How do I enter the accounting notes in WinMENTOR®?
The program automatically generates the accounting notes starting from the primary documents entered. At the same time, revenue and expenditure accounts, as well as VAT accounts, close automatically. Any other accounting entry can be entered through the Various Accounting Notes option in the Accounting menu.
Can the chart of accounts be changed?
The chart of accounts is configurable and can be tailored to the specifics of any activity.
Can you work with analytics on your chart of accounts?
Any number of analytics can be defined in the chart of accounts on any number of levels. Caution: More analytics means multiple accounting configurations.
Why do not I need to create analytics in inventories, partners, employees, and treasury?
WinMENTOR has a very powerful listing/reporting module that meets user requirements. Thus, there are analytical inventories of stocks, partners, employees, and treasury that replace the “need” to list the analytical balance when such information is desired.
Can I buy certain modules without buying the main software?
Payroll is the only module that can work independently from the WinMENTOR package, as such, it can be purchased separately.
Can I export reports from WinMENTOR to other applications?
The program can export its reports in different formats (.txt, .html, .xls, .dbf, .db) using a specific option in the Reports module, which is naturally called “Export”!
Can I make changes to previous months?
You can return as many times as you want in the previous months, through the Service option – Cancel end-of-month ruling. After making the changes, the ruling months will update the differences up to the last month with entered data. Be aware, however, that these changes may also cause changes to automatic accounting records, so we recommend that you save the company first; you can do that in Service – Miscellaneous – Data save – Entire company. Also, pay attention to the checking balance!
How can I find out what each user has worked on?
WinMENTOR has the ability to monitor the activity of each user and record the operations performed in a specific report called “Operators Log”. The management of this journal lies with the “Master” user, who is the supreme administrator!
Can the software be password protected?
The software can have an unlimited number of users, each with its own password and access rights set up by a special WinMENTOR administrator named “Master”. Being a fairly sensitive chapter of economic software implementations, the user rights regime has been considerably developed in our application, allowing for distinct rights to view, edit, and delete a record, going as far as inhibiting access to a company’s data, to modules or menu options, regardless of the business.
I work in a group of companies. What consolidated records can provide the software for several companies?
WinMENTOR can provide a common balance for a group of companies, provided they use the same chart of accounts. This feature is provided by the Data merge module.
On what databases does the application work?
WinMENTOR uses Paradox databases (.db).
Can I work in WinMENTOR with remote workstations that are not physically linked to the company network?
Designed specifically for large-scale businesses, this feature is met by our application’s Satellite module. The use of the Satellite module makes it possible to merge the data entered at remote locations, ultimately obtaining the centralized accounting of the company. All types of documents can be operated at work points, satellites as we call them, even payroll records, but it will not be transferred to the base at the time of the data merging. Data transfer to the base will be done on any type of electronic support or by email whenever needed (daily, weekly and monthly).
Is the program configurable by the user?
WinMENTOR has set a clear set of rules for running automated accounting records. In addition to these rules, there is a set of over 400 constants that allow configuration as needed. Based on these rules and constants, the user can modify the application’s functionality according to business specificity for each company.
Is it possible to use the program in the monopost version on multiple computers?
The hardware protection device (HASP key) can be moved to any computer on which WinMENTOR is installed. Only the program will run in the configuration set only on the system on which the HASP key is located. Careful! The key can be removed from the computer only after leaving WinMENTOR. Otherwise, the app will display the “Unauthorized access” message!
Can I get a license to use the WinMENTOR package?
After paying for the configuration set out in the sales contract, all users receive a personalized license, with their own ID, attesting (together with the contract and the tax invoices) the right to use the program indefinitely.
How to transfer data between WinMENTOR modules?
The notion of “data transfer” between modules is unfair in this case, WinMENTOR being an integrated solution with a common database for all its modules. You never need to operate a document multiple times, there is no transfer procedure from one module to another, the data is centralized and usable from the time of insertion.
On what operating systems does WinMENTOR run?
WinMENTOR can only run on Windows drives, but the data server can be Linux or any other operating system.
Can WinMENTOR be used to keep accounting records of several companies?
The number of firms is theoretically unlimited, with restrictions imposed by the computing system only. Thanks to this, as well as the ease of operation, the program has proved to be an ideal product for accountancy offices.
Does the program work with multiple currencies?
There is no limitation on the number of currencies used. The Currency Nomenclature allows the operator to access, modify or delete currencies. The program allows the printing of the cash or bank register for each currency, ensuring both the automatic calculation of exchange rate fluctuations and the periodic adjustment of the account to the user’s wish.
Is WinMENTOR produced in Romania?
Yes. The WinMENTOR application is 100% produced within our group of companies. As such, the entire interface is in Romanian.
What does the Items Nomenclature contain? What about the Partners Nomenclature?
In the items nomenclature, all items are entered, regardless of their accounting: stocks, fixed assets, inventory items, services, etc. Note: For entries with different prices on the same item, no new positions are created in the nomenclature. The Partners Nomenclature contains all the partners of the company, regardless of the relationship with them: clients, suppliers, creditors, etc. Warning: A partner may be both customer and supplier – it is not necessary for it to be entered multiple times in the nomenclature.
How to highlight goods in custody to third parties?
For the merchandise in custody, use the option on Exit – Shipping Notes. The accountancy characterization used by the article must specify the custody account and check the Custody on Yes on the document. This procedure removes the need to register custody management, providing accurate information in the “Inventory Info” section.
What role do the accounting records templates have?
Accounting records templates have two functions:
- Automatically assigning each accounting item to an accounting note and accounting journal; this feature allows the listing of accounting records grouped on accounting notes or accounting journals; moreover, the template allows you to specify the records that will be listed in the accounting notes using the% (the following) symbol;
- The second function is to automatically attach observations to each accounting item. CAREFUL! Each account item must be found in the description in the templates! For exception cases, each template must end with a line * | *, meaning “any to any”! 4 * means all accounts beginning with the figure 4.
In conclusion, the templates do not determine the accounting records, but only establish the accounting notes and the logs in which they will be found.
Why, if I have an output document with quantity = 1000, price with VAT = 25, is the document value 25000,001?
Check for a larger rounding at the item level of xxx,xxxx (Item Nomenclature, Page: Miscellaneous Prices, Rounding).
What adjustments should be made to pay wages on the card?
In General Constants, Personnel Remuneration, the following constants should be set: “Payroll on the card” (for example, 512.05 = Current Accounts) and “Card charging bank” (fill in the bank account from which the company pays wages). In the Nomenclature / Staff employed / Payroll Personnel Datasheet, select “Pay Salaries on Personal Card” and specify the bank and the employee’s account. Exporting data for cards is made from Lists / Payroll / Miscellaneous / Export Card by choosing the type of export (determines the file structure), the bank (card issuing bank) for which the file is generated and the type of payment (advance, prize, leave, liquidation, holidays).
Can we work with the RON equivalent of the net salary negotiated in foreign currency?
Yes, you can work in this way, but for this, you have to make certain settings: in General Constants, Personnel Remuneration must be specified “Bank for Foreign Currency Salary”, “Currency for Foreign Currency Salary”, “Retrieve exchange rate for advance salary” and “Retrieve exchange rate for liquidation salary”. In “Payroll conditions”, the “currency” is ticked for negotiated salary and the value in foreign currency is filled in. Starting from this value and taking the course from Monetary and Foreign Currencies, calling the “Gross” button generates the RON Tariff Rates. Every month, due to the exchange rate fluctuation and not to modify the payroll conditions, the “Wages made exceptions” model is used after the advance and liquidation times are recorded. The working mode in this layout is as follows: the employees with the salaries expressed in foreign currency (after the selection at the top of the model will automatically be completed the last rate of the reference currency at the bank specified in the constant) are chosen, all are selected (arrow button down) and the “Negotiated” button will be triggered, which will automatically fill the “Realized” field with the RON net salary, starting from the currency displayed. The final step is to generate gross salary by pushing the “Gross” button (of course gross calculation is also executed for the selected people).
Why, when making a transfer from inventory items in use to off-balance inventory items, the accounting is 803.9 = 303 instead of 603 = 303 and 803.9 = 999 (correct)?
When working with off-balance inventory items, then in General Constants / Synthetic Accounts to identify the inventory type, the constant: “Synthetic inventory objects” must contain the 803.9 account and not 303. This constant setting and the correct configuration of the accounting type “Off-balance sheet items” (that is, representative accounts 803.9 and 999 on other positions, where 999 is a special account for single-entry entries) determine the correct accounting record.
How to record improvements for fixed assets?
If the item purchased as an “improvement” is a service, then after recording the input invoice, for example for service account 231 (231 = 404 and 442.06 = 404), a fixed asset price change is made through the 231 account (“Account” column from the transfer grid. The record will be 213.02 = 231 with the amount for improvement. The next step is updating from “Solve Fixed Assets” by entering the line with Stock = 0 and Solved = 1 and operating the transfer (the “Transfer” button.) If the “Improvement” item is storable, then it will have to be decreased from stock (“Decrease stock”) in parallel with the inclusion of its value in the fixed asset value (“Price change”).
Can I carry out a post-calculation for the internal commands that have more products?
Postcalcaltion is recommended for each order, regardless of the number of items included in the document. It is ideal to determine the cost price for each product. In this way, its evolution can be traced and the decisions related to manufacturing can be grounded correctly and objectively. For this, it is recommended to record the internal order for each batch of the product (not per unit or unit of measurement). If this is not the case, the application can not provide specific information about the manufacturing costs on the product.
How is unfinished production calculated?
If the internal order for production launching is not closed in the current month (so the entire quantity launched has not been delivered to the warehouse) then the calculation is as follows:
- for each order, all labor and material consumptions are centralized from the month in which it was launched and ending with the current month;
- Based on the assumption that prescriptions (specific consumption) have been strictly observed and ignoring possible scrap, the theoretically accepted consumption for each order is calculated, depending on the theoretical specific consumption, corresponding to the products handed over to the warehouse;
Labor and material values with which the theoretical consumption is exceeded, constitute unfinished production.
What is the “Status” field in the order search list (“Customer Orders Portfolio”)?
The “Status” field shows the status of the order and can be:
- Unconfirmed – the order is only operated, without the “accepted” quantity filled in (only the “ordered” quantity is filled in)
- Non-invoiced – the “accepted” field is filled in, but no invoice has been issued on this order
- Partially invoiced – the order was retrieved on invoices but was not settled
- Invoiced in full – the entire accepted quantity was invoiced.
What is the difference between the invoice generator in the Mentor module and in the Commercial module?
The MENTOR Invoice Generator is a tool by which the operator can create multiple invoices simultaneously for a specified customer based on the stock available at the time of billing. When generating invoices, the program sorts the items by VAT rates and by payment terms so that, ultimately, a number of invoices will result based on the number of lines accepted on each invoice. The number of lines can be set by constants. The Commerce Generator is a feature that allows customer orders to be honored automatically. For this purpose, the program attempts to resolve these orders in whole or in part in the order of delivery times and stocks available at the time of generation. As a conclusion, the invoice generator in Mentor generates invoices for a single partner based on stock availability at the time of billing, while the Commercial option generates automatic invoices for multiple partners within the available inventory and delivery timesheets.
How many descriptors can an analysis element have?
Each element must be characterized by at least one descriptor, even if it is a fictional one, for example, NULL. The maximum number should be chosen with great discernment. A large number of descriptors requires a lot of effort on the part of the operator, so the “greed” to have as much information as possible can turn against you. Proper use means finding an optimum solution. Recommendations:
- when designing the element structure, it is important to establish a hierarchy between these elements; this hierarchy will be given by the share of expenditure/income analyzed in total expenditure/income;
- the number of descriptors will be chosen according to the importance of the analysis element; it makes little sense to describe some of the most inconsequential elements;
- for commonly used items, we recommend a maximum number of 5 descriptors;
- less frequently used elements may have even 10 descriptors;
What are “automatic additional records” in the analytics layout?
In most situations, the same expertised amount can be characterized by several elements of analysis, with the observation that one of these elements is the main element. So, if you’re on the elements form, then the item you just edited is the primary element, and the items you choose in the automatic supplementary grid are the other items you need. For example, we assume that the settlement advance paid to an employee for various acquisitions is recorded on the “Advance Settlement” item. In this situation, at the time of settlement, if one of the vouchers is a gasoline coupon, then the paid amount will be on the “Fuel” main item, and as an automatic additional record there should be the “Advance Settlement” item, with the receipt value in red, in the sense that part of the money paid from the firm as a settlement advance has clarified its destination (fuel) and the initial registration (advance settlement) needs to be corrected.
How can the price categories defined on the base be transmitted to the satellite?
The price categories defined on the base can be transmitted to the satellite once the Item nomenclature is synchronized if these categories are associated with items, and the “Base-Satellite Multiple prices” constant (General/Satellite) is set to “Yes” both on base and on the satellite.
What freedom does the satellite have in updating different WinMENTOR data and how do data unto which it does not have update rights get to the satellite?
The satellite has no access to WinMENTOR procedures for loading balances and initial stocks. Also, the satellite has no right to modify the chart of accounts or files containing the accounting descriptions of items, partners, banks and staff. These data arrive by satellite from the base computer through a procedure called “synchronization”, a procedure whereby the satellite company will have all the elements necessary to carry out its activity as a regular WinMENTOR post. With regard to the rest of the nomenclatures and the files containing documents (inputs, outputs, House / Bank operations, compensation), satellite access rights are the same as those of any WinMENTOR user.
What are the advantages and disadvantages of the 3 working modes accepted by the cash registers?
- “Offline” mode:
- it is not necessary to permanently immobilize a computer connected to the cash register
- in small memory cash registers, there is a danger that the entire nomenclature of items can not be sent
- sales operations are made on PLU codes or barcodes
- data transmission and reading cash register sales can take quite a long time (depending on the type of cash register and the size of the item list)
- “Keypad Emulation” mode:
- the operation does not depend on the size of the memory of the cash register
- being operated on the computer, the retrieval of the items sold is simpler
- before being sent to the cash register, the receipt can be easily validated visually on the computer screen
- every cash register must be permanently connected to a computer that will be immobilized for the sales activity
- “Online” mode:
- the operation does not depend on the size of the cash register’s memory
- the sales operation being done on the cash register, allows the computer to run other programs at the same time (the cash register-computer connection is done through a driver running in the background)
- multiple cash registers can be connected to the same computer at a time
- immobilizes a computer that has to respond permanently to the requests coming from cash registers
What are the operating modes supported by the cash registers interfaced with WinMENTOR?
- “Offline” mode: information about the items sold by the store (names, prices, stocks, VAT rates) is sent from the computer to the cash register, after which the computer-cash register connection can be stopped. The cash register has every element for working without computer assistance.
- “Keyboard emulation” mode: receipts are edited on the computer and then listed in the cash register as well as in a fiscal printer.
- “Online” mode: the operator sells from the cash register and it requests the computer for information on the item with the code typed by the operator (name, price, VAT).
If the search by external code is used, the keyboard emulation fails if the first digit in the code is 2 and the item is not weighable: “The external code typed (xxxxx) differs from the external code of the item”.
If you do not work with weighable items, you have to set the constant: “Bar codes starting with 2 come from the scale” = NO.
Why did WinMENTOR enter the DEMO mode?
The most likely cause is that you have an on-going contract, the application being periodically limited based on the set maturities, or you have installed a module that has not yet been purchased for evaluation.
- the HASP device required to run the application has been removed;
- some operating system updates require reinstallation of the drivers;
- Mentor.exe is launched from a folder other than the one in which the installation was made.
What are the HASP keys?
HASP keys are hardware devices dedicated to database protection as well as protection against unauthorized use of the application.
How to install WinMENTOR?
Installation.exe is launched from the downloaded directory from www.winmentor.ro. Warning: Launching the installation must be made with administrator rights (Run as Administrator).
Can WinMENTOR be uninstalled?
Yes, delete the “WinMent” folder and the “Borland” directory in “Program Files”. It is possible to clean Windows registry by deleting a key from “HKLMSOFTWARE”, called “BORLAND”.
What are the causes of error messages when installing the program?
Installing most likely without administrator privileges. Also, check that the Windows color scheme is “standard Windows”.
Can the database be on Linux?
Yes, provided the Samba service is installed and configured in advance.
Can I install on Linux?
Not for the time being.
What is the difference between the monopost and network version in terms of installation?
The monopost version is installed locally, that is, on the computer’s HDD. The network version implies a file-sharing server for specific partitions or directories and workstations that access the files. Configuration is done directly from the installer or from “bdeadmin.exe”. For technical reasons, the “bdeadmin.exe” configuration is recommended.
Can I install WinMENTOR if I have multiple operating systems installed on my computer?
Yes, but there are several installation options depending on the need to access the databases. Any application installed on a particular operating system does not work on another system by default, even if it is an advanced version of it. Read the installation documentation.
Can I install WinMENTOR on any partition?
The “WinMent” directory is installed on any partition but the database engine is installed by default in “Program Files” on the partition where the operating system is installed.
Where to install?
The program is to be installed in the “WinMent” folder and the database engine in “Program FilesBorlandCommon FilesBDE”.
How much space do I need on HDD?
About 150 Mbytes to start. For the HDDs currently marketed, space is no longer an issue.
Which operating system must be installed on my computer?
Any Windows operating system.