Business Builder - Profit & Loss:

INTRODUCTION:

The Business Builder – Profit & Loss module is designed to allow you to enter all expense and income items to track profit and loss. Each expense and income item is placed into categories and summarized on the front screen. Categorized expense items are displayed in Section 1 on the left and income items are in Section 2 on the right. Section 3 shows the Net Income for the Month/Year selected and Section 4 shows the Year-To-Date Income or Loss. The toolbar located at the top of the screen allows you to select other profit and loss projects, months, years or output page size.

When you open the Profit & Loss module the first time, it will look like the screen above. To begin using this module, you must first enter the category names for both expense and income items. After you have entered the categories into the system for the first month, other months will automatically display these. Use the instructions below to enter your categories.
How to Enter Several Income Categories at One Time:

Right-Click the mouse on the Section 2 - Income Table (the area with lines)
Select Category Menu... .
Click on the [Add] button or use Alt+A.

Type the Income Category Name (example: ‘Commissions’, ’Referrals’, etc…).
Place a checkmark in Default Item to display this category each month.
Select the Category Type (The Default is ‘General’).

Note: Other Category types can be added using the [...] button.

Category Types are used to group Income and Expense Categories for reporting purposes.

Press the [OK] button to accept the Income Category Settings.
Repeat Steps 3 – 7 for each Income Category Item.

Adding Several Income Categories to the Selected Month:

After all Income items have been entered, you must select the categories that you want added to the selected month.

Place a checkmark on each Income Category Item you want added to the current Month/Year by using the mouse to click inside the box or click on [Select ALL].
Press the [OK] button when you are finished selecting the category items to add them to the current Month/Year.

How to Enter Several Expense Categories at One Time:

Right-Click the mouse on the Section 1 Expense Table (the area with lines).
Select Category Menu... .
Click on the [Add] button or use Alt+A.

Type the Expense Category Name (example: ‘Payroll’, ’Phone’, ’Rent’, ’Insurance’, etc..).
Place a checkmark in Default Item to display this category each month.
Select the Category Type (The Default is ‘General’).

Note: Other Category types can be added using the [...] button.

Category Types are used to group Income and Expense Categories for reporting purposes.

Press the [OK] button to accept the Expense Category Settings.
Repeat Steps 3 – 7 for each Expense Category Item.

Adding Several Expense Categories to the Selected Month:

After all expense items have been entered, you must select the categories that you want added to the selected month.

Place a checkmark on each Expense Category Item you want added to the current Month/Year by using the mouse to click inside the box. Or click on [Select ALL].
Press the [OK] button when you are finished selecting the category items to add them to the current Month/Year.

Adding Income/Expense Entries:

Adding Income/Expense entries can be done two ways: Individual Entry or Group Entry.

Individual Entry:

Highlight a category (‘Commissions’).
Click on the ‘Section 2 – Income:’ button at the top of the Income Section or use Alt+I or
Click on the ‘Section 1 – Expenses:’ button at the top of the Expense Section or use Alt+E

Enter the Day of the month in the Day field.
Enter the reference Number in the Number field (DEP, EFT or Check Number).
Enter the Description of the entry into the Description field. If you leave the Description field blank the Category Name will be used as the description.
Enter the Amount of the entry into the Amount field.
Enter any memos into the Memo field (Optional)
Select the Category (It defaults to the selected category on the main screen). Use [Add] to add additional categories during the entry process.
Press [OK] to save the entry.

Group Entry:

Double-Click a category on the main screen to view all entries in that category (‘Commissions’).
Click on the [Add] button to add a new entry or [Edit] to edit an existing entry. Use the same steps as those for Individual Entry (Above).

Adding Profit & Loss Projects:

The default Profit & Loss project is named ‘Primary P & L’. This project name can be changed or additional projects can be added as needed by clicking on the […] button to the right of the project name.

Click on the [Add] button to Add Additional Profit & Loss Projects.
Click on the [Edit] button to Edit the selected Project Name.

Click on the [Delete] button to delete the selected Project.
Note: The DEFAULT Project cannot be deleted.
Click on the [Set As Default] button to make the selected project the Default.
Note: Default means that it is selected automatically.

Changing Months and Years:

Each time you open the Profit & Loss module, it will display the default project for the current date.

To change the month, click on the down-arrow next to the month to display a list of months.
To change the year, click on the double arrows at the left of the year to decrease the year or the double arrows to the right of the year to increase the year.

Changing Output Page Sizes:

The profit & Loss module can print in two sizes: 8½ x 11 or 8½ x 14.

To change the output page size, click on the down-arrow next to the page size and select the appropriate size.

Printing a Profit & Loss Report:

Press the [Print] button to print a Profit & Loss Report for the currently selected project Month/Year.

Verify the Export Media (Change the Printer as needed with the [Change…] button).
Verify the Direct to… Preview is the Default.
Enter the number of copies then press the [Start] button.