Visual Dolphin Accounting Software Tutorial · Premium

Visual Dolphin is a comprehensive ERP system designed specifically for the advertising and media industries. It integrates project management, media planning, and financial accounting into a single workflow. This tutorial provides a step-by-step guide to navigating the accounting module, managing accounts payable and receivable, and generating essential financial reports. Understanding the System Architecture

Visual Dolphin operates on a centralized database. This means that when a media buyer creates a booking or an account manager logs an expense, the data flows automatically into the accounting module. This integration reduces manual entry and ensures that your financial statements reflect real-time operational data. The system is divided into several key sub-modules: General Ledger, Accounts Payable, Accounts Receivable, and Cash & Bank Management. Initial Setup and General Ledger Navigation

Before processing transactions, ensure your Chart of Accounts is properly structured. Navigate to the General Ledger module to view your account hierarchy. Each account is assigned a unique code and category, such as Asset, Liability, Revenue, or Expense. To create a new account, select the New button, enter the account code, description, and designate its parent account. This structure is the backbone of your financial reporting, so consistency is vital for accurate Profit and Loss statements. Managing Accounts Payable

The Accounts Payable (AP) process in Visual Dolphin begins with the entry of supplier invoices. In the AP module, click on Invoice Entry. You will be prompted to select the vendor from your pre-defined list. If the invoice relates to a specific job or media booking, you can link it directly to that record. This "matching" feature ensures that you are only paying for approved services. Once the invoice details are entered and the VAT is calculated, save the record. For payments, use the Payment Processing screen to select outstanding invoices and generate checks or electronic transfers. Streamlining Accounts Receivable

Accounts Receivable (AR) is primarily driven by client billing. When a project reaches a billing milestone, the system can automatically generate a draft invoice based on the job’s budget and actual costs. Review the draft in the AR Billing module. Once confirmed, the invoice is posted to the General Ledger, and a PDF is generated for the client. When you receive payment, go to the Cash Receipts section. Select the client, enter the payment amount, and apply it to the specific outstanding invoices. This keeps your aging reports accurate and helps track client credit limits. Bank Reconciliation and Cash Management

The Cash & Bank module allows you to monitor your liquidity. Regular bank reconciliation is essential. Import your bank statement or enter the closing balance manually. The system will display all posted checks and deposits that have not yet been cleared. Simply check off the items that appear on your bank statement. Any discrepancies, such as bank fees or interest, can be posted directly from this screen. This process ensures that your books always match your actual bank balance. Generating Financial Reports

The power of Visual Dolphin lies in its reporting capabilities. From the Reports menu, you can access standard financial statements like the Balance Sheet, Trial Balance, and Income Statement. Use the filtering options to generate reports by department, branch, or specific time periods. For project-based accounting, the Job Profitability report is indispensable. It compares the revenue generated from an invoice against the actual costs incurred, providing a clear picture of which accounts or projects are most lucrative for the agency. Tips for Efficiency

To get the most out of Visual Dolphin, utilize the recurring journal entries feature for fixed monthly expenses like rent. Additionally, set up automated alerts for overdue client invoices to improve cash flow. Regularly auditing your user permissions within the system will also ensure that sensitive financial data remains secure and that there is a proper segregation of duties within your accounting team. By mastering these modules, your agency can move away from manual spreadsheets and toward a streamlined, data-driven financial operation.

Visual Dolphin Accounting Software Tutorial: A Comprehensive Guide

In today's fast-paced business world, accounting software has become an essential tool for managing financial transactions, tracking expenses, and making informed decisions. One popular accounting software solution is Visual Dolphin, a user-friendly and feature-rich platform designed to streamline accounting processes for small to medium-sized businesses. In this article, we will provide a comprehensive Visual Dolphin accounting software tutorial, covering its key features, setup, and usage.

What is Visual Dolphin Accounting Software?

Visual Dolphin is a cloud-based accounting software designed to help businesses manage their financial operations efficiently. It offers a range of features, including general ledger, accounts payable, accounts receivable, payroll, and financial reporting. The software is user-friendly, intuitive, and accessible from anywhere, making it an ideal solution for businesses with remote teams or multiple locations.

Key Features of Visual Dolphin Accounting Software

Before we dive into the tutorial, let's take a look at some of the key features of Visual Dolphin accounting software:

General Ledger: Visual Dolphin allows you to manage your company's financial transactions, including journal entries, ledger accounts, and financial statements.
Accounts Payable: The software enables you to track and manage your business's accounts payable, including vendor invoices, payments, and credit memos.
Accounts Receivable: Visual Dolphin helps you manage your accounts receivable, including customer invoices, payments, and credit memos.
Payroll: The software offers a built-in payroll feature, allowing you to manage employee salaries, benefits, and taxes.
Financial Reporting: Visual Dolphin provides a range of financial reports, including balance sheets, income statements, and cash flow statements.

Setting Up Visual Dolphin Accounting Software

To get started with Visual Dolphin, follow these steps:

Sign Up: Go to the Visual Dolphin website and sign up for an account. You will need to provide basic business information, including your company name, address, and contact details.
Download and Install: Once you have signed up, download and install the Visual Dolphin software on your computer or access it through the cloud.
Set Up Company: Launch the software and set up your company by entering basic information, including your company name, address, and tax ID number.
Configure Chart of Accounts: Configure your chart of accounts, which is a list of all your company's accounts, including asset, liability, equity, revenue, and expense accounts.

Navigating the Visual Dolphin Interface

The Visual Dolphin interface is user-friendly and easy to navigate. The main dashboard displays key financial information, including your company's cash balance, accounts payable, and accounts receivable. The top menu bar provides access to various modules, including:

General Ledger: Access your company's general ledger, where you can view and manage financial transactions.
Accounts Payable: Manage your accounts payable, including vendor invoices, payments, and credit memos.
Accounts Receivable: Manage your accounts receivable, including customer invoices, payments, and credit memos.
Payroll: Access your company's payroll, where you can manage employee salaries, benefits, and taxes.

Visual Dolphin Accounting Software Tutorial: Step-by-Step Guide

Now that we have covered the basics, let's dive into a step-by-step guide on how to use Visual Dolphin accounting software:

Step 1: Creating a New Invoice

Log in to your Visual Dolphin account and navigate to the Accounts Receivable module.
Click on Create Invoice and select the customer name, invoice date, and payment terms.
Enter the invoice details, including the products or services provided, quantities, and prices.
Save and print the invoice.

Step 2: Managing Accounts Payable

Navigate to the Accounts Payable module.
Click on Enter Vendor Invoice and select the vendor name, invoice date, and payment terms.
Enter the invoice details, including the products or services received, quantities, and prices.
Save and schedule payment for the invoice.

Step 3: Processing Payroll

Navigate to the Payroll module.
Click on Create Payroll and select the pay period, employee names, and payment dates.
Enter the payroll details, including salaries, benefits, and taxes.
Save and process the payroll.

Step 4: Generating Financial Reports

Navigate to the Financial Reporting module.
Select the report type, including balance sheet, income statement, or cash flow statement.
Choose the date range and other report parameters.
Generate and print the financial report.

Conclusion

Visual Dolphin accounting software is a powerful tool designed to streamline accounting processes for small to medium-sized businesses. With its user-friendly interface and comprehensive features, Visual Dolphin makes it easy to manage financial transactions, track expenses, and make informed decisions. By following this tutorial, you should now have a good understanding of how to use Visual Dolphin accounting software to manage your company's finances effectively.

Additional Tips and Resources

Visual Dolphin Support: If you need help with Visual Dolphin, you can access the software's support resources, including online tutorials, user manuals, and customer support.
Visual Dolphin Training: Consider taking a Visual Dolphin training course to learn more about the software's advanced features and best practices.
Visual Dolphin Community: Join the Visual Dolphin community to connect with other users, ask questions, and share knowledge.

By mastering Visual Dolphin accounting software, you can take control of your company's finances and make informed decisions to drive growth and success.

Visual Dolphin is a comprehensive ERP (Enterprise Resource Planning) and accounting solution developed by Software Design Consulting Group. While there are few formal "reviews" specifically dedicated to the tutorials themselves, user feedback and official documentation provide a clear picture of the learning experience and software functionality. Overview of the Learning Experience

Reviews of the software's usability and training materials are mixed, depending on the specific industry module being used:

Ease of Use: Many users describe the software as "very user-friendly" and "easy to navigate". The design is intended to be intuitive for everyone from beginners to experts. Learning Resources:

In-App Help: Some users find the built-in help sections and online chat features very effective at answering questions.

Tutorial Gaps: Conversely, some professional reviewers have noted a "lack of any manual or learning material" in certain versions, which can lead to users missing out on more advanced features. visual dolphin accounting software tutorial

Training Quality: Feedback on official training sessions has been critical at times, with some users stating the training was "out of a packet" and not sufficiently tailored to their specific business needs.

Visual Interface: The software is noted for being "visually easy to the eye" with good response times. Key Accounting Capabilities

The software is designed to streamline complex financial processes through high visibility and "drill-down" features:

Drill-Down Investigation: A standout feature in tutorials is the ability to track back any operation to its source. Users can click on items in dashboards or reports to see the underlying data, such as purchase orders or invoice details.

Financial Management: The system covers standard accounting needs including: General Ledger: Centralized control of financial accounts.

Accounts Payable/Receivable: Features like "Advance Allocation" allow users to register payments in advance and match them to invoices later.

Automated Payments: Includes automated check printing and "Payment Preparation" tools to handle global amounts across multiple suppliers.

Reporting & Analytics: Tutorials emphasize powerful reporting tools that allow for customized templates and the export of data directly to Microsoft Excel. Pros & Cons Based on User Reviews Pros Cons Intuitive Interface: Generally considered easy to navigate.

Generic Training: Official training may lack business-specific customization.

Robust Reporting: Powerful, flexible tools for data analysis and export.

Internet Dependency: Some users report annoying "random forced shut downs" without connectivity.

Deep Integration: Connects various business modules (Inventory, Payroll, CRM).

Support Issues: Some reviewers have described customer service as "abysmal" or slow to respond. Visual Dolphin & Dolphin Horizon Financial | Management/ERP

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. Visual Dolphin is a comprehensive ERP system designed

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.

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 General Ledger : Visual Dolphin allows you to

Purchase Reports

Supplier-wise purchase register
Unpaid bills aging analysis

Part 4: Generating Reports

The biggest advantage of using software like Visual Dolphin is the ability to generate instant financial statements.

Trial Balance: Go to Reports > General Ledger > Trial Balance. This report ensures your debits and credits are balanced across all accounts.
Profit & Loss Statement: Navigate to Reports > Financial Statements > Income Statement. This shows your Revenue minus Expenses, yielding your Net Profit.
Balance Sheet: Navigate to Reports > Financial Statements > Balance Sheet. This provides a snapshot of your company's health at a specific point in time, showing Assets, Liabilities, and Equity.

4. Daily Workflows

E-Way Bill Generation

Transactions → Sales Invoice → Generate E-Way Bill

Enter transporter name, vehicle number, distance
API connects to NIC portal (requires login)
PDF of e-way bill attached to invoice