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1.
Different billing rates are required. How
can we set it ?
There
are Six rates available
called Sales Rate,
Trade Rate, Institution
Rate (User defined
name), M. R. P., Net
Rate and Purchase
Rate. During Customer
Entry we can specify
the rate on which
we want to raise Sales
Invoice. All Six choices
are available in Customer
Master Information.
2. Discount
is given after reducing purchase tax and/or
excise duty. Can we calculate it automatically
?
Yes,
there are three different
systems for calculation
of discount in sales
bill. It can be given
on trade rate, billing
rate or after reducing
purchase tax. Further
reduction in discount
can be done through
discount master file.
Refer next question
for details about
discount master file.
Trade
rate is calculated
as sales rate-taxes
on purchase. e.g.
product X is purchased
after paying 4% C.S.T.
and 6% R.S.T. is charged
at the time of sales.
Trade rate would be
sales rate divided
by 1.04. To calculate
it automatically at
the time of purchase
bill entry, it should
be set in Purchase
Method. There is a
question about calculation
of rates, we may answer
T or S as per needs.
To
give discount on billing
rate, set the option
as B for discount
calculation in System
Constants Screen.
To directly reduce
purchase tax from
discount, give the
reduction percentage
in purchase tax type
master file. In this
case, you don't need
to take care of trade
rate calculation.
It could be a better
option in most cases.
The only thing is
to create purchase
tax types properly
to take care of all
combinations of purchase
taxes.
3. Can we set
discounts party wise and different in each
company ?
Yes,
certainly. There is
an option Discount
in System-Master Data
sub-menu. Here you
can set discounts
for a party, a company
or for a particular
party & a particular
company. If you leave
group code and party
code blank, discount
is applicable for
all parties in all
companies. If you
leave party code blank,
discount is applicable
for all parties for
that company. If we
leave company code
blank, discount is
applicable to all
companies for that
party. If give values
in both columns, given
discount is applicable
for that party and
only in that company.
Discount
is specified as cash
and credit discount.
Cash discount is applicable
only in case of cash
bills and in the same
way credit discount
is applicable only
in credit bills. There
is one more column
LessBy. Here a percentage
can be defined to
reduce the actual
(net) discount in
bill. It can be used
to reduce excise duty
or c.s.t. etc. before
calculation of discount.
4. How to set auto calculation
of free scheme and closing date for it. ?
There
is an option Scheme
in System-Master Data
sub-menu. Here we
can set free schemes
for a product. Schemes
can be defined for
both sales and purchases.
Scheme should be defined
in minimum possible
quantities. More than
one scheme can also
be defined. It will
select larger scheme
first and provide
appropriate quantity
as free in sales invoice.
If no starting and
closing dates are
given for scheme,
it will be applicable
forever. If closing
date is given, it
will not give free
quantity after this
date. But we are free
to change free qty.
in sales invoice by
editing free qty.
column.
5.
Can we change sales rate, free qty. &
discount etc. in sales invoice. ?
Yes,
actually editing in
these columns is restricted
by System Parameters
in System Menu. To
avail or restrict
editing select this
option and set the
values appropriately
for your purpose.
6. What is basis for auto selection
of batch and how to change it ?
There
is a question called
stock basis in system
constants screen.
It provides two methods,
One is on Expiry date
and another is FIFO
(First in First Out)
basis. If you change
it, you will need
to run indexing from
system menu.
In
case you want to change
a batch in sales invoice,
move to batch column
by pressing up arrow
and change batch no.
If you type a wrong
batch no., a table
showing all batches
would appear on top
of the screen and
you can select a batch
from this table. In
case you want this
batch table to appear
every time, you can
set edit batch no.
as Y in system constants
screen.
7. Can we adjust debit/credit notes
in sales invoice ?
Yes,
you have various options
for this purpose.
By pressing F5 you
can directly make
a debit/credit note
in sales invoice at
the time of preparing
invoice. By pressing
F6 you can adjust
a pending debit/credit
note in sales invoice
by entering the debit/credit
note no. These notes
can be for Breakage/Expiry/Price
difference and Sales
Returns.
In
case of Sales Invoice
(Distribution), you
can adjust debit/credit
notes and advances
etc. from accounts
also. By pressing
ENTER over adjustments
in Sales invoice after
entering all the items,
you can see a list
of pending transactions
and adjust from that
list. By pressing
ENTER over payment
details you can see
whether the payment
has been received.
8. Can we add a customer while making
sales invoice ?
Yes,
not only customer,
but any master data
can be added when
the list for selection
is appearing on the
screen. Like while
entering customer,
there are two options
either code or name.
Whatever you feed,
if it is not correct
or not available,
a list appears with
a no. of options showing
at the bottom line
of screen. By looking
at it you will be
able to add new customer.
For more details refer
KEY CHART in the manual.
9. Can it provide list of short
items in stock ?
Yes,
while making bill
if some product code
is entered which is
not in stock or which
is short in stock,
it automatically records
that in short item
list. You can see
it later in the evening
to find out which
items were short in
stock when the customer
demanded.
10. Can we give company wise discount
while making sales invoice ?
Yes,
while making a bill,
by pressing F4 you
are able to see company
wise break-up of total
invoice. In case of
distribution it is
a group wise break-up.
Here you can feed
discount by pressing
ENTER. It is automatically
updated in product
discount column in
sales invoice. It
is useful when discounts
are given in a company
only if sales for
that company is more
than a certain amount.
11. Can we see sales tax wise break-up
while making sales invoice ?
Yes,
while making sales
invoice, by pressing
F7, you are able to
see break-up of sales
as tax-free sales,
taxpaid sales and
taxable sales on different
tax rates. It is useful
when you want to adjust
some credit note from
taxable sales in sales
invoice, by pressing
F7, you can check
whether sufficient
amount is available
or not for adjusting
this credit note.
12. Can it calculate octroi in sales
invoice ?
Yes,
but for this purpose
first you have to
feed octroi rates
in station master
in System-Master Data
Menu. Then you have
to set each product
as MRP inclusive or
not, as octroi is
applicable only in
case of MRP inclusive
products. If you have
set all this, by pressing
F8, octroi can be
calculated automatically
in sales invoice.
It is applicable only
for distribution sales
invoice.
13. How to see detail of payments
received or paid against bills ?
Accounts--->Statements---->Party
Payment Performance
Select
Purchase Invoice or
Sales Invoice as Voucher
Type.
14.
How to see due purchase invoices ?
Accounts--->Reports----->Bill
wise Outstanding
Select
Purchase Invoice as
Voucher Type
15.
How to print customer Directory ?
System--->Master
Data--->Customers
Press
Alt-P to print the
list schedule (A/c
Group) wise/sales
person wise or all.
16. R.S.T. prompt in System Constants
Main
Menu--->System--->System
Maintenance-->
System Parameters
If
it is not R.S.T.,
Please make it R.S.T.
or L.S.T. whatever
the case may be.
In
case of Distribution,
if Pack Slip Amt.
or any other word
is being printed in
sales register in
stead of R.S.T, it
would be solved by
making above correction.
17. How to see pending orders for
single/common principal ?
Distribution
(Sales)----> Pending
Orders--> Different
Option
18. How to cancel pending orders
for single/common principal ?
Distribution
(Sales)----> Pending
Order--> Inquire
Pending Order
Enter
Qty. in Cancelled
Qty. column by pressing
F2 to cancel or recall
pending order of a
particular product.
19. Calculation of Sales Value in
Different Reports ?
There
are some variations
in various sales quantities
and values appearing
in various reports.
It can be explained
as following :-
a. Always
refer the value in sales register or general
ledger for all your accounting purposes. It
is always net sales value. Sales Return, Expiry/Breakage/Claim
a/c may or may not be seperate.
b. Sales value
in sales & stock statement may appear
before discount or after discount depending
upon the option selected at the time of printing
it. There is a question : Calculate sales
value after discount ? By answering Y
you get net sales value i.e. after discount,
and by answering N you get gross sales value
i.e. before discount.
Adjustments
for breakage/expiry/sales
return etc. value
is not deducted from
this sales value.
In case of purchase
return/transfer out,
if seperate columns
are not printed, this
value is added in
sales value.
c. Can include
or exclude free qty., MSR value, discount,
tax in sales value in station wise/area wise/region
wise sales reports, product wise/party wise/group
wise sales reports etc.
d. Sales value
in sales summary (Company wise sales) displays
discount but does not take care for adjustments
(breakage/expiry/price difference).
e. Sales value
in MSR wise reports is generally before discount
and in some cases sales return is also reduced
from the sales value.
20. How to enter closing stock value
in Balance sheet and Trading a/c ?
Create
a schedule CLOSING
STOCK by Accounts--->Master
Data--->Schedules
Option. Enter T in
T/P/B option. It means
this schedule belongs
to Trading A/c.
Create
one or more accounts
of CLOSING STOCK by
Accounts--->Master
Data--->Accounts
Option. Enter CLOSING
STOCK in schedule
name.
Go
to Accounts--->System--->System
Constants option
and specify Closing
Stock Schedule No.
in question No. 15.
?
Now
run Trading/P&L
or Balance Sheet
option in Accounts--->Statement
menu. It will ask
closing stock value
21.
How to close Financial Year ?
Before
Closing
1. On 31st
March, complete all your billing, purchase
entries and stock adjustments.
Release
any batch which is
hold.
2. Run Balance
Validation in System Menu. Answer Y to
Q.No. 4 (Validate Item Balances ?).
Check
Stock and enter shortage
and surplus if any.
3. Adjust
all credit/debit notes. They are not carried
forward in next year. To adjust them in next
year, answer Y to posting into Accounts question.
Then
select Close
Financial Year
Option from System
Menu. Add a new company
name by pressing Alt-A.
The name will be same
but add some . or
* like character to
distinguish the name.
Then it will ask to
press Enter to continue.
Press Enter and wait.
The
above process will
transfer all the stock
in next year. To transfer
account balances,
when you have completed
entries in last year,
run Accounts-->System-->Import
Data--->Opening
Balances option.
It can be run any
time when you complete
the entries in last
year books.
If
you have maintained
bill wise payment
details, select Accounts--->System--->Import
Data---->Op. Bal.
(pending bills)
option. It will transfer
all due bills from
last year. Select
sales invoice, purchase
invoice etc. and run
it as many times as
required. To make
changes in this outstanding
in current year, select
Accounts-->Master
Data-->Op.Bal.(Pending
Bills) option.
Here you can make
changes in the last
year pending bills
detail. You can add,remove
or change the entries
but only before receiving
payment against these
bills.
22. Calculation of Stock Value in
Different Reports ?
Stock
value can be calculated
on purchase rate/
sales rate or trader
rate in different
reports. In case of
purchase rate, it
is calculated by considering
purchase rate, purchase
tax, purchase discount
and excise value in
different reports.
In some cases it is
calculated without
considering purchase
discount and excise
value.
USS-->
Reports--> Stock
Valuation
should
be used for this purpose.
In
sales & stock
statement, purchase
rate-product discount+purchase
tax.
In
batch wise stock
report, purchase
rate.
In
product wise stock
report, purchase
rate.
23. How to print some thing before
or after the report e.g. in A/c Statement
?
By
using header and footer
files, you can print
instructions on top
and bottom of report.
For this purpose first
create two files one
for header and another
for footer through
Accounts--->Facilities--->Edit
File option. Then
while printing, press
F2 for options and
specify header and
footer filenames.
Now
these files will be
printed before and
after the report.
It is useful for a/c
statement etc. For
example you can write
: -"Please find the
following a./c statement
in three copies and
return after signing."
in header file and
"Yours Sincerely /
...... / For ....................."
in footer file.
24. How to calculate effective date/due
date in voucher entry ?
By
specifying credit
days in voucher type,
you can calculate
due date for sales
invoice entry etc.
It will ask for due
date if credit days
are specified in account
also. For such accounts
when other entries
are made, it asks
for effective date.
By specifying effective
date, adjustment can
be made for clearing
time of cheques/DD
while receiving payment.
25. User defined multi-column day
books in accounts ?
This
is a powerful option
available under daybooks
option in Accounts--->Reports
menu. Press Alt-A
for new report or
Alt-M for modifying
existing one. By specifying
M (Multi-column) in
book type, you can
use these reports.
Press
Alt-A to add new reports,
or Alt-M to modify
existing report. It
shows you one more
screen after specifying
Y to Accept Y/N prompt.
Here you can specify
various options in
header and detail
part. By using this
option, you can prepare
sales register, purchase
register, exp. detail
etc.
26. How to print selected pages
of a report ?
While
in print menu (Display
on Screen --- Print
on Printer --- Store
in File), press
F2 for Options. You
will see a window
with various options
including starting
page no., printing
begins at and printing
ends at. Specify 1
as starting page no.,
and desired page no.
say 4 in Printing
begins at ..... column.
It is useful when
due to power failure
or some other reason,
printing stops in
middle of the report.
Sometimes
you may need to print
only particular page
say page 34-35 of
a particular 100 page
report. Then specify
34 in Printing begins
at column and 35 in
Printing ends at column.
Leave starting page
no. as 1.
Now
you may want to know
what is use use of
Starting Page No.
column. It is used
when you want to renumber
the pages of a report.
e.g. you have printed
Cash Book for April
which contains 50
pages. Now when you
print cashbook for
May, it again starts
page no. from 1 only.
To change this numbering
and start it from
page no. 51, you can
specify Starting Page
No. as 51. It will
print the complete
cash book for May
with page nos. starting
from 51.
27. When should I do indexing and
which files ?
Whenever
you face a problem
for missing data or
internal error or
improper data in reports,
run indexing from
System Menu. If you
are facing problem
in accounts module,
or internal error
in some data entry
screen, run indexing
from Accounts--->System
menu also.
When
you run indexing
from System
menu, you may run
indexing for selected
files also. These
files are product,
batch, stock, CRDRHDR,
CRDRDTL, CHLNHDR,
CHLNDTL, but if problem
is not solved, run
indexing for all files.
When
you run indexing from
Accounts--->System
menu, you may run
indexing for
GRLEDGER, ACCOUNT,
SCHEDULE. But if problem
is not solved, run
indexing for all files.
28. When should I run balance validation
?
Whenever
you face some problem
in item balances,
first of all check
it through product
query till current
date. There are two
columns for balances.
One is product
balance as on,
and another is current
balance. Balance
as on column always
gives you correct
value or the value
which you will get
after running balance
validation, if there
is any difference
in both columns, run
balance validation
either from this screen
(By navigating with
arrow keys you will
find an option Correct
Balances in new
version US 9.2) or
run Balance Validation
from System
menu. Specify question
no. 4 Validate
Item balances ?
as Yes.
If
the problem is not
solved, i.e. there
is difference between
item balance and batch
wise balance, then
run balance validation
with 1. Repost
Cr. Notes ? 2. Check
Batch nos. ? 3. Check
Duplicate Batches
? questions as
Yes. Now again see
product query and
if there is any difference
in current balance
and balance as on
today's date column,
again run balance
validation with question
no. 4 Validate
Item Balances ?
as Yes.
If
there is difference
in today's date balances
and current balances
even now, the only
reason is that some
entry has been made
in a date after today's
date. Check all entries
after today's date
through stock query.
To rectify, open these
documents and modify
date. Even if date
is correct, modifying
these documents and
saving again will
solve the problem.
29. How to correct negative balances
in batch table ?
After
running above options,
if there are negative
balances in batch,
and total balance
of a product is OK,
first note down a
list of all batches
having negative balance
along with product
code and qty and then
do these two steps
.
(a)
Go to Adjustments
menu, select Transfer
Out option and
transfer out the batches
showing stock and
which is not actual,
enter qty. noted in
above list. If required
select more than one
batch, with a total
qty. noted in above
list. Specify party
as SELF. If not in
account list, add
new party by this
code, name and specify
schedule as customers
(Sundry Debtors).
(b)
Now select Transfer
In option and
transfer in the batches
showing negative stock
with the same qty.
noted earlier. Now
the stock of these
batches will be zero
and they will disappear
from stock list. Total
balance of the product
should not change
by this exercise.
30.
How to correct batch wise balances ?
Sometimes,
total stock of a product
is correct where as
batch wise balances
are not proper. In
this situation, you
can transfer out the
batches having stock
more than actual and
transfer in the batches
having stock less
than actual. See above
question for more
explanation.
31. When should I run balance validation
in Accounts Menu ?
If
the current balance
shown in account differs
from the balance shown
in a/c statement,
or there is difference
in trial balance it
may be corrected by
running balance
validation from
Accounts--->System
menu. Answer first
question as Y and
second as N to solve
this problem.
If
balance validation
says balances are
OK, and the problem
is not solved, there
must be some entry
in accounts after
current date. To check
these entries run
Inquire transactions
option from Accounts--->Statement
menu and specify current
date in Date>=
column. If it shows
any entries after
current date, go to
these vouchers and
modify them to solve
the problem.
Sometimes,
balance validation
says, Difference in
Opening Balance Rs.
.........., it means
there is difference
in opening trial balance.
Either all balances
were not entered or
balances were wrong.
To check print trial
balance of a day before
starting date i.e.
last year's final
date. Then match these
balances with last
year's trial balance
or balance sheet,
you will find the
mistakes.
Sometimes,
balance validation
says, voucher no.,
so and so is unbalanced
by this much amount.
To solve this problem
note down the voucher
no, date and amount
and modify these vouchers
and check the entries.
You will find some
difference, correct
it.
In
some cases, it shows
you six digit voucher
nos., which actually
represent a date i.e.
960401 for 1st Apr.
96. These vouchers
represent sales invoices
for this date. This
is a problem in software,
which creates difference
in amount which is
posted and which was
actually in bill.
This difference is
generally by one paise
and in case of rounding
off, by one rupee.
When rounding off
option is on, modify
the bill and increase
it by one paise by
making some change
in discount etc. Then
run posting again
for this date, it
will solve the problem.
When rounding off
option is off, it
is a little bit difficult
to rectify this problem,
but by making some
change in discount
and running posting
again, you will be
able to do it. We
have solved this problem
in new version and
you will not face
it any more after
this month.
32. Bill is displayed in a/c statement
but not in statement (reminder) or bill wise
outstanding ?
You
may check by running
party payment performance
as explained above
in Q. No. 1 when the
payment was received
for this bill and
then rectify that
particular receipt/payment
voucher if not OK.
If the problem is
not solved this way,
run balance validation
from Account--->System
Menu and specify first
question as N and
second question Repost
Adjustments &
Links as Y. It will
solve your problem.
Please always check
your complete outstanding
after running this
option, and make corrections
if required.
33. How to set zero tear off in
my printer ?
This
facility means that
a bill comes up after
printing and you can
cut it without touching
your printer knob.
To print next bill,
it automatically goes
backward. If your
printer is already
working perfectly
do not make any changes
on the basis of this
explanation. This
feature differs from
printer to printer
but some general guidelines
are as follows :-
(a) For TVSE
MSP printers set page length 12 inches, set
zero tear OFF, set skip over perforation off
and IBM mode in your printer settings. Set
Zero Tear option as Y in System menu and no.
of lines to move forward as 9. Set dip switches
as given in the Set Zero Tear option. Answer
Y to question Is MSP Printer used in IBM Mode
? in Accounts--->System Constants option.
(b) For other
printers and TVSE MSP printers which are set
by menu commands, set dip switches if specified
in Set Zero Tear option in system menu. Otherwise
if supported on the printer :-
(i) Set page
length as 6 inches
(ii) Set zero
tear ON
(iii) Set
Skip over perforation OFF
(iv) Set Epson
mode
Some printers may need change
in invoice format file also. You may please
contact us for any help required for this
purpose. Please note down your printer settings
and settings in Accounts--System constants
and attach current printout with it.
34. How the various rates are used
in this system ?
There
are three billing
rates in this system.
By specifying customer
category as S or R,
you can bill him on
sales rate, by specifying
customer category
as I, you can bill
him on Inst. Rate
and by specifying
customer category
as C, you can bill
him on M.R.P. Customer
category (I) is useful
for billing to stockists
and retailers in the
same company at two
different rates. It
is used for hospitals
and government institutions
also if the billing
rate is different
for them.
Trade
rate is not used for
billing purpose in
this system. It is
generally company
rate without taxes.
you can use it for
stock valuation if
required.
If
Q.No. 2 (Is MSR Rate
used) in system constants
is Y, you find one
more rate in product
information MSR Rate,
which is useful only
for distribution.
It is the rate on
which company provides
commission to Sales
Representatives but
this rate remains
constant throughout
the year, and you
can't change it.
Purchase
rate is the rate at
which company bills
to you. It is not
net rate. Net rate
can be calculated
after reducing discount
and adding excise
and taxes. At present
you have no option
to print net rate
in this system.
35. How to view cash bills for a
customer ?
Select
customer query
from Reports
Menu. Specify the
customer name and
dates. By pressing
down arrow, you can
come to total sales
value. Press Enter
to see all cash and
credit bills.
36. How to print outstandings for
7 days, 10 days etc. ?
To
print outstanding
for 7,10 days, select
Accounts--->Reports--->Ageing
Analysis option.
Select ageing analysis
and change days 0,30,60,90,120
to 7,14,21,28,30.
You will see the outstanding
balances on the basis
of weeks or select
as per your desire.
37. How to calculate interest for
deposits or loans ?
To
calculate interest
select Accounts--->Transactions---->Interest
Calculation option.
Press Alt-A to add
and specify date,
a/c name and interest
rates. You will see
a rough estimate of
interest immediately.
Now you can make changes
in effective dates
and amounts as well
as interest rates
for particular entries.
You can add more entries
also. By making proper
changes, you can calculate
interest for bank
also.
38. How to take print-out of product
query or report for D.I. purpose ?
Select
Product Query option
from Reports menu.
By pressing Down Arrow
you will move to print
option, select Detailed
to print out the report
for D. I. purpose.
You can change heading
of the report by pressing
F2 in print menu.
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