Вы находитесь на странице: 1из 65

Logic Software Users Manual

1
Table of content
1 Administration
1.1 Company Information 5
1.2 Location 6
1.3 User 6
1.4 Change Password 11
1.5 Audit Trial 11
1.6 Backup 12
1.7 Schedule Backup 13
2 Masters
2.1 Currency 14
2.2 Payment Terms 16
2.3 Payment Mode 17
2.4 Country 17
2.5 City 18
2.6 Product Category 19
2.7 Product Group 21
2.8 Unit Of Measurement 22
2.9 Price Type 23
2.10 Document Initials
2.11 Document Remarks

3 Sales
3.1 Enquiry 27
3.2 Estimate 28
3.3 Quotation 29
3.4 Sales Order 31
3.5 Delivery Note 32
3.6 Sales Invoice 33
3.7 Cash Sale 35
3.8 Sales Return 37
3.9 Receive Payment 38
3.10 Customer 40
3.11 Document Remarks 41
3.12 Job

4 Purchase
4.1 Purchase Enq/RFQ 42
4.2 Purchase Order 44

2
4.3 Goods Receiving Note 45
4.4 Purchase Invoice 46
4.5 Cash Purchase 46
4.6 Purchase Return 49
4.7 Pay Vendor Bills 50
4.8 Vendor 51
4.9 Groups 52
4.10 Report

5 Inventory
5.1 Product 53
5.2 Material Request 54
5.3 Production Assembly 54
5.4 Consumption/Material issues 55
5.5 Stock Transfer 57
5.6 Stock Adjustment 58
5.7 Damage waste 59
5.8 Reports

6 Accounts
6.1 Account Ledger 64
6.2 Account Group 65
6.3 Chart of Accounts 66
6.4 Journal 66
6.5 Payment 67
6.6 Receipt 68
6.7 Expense 70
6.8 Debit Note 71
6.9 Credit Note 74
6.10 Bank Reconciliation 75
6.11 Fixed Assets 77
6.12 Reports

3
1. Administration
In this section various controls and administration options are available , using which
responsibilities and privileges is assigned .

Various controls available under administration are.

1.1 Company Information

4
The form allows the user to enter the Company Information. All the transactions and the
activity that will be created will be recorded under the company created .

Fields to be filled are


Company Name : Name of the company

Address : Company location address

Phone : Contact no for the company

Fax : Company fax no.

Email : set company common email id

Website : Company website URL

Currency : Default unit of currency used for transaction

Trade license number : Business trade license number

Issue date : Trade license issue date

Expiry date : Expiry of the trade license

Reminder : Notification regarding the trade license expiry

1.2 Location

5
Using Location form multiple location can be created based on companies office, ware
house, inventory etc.

1.3 User
As an organization can have multiple staffs with different responsibility and positions,
based on that multiple users can be created.

Multiple user can be created from User option .

To create a new user in the company go to


6
Administration->user->new

Various fields to enter for the user creation


User ID : Unique id or no. for the user
Name : Name of the user
Password : ******
Confirm Password : Retype the entered password
Linked employee :
Hint Questions : Ex. Your pet name
Answers : John
Location Allowed : Employees working location

Forms permissions can be provided to each user based on their responsibilities , from
the form permission tab.

7
Similarly report permissions can be provided to each user based on their responsibilities
, from the report permission tab.

Email Setting

8
Email can be configured for the user from email setting tab

Steps

1.Enter your existing email id

2.Enter details of your SMTP server(can be known from your hosting provider)

3. Enter SMTP port number(can be known from your hosting provider)

4. Enter user name .

5. Enter user password

6. mail signature can be assigned by attaching the signature image

1.4 Change Password

9
Existing user can change their password from the change user password option under
administration tab.

Steps

1. Enter old password


2. Enter a new password
3. Re-enter the new password
4. Click on save

1.5 Audit Trial


Audit Trial allows the user to monitor all the ongoing process and action performed on
the various modules by all the user .
It maintains the record of all the action performed by various user during the work
process of the company .

10
A user can track the action record based on date , user , action type, module .
Any entry or edit performed on the system can be tracked from the Audit Trial option .
1.6 Backup

Backup for the company database can easily be taken by clicking on take backup button.

Steps.
1. Click on backup button
2. Specify the backup location
3. Click on take backup button

11
1.7 Schedule Backup

Using Schedule Backup option auto backup for the database can be scheduled for each day.

Steps

1. Click on Schedule Backup


2. Specify the timing for the backup
Scheduled time at which the back has to be taken automatically
3. Specify the backup location

12
drive or the server location where you want to store your data as a backup
4. Click on take backup

2. Masters
2.1 Currency
Multi currency with their exchange rate can be set under an organization according to the
company requirement .

13
Steps to create a new Currency :

1. Click on the new button within the currency tab


2. Enter the name of the currency
The mentioned currency will be reflected at the time of creation of received
payment or pay vendor bill option in the currency select option
3. Description
4. Sub Currency
5. Exchange rate related to the base currency
Ex. If our base currency is AED exchange rate for $ will be 3.65
6. Remarks
7. Click on save

14
2.2 Payment Terms

Various Payment Terms can be created to be reflected against various invoices ,


quotation, payments and forms according to the companies policy.

Steps to create the Payment Terms


1. Mention the name of the payment you want to create
2. Number of day to be allowed as payment due date

if you will select this payment term in any document then the payment due date will
become after these days of the document date and that document will come in remainder
automatically before 3 days of the remainder

3. Mention the discount percent to be availed in the payment term


4. Description about the payment term can be mentioned in the description section .
5. Click on save

2.2 Payment Mode

15
Different Payment Mode can be created which reflects in the payment received and pay
vendor bill section .

2.4 Country

For company locations, Country can be created ,to specify the company location .
Multiple Country can also be created under the same company depending on the
company branches locations.

Steps to create new Country :

16
1. Click on new button under Country tab
2. Inside new field enter the new Country name
Country name selection option can be required at the time of creating sales or
purchase action within various forms sales and purchase modules
3. Click on save

2.5 Create new City


Creation of multiple location or City can be done under City option within master tab.

Steps to create a new City


1. Under masters click on City option
17
2. Click on tab new under City.
3. Mention the name of the city in the name field
4. Click on save

2.5 Product Category


A user can categories a particular product under a particular category based on types of items
being sold .

Example under category electronic, items like mobile phone , camera etc can come under.

18
Steps to create new category

1. Under master click on Product Category


2. Click on new tab within Product Category
3. Enter the name of the category want to create
these categories name will be reflected at the time of creating the product as a category
selection option under inventory modules product creation option
4. Select the parent category (only if creating the sub category) you want to assign to the
new category
5. Click on save

19
2.6 Product Group

Products can also be categories group wise . Multiple groups can be created under a company .

Steps to create a group

1. Under masters tab click on Product Group


2. Click on new in the below tab
3. Enter the group name
4. Enter the parent group name in name field
5. Click on save

20
2.6 Unit Of Measurement

Different commodities have different Unit Of Measurement . Multiple Unit Of Measurement can
be created for all kinds of items from the Unit Of Measurement option. Every product may have
multiple units Ex. Purchase in cartons and sale in pieces (1 carton = 20 pcs)

i.e if purchase 1 carton then 20 pieces will come in stock

The Unit Of Measurement will be reflected at time of creating the product inside the inventory as
the Unit Of Measurement for the mentioned commodities .

Steps to create Unit Of Measurement

1. Under masters click on Unit Of Measurement


2. Click on new tab within Unit Of Measurement
3. Mention the name of Unit Of Measurement
4. Click on save

2.9 Price Type

21
Multiple Price Type can easily be created

Steps to create multiple Price Type

1. Under masters click on product Price Type


2. Click on new
3. Mention the name of the product type under name field
4. Click on save

2.10 Document Initials


2.11 Job

22
Steps to new Job

23
1. Under masters click on Job tab
2. Click on new option within Job
3. With in new job form first form is of general information
4. Mention the name of the customer within the customer field
5. Enter the job number for the specified customer
6. Description for the mentioned job
7. Mention the location for the job

Location at which the project or job is going on

8. Mention the service the job is related to

Ex. For a job of car servicing


Car wash , tyres change, Engine oiling etc can be part of services under the job service
9. Mention the work site for the job mentioned
10. Select the start date or due date, completion date for the job
11. Select the status of the job like complete ,draft ,void ,pending
12. Mention any reference for the job Ex. Document number
13. Quote amount for the job can be mentioned in quote amount field
24
14. Mention the expected expense for the job
15. Detailed description of the job can be mentioned inside the job detail field
16.Then click on save

3 Sale
All the sales related activity can be controlled and monitored from the sale section . Activities
like sales Enquiry , sales estimate ,Quotation ,sales order ,delivery note, sales invoice ,cash sales
, sales return , received payment , customer , employees etc can be done from this section .

3.1 Sales Enquiry

25
To keep the track of all the sales enquiry sent we use the Sales Enquiry form .
We can maintain the record all the enquires get from the customer side with the track
of the customer , location , sales person, job, shipment to , enquiry no. date of
enquiry , payment term, customer PO No
Steps to create the Enquiry
1. Enter the name of the customer under customer field
2. Select the location for the customer
3. Mention the name of the sales person involved in the sales process
4. Mention the job name
5. Write the ship to address
6. Make the entry for the enquiry number
7. Enter the date of enquiry
8. Mention the Payment Terms
9. Enter the customer purchase order number
10. Mention the due date
11. Mention the reference number
12. Select the proper currency
13. Enter the product code related to the Enquiry
14. Mention items description
15. Enter the job number
16. Enter the quantity for the item
17. Select the mentioned Unit Of Measurement for the item
18. Select the price for the item
19. Enter the discount if any

26
20. Go to attachment tab to attach any file

3.2 Estimate

Estimate is used for creating

1. Enter the name of the customer under customer field


2. Select the location for the customer
3. Mention the name of the sales person involved in the sales process
4. Mention the job name
5. Write the ship to address
6. Make the entry for the Enquiry number
7. Enter the date of enquiry
8. Mention the Payment Terms
9. Enter the customer purchase order number
27
10. Mention the due date
11. Mention the reference number
12. Select the proper currency
13. Enter the product code related to the Enquiry
14. Mention items description
15. Enter the job number
16. Enter the quantity for the item
17. Select the mentioned Unit Of Measurement for the item
18. Select the price for the item

19. Enter the discount if any

20. Go to attachment tab to attach any file


21.
22.

3.3. Quotation
A sales quote allows a prospective buyer to see what costs would be involved for the
work or purchase they would like to have done.

Steps to create the sales quotation:


28
1. Go to sales
2. Under sales click on quotation
3. Click on new under sales quotes
4. Under customer field select or create the customer name
5. Select the location
6. Mention the sales person
7. Select the job name
8. Mention the ship to address
9. Enter the date on which the quotation is to be mentioned
10. Mention the payment term you want against the quotation
11. Enter the customer purchase order number
12. Enter the product code or the bar code or press F1 to get the product list
13. Item description can be entered (press F2 to enter the more details)
14. A quotation can be marked against a Job by mentioning the job number
15. Quantity for the product
16. Unit want to use for the item
Different items can have different Unit Of Measurement Ex. Mobile phones unit can be
pieces
17. Enter the price for the product

3.3 Sales Order


A Sales Order can be created based on any purchase order from a customer for the
available product .

Steps to create sales order:


29
1. Under Sales tab click on sales order
2. Click on new under sales order
3. Mention the name of the customer or create a new customer in name field
4. Mention the location from where the sales order is being done
5. Enter the name of the sales person involved
6. Mention the name of the job with which the sales is related
7. Enter the ship to address
8. Enter sales order no.
9. Select the order date
10. Mention the Payment Terms
11. Enter the customer purchase order no.
12. Select the order due date
13. Mention the reference number
14. Select the currency
15. Enter the product code or the bar code of the product
16. Press tab button to move to next field and to fill the field automatically
17. Mention the quantity for the product mentioned
18. Select the unit for the product selected
19. Mention the price or select from the select tab
20. Enter the discount if any
21. Press enter

Rest of the field are getting calculated automatically.

3.4 Delivery note

30
Delivery notes are made against the sales ordered to be delivered to the customer .

Ex. If a customer has made an order of a purchase from the company , the company
issues a delivery notes in reference to the order .

Steps to create the delivery note

1. Enter the customer for which you want to make the delivery note
2. Mention the location from where the delivery note is getting created
3. Delivery can be associated to a job
4. Enter the sales person related to the job
5. Mention the ship to address
6. Enter the delivery note number
7. Enter the date of delivery
8. Mention the Payment Terms
9. Mention the delivering vehicle no.
10. Select the actual delivering date
11. Mention reference if any
12. Enter the product code
13. Enter the item description
14. Enter the quantity of the item getting delivered
15. Mention the Unit Of Measurement
16. Mention the price of the item
17. Enter the discount
Rest of the fields are getting filled automatically

31
3.5 Sales Invoice
Sales invoice refers to the bill made against the item purchased by the customer .
Or simply, it is the bill for the items purchased by the customer

Steps to create the invoice


1. Enter the name of the customer
2. Enter the location from where has to be created
3. Mention the sales person involved
4. Enter the job associated with the sell
5. Mention the shipment address
6. Enter the invoice no.
7. Enter the invoice number
8. Enter the invoice number
9. Mention the date for invoicing
10. Mention the Payment Terms
11. Enter customers payments terms
12. Enter customers Purchase order number
13. Enter the due date
14. Mention the reference number
15. Mention the currency to billed in
16. Enter product code
17. Enter item description
18. Select the job number
19. Mention the number of quantity

32
20. Select the unit of measure measurement for the quantity
21. Enter the price for the unit quantity
22. Enter discount if any
23. Then click on save

Rest of the fields are going to be manipulated and filled automatically.

3.6 Cash sale Invoice


If a customer is making a purchase by making the payment in terms of cash, the
issued invoice is the termed as the cash invoice.

Steps to prepare the cash invoice


1. Enter the customer name
2. Select the location from where the invoice has to be made
3. Mention the sales person involved with the sale
4. Mention the job with which the sales is associated
5. Enter the ship to address
6. Enter the invoice number
7. Enter the date of invoicing
8. Mention the Payment Terms
9. Enter the customer purchase order number
10. Enter the reference
11. Select the currency
33
12. Select the code for the purchased product
13. Write items description
14. Enter the job number
15. Enter the quantity of the item purchased
16. Enter the unit of counting for the purchased item
17. Enter the price for the unit quantity
18. Mention the discount if any
19. Then click on enter
20. And click on the save button
21. Receiving account and other information can be entered based on the company
bank and Payment Terms policy .

Rest of the field will be manipulated and filled automatically.

3.7 Sales return

34
Sales return is made against any return made by the customer for the purchased item .

Steps to create the Purchased Item


1. Under the sales click on the sales return .
2. Click on the new button to create the return sale record
3. Enter the customer name from who returned the item
4. Mention the location for the which the return has been made
5. Mention the sales person name involved with the return
6. Select the job with which the sales return is associated
7. Mention the ship to address
8. Enter the return number
9. Select the date for the return
10. Mention the payment terms
11. Enter the customers PO No.
12. Select the actual delivery date for the returned item
13. Select the currency
14. Enter the product code
15. Enter the item description
16. Mention the quantity
17. Select the unit of measurement
18. Enter the price of the product
19. Mention the discount if any

35
20. Amount will be calculated automatically
21. Enter the return account and other description
22. Then click on the save button on top
Rest of the field will be manipulated and filled automatically.

3.8 Receipt from Customer Or Received


Payment

To record the payment made by the customer we create the Receipt From Customer.
Payment made by the customer effects the accounts balance and the customer record.

Steps To create Received Payment :


1. Enter customer name
2. Location of the received payment
3. Mention the name of the customer involved with the payment
4. Receipt number
5. Date of the payment made
6. Reference for the payment made
7. Currency for the payment
8. Select the mode of payment
9. For mode of payment as cheque then enter the cheque number .
10. Enter the amount
11. Enter the received amount

36
12. Mention the payer bank
13. If the payment is made in pdc cheque tick on pdc
14. Enter additional information in other information section .
15. Then click on save
Rest of the fields will be calculated automatically.

3.9 Customer

37
Customer list can be create from the customer option under the sales tab . It helps
the company to easily associate any sale to a particular customer .
If company A is supplying materials to company B and other companies like it
than company A can create the list of all such companies to whom it is supplying
its product

Steps to crate the customer


1. Under the sales tab click on the customer
2. Then click on the new button within the customer
3. Within the general information part enter the code name
4. Enter the group within which you want to define your customer under
5. Mention the address for the customer
6. Enter phone number within the phone number field
7. Enter the fax number under fax field
8. Enter his email id under email if field
9. Enter the opening balance for the customer under opening balance with AS
OF DATE mentioned

38
10. Mention the currency for the customer
11. Enter the exchange for the mentioned currency
12. Enter the remarks for the customer
13. Then go to the other information tab
14. Mention the contact person name for the customer
15. Enter the mobile number for the person
16. Enter the email id

3.10 Group

Group refers to the category under which all the customers can be defined .
All the buyer of the IT products can be categories under the group IT customer

Steps to create Group


1. Under sales tab click on group
2. Then click on new
3. Enter the Group name
4. Then click on save

3.11 Employee
New employee creation can easily be done from the Employee tab
Steps to create a new employee
1. Under sales click on employee tab
2. Click on new
3. Within the name field enter the name of the employee
4. Enter the employee code
5. Mention the department of the employee
6. Enter the mobile number of the employee
39
7. Mention the email address of the employee
8. Enter the salary for that employee

4. Purchase
Purchase module allows the access to create edit and monitor all the activities related
to the vendor ,buy or purchase by the company.

4.1 Purchase Inquiry


Purchase Inquiry refers to the request made to the vendor concerning product, price
etc.

Steps to create a Purchase Inquiry


1. Under the purchase tab click on the Purchase Inquiry
2. Click on new button
3. Within the new form mention the vendor name
4. Enter the location name
5. Mention the job name with which the inquiry is associated
6. Mention the deliver at address
7. Enter the P.O No.
8. Enter the date of the enquiry date
9. Mention the payment terms
10. Enter other references
11. Mention the due date for the vendor

40
12. Reference related to the inquiry can be mentioned under reference field
13. Mention the currency
14. Enter the product for which the enquiry is being sent
15. Mention the item description
16. Enter the job number
17. Enter the quantity
18. Enter the unit of measurement for the product
19. Enter the other information to mentioned for the enquiry

4.2 Purchase Order

Purchase Order option helps to create a Purchase Order from a vendor


Of various products

Steps to create the purchase order

1. Under the purchase module click on the purchase order tab


2. Click on the new tab to create the new purchase order
3. After the form is opened mention the vendor name
4. Enter the location for the purchase
5. Mention the Job with which the purchase is associated
6. Enter the deliver at address
7. Enter the purchase order number
8. Enter the date of the purchase order
9. Mention the payment terms if any

41
10. Mention the vendor quote number
11. Enter the due date for the purchase order
12. Mention the reference for the purchase
13. Mention the currency
14. Enter its exchange
15. Enter the material request number
16. Enter the shipment type
17. Enter the product code
18. Mention the item description
19. Mention the job number
20. Enter the quantity to be purchased for the item
21. Mention items unit on count
22. Enter the items price
23. Enter the discount if availing
24. Amount will be calculated automatically

4.3 Goods Receiving Notes


Goods receiving notes refers to the document received against the delivery received
from the vendor against the purchase .

Steps to create the Goods Receiving Notes


1. Under purchase click on Goods Receiving Notes
2. Click on new
3. Mention the vendor name
4. Enter the location for the received goods
42
5. Mention the job to the which the purchase is associated
6. Mention the deliver at address
7. Enter the goods received address
8. Enter the date for the goods received
9. Mention the payment terms
10. Enter the purchase order number
11. Enter the vendors delivery note date
12. Enter the reference number
13. Select the currency for
14. Mention the exchange rate
15. Enter the product code
16. Mention items description
17. Enter the quantity of the items received
18. Mention its price
19. Mention the discount if any
20. Enter the extra information related to the receiving note
Rest of the field will be calculated automatically

4.4 Purchase invoice


It is the record buyer receive against the purchase made from the vendor.

Steps to create the purchase invoice


1. Under the purchase tab click on Purchase Invoice
2. Click on the new under Purchase Invoice
3. Mention the vendor name
4. Enter the location for the purchase invoice

43
5. Select the job with which the purchase has to be associated
6. Mention the ship to address
7. Enter the invoice number
8. Enter the date number
9. Mention the payment term
10. Enter the purchase order number
11. Select the due date
12. Enter the reference number
13. Select the currency
14. Enter the exchange rate
15. Enter the vendor invoice number
16. Make the entry of the product
17. Mention the items description
18. Enter the quantity of the product
19. Enter the unit of count for the product
20. Mention the price for the product
21. Enter the discount if any
22. Mention the other information related to the purchase
23. Then click on save

Rest of the field is calculated automatically

4.5 Cash Purchase Invoice

It refers to if a payment has been made in cash against any purchase


Steps to create the Cash Purchase Invoice
1. Under purchase click on Cash Purchase Invoice
2. Click on the new button
3. Mention the vendor name
4. Mention the location
44
5. Mention the job with which the payment is associated
6. Mention the ship to address
7. Enter the invoice number
8. Mention the invoice date
9. Mention the payment term
10. Mention the purchase order number
11. Enter the due date for the cash invoice
12. Enter the reference number
13. Enter the reference number
14. Select the currency
15. Enter the exchange rate
16. Enter the product code
17. Write the product description
18. Mention the job number
19. Enter the quantity for the product purchased
20. Enter the product price
21. Mention the discount if any
22. Enter the extra required information for the purchase mentioned
23. Click on save
Rest of the fields are going to be calculated automatically

4.6 Purchase Return

1. Under purchase click on Purchase Return


2. Click on the new button
3. Mention the vendor name
4. Mention the location
5. Mention the job with which the return is associated
45
6. Mention the ship to address
7. Enter the return number
8. Mention the invoice date
9. Mention the payment term
10. Mention the purchase order number
11. Enter the actual receipt date for the cash invoice
12. Enter the reference number
13. Select the currency using for the purchase
14. Enter the exchange rate
15. Enter the product code or the barcode
16. Write the product description
17. Mention the job number
18. Enter the quantity for the product purchased
19. Enter the product price
20. Mention the discount if any
21. Mention the paid account type
22. Enter the extra required information for the purchase mentioned
23. Click on save
Rest of the fields are getting calculated automatically

4.7 Pay Vendor Bills

1. Under purchase click on Pay Vendor Bills


2. Click on the new button
3. Mention the vendor name
4. Mention the location
5. Mention the payment received through
6. Enter the receipt number
7. Mention the bill date
46
8. Mention the reference for the payment if any
9. Mention the currency in which the payment has been made
10. Enter the payment mode
11. If the payment has been made using cheque enter the cheque number
12. Select the date
13. Enter the amount being paid
14. Paying account type can be selected
It refers to the account from which the payment has been made Ex. Petty cash,
cash on hand, counter number etc
15. Click on save

4.8 Vendors

Company can easily create its Vendors list or basically the list of all the sellers from which the
organization is making the purchase.
Steps to create the Vendor
1. Under the purchase tab click on vendor
2. Under Vendor click on new
3. In general tab mention the name of the vendor
4. Assign the group for the vendor
5. Enter the address for the vendor
6. Select the city and country
7. Mention the phone number
8. Enter the fax number
9. Enter the email id
10. Enter the open balance
11. Select the as of date

47
12. Select the currency for the particular vendor
13. Remarks can be entered under remark field for a particular customer
14. Click on save

Under other information tab


1. Enter the contact person name
2. Enter the persons mobile phone number
3. Enter the contact email id
4. Select the payment terms
5. Mention the payment mode that particular vendor
6. Mention the name on the check for that vendor
7. Click on save
4.9 Groups

5. Inventory
Inventory module helps in maintaining the records of the products stock .
It helps in knowing the purchasing requirement and selling ability for all the items.

48
5.1 Product

Within the Product section the various items or the Products being used in for the sale and
purchase purpose can be created.
Steps to create the product
1. Under Inventory click on product
2. Within the product tab click on new
3. When general information tab is opened select the product type
The product type specifies product assembly standard Ex. A CPU will come under
assembly type item
4. Specify the SKU(stock keeping unit) within the SKU field
5. Bar code can be automatically generated for the product from the bar code option
6. Enter the description of the product for the in the description field
7. Enter the details for the product
8. Select the product category
9. Select the product group
10. Mention the cost price for the product
11. Enter the sale price
12. Enter the default unit of measurement
13. Then click on Multi UOM tab
Here Multi Unit Of Measurement can be defined along with its factors for the product
Ex. For a cartons of charger contains twelve charger so a carton sold implies 12 pieces of
chargers sold
14. Under Other Details tab extra information related to the product can be entered .
15. At the end click on save button to save the product

5.2 Material Request

49
From the material request form material request can be made.

Steps to create the material request


1. Under inventory click on Material Request
2. Click on new to open the form
3. Under the location field select the location for the company
4. Select the job number
5. Mention the supervisor name
6. Mention the entry number
7. Mention the date for the purchase order
8. Enter the reference number
9. Enter the product code under the icode field
10. Within the item description field enter the items description
11. Enter the quantity for the item under quantity field
12. Mention the unit of measurement under the unit measurement field
13. Under the other information field other required information can be entered
14. Then click on save

5.3 Production / Assembly

50
Steps to create Production Assembly
1. Under inventory click on Production / Assembly
2. Click on new option
3. Under product write the product name
4. Mention the job number
5. Enter the location
6. enter the supervisor name
7. Enter the quantity of the product
8. Enter the unit of measurement
9. Mention the price
10. Enter additive information in the other information section
11. Then click on save
5.4 Consumption / Material Issue

Using Consumption / Material Issue form one can estimate the consumption .
51
Suppose for a production company can estimate the total consumption of the material in the
entire production .
Steps to create a Consumption /Material Issue
1. Under inventory option click on Consumption / Material Issue
2. Click on new button
3. Mention the location under the location tab
4. Enter the job number
5. Mention the supervisor name for the Consumption / Material Issue
6. Name of the subcontractor can be mentioned if any in the sub contractor field
7. Mention the entry number
8. Enter the date for the consumption or material issue
9. Enter the reference related to the consumption or material issue
10. Enter the item code under icode
11. Press tab button
12. Select the batch under the batch
13. Mention the job details for the Material Issue under Job field
14. Enter the quantity for the product under Qty
15. Enter the unit of count under Unit .
16. Click on enter
17. Additive information can be entered inside the Other Information .
18. Click on save .

5.5 Stock Transfer

For any kind of products movement in an inventory stock transfer module can be used .
Steps to create the stock transfer
1. Under inventory click on stock transfer
2. Click on new tab

52
3. Under From Location tab mention the name of the location from which transfer is to be
made
4. To Location tab is to make the entry for the location at which the stock has to be
transferred to
5. Transfer number can be entered at Transfer No. tab
6. Enter the date for the transfer at Date tab
7. Mention the Reference number under the reference tab
8. Enter the item code within Icode
9. Enter the item description under the Item Description tab
10. Select the Batch
11. Enter the quantity for the transferring item
12. Select its unit
13. Press enter
14. Additive information can be entered under other information field
15. Then click on save to save the record

5.6 Stock Adjustment

Steps to create the stock adjustment


1. Under inventory click on Stock Adjustment
2. Then click on new
3. Mention the location for the stock adjustment
4. Enter the supervisor name involved in the process
5. Enter the voucher number and date
6. Enter the reference number for the transfer
7. Enter the item code under Icode/Barcode
53
8. Enter Item Description
9. Select the Batch
10. Enter the quantity
11. Mention the location
12. Enter the products unit of count under Unit
13. Then click on enter
14. Then click on save

5.7 Damage /Waste

Using Damage / Waste organization can estimate the total expenses of damaged and waste
items or products.
Steps to create Damage / Waste
1. Under the inventory tab click on Damage /Waste
2. Then click on the new button
3. Mention the location for which the estimation is being created
4. Enter the name of the supervisor involved in the Supervisor field
5. Select the batch
6. Enter the quantity
7. Enter its unit
8. Click on enter
9. Additive information can be entered in the Other Information field
10. Then click on save
Rest of the field will be calculated automatically
54
6. Account
6.1 Account Ledger

A general ledger account is an account or record used to sort and store balance sheet and
income statement transactions.
Examples of general ledger accounts include the asset accounts such as Cash, Accounts
Receivable, Inventory, Investments, Land, and Equipment.
Steps to create Account Ledger
1. Under Accounts click on Account Ledger
2. Click on New within Account Ledger
3. Under the field Name mention the name of the account
4. Enter the code for the account If any sub account mention the parent account name
5. Enter the opening balance for the account
6. Mention the As Of date under As Of field
7. Select the currency
8. Enter the Exchange Rate
9. Enter the Remarks
10. Click on save

55
6.2 Account Group

Account Group defines a group under which the accounts falls .


Steps to create Account Group
1. Under Accounts click on Account Group
2. Click on New
3. Enter the name of the group under field Name
4. Enter the code
5. Mention the parent group if any under the Under field
6. Mention the remarks under Remarks section .
7. Then click on save.

6.3. Chart Of Account

56
The Chart Accounts is the listing of all accounts used in the General Ledger.

6.4. Journal

A written authorization prepared for every financial transaction, or for every transaction that
meets defined requirements related to debit and credit information.
Steps to create Journal Voucher
1. Under the Accounts tab click on Journal Voucher
2. Then click on new button
3. Enter Voucher number under Voucher No
4. Enter the location under the Location
5. Enter the date for the voucher at Date field
6. Mention the reference number
7. At the voucher entry tab enter the account under Account field
8. Select the Job name at Job field
57
9. Select the currency
10. Mention the exchange rate
11.
6.5. Payment

Payment Voucher is used as proof that a monetary transaction has occurred between two
parties. In business, a Payment Voucher can be used for a variety of purposes, sometimes
taking the place of cash in a transaction, acting as a receipt, or indicating that an invoice has
been approved for payment.
Steps to create the Payment Voucher
1. Under Accounts Click on Payment Voucher
2. Click on New under the payment voucher
3. Within the opened form enter the voucher number under the voucher field
4. Enter the location in location field
5. Mention the job associated with the Payment Voucher
6. Enter the information for the account from with the Voucher is being created under From
Account field
7. Mention the date for the Voucher
8. Enter the reference number for the voucher under the reference field
9. Enter the currency used in the voucher under the Currency field
10. Enter the Cheque Number and Date under Chq No & Date field
11. Tick if the entered check is a PDC
12. Within the Voucher entries tab enter the Account
13. Mention the Payee under the Payee field
14. Mention the Narration
15. Enter the Dr Amount
16. Press enter
17. Additive information can be entered under the Other Information field
18. Click on save
Rest of the field will be calculated automatically

58
6.6 Receipt

Receipt voucher is prepared for all the money received by the business firm. Money is received
in a company for the following reasons:-
Cash Sales
Payment received from the customers against the dues.
Advance payment from customers.
Refund of securities.
Payment received from creditors against the debit balance lying in their account.
Receipt of any type of income i.e. interest, commission, rent etc.
Refund of any tax amount from tax authorities.
Any other receipts.

Money is received in the following forms:-

Cash
Cheques
Demand Drafts or Pay Orders
Direct transfer in bank account of the business firms.
If any payment is made by third party on behalf of the company then also it will be
treated as receipt from the person who has paid the money on behalf of the company.

Steps to Create the Receipt Voucher

1. Under accounts click on Receipt Voucher


2. Click on New within receipt voucher
3. Enter the voucher number under Voucher No. field
4. Enter the location for which the voucher to be created
5. Mention the job number
6. Enter the receiving account
59
7. Mention the date
8. Enter the reference number under the reference field
9. Enter the currency for the voucher and its rate
10. Enter the cheque number and date
11. Under the Voucher Entries tab mention the account
12. Mention the narration
13. Enter the credit amount
14. Then press enter
15. Additive information can be entered at the Other Information section
16. Then click on save
Rest of the field will be calculated automatically

6.7 Expense

1. Under accounts click on Receipt Voucher


2. Click on New within receipt voucher
3. Enter the voucher number under Voucher No. field
4. Enter the location for which the voucher to be created

5. Enter the from the account the expense is being created


6. Mention the date
7. Enter the reference number under the reference field
60
8. Enter the currency for the voucher and its rate
9. Enter the cheque number and date
10. Under the Voucher Entries tab mention the account
11. Mention the Job associated with the expence
12. Enter the payee
13. Enter the narration
14. Enter the Dr Amount
15. Then press enter
16. Additive information can be entered at the Other Information section
17. Then click on save
Rest of the field will be calculated automatically

6.8 Debit Note

When the account of any party is to be debited and no cash memo or invoice can be raised for
such transaction, then debit note is issued. Therefore, the Debit note as document which shows
the reason of debit entry.

Debit notes are issued due to following reasons:-

When the material is returned by the purchaser to the supplier then the debit note is
issued by the purchaser to the supplier.
Debit note can be issued by the firm for the transactions not relating to purchase return.
For example:- the interest charged by business firm for late payments and commission
receivable etc.
Debit note can be issued in response to credit note received by the business firm.
Debit note can be issued to the customer or supplier also if there is a mistake in sales
invoice or purchase invoice.

61
Some time for certain adjustments or transactions for which bill can note be issued in
that case debit not is issued by the firm. issued.

The debit note contains the following particular:-

Date of debit note.


Serial number of debit note.
Particulars or brief description of the transaction.

Steps to create a Debit Note

1. Under Accounts click on Debit Notes


2. Click on New under Debit Notes
3. Enter the voucher number under Voucher No
4. Mention the location under Location tab
5. Enter the Job Name
6. Enter the Date under date field
7. Make the entry for the Reference No. field
8. Mention the currency and its exchange rate under Currency & Rate
9. Within the Voucher entry tab enter the Account
10. Enter the cheque number
11. Enter the date
12. Write the narration
13. Mention the Dr amount
14. Mention Cr Amount
15. Press enter
16. Additive information can be entered at other information field
17. Click on save
Rest of the field will be calculated automatically

6.9 Credit Note

62
A form or letter sent by a seller to a buyer, stating that a certain amount has been credited to
the buyer's account.
A credit note is issued in various situations to correct a mistake, such as when
An invoice amount is overstated,
Correct discount rate is not applied,
Goods spoil within guaranty period, or
They do not meet the buyer's specifications and are returned. Also called credit memo.
Steps to create the Credit Note
1. Under Accounts click on Credit Notes
2. Click on New under Debit Notes
3. Enter the voucher number under Voucher No
4. Mention the location under Location tab
5. Enter the Job Name
6. Enter the Date under date field
7. Make the entry for the Reference No. field
8. Mention the currency and its exchange rate under Currency & Rate
9. Within the Voucher entry tab enter the Account
10. Enter the cheque number
11. Enter the date
12. Write the narration
13. Mention the Dr amount
14. Mention Cr Amount
15. Press enter
16. Additive information can be entered at other information field
17. Click on save

63
6.10 Bank Reconciliation

A bank reconciliation is the process of matching the balances in an entity's accounting records
for a cash account to the corresponding information on a bank statement, with the goal of
ascertaining the differences between the two and booking changes to the accounting records as
appropriate.

Steps to Reconciliation

64
6.11 Fixed Assets

Fixed Assets, also known as "tangible assets" or property, plant, and equipment, is a term used
in accounting for assets and property that cannot easily be converted into cash.
Steps to create Fixed Assets
1. Under accounts click on Fixed Assets
2. Click on New
3. Within General Information Tab enter Asset code
4. Enter its SKU
5. Barcode for the asset can be created under Barcode field
6. Under description enter assets description
7. Enter assets complete description
8. Specify the group for the asset
9. Click on Account tab
10. Enter its vendor name
11. Enter the quantity under Qty field
12. Mention its price
13. Enter assets value
14. Enter the vendor bill number
15. Enter the paid through detail
16. Mention Depreciation Account
17. Enter the Disposal Account number
18. Enter Depreciation
19. Enter life and salvage value
20. Other information like Manufacturer , Manufacture code ,Manufacturing Country , Brand,
Size, Weight, Color, HS Code ,Remarks can be mentioned under Other Information Tab

65