accounting and payroll
Accounting Software
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Accounting Software



There are quite a few considerations when evaluating which accounting software is suited to your business or company. Currently internationally (and in South Africa) there are literally hundreds of different software business systems available and choosing one is becoming quite a challenge.
Wikipedia has a comparison list of different brands of accounting software and it is available here: Wikipedia Comparison of accounting software

We gaurantee you the most comprehensive accounting and payroll software ever, for more information or to arrange a demonstration on Cubit please email us on
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Many websites though do not even list the South African business systems or POS (point of sale software) and one has to do quite a bit of research to find the different accounting software vendors that are players in the local market.
Generally Accounting Software has to comply with the requirements laid down by the South African Revenue service (http://www.sars.gov.za) and with a multitude of other government requirements, for example the Department of Labour. Then the accounting software also has to comply with south African GAAP, GRAP, IFRS, ISA, ASA etc.

Of course having local service and support for your chosen accounting software is great, but even better is when the software is produced in South Africa

Cubit Accounting Software Quick Stats:
-GAAP
-GRAP
-IFRS
-SARS
-ISA
-ASA - Complete Financial Statements
-Unlimited Cash Books
-Petty Cash
-Asset Register and Ledger
-Advanced Journaling
-Complete Debtors, Creditors and advanced Stock and Inventory systems


Common Installation questions and Install TIPS:



  • Cubit does not print properly on an A4/A5/A6 page:
    • Printing: Printing is done through the web browser and print settings are configured therein by clicking on the File -> Page Setup buttons TIP: If accessing Cubit over the Internet: Install on Linux and select the HTTPS option (Your traffic is then encrypted)


  • Cubit does not want to install on my Microsoft Windows VISTA operating system
    • Contact Cubit: support@cubit.co.za for assistance to configure servers

  • Passwords and Users:
    • Please change your "admin" user password and Never delete the "admin" account. Add users and provide those users access to only what you wish them to access

  • My Cubit is slow or has become slow:
    • Click on Services - Maintenance - Cubit Speed.

  • Microsoft Windows: Cubit gives an error when it starts:
    • Click on Start -> Programs -> Cubit -> Server Start - Note the error number in the black pop up box and e-mail this number to support@cubit.co.za

    How to Configure Cubit and Import data from ANY system into Cubit:




    Step 1: Install Cubit and Create a New Company



    1.1 Before you install Cubit, Note the following:

    Cubit is a "Network Accounting Software" so this means that even though it will
    work fine for one person, it is intended for multiple people to use it all at the same
    time. The cubit software installs a "Web Server" and powerful "Database Server"
    on your computer system. The Cubit system is then accessed using an Internet
    "Web Browser" called FireFox. You do NOT need to be connected to a network or
    the Internet to use Cubit. You can also select to use a "Hosted" version of Cubit or
    you can host it for yourself. If you are hosting it for other people you need our
    written permission.
    Your Firewalls and anti-virus programs: Certain Anti-virus programs see SQL files with

    many zeros as a virus file and if you have a firewall you need to configure it to allow
    yourself to connect to yourself on tcp port 80 or port 443


    1.2 Please note that the installation of Cubit can take up to 45 minutes to complete.
    Therefore be patient and wait for the installation to complete before proceeding.
    When the installation is finished (On Windows): Click Start -> Programs -> Cubit ->
    Server start.
    - Open the FireFox web browser and type in the IP number of the Cubit server

    (On your own machine: 127.0.0.1) - Click on "Start Cubit"

    1.3 In the centre of the top 'LOG IN' screen there is a message with the heading
    'Splash Message', please read this message. The default user name and
    password is 'case sensitive' so the default user name is 'admin' and the default password is '123'.


    1.4 You should now be logged into your company as the user 'admin'. :: Click Quick Setup
    :: Select the month that your financial year starts in AND then click on the year that your financial year ends in.
    NB - If your year is March 2008 to February 2009the financial year is 2009
    Please note that you should change the admin password to what ever you like by
    clicking on Admin -> View user -> Edit -> change the current password (123)
    by clicking on the password block and type in the new password block and click on
    the confirm password block and enter the new password and click on commit
    changes. ::HINT:: All users that you add to the system can change their own
    passwords if you allow them.)



    Step 2: Configure your company



    2.1 Click On Admin -> company details. This you will find in the drop down menus at
    the top of the screen. Fill in all the company's details Click confirm if all the detail is
    correct click on write. These details will appear on all your company's documentation.

    Step 3: Import data form another accounting program or system


    3.1 Backup all the data on the current accounting program. Export your data from any old

    system to spreadsheet (or text?) at the end of the month after all the accounts have been
    updated, balanced and reconciled.

    3.2 Make sure that all the data you have exported from the accounting program is correct
    and that it is in the correct format. See the correct formats by going to the appropriate
    option at Accounting -> Import. You may have to edit the data to confirm with the
    required Cubit layout.

    3.3 Once this data is in the correct layout, save it as a comma separated volume (CSV file)

    by clicking on the "Save As" button in the spreadsheet and select CSV format.
    Remember not to have any balances in the CSV file for customer/supplier/stock but only
    the data as specified in the Accounting -> Import menu. When importing these details
    Cubit will get the balances from the Trial balance, which you will be importing, after you
    have imported the customer/supplier/stock master file.
    Import the Stock, Customers, Suppliers first. The Trial balance must be imported last as
    the details for Customers, Suppliers and Stock details are required in order to allocate
    the total values in the relevant Control accounts.


    3.4 Import Stock First (If the company is working with stock)
    Start Cubit and open up the company that you want to import the data into. Now click
    on: Accounting -> Import -> Import stock. Above the import function it tells you in red
    writing that the data must be saved as a CSV file. It also tells you in which order the
    data must be saved. Make sure that your data is in the correct order before you import
    it and that the total units and unit price balances.
    The data needs to be comma separated (code,description,selling price), Ex:
    stkcode_001, stock description,500

    Click on browse, Cubit will open up a Window which you should use to locate and,
    select the folder that you saved the data in and select the Stock CSV file, and click on
    open click on the import button to import the data.

    3.5 Importing Customers
    Start Cubit and open up the company that you want to import the data into. Now click
    on: Accounting -> Import -> Import customer. Above the import function it tells you in red
    writing that the data must be saved as a Customer CSV file. It also tells you in which
    order the data must be saved. The data needs to be comma separated (acc no,name,postal address,del address,vat number,contact name,Business Tel,Cell No,Fax
    No,E-mail,Web Address), Ex: cust1,customer1,P.O. Box 1,physical
    address,1997/212/212,rep,011 888 9999,083 999 9999,013 293 1223,
    client@website.co.za, www.blank.co.za Click on browse, Cubit will open up a window
    which you should use to locate and select the folder that you saved the data in and
    select the Customer CSV file, and click on open then click on import button to import the
    data.

    3.6 Importing Suppliers

    Start Cubit and open up the company that you want to import the data into. Now click
    on: Accounting -> Import -> Import supplier. Above the import function it tells you in red
    writing that the data must be saved as a Supplier CSV file. It also tells you in which
    order the data must be saved.
    The data needs to be comma separated (acc no,name,address,vat number,contact name,Business Tel,Fax No,Web Address), Ex:
    supp1,supplier1,address,1997/212/212,rep,011 888 9999,013 293
    1223,www.blank.co.za) Click on browse, Cubit will open up a window
    which you should use to locate and select the folder that you saved the data in and

    select the Supplier CSV file, and click on open then click on import button to import the
    data.

    3.7 When importing your Trial balance
    Make sure that your Trial balance that you import is in balance. If it does not balance
    Cubit will not allow you to continue. Also remove any totals, example: Debit and Credit
    totals column from the file.
    The data needs to be comma separated (acc num,account name,debit,credit), Ex:
    (1000/000,Sales,0.00,50000) The import has a facility to create accounts for you if they do not exist. They will however be created with the same name and account number as
    in the CSV file. If you wish to create the account yourself you will have to do this before
    importing the file. Also make sure that the CSV file does not contain any totals. Please
    make as few changes to the default chart of account as possible. We do not advise
    changing the numbering for Control Accounts and System accounts eg. Cost of Sale,
    Debtors/Customer Control, Creditors/Supplier Control, Stock/Inventory Control, etc.

    Step 4: Linking of accounts and Allocating balances



    4.1 After opening your Trial balance CSV file in the Cubit Accounting Software, you will have to select ledger accounts

    for each account on your Trial balance, or select to create a new account if Cubit does
    not have the specific account that you are looking for. By selecting New Expense
    account/New balance or New Income account.

    4.2 If you have selected to create a new account, you will be prompted to select where on
    the financial statements the accounts should display (current or non current
    assets/liabilities, income/expense, etc.) on the next page

    4.3 After linking accounts you will have to allocate the total amounts from your control
    accounts (customers, suppliers, inventory) to the individual customers, suppliers and
    stock items.

    4.4 When allocating the inventory amount to the stock items, do not enter the cost price per
    unit, enter the total balance for that stock item and quantity on hand. Cubit will then
    allocate the cost price per unit for each stock item.

    IMPORTANT NOTES: ::HINT::


    5.1 Ensure that there are no commas in your text/spreadsheet, as each comma will indicate
    a separation. When creating your CSV file and all the information is not available for the
    relevant cells. The cell should still exist, however it must be left blank. If the cell is not left
    blank for each empty value, Cubit will record the information under the wrong headings.
    ALSO ensure that there are no other characters eg. '/' '' '[' ']' '{' '}' etc. as Cubit
    does not import these characters and only alpha numeric values.

    5.2 It is important to make sure that all the data and balances have been exported to a
    spread sheet and saved in the file format CSV in the correct format. Cubit can only import Balances and NOT YET transactions.

    6. Manual take on balances and Assets



    6.1 You can also enter the details of the Creditors/Debtors/Stock manually and then
    manually enter the take on balances (Trial balances) by using journal transactions.

    6.2 Then taking on balances you must use the multiple journal entry function. Click On

    Accounting -> Journal transaction -> Multiple journal transaction. The contra account for
    all entries must be "Opening balance/Suspense account". In this manner the Opening
    Balances/Suspense account will balance while all the other balances will appear in the
    accounts selected after doing the journal entries.

    6.3 Take On Assets:
    When adding take on Balances for assets do not process it using journal entries. Click
    On Accounting -> Asset Ledger -> Add Asset group -> fill in the data and click confirm
    click on write if all the data is correct.
    Now you can add Assets by clicking on Accounting -> asset ledger -> add asset -> fill in
    the data and click confirm if all the data is correct click on write.


    7. Capturing/Adding Debtors/Creditors/Stock Manually


    When adding take on balances for creditors/debtors/stock you first have to add
    debtors/creditors/stock to Cubit. Once you have done this, view the debtor/creditors/stock. Click on the 'transaction' option next to the relevant
    debtor/creditor/stock item and proceed with journal entries. Remember to use Opening
    Balance/Suspense Account as your contra account.


    8. Follow these steps to Add Stock manually


    Add Stock Items:
    This is done at 'stock' -> 'add stock'. Fill in all the relevant information and click the
    'confirm' button if all the data is correct, click on the write button

    9. Follow these steps to Add Creditors manually


    Add Suppliers/Creditors
    This is done at 'Creditors' -> 'Add Supplier'. Fill in all the relevant information and click
    the 'confirm' button if all the data is correct, click on the write button

    10. Follow these steps to Add Debtors manually


    Add Customers/Debtors
    This is done at 'Debtors', 'Add Customer' Fill in all the relevant information and click the
    'confirm' button if all the data is correct, click on the write button

    You can now start processing transactions using Cubit, but remember not to duplicate

    any of the imported information. Only start entering transactions for the day after the

    date of the imported Trial Balance.


    If you are experiencing challenges in the importing of company data you may send us an e-mail at support@cubit.co.za
    Please have the details of your selected service plan at hand together with your
    customer reference number.

    Telephonic Support:


    Please call your dealer or Cubit Sales to purchase


    Wikipedia Article about Cubit Accounting Software
    The Cubit POS Sourceforge Page and
    The Cubit Project on Sourceforge


    Also see Business Software




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