The summary page gives you a wealth of useful information in one central location.

It gives you an overview of your whole accounting period. Each line typically covers a period of one month, and it is possible to insert lines for subtotals. You can use up to a maximum of 100 lines on this page, and 300 lines within the books, meaning Prime Entry is ideal for businesses that produce anywhere up to 2,500 sales invoices per month.

If you find yourself using all the available lines in a book for a particular month, simply create another instance of that month on the summary page and you will have another 300 lines to use. Use the Notes column to help distinguish the parts that make up the selected month, e.g. “January 2009 (1/2)” and “January 2009 (2/2)”.

What the summary page shows you

You are shown the following details for each month:

1. Total of bank receipts
2. Total of bank payments
3. Bank balance
4. Total of cash receipts
5. Total of cash payments
6. Cash balance
7. Total value of sales invoices issued
8. Total value of sales invoices paid
9. Total unpaid sales remaining outstanding (due to you)
10. Total of purchase invoices received
11. Total value of purchase invoices paid
12. Total value of purchases remaining outstanding (due for payment)

Brought-forward and carried-forward totals

The figures in the B/F Totals boxes at the top and C/F Totals boxes at the bottom of the summary page show all the balances brought forward from your previous accounting period, and carried forward to the next accounting period. These figures include the bank balance, cash balance, unpaid sales and unpaid purchases.

Page totals

The figures in the boxes at the bottom of the screen will give you the totals to date, for every column.

Access to all of the books (Sales day book, Purchase day book, Receipts cash book, Payments cash book) is available from this page. Simply click on the line for the relevant month, then click one of the buttons on the tool bar, or press the corresponding keyboard shortcut.

If you move to a different page and then come back to the summary page, the cursor will always return to the current calendar month.

Totals will be automatically recalculated after you have entered data in one of the books and then saved the data with the F12 key.

Inserting new lines

Inserting new blank lines on the summary page is done in the same way as in other pages – place the cursor on the line below where you want to insert a new line, then press Alt + F7 on the keyboard.

Inserting subtotals

Subtotals can be inserted in two ways – by placing the cursor below the line where you want the subtotal to be inserted, then either pressing Ctrl + F3 on the keyboard, or by clicking the Subtotal button on the tool bar near the top of the screen.

Deleting subtotals

To delete a subtotal, highlight the line by pressing the F9 key (you can highlight multiple subtotal lines by pressing F9 on each line), or by double-clicking the line number(s), then simply press the Delete key.

Printing the screen

As with any of the main pages in the system, you can print the current contents of the screen by clicking Print on the menu bar at the top of the screen, then selecting Print current screen. You can also press the Alt + F6 keys.

Showing unpaid sales and purchases

If you want to see a list of unpaid sales, press the F2 key on the summary page. The Select personal code dialogue box will appear. To show all unpaid sales, leave the selection blank. To show unpaid sales for a particular personal code, select the code in the list.

To see a list of unpaid purchases, press the F3 key on the summary page. The Select personal code dialogue box will appear. To show all unpaid purchases, leave the selection blank. To show unpaid purchases for a particular personal code, select the code in the list.

Quick VAT lookup

At any time you can check the VAT return figures for a specific period. To do this, press the F4 key, or click Utilities on the menu bar, then select Quick VAT lookup. You will be shown the VAT account dialogue box, where you will need to enter a start and end date (in MM/YY format) and then click the Calculate button. You will then be shown the calculated VAT return figures for the chosen period.

Note: This report should not be used for your actual VAT return. It should just be used as a guide. For VAT reporting you should use the Print VAT account option from the Print menu.

If you have any questions about using the summary page, or any other part of Prime Entry, please do not hesitate to contact us.