MMT Account Software

An Excel Accounting & Business System run on MS Excel

      with Sales, Purchases, Manufacturing and Material Planning functions 
       Support Excel Versions 2000, 2002, 2003, 2007, 2010, 2013 and 2016


MMT Account Software Download ( Excel Accounting )


Excel Accounting and MRP system with Sales, Purchases and Inventory

About Mark-Motum Co Ltd and MMT Account Software

MMT Account-Business vs MMT Account-Basic System run on Excel all versions

Guidelines of Excel Accounting Macro setup and MMT Account



  
Below are guidelines for Setting up the MMT Account System
1). MS Excel 2000, 2002 and 2003 Macro Security level Setup
  2). MS Excel 2007, 2010 and 2013 Macro Security level Setup
3). Installation of MMT Account System
4). Initial Account data Setup
4.1). Quick Setup by adopting default
4.2). Customized Setup
5). Inventory items, Products and Purchase Parts Setup
6). Sales Orders and Invoices
7). Purchase Order and Receiving Update




MS Excel 2000, 2002 and 2003 Macro Security level Setup


It is a requirement that Excel Macro be "Enabled" otherwise the MMT Account will not work properly.  Follow the below  steps to setup the Macro Security level  : --
1). Start-up Excel
2). Click "Tools", then "Macro" and then "Security"
3). Check the box "Medium" and then click the "OK" button (Note: the system will not run if preset at "High" level or above)

Macro Security Setting





MS Excel 2007, 2010 and 2013 Macro Security level Setup

It is a requirement that Excel Macro be "Enabled" otherwise the MMT Account will not work properly.  Follow the below  steps to setup the Macro Security level  : --

1). Start-up Excel
2). Click the "Office" logo button at the left top corner and then select "Excel Option"
3). Click "Trust Centre", then Click "Trust Centre Settings" and then click "Macro Settings"
4). Check the box "Disable all macros with notification"

Security Setting




Installation of MMT Account System

1). Download the MMT Account System and save the zip file
2). Expand the zip file (which contains 3 Excel files and one ico file). Save all these files in one single folder
3). Double Click the Excel file named "Setup" 
4). For Excel 2000, 2002 and 2003, when Excel starts up, it will prompt a message saying that the file contains Macros and ask whether the Macro be enabled or not

Click "Enable Macros"  ( Note: If "Disable Macros" is selected, the system will not be installed. )

Macro Enabled

5). For Excel 2007, there is a bar showing the wording "Security Warning - Some active content has been disabled" and an "Options" button.   Click the "Options" button.   It will prompt a message of Security Alert.   

Check the box "Enable this content" and then click the "OK" button

( For Excel 2010 and 2013, the procedure is similar except that the "Enable this Content" button will appear instead of the "Options" button).

Security Options


Macro Enable

6). MMT Account System will start to install into the computer.  
7). During installation, the system will prompt and guide users to enter the necessary company data.  Follow the guide to input the company data.  

A data file will be created. The file name of the data file is in the format of "CompanyName-yyyy" . The suffix "yyyy" represents the accounting year.

Company Data Input

8). Upon successful installation of the system, the "Main Menu" will display on the screen

System Menu

9). Before data input can be done, company information setup in below sequence are required :--
9.1). Initial Account Data setup
at Main Menu, Click "Company Data" button;
at Company Information screen, click "Set-up Initial Account Data button
9.2). Stock item Setup
at Main Menu, Click "Sales, Purchases, Inventory, AR/AP" button;
at Sub-Ledger accounting screen, click "Inventory & Manufacuring" button;
at Inventory and Manufacturing screen, click "Stock Item Setup & Maintenance" button   
9.3). Linked Account Numbers Setup
at Main Menu, Click "Sales, Purchases, Inventory, AR/AP" button;
at Sub-Ledger accounting screen, click "Sales & AR Accounting" button;
at Sales, Invoicing and AR accounting screen, click "Account Setup" button
9.4). Customer Setup
at Main Menu, Click "Sales, Purchases, Inventory, AR/AP" button;
at Sub-Ledger accounting screen, click "Sales & AR Accounting" button;
at Sales, Invoicing and AR accounting screen, click "Customer Setup" button
9.5). Product Setup
at Main Menu, Click "Sales, Purchases, Inventory, AR/AP" button;
at Sub-Ledger accounting screen, click "Sales & AR Accounting" button;
at Sales, Invoicing and AR accounting screen, click "Product Setup" button
9.6). Supplier Setup
at Main Menu, Click "Sales, Purchases, Inventory, AR/AP" button;
at Sub-Ledger accounting screen, click "Purchases & AP Accounting" button;
at Purchases and AP accounting screen, click "Supplier Setup" button
9.7). Purchase Part Setup
at Main Menu, Click "Sales, Purchases, Inventory, AR/AP" button;
at Sub-Ledger accounting screen, click "Purchases & AP Accounting" button;
at Purchases and AP accounting screen, click "Purchase Part Setup" button
9.8). Delivery Address Setup
(Note : it is necessary only if there are several warehouse addresses for receiving goods from the supplier)
at Main Menu, Click "Sales, Purchases, Inventory, AR/AP" button;
at Sub-Ledger accounting screen, click "Purchases & AP Accounting" button;
at Purchases and AP accounting screen, click "Delivery Address Setup" button




Initial Account data Setup

Upon successful installation of the system, it is necessary to setup initial Account data before data entry can be proceeded.  

Below data are defined into the system at initial Account data Setup :--
1). Last date of previous accounting year
2). Chart of Account
3). Linked Account numbers for AR, AP sub-ledger accounting
Quick Setup is recommended for users who have no preference to their chart-of-account

Customized Setup is more suitable to professional / trained accounting personnel and to those companies switching to use this MMT Account software from other accounting software



A). Quick Setup by adopting the default
1). At the Main System Menu, click the "Company Data" button which is located at the lower right-hand side of the screen. The Company information screen will show up.
2). Click the "Set-up Initial Account data" button which is located at the top right-hand corner.  An Excel sheet for inputting the last date of previous accounting year and a default chart-of-account will be shown on the screen.
3). Enter the last date of the previous accounting year at Cell C10 ( in the form yyyy/mm/dd).  
Note the date must match the Year End month of the company (e.g. if Year End month is March and the previous accounting year is from April 2012 to March 2013, the last date of previous accounting year should be 2013/03/31 )

Chart of Account Setup
4). Click the "Save & Return to Main Menu" button to save the data.
5). At the Main System Menu, click the "Sales, Purchases, Inventory, AR/AP" button.  The Sub-ledger Menu of "Sales, Invoicing and AR accounting" will then be shown on screen.  

Note: In case the screen shown is not the one mentioned above, please click the "Sales & AR Accounting" button at the bottom od the screen to get into the Sales & AR sub-ledger screen.
6). Click the "Account Setup" button.  The "Setup Accounts for AR/AP" screen will be shown.

Enter the below default account numbers accordingly:--
  A/R Debtor Account  --------------> 14211
  Sales discount Account ---------> 41122
  A/P Creditor Account -------------> 21111
  Bank Account for Payments ---> 14511

Then click the "Save button" to store the accounts into the system

Users are allowed to add as many Bank Accounts for payments as they wish. Simply click the button located next to the "Add Account # " input box to select the required account number. Click the "Save" button each time when an account is added.

To set the default bank account or to delete a bank account, simply highly the account number and the required buttons will appear on the screen.


Account for AR/AP




B) Customized Setup of Chart-of-Account and the linked accounts

1). At the Main System Menu, click the "Company Data" button which is located at the lower right-hand side of the screen. The Company information screen will show up.
2). Click the "Set-up Initial Account data" button which is located at the top right-hand corner.  An Excel sheet for inputting the last date of previous accounting year and a default chart-of-account will be shown on the screen.
3). Enter the last date of the previous accounting year at Cell C10 ( in the form yyyy/mm/dd).  
Note the date must match the Year End month of the company (e.g. if Year End month is March and the previous accounting year is from April 2012 to March 2013, the last date of previous accounting year should be 2013/03/31 )

Initial Company Data Setup

4). Starting from Row 15, the default Chart-of-Account is shown.   Addition, Deletion or Amendment to the Account numbers are allowed.

For users without any preference of their own Chart-of Account, they may adopt the default Chart of Account and may simply click the "Save & Return to Main Menu" button to save it in the system.


Upon users preference, they may make change to the Chart-of-Account to meet their needs.    However, the below rules must be observed:--
a). Account number starts with '1'  is for Assets;
b). Account number starts with '2'  is for Liabilities;  '3' is for Capital/Equity;
c). Account number starts with '4' is for Revenue and '8' is for Other Income
d). Account number starts with '5', '6' or '9' is for Expenses
e). Account number starts with '36' is reserved by the system for profit reporting
f). Account numbers must be of 1 to 5 digits
g). Account levels are determined by the number of digits/ figures of the account number.    ( e.g. account number '1' is of level 1;  account number '1142' is of level 4 and so on )
Level 1 is the highest level and level 5 the lowest level
h). For levels 1 to 4 accounts, the account number must compose of numeric numbers
For level 5 accounts, the last figure may be numeric or alphabet except the letters 'O' and 'I'
i). For account numbers other than level 1 accounts, next higher level account must exist.
Next higher level account is having the number same as its lower level account number without the last digit/figure  (e.g. ' 114' is the next higher level account for '1141' and '1142' )

5). After the Chart-of-Account has been well-defined, input the closing balance date of previous year to the proper cells.   Please note that the total amount of credits must be exactly the same as the total amount of debits.   The system will not proceed to save data with unbalanced amount.

6). Click the 'Save' button to store the data and return to the main menu

7). Upon saving the data, the suffix of the data file name will be re-assigned to show the accounting year ( year of the beginning date of the accounting year)
8). At the Main System Menu, click the "Sales, Purchases, Inventory, AR/AP" button.  The Sub-ledger Menu of "Sales, Invoicing and AR accounting" will then be shown on screen.  

Note: In case the screen shown is not the one mentioned above, simply click the "Sales & AR Accounting" button at the bottom of the screen to get into the Sales & AR sub-ledger screen.

9). Click the "Account Setup" button.  The "Setup Accounts for AR/AP" screen will be shown.  Enter the related account numbers and then click the "Save button" to store the accounts into the system

Users are allowed to add as many Bank Accounts for payments as they wish. Simply click the button located next to the "Add Account # " input box to select the required account number. Click the "Save" button each time when an account is added.

To set the default bank account or to delete a bank account, simply highly the account number and the required buttons will appear on the screen.


Linked Account Numbers for AR/AP




Inventory items, Products and Purchase Parts Setup

The MMT Account System uses 3 different numbers to identify a stock item


Stock number ----- it is the number used internally throughout the company, e.g. in BOM setup; inventory item identification; Stock item reporting; Material lacking report & etc
                                           
Product number -- it is used to communicate with customers.  So, product numbers will appear on  Sales orders, Invoices, Credit notes and etc.
At Product setup, each product of a stock item is linked to its corresponding stock number.
Because same stock item may be sold as different product numbers for different customers, there may be several product numbers for one stock item.  However, one product number can only be linked to only one stock number

Product number may be the same or different from its linked stock number.
                           
Part number ------- it is used to communicate with suppliers.  So, part numbers will appear on Purchase orders and Debit notes.  A purchase part is identified by its part number as well as its supplier.  
Thus, same part number but from different suppliers are allowed no matter whether the parts from different suppliers are of the same item or different items.

At Purchase part setup, each part number of a stock item is linked to its corresponding stock number.
Because same stock item may be purchased using different part numbers from different suppliers, there may be several part numbers for one stock item.  However, one part number from any one supplier can only be linked to only one stock number

Same case as the product number, part number may be assigned the same ( or different ) from its corresponding stock number.
                     
4). Here below is an example of how the stock numbers, product numbers and part numbers relate together in the system:----

Take the case that a company has 2 stock items with stock numbers "A00011" and "B00022"

A00011 can be used for cleaning as well as rust protection
Customer A purchases A00011 as "Cleaning set"
Customer B purchases A00011 as "Rust Protection oil"
And the price sold to Customer A is different from that for Customer B

In order to pre-define the product descriptions and the different prices for Customer A and Customer B, 2 product numbers are assigned to this item.
Product number "P24680" is defined as "Cleaning Set"
Product number "P13579" is defined as "Rust Protection oil"
 
B00022 is sold to both Customer A and Customer B, but this time, the product number is the same as the stock number (i.e. "B00022")
     
In this case, at product setup, both P24680 and P13579 are linked to the stock item "A00011" and the product number "B00022" is linked to the stock number "B00022"

When issuing invoice for selling stock number A00011, P24680 will be used for customer A while P13579 will be entered into the invoice for customer B.  In this case, the pre-defined product descriptions and corresponding prices will be picked automatically to the invoice.

For Purchase Part setup :--
Suppose there are 2 suppliers ( Supplier C and Supplier D ) for the stock item A00011.  The item identification used by Supplier C is "C2468" and Supplier C insists their identification number be shown on the PO otherwise they will not accept the order.  Supplier D can accept customer's part number.

In this case, a part number "C2468" from Supplier C is assigned to the stock item "A00011".    
And for simplicity, part number "A00011" ( same as the stock number) is assigned for Supplier D.
 

 Stock Item Setup & Maintenance screen
Stock Item Setup


Product Setup Screen
Product Setup


Purchase Part Setup screen
Purchase Part SEtup

5). Stock items may be created by 3 methods:--
a). through 
"Stock Item Setup & Maintenance" screen of "Inventory" Module;
b). through "Product Setup" screen of "Sales" module;
c). through "Purchase Part Setup" screen of "Purchases module;

However, it is highly recommended that stock items be first created at the "Stock Item Setup & Maintenance" screen of "Inventory" Module before proceeding the Product setup and Purchase Part setup because of the below reasons:--

a). the opening quantity and value can be entered
b). At Product setup and Purchase part setup processes, if the stock number is selected first, the product description will be shown on the input box and may not need to re-type again.  


 Stock Item Setup & Maintenance screen
( After successful Setup)
Stock Detail




Sales Orders and Invoices

Sales Order :--

Sales Orders are to record confirmed orders from customers.   In order to input a sales order ( or an invoice), it is a requirement that the customer data and product
data have been already established.   Sales Order can be created regardless whether there are sufficient stock of the products or not.

One main reason for recording Sales orders in the system is because the system can help to generate the Material Lacking Reportto help users to plan the materials.

Material Lacking Report is a very useful tool to report all the required materials ( both the  products and the components to build products ) to meet all open sales orders.  
The Material Lacking Report will show the below data :--
1).
2).
3).
Products Lacking to fulfil the open orders
Information of whether the products are self-build items or not
All the lacking components that are required to build the products 
Sales Order can be converted to Invoice when all the required stocks are available.  Full or Partial conversion of a sales order to an invoice are allowed.  

Remarks: --
Amendment or deletion to a Sales Order is allowed.  
To amend or delete a Sales Order, input the SO # to the form and then click "Edit" button

Sales Order




Invoice : --

Invoices are treated as selling of products.  When an invoice is created and saved, the system assumes the products have been sold.  In case some products involved belong to stock items, the stock will be deducted and the inventory value will also be adjusted.  In order to input an invoice, it is a requirement that sufficient stocks are available at the time an invoice is created.

Invoices are allowed to be created either with or without going through Sales orders when sufficient stocks are available.  

Upon saving an invoice, below steps will be done by the system :--
1). Add to Receivable account for the total net invoice value with the invoice date
2). Deduct quantities for products of stock items from inventory
3). Deduct Cost of Goods Sold from the inventory
4). Insert Journal entry for the sales transaction
5). Update the In/Out record of the stock items

Remarks: --
1). Entry of an invoice with date earlier than the start date of the accounting year is not allowed.  ( Except for the first year of the company.  The software allows data of past year be inputted to the system for tracking.    However, the inventory will not be amended and the balance sheet will not be changed for data of previous year ).
2). Amendment or deletion to an invoice is allowed except payment (either partial or full payment ) has been received.
3). To amend or delete an Invoice, input the Invoice # to the form and then click "Edit" button to proceed.
The "Edit" button will not be shown if the Invoice is not editable ( i.e. payment has been received or the invoice date is earlier than the date range of the accounting year).
4). Each Invoice is limited to a maximum of 20 items.  This is to standardize each invoice be printed in only one sheet.   Same case applies to the Sales Orders and Credit Notes.

Invoice




Conversion of Sales Order to Invoice :--
To convert a Sales Order to Invoice, go to the Sales Order input screen and click the "Convert SO to Invoice" button to proceed.

In case an invoice is created by converting from a sales order, it is reminded that the invoice be properly saved otherwise the conversion will not be complete.  

The sales order will be deducted for the products converted at the time the "Convert to invoice" button is clicked.  However, if changes are made to the invoice adjusting the quantity of the products, the original sales order will not be automatically updated for any changes made in the invoice.  Users are responsible to amend the sales order their own.   Thus, it is highly recommended that any changes to the quantity or price should be done at the sales order rather than at the invoice after conversion.

If users close the invoice without saving it, the originated sales order will return to its status as if no conversion was made.  
 
Once a sales order has been fully converted to invoice, the sales order will be completed  removed from the system.




Purchase Order and Receiving Update

To input a purchase order, the supplier data and purchase part data must have been established in the system.   

On receiving of purchase items, receiving update should be proceeded.   First, input the related PO # into the PO# box of the PO form.  Once an outstanding PO# is entered, the right side of the form will display a receiving screen for inputting the receiving details.  

Receiving Update Screen
receivingupdate  


Upon Receiving Update, below steps will be done by the system :--
1). For purchase parts of stock items, add the receiving quantities to the inventory;
For non-stock items, insert  journal entry to the expense account
2). Update the inventory cost based on the value of the receiving items
3). Add to the Payable account for value of the receiving items with the receiving date
4). Update the In/Out record of the stock items


Remarks: --
1). Partial receiving is allowed.
2). Receiving Date must not be a future date.
3). Receiving Date must not be a date earlier than the accounting year
( Except for the first year of the company
The software allows data of past year be inputted to the system for tracking.    However, the inventory will not be amended and the balance sheet will not be changed for data of previous year ).
4). Amendment or deletion of Purchase Order is allowed with the below limitations :--
4.1) after some items have been received, deletion of the PO is not allowed 
4.2) unit price and discount rate for those items already received cannot be amended;
4.3) the quantity of any items cannot amended to less than the already received quantity
5). To amend or delete a Purchase Order, input the PO # to the form and then click "Edit PO" button to proceed.
The "Edit PO" button will not be shown for closed Purchase Orders.
6). Each PO is limited to a maximum of 20 items.  This is to standardize each PO be printed in only one sheet.   Same case applies to Debit Notes.




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