Professional Documents
Culture Documents
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Table of content
1 Administration
1.1 Company Information 5
1.2 Location 6
1.3 User 6
1.4 Change Password 11
1.5 Audit Trial 11
1.6 Backup 12
1.7 Schedule Backup 13
2 Masters
2.1 Currency 14
2.2 Payment Terms 16
2.3 Payment Mode 17
2.4 Country 17
2.5 City 18
2.6 Product Category 19
2.7 Product Group 21
2.8 Unit Of Measurement 22
2.9 Price Type 23
2.10 Document Initials
2.11 Document Remarks
3 Sales
3.1 Enquiry 27
3.2 Estimate 28
3.3 Quotation 29
3.4 Sales Order 31
3.5 Delivery Note 32
3.6 Sales Invoice 33
3.7 Cash Sale 35
3.8 Sales Return 37
3.9 Receive Payment 38
3.10 Customer 40
3.11 Document Remarks 41
3.12 Job
4 Purchase
4.1 Purchase Enq/RFQ 42
4.2 Purchase Order 44
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4.3 Goods Receiving Note 45
4.4 Purchase Invoice 46
4.5 Cash Purchase 46
4.6 Purchase Return 49
4.7 Pay Vendor Bills 50
4.8 Vendor 51
4.9 Groups 52
4.10 Report
5 Inventory
5.1 Product 53
5.2 Material Request 54
5.3 Production Assembly 54
5.4 Consumption/Material issues 55
5.5 Stock Transfer 57
5.6 Stock Adjustment 58
5.7 Damage waste 59
5.8 Reports
6 Accounts
6.1 Account Ledger 64
6.2 Account Group 65
6.3 Chart of Accounts 66
6.4 Journal 66
6.5 Payment 67
6.6 Receipt 68
6.7 Expense 70
6.8 Debit Note 71
6.9 Credit Note 74
6.10 Bank Reconciliation 75
6.11 Fixed Assets 77
6.12 Reports
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1. Administration
In this section various controls and administration options are available , using which
responsibilities and privileges is assigned .
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The form allows the user to enter the Company Information. All the transactions and the
activity that will be created will be recorded under the company created .
1.2 Location
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Using Location form multiple location can be created based on companies office, ware
house, inventory etc.
1.3 User
As an organization can have multiple staffs with different responsibility and positions,
based on that multiple users can be created.
Forms permissions can be provided to each user based on their responsibilities , from
the form permission tab.
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Similarly report permissions can be provided to each user based on their responsibilities
, from the report permission tab.
Email Setting
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Email can be configured for the user from email setting tab
Steps
2.Enter details of your SMTP server(can be known from your hosting provider)
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Existing user can change their password from the change user password option under
administration tab.
Steps
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A user can track the action record based on date , user , action type, module .
Any entry or edit performed on the system can be tracked from the Audit Trial option .
1.6 Backup
Backup for the company database can easily be taken by clicking on take backup button.
Steps.
1. Click on backup button
2. Specify the backup location
3. Click on take backup button
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1.7 Schedule Backup
Using Schedule Backup option auto backup for the database can be scheduled for each day.
Steps
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drive or the server location where you want to store your data as a backup
4. Click on take backup
2. Masters
2.1 Currency
Multi currency with their exchange rate can be set under an organization according to the
company requirement .
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Steps to create a new Currency :
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2.2 Payment Terms
if you will select this payment term in any document then the payment due date will
become after these days of the document date and that document will come in remainder
automatically before 3 days of the remainder
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Different Payment Mode can be created which reflects in the payment received and pay
vendor bill section .
2.4 Country
For company locations, Country can be created ,to specify the company location .
Multiple Country can also be created under the same company depending on the
company branches locations.
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1. Click on new button under Country tab
2. Inside new field enter the new Country name
Country name selection option can be required at the time of creating sales or
purchase action within various forms sales and purchase modules
3. Click on save
Example under category electronic, items like mobile phone , camera etc can come under.
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Steps to create new category
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2.6 Product Group
Products can also be categories group wise . Multiple groups can be created under a company .
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2.6 Unit Of Measurement
Different commodities have different Unit Of Measurement . Multiple Unit Of Measurement can
be created for all kinds of items from the Unit Of Measurement option. Every product may have
multiple units Ex. Purchase in cartons and sale in pieces (1 carton = 20 pcs)
The Unit Of Measurement will be reflected at time of creating the product inside the inventory as
the Unit Of Measurement for the mentioned commodities .
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Multiple Price Type can easily be created
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Steps to new Job
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1. Under masters click on Job tab
2. Click on new option within Job
3. With in new job form first form is of general information
4. Mention the name of the customer within the customer field
5. Enter the job number for the specified customer
6. Description for the mentioned job
7. Mention the location for the job
3 Sale
All the sales related activity can be controlled and monitored from the sale section . Activities
like sales Enquiry , sales estimate ,Quotation ,sales order ,delivery note, sales invoice ,cash sales
, sales return , received payment , customer , employees etc can be done from this section .
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To keep the track of all the sales enquiry sent we use the Sales Enquiry form .
We can maintain the record all the enquires get from the customer side with the track
of the customer , location , sales person, job, shipment to , enquiry no. date of
enquiry , payment term, customer PO No
Steps to create the Enquiry
1. Enter the name of the customer under customer field
2. Select the location for the customer
3. Mention the name of the sales person involved in the sales process
4. Mention the job name
5. Write the ship to address
6. Make the entry for the enquiry number
7. Enter the date of enquiry
8. Mention the Payment Terms
9. Enter the customer purchase order number
10. Mention the due date
11. Mention the reference number
12. Select the proper currency
13. Enter the product code related to the Enquiry
14. Mention items description
15. Enter the job number
16. Enter the quantity for the item
17. Select the mentioned Unit Of Measurement for the item
18. Select the price for the item
19. Enter the discount if any
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20. Go to attachment tab to attach any file
3.2 Estimate
3.3. Quotation
A sales quote allows a prospective buyer to see what costs would be involved for the
work or purchase they would like to have done.
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Delivery notes are made against the sales ordered to be delivered to the customer .
Ex. If a customer has made an order of a purchase from the company , the company
issues a delivery notes in reference to the order .
1. Enter the customer for which you want to make the delivery note
2. Mention the location from where the delivery note is getting created
3. Delivery can be associated to a job
4. Enter the sales person related to the job
5. Mention the ship to address
6. Enter the delivery note number
7. Enter the date of delivery
8. Mention the Payment Terms
9. Mention the delivering vehicle no.
10. Select the actual delivering date
11. Mention reference if any
12. Enter the product code
13. Enter the item description
14. Enter the quantity of the item getting delivered
15. Mention the Unit Of Measurement
16. Mention the price of the item
17. Enter the discount
Rest of the fields are getting filled automatically
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3.5 Sales Invoice
Sales invoice refers to the bill made against the item purchased by the customer .
Or simply, it is the bill for the items purchased by the customer
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20. Select the unit of measure measurement for the quantity
21. Enter the price for the unit quantity
22. Enter discount if any
23. Then click on save
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Sales return is made against any return made by the customer for the purchased item .
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20. Amount will be calculated automatically
21. Enter the return account and other description
22. Then click on the save button on top
Rest of the field will be manipulated and filled automatically.
To record the payment made by the customer we create the Receipt From Customer.
Payment made by the customer effects the accounts balance and the customer record.
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12. Mention the payer bank
13. If the payment is made in pdc cheque tick on pdc
14. Enter additional information in other information section .
15. Then click on save
Rest of the fields will be calculated automatically.
3.9 Customer
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Customer list can be create from the customer option under the sales tab . It helps
the company to easily associate any sale to a particular customer .
If company A is supplying materials to company B and other companies like it
than company A can create the list of all such companies to whom it is supplying
its product
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10. Mention the currency for the customer
11. Enter the exchange for the mentioned currency
12. Enter the remarks for the customer
13. Then go to the other information tab
14. Mention the contact person name for the customer
15. Enter the mobile number for the person
16. Enter the email id
3.10 Group
Group refers to the category under which all the customers can be defined .
All the buyer of the IT products can be categories under the group IT customer
3.11 Employee
New employee creation can easily be done from the Employee tab
Steps to create a new employee
1. Under sales click on employee tab
2. Click on new
3. Within the name field enter the name of the employee
4. Enter the employee code
5. Mention the department of the employee
6. Enter the mobile number of the employee
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7. Mention the email address of the employee
8. Enter the salary for that employee
4. Purchase
Purchase module allows the access to create edit and monitor all the activities related
to the vendor ,buy or purchase by the company.
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12. Reference related to the inquiry can be mentioned under reference field
13. Mention the currency
14. Enter the product for which the enquiry is being sent
15. Mention the item description
16. Enter the job number
17. Enter the quantity
18. Enter the unit of measurement for the product
19. Enter the other information to mentioned for the enquiry
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10. Mention the vendor quote number
11. Enter the due date for the purchase order
12. Mention the reference for the purchase
13. Mention the currency
14. Enter its exchange
15. Enter the material request number
16. Enter the shipment type
17. Enter the product code
18. Mention the item description
19. Mention the job number
20. Enter the quantity to be purchased for the item
21. Mention items unit on count
22. Enter the items price
23. Enter the discount if availing
24. Amount will be calculated automatically
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5. Select the job with which the purchase has to be associated
6. Mention the ship to address
7. Enter the invoice number
8. Enter the date number
9. Mention the payment term
10. Enter the purchase order number
11. Select the due date
12. Enter the reference number
13. Select the currency
14. Enter the exchange rate
15. Enter the vendor invoice number
16. Make the entry of the product
17. Mention the items description
18. Enter the quantity of the product
19. Enter the unit of count for the product
20. Mention the price for the product
21. Enter the discount if any
22. Mention the other information related to the purchase
23. Then click on save
4.8 Vendors
Company can easily create its Vendors list or basically the list of all the sellers from which the
organization is making the purchase.
Steps to create the Vendor
1. Under the purchase tab click on vendor
2. Under Vendor click on new
3. In general tab mention the name of the vendor
4. Assign the group for the vendor
5. Enter the address for the vendor
6. Select the city and country
7. Mention the phone number
8. Enter the fax number
9. Enter the email id
10. Enter the open balance
11. Select the as of date
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12. Select the currency for the particular vendor
13. Remarks can be entered under remark field for a particular customer
14. Click on save
5. Inventory
Inventory module helps in maintaining the records of the products stock .
It helps in knowing the purchasing requirement and selling ability for all the items.
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5.1 Product
Within the Product section the various items or the Products being used in for the sale and
purchase purpose can be created.
Steps to create the product
1. Under Inventory click on product
2. Within the product tab click on new
3. When general information tab is opened select the product type
The product type specifies product assembly standard Ex. A CPU will come under
assembly type item
4. Specify the SKU(stock keeping unit) within the SKU field
5. Bar code can be automatically generated for the product from the bar code option
6. Enter the description of the product for the in the description field
7. Enter the details for the product
8. Select the product category
9. Select the product group
10. Mention the cost price for the product
11. Enter the sale price
12. Enter the default unit of measurement
13. Then click on Multi UOM tab
Here Multi Unit Of Measurement can be defined along with its factors for the product
Ex. For a cartons of charger contains twelve charger so a carton sold implies 12 pieces of
chargers sold
14. Under Other Details tab extra information related to the product can be entered .
15. At the end click on save button to save the product
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From the material request form material request can be made.
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Steps to create Production Assembly
1. Under inventory click on Production / Assembly
2. Click on new option
3. Under product write the product name
4. Mention the job number
5. Enter the location
6. enter the supervisor name
7. Enter the quantity of the product
8. Enter the unit of measurement
9. Mention the price
10. Enter additive information in the other information section
11. Then click on save
5.4 Consumption / Material Issue
Using Consumption / Material Issue form one can estimate the consumption .
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Suppose for a production company can estimate the total consumption of the material in the
entire production .
Steps to create a Consumption /Material Issue
1. Under inventory option click on Consumption / Material Issue
2. Click on new button
3. Mention the location under the location tab
4. Enter the job number
5. Mention the supervisor name for the Consumption / Material Issue
6. Name of the subcontractor can be mentioned if any in the sub contractor field
7. Mention the entry number
8. Enter the date for the consumption or material issue
9. Enter the reference related to the consumption or material issue
10. Enter the item code under icode
11. Press tab button
12. Select the batch under the batch
13. Mention the job details for the Material Issue under Job field
14. Enter the quantity for the product under Qty
15. Enter the unit of count under Unit .
16. Click on enter
17. Additive information can be entered inside the Other Information .
18. Click on save .
For any kind of products movement in an inventory stock transfer module can be used .
Steps to create the stock transfer
1. Under inventory click on stock transfer
2. Click on new tab
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3. Under From Location tab mention the name of the location from which transfer is to be
made
4. To Location tab is to make the entry for the location at which the stock has to be
transferred to
5. Transfer number can be entered at Transfer No. tab
6. Enter the date for the transfer at Date tab
7. Mention the Reference number under the reference tab
8. Enter the item code within Icode
9. Enter the item description under the Item Description tab
10. Select the Batch
11. Enter the quantity for the transferring item
12. Select its unit
13. Press enter
14. Additive information can be entered under other information field
15. Then click on save to save the record
Using Damage / Waste organization can estimate the total expenses of damaged and waste
items or products.
Steps to create Damage / Waste
1. Under the inventory tab click on Damage /Waste
2. Then click on the new button
3. Mention the location for which the estimation is being created
4. Enter the name of the supervisor involved in the Supervisor field
5. Select the batch
6. Enter the quantity
7. Enter its unit
8. Click on enter
9. Additive information can be entered in the Other Information field
10. Then click on save
Rest of the field will be calculated automatically
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6. Account
6.1 Account Ledger
A general ledger account is an account or record used to sort and store balance sheet and
income statement transactions.
Examples of general ledger accounts include the asset accounts such as Cash, Accounts
Receivable, Inventory, Investments, Land, and Equipment.
Steps to create Account Ledger
1. Under Accounts click on Account Ledger
2. Click on New within Account Ledger
3. Under the field Name mention the name of the account
4. Enter the code for the account If any sub account mention the parent account name
5. Enter the opening balance for the account
6. Mention the As Of date under As Of field
7. Select the currency
8. Enter the Exchange Rate
9. Enter the Remarks
10. Click on save
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6.2 Account Group
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The Chart Accounts is the listing of all accounts used in the General Ledger.
6.4. Journal
A written authorization prepared for every financial transaction, or for every transaction that
meets defined requirements related to debit and credit information.
Steps to create Journal Voucher
1. Under the Accounts tab click on Journal Voucher
2. Then click on new button
3. Enter Voucher number under Voucher No
4. Enter the location under the Location
5. Enter the date for the voucher at Date field
6. Mention the reference number
7. At the voucher entry tab enter the account under Account field
8. Select the Job name at Job field
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9. Select the currency
10. Mention the exchange rate
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6.5. Payment
Payment Voucher is used as proof that a monetary transaction has occurred between two
parties. In business, a Payment Voucher can be used for a variety of purposes, sometimes
taking the place of cash in a transaction, acting as a receipt, or indicating that an invoice has
been approved for payment.
Steps to create the Payment Voucher
1. Under Accounts Click on Payment Voucher
2. Click on New under the payment voucher
3. Within the opened form enter the voucher number under the voucher field
4. Enter the location in location field
5. Mention the job associated with the Payment Voucher
6. Enter the information for the account from with the Voucher is being created under From
Account field
7. Mention the date for the Voucher
8. Enter the reference number for the voucher under the reference field
9. Enter the currency used in the voucher under the Currency field
10. Enter the Cheque Number and Date under Chq No & Date field
11. Tick if the entered check is a PDC
12. Within the Voucher entries tab enter the Account
13. Mention the Payee under the Payee field
14. Mention the Narration
15. Enter the Dr Amount
16. Press enter
17. Additive information can be entered under the Other Information field
18. Click on save
Rest of the field will be calculated automatically
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6.6 Receipt
Receipt voucher is prepared for all the money received by the business firm. Money is received
in a company for the following reasons:-
Cash Sales
Payment received from the customers against the dues.
Advance payment from customers.
Refund of securities.
Payment received from creditors against the debit balance lying in their account.
Receipt of any type of income i.e. interest, commission, rent etc.
Refund of any tax amount from tax authorities.
Any other receipts.
Cash
Cheques
Demand Drafts or Pay Orders
Direct transfer in bank account of the business firms.
If any payment is made by third party on behalf of the company then also it will be
treated as receipt from the person who has paid the money on behalf of the company.
6.7 Expense
When the account of any party is to be debited and no cash memo or invoice can be raised for
such transaction, then debit note is issued. Therefore, the Debit note as document which shows
the reason of debit entry.
When the material is returned by the purchaser to the supplier then the debit note is
issued by the purchaser to the supplier.
Debit note can be issued by the firm for the transactions not relating to purchase return.
For example:- the interest charged by business firm for late payments and commission
receivable etc.
Debit note can be issued in response to credit note received by the business firm.
Debit note can be issued to the customer or supplier also if there is a mistake in sales
invoice or purchase invoice.
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Some time for certain adjustments or transactions for which bill can note be issued in
that case debit not is issued by the firm. issued.
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A form or letter sent by a seller to a buyer, stating that a certain amount has been credited to
the buyer's account.
A credit note is issued in various situations to correct a mistake, such as when
An invoice amount is overstated,
Correct discount rate is not applied,
Goods spoil within guaranty period, or
They do not meet the buyer's specifications and are returned. Also called credit memo.
Steps to create the Credit Note
1. Under Accounts click on Credit Notes
2. Click on New under Debit Notes
3. Enter the voucher number under Voucher No
4. Mention the location under Location tab
5. Enter the Job Name
6. Enter the Date under date field
7. Make the entry for the Reference No. field
8. Mention the currency and its exchange rate under Currency & Rate
9. Within the Voucher entry tab enter the Account
10. Enter the cheque number
11. Enter the date
12. Write the narration
13. Mention the Dr amount
14. Mention Cr Amount
15. Press enter
16. Additive information can be entered at other information field
17. Click on save
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6.10 Bank Reconciliation
A bank reconciliation is the process of matching the balances in an entity's accounting records
for a cash account to the corresponding information on a bank statement, with the goal of
ascertaining the differences between the two and booking changes to the accounting records as
appropriate.
Steps to Reconciliation
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6.11 Fixed Assets
Fixed Assets, also known as "tangible assets" or property, plant, and equipment, is a term used
in accounting for assets and property that cannot easily be converted into cash.
Steps to create Fixed Assets
1. Under accounts click on Fixed Assets
2. Click on New
3. Within General Information Tab enter Asset code
4. Enter its SKU
5. Barcode for the asset can be created under Barcode field
6. Under description enter assets description
7. Enter assets complete description
8. Specify the group for the asset
9. Click on Account tab
10. Enter its vendor name
11. Enter the quantity under Qty field
12. Mention its price
13. Enter assets value
14. Enter the vendor bill number
15. Enter the paid through detail
16. Mention Depreciation Account
17. Enter the Disposal Account number
18. Enter Depreciation
19. Enter life and salvage value
20. Other information like Manufacturer , Manufacture code ,Manufacturing Country , Brand,
Size, Weight, Color, HS Code ,Remarks can be mentioned under Other Information Tab
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