Accounting Options Sage Sesam

If you are using Sage Sesam 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 "booked".

Accounts

Package: "Sesam" must be selected.

File: The network path to the Sesam data you are using. This should be the path to the directory containing the data for the set of accounts (Mandant) you are using. Warning: This path may not contain any blanks, and the file name no "."!

Set of accounts: Leave empty.

Taxes

Tax system: Sage Sesam supports the selections "No taxes" and "Value-added tax". If you select "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 if you selected "Value-added tax" as your tax system.

Accounting settings

Receivables: The number of the accounts receivable (Debitorenkonto) KVS should use in the set of accounts you are using. With Sage Sesam, KVS books all transactions, whether cash, credit card or invoice, via accounts receivable. For a cash or credit card sales, the open invoice (offener Posten) is paid from the account indicated in the table of payment methods.

Password: The password for the set of accounts (Mandant) you are using. The password must be that to a level where transactions can be entered. If you are using Sesam version 5 or higher, leave this field empty.

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 Sesam. If the KVS ID is 100 and the offset is 1000, the Sesam 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). 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 percentage for the tax code as a decimal, i.e., enter 17.5% as 0.175.

Account: Enter the number of the Sage Sesam account for the payment method. For payment methods of type "Cash sales", this will be your petty cash, your due from credit card or your uncleared checks account. For payment methods of type "Invoice", this will be an accounts receivable account. This account does not have to be the same as the Receivables account above.

Payment methods

Name: Enter the name you would like to give the payment method. For payment methods of type "Cash sales", you can choose any name, for payment methods of type "Invoice" you must enter a name of a Sage Sesam payment method. Enter the "Kürzel" of the "Zahlungsbedingung". You can find the predefined Sesam payment methods under the Sesam menu item Bearbeiten: Zahlungsbedingungen.

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.