AutoCount Accounting User Manual (Reduse) PDF

USER MANUAL
Copyright 2006 BCE Software Sdn Bhd. All rights reserved.

Information in this document is subject to changes without notice. The
companies, names and data used in 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 from BCE Software
Sdn Bhd.
The word AutoCount and AutoCounts products are registered

trademarks of BCE Software Sdn Bhd.
The following copyright notice applies to the software that accompanies

this documentation:
AutoCount 2006
Copyright 2006 BCE Software Sdn. Bhd. All rights reserved.
BCE Software Sdn. Bhd. (533186-A)

16A, Jalan Rengas, Taman Selatan, 41200 Klang,
Selangor Darul Ehsan, Malaysia.
Tel: (603) 3372 5717, Fax: (603) 3372 5719
Email: support@bce.com.my, Website: http://www.bce.com.my
INTRODUCTION
NOTATIONAL CONVENTIONS
This section shows the typographical conventions used in this manual.
Keys
When there is a need to refer to the actual keys on the keyboard, the name of the key will be shown in
small capitals. If the key is not an ordinary letter, it will be shown in angle brackets as shown below:-
Key What it means

<ESC> The Escape key
<ENTER> The Enter key
<F1> The F1 function key
Text
Texts which are supposed to be enter are shown as underlined. For example, to type the letters C: , this
will be shown as C:.
For information which you have to supply yourself, for example, to change to the directory which the
program is to be installed to, it will be shown as cd\directory name. The bold italics indicate that you
must use your own directory name. If the program is to be installed in the XYZ directory, type in cd\xyz.
Important Notes
This picture indicates that you should take special note and should always read these notes. This notation
is used for tips and notes.
Menu Options
To get into a particular function in the AutoCount system, the menu names will be shown for selection,
which starts from one of the main menus which appear at the top left hand side of the screen. Each option
is separated by | and bold. For example, to view accounts on screen, select View | Account Inquiry.
Caution
This picture refers to special warning whenever a specific instruction or a guide that was explains in the
user manual.
HOW TO USE THE BOOK
CHAPTER 1 BEFORE YOU START
This chapter explains the installation
CHAPTER 2 WORKING IN AUTOCOUNT
This section explains AutoCounts working environment such as screen layout and
menu bar.
CHAPTER 3 SETUP ACCOUNT BOOK
Guidelines on how to setup a new account book in AutoCount.
CHAPTER 4 MAINTENANCE SETUP AND OPENING BALANCE.
Guidelines on how to setup the Charts of Accounts, Debtors (Customers) and

Creditors (Suppliers ) profile as well as how to enter the opening balances into the
account book.
CHAPTER 5 GENERAL LEDGER (G/L)
This chapter explains the functionality of all the functions and reports under
General Ledger module.
CHAPTER 6 ACCOUNTS RECEIVABLE (A/R)
Accounts Receivable module.
CHAPTER 7 ACCOUNTS PAYABLE (A/P)
Accounts Payable module.
CHAPTER 8 INQUIRY
This chapter explains the function under Inquiry module.
CHAPTER 9 STOCK
This chapter explains the function under Stock module.
CHAPTER 10 SALES
This chapter explains the function under Sales module.
CHAPTER 11 PURCHASE
This chapter explains the function under Purchase module.
CHAPTER 12 GENERAL MAINTENANCE & TOOLS
Guidelines on how to setup the functions under General Maintenance and Tools
module.
CHAPTER 13 OPTIONAL FEATURE
Guidelines on how to maintain as well as enter transaction related to optional

features in the system such as Multi-currency and Project.
TABLE OF CONTENTS
CHAPTER 1: BEFORE YOU START 1

Package Contents 1
System Installation 2
Starting The Application 10
Product Registration 10
CHAPTER 2: WORKING IN AUTOCOUNT 11

Main Screen Interface 11
Common Function In Transaction Screen 15
Common Function In Report Screen 27
Autocount 2006 Shortcut Keys 30
System Flow 32
Backup Facility 35
How To Change Account Book? 43
How To Edit Company Profile? 43
CHAPTER 3: SETUP ACCOUNT BOOK 44

How To Create New Account Book? 44
How To Setup Fisical Period? 48
CHAPTER 4: MAINTENANCE SETUP AND OPENING BALANCE 53

Charts Of Accounts 53
Account Code Maintenance 55
Debtor And Creditor Maintenance 62
Create Stock Group And Item Code 76
Setup Opening Balance 83
Chapter 6: General Ledger 93
Cash Book Entry 93
Journal Entry 97
Bank Reconciliation 99
Stock Value Maintenance 102
Reports 103
CHAPTER 7: ACCOUNTS RECEIVABLE (A/R) 104

A/R Receive Payment 107
A/R Deposit 109
A/R Refund 114
A/R & A/P Contra 116
Reports 118
CHAPTER 8: ACCOUNTS PAYABLE (A/P) 119
A/P Invoice Entry 119
A/P Payment 121
A/P Deposit 124
A/P Refund 126
Reports 128
CHAPTER 8: INQUIRY 129

Account Inquiry 129
Stock Inquiry 130
CHAPTER 9: STOCK 132

Stock Item Type Maintenance 133
Stock Adjustment 134
Stock Issue 136
Stock Receive 138
Stock Write Off 140
Stock Update Cost 141
Reports 143
CHAPTER 10: SALES 144

Common Features In Sales Transaction Screen 144
How To Enter Transaction In Sales? 156
How To Cancel A Sales Order? 159
How To Enter Cash Sales & Cash Payment? 160
Reports 161
CHAPTER 11: PURCHASE 162

How To Enter Transaction In Purchase? 162
How To Cancel A Purchase Order? 164
How To Enter Goods Return To Supplier? 165
Reports 167
CHAPTER 12: GENERAL MAINTENANCE & TOOLS 168

General Maintenance 168
Tools 183
Report Designer 184
Change An Existing Report 189
How To Save A Report Into A Template File? 190
How To Load Report? 191
Change Code 192
Clear Cache & Criteria Data 193
Open K.I.V Folder 194
Current User Settings 194
Options 195
CHAPTER 13: OPTIONAL FEATURES 210

Multi-Currency 210
Project 214
Department 217
Sales Tax 219
Goods And Service Tax (Gst) 221
APPENDIX 228
Appendix A: Account Code Format 228
Appendix B: Account Type 229
SYSTEM REQUIREMENTS
Standalone Installation
Component Minimum System Requirements (For Standalone Installation)
Operating System Windows 98, or

Windows ME, or
Windows 2000 Professional, or
Windows XP (Recommended)
Database Workstation component of Microsoft SQL Server (MDAC 2.6 or above),

MSDE (Free)
Framework Microsoft .Net Framework 1.1
Processor Minimum 600 MHz Pentium (Recommended Pentium 4)
Memory 256 MB (Recommended 512 MB)
Monitor SVGA with 65536 or more colors minimum 800x600 resolution

Recommended 1024 x 768 resolutions with 24-bit colors
CD-ROM Drive Required
USB Drive or CD- Required for Backup

Writer
Other Microsoft Excel XP/2003, Open Office 2.0 (Optional)
Free Disk Space 1 GBytes
Printer A Windows compatible printer
Pointing Device A mouse, supported by Windows

Network Installation
Component Minimum System Requirements (For Client/Server Installation)
Client Workstation Server
Operating System Windows 98, or Windows 2000 Professional or Windows

Windows ME, or XP (Running MSDE)
Windows 2000 Professional, or Windows 2000 Server, or
Windows XP (Recommended) Windows 2000 Advanced Server or
Windows 2003 Server (Running SQL
Server 2000 or MSDE)
Database Workstation component of Microsoft SQL Server 2000 or MSDE (Free)

Microsoft SQL Server (MDAC 2.6 or
above)
Framework Microsoft .Net Framework 1.1
Processor Minimum 600 MHz Pentium Pentium 3 1.0 Ghz or above

(Recommended Pentium 4) (Recommended Pentium 4 2.0 Ghz)
Memory 256 MB (Recommended 512 MB) For a 5-user system: 512 MB

(Recommended 1GB)
(More memory will run faster)
Monitor SVGA with 65536 or more colors SVGA with 256 or more colors minimum
minimum 800x600 resolution 800x600 resolution
(Recommended 1024x768 resolutions
with 24-bit colors)
CD-ROM Drive Required for Installation Required for Installation
USB Drive or CD- Required for Backup Required for Backup

Writer
Local Area Network Minimum 10 Mbps Minimum 10 Mbps

(Recommended 100 Mbps) (Recommended 100 Mbps)
Component Minimum System Requirements (For Client/Server Installation)
Client Workstation Server
Internet Minimum 256 Kbps Minimum 256 Kbps

(Recommended 1 Mbps) (Recommended 1 Mbps)
Other Microsoft Excel XP/2003, Open

Office 2.0 (Optional)
Free Disk Space 300 MBytes 1 GBytes
Printer A Windows compatible printer
Pointing Device A mouse, supported by Windows
DATABASE ENGINE
Microsoft SQL Server Desktop Engine (MSDE) or Microsoft SQL 2000 Server
CHAPTER 1: BEFORE YOU START
PACKAGE CONTENTS
The package contains the following items:

Software in CD-ROM
User Manual
License Agreement
If any of these items are missing or damaged, please request from the dealer or distributor immediately.
1
SYSTEM INSTALLATION
Once you have put the installation cd into your CD or DVD ROM, the system will
automatically display a setup screen.
STANDALONE INSTALLATION
1. This standalone installation is to install AutoCount 2006 in a standalone personal computer

(PC). By default the system will set the installation as Standalone Installation.
2
2. Click on NEXT button to proceed on to the next step of installation. The system will
display the End User License Agreement (EULA). Click on the option: I accept the
terms of the End User License Agreement once you have completed reading the EULA
agreement. Click on NEXT button to proceed on.
Please read this end user license agreement ("EULA") carefully

before downloading or using this software. By clicking on option "i
accept the terms of the end user license agreement", opening the
package, downloading the product, or using the equipment that
contains this product, you are consenting to be bound by this
agreement. if you do not agree to all of the terms of this agreement,
do not tick the option "I accept the terms of the end user license
agreement" and the installation process will not continue. in
addition: (1) if you are otherwise attempting to download the
product and you do not agree with the terms of this agreement, do
not complete the download; or, (2) if your software was included in
equipment which you purchased and you do not agree with the
terms of this agreement, do not use the software
3
3. The system will display the Installation Wizard setup screen. Click on NEXT button to
proceed on.
4. The system will display the License Agreement screen. Click on the option: I accept the
license agreement to proceed on. Click on NEXT button to proceed on.
4
5. The system will display the User Information screen. Enter the company name under the
Organization field. Click on NEXT button to proceed on.
6. The system will display the Destination Folder screen. Click on NEXT button to proceed
on.
5
7. The system will display the Ready to install the Application screen. Click on NEXT button
to proceed on with the installation process.
8. The system will display the Updating System screen during the installation process.
6
9. Once the installation process is completed, click on FINISH button.
NETWORK INSTALLATION
1. The system will display the setup up screen as shown below. Select the option: Network
Installation.
7
Installation process for network is divided into 2 steps:-
I. Server Installation.
For server installation click on the option: Server Installation under the section for
Network Installation. The system will guide you step by step to install the Microsoft
SQL Server Desktop Engine.
Select the MSDE Installation Type and click on NEXT button to proceed on. Once the
installation process is complete, the system will restart the PC. Click on OK button for
the system to restart.
II. Client Installation.

The installation step for Client Installation is the same as standalone installation. Refer
to the step by step installation guide for STANDALONE INSTALLATION.
8
If there is any component use to run AutoCount 2006 which was not
install, the system will indicate in the setup screen and will install
the required component. Example are shown as below:-
For those list of component stated in the left hand side of the screen,
once the installation process screen is completed, you MUST run the
SETUP.EXE to enable the system to detect if there is any more
component use by AutoCount 2006 which was not install.
9
STARTING THE APPLICATION
Once the installation is completed, to run the application, double click on the AutoCount 2006 short cut
icon at the desktop.
PRODUCT REGISTRATION
The product id is stated behind the CD cover and the license agreement.
10
CHAPTER 2: WORKING IN AUTOCOUNT
This chapter introduces you to the AutoCount Interface.
MAIN SCREEN INTERFACE

Below is a typical AutoCount 2006 screen:
Click on
CUSTOMER
to display the
main page for
customer. This
section
This section is allows a
the function list of
under report
CUSTOMER to be
page. printed
out.
Click on the icon for Quotation , to create a new

Quotation.
Click on the word Quotation to call up the Quotation

screen.
11
The system also allows you to sort the sequence as well as choose only specific function to be display on
the main screen. For example, under Customer main page, you can display icons which are commonly
used.
Right click at the

Customer page and
select Organize
Icons.
The system will

display the Organize
Icons screen.
By default, system will
display all the function
related to Customer.
Untick the box besides
the function.
Use the arrow up and
arrow down button
at the right hand side
of the screen to sort the
display sequence for
Starting from top to bottom order:- the icons.
Company Name The name of the company which you are currently working on
display at the top left hand side of the window.
Menu Bar The menu bar gives you a complete access to all of AutoCount
functions.
Main Page The main page consist of the following:-

Home
Customer
Supplier
Stock
Banking & G/L Info.
My Favorite
12
MENU BAR
Each of the main menu option performs a specific type of function.
File This menu allows you to manage your account book such as Create, Attach, Detach, Edit or Delete an
account book.
GL This menu represent the General Ledger module. Here you can create your charts of accounts in the
Account Maintenance, enter the opening balance of the account, enter closing stock figure for end of each
financial period, process cash book, journals as well as reconcile your bank account and preview or print
relevant reports related to General Ledger.
AR This menu represent the Accounts Receivable module. It allows you to maintain the debtors
(customers) profile as well as enter, edit or delete the transactions such as customers invoices, debit note,
credit note, receive payments, customer deposit, contra and preview or print relevant reports related to
Accounts Receivable.
AP This menu represent the Accounts Payable module. It allows you to maintain the creditors
(suppliers) profile as well as enter, edit or delete the transaction such as suppliers invoices, debit note,
credit note and bills payable as well as preview or print relevant reports related to Accounts Payable.
Inquiry This Inquiry menu lets you perform enquiries which are view on screen. It also allows you to
perform drill-down enquiries.
Stock In the Stock menu you can maintain your inventory items as well as perform processes related to
stock such as stock adjustment as well as preview or print relevant reports related to Stock.
Sales In the Sales menu you can maintain, control as well as print out business document such as
Quotation, Sales Order, Delivery Orders, Invoices, Cash Sales, Credit Notes, Debit Notes, Cancel Sales
Order and Delivery Return as well as preview or print relevant reports related to Sales.
Purchase The Purchase menu allows you to maintain, control as well as print out business document to
your supplier such as Purchase Request, Purchase Order. It also allows you to update your stock quantity
into the system through Goods Received and enter the supplier invoice as well as preview and print
reports related to Purchases.
13
General Maintenance In the General Maintenance menu allows you to setup all the required setting such
as user maintenance (access rights for each user) and currency maintenance before transaction is being
entered into the account book.
Tools Under Tools you can perform task such as backup and restore as well as setup the account book
setting such as financial year.
Windows Under Windows you can switch in between screen or view the list of screen which was
currently still being open.
14
COMMON FUNCTION IN TRANSACTION SCREEN
These are the common task function in the transaction screen.
Function name, e.g. Cash Book

Online help icon for guide
Hints on what you can perform in

the selected function.
Click on the wording to perform a
specific task e.g Create a new Cash
Transaction to create either receive
or payment transaction.
This button allows to edit,

view, preview (per
transaction record), print
and delete as selected under
list section.
The List section shows the
list of transactions.
Tick on Show this grid at
startup to show the list
section.
This section shows the

number of transaction This section allows you to drag and drop the column header at the List
record(s). section to perform grouping.
These buttons
First, Previous page,

Previous, Next, Next Page
and Last, allows you to view
the list of records at the list
section.
15
Right click on any of the column header at the List section
and the system allows the following task to be performed
such as Export out the list of information shown in List
section to Excel, words, Text or Xml format.
Column Chooser allows you to drag other available fields

onto the List section.
Print Grid allows you to send output of the List section for
printout to the printer. The output will follow the format
display as shown in List section.
16
Using Sales | Invoice Entry screen as an example.
The system will show a navigation button at the bottom left hand side of the transaction screen to
allow you to view other transaction records in view mode. For example, in Invoice Entry screen
view mode, you can view other Invoice (s) details by selecting the navigation button for previous
or next.
This section shows the

number of transaction
record(s).
These buttons
First, Previous, Next and

Last, allows you to view the
list of records at the list
section.
17
Using Cash Book Entry | Payment Voucher screen as an example.
Pay To : Allows you to enter description.
Currency Code : Select the currency code.
Voucher No. : To enter your own numbering, highlight the

<<New>> and enter the number.
Otherwise, for the system to auto generate the
numbering, do not overwrite the default setting
<<New>>.
Date : Enter the date of the transaction.
The + icon is to add record.
The icon is to delete record.
This icon is undo or revert back to previous

information entered at the selected field in the
screen.
18
This icon allows you to insert record in between
2 existing records entered at detail section.
The arrow up button allows you to shift the

and
selected sequence display of the records entered
at the details section.
This icons allows you to select all the list of

records entered in the detail section of the
transaction screen. E.g delete a range of records
in the detail section.
This button allows you to change to range select

specific field in the detail section and do a global
change on the information entered.
External Link Allows you to cross reference link with

additional information which is kept outside the
system such as in excel format at a specific
folder which is store at a common folder in the
server (for network) or PC.
Note To enter additional notes.
19
At the top left hand side for the screen, Copy Voucher, these are the following function available:-
Copy from Other Cash This function allows you to copy the information
Book from an existing cash book transaction into a
newly create transaction record.
Example, Create a new Payment Voucher and
select Copy from Other Cash Book. Enter a
keyword in Keyword field to list the transaction.
Select the record you would like to copy in the
Search Result grid and click OK button.
Copy to New Cash Book This allows you to duplicate an existing cash
book transaction.
Copy to New Payment This feature allows you to copy, e.g. existing
Voucher receipt voucher information over as a payment
voucher.
Copy to New Receipt This feature allows you to copy, e.g., existing
Voucher payment voucher information over as a receipt
voucher.
20
At the top left hand side for the screen, Edit, these are the following function available:-
Copy whole document Allow you to select an existing document in the

to Clipboard List section in a particular transaction and copy
the whole documents information and paste it
to another new transaction. Examples, in Cash
Book screen, select and view an existing
payment voucher and select this function to
copy the whole documents information. Then
create another new payment voucher and paste
the information onto this new payment voucher
by selecting Edit | Paste Whole Document
From Clipboard.
Copy selected details to Allow you to select an existing document in the

Clipboard List section in a particular transaction and copy
the whole documents information and paste it
to another new transaction. Examples, in Cash
Book screen, select and view an existing
payment voucher and select this function to
copy only the details information to paste into
another new transaction.
Examples, in Cash Book screen, select and view
an existing payment voucher and select this
function to copy the details of the documents
information. Then create another new payment
voucher and paste the information onto this new
payment voucher by selecting Edit | Paste Item
Details Only From Clipboard.
Edit MRU This feature allows you to delete previous

historical description which is enter under PAY
TO .
21
To view a specific list of transaction record. Using Cash Book as an example, click on View a Cash
Transaction. The system will display the View Cash Book screen. Enter for example EXCELLENT
TRADING under KEYWORD field for the system to show the list of record for Excellent Trading.
Click on ADVANCE SEARCH button to have more specific filtering requirements.
22
Using Invoice as an example.
This icon allows you to find the list of item code

in the Find Stock Item screen.
The system allows you

to perform Advance
Search in the Find
Stock Item screen.
In the Find Stock Item

Search Result section,
the system allows you
to select the list of
records being display
to be insert into the
transaction screen.
23
This icon allows you to align contains in the
description under Description field towards left
hand side.
This icon allows you to align contains in the

description under the Description field towards
right hand side.
Show Instant Info This button allows to view the following

information in the transaction screen such as:-
Stock Balance
Aging (of the debtor for Sales / creditor for
Purchases side)
Price History
Stock Item Info.
Stock Level
Available Stock
Consignment (Optional: For those who has

purchase Consignment module)
Stock Level by UOM (Optional: For those

who has purchase Multi-UOM module)
24
Show
Instant
Info
Click on
Show
Footer
to close
this
section.
The system allows transaction entered in the system to be saved in a temporary folder. For
illustration purpose, Stock Adjustment is used. Select Edit | Save in K.I.V. Folder to save in
temporary folder. To retrieve back this transaction, select Tools | Open K.I.V Folder.
25
The system also has an Auto-Save feature. Once a transaction is entered and is left for 10 seconds on the
screen, the system will perform an auto save and keep it under K.I.V folder. Select Tools | Open K.I.V
Folder to retrieve the transaction. The system allows you to set the number of seconds to perform the
auto-save process under Tools | Current Users Setting under Auto-Save Document section.
The system will prompt a message indicating that there is There are some
K.I.V documents, do you want to open the K.I.V folder? Select YES
button to open the folder. Otherwise, select NO to close this message.
26
COMMON FUNCTION IN REPORT SCREEN
These are some of the common task in the report screen.
Using Sales | Sales Analysis By Document as an example.
Basic Filter This section provides a list of standard fields to set

the filter condition such as Date Range.
The system allows you to perform :-
Filter by Range
Filter by Multi-Select
27
Report Options This section provides you additional report
option such as Show Criteria In Report that
allows you to view the filtering condition which
has been selected for the system to display the
report and will be printed out at the last page of
the report. By default this option is tick.
Untick this option, if you do not want this
section to be printout.
Other Options Additional level of report grouping such as 2

level of group.
More Options This function will open up an additional field

available for filtering the report result in the
report menu.
Select Report | Switch to Advanced View for a full Advance level of report menu
28
To switch back to basic report menu, select Report | Switch to Basic View
Using Sales | Sales Order printing function for illustration. The system allows you to select different type
of reports under Print Sales Order Listing.
29
AUTOCOUNT 2006 SHORTCUT KEYS
1. Entry Form Shortcut Keys
Form-Level Shortcut Keys

Key Action
Insert Add a new detail row.
F3 Save the edit.
F6 Toggle between first edit control of the form and first control in the tab page.
F9 Call out Item Search dialog.
F11 Focus Bar Code Edit if bar code is enabled.
F12 Call out Range Set dialog.
Escape Cancel the edit.
Ctrl+N Toggle between Show Footer and Show Instant Info.
Ctrl+Shift+X Jump to the tab page whose first character is X.
Grid Control Shortcut Keys

Key Action
Ctrl+Insert Insert a new detail row before current focused row.
Ctrl+Delete Delete selected rows in the grid.
Ctrl+F Call out the Further Description dialog for current focused row.
Ctrl+Z Undo the detail.
Ctrl+O Call out the Row Style dialog for current focused row.
Ctrl+T Call out the Group Total dialog.
Ctrl+D Call out the Discount dialog.
Ctrl+Alt+A Select All rows in grid detail.
Alt-Shift+Up Move the selected rows up one line.
Alt+Shift+Down Move the selected rows down one line.
Alt+Shift+Left Indent to the Left.
Alt+Shift+Right Indent to the Right.
External Link Control Shortcut Keys

Key Action
Alt-Insert Insert a new external link.
Alt+Delete Delete the selected external link.
30
2. Item Search Shortcut Keys
Form-Level Shortcut Keys

Key Action
F9 Focus Keyword edit.
Keyword Shortcut Keys

Key Action
Enter Start the search.
Grid Control Shortcut Keys

Key Action
Space Toggle the selection of the focused row.
Enter If no row is selected, then accept current focused row, otherwise, accept the
selected rows.
31
SYSTEM FLOW
GENERAL OVERVIEW
GENERAL
LEDGER
Update Purchases information

Update Sales information
ACCOUNTS ACCOUNTS
RECEIVABLE Stock value is PAYABLE
(AR) update (AP)
manually for
every end
period to Stock
Value
SALES STOCK PURCHASE
Reduce inventory item quantity once Increase inventory item quantity once
goods is sold goods is purchase
32
SALES FLOW
New Quotation
New Sales Order Receive Deposit

Cancel Sales Order
Delivery Return New Delivery Order
Cash Sales
Credit Note
New Invoice Receive Payment
PURCHASE FLOW
Request for Quotation
Cancel Purchase New Purchase Order Pay Deposit

Order
Goods Return New Goods Receive
Cash Purchase
New Purchase Return
New Purchase Invoice Pay Bill
33
BANKING FLOW
Receive Deposit
Pay Deposit
Receive Payment Bank Reconciliation Pay Bill
New Cash Receive New Cash Payment
34
BACKUP FACILITY
Like most of the computer systems, Backup & Restore facility is crucial to a computer system as
it will help users to keep another copy of their data in a safe place.
It is advisable to backup the account book with at least 5 or 6 diskette once all transaction
entries are entered into the account book. In each set of diskettes, user can label it as follow:
Disk Set 1 Monday
Disk Set 2 - Tuesday
Disk Set 3 Wednesday
Disk Set 4 Thursday
Disk Set 5 Friday
Disk Set 6 Saturday ( optional- for those working on Saturday)
It is also a good practice to make a permanent monthly backup and yearly backup disk for each
month and year.
HOW TO BACKUP IN AUTOCOUNT 2006?
I) Running Backup function in the SQL SERVER PC
1. Select Tools | Backup.
35
2. The system will display the Backup screen.
In the Backup Filename field, the system will indicate a default backup file name which is
Company name followed by date time of the file was backup. E.g AUTOCOUNT SAMPLE
DATA backup at 2006-06-05 10-42-38 . The system allows you to overwrite the default name and
indicate your own backup filename.
Click on Browse button to indicate to the system the path and folder which you would like the
system to backup to. By default the system will set to C:\ .
The system allows you to attach a password together with the backup file for extra security.
You must remember the password attached with the backup as the system
will need you to enter the password once you restore the backup file.
Click on Backup To button to backup the file. If there is no password attached with the backup
file, the system will check and prompt a message You have enter a BLANK password. Are you
sure you want to continue? . Click YES to proceed on.
If you would like to go back to the main backup screen to enter the password, select NO.
36
3. Once the backup process the system will prompt a message Backup completed successfully. Click
on OK button exit from the dialog screen. Click on Close button to exit from Backup screen.
The backup filename extension is *.A06
II) Running Backup function in the Client PC
Client PC means a PC running AutoCount 2006, but the SQL Server is

not running in this PC.
A common folder MUST be created in the server and shared out from the
server side to enable the clients PC to access the folder in order for the
client side to perform backup.
1. Select Tools | Backup.
37
2. In the Backup screen, click on OPTIONS button at the right bottom of the screen.
3. The system will prompt the Backup Option screen to set the relevant backup folder which has
been created at the server side for Server Backup Directory as well as the client backup access
path at Client Access Server Network Folder Path.
E.g:-
The following folder has been created at the server called share\A2006Backup and this folder
has been shared out as full read and writes access right.
At Server Backup Directory enter the backup folder path in the following format: path\ backup
folder name. E.g, C:\share\A2006Backup
Click on Validate Path to make sure the path entered is valid. Once the path is validate and
found correct, the system will prompt a message The Server Backup Directory you specify is
correct
At Client Access Server Network Folder Path enter the backup folder for client side in the
following format: \\server name\backup folder name. E.g, \\Crystal2\share\A2006Backup
Click on Validate Path to make sure the path entered is valid. Once the path is validate and
found correct, the system will prompt a message The client path you input is correct
Click on OK button to save the setting.
38
4. The system will proceed back to the Backup screen.
In the Backup Filename field, the system will indicate a default backup file name which is
Company name followed by date time of the file was backup. E.g AutoCount 2006 Sample [2006]
backup at 2005-10-06 11.30.31. The system allows you to overwrite the default name and indicate
your own backup filename.
Click on Browse button to indicate to the system the path and folder which you would like the
system to backup to. By default the system will set to C:\ .
The system allows you to attach a password together with the backup file for extra security.
You MUST remember the password attached with the backup as the system
will need you to enter the password once you restore the backup file. This
applies ONLY if you have attached a password during backup.
Click on Backup To button to backup the file. If there is no password attached with the backup
file, the system will check and prompt a message You have enter a BLANK password. Are you sure
you want to continue? Click YES to proceed on.
If you would like to go back to the main backup screen to enter the password, select NO.
39
5. Once the backup process the system will prompt a message Backup completed successfully. Click
on OK button exit from the dialog screen. Click on Close button to exit from Backup screen.
The backup file name extension is *.A06
40
HOW TO RESTORE IN AUTOCOUNT 2006?
1. Select Tools | Restore.
2. The system will display the Restore screen as shown below:-
Click on the Browse button at the Restore from field to indicate the location of the backup file. E.g,
C:\AUTOCOUNT 2006 SAMPLE DATA [2006] backup at 2005-10-06 11-32-31_Zip.A06
41
At the New Account Book Setting section:-
In the Basic Information section:-

In the Database Name, the system will default a name AED_ . It is advisable to start the name
of restored database with AED_.... to differentiate database belonging to AutoCount 2006.
E.g, database name can be indicated as AED_A2006
In the Database Folder, the default database folder is set to C:\AutoCount 2006 Data
Click on Validate Path to make sure the path is correct.
In the Backup File Password, if the backup file was attached with password, enter the password.
Otherwise leave it blank.
In the Database Server Location section:-

There is 2 option of setting:-
By default, the system will tick the option: Restore the data in this PC.
Note: This option is useful for standalone user and must have MSDE installed in the PC for the
restore function to work.
To restore at an existing SQL Server, select option: Restore the data in any PC.
At the Server Name, click on Get Available Servers button and select the SQL server name.
At the SA Password, enter the password that is set for Administrators password for SQL server.
At Server Backup Directory enter the restored folder path in the following format: path\
restored folder name. E.g, C:\share\A2006Backup
Click on Validate Path to make sure the path entered is valid.
At Client Access Server Network Folder Path enter the restore folder for client side in the
following format: \\server name\restored folder name. E.g, \\Crystal2\share\A2006Backup
Click on Validate Path to make sure the path entered is valid.
3. Click on Restore button to proceed on with the restoration process.
42
HOW TO CHANGE ACCOUNT BOOK?
If you have more than one account book, you will have to go to File | Exit and Logout to exit from the
system. Double click at the AutoCount 2006 icon and reselect another account book.
HOW TO EDIT COMPANY PROFILE?

These section guides you how to edit the companys particulars in the Account Book such as address,
telephone or fax information.
1. Select General Maintenance | Company Profile.
2. The system will display the Company Profile screen. Click on OK button to save the changes .
Click on CANCEL button to exit.
43
CHAPTER 3: SETUP ACCOUNT BOOK
This chapter will guide you step by step on how to create a new account book.
HOW TO CREATE NEW ACCOUNT BOOK?
1. Select File | Manage Account Book and select CREATE ACCOUNT BOOK button.
Step 1 Step 2
Step 3 Step 4
44
Step 1: Create Account Book Wizard
Basic Information New Company Name Enter the company

name for the newly create database.
Database Name By default the system will

assign a initial name AED_ and add the first
word that is entered in the new company name
field. You can overwrite and change the default
name.
Database Folder The default database folder

assign by system is C:\AutoCount 2006 Data
Database Server Create a default account book in this PC This

Location option is for standalone. By default this option is
tick.
Create a new account book in any PC Select

this option if you would like the account book to
be stored at the server.
Click on Get Available Server button to select
the server.
By default, Use Default Password is tick. Thus,
to enter your own system administrator
password to into SQL Server, Untick this option
and enter the password at the SA Password
field.
Test Connection This button allows you to test whether there is

any connection problem to the SQL server.
45
Start Date This section allows you to set the following:-

Fiscal Year Start Date:
Actual Data Start Date:
Local Currency Setting This section allows you to set the local currency
of the account book:-
Country: Indicate the country name, e.g.,
Malaysia.
Local Currency Code: Indicate the local currency

code, e.g., RM to represent Ringgit Malaysia.
Symbol: Indicate the local currency symbol

which is to be display in the report, e.g., MYR.
Local Currency Word: Indicate the currency

description, e.g., RINGGIT MALAYSIA.
Goods & Service Tax (Optional)

(GST) This section allows you to set the sales tax or
GST setting, if applicable.
Accounting Package Accounting package contains General Ledger

(G/L), Accounts Receivable (A/R) and Accounts
Payable (A/P) modules.
Stock Control Package Stock Control package contains Sales, Purchase

and Stock Control modules.
Invoicing Package Invoicing package contains ONLY Sales module.
46
Account Code Format Indicate the account code format.
Sample Charts of The system comes with a default sample carts of

Accounts accounts for Trading or Manufacturing.
For illustration purpose, select Trading.
Untick the option: Create sample Charts of

Accounts, to create a blank account book.
The system will prompt the message The account book is created successfully once the account book
creation process is completed. Click OK button to close the screen.
To access the newly

created account book, exit
from the program and
reselect the AutoCount
2006 (double click on the
icon). The system will
prompt a login screen.
47
HOW TO SETUP FISICAL PERIOD?
The Fiscal Year in the account book must be set BEFORE you can proceed
on with any transaction entry.
1. Go to Tools | Options and select General under the Category Column.
48
2. Click on Manage Fiscal Year at the bottom of the page. The system will display the Manage
Fiscal Year screen.
Fiscal Year Name : This field indicated the fiscal years name. E.g,
if the account book is created in the year of
2005, the system will default the name as
Fiscal Year 2005.
Start Date : This field indicated the first day of the start
date in the beginning of the fiscal year.
E.g., the start date of fiscal year for 2005 is
01/01/2005.
End Date : This field indicated the last day of the end
date at the end of the fiscal year.
E.g., the end date of fiscal year for 2005 is
31/12/2005.
Active : This field indicates the current active financial

year.
New Previous Fiscal Year

This function allows you to create previous years financial year.
Example: If the current fiscal year is year 2005, the system allows you to create previous year e.g,
Fiscal Year 2004 to maintain 2004s Balance Sheet and Profit and Loss figure. By doing so, the
system will be able to provide a comparison figure in the financial report.
49
New Next Fiscal Year
This function allows you to create the next new financial year.
Edit Fiscal Year

This function allows you to edit the start date or the end date of the selected fiscal year.
Scenario A:
If there is only one fiscal year and no transaction has been entered into the account book.
E.g., Fiscal Year 2005 (Start Date: 01/01/2005 and End Date: 31/12/2005), the system allows
you to change both the Start Date and the End Date
Scenario B:
There is previous fiscal year and current fiscal year being maintained in the Manage
Fiscal Year.
E.g., Previous fiscal year is Fiscal Year 2004 (Start Date: 01/01/2004 and End Date: 31/12/2004)
and current fiscal year is Fiscal Year 2005 (Start Date: 01/01/2005 and End Date: 31/12/2005).
For previous fiscal year, the system only allows you to edit the Start Date as shown below:-
50
Edit Fiscal Year
This function allows the fiscal years record maintain in the Manage Fiscal Year screen to be
deleted.
Manage Period Lock

This function allows the period for a specific fiscal year to be lock.
For example, in Fiscal Year 2005, the current month is August and you would like to lock the period from
January till July to avoid any existing transaction from being amended or deleted.
Lock Opening Balance

This option allows you to lock the Opening Balance from being amended. Tick on this option to
lock it.
If this option is Untick, the system allows the following options to be performed:-
Can Direct Edit Debtor/Creditor Opening Balance
Reset Debtor / Creditor Opening Balance to Zero
Update Debtor / Creditor Opening Balance from Past A/R and A/P Transactions
51
Actual Data Start Date
This field is to indicate the actual start date transaction is entered into the account book.
Example:-
Fiscal Year 2005, the start date is 01/01/2005 and the end date is 31/12/2005.
The user would like to enter the current transaction starting from August 2005 onwards. Therefore the
actual data start date is to be set to 01/08/2005.
IMPORTANT NOTE:
How the system recognize at which point is the beginning of the years opening balance, year to
date balance and current transaction based on the fiscal year setting and the actual data start date
setting?
Example:
Fiscal Year is 2005

Start business date for fiscal year 2005 is 01/01/2005
End business date for fiscal year 2005 is 31/12/2005
Year to Date will be from January 2005 till July 2005. This means each of the individual months will
have its own account balance figure.
Actual Data Start Date is 01/08/2005.
Start Date: Actual Data End Date:

01.01.2005 Start Date: 31.12.2005
01.08.2005
2005
Opening
Balance Year to Date balance is from
January 2005 till July 2005.
52
CHAPTER 4: MAINTENANCE SETUP AND OPENING
BALANCE
CHARTS OF ACCOUNTS
Large amounts of data are gathered in business transactions. Therefore, in accounting, a filing system
consisting of accounts come into place where you can classify the business transaction into different
category of transactions. The accounts become the storage units for accounting data, which are used to
accumulate amounts from transactions.
When you keep the account books for a business or organization, you would want to keep track of where
the incomes (revenue) comes from, where you put it, what are your expenses for, and what you use to pay
them. All this can be track through a list of accounts called the Charts of Accounts.
AutoCount lays the accounts out in the Account Maintenance. The charts of accounts will be divided into 2
sections:-
Balance Sheet accounts

These accounts track the following:-
What you have (Assets)
What people owe you (Accounts Receivable)
What your company owes to other people (Accounts Payable and other liabilities)
The net worth of your company (Equity)
Below are some explanations of the various types of balance sheet accounts with:-
Balance Sheet Account Type Information

Capital Capital is an investment of money (funds) with the intention of earning
a return.
Retained Earnings Net profit from earlier periods of the business that were carried
forward into the current financial year.
Fixed Asset Depreciable assets owns by a business which is not liquid. Property
owned for use in the business.
E.g., Land, buildings, office equipment.
53
Balance Sheet Account Type Information
Current Asset Takes one of the following forms:-
Items owned by the business with the intention of turning them
into cash in a short term (usually within one year).
Cash, including money in the bank, owned by the business.
These assets are current in the sense that they are continually flowing
through the business; they are always realizable in the near future.
Current Liabilities These are debts of the business that must be paid within a fairly short
period of time; i.e. they are liabilities that will be liquidated in the near
future.
E.g., Loans repayable within one year, bank overdraft, Trade accounts
payable, bills of exchange (payable by business), taxation payable and
accrued charges.
Long Term Liabilities Liabilities such as loans or mortgages scheduled to be paid over periods
longer than one year.
Income and Expense accounts

The income and expense accounts tracks the source of your income (revenue) and the purpose of each
expense.
Below are some explanations of the various types of income and expense accounts:-
Income & Expense Account Information

Type
Sales The increase in stockholders equity created by delivering goods or
services to customer.
E.g., Happy Merchandise Sdn Bhd uses Sales revenue account for
amount earned by selling merchandise to customers or a Law Firm
providing legal services to clients will use Service revenue.
Cost of Goods Sold This account encompasses all expenses that are direct cost of the sales
of materials for a job or inventory.
Expenses The cost of operating a business. A business needs a separate account

for each type of expense, such as Salary Expense, Rent Expense,
Advertisement Expense and Utilities Expense. Businesses strive to
minimize their expenses and thereby maximize net income
54
ACCOUNT CODE MAINTENANCE
In AutoCount, to create the account code in the charts of accounts, select the Account Maintenance from
the GL menu.
Left hand
side button Account Type
denotes all
the function
able to
perform in
Account
Maintenance
screen.
Show All Accounts By default the system will display all the accounts available in the
Charts of Account.
Untick this field if you would like to view only the account code at a
specific Account Type.
Up To Date The system will display the default current system date.
Description This column display the description of the account code
Account Code This column refers to the account code which has been created
Up-to-Date Balance This column reflects the current balance of each of the account code
based on the date specified at the Up To Date field.
Account Maintenances Functional button.

New Normal Account This function allows you to create general account such as expenses
account.
55
Fixed Assets This function allows you to create fixed assets account.
Bank, Cash, Deposit This function allows you to create the following type of accounts:-
Bank Account
Cash Account
Deposit Account
Debtor Control This function allows you to create the control account for Account
Receivable which is the debtor control account code. Example,
Trade Debtor to represent the control account for debtors.
56
Creditor Control This function allows you to create the control account for Account
Payable which is the creditor control account code. Example, Trade
Creditor to represent the control account for creditors.
Stock This function allows you to create the Balance Stock, Opening Stock
and Closing Stock account code.
Retaining Earnings This function allows you to create the retain earnings account code.
The system ONLY allows one retained earnings account to be

created.
Edit Account This function allows you to edit the existing account code
description.
Delete Account This function allows you to delete the account code.
The systems DO NOT allow you to delete the account code which
has existing transaction being tag to the account code.
57
Print Charts of Accounts This function allows you to preview or printout all the account code
which have been created in the account maintenance.
Close This function is to exit from Account Maintenance screen.
How to Create a General Account Code?
1. To create an expense account, scroll down to the Expense account type. Click on the account type
called Expense and select New Normal Account button.
58
Selected Parent Account By default, system will tag to the root of the
Expenses Account Type. ( Root ) EP.
Acc. Code : Enter the account code, 916-000.
Description : Enter the description of the account code,

CLAIMS
.
Desc 2 : Enter a 2nd description of the account code.
(Optional)
Cash Flow Category : The system allows you to specify the account
code which is created belongs to which category
under for cash flow purpose.
The system allows you to tag the accounting to 3
kinds of cash flow categories:-
O - Operating Activities
I Investing Activities
F Financing Activities
59
How to Create a Parent and Child related Account Code?
1. The sample chart of account applies the concept of Parent & Child account for Fixed Asset. Therefore,
to add another fixed asset account for branch office, for example, add in FIXED ASSET PENANG
BRANCH.
Click to select account type: FIXED ASSETS and proceed on to click on NEW NORMAL ACCOUNT
button. The system will display the Normal Accounts screen for you to create the account code. Click
on ADD(Ins) button to add a record and enter the following account code to represent the parent
account code for branch office at Penang. For example, 202-0000 FIXED ASSET PENANG
BRANCH. Click on SAVE button to save the entry.
60
2. To add in child account under the 202-0000 FIXED ASSET PENANG BRANCH, click on this
account to choose this account to indicate to the system this is the parent account. Then proceed to
click on FIXED ASSET button to create the fixed asset and accumulated fixed asset account for this
parent account.
Selected Parent Account By default, system will tag to the root of the
Fixed Asset Account Type of the parent account.
E.g, 202-0000 FIXED ASSET PENANG
BRANCH
Fixed Asset : This section is to create the fixed asset account.

Enter the account no., 202-2000.
Enter Description, :MOTOR VEHICLE
BGM9560
Accum. Deprn. : This section is to create the accumulated

depreciation account related to the fixed asset
account.
Enter the account no., 202-2050.
Enter Description, ACCUM. DEPRN. MOTOR
VEHICLE BGM9560
.
61
DEBTOR AND CREDITOR MAINTENANCE
How to Create a Debtor Account?

1. Select A/R | Debtor Maintenance.
At General Page:-
Company Name Enter the company name of the customer.
Registration No. Enter the customers company registration

number. (Optional).
Debtor Account Click on button for the system to auto

generate a debtor account.
Otherwise manually enter the debtor account.
Debtor Type Select the Debtor Type. (Optional)
Control Account Select the debtor control account.
62
At General page:-
Billing Address Enter the customers billing address.
Email Address Enter the customers email address. (Optional)
Website Enter the customers website. (Optional)
Phone Enter the customers contact number.
Fax Enter the customers fax number.
Area Select the area code which the customers

belongs to.
Attention Enter the persons name to whom all

correspondence of letters and document to.
Business Nature Enter the customers business nature such as

Trading. (Optional)
Agent Select the sales personnel who is in-charge of

this customer.
Currency Select the currency code which the transaction

will be transact with this customer. The default
local currency is represented by RM for
Ringgit Malaysia
Statement Type Select either one of the following statement:-

Open Item This format denotes that all
outstanding transaction will be display one
by one in the statement report.
Balance Brought Forward This format will
show a brought forward lump sum amount
for all the customers outstanding based on
the cut off date stated in the report.
No Statement Select this option, if no
statement is to be issued to the customer.
Aging On Select either the aging of the customers
outstanding transaction is to be due based either
Invoice Date or Due Date.
63
Credit Term Select the credit terms given to the customer.
Credit Control Allows different credit control to be set.
After save, proceed with Tick on this option, if you would the system to
new Debtor display a fresh screen once each record of
customers being created is saved to proceed on
to the next new record.
At Contact page under the Debtor Maintenance:-
Click on to add a contact record.
Name Enter the contact persons name.
Department Enter to indicate the person is under which

department in the company.
Title Enter to indicate the position of the contact

person.
Mobile Phone Enter the contact persons handphone number.
64
Direct Phone Enter the contact persons direct phone line in
the company.
Direct Fax Enter the contact persons direct fax line in the
company.
Email Enter the contact persons email address.
IM Address Enter the instant messaging address of the

contact person.
At Branch page in Debtor Maintenance:-
Branch Code Enter the branch code to represents the

companys branch office.
Branch Name Enter the companys branch name.
Address Enter the branchs address.
Attention Enter the branch persons name to whom all

Phone Enter the branchs telephone number.
Fax Enter the branchs fax number.
65
At Other page in Debtor Maintenance:-
External
Link.
Sales Tax Exemption No. Enter the sales tax exemption number.
Expired Date Enter the sales tax exemption expiration date.
Discount Percent Enter the discount which the customer is

entitled. (Optional).
Sales Tax Select the default sales tax code, if applicable.
Price Category Select the price category, if applicable.
External Link
Click on to tag an external document
related to this customers record. (Optional)
66
At Note page in Creditor Maintenance:-
Note Enter additional note.
How to Set Credit Control?
1. Click on the Credit Control button at the General page in Debtor Maintenance. The system will
display the Debtor Credit Control screen.
Credit Limit Set the credit limit.
Credit Terms Overdue

Limit
Credit Control Select either :-
All Documents To set a common credit
control for all the different document.
Individual Document To set a credit control for

each different document.
67
The system allows 3 options of settings-
All Disabled
This means there is no credit control setting.
Control by credit term

The system allows you to set further control for those who exceed credit limit and overdue
limit which is either No block (Allows the customer to exceed credit limit), Block (Do not
allow any transaction to be save once credit limit is exceeded) or Need Password
(Authorization is need to allow those who has exceed credit limit)
Suspend
Once the debtor reach the credit limit or credit terms overdue limit, any further issues of
document for this debtor can be further suspend.
How to set password for each document in the Credit Control Screen?
For different document type to have different exceed credit limit and exceed overdue credit limit setting,
select the option: Each document has its own credit control.
Different
document
type to have
different
exceed credit
limit and
exceed
overdue
credit limit
setting
68
To set the password, click on Click here to set password button.
Select the Document and system will

prompt a password setting screen for
each of the individual document.
2. Click on OK button to save.
69
How to Create Creditor Account?
1. Select A/P| Creditor Maintenance.
At General Page:-
Company Name Enter the company name of the supplier.
Registration No. Enter the suppliers company registration

number. (Optional).
Debtor Account Click on button for the system to auto

generate a debtor account.
Otherwise manually enter the creditor account.
Creditor Type Select the Creditor Type. (Optional)
Control Account Select the creditor control account.
70
At General page:-
Billing Address Enter the suppliers billing address.
Email Address Enter the suppliers email address. (Optional)
Website Enter the suppliers website. (Optional)
Phone Enter the suppliers contact number.
Fax Enter the suppliers fax number.
Area Select the area code which the supplier belongs

to.
Attention Enter the persons name to whom all

Business Nature Enter the suppliers business nature such as

Trading. (Optional)
Agent Select the purchasing personnel who is in-charge

of this supplier.
Currency Select the currency code which the transaction

will be transact with this supplier. The default
local currency is represented by RM for
Ringgit Malaysia
Statement Type Select either one of the following statement:-

Open Item This format denotes that all
outstanding transaction will be display one
by one in the statement report.
Balance Brought Forward This format will
show a brought forward lump sum amount
for all the suppliers outstanding based on
the cut off date stated in the report.
No Statement Select this option, if no
statement is to be issued to the supplier.
Aging On Select either the aging of the suppliers
outstanding transaction is to be due based either
Invoice Date or Due Date.
71
Credit Term Select the credit terms given to the supplier.
Credit Control Allows different credit control to be set.
After save, proceed with Tick on this option, if you would the system to
new Creditor display a fresh screen once each record of
suppliers being created is saved to proceed on
to the next new record.
At Contact page under the Creditor Maintenance:-
Click on to add a contact record.
Name Enter the contact persons name.
Department Enter to indicate the person is under which

department in the company.
Title Enter to indicate the position of the contact

person.
Mobile Phone Enter the contact persons handphone number.
Direct Phone Enter the contact persons direct phone line in

the company.
72
Direct Fax Enter the contact persons direct fax line in the
company.
Email Enter the contact persons email address.
IM Address Enter the internet messaging address of the

contact person.
At Branch page in Creditor Maintenance:-
Branch Code Enter the branch code to represents the

companys branch office.
Branch Name Enter the companys branch name.
Address Enter the branchs address.
Attention Enter the branch persons name to whom all

Phone Enter the branchs telephone number.
Fax Enter the branchs fax number.
73
At Others page in Creditor Maintenance:-
External
Link.
Sales Tax Exemption No. Enter the sales tax exemption number.
Expired Date Enter the sales tax exemption expiration date.
Discount Percent Enter the discount which the customer is

entitled. (Optional).
Sales Tax Select the default sales tax code, if applicable.
Price Category Select the price category, if applicable.
External Link
Click on to tag an external document
related to this customers record. (Optional)
74
At Note page in Creditor Maintenance:-
Note Enter additional note.
The concept to set credit control in Creditor Maintenance is the same as

Debtor Maintenance.
Refer to guide on how to set credit control under How to Create Debtor
Account in this chapter.
75
CREATE STOCK GROUP AND ITEM CODE
How to Create Stock Group?
1. Select Stock | Stock Group Maintenance and select New button.
Item Group Enter the item group code.
Description Enter the description of the item group
Sales Account Code Select the sales account code. The account code
denotes where the sales will be posted when you
key in a sales transaction (such as an invoice and
a debit note).
Cash Sale Account Code Select the cash sale account code. This code
denotes the account where cash sales will be
posted.
Sales Return Account Select the sales return account code. This code
Code denotes the account where the sales returns will
be posted to when you record a credit note.
76
Sales Discount Account Select the sales discount account code. This code
Code denotes the sales discount account stated in the
transaction (Invoice, Debit Note or Credit Note)
will be posted.
Purchase Account Select the purchase account code. This denotes

the purchases account where the purchases will
be posted.
Purchase Return Select the purchase return (goods return)

Account Code account code. This code denotes the account
where the purchase return will be posted to
when you record a creditor credit note.
Purchase Discount Select the purchase discount account code. . This

Account Code code denotes the purchase discount received
account stated in the transaction (Invoice, Debit
Note or Credit Note) will be posted.
Note Enter additional remark, if applicable.

(Optional)
2. Click OK button to save.
77
How to Create Item Code?
1. Select Stock | Stock Item Maintenance and click on Create a new item.
At the main top page in the Item Maintenance:-

Item Code Enter the item code.
Group Select the item group which the item code

belongs to
Item Type Select the item code is categorized under which
kind of item type (Optional).
Active By default, this option is tick. This is to indicate

to the system that this item code is still active.
If this item code is no longer being sold, untick
this option.
Description Enter the item codes description.

Lead Time Enter the estimated time the goods will be
delivered once an order is place with the
Supplier to replenish the stock.
Tax Type Click on arrow down button to select the tax

type, if applicable.
Duty Rate Enter the duty rate for the item code.
78
Stock Control By default, this option is tick. This is to indicate
to the system that this item code is a stock
control item.
For non-stock item code, untick the Stock
Control option. Service Charge, Transportation
Charge and Maintenance Charge are some of the
examples of non-stock item code.
Costing Method Select the item codes costing method.
At the Detail page in the Item Maintenance:-
UOM Enter the relevant unit of measurement

description for the item code
At the Cost Price Page under Detail page of Item Maintenance:-
Standard Selling Price Enter the standard selling price.
Min. Selling Price Enter the minimum selling price.
Max. Selling Price Enter the maximum selling price.
Min. Purchase Price Enter the minimum purchase price.
Max. Purchase Price Enter the maximum purchase price.
79
Standard Cost Enter the standard cost.
The cost entered in this field is used as a
reference
Real Cost Enter the real cost.
The system will use the cost from this field to
calculate the cost in the stock report.
At the Stock Level Page under Detail page of Item Maintenance:-
Min. Qty Enter the minimum quantity which is kept in the

warehouse.
Re-order Level Enter the quantity that is to be order once the

stock on hand has reached which level
Normal Level Enter the quantity that is normal which is kept
on hand in the warehouse.
Max Qty Enter the maximum quantity which is kept in

the warehouse
Balance Qty This field shows the balance quantity on hand

for a specific item code.
Re-Order Qty Enter the number of quantity that is to be

ordered from the supplier once the stock on
hand has reach the level as stated in the Reorder
Level field.
80
At the Stock Level Page under Detail page of Item Maintenance:-
Shelf Enter the location of the item such as the shelf

number in the warehouse. (Optional).
Bar Code Scan the bar code in for this item code.
At the Opening Balance Page under Detail page of Item Maintenance:-
Click on the + sign to create a record to enter

the opening balance.
Quantity Enter the opening balance quantity for the item

code.
Cost Enter the cost for per quantity.
81
At the Image page in the Item Maintenance:-
Image Option Select the option either to stretch or center the

display of the image on the screen.
Load Image Allows you to load the picture of the item code.
At the Further Description page in the Item Maintenance:-
Further Description Enter detail description related to the item code.

(Optional).
At the Note page in the Item Maintenance:-
Note Enter additional remarks or notes related to this

item code. (Optional)
2. Click on OK button to save the entry.
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SETUP OPENING BALANCE
This section will illustrate on how to setup the opening balance of a new account book. There are two
factors that arise when new users setup the opening balances for the account. These two factors are
related to time.
The first category refers to AutoCount being use on the first month of the financial year. The second
category is when you start on the intermediate month of the financial year when they transfer the account
balance from another accounting system or transfer the details from the manual accounting system.
Category 1 Starts on the first month of the financial User will have to prepare their last year
year balance sheet and then enter it into the system.
Category 2 Starts on the intermediate month of the User will have to prepare their last month trial
financial year balance report and then enter it into the
system.
In the system there are 4 kinds of opening balance of an account:-
Opening Balance for Debtor Account Prepare last month Debtor Aging report.
Opening Balance for Creditor Account Prepare last month Creditor Aging report.
Opening Balance for Stock Account Prepare last month trial balance sheet.
Opening Balance of General Account Prepare last month trial balance or balance sheet.
The following sub-section will illustrate how the opening balance stated above is being set.
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Opening Balance for Debtor Account
The opening balance of debtor account is usually the total sum of the debtors outstanding invoices.
Therefore, in the system, all the debtors outstanding invoices is enter individually in A/R | A/R Invoice
Entry screen.
The invoice date must be entered correctly as the system will base on this
invoice date to determine whether it is a past invoice or current invoice.
All outstanding for a debtor can be lump into one invoice. However, by doing so, you will not be able to
see the detail breakdown of the outstanding transaction in the aging and statement report.
1. Select A/R | A/R Invoice Entry and select Create a new A/R Invoice.
Debtor Select the debtor (customer) code.
Invoice No. Enter the invoice no.
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Date Enter the date.
The system will automatically detact the setting
set at Actual Data Start Date as set in the
Manage Fiscal Year under Tools | Option.
Example:
Follow the original bill date as stated in the
Aging report. If the actual data start date is set
as 01/01/2005, therefore the system automatically
recognized transaction entered before 01/01/2005
is a past invoice.
Terms Enter the credit terms.
Due Date System will automatically display the due date.
Click on + sign to add a sales record.
Description Enter the description such as Sales.
Amount Enter the amount of the invoice.
2. Click on OK button to save the transaction.
1. If the system is installed in the middle of the financial year, you will
have to prepare last months Trial Balance Report and last months
Debtor Aging report. The debtors opening balance is entered base on
last month total outstanding value as shown in the Trial Balance.
2. If there is a negative amount (credit balance) brought forward from
debtor account, user must enter this amount in the Receive Payment
Entry instead of A/R Invoice Entry.
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Opening Balance for Creditor Account
The opening balance of creditor account is usually the total sum of the creditors outstanding bills
(invoices). Therefore, in the system, all the creditors outstanding invoices is enter individually in A/P |
A/P Bill Entry screen.
The invoice date must be entered correctly as the system will base on this
invoice date to determine whether it is a past bill or current bills.
All outstanding for a creditor can be lump into one bill. However, by doing so, you will not be able to see
the detail breakdown of the outstanding transaction in the aging and creditor statement report.
1. Select A/P | A/P Bill Entry and select Create a new A/P Invoice.
Creditor Select the creditor (supplier) code.
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Date Enter the date.
The system will automatically detect the setting
set at Actual Data Start Date as set in the
Manage Fiscal Year under Tools | Option.
Example:
Follow the original bill date as stated in the
Aging report. If the actual data start date is set
as 01/01/2005, therefore the system automatically
recognized transaction entered before 01/01/2005
is a past invoice.
Terms Enter the credit terms.
Click on + sign to add a purchase record.
Description Enter the description such as Purchase.
If the system is installed in the middle of the financial year, you will have
to prepare last months Trial Balance Report and last months Creditor
Aging report. The creditors opening balance is entered base on last month
total outstanding value as shown in the Trial Balance.
If there is a negative amount (debit balance) brought forward from creditor

account, user must enter this amount in the Pay Bill Entry instead of A/P
Bill Entry.
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Opening Balance for General Account.
For example, enter the following opening figure for the following account as shown below:-
1. Select G/L | Opening Balance Maintenance. In the Opening Balance screen, click to select the
account code which you would like to enter the opening figure, e.g., for 100-0000 CAPTIAL account
with the opening figure for $20,000.00. Once you have completed the rest of the account code entry,
click on Save button. Beginning of the financial year opening figure for Stock account is entered in
the Opening Balance Maintenance screen.
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2. Once the entry is completed, click on the PREVIEW button to preview or PRINT button to print the
B/F Balance Report
3. Click on CANCEL button to exit from this screen.
There are a few kinds of scenario entry of opening balance:-
SCENARIO A:-
Fiscal Year starts from 01/01/2005 and ends at 31/12/2005.

Actual Start Date is 01/01/2005.
Therefore, the closing balance for end of fiscal year 2004 is the opening balance for beginning of year 2005
and will be maintained at G/L | Opening Balance Maintenance.
SCENARIO B:-

Does not want to maintain the opening figure for each of the fiscal period from January 2005 till October
2005, thus opening figure for 01/11/2005 will be the closing balance for end of fiscal year 2004 plus the
closing figure from January2005 till October 2005.
Therefore the opening balance for the year 2005 will be maintained at G/L | Opening Balance
Maintenance.
SCENARIO C:-

Maintain each individual fiscal periods closing figure from January 2005 till October 2005.
Thus to maintain the above:-
a) Opening Balance for beginning of Year 2005 (closing balance for year 2004) will be maintained at G/L
| Opening Balance Maintenance.
b) Closing figure from January 2005 till October 2005 will be maintained at G/L | Year To Date Balance
Maintenance.
These are the following steps to maintain closing figure from January 2005 till October in the Year To Date
Balance Maintenance screen:-
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I. Select G/L | Year To Date Balance Maintenance screen. As an example to enter the closing figure
for Trade Debtor: BEST CHEMICAL TRADING.
II. Both the corresponding account has to be enter for total lump sum of outstanding invoices billed to
the customer which is Debit the Trade Debtors account : BEST CHEMICAL TRADING and Credit
the Sales account : SALES as shown in the above screen.
Example to enter the Trade Debtors account for the closing balance of January 2005, click on the January
2005 column for BEST CHEMICAL TRADING and enter 300. For the corresponding sales account, click
on the January 2005 column for SALES and enter -300.
Accounting Double Entry:-

Debit Credit
BEST CHEMICAL TRADING 300
SALES - 300
III. Once the entry is completed, click on SAVE button.

IV. Click on PREVIEW button to preview the Year To Date report or PRINT button to printout the
report.
V. Click on CLOSE button to exit.
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Beginning of the Year Opening Stock.
For example, fiscal year starts from 01/01/2005 till 31/01/2005.
1. Select G/L | Stock Value Maintenance. In the Stock Value Maintenance screen, click on arrow up
button to select year 2004 and enter the closing stock for end of 2004 under Dec 2004 column, e.g., 11
000.00. This will enable the system to reflect the opening figure for beginning of the year in the
Balance Sheet as well as the Profit and Loss report.
If you did not create the financial period for 2004, you will not be able to select the
year 2004 in the Stock Value Maintenance screen. Thus, to be able to do so, proceed
to Tools | Option under Application Setting page and create the2004 financial
under Manage Fiscal Year.
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2. Then proceed on to G/L | Opening Balance Maintenance and enter the opening figure once more in
this screen. Click on the Stock account and enter 11 000.00 and click on SAVE button to save the
entry.
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CHAPTER 6: GENERAL LEDGER
In AutoCount, journal transaction is posted to general ledger by the system automatically,

unlike manual accounting, whereby the journal transaction are first recorded in the general
journal which is then posted to the general ledger.
The General Ledger provides a systematic function to record the transactions which end in the
result of producing the financial statements.
These are the following functions under General Ledgers (GL) module:-
Cash Book
Journal Entry
Bank Reconciliation
Stock Value Maintenance
CASH BOOK ENTRY

Cash book is used to record all general cash transaction (cash in cash out) except transaction of received
payment from debtor and payment paid out to creditor. In addition, there is a wide range of cash
transaction, such as, payment for expenses and payment for acquisition for non-current asset such as
purchase of property, plant and equipment to run the business.
How to Enter a General Cash Payment?

1. Select G/L | Cash Book Entry and click on Create a new Cash Transaction. The system will
display Select a New Cash Transaction Entry as show below:-
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2. For example, to create a new Payment Voucher, click on New Payment Voucher.
Payment
Detail
Section
Transaction
Detail
Section
Pay To Enter the description to indicate what is the

purpose this payment voucher is issued for, e.g.,
RENTAL FOR DECEMBER 2005
Voucher No. : To enter your own numbering, highlight the

<<New>> and enter the number.
<<New>>.
This icon is undo or revert back to previous

information entered at the selected field in the
screen.
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At the Payment Detail section:-
Payment Method Select the payment method.
Cheque No. Enter the cheque number issue out for payment.
Payment Amount Enter the amount of the cheque.
Bank Charge Enter the bank charges, if applicable.
Payment By Enter the payment is made in which mode, e.g.,

CHEQUE to indicate payment issue by
cheque.
Float Day Enter the number of float day of the cheque.
IsRCHQ By default, this option is not tick.

If the Cheque is bounced, tick on this option.
RCHQ Date Enter the date of the Cheque was return

(bounced).
At the Transaction detail section:-
This icon allows you to insert record in between

2 existing records entered at detail section.
The arrow up button allows you to shift the

and
selected sequence display of the records entered
at the details section.
This icon allows you to select all the list of

records entered in the detail section of the
transaction screen. E.g. deletes a range of
records in the detail section.
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This button allows you to change to range select
specific field in the detail section and do a global
change on the information entered.
Acc Code Click to select the account code.
Account Desc. The system will display the selected account

codes description.
Description Enter your description, e.g., DEPRECIATION

OF FIXED ASSET.
Further Description If there is any additional description, you can

enter under this field. (Optional).
Amount Enter the amount paid for the selected account

code.
External Link Allows you to cross reference link with

additional information which is kept outside the
system such as in excel format at a specific
folder which is store at a common folder in the
server (for network) or PC.
Note To enter additional notes.
3. Click SAVE button to save the entry.
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JOURNAL ENTRY
The Journal Entry is use to enter all the general journal transactions (Adjustment), except for
debtor, creditor and stock control transactions. Accrual account, transfer account and contra
account are some examples of general journal transactions.
How to enter a General Journal Transaction?

1. Select G/L | Journal Entry and click on Create a new Journal Transaction.
Description Enter the description to indicate what is the

purpose this journal voucher is issued for, e.g.,
DEPRECIATION OF FIXED ASSETS
Journal : To enter your own numbering, highlight the

Voucher No. <<New>> and enter the number.
<<New>>.
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Acc Code Click to select the account code.
Account The system will display the selected account

Description. codes description.
Description Enter your description, e.g., DEPRECIATION

OF FIXED ASSET.
Further If there is any additional description, you can

Description enter under this field. (Optional).
DR Enter the debit amount for debit entry

adjustment.
CR Enter the credit amount for credit entry

adjustment.
Total DR The system will automatically sum up all the

debit entry amount.
Total CR The system will automatically sum up all the

credit entry amount.
2. Click on SAVE button to save entry.
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BANK RECONCILIATION
Bank reconciliation refers to reconciling the banks balance as shown in the statement against
the balance shown in the Cash at Bank account in the system. Therefore, to maintain the
accuracy of both records, the standard procedure is to reconcile the bank record. Both records
have to be compared against each other, taking into factors that have caused the variations
referring to supporting documents.
3 main reasons that reports discrepancy between the records are as follows:-
Items that appear on the bank statement but were not recorded in the bank journals bank
charges and interests.
Items that were recorded in the companys bank journals but were not recorded in bank
statements such as unpresented or uncredited cheque.
Errors on company records or on the bank statement.
How to enter a Reconcile Bank Account?

1. Select G/L | Bank Reconciliation.
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2. Click to select the bank account that is to be reconciled. For example, 310-2000 PUBLIC
BANK. Then proceed to click on NEW button and the system will display the Create a
New Bank Reconciliation screen as shown in Step 1. Proceed to enter the bank statement
date, .eg., 16/12/2005
Reconcile
screen
section
Bank Account The system will display the bank account code which you
No. have selected.
Description The system will display the bank account code

description.
Currency Code The system will indicate the bank account code is in which
currency.
Bank The system will display the bank statement date as

Statement entered in the Step 1.
Date
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At the Filter section:-
Show All Date Tick this option to show all the date of the transaction.
Show Untick Tick on this option to show only transaction which has not
Transaction been reconciled.
Only
Show Tick on this option to show other transaction which has
Transaction been reconciled from previous statement.
Cleared at
Other Date
Show Date The system will display the date range starting from
Range statement date till the last transactions date.
At the Reconcile section:-
Tick Tick on this column for those transactions which is

reconciles.
Debit This column displays the credit amount of the transaction.
Credit This column displays the debit amount of the transaction.
Cheque No. This column displays the cheque number issue out for
payment or cheque number for payment received.
Document No. This column displays the transaction document number.
Date This column displays the transactions date.
Description This column displays the description of the transaction.
Statement The system will automatically display the date of the

Date statement date which the selected transaction is cleared.
Account The system will display the bank balance up to the date of
Balance the statement date.
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Actual Bank This field allows you to enter the amount shown in the
Statement bank statement.
Balance
System Bank The system will sum the account balance amount display
Statement in the Account Balance field with the current transaction
Balance which has been cleared.
Difference This field will only show the difference amount if the
amount in system Bank Statement Balance did not match
the amount in Actual Bank Statement Balance.

4. Click on PREVIEW button to preview the statement report or PRINT button to print the statement.
STOCK VALUE MAINTENANCE

In AutoCount, the system derives the stock figure for the Balance Sheet from the stock value entered in the
Stock Value Maintenance. Therefore, every end of the financial period, you must enter the closing stock
value in the Stock Value Maintenance.
1. Select G/L | Stock Value Maintenance.
2. For example, to enter the closing stock balance for January 2005, click on the column January 2005 and
enter 30 000.00.
3. Click on SAVE button to save the entry and PREVIEW REPORT / PRINT REPORT button to
preview or print the Stock Set Value Listing report.
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REPORTS
GENERAL REPORTS:-
Charts of Accounts
Balance B/F
Year to Date
Official Receipt and Payment Voucher
Ledger Report
Journal of Transaction Report
Bank Book Analysis
FINANCIAL REPORTS:-
Trial Balance Report
Profit & Loss Statement
Balance Sheet
Account Detail Report
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CHAPTER 7: ACCOUNTS RECEIVABLE (A/R)
Account Receivable is use to record the invoice billed to customer for service performed or
merchandise (goods) sold on credit.
These are the following functions under Account Receivable (A/R) module:-
A/R Invoice Entry
A/R Debit Note Entry
A/R Credit Note Entry
A/R Receive Payment
A/R Refund Entry
A/R & A/P Contra
A/R Deposit Entry
Using A/R Invoice Entry screen to explain the concept of entry done in A/R Invoice, A/R Debit
Note and A/R Credit Note.
1. Select A/R | A/R Invoice Entry and click on Create a new A/R Invoice.
Header Section
Detail Section
Footer Section
At the Header section:-
Debtor Click to select the debtor (customer) code.
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Journal Type Select the journal type, e.g., Sales for sales
journal.
Agent Select the sales personnel who is responsible for

this debtor.
Date Enter the transaction date.
Terms Select the credit terms.
At the Detail Section:-
Sales A/C Select the sales account code.
Description Enter the description such as Sales.

Total The system will automatically calculate the total
amount of the invoice.
Net Total The system will automatically calculate the net

total amount of the invoice.
External Link This page allows you to attach additional

supporting document kept in the server with
this transaction record.
Note This page allows you to enter additional notes or
remark for reference.
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At the Footer section:-
Description Enter the documents description, e.g., SALES
Outstanding The system will display the selected debtors

record outstanding.
After save, proceed on By default this option is not tick.

with new Invoice Entry Tick on this option if you would like the system
to provide a fresh screen to proceed on with a
new entry after the current entry is save.
Click on OK button to save the transaction.
The system will automatically perform the double entry posting once the
transaction is saved.
If the following Invoice, Credit Note or Debit Note was created under Sales
module, the system will automatically post this transaction to A/R side
which is Invoice to A/R Invoice, Credit Note to A/R Credit Note and Debit
Note to A/R Debit Note.
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A/R RECEIVE PAYMENT
The function of Receive Payment is to record the full or partial payment received from customer and is
offset against which particular outstanding invoices which are due.
How to Create Receive Payment?

1. Select A/R | A/R Receive Payment and click on Create a new A/R Payment.
Header Section
Payment Detail
Section Tick to
indicatethe
payment is
Knock Off
offset with
Transaction
which
Section
Invoice /
Debit Note
Paid By The system will automatically display the

debtors company name.
Description Enter a description for the payment receive,

e.g.,BEING PAYMENT FOR .
Official Receipt The system will automatically generate official

receipt number.
Otherwise you can overwrite and enter your
own official receipt number manually.
Date Enter the payment received date.

`
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The system allows multiple payment type
receive to be entered in the screen.
Click on + sign to enter the payment details.
Payment Method Select the bank account code.
Cheque No. Enter the cheque number if the customer paid by

cheque.
Payment Amount Enter the amount received.
Bank Charges Enter the bank charges, if applicable.
Payment By Enter to indicate the mode of payment, e.g.,

CHEQUE to represent payment received in
cheque.
Float Day Enter the number of float day, if applicable.
IsRCHQ Tick on this column if the cheque was bounced

or returned.
RCHQ Date Enter the date which the cheque was bounced or
returned.
Amount The system will calculate the total amount of

payment received.
Unapplied Amount The system will show the balance of the total
amount the payment received which has yet to
be offset against any Invoice or Debit Note.
At the Knock Off Transaction Section:-
Type This column indicates the type of transaction

such as RI refers to A/R Invoice and RD
refers to A/R Debit Note.
Date This column display the transactions date.
No. This column displays the document number.
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Org. Amt This column displays the original amount of the
transaction.
Outstanding This column displays the balances of

outstanding which has not yet been paid or
settle.
Pay Enter the amount paid.
A/R DEPOSIT
This function allows to you enter the deposit amount paid by the debtor (customer).
1. Select A/R | A/R Deposit and click on Create a new A/R Deposit.
Header Section
Deposit Detail
Section
Deposit Account Select the deposit account code.
AR Deposit No. The system will automatically generate a deposit

number. Otherwise you can overwrite and enter
your own deposit number manually.
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Date Enter the date the deposit was received.
At the Deposit Detail section:-
The system allows multiple deposit payment

type receive to be entered in the screen.
Click on + sign to enter the deposit payment
details.

cheque.

cheque.

or returned.
returned.
Total Payment The system will calculate the total deposit
amount paid.
2. Click on SAVE button to save the entry.
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How to Refund or Forfeit a Deposit Received?
1. In the A/R Deposit screen, select the deposit transaction and click on VIEW button.
2. Click on FORFEIT & REFUND button. The system will display the Forfeit & Refund page.
111
You can perform both forfeit and refund at the same tick. For example, 50% of the deposit is
forfeited and the remainder of 50% of the deposit is paid back.
3. Click on Save button to save the entry.

4. The system will display the Deposit Receipt document as shown below:-
112
How to Transfer Deposit into Receipt Payment?
1. Select A/R | A/R Receive Payment and click on Create a new A/R Payment. In the A/R Receive
Payment screen, select the debtor code. At the Payment Detail section, click on + button to add a
payment record and select Deposit Received payment method. The system will display the Select
Deposit screen as shown below:-
For example, to apply OR-000035 dated 17/12/2005 of $500.00 deposit amount. In the payment
section, enter the deposit amount at the Payment Amount and knock off against which Invoice or
Debit Note.
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A/R REFUND
This function allows you refund the payment received from the debtor (customer) or credit note issued.
1. Select A/R | A/R Refund and click on Create a new A/R Refund.
Header Section
Payment Detail
Section
Knock Off
Transaction
Section
Paid To The system will automatically display the

debtors company name.

e.g., REFUND.
Payment Voucher No. The system will automatically generate official

receipt number.
own official receipt number manually.
Date Enter the payment received date.

`
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cheque.

cheque.

or returned.
returned.
payment received.
be offset against any Invoice or Credit Note.

such as RP refers to received payment.
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Unapplied Amount This column displays the amount received.

settle.
Refund Enter the refund amount.
A/R & A/P CONTRA

This function allows you to perform contra transaction between customer and supplier.
1. Select A/R | A/R & A/P Contra and click on Create a new Contra.
Header section
Knock off A/R

Invoice / Debit
Note
Detail section
for Debtor
Knock off A/P

Invoice / Debit
Note
Footer section
Detail section
for Creditor
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Journal Type Select the journal type, e.g., GENERAL.
Ref. Enter relevant reference information.
Contra Amt Enter the contra amount.
Contra No. The system will automatically generate a contra

number.
own contra number manually.
Date Enter the contra transactions date.
At the Knock off A/R Invoice / Debit Note Detail section for Debtor, select which Invoice / Debit
Note is to be offset against the transaction display at A/P Invoice / Debit Note Detail section for
Creditor.
Description Enter a relevant description.
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REPORTS
Below are lists of reports available in AR (Account Receivable):-
A/R Invoice
A/R Debit Note
A/R Credit Note
A/R Deposit
Contra Note
Outstanding A/R Invoice Report
Outstanding A/R Deposit Report
Debtor Aging Report
Debtor Balance Report
Debtor Statement Report
Debtor Collection Report
A/R Monthly Sales and Collection Analysis Report
A/R Analysis By Document Report
Overdue Letter Report
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CHAPTER 8: ACCOUNTS PAYABLE (A/P)
Account Payable is use for transaction that relates to the supplier. It records the bills (suppliers invoice)
receive from the creditor or supplier for the purchase of goods or service.
These are the following functions under Accounts Payable (AP) modules:-
A/P Invoice
A/P Debit Note
A/P Credit Note
A/P Debit Note
A/P Refund
A/P Deposit
A/P INVOICE ENTRY

The A/P Bill Entry is use to record bill (supplier invoice) transactions (involving purchase with creditors).
How to Create Supplier Invoice?

1. Select A/P | A/P Invoice Entry and click on Create a new A/P Invoice.
As an example, using A/P Invoice Entry screen to explain the concept of entry done in A/P Invoice, A/P
Debit Note and A/P Credit Note.
Header Section
Detail Section
Footer Section
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Creditor Click to select the creditor (supplier) code.
Journal Type Select the journal type, .e.g., PURCHASE for

purchase journal.
Agent Select the purchasing personnel who is

responsible for this creditor.
Invoice No. Enter the suppliers invoice number.
Date Enter the transaction date.
Terms Select the credit terms given by the supplier.
At the Detail Section:-
Purchase A/C Select the purchase account code.
Description Enter the description such as Purchase.

Total The system will automatically calculate the total
amount of the invoice.
Net Total The system will automatically calculate the net

total amount of the invoice.
External Link This page allows you to attach additional

supporting document kept in the server with
this transaction record.
Note This page allows you to enter additional notes or
remark for reference.
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Description Enter the documents description, e.g.,

PURCHASE
Outstanding The system will display the selected debtors

record outstanding.
After save, proceed on By default this option is not tick.

with new Invoice Entry Tick on this option if you would like the system
to provide a fresh screen to proceed on with a
new entry after the current entry is save.
The system will automatically perform the double entry posting once the
transaction is saved.
If the following Supplier Invoice or Credit Note was created under

Purchase module, the system will automatically post this transaction to
A/P side which is Purchase Invoice to A/P Invoice and Purchase Return to
A/P Credit Note.
A/P PAYMENT
The function of A/P Payment is use to record the payments made to the creditors (suppliers).
How to Create Payment Paid To Creditor?

1. Select A/P | A/P Payment and click on Create a new A/P Payment.
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Header Section
Payment Detail
Section Tick to
indicatethe
payment is
Knock Off
offset with
Transaction
which
Section
Invoice /
Debit Note
Paid To The system will automatically display the

creditors company name.

e.g.,BEING PAYMENT FOR ACCOUNT.
Payment Voucher No. The system will automatically generate payment

voucher number. Otherwise you can overwrite
and enter your own payment voucher number
manually.
Date Enter the payment paid date.

`
122
Cheque No. Enter the cheque number if the payment is paid
by cheque.
Payment Amount Enter the amount paid.

CHEQUE to represent payment paid in
cheque.

or returned.
returned.
payment paid.
be offset against any Invoice or Debit Note.

such as PB refers to A/P Invoice and PD
refers to A/P Debit Note.
Org. Amt This column displays the original amount of the

transaction.
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settle.
Pay Enter the amount paid.
A/P DEPOSIT
This function allows you enter the deposit amount paid to the creditor (supplier).
1. Select A/P | A/P Deposit and click on Create a new A/P Deposit.
Header Section
Deposit Detail
Section
Deposit Account Select the deposit account code.
AP Deposit No. The system will automatically generate a deposit

number. Otherwise you can overwrite and enter
your own deposit number manually.
Date Enter the date the deposit was paid.
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At the Deposit Detail section:-
The system allows multiple deposit payment

type receive to be entered in the screen.
Click on + sign to enter the deposit payment
details.
Cheque No. Enter the cheque number if the deposit is paid

by cheque.
Payment Amount Enter the amount paid

CHEQUE to represent payment paid in
cheque.

or returned.
returned.
Total Payment The system will calculate the total deposit
amount paid.
The concept on how to enter Forfeited or Refund Deposit received from

Supplier is the same as guideline explain for A/R Deposit & Refund. (Refer
to Chapter 3: Sales)
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A/P REFUND
This function allows you enter refunds received from the creditor (supplier) or credit note received.
2. Select A/P | A/P Refund and click on Create a new A/P Refund.
Header Section
Payment Detail
Section
Knock Off
Transaction
Section
Paid By The system will automatically display the

creditors company name.

e.g., REFUND ON OVERPAID.
Official Receipt No. The system will automatically generate official

receipt number.
Otherwise you can overwrite and enter the
suppliers official receipt number manually.
Date Enter the refund received date.

`
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Cheque No. Enter the cheque number if the supplier paid by

cheque.

cheque.

or returned.
returned.
payment received.
be offset against any A/P Invoice or A/P Credit
Note.

such as PP refers to payment paid.
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Unapplied Amount This column displays the amount received.

settle.
Refund Enter the refund amount received.
REPORTS
Below are lists of reports available in AR (Account Receivable):-
Outstanding A/P Invoice Report
Outstanding A/P Deposit Report
Creditor Aging Report
Creditor Balance Report
Creditor Statement Report
A/P Monthly Purchase & Payment Analysis Report
A/P Analysis By Document Report
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CHAPTER 8: INQUIRY
In the Inquiry Menu, the system allows transactions related to accounts, customer or supplier and Stock Item
information to be view from screen.
These are the following functions available in Inquiry:-

Account Inquiry
Stock Inquiry
ACCOUNT INQUIRY
Account Inquiry allows the balance and transactions of general account code as well as the debtor and
creditors account to be view on screen. In addition, it also display the debtors and creditors profile
information on screen. Furthermore, it allows you to do a drill down to view the details of the transaction.
How to View a General Account?

1. Select Inquiry | Account Inquiry.
Date Range Enter the date range.

E.g 01/01/2005 To 31/12/2005
Account Select the account code, e.g, 912-0000 CAR

MAINTENANCE
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Show Transaction Description Tick on this option to display the detail contains of each
transaction.
By default this option is not tick.
Show Double Entry Account Tick on this option to display the detail contains the double
Description entry description. By default this option is not tick.
ReInquiry Click on this button to indicate to the system to display the

list of transaction based on the information which is change
in either or both Date Range or Account field.
2. Click on at the top left hand side of the screen to exit.
STOCK INQUIRY
This function allows you to inquire information related to stock item code.
How to View Stock Item Inquiry?

1. Select Inquiry | Stock Item Inquiry.
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Item Code Select an item code to view.
Basic Info This section will display basic information related to

the select item code such as Description, 2nd
Description, the item code belongs to which item
group and item type.
Detail This section will display the item codes unit of

measurement, rate, located at which shelf, Stock Level,
Pricing and Price History.
Note This section display remarks or notes enter related to

the selected item code.
Further Description This section display further description related to the

selected item code.
Stock Image This section displays the picture of the item code.
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CHAPTER 9: STOCK
OVERVIEW
GENERAL
LEDGER
Stock value is update

manually for every end
period to Stock Value
Maintenance
SALES STOCK PURCHASE
Reduce inventory item quantity once Increase inventory item quantity once
goods is sold goods is purchase
The systems Stock Module manages the flow and calculates the cost of each stock item. In AutoCount, you
can have the flexibility to add or modify the documents anytime and at any point of your preference.
AutoCount uses stock groups (also known as inventory grouping) for the following purpose:-
To control stock posting into the General Ledger
To let you categorize your stock items into logical areas.
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These are the following functions under Stock module:-
Stock Group Maintenance
Stock Item Maintenance
Stock Item Type Maintenance
Stock Adjustment
Stock Issue Entry
Stock Receive Entry
Stock Write Off
Stock Update Cost
For Guideline on how to create Stock Group Maintenance and Stock Item
Maintenance, refer to Chapter 4.
STOCK ITEM TYPE MAINTENANCE

This function allows you to categorized or differentiate the stock code to different types of item.
1. Select Stock | Stock Item Type Maintenance. Click on NEW button to create a record.
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Item Type Enter the item type, e.g., HARDWARE for hardware item.
Description Enter the description of the item type.
Note Enter additional remark related to this item type.
2. Click on OK button to save the entry.
STOCK ADJUSTMENT
This function allows you to make changes or update the quantity of the stock to the actual level whenever
there is any stock loss or damaged.
1. Select Stock | Stock Adjustment and click on Create a new Stock Adjustment.
Header
Section
Detail
Section
Footer
Section
Description Enter a description to indicate for what purpose the

adjustment is made, e.g., ADJUSTMENT FOR SPOIL
STOCK ITEM.
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Ref. Doc. No. Enter references for this adjustment such as stock card
reference number.
Stock Adjustment No. The system will automatically generate the stock adjustment
number. Otherwise you can enter you own numbering
manually.
Date Enter the adjustment date.
At the Detail section:-
Item Code Select the item code you would like to adjust.
Description The system will automatically display the description of the

selected item code as maintain in the Stock Item
Maintenance.
Further Description Enter additional remark, if applicable.
UOM The system will automatically display the unit of

measurement based on the item code which is selected as
maintained in Stock Item Maintenance for the selected item
code.
Qty Enter the quantity to be adjusted, e.g., -1 which is

negative 1 to indicate to the system this is for adjustment
out.
Unit Cost Enter the cost for per quantity.
Sub-Total The system will automatically calculate the total cost.
In the Footer section:-
Total : The system will automatically calculate all the Sub-

Total.

3. Click on Close button to exit.
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1. Enter positive quantity for stock adjustment in. Unit cost should be
provided for adjustment in.
2. Enter negative quantity for stock adjustment out.
STOCK ISSUE
This function is used to record the items that is send to another supplier for further processing or packing,
such as process rubber which is send to another supplier to be converted into tyres. This function can also
be used to record items that taken out from the warehouse for display purpose in a showroom which is
situated in another location.
1. Select Stock | Stock Issue and click on Create a new Stock Issue.
Header
Section
Detail
Section
Footer
Section
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Description Enter any relevant description to explain the purpose
of issuing the stock, e.g., FOR SHOWROOM
DISPLAY.
Ref. Doc. No. Enter any relevant document reference, if applicable.
Stock Transfer No. : The system will automatically generate a stock

transfer number.
Otherwise you can enter you own numbering
manually.
Date : Enter the transfer date, e.g., 12/07/2004.
In the Detail Section, enter the following details:-
Item Code : Select the item code.
Description : The system will automatically display the

description based on the item code which is selected
in the Item Code column.
UOM : The system will automatically display the unit of

measurement based on the item code which is
selected.
Qty : Enter the number of quantity which is to be

transferred.
Unit Cost : The system will display the unit cost as maintain in
the Stock | Item Maintenance.
Sub Total Cost : The system will automatically calculate the total cost
for a particular stock item based on Quantity * Unit
Cost.
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In the Footer Section, enter the following details:-
Total Cost : The system will automatically calculate the total Cost
for all the item code which is stated in the Stock Issue
Entry screen.
STOCK RECEIVE
This function is used to record the items that are received from the supplier which was sent for further
processing or packing, such as process rubber which has been process or packed by the supplier. This
function can also be used to record items that return back to the main branch office.
1. Select Stock | Stock Receive and click on Create a new Stock Receive.
Header
Section
Detail
Section
Footer
Section
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of receiving the stock, e.g., RECEIVED GREEN
COLOR PAINT REMIX
Stock Receive No. : The system will automatically generate a stock

transfer number.
manually.
Date : Enter the receive date.


selected.
Qty : Enter the number of quantity which was received.
Cost.

for all the item code which is stated in the transaction
entry screen.

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STOCK WRITE OFF
This function is used to write off the stock item such as due to damage.
1. Select Stock | Stock Write Off and click on Create a new Stock Write Off.
Header
Section
Detail
Section
Footer
Section

of receiving the stock, e.g., PAINT HARDEN DUE
TO LEAKAGE
Stock Write Off No. : The system will automatically generate a stock write
off number.
manually.
Date : Enter the write off date.
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selected.
Qty : Enter the number of quantity to be write off.
Cost.
for all the item code which is stated in the transaction
entry screen.

STOCK UPDATE COST

This function enables you to update the real cost (actual cost) for a particular stock item code into the Item
Maintenance. Thus, enables you to compare the existing cost with the actual cost.
1. Select Stock | Stock Update Cost and click on Create a new Stock Update Cost.
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Header
Section
Detail
Section

of receiving the stock, e.g., COST ADJUSTMENT
Stock Update Cost No. : The system will automatically generate a stock
update cost number.
manually.
Date : Enter the adjustment done on which date.
Update To Real Cost By default this option is not tick.

Tick on this option if you would like the system to
update the new cost into the Real Cost field which is
maintain in the Stock Item Maintenance for the
selected item code.

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selected.
Old Cost : The system will display the old cost based on the
selected item code.
New Cost : Enter the new cost.
If you would the system to fill in the old cost into the New Cost column,
click on Fill Blank New Cost with Old Cost
Auto Update New Cost Click on this to get the system to display the
latest cost in the New Cost column.

REPORTS
Below are lists of reports available:-
Stock Group Listing
Stock Item Listing
Stock Item Type Listing
Stock Adjustment
Stock Issue
Stock Receive
Stock Write Off
Stock Update Cost
Stock Card Report
Stock Balance Report
Stock Movement Report
Stock Item Profit Margin Report
Stock Status Report
Reorder Advice Report
Inventory Physical Worksheet
Stock Aging Report
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CHAPTER 10: SALES
The Sales module allows you to maintain all the transaction related to sales.
These are the following function available:-

Quotation
Sales Order
Delivery Order
Invoice
Cash Sale
Debit Note
Credit Note
Cancel Sales Order
Delivery Return
COMMON FEATURES IN SALES TRANSACTION SCREEN

This section explains the common function that is available in the transaction screen.
As an example Invoice is use to illustrate the common features in Sales module.
COPY FROM OTHER INVOICE

This feature allows you to copy contains from another invoice to a new invoice. Select Copy Invoice | Copy
from other Invoice.
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The system will prompt a search screen. At the Keyword field, enter a keyword for the system to
search, e.g., BEST CHEMICAL Proceed to select the SEARCH button. The system will display
the search result. Click to select which transaction you would like to copy. Proceed on to select OK
button.
The system will copy the information from the selected invoice to the new invoice as shown below:-
In the Invoice screen, click SAVE button to save the entry.
You can change the copied information, if required.
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COPY TO A NEW INVOICE
This feature allows you to select an existing invoice in the Invoice List section screen and duplicate the
invoice. In the List section in the Invoice screen, click to select an invoice and proceed to select View button.
In the Invoice view mode screen, select Copy Invoice | Copy To a New Invoice.
Selected
invoice is
copied
over to a
new
invoice.
In the Invoice screen, click SAVE button to save the entry.
You can change the copied information, if required.
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MORE HEADER
This page shows the following information:-
a) Document Information such as description, references and additional remark.
b) Customer Information such as Deliver Address and contact number
c) Sales Tax Exemption information.
EXTERNAL LINK
This page allows you to attached external document as additional reference to the invoice.
Click on to add the attachment or to remove the attachment.
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TRANSFER DOCUMENT
This feature allows you the transfer the other document such as Quotation, Sales Order or Delivery Order to
the invoice. In addition, the system allows you to perform Full Document Transfer or Partial Item transfer
either by quantity or by value.
I. Full Document Transfer By Quantity

For example, transfer Quotation to an Invoice. At the Full Document Transfer screen, at the Xfer
column, tick on the list of transaction which you would like to transfer.
By default the Full Transfer Option is set to Copy Full Details which means transfer all the details in
the Quotation into the invoice. Click on OK button for the system to proceed on in the transfer
screen.
Click on OK button to save the entry.
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The system also allows you to the select the following options in the Full Transfer Option such as:-
Copy Full Detail
For example, transfer a Quotation to Invoice. The system will copy the details of the selected
Quotation into the invoice.
One Document into One Item

For example, transfer a Quotation to Invoice. The system will lump all the details in the
selected Quotation into a detail record in the invoice as shown below. The system will
indicate the Quotation number under the description column and the total amount of the
Quotation under the Sub-Total.
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All Document into One Item
For example, transfer a Quotation to Invoice. The system will lump all the details in the
selected different Quotation into a detail record in the invoice as shown below. The system
will indicate the Quotation number under the further description column and the total
amount of the Quotation under the Sub-Total.
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The system also allows the partial transfer to be done under Partial Item Transfer page.
Check All This option allows you to select all the list of
transaction listed in the Partial Item Transfer screen.
UnCheck All This option allows you to unselect all the list of
transaction which has been selected in the Partial
Item Transfer screen.
Filter on This Debtor This option allows you to indicate to the system to
filter on specific debtor codes transaction in the
Partial Item Transfer screen. You will have to select
a debtor code under the Debtor Code column and
proceed to select the Filter on This Debtor button.
Filter on This Doc No. This option allows you to indicate to the system to
filter on a specific document number in the Partial
Item Transfer screen. You will have to select a
document number under the Doc. No. column and
proceed to select the Filter on This Doc. No. button.
Transfer Document By default this option is tick. This option indicate to

Information the system to copy the information from the source
document such as information maintain under More
Header, External Link or Note of the source
document to the current document. Example,
information of the More Header in Quotation is
transfer over to the Invoice once it was transfer over.
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II. Transfer By Value
This option allows you to transfer the value of the original source document. Example, transfer a
Sales Order document into an Invoice using Transfer by Value from Sales Order under Transfer
Document.
The Transfer by Value feature is ONLY applicable for Sales Order which is to be
transfer to Invoice. Once the Sales Order is transferred to Invoice by Value, the
system will allow ONLY the quantity information in Sales Order to be transfer to
Delivery Order document.
The system allows you to transfer by percentage in the value transfer screen.
Examples, to transfer half of the amount value, enter 50 under the Xfer by %
column.
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III. Discount Line
This option allows you add discount line in the detail section in the transaction screen. For
illustration, Invoice screen is used as an example. The system allows you to indicate the discount is
either By Percentage % or By Value. For discount by percentage, select By Percentage % and enter the
discount in the Discount field, e.g., 10. The system will automatically insert a description for the
discount line, e.g., Discount 10 % . You can overwrite the system default description and enter your
own description. Click on OK button in the Discount screen and the system will insert the discount
line onto the detail section.
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IV. Group Total
This option allows you to add in a sub-total for a group of item code as shown below.
V. Transfer Status
This option allows you to check the status of a particular document. For example, a Quotation
whether it is fully transfer or partial transfer.
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VI. More Header
Quotation screen is used as an example for illustration.
Description By default the system will state the type of

Document, QUOTATION to indicate the
document is a Quotation.
Ref Enter your own reference number if applicable.
Remark 1 , Remark 2, Additional remark.

Remark 3 & Remark 4
Ref Doc. Enter the document reference, if applicable.

Attn Indicate the document is attention to whom.
Phone The system will display the contact number as

maintain in the Debtor Maintenance for the selected
debtor code.
Fax The system will display the fax number maintain in

the Debtor Maintenance for the selected debtor code.
Delivery Address The system will display the delivery address as

maintain in the Debtor Maintenance for the selected
debtor code.
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Sales Tax Exemption This section allows you to enter the sales tax
exemption number and the expiry date, if applicable.
The common feature available in Sales in also available in Purchase

Module transaction screen as well.
HOW TO ENTER TRANSACTION IN SALES?

For illustration purpose, Quotation screen is used as an example.
1. Select Sales | Quotation and click on Create a new Quotation.
Header
Section
Detail
Section
Footer
Section
Debtor Click to select a debtor code.
To The system will automatically display the company

name once the debtor code was selected.
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Address The system will automatically display the companys
address once the debtor code was selected.
Branch Select branch code, if applicable. If this branch code

is selected, the system will change the delivery
address under More Header.
Validity Enter the valid date / up to number of days from

Quotation date is issue to indicate the validity of the
Quotation being issued.
Delivery Term Enter when the items will be delivered to the

customer upon confirmation of the Quotation.
Your Ref. Enter the customers reference number if applicable.
CC Indicate the document issue is to be carbon copy to

whom, if applicable.
Payment Terms Indicate the payment terms.

Quotation No. The system will auto generate a number.
Highlight the word <<New>> to enter your own
number manually.
Date The system will display the default based on current

system date. The system allows you to change the
default date.
Display Term Select the credit terms given.
Agent Select the sales personnel.
Item Code Click to select an item code.
Description The system will automatically display the item code

description based on the selected item code which is
maintain in Stock | Item Maintenance.
Further Description Enter additional description, if applicable.
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measurement based on the selected item code which
is maintain in Stock | Item Maintenance.
Qty Enter the number of quantity.
Unit Price Enter the unit price.

Discount Enter the discount either by value or percentage, if
applicable.
Sub Total The system will automatically calculate the total for
the item.
Total The system will automatically sum up the entire

items total as entered in the detail section.
Net Total The system will automatically calculate the net total
of the document.
Currency The system will automatically show the currency for

the selected debtor code which is maintain under
A/R | Debtor Maintenance.
Rate The system allows you to enter the current exchange

rate, for foreign currency debtor code.
Local Net Total The system will convert the foreign currency amount
to local currency amount based on the exchange rate
which is entered in the screen.
2. Click on SAVE button to save the transaction.
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HOW TO CANCEL A SALES ORDER?
1. Select Sales | Cancel Sales Order and click on Create a new Cancel S/O. In the Cancel S/O screen,
select Transfer Document | Transfer from Sales Order and select which transaction to be canceled.
Click on OK button to proceed on.
2. The system will transfer to select Sales Order transaction which was selected onto the Cancel S/O screen.
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HOW TO ENTER CASH SALES & CASH PAYMENT?
1. Select Sales | Cash Sale and click on Create a new Cash Sale.
2. Click on SAVE button to save the transaction. The system will display the Enter Payment screen for the
payment details to be entered at the same time. Enter the payment details and click on OK button to
save the entry.
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REPORTS
Quotation
Quotation Listing
Sales Order
Sales Order Listing
Delivery Order
Delivery Order Listing
Invoice
Invoice Listing
Cash Sale
Cash Sale Listing
Debit Note
Debit Note Listing
Credit Note
Credit Note Listing
Cancel Sales Order
Cancel Sales Order Listing
Delivery Return
Delivery Return Listing
Monthly Sales Analysis Report
Sales Analysis By Document Report
Profit & Loss of Document Report
Price History Report
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CHAPTER 11: PURCHASE
The Purchase module allows you to maintain all the transaction related to purchases.
These are the following function available:-

Purchase Order
Goods Received Note
Cash Purchase
Purchase Return
Cancel Purchase Order
Goods Return
HOW TO ENTER TRANSACTION IN PURCHASE?

For illustration purpose, Request for Quotation screen is used as an example.
1. Select Purchase | Request for Quotatation and click on Create a new Request for Quotation.
Header
Section
Detail
Section
Footer
Section
Creditor Click to select a creditor code.
To The system will automatically display the company

name once the creditor code was selected.
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Address The system will automatically display the companys
address once the creditor code was selected.
Branch Select branch code, if applicable. If this branch code

is selected, the system will change the delivery
address under More Header.
R/Q No. The system will auto generate a number.

Highlight the word <<New>> to enter your own
number manually.
Date The system will display the default based on current

system date. The system allows you to change the
default date.
Display Term Select the credit terms received from supplier.
Agent Select the purchase personnel.
Item Code Click to select an item code.
Description The system will automatically display the item code

description based on the selected item code which is
maintain in Stock | Item Maintenance.
Further Description Enter additional description, if applicable.

measurement based on the selected item code which
is maintain in Stock | Item Maintenance.
Qty Enter the number of quantity.
Unit Price The system will automatically display the unit cost
which is maintained in the Item Maintenance.
Discount Enter the discount either by value or percentage, if

applicable.
Sub Total The system will automatically calculate the total for
the item.
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Total The system will automatically sum up the entire

items total as entered in the detail section.
Net Total The system will automatically calculate the net total
of the document.
Currency The system will automatically show the currency for

the selected creditor code which is maintain under
A/P | Creditor Maintenance.
Rate The system allows you to enter the current exchange

rate, for foreign currency creditor code.
Local Net Total The system will convert the foreign currency amount
to local currency amount based on the exchange rate
which is entered in the screen.
HOW TO CANCEL A PURCHASE ORDER?

1. Select Purchase | Cancel Purchase Order and click on Create a new Cancel P/O. In the Cancel P/O
screen, select Transfer Document | Transfer from Purchase Order and select which transaction to be
canceled. Click on OK button to proceed on.
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2. The system will transfer to select Purchase Order transaction which was selected onto the Cancel P/O
screen.
HOW TO ENTER GOODS RETURN TO SUPPLIER?

1. Select Purchase | Goods Return and click on Create a new Goods Return. Select a Creditor code and
proceed on to select Transfer Document | Transfer from Goods Received Note. In the Transfer from
Document screen, select Partial Item Transfer to select which item code from which goods received
note is to be return back to the supplier.
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2. Click on OK button in the transfer screen and the system will transfer the details onto the Goods Return
screen.
3. Click SAVE button to save the transaction.
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REPORTS
Request for Quotation Listing
Purchase Order
Purchase Order Listing
Goods Received Note
Goods Received Note Listing
Cash Purchase
Cash Purchase Listing
Purchase Return
Purchase Return Listing
Cancel Purchase Order
Cancel Purchase Order Listing
Goods Return
Goods Return Listing
Monthly Purchase Analysis Report
Purchase Analysis By Document Report
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CHAPTER 12: GENERAL MAINTENANCE & TOOLS
This chapter explains the various functions under General Maintenance and Tools.
GENERAL MAINTENANCE
These are the following available function:-
Company Profile
User Maintenance
Set Password
Account Type Maintenance
Journal Type Maintenance
Area Maintenance
Sales Agent Maintenance
Purchase Agent Maintenance
Footer Maintenance
Document Numbering Format
Credit Term Maintenance
Debtor Type Maintenance
Credit Type Maintenance
Payment Method Maintenance
C/N Type Maintenance
D/N Type Maintenance
Price Category Maintenance
I. Company Profile
The Company Profile allows you to maintenance the company details such as company name,
address, delivery address, contact number, fax number and company logo.
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II. User Maintenance
This function allows you to maintain the users information such as login password and access right
given to access the functions which are available in the system.
How to Create a New User Group?

1. Click on user group icon to create a new user group. Click on ADD NEW USER
GROUP button to create a new group.
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2. System will display the User Group Editor screen as shown below:-
User Group ID Enter a group id, e.g., SALES
Description Enter the group description, e.g., Salesman

Group
How to Create a New User ID?

1. Click on User icon and select Add New User button. The system will display User Editor
screen as shown below:-
User Login ID Enter a user id for the new user, e.g., YAP
User Name Enter the users name, e.g., CAREN YAP
Department Enter the user belongs to which department in the

company such as SALES to represent sales
department.
Active By default, this option is tick. This mean the user is

still active.
Note: For those users who have resign, you can edit the
users information and Untick this option.
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At the General Page section:-
Password Enter the password.
Confirm Password Enter the password once more which was entered in
the Password field for reconfirmation.
Email Address Enter the users email address, if applicable.
Signature Right click to load the signature which was scan into
a bitmap file format, if applicable.
At the Group Page section:-
Click on ADD button to indicate the user belongs to which group of access right. E.g., select
SALES group to indicate this user belongs to sales department.
Click on SAVE button to save the setting.
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How to Set User Access Right?
At the User & Group section, click to select a user id, e.g., ADMIN and proceed to select the
Access Right. The system will display the Access Right Maintenance screen. In this screen, e.g., to
give access right for ADMIN to access all function under General Ledger, select Set Group
Access Right button at the right hand side of the screen. In the Set Access Right Group screen,
select ADMIN and click on the arrow down button to select ADD under the Select column. Click
OK button and the system will automatically add in the group for ADMIN
The system also allows you to individual set specific function only to add certain users id to access
the function. For example, select General Ledger | Cash Book Entry | Delete Cash Transaction
which access right is given only to ADMIN and FINANCEMGR. You can individually tick on this
group at the right hand side of the Set Access Right screen.
172
III. Set Password
This function allows you to reset the password.
IV. Account Type Maintenance

This function allows you to add on additional account type on top the system default account type.
V. Journal Type Maintenance

This function allows you to add on additional journal type on top of the system default journal type.
173
VI. Area Maintenance
This function allows you to create the area code.
VII. Sales Agent Maintenance

This function allows you to create and maintain the sales personnel record. Select on the
COMMISSION button to enter the commission details.
VIII. Purchase Agent Maintenance

This function allows you to create the purchase personnel record.
174
IX. Footer Maintenance
This function allows you add additional field in the transaction screen for Sales and Purchase module.
The system allows you to add 3 different types of field at the bottom of the Sales transaction screen as
well as 3 different types of field at the bottom of the Purchase transaction screen.
As an example, add a discount field at the bottom of the transaction screen for Sales transaction
screen. Select Sales Footer 1 and click on EDIT button.
Enable Tick on this option to indicate to the system to

display this field in the transaction screen.
Footer Name System default footer name is Sales Footer 1.

You can overwrite it with your own description.
Caption Specify a name for the new field, e.g., Discount for
discount field.
Formula Enter the formula to indicate to the system how

system what the system should do once the discount
is entered in this field.
Formula: -$ITEMTOTAL*$FOOTER1PARAM/100
Tax Type Select the tax type if the information entered in this
field is subjected to tax.
Post to G/L Account Tick on this option, to indicate to the system, e.g., the
discount amount is to be posted to which account
code.
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Add this footer value to Tick on this option, to indicate to the system to take
Net Total in this figure when net total is being calculated.
Add this footer value for Tick on this option, to indicate to the system show
Sales / Purchase this include this information when the system
Analysis generate the analysis of sales / purchase.
Parameter section:
Visible Tick on this option, to indicate to the system show
this sections detail.
Caption Display the default caption, e.g., % for discount.
Decimal Indicate the decimal places.
Default Value Indicate the default value, if applicable.
Apply Discount Percent Tick on this option, to indicate to the system to

value from Debtor/ obtain the discount information which is maintain at
Creditor master file the A/R | Debtor Maintenance for Debtor or A/P |
Creditor Maintenance for Creditor.
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X. Document Numbering Format Maintenance
This function allows you to set numbering format for each of all the different document type which is
available in the system.
How To Set Numbering Format?

As an example for illustration, select Doc Type: Invoice to set Invoice document numbering format.
The system comes with an Invoice Default format. Click on EDIT button to change the default
invoice format.
Name For system default format, this field is not allowed to

be change.
Default Tick on this option to indicate to the system that this

set of invoice format is a default running number.
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Document Type Click to select the document type for this set of
numbering format.
Next Number Indicate the next running number to start from to the
system.
Format Indicate the system format.

E.g to show the following sequence format of
numbering:
I to represent Invoice
{@yyMM} to represent Year/Month
<0000> to represent number of digit for invoice number
Format will be entered as such I-{@yyMM}-<0000>.
Sample The system will show a sample of the numbering

based on the format indicate at the format field.
E.g., I-{@yyMM}-<0000> will be shown as I-0601-
0049.
Each month with Tick on this option if you would like to have each
different running set month in the year to have its own running number.
number
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XI. Credit Term Maintenance
This function allows you to create the credit terms given to the customer as well as received from the
supplier.
Click on NEW button to create a new credit term. Example a credit term which is due on specific day
in the month.
Display Term Enter the description of the display term.
Type of Terms These are the following type of terms:-

Cash There is no credit terms given.
C.O.D Cash on Delivery
Due in number of days Indicate credit terms given for
how many days.
Due on days of next month Indicate the credit terms
given is due on specific day in the next month.
Due on. Days of next Enter the number of days of credit. This field is only
month applicable if you select either Due in number of days
or Due on days of next month.
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XII. Debtor Type Maintenance
This function allows you to categorized or classify your customer into different type such as oversea
or local customer.
XIII. Creditor Type Maintenance

This function allows you to categorized or classify your supplier into different type such as oversea or
local supplier.
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XIV. Payment Method Maintenance
This function allows you to create and maintain different payment method.
Payment Method Type The system has 3 different payment method:-

Bank For cheque payment received or issued.
Deposit For deposit payment received or paid.
Cash For cash payment received or issued.
Payment Method Enter a payment method, e.g., PBB to represent

Public Bank Berhad.
Journal Type Indicate the journal type for the payment method,
e.g., Bank for bank journal.
Bank/Cash Account Select the account code for the payment method.
Payment By Enter the payment mode, e.g., CHEQUE refer to

cheque issued or received.
Overdraft Limit Enter the overdraft amount, if it is an overdraft.

(Optional)
Need to specify Tick on this option, to indicate to the system to

additional information prompt a reminder to enter the cheque number or
such as cheque number credit card number at the transaction screen, if the
or credit card number cheque number field is left blank.
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Bank Charge Account Select the bank charges account code.
Bank Charge Rate Enter the bank charge rate, if applicable.

If the rate is entered, the system will automatically
calculate the bank charges based on the rate set once
the payment method is selected at the transaction
screen.
Merge Bank Charge If this option is tick, the system will deduct the bank
Transaction In Bank charges from the amount paid. E.g., Amount paid is
Reconciliation $50.00 and bank charge is $1.00. The system will display
as $49.00 in the bank reconciliation screen.
Otherwise, if Untick, the amount display in bank

reconciliation will include the bank charges amount.
Payment Document Select the payment voucher document format which

Numbering Format was maintained in the Document Numbering Format
Maintenance.
Receipt Document Select the official receipt document format which

Numbering Format was maintained in the Document Numbering Format
Maintenance.
XV. C/N Type Maintenance

This function allows you to further classify your credit note, e.g., the credit note issued is for
adjustment purpose, discount given or for goods return.
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XVI. D/N Type Maintenance
This function allows you to further classify your debit note, e.g., the debit note issued is for
adjustment purpose or correction for under billed invoice.
XVII. Price Category Maintenance

This function allows you to create and maintain different price category.
TOOLS
This module allows you to perform other maintenance in the account book.
The following functions available are:-

Backup
Restore
Report Designer
Change Code
Options
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I. REPORT DESIGNER
The AutoCount Report designer allows you to customize the standard report provided in the system or
create new report based on the companys reporting requirements.
REPORT DESIGNER ENVIROMENT
STANDARD CONTROLS
CLASS DESCRIPTION
Used for inserting subreports into a report. The inserted report should be included in the
Subreport
project and assigned to the Subreport.ReportSource property of the Subreport object.
Subreports can be used to merge reports and create master-detail reports.
Used for inserting Windows Forms and any third party controls into reports. The
WinControlContainer
WinControlContainer object actually serves as a wrapper for the inserted control and
supports its drawing methods.
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CLASS DESCRIPTION
Represents a barcode in reports. Use the XRBarCode.Symbology and

XRBarCode
XRBarCode.SymbologyId properties to set the type of the barcode you need to insert into
a report.
Represents a check box in reports. Use this control to allow an end-User to display a
XRCheckBox
true/false or Checked/Unchecked/Indeterminate state.
Defines the base class for all the report controls. You can derive a control from this base
XRControl
class to create your own custom control.
Represents a label in reports. Use this control to insert single-line or multi-line text into a
XRLabel
report.
Represents a line in reports. Use this control to draw different lines in your report.
XRLine
Represents the objects used as page delimiters in reports. Use the Band.PageBreak
XRPageBreak
property instead of this control if you want to break a page just before or after the band.
Represents the controls used to display auxiliary information on report pages. Use this
XRPageInfo
control to display page numbers, the current date or user information in your report.
Represents a control that can contain other controls. Use this control to group controls
XRPanel
together which makes it easier to manipulate them.
Represents a picture box control that can be used to display an image in a report. Use this
XRPictureBox
control to insert images into your report.
Represents a control that can be used to display, enter, and manipulate formatted text.
XRRichTextBox
Use the XRRichTextBox.LoadFile method to load a rich text file created in any external
text editor into a report.
Represents a table in reports.

XRTable
Represents a cell in a table. Bind its XRControl.Text property to a data field or insert any
XRTableCell
bound report controls into a cell.
Represents a row in a table. Usually you don't need to work with the table row
XRTableRow
separately, use the table cells instead.
Represents a control that displays a zip code in a report. It is used for creating zip codes
XRZipCode
in reports.
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ALIGN OR SPACE TOOLBAR
The Align or Space Toolbar is useful when components need to be positioned uniformly. For example, it can
align several components so that the tops are all even or it can space components so that they have an equal
amount of space between them. The first component selected determines the position to which the others
will align.
CLASS DESCRIPTION
Centers a group of components based on the horizontal center of the first-selected

Align Horizontal Centers components.
Aligns a group of components with the rightmost position of the first-selected

Align Right Edges components.
Aligns a group of components with the topmost position of the first-selected component.
Align Top Edges
Aligns a group of components based on the vertical center of the first-selected component.
Align Vertical Centers
Aligns a group of components with the bottom most position of the first-selected
Align Bottom Edges component.
Spaces a set of components based on the leftmost position of the first-selected component
Space Horizontally and the rightmost position of the last-selected component.
Spaces a set of components based on the topmost position of the first component selected
Space Vertically and the bottommost position of the last component selected.
Centers a component horizontally within a band.

Center Horizontally in Band
Centers a component vertically within a band.

Center Vertically in Band
FORMAT TOOLBAR
Use the Format Toolbar to set the font and colors of text-based components. In addition you can control the
layering of the components with this toolbar.
CLASS DESCRIPTION
Set the text to Italic.

Italic
Underline text.
Underline
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CLASS DESCRIPTION
Centers text.
Center
Right justifies text.

Right Justify
Justify text.
Justify
Sets the text color.

Font Color
Sets the background color.

Highlight Color
Brings a component to the front of other components.

Bring to Front
Sends a component to the back of the other components.

Send to Back
REPORT BAND TYPES

The report band types are divided into 3 basic bands which are Page Header, Details and PageFooter bands.
CLASS DESCRIPTION
TopMarginBand
Used for placing controls at the top of each report page.
ReportHeaderBand Used for placing controls at the beginning of a report.
PageHeaderBand Used for placing controls at the top of a report page, below the TopMarginBand. Mainly
intended for displaying the header of a table, which has been continued from the
previous page.
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CLASS DESCRIPTION
GroupHeaderBand Used for placing controls at the beginning of a group of records displayed in the
DetailBand.
DetailBand Used for displaying one record at a time from the bound data source or just for holding
controls (if there is no bound data source).
DetailReportBand Used for creating a master-detail report (this band holds the detail report). The master-
detail relation for this detail report is specified by the XtraReportBase.DataMember
property.
GroupFooterBand Used for placing controls at the end of a group of records displayed in the DetailBand.
PageFooterBand Used for placing controls at the bottom of a report page, above a BottomMarginBand.
Mainly intended for displaying the footer of a table, which is continued on the
following page.
ReportFooterBand Used for placing controls at the end of a report.
BottomMarginBand Used for placing controls at the bottom of each report page.
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CHANGE AN EXISTING REPORT
This section guide you how to make changes towards an existing report.
For example, insert an item code in Invoice report.
1. Select Sales| Invoice and proceed to select Report | Design Document Style Report.
Select Label
to
add in a text field
at the Toolbox
tab.
At the Field tab, select ITEM

Drop the Label field at the CODE field. Drag and drop
detail band. the field onto the label field.
2. Select File | Save to save the new changes in the report.

3. Click on Preview tab at the bottom left hand side in the report designer screen to view the layout.
4. Select File | Exit to exit from report designer.
The system does not allow you to save the amended report to the same name as the
default reports name.
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HOW TO SAVE A REPORT INTO A TEMPLATE FILE?
This section guides you how to save a report layout into a template file.
For illustration purpose, Invoice report is used as an example.
1. Select Sales| Invoice and proceed to select Report | Design Document Style Report. Select the Invoice
format and proceed on to select File | Save To File in the report designer. The system will display a
Save As screen. Specify a name for the Invoice at File Name, e.g., Invoice Layout for Pre-printed Form
2. Click SAVE button to save the report.
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HOW TO LOAD REPORT?
This section guide you how to load a report.
For illustration purpose, Invoice report is used as an example.
1. Select Sales| Invoice and proceed to select Report | Design Document Style Report. Select an existing
report format and proceed on to select File | Load From File in the report designer. The system will
display a Open screen. Select the report name which you have save from which folder, e.g., Invoice
Layout for Pre-printed Form from My Documents folder.
2. Click on OPEN button for the system to load the report layout. Proceed on to File | Save As and
indicate a new name for the report which was loaded in, e.g., Invoice Layout for Pre-printed Form. Click
on SAVE button to save the report.
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You must be very careful in loading a report format. If the report is loaded
in incorrectly, it is possible that the system might not be able to print or
preview the report.
CHANGE CODE
This function allows perform a global change to some of the codes in the maintenance file.
These are the following functions available:-

Change Account Code
Change Branch Code
Change Item Code
Change Item UOM
Change Tax Type
Change Currency Code
Change User ID
For illustration, Change Account Code is use as an example.
1. Select Tools | Change Code | Change Account Code. The system will display the change account code
screen.
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Click on + sign to add a record.
Account Code Select the existing code to change, e.g., 320-0000 for
CASH IN HAND code is to be change.
New Account Code Enter the new account code, e.g., 320-0001
2. Click on CHANGE button to proceed on with the changes.
You must be very careful when performing this process.

It is ADVISABLE to backup a copy of the account book BEFORE you
perform this function.
The change code function allows you to add more that one code for changes.
CLEAR CACHE & CRITERIA DATA

The system allows the information stored in the cache to be cleared from the cache memory used by the
system as well as the criteria data.
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OPEN K.I.V FOLDER
The system allows you to save the transaction entered in the transaction to a temporary folder called K.I.V
folder. The system also stored the auto saved transaction under this folder.
CURRENT USER SETTINGS

The system allows you to set some default setting in the system.
Application Forms This section allows you to set the number of

maximum screen to be open in the system.
Auto-save Document This section allows you to indicate the number of

seconds for the system to activate the auto-save
processing during transaction entry.
Tick on the option: Use Compression for auto-saved
document to indicate to the system to use
compression method to when auto-saved feature is
turn on.
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OPTIONS
The system also provides an Options function to fine tune the system setting to meet your own requirement
such as document numbering format and display on screen such as decimal places.
The options setting is divided into:-

General
G/L
Invoicing
A/R & A/P
Stock
GENERAL
The general setting is further breakdown into:-
Application Settings
Decimals
Account Code Format
Miscellaneous
Application Forms section:-
Maximum Windows Indicate the maximum transaction screens can be

open and stack in the system.
Show in Task Bar By default this option is not tick. If you would like
the system to show the screen in windows task bar,
tick on this option.
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Minimum Password The system allows you to indicate the number of
Character minimum character for password.
Manage Fiscal Year This option allows you to create the financial year in
the account book.
Decimal section:-
Search Command By default the setting is set to 600 seconds.

Timeout This option is to indicate time period allow for the
system to search in the search screen.
Quantity Decimal Indicate the number of decimal places for quantity.
Currency Decimal Indicate the number of decimal places for currency.
Unit Price Decimal Indicate the number of decimal places for unit price.
Currency Rate Decimal Indicate the number of decimal places for currency
rate.
Cost Decimal Indicate the number of decimal places for cost.
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Account Code Format section:-
Account Code Format This field allows you to define the account code
format.
The default setting is set to AAA-AAAA
Automatic Generate This field allows you to define the debtor code
Debtor Code format which is maintain in the A/R | Debtor
Maintenance.
The default setting is set as PPP-F000.
Automatic Generate This field allows you to define the creditor code
Creditor Code format which is maintain in the A/P | Creditor
Maintenance.
The default setting is set as PPP-F000.
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Miscellaneous section:-
Goods & Service Tax This option allows you to on the Sales / Goods
Service Tax field to be shown in the transaction
screen.
The system allows you to indicate your own tax type
description, e.g., you can overwrite the system
default tax description in the Rename Tax Type To
field from Sales Tax to GST to represent Goods &
Service Tax.
Remind Invalid Stock Tick on this option, if you would like the system to
Level when Save Stock prompt a reminder if stock level is below quantity on
Item hand when each transaction saves.
Default Stock Location Indicate the default stock location code to be display
in the transaction screen.
Default Project Indicate the default project code to be display in the
transaction screen.
Default Department Indicate the default department code to be display in

the transaction screen.
Remote Credit Control This option is applicable for those who has purchase
Pool Interval the Remote Control modules.
This setting is to indicate to the system number of
seconds the remote credit control screen is to be
display.
Show Report Margin By default this option is tick.
Warning This option when turn on, the system will prompt a
message notifying the user that the selected report
printed out to the printer will be out of margin.
Show Returned Cheque By default this option is tick.

Column This option when turn on, the system will display
the Returned Cheque column in the transaction
screen for payment paid or received , refunds as well
as deposit.
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G/L
The G/L setting is further breakdown into:-
Default Account
Default Journal
G/L Posting
Default Account section:-

Sales Account Tag a default sales account.
Cash Sales Account Tag a default cash sales account.
Sales Return Account Tag a default sales return account.
Sales Discount Account Tag a default sales discount account.
Purchase Account Tag a default purchase account.
Purchase Return Tag a default purchase return account.

Account
Purchase Discount Tag a default purchase discount account.
Account
A/R Forfeited Account Tag a default forfeited account for A/R for forfeited
deposit.
A/P Forfeited Account Tag a default forfeited account for A/P for forfeited
deposit.
A/R & A/P Temporary Tag a default contra account for contra transaction
Contra Account done between A/R and A/P.
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Default Journals section:-
Invoice Journal Type Indicate the journal type for invoice.
Cash Sales Journal Type Indicate the journal type for cash sale.
Credit Note Journal Indicate the journal type for credit note.
Type
Debit Note Journal Type Indicate the journal type for debit note.
A/P Invoice Journal Indicate the journal type for A/P Invoice.
Type
A/P Credit Note Journal Indicate the journal type for A/P Credit Note.
Type
A/P Debit Note Journal Indicate the journal type for A/P Debit Note.
Type
Journal Entry Journal Indicate the journal type for Journal.

Type
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G/L Posting section:-
Always Post Detail By default, this option is tick.
Description to G/L in When this option is turn on, the system will post the
Cash Book Entry description as stated in the Cash Book Entry screen
to G/L.
Always Post Detail By default, this option is tick.

Description to G/L in When this option is turn on, the system will post the
Journal Entry description as stated in the Journal Entry screen to
G/L.
Allow Not Balance By By default, this option is Untick.

Project and Department This feature is for backward compatibility which
in Journal Entry lower version of AutoCount accounting system.
INVOICING
The Invoicing setting is further breakdown into:-
Auto Price
Bonus Point
Landed Cost
Customize Invoicing
Document Transfer
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Auto Price section:-
Sales Auto Price The system allows you to choose the option to
indicate to follow which price option for Sales such
as :-
Use Last Invoice/Cash Sales Price
Use Last Quotation Price
Use Last Sales Order Price
Use Price Book
Purchase Auto Price The system allows you to choose the option to
indicate to follow which price option for Purchase
such as :-
Use Last Purchase Invoice/Cash Purchase Price
Use Last Purchase Order Price
Use Price Book
User Last Purchase Invoice / Cash Purchase Price
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Bonus Point section:-
Bonus Point calculated Tick on this option to indicate to the system to

by Invoice Total calculate the bonus point based on invoice total
amount.
You have to indicate for every dollar how much
point is allocated.
Round up the dollar(s) if Tick on this option, if you would like to system to
needed perform rounding.
Landed Cost section:-
Enable Landed Cost Tick on this option to enable the landing cost feature.
Calculate Landed Cost The system allows you to select either one of the
pro-ratedly by following setting to calculate the landing cost:-
Sub-Total
Stock Item Weight
Stock Item Volume
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Customize Invoicing section:-
Edit Column Lock This option allows you to lock certain fields in the
transaction screen which in turn do not allow any
amendments done to it.
Customize Remark The system allows you to change the description of

the remarks in the transaction screen for all the
different document type in the system.
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Default Sales Item Indicate the default sales item quantity.
Quantity
Default Sales Item Indicate the default sales item quantity.
Quantity
Line Discount Post to Tick on this option, if you would like to discount in
separate Account the transaction entry to be posted to another account
code.
Over Transfer of This options allow you to indicate to the system

Quantity in Partial which document type is allows to exceed the original
Transfer quantity as entered in the source document once it
was transferred into another document type.
E.g. Quantity entered in Delivery Order is allowed to
exceed once it is transfer over to an Invoice.
Color Indication This option allows you to indicate to the system to

display the text in color for Minimum Sales Price,
Maximum Sales Price, Minimum Purchase Price and
Maximum Purchase Price.
Document Transfer section:-
205
Document Transfer The system allows the following setting to be set:-
Control Use Transferred Document Date
Use Transferred D/O Date
Transfer D/O No. to Invoice No.
Payment from Cash Sale By default, this option is turn on.

follows Cash Sales No. When this option is turn on, payment entry done in
Sales | Cash Sale screen, the numbering will be the
same as the cash sales number as allocated by the
system when the transaction is save.
Payment from Invoice By default, this option is turn on.

follows Invoice No. When this option is turn on, payment entry done in
Sales | Invoice screen, the numbering will be the
same as the cash sales number as allocated by the
system when the transaction is save.
Copy Debtor Note to When this option is turn on, the notes maintain at the
Sales Document Note Debtor Maintenance for each individual debtor code
will be copied by the system into the sales document
note once the debtor code is being selected at the
transaction screen.
Copy Creditor Note to When this option is turn on, the notes maintain at the
Purchase Document Creditor Maintenance for each individual creditor
Note code will be copied by the system into the sales
document note once the creditor code is being
selected at the transaction screen.
A/R & A/P

The A/R & A/P setting is further breakdown into:-
Aging and Statement
Default Debtor & Creditor
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Aging and Statement section:-
Aging Format This option allows you to set the Aging format.
Message appear at the This section allows you to enter the notes which will
bottom of appear at the bottom of the Debtor / Creditors
Debtor/Creditor statement.
Statement
Return Cheque This field allows you indicate your own description
Description for return cheque transaction to be display in the
Aging and Statement report.
Default Debtor & Creditor section:-
Default Debtor This section allows you to set the default setting for
Debtor Maintenance such as Credit Limit and credit
Term whenever a new debtor record is created.
207
Default Creditor This section allows you to set the default setting for
Creditor Maintenance such as Credit Limit and
Credit Term received from supplier whenever a new
creditor record is created.
STOCK
The Stock setting is further breakdown into:-
General Stock Setting
Bar Code
General Stock Setting section:-
Default Costing Method This option allows you to define the costing method
use to calculate the stock costing.
The system allows you to choose from either one of
the following costing method:-
Fixed Cost
Weighted Average
FIFO
LIFO
Most Recently
Automatic Generation of This feature allows you to set the format numbering
Item Code Format for the system to generate when an item record is
created under Stock | Stock Maintenance.
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Stock Costing section:-
Enable Bar Code Input Tick on this option to enable the bar code feature.
Recognize the input The system allows you to indicate to the system
string as what to recognize when scanning process is done
such as either:-
Bar Code and Item Code
Item Code
Bar Code
Quantity Separator This is to indicate to the system how to recognize
the quantity information in the bar code.
Note: Quantity is a single character to separate the
quantity and the bar code string. Thus, if you do
not wish to apply this feature, leave this field
blank.
E.g.: If the quantity separator is stated as * , when

the following code: 12*A100123 is scan, the system will
recognize the bar code as A100123 with quantity 12.
Allow Partial Matching Tick on this option, for the system to match only
partial of the bar code.
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CHAPTER 13: OPTIONAL FEATURES
This chapter explains the features which are available but optional if not applicable.
MULTI-CURRENCY
OVERVIEW
AutoCount allows daily business transaction in different types of currency and exchange rate to be
entered into the system. Thus, with multi-currency, daily transaction can be done with ease for gain or
loss calculation caused by currency rate fluctuation. The system automatically calculates the amount of
gain/loss of currency and post to gain/loss on foreign currency account.
DATA ENTRY
How to Maintain Foreign Currency?

Firstly, foreign currency must be maintained in the system, before any transaction in foreign
currency is entered into the system. The system allows unlimited types of currency with a
standard rate as well as previous exchange rate.
1. Select Housekeeping | General Maintenance | Currency Maintenance. In the Currency

Maintenance screen, click on NEW button to create a new currency record.
Currency Code Enter a currency code. E.g., SGD to represent

Singapore Dollar.
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Currency Symbol Enter a currency symbol. E.g., SGD to represent
Singapore Dollar.
Currency Word Enter the currency description for currency code,

e.g., SINGAPORE DOLLAR.
Currency Word2 (Optional). If applicable, enter the 2nd currency

description.
Bank Buy Rate Enter the purchase bank rate for the foreign
currency.
Bank Selling Rate Enter the bank selling rate for the foreign currency.
Account and Journal Type Setting for Currency Exchange Gain / Loss section:-
Exchange Gain Account Select the account code for gain on foreign currency
code.
Exchange Loss Account Select the account code for loss on foreign currency
code.
Exchange Gain/Loss Select the account journal type for foreign currency
Journal gain / loss, e.g., GENERAL
Foreign Currency Transaction

The system allows transaction for invoices, bills received, cash received or payments and journal
transaction to be entered in foreign currency.
For foreign currency transactions related to debtor (customer) or creditor (supplier), firstly the debtors
or creditors record must be tag with a foreign currency.
For example, create a foreign debtor record in A/R | Debtor Maintenance, e.g., 300-S003
SHINNINGS SUN HYPERMART.
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Sales | Invoice is being use as an example to illustrate how foreign currency transaction is
entered.
1. Select Sales | Invoice and click on Create a new Invoice.
2. In the Debtor field, click on to select debtor code: 300-S003 SHINNINGS SUN
HYPERMART. The system will display the default exchange which is maintained at the
Foreign Currency Maintenance for Singapore Dollar.
212
GL | Cash Book Entry is used as an example, on how to enter receipt done or payment made
in foreign currency.
1. Select GL | Cash Book Entry. Select Payment Voucher to make payment for
advertisement post at a Website provider.
213
PROJECT
Project Accounting arises when a company sells goods or services based on project. For example, in
Construction company. Thus, tracking is needed to know the performance and progress of each
individual or all the projects. Therefore, AutoCount provides relevant project reports to assist in
decision making, such as, project profit margin report.
Under project menu, you can create unlimited projects under Project Maintenance. During transaction
entries, tag the respective transaction to indicate the transaction belongs to which sub-project.
How to maintain a Project?

Before any transaction can be tag with a Project and Sub-project, the project and sub-project must be
created under Project Maintenance.
1. Select General Maintenance| Project Maintenance. In the Project Maintenance screen, click on
Add New to create a project code.
Project Code Enter a project code, e.g.,: P001.
Active By default this option is tick. This indicates the

project is still active.
Description Enter the description for project code, e.g., BUKIT

TINGGI HOUSING PROJECT SELANGOR
2nd Description (Optional) If applicable, enter the 2nd description for

the project code.
2. Click on SAVE button to save the project code.
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How to Create a Sub-Project under a main Project?
In the Project Maintenance, the system allows you to create different jobs and tag it under a specific
project.
1. Select General Maintenance | Project Maintenance. In the Project Maintenance screen, select the
project code which you would like to add the job, e.g., P001. Proceed to select ADD SUB button.
DATA ENTRY
In the transaction entry screen, the system allows the transaction to be tag under which Sub-project.
Thus, these enable you to keep track of all the transactions connected to various projects performance.
In the transaction entry screen, there is a section called Project.
215
For illustration purpose, Invoice screen is use as an example. At the detail sections of the invoice, under
the Proj No. column, select sub-project J001 which refers to sub-project code: J001 which was tag
under Project Code: P001 in the Project Maintenance.
All Project and sub-project code maintain in the system under Project
Maintenance must be unique.
216
DEPARTMENT
OVERVIEW
The system allows you to further define your transaction based on departmental to track branches or
departmental performances and progress. With entries of transactions taking place between the
branches or departmental, eventually, the system is able to gather the transactions based on either
branches or departmental and present this information in the relevant reports.
1. Select General Maintenance | Department Maintenance and click on ADD NEW button to create a
department code.
Department Code Enter a department code, e.g.,: MARKETING.
Active By default this option is tick. This indicates the

department is still active.
Description Enter the description for project code, e.g.,

MARKETING DEPARTMENT
2nd Description (Optional) If applicable, enter the 2nd description for

the department code.
217
DATA ENTRY
In the transaction entry screen, the system allows the transaction to be tag under which Department.
Thus, these enable you to keep track of all the transactions connected to various departments
performance.
For illustration purpose, Invoice screen is use as an example. At the detail sections of the invoice, under
the Dept. No. column, select MARKETING which refers to Marketing Department.
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SALES TAX
These are the following steps to on how to setup and maintain sales tax which is practice in Malaysia.
MAINTAIN SALES TAX SETTING

Before any transactions related to sales tax are entered, the sales tax and account code must be setup.
Assumption: In the Charts of Account, you have created the relevant sales tax account.
1. Select General Maintenance | Options and proceed to General | Miscellaneous page. Tick on the
option: Use Goods & Services Tax (Tax Type). In the Rename Tax Type to field, the default name
Sales Tax. Click OK button to save the settings.
2. Proceed on to General Maintenance | Tax Type Maintenance to create the sales tax.
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Tax Type Enter the tax type code, e.g., SALES TAX to
represent Sales Tax.
Active This option by default is tick. This means the tax

type is active and still currently in use in the system.
Tax Type Account Select the tax type account code.
Description Enter the description of the tax type, e.g., SALES

TAX.
Tax Percentage Enter the tax percentage, e.g., 10 to represent 10%

tax.
Tax Calculation Method Select either one of the following option:-

Inclusive
Exclusive
DATA ENTRY
AutoCount allows you to record the sales tax for goods and services. Thus, you will be able to keep the
record as required for businesses registered for sales tax.
For illustration purpose, Sales | Invoice is used as an example.

1. Select Sales | Invoice and click on Create a new Invoice. Select the sales tax code under the Sales
Tax Type column at the detail section in the Invoice screen. Click on OK button to save.
220
GOODS AND SERVICE TAX (GST)
OVERVIEW
Goods and Service Tax (GST) is a tax on supply of goods and services made in Singapore by a taxable
person in the course or furtherance of any business carried on by him and on the importation of goods
into Singapore.
A GST account is a summary of the input and output tax.

At regular intervals, you should add up the GST in your records and put the totals in the GST account.
GST Deductible GST Payable
Input tax on: Output tax on:
Purchases Sales
Imports Other deemed supplies (e.g. business
taken out for private use)
Bad debt relief Bad debt recovered
At the end of each accounting period, the total of input tax is to be subtract from the total of output tax
and the difference is to be recorded. This figure will then be used to fill in the GST return form.
GST is charged and accounted for at a rate of 5% (Note: This rate is subjected to change by the Singapores
government)
All goods and service are taxable except for those which have been specifically exempted by the Act.
The main exempt items are financial services and sales and lease of residential properties.
221
Types of GST Supply:-
NON TAXABLE SUPPLY TAXABLE SUPPLY

1. Out of Scope 3. Zero Rated (0%)
Transfer of a Going Concern Export of Goods
Private Transactions International Services
Third Country Sales
Sales made within Bonded Ware house
2. Exempt 4. Standard-rated (5%)

Residential Properties All others
International Services
Financial Services
MAINTAIN GST SETTING

Before any transactions related to GST are entered, the GST rate and account code must be setup.
Assumption: In the Charts of Account, you have created the relevant GST account.
2. Select General Maintenance | Options and proceed to General | Miscellaneous page. Tick on the
option: Use Goods & Services Tax (Tax Type). In the Rename Tax Type to field, change the default
name Sales Tax to GST. Click OK button to save the settings.
222
3. Proceed on to General Maintenance | Tax Type Maintenance to create the tax.
Tax Type Enter the tax type code, e.g., STANDARD to

represent GST Standard Rated.
Active This option by default is tick. This means the tax

type is active and still currently in use in the system.
Tax Type Account Select the tax type account code.
Description Enter the description of the tax type, e.g.,

STANDARD RATED.
Tax Percentage Enter the tax percentage, e.g., 5 to represent 5%

tax.
Tax Calculation Method Select either one of the following option:-

Inclusive
Exclusive
DATA ENTRY
AutoCount allows you to record the GST for supply of goods and services as well as payment for goods
and services. Thus, you will be able to keep the record as required for businesses registered for GST.
223
How to Enter GST transaction in GL, AR and AP?
1. Select AR | A/R Invoice Entry as an example to create invoice in Accounts Receivable (A/R).
At the detail section of the invoice screen, select the GST Type, e.g., STANDARD. The system will
automatically calculate the GST amount and add on to the Net Total of the amount. Click on OK
button to save the transaction.
In the detail section, select the sales account code and the select the GST Type, e.g.,
STANDARD. The system will automatically generate the GST amount and is display at the
bottom right hand side of the screen under GST field.
2. Select G/L | Journal Entry, as an example, to enter accrual of office rental.
224
In Journal Entry and click on Create a new Journal Entry.
In the Journal Entry screen, at the Description field, enter RENTAL OFFICE FOR DECEMBER
2005 .
Enter the following details:-
410-0000 Accruals 4200.00

910-0000 Rental 4200.00
In the Rental account entry, enter 4000.00 under DR column. In the GST Type column, select
Standard Rated and the system will auto calculate the GST amount field and compute the
amount of 200.00 for GST. Thus the Total DR will be 4200.00.
3. Select A/P | A/P Invoice Entry as an example to create invoice in Accounts Payable (A/P).
At the detail section of the invoice screen, select the GST Type, e.g., STANDARD. The system will
automatically calculate the GST amount and add on to the Net Total of the amount. Click on OK
button to save the transaction.
In the detail section, select the purchase account code and the select the GST Type, e.g.,
STANDARD. The system will automatically generate the GST amount and is display at the
bottom right hand side of the screen under GST field.
225
How to Enter GST transaction in Sales Module?
1. Select Sales | Invoice Entry, as an example.
In the detail section, at the item code entry record, select the GST Type, e.g., STANDARD.
The system will automatically generate the GST amount and is display at the bottom right
hand side of the screen under Total GST Charge field.
Click OK button to save the entry.
226
Types of GST :-
N- No GST : There is no GST.
S- Standard-rated GST Exclusive: The amount is added up with GST

amount.
I Standard-rated GST Inclusive : The amount is minus from

the GST amount
X- Exempted GST: GST will not be charge on exempted items or

services. Generally exempted supplies cannot be claimed as input
tax.
Z- Zero-rated GST: GST is zero.

O Other GST: These GST is that is out of the standard rate which
is set in Singapore. Thus, GST is not chargeable to the amount.
GST transaction for purchasing at Purchase Module has the same

mechanism as how GST transaction is entered at Sales Module.
The system provides 2 types of report related to GST which is in Summary and Detail Listing.
The GST report provided in AutoCount is for your own reference.

You are to refer to the appropriate report and extract the
appropriate GST related information and fill in the GST form
manually.
227
APPENDIX
APPENDIX A: ACCOUNT CODE FORMAT

Before setting up a new account book, user should determine the account code format to be use in the
accounting system. The maximum number of characters allowed by the system is 12.
For example, the system allows you to define your own account format such as the following format:-
1. A-AAAAAAAAAA
2. AA-AAAAAAAAA
3. AAA-AAAAAAAA
4. AAAA-AAAAAAA
5. AAAAAAAAAAAA (Free Format)
An A character in the above formats only allows characters from A to Z and 0 to 9, while a
character is the delimiter that splits the account code into two parts. Account code before character
denotes major code, while account code after character denotes minor code. Major code is normally
used to recognize a major type of accounts such as debtors or creditors account. For example, user can
use 300 as the major code of debtors account, so any debtor code will have this format 300-AAAAAAAA.
On the other hand, minor code is used to further differentiate individual account of a major type of
accounts. As an example, 300-V001 represents Value Shop Sdn. Bhd. Account code format 5 is also
considered as a free format account code, which means users do not need to use up to 8 characters to
represent a valid account code. This format is especially useful if user is familiar with accounting system
which has free format account code such as Hyper Ledger Accounting System. For example, 300VS0000001
refers to Value Shop Sdn Bhd.
228
APPENDIX B: ACCOUNT TYPE
The system follows the standard account type that is broadly used in Malaysia.
Basically, there are two types of 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
CP Capital
CA Current Assets
CL Current Liabilities
FA Fixed Assets
LL Long Term Liabilities
OA Other Assets
OL Other Liabilities
RE Retained Earnings
PROFIT & LOSS ACCOUNT TYPE

Accounts that belong to the Profit & Loss Account Type will appear in the Profit & Loss Statement.
Acronym Account Type
SL Sales
SA Sales Adjustments
OI Other Incomes
CO Cost of goods sold
EP Expenses
TX Taxation
EI Extra Ordinary Income
AP Appropriation Account
229
INDEXES
Create Item Code, 78
A Create New Account Book, 44
Create Stock Group, 76
A/P, 119 Create Supplier Invoice, 119
A/P Deposit, 124
A/P Payment, 121
A/P Refund, 126
D
A/R, 104 Department, 217
A/R & A/P Contra, 116 Discount Line, 153
A/R Deposit, 109
A/R Invoice Entry, 104 E
A/R Receive Payment, 107
A/R Refund, 114 Enter Cash Sales & Cash Payment, 160
Account Code Format, 228 Enter Transaction In Purchase, 162
Account Code Maintenance, 55 Enter Transaction In Sales, 156
Account Inquiry, 129 External Link, 147
Account Type, 229
Autocount 2006 Shortcut Keys, 30 F
Auto-Save, 26
Find Stock Item, 23
B G
Backup Facility, 35
General Ledger, 93
Bank Reconciliation, 99
General Maintenance, 168
Bce Software Sdn. Bhd, 2
Goods And Service Tax (Gst), 221
Goods Return To Supplier, 165
C Group Total, 154
Cancel A Purchase Order, 164
Cancel A Sales Order, 159 I
Cash Book Entry, 93
Inquiry, 129
Charts Of Accounts, 53
Client Installation., 8
Common Function In Report Screen, 27
J
Common Function In Transaction Screen, 15 Journal Entry, 97
Company Profile, 43
Copy From Other Invoice, 144 M
Copy To A New Invoice, 146
Copyright, 2 Main Screen Interface, 11
Create A Debtor Account, 62 Menu Bar, 13
Create A General Account Code, 58 More Header, 155
Create Creditor Account, 70 Multi-Currency, 210
230
INDEXES
Set Credit Control, 67
N Setup Fisical Period, 48
Setup Opening Balance, 83
Network Installation, 7
Show Instant Info, 24
Notational Conventions, 3
Standalone Installation, 2
Stock, 132
O Stock Adjustment, 134
Open K.I.V Folder, 194 Stock Inquiry, 130
Options, 195 Stock Issue, 136
Stock Item Type Maintenance, 133
Stock Receive, 138
P
Stock Update Cost, 141
Package Contents, 1 Stock Write Off, 140
Project, 214 System Flow, 32
Purchase, 162 System Installation, 2
System Requirements, 10
R
Refund Or Forfeit A Deposit Received, 111
T
Report Designer, 184 Tools, 183
Restore, 41 Transfer Deposit, 113
Transfer Document, 148
S Transfer Status, 154
Sales, 144
Server Installation., 8
W
Working In Autocount, 11
231

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USER MANUAL

Copyright 2006 BCE Software Sdn Bhd. All rights reserved.

The word AutoCount and AutoCounts products are registered

The following copyright notice applies to the software that accompanies

BCE Software Sdn. Bhd. (533186-A)

Key What it means

CHAPTER 1 BEFORE YOU START

This chapter explains the installation

CHAPTER 2 WORKING IN AUTOCOUNT

CHAPTER 3 SETUP ACCOUNT BOOK

Guidelines on how to setup a new account book in AutoCount.

CHAPTER 4 MAINTENANCE SETUP AND OPENING BALANCE.

Guidelines on how to setup the Charts of Accounts, Debtors (Customers) and

CHAPTER 5 GENERAL LEDGER (G/L)

CHAPTER 6 ACCOUNTS RECEIVABLE (A/R)

CHAPTER 7 ACCOUNTS PAYABLE (A/P)

This chapter explains the function under Inquiry module.

This chapter explains the function under Stock module.

This chapter explains the function under Sales module.

This chapter explains the function under Purchase module.

CHAPTER 12 GENERAL MAINTENANCE & TOOLS

CHAPTER 13 OPTIONAL FEATURE

Guidelines on how to maintain as well as enter transaction related to optional

CHAPTER 1: BEFORE YOU START 1

CHAPTER 2: WORKING IN AUTOCOUNT 11

CHAPTER 3: SETUP ACCOUNT BOOK 44

CHAPTER 4: MAINTENANCE SETUP AND OPENING BALANCE 53

CHAPTER 7: ACCOUNTS RECEIVABLE (A/R) 104

CHAPTER 8: INQUIRY 129

CHAPTER 9: STOCK 132

CHAPTER 10: SALES 144

CHAPTER 11: PURCHASE 162

CHAPTER 12: GENERAL MAINTENANCE & TOOLS 168

CHAPTER 13: OPTIONAL FEATURES 210

Component Minimum System Requirements (For Standalone Installation)

Operating System Windows 98, or

Database Workstation component of Microsoft SQL Server (MDAC 2.6 or above),

Framework Microsoft .Net Framework 1.1

Processor Minimum 600 MHz Pentium (Recommended Pentium 4)

Memory 256 MB (Recommended 512 MB)

Monitor SVGA with 65536 or more colors minimum 800x600 resolution

CD-ROM Drive Required

USB Drive or CD- Required for Backup

Other Microsoft Excel XP/2003, Open Office 2.0 (Optional)

Free Disk Space 1 GBytes

Printer A Windows compatible printer

Pointing Device A mouse, supported by Windows

Component Minimum System Requirements (For Client/Server Installation)

Client Workstation Server

Operating System Windows 98, or Windows 2000 Professional or Windows

Database Workstation component of Microsoft SQL Server 2000 or MSDE (Free)

Framework Microsoft .Net Framework 1.1

Processor Minimum 600 MHz Pentium Pentium 3 1.0 Ghz or above

Memory 256 MB (Recommended 512 MB) For a 5-user system: 512 MB

CD-ROM Drive Required for Installation Required for Installation

USB Drive or CD- Required for Backup Required for Backup

Local Area Network Minimum 10 Mbps Minimum 10 Mbps

Client Workstation Server

Internet Minimum 256 Kbps Minimum 256 Kbps

Other Microsoft Excel XP/2003, Open

Free Disk Space 300 MBytes 1 GBytes

Printer A Windows compatible printer

Pointing Device A mouse, supported by Windows