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AutoCount 2006
Copyright 2006 BCE Software Sdn. Bhd. All rights reserved.
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:-
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
This section explains AutoCounts working environment such as screen layout and
menu bar.
This chapter explains the functionality of all the functions and reports under
General Ledger module.
This chapter explains the functionality of all the functions and reports under
Accounts Receivable module.
This chapter explains the functionality of all the functions and reports under
Accounts Payable module.
CHAPTER 8 INQUIRY
CHAPTER 9 STOCK
CHAPTER 10 SALES
CHAPTER 11 PURCHASE
Guidelines on how to setup the functions under General Maintenance and Tools
module.
APPENDIX 228
Appendix A: Account Code Format 228
Appendix B: Account Type 229
SYSTEM REQUIREMENTS
Standalone Installation
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)
DATABASE ENGINE
Microsoft SQL Server Desktop Engine (MSDE) or Microsoft SQL 2000 Server
CHAPTER 1: BEFORE YOU START
PACKAGE CONTENTS
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
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.
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.
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
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.
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.
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.
Menu Bar The menu bar gives you a complete access to all of AutoCount
functions.
12
MENU BAR
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.
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.
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.
17
Using Cash Book Entry | Payment Voucher screen as an example.
18
This icon allows you to insert record in between
2 existing records entered at detail section.
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:-
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.
22
Using Invoice as an example.
23
This icon allows you to align contains in the
description under Description field towards left
hand side.
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
Filter by Multi-Select
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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.
Select Report | Switch to Advanced View for a full Advance level of report menu
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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.
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AUTOCOUNT 2006 SHORTCUT KEYS
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2. Item Search Shortcut Keys
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SYSTEM FLOW
GENERAL OVERVIEW
GENERAL
LEDGER
ACCOUNTS ACCOUNTS
RECEIVABLE Stock value is PAYABLE
(AR) update (AP)
manually for
every end
period to Stock
Value
Reduce inventory item quantity once Increase inventory item quantity once
goods is sold goods is purchase
32
SALES FLOW
New Quotation
Cash Sales
Credit Note
PURCHASE FLOW
Cash Purchase
33
BANKING FLOW
Receive Deposit
Pay Deposit
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.
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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.
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
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.
40
HOW TO RESTORE IN AUTOCOUNT 2006?
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 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.
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.
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.
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.
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
45
Step 2: Create Account Book Wizard
46
Step 4: Create Account Book Wizard
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.
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.
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.
49
New Next Fiscal Year
This function allows you to create the next new financial 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.
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:
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:-
Below are some explanations of the various types of balance sheet accounts with:-
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.
Below are some explanations of the various types of income and expense accounts:-
Cost of Goods Sold This account encompasses all expenses that are direct cost of the sales
of materials for a job or inventory.
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.
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.
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.
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.
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.
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.
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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
61
DEBTOR AND CREDITOR MAINTENANCE
At General Page:-
62
At General page:-
63
Credit Term Select the credit terms given to the customer.
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.
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.
65
At Other page in Debtor Maintenance:-
External
Link.
Sales Tax Exemption No. Enter the sales tax exemption number.
External Link
Click on to tag an external document
related to this customers record. (Optional)
66
At Note page in Creditor Maintenance:-
1. Click on the Credit Control button at the General page in Debtor Maintenance. The system will
display the Debtor Credit Control screen.
67
The system allows 3 options of settings-
All Disabled
This means there is no credit control setting.
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.
69
How to Create Creditor Account?
1. Select A/P| Creditor Maintenance.
At General Page:-
70
At General page:-
71
Credit Term Select the credit terms given to the supplier.
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.
72
Direct Fax Enter the contact persons direct fax line in the
company.
73
At Others page in Creditor Maintenance:-
External
Link.
Sales Tax Exemption No. Enter the sales tax exemption number.
External Link
Click on to tag an external document
related to this customers record. (Optional)
74
At Note page in Creditor Maintenance:-
75
CREATE STOCK GROUP AND ITEM CODE
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.
77
How to Create Item Code?
1. Select Stock | Stock Item Maintenance and click on Create a new item.
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.
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.
80
At the Stock Level Page under Detail page of Item Maintenance:-
Bar Code Scan the bar code in for this item code.
81
At the Image page in the Item Maintenance:-
Load Image Allows you to load the picture of the item code.
82
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.
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.
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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.
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.
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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.
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.
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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
SCENARIO A:-
SCENARIO B:-
SCENARIO C:-
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.
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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.
91
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
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
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2. For example, to create a new Payment Voucher, click on New Payment Voucher.
Payment
Detail
Section
Transaction
Detail
Section
94
At the Payment Detail section:-
Cheque No. Enter the cheque number issue out for payment.
95
This button allows you to change to range select
specific field in the detail section and do a global
change on the information entered.
96
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.
97
Date : Enter the date of the transaction.
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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.
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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.
Currency Code The system will indicate the bank account code is in which
currency.
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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.
Cheque No. This column displays the cheque number issue out for
payment or cheque number for payment received.
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.
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
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Journal Type Select the journal type, e.g., Sales for sales
journal.
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At the Footer section:-
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.
Header Section
Payment Detail
Section Tick to
indicatethe
payment is
Knock Off
offset with
Transaction
which
Section
Invoice /
Debit Note
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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.
RCHQ Date Enter the date which the cheque was bounced or
returned.
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.
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Org. Amt This column displays the original amount of the
transaction.
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
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Date Enter the date the deposit was received.
RCHQ Date Enter the date which the cheque was bounced or
returned.
Total Payment The system will calculate the total deposit
amount paid.
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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.
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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.
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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
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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.
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 Credit Note.
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Unapplied Amount This column displays the amount received.
1. Select A/R | A/R & A/P Contra and click on Create a new Contra.
Header section
116
Creditor Select the creditor (supplier) code.
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.
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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
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
119
At the Header section:-
120
At the Footer section:-
The system will automatically perform the double entry posting once the
transaction is saved.
A/P PAYMENT
The function of A/P Payment is use to record the payments made to the creditors (suppliers).
121
Header Section
Payment Detail
Section Tick to
indicatethe
payment is
Knock Off
offset with
Transaction
which
Section
Invoice /
Debit Note
122
Cheque No. Enter the cheque number if the payment is paid
by cheque.
RCHQ Date Enter the date which the cheque was bounced or
returned.
Amount The system will calculate the total amount of
payment paid.
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.
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Outstanding This column displays the balances of
outstanding which has not yet been paid or
settle.
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
124
At the Deposit Detail section:-
RCHQ Date Enter the date which the cheque was bounced or
returned.
Total Payment The system will calculate the total deposit
amount paid.
125
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
126
The system allows multiple payment type
receive to be entered in the screen.
Click on + sign to enter the payment details.
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 A/P Invoice or A/P Credit
Note.
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Unapplied Amount This column displays the 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
128
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.
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.
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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.
STOCK INQUIRY
This function allows you to inquire information related to stock item code.
130
Item Code Select an item code to view.
Stock Image This section displays the picture of the item code.
131
CHAPTER 9: STOCK
OVERVIEW
GENERAL
LEDGER
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.
132
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.
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.
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
134
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.
Item Code Select the item code you would like to adjust.
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1. Enter positive quantity for stock adjustment in. Unit cost should be
provided for adjustment in.
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
136
Description Enter any relevant description to explain the purpose
of issuing the stock, e.g., FOR SHOWROOM
DISPLAY.
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.
137
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
138
Description Enter any relevant description to explain the purpose
of receiving the stock, e.g., RECEIVED GREEN
COLOR PAINT REMIX
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.
139
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
Stock Write Off No. : The system will automatically generate a stock write
off number.
Otherwise you can enter you own numbering
manually.
140
In the Detail Section, enter the following details:-
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.
Total Cost : The system will automatically calculate the total Cost
for all the item code which is stated in the transaction
entry screen.
1. Select Stock | Stock Update Cost and click on Create a new Stock Update Cost.
141
Header
Section
Detail
Section
Stock Update Cost No. : The system will automatically generate a stock
update cost number.
Otherwise you can enter you own numbering
manually.
142
UOM : The system will automatically display the unit of
measurement based on the item code which is
selected.
Old Cost : The system will display the old cost based on the
selected item code.
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
143
CHAPTER 10: SALES
The Sales module allows you to maintain all the transaction related to sales.
144
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:-
145
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.
146
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.
147
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.
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.
148
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.
149
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.
150
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.
151
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.
152
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.
154
VI. More Header
Quotation screen is used as an example for illustration.
155
Sales Tax Exemption This section allows you to enter the sales tax
exemption number and the expiry date, if applicable.
Header
Section
Detail
Section
Footer
Section
156
Address The system will automatically display the companys
address once the debtor code was selected.
157
UOM The system will automatically display the unit of
measurement based on the selected item code which
is maintain in Stock | Item Maintenance.
Sub Total The system will automatically calculate the total for
the item.
Net Total The system will automatically calculate the net total
of the document.
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.
158
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.
159
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
Below are lists of reports available:-
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.
1. Select Purchase | Request for Quotatation and click on Create a new Request for Quotation.
Header
Section
Detail
Section
Footer
Section
162
Address The system will automatically display the companys
address once the creditor code was selected.
Unit Price The system will automatically display the unit cost
which is maintained in the Item Maintenance.
Sub Total The system will automatically calculate the total for
the item.
163
At the Footer section:-
Net Total The system will automatically calculate the net total
of the document.
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.
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2. The system will transfer to select Purchase Order transaction which was selected onto the Cancel P/O
screen.
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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.
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REPORTS
Below are lists of reports available:-
Request for Quotation
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.
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2. System will display the User Group Editor screen as shown below:-
User Login ID Enter a user id for the new user, e.g., YAP
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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.
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.
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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.
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III. Set Password
This function allows you to reset the password.
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VI. Area Maintenance
This function allows you to create the area code.
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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.
Caption Specify a name for the new field, e.g., Discount for
discount field.
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.
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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.
The system comes with an Invoice Default format. Click on EDIT button to change the default
invoice format.
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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.
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.
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.
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XIV. Payment Method Maintenance
This function allows you to create and maintain different payment method.
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.
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Bank Charge Account Select the bank charges account code.
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.
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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.
TOOLS
This module allows you to perform other maintenance in the account book.
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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.
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 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 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
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.
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
Underline text.
Underline
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CLASS DESCRIPTION
Centers text.
Center
Justify text.
Justify
CLASS DESCRIPTION
TopMarginBand
Used for placing controls at the top of each report page.
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.
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.
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.
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.
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
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HOW TO LOAD REPORT?
This section guide you how to load a report.
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.
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
The change code function allows you to add more that one code for changes.
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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.
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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.
GENERAL
The general setting is further breakdown into:-
Application Settings
Decimals
Account Code Format
Miscellaneous
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:-
Unit Price Decimal Indicate the number of decimal places for unit price.
Currency Rate Decimal Indicate the number of decimal places for currency
rate.
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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.
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.
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G/L
The G/L setting is further breakdown into:-
Default Account
Default Journal
G/L Posting
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:-
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
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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.
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:-
Round up the dollar(s) if Tick on this option, if you would like to system to
needed perform rounding.
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.
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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.
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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.
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.
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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 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.
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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
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.
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
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Currency Symbol Enter a currency symbol. E.g., SGD to represent
Singapore Dollar.
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
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.
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.
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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.
1. Select General Maintenance| Project Maintenance. In the Project Maintenance screen, click on
Add New to create a 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.
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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.
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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.
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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.
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.
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.
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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.
Purchases Sales
Imports Other deemed supplies (e.g. business
taken out for private use)
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.
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Types of GST Supply:-
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.
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3. Proceed on to General Maintenance | Tax Type Maintenance to create the tax.
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.
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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.
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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:-
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.
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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.
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Types of GST :-
The system provides 2 types of report related to GST which is in Summary and Detail Listing.
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APPENDIX
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.
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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:
CP Capital
CA Current Assets
CL Current Liabilities
FA Fixed Assets
LL Long Term Liabilities
OA Other Assets
OL Other Liabilities
RE Retained Earnings
SL Sales
SA Sales Adjustments
OI Other Incomes
CO Cost of goods sold
EP Expenses
TX Taxation
EI Extra Ordinary Income
AP Appropriation Account
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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