B font. Also, although KVS implements the official ESR standard, you should have the payment slips approved by your bank. For instance, it may be that your bank accepts only the 27 digit format for ESR. In that case, you must set the 27-digit ESR only checkbox.

Tax codes

Name: Enter the name you would like to give the tax code.

Rate: Enter the "Steuercode" in Abacus.

Account: Leave empty.

Payment methods

Name: Enter the name you would like to give the payment method.

Type: Select "Cash sales" if this is a payment method where you consider the amount due as paid, e.g., on-the-spot cash, credit card or check payments. Select "Invoice" if this is a payment method where payment occurs at a later date, e.g., by electronic bank transfer.

Account: Enter the Abacus "Belegart" you would like to be used with this payment method, e.g. "R".