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Computerised Accounting (AutoCount)

TABLE OF CONTENTS
CHAPTER 1 NEW COMPANY AND GL ENTRY PAGE
1.1 Installation 3
1.2 Company Profile And Licensing 3
1.3 Customise Your Main Screen 4
1.4 Manage Account Book 4
1.5 Chart Of Account (Remove, Rename, Create New Normal And Special Accounts, 5
Change Account Number)
1.6 Add Debtor & Creditor Account 7
1.7 Print Chart Of Account 8
1.8 Cash Book Entry Cash Receipt 8
1.9 Cash Book Entry Cash Payment 9
1.10 Journal Entry 9
1.11 Stock Value Maintenance 9
1.12 View Gl Reports: 9
Ledger Reports / Journal Transaction / Trial Balance / Profit & Loss Statement /
Balance Sheet
1.13 Backup 9
CHAPTER 2 AR AND AP ENTRY 10
2.1 Sales Agent Maintenance 10
2.2 Assigning Agent And Credit Term 10
2.3 Transaction: AR Invoice 11
2.4 Transaction: AR Credit Note 11
2.5 Transaction: AR Payment 11
2.6 Transaction: AP Invoice 11
2.7 Transaction: AP Credit Note 11
2.8 Transaction: AP Payment 11
2.9 Add New Special Account: Deposit 12
2.10 Transaction: AR Deposit 12
2.11 AR Statement 12
2.12 Returned Cheque 12
2.13 Post Dated Cheque And AR Statement 13
2.14 Backup 13
CHAPTER 3 EXISTING COMPANY 14
3.1 Create New Account Book 14
3.2 Add Previous Fiscal Year 14
3.3 YTD Balance 15
3.4 Past/YTD Entries 16
3.5 Transaction In The Month Of April 16
3.6 Stock Value Maintenance 18
3.7 View Reports 18
3.8 Bank Reconciliation 18
3.9 User Control 19
3.10 Backup 19
CHAPTER 4 INVENTORY CONTROL 20
4.1 Create New Accounting Book Using Restore 20
4.2 Enable Stock Module 20
4.3 Add G/L Account 20
4.4 Set Default Gl Accounts 20
4.5 Maintain Stock Group 20
4.6 Maintain Item Type 21
4.7 Auto Generate Item Code Format 21

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4.8 Maintain Stock/Service Item 22


4.9 Stock Item Opening Quantity 22
4.10 Stock Adjustment 24
4.11 Stock Issue 24
4.12 Stock Receive 25
4.13 Stock Write Off 26
4.14 Stock Update Cost 27
4.15 Stock Reports 27
4.16 Backup 27
CHAPTER 5 PURCHASING AND INVOICING 28
5.1 Enable Sales/Purchase Modules 28
5.2 Purchase Documents 29
5.3 Purchase Reports 30
5.4 Sales Documents 31
5.5 Sales Reports 33
5.6 Backup 33
CHAPTER 6 PROJECT ACCOUNT 34
6.1 Create New Account Book 34
6.2 Add Previous Fiscal Year 34
6.3 Enable Project Module 35
6.4 Project Maintenance 35
6.5 Project Opening Balance 36
6.6 Project Transactions 36
6.7 Stock Value Maintenance 37
6.8 Project Reports 38
6.9 Backup 38
CHAPTER 7 MULTI CURRENCY 39
7.1 Create New Account Book 39
7.2 Enable Multi-Currency Module 39
7.3 Currency Maintenance 39
7.4 Creditor/ Debtor With Foreign Currency 40
7.5 Purchases In Foreign Currency 41
7.6 Sales In Foreign Currency 41
7.7 Reports 42
7.8 Backup 42
CHAPTER 8 Manufacturing Account 43
8.1 Create New Account Book 43
8.2 Chart of Account 43
8.3 Opening Balance Maintenance 44
8.4 Cash Receipt 44
8.5 Cash Payment 45
8.6 Journal Entry 45
8.7 Maintain Stock Value 45
8.8 View Reports 46
8.9 Backup 46

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Chapter 1 New Company and General Ledger Entry

Smart Learning Sdn Bhd is a trading company with the following details:

Company name : Smart Learning Sdn Bhd (84888-S)


Registered address : Lot 2.50, 2nd Floor Kompleks Karamunsing,88300 Kota Kinabalu, Sabah,
Malaysia.
Telephone/Fax : 088-235218 / 088-235318
Fiscal Year Start Date : 01/01/yyyy
Actual Data Start Date : 01/01/yyyy
Home Currency : Ringgit Malaysia
Account Code Format : AAA-AAAA

1.1 Installation

Install AutoCount Accounting onto your PC using the attached DVD.

Installation type : Standalone installation

Create a new account book for Smart Learning Sdn Bhd

Product edition : Freely customize by modules


A/c book control file : Create Account Book Control File in the default folder in this
computer
Manage Account book : Create a new account book
Database server location : Create default account book in this PC
Main package : Accounting Package
Sample chart of account : Trading Company

Login the newly created account book, then logout.

1.2 Company Profile & Licensing

Complete the Company Profile, key in Remark (apply colour), set Default Report Header.

For Remark, key in Chapter1, and select yellow colour.


For Report Header, change the font type/size/colour as you wish.

Understand the 2 methods of licensing control:

Controlled by License Code


Controlled by USB Key.

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1.3 Customise Your Main Screen

Set the Menu Customization to: Always show full menus


Create the following My Favourite shortcuts:

Transaction:
Account Maintenance, Cash Receipt, Cash Payment, Journal Entry, Bank Reconciliation
Debtor, A/R Invoice, A/R Credit Note, A/R Payment
Creditor, A/P Invoice, A/P Credit Note, A/P Payment

Reports:
Account Details, Ledger, Journal of Transaction, Trial Balance, Profit & Loss Statement,
Balance Sheet Statement, Debtor Aging, Debtor Statement , Creditor Aging.

1.4 Manage Account Book

Create a sample account book. (SMART LEARNING SDN BHD)


Create a new account book with your own definition. View the effect at logon screen. After
that, delete the account book.
Attach an existing account book from other server. View the effect on logon screen. After that,
detach the account book.

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1.5 Chart Of Account

Modify the existing sample chart of account as below:

(a) Remove these accounts:

Acc. No. Description


210-0000 GOODWILL
305-0000 OTHER DEBTORS
405-0000 OTHER CREDITORS
420-0000 HIRE PURCHASE CREDITOR
420-1000 HIRE PURCHASE INTEREST SUSPENSE

(b) Rename the following account:


Acc. No. Description
510-0000 RETURN INWARDS SALES RETURN

(c) Remove the existing stock accounts and create a new set:
Remove:
Acc. No. Description Special Acc Type
330-0000 STOCK SBS
600-0000 STOCKS AT THE BEGINNING OF YEAR SOS
620-0000 STOCKS AT THE END OF YEAR SCS

Create new:
600-0000 STOCK OPENING SOS
699-9999 STOCK CLOSING SCS
333-3333 STOCK BS SBS

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(d) Remove the existing bank account and create 3 new bank accounts:

Remove:
Acc. No. Description Special Acc Type
310-1000 CASH AT BANK SBK

Create new: (Parent Account is 310-0000 CASH AT BANK)


A/c Type A/c No Description Paym Method J.Type Paym By Paym Type
Bank Current Assets 310-MBB1 MBB MB-CHEQUE Bank Cheque Cheque
Bank Current Assets 310-PBB1 PBB PBB Bank Cheque Cheque
Bank Current Assets 310-CIMB CIMB CIMB Bank Cheque Cheque

(e) Add a new fixed asset account and its accumulated depreciation account:

Parent Account Acc. No. Description


200-0000 FIXED ASSETS 200-5000 COMPUTER
200-0000 FIXED ASSETS 200-5005 ACCUM. DEPRN FOR & COMPUTER

(f) Add 2 new normal accounts:

Parent Account Acc. No. Description


<<Expenses>> 902-1000 SALES EXPENSES
<<Expenses>> 902-2000 MARKETING EXPENSES

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(g) Change account number:


Go to Tools> Change Code

902-0000 BANK CHARGES 916-0000 BANK CHARGES

1.6 Add Debtor & Creditor Account

Add the following debtor accounts

Control Account Company Name Debtor Account Address


300-0000 COMPANY A 300-A001 1, JALAN ATAS,KOTA KINABALU.
300-0000 COMPANY B 300-B001 2, JALAN KIRI, KOTA KINABALU.
300-0000 COMPANY C 300-C001 3, JALAN KANAN, KOTA KINABALU.

Add the following creditor accounts

Control Account Company Name Creditor Account Address


400-0000 SUPPLIER A 400-S001 A, JALAN A, BANDAR A, MALAYSIA.
400-0000 SUPPLIER B 400-S002 B, JALAN B, BANDAR B, MALAYSIA.
400-0000 SUPPLIER C 400-S003 C, JALAN C, BANDAR C, MALAYSIA.

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1.7 Print Chart Of Account

Preview the Chart of Account complete with GL, Debtor and Creditor accounts.

1.8 Cash Book Entry Cash Receipt

Record the following receipt vouchers:

Payment Payment
Voucher No Date Acc. No. Acc Desc. Amount
Method Amount
OR-0001 05/01/yyyy CIMB 100,000 100-0000 Capital 100,000
OR-0002 06/01/yyyy CASH 10,000 500-1000 Cash Sales 10,000

Use Copy Voucher to create the following receipt voucher:

Payment Payment
Voucher No Date Acc. No. Acc Desc. Amount
Method Amount
OR-0003 07/01/yyyy CASH 200 500-1000 Cash Sales 200

Cancel the receipt voucher OR-0003.

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1.9 Cash Book Entry Cash Payment

Record the following payment vouchers:

Supplier Voucher Payment Cheque Payment Acc. No. Acc


Name Date Desc.
No Method No. Amount
Supplier PV- 610-0000
06/01/yyyy CIMB 221100 3,000
A 0001 Purchases
2,000 200-2000
Furniture
Supplier PV- 4,000 200-3000 Office
09/01/yyyy CIMB 221101
B 0002 Equip.
200-5000
2,500
Computer
200 907-0000 Water
Supplier PV- & Elect
30/01/yyyy CASH
C 0003 909-0000
100
Telephone

1.10 Journal Entry

Complete the following Journal Entry:

Journal Acc. No.


Description Date DR CR
Voucher No Acc Desc.
903-0000
290
Depreciation of FA
200-2005
80
Accum.Deprn.-Furniture
Depreciation 01 JV-0001 31/01/yyyy
200-3005
160
Accum.Deprn.-Office Equip
200-5005
50
Accum.Deprn.-ICT & Comp

1.11 Stock Value Maintenance

Key in the closing stock value for January yyyy: 7,500.00

1.12 View GL Reports

Ledger Reports
Journal of Transaction
Trial Balance as at 31/01/yyyy
Profit and Loss Statement from 01/01/yyyy to 31/01/yyyy
Balance Sheet as at 31/01/yyyy

1.13 Backup

Backup the account book using Backup Filename: Backup Task 1.13

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Chapter 2 AR and AP Entry

Smart Learning Sdn Bhd enjoys 45 days credit term from all suppliers and offers 30 days credit term
to his regular customers. Sometimes deposits will be collected from customers and the deposit can
be used to offset outstanding debts as part of payment received from customers. Excessive deposit
will be refunded.

LEE and NOOR are the only salespersons that handling all credit customers.
Complete the following tasks by using the same account book you have created in Lesson 1.

2.1 Sales Agent Maintenance

Create the following sales agents:

Sales Agent Description


LEE ANDY LEE
NOOR NOOR AIDA

2.2 Assigning Agent And Credit Term

Assign agent and credit term to debtors/creditors as below:

Debtor/Supplier Agent Credit Term


COMPANY A NOOR Net 30 days
COMPANY B LEE Net 30 days
COMPANY C LEE Net 30 days
SUPPLIER A Net 45 days
SUPPLIER B Net 45 days
SUPPLIER C Net 45 days

2.3 Transaction: AR Invoice

Record the following credit sales:

Debtor Journal Type Invoice No Date Sales A/C Amount


300-A001 SALES I-0001 15/01/yyyy 500-0000 5,500

300-B001 SALES I-0002 19/01/yyyy 500-0000 7,500

300-C001 SALES I-0003 21/01/yyyy 500-0000 8,500

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2.4 Transaction: AR Credit Note

Record the following Credit Note for goods returned by customer, and knock off invoice I-
0002.

Debtor Journal Type CN Type CN No Date Debit A/C Amount

300-B001 SALES RETURN CN-0001 20/01/yyyy 510-0000 100

2.5 Transaction: AR Payment

Record the following payment received from customer, and knock off invoice I-0001:

Debtor Date Payment Method OR No Cheque No Payment Amount


300-A001 18/01/yyyy CIMB OR-0004 MBB 123456 2,500

2.6 Transaction: AP Invoice

Record the following Invoices received from suppliers:

Supplier
Creditor Journal Type Date Purchase A/C Amount
Inv No
400-S001 PURCHASE 445566 11/01/yyyy 610-0000 1,500

400-S001 PURCHASE 445577 13/01/yyyy 610-0000 2,000

400-S003 PURCHASE 778899 14/01/yyyy 610-0000 1,000

2.7 Transaction: AP Credit Note

Record the following Credit Note that received from supplier on goods returned to him, and
knock off the supplier invoice 445566.

Creditor Journal Type CN Type CN No Date Credit A/C Amount

400-S001 PURCHASE RETURN CN-4456 12/01/yyyy 612-0000 450

2.8 Transaction: AP Payment

Record the following payment made to Supplier A, and knock off the supplier invoice
445566:

Creditor Date Payment Method PV No Cheque No Payment Amount


400-S001 27/01/yyyy CIMB PV-0004 220013 500

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2.9 Add New Special Account: Deposit

Add the following special account of Bank, Cash, Deposit:

Account Acc. Type Acc. No. Description Paym Method Journal Type
Current CUSTOMERS CUSTOMERS BANK
Deposit 450-0000
Liabilities DEPOSIT DEPOSIT

2.10 Transaction: AR Deposit

Record the receiving of deposit from Customers:

Deposit A/C Debtor Date Payment Method AR Deposit No Payment Amt


CUSTOMERS
300-C001 25/01/yyyy CIMB OR-0005 400
DEPOSIT
CUSTOMERS
300-A001 25/01/yyyy CIMB OR-0006 400
DEPOSIT

Use the Deposit amount of Customer 1 to knock off invoice I-0001 (treat as payment
received):

Debtor Date Payment Method OR No Payment Amount


300- A001 27/01/yyyy CUSTOMERS DEPOSIT OR-0007 300

For deposit amount of Customer 3, forfeit half and refund the other half:

Forfeited Acc No Forfeited Amt Forfeited Date Refund Date Paymt Method Paymt Amt
500-0000 150 30/01/yyyy 30/01/yyyy CASH 150

2.11 AR Statement

View the Statement of Company A from 01/01/yyyy to 31/01/yyyy.


Change the amount of CN-0001 (20-01-yyyy) from RM 100 to RM 110.00, then preview the
Statement again.

2.12 Returned Cheque

Cheque received from Company A (dated 18-01-yyyy, MBB 123456, RM 2000) is bounced and
returned by the bank on 25/01/yyyy. Update the related AR Received Payment.
View the Statement of Company A again from 01/01/yyyy to 31/01/yyyy.

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2.13 Post Dated Cheque And AR Statement

Company A has issued another cheque MBB 123477, RM 2000, dated 05/02/yyyy (to
replace the returned cheque). Record the AR Received Payment.
View the Statement of Company A from 01/01/yyyy to 31/01/yyyy.
View the Statement of Company A from 01/01/yyyy to 05/02/yyyy.

2.14 Backup

Backup the account book using Backup Filename: Backup Task 2.14

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Chapter 3 Existing Company

Create a new account book by referring to company details in Chapter 1, but Learning Smart
Learningt Sdn Bhd is now a trading company that was established several years ago. The
companys fiscal year starts from 1st January, and it plans to start using AutoCount Accounting on
01-April, yyyy:

Fiscal Year Start Date : 01/01/yyyy


Actual Data Start Date : 01/04/yyyy

Closing balance of accounts (Year-to-date balance) as at 31/03/yyyy will be treated as opening


balance on 01/04/yyyy.

3.1 Create New Account Book (Copy Master Data)

Create the following account book:

New Company Name : Smart Learning Sdn Bhd


Database Name : AED_Chapter3
Database Folder : <default>
Database Server Location : Create a default account book in this PC
Fiscal Year Start Date : 01/01/yyyy
Actual Data Start Date : 01/04/yyyy
System Currency : Ringgit Malaysia
Main Package : Accounting Package
Account Code Format : <default>
Sample Chart of Accounts : Copy Master Data from other Account Books (copy from
Smart Learning Sdn Bhd)

Login to newly created account book. Complete the Company Profile, key in Chapter 3 for
Remark , and select green colour.

3.2 Add Previous Fiscal Year

Add the following Previous Fiscal Year:

Start Date End Date Fiscal Year Name


01/01/<y-1> 31/12/<y-1> Fiscal Year <y-1>

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3.3 YTD Balance

Check the option of Balance B/F in the last month of Year-To-Date Balance
Enter the following YTD Balance:

Extracted from Balance Sheet


Account Description
as at 31-03-yyyy
Capital -200,000
Retained Earning as at 01-01-yyyy -50,000
Furniture & Fittings 20,000
Accum.Deprn. Furniture & Fittings -12,000
Office Equipment 15,000
Accum.Deprn. Office Equipment -6,000
Motor Vehicles 80,000
Accum.Deprn. Motor Vehicles -48,000
ICT & Computer 25,000
Accum.Deprn. Computer -10,000
CIMB 102,000
MBB 35,000
PBB 40,000
Cash In Hand 11,000
Stock BS 22,000

Extracted from Profit & Loss Account


Account Description
for the quarter year ended 31-03-yyyy
Sales -110,000
Cash Sales -20,000
Stock Opening (01-01-yyyy) 18,000
Purchases 30,000
Stock Closing (31-03-yyyy) -22,000
Advertisement 5,600
Salaries 44,000
Travelling Expenses 2,000
Upkeep of Motor Vehicles 3,000
Water & Electricity 1,500
Telephone Charges 400
Printing & Stationery 500
Postage & Stamps 200
Commission & Allowances 600
Office Rental 3,000
General Expenses 200

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3.4 Past/YTD Entries

Enter the following Past/YTD invoices for debtors:

Debtor Journal Type Invoice No Date Description Amount


300-C001 Sales I-0001 16 Dec,<y-1> Sales 6,000
300-C001 Sales I-0002 04 Jan, yyyy Sales 4,000
300-C001 Sales I-0003 09 Feb, yyyy Sales 8,000
300-C001 Sales I-0004 11 Mar, yyyy Sales 6,000
24,000
300-C002 Sales I-0005 25 Feb, yyyy Sales 7,000
300-C002 Sales I-0006 22 Mar, yyyy Sales 3,000
10,000

Enter the following Past/YTD invoices for creditors:

Creditor Journal Type Invoice No Date Description Amount


400-S001 Purchase 223344 20 Dec,<y-1> Purchase 4,000
400-S001 Purchase 223355 22 Feb, yyyy Purchase 5,000
9,000

Update the debtors/creditors Last Month YTD Balance from A/R and A/P transaction.
Then verify the YTD Balance.

3.5 Transaction In The Month Of April

Record the following receipt vouchers:

Payment Payment Cheque


Voucher No Date Acc. No. Acc Desc. Amount
Method Amount No.
OR-0001 06/04/yyyy CASH 7,000 - 500-1000 Cash Sales 8,000
MBB
OR-0002 27/04/yyyy CIMB 12,000 500-1000 Cash Sales 13,000
123304

Record the following payment vouchers:

Payment Cheque Payment


Voucher No Date Acc. No. Acc Desc. Amount
Method No. Amount
PV-0001 05/04/yyyy CASH - 600 610-0000 Purchases 700

PV-0002 12/04/yyyy CIMB 333011 2,000 610-0000 Purchases 3,000

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Record the following credit sales:

Debtor Journal Type Invoice No Date Sales A/C Amount


300-C001 SALES I-0007 13/04/yyyy 500-0000 14,000

300-C003 SALES I-0008 14/04/yyyy 500-0000 7,600

Record the following payments received from customers, and knock off accordingly:

Payment Payment
Debtor Date OR No Cheque No Knock Off
Method Amount
300-C001 22/04/yyyy CIMB OR-0003 HSBC 123456 3,500 I-0001

300-C002 23/04/yyyy CIMB OR-0004 HLB 223344 7,000 I-0005

I-0002
300-C001 29/04/yyyy CIMB OR-0005 HSBC 112233 5,000
I-0003

Record the following Invoices received from suppliers:

Creditor Journal Type Inv No Date Purchase A/C Amount

400-S002 PURCHASE 99110 07/04/yyyy 610-0000 3,600

400-S003 PURCHASE 31233 10/04/yyyy 610-0000 4,100

Record the following payments made to suppliers, and knock off accordingly:

Payment Payment
Creditor Date OR No Cheque No Knock Off
Method Amount
400-S001 29/04/yyyy CIMB PV-0003 333012 1,500 223344

400-S002 29/04/yyyy CIMB PV-0004 333013 1,000 99110

400-S003 29/04/yyyy CIMB PV-0005 333014 1,100 31233

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3.6 Stock Value Maintenance

Maintain the closing stock value as at 30/04/yyyy: RM 22,500.

3.7 View Reports

Ledger Report
Journal of Transaction Report
Receipt and Payment Report
Cheque Listing Report
Trial Balance Report
Profit and Loss Statement
Balance Sheet Statement
Outstanding A/R Invoice Report
Debtor Aging Report
Debtor Statement Report
Outstanding A/P Invoice Report
Creditor Aging Report
Creditor Statement Report
Audit Trail

3.8 Bank Reconciliation

Create a new Bank Reconciliation for 310-CIMB on 30/04/yyyy


The Bank Statement received from CIMB on 31/03/yyyy is as followed:

CIMB
Date Description DR CR Balance
01-04-yyyy Balance b/f 102,000 cr
15-04-yyyy 333011 2,000 100,000 cr
25-04-yyyy HSBC 123456 3,500 103,500 cr
HLB 223344 7,000 110,500 cr
30-04-yyyy 333013 1,000 109,500 cr

Process and Preview the Bank Reconciliation Statement on 30/04/yyyy

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3.9 User Control

Create the following new user

User Login ID User Name Password Access Rights

Account Receivable menu


USER New User USER Backup
Cash Book Entry (except Delete Cash Transaction)

Login as New User to verify the access control.

3.10 Backup

Backup the account book using Backup Filename: Backup Task 3.10
Verify the backup file.
Exit and Logout.

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Chapter 4 Inventory Control

Smart Learning Sdn Bhd has decided to set up its inventory control system for all stock items. The
company has been trading phones and providing phone repairing service. These two main income
streams will be posted to two separate accounts by the name of Sales and Repair Service.

4.1 Create New Account Book using Restore

Restore from Backup Task 3.10.SQL2005.A06 using database name: AED_Chapter4


Exit current account book and login to restored account book.
key in Chapter4 for Remark.

4.2 Enable Stock Module

Activate the Stock module for this account book

4.3 Add G/L Account

Add the following new normal account:

Parent Account Acc. No. Description


<<OTHER INCOMES>> 555-0000 Repair & Service

4.4 Set Default GL Accounts

Set default GL accounts as shown below:

Name Value
Sales Account 500-0000
Cash Sale Account 500-1000
Sales Return Account 510-0000
Sales Discount Account 520-0000
Purchase Account 610-0000
Purchase Return Account 612-0000
Purchase Discount Account 540-0000

4.5 Maintain Stock Group

Create the following stock group:

Item Group Short Code Description


PHONE PH PHONE
ACCE AC ACCESSORIES
(change the Sales/Cash Sales a/c code
REPA RS REPAIR & SERVICE
to 555-0000 )

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4.6 Maintain Item Type

Create the following item types:


Go to Stock > Stock Item Type Maintenance > New

Item Type Short Code Description


NAKIA N NAKIA
SAMSONG S SAMSONG
MTOROLA L MTOROLA

4.7 Auto Generate Item Code Format

Change the Automatic Generation of Item Code format to: %G%T-<000>


set the Default UOM to: UNIT

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4.8 Maintain Stock/Service Item

Create the following items (apply the default costing method: Weighted Average):
Go to Stock >More Stock Maintenance>Item Opening Balance Maintenance

Std Re- Re-


Item Item Min Norm Max
Group Description Selling order order
Type Code Qty Level Qty
Price Level Qty

PHONE MTOROLA PHL-001 MTOROLA 801 900.00 20 40 150 160 100

PHONE MTOROLA PHL-002 MTOROLA 809 1400.00 2 5 15 20 10

PHONE NAKIA PHN-001 NAKIA 1100 1000.00 5 10 40 50 30

PHONE NAKIA PHN-002 NAKIA 1200 1200.00 5 10 40 50 30

PHONE SAMSONG PHS-001 SAMSONG 930 1500.00 2 5 15 20 10

PHONE SAMSONG PHS-002 SAMSONG 850 2000.00 2 5 15 20 10


ACCESSORY
ACCE MTOROLA ACL-001 30.00 50 100 300 350 200
MTOROLA 1
ACCESSORY
ACCE NAKIA ACN-001 20.00 50 100 300 350 200
NAKIA 1
ACCESSORY
ACCE SAMSONG ACS-001 25.00 50 100 300 350 200
SAMSONG 1
REPAIR &
REPA RS-001 50.00 * not a Stock Control item.
SERVICE

4.9 Stock Item Opening Quantity

Enter the following opening quantity for stock items:

Item Code Description Quantity Cost


ACL-001 ACCESSORY MTOROLA 1 88 15.00
ACN-001 ACCESSORY NAKIA 1 120 8.00
ACS-001 ACCESSORY SAMSONG 1 115 10.00
PHL-001 MTOROLA 801 38 300.00
PHL-002 MTOROLA 809 5 550.00
PHN-001 NAKIA 1100 15 400.00
PHN-002 NAKIA 1200 8 450.00
PHS-001 SAMSONG 930 7 500.00
PHS-002 SAMSONG 850 9 700.00

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4.10 Stock Adjustment

Create the following adjustment:

Stock Adj No. Date Item Code Description Qty Unit Cost Subtotal

PHL-001 MTOROLA 801 1 300.00 300.00

ADJ-000001 05/04/yyyy PHL-002 MTOROLA 809 -1 550.00 -550.00

PHN-001 NAKIA 1100 1 400.00 400.00

4.11 Stock Issue

Create the following stock issue:

Stock Issue No. Date Item Code Description Qty Unit Cost Subtotal

PHL-001 MTOROLA 801 1 300.00 300.00


S1-000001 05/04/yyyy
PHL-002 MTOROLA 809 1 550.00 550.00

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4.12 Stock Receive

Create the following stock receive:

Stock
Date Item Code Description Qty Unit Cost Subtotal
Receive No.

ACL-001 ACCESSORY MTOROLA 1 2 15.00 30.00


SR-000001 05/04/yyyy
ACN-001 ACCESSORY NAKIA 1 2 8.00 16.00

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4.13 Stock Write Off

Create the following stock write off:

Stock
Date Item Code Description Qty Unit Cost Subtotal
Write-Off No.
WOFF-000001 05/04/yyyy ACL-001 ACCESSORY MTOROLA 1 1 15.00 15.00

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4.14 Stock Update Cost

Create a new Stock Update Cost to update the following cost: (use F9 to search for items)

Item Code Description New Cost


ACL-001 ACCESSORY MTOROLA 1 14.00
ACN-001 ACCESSORY NAKIA 1 8.00
ACS-001 ACCESSORY SAMSONG 1 10.00
PHL-001 MTOROLA 801 300.00
PHL-002 MTOROLA 809 540.00
PHN-001 NAKIA 1100 400.00
PHN-002 NAKIA 1200 450.00
PHS-001 SAMSONG 930 500.00
PHS-002 SAMSONG 850 700.00

4.15 Stock Reports

Stock Card Report


Stock Balance Report
Stock Movement Report
Stock Status Report
Reorder Advice Report
Inventory Physical Worksheet
Stock Aging Report

4.16 Backup

Backup the account book using Backup Filename: Backup Task 4.16
Verify the backup file.
Exit and Logout.

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Chapter 5 Purchasing and Invoicing

Smart Learning Sdn Bhd starts using Purchase and Sales modules for its purchasing and invoicing
documents. The documents will be posted directly to Stock and G/L.

Perform the following tasks by using the database you have saved in Lesson 4.

5.1 Enable Sales/Purchase Modules

Enable the Sales module and Purchase module for this account book.

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5.2 Purchase Documents

Create the following Request Quotation:

Item Unit
R/Q No. Creditor Date Qty Subtotal
Code Cost
ACL-001 200 14.00 2,800.00
RQ-0001 400-S001 05/04/yyyy PHL-001 100 300.00 30,000.00
PHL-002 10 540.00 5,400.00

RQ-0002 400-S002 05/04/yyyy PHN-002 30 450.00 13,500.00

Create the following Purchase Order, transfer from Request Quotation:

P/O No. Full Document Transfer from Date


PO-0001 RQ-0001 05/04/yyyy
PO-0002 RQ-0002 05/04/yyyy

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Create the following Goods Received Note, by Partial Item Transfer from PO-0001(be
aware of the quantity received).

Supplier Item Unit


G/R No. Creditor Date Qty Subtotal
D/O No. Code Cost
ACL-001 150 14.00 2,100.00
GR-0001 400-S001 08/04/yyyy 13555 PHL-001 80 300.00 24,000.00
PHL-002 10 540.00 5,400.00

Create the following Purchase Invoice, transfer from Goods Received Note:

P/I No. Full Document Transfer from Supplier Invoice No Date


PI-0001 GR-0001 INV 33300 08/04/yyyy

Create the following Purchase Return, transfer from Purchase Invoice:

Supplier Item Unit


P/R No. Creditor Date Qty Subtotal
CN No. Code Cost
PR-0001 400-S001 10/04/yyyy 8899 PHL-002 1 530.00 530.00

Create the following Cash Purchase which was paid in Cash.


*The new stock item (PHN-003 NAKIA 990) standard cost is RM 200, standard selling price
is RM 650.00

Supplier Item Unit


C/P No. Creditor Date Qty Subtotal
Invoice No. Code Cost
PHN-001 1 420.00 420.00
CP-0001 400-S003 09/04/yyyy 121212
PHN-003* 1 210.00 210.00

5.3 Purchase Reports

Purchase Order Listing Report


Outstanding Purchase Order Listing
Monthly Purchase Analysis Report
Purchase Analysis by Document

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5.4 Sales Documents

Create the following Quotation:

Quotation Item Unit


Debtor Date Qty Discount Subtotal
No. Code Price
ACN-001 4 20.00 80.00
QT-0001 300-C001 05/04/yyyy PHN-001 2 1,000.00 5% 1,900.00
PHN-002 2 1,200.00 5% 2,280.00

QT-0002 300-B001 05/04/yyyy PHS-002 5 2,000.00 500 9,500.00

ACL-001 50 30.00 5% 1,425.00


QT-0003 300-C001 06/04/yyyy
PHL-001 50 950.00 5%+2% 44,222.50

Create the following Sales Order, transfer from Quotation:

S/O No. Full Document Transfer from Date


SO-0001 QT-0001 and QT-0003 05/04/yyyy
SO-0002 QT-0002 05/04/yyyy

Create the following Delivery Order, partial transfer from Sales Order:

D/O No. Transfer Item Unit


Date Qty Discount Subtotal
Debtor from Code Price
DO-0001 ACN-001 2 20.00 40.00
08/04/yyyy SO-0001
300-C001 PHN-001 2 1,000.00 5% 1,900.00
DO-0002 ACN-001 2 20.00 40.00
09/04/yyyy SO-0001
300-C001 PHN-002 2 1,200.00 5% 2,280.00
DO-0003 ACL-001 40 30.00 5% 1,140.00
10/04/yyyy SO-0001
300-C001 PHL-001 40 950.00 5%+2% 35,378.00
DO-0004
10/04/yyyy SO-0002 PHS-002 5 2,000.00 500 9,500.00
300- B001

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Create the following Invoice, transfer from D/O:

Invoice No. Full Document Transfer from Date


I-0009 DO-0001, DO-0002, and DO-0003 10/04/yyyy
I-0010 DO-0004 10/04/yyyy

Create the following Credit Note:

C/N No. Partial Item Unit


Date Qty Discount Subtotal
Debtor Transfer from Code Price
CN-0001 ACL-001 2 30.00 5% 57.00
15/04/yyyy I-000009
300-C001 PHL-001 2 950.00 5%+2% 1,768.90

Create the following Debit Note:

D/N No. Our Item Unit


Date Qty Discount Subtotal
Debtor Invoice No. Code Price
DN-0001
15/04/yyyy I-000010 RS-001 2 50.00 100.00
300-C002

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Create the following Cash Sale. . (create a new customer account: 300-9999 Cash Customer)

C/S No. Item Unit


Date Qty Subtotal Form of Payment
Debtor Code Price

CS-0001 ACL-001 1 30.00 30.00


05/04/yyyy Cash
300-9999 PHN-001 1 1,000.00 1,000.00

CS-0002 Cash: 400


05/04/yyyy PHL-002 1 1,400.00 1,400.00
300-9999 MB-CCard: 1,000

5.5 Sales Reports

Outstanding Sales Order Listing


Monthly Sales Analysis Report
Sales Analysis by Document Report
Profit & Loss of Document Report
Top/Bottom Sales Ranking Report
Price History Report
Sales Agent Contribution Report

5.6 Backup

Backup the account book using Backup Filename: Backup Task 5.6

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Chapter 6 Project Account

This chapter introduces the module of Project. This feature allows unlimited number and level of
projects, suitable for accounting that involves projects, both short and long term.

Learners are also encouraged to explore another module that is very much alike: Department.

6.1 Create New Account Book (Copy Master Data)

Create the following account book:

New Company Name : Chapter6


Database Name : <default>
Database Folder : <default>
Database Server Location : Create a default account book in this PC
Fiscal Year Start Date : 01/01/yyyy
Actual Data Start Date : 01/01/yyyy
System Currency : Ringgit Malaysia
Main Package : Accounting Package and Stock Control Package
Account Code Format : <default>
Sample Chart of Accounts : Copy Master Data from other Account Books copy from
Smart Learning Sdn Bhd (as per Lesson 5)

Login to newly created account book.

6.2 Add Previous Fiscal Year

Add the following Previous Fiscal Year:

Start Date End Date Fiscal Year Name


01/01/<y-1> 31/12/<y-1> Fiscal Year <y-1>

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6.3 Enable Project Module

Enable the module of Project

6.4 Project Maintenance

Create the following project codes:

Project Code Sub-Project Code Description


P1 Project 1
P2 Project 2
P2 SP2a Sub-Project 2a
P2 SP2b Sub-Project 2b

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6.5 Project Opening Balance

Key in the following opening balances by project:

P1 SP2a SP2b
Description
DR CR DR CR DR CR
Capital 100,000 60,000 80,000
Motor Vehicle 20,000 10,000 15,000
CIMB 75,000 47,000 53,000
Stock-BS 5,000 3,000 12,000

6.6 Project Transaction

AP Invoice Entry

Creditor Journal Type Inv No Date Purchase A/C Proj. No. Amount
400-S001 PURCHASE 123456 08/01/yyyy 610-0000 P1 5,000
400-S002 PURCHASE 122222 08/01/yyyy 610-0000 SP2a 3,000
400-S003 PURCHASE 133333 08/01/yyyy 610-0000 SP2b 4,000

AP Credit Note Entry, knock off the supplier invoice 123456.

Creditor Journal Type CN Type CN No Date Credit A/C Proj. No. Amount

400-S001 PURCHASE RETURN 1212 10/01/yyyy 612-0000 P1 200

AP payment, and knock off the supplier invoice 122222:

Payment Payment
Creditor Proj. No. Date PV No Cheque No
Method Amount
400-S002 SP2a 10/01/yyyy CIMB PV-00001 333005 1,000

AR Invoice Entry:

Debtor Journal Type Invoice No Date Sales A/C Proj. No. Amount
300-C001 SALES I-0001 08/01/yyyy 500-0000 P1 15,000

300-C002 SALES I-0002 08/01/yyyy 500-0000 SP2a 12,000

300-C003 SALES I-0003 08/01/yyyy 500-0000 SP2b 9,000

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AR Credit Note for goods returned by customer, and knock off invoice I-0002.

Journal
Debtor CN Type CN No Date Debit A/C Proj. No. Amount
Type
300-C002 SALES RETURN CN-0001 10/01/yyyy 510-0000 SP2a 150

AR Receive Payment, and knock off invoice I-0001:

Proj. Payment
Debtor Date OR No Cheque No Payment Amount
No. Method
300-C001 P1 10/01/yyyy CIMB OR-0001 MBB 23456 3,000

Cash Book Entry New Receipt Voucher:

Payment Payment
Voucher No Date
Method Amount
Acc. No. Acc Desc. Proj. No. Amount

OR-0002 10/01/yyyy CASH 4,000 500-1000 Cash Sales SP2b 4,000

Cash Book Entry New Payment Voucher:

Payment Cheque Payment Proj.


Voucher No Date Acc. No. Amount
Method No. Amount No.
904-0000 P1 4,000

PV-0002 10/01/yyyy CIMB 333006 904-0000 SP2a 3,000

904-0000 SP2b 2,000

6.7 Stock Value Maintenance

Key in the closing stock value for January yyyy

Project No Jan yyyy

P1 6,000
SP2a 4,000
SP2b 13,000

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6.8 Project Report

Profit & Loss Statement (31/01/yyyy) - for each project


Profit & Loss Statement (31/01/yyyy) - projects comparison
Balance Sheet (31/01/yyyy) - for each project
Balance Sheet (31/01/yyyy) - projects comparison
Project Profit Margin Report (from 01-01-yyyy to 31/01/yyyy)

6.9 Backup

Backup the account book using Backup Filename: Backup Task 6.9

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Chapter 7 Multi Currency

This chapter introduces the module of Multi-Currency. The system allows transactions with foreign
currencies and auto-generate journal entries of gain/loss in foreign exchange should the exchange
rate differs during payment.

Learners are also encouraged to explore the module of Advanced Multi-Currency which involves
Unrealized Gain/Loss in foreign currency.

7.1 Create New Account Book (Copy Master Data)

Create the following account book:

New Company Name : Chapter7


Database Name : <default>
Database Folder : <default>
Database Server Location : Create a default account book in this PC
Fiscal Year Start Date : 01/01/yyyy
Actual Data Start Date : 01/01/yyyy
System Currency : Ringgit Malaysia
Main Package : Accounting Package and Stock Control Package
Account Code Format : <default>
Sample Chart of Accounts : Copy Master Data from other Account Books copy from
Smart Learning Sdn Bhd (as per Chapter 5)

Login to newly created account book.

7.2 Enable Multi-Currency module

Enable the module of Multi-Currency

7.3 Currency Maintenance

Maintain the following currencies:

Exchange
Currency Currency Currency Bank Bank Exchange Exchange
Gain/Loss
Code Symbol Word Buy Rate Sell Rate Gain A/C Loss A/C
Journal
RINGGIT
MYR RM 1.00 1.00 530-0000 908-0000 GENERAL
MALAYSIA
USD US$ US DOLLAR 3.45 3.50 530-0000 908-0000 GENERAL
SINGAPORE
SGD S$ 2.15 2.20 530-0000 908-0000 GENERAL
DOLLAR

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7.4 Creditor /Debtor with Foreign Currency

Create the following creditor /debtor that will be traded in foreign currency

Control A/C Company Name Creditor No. Currency

400-0000 SUPPLIER D (USD) 400-S004 USD

Control A/C Company Name Creditor No. Currency

300-0000 COMPANY D (SGD) 300-C004 SGD

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7.5 Purchases in Foreign Currency

Purchase Invoice (Supplier DO/Inv No: 1223)

Creditor Item Unit Local


Date Qty SubTotal Currency Rate
P/I No. Code Price Net Total
400-S004
08/01/yyyy PHS-001 2 500 1,000 USD 3.50 3,500
PI-000001

AP Invoice Entry (and View Posting Details)

Journal Purchase
Creditor Currency Rate Inv No Date Amount
Type A/C

400-S004 PURCHASE USD 3.50 1234 09/01/yyyy 610-0000 1,000

Journal of Transaction Report (show the columns of Currency Code and Original Amount.)
- before Payment

AP payment, and knock off the supplier invoice 11223:

Payments Payment Payment


Creditor USD to MYR Date PV No
Currency Method Amount

400-S004 USD 3.60 10/01/yyyy PBB PV-0001 1,000

Journal of Transaction Report (show the columns of Currency Code and Original Amount.)
- after Payment

7.6 Sales in Foreign Currency

Item Price By Currency


Maintain the following items price in SGD:

Item Code Currency Code Price

PHS-001 SGD 900.00

PHS-002 SGD 1,200.00

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Sales Invoice

Debtor Unit Sub Local


Date Item Qty Currency Rate
Invoice No Price Total Net Total
300-C004
08/01/yyyy PHS-001 2 900 1,800 SGD 2.15 3,870
I-000001

AR Invoice Entry:

Journal
Debtor Currency Rate Invoice No Date Sales A/C Amount
Type

300-C004 SALES SGD 2.15 I-0002 09/01/yyyy 500-0000 2,700

Journal of Transaction Report (show the columns of Currency Code and Original Amount.)
- before Payment

AR Receive Payment, and knock off invoice I-0002:

Payments Payment Payment


Debtor USD to MYR Date OR No
Currency Method Amount

300-C004 SGD 2.13 11/01/yyyy PBB-PJ OR-0001 2,700

Journal of Transaction Report (show the columns of Currency Code and Original Amount.)
- after Payment

7.7 Report

Ledger Report for 300-C004 and 400-S004


Profit & Loss Statement
Balance Sheet
Debtor Aging Report
Debtor Statement Report

7.8 Backup

Backup the account book using Backup Filename: Backup Task 7.8

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Chapter 8 Manufacturing Account

This chapter introduces the use of multilevel chart of account in producing manufacturing account.
The given chart of account is just one of many ways to organise your manufacturing account.

Students are also encouraged to explore the related modules such as Bill of Material and Multi
Level Assembly.

8.1 Create New Account Book (create sample chart of accounts)

Create the following account book:

New Company Name : Chapter8


Database Name : <default>
Database Folder : <default>
Database Server Location : Create a default account book in this PC
Fiscal Year Start Date : 01/01/yyyy
Actual Data Start Date : 01/01/yyyy
System Currency : Ringgit Malaysia
Main Package : Accounting Package and Stock Control Package
Account Code Format : <default>
Sample Chart of Accounts : Create sample chart of accounts Manufacturing Company

Login to newly created account book.

8.2 Chart of Account

Modify the existing sample chart of account as below:

(a) Remove these accounts:

Acc. No. Description Special Account Code


305-0000 OTHER DEBTORS
310-1000 CASH AT BANK SBK
405-0000 OTHER CREDITORS

(b) Create the following bank account (Parent account: <Current Assets>)

A/c Type A/c No Description Payment Method Journal Type Payment By


Bank Current Assets 311-0000 BANK BANK Bank BANK

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8.3 Opening Balance Maintenance

Maintain the following opening balances:

Description Acc.No. DR CR
Capital 100-0000 100,000
Retained Earning 150-0000 154,000
Furniture & Fitting 200-2000 30,000
Accum Deprn Furniture & Fitting 200-2005 18,000
Plant & Machinery 200-4000 50,000
Accum Deprn Plant & Machinery 200-4005 20,000
Factory Equipment 200-5000 50,000
Accum Deprn Factory Equipment 200-5005 40,000
Bank 311-0000 90,000
Cash in Hand 320-0000 20,000
Stock Raw Material 330-1000 30,000
Stock Packing Material 330-2000 10,000
Stock Work In Progress 330-3000 12,000
Stock Finished Goods 330-4000 40,000
332,000 332,000

8.4 Cash Receipt

Record the following receipt voucher:

Voucher No Date Payment Method Cheque No. Acc. No./ Acc Desc. Amount

OR-0001 08/01/yyyy BANK RHB12345 500-0000 Sales 50,000

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8.5 Cash Payment

Record the following payment vouchers:

Payment
Voucher No Date Cheque No. Acc. No. Acc Desc. Amount
Method
700-1010 PurchasesRaw
5,000
PV-0001 08/01/yyyy BANK 666001 Materials
700-1015 Carriage Inwards 500

700-3005 Production Wages 3,000


PV-0002 08/01/yyyy BANK 666002
900-1005 Staff Salaries 2,000

700-5005 Factory Rental 2,500


PV-000003 08/01/yyyy BANK 666003
900-0070 Office Rental 2,500

700-5010 Upkeep of Machine 300


PV-000004 08/01/yyyy CASH 700-5015 Upkeep of Equipmnt 300
700-5020 Security Charges 400

8.6 Journal Entry

Record the following Journal Entry:

Journal
Description Date Acc. No. / Acc Desc. DR CR
Voucher No
700-5030 Depreciation of Plant
2,000
& Machinery
700-5035 Depreciation of
1,000
Office Equipment
Depreciation JV-000001 08/01/yyyy
200-4005 Accum.Deprn.-Plant
2,000
& Machinery
200-5005 Accum.Deprn.-Office
1,000
Equipment

8.7 Maintain Stock Value

Key in the following closing stock value as at 31-01-yyyy

Stock Account Closing Stock value (Jan yyyy)


Finished Goods 39,000
Raw Material 28,000
Packing Material 11,000
Work In Progress 13,000

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8.8 View Reports

Account Details Report Manufacturing Account . Manufacturing account 15000.00


Profit & Loss Statement (show all child-accounts) . Net Profit 29500.00
Balance Sheet (show all child-accounts) . Balance Sheet total 283500.00

8.9 Backup

Backup the account book using Backup Filename: Backup Task 8.9

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