Tools → Import Data
The Chart of Accounts is the backbone of Visual Dolphin. Unlike generic software, Visual Dolphin allows for a six-level account hierarchy.
Comprehensive Tutorial: Mastering Visual Dolphin Accounting Software
Visual Dolphin is a powerful ERP (Enterprise Resource Planning) and financial management suite developed by the Software Design Consulting Group. It is designed to centralize business operations, from basic ledger tracking to complex project management and multi-currency reporting.
This tutorial provides a step-by-step guide to setting up and using the core accounting modules within the Visual Dolphin environment. 1. Initial Setup and Navigation
Before recording transactions, you must configure the software to match your business structure.
Chart of Accounts (COA): Define your account number structure. Visual Dolphin supports dual Chart of Accounts, sub-accounts, and sub-ledgers for granular tracking.
Currency Configuration: If you operate internationally, set up dual or multiple currencies. The system handles real-time exchange rate conversions.
Cost Centers: Map accounts to specific departments, divisions, or projects to monitor profitability by business unit.
User Security: Use the Security Groups feature to control access. For example, you can restrict junior accountants to data entry while reserving financial statement generation for managers. 2. Managing Accounts Payable (AP)
The Accounts Payable module streamlines vendor relationships and cash outflows.
Vendor Creation: Add suppliers to the central Address Book. This prevents redundant data by allowing a single contact to be both a supplier and a client.
Setting Payment Terms: Define credit limits and agreed-upon payment terms for each vendor to automate due date calculations.
Settling Invoices: Use the Payment Preparation function to review all outstanding invoices. You can select specific payments to hold, release, or partially settle.
Advance Allocation: If you pay a deposit before receiving an invoice, register it as a "Payment in Advance." Later, use the Advance Allocation tool to match these funds against the final invoice. 3. Managing Accounts Receivable (AR) visual dolphin accounting software tutorial
The AR module is critical for tracking cash inflows and customer credit risks.
Credit Control: Establish credit limits for each customer. The system will alert you during sales order entry if a client exceeds their limit.
Receipts Management: Record customer payments via cash, check, or credit card. Visual Dolphin supports Batch Processing, allowing you to group daily receipts for easier bank reconciliation.
Aging Analysis: Regularly generate Aged Trial Balance reports (30, 60, 90 days) to identify overdue accounts and project future cash flow.
Salesman Commissions: Automate commission calculations based on quantity sold or net sales. Rates can be defined by item family or brand. 4. General Ledger and Financial Reporting
The General Ledger (GL) is the "brain" of the system, consolidating data from all other modules.
Journal Entries: Create manual entries or set up Recurring Journal Entries for fixed monthly expenses like rent or depreciation.
Automatic Postings: Most transactions from the Sales, Purchase, and Inventory modules post automatically to the GL, ensuring real-time financial accuracy.
Drill-Down Capability: From a high-level account balance, you can "drill down" directly into the individual vouchers and transactions that make up that total.
Standard Reports: Instantly generate critical documents, including: Trial Balances (Comparative or Yearly) Profit & Loss Statements Balance Sheets VAT Reports for tax compliance 5. Advanced Productivity Tools
MyDolphin Dashboard: Customize your workspace with "Most Used Screens," notifications for pending approvals, and quick links to template reports.
Data Export: All reports can be exported to Excel, RTF, or ASCII for further external analysis.
Project Accounting: For sectors like construction or legal services, group all income and expenses under a specific Project ID to track dedicated project profitability.
Proactive Follow-up: Would you like a detailed guide on setting up VAT rates for specific items or a deep dive into Visual Dolphin's Inventory Control module? Software Design | Consulting Group Visual Dolphin & Dolphin Horizon Financial | Management/ERP Tools → Import Data The Chart of Accounts
The General Ledger (GL) is the central repository for all financial transactions.
Chart of Accounts (COA): Users can define a custom account number structure and support dual COAs for complex reporting.
Entity Management: Configure multiple corporations, divisions, and departments within a single database to eliminate redundant data entry.
Multi-Currency Support: Set up dual or multiple currencies for international operations. 2. Managing Contacts (Suppliers & Customers)
Visual Dolphin uses a centralized address book where third-party accounts are created as "contacts".
Contact Creation: A single contact can be identified as a supplier, a client, or both simultaneously to reduce errors.
Verification Process: Prior to activation, management can require a financial and legal investigation. Users can store digital copies of trade licenses and tax documents directly in the contact profile. 3. Accounts Payable (AP) Operations
Voucher Entry: Enter vendor invoices to track obligations and purchasing patterns.
Payment Preparation: Group purchases into individual batches by supplier or employee for easier reconciliation.
Check Printing: The system can automatically print checks for payable vouchers or record hand-written checks manually. 4. Accounts Receivable (AR) & Sales
Invoicing: Create invoices with predefined VAT rates that apply automatically.
Credit Terms: Establish due dates based on agreed credit terms for each client.
Sales Tracking: Monitor payments and analyze sales trends by customer, brand, or item family. 5. Reporting & Insights
Drill-Down Capability: Users can navigate from an account balance directly down to the specific voucher or transaction for auditing. Go to General Ledger > Link Tax to Accounts
Data Export: Reports can be exported to standard formats like Microsoft® Excel, RTF, or ASCII for further analysis.
Real-Time Dashboards: Integrated modules allow for real-time visibility across retail and back-office operations. Key Features Summary Capability Budgeting Create scenarios by project, branch, or cost center. Automation
Automatically generate recurring journal entries and reverse entries. Security
Track every change to third-party data with user, date, and time logs (SOX compliance). Integration
Real-time synchronization between mobile apps and the back-office ERP. Visual Dolphin & Dolphin Horizon Financial | Management/ERP
Transactions → TDS Entry
Now that you have stock, it is time to make money.
| Action | Shortcut | |--------|----------| | New Invoice (Sale) | Ctrl + S | | New Purchase | Ctrl + P | | Save | Ctrl + Enter | | Print | Ctrl + P (on invoice screen) | | Search Item | F2 | | Calculator | Ctrl + C | | Close window | Esc |
Visual Dolphin had a quirk: every inventory item had to be assigned a “pod” (a virtual bin location). You couldn’t just enter “12 boxes of spark plugs.” You had to split them into pods.
Example:
If a customer bought 5, you had to manually move one plug from Pod C to a “transit pod” before selling. It was absurd.
But Elena discovered a hidden feature: Shift+Click on the dolphin’s eye in the top-left corner unlocked “Expert Mode.” Expert Mode added a batch transaction screen that bypassed the pod system entirely.
That one shortcut saved her 10 hours a month.