Copyright © 2001-2009 QnE Software Sdn. Bhd. All rights reserved. Information in this document is subject to change without notice. The companies, names and data used in the example herein are fictitious unless otherwise noted. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of QnE Software Sdn. Bhd.
The word QnE’s products are trademark of QnE Software (M) Sdn. Bhd.
The following copyright notice applies to the software that accompanies this documentation:
QnE Business Solutions Copyright © 2001-2009 QnE Software Sdn Bhd. All rights reserved.
千億軟體有限公司
QnE Software Sdn Bhd (611852-V) Suite 25-3, Plaza Cheong Hin, Jalan SP2/1, Section 2, Taman Serdang Perdana, 43300 Seri Kembangan, Selangor Darul Ehsan. Email:
[email protected]
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Introduction Welcome to QnE Business Software. QnE is an accounting design ground up for easy by non-computer and accounting professional. The aim has been to bypass a great deal of the accounting knowledge required to handle a business by making the computer do the work for you. The users of this system will be able to work more efficiently and produce higher quality accounting data for management decision-making. This is a fully integrated Accounting system that can help the company tremendously in administration and provide vital management information for analysis. This book introduces you to the system. With this book, you would be able to install, implement, and learn about the system so that you can get stated as quickly as possible.
Notation Conventions The Bold text indicates the exact name or specification of a feature, button, or menu bar item.
System Requirements The following requirements are needed in order to run QnE Business Software:
Standalone
Microsoft XP/VISTA Intel Pentium Celeron 500Mhz or above 512MB RAM or above 20% hard disk free space CD-ROM Drive SVGA Color Monitor Keyboard Microsoft Windows compatible printers.
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Introduction Welcome to QnE Business Software. QnE is an accounting design ground up for easy by non-computer and accounting professional. The aim has been to bypass a great deal of the accounting knowledge required to handle a business by making the computer do the work for you. The users of this system will be able to work more efficiently and produce higher quality accounting data for management decision-making. This is a fully integrated Accounting system that can help the company tremendously in administration and provide vital management information for analysis. This book introduces you to the system. With this book, you would be able to install, implement, and learn about the system so that you can get stated as quickly as possible.
Notation Conventions The Bold text indicates the exact name or specification of a feature, button, or menu bar item.
System Requirements The following requirements are needed in order to run QnE Business Software:
Standalone
Microsoft XP/VISTA Intel Pentium Celeron 500Mhz or above 512MB RAM or above 20% hard disk free space CD-ROM Drive SVGA Color Monitor Keyboard Microsoft Windows compatible printers.
ii
Features Highlight
Client-Server Architecture Multi Tasking Truly Real-Time Automatic Posting User-Friendly Screen Interface Fully Keyboard Operable User Access Right Control Zoom In facility On-Line Help Imaging Support Unlimited Accounting Period Powerful Report Writer Powerful Search Engine Daily Bank Reconciliation Date Sensitive Report Output Debtor Statement Always Up-To-Date Contra for AR & AP Can Be Made In Journal Entry Multiple Report Format For The Same Report Type Support Data Exporting To Multiple File Formats (e.g. word,excel,html,pdf,,jpg etc). One click to email the document and report Real-Time in Wide Area Network Multi Currency All Records Can Be Easily Edited Omitted Entries Can Be Entered Easily No Cumbersome Month End And More… …
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TABLE OF CONTENTS Introduction ………………………………………………………………………….ii System Requirement…..…………………………………………………………….iii Chapter 1
Getting Started …………………………………………........................………. 1-1
Installation ………………………………………………………………………………... 1-2 Standalone Installation……………………………………………………………………. 1-2 Network Installation………………………………………………………………………. 1-5 Starting Application……………………………………………………………………...1-10 Module Selection………………………………………………………………………...1-11 Register Company Database….………………………………….………………………1-12
Chapter 2
Understanding Working Environment.….…………………….…... 2-1
Command Center Environment…………………………………………….................…...2-2 Data Entry Environment………………………………………………………………..… 2-3 Backup Facility…………………………...................................................................……. 2-4 How To Use Help File………………..…..………………………………….........…….... 2-5
Chapter 3
Type Of Business Documents…..……………………………………… 3-1
Documents User Send To The Customer….………………………………………….…... 3-2 Documents You Receive from The Supplier...……..………………………………….…. 3-3 Documents For Cash Sales And Cash Purchases…..……………………………………...3-3 Documents From The Bank………………………………………………..………………3-4
Chapter 4
Create New Company Database.……………………………….……… 4-1
Chapter 5
System Options And General Maintenance…………………….…… 5-1
System Option………………………………………………….………….…………….... 5-2 General…………………………………………………………………………….…. 5-7 Doc. Numbering……………………………………….................…………………... 5-8 Debtor……………………………………….................……………………….……..5-5 Creditor……………………………………….................……………………….….5-10 Sales (1)……………………………………….................…………………………..5-11 Sales (2)……………………………………….................……………………….…. 5-10 Sales (3)……………………………………….................………………………….. 5-14 Sales (4)……………………………………….................………………………….. 5-16 Purchase (1)……………………………………….................…………………..…. 5-19 Purchase (2)……………………………………….................……………………... 5-23 Stock (1).……………………………………………………………………….…….5-24 Stock (2)……………………………………….................…………………………...5-28
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Chapter 1
Getting Started -
Standalone Installation Network Installation Starting Application Account Database Registration
Getting Started
In this chapter you will learn how to install the QnE Business Software and how to register the software.
There are two types of installation, which are Standalone Installation and Network Installation. If you have purchased the network version, you can skip the next section and go direct to the section on Network Installation. Before you install the QnE Business Software, make sure you install Firebird Server.
Standalone Installation
Insert the CD into your CD-ROM drive. If your CD-ROM drive auto-run feature is enabled, wait for the Setup dialog appear (See Figure 1). If the CD does not start on its own, go to My Computer, open your CD-ROM drive and double click on the Autorun.exe file. Or you can click on the Windows Start button and select Run. In the Open window, Type d:\Autorun.exe (where d is the letter of your CD-ROM drive) and press Enter.
Click QnE Business Solutions Server and follow the on screen instructions.
When prompt for the Completing the QnE Business Solutions Setup Wizard, please tick all the program as showed in the following :-
Getting Started
1-2
On the Look In menu, go to C:\QnE\Service, select the file name QNELS.exe and click Open button.
Finish it, by clicking the OK button.
Tips: QSS is only allow to be registered for ‘One’ time. Therefore, you are required to copy 2 files namely License.cfg and License.tmp which is located in C:\QnE\Service folder.
If the computer is being formatted, these two files are required to be copied back to the same folder [C:\QnE\Service] to update to the system again. Thus, no registration is required again.
Network Installation
If you have purchased a networking package, please follow the below instructions.
Server Installation:
Insert the CD into your CD-ROM drive. If your CD-ROM drive auto-run feature is enabled, wait for the Setup dialog appear (See Figure 1). If the CD does not start on its own, go to My Computer, open your CD-ROM drive and double click on the Autorun.exe file. Or you can click on the Windows Start button and select Run. In the Open window, Type d:\Autorun.exe (where d is the letter of your CD-ROM drive) and press Enter.
Click QnE Business Solutions Server and follow the on screen instructions.
Getting Started
1-5
After finish install the Firebird Client, click QnE Business Solutions Client and follow the on screen instructions.
Starting QnE Business Software
Completion of installation would allow you to start using QnE Business Software.
There are two ways to start using the system: 1. Click on the Start menu. Select Program and then search for the QnE on the right hand side. Then click on QnE Business Software once to start the program. 2. Double click the QnE Business Software shortcut on the desktop to launch the QnE Business Software.
Key-in the Server IP in the column named QnE Service IP, followed by the Apply Change button.
Getting Started
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Package: Show all the package available. Once the database is registered, the package will be selected automatically.
Functionality: Brief the functionality of a particular module when your mouse is pointed to any of the module.
Register Company Database
Every database in the QnE Business Software needs to register. All the unregistered databases can only accept up to 1000 accounting transactions.
Click Register Company from File menu.
Enter the Product ID, which you can find it behind the box or in the invoice.
Click the Print button to print the Request Database Registration Code form.
Chop & sign and fax back to the fax number stated in the form.
Once you have received the form, go back to the Database Registration window to fill in the Database Registration Code and click Register button to register the system.
Notes:
The first registered company database will be the “Master” company database, then the subsequent registered company database MUST have a matching Company Name or Company Address with the “Master” company database.
Getting Started
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Chapter 2
Understanding Working Environment -
Command Center Environment Data Entry Environment Backup Facility How to Use Help File
Understanding the working environment Command Center Environment
Once you login to the system, a special window called Command Center will be displayed in the center of the screen, as shown as below: -
Modules
Maintenance and transactions
Inquiry and Reports
The major group of functions provided by this Command Center includes: GL – General Ledger Module Debtor Module Creditor Module Sales Module Purchase Module Stock Module
Command Center provides commonly use functionalities to you in a more intuitive way. However, all the functions in the system can also accessed through the standard menu bar.
If you accidentally close the Command Center window, you can reopen again from the File | Show Command Center.
Understanding Working Environment
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Data Entry Environment
All the major data entry windows provide by the system have been carefully designed in a consistent and easy-to-use way. This will ensure you are familiar with the system with only minimum time spends as well as enter the transactions confidently without any confusion.
Go to Previous transaction Go to next transaction Save this transaction Delete this transaction Add new transaction Search for a particular transaction Print this transaction
Show the double entry of this transaction Close this window Call up the context-sensitive help of this window
Understanding Working Environment
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Edit field (Allow to edit)
Combo box (Click on the arrowdown/three dot button to select from a list)
Check box (allow to tick on or tick off)
Backup Facility
It is advisable to backup the company database with at least two sets of diskettes once finished all the transactions entries is entered into the company database. In each set of diskette, you can label it as below: Disk Set 1 – Monday, Wednesday & Friday Disk Set 2 – Tuesday, Thursday & Saturday
This means the correct disk set on the day have to use to do the backup. A good practice is to make a permanent monthly and yearly backup disk for each month and year.
Step to backup the company database, refer to Chapter 20.
Understanding Working Environment
2-4
How to use Help file?
At the top Menu, click the Help Contents to bring up the system online help.
Alternatively, you can bring up the context sensitive help whenever and wherever you need it by pressing F1 or click on the Help button.
Understanding Working Environment
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Chapter 3
Type Of Business Documents -
Documents you send to the customer Documents you receive from your supplier Documents for cash sales and cash purchase Documents from the bank
Type of business documents
Generally, business documents that need to process by the accounts department can be divided into four main types: A. B. C. D.
Invoices, credit notes and debit notes that send to customer on credit term Invoices, credit notes and debit notes that you receive from suppliers on credit term. Document of cash sales and cash purchases. Document you sent to or receive from the banks.
Document you send to the customer
Sales Invoices: These are documents that containing your customer name, data, goods and services they brought from you and the amount you bill to your customer.
Sales Quotation, Sales Order: Theses are marketing documents and you can use the system to print out this quotation and sales order in order to sent to the customer for acknowledgement purpose only.
Sales Delivery Order (DO): This is an acknowledgement for goods received by the customer. This will deduct from the existing stock quantity.
Sales Debit Note (DN): This is issued to customer when you made a mistake of understanding the sales amount of previous invoice. You can issue this kind of document to make additional charges on a previously issued sales invoice.
Sales Credit Note (CN): This is issued to customer for goods returned, discount allowed or adjustments to reduce sales amount.
Sales Statement (Debtor’s Statement): This is a summary report of all the outstanding sales invoices, credit notes and debit notes you have sent to customer. This document is used as a reminder only. You can print out this statement easily in the system.
Official Receipt: When you receive payment from customer, the customer may request you for an acknowledgement for the payment that they paid.
Notes:
If you use the Sales module to produce sales documents, all posting are done for you automatically by the system to Debtor module simultaneously.
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Document you receive from your supplier
Purchase Invoice: This is the document you create from the supplier for goods and services supplied.
Purchase Delivery Order (GRN): This is the document that indicates goods received from the supplier, which you need to enter into received from the supplier that you need to enter into the system and take into stock control calculation.
Purchase Debit Note: when you have been under-charged for goods and services received, supplier will send you a debit note to recover the cost.
Purchase Credit Note: This is received from the supplier for goods returned, discount received or adjustment to reduce the purchase amount.
Supplier Statement (Remittance Advice): This is the monthly statement show how much you owed your supplier. You can use this statement to check against your own creditor (Account Payable) records to see whether it is same as their statement. You can print out this statement easily in the system.
Document for cash sales and cash purchase
If you find Sales Invoice with the word “Cash” instead of customer name and address, it is likely a cash sales document, usually called a “Cash Sales”
This type of document implies that you need not know to whom you sell to because the sale is done on cash basis. You need to enter and save this transaction into the system.
Beside this, you also need to prepare those cash payment voucher/documents for cash purchase, and then you have to enter these documents in the system and you also require to enter the details in the GRN if you want to keep the stock updated.
Notes:
If you need to do Sales Analysis Report and Stock Report, you must enter these Cash Sales directly from the Sales module (Cash Sales allow to save without any debtor’s code selected). Otherwise, go to General Ledger > Receipt Voucher to enter these cash sales document (It won’t consideration of stock quantity calculation).
Type Of Business Documents
3-3
Document you receive from your supplier
Purchase Invoice: This is the document you create from the supplier for goods and services supplied.
Purchase Delivery Order (GRN): This is the document that indicates goods received from the supplier, which you need to enter into received from the supplier that you need to enter into the system and take into stock control calculation.
Purchase Debit Note: when you have been under-charged for goods and services received, supplier will send you a debit note to recover the cost.
Purchase Credit Note: This is received from the supplier for goods returned, discount received or adjustment to reduce the purchase amount.
Supplier Statement (Remittance Advice): This is the monthly statement show how much you owed your supplier. You can use this statement to check against your own creditor (Account Payable) records to see whether it is same as their statement. You can print out this statement easily in the system.
Document for cash sales and cash purchase
If you find Sales Invoice with the word “Cash” instead of customer name and address, it is likely a cash sales document, usually called a “Cash Sales”
This type of document implies that you need not know to whom you sell to because the sale is done on cash basis. You need to enter and save this transaction into the system.
Beside this, you also need to prepare those cash payment voucher/documents for cash purchase, and then you have to enter these documents in the system and you also require to enter the details in the GRN if you want to keep the stock updated.
Notes:
If you need to do Sales Analysis Report and Stock Report, you must enter these Cash Sales directly from the Sales module (Cash Sales allow to save without any debtor’s code selected). Otherwise, go to General Ledger > Receipt Voucher to enter these cash sales document (It won’t consideration of stock quantity calculation).
Type Of Business Documents
3-3
Document from the bank
The bank may send you advice notes and charge notes. These need to be entered into the system.
Every month end, you will receive a bank statement. With this statement, you need to do a bank reconciliation exercise to make sure that all the payments, receipts and bankers direct charges are correctly recorded in the system. Refer to Chapter 12 on how to do bank reconciliation.
Type Of Business Documents
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Chapter 4
Create New Database
Create New Database
Once you have successfully installed the QnE Business Software, you need to create a new company to start enter any transactions.
Select New Company from the File menu bar.
The following screen will appear: -
Select a sample chart of account that suits your company. Once you have selected the type of database, the system will generate a sample chart of account for you.
Click Next button
Create New Company Database
4-2
Enter your company name in the Please enter company name empty field. e.g. Advance Trading Sdn Bhd.
You can click the button to select the location that you want to save your database. It is recommended to save in D drive if you have two partition in your hard disk, if not, you still can save it in your C drive.
Click Next button
Fiscal Start Month: If the financial accounting period is January to December for the year of 2002, then the Fiscal Start Month will be 1 (January).
Fiscal Start Year: If the financial accounting period is January to December for the year of 2002, then the Fiscal Start Year will be 2002.
Length of First Fiscal Year: If you have registered a company in August 2001 and you would like to set the financial year-end as at 31st December 2002, then the length of first financial year will be 17. Please note that the Financial Period on your right hand side will display as 01-August-2001 to 31-December-2002.
Accounting Start Month: If your company’s financial period is from January to December 2002, and you would like to enter the actual transaction from July 2002. All the transaction before July will be entered as opening balance. Then the Accounting Start Month will be 7 (July). Please note that the Cut Off Date will display as: 01-July-2002.
Create New Company Database
4-3
Accounting Start Year: If your company’s financial period is from January to December 2002, and you would like to enter the actual transaction from July 2002. All the transaction before July will be entered as opening balance. Then the Accounting Start Year will be 2002. Please note that the Cut Off Date will display as: 01-July-2002.
Valid Posting Period: If you have finished enter all the accounting work for the year 2001 and wish to lock the period from January 2001 to December 2001. Then you have to set the Valid Posting Period from 01/01/2002 to 31/12/2002.
Click Next button
Please verity all the information and click Finish button. Click Close button once if finish create the company database.
The system will prompt you the login screen. Enter Admin for the Username and the password just leave it blank and click OK to get into the system.
Fill in all your company details as below: -
Click Save button
Create New Company Database
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C
Chapter 5
System Options -
General Setting Document Numbering Debtor Module Setting Creditor Module Setting Sales Module Setting Purchase Module Setting Stock Module Setting Partial Delivery Setting Finance Charges Setting Search Screen Setting Audit Trail Setting Others Setting
General Maintenance -
Change Password User Maintenance Financial Periods Valid Posting Period Default Interface Account Currency Term Change Code Audit Trail
C
Chapter 5
System Options -
General Setting Document Numbering Debtor Module Setting Creditor Module Setting Sales Module Setting Purchase Module Setting Stock Module Setting Partial Delivery Setting Finance Charges Setting Search Screen Setting Audit Trail Setting Others Setting
General Maintenance -
Change Password User Maintenance Financial Periods Valid Posting Period Default Interface Account Currency Term Change Code Audit Trail
System Options
The System Options screen contains important fields, which you must set correctly for the proper functioning of the system. It allows you to choose or configure the system behaviors according to your situation and business needs. You can perform this under File menu bar, System Options.
General
In General page System Options dialog, it allows you to set the Date Format, Free Text Format for Account Code, User Local Currency for Bank Charges and etc.
1. Date Format: This option is set the date format displayed by the system. It will take affects on each screen which has 'Date' column 2. Account Code Format: After set the account code format, all account codes have to follow this setting. Example in sample database, the standard format set as xxx-xxxx, so the account for sales software is 100-0100.
3. Free Text Format for Account Code: If checked, the format of the account code can be entered in your own format instead of a standard format of XXX-XXXX (Example: 6001000). The maximum length is 20 alphanumeric.
System Options & General Maintenance
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Doc Numbering
This page allows you to set the format of your running number for business forms. The maximum width of this format is 20. If the characters of number are more than the maximum width, some characters or numbers will be truncated.
The transaction number format is user definable. There are a few parameters which you can use: ?LDD?, ?SDD?,?TDD?, ?LYY?, ?SYY?,?TYY?, (n)X?
Enter the format of your business form in the Format column.
The details for the format are as below: Format Description ?[n]X?
n is a numeric value. This format will display the number in n characters width, if the number of characters is less than n, you can set the output number padded with other character. For example, ?5X, -?, if the number is 35, then it will output ---35. If ?5X?, if the number is 35, then it will output 35.
?SMM?
Output system date’s month. For example, ?SMM? and the system date is 22 October 2001, then it will output 10. If it is ?SMMM? , then it will output Oct.
?SYY?
Output system date’s year. For example, ?SY? and the system date is 22 October 2001, then it will output 01. If it is ?SYY? , then it will output 2001.
?SD?
Output system date’s day. For example, ?SD? and the system date is 22 October 2001, then it will output 22.
?LMM?
?LYY?
Output login date’s month. For example, ?LMM? and the login date is 15 November 2001, then it will output 11. If it is ?LMMM? , then it will output Nov. Output login date’s year. For example, ?LY? and the login date is 15 November 2001, then it will output 01. If it is ?LYY? , then it will output
System Options & General Maintenance
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2001. ?LD?
Output login date’s day. For example, ?LD? and the login date is 15 November 2001, then it will output 15.
?TMM?
Output transaction date’s month. For example, ?TMM? and the transaction date is 25 December 2001, then it will output 12. If it is ?TMMM? , then it will output Dec.
?TYY?
Output transaction date’s year. For example, ?TY? and the transaction date is 25 Dec 2001, then it will output 01. If it is ?TYY?, the output will be 2001. Output transaction date’s day. For example, ?TD? and the system date is 25
?TD?
Reset Monthly Running No.: If marked, the system will reset the document running number to 1 every beginning of the month.
Different Project Use Different Running No.: If marked, the system will generate the document running rumber for different project code. e.g. P01-INV0001, P02-INV0001.
Debtor
This page allows you to set the aging format, aging report title and other setting for the debtor module.
1. Allow enter lower case in debtor name: If marked, you are entitled to enter the debtor name in lower case.
System Options & General Maintenance
5-8
9. Hide “Allow Exceed Credit Limit”: In debtor maintenance, hide “Allow exceed credit limit option. Go to Debtor > Debtor Accounts. By default, this column will be showed. 10. Prompt warning message when payment not fully knockoff: When receive payment got unmatched amount, system will prompt message. However, system still allows to save. 11. Enable for Multiple Set Running Number: Allow using different set of formats for transactions. This function affects in Debtor module only. For more details, please refer to General Option – Item 20 on page 5-5. 12. Status: Allow user to set the default status type for the debtor.
Creditor
This page allows you to set the aging format, aging report title and other setting for the creditor module.
1. Allow enter lower case in creditor name: If marked, you are entitled to enter the creditor name in lower case. 2. Use Open Credit in Aging: If marked, all the unmatched invoices will display in the Open Credit column in Aging report. If you tick this option, you have to select the aging report and statement report format with the open credit. 3. Aging by: The system allows you to set the aging report either by day or by month. Tick the desire aging by option. This option is refer to the calculation of aging. System allows to calculate aging report either by day or month, each option selected, the reports will change System Options & General Maintenance
5-10
the calculation by selecting and formatting. This setting works together option item 4 - Title Format. 4. Title Format: Tick the title format of the aging report.
5. Outstanding Bills Order By: To set the default sorting for the outstanding bills in the Pay Bills. However, you are allowed to set the sorting option in the Pay Bills. 6. Prompt warning message when payment not fully knockoff: When receive payment got unmatched amount, system will prompt message. However, system still allows to save. 7. Enable for Multiple Set Running Number: Allow using different set of formats for transactions. This function affects in Creditor module only. For more details, please refer to General Option – Item 20 on page 5-5.
Sales (1)
This page allows you to set the interface of the sales invoice screen.
1. Enable Timber Calculation in Sales Invoice: Tick this option to enable timber calculation in sales module. System Options & General Maintenance
5-11
From the above example, if the option is ticked, the posting will of the sales is discounted amount :
From the above example, if the option is unticked, the the posting will according to the Stock Item’s Posting Account – discount amount posting separately:
Purchase (1)
This page allows you to set the interface of the purchase invoice screen. For example: Set Decimal Point, Show Discount column, Allow to edit Subtotal and others.
1. Allow to edit Subtotal: If ticked, the user is allowed to edit the sub total field. SubTotal
System Options & General Maintenance
5-19
Prompt error message and abort saving process: The system will prompt an error message if you do not assign the posting account in the Default Interface Account and abort saving process.
Stock (1)
This page allows you to set decimal of the quantity, costing method and others setting for the stock module.
1. Allow to edit Unit Of Measurement (UOM): If marked, you are allows to edit the UOM in all the stock transaction screen (e.g. Stock Adjustment, Stock Issues Forms, Stock Transfer Forms etc.), If not marked, you are not allows to amend the UOM after the stock has been set up in Stock Items Maintenance screen. 2. Allow Direct Input for Stock Code (eg. Scanner Purpose): If marked, you are allows to direct input the stock code instead of system prompt you a lists of stock code for you to select in all the stock transaction screen (e.g. Stock Adjustment, Stock Issues Forms, Stock Transfer Forms etc.). 3. Allow enter lower case in stock name: If marked, you are entitled to enter the stock name in lower case. 4. Use Default Stock Location: This setting the users who have different locations for stocks. So if we set the default location for an item, every time select the particular item in transaction screen, it will show the location automatically. System Options & General Maintenance
5-24
Barcode
This page allows you to define the default search option either with the stock code or barcode in the entire sales module, purchase module and stock module.
Example: In the cash sales screen, you may require to scan or search for the barcode regularly then you have to assign the barcode in the cash sales option here.
Partial Delivery (1)
This page allows you to set the partial delivery option for the sales transactions and purchase transactions.
1. Partial Delivery: There are 3 methods for partial delivery in this system, it applies for sales and purchase module.
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a) Document, item not partially transfer: The Transfer From screen will show the document no not the item for user to transfer. Once the document is transferred, we could not transfer the second time even there is outstanding item and qty, it is one time transfer only. b) Documents item partially transfer: The Transfer From screen will show the document no not the item for user to transfer. For this option, if there is still outstanding items qty have not be transferred yet, system will still allow to transfer. c) Items: This option is totally different with option 1 and 2. The transfer is based on items without document number. You can only transfer the items only
Partial Delivery (2)
Allow transfer quantity greater than outstanding quantity: This setting allows the transfer quantity more than the order quantity. Example, in Quotation order 5 quantity but transfer to Sales Order, we change the quantity to 10, system will allow to save if we tick this option. For Sales and Purchases is same design.
Price Group
This page allows you to set the customer’s price group setting. Refer to Chapter 24 for more details.
You are able to set different price/discount rate/margin/quantity pricing for different group of customers in the stock item maintenance
System Options & General Maintenance
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Search Screen
This page allows you to define what information you want to display in search screens. (e.g. When you click on the search button in the Customer Account, a search screen will prompt out and display the relevant information).
Just mark the field that you would like to appear in the search screen.
Less information in the search screen will require less time to search for particular information.
Audit Trail
This page allows you to define which data entry screens you would like to capture the users audit trail.
The database size will be bigger and searching time for audit trail will be longer if more screens you want to capture the users audit trail.
Just mark the screen that you would like to capture the user audit trail.
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Search Screen
This page allows you to define what information you want to display in search screens. (e.g. When you click on the search button in the Customer Account, a search screen will prompt out and display the relevant information).
Just mark the field that you would like to appear in the search screen.
Less information in the search screen will require less time to search for particular information.
Audit Trail
This page allows you to define which data entry screens you would like to capture the users audit trail.
The database size will be bigger and searching time for audit trail will be longer if more screens you want to capture the users audit trail.
Just mark the screen that you would like to capture the user audit trail.
System Options & General Maintenance
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Search Screen
This page allows you to define what information you want to display in search screens. (e.g. When you click on the search button in the Customer Account, a search screen will prompt out and display the relevant information).
Just mark the field that you would like to appear in the search screen.
Less information in the search screen will require less time to search for particular information.
Audit Trail
This page allows you to define which data entry screens you would like to capture the users audit trail.
The database size will be bigger and searching time for audit trail will be longer if more screens you want to capture the users audit trail.
Just mark the screen that you would like to capture the user audit trail.
System Options & General Maintenance
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C
Chapter 5
System Options -
General Setting Document Numbering Debtor Module Setting Creditor Module Setting Sales Module Setting Purchase Module Setting Stock Module Setting Partial Delivery Setting Finance Charges Setting Search Screen Setting Audit Trail Setting Others Setting
General Maintenance -
Change Password User Maintenance Financial Periods Valid Posting Period Default Interface Account Currency Term Change Code Audit Trail
Others
This page allows you to set the search delay time for all the search screen for example: Search Customer, Search Supplier, Search Stock Items, Search GL Account Code and etc. If your database has a lot of transactions, you may need to set the delay to be higher for faster searching.
Search Delay [in Serond] 0.00s: Use your mouse to set the Search Delay (in second): 0.00s to 0 (or your own search delay time).
Prompt Warning Message If System Resources Less Than The Warning Level: If checked, the system will prompt a warning message if the system resources is less than the warning level.
Include Data When Customize Report: If checked, the system will include the data in the customize report. Backup Warning: If marked, the system will prompt a backup warning message to remind you to do the backup of your company database.
User Connection Checking Time: Set the timer of checking the user connection to the database.
General Maintenance Change Password
The Change Password is used for maintaining the password for the current user. The password is up to 20 alphanumeric long.
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Select General Maintenance from the File menu and click Change Password.
Current Password: Enter the current password
New Password: Enter your new password
Retype New Password: Retype the password to confirm the new password that you have entered.
Click Save button to save the changes after you have confirmed the password
User Maintenance
The user maintenance is used for maintaining the users of QnE Business Software as well as changing particular user access right.
Select General Maintenance from the File menu. Then click User Maintenance.
Click the New button to create a new user.
User Code: This field is up to 20 alphanumeric characters long. This is a compulsory field.
User Name: This field is up to 100 alphanumeric characters long.
Password: Enter the new user’s password.
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Confirm Password: Retype the password to confirm the password.
Startup Form: You can select a startup form for this user. For example, Sales Invoice, Cash Sales, Customers etc.
Use User’s Default Location: Once you have selected the default location for this user, a default location will appear automatically in all the transaction screens. For example, Sales Invoice, Purchase Invoice, Cash Sales etc.
Default Project: Once you have selected the default project for this user, a default project will appear automatically in all the transaction screens. For example, Sales Invoice, Purchase Invoice, Cash Sales etc.
Access Right: Just click on the modules available to set the access right.
Options: Tick on View, Create View, Modify, Delete and Cancel Option. The system has built in powerful and flexible user access control system. This window has many as pages as the number of menus on the system. Basically, the way it controls is that there are several authorities associated with a piece of information, i.e. View, Create New, Modify etc. You simply tick on the authorities that you feel the user should have. The user will not be able to access the ones that are not ticked. Any details please refer to Appendix B.
Click Select All button if you allow the user to have full access to a particular module or a particular report. Otherwise, click the Deselect all.
Click the Full Access button if you allow the user to have the right to access to all the modules and all the reports. On the other hand, click Reset Access button if you do not allow the user to access to the entire modules and all the reports. Click Save button to save the record.
Click Save button to save the record.
Click on the Close button.
If you want to edit/delete an existing user’s data, search for the targeted user and click Edit to modify the data or click Delete to delete the targeted user.
Financial Periods
This page allows you to set the financial period of your company. This is under File | General Maintenance | Financial Periods.
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Fiscal Start Month: If the financial accounting period is January to December for the year of 2002, then the Fiscal Start Month will be 1 (January).
Fiscal Start Year: If the financial accounting period is January to December for the year of 2002, then the Fiscal Start Year will be 2002.
Length of First Fiscal Year: If you have registered a company in August 2001 and you would like to set the financial year-end as at 31st December 2002, then the length of first financial year will be 17. Please note that the Financial Period on your right hand side will display as 01-August-2001 to 31-December-2002.
Accounting Start Month: If your company’s financial period is from January to December 2002, and you would like to enter the actual transaction from July 2002. All the transaction before July will be entered as opening balance. Then the Accounting Start Month will be 7 (July). Please note that the Cut Off Date will display as: 01-July-2002.
Accounting Start Year: If your company’s financial period is from January to December 2002, and you would like to enter the actual transaction from July 2002. All the transaction before July will be entered as opening balance. Then the Accounting Start Year will be 2002. Please note that the Cut Off Date will display as: 01-July-2002.
Example: If your company fiscal year is starting from January 2001 and ending at December 2001, but you plan to use QnE Business Software to do your accounting works after July 2001. Then you have to select 1 for the Fiscal Start Month, 2001 for the Fiscal Start Year, 8 as your Accounting Start Month and 2001 as your Accounting Start Year.
Valid Posting Periods
The page allows you to set the valid posting period for the 2 groups of the users.
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Posting Period for All Users (1st Level Posting Period): To set the valid posting period for all the users.
User that allow entries in 2nd Level Posting Periods: To assign which user to have the second level posting periods access right. Example: If your account for year 2002 is fully updated, but only require for some journal adjustments. So you can set the 1st Level Posting Periods From: 01/01/2003 to 31/12/2003 and set the 2nd Level From: 31/12/2002 to 31/12/2002. In this case, all the users can only access to the periods from 01/01/2003 to 31/12/2003. Only user “Admin” can access to the date 31/12/2002 and enter the journal adjustment in 31/12/2002.
Default Interface Account
The system fully integrates with various modules to the general ledger. In order for the system to do this, it must know the relevant general ledger accounts to post for the various transactions for example, invoice, payment, receipt, bill, etc. The system will use the accounts that you indicated as the default accounts for the respective transaction posting. This under General Maintenance | Default Interface Account. Click this button to select the corresponding account code or direct enter the account name in the Account Code column.
The following table explains the details of setting up Default Interface Account: -
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Sales
sales of goods for the entire sales invoice.
Discount Return in Sales
The account to be debited when global discount is entered for sales of goods for the sales return and credit notes.
Item Discount Return in Sales
The account to be debited when individual discount is entered for sales of goods for the sales return and credit notes.
Misc Charges
The account to be debited when miscellaneous charges is entered for the entire sales invoice.
Credit Purchases
The account to be debited when purchase invoices are saved. However, the system gives priority to debit the Acc. Code specified in purchase invoice screen if it exists, and next the purchase account assigned in Stock Account Preset.
Purchase Returns
The accounts to be credited when Purchase Returns details are saved. However, the system gives priority to credit the Acc. Code specified in the Purchase Returns screen, and next the purchase return account for the Stock Account Preset.
Item Discount In Purchase
The account to be credited when global discount is entered for purchase of goods for the purchase.
Item Discount Return in Purchase
The account to be credited when individual discount is entered for purchase of goods for the purchase return.
Currency
The system can handle transactions in any currency. The Local Currency is for you to set your local currency and the Foreign Currency is for you to set up a list of foreign currencies that you will be using in the system.
Note that the currencies are used at the customer and supplier transactions. Each customer or supplier should have the currency field in their record defined if they are transacting in foreign currencies. Each customer or supplier can only transact in one currency. For customer or supplier, which transact in more than one currency, you should define an account or each of the currencies.
After you have defined the currencies, for daily operation of foreign currency transactions, you should enter the exchange rate. The system will use the rates that you defined in the Foreign Currency as the default exchange rate for the relevant transactions. However, you can still change the rate at each individual transaction screens when the need arises.
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Currency Sign: This field is up to 5 alphanumeric long. This currency sign is used for report printing purpose. Click Save button to save the record. If you want to edit/delete a foreign currency, search of the currency and click Edit to modify the data or click Delete to delete the currency.
Term
Every debtor is given a different facility in payment terms for sales. Discount may be allowed if the debtor pays their account by cash or cheque on delivery or within a pre-agreed term of payment. Thus, we have to select the term for period of payment. By default, the system has generated some type of terms, but you can add more type of term by following the steps listed below.
Select General Maintenance from the File menu and click Term.
Term: This is up to 20 alphanumeric long. This currency sign is used for report printing purpose. Days: Enter the number of days of the term.
Click Save button to save the record.
If you want to edit/delete a term, search of the term code and click Edit to modify the data or click Delete to delete the term.
Change Code
This page allows you to change a particular account code to a new account code.
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Currency Sign: This field is up to 5 alphanumeric long. This currency sign is used for report printing purpose. Click Save button to save the record. If you want to edit/delete a foreign currency, search of the currency and click Edit to modify the data or click Delete to delete the currency.
Term
Every debtor is given a different facility in payment terms for sales. Discount may be allowed if the debtor pays their account by cash or cheque on delivery or within a pre-agreed term of payment. Thus, we have to select the term for period of payment. By default, the system has generated some type of terms, but you can add more type of term by following the steps listed below.
Select General Maintenance from the File menu and click Term.
Term: This is up to 20 alphanumeric long. This currency sign is used for report printing purpose. Days: Enter the number of days of the term.
Click Save button to save the record.
If you want to edit/delete a term, search of the term code and click Edit to modify the data or click Delete to delete the term.
Change Code
This page allows you to change a particular account code to a new account code.
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Chapter 6
General Ledger Maintenance -
Chart of Accounts Print Chart of Accounts Default Interface Account Assets & Depreciation Account Stock Value Maintenance
General Ledger Maintenance Chart Of Accounts
Before you entering any new transactions into the QnE Business Software, you have to set up the Chart of Accounts. The system will generate a sample chart of account for you when create your account book. Scroll through the Chart of Accounts and have a good look at them. To display all the accounts, right click on the mouse and select expand tree. Some of these accounts may not suit your business and as such need changing. Other accounts that you require may be missing and will need to be added. This is under General Ledger | Chart of Accounts.
Just highlight the account type that you want to add a new account and click New button. There are 14 of main account type in the system as below: 1. SALES 2. SALES ADJUSTMENT 3. COST OF SALES 4. OTHER INCOME 5. EXPENSES 6. TAXATION 7. EXTRA ORDINARY INCOME 8. EXTRA ORDINARY EXPENSES 9. APPROPRIATION ACCOUNT 10. FIXED ASSETS 11. INTANGIBLE ASSETS 12. CURRENT ASSETS 13. CURRENT LIABILITIES 14. LONG TERM ASSETS
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Warning:
You are not allowed to create individual Debtor and Creditor accounts through Chart of Accounts window. But, you can create the Debtor Accounts in the Customer Account window and the Creditor Accounts in the Supplier Account window.
Print Chart Of Accounts
This option enables you to view and print chart of account from general ledger accounts, debtor accounts and creditor accounts.
Click General Ledger and select Reports and click Chart of Accounts Listing.
Report Title: Enter your preferred report title.
Format: If you have design a lot of report format, and then just select the report format to print out the chart of account listing.
Click Preview button to preview the report on screen or click Print to print out on paper. Otherwise click Customize button to customize the report format.
Assets & Depreciation Maintenance
Most of the assets will decrease in value because of aging, wear and tear, economic factors and depletion. Therefore, the company attempts to show what the estimated current value is by working out on how much the assets have reduced in value, which is known as depreciation.
Select Asset & Depreciation Maintenance from General Ledger menu. The window below will appear.
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Warning:
You are not allowed to create individual Debtor and Creditor accounts through Chart of Accounts window. But, you can create the Debtor Accounts in the Customer Account window and the Creditor Accounts in the Supplier Account window.
Print Chart Of Accounts
This option enables you to view and print chart of account from general ledger accounts, debtor accounts and creditor accounts.
Click General Ledger and select Reports and click Chart of Accounts Listing.
Report Title: Enter your preferred report title.
Format: If you have design a lot of report format, and then just select the report format to print out the chart of account listing.
Click Preview button to preview the report on screen or click Print to print out on paper. Otherwise click Customize button to customize the report format.
Assets & Depreciation Maintenance
Most of the assets will decrease in value because of aging, wear and tear, economic factors and depletion. Therefore, the company attempts to show what the estimated current value is by working out on how much the assets have reduced in value, which is known as depreciation.
Select Asset & Depreciation Maintenance from General Ledger menu. The window below will appear.
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Click the New button.
Click
Click Save after completed.
Tips:
button to select 600-0400 (or your own fixed asset account).
You are require to do the above setting in order to print the report like Balance Sheet Account Three Column and Fixed Assets Account Three Column reports.
Stock Value Maintenance
This option enables you to maintain stock value at every month end to produce accurate financial reports.
Select Stock Value Maintenance from the General Ledger menu.
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Budget Maintenance
Company can setup the budget figure into the system in order to view the variance between budget amount and actual amount show in the Profit & Loss Report.
Click Budget Maintenance from General Ledger menu.
Example: Enter the following examples budget amount for the Sales-Software account: Sales (January/2001) = RM 3,000 Sales (February/2001) = RM 8,000 Sales (March/2001) = RM 16,000 Sales Return (April/2001) = RM 1,000 Sales Return (May/2001) = RM 3,000
Once you have completed, click the Save button.
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C
Chapter 7
Debtor Maintenance -
Customer Account Customer Categories Customer Areas Agents
Debtor Maintenance Customer Account
This is the place where all the individual customer accounts are setup. You should setup an account for each customer that has credit term. You should also setup accounts for long-term customers who buy over a period of time.
Since the system handles multiple currencies, for accounts maintained in foreign currency, you should select the currency for the account at the currency field. For account in local currency, you should ignore the currency field, as the currency field by default will be local currency.
Once a customer account has been entered, his/her information such as his/her name, address etc., can be loaded in to the various transaction windows. You can group customers by category and also by area. There are various reports, which give you information according to customer category or customer area.
Select Customer Accounts from Debtor menu.
Customer Name: This is the name of the debtor account and it will appear in the debtor reports. Each name allows 2 rows with 250 characters. It second row is recommended to enter the chinese name of the company name.
Customer Code: Assign an account number for every debtor account. This account number consists of 7 characters. The first three characters are for the main account group, and have to be the same with debtor control account in General Ledger. The last four characters are debtor’s code, and usually maintain according to alphanumeric base on debtor’s initial name. It serves as a way for you to associate a general ledger debtor control. Once you have entered in a control account. All subsequent transaction posting that refers to the customer will use this account for general ledger control account.
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Order By: Customer Code: Sorting the report according to the customer code Customer Name: Sorting the report according to the customer name Salesperson: Sorting the report according to the salesperson Area: Sorting the report according to the area code Customer Category: Sorting the report according to the customer category code Control Account: Sorting the report according to the control account Additional to it, you may also include all the prospects customer into the report. Click Preview/Print/Customize to preview/print/customize the report
Customer Category
The system allows you to group your customers by category. There are various reports that give you the information according to customer category. The debtor category is not compulsory.
Select Customer Category from Debtor menu.
Category Code: This is a compulsory field.
Description: The narration of customer category.
Click Save button to save the debtor category.
If you want to edit/delete category, search for the targeted category by clicking the button and click Amend to modify the data or click Delete to delete the targeted category code.
Print Customer Category Listing: Click Reports from Debtor menu and select Customer Categories Listing. The window below will appear.
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Report Title: The report title print out in the report. Normally the system will create a default report title. Format: Select the report format to print. Normally the system will create a default report format. All the system report formats are with report code
XX. Click Preview/Print/Customize to preview/print/customize the report.
Customer Area
The system allows you to group your customers by area. There are various reports that give you information according to customer area. The debtor area is not compulsory.
Select Customer Area from Debtor menu.
Area Code: This is a compulsory field with 20 alphanumeric length.
Description: The narration of the area code. Click Save button to save the area code.
If you want to edit/delete area, search for the targeted area by clicking the Amend to modify the data or click Delete to delete the targeted area code.
button and click
Pint Customer Area Listing Click Reports from Debtor menu and select Customer Areas Listing.
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Report Title: The report title print out in the report. Normally the system will create a default report title. Format: Select the report format to print. Normally the system will create a default report format. All the system report formats are with report code XX. Click Preview/Print/Customize to preview/print/customize the report.
Customer Agent
The system allows you to group your customers by agent. There are various reports that give you information according to customer agent. The debtor agent is not compulsory.
Select Agent from Debtor menu.
Staff Code: This compulsory field consists of 20 alphanumeric characters.
Name: This is the name of the staff.
IC No: Staff’s I.C. number.
Handphone: Staff’s hand phone number.
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C
Chapter 8
Creditor Maintenance -
Supplier Account Supplier Categories Supplier Areas Purchasers
Creditor Maintenance Supplier Account
The Supplier Account window is the place where you set up the account information for the vendor. Under normal circumstances, the supplier accounts are companies or individuals that sell goods or services to us in a long-term basis, that is, repeatable over a period of time. More importantly, we should definitely allocate an account for each of them when there are credit terms given by the supplier. This is to enable us to manage our liabilities properly, so that we can operate our business in a reputable manner. Another benefit is that we can also analyze our purchase history with the suppliers, so that we may be in a better position to negotiate better pricing with them.
Once a supplier account has been set up, its information such as his/her name, address, etc., can be loaded into the various transaction windows. Since the system handles multiple currencies, for accounts maintained in foreign currency, you should select the currency for the account at the currency field. For account in local currency, you should ignore the currency field, as the currency field by default will be local currency.
You can group suppliers by category and also by area. There are various reports, which give you information according to supplier category or supplier area.
Select Supplier Accounts from Creditor menu.
Supplier Name: This is the name of the creditor account and it will appear in the creditor reports. Each name allows 2 rows with 250 characters. It second row is recommended to enter the chinese name of the company name.
Supplier Code: Assign an account number for every creditor account. This account number consists of 7 characters. The first three characters are for the main account group, and have to be the same with creditor control account in General Ledger. The last four characters are creditor’s code, and usually maintain according to alphanumeric base on creditor’s initial name. It serves as a way for you to associate a general ledger creditor control. Once you have
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Supplier Category
The system allows you to group your suppliers by category. There are various reports that give you the information according to supplier category. The supplier category is not compulsory.
Select Supplier Category from Creditor menu.
Category Code: This is a compulsory field.
Description: The narration of creditor category.
Click Save button to save the creditor category.
If you want to edit/delete category, search for the targeted category by clicking the button and click Amend to modify the data or click Delete to delete the targeted category code.
Print Supplier Category Listing: Click Reports from Creditor menu and select Supplier Categories Listing. The window below will appear.
Report Title: The report title print out in the report. Normally the system will create a default report title. Format: Select the report format to print. Normally the system will create a default report format. All the system report formats are with report code XX. Click Preview/Print/Customize to preview/print/customize the report.
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Supplier Area
The system allows you to group your supplier by area. There are various reports that give you information according to supplier area. The supplier area is not compulsory.
Select Supplier Area from Creditor menu.
Area Code: This is a compulsory field with 20 alphanumeric lengths.
Description: The narration of the area code.
Click Save button to save the area code.
If you want to edit/delete area, search for the targeted area by clicking the Amend to modify the data or click Delete to delete the targeted area code.
button and click
Pint Customer Area Listing Click Reports from Creditor menu and select Supplier Areas Listing.
Report Title: The report title print out in the report. Normally the system will create a default report title. Format: Select the report format to print. Normally the system will create a default report format. All the system report formats are with report code XX. Click Preview/Print/Customize to preview/print/customize the report.
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Purchaser
The system allows you to group your supplier by purchaser. There are various reports that give you information according to supplier purchaser. The supplier purchaser is not compulsory.
Select Purchaser from Creditor menu.
Staff Code: This compulsory field consists of 20 alphanumeric characters.
Name: This is the name of the staff.
IC No: Staff’s I.C. number. Handphone: Staff’s hand phone number.
Email: Staff’s email address.
Salary: Staff’s monthly salary amount.
EPF: Staff’s EPF number.
SOCSO: Staff’s SOCSO number.
Tax File No: Staff’s tax file number.
Date Joined: The date that the staff joins your company.
Date Left: The date that the staff leave your company.
Remark: To enter some remarks.
Click Save button to save the details.
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]
C
Chapter 9
Project Maintenance -
Project Maintenance Sub-Project/Job Maintenance Project Financial Reports
Project Maintenance Project Maintenance
Purpose of using different projects is to separate the Financial Report (Trial Balance, Balance Sheet, Profit & Lost Statement) to print all projects or print individual project. Beside this, there are various reports that give you the information according to projects.
You can use project accounting as your branch basis or departmental basis. The system will gather the transactions between the branches or departmental and present in project’s report.
Click Project Maintenance from Project menu. The screen below will appear.
New Project: Click this button to create a new project.
Project Code: Assign a code for every project.
Description: A brief description of the project.
Start Date: The project’s start date.
Projected End Date: The projected end date of the project
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End Date: The project’s end date.
Contract Sum: The contract sum amount of the project.
Sub-Project/Job Maintenance
Click Project Maintenance from Project menu. The screen below will appear.
Highlight the project that you wish to create a sub-project or job.
Click New Sub-Project.
Project Code: Assign a code for every sub project.
Description: A brief description of the sub project.
Start Date: The sub project’s start date.
Projected End Date: The projected end date of the sub project
End Date: The sub project’s end date.
Contract Sum: The contract sum amount of the sub project.
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Project Financial Reports Report Ledger Report
Project Profit and Loss Statement
Project Profit and Loss Statement with Budget
Select Project Profit and Loss Statement With Budget Report from Project menu. Please refer to Chapter 11 for more details.
Project Profit and Loss Statement Comparison
Select Project Profit and Loss Comparison Report from Project menu. Please refer to Chapter 11 for more details.
Project Balance Sheet
Select Project Balance Sheet Report from Project menu. Please refer to Chapter 11 for more details. Select Project Notes to Account Report from Project menu. Please refer to Chapter 11 for more details.
Project Notes to Account
Description Select Project Ledger Report from Project menu. Please refer to Chapter 11 for more details. Select Project Profit and Loss Statement Report from Project menu. Please refer to Chapter 11 for more details.
There are two options that allow you to choose. All Projects: Print Profit and Loss Statement for all the projects. Selected Project: Print Profit and Loss Statement for a particular project.
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Chapter 10
Stock Maintenance -
Stock Item Service Item Stock Categories Stock Groups Stock Classes Stock Posting Account Preset Stock Location
Stock Maintenance
This section enables you to create stock items, service item, stock categories, stock group and stock class. The system handles multiple units of measurement. If the stock comes in different packing or sizes, you can define a unit of measurement for different packing and sizes, which may be different from the unit of measurement when you purchase. The system can also keep track of goods in different location. What you need to do is to tell the system the source location of the stocks at the various transaction screens such as sales invoice, purchase, etc.
You can categories the stocks using the category field, group field or class field. However, you should setup the categories, group or class first at the “Stock Categories”, “Stock Group” or “Stock Class” window before using them in the stock record.
Furthermore, you can do some stock adjustment, bills of materials, stock assembly and other stock related transaction in the stock module. For the service items (Non Stock Control Item), you should setup the service codes at the “Service Item” screen.
Stock Item
This is the place where you setup all the stock records. Below is an example of an illustration chat of stock item classification: Stock
Category
Hardware
Group
Computer
Class
Item
HP DELL Canon Epson
HP-PIV2.8Mhz DELL 1320 Canon S100 Epson Stylus Color 400
QnE
End User Dealer
QnE Premier (End User) QnE Premier (Dealer)
Microsoft
OS Office
Microsoft Windows XP Microsoft OfficeXP
Printer Stock Software
Select Stock Items from the Stock menu bar.
Enter the details of the stock accordingly.
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At Posting Account Page
To set the posting account for this stock item in Sales Invoice screen, Sales Credit Note screen, Cash Sales screen, Purchase Invoice screen and Purchase Return screen. If you do not specify the account code here, the system will default them as pre-set account found in File | General Maintenance | Default Interface Account.
You can click here to select the stock account preset group entered in Stock | Stock Posting Account Preset.
Once you have completed, click on the Save button to save the stock item’s information.
Service Item
This screen enables you to create a code for a service or task performance. For example: Service, Labour, Transportation Charges, and Training etc.
Select Service Items from the Stock menu bar.
Enter the details of the stock accordingly.
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Stock Categories
Stock Categories allows you to classify various type of stock into the correct category.
Most important, QnE Business Software allows you to do filter for stock category code in the following Stock Control Reports: 1) Stock Listing, Stock Aging 2) Stock Movement 3) Stock with No Movement 4) Month End Stock Balance / Month End Stock Balance By Location 5) Stock Ledger in Qty / Stock Ledger in Qty & Value 6) Stock Issues/Stock Issues Return/ Finished Goods Produce Register report 7) Top/Low Performance Stock 8) Stock Reorder Report 9) Material Consumption Report 10) Overstocked Status Report 11) Item Profit Margin Report 12) 6/12 Months Sales Analysis 13) Sales Analysis 14) Sales Margin Analysis 15) Sales Quotation/DO/Invoice/Cash Sales/Sales Order/Credit Note/Debit Note Register 16) Purchase Requisition/Purchase Order/Goods Received Notes/Purchase Invoice/Purchase Return Register reports 17) Purchase Analysis and etc…
Select Stock Categories from the Stock menu bar.
Category Code: This is a compulsory field and it can be up to 20 alphanumeric characters long. Example:
Category Code HW SW
Description Hardware Software
Description: Enter the description of the stock category.
Once you have completed, click Save button to save the information.
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Stock Group
This screen allows you to classify various type of stock into the correct group.
Most important, QnE Business Software allows you to do filter for stock group code in the following Stock Control Reports: 1) Stock Listing, Stock Aging 2) Stock Movement 3) Stock with No Movement 4) Month End Stock Balance / Month End Stock Balance By Location 5) Stock Ledger in Qty / Stock Ledger in Qty & Value 6) Stock Issues/Stock Issues Return/ Finished Goods Produce Register report 7) Top/Low Performance Stock 8) Stock Reorder Report 9) Material Consumption Report 10) Overstocked Status Report 11) Item Profit Margin Report 12) 6/12 Months Sales Analysis 13) Sales Analysis 14) Sales Margin Analysis 15) Sales Quotation/DO/Invoice/Cash Sales/Sales Order/Credit Note/Debit Note Register 16) Purchase Requisition/Purchase Order/Goods Received Notes/Purchase Invoice/Purchase Return Register reports 17) Purchase Analysis and more…
Select Stock Groups from the Stock menu bar.
Group Code: This is a compulsory field and it can be up to 20 alphanumeric characters long. Example:
Group Code COMPUTER QnE
Description Computer QnE Products
Description: Enter the description of the stock group.
Once you have completed, click Save button to save the information.
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Stock Class
This screen allows you to classify various type of stock into the correct class.
Most important, QnE Business Software allows you to do filter for stock class code in the following Stock Control Reports: 1) Stock Listing, Stock Aging 2) Stock Movement 3) Stock with No Movement 4) Month End Stock Balance / Month End Stock Balance By Location 5) Stock Ledger in Qty / Stock Ledger in Qty & Value 6) Stock Issues/Stock Issues Return/ Finished Goods Produce Register report 7) Top/Low Performance Stock 8) Stock Reorder Report 9) Material Consumption Report 10) Overstocked Status Report 11) Item Profit Margin Report 12) 6/12 Months Sales Analysis 13) Sales Analysis 14) Sales Margin Analysis 15) Sales Quotation/DO/Invoice/Cash Sales/Sales Order/Credit Note/Debit Note Register 16) Purchase Requisition/Purchase Order/Goods Received Notes/Purchase Invoice/Purchase Return Register reports 17) Purchase Analysis and more…
Select Stock Classes from the Stock menu bar.
Class Code: This is a compulsory field and it can be up to 20 alphanumeric characters long. Example: Class Code Description HP HP Computer DEALER QnE Dealer
Description: Enter the description of the stock class.
Once you have completed, click Save button to save the information.
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Stock Posting Account Preset
This is the screen where you set the posting account for the stock item.
Select Stock Posting Account Preset from Stock menu bar.
Preset Code: This is a compulsory field and it can be up to 20 alphanumeric characters long.
Description: The narration of the preset account code.
Sales Acc: The account to be credited when Sales Invoices are saved with this stock code is selected. However, the system gives priority to credit the Acc. Code specified in sales invoice screen if it exists. If Acc. Code and Stock Code field are empty, the system will credit the account that you have set in the File | General Maintenance | Default Interface Account (Credit Sales Account code).
Sales Return Acc: The account to be debited when Sales Credit Notes are saved with this stock code is selected. However, the system gives priority to debit the Acc. Code specified in sales credit note screen if it exists. If Acc. Code and Stock Code are empty, the system will debit the account that you set in the File | General Maintenance | Default Interface Account (Credit Sales Return Account code).
Cash Sales Acc: The account to be credited when Cash Sales are saved with this stock code is selected. However, the system gives priority to credit the Acc. Code specified in cash sales screen if it exists. If Acc. Code and Stock Code are empty, the system will credit the account that you have set in the File | General Maintenance | Default Interface Account (Cash Sales Account code).
Purchase Acc: The account to be debited when Purchase Invoices are saved with this stock code is selected. However, the system gives priority to debit the Acc. Code specified in purchase invoice screen if it exists. If Acc. Code and Stock Code are empty, the system will debit the account that you have set in the File | General Maintenance | Default Interface Account (Credit Purchase Account code).
Purchase Return Acc: The account to be credited when Purchase Invoices are saved with this stock code is selected. However, the system gives priority to credit the Acc. Code specified in purchase invoice screen if it exists. If this field is empty, the system will credit
Stock Maintenance
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the account that you have set in the File | General Maintenance | Default Interface Account (Purchase Return Account code).
Set as Default: Tick the frequent use account set, the entire stock item that you create new by default has the default account preset.
Click Save button to save the information.
Stock Location
This screen allows you to create a code for stating the exact place, where goods are being stored. Having completed location setup, you are able to assign location within Stock Control’s transaction as Goods Received Note, Stock Adjustment, Stock Assembly, Bill of Materials, Stock Transfer, Stock Issues, and Finished Goods Produce etc.
Most important, QnE Business Software allows you to do filter for stock location code in the following Stock Control Reports: 1) Stock Aging 2) Stock Movement 3) Month End Stock Balance / Month End Stock Balance By Location 4) Stock Ledger in Qty / Stock Ledger in Qty & Value 5) Stock Issues/Stock Issues Return/ Finished Goods Produce Register report 6) Top/Low Performance Stock 7) Stock Reorder Report 8) Material Consumption Report 9) Item Profit Margin Report 10) 6/12 Months Sales Analysis 11) Sales Analysis 12) Sales Quotation/DO/Invoice/Cash Sales/Sales Order/Credit Note/Debit Note Register 13) Purchase Requisition/Purchase Order/Goods Received Notes/Purchase Invoice/Purchase Return Register reports and more…
Select Stock Locations from the Stock menu bar.
Once you have completed, click Save button to save the information.
Stock Maintenance
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C
Chapter 11
Setup Opening Balance -
Opening Balance of General Account Opening Balance Of Bank Reconciliation Opening Balance of Debtor Account Opening Balance of Creditor Account Stock Opening Balance
Setup Opening Balance Opening Balance Of General Accounts
This is the place where you enter the opening balance for General Ledger Accounts such as Assets, Liabilities, and Expenses etc. The Assets and Expenses accounts will have debit balance. While the Capital, Liabilities and Revenues accounts will have credit balance.
Click General Ledger menu and select Opening Balance Maintenance.
Balance As At: The system will automatically display a balance as at date for you according to the Financial Period.
The system will display all accounts on screen. Click the account number and enter the opening balance in debit or credit column accordingly.
For the project opening balance, just click the
button to search for the project and enter
the amount accordingly.
Click Save after complete the entry.
Warning!!
Setup Opening Balance
The screen will display all the accounts that you have created in the chart of accounts (If you want to create a new account code, please refer to Chapter 6). The opening balance of ‘Trade Debtors Control’, ‘Trade Creditors Control’, ‘Opening Stock’, ‘Closing Stock’ and ‘Stock Account in Balance Sheet’ will be transfer automatically once you have entered the opening balance to the Debtor, Creditor and Stock Value Maintenance form.
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Opening Balance Of Bank Reconciliation
The opening balance of bank reconciliation is usually the amount of all the unpresented and unclear cheque.
Click Bank Reconciliation Opening Balance from the General Ledger menu.
Bank GL Account: Click the GL account code.
Enter the all the unpresented and uncredited cheque accordingly.
Click Save button after finishing enters all the cheques.
button and a dialog box will prompt you to search by bank
Opening Balance Of Debtor Account
The opening balance of debtor account is usually the total amount of all outstanding transactions, for examples invoices, payment deposits, credit notes, debit notes etc. The following are the different transactions type for the opening balance. (You can also just enter only one lump sum amount in Past Invoice Entry; however, this will affect the statement report only).
Enter Past Invoice Select Debtor Opening Balance from the Debtor menu and click Past Invoice Entries.
Setup Opening Balance
11-3
Debtor: This is your customer. You can type in any keystroke to activate the basic search screen. You can select the customer directly from the basic search screen by entering the exact customer name. You can also click on button to search the customer from Search Customer search screen. To create a new customer, please refer to Chapter 7. Currency: Enter the currency rate if the debtor is a foreign customer. The currency code will appear automatically if you did set the currency code for this debtor in the Customer Accounts screen. INVOICE NO.: This is up to 20 alphanumeric long and it is a compulsory field. Just enter the invoice number e.g. OB-A001 where A001 is the debtor code if you want to enter one lump sum amount in the opening balance otherwise please enter the actual invoice number. DATE: The invoice date. REF NO.: The reference number of this past invoice. SALESMAN: The salesman in charge. TERM: The term of payment. E.G. 30 Days, 60 Days TOTAL: The amount of this past invoice. Description: Whatever you enter in the Description field will appear in the Debtor Statement and Debtor Ledger Report. Project: Select the correspondence project. Click Save button after completed all the details. If you want to edit/delete past invoice, search for the targeted past invoice by clicking the and do the modification and click Delete to delete the targeted past invoice. To cancel the past invoice, just tick Cancel checkbox and click Save.
Setup Opening Balance
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If you want to edit/delete past invoice, search for the targeted past invoice by clicking the and do the modification and click Delete to delete the targeted past invoice. To cancel the past invoice, just tick Cancel checkbox and click Save.
Opening Balance Of Creditor Account
The opening balance of creditor account is usually the total amount of all outstanding transactions, for examples bills, payment advance, credit notes, debit notes etc. The following are the different transactions type for the opening balance. (You can also just enter only one lump sum amount in Past Bill Entry; however, this will affect the statement report only).
Enter Past Bill Select Creditor Opening Balance from the Creditor menu and click Past Bill Entries.
Creditor: This is your supplier. You can type in any keystroke to activate the basic search screen. You can select the supplier directly from the basic search screen by entering the exact supplier name. You can also click on button to search the supplier from Search Supplier search screen. To create a new supplier, please refer to Chapter 8. Currency: Enter the currency rate if the creditor is a foreign creditor. The currency code will appear automatically if you did set the currency code for this creditor in the Creditor Accounts screen. BILL NO.: This is up to 20 alphanumeric long and it is a compulsory field. Just simply enter the bill number e.g. OB-A001 where A001 is the creditor code if you want to enter one lump sum amount in the opening balance otherwise please enter the actual bill number. DATE: The date of bill received from supplier. REF NO.: A supporting reference. For example, the supplier D/O number or Purchase Order number. Setup Opening Balance
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Currency: Enter the currency rate if the debtor is a foreign customer. The currency code will appear automatically if you did set the currency code for this debtor in the Customer Accounts screen. CREDIT NOTE NO.: This is up to 20 alphanumeric long and it is a compulsory field. Just simply enter the credit note number e.g. OB-A001 where A001 is the creditor code if you want to enter one lump sum amount in the opening balance otherwise please enter the actual credit note number. DATE: The date that the credit note issued. SUPPLIER CN NO.: The supplier’s credit note number. TOTAL: The amounts of this past credit note. Description: Whatever you enter in the Description field will appear in the Creditor Statement and Creditor Ledger Report. Project: Select the correspondence project. Click Save button after completed all the details. If you want to edit/delete past credit note, search for the targeted past credit note by clicking the button and do the modification and click Delete to delete the targeted past credit note. To cancel the past credit note, just tick Cancel checkbox and click Save button.
Stock Opening Balance
Setup of Stock Opening Balance is a prerequisite if you wish to obtain accurate information about stock status after running QnE Business Software. In terms of Stock Opening Balance Setup, we would like to offer few advices: You are required to perform stocktaking for all your stocks in different locations before implementation of QnE Business Software. For instance, if your implementation date is 1st October 2003, you have to perform physical stocktaking for balance stock up to 30th September 2003. Afterward, you type those stocktaking details (listed according to different locations/warehouse/branches) within Stock Opening Balance (Once only). QnE Business Software will run automatically after you have input all details within Stock Opening Balance. [Note: Those details informs our software : How many stock items you have in a particular location? Quantity/Total Quantity details of each stock item.
Setup Opening Balance
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C
Chapter 12
General Ledger Module -
Journal Entries Receipt Vouchers Payment Vouchers Bank Reconciliation Financial Reports
General Ledger Module Journal Entries
Use journal entries to make double-entry posting affecting the balance of two or more accounts. When posting journal entries, you must adhere to strict double-entry bookkeeping principles for every debit total there must be a corresponding, balancing credit. This doesn’t mean that for every single debit item you must post a matching credit item. You can post several debits, as long as the total column for Debit and Credit is same.
Adjustment can be done for all the general account including adjustment for debtor and creditor in journal entry window. For example, accrual account, transfer account, contra account etc.
Select Journal Entries from General Ledger menu.
VOUCHER NO: This is up to 20 alphanumeric long and it is a compulsory field. The system by default will automatically generate a new voucher number for you. You can overwrite the Voucher No that the system giving you and enter your own journal voucher number. If you want to change the format of the Journal Voucher number, you can go to File menu bar. Select System Options, then select Doc Numbering page and edit the Journal Voucher Number Format field. Then, click the Save button.
DATE: Normally, the system creates a default current date (that following your computer system date).
DESCRIPTION: The description of the journal voucher. Click the
button to prompt a
list of all the description that you have entered before.
Account Code: Click the button beside the Acc Code and select the account code that you want to post to. If the account code is not in the search screen, please refer to Chapter 6 to add a new GL account code.
General Ledger Module
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Additional to it, you may also include all the cancelled journal vouchers into the report. Click Preview button to preview the result on screen or click Print button to print the result to the printer.
Receipt Vouchers
This is used for entering all the receive transactions except transaction of received payment from debtor. For example: transfer bank to petty cash. For receive payment from debtor, you have to go to Debtor menu bar and select Receive Payments. All the transactions that you have entered in the Receive Payments will post to Receive Vouchers. However if you would like to make any modification, you have to go back to the Receive Payments screen.
What you need to do is just fill in the blank boxes on the input screen. You DO NOT need to actually do the debit/credit journal yourself because QnE Business Software has already done it for you behind the scene. What you need to do is just click the Journal button so show the double entry details.
The actual accounting double entries behind the scene are: Debit the Bank or Cash account with the receipt amount Credit the corresponding G/L accounts with the same receipt amount Example: If you receive a loan RM 2,500.00 from a director, the entries would be: Debit the bank account with RM 2,500.00 Credit the director’s loan account RM 2,500.00
Select Receipt Voucher from General Ledger menu.
RECEIPT NO: This is up to 20 alphanumeric long and it is a compulsory field. The syste m by default will automatically generate a new voucher number for you. You can overwrite the Voucher No that the system giving you and enter your own receipt number. If you want to change the format of the Receipt number, you can go to File menu bar. Select System
General Ledger Module
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Date From: The starting date of transaction Date To: The ending date of transaction Receipt No From: The starting receipt number Receipt No To: The ending receipt number
Selected Project: To print the payment listing according to a particular project. All Project: To print all projects’ receipts.
Order By: Receipt No.: Sorting the report according to the receipt number Receipt Date: Sorting the report according to the receipt date
Additional to it, you may also include all the cancelled receipt vouchers into the report. Click Preview button to preview the result on screen or click Print button to print the result to the printer.
Payment Vouchers
This is used for entering the entire general ledger payment transactions except transaction of received payment from creditor. For example: expenses, purchasing properties, extraordinary income etc. For make payment to creditor, you have to go to Creditor and select Pay Bills. All the transactions that you have entered in the Pay Bills will post to Payment Vouchers. However if you would like to make any modification, you have to go back to the Pay Bills screen.
What you need to do is just fill in the blank boxes on the input screen. You DO NOT need to actually do the debit/credit journal yourself because QnE Business Software has already done it for you behind the scene. What you need to do is just click the Journal button so show the double entry details.
The actual accounting double entries behind the scene are: Debit the corresponding G/L accounts with the same payment amount Credit the Bank or Cash account with the payment amount Example: If you paid the telephone expenses for RM500 and water charges for RM 90, the entries would be: Debit the telephone expenses account with RM 500.00 Debit the water charges account with RM90.00 Credit the bank or cash account RM 590.00
General Ledger Module
12-8
Bank Reconciliation
The system allows you to reconcile all accounts, which is set up as bank accounts. This allows you to match your computer records with your bank or credit card statements to verify balances.
There are four main reasons that your bank statement and your computer records are different. a. The bank has charged us for the services given in keeping a bank account for us. It did not send us a bill: it simply takes the money from our account by debiting it and reducing the amount of our balance. The services may include bank charges, interest and cost of stamp duty for a cheque book issued etc. b. This is a cheque sent by us yesterday to our customer. It has not yet passed through the banking system and been presented to our bank, and it therefore an ‘unpresented cheque’. c. This is a cheque banked by us on our visit to the bank when we collected the copy of our bank statement. As we handed this cheque over the counter at the same time as the bank clerk gave us our bank statement, naturally it has not yet been entered on the statement. d. Errors may have been made either by the company in the bank or in the company’s account and bank statement. For example, a cheque for RM89 payable to customer could be incorrectly shown in the company’s bank account as RM98. This would cause a discrepancy of RM9 between the two records.
Each month when you checked through your bank statements against QnE Business Software’s bank account, the program will print out a report called Bank Reconciliation Report listing all your uncleared (unpresented) cheques and your receipts not yet credited into your bank statements. This is an important report that agrees your accounting entries with that of your bank account’s entries.
Select Bank Reconciliation from General Ledger menu.
Bank GL Account: Click the bank reconciliation.
General Ledger Module
button to browse the bank account that you want to do the
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Filter Text: Enter the filter text to search particular record. Click Apply Filter button to show the result. Click Clear Filter button to clear the filtered result.
Print a Bank Reconciliation Report Click the Print button.
Report Title: The report title print out in the report. Normally the system will create a default report title. Format: Select the report format to print. Normally the system will create a default report format. All the system report formats are with report code XX. Date: Enter your bank statement date. Bank Account: Select the bank account to print. Click the Preview button to preview the report on screen or click the Print button to print the report on paper or click Customize button to design the bank reconciliation report in you own format.
Financial Reports
There are some reports you need to print out during the financial year-end. The reports are as below: Journal of Transaction Reports: A report that list down all the transaction entries which is related to the Journal Book, such as Receipt Journal, Payment Journal, General Journal, Invoice Journal, Sales Debit Note Journal, Sales Credit Note Journal, Purchase Journal, Creditor Credit Note Journal and Creditor Debit Note Journal. To print these report, select Journals from the General Ledger menu. Trial Balance Report: A report that listing down all of the accounts in the general ledger and their debits and credits balance. A trial balance is prepared to verify the equality of
General Ledger Module
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C
Chapter 13
Debtor Module -
Invoice Entry Receipt Payment Debit Note Entry Credit Note Entry Transactions Knock-Off Bank Debtor Reports
Debtor Module Invoice Entries
Invoice is a document, which is sending to the debtor showing the full details of the goods sold and the prices of goods for each credit sales.
Select the Invoice Entries from Debtor menu bar.
Debtor: This is your customer. You can type in any keystroke to activate the basic search screen. You can select the customer directly from the basic search screen by entering the exact customer name. You can also click on button to search the customer from Search Customer search screen. To create a new customer, please refer to Chapter 7.
Currency: Click the combo box to select the currency code. Normally the system will prompt the currency code that you have selected in the Customer Account’s Currency. Just enter the exchange rate for this invoice.
INVOICE NO: This is up to 20 alphanumeric long. This is a compulsory field. The system by default will automatically generate a new voucher number for you. You can overwrite the Voucher No that the system giving you or enter your own Invoice Voucher Number. If you want to change the format of the Invoice Voucher number, you can go to File menu bar. Select System Options, then select Doc Numbering page and edit the Invoice Voucher Number Format field. Then, click the Save button.
DATE: The date of this invoice.
REF NO: A supporting reference. For example, the customer purchaser order or delivery orders number.
SALESMAN: Your company’s salesman or agent in charge. You may search for the existing code by clicking the combo box. If you want to create a new salesman account, please refer to Chapter 7 for more details.
Debtor Module
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Receive Payment
This is the place where we record the full payment or partial payment received from debtors and made for certain particular invoices, which are due.
Select the Receive Payments from Debtor menu bar.
Debtor: This is your customer. You can type in any keystroke to activate the basic search screen. You can select the customer directly from the basic search screen by entering the exact customer name. You can also click on button to search the customer from Search Customer search screen. To create a new customer, please refer to Chapter 7.
Currency: Click the combo box to select the currency code. Normally the system will prompt the currency code that you have selected in the Customer Account’s Currency. Just enter the exchange rate for this invoice.
RECEIPT NO: This is up to 20 alphanumeric long. This is a compulsory field. The system by default will automatically generate a new voucher number for you. You can overwrite the Voucher No that the system giving you or enter your own Receipt Number. If you want to change the format of the Receipt number, you can go to File menu bar. Select System Options, then select Doc Numbering page and edit the Format field. Then, click the Save button.
DATE: The date that you receive the payment from customer.
SALESMAN: Your company’s salesman or agent in charge. You may search for the existing code by clicking the combo box. If you want to create a new salesman account, please refer to Chapter 7 for more details.
RECEIVED FROM: Normally it will appear the customer name once you have
selected the customer account code. Debtor Module
13-5
Date To: The ending date of transaction Receipt No From: The starting receipt number Receipt No To: The ending receipt number
Order By: Receipt No.: Sorting the report according to the receipt number Receipt Date: Sorting the report according to the receipt date
Show Advance Filter: Debtor From: The starting debtor code Debtor To: The ending debtor code Agent From: The starting salesperson code Agent To: The ending salesperson code Area From: The starting area code Area To: The ending area code Debtor Category From: The starting debtor category code Debtor Category To: The ending debtor category code Control A/C From: The starting debtor control account code Control A/C To: The ending debtor control account code Include Cancelled Receipts: Tick to include the cancelled receipts in the report. Selected Project: Print the report for a particular project All Projects: Print the report for all projects. Click Preview/Print/Customize to preview/print/customize the report.
Debit Note Entry
This screen is used to record an adjustment to a particular issued invoice. If you make a mistake of understating the selling price of previously issued invoice, you may issue a debit note to your customer showing the amount of additional charges made by company for understating of previous issued invoice. A debtor’s account will be debited with an amount of the additional charges, thus, showing an increase in the total outstanding of amount due.
Select the Debit Notes from Debtor menu bar.
Debtor Module
13-8
Filter: When print journals listing, you can fix the limits of selection given by the system. Date From: The starting date of transaction Date To: The ending date of transaction Debit Note No From: The starting debit note number Debit Note No To: The ending debit note number Order By: Debit Note No.: Sorting the report according to the debit note number Debit Note Date: Sorting the report according to the debit note date
Show Advance Filter: Debtor From: The starting debtor code Debtor To: The ending debtor code Agent From: The starting salesperson code Agent To: The ending salesperson code o Debtor Agent: Tick this option if you want to print the report according to the customer account’s agent not transaction’s agent Area From: The starting area code Area To: The ending area code Debtor Category From: The starting debtor category code Debtor Category To: The ending debtor category code Control A/C From: The starting debtor control account code Control A/C To: The ending debtor control account code Include Cancelled Debit Notes: Tick to include the cancelled debit notes in the report. Selected Project: Print the report for a particular project All Projects: Print the report for all projects. Click Preview/Print/Customize to preview/print/customize the report.
Credit Note Entry
This screen is used to record an adjustment to a particular issued invoice. If you want to give a customer a discount or there is a sales return from customer, you may issue a credit note to your customer showing the amount of allowance given by company for the adjustment made on the sales price or the return of faulty goods. A debtor’s account will be credited with an amount of the sales return or discount, thus, showing the reduction the total outstanding amount due.
Select the Credit Notes from Debtor menu bar.
Debtor Module
13-11
Filter: When print journals listing, you can fix the limits of selection given by the system. Date From: The starting date of transaction Date To: The ending date of transaction Credit Note No From: The starting credit note number Credit Note No To: The ending credit note number Order By: Credit Note No.: Sorting the report according to the credit note number Credit Note Date: Sorting the report according to the credit note date Show Advance Filter: Debtor From: The starting debtor code Debtor To: The ending debtor code Agent From: The starting salesperson code Agent To: The ending salesperson code o Debtor Agent: Tick this option if you want to print the report according to the customer account’s agent not transaction’s agent Area From: The starting area code Area To: The ending area code Debtor Category From: The starting debtor category code Debtor Category To: The ending debtor category code Control A/C From: The starting debtor control account code Control A/C To: The ending debtor control account code Include Cancelled Credit Notes: Tick to include the cancelled credit notes in the report. Selected Project: Print the report for a particular project All Projects: Print the report for all projects. Click Preview/Print/Customize to preview/print/customize the report.
Debtor Transaction Knock-Off
This form allows you to knock-off the receipt with the invoice(s) or debit note(s) for a particular debtor.
Select Transactions Knock-Off from the Debtor menu.
Debtor Module
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Click the button beside the Debtor to search the debtor that you want to do the transaction knock-off. On the other hand, you can direct type in keystrokes in the Debtor field. The Search Customer screen will appear and will direct point to the debtor name that you have typed.
The top grid will display all the receipts, credit notes and journal vouchers. Just use your mouse to highlight the receipt or credit note or journal voucher that you want to knock-off.
The bottom grid will display all the invoices, debit notes and journal vouchers for a particular debtor. You are required to tick the Matched column in order to knock-off the selected invoice(s) or debit note(s) or journal(s) with specific payment.
Click Save to save the details that you have entered.
Reports Print Statement: This option enables you to print a summary listing of transactions with the total outstanding amount and its aging analysis. Generally, the statement of account is printed every month. Click Reports from Debtor menu and select Batch Print then select Debtor Statements. The window below will appear.
Debtor Module
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C
Chapter 14
Creditor Module -
Bill Entry Pay Bill Creditor Debit Note Entry Creditor Credit Note Entry Bills Knock-Off Reports
Creditor Transactions
Creditor Module Bill Entries
This window is used to record supplier’s bills such as trade bills, accrued expenses bill and so on that we have received.
Select the Bill Entries from Creditor menu bar.
Creditor: This is your supplier. You can type in any keystroke to activate the basic search screen. You can select the supplier directly from the basic search screen by entering the exact supplier name. You can also click on button to search the supplier from Search Supplier search screen. To create a new supplier, please refer to Chapter 8.
Currency: Click the combo box to select the currency code. Normally the system will prompt the currency code that you have selected in the Supplier Account’s Currency. Just enter the exchange rate for this bill.
BILL NO: This is up to 20 alphanumeric long. This is a compulsory field. The system by default will automatically generate a new voucher number for you. You can overwrite the Voucher No that the system giving you or enter your own Invoice Voucher Number. If you want to change the format of the Bill voucher number, you can go to File menu bar. Select System Options, then select Doc Numbering page and edit the Bill number format field. Then, click the Save button.
DATE: The date of this supplier invoice
Supplier INV No.: The supplier invoice number.
Creditor Module
14-2
Pay Bills
This is the place where we record the full payment or partial payment to our creditors for certain particular bills, which are due.
Select the Pay Bills from Creditor menu bar.
Creditor: This is your supplier. You can type in any keystroke to activate the basic search screen. You can select the supplier directly from the basic search screen by entering the exact supplier name. You can also click on button to search the supplier from Search Supplier search screen. To create a new supplier, please refer to Chapter 8.
Currency: Click the combo box to select the currency code. Normally the system will prompt the currency code that you have selected in the Supplier Account’s Currency. Just enter the exchange rate for this bill.
VOUCHER NO: This is up to 20 alphanumeric long. This is a compulsory field. The system by default will automatically generate a new voucher number for you. You can overwrite the Voucher No that the system giving you or enter your own Payment Number. If you want to change the format of the Payment number, you can go to File menu bar. Select System Options, then select Doc Numbering page and edit the Format field. Then, click the Save button. DATE: The date that you pay to your creditor.
PURCHASER: Your company’s purchaser in charge. You may search for the existing code by clicking the combo box. If you want to create a new purchaser account, please refer to Chapter 8 for more details.
PAYT TO: Normally it will appear the creditor name once you have selected the
creditor account code.
Creditor Module
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Debit Notes Entries
Debit Note is a document that we received from the creditor. This screen is used to make an adjustment of incorrect figure and additional charges to the purchase prices. If you receive a debit note from your creditor, it means that a creditor’s account will be debited with an amount of the additional charges, thus, showing an increase in the total outstanding of amount due.
Select the Creditor Debit Notes from Creditor menu bar.
Creditor: This is your supplier. You can type in any keystroke to activate the basic search screen. You can select the supplier directly from the basic search screen by entering the exact supplier name. You can also click on button to search the supplier from Search Supplier search screen. To create a new supplier, please refer to Chapter 8.
Currency: Click the combo box to select the currency code. Normally the system will prompt the currency code that you have selected in the Supplier Account’s Currency. Just enter the exchange rate for this debit note.
DEBIT NOTE NO: This is up to 20 alphanumeric long. This is a compulsory field. The system by default will automatically generate a new voucher number for you. You can overwrite the Voucher No that the system giving you or enter your own Invoice Voucher Number. If you want to change the format of the Creditor Debit Note voucher number, you can go to File menu bar. Select System Options, then select Doc Numbering page and edit the Creditor Debit Note number format field. Then, click the Save button.
DATE: The date of this debit note.
SUPPLIER DN. NO.: Supplier’s debit note number.
PURCHASER: Your company’s purchaser in charge. You may search for the existing code by clicking the combo box. If you want to create a new purchaser account, please refer to Chapter 8 for more details.
Creditor Module
14-9
Credit Notes Entries
This screen is used to record an adjustment to a particular issued bill. If you receive a discount or there is a purchase return to your creditor, you may receive a credit note from your creditor showing the amount of allowance given by company for the adjustment made on the purchase price or the return of faulty goods. A creditor’s account will be credited with an amount of the sales return or discount, thus, showing the reduction the total outstanding amount due.
Select the Creditor Credit Notes from Creditor menu bar.
Creditor: This is your supplier. You can type in any keystroke to activate the basic search screen. You can select the supplier directly from the basic search screen by entering the exact supplier name. You can also click on button to search the supplier from Search Supplier search screen. To create a new supplier, please refer to Chapter 8.
Currency: Click the combo box to select the currency code. Normally the system will prompt the currency code that you have selected in the Supplier Account’s Currency. Just enter the exchange rate for this credit note.
CREDIT NOTE NO: This is up to 20 alphanumeric long. This is a compulsory field. The system by default will automatically generate a new voucher number for you. You can overwrite the Voucher No that the system giving you or enter your own Credit Note Number. If you want to change the format of the Creditor Credit Note number, you can go to File menu bar. Select System Options, then select Doc Numbering page and edit the Format field. Then, click the Save button.
DATE: The date that you receive the credit note from supplier.
SUPPLIER CN No.: Supplier credit note number.
Creditor Module
14-12
`
Notes:
You can continue entering another new record without clicking the New button again. Or you can click Close button to close the window. Sometimes you may want to enter a new delivery order that is similar to an existing delivery order. The system allows you to copy an existing delivery order to a new delivery order. To do this, right click from an empty space in the quotation screen, and then select “ Copy from previous document”.
At Others Page
TITLE: The description of this Delivery Order.
Ref 1/Ref 2/Remark 1/Remark 2: The extra information for this Delivery Order.
Customer Information: The Customer’s telephone & fax number
Sales Tax Exemption: The Sales Tax Exemption No. and expiry date which defined in Debtor Maintenance.
Sales Module
15-15
Reports Print Aging Report: This option enables you to print creditor’s monthly aging analysis for 6 months or 12 months respectively. Click Reports from Creditor menu and select Creditor Aging. The window below will appear.
Report Title: The report title print out in the report. Normally the system will create a default report title. Format: Select the report format to print. Normally the system will create a default report format. All the system report formats are with report code XX. Aging Date: Enter the statement period to print. Filter: When print creditor-aging report; you can fix the limits of selection given by the system. By Range: Creditor Code From: The starting creditor code Creditor Code To: The ending creditor code Purchaser From: The starting purchaser code Purchaser To: The ending purchaser code Area From: The starting area code Area To: The ending area code Control A/C From: The starting control account Control A/C To: The ending control account By Selection: Available Account No.: List all the account number that you choose for printing. Selected Account No.: List all the selected account number that you want to print
Creditor Module
14-16
Chapter 15
Sales Module -
Quotations/Estimates Sales Orders Sales Delivery Order Sale Invoice Sales Debit Notes Sales Credit Notes Cash Sales Reports
`
Sales Module
The Sales module enables you to maintain, control and print out business documents such as Quotations, Sales Orders, Delivery Orders, Invoices, Cash Sales, Credit Notes and Debit Notes.
There are four type of copy relationship: 1. Issue an invoice or cash sales, which you can copy the item details and other information directly from quotation if there was a record in the quotation document. 2. Issue an invoice or cash sales, which you can copy the item details and other information directly from delivery order. Then, the item detail and other information shown in the delivery order can be copied from the quotation document. 3. Issue an invoice or cash sales, which you can copy the item details and other information directly from sales order. Then, the item detail and other information shown in the sales order can be copied from the quotation document. 4. Issue an invoice or cash sales, which you can copy the item details and other information of a particular customer can be copied from delivery order. The item detail and other information shown in the delivery order can be copied from the sales order document. Sales order of this particular customer can also be copied from the quotation document.
Quotation Sales Order Delivery Order Invoice or Cash Sales
Quotation/Estimates
This module enables you to tender a quotation of goods or services with pricing to customer.
Select the Quotations/Estimates from Sales menu bar.
Sales Module
15-2
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Sales Orders
This module enables you to place an order for selling goods or services to customer.
Select the Sales Orders/Contracts from Sales menu bar.
Debtor: This is your customer. You can type in any keystroke to activate the basic search screen. You can select the customer directly from the basic search screen by entering the exact customer name. You can also click on button to search the customer from Search Customer search screen. To create a new customer, please refer to Chapter 7.
Transfer From: This feature allows you to copy from those entries that saved in Quotation. Click or press F3, and then click to select the Quotation entries that you want to copy from. To transfer multiple Quotation, just repeat the step.
Closed: Tick this option will remain this document inside the system, but eliminate the outstanding status.
Cancelled: Tick this option will remain the record of this document, but the transaction will not display in reports. Document that has been partially transferred cannot be cancelled.
SALES ORDER NO.: The document number of this Sales Order. This is up to 20 alphanumeric long. This is a compulsory field. The system by default will automatically generate a new voucher number for you. You can overwrite the Voucher No that the system giving you or enter your own Sales Order Number. To search the previous record of Sales Order, just click . If you want to change the format of the Sales Order number, you can go to File menu bar. Select System Options, then select Doc Numbering page and edit the Sales Order Number Format field.
DATE: The date you created this Sales Order. To review calendar, click
REF. NO : The number of your supporting reference document
Sales Module
.
15-9
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Credit Limit: Debtor credit limit allowed.
Additional Credit Limit: Debtor additional credit limit allowed.
Click to see those Sales Orders that generated but has not transfer to Delivery Order or Invoices.
Click to Invoice.
Click given.
to see those Delivery Orders that generated but has not transfer
to see those Invoices or Debit Notes that already over the term
Delivery Order
This module enables you to enter goods delivered to customer. Select the Delivery Order from Sales menu bar.
Debtor: This is your customer. You can type in any keystroke to activate the basic search screen. You can select the customer directly from the basic search screen by entering the exact customer name. You can also click on button to search the customer from Search Customer search screen. To create a new customer, please refer to Chapter 7.
Transfer From: This feature allows you to copy from those entries that saved in Quotation or Sales Order. Click or press F3, and select whether Load From Quotation or Load From Sales Order.
Closed: Tick this option will remain this document inside the system, but eliminate the outstanding status.
Sales Module
15-13
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Information
Current Balance: Debtor current outstanding balance.
Credit Limit: Debtor credit limit allowed.
Additional Credit Limit: Debtor additional credit limit allowed.
Click to see those Sales Orders that generated but has not transfer to Delivery Order or Invoices.
Click to Invoice.
Click given.
to see those Delivery Orders that generated but has not transfer
to see those Invoices or Debit Notes that already over the term
Invoice
This module enables you to enter a list of goods or services sold to customers on credit with prices charged.
Select the Invoices from Sales menu bar.
Sales Module
15-17
`
Credit Limit: Debtor credit limit allowed.
Additional Credit Limit: Debtor additional credit limit allowed.
Click to see those Sales Orders that generated but has not transfer to Delivery Order or Invoices.
Click to Invoice.
Click given.
to see those Delivery Orders that generated but has not transfer
to see those Invoices or Debit Notes that already over the term
Debit Note
This module enables you to enter goods or services sold that are undercharged to customers.
Select the Debit Notes from Sales menu bar.
Debtor: This is your customer. You can type in any keystroke to activate the basic search screen. You can select the customer directly from the basic search screen by entering the exact customer name. You can also click on button to search the customer from Search Customer search screen. To create a new customer, please refer to Chapter 7.
Cancelled/Hold: Tick this option will remain the record of this document, but the transaction will not display in reports.
DEBIT NOTE NO: The document number of this Debit Note. This is up to 20 alphanumeric long. This is a compulsory field. The system by default will automatically
Sales Module
15-22
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Credit Note
This module enables you to enter goods or services sold that are overcharged to customers.
Select the Credit Notes from Sales menu bar.
Debtor: This is your customer. You can type in any keystroke to activate the basic search screen. You can select the customer directly from the basic search screen by entering the exact customer name. You can also click on button to search the customer from Search Customer search screen. To create a new customer, please refer to Chapter 7.
Cancelled/Hold: Tick this option will remain the record of this document, but the transaction will not display in reports.
CREDIT NOTE NO: The document number of this Credit Note. This is up to 20 alphanumeric long. This is a compulsory field. The system by default will automatically generate a new number for you. You can overwrite the Voucher No that the system giving you or enter your own Credit Note Number. To search the previous record of Credit Notes, just click . If you want to change the format of the Credit Note number, you can go to File menu bar. Select System Options, then select Doc Numbering page and edit the Credit Note Number Format field.
DATE: The date you created this Credit Note. To review calendar, click
REF. NO: The number of your supporting reference document.
SALESMAN: The person who makes contact with customer. To view the Salesman list, click .
ATTENTION: The person who receive this Credit Note.
Sales Module
.
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DO Address
This page allows entering customer delivery address if any.
Branch Name: The name for location you make delivery.
Contact: The person in charge who located at that location.
Phone: The phone no. of that location.
Fax: The fax no. of that location.
Address: The address of that location.
Click
to select those DO Address which had defined in Debtor Maintenance.
Cash Sales
This module enables you to enter a list of goods or services sold to customers in cash.
Select the Cash Sales from Sales menu bar.
Sales Module
15-29
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Credit Limit: Debtor credit limit allowed.
Additional Credit Limit: Debtor additional credit limit allowed.
Click to see those Sales Orders that generated but has not transfer to Delivery Order or Invoices.
Click to Invoice.
Click given.
to see those Delivery Orders that generated but has not transfer
to see those Invoices or Debit Notes that already over the term
Reports
All the reports below are use internally by business entity for analysis and evaluation purpose: #
Reports
Function
1.
Cash Sales Audit Trail
Lists out all the cash sales documents those have entered in the Cash Sales screen with the double entry and the summary posting account display.
2.
Quotation/Estimates Listing
Lists out all quotation documents those have been entered in the Quotation/Estimates screen.
3.
Sales Order Listing
4.
Delivery Order Listing
5.
Invoice Listing
Lists out all sales order documents those have been entered in the Sales Orders screen. Lists out all delivery order documents those have been entered in the Delivery Orders screen. Lists out all invoice documents those have been entered in the Sales Invoices screen.
6.
Cash Sale Listing
Lists out all cash sales documents those have been entered in the Cash Sales screen.
7.
Credit Notes Listing
8.
Debit Notes Listing
Lists out all credit note documents those have been entered in the Credit Notes screen. Lists out all debit note documents those have been entered in the Debit Notes screen.
9.
Quotation Register
10. Sales Order Register Sales Module
Lists out all quotation documents those have been entered in the Quotation/Estimates screen with the stock item details e.g. Unit Price, Qty, Stock Code. Lists out all sales order documents those have been 15-34
Chapter 16
Purchase Module -
Purchase Requisitions Purchase Orders Goods Receive Notes Purchase Invoices Purchase Returns Reports
`
Purchase Module Purchase Requisitions
This module allows you to enter the requisition of goods or services with pricing to supplier.
Select the Purchase Requisition from Purchase menu bar.
Creditor: This is your supplier. You can type in any keystroke to activate the basic search screen. You can select the supplier directly from the basic search screen by entering the exact supplier name. You can also click on button to search the supplier from Search Supplier search screen. To create a new supplier, please refer to Chapter 8.
Closed: Tick this option will remain this Purchase Requisition, but mark as CLOSED and eliminates the outstanding status.
Cancelled: Tick this option will remain this document, but mark as CANCELLED and the transaction will not be displayed in reports. Purchase Requisition that has been partially transferred cannot be cancelled.
PURCHASE REQUISITION NO: The document number of this Purchase Requisition. The number can be up to 20 alphanumeric long and is a compulsory field. By default, the system will generate a new document number for you, or you can overwrite it to use your own document number. You can search for the previous document by clicking on button. To change the format of the document number generated by the system, please refer to Chapter 5.
DATE: The date of this document. You can type the date manually, or click on from the calendar.
Purchase Module
and select
16-2
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Deliver To
This screen allows you to enter the information for the location that the stock purchased to be delivered.
Contact: The person who receive the stock.
Phone: The phone no. of the location that receive the stock.
Fax: The fax no. of the location that receive the stock.
Address: You can specify the delivery address. By default, it will load the address that you enter in Company Profile
Purchase Orders
This module allows you to place an order for purchasing goods or services from supplier.
Select the Purchase Order from Purchases menu bar.
Purchase Module
16-7
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Deliver To
This screen allows you to enter the information for the location that the stock purchased to be delivered.
Contact: The person who receive the stock.
Phone: The phone no. of the location that receive the stock.
Fax: The fax no. of the location that receive the stock.
Address: You can specify the delivery address. By default, it will load the address that you enter in Company Profile
Goods Received Notes
This module allows you to record the stock that supplier has delivered to you.
Select the Goods Received Notes from Purchase menu bar.
Purchase Module
16-11
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Deliver To
This screen allows you to enter the information for the location that the stock purchased to be delivered.
Contact: The person who receive the stock.
Phone: The phone no. of the location that receive the stock.
Fax: The fax no. of the location that receive the stock.
Address: You can specify the delivery address. By default, it will load the address that you enter in Company Profile
Purchase Invoice
This module allows you to enter the stock that you have purchased from your supplier.
Select the Purchase Invoices from Purchase menu bar.
Purchase Module
16-15
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Deliver To
This screen allows you to enter the information for the location that the stock purchased to be delivered.
Contact: The person who receive the stock.
Phone: The phone no. of the location that receive the stock.
Fax: The fax no. of the location that receive the stock.
Address: You can specify the delivery address. By default, it will load the address that you enter in Company Profile
Purchase Return
This module allows you to record the stock that you return to the supplier.
Select the Purchase Return from Purchase menu bar.
Purchase Module
16-19
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Reports
All the reports below are use internally by business entity for analysis and evaluation purpose: #
Reports
Function
1.
Purchase Requisition Listing
2.
Purchase Order Listing
3.
Goods Received Note Listing
Lists out all purchase requisition documents those have been entered in the Purchase Requisition screen. Lists out all purchase order documents those have been entered in the Purchase Orders screen. Lists out all GRN documents those have been entered in the GRNs screen.
4.
Purchase Invoice Listing
5.
Purchase Return Listing
6.
Purchase Requisition Register
7.
Purchase Order Register
8.
Purchase Invoice Register
Lists out all supplier invoice documents those have been entered in the Purchase Invoices screen with the stock item details e.g. Unit Price, Qty, Stock Code.
9.
Purchase Return Register
Lists out all purchase return documents those have been entered in the Purchase Returns screen with the stock item details e.g. Unit Price, Qty, and Stock Code.
Lists out all supplier invoice those have been entered in the Purchase Invoices screen. Lists out all supplier credit notes/purchase return those have been entered in the Purchase Returns screen. Lists out all quotation documents those have been entered in the Quotation/Estimates screen with the stock item details e.g. Unit Price, Qty, Stock Code. Lists out all purchase order documents those have been entered in the Purchase Order screen with the stock item details e.g. Unit Price, Qty, Stock Code.
10. Outstanding Purchase Requisitions
Lists out all purchase requisition, those were not transferred to the Purchase Orders, Goods Received Notes or Purchase Invoices. This report use as a reminder you so that there are purchase requisitions are approved and not yet issue purchase order to the supplier.
11. Outstanding Purchase Orders
Lists out all purchase orders, those were not transferred to the Goods Received Notes or Purchase Invoice. This report is use as a reminder to you so that there are aware of the outstanding purchase order. It means that the goods are still no received yet or supplier has not been sent us a bill. Lists out all goods received notes, those were not transferred to the Purchase Invoice documents. This
12. Outstanding Goods Received Notes Purchase Module
16-23
Chapter 17
Stock Module -
Stock Adjustment Form Stock Issue Form Stock Issue Return Form Stock Transfer Bill of Materials Stock Assembly Form Finished Goods Produce Form Production Rate Reports
Stock Module Stock Adjustment Form
During your regular stock check period for individual location (either monthly or yearly basis), you may detect that quantity or amount of a particular stock item is less than what you expect. For instance, 1) your expected quantity is 18 but final stock display quantity is merely 15; 2) Your expected quantity is 25 but final stock display quantity is 30. Under such circumstances, you have to input short-of-quantity within Stock Adjustment to achieve the aim of stock accuracy.
Select the Stock Adjustment Forms from Stock menu bar.
DESCRIPTION: The description of this Stock Adjustment Forms.
STOCK ADJ . NO.: The number is automatically generated and you can replace it by entering your own number
DATE: The date of this form. You can key in the date manually or click on date from the calendar.
REF. NO.: The document no of supporting reference of this form.
Cancelled: You can tick on the deleting it
Project: To create new project, please refer to Chapter 19
Stock Module
and pick the
checkbox to cancel the transaction of this form instead of
17-2
Others Page
TITLE: The description of this Stock Adjustment Form
Ref 1/Ref 2/Remarks 1/Remarks 2: Supporting reference or remarks of this form.
Notes Page
It allows you to enter a short note for this form
Stock Issues Form
This screen allows you to tender an issue form to do the stock out.
Select the Stock Issue Form from Stock menu bar
Stock Module
17-3
Ref 1/Ref 2/Remarks 1/Remarks 2: Supporting reference or remarks of this form.
Notes Tab
It allows you to enter a short note for this form
Stock Issue Return Form
This screen allows you to do the stock receiving.
Select the Stock Issue Return Form from Stock menu bar
Production: Tick on the production
Cancelled: Tick the
Project: You can type the project code directly in the combo box or click on button and select from the search screen. To create new project, please refer to Chapter 19
Stock Module
checkbox to mark that the stocks in this form are issued to
checkbox to cancel the transaction instead of deleting the form
17-5
It allows you to enter the note for this Stock Issue Returns Form
Stock Transfer Form
This screen allows you to transfer your stocks between two locations.
Select Stock Transfer Forms from Stock menu bar
Project From/To: You can type the project code directly in the combo box or click and select from the search screen
Update Transfer Location Cost: Tick the location that receives the Items
Cancelled: Tick the
STOCK TRANSFER NO.: The number is automatically generated and you can replace it by entering your own number
DATE: You can key in the date manually or click on
DESCRIPTION: You can type the description of this form directly in the field
REF. NO: The document number of supporting reference
LOCATION FROM/TO: You can type the location code directly in the combo box or click button and select from the search screen
STOCK CODE: You can type the stock code directly in the combo box or click and select from the search screen
Stock Module
button
checkbox to update the Unit Cost for the
checkbox to cancel the transaction instead of deleting the form
and pick the date from the calendar
button
17-7
Bill of Materials
Within QnE Business Software, Bills of Materials function is specially designed for you to setup a Stock Code as each Stock Code represents relevant raw materials/semi finished goods/finished goods (selected via Stock Code) you use to compose a particular stock item. Before we proceed to the bill of material setup, you have to create the entire finished goods item and all the raw materials in the stock maintenance.
Having completed Bill Of Materials setup, you only can proceed Bill Of Materials-related Transaction Processing Bill i.e. Stock Assembly which records exact assembly details for all stock items assembled. We have the pleasure to illustrate an example for Bill of Materials setup as below:-
Stock Code
Description
(Finished Goods) PC-SetA
OneStop Computer Set A
(Raw Materials) HP-IPIII2.4 HR-256-DDR HHD-M-40GB-5400 HM-17” HMB-A HFD-D HCD-D-52X HT-C ANC-100/10 AK-W AM-G WinXP-Home
Intel Pentium IV 2.4 Mhz 256 MB DDR RAM Maxtor 40GB Hard Disk (5400) 17” Digital Monitor Asusteck Montherboard 3.5” 1.44MB Floppy Disk Drive 52X CD-ROM Drive Medium Tower Casing 100/10 Base ast Network Card Windows Keyboard Microsoft Intellimouse Microsoft Window XP Home Edition
Select Bill Of Materials from the Stock menu.
Stock Code: You can type the stock code directly in the combo box or click select from the search screen
Stock Module
button and
17-9
Stock Name: If stock code is selected, the stock name will automatically display. To change the stock name, go to Stock, Stock Items
BOM Assembly Cost: The cost to assembly this finished goods
Stock Location: You can type the stock code directly in the combo box or click and select from the search screen
Unit Cost: The Unit Cost of the finished goods. It is calculated automatically by the system.
button
: Click on this button to update the Unit Cost to Purchase Price in Stock Items
: Highlight an item and click on this button to edit the properties of the BOM item
: Click on this button to add items to the BOM list
: Highlight an item and click on this button to remove it from the BOM list
Stock Assembly Form
This screen allows you to assemble your finished goods by loading the BOM list. You can also assembly the finished goods by manually entering the items.
Select the Stock Assembly Forms from Stock menu bar.
DESCRIPTION: The description of this Stock Assembly Forms.
STOCK ASSEMBLY NO.: The number is automatically generated and you can replace it by entering your own number
Stock Module
17-10
Notes Page
It allows you to enter a short note for this form
Finished Goods Produce Form
This screen allows you to tender the quantity produced by your production line
Select the Finished Goods Produce Forms from Stock menu bar.
Location: You can type the location code directly in the combo box or click on from search screen. To create new location code, please refer to Chapter 10
Cancelled: You can tick on the deleting it
Project: You can type the project code directly in the combo box or click on from search screen. To create new project, please refer to Chapter 19
DESCRIPTION: The description of this Finished Goods Produce Forms.
Stock Module
and pick
checkbox to cancel the transaction of this form instead of
and pick
17-12
Production Rates
This screen allows you to enter the production unit cost of your finished goods. The production unit cost will be updated to those quantities that entered in Finished Goods Produce Forms.
Select Production Rates from Stock menu bar.
Year: You can type the year directly in the field or click on
Cost Copy: This option allows you copy the production cost of your finished goods from one month to another month. To copy the production cost, beside From and To, select the month and year from dropdown menu, then click the button. You can also enter the production cost manually.
button to select the year
Reports
It allows you to view and print various reports on stock. These reports will give you an up-todate stock movement on quantity, value, status and etc. #
Reports
Function
1.
Stocktaking Check List
It allows you to view and print item’s record in book quantity and this worksheet will then be taken to warehouse to record the actual physical quantity.
2.
Stock Pricing Listing
Lists out the stock’s selling price, minimum price, maximum price and the price with secret code.
3.
Stock Ledger in QTY & Value
It allows you to view and print the actual transaction for individual item in summary. You will see item’s transaction movement showing the quantity moving in and out, together with the total balance and unit price.
Stock Module
17-14
Production Rates
This screen allows you to enter the production unit cost of your finished goods. The production unit cost will be updated to those quantities that entered in Finished Goods Produce Forms.
Select Production Rates from Stock menu bar.
Year: You can type the year directly in the field or click on
Cost Copy: This option allows you copy the production cost of your finished goods from one month to another month. To copy the production cost, beside From and To, select the month and year from dropdown menu, then click the button. You can also enter the production cost manually.
button to select the year
Reports
It allows you to view and print various reports on stock. These reports will give you an up-todate stock movement on quantity, value, status and etc. #
Reports
Function
1.
Stocktaking Check List
It allows you to view and print item’s record in book quantity and this worksheet will then be taken to warehouse to record the actual physical quantity.
2.
Stock Pricing Listing
Lists out the stock’s selling price, minimum price, maximum price and the price with secret code.
3.
Stock Ledger in QTY & Value
It allows you to view and print the actual transaction for individual item in summary. You will see item’s transaction movement showing the quantity moving in and out, together with the total balance and unit price.
Stock Module
17-14
Chapter 18
Multi Currency -
Multi Currency Maintenance Multi Currency Transactions Reports
`
Multi Currency
The Multi Currency in system enables you to do the business transactions with different currency and rates. The system will automatically calculating the gain/loss caused by rate fluctuation and post to gain/loss account.
Multi Currency Maintenance
This option enables you to create local currency and unlimited foreign currency types with a standard rate.
Enter Local Currency: Select the Local Currency from File menu bar.
Notes:-
The system allows one currency create in Local Currency. After local currency has been set, the button will be hide.
Multi Currency Accounting
18-2
`
Enter Foreign Currency: Select the Foreign Currency from File menu bar.
The system already set for you currency of USD and SGD.
To add new currency, click
To change the Default Rate, click
. and select the currency you want to change.
Multi Currency Transactions
This option enables you to record the foreign currency transaction for journal, receipts/payments, invoices and bills.
Setup of Currency in Debtor/Creditor Maintenance: Before record the currency transaction, you have to define the currency type of the debtors/creditors.
Multi Currency Accounting
18-3
`
Define the rate when receive payment.
Click
to view the double entries.
Reports
To view the business performance connected with the foreign currency transactions.
Print Debtor/Creditor Statement Select Reports from Debtor menu bar. Select Debtor Statement.
Multi Currency Accounting
18-5
Chapter 19
Project Accounting -
Project Maintenance Project Transactions Reports
`
Project Accounting
Project Accounting arises when a company sells goods or services in project or job basis. The system provides variable project’s reports for you in decision-making. On the other hand, you can use project accounting as departmental or branch basis. The system will gather the project transaction and present in project’s reports.
Project Maintenance
This option enables you to maintain project or job titles for different projects.
Select the Project Maintenance from Project menu bar.
Click
Project Code: The project code represents your internal code for this project. This is a compulsory field and it can be up to 20 alphanumeric characters long.
Description: The project name in details.
Start Date: The date you start to enter project transaction.
Projected End Date: The dateline for the project.
Project Accounting
to add in a new project/job.
19-2
`
End Date: The date you close the project.
Contract Sum: The value of project.
If you need to add in a sub-project/job under the main project, highlight the main project and click
.
Project Transactions
This option enables you to record the project transaction for journal, income, expenses, invoices and bills.
Select a Project Code of this transaction
Global Project
Notes:-
If the transaction is under a same Project, you can select your Project Code at Global Project field; if your transaction is under different project, e.g. issues salary to workers for Cyberjaya and Mines Project, then select your project code which located beside the Description.
Project Accounting
19-3
`
Reports
To view the project performance connected to the transactions.
Project Listing
You can either print out your Project Listing By Range or group By Selective.
Project Ledgers
All Projects: Print out Project Ledger for all projects. Selected Projects: Print out Project Ledger for one selected project code. By Range: Print out by selected of project range. By Selective: Print out which group by selective project code.
Project Accounting
19-4
.
Chapter 20
Backup & Restore Database -
Backup Database Restore Database
Backup & Restore Database Backup Database
You can use the Backup to back up your database to a directory on your hard disk, floppy disk, and a tape drive or another computer on your network.
It is advisable to backup the database with at least two sets of diskettes once finish all the transaction entries is entered into the database. In each set of diskettes, you can label it as below: Disk Set 1 – Monday, Wednesday & Friday Disk Set 2 – Tuesday, Thursday, Saturday This means the correct disk set on the day have to be use to do the backup
It is a good practice to make a permanent yearly backup disk for each year.
It is recommended that you do another backup into your hard disk in case the diskette got bad sector.
Select Utilities from the File menu. Then click Backup. The window below will appear.
In the Database File field, select the database that you wish to do a backup. Click select the database file name.
Backup Type: QnE Zip Backup: Backup the database with the database error checking and compressed the backup file. QnE Backup: Backup the database with the database error checking but without compressed the backup file.
Backup & Restore Database
to
20-2
QnE Express Backup: Backup the database with compress the backup file but without the database error checking.
Backup File To: A:\: Backup the database into the diskette Hard Disk: Backup the database into your hard disk Zip Drive: Backup the database into the zip drive USB Drive: Backup the database into the USB drive
Option: Erase Removable Disk: Erase all the data in the diskette. Exclusive Connection Only: The backup can only continue if there is only one person connects the database or else it will exit the backup utility. Show Progress Output: Shows the progress of the backup. Save Log File: If there is any error while backup the database, the system will save a log file in the database path.
Server Backup Option: Server Shared Folder: Enter or select the server-shared folder. Actual Path in Server: Enter actual path of the shared folder in the server. Example:
if your server only shared the QnE folder instead of the whole drive C, Server Shared Folder: //server/QnE Actual Path in Server: C:\QnE
Click Ok button to start the backup.
Restore Database
You can use the Restore to restore your database from your hard disk, floppy disk, or a tape drive or another computer on your network.
Select Utilities from the File menu. Then click Restore. The window below will appear.
Backup & Restore Database
20-3
Chapter 21
Inquiry -
Account Inquiry Stock Inquiry Stock Location Balance Inquiry Customer Sales History Supplier Purchase History Outstanding Sales Inquiry Outstanding Purchase History
`
Inquiry
This section enables you to inquiry the history of GL account, Supplier, Customer, Stock or Outstanding Sales Orders or Purchase Orders document.
You can inquiry the records by filtering Account Code, Stock Code, Date, Location or Document Type
By double click on the particular record; you can zoom-in to the transaction screen.
Account Inquiry
This screen allows you to inquiry the transactions of your GL, Debtor or Creditor account, e.g. your Maybank Account
Select the Account Inquiry from Inquiry menu bar
Account No: The GL, Debtor or Creditor account that you want to inquiry. You can directly type on keystroke in the Account No combo box or click on button and pick the account from the search screen.
Date From/To: The transactions within the date range that you want to inquiry. You can key in the date manually or click on and pick the date from the calendar.
View 2nd Description : To view the 2nd description you have entered for the records. Tick the checkbox to display the 2nd description
All Project / Selected Project: You can select to inquiry transactions under all project or specified project. To create new project, please refer to Chapter 19
Inquiry
21-2
`
Use Second Order By: The options will sort the transactions accordingly. You can tick the checkbox and select the order type, e.g. Transaction Date, Document No or Reference No.
Stock Inquiry
This section allows you inquiry the transactions of your stock. You can also inquiry the Unit Cost and Outstanding quantity of the stock.
Select the Stock Inquiry from Inquiry menu bar
Stock Code: The Stock that you want to inquiry. You can directly type in the Stock Code combo box or click on button and pick the stock from the search screen.
Include inactive stock: To include the stock you have already marked inactive in your inquiry. Tick the checkbox to enable the option.
Include stock transfer: To include the stock transfer transaction in your inquiry. Tick the checkbox to enable the option.
Current Balance: Current balance of the stock you inquiry. By clicking on the Purchase Order or Sales Order, system will list out those outstanding sale/purchase orders items and related informations.
Others: Click on Uninvoiced DO or Unbilled GRN allows you to inquiry the quantity of the stock you already received or issued but not yet transferred to Sales Invoice or Purchase Invoice respectively. Location Qty allows you to inquiry the quantity of the stock in different location.
Date From/ Date To: The transactions within the date range that you want to inquiry. You can key in the date manually or click on and pick the date from the calendar.
Inquiry
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View with Costing: To have system calculates the unit cost of your stock by the costing method you selected, e.g. Fixed Cost, Weighted Average, FIFO, and etc. To select other costing method, please refer to Chapter 5.
All location / Selected Location: You can select to inquiry transactions under all location or specified location. To create new location, please refer to Chapter 10
Customer Sales History
This section allows you to inquiry the document you have issued to the customer. By selecting only the debtor, you can inquiry the document issued to the particular debtor. Whereas, if you select only the stock code, you can inquiry the document issued to all customer that include the stock
Select the Customer Sales History from Inquiry menu bar
Debtor: The Debtor that you want to inquiry. You can directly type in the Debtor combo box or click on button and pick the debtor account from the search screen.
Stock Code: The stock that you want to inquiry. You can directly type in the Stock Code combo box or click on button and pick the stock from the search screen.
Date From/ Date To: The document issued within the date range that you want to inquiry. You can key in the date manually or click on and pick the date from the calendar.
Filter Document Type: You can select the document type to be included in the inquiry. Tick the checkbox to include the document.
Inquiry
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Supplier Purchase History
This section allows you to inquiry the document you have issued to the supplier. By selecting only the creditor, you can inquiry the document issued to the particular creditor. Whereas, if you select only the stock code, you can inquiry the document issued to all creditor that include the stock
Select the Supplier Purchase History from Inquiry menu bar
Right Click on any field here and select Field Chooser to allow you to select more fields.
Creditor: The creditor that you want to inquiry. You can directly type in the Creditor combo box or click on button and pick the creditor account from the search screen.
Stock Code: The stock that you want to inquiry. You can directly type in the Stock Code combo box or click on button and pick the stock from the search screen.
Date From/ Date To: The document issued within the date range that you want to inquiry. You can key in the date manually or click on and pick the date from the calendar.
Filter Document Type: You can select the document type to be included in the inquiry. Tick the checkbox to include the document.
Outstanding Sales Summary Inquiry
This section allows you to inquiry the documents that have not been transferred or already partially transferred, e.g. Outstanding Quotation, Sales Order and DO.
Select the Summary Inquiry from Inquiry Outstanding Sales menu bar
Inquiry
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Supplier Purchase History
This section allows you to inquiry the document you have issued to the supplier. By selecting only the creditor, you can inquiry the document issued to the particular creditor. Whereas, if you select only the stock code, you can inquiry the document issued to all creditor that include the stock
Select the Supplier Purchase History from Inquiry menu bar
Right Click on any field here and select Field Chooser to allow you to select more fields.
Creditor: The creditor that you want to inquiry. You can directly type in the Creditor combo box or click on button and pick the creditor account from the search screen.
Stock Code: The stock that you want to inquiry. You can directly type in the Stock Code combo box or click on button and pick the stock from the search screen.
Date From/ Date To: The document issued within the date range that you want to inquiry. You can key in the date manually or click on and pick the date from the calendar.
Filter Document Type: You can select the document type to be included in the inquiry. Tick the checkbox to include the document.
Outstanding Sales Summary Inquiry
This section allows you to inquiry the documents that have not been transferred or already partially transferred, e.g. Outstanding Quotation, Sales Order and DO.
Select the Summary Inquiry from Inquiry Outstanding Sales menu bar
Inquiry
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Debtor: The Debtor that you want to inquiry. You can directly type in the Debtor combo box or click on button and pick the debtor account from the search screen.
Stock Code: The stock that you want to inquiry. You can directly type in the Stock Code combo box or click on button and pick the stock from the search screen.
Date From/ Date To: The document issued within the date range that you want to inquiry. You can key in the date manually or click on and pick the date from the calendar.
Filter Document Type: You can select the document type to be included in the inquiry. Tick the checkbox to include the document.
Included Closed Document: To include the document you have marked “Closed” in the inquiry.
Item Type: You can select which item type to be included in your inquiry, e.g. Outstanding Items Only, Delivered Items Only, or Outstanding or Delivered Items.
Outstanding Purchase Summary Inquiry
This section allows you to inquiry the documents that have not been transferred or already partially transferred, e.g. Outstanding Quotation, Sales Order and DO.
Select the Summary Inquiry from Inquiry Outstanding Purchases menu bar
Creditor: The creditor that you want to inquiry. You can directly type in the Creditor combo box or click on button and pick the creditor account from the search screen.
Stock Code: The stock that you want to inquiry. You can directly type in the Stock Code combo box or click on button and pick the stock from the search screen.
Inquiry
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Chapter 22
Report Designer -
Element of User Interface Usage of Report Designer Toolbar
Report Designer Element of the User Interface
Component Toolbars
Rulers
Edit Toolbar
Header Band Format Toolbar
Detail Band Footer Band
Status Bar
Component Toolbars: These toolbars are used to create new components. To create a component, click on the icon and then click in the white space of a band. There are three component toolbars: Standard, Data, and Advanced. Use the standard components to create text, lines, shapes, memos, richtext, etc. Use the Data components when you want to display the data from a database. Use the Advance components when you need to create more complex reports using subreports, regions, or crosstabs.
Edit Toolbar: The Edit toolbar allows you to set the most important property for a given component. For example, when a Label component is selected, an edit box appears that allows you to set the Caption. When a DBText component is selected, two drop-down lists appear that allows you to set the Data Pipeline and the DataField. Report Designer
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Format Toolbar: This toolbar appears to the right of the Edit toolbar. It’s used to configure the font of textual components and to control component layering via the Bring to Front and Send to Back commands. Rulers: The horizontal ruler allows you to determine a components’ position on the page. The vertical ruler for each band allows you to determine a component’s position relative to the starting print position of the band. All Bands: Notice the gray rectangle area below the white space of each band. This area is drag gable, and it allows you to redefine the height of the band. Status Bar: It shows the messages and the object positions.
Usage of Report Designer Toolbar Standard Component Toolbar Label Used to display text. Assign the Caption property to control the text value. You can have the label resize automatically to fit a changing caption if you set the AutoSize property to True.
Memo Used to print multiple lines of plain text in a report. To set the value, assign a string list to the Lines property. To dynamically resize the memo during printing, set the Stretch property to True. Use the ShiftRelativeTo property to define dynamic relationships with other stretchable objects.
Rich Text Used to print formatted text. To set the value, assign the Rich Text property or use the LoadFromFile or LoadFromRTFStream methods. Use the ShiftToRelativeTo property to define dynamic relationships with other stretchable objects. At design time you can use the Report Builder’s built-in RTF Editor to load, modify, and save rich text data stored in files.
Report Designer
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Chapter 23
Tutorials -
Contra Account Hire Purchase Account Salary Account Prepayment Account Depreciation Account Refund Payment to Debtor Staff Loan Provision for Bad Debt Commission Account Bonus Account Discount Allowed Discount Received Bank Charges Account Disposal of Fixed Assets
Tutorials Contra Account
Sometimes, you may have a credit customer who is also your credit supplier (Customer buys and sells to us). You want to contra his accounts so that you will be paying him the net amount (Refer to case study 1). On the other hand, you may have transactions occur when there is conversion from one type of company (e.g. Trading) to the other type of company (e.g. Sdn. Bhd.) (Refer to case study 2). Case Study 1 Advance Trading is your credit customer and also your credit supplier. You owe RM 2000 to Advance Trading. At the same time, Advance Trading owes you RM1500. Then, you would like to contra RM1500 with supplier invoice and balance outstanding becomes RM500.
Enter a contra for a customer who is also your credit supplier Assume we have created the following chart of accounts regarding to contra accounting: A/C Code 700-A002 800-A002 700-0320
Note:
Account Description Advance Trading Advance Trading Public Bank
Account Type Current Assets Current Liabilities Current Assets
Special A/C --BAC
To create the Advance Trading (700-A001), please go to Customer Account from Debtor menu bar. To create the Advance Trading (800-A001), please go to Supplier Account from Creditor menu bar.
Step 1: To enter the contra 1. Select Journal Entries from the General Ledger menu bar. 2. Ignore the Voucher No. field, (The system will automatically generate the credit note number for your). 3. In the Description field, enter Contra for Advance Trading. 4. In the Acc Code, select Advance Trading (800-A002). 5. In the Debit column, enter 1500.00 6. In the second Acc Code, select Advance Trading (700-A002). 7. In the Credit column, enter 1500.00 8. Click on the Save button.
Tutorials
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Note
To ensure that the contra account is done properly, you should go back to the preview the Credit Note Voucher or General Ledger Report.
Hire Purchase Account
Hire purchase means that if you buy a fixed asset such as Motor Vehicle under loan from a financial company (bank/finance) and pay a monthly interest (hire purchase interest). Case Study On 18th May 2000, you buy a Honda Civic. The price of the Motor Vehicle and Hire Purchase condition will be as below: The market price of the Honda Civic is You paid a 10% of deposit You borrow 90% 8% interest for 36 monthly (36*480) The monthly repayment is (2000+480) Total payment in 36 months
80,000.00 8,000.00 72,000.00 17,280.00 2,480.00 89,280.00
Enter a hire purchase account Step 1: To enter the Motor Vehicle deposit cheque and Motor Vehicle Cost:Assume we have created the following chart of accounts regarding to fixed loan accounting.
A/C Code
Account Description
Account Type
Special A/C
600-0500 700-0320 800-0200
Motor Vehicle Public Bank Hire Purchase Creditor – Public Bank Hire Purchase Interest Suspense
Fixed Asset Current Assets Current Liabilities
-BAC --
Current Liabilities
--
800-0220
1. Select Payment Vouchers from General Ledger menu bar. 2. Ignore the Voucher No. field, (The system will automatically generate the credit note number for your). 3. In the Pay To. field; enter Hire Purchase for Motor Vehicle ADX 4589. 4. In the Payment By drop down list, select Public Bank (700-0320). 5. In the Cheque No field, enter PBB 124585. 6. In the Acc Code section, select Motor Vehicle (600-0500). 7. Enter an amount of RM 80,000.00 Tutorials
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Salary Account
There are two methods to enter the salary account: Cash Method and Accrual Method. Case Study1 (Cash Method) On 30th Sept 2000, you have paid September salary to your staff (Mr. Jason Tan). At the same time, you have paid the EPF and Socso. Therefore, you want to enter the following information into this accounting system: Employee Paid Employee Salary EPF (Sept 2000) Socso (Sept 2000) Total
165.00 7.25 172.25
Employer Paid 1,500.00 180.00 32.60 1,712.50
To enter employee salary (Cash Method) Assumed we have created the following chart of accounts regarding to Salaries accounting. A/C Code 700-0320 400-0400 400-1200 400-1300 800-0700 800-0800
Account Description Public Bank Salaries Account EPF Socso Accrual EPF Account Accrual Socso Account
Account Type Current Assets Expenses Expenses Expense Current Liabilities Current Liabilities
Special A/C BAC ------
Step 1: To enter employee salary (Sept 2000) 1. Select Payment Vouchers from General Ledger menu. 2. Ignore the Voucher No. field, (The system will automatically generate the credit note number for your). 3. In the Pay To. field, enter Jason Tan . 4. In the Payment By drop down list, select Public Bank (700-0320). 5. In the Cheque No field, enter PBB 456789. 6. In the Acc Code section, select Salary Account (400-0400). 7. Enter an amount of RM 1500.00. 8. In the second Acc Code section, select Accrual EPF Account (400-0800). 9. Enter an amount of RM -165.00. 10. In the third Acc Code section, select Accrual Socso Account (400-0900). 11. Enter an amount of RM -7.25. Tutorials
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The accounting that is being done behind the scene is: No. A/C Code 1 800-0700 2 700-0320
Note
Account Description Accrual – EPF Account Public Bank
Debit Credit 345.00 345.00
To ensure that the account is done properly, you should go back to the preview the Payment Voucher, Payment Journals Report or General Ledger Report. When you paid the Socso payment (Total employee + employer contribution) please repeat Step 2 and Step 3.
Prepayment Account
Sometimes, your company may pay the expenses in advance. Therefore, you may need to post the prepayment account into your accounting system. Case Study Every end of the month, you always pay the advance rental of the following month. For example, on 25th Dec 2000, you paid the January 2001‘s rental to Hoeing Long Sdn Bhd, RM 2500 per month.
To enter the advance rental Assume we have created the following chart of accounts regarding to prepayment accounting: A/C Code 700-0320 700-0800 400-0500 Tutorials
Account Description Public Bank Prepayment Account Rental
Account Type Current Assets Current Assets Expenses
Special A/C BAC --23-16
3. 4. 5. 6. 7. 8.
In the Description field, enter Rental for December 2000. In the Acc Code, select Rental (400-0500). In the Debit column, enter 2500.00 In the second Acc Code, select Prepayment Account (700-0800). In the Credit column, enter 2500.00 Click on the Save button.
The data entry is displayed as below: -
The accounting that is being done behind the scene is: No. A/C Code 1 400-0500 2 700-0800
Account Description Rental Prepayment Account
Debit Credit 2,500.00 2,500.00
Depreciation Account
Usually, with the exception of land, fixed assets have a limited number of years of useful life. Motor vans, machines, buildings and fixtures, for instances, do not last for ever. Even land itself may have all or part of its usefulness exhausted after a few years. Some types of land used for quarries, mines, or land of another sort of wasting nature would be examples. When a fixed asset is bought, and then later put out of use by the firm, that part of the cost that is not recovered on disposal is called depreciation. Case Study You bought a computer by cash, RM 5000. End of the year, you should calculate the depreciation of computer, for example, with 10% by cost. Therefore, the net book value of computer becomes RM 4500.
Tutorials
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Refund Payment to Debtor
We will intend to refund the payment to the customer who overpaid amount to us. Case Study On 1st Jun 2000, you have issued an invoice (RM950.00) to UOK (M) Sdn Bhd. At the same day, you received a current cheque amount of RM 1000.00. Obviously, UOK (M) Sdn. Bhd. overpaid RM50 to you. Therefore, you intend to refund the RM50 to UOK (M) Sdn Bhd.
To enter a refund to debtor in Debit Note entry Assume we have created the following chart A/C Code Account Description 700-U001 UOK (M) Sdn Bhd 700-0320 Public Bank 400-1400 Refund A/C
of accounts regarding to refund accounting: Account Type Current Assets Current Assets Expense
Special A/C -BAC --
Step 1: To enter a refund for debtor 1. Select Debit Notes from Debtor menu. 2. Select Debtor of UOK (M) Sdn Bhd (700-U001). 3. Ignore the Debit Note No. field, (the system will automatically generate the Debit Note number for you). 4. In the Acc Code, select the Refund A/C (400-1100). 5. Enter the refund amount of 50.00. 6. Click on Save button. The data entry is displayed as below: -
Tutorials
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The accounting that is being done behind the scene is: No. A/C Code 1 700-U001 2 700-0320
Note
Account Description OUK (M) Sdn Bhd Public Bank
Debit
Credit 50.00 50.00
To ensure that the refund account is done properly, you should go back to the preview the Journal Voucher, General Journal or General Ledger Report.
Staff Loan
Sometimes, your staff may ask for a temporary loan from you and request you to net off the repayment with interest charge from his/her monthly salary. Case Study On 1st Oct 2000, you loan RM2000 to your staff. End of the month, your staff agree to net off the loan with interest charge RM10 from his/her salary. Monthly Salary Less Staff Loan Less Interest Charges Net Balance
2,800.00 2,000.00 ( 20.00) 780.00
To enter a staff loan Assuming we have created the following chart of accounts regarding to staff loan accounting. A/C Code 700-0320 400-0400 700-1000 300-0300 Tutorials
Account Description Public Bank Salaries Account Staff Loan Interest Received
Account Type Current Assets Expenses Current Assets Other Income
Special A/C BAC ---23-23
10. The Total (at bottom fight hand side) will show as 780.00 (your actual bank payment). 11. Click on the Save button. The data entry is displayed as below:
The accounting that is being done behind the scene is: No. 1 2 3 4 Note
A/C Code 400-0400 700-1000 300-0300 700-0320
Account Description Salaries Account Staff Loan Interest Received Public Bank
Debit Credit 2,800.00 2,000.00 20.00 780.00
To ensure that the staff loan account is done properly, you should go back to the preview the Payment Voucher, Payment Journal or General Ledger Report.
Provision for Bad Debt Account
An estimated expense for bad debts is known as a provision for bad debt. Case Study Year 1: At the end of year 1, debtors amounted to RM8, 000. Considering all factors it was decided that of the RM8, 000 debts approximately RM 300 could well turn out eventually to be bad debts, and provision should be made.
Tutorials
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Commission Account
There are two ways of posting commission account. Both methods of posting are entered from the General Ledger menu bar. Case Study 1 On 31st January 2000, you have paid January commission to your employees, RM300.00.
Enter an employee commission (Jan 2000) Assume we have created the following chart of accounts regarding to commission accounting: A/C Code 700-0320 400-0200
Account Description Public Bank Commission Account
Account Type Current Assets Expenses
Special A/C BAC --
1. Select Payment Vouchers from General Ledger menu bar. 2. Ignore the Voucher No. field, (The system will automatically generate the credit note number for your). 3. In the Pay To. field; enter Wilson Tan (or your own employee). 4. In the Payment By drop down list, select Public Bank (700-0320). 5. In the Cheque No field, enter PBB 124565 (or your own cheque number). 6. In the Acc Code section, select Commission Account (400-0200). 7. Enter an amount of RM 300.00 8. Click on the Save button. The accounting that is being done behind the scene is: No. A/C Code 1 400-0200 2 700-0320
Note
Account Description Commission Account Public Bank
Debit Credit 300.00 300.00
To ensure that the commission account is done properly, you should go back to the preview the Payment Voucher, Payment Journals Report or General Ledger Report.
Case Study 2 Tutorials
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1. Select Payment Vouchers from General Ledger menu bar. 2. Ignore the Voucher No. field, (The system will automatically generate the credit note number for your). 3. In the Pay To. field; enter Wilson Tan (or your own employee). 4. In the Payment By drop down list, select Public Bank (700-0320). 5. In the Cheque No field, enter PBB 124565. 6. In the Acc Code section, select Accrual Commission (400-0200). 7. Enter an amount of RM 300.00 8. Click on the Save button. The accounting that is being done behind the scene is: No. A/C Code 1 800-1000 2 700-0320
Note
Account Description Accrual Commission Public Bank
Debit Credit 300.00 300.00
To ensure that the commission account is done properly, you should go back to the preview the Payment Voucher, Payment Journals Report or General Ledger Report.
Bonus Account
There are two ways of posting bonus account. Both methods of posting are entered from the General Ledger menu bar. Case Study 1 On 31st May 2000, you have paid May bonus to your employees, RM300.00.
Enter an employee bonus (May 2000) Assume we have created the following chart of accounts regarding to bonus accounting: A/C Code 700-0320 400-0100
Account Description Public Bank Bonus Account
Account Type Current Assets Expenses
Special A/C BAC --
1. Select Payment Vouchers from General Ledger menu bar. 2. Ignore the Voucher No. field, (The system will automatically generate the credit note number for your). 3. In the Pay To. field; enter Wilson Tan (or your own employee). 4. In the Payment By drop down list, select Public Bank (700-0320). Tutorials
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No. A/C Code 1 400-0100 2 800-2000
Note
Account Description Bonus Account Accrual Bonus
Debit Credit 300.00 300.00
To ensure that the bonus account is done properly, you should go back to the preview the Journal Voucher, General Journals Report or General Ledger Report.
On 01 June 2000 1. Select Payment Vouchers from General Ledger menu bar. 2. Ignore the Voucher No. field, (The system will automatically generate the credit note number for your). 3. In the Pay To. field; enter Wilson Tan (or your own employee). 4. In the Payment By drop down list, select Public Bank (700-0320). 5. In the Cheque No field, enter PBB 124565. 6. In the Acc Code section, select Accrual Bonus (800-2000). 7. Enter an amount of RM 300.00 8. Click on the Save button. The accounting that is being done behind the scene is: No. A/C Code 1 800-2000 2 700-0320
Note
Account Description Accrual Bonus Public Bank
Debit Credit 300.00 300.00
To ensure that the bonus account is done properly, you should go back to the preview the Payment Voucher, Payment Journals Report or General Ledger Report.
Discount Allowed
To encourage customers to pay their accounts promptly a firm may offer to accept a lesser sum in settlement providing payment is made within a specified period or time. This can be achieved by using a “Discount Allowed Account”, create under General Ledger, Chart of Accounts.
Tutorials
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Case Study W. Clarke owed us RM1000. He pays on 2 September 2000 by cash within the time limit laid down, and the firm allows him 10 percent cash discount. Thus he will pay RM1000 – RM100 = RM900 in full settlement of his account.
Enter a discount allowed amount in Debtor Assume we have created the following chart of accounts regarding to discount allowed accounting: A/C Code 700-W001 150-0200
Account Description W.Clarke Discount Allowed
Account Type Current Asset Sales Adjustment
Special A/C Trade Debtor Control --
1. Select Credit Notes from Debtor menu. 2. Select Debtor of W. Clarke (BCA-W001). 3. Ignore the Credit Note No. field, (The system will automatically generate the credit note number for your). 4. In the Acc Code section, select Discount Allowed (150-0200). 5. Enter the amount of RM 100.00 6. Knock off the particular invoice. 7. Click on the Save button. The accounting that is being done behind the scene is: No. A/C Code 1 150-0200 2 700-W001
Note
Account Description Discount Allowed W.Clarke
Debit Credit 100.00 100.00
To ensure that the discount allowed done properly, you should go back to preview Debtor Statement Report and Debtor Ledger Report.
Discount Received
Sometimes, the supplier will give a discount for the volume quantity purchase. This can be achieved by using a “Discount Received Account”, create under General Ledger, Chart of Accounts. Case Study Don Computer Sdn Bhd is our credit supplier. You owed Don Computer Sdn Bhd RM 2,000. Then, Don Computer Sdn Bhd agreed to give you 10% discount for the volume quantity purchases. Therefore, supplier issues a credit note for the discount given.
Tutorials
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Enter a discount received amount in Creditor Assume we have created the following chart of accounts regarding to discount allowed accounting: A/C Code 800-D001 300-0100
Account Description Don Computer Sdn Bhd Discount Received
Account Type Current Asset Other Income
Special A/C Trade Creditor Control --
1. Select Credit Notes from Creditor menu. 2. Select Creditor of Don Computer Sdn Bhd (800-D001). 3. Ignore the Credit Note No. field, (The system will automatically generate the credit note number for your). 4. In the Supplier CN No., enter your supplier credit note number. 5. In the Acc Code section, select Discount Received (300-0100). 6. Enter the amount of RM 200.00 7. Knock off the particular bill. 8. Click on the Save button. The accounting that is being done behind the scene is: No. A/C Code 1 800-D001 2 300-0100
Note
Account Description Don Computer Sdn Bhd Discount Received
Debit Credit 200.00 200.00
To ensure that the discount allowed done properly, you should go back to preview Remittance Advice and Creditor Ledger Report.
Bank Charges Account
The following paragraphs illustrate how to do bank charges in the system. Case Study If you deposit an outstation cheque of RM 1,000 from customer (ABC Trading Co.), then, the bank automatically deducts fifty cents as outstation services charges from your bank account.
Enter a Received Payment in Debtor Assume we have created the following chart of accounts regarding to bank charges accounting: -
Tutorials
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A/C Code 400-B001 700-0310 700-A001
Account Description Bank Charges Public Bank ABC Trading Co.
Account Type Expenses Account Current Assets Current Assets
Special A/C -Bank Account Trade Debtor Control
1. Select Received Payment from Debtor menu. 2. Select Debtor of ABC Trading Co. (700-A001). 3. Ignore the RECEIPT NO. field, (The system will automatically generate the receipt number for your). 4. Enter the receipt amount of RM1,000.00. 5. Select Cash/Cheque (is the cash/bank account) under Received In combo box. 6. Enter the bank charges amount of 0.50. 7. Knock off the outstanding invoice. 8. The system will automatically post the bank charges amount to the bank charges account. Some setting needs to define; select General Maintenance from the File menu and select Default Interface Account to set the Bank Charges account to 400B001. 9. Click on the Save button. The accounting that is being done behind the scene is: No. 1 2 3
A/C Code 700-0310 400-B001 700-A001
Account Description Public Bank Bank Charges Account ABC Trading Co.
Debit Credit 999.50 0.50 1000.00
Disposal of Fixed Assets
There are two type of disposal of fixed assets. These are directly dispose off the asset (cash disposal) and trade in for new fixed assets. Assume we have created the following chart of accounts regarding to bank charges accounting: A/C Code 700-0320 400-D004 600-0300 600-0310 800-2000
Tutorials
Account Description Public Bank Disposal of Fixed Assets Furniture & Fitting Accum. Deprn. – Furniture & Fitting Other Creditor
Account Type Current Assets Expense Fixed Assets Fixed Assets
Special A/C Bank Account
Accumulated Depreciation Account
Current Liabilities 23-36
Chapter 24
Additional Modules -
Serial Number Batch Number Finance Charges
Case 1: Create a debtor ABC Company with the term of 30 Days. Then issue an invoice dated 01/01/2003, amount: RM 1,000.00. So the due date of this invoice is 31/01/2003. If the finance charges calculation dated is 01/02/2003, there is no charge due to the grace period for 5 days. The finance charges only charged on 06/02/2003. If you calculate the finance charge on 07/02/2003, the finance charge amount will be RM 5.00 due to the charges is less than the minimum charges. If you calculate the finance charges on 28/02/2003, the calculation of the finance charges will be as below: (RM 1000 * 10%) * 28/365 = RM 7.67
Notes: Once the Finance Charges is generated, the system will generate a voucher in the Invoice Entries automatically.
Serial Number
This module allows you to control your stock item with the serial number.
To enable this module, select System Option from the File menu and select the Stock(2). Tick on the Show Serial No & Display as.
Setup a stock item with the Serial Number control Select Stock Items from the Stock menu.
Additional Module
24-3
Additional Modules Finance Charges
This page allows you to set the finance charges for overdue customers.
1. Annual Interest Rate (%): Enter the annual interest rate for the calculation of the finance charges. 2. Minimum Finance Charge: Enter the minimum finance charge amount if the total finance charges for the particular customer is less than the minimum finance charge amount. 3. Grace Period (Days): Set the grace period for the customer. 4. Apply Late Payment Charges: If checked, the finance charges will be applied for the late payment even the due invoices are already settled. 5. Include overdue Finance Charges When Calculate Finance Charges: If checked, the system will include the overdue finance charges when calculate the finance charges. Example: The finance charges setting are as below: Annual Interest Rate : 10% Minimum Finance Charge : 5.00 Grace Period : 5 Days Apply Late Payment Charges : Ticked Include Overdue Finance Charges : Ticked Calculate from : Invoice Date
Additional Module
24-2
Serial number issued inquiry screen This screen allows you to trace all the serial numbers that you have issued out (e.g. in sales invoice) but never enter in the receiving screen (e.g. purchase invoice, goods received notes). Select Serial No. Available Inquiry from the Inquiry menu.
Batch Number
This module allows you to enter batch number of the stock items so that you are able to know which batch number are still available in your stock balance and which batch number is almost near to the expire date and consider unsalesable items.
To enable this module, select System Option from the File menu and select the Stock(2). Tick on the Show Batch No & Display as.
Additional Module
24-6
Appendix
Appendix Appendix A Document Numbering Format Document Numbering Format Format Description ?[n]X?
?SMM?
?SYY?
n is a numeric value. This format will display the number in n characters width, if the number of characters is less than n, you can set the output number padded with other character. For example, ?5X, -?, if the number is 35, then it will output ---35. ?5X?, if the number is 35, then it will output 35. Output system date’s month. For example, ?SMM? and the system date is 22 October 2001, then it will output 10. If it is ?SMMM? , then it will output Oct. Output system date’s year. For example, ?SY? and the system date is 22 October 2001, then it will output 01. If it is ?SYY? , then it will output 2001
?SD?
Output system date’s day. For example, ?SD? and the system date is 22 October 2001, then it will output 22.
?LMM?
Output login date’s month. For example, ?LMM? and the login date is 15 November 2001, then it will output 11. If it is ?LMMM? , then it will output Nov.
?LYY?
Output login date’s year. For example, ?LY? and the login date is 15 November 2001, then it will output 01. If it is ?LYY? , then it will output 2001.
?LD?
Output login date’s day. For example, ?LD? and the login date is 15 November 2001, then it will output 15.
?TMM?
Output transaction date’s month. For example, ?TMM? and the transaction date is 25 December 2001, then it will output 12. If it is ?TMMM? , then it will output Dec.
?TYY?
Output transaction date’s year. For example, ?TY? and the transaction date is 25 December 2001, then it will output 01. If it is ?TYY? , then it will output 2001.
?TD?
Output transaction date’s day. For example, ?TD? and the system date is 25 December 2001, then it will output 25.
A-2
Appendix B User Maintenance User Maintenance Access Right
Function
1. View
User will be able to view the window of the function that you want to view. User will be able to perform this function in all the windows, which have the New button.
2. Create New
3. Modify
4. Delete
5. Cancel Option
6. Customize Report
7. New Report
8. Amend Report
9. Delete Report
10. Export Report
If user does not ticked on this checkbox, then you do not have the right to insert any new record in the windows. User will be able to perform the edit function in the window if the user does not have ticked on this checkbox. User will be able to perform the delete function if you tick on this checkbox. If user does not ticked on this checkbox, then, you do not have the right to cancel any record in the windows. If user does not ticked on this checkbox, then, you do not have the right to customize any report in the windows. If user does not ticked on this checkbox, then, you do not have the right to create any new report in the windows. If user does not ticked on this checkbox, then, you do not have the right to amend any report in the windows. If user does not ticked on this checkbox, then, you do not have the right to delete any report in the windows. If user does not ticked on this checkbox, then, you do not have the right to export any report in the windows.
B-1
Appendix C Keyboard Shortcuts Keyboard Shortcuts
The keyboard shortcuts are to do common windows tasks, such as choosing commands on menus and moving around in dialogs or lists.
The description of keyboard shortcuts for each section is listed below: -
General: To
Press
Go to previous record/transaction
Alt + V
Go to next record/transaction
Alt + X
Save
Alt + S
Delete
Alt + D
Refresh or create a new record
Alt + N
Search for a particular record/transaction
Alt + E or F3
Close the window
Alt + C or Ctrl + F4
Preview
Alt + V
Print
Alt + P
Customize Move the selected records in one list box to another list box Move the selected records from one list box back to the previous list box Exchange window if more than one windows have been opened Cancel the command and finally come out from window Display the stock balance details in Sales & Purchase Module
Alt + M Enter or Tab
C-1
Shift + Tab Ctrl + Tab Esc F10
Appendix D Account Type Account Type Balance Sheet Account Type:
Accounts that belong to the Balance Sheet Account Type will appear on the Balance Sheet Statement.
Acronym
Account Type
APP
Appropriation Account
BCA
Current Assets
BCL
Current Liabilities
BEQ
Equity
BFA
Fixed Assets
BIA
Intangible Assets
BLL
Long Term Liabilities
BLA BOL
Long Term Assets Other Liabilities
Profit & Loss Account Type:
Accounts that belong to the Profit & Loss Account Type will appear on the Profit & Loss Statement.
Acronym
Account Type
COG
Cost of Sales
EXP
Expenses
EOE
Extra Ordinary Expenses
EOI
Extra Ordinary Income
INA
Sales Adjustment
INC
Sales
OTI
Other Income
TAX
Taxation
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