First of all, we have to install the Sage UBS system into our computer or laptop. It is a very simple installation system. Just follow the instructions given in the Sage UBS's work book according to the edition or version that you have bought.
Below are the steps and skills that we have learned so far. It is attached together with pictures of examples.
1. Once the installation is completed, enter the UBS system. The first thing that will appear on the screen is that the selection of company. We have to create new company or select your previous company date. It is better to make new company for beginners.
- Click the 'Add' button and then enter the company's name including the directory.
- After entering the company's name, click 'Save' and then 'Cancel'.
- Your company's name will then be saved like the example below. Click on the company that you have create earlier and press 'Select'.
2. The log in to UBS accounting screen will appear as shown below.
- Select the user as Admin and enter the password accordingly.
- Do not forget to change the date of your business.
- Once everything is filled in, press 'Sign In'.
3. The main menu screen will appear once you have successfully logged in as shown below.
4. Update your company's profile by pressing on 'Housekeeping' then 'Setup' and finally 'General Setup' as shown below. Once everything is finalized, press 'Ok' as shown below.
5. Press on the 'General' which is numbered as '1' on the top screen to filled in the general ledger with its own number of account, account type and special account type.
- Press 'Add' to create your chart of account. Fill in the details that is needed and finally save it like the example shown below.
6. After entering all chart of accounts, you will need to check the accounts that is entered earlier is correct or not by pressing on the 'General' which is numbered as '3'. A screen will appear as shown below.
- If the chart is wrong, you can just double click on the one that is wrong to edit it and finally save it.
7. The next step is to create batches for the business which is to press on the 'Transactions' and select option number '2' which is 'Organise Batches'.
- Press 'Add' and fill in your batches until it is complete as shown below.
- Press 'Exit' once everything is done. It will be automatically saved and if you want to edit it, you will just go to the same option like the one in the first place in organizing batches.
8. The next skill is to back up the file that you have created. Press on 'File' on top of the screen and select 'Backup and Restore'. Choose 'Backup' only as you only want to back up the file.
- Select on which disk drives which is C or D to save the file of your back up as shown below.
9. Close the UBS system and check on your 'My Computer' to see the back up files that is saved earlier.
- Rename your file and save it again as shown below.
10. Enter the UBS system again and go to 'Housekeeping' to update the company's profile.
- After that, stay on the 'Housekeeping' option and press 'Clear Files/Generate Sample Chart' to delete the previous information that is set earlier.
- Select the option of clearing both chart of account and transactions as shown below.
11. Re-enter new chart of accounts like the one that is shown in step number 5. Below are the example of how to edit the chart of account.
- Press 'Save' once everything is edited and confirm.
12. Re-enter new batches like the one that is instructed in step number 7. Below are the example.
13. Enter business transactions by pressing 'Transactions' and choose 'Transaction Files Maintenance'.
- Add transactions for example Debit Bank and Credit Capital for RM 50,000 respectively. Below are the examples of transaction made.
- Enter all necessary transactions and finally exit.
14. Repeat step number 8 to back up the file so the transactions are all saved.
All in all, these are the skills that we have learned so far (04.12.2012). :)
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