GST SmartBook Online Book - Page 1
Use this online guide book and the program help files, quick start help and 'How Do I' help.
1. Installing the Software
Running the Program, Registering the Program
2. Getting Started
First Use of the Program, Business Details Form,
Account Opening Balances, Quick Setup, Add or Edit Employees,
Completing Setup, Future Uses
3. Screen Layout
4. Getting Help
Tool Tips, Detailed Help
5. Adding or Editing Accounts
Adding Accounts, Editing Accounts
6. Cash Receipts & Payments
Adding Transactions, Editing Transactions, Viewing Transactions
7. Go Menu Popup Forms
Customers, Suppliers, Payees and Jobs, Employees,
Opening Balances, Stock, Accounts, Cash Books, Reminders
8. Payroll Transactions
Adding Transactions, Editing Transactions, Viewing Trans
9. General Ledger Transactions
Adding Transactions, Editing Transactions, Viewing Transactions
10. Reports Page
Viewing Reports, Business Activity Statement, Trial Balance,
Profit & Loss, Balance Sheer, Instalment Income, Taxes Payable,
Accounting for Taxes Payable
11. Printing
12. Exporting
13. Business Files
Opening Files, Creating New Files, Editing Files
14. Add a New Financial Year
15. Support
Find the downloaded file (called brightspark.zip) on your
Desktop or in whichever directory that you saved the program. Double click on this
file to extract the Setup files in your Zip utility eg Winzip.
Double click on the Setup.exe file to commence the Installation process and then simply
follow the prompts from the Installation program.
When the installation is completed you will be able to launch
the program immediately.
Running the Program
To start the program on all future occasions you can either
double click on the GST SmartBook icon on your Windows
Desktop or select Program Files -> Brightspark -> GST SmartBook
from the Start button menu.
Registering
This program will run as a trial for a period of 30 days from
installation. After this time you will need to obtain a
registration 'unlock' code to continue operating the software.
You can get this code by calling Brightspark Financial Software
on 1300 308 248 and providing details of your purchase.
The registration screen will appear each time you start the program
until the unlock code is keyed in.
If the program isn’t already started double click on the GST Smartbook
icon on your Windows Desktop or select Program Files ->
Brightspark -> GST SmartBook from the Start button menu.
First Use of the Program
When you first run the program it will load a wizard to help
you set up your business. The wizard displays the Business
Details form, the Opening Balances form, the Quick Setup form
and the Employees form (if applicable).
Business Details form
The Business Details form is where you create your business file.
• Enter the name of your business and your Australian Business Number.
You can edit these details at a later stage.
• Select the first financial year for entering transactions.
A financial year goes from 1 July to
30 June and is identified by the year at 30 June.
• Leave the default GST sales rate at 10 % or enter a special rate if
you have applied for one with the Australian Tax Office.
• Select a business type so that applicable accounts are created
for you automatically. You can add or edit accounts as required.
• Enter the Instalment rate provided to you by the Australian
Taxation Office. Your accountant can help you with this if you
are unsure of the rate.
• Leave the Varied Instalment rate and reason unless you
have specifically applied for a variation from the Taxation Office.
• Press Enter when you have set up your business details.
Account Opening Balances
The Account Opening Balances form will open automatically
after you enter your business details but can be opened at
any stage by selecting Opening Balances from the Go menu.
You can enter opening values for any ‘Balance Sheet’ accounts that
you had from the previous financial year. For example your bank
account may have had a book value of $15,000 and the superannuation
payable account may be $2,000. You can either enter these balances
on this form or create a General Journal for these entries.
If you have never kept balance sheet records before you may
choose to leave this section or to seek the assistance of
your accountant.
• Select the applicable balance sheet account.
• Enter a value for each account. Enter a minus value for credits.
Quick Setup
The next form in the wizard allows you to quickly enter
up to 10 customers, suppliers, payees and employees. You can add
and edit these items and add more details from the Go menu on
the main page but this form simply allows you to set up the
names of each item on one form.
Customers and suppliers appear on the first page. Click the ’Next’
button to display the second page with Payees/ers and Employees.
You may find it a good idea to enter employees by their last name
then a comma and their first name so that employees appear in
correct name order. Eg Smith, John.
Add or Edit Employees
If you had entered any employees in the Quick Setup form the
Add or Edit Employees form will open automatically so that you
can enter important pay rates and tax details. You can open
this form in future by selecting Employees from the Go menu
on the main page.
You can add or edit any number of employees from this form.
Move through the employees using the Back and Next buttons
or use the drop down list box to jump straight to a
particular employee.
• Enter or modify the employee’s name and address.
You can store any details in the address fields.
• Enter the normal and overtime pay rates. These rates are
used to simplify data entry in the Payroll page so that you
only have to enter the hours and the totals will calculate
automatically.
• Optionally enter the employee’s tax file number.
• Enter the total rebates for this employee as per their
Employment Declaration form.
• Check the appropriate tax settings based on the employee’s
declaration form. These settings for tax file number, residency,
threshold and leave loading determine the income tax schedule
used for each employee.
Completing Setup
When you finish entering employees the program will load the
Cash Receipts & Payments page ready for transactions.
Future Uses
When you open the program on future occasions it will
display the Cash Receipts & Payments page at the last
recorded period.
The GST SmartBook main screen has a menu and toolbars and
displays four screens including the Cash Receipts & Payments page,
Payroll Transactions, General Ledger Transactions and the
Reports page.
You can quickly move between pages using the four screen icons
in the main toolbar or by selecting the appropriate page from
the Pages menu.
Cash Receipts & Payments
Most transactions will go onto this page.
Payroll Transactions
Enter basic payroll information and automatically create
journal entries.
General Ledger Transactions
For those non cash entries such as recording
depreciation on assets.
Reports Page
Displays your Business Activity Statement, Profit and Loss
statement etc.
The GST SmartBook program offers a number of help features
designed to complement the simple program layout.
Tool Tips
For basic assistance simply hover your mouse over any labels
or values to display tool tips. You can right click your
mouse on any part of the screen to display a popup menu
of common tasks.
Detailed Help
You can get detailed help on any topic by pressing the F1
function key or by selecting Contents from the Help menu. The help
files are in html format which is the standard format for
internet pages. Click on the links in the contents for more
information on each topic.
The GST SmartBook sets up basic accounts for you but you can add
and edit accounts at any stage. Select Accounts from the Go menu
or click on the ‘=’ or ‘+’ symbols above the Account list box
in the Cash Receipts & Payments page or the General Ledger
Transactions page.
Adding Accounts
In the GST SmartBook accounts are grouped by Account groups
(such as Sales, Expenses etc) and GST groups so that all GST
calculations are done automatically. When the form opens you
can create a new account from scratch or copy the details
from an existing account.
The first steps assume that you are copying an existing account.
Start from the second set of steps if you are creating an
account from scratch.
Copying
• Click on the ‘+’ symbol above the Account list box or
select Accounts from the Go menu to open the form.
• Ensure that the list box at the top right of this form shows
<< Add New Account >>.
• Click the Copy button to display a box with a list of
accounts and extra buttons to copy accounts.
• Select a similar account from the drop down list box.
• Press the ‘Apply’ button to copy the original account’s details.
The account name will show ‘Like Original Account Name’ and
allow you to modify the name as required.
Creating the Account
• Enter or modify the account name. The account name is the
only field in the program that does not automatically capitalise.
This allows you to enter any combination of letters (eg GST, PAYG).
• Accept or modify the applicable Accounting Group.
You may wish to consult your accountant about accounts and
groupings but the following examples should make your
selection easier.
Group
Sales: Products you sell
Purchases: Buying stock items
Other Income: Interest Received
Wages: Net Wages
Expenses: Electricity, Phone
S/Term Assets: Petty Cash
L/Term Assets: Furniture <= 2002
Pooled Assets: Furniture >2002
S/Term Debts: Union Payable
L/Term Debts: Bank Loan
Equity & Drws: Drawings
Cash Books: Your Bank Accts
Income Tax: Tax on Income
GST & PAYG: Payments on BAS
• Accept or modify the applicable GST Grouping. Most sales items
will go in the G1 GST Supplies grouping and most purchases and
expenses will go into G11 GST Acquisitions grouping. If you buy
assets these normally go into G10 GST Capital and non GST
items such as food go into G14 GST Free Acquisitions.
• Select whether the account is included as part of your Instalment
Income. Normally only the Sales accounts will be included.
• Select the default direction for the account. Sales, Debts and
Equity accounts are normally Credits and Purchases, Expenses and
Assets are normally Debits. You are not limited to the default
direction when entering transactions.
• Select whether the account is a cash account or only to be used
in the general ledger. An example of a ‘general ledger only’
account is Depreciation. Each month an entry is debited to the
Depreciation expense and credited to the Accumulated Depreciation
account. No cash changes hands.
You can add or edit any number of accounts when the Accounts form
is open. When you have added or edited all accounts as required
press the ‘OK’ button to save your changes or the ‘Cancel’ button
to close the form without recording changes. Check the ‘Cancel
button clears Additions’ if you want the cancel button to also
delete any accounts added since the Accounts form was opened.
Editing Accounts
You can modify any of the account details and all reports will
update automatically. If you change an account from one GST
grouping to another you need to consider the impact on previous
Business Activity Statements.
If you change an account from one where GST was applied to one
where GST is not applied you will have to change individual
transactions and modify the GST calculations.
This page allows you to add, edit or view any cash transactions
such as paying for goods or services and receiving money for sales.
The page is divided into 3 sections. The top section contains the
Editor bar where you will add or edit transactions. The middle
section contains the list of transactions or the results of any
query. And the bottom section contains the Viewer bar where
you can select the type or period of transactions that you
wish to display.
You can enter transactions for any month regardless of the 'From'
or 'To' months selected in the Viewer bar. If, however, you
change the Financial year or the Cashbook, the display will
update automatically and you can only enter transactions for
the selected year and the selected cash book.
• Enter the transaction date which must be within the current
financial year shown at the bottom of the screen.
• Enter an optional reference such as a cheque or receipt number.
• Select the account group. The Accounts in the next field will
update automatically for the selected group.
• Select the appropriate account. Click on the ‘=‘ symbol
(or press F2) if you want to edit the current account and
the ‘+’ symbol (or F3 key) if you want to add a new account.
More information about adding and editing accounts is available
from the previous section in this guide book.
• Choose the direction of the transaction.
Rec is for cash receipts and Pay is for cash payments.
The direction will be set to the default direction when you
select an account. If you change the direction the box will be
coloured orange as a warning.
• Enter the Gross, Net or GST value. The remaining two values
will be calculated automatically based on the account’s GST
grouping.
The amounts can be edited at any stage but you will not be
allowed to add or update transactions where the Net and GST
values do not add to the Gross value. Payments of tax for GST
and PAYG that are made to the Tax Office will be shown as
Gross and GST amounts only.
• Enter some optional details about the transaction.
• Select a Customer, Supplier, Payee or Employee as applicable.
This box will display customers for sales accounts, suppliers for
purchases accounts, employees for wage accounts and payee/r for
all other accounts.
• Select a job name. The job is simply a method of recording
your transactions in a specific grouping. You may for example
choose to set a job up for a specific project or product release.
Tip: With all drop down boxes you can start typing the first
letters of the desired account, customer etc to scroll directly
to that item.
You can enter the date that the transaction appears on the bank
statement to assist you in reconciling your bank account.
• Click or Enter on the Add button to complete the transaction.
The transaction will now appear in the list of transactions
and the fields are cleared for the next entry.
Editing Transactions
Editing a transaction is simply a matter of putting the
highlighter on the relevant item in the transaction list
and then pressing the Enter key or double clicking
with your mouse.
• Change any entries as required and then press the
Update button.
If you want to delete a transaction simply edit it as
shown above and, set the Gross, Net and GST values to nil
and then press the Update button. You can recover deleted
items by selecting ‘Show Nil’ in the current Query before
editing the transaction and entering new values.
Viewing Transactions
Use the bottom Viewer bar to organise your data into any
number of different views. You may choose to view account
subtotals or payee balances for the March quarter in the
current financial year.
• Select the first and last months in the viewing period.
You can click the >> button to jump from quarter to quarter
(July - Sep, Oct - Dec, Jan - Mar, Apr - June and
then July - June).
• Select the current financial year.
• Select the current cash book.
• Select the current ‘query’ from a number of predefined
queries or click on the ‘=‘ or ‘+’ symbols to edit the
current query or to add a new query.
• Check the Sorted box to display transactions in date
order or subtotals in alphabetical order.
• Uncheck the box to see the transactions in the order
that they were entered.
• Press the View button to display the results of
your current query.
If you choose to display subtotals in your query you can
double click on any subtotal in the main list to display
the underlying transactions that make up that total. Double
click again to edit that transaction. The next section
gives you more information on the popup forms including
the Query form.
[ Next Section ]
The information presented on this website does not constitute financial advice and is for general
purpose use only. You should always consult your financial advisor before making investment
decisions.
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