Realsoft User Manual Full

REAL SOFT ELECTRICAL ERP
USER GUIDE
SIMPLIFYING
TECHNOLOGY
WELCOME
Coral Business Solution is one of the leading business solution providers in India and Middle
East regions. We are engaged in every aspect of the Business Software.
RealSoft ERP from Coral Business Solutions, have redefined the future of many small and
medium businesses across different verticals in Middle East region and India. By using solutions
from Coral Business Solutions helps to reduce the costs and improving productivity of your
business. We assure more stability for your operations in a constantly changing business
environment.
Our ERP solution were distinguishing from other common ERP solution in terms of
 Quick Implementation
 Easy Administration
 Business Process Scalability
 Customized flow for your Business
 Unmatchable Service Levels
We are also focusing on RealSoft ERP, RealSoft Contracting, RealSoft Trading, RealSoft
Manufacturing, Coral CRM, Coral Retail POS, Real Estate, Pharmacist, Club suit, Coral Lite.
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Table of Contents
1 INTRODUCTION……..………………………………....................................................………………...04
2 WHY REALSOFT ERP …………………..………………................................................................…..05
3 ELECTRICAL CONTRACTING MODULES ……………...…..………………….....................................06
4 ELECTRICAL CONTRACTING USER ROLES …..……..…………………………................................12
5 GENERAL WORKFLOW …………………….....................................................................................15
6 BASIC OPERATIONS…………………………………........................................................................17
6.1 BASIC OPERATIONS………………………………………............................................17
6.2 DOCUMENT CONTROL……………………………………............................................25
7 USER MANAGEMENT AND PRIVILEGES .………………………………..…....................................29
7.1 USER MANAGEMENT………………………………….................................................30
7.2 PRIVILEGES…………………………………................................................................38
8 BASIC MASTERS…………………………………..............................................................................55
8.1 ACCOUNT TYPES…………………………………......................................................56
8.2 ACCOUNT HEADS………………………………….....................................................57
8.3 PROJECT CREATION…………………………………................................................62
8.4 ITEM CREATION………………………………….........................................................75
9 ESTIMATION…………………………………......................................................................................78
10 CUSTOMER INVOICE AND PART WISE BILLING……………………….......................................95
11 PURCHASE AND INVENTORY………………………………….......................................................101
12 MACHINERY TOOLS MANAGEMENT…………………………………...........................................132

13 PAYROLL MANAGEMENT………………………………….............................................................143
14 SUBCONTRACTOR MANAGEMENT………………………………….............................................175
15 ACCOUNTS AND FINANCE…………………………………...........................................................183
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15.1 TAX…………………..................................................................................................203
16 FAQ………………………………….................................................................................................209
INTRODUCTION
The RealSoft Electrical ERP is a pioneering development by the Coral Business Solution. Apart
from our wide variety of software and solutions, we also provide enterprises with world class
consulting and implementation Services The aim of this manual is to provide the method for
small and midsized companies who want to maintain their day to day activities in a systematic
way.
The User's Manual will be useful for improving collaboration, streamlining operations, reducing
costs and augmenting productivity. We give businesses the ability to successfully compete in a
constantly changing business environment.
At CBS, we are passionate about helping businesses of all sizes to achieve their ambitions by
helping them overcome day-today business challenges easily, so that they can focus on taking
their businesses to the next level. Our expert staff is focused on using their experience and
skills to deliver solutions that will work wonders for your business.
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WHY REALSOFT ERP
RealSoft is a set of solution for midsized companies who want to maintain their day to day
activities in a systematic way. RealSoft includes various levels of functional modules which
empower you to access information with accuracy and speed. The solution covers the critical
areas of Job costing, Subcontracting, Estimation & Tender Management, Project Billing,
Machinery & Tools management, finance & Accounts, inventory, Sales, Purchase, projects,
Fixed Assets, HR & Payroll etc. This will help you to automate the activities in your company.
The ideal solution should be scalable according to the growth of the company. Normally these
change over is crucial in all the solutions and it will enhance your cost for implementation. The
flexibility of the solution enables you to implement your business decisions and work flow in the
system. RealSoft will help you to expand or reduce your system as and when it is required. The
powerful work flow management system in RealSoft ERP powers you to reconfigure the system
structure at any point of time.
The system is designed in such a way that you will not have to search for information anywhere
else. Instant information feature in the system lets you to travel through documents from top to
bottom. RealSoft ERP tool set contains powerful tools to implement the solution in a faster way.
This can be done by any user and which will cut down your cost to a large extend.
Why Electrical Contractors &Panel Board Builders In Kerala Uses RealSoft ERP
Software?
 Keep track of materials issued to the site.

 Manage the cost of each site separately.
 Send Purchase Order to suppliers on a single click.
 Set alerts, privileges and approvals according to your needs.
 Access from multiple locations.
 Also track the labor cost and movements.
 Makes your purchases and stock keeping up to date.
 Easy Accounts and Finance Reports (Including Returns Report).
 Submit Quotation to your client fast and accurately
 Calculate labors and employees salary ,OT ,ESI ,PF etc easily
 Easy and Industry specific Billing methods
 Training to all users
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ELECTRICAL CONTRACTING
MODULES
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 Finance & Accounting
o Purchase & Inventory
 Material Procurement
o BOM Management
 Job Costing Module
o Project Management Module
 HR& Payroll Module
o Fixed Asset Management Module
 Administration Module
o Production Module
 Subcontracting Module
o Billing Module
 Estimation Module
Finance & Accounting

Sound, responsible financial management is at the heart of business success. Coral
solutions for financial management give your people a way to raise the visibility of financial
metrics and the effectiveness of financial management throughout your organization—all
using familiar tools and existing skills.
Estimation Module
Electrical estimating is the art of predicting how much it will cost to do an electrical project.
Estimating is a very important skill set to have if you want to stay in your business. RealSoft
ERP provides you the best platform to prepare estimation for your tender.
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Billing Module
RealSoft ERP Billing module helps you to bill in different ways (Part wise Billing, Percentage
billing, etc).
Purchase&Inventory
To keep your retail business running smoothly, you need a cost effective inventory
management system. Coral solutions can help you improve inventory management
processes. Coral Inventory is an extended inventory module for all kinds of industries like
general trading, drugs and pharmaceuticals, automotives, etc.
MaterialProcurement
Coral Procurement allows organizations to integrate supply activities across enterprise
functions and helps procurement become a business-critical activity. Coral Procurement
enables organizations in engaging key users and suppliers to leverage for better spend
compliance. It delivers significant cost savings by improving order processing efficiencies
and contract compliance.
BOM Management
It facilitates to enter detailed Bill of Material and variations (both quantities and amounts) of
the project. It allows different stages of quantity and cost break down as Project, Stages, Sub
stages & Cost Unit. This is helpful in comparing and controlling job cost. Option of having
revised and targeted budget. Option of lump sum value for some items where quantity
measurement is not possible.
Job Costing
Job costing is the process of tracking the expenses incurred on a job against the revenue
produced by that job. Job costing will generally applicable for the industries like Electrical
Contractors, Panel Builders, building contractors, Air-conditioning Contractors,
subcontractors, architects, consultants, etc. The Job costing reports in RealSoft ERP helps
you to ensure that all costs involved in a job have been properly invoiced to the customer. An
Estimates vs. Actuals report compares quoted costs to actual costs, and quoted revenues to
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actual revenues so that you can analyze any variances between your quote and the actual
result.
Material Cost
Cost of the material incurred for a project. It is tracked from purchase and Inventory module.
Man Power Cost

Labours will be working on different projects in the same month. Specially designed time
sheet to track labour cost project wise, stages and sub stages wise. This will generate
automatic payroll for the labours.
Machinery Cost
Tracked from P&M rents paid and its depreciation.
Subcontracting Module
Subcontracting module in RealSoft ERP helps you to maintain your subcontractors by
providing Subcontractors Quotation comparison option, easily handling of subcontractor
advance project wise, subcontractor’s outstanding details etc.
Sub Contractor Cost

Tracked from the sub contractor’s module.
HR& Payroll Module

RealSoft ERP HR & Payroll module is a complete suite of Human Resource Management
system. It handles enterprise-wide core human resource activities such as employee
management, attendance & Timesheet, payroll, leaves and loans & advance management.
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Time Sheet & Payroll
Payroll module generates quick employee (Staff in projects and Office staff) pay sheet & Pay
slip. Daily data consists of employee wise, project wise, stages wise and sub stages wise
normal working hours, normal overtime hours, special over time hours. Employee can work
in same day for any numbers of projects ,stages and Sub stages.
Fixed Asset Management

Fixed Assets module handles all transactions related to fixed assets, for ease as well as for
own use. It also provides for information like asset enhancement / up gradation, physical
verification, insurance and asset tracking
Miscellaneous Cost Job Revenue / Sales

Tracked from purchases and Payments module. Coral Sales & Distribution provides end-to-
end automation of an organization’s sales cycle which comprises quotation processing, order
processing to invoicing and delivery with multiple pricing methods, payment terms and
delivery schedules. It does support multiple units of measurements and currencies. The
module is developed with various level of access control and the best part of it is that the
reports can be seen by management or concerned person from anywhere, anytime. Coral
Sales & Distribution allows the enterprise to connect between the remote locations through
Smart Linking.
Job Revenue
This will facilitate to make invoices based on the percentage of work done in various stages
and Sub stages of a project. This will take care of variations, retention receivables, advance
deductions etc. Related accounting will be done automatically.
Cost Control & Alerts

RealSoft ERP helps in controlling the project cost. Whenever you want to commit a cost on
the project system will compare it with targeted budgeted figures (both quantity and cost)
and gives you the alert. This facility will throw the light on the performance of estimator and
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wastage at work. This will show in which stages and sub stages you made a profit or loss.
This statistical data will help the estimators to prepare a better future tenders.
There are many alerts in the system like budget exceeding, Payable reminders, PDC alerts,
receivable alerts, alerts to the MD if LPO approval is pending.
Security and Administration
Multi level security and access permissions View, Add, edit and delete permissions and new
user creation (Login & Password) Data Backup & Recovery Audit Trail.
Smart Linking
Smart linking is a tool to synchronies databases between multiple remote instances of Coral
RealSoft ERP. This tool will allow the users to work locally and to update the entries to
desired location after that. This is an effective way of connectivity between locations because
users can attain more speed and accuracy. Moreover all the locations will have the same
feeling that they are working in the same office.
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Electrical Contracting- User Roles
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Following are the User Roles identified for smooth running of the system:
Sl No Role Name Duties

Should manage all system level activities from the user end.
Should assign access privilege for the users in a system.

Should co-ordinate all infrastructure requirements for the system
like computers, stationeries, training, etc.
System
1
Administrator Should co-ordinate with software and hardware vendors for the
services from their end.
Should take periodic backup of the database and keep it as
confidential.
Control other computer users with user management functionality
of the software.
Should collect all the estimation documents from the planning
department and feed the same into the computer towards the
jobs.
Should communicate with system administrator while creating
2 Estimator new item or other component definition.
Should file the physical document along with the computer
generated printout in a file.
Should report all kind of system or functional issues to system
administrator for immediate solution.
3 Data Entry user Should feed all the material requisition from the site with its job
and other information.
Should notify the supervisors if there any mistakes in requisition
and should correct it.
Should file the computer generated print out of MR with actual
document from the supervisor in a file.
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All the required information like project name, stage name, items
with qty, due date etc should enter carefully.
Should prepare PO against the MRs and take the approval from
the authorities.
Should verify the rate of the suppliers with available facilities in
the software and should ensure that it is reasonable.
4 Procurement
Should follow up the supplier for delivery and report to the site
regarding the delay and all.
Should make Goods received note while receiving the items to
store.
Should check the items physically with purchase order placed to
5 Store Keeper the supplier.
Should make material issue voucher for issue of the materials.
Should feed all time sheet entries collected from the site
supervisors with it job and employee information.
Should file system generated printout of time sheet together with
the actual sheet from the site.
Should process the payroll by using the software and should post
the payroll voucher to the system.
Payroll User
Should print the pay slips from the system and distribute salary to
the labours.
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7 Accountant Should make purchase invoice by checking the delivery of the
material. If the delivery is directly to the project, purchase invoice
should allocate to the project for costing. If the delivery is to store,
purchase invoice should make without charging to projects.
Should check the payroll voucher for its figures and other
information.
Should post all the direct and indirect expenses to the system with
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it project allocation details.
Should prepare the reports of financial, inventory, etc as and
when it is required from the system.
Should prepare job invoice from the system after observing the
stage of completion of the project or terms in agreement.
Should prepare payment and receipt vouchers to the parties with
proper consent.
GENERAL WORKFLOW
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BASIC OPERATIONS
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The following steps will shows how to start with RealSoft ERP,
 Double Click on the icon of RealSoft ERP. The software gives an option to open your
company. Right side of the window will show current and previous financial year. Select the
appropriate company and financial year. Click on the button “Open” to open the selected
company.
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 The software will now shows a login option .Here you can login with your user name and
password. It will protect all the critical information between users in your company
 Now you will enter into the home page of RealSoft. In the homepage you will get all
information of your company, the database details, financial year, version number and the
logged user. The left side of the home page is the main options where you can directly go
through from it by clicking it.
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 Navigator: Through navigator you can navigate to some basic reports, documents and
masters, module wise, easily by clicking it.
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 Business Intelligence: It is one of the advanced features of RealSoft. Here you will get
graphical representations of all the transactions in your company in different modes. You can
format it according to your need.
How to configure a page:
1. Click on the “Business Intelligence” menu

2. Click Right button of mouse on between “Help” and “Execute Command” portion
2. Click new page
3. Select the gadget1 and Gadget2

4. Enter the page name
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You can compare different reports likewise and know the current status of your company.
 Authorization: Allows you to delegate authority to different level of users and to restrict
the document access to next level.
Above picture shows the Authorization area. At the top portion we will get the List of pending
approvals, rejected lists and accepted lists. If you want to authorize any document select that
particular document at the top portion. You will get the Document Details at the bottom. After
checking it just click accepted or rejected or hold or none as your need.
 Alerts and schedules: Alerts and Schedule is an option to set user wise schedules and
alerts.
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 My shortcuts: This option is a Shortcut to all Documents, Masters, and reports. In
my Shortcuts there are 3 categories available. If you want to open any document
just double click on the document name.
1. Transaction: shows the Document list privileged to the login user
2. Configure: Master details E g: A/c head creation, Project etc

3. Reports: All reports privileged to the login user.
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 Browser: You can browse directly from our software.
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 Execute Command :
Execute command helps you to use shortcut keys. Shortcut keys are used for getting
documents, reports and master details. In Execute Command type help and press enter .It will
list out all the shortcuts and its description.
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Document Control
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The document controls are numbered and explained as follows,
1. First: To move to first entry.
2. Previous: To move to previous entry.
3. Next: To move to next entry.
4. Last: To move to last entry
5. New: To start a new entry.
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6. Open: To open an existing entry.
7. Modify: To modify an existing entry.
8. Delete: To delete an existing entry.
9. Save: To save an entry.
10. Print: To take the print.
11. Find : To search the entry based on some criteria.
12. Notes: To add notes related to the entry.
13. Status: You can set the status of the document here. The statuses are active, inactive ,
draft, cancelled, deleted and approved.
14. Attach: You can attach other external documents with the RealSoft document.
15. Reports: You can take some selected reports directly from the document.
16. Options: Here you will get additional options for a document. Eg - voucher , copy from
etc.
17. Against: By clicking against you can select the entries from the previous document where
that particular document is linked to. It will work only if there is a link between documents.
18. Revise: You can revise the document by clicking revise button. The document status will
become inactive and a new voucher number is being created. And the reference number will
indicate that it is the revised document of the revised entry.
19. Voucher No: It uniquely identifies each entry by generating the number automatically in a
series.
20. Voucher Date: You can set voucher date.
21. Control account head: It can be anything supplier, customer, credit etc. so that the entry
will be reflected in the name of the selected control account.
22. Reference No: It is used just as a reference to identify the document.
23. Reference Date: A date as a reference.
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The document Searching facility ”Find” is illustrated below,
Example:
Consider the Purchase Order document, the searching of Purchase Order based on the
voucher number as follows,
 Open the document (Purchase Order)

 Click on the “find” button
 Select the “Voucher No” as in “Field”
 Click on the “Search” button
The final result is shown below:
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USER MANAGEMENT
AND PRIVILEGES
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USER MANAGEMENT
This module helps to understand how to create a user and setting privileges for users.
Privileges are used to provide the accessing and denying permission of documents,
configurations, reports etc. Steps to reach the user management module is illustrated below,
Begin--Manage Users
In this module it will provide the following provisions,
1) Create User
2) Enable User
3) Erase Password
4) Configure Group
5) Other Settings
6) Disable Privileges
1) Create User
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To create new user, need to specify the user name, user code, password, Email id for
creating the user.
2) Enable User
The tick mark on the field “Enable” will enables the corresponding users.
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3) Erase Password
The tick mark on the field “Selected” will disable the corresponding users.
4) Configure Group
We can create a group having number of users and can provide permission for group and
shared by all the members of the group.
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User Group: Group name
Selected: Make a tick for the users need to create the group.
5) Other Settings
The other setting menu will provide the following options illustrated in the figure.
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a) Defaults
Select voucher type and set default cost center : It is used to set the default cost center of a
voucher.
Set default voucher type : It is used to set a voucher as default when the user is logged on ,it
will automatically popped up.
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b) Display Status
The tick on the field “status display” will shows the details to the corresponding
documents when an entry is made.
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c) Block A/c
The field “Blocked ” will have the following permission for denying or accessing a
particular account. Eg : Allowed, Block All, Block amount, Block Searching
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d) Block Docs
The field “Blocked” will have the following permission for denying or accessing a
particular document. Eg : Allowed, Block All, Block amount, Block Searching
e) Active In
It will shows active branch of the user.
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f) Cost Center
It will shows the cost center of the user.
6) Disable privileges
We can manually disable the privileges of the menu bar as well as the documents by
ticking in the “disabled” field.
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PRIVILEGES
Privileges are used to provide the accessing and denying permission of documents and
related things. We will have a better understanding while seeing the following figures.
By ticking the crossed item , we can enable the items (Ticked) and gets the privileges
for changing the settings.It is illustrated as follows.
 Crossed
Ticked : By clicking on the crossed image.
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Simply Clicking On crossed as follows
Selecting all the crossed as follows (Right clicking on the item)
1) Begin
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 Opening an Existing Company: If it is ticked, then the corresponding user will
gets the privileges for open an existing a company.
 Preferences : If is ticked, then the corresponding user will gets the privileges
for open manually editing the “Preference” item from the Begin menu.
 Similarly, If tick is made for Backup, Restore, Change My Profile, Close All,
Import/Export then the corresponding user will gets the privileges for manually
taking back up of the data base, restore an existing data base, user profile, close
all document, importing data from some other sources to our application and also
export document from our application to sources.
2) Configure
By ticking the crossed items in the configure menu , we can enable the items (Ticked)
and gets the privileges for changing the settings in configure item and as follows. We will
explain the configure option after the following screen shots,
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1 2
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4 5
6 7
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8 9
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10 11
12 13
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14 15
16 17
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We will get the privileges of the following by enabling it,
1) Chart of Accounts – It is used to access the chart of accounts.

2) Account Type – It is used to access the account type.
3) Account Head– It is used to access the Account Heads
4) Document Type – It is used to access the Document Type
5) Cost Center – It is used to access the cost centers and its creation
6) Stage – It is used to access the stages and its creations
7) Sub Stage – It is used to access the sub stage and its creations
8) Item Category – It is used to access the item category and its creations.
9) Items – It is used to access the item creation options
10) Defaults – It is used to access the Account, Item, and project defaults, branches, jobs,
Price Levels, Employee, Account Type Defaults, General Documents
11) Branches -It is used to access the branches
12) Project Type – It is used to access the project types and its creations.
13) Project – It is used to access the projects and its creations.
14) Payroll – It will enable the payroll menu which will help to access and creation of
employee, allowances, deductions and all payroll related things.
15) Master – It is used to access the Masters .
16) Cost Units – It is used to access the cost unit.
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17) Opening Balances -It is used to access the opening balances and its creations. It can be
explained with the following figure,
Let us consider the purchase order document, we can explain the access privilege and search
type as follows (it is similar for all documents),
Access Privileges
We can explain the Access Privilege in terms of Purchase Order (Similar for all documents) as
follows,
1) New –It is used to create new Purchase Order .

2) Modify - It is used to modify Purchase Order.
3) Delete -It is used to delete the Purchase Order.
4) Print -It is used to print the Purchase Order.
5) Status Change -It is used to change the status of Purchase Order.
6) Against Entry -It is used to access the against entry from “Against” menu
7) Adjustment -It is used to make adjustment on Purchase Order
8) Modify Inventory-It is used to modify the inventory
9) View Inventory Entry -It is used to view inventory entry
10) View Journal Entry -It is used to view journal entry
11) Edit Rate -It is used to edit the rate column of Purchase Order
12) Change Payment Mode - It is used to change the payment mode like cash, credit and
bank.
13) Allow Zero Rate Entry -It is used to enter the zero entry on rate column
14) Source and Destination columns are Mandatory-It is used to make mandatory as source
and destination column.
15) Disable voucher number editing -It is used to disable the voucher number editing.
16) Do not block if budgeted limit exceeds- It is used to allow if the budgeted limit exceeds.
17) Permit entries other than against entries - It is used to allow other entries.
18) Modify adjusted entries -It is used to modify the adjusted entries.
19) Modify Approved document – It is used to modify document approved by some other
persons.
20) Modify rejected document -It is used to modify the document rejected by some other
persons.
21) Budgeted control - It is used to control the budgeted cost for account heads.
22) Check Stock -It is used to check the stock
23) Override Authorization - It is used to override the authorization.
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24) Allowed to open non related documents -It is used to open non related documents other
than Purchase Order.
25) Change cost unit -It is used to change the cost unit.
26) Create predated entry - It is used to enter the entry of previous dates.
27) Modify predated entry - It is used to modify the entry of previous dates.
28) Delete Predated entry - It is used to delete the entry of previous dates.
29) Post FY Entry - It is used for enable to create the entry on next financial year.
30) Exchange rate modification - - It is used to modify the rate when handling multiple
currency.
31) View Margin Amount - It is used to view the margin amount column in document.
32) View Margin percentage - It is used to view the margin percentage column in document.
33) View Margin unit - It is used to view the margin unit column in document.
34) Allow below cost entry - It is used to allow entry of below cost.
35) Reprint document - It is used to enable the reprinting of document more than one time.
36) View cost -It is used to view cost
37) Deny to exceed credit limit – It is used to deny the credit limit exceeding.
38) Statistics - It is used to view the “statistics” menu of Purchase Order.
Search Types
We can explain the Search Types in terms of Purchase Order document (Similar for all
documents) as follows,
1) Bill of entry numbers – It is for search the Purchase Order with entry numbers of
Purchase Order
2) Contacts - It is used to search the contacts.
3) Cost Centers - It is used to search by cost centers with cost center name and cost center
code.
4) Cost Centers – transaction -- It is used to search by cost centers transactions
5) Cost Unit - It is used to search by cost unit
6) Currency - It is used to search by currency
7) Document Name - It is used to search by document name
8) General Ledger Code - It is used to search by Account code.
9) General Ledger Name- It is used to search by Account .
10) Item Batch Code- It is used to search by Item Batch Code
11) Item Batch Name- It is used to search by Item Batch Name and without item class
12) Item Related Unit - It is used to search by Item related unit
13) Items -It is used to search by Item or without item class
14) Items Basic Search-It is used to search by Items
15) Project/Jobs - It is used to search by projects or jobs
16) Taxes - It is used to search by taxes
17) Units - It is used to search by units
18) Vendors and customers - It is used to search by Vendors and customers
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19) Voucher documents- It is used to search by voucher documents or modified voucher
document.
20) Set Currency Rates – It is used to set currency rates.
21) Tax Class – It is used to set the tax classes
22) Property – It is used to set properties, customers/lessee, unit features, locations,
services, unit type, owners, and settings.
23) Production Process –It is used to access the production process
24) Fixed Asset category –It is used to access the fixed asset categories and its creations.
25) Fixed Asset –It is used to access, create, modify and delete fixed assets.
26) Contact –It is used to access contact details.
3) Configure
By ticking the crossed items in the Configure menu, we can enable the items (Ticked)
and gets the privileges for changing the settings in Configure item and as follows.
1 2
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3 4
5 6
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4) Activities
By ticking the crossed items in the Activities menu , we can enable the items (Ticked)
and gets the privileges for changing the settings in Activities item and as follows.
1 2
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3
5) Analysis
By ticking the crossed items in the Analysis menu, we can enable the items (Ticked) and
gets the privileges for changing the settings in Analysis item and as follows.
6) Reports
By ticking the crossed items in the Reports menu, we can enable the items (Ticked) and
gets the privileges for changing the settings in Reports item and as follows.
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1 2
7) Utilities
By ticking the crossed items in the Utilities menu, we can enable the items (Ticked) and
gets the privileges for changing the settings in Utilities item and as follows.
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8) Help
By ticking the crossed items in the Help menu , we can enable the items (Ticked) and
gets the privileges for changing the settings in Help item and as follows.
9) Today’s Summary
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By ticking the crossed items in the Today’s Summery menu , we can enable the items
(Ticked) and gets the privileges for changing the settings in Configure item and as
follows.
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BASIC MASTERS
ACCOUNT TYPES
The steps for creating an account type as follows,
Configure->account Type
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Main options
1. Account Type: It is a group of heads with same functions. Eg: Cash in hand, current asset,
debtors etc
2. Code: we can set different code for different types.
3. Status: can set the status.
4. Parent account type: Collection of similar acc Types is called Parent account type. For eg-
Short term liabilities is the parent account of creditors.
5. Cost centers: We can allocate cost centers for different account types.
ACCOUNT HEADS
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The steps for creating an account head as follows,
Configure-> Account heads.
Main options
1. Account name: Account name indicates the name of the account head
2. Code: Here we can give unique code for different account heads
3. Status: set the status of account head
4. Account Type: It is the account type of that particular account head.
5. Address: Address of that account head
6. Contact: Here we can set the details of main contact person and other contacts.
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7. Other Details: Here we can set Credit limit amount and due date for a particular purchase to
a supplier.
8. Account Details: Here you can note A/c name, A/c No., L/c facility amount which is a
security amount related to importing and exporting between different countries. Chq. Disc.
Facility Amt – limit of the cheque discount amount for customers
1. Opening Balance
 Here you can view details of opening balance of that particular account head.We can view Ref
date ,Reference,chq No,Due date,Debit ,creditand exchange rate.
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2. Budget
 Here we can set budget amount for every month for a particular account head. Eg - we can give
budget amount for a particular expense and can
3. Cost centers.
 Here we can set default cost centers for different account heads
 We can make the account head visible in multiple branches of that company.
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4. Settings
1. Accounts related to branches: Here we can set same account type separately in different
branches. If branch is selected then this account head will only be listed in that particular
branch.
2. Default charge items as control Account: Deductions & additions are automatically
updated
3. Parent account head: Here we can specify the parent account head like parent account
type.
4. TIN: Tax-Payer Identification Number
5. CST NO: central sales tax number.
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PROJECT CREATION
A project may be executed in a number of steps. Each step in RealSoft is expressed by means
of stages. Each stage may have number of sub stages .Before creating a project, we should
have to create stages and sub stages depending on the requirement of the project. The
following figure will show how a project, stage and sub stages are related.
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How we can create a Stage
A project may be executed in a number of steps. Each steps in RealSoft is expressed by means
of stages. Following steps are required to create a stage,
Configure-Stage
Steps
 Click on the “new ” button.

 Enter the “stage name”.
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 Enter the “code” (is must).
 Check the status is “Active”.
 Click on the “Save” button.
Eg : Stage for panel creation as follows,
How we can create a Sub Stage
A project may be executed in a number of steps. Each steps in RealSoft is expressed by

means of stages. Each stage may have number of sub stages .Following steps are required to
create a sub stage,
Configure-Sub Stage
Steps
 Click on the “new ” button.

 Enter the “sub stage name”.
 Enter the “code” (is must).
 Check the status is “Active”.
Eg : Sub Stage for installation as follows,
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Creation of Project
Let us have a look on how to create a project in RealSoft. We can create multiple projects in
RealSoft. To create project you have to take project from configure menu.
Configure->Projects
How we can set a project?
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The basic fields are given below. To create a new project first click on the “New” button. Then enter
the required fields.
1. Customer: First you should select the customer to create a project.
2. Project type: In order to set the project type you have to first set it on the project type master in
configure menu. You can select it over here. Eg: Government project, Flats, departments etc.
3. Code: You can set a code to identify your project.
4. Project Name: You can manually enter the project name here.
5. Project Size: You can set the project size in any format.
6. Status: Here you can set the status of the project-Active, Inactive, Draft, deleted, completed.
7. Currency: You can set the currency used for transaction.
8. Start date: Can set Start date of the project.
9. Finish Date: Can set Finish date of the project .
10. Amount: Here you can set the work order amount manually.
11. Configure: Here you can configure the complete. A project is divided into different stages and sub
stages. In RealSoft You can set it separately. To set the stages and sub stages you should set it
in the stages and sub stages master from configure menu. Then only you can give it to a
project.
The steps are given below.
There are 10 tabs in the project window. They are
1) Configure 2) Details 3) Budgeting 4) Invoicing
5) Custom Fields 6) Defaults 7) BOQ 8) Documents
9) Statistics 10) Users
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1. Configure
The configure menu helps to create project stages and sub stages. It can be explained with the
following figure,
 By clicking on the Stage – we can create stages.
 By clicking on the Sub Stage – we can create Sub stages.
 Delete: We can delete stages or sub stages by simply clicking on the delete button.
Example:
Consider the following project of supply and installation of switch and socket,
Project: ……”enter your project name”……………………
Stage : Switch and Socket
Sub stage: supply, Installation.
You will get more idea about the project creation while seeing the following figure,
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Steps
 First enter the details of the project you are going to create
 Select the “Configure” menu
 Click on the region numbered as “1” and click on the corresponding row to create the stage of
the project, here the stage is “Switch and Socket” and enter the following,
1. .Select the stage from “title” column
2. Enter the short name of the Stage on “Short Name” column.
3. Enter the scope and finish date of the Stage.
4. Select the “Status” field as “Active”, otherwise the stage will be in inactive or
completed stage.
 Click on the region numbered as “2” and click on the corresponding row to create the sub
stage of the project, here the sub stage 1 is “Supply” and enter the following,
1. Select the sub stage from “title” column
2. Enter the short name of the sub stage 1 on “Short Name” column
3. Enter the scope and finish date of the sub stage 1.
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4. Select the “Status” field as “Active”, otherwise the sub stage 1 will be in inactive
stage
 Click on the region numbered as “2” and click on the corresponding row to create the sub
stage of the project, here the sub stage 2 is “Installation” and enter the following,
1. Select the sub stage from “title” column
2. Enter the short name of the sub stage 2 on “Short Name” column
3. Enter the scope and finish date of the sub stage 2.
4. Select the “Status” field as “Active”, otherwise the sub stage 2 will be in inactive
stage
2.Details
The details menu will shows the description of the project.
3. Budgeting
The budgeted menu will shows the actual budgeted cost for the project in the Amount column.
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4. Invoicing
The invoicing menu will shows the current invoiced details of the project.
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 Date: Scheduled date for invoicing.
 Remarks: Narrations of the invoicing.
 % of completion: Percentage of the work completed.
 % of Amount: Percentage of amount to be invoiced for the project.
 Advance % : Percentage of advance amount gets for the project.
 Retention on Progress Billing % : Percentage of the retention amount on progress billing
 Retention Final % : Total retention amount for the project.
5. Custom Fields
We can create custom fields for projects and it will be listed in the “custom fields” tab of project
menu.
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Example:
The steps for creating a custom field “Site Address” as follows,
 Select the menu ConfigureDefaultsProject Defaults

 Specify the custome field “Site Address” in the “field name” of the project default tab
 To enable the custome field in the project then we should enable it by ticking the
box in “Enabled” field.
 Click on the “ok” button.
 It will automatically comes in the custome fields of the project menu
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6. Defaults
The default tab will list all the available cost centers
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7. BOQ
BOQ tab will BOM details prepared for the project.
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8. Documents
The document tab is used to specify the different documents in the project ,keeps its expiry
date, issued on date and make alerts when the expiry occurs.
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9. Statistics
Statistics in the project gives the details of the documents in which that particular project is
used.
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10. User
You can specify the users and make the project available for those particular users only else
every user can access the project.
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ITEM CREATION
Let us see how we can create items in RealSoft. There are lots of options to create items in
RealSoft. Here we are going to see one example of a stock item.
To create item go to configure-> Items
 Here you can set the Name, Code, Base Unit, the class of the Item, status etc.
 An example for Item Name – “1sqmm Cu wire SUPER FRLS VGUARD”. A code that can
identify the item easily is given or company CatLogNo .The base unit is meter i,e. the
item is measured in meters. To make the item active we must select the status active.
Another one is a description item. To create description item you must select the item
class as description item. It is used just as a description. E g: Light fittings, Cable Laying.
Activity Item is another Item class in which the item is a work, consisting of different stock
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items .You can configure the activity item in the Configure item components. E g:1Light pt
+1 exhaust fan group.
 The valuation method will be displayed automatically based on cost valuation that you are
using. You can give the item description in sales description.
11. You can divide the items into different categories. Item is usually created by
giving its category type and make. One example is for 1 sqmm Cu wire
SUPEREX FR-RR item the category type is SUPEREX FR and make is RR.
12. Click on the tab Pricing/category->category
13. Here you can add categories. To make categories you have to first define
categories in Item categories. Configure-> Item category ->Define category. Then
it will be displayed here.
 Here we can specify the make of the item, category type, category of the material,
license category like class 1, supervisor grade ‘A’ etc.
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 Parent items: We can allocate item to a parent item where it must have the same base
unit as that of the child item.
 Can allocate items to different cost centers like projects, Branches etc.
UNIT DEFINITION
 Here the item is given a unit in which it is packed. Here the item 1sqmm Cu wire
SUPEREX FR-RR is packed as a unit called coil. The unit Qty of the coil is specified as
90 which means, 1 coil =90*base unit I,e.90meters of 1sqmm Cu wire SUPEREX FR-
RR. You can also specify the unit rate.
 To see the last transactions that used these items. Go to
 Statistics-> last transactions
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ESTIMATION
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ESTIMATION
Electrical estimating is the art of predicting how much it will cost to do an electrical project.
Estimating is a very important skill set to have if you want to stay in your business. In RealSoft
you will get the most advanced & efficient way of estimating the cost.
 The method of estimation followed by RealSoft is given below.
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 The documents used in estimation are
1. Enquiry
2. Configure Item components
3. Rate update
4. Panel Estimation Electrical
5. Panel Estimation Hardware
6. Panel Estimation Checking
7. Estimate BOQ
8. Quotation
9. Work order
10. Cost BOQ
1. Enquiry
You receive enquiries from both Private and Government customers. You could classify the enquiries
in two types
Type1 – Enquiry from Private Customers.
Type2 - Enquiry from Government Customers.
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Both these types make enquiry based on works. You can divide these works into description only Item
(stage) and activity Item (sub-stage). You can enter Item wise the quantity, rate, labour cost etc based
on the enquiry and can save the enquiry to a particular customer. First item must be description only
item.
Eg: Cable Lying -- Description Item

1x6 cu +20mm PVC -- Activity Item
Report for Enquiry:
ReportsRegistersPresales Register
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Select the parameters as given
above and click ok. You can
use other parameters to filter the
report.
Creation of project using

custom reports:
After creating the enquiry you

can create the project. In RealSoft
you can use custom Report to
create projects. This is one way
of creating the project. Another
way is that you can create it
manually.
Steps
 Select Reports -> Custom
reports
 Select the custom report “stage
& sub stage creation”. The stages and sub stages will be created automatically from the enquiry
(Illustrated in Fig (A)).
 Select Custom report “Project Creation”, select the enquiry on which we need to create project and
press ok button. Project will be created with the details from that particular enquiry.
 Select the menu Configure- project. ((Illustrated in Fig (B)).)
 Click on the “Open” button and select the project based on the enquiry.
 Click on the “modify” button (do not make any modification for stages and sub stages) and “save” (It
is illustrated in Fig(C)).
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Fig (A)
Fig (B)
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Fig (C)
2. Configure Item Components
Here you can configure your activity Items. You can include the stock items needed for that particular
activity, its unit, expression (quantity needed to do the activity) etc. These are the items needed for
producing one activity. You can modify it whenever you want also can use it for any further projects that
you are doing.
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3. Rate update
This document is prepared by the estimation department to get rate for material needed for a work.
Estimation department will update this document as market rate varies. This rate is taken to the item as
the latest rate entered in Rate Update. Here you have the options for specifying discount and tax.
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Report for Rate updation:
ReportsRegistersIncoming Quotation register
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 Select the parameters as given above. Then click OK
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4. Panel Estimation Electrical
This document is used to enter the electrical switches needed for an electrical panel and its quantity. You
can allocate this for different sub stages. Each sub stage is a different panel.
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5. Panel Estimation Hardware
Here you can give the quantity of vertical section, horizontal section and panel size separately
as items, needed to build a panel. Here you can give the length breadth and number of each
section. The software will automatically calculate the quantity .You can allocate the entry to a
particular sub stage of panel making. If it has multiple stages you can create separate entries for
each sub stage. While creating a panel fabrication sheet section You have to set the item
category type as section (e g : Vsection14SWG). And also parent item should be given the
original name of the item (e g: 14SWG CRCA sheet).
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6. Panel Estimation Checking
This document is mainly used to give the rate for each and every component in an electrical panel. Here
we are using a method which automatically accesses the details of panel hardware and switches of the sub
stage that you are giving. While creating a new document you have to press alt+e command. There you will
get an option to select the parameters Stage and sub stage. While clicking ok all the details that you have
entered in the panel estimation hardware and panel estimation checking will be displayed. And also the rate
of that item will also come from the rate update document. If you want to change the rate and the discount
you can modify it for making your quotation. This document is used as estimation for panel items.
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7. Estimate BOQ
Estimate BOQ is a document for estimating the rate of all items (except panel items) in a project. Here we
use Alt+e command to access the data of items in a project. To make the estimate BOQ first you have to
press the Alt+e.Then an option to select the project will come. You can select the project you want to
estimate. There you will get the details of all the stock items of each substage in that project .The rate will
be taken from the rate update automatically. The items, rate, Quantity, discount. amount and the substage
will be displayed .If the item is not there in the configure item components or is a new item ,you can directly
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specify there. Also you can modify the rate of the items manually. The sub stages must be given row wise
for new items.
8.
Quotation
Quotation is the final document in estimation .Here also we are using alt+e command to access data.
Quotation will be based on the enquiry .While pressing alt+e you will get an option to select the enquiry.
You can select the enquiry and based on the the enquiry the complete list of items will be displayed activity
wise. The rate will be taken from the estimate Boq and panel estimation checking. You will get a view same
as that of enquiry with rate details..Here you can add material rate, labour rate, Freight%, Kvat% etc. That
comes in an item. The amount of these items will be calculated automatically. You can simply enter these
details manually and can save this quotation and give it to the customer.
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Report for Customer Quotation:
ReportsRegistersQuotation Register
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Select the parameters as given above and click ok. You can use other parameters to filter the report.
9. Work order
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Work order is the document used to note the work order that you are getting. Here also we are using the
alt+e method to get data from quotation. You can select the quotation to which the work order has to be
produced. Here the rate with added profit will be displayed instead of cost .All other fields in the quotation
will be omitted. The amount will be the added amount of material and labour and you can allocate it to a
certain project.
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10. Cost BOQ
This is the estimation document from the planning department. This document is an important document in
an integrated system to control the actual execution of projects. The transparency of this document will
provide maximum clarity in the execution and this document will be the control document for all the users in
the execution divisions. Generally bill of material is the document which determines the profitability of the
project. This document is prepared using customized against method – Alt+e. All the details from the
estimate BOQ will come to the cost BOQ document while executing Alt+e.
Report for Customer Quotation:
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ReportsCost CenterBOM. Select the parameters as given below. Then press ok
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CUSTOMER INVOICE AND
PART WISE BILLING
BILLING
Billing is the next step after work order. You can bill part wise or fully. Here in RealSoft you can
use 3 documents for this purpose.
1. Pro forma invoice
2. Customer invoice
3. Work amendment
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1. Pro-forma invoice
This will provide details about the work to customer and the amount that projects team is going
to invoice .You can use this document for part wise billing. Pro-forma Invoice is prepared using alt+e
against method to bring measured work and its measured quantity. Here you can give the percentage
of work done activity wise and also the material amount and labour amount for that work. This
document is prepared by projects. You must allocate the project.
Steps
 Select Pro-forma invoice document

 Select “New” option from bottom.
 Press Alt+e. Select the work order NoPress OK
 The rate, net amount, net rate will be displayed. We can add the quantity to give invoice.
And it will calculate the amount.
 Other item columns that comes automatically by alt+e: Material Rate, Labor Rate,
Material Amt, Labor Amt, VAT, Service Tax, Material Amt+ VAT, Labor Amt+ S.Tax
 Click on the “Save” Button
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 Report for Proforma Invoice:
ReportsRegistersPro-forma Register. Select the parameters as given below. Then press ok
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2. Customer invoice
Here you can do the actual billing. You can give the total project invoice and also can
bring items from different pro-forma invoices and can edit the rate based on the actual billing
.you must enter it manually. You can allocate project for each customer invoice. This invoice is
prepared to book the revenue for the projects. This document will make the customers to
receivables group and will receive payment against to this document. This document should
send to the customer after getting the approval from Finance manager and Project Manager.
Customer Invoice is prepared manually by entering the work and its measured quantity. Project
is a must here.
Steps
 Select customer invoice document

 Press Alt+e.Select the pro-forma invoice NoPress OK OR
 You can enter all the fields manually
Report for Customer invoice:
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ReportsRegistersSales Register
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3. Work amendment
Work amendment is a document used to enter the additional work after the work order is placed. You can
enter the item details in it. Also you can allocate project for which the amendment came. Based on this
amendment you can do pro-forma and customer billing. You must allocate project .
Steps
 Select Work amendment document

 Manually enter item fields
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PURCHASE AND INVENTORY
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The following work flow will helps to understand how the RealSoft ERP will handle the
purchasing.
Here we listing the basic documents used in purchase department of RealSoft as follow,
1) Material Request
2) Purchase Order
3) Goods Receive Note
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4) Purchase Invoice
5) Purchase Return
6) Amendment
7) Direct Purchase Invoice
8) Direct Purchase Return
9) Delivery Chelan
10) Material Return
1) Material Request
The “Material Request” document is prepared by the project site supervisors when they require
materials for executing their work at site. The stores in charge have the authority for issuing
items from the store. The store in charge will check the materials whether they exceeds the
items specified in the bill of material document before issuing it. The system will deny the
exceeding of items listed in the bill of material document. It helps to control the cost of the
project.
In Material Request document we will get the following data’s from BOM (Bill of Materials).
1) Item
2) Quantity
3) Unit
Steps
 Select Material Request document
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 Select “Customer” then automatically comes the “Against Vouchers” option. Select the
voucher type from “Against Vouchers” (Here the voucher type is BOM, because the
Material Request is inherited from BOM) then select the voucher number.
 Or manually select the BOM from “Against” menu
Against--Against Voucher--Select voucher type (BOM)--select the voucher--ok
 Select the appropriate project from option--Voucher Defaults-Project
Reports
1. Material Request Report.
It will help to get all the details of the material requested. Steps for getting the Material Request
reports as follows,
 ReportsRegistersPre-Sales Registers
 Set the following parameters in the figure
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2) Purchase Order
Purchase Order (PO) is a commercial document issued by a buyer to a seller, indicating types,
quantities, and agreed prices for products or services the seller will provide to the buyer.
Sending a PO to a supplier constitutes a legal offer to buy products or services. Acceptance of a

PO by a seller usually forms a one-off contract between the buyer and seller, so no contract
exists until the purchase order is accepted.
In Purchase Order document we will get the following data’s from Material Request document.
1) Item
2) Quantity
In Purchase Order document we must specify the following items,
1) Ref.Rate of each item.
2) Specify/Select the tax type.
Steps
 Select Purchase Order document
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 Select “Supplier” then automatically come the “Against Vouchers” option. Select the
voucher type from “Against Vouchers” (Here the voucher type is Material Request,
because the Purchase Order is inherited from Material Request) then select the voucher
number.
 Or manually select the Material Request from “Against” menu
Against--Against Voucher--Select voucher type (Material Request)--select the
voucher--ok
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Reports
1. Purchase Order Report.
It will help to get all the details of the purchase orders. Steps for getting the Purchase Order
reports as follows,
 ReportsRegistersPurchase Order Register

 Set the following parameters in the figure.
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3) Goods Received Note (GRN)
Goods Received Note is prepared by stores manager while getting materials against to the
purchase order issued by the Purchase Manager. RealSoft solution will allow you to start your
inventory activities before getting the supplier invoice from the supplier. This document will not
have any rate column and the cost of the items will enter later stage by the accounts division.
This document will make the inventory inwards to the company.
In GRN we will gets all the data’s in the purchase order document.
Steps
 Select Goods Received Note document
 Select “Supplier” then automatically comes the “Against Vouchers” option. Select the
voucher type from “Against Vouchers” (Here the voucher type is Purchase Order,
because the GRN is inherited from Purchase Order) then select the voucher number.
 Or manually select the Purchase Order from “Against” menu
Against--Against Voucher--Select voucher type (Purchase Order)--select the
voucher--ok
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Case:
 If we receive more quantity (in GRN) against purchase order, then we should create
separate purchase order for the extra quantity.
 If we receive wrong item against purchase order, then we should create confirmatory
purchase order.
Reports
1. Goods Received Note Report.
It will help to get all the details of the GRN. Steps for getting the Goods Received Note reports
as follows,
 ReportsRegistersGoods Received Note Registers

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4) Purchase Invoice
Purchase invoice is prepared by accounts division after getting the invoice from the supplier for
the materials supplied to the company. The accountant should be entered all the required
information from the supplier invoice like invoice date, amount, against to which order(s), etc.
Accountant should make sure that store manager or site supervisor signed on the supplier
invoice after checking the items physically before entering it to the computer.
In Purchase Invoice document we will gets all the data’s in the Goods Received Note document
and manually specify the rate in it.
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Steps
 Select Purchase Invoice document
voucher type from “Against Vouchers” (Here the voucher type is Goods Received Note,
because the Purchase Invoice is inherited from Goods Received Note) then select the
voucher number.
 Or manually select the Goods Received Note from “Against” menu
Against--Against Voucher--Select voucher type (Goods Received Note)--select
the voucher--ok
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Reports
1. Purchase Register Report.
It will help to get all the details of the purchase invoices. Steps for getting the Purchase Register
reports as follows,
 ReportsRegistersPurchase Registers
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5) Purchase Return
This document is preparing against to the Goods Receive Note issued by the Supplier. In This
document Company Returns damaged product to the Suppliers. The Goods are return after
getting the approval from Purchase Manager.
In Purchase Return document we must manually enter the followings,

1) Quantity
2) Unit
3) Rate
4) Tax
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Steps
 Select Purchase Return document
voucher type from “Against Vouchers” (Here the voucher type is Goods received Note)
then select the voucher number.
 Or manually select the Goods received Note from “Against” menu
Against--Against Voucher--Select voucher type (Goods received Note)--select the
voucher--ok
 Manually enter the Quantity, Unit, Rate, Tax.
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Reports
1. Purchase Return Register Report.
It will help to get all the details of the purchase returns. Steps for getting the Purchase Return
Register reports as follows,
 ReportsRegistersPurchase Return Registers

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6) Amendment
The Amendment document will shows the additional materials required at the site, which are not
mentioned at the time of creation on “Bill of Material” document for the project. This document
will also affecting the cost of material and also leads to the actual profit of the project.
There are two cases in the case of additional material requisition. They are,
1) If the Items are already in the store, the store in charge will issue the materials specified
in the amendment after getting the proper approval from the project manager.
2) If the items are not in the store, with proper approval we will raise purchase order
against the amendment.
The steps for creating amendment as follows,
Steps
 Select Amendment document
 Select “Customer”
 Enter the items, quantity and unit.
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Example
The additional item “25KVAR APFC PANNEL” is required for the customer “Sabi Engineering
Company” as follows
Steps
 Select Amendment document

 Select “Customer” as “Sabi Engineering Company”
 Enter the
Items - 25KVAR APFC PANNEL
Quantity - 2
Unit - No’s
Reports
1. Amendment Report.
It will help to get all the details of the additional materials (Amendment). Steps for getting the
Amendment reports as follows,
 ReportsRegistersPre-Sales Registers
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7) Delivery Chelan
This document is prepared by the store personals to issue items according to the Material
requisition given by the site engineer. The stock will be moved to the specific job after doing this
document. When the material moved to the job the cost will be automatically reflected to that
particular job.
Here we make the DC against Material Request. We will issues the Materials based on the
request from material request. If the material is not available then we makes the dc after
purchasing the material.
In DC it will shows the following
1) Item
2) Quantity
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3) Rate
Steps
 Select Delivery Chelan document
 Select Against
 Select the voucher type from “Against Vouchers” (Here the voucher type is Material
Request, because the DC is inherited from Material Request ) then select the voucher
number.
 Or manually select the Material Request from “Against” menu
Against--Against Voucher--Select voucher type (Material Request)--select the
voucher--ok
 Manually enter the Quantity, Unit.
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Reports
1. Stock Issue Register Report.
It will help to get all the details of the delivery chalan. Steps for getting the Delivery Chalan
reports as follows,
 ReportsRegistersStock Issue Registers

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8) Material Return
This document is prepared by the store personals against the Material Issue .
This can only be done after completion of project.
Steps
 Select Material Return document
 manually select the DC from “Against” menu
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 Select the voucher type from “Against Vouchers” (Here the voucher type is DC, because
the Material Return is inherited from DC ) then select the voucher number.
 Manually enter the Quantity, Unit, Rate.
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Reports
1. Stock Receipt Register Report.
It will help to get all the details of the material return. Steps for getting the Stock Receipt
 ReportsRegistersStock Receipt Registers

 Set the following parameters in the figure.
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9) Direct Purchase Invoice
In some situation material may be required for a particular site or project. Then we can use the
Direct Purchase document. It will be delivered directly to the Site or Project and need not
require the DC note and need not to keep in store or somewhere.
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Steps
 Select Direct Purchase document or Site Purchase
 Select the “Supplier”
 Manually enter the Item, Quantity, Unit, Rate, Tax
Reports
1. Job Purchase Register Report.
It will help to get all the details of the direct purchases. Steps for getting the Job Purchase
 ReportsRegistersJob Purchase Registers

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10) Direct Purchase Return
Goods may be returned to supplier if they carry defects or if they are not according to the
specifications of the buyer. This document is used to return the purchased items using “direct
purchase” method
In Direct Purchase Return document we must manually enter the followings,
1) Quantity
2) Unit
3) Rate
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Steps
 Select Site Purchase Return document
voucher type from “Against Vouchers” (Here the voucher type is Direct Purchase,
because the Direct Purchase return is inherited from Direct Purchase) then select the
voucher number.
 Or manually select the Direct Purchase from “Against” menu
Against--Against Voucher--Select voucher type (Direct Purchase)--select the
voucher--ok
 Manually enter the Quantity, Unit, Rate.
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Reports
1. Direct Purchase Return Report.
It will help to get all the details of the direct purchase returns. Steps for getting the direct
purchase return reports as follows,
 ReportsRegisters-Purchase Return Registers.

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General Report for Purchase Managements
1) Stock Ledger Report
It will help to get all the details of the stock items. Steps for getting the Stock Ledger
reports as follows,
 ReportsStock RegistersStock Ledger.

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2) Godown wise Stock Report
It will help to get all the details of the godown wise stock items. Steps for getting
the Godown wise Stock Reports as follows,
 ReportsStock RegistersGodown wise Stock.

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3) Stock Aging Report
It will help to get all the details of the stock value of stock items at different ponts. Steps
for getting the Stock Aging Reports as follows,
 ReportsStock Registers Stock Aging Report.

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MACHINERY TOOLS
MANAGEMENT
MACHINERY TOOLS MANAGEMENT
In RealSoft, the methods for handling Machinery tools are follows,
1) Machinery Tool Request

2) Machinery Tool Issue
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3) Machinery Tool Return
Before going to handle these we need to know the followings,
a) Create the Item Category Type

b) Create the Item Category
c) Create items in “machinery” category
d) Enter the opening stock of the item if necessary
a) Steps for creating Item category Type (Eg : Item Category)
1) Configure-item Category-< Define Category >

2) Click on the “New” button
3) Enter the Category Name (Eg : Item Category)
4) Click on the “Save” button
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b) Steps for creating Item category (Eg : Machinery Tools)
1) Configure-item Category-Item Category

3) Enter the Name (Eg : Machinery Tools)
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c) Steps for creating the machinery tool item “driller”
1) Configure-item
3) Enter the Item Name of the item (eg: driller)
4) Select the “Pricing/Category” from the item tab menu
5) Select the “categories” tab
6) Select the “Item Category” as “Machinery Tools”
d) Enter the opening stock of the item if necessary
Methods for entering the quantity of item ( Eg: Here the Machinery Tool item “driller” is 10) as
follows
1) Activities-Opening Stock
2) Click on the “New” button.
3) Enter the item, qty, unit, rate
4) Click on the “Save” button.
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1) Machinery Tool Request
The steps for generating a machinery tool request are listed follows,
Step
 Select Machinery Tool Request document

 Enter the Item, Ref Qty, Unit ( “Cl Stock” field will automatically shows the number of
available stock)
 Select the project from “Option” menu
 Option-Voucher Defaults--Select the project--ok
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Reports
1. Machinery Tool Request Report.
It will help to get all the details of the machinery tools requested. Steps for getting the Machinery
Tool Request reports as follows,
 ReportsRegistersMaterial Requisition Registers

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2) Machinery Tool Issue
The steps for generating a machinery tool issue are listed follows,
Steps
 Select Machinery Tool Issue document

 Select the “Against Vouchers” option. Select the voucher type from “Against Vouchers”
(Here the voucher type is Machinery Tool Request, because the Machinery Tool Issue is
inherited from Machinery Tool Request) then select the voucher number.
Against--Against Voucher--Select voucher type (Machinery Tool Request)--select
the voucher--ok
 Enter the Quantity, unit
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 Click on the “Save” Button.
Reports
1. Machinery Tool Issue Report.
It will help to get all the details of the machinery tools issued. Steps for getting the Machinery
Tool Issued reports as follows,
 ReportsRegistersStock Issue Registers

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3) Machinery Tool Return
The steps for generating a machinery tool return are listed follows,
Step
 Select Machinery Tool Return document

 Select the “Against Vouchers” option. Select the voucher type from “Against Vouchers”
(Here the voucher type is Machinery Tool Issue, because the Machinery Tool Return is
inherited from Machinery Tool Issue) then select the voucher number.
Against--Against Voucher--Select voucher type (Machinery Tool Issue)--select the
voucher--ok
 Enter the Quantity, unit, and amount.
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Reports
1. Machinery Tool Return Report.
It will help to get all the details of the machinery tools returned. Steps for getting the Machinery
Tool Return reports as follows,
 ReportsRegistersStock Receipt Registers

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8
PAYROLL MANAGEMENT
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PAYROLL MANAGEMENT
RealSoft HR & Payroll module is a complete suite of Human Resource Management system. It
handles enterprise-wide core human resource activities such as employee management,
attendance & payroll, leaves, tours & travel management, and loans and advance management.
To effectively handle the payroll process in RealSoft should do the following,
1) Creation of Employee
2) Add Allowances
3) Add Deductions
4) Add Leave Type
5) Add Leave Entry
6) Attendance Entry
7) Payroll Processing
8) Staff Payment
9) Salary Advance
10) Salary Loan
11) Salary Loan Repayment,
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1. Creation of Employee
When we creating an employee we should specify the following steps,
Steps
Select the menu Configure-PayrollEmployees

Click on the “New” button
 Enter the employee name and personal details.
 Check the “Status” field of the employee –it should be active .The different status
field are follows,
Active – If the status is “active” the employee will active on all documents.
Inactive– If the status is “Inactive” the employee will inactive on all document.
Deleted– If the status is “deleted” the employee will be deny from all document.
Terminated– We can use the status “terminated” for the terminated employee.
Resigned– We can use the status “resigned” for resigned employee.
Abscond– We can use the status “abscond” for absconded employee.
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 Select the “Salary Data” tab
1. Enter the “Revised Salary” will be the basic pay of the employee.
2. Select the “pay type”- it may be monthly, daily, hourly.
3. Enter OT Rate and HOT Rate if required.
 Select the “Leave and Allowances” tab
1. Enter the expressions for Allowances : We can enter the allowances in two ways in the
expression field
1. Directly enter the allowance amount.
2. Generate the expression for calculating the allowances in the “expression”
field of corresponding allowances.
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Eg: If we are calculating the PF Allowance (12% of Basic Pay) can be expressed in the
“expression” field of PF Allowance as follows
BP * .12
2. Enter the expression for Deductions: We can enter the deductions in two ways in the
expression field
1. Directly enter the deduction amount.
2. Generate the expression for calculating the deduction in the “expression”

field of corresponding deduction.
If we are calculating the Employee Provident Fund (12% of Basic Pay) can be expressed in the
“expression” field of Employee Provident Fund as follow
BP * .12
 Select the “Payment Schedule” tab
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It will show the scheduled payment details of the corresponding employee.
Reports
1. Employee Details Report.
It will help to get all the details of the employee. Steps for getting the employee details reports
as follows,
 ReportspayrollEmployee Details
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2. Employee List Report.
It will help to get all the personal details of the employee. Steps for getting the employee list
report as follows,
 ReportsmastersEmployee List
3. Employee List Columnar report.
It will help to get all the personal details and department of the employee. Steps for getting the
employee list columnar reports as follows,
 ReportsmastersEmployee List Columnar

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2. Allowances
Allowance is a piece of something given to a person, usually in relation to money or goods in
exchange for service. It helps to calculate different allowances based on their basic pay.
To add an allowance field needs to follow the following steps and it will automatically comes in
the “Allowance” field of the “Leave and Allowance” sub tab of “Details” tab.
Steps
 Select the menu Configure-Payroll-Allowances

 Enter the name of Allowance
 Select the status
 Select the appropriate Allowance Account Head
 We can also make expression for calculating the allowances. It should be entered
in the “General Expression” field if required and also we can make functions for
calculating the allowances.
 Otherwise we can create the expression at the time of employee creation and
express in the “expression” field of corresponding allowances.
Eg: Steps for creating a allowance “HRA” as follows,
 Enter the name of allowance as “HRA”

 Select the status as “Active” otherwise it will not be active in the payroll
processing.
 Select the Allowance Account Head as “House Rent Allowances”
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Note
If the HRA is calculated based on 10% of basic pay, we can use the following expression in the
“General Expression” field
BP*0.10
3. Deductions
Payroll deductions are deductions that the employer makes from employee’s pay cheques.
Deductions are either voluntary or involuntary. It helps to calculate different deductions based on
their basic pay.
To add a deduction field needs to follow the following steps and it will automatically comes in the
“Deduction” field of the “Leave and Allowance” sub tab of “Details” tab.
Steps
 Select the menu Configure-Payroll-Deductions

 Enter the name of Deduction
 Select the status
 Select the appropriate Deduction Account Head
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 We can also make expression for calculating the deductions. It should be entered
in the “General Expression” field if required and also we can make functions for
calculating the deductions.
 Otherwise we can create the expression at the time of employee creation and
express in the “expression” field of corresponding deductions.
Eg: Steps for creating a deduction “Employee Provident Fund” as follows,
 Enter the name of deduction as “Employee Provident Fund”

processing.
 Select the Deduction Account Head as “Employee Provident Fund”
Note
If the Employee Provident Fund is calculated based on 10% of basic pay, we can use the
following expression in the “General Expression” field
BP*0.10
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4. Add Leave Type
In RealSoft the employee payroll is based on the leave entry, for effective payroll processing we
need to create the leave type.
To add a “Leave Type” we need to follow the following steps,
Steps
 Select the menu Configure-Payroll-Leave Types
 Enter the “Leave Type Name”
 Select the “Deductible” field, if the leave type will deduct the amount of salary.
 Select the status.
Click on the “Save” button.
Eg: Steps for creating a “Leave Type” “Absent” as follows,
 Enter the Leave Type Name as “Absent”.

 Select the “Deductible” field, if the leave type will deduct the amount of salary.
processing.
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5. Add Leave Entry
In RealSoft the employee payroll is based on the leave entry, to add a “Leave Entry” we need to
follow the following steps
Steps
 Select the menu Activities-Leave Entry

 Click on the “New” button
 Select the “Employee”
 Select the Leave Type.
 Select the From Date and To Date
Eg: Steps for creating a “Leave Entry” for the Jayasuma Jayakumar as follows,
Employee - Jayasuma Jayakumar

Leave Type - Absent
From Date - 12/11/2013
To Date - 12/11/2013

 Select the “Employee” as Jayasuma Jayakumar
  Select the Leave Type as Absent.
  Select the From Date as 12/11/2013
  Select the To Date as 12/11/2013
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Case: Half day
We can enter the Half day attendance entry for an employee .It can be achieved by enabling
the Half day check box in the Employee Leave Entry. If the leave type is deductable then salary
will be deducted for half day otherwise will not.
Eg: Steps for creating a Half day “Leave Entry” for the Jayasuma Jayakumar as follows,
Employee - Jayasuma Jayakumar

Leave Type - Absent
From Date - 12/11/2013
To Date - 12/11/2013

 Select the “Employee” as Jayasuma Jayakumar
  Select the Leave Type as Absent.
  Tick the check box Half day
  Select the From Date as 12/11/2013
  Select the To Date as 12/11/2013
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Reports Available for Leave Entry Details
1. Leave Summery Report.
It will help to get all the leave summery details of the employees. Steps for getting the
employee details reports as follows,
 ReportspayrollLeave Summery
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2. Employees on Leave Report.
It will helps to get the absent employees in between two dates. Steps for getting the employees
on leave reports as follows,
 ReportspayrollEmployees on leave
6. Add Attendance Entry
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The labour payroll processing is based on the labour attendance entry. There are two situations
in the case of attendance entry
1) Labour Attendance Entry

2) Employee Attendance Entry at site by site engineers.
1. Labour Attendance Entry

In RealSoft we are providing a separate space for entering the labour attendance entry. The
labour payroll processing is based on the labour attendance entry. We need to enter labour
attendance entry only when labour working days. The steps for creating labour attendance entry as
follows.
Steps
 Select the menu Activities-Attendance Entry

 Select the “Labour”
 Enter the Hrs, HOT hrs, OT hrs and the project of the respective labour.
Eg : Here demonstrating the steps for the labour attendance entry on 21/09/2013 as follows,
Steps
 Select the menu Activities-Attendance EntryLabour Attendance Entry

 Select the “Labour”
 Enter the Hrs, HOT hrs, OT hrs and the project of the respective labour.
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2. Employee Attendance Entry at site by site engineers.
In RealSoft the employee payroll is based on the leave entry. But in some situations the
employees may need to go site and the site attendance entry for employees are done by
the site engineers as follows,
Steps
 Select the menu Activities-Attendance Entry
 Select the “Employee”
 Enter the Hrs, HOT hrs, OT hrs and the project of the respective employee.
Eg : Here demonstrating the steps for the employee attendance entry on 04/04/2013 as
follows
Steps
 Select the menu Activities-Attendance EntryEmployee Attendance Entry.
 Select the “Employees”
 Enter the Hrs, HOT hrs, OT hrs and the project of the respective employees.
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7. Payroll Processing
8
Payroll is the sum of all financial records of salaries for an employee, wages, bonuses
and deductions. Payroll refers to the amount paid to employees for services they provided
during a certain period of time. In RealSoft we will get the payroll processing in a single button.
In RealSoft there are two ways of payroll processing
1) Employee Payroll Processing

2) Labour Payroll Processing
1. Employee Payroll Processing
In RealSoft the employee payroll processing is based on the leave entry of employee.The
employee payroll processing steps are illustrated follows,
Steps
 Select the menu Activities-Payroll Processing-Employee payroll
processing
 Select the Form date and To date for payroll processing.
 Check the pay type is “Monthly”.
 Click on the “Process Payroll” button
 Click on the “save” button.
Eg : The employee payroll processing of the month Aug 2013 as follows,
Steps
 Select the menu Activities-Payroll Processing-Employee payroll
processing
 Select the Form date as 01/08/2013
 Select the To date as 31/08/2013.
 Check the pay type is “Monthly”.
 Click on the “Process Payroll” button
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2. Labour Payroll Processing
The labour payroll processing is based on the labour attendance entry. The payroll
processing is illustrated follows,
Steps
 Select the menu Activities-Payroll Processing-Labour payroll processing
 Select the Form date and To date for payroll processing.
 Check the pay type is “Monthly/Daily”.
 Select the menu “Against”-Against Voucher Type-Labour Attendance
Entry-Select the Voucher (labour)-Ok
Eg: The labour payroll processing of the period 15-11-2013 to 16-11-2013 (2 days) as follows,
Attendence Details of 15-11-2013
Present – SUNU KURIAKOSE, JIJO JOSE
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Absent – ANISH VK (sick leave)
Attendence Details of 16-11-2013
Present – SUNU KURIAKOSE, JIJO JOSE, ANISH VK
Steps
 Enter the labour attendance entry for 15-11-2013 based on the requirement
 Enter the Sick leave for ANISH VK in the “leave entry” document for 15-11-
2013 as follows
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.
 Enter the labour attendance entry for 16-11-2013 based on the requirement
 Select the menu Activities-Payroll Processing-Labour payroll processing

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 Select the Form date as 15-11-2013
 Select the To date as 16-11-2013
 Check the pay type is “Monthly/Daily”.
 Select the menu “Against”-Against Voucher Type-Labour Attendance
Entry-Select the Voucher (Select the labour) --Ok
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8. Staff Payment
The staff payment document will helps to list all the payments given for the employees.
To add a “Staff payment” we need to follow the following steps,
Steps
 Select the menu Transactions-Staff Payment-Staff Payment
Click on the “Against” menu
 Select the “Against Voucher Type”
 Select the employees by ticking on the corresponding check box, here we can select
multiple employees at a time.
 Click on the “ok” button
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Reports Available for Payroll Details
1. Processed payroll Month Wise Report.
It will helps to get all the processed payroll details of the employees in a range of months.
Steps for getting the details processed payroll Month wise reports as follows,
 ReportspayrollProcessed payroll Month wise

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9. Salary Advance
The salary advance document will helps to list all the salary advances given for the employees
as well as the staffs. It will automatically deduct at the time of payroll processing.
To add a “Salary Advance” we need to follow the following steps,
Steps
 Select the menu Transactions-Staff Payment-Salary Advance

 Select the “Employee”, enter the ”amount” of salary advance.
Eg: Salary advance Rs: 3000/- given for Jayasuma Jayakumar as follows,
Steps
 Select the menu Transactions-Staff Payment-Salary Advance
 Select the “Employee” as JayasumaJayakumar, enters the”amount” as 3000 of
salary advance.
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Reports Available for Staff Advance Details
1. Staff Advance Report.
It will help to get all the staff advance details of employees or employee in a range of months.
Steps for getting the details of staff advance reports as follows,
 ReportspayrollStaff Advance
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10. Salary Loan
The salary loan document helps to give the details of loans given for the employees. In RealSoft
the system will automatically calculate the installments of loans and payments monthly or
decided way.
To add a “Salary Loan” we need to follow the following steps,
Steps
 Select the menu Transactions-Staff Payment-Salary Loan
 Select the “Employee”, enter the ”amount” of salary Loan.
Eg: Salary loan Rs :3000/- given for JayasumaJayakumar as follows,
Steps
 Select the menu Transactions-Staff Payment-Salary loan
 Select the “Employee” as JayasumaJayakumar, enter the ”amount” as 3000 of
salary loan.
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Reports Available for Staff Loan Details
1.Staff Advance Report.
It will helps to get all the staff loan details of employees or employee in a range of months.
Steps for getting the details of staff loan reports as follows,
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11. Salary Loan Repayment
In RealSoft, the salary repayment document will help to keeps the details of salary repayment
done by the employees or staffs.
To add a “Salary Loan Repayment” we need to follow the following steps,
Steps
 Select the menu Transactions-Staff Receipt-Salary Loan Repayment
 Select the “Employee”, enter the ”amount” of salary loan repayment.
Eg: Salary loan repayment Rs :3000/- given done by Jayasuma Jayakumar as follows,
Steps
 Select the menu Transactions-Staff Receipt -Salary loan repayment
 Select the “Employee” as Jayasuma Jayakumar, enters the”amount” as 3000
of salary loan repayment.
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Reports Available for Staff Loan Repayment Details
1. Staff Advance Report.
It will help to get all the staff loan repayment details of employees or employee in a range of
months. Steps for getting the details of staff loan repayment reports as follows,
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SUBCONTRACTING
MANAGEMENT
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SUBCONTRACTING
You can give work to sub contractors. In RealSoft you can use four documents for
subcontracting. Below shown is the basic work flow of sub contracting. First the incoming
quotation from subcontractor. Then based on the quotation you can place work order. Then the
measurement of work and invoice to the subcontractor.
 The documents used in subcontracting are
1. Quotation from subcontractor

2. Work order to subcontractor
3. Subcontractor invoice
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1. Quotation from subcontractors
This document is to enter the incoming quotation from subcontractors. It comes from the work
order .You can take a part of the work order to subcontractors. Here you can enter the items as in
enquiry and can give the rate based on the quotation rate from the subcontractor .You can also give
work from different projects to the same subcontractor. To allocate project you have to allocate it row
wise.
Steps
 Select Quotation from subcontractor document
 Manually enter item fields-Ref Rate, Ref quantity, Tax, Project
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Report for Quotation from subcontractors:
ReportsRegistersMaterial requisition register
8
2. Work order to subcontractors
As usual you can bring the quotation to subcontractor to work order to sub contractor and can
place the subcontractor work order. Sub Contract order is prepared by procurement division to
order required services to the contractor. Project manager should check the terms of delivery,
lead time etc while selecting the contractor to make the order. You must allocate the project.
Steps
 Select Work order to subcontractor document

 Press Alt+E.Quotation from subcontractor NoPress OK OR
 edit the Quantity and item fields
 Report for work order to subcontractors:

ReportsRegistersPurchase order register
8
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3. Subcontractor invoice
This is same as that of normal job invoice. Here you can give the quantity and rate of different
work and invoice the work. Sub-contracting invoice is prepared by accounts division after getting
the invoice from the sub-contractor for service given to the company. The accountant should
enter all the required information from the sub-contractor invoice like invoice date, amount,
against to which order(s), etc. Accountant should make sure that store manager or site
supervisor signed on the Sub-contractor’s invoice after checking the job physically before
entering it to the computer. This document will credit the sub-contractor for payment and later
accounts people will make the payment by selecting the sub contract invoice. You must allocate
the project.
Steps
 Select Quotation from subcontractor document
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 Manually enter item fields - Items, unit, Ref Rate, Ref quantity, Tax
 Report for Subcontractor invoice:

ReportsRegistersJob Purchase register
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8
ACCOUNTS AND FINANCE
ACCOUNTS AND FINANCE
8
In RealSoft we have a lot of advanced options for better accounting and finance. PD cheque handling
is one of the main features of RealSoft. Let us have a look on to the documents included in finance &
accounting.
1. Payment
2. Receipt
3. Journal
4. Contra
5. PDC Issue
6. PDC Received
7. Cheque Handling
8. Reconciliation.
1. Payment.
Payment voucher is prepared by the finance division against to various invoices received from
suppliers, miscellaneous administrative expenses, etc. While making the payment voucher,
accountant should select the respective invoice number and should allocate the amount paying
against to that invoice. This document also can be used to meet petty cash expenses also. If any
expenses paying through this voucher and which is directly for a project, it should be allocated to the
respective project carefully by the accountant after giving the information to the project manager. If it
is a cheque payment, the number and date of the cheque should be mentioned in the voucher
properly. RealSoft has a separate module track PDC issued and the entry will move to that module if
it is post dated. All payments should be authorized and signed by Finance
Manager to control the financial outflow of the company.
Steps
 Select Payment document

 Click New-Select Voucher No, Voucher date, payment mode
 Payment modes-
Cash
Credit
Bank
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 Select the account head from which the payment is done.
 Accounts entry –Enter the party to which the payment is done and give the amount at
the debit side. The credit side will be automatically allocated.
 Add narration if needed.
 Allocate project row wise.
 Click ‘save’.
 Report for payment:

ReportsRegistersPayment Register
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2. Receipt
The receipt voucher is prepared by the accountant after receiving the payment from the
Customers. The accountant should select the against invoice number when it is entering to the
computer. Every receipt should enter to the system on the same date and hard copy should issue to
the Customer after getting the signature from the Finance Manager. If the receipt in the form of
cheque which is post dated, it will automatically move to the module PDC Received for extra
confirmation.
Steps
 Select Receipt document
 Click New-Select Voucher No., Voucher date, payment mode
 Payment modes-
Cash
Credit
Bank
 Select the account head to which the Receipt is done.
 Accounts entry –Enter the party from which the receipt is done and give the amount at
the credit side. The debit side will be automatically allocated.
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 Report for payment:
ReportsRegistersReceipt Register
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3. Journal
In accounting, a first recording of financial transactions as they occur in time, so that they can then be
used for future reconciling and transfer to other official accounting records such as the general ledger.
A journal will state the date of the transaction, which account(s) were affected and the amounts,
usually in a double-entry bookkeeping method. In RealSoft we can make any kind of entries to make
adjustments. Here you don’t need to select the payment mode, you have to enter it manually.
Steps
 Select Journal document
 Click New-Select Voucher No., Voucher date.
 Accounts entry –Enter the debit and credit side with its account head.
 Click‘save’.
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4. Contra
This document is prepared by the accountant when fund movement occurring between
bank accounts and cash accounts. This document will allow you to select only the accounts in
the nature of cash or bank.
Steps
 Select Journal document

 Click New-Select Voucher No., Voucher date.
 Accounts entry –Enter the debit and credit side with its account head.
 Add Cheque No
5. PDC Issue
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This document is prepared by the accountant after confirming that enough fund is deposited
to the bank account to meet the post dated cheques. This is an extra confirmation for the
finance people to track their fund in banks. This document will be listed all the PDC issued from
the company will allow you to select the confirmed entries.
Steps
 Select PDC Issue document

 Click New
 Click the PDC’S button at the top
 Select the entry in which the cash is deposited in the bank
6. PDC Received
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This document is prepared by the accountant after submitting the PDCs to the bank. This is
an extra confirmation for the finance people to track their fund in banks. This document will list all the
PDC received from the Customers and will allow you to select the confirmed entries.
Steps
 Select PDC Received document

 Click New
 Click the PDC’S button at the top
 Select the entry in which the cash is deposited in the bank by the giver.
7. Cheque Handling
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This document is prepared by the accountant when a cheque is bounced from the bank. This
document will list all the bounced cheque from the banks and will allow you to handle the
bounced entries. There are three methods available in RealSoft when a cheque is bounced.
1. Cheque Replaced with another Cheque
You can solve it by giving another PDC.
Steps
 Select the Cheque number of payment or receipt.
 Select Cheque Replaced with another Cheque in the cheque handling mode
 Enter the cheque no and due date of the cheque against the PDC issued account head.
2. Cheque returned paid cash
You can solve it by giving cash instead of cheque.
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Steps
 Select the Cheque number of payment or receipt.
 Select Cheque returned paid cash in the cheque handling mode
3.Cheque returned Credit party account
You can extend the date of payment by making it into credit.
Steps
 Select the Cheque number of payment or receipt .

 Select Cheque returned Credit party account in the cheque handling mode
 Select the account head.
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General Reports For accounting
Ledger Reports
1.General Ledger: Reports-Accounts Ledger-General ledger
Select the parameters as given above and click ok. You can use other parameters to filter the
report. You can create Ledger based on any account head.
2.General Ledger: Reports-Accounts Ledger-Cost centerwise
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report. Cost center wise report is used to create Ledger based on cost center. Here in the above
figure it is given a ledger based on a project called ANJUKUNNU,SBI of account head Athul
-Sub.
3.General Ledger: Reports-Accounts Ledger-A/c Head wise
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Here you can create report based on account head.You can select any account type and create
the report or you can make it based on the transactions between two account heads by
specifying it in the from account and to account.
4. General Ledger: Reports-Accounts Ledger-A/c Head wise-cost center
Here you can create report based on account head and cost center. If you want the transactions
of a particular supplier in a project you can use it. It gives the details by filtering with project and
account heads.
Account Books
1. Cash book: Reports-Account BooksCash Books
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report.
2. Bank book: Reports-Account BooksBank Books
report.
3 .Bank book: Reports-Account BooksDay Books
To see the daily transactions.
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report.
4 .Cash flow statement: Reports-Account BooksCash flow statement.
Cash Flow Statement is a statement which shows the Changes in the Cash Position of an
organization between 2 periods.
report.
Outstanding
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1 .Statement of Accounts: Reports-OutstandingStatement of Accounts
A document, issued by a supplier or a customer to its supplier or customer, listing transactions

over a given period, normally monthly. It will include details of invoices, payments received and
any credits approved with a resultant balance payable by the customer.
Select the parameters you want and click ok. You can use other parameters to filter the report.
2 . Receivables: Reports-OutstandingsReceivables.
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Shows the receivables costcenter wise and account wise.
3. Payables: Reports-OutstandingsPayables.
Shows the payables, costcenter wise and account wise.
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Trial Balance
Reports-Trial BalanceDetailed Trial Balance.
Profit and loss Account
Reports-Profit and loss Account
Balance Sheet
Reports-Balance
Sheet
Reconciliation
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Reconciliation is the process of analysis and adjustment of differences between the cash balance shown
on a bank statement, and the amount shown in the account holder's records or different account holder’s.
This matching process involves making allowances for
 Checks issued but not yet presented.

 Checks deposited but not yet cleared or credited.
 If discrepancies persist, finding the cause and bringing the records into agreement.
The following steps will shows how the RealSoft Electrical ERP will handle reconciliation
Steps
1) Select the menu Activities -- Reconciliation
2) Select the Account
3) Cross verify the two accounts and makes the adjustments.

4) Click on the “Save” button.
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TAX
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TAX
Tax is the fixed percentage of amount as revenue for the government according to
purpose of work or commodity etc. There are different types of taxes like
1. Value Added Tax(VAT)
2. Service Tax
3. Works Contract Tax
4. Tax Deducted at Source (TDS)
Configuring tax in RealSoft
1. Create Account heads for tax in Account Heads Master. This account head comes
under Duties and Taxes (Short term liability). Status must be active.
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2. Create New tax item in item master , set which account to be reflected on sales and
on purchase. Set this item in preferences as tax item.
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3. Create Tax in Tax class
Configure-> Tax class
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In RealSoft TAX can be created according to the structure government has suggested.
In tax class builder can calculate multiple taxes and interlink them to get the final
output.
Example: Consider fig (A)
Here sequence No means in which sequence the order to be shown, type name is used to
denote a particular expression and can be used in expression to calculate others in the same
tax. There is an option to write expression (Eg-0.145*<Item Amount>) . when double clicking on
expression area. Expressions can be written either by total amount or item amount. Charge
items are the tax charge items through which it will pass to the accounts. Category is used to
categorize tax, like VAT , Service Tax , Excise duty etc.
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fig (A)
4. Enabling tax in documents
After creating tax need to enable tax column in documents through their document properties.
Configure->document type
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In RealSoft Documents where tax is required, you need to enable tax from document
properties. After enabling tax, new column for selecting tax will be visible and can select the
taxes according to document group(E g-Purchase tax will come only under purchase
group).By double clicking the tax amount it will also show the detailed tax value.
How Tax reflects in accounts
As we know that whatever tax collected, have to return it to government. So each tax is liable
and is created under short term liability. Functional accounts are created according to the
nature (e g-for sales its sales and revenue group).
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In accounts related document when tax is selected, accounts entry is automatically generated.
FAQ
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FREQUENTLY ASKED QUESTIONS
 How to install RealSoft?
In Server
1. Make two folders with name as Data and install in any of the drivers other than c:
2. Double click on RealSoft 2.0 setup icon.
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3. Click next button on the window shown above. A window will appear as shown below.
3. At the server space give the name of your server.
4. Tick on the configure server tools option.
5. Select the data location of the folder data.
6. Tick Sql Server Authentication option and click next. A window will appear as shown below.
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7. Select the path of the install folder that you have created before and click Install.
In Client system
Here you don’t need to give the data location and the tick to the Configure Server Tools option
as in server system. Other than that, follow the same steps as in server.
 A message showing ‘could not connect to control database’ appearing while opening
RealSoft.
Actions to be taken
1. Check whether you are able to connect to the server( RealSoft installed PC).
2. Check whether the server name is given correctly. To check that
 Right click on the RealSoft icon. Click properties.

 Click on open file location Button
 You will see a RealSoft icon of type configuration settings in the install folder.
 Double click on it.
 Give the correct name of the server. The third line of the file must be given True.
‘Save’ the file.
3. Turn off the system firewall and antivirus firewall.
8
 A message showing ‘New version of RealSoft found in Server’ while opening
RealSoft.
You should reinstall the RealSoft with the latest exe.
 A message showing ‘You don’t have enough privilege ‘while performing some action.
To perform the desired action you should first give the privilege to that particular user .To
give privilege, go to Begin-> manage users. Select the user you want to give the privilege
and select the privilege by clicking on it .A tick mark will appear against it .Then click the
Apply button and click OK. (To know more about privileges see User Management section).
 A message showing “Monthly closing exists on [a particular date] and remove
the monthly closing and try again later.”
It was happened due to monthly closing. When we try to modify the previous date entries
then these type of messages will shown if the monthly closing property is enabled
This can be explained with the following example,
 Monthly closing exist up to 20/04/2013, It can be seen by selecting the menu

Utilities--Monthly Closing
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 Here we going to modify the document “Amendment” by select the
following details, Date – 19/04/2013
Item – 1/2x1”
BOLTS Qty - 0
Unit - Nos
 Click on the “Save” button, then we will see a message “Monthly closing exist on 20
Apr 2013. Remove the month closing and try again”. Details shown
below.
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 Select the menu Utilities- -Monthly Closing
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 Select the option “Remove the data closing from”
 Select the date; here we want to modify the “Amendment” document on
19/04/2013.
Hence select the date as
19/04/2013
 Click on the “Ok” button and as follows,
 Now we can modify the “Amendmen t” document on 19/04/2013 as illustrated

follows,
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 A message showing “RealSoft is not supporting your date format “YYYY-MM--DD”
1. Change the system date into “dd-mm-yyyy” format.
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SYSTEM REQUIREMENTS
 Minimum Requirements of Server Hardware
Processor Intel Xeon, i7 or i5 processor
Memory 4 GB RAM Recommended is
Free Hard Disk Space 250 GB Minimum (Excluding data)
Monitor Resolution 800 x 600 Recommended 1024 x 768 or

higher
 Server Operating System Requirement
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 Microsoft Windows Server OS.
 To get maximum benefit, we recommend Windows Server OS 2003 or above.
 Increasing the size of RAM could improve the performance of RealSoft Electrical ERP
CONTACT DETAILS
For all your queries, please Contact our support engineers.
 E-mail Support
For any technical support or assistance in using RealSoft Electrical ERP, mail us at
support@realsoft.in
 Phone Support
Reach our Support Engineers at the following telephone numbers:
Office : 0484-4105574
Instant Support : 0484-2624991
For the latest information, releases and upgrades visit our website at www.coralme.com
A Product powered by
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CORAL BUSINESS Solutions
“The right work is brought in the right sequence at the right time to the right people”
Our services Includes
IT SERVICES IT INFRASTRUCTURE
E-OFFICE SETUP WEB DESIGNING
HARDWARE SALES SOFTWARE SALES
Business Services
BUSINESS CONSULTANCY ACCOUNTING SERVICE
BRANDING & ADVERTISING HR CONSULTANCY

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REAL SOFT ELECTRICAL ERP

2 WHY REALSOFT ERP …………………..………………................................................................…..05

3 ELECTRICAL CONTRACTING MODULES ……………...…..………………….....................................06

4 ELECTRICAL CONTRACTING USER ROLES …..……..…………………………................................12

5 GENERAL WORKFLOW …………………….....................................................................................15

6.1 BASIC OPERATIONS………………………………………............................................17

6.2 DOCUMENT CONTROL……………………………………............................................25

7 USER MANAGEMENT AND PRIVILEGES .………………………………..…....................................29

7.1 USER MANAGEMENT………………………………….................................................30

8.1 ACCOUNT TYPES…………………………………......................................................56

8.2 ACCOUNT HEADS………………………………….....................................................57

8.3 PROJECT CREATION…………………………………................................................62

8.4 ITEM CREATION………………………………….........................................................75

10 CUSTOMER INVOICE AND PART WISE BILLING……………………….......................................95

11 PURCHASE AND INVENTORY………………………………….......................................................101

12 MACHINERY TOOLS MANAGEMENT…………………………………...........................................132

15 ACCOUNTS AND FINANCE…………………………………...........................................................183

 Keep track of materials issued to the site.

Finance & Accounting

Man Power Cost

Sub Contractor Cost

HR& Payroll Module

Fixed Asset Management

Miscellaneous Cost Job Revenue / Sales

Cost Control & Alerts

Security and Administration

Sl No Role Name Duties

Should assign access privilege for the users in a system.

How to configure a page:

1. Click on the “Business Intelligence” menu

3. Select the gadget1 and Gadget2

1. Transaction: shows the Document list privileged to the login user

2. Configure: Master details E g: A/c head creation, Project etc

1. First: To move to first entry.

2. Previous: To move to previous entry.

3. Next: To move to next entry.

4. Last: To move to last entry

5. New: To start a new entry.

7. Modify: To modify an existing entry.

8. Delete: To delete an existing entry.

9. Save: To save an entry.

10. Print: To take the print.

11. Find : To search the entry based on some criteria.

12. Notes: To add notes related to the entry.

20. Voucher Date: You can set voucher date.

22. Reference No: It is used just as a reference to identify the document.

23. Reference Date: A date as a reference.

 Open the document (Purchase Order)

The final result is shown below:

In this module it will provide the following provisions,

It will shows active branch of the user.

It will shows the cost center of the user.

Ticked : By clicking on the crossed image.

Selecting all the crossed as follows (Right clicking on the item)

We will get the privileges of the following by enabling it,

1) Chart of Accounts – It is used to access the chart of accounts.

1) New –It is used to create new Purchase Order .

2. Code: we can set different code for different types.

3. Status: can set the status.

Configure-> Account heads.

3. Status: set the status of account head

4. Account Type: It is the account type of that particular account head.

5. Address: Address of that account head

4. TIN: Tax-Payer Identification Number