1) Deleting individual data vs. Deleting all data in the UBS system
- Deleting Individual Data > means it will just delete the transaction and the batch titles data. The chart of account and also the opening balance will stay remain and will not be deleted. To do so, we need to go to Housekeeping --> Clear Files/Generate Sample Chart, and then we just need to choose the second option which is "Clear only transactions" and then click OK.
- Deleting All Data > means that all saved transactions, account numbers and the batch titles of da will be deleted. We can partially clear or delete all of the data in the system. To do so, we need to go to Housekeeping --> Clear Files/Generate Sample Chart, and then we just need to choose the first option which is "Clear both chart of accounts & transactions" and then click OK.
2) Backup vs. Restore
- Backup > it is a compression of multiple data files into one compressed file and then we need to transfer the compressed file to the floppy disk. First, we need to select Diskette Drive to C drive. When we do backup, the system will generate a file with name BACKUP.ACC.. After that, we need to rename the file with a new file name, so that it will be easy for us to do another backup file.
- Restore > it means we decompress the compressed file from the floppy disk/UBS flash drive in order to recover back the multiple original data files which it should be stored back into the UBS system. Before we want to do the Restore, we need to make sure that the name of the file is BACKUP.ACC because the system can only read BACKUP.ACC file.
3) Add Entry vs. Quick Entry
- Add entry > it is a single transaction entry procedure. When we key in amount in the debit entry, we have to key-in the credit entry as well in order to complete the double entry concepts. We must remember to click 'SAVE' button once we done adding amount in the debit and credit entry, if not all the transaction that we have done will lost.
- Quick Entry > it is a double transaction entry procedure. Once we enter one side of the double entry, the system will generate the other side of the entry automatically. What we need to do is just nominate the Master Account. For Master Account, we can choose any double entry account which means that the account's entry will be handled by the system.
4) Lock vs. Unlock Batches
- Lock batches > it is a step in order to prevent the batches when we delete the transactions. We can choose any batches for us to lock by doing a few steps, which are by go to 'Transactions --> Organise Batches. We just need to highlight the batches that we want to lock and click "Lock' button. There will be a symbol of letter 'L' at the side of the batches column which means that it is already locked.
- Unlock batches > it is to make the batches in an available to delete. The symbol of letter 'L' will be disappeared from the batches.
5) Special Account vs. Non-Special Account
- Special accounts > there are two groups, which are the group that require certain function and for the accounts that require certain specification to obtain the effects when we want to print the reports. The examples of the first group which is he group that require certain function is like stock account, manufacturing account, payment voucher and etc. For the second group, the group for the accounts that require certain specification to obtain the effects when we want to print the reports are like header settings, spacing single line, subtotal and etc.
- Non-Special accounts > it is an account that not require certain function or certain specifications. It will result by not giving any effect when we print the accounts.
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