Home | ERP for Pharmaceuticals  | Accounts & Finance Management



Accounts & Finance Management

GROUP

Single Group, Multiple Group, Display, Alter, Branch Relation, Predefined Group

Groups are Primary head of accounting under which Ledgers of Same Category are saved. In Short Group is a consolidation of all the ledger of the same nature. We can create Multiple group or sub group in ERP Illustration : Under Current assets group we can create sub group for Other Current Assets & Under Loans & Advances we also can Prepare Sub Group for Loans & Advances for Staff and Loans & Advances for employee on site also.

SINGLE GROUP CREATION

To Create Single group Go to Accounts > Menu > Master > Group/Ledger Master e.g. Group for Bank OCC Account

> Enter the Name of Bank A/c (Bank Occ A/c) in the Name field for which Sub Group need to be create.
> Select Parent Group (Current Liabilities) from the list of Groups displayed.
> Enter an alias name as a Short Name for the quick idea about the Created Group or leave it blank. (We can give any name or can create any alpha numeric code for alias)
> Click inactive if unused of group in future after tagging or passing any entry

MULTIPLE GROUP CREATION

You can create any number of groups under an already created/selected Group. In this mode of Multiple Group creation, the sub-groups will automatically inherit the characteristics of their parent groups.

Go to Accounts > Menu > Master >Group/Ledger Multiple e.g. Loan A/c for Employee at Site & for office Staff

> Select the parent group under which you want the new group to be created from the List of Under Group Name(Current Assets). The selected group is displayed in Under Group Field.
> Enter the name of Group (Loan account for Employee at site/Loan account for office staff)
> Press Enter to add new row for multiple Group Name & save the group.
> We can also Remove Selected Group before save
> In case Group name displayed in blue color it means Group name already exist
> When you select the check box to delete the row a red color will display in grid.

DISPLAY GROUP

You can Display the Groups [G] in Single Mode or Multiple Mode from the below Chart of Account

Go to Accounts > Menu > Master > Group/Ledger Master > Chart of Account

ERP does not allow to alter any information from chart of Account

ALTER GROUP

User can alter the Groups in Single mode by selecting Search tab from Group/Ledger Master

Single Mode

Go to Accounts > Menu > Master > Group/Ledger Master>Search

> Enter the name of Group which you wish to alter from the list of Groups in Name field
> As you press the enter to the group name filed, List of group name will automatically displayed
> Double click the Group, It will open Group/Ledger creation screen
> Make the necessary changes in screen and click save, to save the changes.

GROUP/LEDGER BRACH RELATION

To avoid the tedious process of re-creating masters in other branches of the Same Company Group relation field is given. It is certainly beneficial to maintain same group structure and ledgers. This ensure uniformity of reports in all companies and proper consolidation of accounts.

Go to Accounts > Menu > Master > Group/Ledger Branch Relation
> Select Branch to which you have to tagged or link our Group e.g. Here ERESOURCE NFRA - BRANCH
> Select Group From the given Group List and click Add
> A Tagged Group list will display as shown below.

You can also untagged the group from it’s Tagged Groups List. Click on Delete from Tagged Groups List, It will again switch to it’s Groups List

We can also see the Tagged group list from the Branches Tagged tab Under Group/Ledger Master

Go to Accounts > Menu > Master > Group/Ledger Master > Branches Tagged

> Select Group e.g. Loan account for office employee and press enter, In Tagged Branches List, List of Branches tagged with Loan account for office employee will display.
> Untagged Group will shown as No data found in the Tagged Branches List.

PREDEFINED GROUP

ERP Provide below list of predefined groups, Means list of By default groups whose functions has been defined previously.

> you cannot alter or delete predefined groups, All the predefined groups are available in Chart of account.

LEDGER

A Ledger is the master set of accounts that summarize all transactions occurring within an entity. Ledgers used in all accounting vouchers. Without Ledgers we cannot record any transactions.

Single Ledger, Multiple Ledger, Display, Alter, Branch Relation.

Single Ledger Creation

To Create Single Ledger Go to Accounts > Menu > Master > Group/Ledger Master>Group/Ledger Details

Ledgers will create under it’s Group heading e.g. For Ledger Name Bank of Baroda A/C Group used as Bank A/C.

General Details

> TDS is the Duty of the person who paid to someone for his services Like Salary Payment, interest on Securities, Contract Payment, Consultancy fees paid to Professionals. if it is applicable to Ledger tick on it.
> Nature of Payment display the different type of Services provided, Select Provided service for the ledger out of it.
> Enter Deductee type for the total pending amount. - Deductee means any Body of individual, HUF, Partnership Firm or Public Co. Etc.
> If Form like C Form, H Form are applicable then set Is Form Applicable
> Set Is Cost Center Applicable
> Enter BSR Code to define Branch of the Bank
> In Tax Details select the tax & Rate applicable to the ledger(ERP Provide by default list of tax type) Save the ledger

Multiple Ledger Creation

We can create any number of Ledgers under an already created Group.

Go to Accounts > Menu > Master > Group/Ledger Multiple

> Enter the Under Group Name in which you want to create a Ledger
> Enter name of the Ledger in Ledger name field.
> Press enter to add multiple ledger of same nature & Click save.
> ERP won’t allow you to create duplicate ledger, In case of repetitive nature of ledger it will display in blue color.

Under Group Name field
You can remove the selected ledger from here before saved. Row selected for remove will display in red color

Display Ledger

You can Display the Ledger [L] available in Single Mode or Multiple Mode from the Chart of Accounts

Go to Accounts > Menu > Master > Group/Ledger Master > Chart of Accounts
ERP does not allow to alter any information from chart of Account

ALTER LEDGER

You can alter the Single mode Ledger by selecting Search tab from Group/Ledger Master

Go to Accounts > Menu > Master > Group/Ledger Master>Search
Enter the name of Ledger which you wish to alter. Double click the Ledger Make the necessary changes & click save to save the changes.

Ledger Branch Relation

To avoid the tedious process of re-creating masters in other Branches of the Same Company, Branch Ledger relation field is given. It is certainly beneficial to maintain same Ledger structure . This ensure uniformity of reports in all companies and proper consolidation of accounts.

Go to Accounts > Menu > Master > Group/Ledger Branch Relation

> Select Group name of Ledger from Group Field.
> Select Branch to which you have to tagged or link our Ledger from Branch field.e.g. Here Excel Gas & Equipment's Pvt. Ltd.
> Select Ledger From given Ledgers List and click Add
> A Tagged Ledgers list will display to the right of Ledgers List

You can untagged the Ledger from Tagged Ledgers List before passing any entry in it, Delete the Ledger from Tagged Ledgers List It will again come under Ledgers List.

Go to Accounts > Menu > Master > Group/Ledger Master > Branches Tagged

User can also see the Tagged Ledgers list from the Branches Tagged tab Under Group/Ledger Master form

Go to Accounts > Menu > Master > Group/Ledger Master > Branches Tagged

> Select Ledger e.g. Thane Janata Bank Under Group Bank A/c and press enter. In Tagged Branches List, List of Branches tagged with Thane Janata Bank will display.
> Untagged Ledgers will shown in the Tagged Branches List as No data found.
> In ERP tagging is must, without tagging user won’t allow to pass any entry.

Ledger Opening Balance

It is the first entry in entity, either when they are first starting up or at the start of a new financial year. Opening Balance can be found on the credit side or debit side of the ledger, depending on whether or not the firm has a positive or negative balance.

Go to Accounts > Menu > Master > Ledger Opening Balance

> Select the group of ledger of which user wish to change opening balance.
> From the list view edit the ledger
> A Ledger name will display in Ledger field from opening Balance Details tab.
> Set Currency type & Conversion Rate.
> Enter Opening Balance Amount
> Set Dr Or Cr - as per our normal principals of accounting.
> Click Add & Save opening balance.

BILL BREAKUP

In case of Outstanding Report ERP also provide the facility of Bill Breakup. For the detailed information of the Outstanding Amount. E.g. In case of Outstanding Debtors & Creditors user can easily identify the Bill no. Of Outstanding Amount even after Multiple Financial Year.

Go to Accounts > Menu > Master > Ledger Opening Balance > Bill Break up

> Select Party name of the outstanding Ledger
> Enter General Details of bill like - Bill No., Ref. Bill No., Bill Date., Ref. Bill Date., Currency type & Rate
> Bill Amount(FC) - It is a Gross Amount of Bill including of Outstanding & Paid amount.
> In Outstanding Amt. (FC) - enter the pending amount of bill which will automatically reflect in next Outstanding Report Field.
> User can enter both Local currency & foreign currency(FC) amount in amount field
> Add & save the record.

IMPORT BILL BREAKUP

In case of Multiple Bill ERP Provide the facility of Import Bill Breakup. Here instead of Entering each bill Manually User can Import the Consolidated bill information in ERP to save his time.

Go to Accounts > Menu > Master > Ledger Opening Balance > Import Bill Breakup

For the Multiple Bills ERP Provide a Format, Download it from Download Format field. Downloaded Format will display as below

Type Bill No., Bill Date, Reference Bill No., Reference Bill Date, Currency Code, Conversion Rate, Bill Amt, Outstanding Amt_FC, Dr Cr, Outstanding amt. Etc.In the given format.

> Bill Date should be in mm/dd/yyyy format
> All amount figures are positive
> Save the file in default(.xls) format only
> Browse the file to import & upload it
> Click save to save the Import bill Breakup tab

PARTY LEDGER RELATION

ERP allow you to create one time list of Debtors and creditors from the Master Module. In order to capture the details of Supplier& client from one click for all it’s dynamic functions. From Party Ledger relation user can tagged Created List of Supplier & Client to it’s particular Group of Accounts.

Go to MASTER > MENU > ACCOUNT > SUPPLIER/CLIENT

> Enter General details like Name & Registration details of the Supplier
> Tagged the Supplier with the Branch for which he is going to provide Credit
> In Contact Details Tab enter Contact Details such as Contact Person Name, his Address details & telephone no. Etc.
> Enter Billing/Dispatch details of Supplier for the use of alternative address
> Enter Bank Details of Supplier to find ease in Monitory Transactions
> User can also set Credit Information of Supplier like Credit limit, Credit limit days & worthiness etc.
> Term Tagging facility is also provided for purchase inquiry term, purchase order term etc.
> Click on Save at each tab to save the detailed information of Supplier

To Tagged the Party with it’s Group

Go to Accounts > Menu > Master > Party Ledger Relation
> Select the Party Type as Supplier, Customer, Agent & Employee.
> List of Party will display under Party Name field, which is captured from Master Module
> Select the party name from the given check box, to tagged with it’s Group
> Once you click on Add a Party Name will tagged with it’s Group
> Tagged party name get dissolve from party ledger relation screen


Chat of Account available in Ledger Opening Balance form helps to display the Ledgers or Groups tagged with the Current Branch

Go to Accounts > Menu > Master > Ledger opening balance > Chart of account

COST CENTRE

It is a unit of defined Area, Machine or Person to whom direct and indirect cost are allocated.When only costs or expenses are allocated to these units, they are referred to as Cost Centers. When profits are allocated to these units, they become Profit Centers.

Illustrations : To Classify the Salary of Sales Man1 & Sales Man2 According to their Different Departments
like Marketing & Accounts Department, Cost Center & Cost Category will categorized as below.
Category - Marketing & Accounts (Department)
Cost Centers - Sales Man1, Sales Man2(Sales Executive Person)
Create Ledger - Salary (For Distribution of Expenses). Make Cost Center applicable to it.

STEP 1 : COST CATEGORY CREATION

To categorized the cost center according to different Area, Department or Person Cost Category is created

Go to Accounts > Menu > Master > Cost Center > Select Radio Button> Cost Category

> Enter Department Name Under which Unit of Cost Centers are allocate E.g. Marketing or Accounts Department.
> A Cost Category always be primary.
> Save Cost Category Screen
You can Edit or Delete Cost Category before used.

STEP 2 : COST CENTER CREATION

Go to Accounts > Menu > Master > Cost Center > Select Radio Button - Cost Center

> Give the name of Unit to which Costs are allocated Under Name Field. e.g. Sales Man1 & Sales Man2 for the distribution of their Salary
> Select Category to define head of Unit E.g. Marketing or Accounts
> Make Cost Center Applicable to the Created ledger form Group/Ledger display sheet. E.g. Salary

When you are going to pass any entry in the ledger for which cost center is assigned a pop up list for cost center button will automatically open. E.g. In case cost center is assign to salary ledger, while passing an entry pop up list will open to distribute salary of Sales Man 1 & of Sales Man2 according to their Department (Marketing/Accounts) Separately.

Cost center can be apply for ledger from the below path
Go to Accounts > Menu > Master > Group/Ledger Master

TDS MASTER

TDS will be deducted on the rate defined in the Act, for the Deductee, against the Nature of Payment. All the Nature of Payments, Deductee Types & Other Related Information (as defined under the Act) are set through TDS Master

NATURE OF PAYMENT

TDS Rate is always calculate on Nature of Payment. Government also Provide Different Section Code & Payment Code for each Nature of Payment. For this User should have the knowledge of each Section Code & payment Code of different Nature of Payment.
To Make this Process Easy & convenient ERP Provide the facility to set a formula to calculate each nature of Payment in the manner that after selecting a Nature of Payment Related information like Section Code, Payment Code, Thresh hold limit etc. will Automatically display on Screen.

Go to Accounts > Menu > Master > Nature of Payment

> Select Nature of Payment from Nature of Payment field to set a formula for TDS Calculation.
> Set Section Code & Payment Code of selected Nature of Payment.
> Set Deductee type as - Body Of Individual, Company, Firm etc..
> Set TDS Applicable from Date for the selected Nature of Payment.
> Enter Exemption Limit for Single Transaction & Multiple transaction in their field respectively
> Enter TDS applicable rate & cess.
> Click save to save the data

NATURE OF SERVICE

Service means any activity carried out by a person for another for consideration,
Service Tax rate is always calculate on Nature of Service provided, You can create list of Nature of
Services from here.

Go to Accounts > Menu > Master > Nature of Service

From the List of Nature of Services Provided by the Government, User can make his own nature of services list Applicable to his company.

> Create list of services from Nature of Service field
> Click on Insert to save the grid of nature of service
 

SERVICE TAX RATE MASTER

Service tax is a tax levied by the government on service providers on certain service transactions, but is actually borne by the customers.
Service tax rate Master helps to set a formula to calculate service tax on each Nature of Service.

Go to Accounts > Menu > Master > Service Tax Rate Master.

Service Type : In this field enter the name of Service on which service tax is payable
Provider : Enter the % of service tax applicable for provider
Receiver : Enter the % of service tax applicable for Receiver
Service Tax : Enter service tax rate here
Ed. Cess & Sh : If Cess is applicable then type rate
Effective Date: Enter the Effective Date from when Service Tax is Applicable for the Particular Service.
To be paid : Out of Receiver’s % how much he is actually going to pay e.g. He going to pay whole 100% or part of it.
Set Rate Master will display in List view field.

BANK RECO OUTSTANDING :

When you set a new company in ERP system.

All Outstanding Cheques like Pending from Deposits & Clearing are set here.

Go to Accounts > Menu > Master > Bank Reco Outstanding.

> Enter the details of Pending Cheques like Voucher no., Voucher date, Bank Name, Ledger name, amount, document no & date, Dr/Cr etc. In Bank reco outstanding screen.
> List of Outstanding Cheques will also display in Bank Reconciliation field, for the purpose of Clearing.

SCHEDULE 6 MASTER

Schedule 6 Master provides general instructions to prepare balance sheet and Profit and Loss Accounts. It represents a complete set of Financial Statements in the format of Companies Act.

Go to Accounts > Menu > Master > Schedule 6 Master

ERP Provides users with the option to rename and insert Heads in Schedule 6 Balance sheet & Profit and Loss account as per their business head.
E.g. For Schedule Name Inventories use transaction type as Balance Sheet & Press insert

SCHEDULE 6 SET UP

All the Scheduled Head Created in Schedule Name List can be classify under the Group List of the Account.

Go to Accounts > Menu > Master > Schedule 6Set Up

> Select Schedule Name from Schedule Name field
> Select Related Group of Schedule Name from Group List
> Click Add to tagged Schedule Name with it’s Group
> Save the Set Up.
> Tagged Group List will display to the right.

SCHEDULE 6 MAIN HEAD SETUP

ERP Provide the facility to user to Classify all the Groups in their Main Schedule Head Name.

Go to Accounts > Menu > Master > Schedule 6 Main Head Setup

Here you can tagged all Group List in their Main Head Name

CLOSING STOCK ENTRY:

Closing Stock is the value of unsold goods at the end of accounting period. This includes Raw Materials, Work-in-progress, and finished goods of inventory. The stock is always valued at Cost or at Market Price whichever is lower. ERP allows you to enter the closing stock value manually.
For example purchases during the year are Rs.1,00,000/- and closing stock is Rs.15,000, then one option is that you debit the Trading A/c with Rs.85,000/-. Second option is that you debit the Trading A/c with Rs.1,00,000/- and credit the Trading A/c with Rs.15,000/-. in both the options the net debit to Trading A/c is Rs.85,000/-.

Go to Accounts > Menu > Master > Closing Stock Entry

If accounts are integrated with inventory, you can enter the Closing Stock value manually by creating Stock ledger account from Particulars field, for a major effect on the Balance Sheet.

> Enter Stock Name in Particulars field
> Enter Closing Date & Closing value in Stock Date & Stock Amount field respectively
> Insert & Save the Screen

EFFECT OF CLOSING STOCK IN TRIAL BALANCE

Entered Closing Stock Value will display in Trial Balance as shown below.

Go to Accounts > Menu > Reports > Statutory Reports > Trial Balance

YEARWISE LEDGER INACTIVE:

This Menu Helps you When you want to retain party’s record for future reference but simultaneously wants to stop it from displaying in ledger selection list, to avoid accidental entry in current period.

> Select Ledger from Particulars field, simultaneously select it’s Branch & Group and insert it.

Voucher Type Creation

Here you can create multiple vouchers inherit properties of existing Voucher type
E.g. If you want to create New voucher of Journal voucher type, a copy of journal voucher will create with having user defined Voucher Name & Numbering mode.

Go to Accounts > Menu > Master > Voucher Type Creation

> Select Voucher type & give name to voucher under voucher name field.
> Voucher Numbering mode Continue means, used as the same mode applicable to existing voucher
> Voucher which is not used in future can be inactive from Is Inactive field.
In case of Is Company Wise user can set distinct Voucher type for different company or he can set same for whole.

Voucher No. Set up

Voucher No. Is a unique code define by company to say that, a service has been performed or that an expenditure has been made. User can set voucher number according to bill or a Ledger through Configuration page

Go to Accounts > Menu > Configurations > Configuration Page.

E.g. In case of Bank Payable through HDFC Bank

User can Set Admin Wise Voucher no. to Bank Payable Voucher Or he can Set Ledger Wise voucher No. to HDFC Bank A/C also.

Through Admin Configuration user can Set Unique no. To the Provided Receipt/Payment Bill or any other form. From the Below Path -
Go To Admin > Menu > Configuration > Voucher No. Con fig.

Voucher No. Set up through Admin Configuration will automatically display to the assign voucher, as shown below for Bank Payment Entry.

Go to Accounts > Menu > Voucher > Bank Payable Voucher

In Case to Change the Configuration From Admin to Ledger Wise -
Go to Accounts > Menu > Configuration > Configuration Page > Select Ledger Wise

After the Ledger Configuration Set voucher No. To each Ledger

Go to Accounts > Menu > Master > Voucher No. Set up

> Select Ledger Name to which Voucher No. Is Applicable e.g. Saraswat Bank
> Select Voucher Type as any Receipt or payment Voucher - e.g. Bank Payable Voucher
> Customize voucher no. As user defined, Date or Month wise or Numeric
> Set Pad to define no. Of digits before 1 - It is used to define the length of Voucher no.
> Set Prefix & Postfix, also define the Separator for voucher no.
> Enter beginning Voucher no. In Starting No. From field.
> Set Voucher No. Effective date from Effect From Date field.
> Set Lock Manual Entries for the Standard Process of Invoicing, for starting No. From field. While passing in between entries of continuing Business.
> Set No. Cont. Next Year to follow the Current year practice of invoicing in the next continuing year also.

To display Ledger Wise Voucher No. For Bank Payable, Open any Bank Payable Voucher and select any Bank Ledger. Voucher no. Assign to Bank Ledger will display in Payable No. Field.

INVOICE

ERP Allow you to maintain the record of all the expenses occurred during the financial year in the form of Invoice

Invoice Entry divided into the Four parts
> Invoice Number - Go to Admin > Menu > Configuration > Voucher No. Con fig
> Supplier/Customer Name & Address - Go to Master > Menu > Accounts > Supplier/Client
> Select Register - Go to Accounts > Menu > Setup > Invoice Setup Register.
> Cost Center - Go to Accounts > Menu > Master > Cost Center

Go to Accounts > Menu > Invoice

INVOICE MENU CONTAIN BELOW FORMS

> EXPENSE VOUCHER
> SALES VOUCHER
> INVOICE POSTING
> REVERSE INVOICE POSTING

EXPENSE VOUCHER

User can pass the entries for all the expenses other than purchases through Expense Voucher Invoice.

Before passing any entry through Expense voucher user must understand the concept of Select Register.

SELECT REGISTER/INVOICE SETUP REGISTER

ERP also provide the facility of Select Register to set the formula of taxes and charges calculation. Select Register does not impact directly on any Account of Expenses. It just provide the set of formula to calculate the accounting equation easily and the end user who doesn't have knowledge of taxation can also be able to pass any entry of taxation through this Select Register.

Procedure to Create Select Register
A Select Register for Telephone Expenses has shown below

> A Ledger to which you are going to set formula select from Select Account List.
> Give name to Register to find ease in identifying the formula (E.g. MTNL Expenses)
> Select Name of Charges from the drop down list of Name field.
> If rate is in percentage then select type as percentage else in Lump sum.
> Rate field always defined in number
> On which field Suggest to calculate rate on Net Amount or on Assessable Value.
> Round off field provide the facility of Decimal point.
> You can Add/Less Value with your Net Amount.
> Final Figure of the calculation defined in Gross Amount.
Tagged the Selected Account & Charges to their Group from Include/Exclude Group.

EXPENSE VOUCHER ENTRY

Expense Voucher Entry for Telephone expenses Using Cost Center has shown below.

Go to Accounts > Menu > Invoice > Expense Voucher Add/Edit.

> Expense No. - User can enter Manually Expense no. Or ERP Provides facility for Automatic Voucher no. Set up through the below path
Go to Admin > Menu > Configuration > Voucher No. Configuration
> Select Supplier Name & Billing Address from the provided Drop Down list
> Select Account for Charges Details & Expenses which can be assigned from Select Register Form.
> Enter Manually Invoice No. & Invoice Date
> Set currency type & conversion rate, default currency type will automated from Branch creation form
> Nature of Service field is applicable for the service tax report
> User can add or remove Extra charges according to the requirement of bill.
> Enter TDS Calculation Amount in Service Taxable Amount field.
> User can Allocate Telephone bill Expenses According to their telephone no. Through the Cost Centre field.
> Set Is Cost Center Applicable for Telephone bill Ledger
Go to Accounts > Menu > Master > Group/Ledger Master
> Set Cost Category as Telephone Expenses & Cost Center as Telephone No’s. From Cost Center
Go to Accounts > Menu > Master > Cost Center
Click Cost Center from Expense Voucher Screen, a Pop up window will open as shown below

Go to accounts > Menu > Invoice > Expense Voucher > Cost Center button
> Particulars field display the ledger name to which cost center is applicable - e.g. Telephone Expenses
> Cost Center field Display the Unit to distribute Telephone Expenses - e.g. Telephone Number
> Enter Debit & Credit Effect of Expenses In Debit/Credit field
> Click insert, then done the cost center details
> Net amount will be the total amount of telephone expenses
> Give Narration & click Save to save the cost center details
Sales Voucher

When a sales transactions are made, a document detailing a transaction(Customer Name, Billing Address, Charges Details etc.) Other than Order Bill has to be given to debtor as a proof of purchase by him. This Document is called Invoice bill or Sales Voucher.

Set Select Register Concept for Sales Voucher

Go to Accounts > Menu > Setup > Invoice Setup Register

> Select Invoice or Voucher name from Transaction Type drop down list.
> A Ledger to which you are going to set formula select from Select Account List.
> Give name to Register to find ease in identifying the formula (E.g. Sales Vat)
> Select Name of Charges from the drop down list of Ledgers.
> If rate is in percentage then select type as percentage else in Lump sum.
> Rate field always defined in number
> On which field Suggest to calculate rate on Net Amount or on Assessable Value.
> Round off field provide the facility of Decimal point.
> You can Add/Less Value with your Net Amount.
> Final Figure of the calculation defined in Gross Amount.
> Tagged the Select Account & Charges to their Group from Include/Exclude Group.

Sales Voucher Entry


Go to Accounts > Menu > Invoice > Sales Voucher Add/Edit.

Sales Voucher No. - User can enter Manually Sales Voucher no. Or ERP Provides facility of Automatic Unique no. Set up through the below path
Go to Admin > Menu > Configuration > Voucher No. Configuration

> Select Customer Name- Billing Address & Delivery Address from Drop Down list.
> Select Account & Charges Details fields assigned to Select Register Field.
> Enter Manually Ref. No. & Reference Date
> Set currency type & conversion rate
> User can add or remove charges details according to the requirement of bill.
> User can also Allocate Sales bill Expenses According to their Department. Through the Cost Centre field.
> Give Narration & Save Sales Bill
A check box of Is Cancel is also provided to cancel the bill

INVOICE POSTING

To transfer list of invoices from other module to accounts module Invoice posting form is provided, Invoices saved in other module are post through invoice posting from for the purpose of reporting.

Go to Accounts > Menu > Invoice > Invoice Posting

> Select Invoice from Invoice type drop down
> Once you click on drop down, list of invoices pending for posting will display on screen
> To post the invoice, click on check box available on right hand side of screen then click Post to Account button
> In order to post the invoice from other module to accounts module, mode of tagging facility is provided from the below path -
Go to Master > Menu > Accounts > Charges configuration
> Check box available in invoice posting form won’t allow you to post the invoice before tagging
Tagging is must for charges, party & for Income/Expense ledgers, In case tagging is missed or left pending color assign to charges, party & for income will display on invoice

Reverse invoice posting

In case of wrong invoice posting user can reverse it from Reverse invoice posting form

Go to Accounts > Menu > Invoice > Reverse Invoice Posting

> Select Invoice type of invoice which you need to reverse, as Purchase invoice, Expense invoice etc.
> Click on check box available in the right of screen, then click to Reverse posting button
> After reverse posting invoice will switch back to Invoice posting form

VOUCHER

A voucher is a folder that contains the details of a financial transaction and is required for recording the same into the books of accounts.

ERP Provide the below list of predefined Vouchers. ERP also allow you to create user-defined vouchers(Voucher type Creation) as per your requirement.
> Bank Payable
> Cash Payable
> Bank Receivable
> Cash Receivable
> Contra Voucher
> Journal Voucher
> Multiple Voucher Print
> Debit Note - Other Purpose
> Credit Note - Other Purpose
> Payable Adjustment
> Receivable Adjustment
> Bank Reconciliation
> Bank Reconciliation All Branch

BANK PAYABLE

Bank Payable voucher is used to record all Bank Payments, For example company settles CST Payable by cheque.

Go to Accounts > Menu > Voucher > Bank Payable

> Payable No. : Go to Admin > Menu > Configuration > Voucher No. Con fig. User Can prepare Automatic or User Defined Payable No.
> Bank Name : Select the Bank through which user is going to make the payment. E.g. here Thane Janata Bank
> Select Register : User can create Different Payment Registers for the different type of payments, Under Bank Payable Form. Particulars field is available to select the list of different type of accounts/ledgers against whom payment has been made. e.g. from the head of Bank Payment Register user can easily identify the CST Payable ledger against whom the payment has to be made.
>The additional field of Beneficiary Code allow you to select Below Document type -
>Cheque
>DD
>EFT
>RTGS
> Set is PDC if Cheques are Post Dated.
> Enter Document number of the selected Document Type (Cheque, DD, RTGS, NEFT).
> Set Currency Type and Conversion Rate, User can define automatic Currency Type also.
> Amount field define the Cr. Balance of Bank Account, figure out your payment amount from here.
> If Challan No. Is applicable then enter in the Challan No. Field.
> Select Payment Type of bill. is it Outstanding, On Account, Advance or Other, Simultaneously enter Reference No. & Debit amount of it.(Ref. No. Is a bill no. Against whom you are going to make payment).
Add & Save Bank Payable detail form, if payment details are wrongly entered then Edit/clear to them., You can delete Bank Payable Form before Reconciliation.

CASH PAYABLE

Cash Payable Voucher is used to record all Cash Payments, For Example : The Company settles expenses of Conveyance through Cash in one Voucher.

Go to Accounts > Menu > Voucher > Cash Payable Voucher

> Payable No. : Set Payable No. From Voucher No. Config. Form.
Go to Admin > Menu > Configuration > Voucher No. Config.
> Cash Name : Select Cash Account through which user is going to make the payment against Conveyance bill. Closing balance of Cash will display in Cash Balance field.
> Select Register : Create Register to save the List of Party to whom Company is going to make payment under the head of Select Register.
> Select the Name of Party from Particulars field.
> Set Currency Type and Conversion Rate, User can define automatic Currency Type also.
> Amount field define the Cr. Balance of Cash Account, figure out your payment amount here.
> Select Payment Type of bill. Is it Outstanding, On Account, Advance or Other, Simultaneously enter Reference No. & Debit amount of it.
> Add & Save Cash Payable details, if payment details are wrongly entered then Edit, clear or Delete to them.

BANK RECEIVABLE


Any Bank Receipts from Debtors or from Others are Entered in Bank Receivable Voucher.

For Example : If your Company receives money from a customer for an earlier transaction of sales, and the same is passed through Receipt Voucher as:

> Credit the Customer account and debit the Bank Account


Go to Accounts > Menu > Voucher > Bank Receivable

> Receivable No. Automated from Voucher Number Configuration field.
> Select Name of Bank where you need to deposit the money.
> Document Type define whether Receipt is through Cheque, DD, NEFT OR RTGS.
> Enter Document No. With reference to Document Type.
> Select Cheque Date.
> set IS PDC in case of Post Dated Cheque.
> Enter applicable Currency type & conversion rate
> Enter Bank Debit amount in Amount field.
> Categorized the customer According to their Receipt Under Different Select Register head
> Particulars field appear Name of Customer from whom Voucher amount is Received.
> Select Type of Receipt & Credit the Amount to the Customer from amount field.
> A Reference no. refers the bill no. Against the Receipt.
> Add & Save the Receipt, In case of Wrongly entered Receipt user can Edit, Clear or Delete the Receivable Voucher.

CASH RECEIVABLE

ERP Offers elegant, time-saving software of Cash Receipt to record sale of merchandise for cash.

Go to Accounts > Menu > Voucher > Cash Receivable

> Enter Cash Receipt Number in Receivable No. Field
> Select Cash Ledger from Cash Name field
> Enter Currency Type & Conversion Rate
> Select Head from select Register to display the list of Party from whom payment has been Received.
> List of Parties saved under Select Register will display under Particulars field.
> Set type of Receipt, enter Reference No. & Credit amount in amount field, click on Add
> In case of any changes in receipt click Edit or Clear if needed. You can also delete the unused receipt entry.

CONTRA VOUCHER

Accounting Principles says Contra entry is a transaction indicating transfer of funds from -

> Bank Account to Bank Account
> Bank Account to Cash Account
> Cash Account to Bank Account
> Cash Account to Cash Account

For Example, to transfer funds from Cash Account to Bank Account -
Bank Account Debit to Cash Account Credit.

Go to Accounts > Menu > Voucher > Contra Voucher

ERP Follows Double entry System of Accounting, Henceforth pass separate entry for -
Bank Account Debit & Cash Account Credit, in case of Transfer of funds from Cash Account to Bank Account.

> Contra No. Will appear from the below link -
Go to Admin > Menu > Configuration > Voucher No. Config.
> Set Contra Date.
> Enter Document Type, Document No., Document Date also.
> Set Currency Type & Conversion Rate.
> User can set single Contra Register for the list of Cash & Bank Accounts in Select Register head.
> Particulars field display the Name of Cash & Bank Accounts available in the Contra Register, Select Dr & Cr Entry from Particular field., simultaneously figure out to them according to Debit or Credit Amount.
> Click Add for the Both Debit & Credit entry.
> After Passing the double entry effects of Contra Click on Save to Save the entry.

JOURNAL VOUCHER

Journal Vouchers are used to adjust the debit and credit amounts without involving the Cash or Bank Accounts. Hence, they are referred to as adjustment entries.

For Example, there may be entry made for Outstanding Salary which is due but not yet paid, the same can be entered using Journal Voucher -
Salary Account Debit & Outstanding Salary Account Credit.

Go to Accounts > Menu > Voucher > Journal Voucher
> Enter Journal No. Manually or you can automated it with the following Path.
Go to Admin > Menu > Configuration > Voucher No. Configuration
> You can create a Single Journal Register in Select Register field, to show the effect of Both Debit & Credit side of Ledger in your Journal Entry.
E.g. A Single Journal Register tagged both the ledgers (Salary Account & Outstanding Salary Account) Under Select Register Field.
> Pass the necessary entry for both the debit & credit side of ledgers from Particulars field only. Simultaneously Select Type, give Reference No. & Enter Debit & Credit Amount Respectively to each Ledger.
> In Type field -
> Outstanding - Select Outstanding when it is related to Party Accounts alone.
> TDS - In case of TDS Payable Select type as TDS.
> Others - Other than Party account & TDS Payable account always Select Others.
> Click on Add & Save the Journal Entry.

MULTIPLE VOUCHER PRINT

This feature is used for Printing multiple vouchers based on the List of voucher numbers, User can give the Range for voucher numbers.
Go to Accounts > Menu > Voucher > Multiple Voucher Print

Example : From Bank Payable Voucher user can Select Single voucher, else he can select Multiple Voucher for Print.

DEBIT NOTE - OTHER PURPOSE

It is a Commercial document issued by a buyer to a seller as a means of formally requesting a credit note. Debit notes can be sent by buyer when he is overcharged.
E.g. When XYZ Enterprise issue debit note to ABC Enterprise, ABC Enterprise has to pay money to XYZ Enterprise. In the books of XYZ Enterprise, ABC Enterprise is debited.
Explanation : XYZ Enterprise sells goods worth Rs. 100 to ABC Enterprise. But later XYZ Enterprise realizes that he has charged Rs. 15 less by mistake. So XYZ Enterprise issues a debit note to ABC Enterprise. ABC Enterprise has to pay Rs.115.

Go to Accounts > Menu > Voucher > Debit Note - Other Purpose
Debit Note Entry -
Saraswat Bank A/c Debit to ABC Enterprise A/c Credit

> Enter Debit Note No. & Debit Note Date
> Select Currency Type & Conversion Rate
> Pass the Debit & Credit entry from Particulars field.
> Select type as Outstanding for party bills & Other for Other than party bills
> Enter Debit & Credit Amount
> Click Add & Save Note.

CREDIT NOTE - OTHER PURPOSE

A Credit note can be sent by the seller when he has overcharged by buyer.
E.g. When XYZ Enterprises issued Credit note to ABC Enterprises, ABC Enterprises has to get money from XYZ Enterprises, In the books of XYZ Enterprises, ABC Enterprises is credited.
Explanation : XYZ Enterprises sells goods worth Rs.100 to ABC Enterprises. But later XYZ Enterprises agrees to a discount of Rs.15. So XYZ issues a credit note to ABC. ABC has to pay Rs.85

Go to Accounts > Menu > Voucher > Credit Note - Other Purpose

Credit Note issued for Discount allowed
Discount Allowed A/c Debit To ABC Enterprise A/c Credit

> Enter Credit Note No. & Credit Note Date
> Select Currency Type & Conversion Rate
> Give Debit & Credit effect from particulars field
> Select type as Outstanding for party bills & Other for Other than party bills
> Enter Debit & Credit Amount
> Click Add & Save Credit Note.

PAYABLE ADJUSTMENT

Payable Adjustment is nothing but Clearing of Outstanding Creditors., For Example If Company has some outstanding payment with supplier and when Payment is given to him it moves to Clearing or Payable Adjustment.

Go to Accounts > Menu > Master > Voucher > Payable Adjustment

You can knockoff Expense Voucher Entry with Bank Payable/Cash Payable Voucher Payable Adjustment indirectly helps to find ease in Outstanding Report

> Select Party Name from Party Name field
> Entry No. Is the Payable Adjustment Voucher No. Take it from the below link
Go to Admin > Menu > Configuration > Voucher No. Configuration.
> Enter Entry Date
> Select Both Expense Voucher entry & the Payment against it entry simultaneously.
> Click on Save to save the selection.
> After saving selected entry, the entry gets dissolve from the voucher. Dissolving entries are Knockoff entries.
Partially Paid or Single Expense Voucher entry won’t get knockoff with each other.

RECEIVABLE ADJUSTMENT

Receivable Adjustment is nothing but Clearing of Outstanding Debtors., For Example If Company has some outstanding Receipts From Debtors and when Receipt is received from Debtors it moves to Clearing or Receivable Adjustment.

Go to Accounts > Menu > Voucher > Receivable Adjustment

> Entry No. Will automated from Voucher No.Config. Or you may entered it Manually.
> Enter Party Name in Party Name field.
> Select Entry Date
> Knockoff Sales Voucher with Receivable Amount & Save the Voucher
> Single Sales Voucher without Receipt won’t get knockoff

BANK RECONCILIATION

A Bank Reconciliation is a process that explains the difference between the bank balance shown in an organization’s Bank statement, as supplied by the bank, and the corresponding amount shown in the organization’s own records at a particular point of time.

Go to Accounts > Menu > Voucher > Bank Reconciliation

> Select Reconciliation Bank Name from Bank Name Field
> Set Reconciliation Date
> Set IS FC if foreign Currency is applicable
> Click Go and Corresponding open entry of the Statement will display on screen.
> Match Opening Balance of Statement with Balance as per Bank Balance.
> Enter Clearing Date According to the Bank Statement Supplied by Bank.
> Save the Reconciliation Screen

BANK RECONCILIATION ALL BRANCH

ERP system allowed the facility to reconcile all the Branches of Single Bank Simultaneously.

Go to Accounts > Menu > Voucher > Bank Reconciliation All Branch

> Select Reconciled Bank Name from Bank Name Field
> Set From Date & To Date of Reconciliation
> Set IS FC if foreign Currency is applicable
> No. Of Branches will display in Branch Name field
> Click Go and Corresponding open entry for reconciliation will display on screen.
> Enter Clearing Date According to the Bank Statement Supplied by Bank.
> Save the Reconciliation Screen

PROVISIONAL VOUCHERS

The Non Accounting/Unconventional Vouchers are the special vouchers that are used to record provisional or non-accounting transactions.(A provisional Vouchers are like a Master Set up for all voucher Entries). Here user need to passed an entry through provisional voucher, once the entry saved under provisional voucher it will go for approval and after approval post to account button get open to post the entry for accounting purpose

ERP also provide the facility of Provisional Voucher to set the Master for the ease of Accounting entries

ERP Allow the Below List of Provisional Voucher -
> Bank Payable
> Cash Payable
> Bank Receivable
> Cash Receivable
> Contra Voucher
> Journal Voucher

PROVISIONAL BANK PAYABLE

Go to Accounts > Menu > Provisional Vouchers > Bank Payable
> You can set Bank Payment Provision for future Bank Payment transactions from this form only
Enter Form details -
> User can use the Select Register as used in Bank Payable Voucher, There is no need to prepare Extra Select Register for Provisional Voucher.
> A Draft copy of the Provisional Voucher Set on ERP Site, Set Voucher get clear on multiple date after putting Payable Date on it.
> Provisional Voucher Must Approve by highest Authority for it’s Payment Clearing.

PROVISIONAL CASH PAYABLE

Cash Voucher Provision is a record of present liability of an entity, When this recorded liability get matched with Appropriate expense account, it will get en cashed.

Go to Accounts > Menu > Master > Provisional Voucher > Cash Payable

> A Cash Payable no. Get automated from below path
Go to Admin > Menu > Configuration > Voucher No. Config
> Enter Payable Date, It is future payment Date
> Set Currency type & conversion Rate
> Select Register of Cash Payable Voucher will automatically get carry here
> Enter Liability name which will expense out in future, in Particulars field
> Add & Save the Voucher Screen
> After Approval of Voucher User get authority to Expense out it in future.

PROVISIONAL BANK RECEIVABLE

User can save the Bank data for Predefined Receipts Received in future as Provisional Voucher