Acorn/RISCOS software

Run Prophet on your Windows PC!

No more worries about your Acorn hardware. We have produced a Virtual Acorn (VA) version of Prophet3+ professional. (Click here for requirements information). The VA CD also includes the 32bit Iyonix and the RiscPC versions.

Prophet3+ pro CD Boxed with Printed Manual £235 Click to Order

Prophet3+ pro CD with HTML E-manual only £129 Click to Order

Prophet3+ pro CD including html e-manual upgrade £29 Click to Order

Prophet3+ professional

Prophet3+ Professional

The award winning small business accounting system for Acorn/RISCOS machines, and now VirtualAcorn for Windows PC's. (Two times Acorn User Best Business Software Awards Winner)

Click here to download the demonstration version (493k).

Prophet3+ New Version Features

The last version was 3.64, and we have now added over 100 further improvements to produce version3+ professional.

Some of the improvements are minor such as ensuring all text label icons are 2d - so they no longer resemble raised action buttons (from now on, buttons which actually do something will be obvious!). Others are major such as the new double-entry reporting section and the ability to use multi-currencies (Prophet is now Euro friendly).

You should recover the cost of this upgrade many times over in reduced accountancy bills with just the new reports section alone.

Feature List

• Protection removed, after initialisation, Prophet can now be copied or moved anywhere without needing to use the original disc.
• The filename is now shown below the Prophet3+ icon on the icon bar and it is also appended to the main menu window title (so it is easier to interpret which file each icon relates to if you are running more than one file).
• Number of Bank Accounts increased to 24 plus the ability to specify each accounts currency (sales and purchase headings can also be specified in a different currency: see the multi-currency feature further down).
• Millennium (Y2K). Prophet understands all years up to 2249. We have added an extra algorythm so that when your computers clock ticks over to the new millennium, entering a partial year (such as '00') will result in an expansion to the real year (ie. '2000' in this example). You can and always could enter the full year (eg. 2000), but this extra code makes Prophet even more millennium friendly.
• Individual Link buttons have been added to the customer and supplier databases. Up to 4 links can be added to each customer and supplier. Once a button has been linked (by dragging any file or directory on to it), a single click on that button will open the directory or run the file. Any files can be linked, whether they are simple text files, or application files like an Impression or Ovation document. To summarise: if you write a letter to a customer you can link it direct to their record in Prophet for instant access (or you could link a directory instead if there is a lot of correspondence).
• An email field has been added to the customer and supplier databases. A click on the new 'Email' button will open a mailing window if you have an internet email application running. You can also launch a web site from here if you enter its URL instead (a URL or email address can also be added to one of the link buttons). This has been tested with Ant's Internet Suite using Fresco and Marcel and also Jonathan Duddington's !Pluto email and news reader software. The email field has also been added to the 'export' customers/suppliers window and the 'List' window from the databases (so you can export a list of email addresses if necessary).
• Extra buttons have also been added to the telephone and fax fields in the databases. If you have a modem connected, a click on the button will auto-dial the number for you. By using the left or right mouse buttons you can choose which number to dial, Prophet looks for the '/' character and will dial the number to the left of it if the left mouse button is used, otherwise it will dial the number to the right (eg. 0123 456789/0123 987654). This allows you to autodial up to two numbers for the telephone field and two more for the fax field. The codes used to activate your modem for auto-dialing can be configured within Prophet.
• The customer and supplier databases can now be sorted on an alternative user definable field. If it is filled in for any particular customers or suppliers, Prophet will use that field instead of the original 'Name' field when sorting. This means that you can add your own sorting codes as you go along (Prophet will always sort by the Name field UNLESS a customer or supplier's Sort field has been entered).
• Individual customers and suppliers can now be linked to alternative invoice/purchase order templates. Whenever an invoice or purchase order is opened from a customer or supplier which has a link specified, that template will automatically be loaded in (looking at the title bar of the invoice or order window will confirm it). In the case of invoices, it will also alter the number of characters allowed in the description field (for word-wrapping) to that set for the particular template.
• A new option has been added to the preference window in the 'Cust/Supp Databases' section: 'Upper Case Post Codes:' when clicked to 'YES', will convert newly entered post codes to upper case characters when you press the Return key. A new (very useful) function has also been added to the customer/supplier name and post code fields when Return is pressed - Prophet not only does a check on whether this is a duplicate of an earlier record, it also now gives you the option of going direct to that record with the facility to return direct to this one after you have inspected it. This also works if a duplicate customer or supplier name is found.
• New fields have been added to the customer and supplier databases which allow you to specify an alternate account, heading and currency character. These are used in preference when invoicing etc.
• When word-wrapping in invoicing, complete lines are moved down (which keeps the integrity of individual stock items as well as existing paragraphs). You can now also insert and delete lines within both the invoice and purchase order windows.
• Statements and account info in the cust/supp databases now use the tax point for unpaid entries and the main date for part/fully paid entries (earlier versions used only the main date - there was no problem with this since the main date of an unpaid entry would rarely be changed from the tax point). This method has an advantage where part payments are due on an invoice at say, monthly intervals, and you want the credit period to take this into account by using the main date (each time a part payment is received the main date should be updated to show it). It also means that a 'full audit' on a customers account using the statement function will show unpaid entries using their tax point and paid ones using the main date.
• A new button has been added to the miscellaneous section of the Preferences window: 'Open Notes on loading'. When set to 'YES', if your file has an associated 'Notes' file, it will be opened automatically when you run your file. This can be used to remind you of something important to do. If the notes file is empty Prophet will ignore it. Prophet will also ignore it if the first character in the file is a '#' - this allows you to keep your existing notes AND only have the notes file open automatically if you need to be reminded of something.
• The Calculator has been increased to 8 lines and two new functions have been added:
  a: A VAT calculator which works both ways (you can enter the gross amount or the net amount)
  b: Currency conversion calculator, which works in both directions, eg. you can enter an amount in US dollars and see the UK £ equivalent (or whatever national currency you use) or vice-versa.
  All the fields are draggable (both in and out).
• Invoices, Customer Statements and Purchase Orders can now be exported as text files via a 'Text' icon in the relevant windows. This can be dragged to disc or a text editor. It is primarily of use to those who wish to send these items over the internet (eg. via email - this is made easy by using the new email field and button in the databases).
  A separate set of editable default templates are used so you don't need to alter your existing templates.
• When reprinting old invoices (where the original date is not 'today') the date is now printed in the same textual format as new invoices.
• When printing a statement run, you can now specify which record to start from. This is useful if your printer jams half way through, or you get a printer manager error which halts printing. Type in the customer record number you want to start from in the new field displayed to the right of the customer name field in the statements window and when you click on the 'All' button Prophet will only include debtors from that record number onwards.
• The number of lines allowed in an invoice or purchase order has been increased from 80 to 160
• The menu of old invoices displayed by clicking Menu in the invoice number field in the invoice window now also shows the date of each old invoice.
• Bank ledger entries can now be reconciled with the mouse. Any ledger entry can now be reconciled regardless of whether it contains an account, heading or a total (some people use this to add a blank line to a ledger to 'rule off' a section or place a marker).
• A new button labelled 'Add to Ledger' has been added to the purchase order window. When clicked on, it will insert an entry based upon your order into the purchase ledger (using the individual suppliers account and heading if specified).

  Note: If an account or heading has been specified for a customer or supplier, they will also be automatically inserted when making manual entries directly in the ledgers.

• Fields in the Purchase Order window are now draggable. Adjust clicking on a stock item in the order window opens the stock database at that record. Note: the stock window is always brought to the front (in previous versions it was only brought to the front if the stock window was previously closed).
• When clicking Menu in a purchase order to call up stock, the menu displays the list of stock relevant to that supplier plus any other records which do not have a supplier assigned to them. You can also now enter a stock code OR suppliers reference to call up a stock record - and ANY record can be added to the order this way (regardless of supplier). Prophet will keep the code you type in (or convert it to the suppliers reference if present).

  Suppliers stock code references can now also be used when calling up stock for invoicing (Prophet will replace it as usual with your own stock reference).

• The stock database can now be sorted by the suppliers reference. (we cannot yet implement a sort by the supplier due to the way this section was originally coded - apologies to those who requested this).

  There are many more minor improvements too. Now on to the two major ones...

  ---

Accountants and Year End Reports

Five reports are available (explained in more detail later):
1. The Journal: This is a complete list of ALL your entries in date order.
2. The Ledger: This is also a complete list all your entries, but sorted by date AND account.
3. The Trial Balance: This is a summary of all your heading and account balances.
4. The Profit & Loss report: Basically, a report of your sales (or revenue) less your expenses.
5. The Balance Sheet: The final report which sorts your accounts according to whether they are 'assets' or 'liabilities'.

If you are happy with your figures (eg. your bank accounts balance with your bank statements etc.) then your accountant should only need 'rubber stamp' the 'Trial Balance', 'Profit & Loss' and 'Balance Sheet' reports.

If the accountant wants detailed information, the 'Ledger' report will provide it all. If a full audit is necessary, the 'Journal' will be required.

All five reports can be exported in one go in Prophet's usual variety of formats. This includes 'CSV', so if your accountant uses a PC you can format a PC disc on your Acorn computer, save the reports to it, and give it direct to your accountant. Most accountants use spreadsheet applications and a CSV file is a standard spreadsheet format on any computer system.

The new reports window can be password protected by using the existing 'Profit&Loss/Balance' password in the Passwords window.

It can cope with the UK VAT cash accounting scheme and multi-currencies (see later), and can also handle long term liabilities, equity, pre-payment, accrual, suspense and other accounts not normally associated with the way Prophet works.

The report window includes an enhanced entry checking facility to pinpoint any errors before you produce the reports, but even if you ignore this, Prophet will create a balancing set of reports ('Suspense' accounts will be opened automatically with the information required to track down any errors).

Notes on the Journal report

Each journal entry affects only one account (the sales and purchase headings in Prophet are referred to as 'accounts' in a double-entry system). Therefore a Prophet sales ledger entry for £100 which was invoiced on 5th April and paid for on the 1st May will result in two journal entries - one dated 5th April will go to a sales account and the other dated 1st May will go to the relevant bank or cash account. The beauty of Prophet is that only a single entry is needed to record the transaction...the beauty of double-entry (especially when created automatically!) is that the reports will show exactly what happened in 'real time'.

Notes on the Ledger report

Each account in the ledger represents either one of your 'Bank Accounts', one of your sales or purchase 'Headings', or a new account which Prophet has added if necessary (eg. a 'VAT Control' account). The ins and outs (called 'debits' and 'credits') are totalled at the end of each account followed by the account's final balance. The accounts are listed one after another in the report.

Notes on the Trial Balance report

A trial balance from Prophet will always balance even if it means that Prophet has had to create 'suspense' accounts to acheive it (a look at the nominal ledger will show you why they were created so they can be corrected). Armed with only a trial balance an accountant can finish off a set of books by drawing up a Profit & Loss account and Balance Sheet (in the same way that you can now do with Prophet).

Notes on the Trading and Profit & Loss report

There is a field dedicated to opening and closing stock values in the new reports window, so only a minimum of filling in is required before this report can be created.

Any foreign currency gains or losses are also included in the Profit & Loss report.

Notes on the Balance Sheet

The balance sheet groups your accounts into various sections. These sections can be shown in a horizontal format or a vertical one. Prophet uses the vertical format since it is the method used by most companies and accountants (larger limited companies and PLC's have to submit a balance sheet to Companies House at the end of each year, and the vertical format is the preferred choice).

Prophet will also breakdown your assets and liabilities into further groups to make the balance sheet clearer (we have added new account types to the accounts window for this purpose). These include:

FIXED ASSETS: The value of your buildings, vehicles, equipment, fixtures and fittings etc.
CURRENT ASSETS: Bank accounts, debtors etc.
LONG TERM LIABILITIES: Any long term loans (eg. a mortgage etc.)
CURRENT LIABILITIES: Creditors etc.
EQUITY: Your capital account, this years profit (or loss), your drawings on the business, shareholders capital etc.

Accounting Periods

Multi-Currency

A new window has been added which holds the exchange rates and name of foreign currencies. It also holds the name of your national currency. All the fields can be edited whenever you need to - including the name of your national currency. Three exchange rates are used for each currency; the first is the opening rate, the second is the average rate for the year, and the third holds the closing rate. The final column is used for the currencies name. The 'Rates' window can be opened from the Bank Accounts and Headings windows (these are the only windows where the currency is relevant).

As far as ERM member countries are concerned when dealing with other member countries rates and the Euro, life is made very simple, the rates were fixed on 1st January 1999, so all three rates per currency will be the same and will not change - the fixed rates and more Euro information are detailed further on.

The bank account window includes an extra column where the currency can be selected for each account. Prophet will use that countries exchange rates when you use the new reporting section (as also will the VAT return window).

The heading windows also include a currency column. This implies that any entries you make in the sales or purchase ledgers which use a foreign currency must also use a heading set up with the same currency (ie. you MUST NOT mix up different currencies in the same heading - if you set heading 'AA' to US Dollars, Prophet will assume that all entries to that heading are in dollars).

An account, a heading, and an alternative currency symbol can be assigned to each customer and supplier in the customer and supplier databases for use when invoicing, printing statements or ordering. This allows you to print invoices using a foreign currency symbol automatically. It also allows an alternative account and heading to be used from the default account and heading (as defined in the Preference window) when invoicing (eg. a $dollar invoice can be assigned to your $dollar account and $sales heading automatically when Prophet prints the invoice and compiles the sales ledger entry). The same applies if you click on the new 'Add to ledger' button in the purchase order window. Note also that an alternative template can be applied to individual customers and suppliers

The way foreign currencies are handled in an accounting system can be a complicated affair (we hope we have made it as simple as possible). To this end, we have chosen to adopt the SSAP 20 method for foreign currency accounting. SSAP stands for 'Statement of Standard Accounting Practice' - the '20' refers to the particular article. These standards are set by the various institutes of chartered accountants in the UK.

To summarise SSAP20: Year end balances of foreign asset and liability accounts are converted at the exchange rate prevailing at year end, and profit & loss balances are converted at the average rate for the year. The opening balances for asset and liability accounts are converted at the rate prevailing at the start of the year (ie. they use the previous year's closing rate) but only in so far as creating the carried forward Equity balance. Any gains or losses on foreign currency holdings are automatically transferred to the Profit & Loss account.

Multi-Currency and VAT

However, for non ERM countries, invoices issued in a foreign currency are usually not a problem regarding VAT since they are most likely to be zero rated: the only way a foreign currency sale will incur VAT is if it is to an ERM member country and the company concerned is NOT registered for VAT in that country (sales like this are treated as standard rate domestic sales in the UK).

If you do need to issue foreign currency invoices which include VAT (and you are NOT in an ERM member country) there is a work-around which is shown and included in the upgrade. It covers everything and will ensure your entries are correct.

The EURO and the ERM (Exchange Rate Mechanism)

Some of these rules are mandatory for member countries (eg. converting from say, DM to Francs, requires the DM to be converted to the Euro first, then from that to Francs - known as 'triangulation' - see later). Others are recommended or optional, eg. you do not have to show your national currency and the Euro convertion total on invoices. After the transitional period (after 31st December 2001 for the first wave of joiners) all totals will be deemed to be expressed in Euros anyway. For your information, we have retained the following:

Current ERM member countries and their fixed exchange rates

TRIANGULATION

PAGE 4

3. European Union law on the conversion between two national currency units

3.1 Article 4 (4) of Council Regulation (EC) No. 1103/97, which is now in force in all Member States of the European Union, prescribes a procedure for the conversion between two national currency units of participating Member States during the transitional period, i.e. "Monetary amounts to be converted from one national currency unit into another shall first be converted into a monetary amount expressed in the euro unit, which amount may be rounded to not less than three decimals and shall then be converted into the other national current unit. No alternative method of calculation may be used unless it produces the same results."

3.2 This is the triangulation procedure. For example the conversion of 100,000 Belgian francs (BEF) to German marks (DEM) would proceed as follows, using the fixed conversion rates of 1 EUR = 40.3399 BEF and 1 EUR = 1.95583 DEM:
Step 1: 100,000 BEF = 100,000 / 40.3399 EUR = 2,478.935 EUR Intermediate value
Step 2: 2,478.935 EUR = 2,478.935 x 1.95583 DEM = 4,848.38 DEM

3.3 Using a 6 significant figure bilateral exchange rate based on these fixed exchange rates would not necessarily give the same result. Using 1 DEM = 20.6255 BEF gives an answer of 4,848.37 DEM, i.e. a difference of 0.01 DEM compared with the triangulation result. If the bilateral rate were taken to one additional significant figure i.e. 1 DEM = 20.62546 BEF, then the result would be the same. The European Commission has undertaken research into the use of bilateral rates and has found that there may be instances where a bilateral rate will not provide the same results as triangulation even using up to 15 decimal places. There is no guarantee that bilateral rates will always give the same results as triangulation.

4. When triangulation is required

4.1 Two companies or individuals in the eurozone may enter into a contract that specifies payment for goods or services in a national currency unit which is different to the base currency used by the party who is to pay for the goods or services. If the party making the payment wishes to calculate, and pay, the amount owed in their own national currency unit, then they should use the triangulation procedure to calculate the amount owed under the contract in their own national currency unit. This is to ensure that the amount received by the other party in the other national currency unit, after conversion by the banking system, will properly discharge the debt outstanding.

4.2 We do not envisage other circumstances where triangulation is needed in practice, except where the use of a bilateral rate would produce results which could be materially incorrect and therefore misleading to third parties such as an investor in a company or other users of a company's financial statements.

PROPHET NOTE: the triangulation algorythm is used by Prophet's calculator if you enter the complete equation in a single line (eg. 100000 / 40.3399 x 1.95583 = 4,848.38) - this has not altered the way the calculator works, it has always used this rounding method.

New features added since the 3+pro upgrade

1. Added new account types to the Accounts and purchase heading windows (all documented on upgrade disc 2).

2. Speeded up auto-backup when quitting.

3. Added user definable purchase order VAT total fields (see last two paragraphs of item 33 below).

4. The default account/heading in the preference window can now be selected with the mouse menu button.

5. The new account/heading/currency fields in the cust/supp databases are now included when stepping through the fields with the TAB or Return key.

6. A 'warning' message has been added when clicking on the 'Old' button in the invoice window (so you can abort it if accidentally clicked).

7. If you have the 'Save on exit' and 'Backup on exit' turned on in the 'Save' window, Prophet now performs a pre-backup of your files when doing an auto-save or manual save DURING a session. This means that your backup copy will reflect the state of your file (including the invoice file) at the time when you previously saved it. The point of this is to enable you to start again from the previous saved position if you make a mistake since your last save and want to start from that point again.

The normal 'save on exit' and 'backup on exit' remains the same in that it still creates a duplicate set of files from your main file. The new auto-backup feature can be turned on or off.

8. The Record number field in the cust/supp databases can now be toggled to show the internal record number (rather than the actual position in the database).

The internal number is used by Prophet to ensure customers and suppliers remain connected to the ledgers if a sort is performed. The internal number is of use to those people who have written their own utilities for Prophet.

The export window, when the 'Output all fields' button is ON, will include the record or internal number (depending on which has been selected in the database).

9. If you enter the 'U' status in the 'All ledger' report window, Prophet will include them in the report and (for reporting purposes) will mark them as being paid. This allows you to produce a cash flow forecast. The report is now also account specific.

10. Comma's (,) and @ characters are now kept in telephone numbers when filtering for the auto-dialling utility. These symbols are standard modem commands for including a pause between sets of digits. The normal default for a comma command is 2 seconds. The @ command invokes a 5 second pause. You can use multiple sets of these should you need to depending on your telecoms provider and modem.