Identify and elaborate the differences of UBS terms below :

1) Deleting individual data vs Deleting all data in the UBS system


• Deleting Individual Data > Means that it will only delete the transaction and the batch titles data. The chart of account and also the opening balance will remain and will not be deleted.


There are 2 steps to delete transactions :-


i. Step 1


* Go to the batch that contains the transaction.
* By using V.EDIT function at 1. Transactions File Maintenance, edit the debit and credit side of the transaction as following :-


a) Key in all (10) asterisk (**********) in Reference Number Field
b) Change the amount to 0.00 on both debit and credit
c) And then Click the SAVE button.


ii.Step 2


* Go to 7. Housekeeping, 4. File Organisation.
* Click Unmark All button, then Mark on Delete Unwanted Transactions and then Click OK button.


• Deleting All Data > Means that all saved transactions, account numbers and the batch titles of data will be deleted. We can partially clear or delete all of the data in the system. To do so, we need to go to Housekeeping, Clear Files/Generate Sample Chart, and then we just need to choose the first option which is "Clear both chart of accounts & transactions" and then click OK.

2) Backup vs Restore

• Backup > Is a compression of multiple data files into one compressed file and then we need to transfer the compressed file to the floppy disk. Go to file and select backup and restore click backup.Click on backup button then click on ok button to start on compressing data files into a compressed file,named as backup.acc. After that, we need to rename the file with a new file name, so that it will be easy for us to do another backup file.

• Restore > It means to decompress the compressed file from the floppy disk/USB flash drive in order to recover back the multiple original data files which should be stored back into the UBS system. Before we want to do the Restore, we need to make sure that the name of the file is BACKUP.ACC because the UBS system can only read BACKUP.ACC file.

3) Add Entry vs Quick Entry

• Add entry > This is a single transaction entry procedure. When we key in amount in the debit side, we have to key-in the credit side as well in order to complete the double entry concepts. We must remember to click the 'SAVE' button once we have done adding amount in the debit and credit sides, if not all the transaction that we have done will lost.
  
• Quick Entry > This is a double transaction entry procedure. Once we enter one side of the double entry, the system will generate the other side of the entry automatically. What we need to do is just to nominate the Master Account. For Master Account, we can choose any double entry account which means that the account's entry will be handled by the system.

4) Lock vs Unlock Batches

• Lock batches > This is a step in order to prevent the batches from loss when we delete the transactions. We can choose any batches for us to lock by doing a few steps, which are by going to 'Transactions > Organise Batches'. We just need to highlight the batches that we want to lock and click 'Lock' button. There will be a symbol of letter 'L' at the side of the batches column which means that it is already locked.

• Unlock Batch > To unlock the batches, we need to go to administrative tools at 7.Houskeeping. Enter the UBS password, click on tools tab and then, click on number 6 item and click apply. After that, highlight at the batches, erase at L.Transaction column and L. Status column than exit. When we check back, we can edit the transactions on that batches. The symbol of letter 'L' will be disappeared from the batches.

5) Special Account vs Non-Special Account

• Special accounts > There are two groups, which are the group that requires certain function and for the accounts that require certain specification to obtain the effects when we want to print the reports. The examples of the first group is the group that requires certain function is like stock account, manufacturing account, payment voucher and etc. For the second group, the group for the accounts that require certain specification to obtain the effects when we want to print the reports are like header settings, spacing single line, subtotal and etc.

Special Accounts :

3010/000 Bank PV

3030/000 stock BS

6020/000 closing stock

6010/000 opening stock

7000/000 Manufacturing Account

• Non-Special accounts > This is an account that do not require certain function or certain specifications. It will result by not giving any effects when we print the reports.