| A. Sales Invoice :- |
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P1. |
I
want to change invoice no. while invoicing.
But it does not prompt for it. What should
I do ? |
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| S1. |
You can press Up Arrow to go to bill
no. and make change into it. It will not
take a bill no. which already exists. |
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| P2. |
I want to specify
date while making invoice. But it does
not ask it. Why ? |
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| S2. |
You can press Up Arrow to go to date
and make the change into it. If you are
entering all the invoices for earlier
date, you can change system date by giving
command 'date' at DOS prompt. After entering
all the invoices you may change system
date again in the same way. |
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| P3. |
How can I enter
party name or D. L. No. instead of entering
party code ? (Counter Sales) |
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| S3. |
To feed D. L. No. or Party name, leave
party code blank. Then you can press up-arrow
to go to D. L. No. in counter sales invoice
and enter it. Customer table is indexed
on D. L. No. and is available for codeless
selection by typing D. L. No. By pressing
Dn Arrow or Enter Key, cursor moves to
party name and you can type it. Now customer
table is indexed on name and is available
for codeless selection. |
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| P4. |
While entering
new party, it says party code or name
already exists, What should I do ? (Counter
Sales) |
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| S4. |
You should use first part of D. L. No.
like 32 in case of 32-33 as party code.
In case of New D.L. Nos. like JPR-94/95-321,
give J321 as party code. If the D. L.
No. is for outside (other than home district),
add first letter of district name before
D. L. No. like S32 for Sikar's D. L. No.
For doctors, add R before Reg. No. If
the problem persists even after following
these rules, use party name initials for
party code like DS for Data Soft. If party
name is common, add some symbol alongwith
it to distinguish from other same names
like .,*,** etc. |
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| P5. |
While modifying
invoice, I want to change Cash Payment
field. It does not ask it. Why ? (Counter
Sales) |
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| S5. |
When you modify invoice, it asks cash
recd. Amount after product detail entry
at the bottom of screen. You enter net
amount in this column to convert a credit
bill into cash and enter zero in this
column to convert a cash bill into credit.
Since product discount is based on cash/credit
status of bill, so once you have entered
some product in the bill, it does not
allow to change cash/credit status of
bill. You can change it by entering cash
recd. amount in the invoice which it asks
at the time of modification. Please be
careful to check product discount in this
case. |
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| P6. |
After entering
products, I entered discount in header
part of the invoice. It is not effective.
Why ? (Counter Sales) |
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| S6. |
Since header discount is just copied
in product discount. It is not used in
calculation. You should either enter it
before entering products or enter discount
in individual product. |
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| P7. |
There is a field
Tax in header Part. How can I use it ? |
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| S7. |
It should be used if all the products
in invoice are of same tax type e.g. Taxpaid,
or Taxable 6% etc. and tax type in product
is different. It is useful for transfer
sales. |
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| P8. |
What is use of
Other Adj. column in sales invoice ? (Counter
Sales) |
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| S8. |
It can be used to add or less a particular
amount in the bill. Detail can be given
in Message column. For breakage/expiry/sales
return/price difference etc. It is better
to use credit note facility either by
F5 or F6. Use it only for interest etc.
It will be credited or debited in the
Other Adj. account specified in System
Constants in System menu. If it is written
as -999.99, it will be reduced from the
bill amount, otherwise it will be added. |
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| P9. |
How can I enter
product name instead of code ? |
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| S9. |
Leave product code blank and press Enter.
Cursor will move to product name, if you
start typing name here, a table would
appear for codeless selection of product
name. |
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| P10. |
Batch no given
by computer is not in stock. How to change
it ? |
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| S10. |
You can press Up Arrow and give another
batch no. in batch column or type any
wrong no. and press Enter, a table showing
detail of all batches would appear. You
can select batch no. as per your choice.
If you want to change batch no. refer
29. in What’s where. Refer 6. in
frequently asked questions for more information.
You can hold a batch no. by using Hold
and Release option in Adjustments menu. |
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| P11. |
It does not ask
certain fields like repl. qty., tax type
etc. Why ? |
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| S11. |
To minimize keystrokes and controlling
working of counter sales persons, certain
fields like price, free qty., repl. qty.,
product discount and tax etc. are not
editable in invoice. This behavior can
be controlled by setting system constants
to Y or N in System menu. |
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| P12. |
There is difference
between gross disc. and net disc. Why
? |
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| S12. |
Since in pharmaceutical trade, generally
discounts are given after reducing purchase
tax and excise duty in certain cases.
It calculates net discount according to
discount calculation method set in System
Constants in system menu. If the calculation
is not proper, first of all check the
discount calculation method and then check
details accordingly. Refer FAQ-2 for more
detail. |
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| P13. |
Sometimes it
does not ask about Bank, Transport, message
etc. ? Why ? (Distribution Sales) |
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| S13. |
To minimize key strokes, this window
appears only if you press Enter at Due
date column, otherwise cursor directly
moves to item detail. You may come back
to it by pressing R to select rectify
and pressing ENTER on all fields in header. |
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| P14. |
Where should
I feed quantity in order qty. or in bill
qty. ? (Distribution Sales) |
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| S14. |
Enter bill qty. + scheme qty. thereon
in order qty. column. If free schemes
are set in computer, it will automatically
distribute it in bill qty. and free qty.
columns. If stock is not available of
that product, pending order is created.
At the time of billing pending order can
be selected by pressing F3 while entering
item code. |
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| P15. |
Octroi is not
being calculated by F8. Why ? (Distribution
Sales) |
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| S15. |
Octroi can be calculated by pressing
F8 in sales invoice after entering all
the products. Refer 12. in Frequently
asked questions. You can enter octroi
directly also. It is posted in the Octroi
account specified in System Constants
in System sub-menu. |
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| B. Purchase Invoice :- |
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| P16. |
Only Challan
is received. Bill and purchase rates are
not available. How can I enter this Challan
and sell goods ? |
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| S16. |
You can enter item detail along with
sales rates in purchase invoice. Leave
bill no.. bill date and bill amount blank.
You can enter these details afterwards
when you receive purchase invoice. Refer
3. in What's where for more detail. |
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| P17. |
It does not ask
excise duty and/or amount for trade discount
etc. Is this detail required in purchase
invoice ? |
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| S17. |
Certain fields such as excise duty,
taxpaid recovery or net amount for discount
etc. are read only when it is set through
purchase method. It is not necessary to
feed all these details, but it is better
to do so because by entering all the details,
you can check calculation of purchase
invoice.
Purchase method asks four questions which
you need to answer properly to make its
use. The questions are Excise Duty, Discount
Rate, Tax paid recovery and auto calculation
of rates. For GENERAL method the answers
are given automatically as N,R,N &
S. In the same way for other companies,
it can be defined. e.g. For CADILLA the
answers are N,A,N,S. For LUPIN the answers
are E,I,N,S. For RANBAXY the answers are
I,R,Y,S.
If you want to enter sales rate before
taxes and wants the computer to add tax
over it, enter S for last question (Calculation
of rates). If you want to enter sales
rate after taxes, and wants the computer
to calculate rate without taxes, answer
it as T. In some cases you may need to
enter both, then answer it N. If both
rates can be calculated by computer, answer
it B. |
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| P18. |
If some credit
note is adjusted in the bill, where should
I enter it ? |
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| S18. |
It is not necessary to enter credit
notes while entering purchase invoice.
because posting in accounts is done by
bill amount. If the credit note has already
been entered in accounts, it can be adjusted
here by pressing Enter at Adjustments
after entering item detail in invoice.
Otherwise it can be entered in other adj.
column in the header part to match calculation
of net amount. |
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| C. Adjustments
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| P19. |
It does not calculate
amount. Why ? |
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| S19. |
Since this option provides for a lot
of facilities like purchase return, transfer
in, transfer out, breakage/expiry, sample
distribution etc. it is not feasible to
provide various calculation methods in
this screen with required details. To
make it simple, only quantity is required
to be entered here for records purpose
and amount can be calculated by user.
If purchase/sales a/c is entered alongwith
party name, it is posted into accounts
also. |
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| P20. |
How to release
hold qty. ? |
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| S20. |
To release hold qty. for any item or
batch, simply delete the entry. Qty is
hold in case of some batch not being available
in stock or you don't want to sell it
for one or other reason. |
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| D. Reports :- |
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| P21. |
Report does not
come out, or the data is wrong. Why ? |
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| S21. |
In case of stock or sales related reports,
often the problem is related with balance
validation. By running various options
in it, you will be able to solve problem
in such situation. Refer 21. in What's
where for more details about balance validation.
Sometimes the report is not being printed
on printer. Check Display on screen or
Store in file option in this case. If
any of these works, check printer cable
and switch off the printer and computer
and run it again.
Sometimes the master data like customer
schedule, M.R./D.M. or M.R./Customer relation
is not properly set, It creates problem
in sales analysis reports. Refer 25. in
what's where for details. |
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| P22. |
Sales & Stock
statement does not match with last month's
report. What are possible reasons ? |
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| S22. |
You may have done some modification
in last month's data after taking out
this report. e.g. you have entered some
purchase in last month's date or canceled
some sales invoice or received sales return
in last month's date.
You may have changed date of some sales
or purchase bill through modification.
In this case date is not corrected in
item details. If you have an idea of such
invoices, you can modify and save them
again. It will correct the problem. Otherwise
you will have to run balance validation
and answer Y for check date in stock detail
question. |
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| P23. |
What is meaning
of stockist, group, master group and schedule
? |
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| S23. |
Stockist means customer. Customer can
be consumer, retailer, stockist or institution
like nursing homes, doctors etc.
Group means item group which is further
classified under master group. In stockist
firm, generally master group is name of
company and group is also same or category
I and category II for that company.
Schedule means account group under which
customers, suppliers and other accounts
are classified. Generally reports in this
system asks for customer schedule or schedules
classified under this schedule. To classify
customers in different groups, you may
create various schedules (a/c groups)
through schedules option in Accounts-master
data sub-menu and specify Customers as
master schedule. This customer schedule
no. is specified in system constants in
System sub-menu. |
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| P24. |
I am unable to
find out some report. Where should I search
it ? |
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| S24. |
Please refer What's where chapter in
this manual. If there are more than one
option given for a report, these are variations
of that report. You can use any of these
or take one print-out of all these reports
and then mark which one do you want to
use regularly. Be careful that none of
them is useless, but each one of them
serves a specific purpose. Your suggestions
are welcome to reduce these options or
improve any of these report. |
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| P25. |
It asks some
questions after selection of any report
in menu. How should I answer them ? |
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| S25. |
Generally these questions define the
scope and/or shape of the report. You
may answer all of them or leave blank
if it permits to do so. In case of leaving
blank, generally it selects all values
for that column. Dates are generally initialized
with last report dates or starting date
of the year & current date. |
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| P26. |
How can I make
use of stock query ? |
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| S26. |
Even though there is no option to print
stock query as it is generally not used.
One important use of stock query is to
see all items of a certain nature at one
time. Suppose you want to see all hold
items for a particular company, give D
in first column Sr. (Transaction Series)
and specify first & last item code
in item code columns. All the items can
be seen on the screen at the same time.
If you want to release any of these items,
press Enter, Hold & Release screen
would appear and now you are free to release
already held items or hold new items. |
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| P27. |
How can I take
print-out of product query ? |
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| S27. |
Product Query is one of most useful
feature of this package. Through it you
can check all the details for a particular
product, or a particular batch and make
required corrections also without leaving
this screen. To take printout, select
print option. Its summary option gives
batch wise totals whereas details give
all transactions with party names. It
is a very useful report for Drug Inspector
also. |
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| P28. |
Some reports
are not properly displayed on screen.
Why ? |
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| S28. |
These reports are designed only for
printer. These reports contain 132 or
more than 132 columns in a single row
whereas screen provides for only 80 columns
in a row. You should take print out of
these reports. Generally some replacement
is also available of such reports under
some other option to serve the same purpose
up to a limited extent. |
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| P29. |
Printing order
is not OK for products in some reports.
Why ? |
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| S29. |
There are three different orders used
for printing of products i.e. product
name, product code and company name+first
alphabet or print order of product. If
the order is not proper, check print order
in product information. It can be corrected
through balance validation also by answering
yes to Validate Item Balances question. |
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| P30. |
No. of copies
are required for some reports which do
take a lot of time. How to save this time
? |
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| S30. |
To take no. of copies, you can take
the print-out in file through Store in
File option and print it later on through
facilities sub-menu in Accounts. By giving
appropriate names, you can save it also
for later use. e.g. For Sales & Stock
statement of January 95, you can specify
filename as SSXX0195 where SS is Sales
& Stock Statement, XX is company code,
0195 is period of the report. These reports
can be generated in idle time and can
be printed whenever you need it. |
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