You are on page 1of 88

PHARMSOFT 2014 MANUAL

UTILITY MENU

C-SQUARE INFO SOLUTIONS PVT LTD

"Save Paper. Please Do not print this document unless You really need to print it."
Table of Contents
1.1 PHARMSOFT DASHBOARD......................................................................................................3
1.2 PHARMSOFT DASHBOARD 2012 ...........................................................................................6
1.3 PHARMSOFT 2014 DASHBOARD ...........................................................................................8
1.4 UPLOAD LOGO ............................................................................................................................9
1.5 SERVICE PACK UPDATE.......................................................................................................... 10
1.6 UPDATE KEY.............................................................................................................................. 10
1.7 VAT E-FILING ............................................................................................................................ 12
1. PURCHASE DETAILS (KARNATAKA).................................................................................... 12
2. SALES INVOICE DETAILS (KARNATAKA) ............................................................................ 14
1.8 REPORT RELATED ............................................................................................................... 15
1.9 CHANGE USER PASSWORD .................................................................................................. 23
1.10 USER ADMINISTRATION ....................................................................................................... 23
1. USER ADMINSTRATION......................................................................................................... 23
2. CHANGE PASSWORD FOR MODIFICATION ..................................................................... 32
3. CHANGE PASSWORD FOR DELETION ................................................................................ 33
1.11 CALCULATOR............................................................................................................................ 33
1.12 NOTEPAD................................................................................................................................... 34
1.13 BACKUP PATH .......................................................................................................................... 35
1. BACKUP...................................................................................................................................... 35
2. BACKUP ON PATH [1, 2, 3] .................................................................................................... 35
1.14 ITEM BATCH DETAIL ............................................................................................................... 36
1.15 ITEM RACK DETAIL.................................................................................................................. 37
1.16 ITEM LIST REFRESH................................................................................................................. 37
1.17 ITEM NOT IN USE .................................................................................................................... 38
1.18 SEND MAIL ................................................................................................................................ 41
1.19 SENDING AN E-MAIL............................................................................................................... 41
1.20 OPENING STOCK...................................................................................................................... 42
1.21 SHORTCUT DEFINE ................................................................................................................. 43
1.22 PREFIX SRNO SETTING........................................................................................................ 44
1.23 DAY END .................................................................................................................................... 45
1.24 CANCEL DAY END .................................................................................................................... 46
1.25 SUB UTILITIES ........................................................................................................................... 47
A. ITEM TAX CHANGE ...................................................................................................................... 47
B. TAX MERGE UTILITY.................................................................................................................... 48
C. POINTS SLAB ENTRY : ................................................................................................................. 50

"Save Paper. Please Do not print this document unless You really need to print it."
1
D. MANUFACTUREWISE SALE RATE CHANGE .......................................................................... 50
E. DAYS TARGET ENTRY .................................................................................................................. 53
F. CUSTOMER OUTSTANDING ..................................................................................................... 55
G. UPDATE TRANSIT QUANTITY ................................................................................................... 55
H. TALLY INTEGRATION .................................................................................................................. 57
I. ITEM MATER EDIT UTILITY ........................................................................................................ 57
J. BARCODE PRINT .......................................................................................................................... 59
1.26 GENERAL PURCHASE IMPORT............................................................................................. 60
1.27 MERGE ACCOUNTS................................................................................................................. 75
1.28 MERGE ITEMS .......................................................................................................................... 76
1.29 REMINDER FOLLOWUP ......................................................................................................... 77
1.30 UPDATE LATEST UPDATE LOCATION..................................................................... 78
1.31 DOWNLOAD U-CODE MASTER ................................................................................... 79
1.32 PRINT RELATED........................................................................................................................ 80
A. PRINTER SETUP ............................................................................................................................ 80
B. DESIGN PRINT............................................................................................................................... 81
1. SELECTING A FORMAT........................................................................................................... 81
2. DELETING A FORMAT............................................................................................................. 82
C. CHEQUE PRINT ............................................................................................................................. 82
D. DOCUMENT PRINTER SETUP ................................................................................................... 83
E. INVOICE BATCH PRINT ............................................................................................................... 84
G. C-SQUARE ON REMOTE SUPPORT ......................................................................................... 87

"Save Paper. Please Do not print this document unless You really need to print it."
2
UTILITY

1.1 PHARMSOF T DASHBOA RD


This feature is used to view the Pharmsoft Dashboard. The Dashboard is a place where lots
of information about the status of the business is displayed. In Pharmsoft, the Dashboard
can be made to appear as soon as the user logs into the system by setting the DISPLAY
DASHBOARD AT STARTUP parameter to TRUE.

There are three views to the dashboard. One view that displays the general information and
the other that displays pending information related to the current date.

Incase the parameter is not set, and then the following are the steps to view it.

1. Select Utility -> Pharmsoft Dashboard menu item OR press Ctrl + D on the keyboard.

2. The Pharmsoft Dashboard is displayed

3. The Dashboard is basically to view information. The following are the sections in the
dashboard

"Save Paper. Please Do not print this document unless You really need to print it."
3
a. View 1

i. Birthday List displays the birthday of defined customer if it is on the current system date

ii. Expired Items List the list of expired items and their information.

iii. Monthly Sales Chart the graphical representation of the Sales for the current month

iv. Count List this section displays the total information related to total and Active
customers and suppliers, items and batches and count of the sales or purchase of items.
Total being the sum of all entities and Active meaning total of those participating in a
transaction.

"Save Paper. Please Do not print this document unless You really need to print it."
4
b. View 2

i. Customer Due List as of Today displays the list of outstanding customers who are due to
make a payment

ii. Supplier Due List as of Today displays the list of suppliers who are due for a payment
today that has to be paid by retailer.

iii. Salesman Chart [Yesterday] displays the Salesman Chart of the previous day which
reflects the number of sales done by the salesman for the previous day.

iv. Supplier Pending Debit Note List as of Today displays the list of pending Debit Notes for
the suppliers on the current date.

v. Salesman Chart [Today] displays the Salesman Chart for the current date which reflects
the number of sales done by the salesman for the current day.

4. Press OR ALT + X OR SHIFT+X OR to close the Dashboard.

"Save Paper. Please Do not print this document unless You really need to print it."
5
1.2 PHARMSOF T DASHBOA RD 2012
Available in the following path. Utility >Dashboard > Pharmsoft Dash Board 2012.
This will retrieve all the Day wise transactions.

Sr No Operation Name Operation

1.
Sales Summary Will display the different Transaction type of Sale
& Whole sales invoice.

2. Cash Inflow & Outflow Will display the receipt & payment done for th
day as inflow & outflow cash.

"Save Paper. Please Do not print this document unless You really need to print it."
6
3. Current stock & Expi Displays current stock value, Todays profit &
Details: expiry value.

4. Customer receipt: Displays settled invoice for customer.

5. displays payment given to the customer for the


Payment day

6.
Receipt Displays Receipt given to the customer for the
day.

7. Stock Adj Value Displays the adjusted stock value in Stock


adjustment screen.

8.
Purchase Details: Displays the purchase done in purchase screen

9. Displays the all Pending Cheque Details with val


Pending Cheque Detai
with value

10.
Today purchase Items Displays Number of item purchased in a day with
count

11.
Credit sales Details Displays the credit type sales for the customer

12.
Todays No stock list Displays stock having zero qty with its last sales
with Last Sale date invoice date.

13. Fast Moving Products Displays current stock for an item with the
with Current stock Number of times sold.
14. Top 10 Manufacture Displays highest top 10 item manufacture based
Sale list on Sales
Invoice. This can be retrieved based on assigning
the period from & to months.
"Save Paper. Please Do not print this document unless You really need to print it."
7
15.
Top 10 Category wise Displays highest top 10 item Categories based on
Sale list Sales invoice of the item. This can be retrieved
based on assigning the period from & to month

16. Credit note Details Displays Credit note done for the application dat

17. Supplier Payment Displays settled amount for the supplier done b
the retailer.

18. Tomorrows Supplier It displays only tomorrow date by considering


due list application date as Todays date, if Debit days
assigned in Account master for supplier.

19. Future Supplier Due b Displays the due list for the supplier mentioned
details account master for Debit days. This will retrieve
based on assigning the period from & to days.

20. Future Expiry Products Displays future expiry products based on assigni
the period from & two days.
21. Cash Verification Char On click on button Cash verification screen will
open where cash received for the Sales invoice
can be entered.

1.3 PHARMSOF T 2014 DA SHBOA RD

Available in the following path. Utility >Dashboard > Pharmsoft Dash Board 2013.
This will retrieve sales value on time and on day wise

"Save Paper. Please Do not print this document unless You really need to print it."
8
a) Sale Trend On Time

1. Enter Date and click on button displays the sales value graph in bar graph
format period wise against the Bill Value.

b) Sale Trend On Time

1. Enter Date From and To and click on button displays the sales value
graph in bar graph format Day wise against the Bill Value.
Left Click Cursor on the graph wedge it will display the exact sale value of the graph

Right Click on the Graph can change the graph type.

1.4 UPLOAD LOGO


This feature is used to upload a desired logo. The uploaded logo will appear in the Welcome
Screen of Pharmsoft.

1. Select Utility-> Upload Logo Menu item.


2. The Upload Logo screen is displayed

"Save Paper. Please Do not print this document unless You really need to print it."
9
3. Press OR press Alt + B to open the Windows File Search popup and select
the path where the desired file lies in the system.
4. Click OR press Alt + U to update the Welcome Screen of Pharmsoft
5. Click OR press Alt + C to discard changes and retain the default setting.

Note: Only users having rights to create, modify or cancel a record can perform these
actions.

1.5 SERVICE PACK UPDA TE


This option is used to update menu key if any menus are missing in the software.

1. Select Utility-> Service Pack Update Menu item.


2. The Service Pack Update screen is displayed

3. Click OR press Alt + B and select the path where the update file lies in the
system.
4. Click OR Press Alt + U to run the update and update Pharmsoft.
5. Click to discard changes and close the popup.

1.6 UPDA TE KE Y
This option is used to update the key given to the vendor. There are two types of keys the
USER KEY and the LEVEL KEY.

"Save Paper. Please Do not print this document unless You really need to print it."
10
The USER KEY - this signifies the number of users who can use the application. If the
application is used by only one person then the user key is 1 the application runs as
standalone. If user is more than one then it will get configured as one Server and client
machines depending on the number of users

The LEVEL KEY this signifies the PharmSoft type (feature package) opted for like Silver/
Diamond / Gold.

1. Select Utility -> Update Key menu item

2. The Update Key popup is displayed.

3. Enter the path where the User Key is stored OR click OR press Alt + R.

a. The SELECT FILE popup is displayed:

b. Select the user file e.g. here its Update_user_key1.txt

"Save Paper. Please Do not print this document unless You really need to print it."
11
c. Click to select the file back to the User Key field and close the SELECT
FILE popup

d. Click to close the SELECT FILE popup without any change made.

4. Enter the path where the Level Key is stored OR click OR press Alt + B

a. The SELECT FILE popup is displayed:

b. Select the user file E.g. here its Update_Level_key6.txt

c. Click to select the file back to the User Key field and close the SELECT
FILE popup

d. Click to close the SELECT FILE popup without any change made.

5. Click OR press Alt + U to apply the keys. The application will have to be re-
run.

6. Click OR press Alt + C to close the popup without making any changes.

1.7 VA T E -F ILING
This option is used to prepare the Tax related reports so that the user can submit the same
online. In order to submit the report online, the user has to be connected to the internet.

1. PURCHASE DETAILS (KA RNA TA KA)

"Save Paper. Please Do not print this document unless You really need to print it."
12
This function is used to generate purchase related information that has to be submitted as a
part of VAT to the Karnataka government. The Purchase report can be exported to various
formats.

1. Select Utility-> VAT E-Filing -> Purchase Details (Karnataka) Menu item.
2. The Purchase e-Filing Report screen is displayed

3. Provide the Search Criteria


a. Enter the date range by providing values in the Date From and To fields and press
enter.
b. If the purchase with valid tin number is needed to be retrieved then check Get Valid
TIN and if invalid tin number purchases are to be retrieved then check the Get Invalid Tin
option. Both unchecked will retrieve both valid and invalid by default.
4. Once the Search Criteria is complete, then run the report by clicking the icon
5. The system will retrieve the data for the search criteria specified.
6. This report can be exported to other formats namely:
a. Click to save the report in an XML format
b. Click to export the report to Microsoft Excel software.
"Save Paper. Please Do not print this document unless You really need to print it."
13
c. Click to export the report to the PSR format
7. Click option to save the report format
8. Click option to print the report
9. Click to place this functionality under the Favorite Menu.
10. In order to remove a report that has saved as Favourite click .

2. SA LES INVOICE DE TA ILS (KARNATAKA )


This function is used to generate Sales related information that has to be submitted as a
part of VAT to the Karnataka government. The Sales report can be exported to various
formats.

1. Select Utility-> VAT E-Filing -> Sales Invoice Details (Karnataka) Menu item.
2. The Sales E-Filing Report screen is displayed

3. Provide the Search Criteria


a. Enter the date range by providing values in the Date From and To fields and press
enter.

"Save Paper. Please Do not print this document unless You really need to print it."
14
b. If the sale with valid tin number is needed to be retrieved then check Get Valid TIN
and if invalid tin number sales are to be retrieved then check the Get Invalid Tin option.
Both unchecked will retrieve both valid and invalid by default.
4. Once the Search Criteria is complete, then run the report by clicking the icon
5. The system will retrieve the data for the search criteria specified.
6. This report can be exported to other formats namely:
a. Click to save the report in an XML format
b. Click to export the report to Microsoft Excel software.
c. Click to export the report to the PSR format
7. Click option to save the report format
8. Click option to print the report
9. Click to place this functionality under the Favorite Menu.
10. In order to remove a report that has saved as Favourite click .

1. 8 REPORT RELATED

1. Inventory ( Invoice) Summary:

This option is to generate the inventory sales invoice sman Summarywise report

Select Utility-> Report Related -> Inventory(Invoice) Summary Report Menu item.
The Inventory(Invoice) Summary Report screen is displayed

"Save Paper. Please Do not print this document unless You really need to print it."
15
1. Enter the Date which you want to generate the inventory invoice summary.
2. Select the Salesman from the Drop Down List
3. Enter the Sr.No From to TO and Click to retrieve the details.
4. Click to export the report to Microsoft Excel software.
5. Click to export the report to the PSR format
6. Click option to save the report format
7. Click option to print the report

"Save Paper. Please Do not print this document unless You really need to print it."
16
2. PRICE MA STER CHA NGE A UDIT REPORT

This option helps user to know in which item and which batch the rates are changed. Any
change in price master is reflected in this report.

1. Select Utility-> Price Master Change Audit Report Menu item.


2. The Price Master Change Audit Report screen is displayed

3. Enter search criteria to retrieve information in the relevant section.

4. The fields where the values are bold are the ones which are modified.
5. Click to retrieve the details.
6. There is a Drop down list option where the price change for the items are retrieved
depending on the criteria selected.
7. Click to export the report to Microsoft Excel software
8. Click to export the report to the PSR format
9. Click option to save the report format

"Save Paper. Please Do not print this document unless You really need to print it."
17
10. Click option to print the report
11. .Click to place this functionality under the Favorite Menu.
12. In order to remove a report that has saved as Favourite click .

3. FORM VAT 105

This option is used to generate the VAT 105 form in the application submitted every month.

1. Select Utility -> Report Related-> Form VAT 105 menu item.

2. The Form VAT 105 form is displayed

"Save Paper. Please Do not print this document unless You really need to print it."
18
3. Select the month for which the report has to be generated.

4. Click the button to generate the report from the transaction


information for the selected month.

5.

Click to print the report after generation

6. Click to store the information of the generated report into the


database.

7. Click to retrieve any prior stored information.

8. Click button to discard the changes.

4. AUDIT REPORT
"Save Paper. Please Do not print this document unless You really need to print it."
19
This option is used to generate an Audit Report of all the changes made to master and
transaction records by users and the reason for the change. This report is generally used
for investigation purposes.

1. Select Utility-> Audit Report Menu item.


2. The Audit Report screen is displayed
4
3. Enter search criteria to retrieve information in the relevant section.
4. Click to retrieve the details.
a. Click to export the report to Microsoft Excel software.
b. Click to export the report to the PSR format
c. Click option to save the report format
d. Click option to print the report

5. REPORT VIEWER

This option is used to view reports that have been saved in the .PSR formats.

1. Select Utility->Report Related -> Report Viewer Menu item.


2. The Report Viewer screen is displayed

"Save Paper. Please Do not print this document unless You really need to print it."
20
3. Click OR press Alt + S
4. From the desired path, select the desired .psr files.
5. Click to export the report to Microsoft Excel software.
6. Click to export the report to the PSR format
7. Click option to save the report format
8. .Click option to print the report
9.

6. Employee Attendance

This report is to update the employees attendance daily wise

"Save Paper. Please Do not print this document unless You really need to print it."
21
1. Click on Get Details button to retrieve the Employee name
2. Check the checkbox if the employee is present and uncheck if absent
3. Click on Update button after marking the attendance or Click on Cancel
button to discard the changes
4. Total number of present days of employers will be displayed in Total column field
5. Can view the attendance of previous year and month details of an employers
a) Select year and month from up-down arrow button click on Get Details
Button to retrieve the data.
6. To view the particular Employer. Enter Employer name in Emp Filter field
7. Click on OK Button

Note:
1. Red Indicates the Holidays
2. Green indicates Today entry date

"Save Paper. Please Do not print this document unless You really need to print it."
22
1.9 CHANGE USER PASSWORD

This option is used by the user to change from the current password to the new one.

1. Select Utility-> Change User Password Menu item.


2. The Change User Password popup is displayed

Passwords will always be displayed as * marks for the purpose of confidentiality.


3. Enter the current password in the Old Password field and press enter.
4. Enter the new password in the New Password field and press enter.
5. Re-enter the new password in the Confirm Password field and press enter.
6. Click OR press Alt + O to change the password.
7. Click or Press Alt + C to discard changes and close the popup.
Note:

You will have to log out of Pharmsoft and login again and use the new password to gain acce
to the application

1.10 USER ADMINISTRATION


This option is used by the user (generally the SUPERVISOR or any user with SUPERVISOR
rights) to manage other users. This set of functionality is useful in permitting / restricting
the user from using certain functionality of the application.

1. USER ADMINSTRATION
This screen is used to create / edit / delete users. The access rights to the menu
functionality can be done using this screen
"Save Paper. Please Do not print this document unless You really need to print it."
23
1. Select Utility-> User Administration -> User Administration Menu item.
2. The User Administration popup is displayed

3. The following functionality can be done using this page:


a. Add New Users
b. Edit Users
c. Delete Existing Users
d. Set Window Rights for selected User
e. Set Menu Rights for a selected User

f. Click the OR press Alt + N.


g. The New User pop up is displayed.

"Save Paper. Please Do not print this document unless You really need to print it."
24
h. Enter the New User Id and press Enter
i. Enter the Password and press Enter
j. Set the options for the user
k. Select Add if the user can create records
i. Select Modify if the user can Edit records
ii. Select Delete if the user can Delete records
iii. Days Target :
1. Disable On Login doesnt Display the Days Target Entry data window
2. Display- On Login just displays the Days Target Entry data window
3. Display and Entry On Login the application displays and allows entering Days Target.

iv. Select an option from the Report View Level drop down list
v. If the user is permitted to change the sales rate at the time of invoicing then select the
Change Sales Rate field and press enter
a. Set the Maximum discount (in percent and in Rupees) that the user can give over
and above the other discounts set in the application, in the respective fields in the form
and press enter
b. If the menu rights settings are to be copied from another user, then select the user
from the drop down list and press enter.
c. Date Of Birth Enter the date of birth of the user for birthday reminder pop up.

"Save Paper. Please Do not print this document unless You really need to print it."
25
d. Modification Till Days Enter the number of days before or after which the user is
not allowed to modify invoice and purchase.
e. On Add or Edit User can add image of the user which will reflect on Pharmsoft Home
screen.
f. Click OR press Alt +S to create the new user
g. Click or Press Alt + C to discard changes and close the popup.
4. Edit User
a. Select a user from the list of users.

b. Press OR press Alt + E.


c. The following popup is displayed with the settings made for the selected user.

d. Make the necessary changes


e. Click OR press Alt + O to save the new changes.
f. Click or Press Alt + C to retain the old values and close the popup
5. Delete User
a. Select a user from the list of users.

b. Click .
c. The selected user and details are removed from the system.
"Save Paper. Please Do not print this document unless You really need to print it."
26
6. Click OR press Alt + C to close the User Management popup.

7. 8. Click to configure email OR click Alt + A

8. Window Rights
a. Select a user from the list of users.
b. Click OR press Alt + W.
c. The Window Rights pop up is displayed with the window settings set for the selected
user, if present.

"Save Paper. Please Do not print this document unless You really need to print it."
27
d. If certain functionality has to be given rights for the selected user, then in the
Add/Modify/Delete radio button for the desired function, the values from the drop down
list can be selected. If default is selected whatever option is set as default while creating
the user the same will be applicable. If Allow or Block is selected this right over rides the
default rights.
e. If certain functionality has to be enabled for the selected user at once, then in the
Add/Delete/Modify radio button for the desired function has to be enabled and click on

Allow(ALL) button

"Save Paper. Please Do not print this document unless You really need to print it."
28
f. If certain functionality has to be disabled for the selected user at once, then in the
Add/Delete/Modify column for the desired function has to be enabled and click on

Block(ALL) button
g. If certain functionality has to be retained same as that set at the time of creation for
the selected user at once, then in the Add/Delete/Modify radio button for the desired

function has to be enabled and click on Default(ALL) button

h. Click to cancel/discard all the changes that have been set.

i. Click to revert back from the discarded changes or reset the changes.
j. Press function Key F10 OR select Rights -> Save & Exit menu item to save the entry.
k. Press Ctrl + E OR select Rights ->Exit menu item to close the popup without making
any changes.

9. Menu Rights
a. Select a user from the list of users.
b. Click OR press Alt + M.
c. The Menu Rights popup is displayed with the menu settings set for the selected
user, if present.

"Save Paper. Please Do not print this document unless You really need to print it."
29
If certain functionality has to be visible for the selected user, then in the Visible column
for the desired function, the cell can be checked else that functionality/screen will be
hidden.
d. If certain functionality has to be enabled for the selected user, then in the Enable
column for the desired function, the cell can be checked else that functionality/screen will
be disabled.
e. The content of the Micro help (the message at the bottom left of the screen) can be
provided in the respective field for the desired functionality.
f. The content of the tooltip(the small help that is displayed when the user places the
mouse over a toolbar item) can be set in the respective field for the desired functionality

g. Click OR press Alt + S to select all menu items

h. Click OR press Alt + D to de-select all menu items


i. Press function Key F10 OR select Rights -> Save & Exit menu item to save the entry.
j. Press Ctrl + E OR select Rights ->Exit menu item to close the popup without making
any changes.

"Save Paper. Please Do not print this document unless You really need to print it."
30
In the SMTP Type select the right email id which you have created.
For example: If your email id is created in Gmail, then select GMAIL

Sr No Operation Name Operation

1.
Mail User ID Enter the From email id that is user email id

2. Password Enter the right password for the Email ID entered

3. Signatory Enter the signatory in the given space

"Save Paper. Please Do not print this document unless You really need to print it."
31
3. In the Image section you can attach your logo browsing the folder.

6. If logo has to be removed check on check box on Remove logo


7. Click on save or Record menu Save without Exit or Press Ctrl+F10.
8. Click on Close Button to exit from the window or Go to Record Menu Save and
Exit or Press F10 or Exit without saving Ctrl+E.

2. CHANGE PASSWORD F OR MODIF ICATION


This screen is used to change the password that is used to modify a record. When a record
is to be modified, a small popup asking for the modification password appears. Only upon
providing the password set here, can the user edit the record.

The Modification popup is displayed only if the Password Required for Modification
parameter is set to true in System Parameters page in Profile Menu.

1. Select Utility-> User Administration -> Change Password for Modification Menu item.
2. The Change Password for Modification popup is displayed

"Save Paper. Please Do not print this document unless You really need to print it."
32
3. Enter the current password in the Old Password field and press enter
4. Enter the New Password in the respective field and press enter
5. Re-enter the new password in the Confirm Password field and press enter.

6. Click OR press Alt + O to change the password.

7. Click OR press Alt + C to discard changes and close the popup.

3. CHANGE PASSWORD FOR DELETION


This screen is used to change the password that is used to delete a record. When a record is
to be deleted, a small popup asking for the deletion password appears. Only upon
providing the password set here, can the user delete the record.

1. Select Utility-> User Administration -> Change Password for Deletion Menu item.
2. The Change Password for Deletion popup is displayed

3. Enter the current password in the Old Password field and press enter
4. Enter the New Password in the respective field and press enter
5. Re-enter the new password in the Confirm Password field and press enter.

6. Click OR press Alt + O to change the password.


7. Click Or press Alt + C to discard changes and close the popup.

1.11 CALCULATOR
This option is used to open the system Calculator.

1. Select Utility-> Calculator Menu item OR press Ctrl + F11


2. The Calculator displayed

"Save Paper. Please Do not print this document unless You really need to print it."
33
1.12 NOTEPAD
This option is used to open the System Notepad.

1. Select Utility-> Notepad Menu item

2. The Notepad displayed

"Save Paper. Please Do not print this document unless You really need to print it."
34
1.13 BACK UP PATH

1. BACK UP
This option is used to take a backup of the database to the location specified by the user.

1. Select Utility-> Backup Path Backup Menu item


2. The Database Backup Utility displayed

3. Click and select the location where the backup of the database should be
stored.

4. Select OR press Alt + N to begin the backup

5. Click OR press Alt + C OR click to close the popup without the backup
being taken.

2. BACKUP ON PATH [1, 2, 3]


This option is used to take a backup of the database on the defined paths. These paths are
defined in the system.

1. Select Utility-> Backup Path -> Backup On Path [1] OR Utility-> Backup On Path [2]
OR Utility-> Backup On Path [3] Menu item OR Press Ctrl + Shift +F1 OR Ctrl + Shift +F2 OR
Ctrl + Shift +F3 respectively for the defined path OR click (or press Alt + B) in
Day End popup.
2. The system will ask for a confirmation of the backup to be taken on the selected
path.

3. If the user confirms the message, then the system will take a backup of the database
in the defined location.
"Save Paper. Please Do not print this document unless You really need to print it."
35
1.14 ITE M BA TCH DETAIL
This option is used to view the batch details of an item as defined in the Price Master screen
of Master Menu.

1. Select Utility-> Item Batch Detail Menu item OR press Ctrl + F12 OR icon in the
Vertical Toolbar OR icon in the toolbar of the Business and Transaction Menu functions.
2. The Item Batch Detail popup is displayed.
3. If an Item was selected before the Item Batch Detail option was selected, then the
selected item will be displayed along with its details.

4. Select the item from the Item Drop down list OR press Function Key F1 to open the
item list and select an item and press enter.
5. For the selected item, select the Batch from the drop down list OR press Function
Key F1 to open the Batch List popup for the selected item and press enter.
6. Press OR press Esc key to close the popup.

"Save Paper. Please Do not print this document unless You really need to print it."
36
1.15 ITE M RA CK DETAIL
This option is used to view the rack details of an item which helps to locate the item easily.

1. Select Utility-> Item Rack Detail Menu item OR press Alt + F12 OR icon in the
Vertical Toolbar OR icon in the toolbar of the Business and Transaction Menu functions.
2. The Item Rack Detail popup is displayed.
3. If an Item was selected before the Item Rack Detail option was selected, then the
selected item will be displayed along with its details, if present.

4. Select the item from the Item Drop down list OR press function key F1 to open the
item list and select an item and press enter.
5. The system will retrieve the Manufacturer and Packing detail of the selected item as
defined in Item Master.
6. Enter the Rack No and press Enter.
7. To save the record:
a. Press function Key F10 OR select Record -> Save and Exit to save the details and close
the popup.
b. Press Ctrl + F10 OR select Record -> Save Without Exit to save the details but keep
the popup open
8. Press Ctrl + E OR select Record -> Exit without Saving menu item OR press to
close the popup without saving the changes made.

1.16 ITEM LIST REF RESH


This option is used to refresh the list of items if the Item List popup was open. This option is
useful to obtain the newly added items.

1. Select Utility-> Item List Refresh Menu item OR press Ctrl + shift + F5
2. The system will refresh the list of items in the Item List popup if it was open.
"Save Paper. Please Do not print this document unless You really need to print it."
37
1.17 ITEM NOT IN USE

This Utility is used to delete the items which are not in use from the item master at
one shot.

1. Select the item name from the list by checking the check box
2. Click Select All button to check all the check box and
Click on same Select/Unselect All button to unselect all the
checked check box

3. After selection click on Button OR press Alt+D to delete the items from
the list.

4. Click on Cancel Button OR Press Alt+C to discard the changes and to exit
from the window

a. Customer Not in Use

This Utility is used to delete the Customer which is not in use from the Customer at
one shot.

"Save Paper. Please Do not print this document unless You really need to print it."
38
1. Select Utility Item Not in use Customer Not in Use Button
2. The following screen is displayed

3. Select the Customer name from the list by checking the check box
4. Click Select All button to check all the check box and Click on
same Select/Unselect All button to unselect all the checked
check box
5. After selection click on Button OR press Alt+D to delete the Customers from
the list.
6. Click on Cancel Button OR Press Alt+C to discard the changes and to exit
from the window

b. Supplier Not in Use

This Utility is used to delete the Supplier which is not in use from the Supplier at
one shot.
"Save Paper. Please Do not print this document unless You really need to print it."
39
1. Select Utility Item Not in use Supplier Not in Use Button
2. The following screen is displayed

3. Select the Supplier name from the list by checking the check box
4. Click Select All button to check all the check box and Click on
same Select/Unselect All button to unselect all the checked
check box
5. After selection click on Button OR press Alt+D to delete the Suppliers from
the list.
6. Click on Cancel Button OR Press Alt+C to discard the changes and to exit
from the window

"Save Paper. Please Do not print this document unless You really need to print it."
40
1.18 SEND MAIL
This option is used to send email from the user account to one or more recipients. The
Pharmsoft 2012 Application should be connected to the internet before the use of this
option.
Before using Send Mail option user has to configure its settings by the help of E-Mail
Configuration

The following message box will display if E-mail configuration for the User is not configured.

1.19 SENDING AN e-MAIL

1. Select Utility -> Send Mail menu option. The E-mail popup is displayed.

2. Enter the email of the sender into the From field OR press Alt + F to set the cursor
to that field.

"Save Paper. Please Do not print this document unless You really need to print it."
41
3. Click on the Password field OR press Alt + P and enter the password of the sender
for the email Id entered in the From field.

4. Click on the SMTP Type field OR press Alt + M and select the SMTP type from the
drop down list provided.
5. Click on To Field OR press Alt + T and enter the recipient Ids. In case of multiple
recipients, use ; (semi colon) as separator
6. Click on Subject Field OR press Alt + B and enter the subject of the email
Click on Description Field OR press Alt + D and enter the description of the subject of the
mail
7. In the event of any attachments, click the icon and follow the steps to add the
attachment to the mail

8. Press OR press Alt + C to cancel the sending of the mail and close the
popup.

9. Press OR press Alt + S to send the email to the recipients.

1.20 OPENING STOCK


This option is used to open the popup so that the user can enter the details of the opening
stock of the selected item.

10. Select Utility-> Opening Stock Menu item OR press Ctrl + Shift + O
11. The Opening Stock popup is displayed.

If the Opening Stock window is opened when an Item is selected in any transaction
screen, then the selected item will be displayed along with the stock details and other
information.
12. Select an Item from the drop down list OR OR press function key F1 to open the Item
List, select an item and press enter.
13. Select a batch for the item whose opening stock is being entered OR press function
key F1 to open the Batch List for the selected item, select a batch and press enter.
If there is no batch, then it can be entered.
"Save Paper. Please Do not print this document unless You really need to print it."
42
If an existing batch was selected then the system will retrieve information on that
batch as stored in the system.
Else, if a new batch was entered, then the user will have to enter these details
14. Press Alt + P to select the Exp Dt field and enter a date if there isnt one.
15. Press Alt + Q to set focus to the quantity field and enter the Quantity ( loose
quantity) and press enter
16. Enter the values for MRP, Purchase Rate, Wholesale Rate, TS%, %on MRP, Sale Rate
(loose) values in their respective fields and press enter
17. Press Alt + C to set focus to the Excl Tax field and if the rate is exclusive of tax, then
check the Excl Tax field.
18. Press Alt + A to set focus to the Add Val field and if there is any additional charge
to be charged on the item, then enter the value in the Add Val field.
19. Enter the Rack in which the item is present in the Rack field.
20. Press Function Key F12 to save the changes made.
21. Press Esc key OR Click to close the popup without any changes made.

Note: Opening stock entry depends on the system parameter settings. If:

Allow Ve stock in opening stock is selected then negative quantity can be


entered in opening stock

Allow +Ve stock in opening stock is selected then negative quantity cannot
entered in opening stock

Block Qty in opening stock is selected it does not allow to enter quantity in
open stock

1.21 SHORTCUT DEF INE


This option is used to define shortcut keys for up to twenty popular items so as to save
entering the item name. Using the shortcut defined the system will retrieve the item
information

1. Go to Utility -> Shortcut Define menu option to open Shortcut Define popup with the
details of the shortcuts already defined if any.

"Save Paper. Please Do not print this document unless You really need to print it."
43
2. Select the Item from the Value drop down list OR press function key F1 to open the
Item List, select the item and press enter.
3. Repeat the above mentioned step till all popular items have shortcuts defined.
4. To save the record:
a. Press function Key F10 OR select Record -> Save and Exit to save the details and close
the popup.
b. Press Ctrl + F10 OR select Record -> Save Without Exit to save the details but keep
the popup open
5. Press Ctrl + E OR select Record -> Exit without Saving menu item OR press to
close the popup without saving the changes made

1.22 PREF IX SRNO SETTING


This option is used to set the Serial Numbers of the various transaction screens.

1. Go to Utility -> Prefix Srno Setting menu item


"Save Paper. Please Do not print this document unless You really need to print it."
44
2. The Prefix Setting popup with the details of the settings already defined if any.

3. Enter the starting Serial Number in the cell against the transaction format name.
4. If the transaction records till a particular number are to be locked (they will not
appear for selection)
5. Auto Day Lock Locks the selected transactions once day end is done where
modification cannot be done.
6. Press OR press Alt + S to save the settings.
7. Press OR press Alt + X to close the popup.

1.23 DAY END


This option is used to set perform the Day End Process. The Day End Process is run at the
end of each day after the business is over. In the Day End Process, all posted transactions
are updated into accounts and balances are arrived at.

1. Go to Utility -> Day End menu item


2. The Day End popup is displayed.
"Save Paper. Please Do not print this document unless You really need to print it."
45
3. The Current Working Date corresponds to the application working date and all
transaction will take this date in to consideration and until day end process is done the
date will not change to next day and is not always same as the system date.
4. Date of Next Day, corresponds to the date to which the application will set after the
completion of day end process
5. Date of Next Day, corresponds to the date to which the application will set after the
completion of day end process Follow the checklist and check each of the functionality
once if it is verified.

6. Click OR press Alt + O to begin the Day End Process.

7. Click Or press Alt + C to close the popup without any changes made.

8. Click OR press Alt + B to take a backup of the database if it has not been
taken. A backup of the database will be taken in a path defined in the application.

1.24 CANCEL DAY END

This option is used to cancel the Day End Process that was started off using the Day End
Process utility. When this option is run and if there are no transactions done then the date
will be reversed back to their original date as prior to running of the Day End Process
functionality.

1. Go to Utility -> Cancel Day End menu item


2. The Cancel Day End Process popup is displayed.

"Save Paper. Please Do not print this document unless You really need to print it."
46
3. Displays the Current Working Date and not required to be same as the application
date.

4. Click OR press Alt + O to begin the Cancellation process. If there is any


transactions that are done for that date then until they are deleted cancel day end process
cannot be performed

5. Click OR press Alt + C to close the popup without any changes made.

1.25 SUB UTILITIES

a. ITE M TAX CHA NGE


This option is used to apply any change in taxes, to the items.

1. Go to Utility ->Sub Utilities Item Tax Change menu item


2. The Item VAT Change popup is displayed.

"Save Paper. Please Do not print this document unless You really need to print it."
47
3. A status on the total number of items classified under a particular value of tax is
displayed.
4. In the Items Section, the list of items in the selected class is displayed.
5. Enter the new VAT percentage in the row of items where the percentage has
changed and check the Sel cell adjacent to it.
6. Click OR press Alt + U to proceed with the change in the Tax value.
7. Click OR press Alt + C to close the popup.

b. TA X ME RGE UTILITY
This option is used to set item taxes from either the Item Master to Price Master or vice
versa. This option can be used to change n number of items from one tax to another at
one go.

1. Go to Utility -> Tax Merge Utility menu item


2. The Tax Correction Utility popup is displayed with a list of items in Item Master along
with the tax definitions in Price Master.

"Save Paper. Please Do not print this document unless You really need to print it."
48
3. In order to change the Price Master tax to Item Master tax, then
a. Select the row of the item by clicking on it
b. Click (>).
c. Confirm the change by clicking OK in the message box.
d. Go to the Save step.
4. In order to change Item Master tax to Price Master tax, then
a. Select the row of the item by clicking on it
b. Click (<).
c. Confirm the change by clicking OK in the message box.
d. Go to the Save step
5. Incase all items are to be changed to the Price Master taxes, then
a. Click
b. Confirm the change by clicking OK in the message box.
c. Go to the Save step
6. Incase all items are to be changed to the Item Master taxes, then
a. Click
b. Confirm the change by clicking OK in the message box.
c. Go to the Save step
7. Click OR press Alt + S to save the tax change made.
"Save Paper. Please Do not print this document unless You really need to print it."
49
8. Click OR press Alt + C to cancel the change and close the
popup.

c. POINTS SLAB ENTRY :

Points slab entry need to define Points & Values to redeem the points accumulated by
customer in sales invoice

1. Go to Utility -> Points slab entry

2. Enter the points and value for the points in points in respective fields

d. MANUFACTUREWISE SA LE RA TE CHA NGE

"Save Paper. Please Do not print this document unless You really need to print it."
50
This feature helps us to update the New Sale rate and New PTR at one shot by Mfac wise
Item or Batch wise.
Options to select are shown in the List
1. Select Utility or Ctrl+U Manufacture wise Sale rate Change
2. The given below is the Manufacture wise Sale rate Change screen.

Select the Manufacture from the Mfac Drop down list


4. Select the Criteria Item wise OR Batch wise from the criteria Drop down list

5. Click on Retrieve button OR Press Alt+R


6. The following screen is displayed

"Save Paper. Please Do not print this document unless You really need to print it."
51
Select the SEL Check box in the given option to edit the New SRT and New PTR

8. Click Select All button OR Press Alt+A to select all at one shot.

9. Click Unselect All button OR Press Alt+D to unselect all the checked check box

10. If the criterion is Item wise SRT and PTR Rates can be changed

11. If the Criteria is Batch wise MRP and PTR can be changed
12. Search option : User can search particular item by using F1 search window and click on
GO

13. Update the rates in NEW SRT and NEW PTR filed. Once entered click on update Button
OR Press Alt+U
14. The Records gets updated successfully

15. This is affected in Profile Item master and Price Stock Master
In utility Report relatedPrice Master Change audit report

15. Export Format Button: Click on Export button OR Press Alt+E.


"Save Paper. Please Do not print this document unless You really need to print it."
52
User can export the format with the item list into excel and update the Rates locally

16. After the changes the user can use Import file option OR Press Alt+I to
import the updated excel file and update.

17. Click on Exit button or press Alt+X to exit from application

e. DA YS TA RGET E NTRY
This option is used to set the sales target for specified day/days. This option allows user to
understand the sales achieved by him for the day against the target fixed.

1. Select Utility -> Days Target Entry menu item

2. The following popup is displayed

"Save Paper. Please Do not print this document unless You really need to print it."
53
3. Select the date from the calendar in the date field.

4. Enter the number of days for which the target needs to be fixed/entered. If this field
is blank then it is taken as one day. Say if 2 days are entered then the target for two days
from the date selected can be entered.

5. Enter the target value in Target column.

6. Save the record and exit the window by entering F10 or Ctrl+F10 to save without exit
or Ctrl+ E to exit without saving the record or press Esc to close the window.

7. Manual incremental of the days can be done clicking on and decrement by

clicking on

"Save Paper. Please Do not print this document unless You really need to print it."
54
f. CUSTOMER OUTSTANDING

This Utility retrieves the details of the customer outstanding bills

1. Select Utility Printer Setup Menu item OR press Ctrl + F10

2. Select the Customer From the Drop down list

3. Displays the No of pending bills and Max Age and Total value with Balance Amount
Invoice wise.

g. UPDA TE TRA NSIT QUANTITY


This option is used to update the quantity of items that are in transit. This helps the user to
know the number and quantity of items that are in transit after ordering there by helps
reordering.

1. Select Utility -> Update Transit Quantity menu item

2. The following popup is displayed

"Save Paper. Please Do not print this document unless You really need to print it."
55
3. Select the manufacturer from the F1 help window or enter the manufacturer name
in the Manufacturer field. By default ALL is displayed which means all manufacturer.

4. Click on the Retrieve button or Alt +R.

5. Items pertaining to the specified manufacturer will be displayed. If default ALL is


selected then items of all manufacturer will be retrieved.

6. Enter the item name and click on Find item button to locate the desired
item.

7. When the focus is in the desired item enter the quantity in the Transit QTY column

8. Click on Delete for Zero Qty button if the items having zero quantity
are to be removed from the retrieved list of items.

9. After updating the transit quantity save the record entering F12 and to cancel the
operation or to close the pop up press Esc
"Save Paper. Please Do not print this document unless You really need to print it."
56
h. TALLY INTEGRATION

This is an add on module which is incorporated under utility menu. It is used to


integrate the Pharmsoft accounts with Tally software.

i. ITEM MATER EDIT UTILITY


T his option is used to update the item master fields for multiple items at
once.

1. S elect Utility->Sub Utilities->I tem master edit utility2. Click on Retrieve

button .

"Save Paper. Please Do not print this document unless You really need to print it."
57
T he following popup is displayed

1. The user can add filter criteria and click on . The users can add
multiple filters using button. The added filter can be removed using
button.

2. T o update the modified fields for multiple rows, Right Click the below pop
up is displayed

Enter the number of subsequent rows to be updated with same data


or select the F or All Row checkbox to update all the rows

3. After updating, Click on button to save the changes and E xit the
window.

"Save Paper. Please Do not print this document unless You really need to print it."
58
j. BARCODE PRINT

This option is used to print barcode for multiple items at once.

1. Select-> Utility->Sub utilities->Barcode Print

2. Select the required manufacturer whose items need to be displayed from the
drop down OR Press F1 to open the Mfac list

3. Select the required Items from the drop down menu or Press F1 to open the Item
list

4. Now click on Retrieve button OR Press Alt + R

5. Item can be selected by ticking the Sel checkbox in the detail part OR All items
can be selected by double clicking on Sel column

6. Click on Print Barcode button or Press Alt + P. The below


popup will be displayed
"Save Paper. Please Do not print this document unless You really need to print it."
59
7. Filter for Batch Key If this is ticked, the items are listed as per the batch key

8. Enter Qty to Print and click on Print Barcode button to print the
barcode.

9. Click on Exit button to close the popup.

1.26 GE NE RA L PURCHASE IMPORT

This feature helps us to import the purchase from the suppliers who are not using
Pharmassist. The suppliers can have different formats like Csv, Excel, txt and xlsx and these
can be mapped one time and the same can be reused by using General purchase import.
The given below is the General Purchase Import screen.
Options to select are shown in the List of Values Screen

"Save Paper. Please Do not print this document unless You really need to print it."
60
1. Go to Utility General purchase import

1. New Format
2. Load Format
3. Delete Format
4. Export Format
5. Import Format
The procedures need
to do once you receive a format from supplier:-
1. New Format: Click on new format button
2. The following is displayed

"Save Paper. Please Do not print this document unless You really need to print it."
61
3. Select format file from the drop down list, need to discard the changes done click Cancel

button

4. Select file by using Browse button which has sent by supplier


5. Setup window will be opened after selecting the relevant file
6. The following setup screen is displayed

7. Row Delimit: According to the format selected row Delimit will be selected by default
from the drop down list like Tab, coma, pipe, cap and Enter/Cr

8. Test qualifier: If the data in file format contains with double quote {} or single quote {}
need to select from drop down list the test qualifier will eliminates and loads. None will be
selected by default

9. Column Delimit: According to the format selected column Delimit will be selected by
default from the drop down list like Coma, Semicolon , pipe and tab

10. Skip rows: The name itself describes that if any rows from the format file need to skip
enter the Number in the skip row field. It eliminates from the file and load.

11. Rows Skip From and To : If the Rows need to be skipped in between from file format
Enter the number in Rows skip From and To field

12. Report Name : Enter the Report Name

"Save Paper. Please Do not print this document unless You really need to print it."
62
13. Supplier : Select the supplier and click next button to discard the changes

click button

14. Once Next button is clicked the following Mapping screen is displayed

15. The selected supplier file will be loaded and displayed.

16. Check Value: It is used to check the existence of your value in the file before skipping

"Save Paper. Please Do not print this document unless You really need to print it."
63
17. Once Value is found Displays the message box

18. The following Check value screen is displayed

"Save Paper. Please Do not print this document unless You really need to print it."
64
19. Once Found user has to use skip row

20. Enter the value in Skip row and press enter button

21. Displays the warning message box with option YES or NO. Click YES if user wants to
remove the particular record from the file Or Click NO

22. The following skip row screen is displayed

23. After Elimination of the unwanted rows


24. User needs to Map the Base column in Map col field
25. Double click on Map col and Make your Expression by selecting the column in Drop
down list

"Save Paper. Please Do not print this document unless You really need to print it."
65
Ex: If Mfac Code value is in column002 in supplier file format double click in Mfac Map col
row and Map the column002 in Make you expression window Click OK button
26. If Multiple Column need to be merged user has to click the radio button in make your
expression and map the other columns by using(+,_,* and /)

28. User needs to map all the mandatory Base col which is displayed in red font

"Save Paper. Please Do not print this document unless You really need to print it."
66
29. Click on save button to save the format Or Cancel to discard the changes
done.

1. Load Format:
This is basically to load the saved formats.
1. Click on load format Button
2. Select the format from the Select Format Drop down list

3. Click Go Button in setup window or Click Cancel to Close the


window
4. The following screen is displayed

5. User has to verify the saved setup for the file type
6. The following screen is displayed

"Save Paper. Please Do not print this document unless You really need to print it."
67
7. Select the file sent by supplier
8. Loads the data with mapped columns
9. If the record wants to skip in the file can again skipped on load
10. The following screen is displayed

11. Click on load Button the format will be saved in the Pharmsoft folder
12. The following screen is displayed

"Save Paper. Please Do not print this document unless You really need to print it."
68
2nd method to load the text format in purchase screen itself

13. Go to Business Purchase screen or Press F3


14. Click Pharmassist Button
15. The following screen is displayed

"Save Paper. Please Do not print this document unless You really need to print it."
69
16. Select the Supplier from supplier Drop down list
17. The following screen is displayed

"Save Paper. Please Do not print this document unless You really need to print it."
70
18. If there are more than two formats save displays in the screen shown
19. Double click on the format required
20. The following screen is displayed

21. Select the file sent by supplier


22. Loads the data with mapped columns
23. If the record wants to skip in the file can again skipped on load
24. The following screen is displayed

"Save Paper. Please Do not print this document unless You really need to print it."
71
25. Click on OK button
26. The following screen is displayed

27. Select the bill num form the Drop down list
28. Click ok button to load in the purchase OR click cancel button to
close the window
29. After clicking ok Button. The following screen is displayed

"Save Paper. Please Do not print this document unless You really need to print it."
72
30. Map the items from the drop down list and load the items in purchase screen

2. Delete Format : This option is used to delete the saved format


1. Click on Delete Format Radio button
2. Select the file need to be deleted in the select format Drop down list
3. Click on Delete button
4. Selected format will be delete from the list
5. The following screen is displayed

"Save Paper. Please Do not print this document unless You really need to print it."
73
3. Export Format : This option is used to export the saved format to the other users
1. Click on Export Format Radio button
2. Select the file need to be Exported in the select format Drop down list
3. Click on Export button
4. The following screen is displayed

5. Selected format will be exported to the pharmsoft2012 folder

"Save Paper. Please Do not print this document unless You really need to print it."
74
6. The Xml files which is saved in common Export folder has to be given to the other user
to use the same format

4. Import Format: This option is used to import format sent from the user through the
XML file.

1. Copy the Xml files in common import folder


2. Click on Import format radio button
3. The following screen is displayed

1.27 MERGE ACCOUNTS


This option is used to merge the details of one account into another. This is useful in
removing duplicate account heads and clear up confusion.

1. Go to Utility -> Merge Accounts menu item


2. The Merge Accounts popup is displayed.

"Save Paper. Please Do not print this document unless You really need to print it."
75
3. Select the Account that has to be merged from the Transfer From drop down list
with values from Account Master.
4. Select the Account that has to be merged into from the Transfer To drop down list
with values from Account Master.

5. Click
6. The details of the first selected account are transferred into the second selected
account and the first select account is deleted from the system.
7. Click to close the popup.

1.28 ME RGE ITEMS


This option is used to merge the details of one Item into another. This is useful in merging
two items or the same kind but has been created by two different names so that
duplication can be removed.

1. Go to Utility -> Merge Items menu item


"Save Paper. Please Do not print this document unless You really need to print it."
76
2. The Merge Items popup is displayed.

3. Select the Item that has to be merged from the Transfer From drop down list with
values from Item Master.
4. Select the Item that has to be merged into from the Transfer To drop down list
with values from Item Master.

5. Click to merge the first selected item into the second


selected item. After the completion of merging the transfer from item is updated as
dummy and the same is displayed in the message box present.
6. Click to close the popup.

1.29 REMINDER FOLLOWUP


This option is used to retrieve and view the items under the Reminder list.

1. Select Utility -> Reminder Follow up.

2. Enter the Date for which the Reminder list is to be viewed

"Save Paper. Please Do not print this document unless You really need to print it."
77
3. Click on button or Press Alt + R. The below popup is displayed

3. Enter the Follow up date if the remind date needs to be extended. OR

4. Select the Reminded checkbox against the items which are reminded and
need to be cleared off from the list .

4. Any additional Note can be entered in the Remarks field

5. Click on button to save any modifications made.

1. 30 UPDATE LAT EST U PDAT E LOCAT I ON


This option is used to browse and select the latest version of Pharmsoft so that the
client systems can access the same directly and perform the update.

1. Select Utility -> Update latest update location. The below screen is displayed.

2. Click on Browse Update location


button. The following screen is displayed

"Save Paper. Please Do not print this document unless You really need to print it."
78
3. Enter a file which is there in a shared path. Click on Open.

4. The file is now available for client systems to access the update file. Click on
Cancel to exit the screen.

5. Once the update is completed in all systems, select the Update Completed
checkbox.

1. 31 DOWNLOAD U -CODE M AST ER


This option is used to perform U-code item mapping with the PS items
1. Select Utility -> Download U-code Master. The below screen is displayed

"Save Paper. Please Do not print this document unless You really need to print it."
79
2. . Click on Ucode download button. Perform mapping of
items by selecting the appropriate items.

1.32 PRINT RE LA TE D

a. PRINTER SETUP
This option is used set up the printer so that print outs can be taken. The printer should be
connected to the system when setting up the printer.

1. Select Utility-> Printer Setup Menu item OR press Ctrl + F10


2. The Windows Printer Setup dialog is displayed with a list of printers connected to the
system displayed.

"Save Paper. Please Do not print this document unless You really need to print it."
80
3. Select the desired printer from which printouts should be taken.

4. Click to set the selected printer as default.

5. Click to discard changes and close the popup.


6. Click to open the printing options (properties)page
a. It is in this page that the printing options like type of paper, paper orientation,
printing scale, page number etc can be selected.
7. Click to close the popup

b. DESIGN PRINT
This option is used to print the transaction forms in different formats including the ones
designed by user and can be saved in Windows or dos format based on the choice of the
user. This function is particularly used in cases where the transaction forms have to be
printed fast. In this case, DOS format is selected. A format once selected, will remain the
same until further changed.

1. SELECTING A F ORMA T
1. Select Utility-> Design Print Menu item.
2. The Design Formats screen is displayed

"Save Paper. Please Do not print this document unless You really need to print it."
81
Select Default as DOS if selected will set DOS as the default format.
Select Default as Windows if selected will set WINDOWS as the default print
format
Select Saved Format allows the user to set a saved customized format as default.
3. From the Transaction Selection Section, select the transaction screens that you need
to change the format by checking the Sel checkbox.
4. When a transaction screen is selected, in the Format Selection Section, the available
formats are displayed.
5. Select the format of choice by checking the Sel checkbox.

6. Click or press Alt + O to view the default design or to change the format of
the selected transaction screen(s) to the format(s) designed by user.

7. Click or press Alt + D to delete the design formats upon confirmation of


delete.
8. Click or press Alt + X to close the popup.

2. DE LE TING A F ORMAT
This option is used to delete a previously selected format. The steps in deleting a format are
as follows:

1. From the Transaction Selection Section, select the transaction screens that you need
to delete.

2. For the selected Transaction screen, in the Format Selection Section, the choice of
format that was selected is displayed.

3. Against that selection, check Del column.

4. Click or press Alt + D to delete the selected format.

5. Click or press Alt + X to close the Design Format screen.

c. CHEQUE PRINT
This option is used to print details onto a cheque.

1. Go to Utility -> Cheque Print menu item


2. The Cheque Print popup is displayed.

"Save Paper. Please Do not print this document unless You really need to print it."
82
3. Select if the cheque is to a supplier or some general account by selecting either
Supplier OR Other Accounts option.
4. Select a saved format designed in DESIGN PRINT function and select it and click
OR press Alt + O
5. The format is loaded, enter the date, select the payee from the drop down list and
enter amount in figures.
The system will convert the figure into words and display it.
6. Insert the cheque into the printer and click OR press Alt + P
a. The system will confirm with the user if the format is correct and
b. Enter the Cheque Number if the entered details are correct
c. The system will print the details on the screen as they are onto the cheque.
7. Click OR press Alt + C to close the popup

d. DOCUMENT PRINTE R SE TUP


This option is used to set the type of document formats to be printed in which printer in the
case of an environment where there is more than one printers attached to the network.

"Save Paper. Please Do not print this document unless You really need to print it."
83
E.g. If the server has a printer and a client machine there is another printer. The server can
be set to print a desired format and the client another format.

1. Select Utility -> Document Printer Setup menu item

2. The following popup is displayed

3. Select the Prefix to be appended to the document, the Document Name, the
location of the printer OR click OR Alt + B to search for the location of the printer
driver, the printer, the number of lines in Header (LnH), in Footer (LnD) and the body of the
document (LnM)

4. Once the printers are set, and then click or Alt +O to set the printer.

5. Click OR Alt + E to exit the window

e. INVOICE BATCH PRINT


This option is used to print invoices in batches. This option is useful in places where the
invoices are printed later on.

1. Select Utility-> Invoice Batch Print Menu item.


2. The Invoice Printing (Batch Mode) screen is displayed

"Save Paper. Please Do not print this document unless You really need to print it."
84
3. Enter the date range by providing values in the Date From and To fields and press
enter.
4. Select the first customer of the range from the Cust From drop down list and press
Enter.
Press function key F1 to open the From List and select the desired customer
5. Select the last customer of the range from the To drop down list and press Enter.
Press function key F1 to open the To List and select the desired customer
6. Enter the range of the records to be printed by providing values in the From and
To fields against each prefix.
7. If there is a format designed using the DESIGN PRINT option and saved into the
system, it will appear in the List of Formats section here, click on Sel field to select the
customized format.
8. Click to begin the batch print process

f. Invoice Group Print (Offline)

This option is used to print all invoices and credit notes at once.

1. Select Utility->Print related->Invoice Group Print (Offline). The below screen is displayed
with the list of invoices and credit notes to be printed.

"Save Paper. Please Do not print this document unless You really need to print it."
85
2. The user can click on Sel checkbox or click on

- To select all invoices and credit notes OR

- To select all invoices only OR

- To select all credit notes only

Click on button if the selected checkbox need to be unticked.

3. Now click on button for all selected transactions to be printed.

4. Once printed, the corresponding transaction record is cleared from the list. Click on

button to close the window.

"Save Paper. Please Do not print this document unless You really need to print it."
86
g. C-SQUA RE ON REMOTE SUPPORT
This option is used to connect to C-square online support. This helps the user to get online
assistance from the C-square Mythri team.

1. Select Utility -> C-Square on Remote Help menu item

2. The following popup is displayed

3. Select one of the support types from the drop down list.

4. Click on Go button or alt + G .It opens the selected support.

5. To close the pop up click on cancel button or icon or Alt + C.

"Save Paper. Please Do not print this document unless You really need to print it."
87