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Adminsoft Accounts available all over the world

Support - General

The answers to these questions all relate to recent versions of the software. As the software is under almost constant development, things change, and there may be some minor differences to the version you are using. If you are unsure of an answer, or can not find what you are looking for, please email support for guidance.


I am trying to enter text in Russian, but many of the characters do not appear correctly?

In a computer each character is represented by a number. Windows uses a table called a 'code page' to decide which character is represented by which number. Your Windows may be set up to use code page 1251 which defines the Cyrillic alphabet. However, Adminsoft Accounts was developed using code page 1252, the Western European Latin alphabet, and so all the pre-existing text in the software and in numerous external files is all based on this code page. When Adminsoft Accounts starts up, if defaults to code page 1252, regardless of your Windows settings. While this is fine for many users, it does unfortunately prevent text being entered for languages that are not based on the Western European Latin alphabet, such as Greek, Hebrew, Arabic, Russian, etc.

Can Adminsoft Accounts import data from Excel?

The software can not import data from Microsoft Excel files directly.  However, you can use Excel to export it's spreadsheet files to CSV or text files.   Adminsoft Accounts can import data from these file types.  When in Adminsoft Accounts, click on 'Setup' on the top menu bar, go down to 'System', and select 'Import Customers & Suppliers'.   You will see in there how to set it up for importing your data.  Also there is a 'Help' button that can provide further information to guide you through the process.

By the way, nearly all data in Adminsoft Accounts can be exported into several file types, including Excel files, by running a report.   It does require you to have Excel on your computer.   To do this, you simply run a report that contains the data you require, and then select 'MS Excel' as the output type.  The software will start up Excel and populate a spreadsheet with the requested data.

Our business has moved, and we need to change our address in the accounts system?

When you start up the accounts system, the very first screen (other than a login screen, if you've set it up to force users to login) is the list of company/organizations for which accounts have been set up.   Do a single left click on your company/organization, then click on the button marked 'Company Details'.  In there you can change the postal address, telephone number, fax number, email address, etc.

We are in Indonesia and our currency is IDR (Indonesian Rupiah). Many of the amounts we have to enter are in 100's of millions or larger. Many input fields do not accept large enough numbers?

This is a real problem.  Because Adminsoft Accounts is used all over the World, there are many different currencies it has to cater for.   At the time of writing (March'10), 1,000,000 Indonesian Rupiah equals 107 US Dollars, or just 3 Chilean Unidad de Fomento.   It also equals 1,362,752,222 Zimbabwe Dollars!  A massive difference in the size of the numbers.

The software is restricted to a maximum number of 999,999,999,999 in most places where numbers are input or displayed. Although many totals can appear with an extra two or three digits.  In the database, it can record individual numbers up to 999,999,999,999 and most totals are a maximum of 999,999,999,999,999 (although there isn't always enough room on screen or in a report to show all the digits), so you can enter individual transactions with numbers as big as 999,999,999,999.

This is not the case with reports. Reports are generally in landscape format, which limits the number of columns to about 95 (varies a little from printer to printer). The restriction on space is such that we have had to limit the size of the numbers printed. Unfortunately, outputting to Word, or Excel, etc. does not resolve this problem, because the report is a set format, and so will always be limited to the maximum size number it has been set up for.

For most users the size of the numbers are not a problem. Many users in countries where the financial transactions require extremely large numbers will often divide every number by 1,000 or even by 1,000,000, before entering it into the accounts system.  This is the only way of dealing with extremely large numbers, not just in Adminsoft Accounts, but in most other accounting packages.

I have developed my own software, is it possible to integrate it with Adminsoft Accounts?

Adminsoft Accounts has been developed in Microsoft Visual FoxPro. v3.062 to v3.217 uses FoxPro v6, v3.219 onwards uses FoxPro v7, and v4.000 onwards uses FoxPro v9. Some development languages can access FoxPro files (.DBF's) directly. This is fine for reading accounts data, but we strongly advise against updating the data files. There are various counters and control fields that would not get updated if you attempted to update the files directly. There is a .DLL file that can be downloaded from the developer area on this web site. The functions in this .DLL allow some updating. If you require greater functionality than the DLL currently allows, please contact technical support.

Will the accounts software be OK for Chinese characters?

I'm afraid 'no' is the short answer. At the time of writing (Aug.'14) Adminsoft Accounts uses code page 1252, which is the Western European alphabet, regardless of your Windows settings. If possible, this will be changed at some point in the future.

I can't remember my password, and so can't get back into my accounts?

For security, passwords are encrypted before they are stored in a file. There is no facility for recovering lost passwords. If you lose your password, please contact Adminsoft for assistance.

Which version of Windows will Adminsoft Accounts run under?

Adminsoft Accounts v3.xxx (ie. any version 3) will run under all PC based versions of Microsoft Windows from Windows 95 right through to Windows 8.

Adminsoft Accounts v4.xxx will run under most PC based versions of Windows, including Windows 8. But it will NOT run under Windows 95 or NT 4.

The software will run in 32 bit or 64 bit Windows. When running in a 64 bit version of Windows, all versions of Adminsoft Accounts will only run as 32 bit applications.

I tried to send an email from Adminsoft Accounts but it keeps telling me the email failed to send?

Adminsoft Accounts probably has not been setup with your email details, or not setup correctly.

Assuming you normally use Microsoft Outlook for your email, in Outlook click on 'Tools', and then 'Accounts'.  Click on the 'Properties' for the account you are using (you probably just have one account in the list, most people do). Click o the 'Servers' tab.  In there you will see a section that says 'Outgoing mail (SMTP). The address in that input field may start off with smtp. or it may be an IP address.  That is the address you need to input into Adminsoft Accounts.    Different versions of Windows and Outlook operate slightly differently, so my instructions above may not work exactly the same with your version of Windows/Outlook.  But should give you a good idea of what you are looking for and where to find it. You may also need the login name, password, and port number.

To enter this information into Adminsoft Accounts, click on 'Setup' on the top menu bar, go down to 'Miscellaneous', select 'Defaults and Variables'. Note, from Adminsoft Accounts v4.xxx on wards, this information can also be set up in the user details.

I tried to send an email from Adminsoft Accounts and got the message 'c\windows\system32\ChilkatMail2.dll failed to load' ?

The file ChilkatMail2.dll is the program that handles the email.  When you first try to send an email from Adminsoft, if this file is not set up, Adminsoft Accounts will normally set it up for you.  It sounds like something may have gone wrong with this setup process?

First step is to copy this file from the 'C:\Program Files\Adminsoft Accounts' folder (or 'C:\Adminsoft Accounts' if running Windows Vista or a later version of Windows) into the 'C:\Windows\system32' folder.  If that doesn't work, you'll need to register the file.  This is a little more complicated.  Bring up a DOS prompt (this is often lurking in the Windows Start menu under 'All Programs', select 'Accessories', and may be called 'Command Prompt'), then type in the following:

regsvr32  c:\windows\system32\chilkatmail2.dll

then press the Enter key on your keyboard.  Hopefully you will get a message saying the file has been registered successfully.  Type in 'exit' and press Enter to exit the command prompt.

If your email still fails to send, you could change the type of email system used. You'll notice that in both the general setup and in user details, you can select the email system. There are three options: Outlook, which of course is an external email system (you can not use this option to email documents such as sales invoices, statements, etc.), Chilkatmail (which is an internal mail system), and Windows CDO (also an internal mail system). Our preference (and also the default) is for Windows CDO, as this does not rely on any third party software being loaded up. So set your email system to Windows CDO and try that.

This should get your email up and running.  Don't forget to give Adminsoft Accounts your email SMPT details. If it still doesn't work, please see the section Frequently Asked Questions for a more detailed resolution to email problems.

Is it be possible to use a comma "," as decimal point (i.e. 100,00 in stead of 100.00)?

In deciding how to handle number formats (and date formats), Adminsoft Accounts looks at your Windows setup. If Windows is setup to use a comma, then Adminsoft Accounts will follow suite. If you want the accounts system to have a different setup to that of Windows, click on 'Setup' on the top menu bar,go down to 'System', and select 'Setup Country/Region Data'. On the left hand side, just over half way down the form, you will see where you can set up date and number formats.

A message appeared telling me a record could not be found and I need to re-index?

To re-index, click on the 'Setup' option on the top menu bar, go down to 'System', and select 'Database - Re-index'.

Make sure you don't have any other forms open at the time, such as customer details, or invoices, etc. And if networked, make sure there are no other users in Adminsoft Accounts.  From this reindex option you can reindex any part of the system you wish.  By default it will reindex nearly all of it, and it's probably best to let it do that.  So just click on the 'Begin' button.  Unless you have a lot of accounting data, the reindex will only take a few seconds.

In theory, reindexing the database should never be necessary.  Things that can cause the index files to become corrupt are computer crashes, power outs, power spikes, the accounts software hanging (and perhaps having to be closed by Task Manager), or closing down Windows when the accounts software is still running.   If none of these things have happened, it could indicate a Windows or hardware problem.  If you find you need to reindex regularly, you need an engineer to check over your computer and/or Windows installation.

I have run a VAT period end and have just noticed I have made a couple of mistakes which need correcting. Is there a way to correct any mistakes or undo the VAT period end?

It is possible to undo a VAT period end. Click on 'Setup' on the top menu bar, go down to 'Nominal Ledger' ('General Ledger'), and select 'Undo Sales Tax/VAT Period'. Enter the period end date and click on the button marked 'Undo Last Period End'. You can then make any changes you wish to transactions in that VAT period, and then run the VAT period end again.

As I am not VAT registered I do not want VAT appearing on my invoices etc. Is possible to run it without being VAT registered?

It is quite possible to use the software without being VAT registered.  Simply use VAT code zero for everything, so no VAT liability is created.  Your sales invoices will still show a sub-total for VAT.  Even though that sub-total will be zero. However, you can remove this by modifying the invoice layout

When I installed the software I entered the details of my company, but now I want to change those details?

When you enter the name and address during installation,it registers that company/organization as a licensed user. The only way to change the software licence details is to delete the file that contains the licence information.    The file is called sys_ap.dbf and lives in:

c:\program files\Adminsoft Accounts\system

or if you're using Windows Vista or a later version of Windows:

c:\Adminsoft Accounts\system

After deleting the file, when you start up the accounts system again it will ask you to re-enter the name and address for the software licence.   Your existing accounting data will still be there, and will not be effected in any way.  BUT, backup it up first, just in case!

Is it possible to set a system date for posting to Adminsoft Accounts, other than today's date?

Yes it is. Click on 'Setup' on the top menu bar, go down to 'General Ledger' (or it may be 'Nominal Ledger' on your system, depending on where you are in the world), then select 'Account Periods'. There is a prompt 'Accounts system transactions:', 'use TODAYS date' will be ticked. Click on it (to un-tick it), and then enter the date you require to the right of it. The accounts will then ALWAYS use this date until you tell it otherwise.

How do the tax bands work in the payroll?

The payroll was developed specifically for the United Kingdom, and so is based on the UK income tax system. Although with a little adjustment to the bands/rates it does appear to work in many other countries. The 'Income Tax Bands' works using tax codes that start with a number and end with the letter 'L'.    For example. lets say you set up the following tax bands:

Start of Band    Rate%
            0.00    10.00
  10,000.00     20.00
  20,000.00     40.00

These bands are for earnings over the year.   If use the tax code 0L for an employee, the employee will get taxed at 10% on their annual earnings up to 10,000, after that they get taxed at 20% up to 20,000, and any earnings over 20,000 get taxed at 40%.

The number in front of the tax code 'L' is free pay.  So 100L means the first 1,000 they earn over the year is tax free, 2000L would mean the first 20,000 is free, and so on.  The number in front of the 'L' is always one digit less than the annual free pay.  I don't know why, it's just the way our Government do it!

So an employee with a tax code of 100L who earns say 15,000 a year, would pay no tax on the first 10,000, and then 10% tax on the rest.    An employee earning 35,000 on a tax code of 200L would pay no tax on 20,000, 10% on the next 10,000, and then 20% on the rest (ie. 5,000).

The payroll will work out the tax based on annual earnings, even though the employee is being paid once a week or once a month.  If their pay goes up and down, the payroll will adjust the tax accordingly.  So over the year it should work out.

The information that appears in lists does not fit the width of the list. It seems to bleed off to the right, and so one or more columns of information are missing?

This is a rare problem, and can happen when Windows is missing one of it's standard fonts. The font is 'Courier 12,12,15 (VGA Res)'. If you install this missing font, it should resolve the issue.



If the information you require is not here, send an email to support@adminsoftware.biz







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2018-10-24 Wednesday: How safe is your data? I don't mean the data you hold about other people or organizations, I mean the data that's held about you. Things like postal address, date of birth, political leanings, sexual orientation, bank details............ more
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