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AutoCount Accounting

User Manual

Copyright 2006-2009 Auto Count Sdn Bhd. All rights reserved.


Information in this document is subject to changes without notice. The
companies, names and data used in example herein are fictitious unless
otherwise noted. No part of this document may be reproduced or
transmitted in any form or by any means, electronic or mechanical, for
any purpose, without the express written permission from Auto Count
Sdn Bhd.

The word AutoCount and AutoCounts products are registered


trademarks of Auto Count Sdn Bhd.

The following copyright notice applies to the software that accompanies


this documentation:

AutoCount Accounting
Copyright 2006-2009 Auto Count Sdn. Bhd. All rights reserved.

Auto Count Sdn. Bhd. (751600-A)


B3-9-2, 2nd Floor, Lorong Batu Nilam 3F, Bandar Bukit Tinggi, 41200, Klang,
Selangor Darul Ehsan, Malaysia.
Tel: (603) 3324 2148, (603) 3323 4555, Fax: (603) 3324 3721
Email: support@autocountsoft.com, Website: http://www.autocountsoft.com

INTRODUCTION
NOTATIONAL CONVENTIONS
This section shows the typographical conventions used in this manual.

Keys
When there is a need to refer to the actual keys on the keyboard, the name of the key will be shown in
small capitals. If the key is not an ordinary letter, it will be shown in angle brackets as shown below:Key

What it means

<ESC>
<ENTER>
<F1>

The Escape key


The Enter key
The F1 function key

Text
Texts which are supposed to be enter are shown as underlined. For example, to type the letters C: , this
will be shown as C:.
For information which you have to supply yourself, for example, to change to the directory which the
program is to be installed to, it will be shown as cd\directory name. The bold italics indicate that you
must use your own directory name. If the program is to be installed in the XYZ directory, type in cd\xyz.

Important Notes
This picture indicates that you should take special note and should always read these notes. This notation
is used for tips and notes.

Menu Options
To get into a particular function in the AutoCount system, the menu names will be shown for selection,
which starts from one of the main menus which appear at the top left hand side of the screen. Each option
is separated by | and bold. For example, to view accounts on screen, select View | Account Inquiry.

Caution
This picture refers to special warning whenever a specific instruction or a guide that was explains in the
user manual.

HOW TO USE THE BOOK


CHAPTER 1

BEFORE YOU START


This chapter explains the installation

CHAPTER 2

WORKING IN AUTOCOUNT
This section explains AutoCounts working environment such as screen layout and
menu bar.

CHAPTER 3

SETUP ACCOUNT BOOK


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

CHAPTER 4

MAINTENANCE SETUP AND OPENING BALANCE.


Guidelines on how to setup the Charts of Accounts, Debtors (Customers) and
Creditors (Suppliers ) profile as well as how to enter the opening balances into the
account book.

CHAPTER 5

GENERAL LEDGER (G/L)


This chapter explains the functionality of all the functions and reports under
General Ledger module.

CHAPTER 6

ACCOUNTS RECEIVABLE (A/R)


This chapter explains the functionality of all the functions and reports under
Accounts Receivable module.

CHAPTER 7

ACCOUNTS PAYABLE (A/P)


This chapter explains the functionality of all the functions and reports under
Accounts Payable module.

CHAPTER 8

INQUIRY
This chapter explains the function under Inquiry module.

CHAPTER 9

STOCK
This chapter explains the function under Stock module.

CHAPTER 10

SALES
This chapter explains the function under Sales module.

CHAPTER 11

PURCHASE
This chapter explains the function under Purchase module.

CHAPTER 12

GENERAL MAINTENANCE & TOOLS


Guidelines on how to setup the functions under General Maintenance and Tools
module.

CHAPTER 13

OPTIONAL FEATURE
Guidelines on how to maintain as well as enter transaction related to optional
features in the system such as Multi-currency and Project.

TABLE OF CONTENTS
CHAPTER 1: BEFORE YOU START

Package Contents
System Installation
Starting The Application
Product Registration

1
2
10
12

CHAPTER 2: WORKING IN AUTOCOUNT

17

Main Screen Interface


Common Function In Transaction Screen
Common Function In Report Screen
Autocount Accounting Shortcut Keys
System Flow
Backup Facility
How To Change Account Book?
How To Edit Company Profile?

17
21
33
36
38
41
49
49

CHAPTER 3: SETUP ACCOUNT BOOK

51

How To Create New Account Book?


How To Setup Fisical Period?

51
55

CHAPTER 4: MAINTENANCE SETUP AND OPENING BALANCE

61

Charts Of Accounts
Account Code Maintenance
Debtor And Creditor Maintenance
Create Stock Group And Item Code
Setup Opening Balance

61
63
70
84
91

CHAPTER 5: GENERAL LEDGER


Cash Book Entry
Journal Entry
Bank Reconciliation
Stock Value Maintenance
Reports

101
101
105
107
110
111

CHAPTER 6: ACCOUNTS RECEIVABLE

113

A/R Receive Payment


A/R Deposit
A/R Refund
A/R & A/P Contra
Reports

116
118
123
125
127

CHAPTER 7: ACCOUNTS PAYABLE

129

A/P Invoice Entry


A/P Payment
A/P Deposit
A/P Refund
Reports

129
131
134
136
138

CHAPTER 8: INQUIRY

139

Account Inquiry
Stock Inquiry

139
140

CHAPTER 9: STOCK

143

Stock Item Type Maintenance


Stock Adjustment
Stock Issue
Stock Receive
Stock Write Off
Stock Update Cost
Reports

144
145
147
149
151
152
154

CHAPTER 10: SALES

155

Common Features In Sales Transaction Screen


How To Enter Transaction In Sales?
How To Cancel A Sales Order?
How To Enter Cash Sales & Cash Payment?
Reports

155
167
170
171
172

CHAPTER 11: PURCHASE

173

How To Enter Transaction In Purchase?


How To Cancel A Purchase Order?
How To Enter Goods Return To Supplier?
Reports

173
175
176
178

CHAPTER 12: GENERAL MAINTENANCE & TOOLS

179

General Maintenance
Tools

179
194

Report Designer

195

Change An Existing Report


How To Save A Report Into A Template File?
How To Load Report?

200
201
202

Change Code

203

Clear Cache & Criteria Data

204

Open K.I.V Folder


Current User Settings
Options

205
205
206

CHAPTER 13: OPTIONAL FEATURES

225

Multi-Currency
Project
Department
Sales Tax
Goods And Service Tax (GST)

225
229
232
234
236

APPENDIX

243

Appendix A: Account Code Format


Appendix B: Account Type

243
244

SYSTEM REQUIREMENTS

Standalone Installation
Component
Operating System

Minimum System Requirements (For Standalone Installation)


Windows 2000 Professional, Windows XP (Recommended), or Windows Vista
(Recommended).

Database

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


MSDE (Free), or SQL Express (Free and recommended)

Framework

Microsoft .Net Framework 2.0

Processor

Minimum 1.0 GHz Pentium 4 (Recommended Core 2 Duo)

Memory

512 MB

Monitor

SVGA with 65536 or more colors minimum 800x600 resolution


Recommended 1024 x 768 resolutions with 24-bit colors

CD-ROM Drive

Required for Installation

USB Drive or CD-

Required for Backup

Writer
Other

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

Free Disk Space

1 Giga Bytes

Printer

A Windows compatible printer

Pointing Device

A mouse, supported by Windows

Network Installation
Component

Operating System

Minimum System Requirements (For Client/Server Installation)


Client Workstation

Server

Windows 2000 Professional, or

Windows 2000 Professional or Windows

Windows XP (Recommended), or

XP (Running SQL Express)

Windows Vista (Recommended)

Windows 2000 Server, or


Windows 2000 Advanced Server or
Windows Server 2003 or Windows Server
2008 (Running SQL Server 2005 or SQL
Express)

Database

Workstation component of

Microsoft SQL Server 2005 or SQL Express

Microsoft SQL Server (MDAC 2.6 or

(Free)

above)
Framework
Processor

Memory

Microsoft .Net Framework 2.0

Microsoft .Net Framework 2.0

Minimum 1.0 GHz Pentium 4

Pentium 4 2.4 Ghz or above

(Recommended Core 2 Duo)

(Recommended Core 2 Duo)

512 MB

For a 5-user system: 1GB


(More memory will run faster)

Monitor

SVGA with 65536 or more colors

SVGA with 256 or more colors minimum

minimum 800x600 resolution

800x600 resolution

(Recommended 1024x768 resolutions


with 24-bit colors)
CD-ROM Drive

Required for Installation

Required for Installation

USB Drive or CD-

Required for Backup

Required for Backup

Minimum 10 Mbps

Minimum 10 Mbps

(Recommended 100 Mbps)

(Recommended 100 Mbps)

Writer
Local Area Network

Component

Internet

Other

Minimum System Requirements (For Client/Server Installation)


Client Workstation

Server

Minimum 256 Kbps

Minimum 256 Kbps

(Recommended 1 Mbps)

(Recommended 1 Mbps)

Microsoft Excel XP/2003, Open


Office 2.0 (Optional)

Free Disk Space

300 MBytes

Printer

A Windows compatible printer

Pointing Device

A mouse, supported by Windows

1 GBytes

DATABASE ENGINE

Microsoft SQL Server 2005 or Microsoft SQL 2005 Express (Free)

CHAPTER 1: BEFORE YOU START


PACKAGE CONTENTS
The package contains the following items:

Software in CD-ROM

User Manual

License Agreement ( This will appear during installation of the software)


If any of these items are missing or damaged, please request from the dealer or distributor immediately.

SYSTEM INSTALLATION
Once you have put the installation CD into your CD-ROM drive, the system will automatically
display a setup screen.

STANDALONE
1.

INSTALLATION

This standalone installation is to install AutoCount Accounting in a standalone personal


computer (PC). By default the system will set the installation as Standalone Installation.

2.

Click on NEXT button to proceed on to the next step of installation. The system will
display the End User License Agreement (EULA). Click on the option: I accept the
terms of the End User License Agreement once you have completed reading the EULA
agreement. Click on NEXT button to proceed on.

Please read this end user license agreement ("EULA") carefully


before downloading or using this software. By clicking on option "i
accept the terms of the end user license agreement", opening the
package, downloading the product, or using the equipment that
contains this product, you are consenting to be bound by this
agreement. if you do not agree to all of the terms of this agreement,
do not tick the option "I accept the terms of the end user license
agreement" and the installation process will not continue. in
addition: (1) if you are otherwise attempting to download the
product and you do not agree with the terms of this agreement, do
not complete the download; or, (2) if your software was included in
equipment which you purchased and you do not agree with the
terms of this agreement, do not use the software

3.

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.

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.

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.

9.

Once the installation process is completed, click on FINISH button.

NETWORK
1.

INSTALLATION

The system will display the setup up screen as shown below. Select the option: Network
Installation.

Installation process for network is divided into 3 steps:I. Database Server and Client Program Installation.
The installation step for Database Server and Client Program Installation is the same as
standalone installation. Refer to the step by step installation guide for STANDALONE
INSTALLATION.
II. Database Server Installation.
Select this option to install the SQL database at the server. Click NEXT button to
proceed on. Select the SQL Server Installation Type.

Select on either one of the following option for different types of SQL Server
Installation: Install A2006 Instance of MSDE SP3
Choose this option ONLY if you are running in Windows 98 or ME.
Install A2006 Instance of SQL Express SP2
Choose this option if you are running in Windows 2000/XP/VISTA or you want to
have 4GB database size limit.
Install SQLExpress Instance of SQL Express SP2
This installation is the same as the above and the difference is that the installation is
using SQLExpress Instance. This option is for experience users.

III. Client Installation.


The installation step for Client Installation is the same as standalone installation. Refer
to the step by step installation guide for STANDALONE INSTALLATION.

If there is any component use to run AutoCount Accounting 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 Accounting which was not install.

STARTING THE APPLICATION


Once the installation is completed, to run the application, double click on the AutoCount Accounting

short cut icon

at the desktop.

The system will ask you to choose a location of Account Book Control File. Account Book Control File
is a file to keep track of all the account books accessed by AutoCount Accounting.

Once you have decided the location of the Account Book Control File, then system will display a First
Time Manage Account Book window, this window is very similar to previous version of First Time
Start.
First Time Start
For first time start AutoCount Accounting in a PC, the system will prompt two options for you to
choose either:

Create Account Book Control File in the default folder in this machine
Choose this option if you are very likely to run AutoCount Accounting as standalone user.
This is the option which was configured in earlier version of AutoCount Accounting. (Note:
Choosing this option, you still can work in a networking environment, however, you must always use
Attach Account Book to access the account book which was restored or created by other users in other
machines.)

10

Create or Open Account Book Control File in a network shared folder


Choose this option if you are very likely to run AutoCount Accounting in a networking
environment. Under this option, account books added or deleted by other users will be
available to this machine immediately. You do not need to always use Attach Account Book in
order to access the account book which was restored or created by other users in other
machines.
Scenario 1: If your PC will access to an account book through the internet, then you are advised to
choose this option Create Account Book Control File in the default folder in this machine.

FIRST TIME MANAGE ACCOUNT BOOK


After the First Time Start window, the system will be prompted the following window which you have
to to choose either:

Create a new account book


Choose this option to create a new account book. Click on NEXT button to proceed on with
the next steps.
(Refer to Chapter 3: Setup Account Book How To Create Account Book)

Attach an existing account book


Choose this option add a link to an existing account book which is reachable from this
machine. The account book can be on this machine, or on any machine in your network or
Internet.

11

Restore an account book.


Choose this option to restore a previously backup account book.

Install a sample account book.


Choose this option to install a sample account book
For the option Create Account book, for first time installation, the system
will display the Choose your Product Edition screen as shown below:-

Account Edition
This is purely accounting function which
allows you to do full set of account.
Basic Edition
This edition includes all functionality as in
Account Edition with the addition of
Invoicing and Stock Control functions which
support full and partial transfer.
Pro Edition
This edition includes all functionality as in
Basic Edition with the addition of Landing
Cost, Basic Multi-Location, Multi-UOM,
Consignment, F.O.C Quantity and Scripting.
Premium Edition
This edition includes all functionality as in
Pro Edition with the addition of Advanced
Multi-UOM, Filter by Salesman, Remote
Credit Control, Item Package, Basic Assembly,
Item Batch, Serial Number Control, MultiDimensional Analysis features.

Ultimate Edition
This edition includes all functionality as in
Premium Edition with the addition of Bonus
Point, Multi-Dimensional Price Book, MultiLevel Assembly and Department.
Freely Customized by Modules
You can freely customize your modules in
Tools | Module Setting.

12

PRODUCT REGISTRATION
AutoCount Accounting has 2 types of license control:1.

PRODUCT ID LICENSE
The product id is stated inside the CD Cover.
Select Tools | Product Control|License Control and tick on the option: Control by License
Code. Click on OPEN ACCOUNT BOOK REGISTRATION to register the account book.

Enter the product id , e.g.


, 10000099-9999-9999-9999.

For those user having Internet access, select SUBMIT via EMAIL button to submit the
registration code for processing. Otherwise, select SAVE to FILE button to save the license
file and email to lcp@autocountsoft.com
Upon receiving the license file from lcp@autocountsoft.com, return back to this screen and
proceed to Step 10 to insert the license file.

13

2.

CONTROLLED BY USB KEY


1.

Select Tools | Product Control|License Control and tick on the option: Control by
USB Key. The following is the License Control window.

2.

If your license is controlled by USB Key, then you should check on Controlled by
USB Key.
For those Controlled by USB Key, the USB Key should be inserted in the same PC as
the SQL Server installed.
1. For example, if your account books server name is (local)\A2006, it means
the SQL Server is in this PC, so you must insert the USB Key in this PC in
order for it to work.
2. Network example, if your account books server name is SERVER\A2006,
then you must insert the USB Key in this PC called SERVER, and you need
to install another server program called AutoCount Accounting USB Key
Server which is located in your CDs Accounting\USBKey Server\ folder.
(Note: This server program does not support on Windows 98/ME)
1. Once you have installed the AutoCount Accounting USB Key
Server, you will notice there is a tray icon called AutoCount
Accounting USB Key Server Monitor, as shown in the following
image.

3.

2.

If you double click on the icon, it will bring up a window to allow


you to check the status of the USB Key, as well as to change the
default port number 9560 to other value in case there is a crash
with other application.

14

3.

If you want to change the Port to other value, you must also
change the value in AutoCount Accountings option | General |
Miscellaneous.

4.

If you use AutoCount through internet access, you must also do a


port forwarding so that the USB Key checking can work.

15

16

CHAPTER 2: WORKING IN AUTOCOUNT


This chapter introduces you to the AutoCount Interface.

MAIN SCREEN INTERFACE


Below is a typical AutoCount Accounting screen:

Click on
CUSTOMER
to display the
main page for
customer.

This
section
allows a
list of
report
to be
printed
out.

This section is
the function
under
CUSTOMER
page.

Click on the icon for Quotation


Quotation.

, to create a new

Click on the word Quotation to call up the Quotation


screen.

17

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

Right click at the


Customer page and
select Organize
Icons.
The system will
display the Organize
Icons screen.
By default, system will
display all the function
related to Customer.
Untick the box besides
the function.
Use the arrow up and
arrow down button
at the right hand side
of the screen to sort the
display sequence for
the icons.

Starting from top to bottom order:


Company Name
The name of the company which you are currently working on
display at the top left hand side of the window.

Menu Bar

The menu bar gives you a complete access to all of AutoCount


functions.

Main Page

The main page consist of the following: Home


 Customer
 Supplier
 Stock
 Banking & G/L Info.
 My Favorite

18

MENU BAR

Each of the main menu option performs a specific type of function.


File This menu allows you to manage your account book such as Create, Attach, Detach, Edit or Delete
an account book.
GL This menu represent the General Ledger module. Here you can create your charts of accounts in
the Account Maintenance, enter the opening balance of the account, enter closing stock figure for end
of each financial period, process cash book, journals as well as reconcile your bank account and
preview or print relevant reports related to General Ledger.
AR This menu represent the Accounts Receivable module. It allows you to maintain the debtors
(customers) profile as well as enter, edit or delete the transactions such as customers invoices, debit
note, credit note, receive payments, customer deposit, contra and preview or print relevant reports
related to Accounts Receivable.
AP This menu represent the Accounts Payable module. It allows you to maintain the creditors
(suppliers) profile as well as enter, edit or delete the transaction such as suppliers invoices, debit note,
credit note and bills payable as well as preview or print relevant reports related to Accounts Payable.
Inquiry This Inquiry menu lets you perform enquiries which are view on screen. It also allows you to
perform drill-down enquiries.
Stock In the Stock menu you can maintain your inventory items as well as perform processes related
to stock such as stock adjustment as well as preview or print relevant reports related to Stock.
Sales In the Sales menu you can maintain, control as well as print out business document such as
Quotation, Sales Order, Delivery Orders, Invoices, Cash Sales, Credit Notes, Debit Notes, Cancel Sales
Order and Delivery Return as well as preview or print relevant reports related to Sales.
Purchase The Purchase menu allows you to maintain, control as well as print out business document
to your supplier such as Purchase Request, Purchase Order. It also allows you to update your stock
quantity into the system through Goods Received and enter the supplier invoice as well as preview and
print reports related to Purchases.

19

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.

20

COMMON FUNCTION IN TRANSACTION SCREEN


These are the common task function in the transaction screen.

Function name, e.g. Cash Book


Online help icon for guide
Hints on what you can perform in
the selected function.
Click on the wording to perform a
specific task e.g Create a new Cash
Transaction to create either receive
or payment transaction.

This button allows to edit,


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

This section allows you to drag and drop the column header at the List
section to perform grouping.

First, Previous page,


Previous, Next, Next Page
and Last, allows you to view
the list of records at the list
section.

21

Right click on any of the column header at the List section


and the system allows the following task to be performed
such as Export out the list of information shown in List
section to Excel, words, Text or Xml format.
Column Chooser allows you to drag other available fields
onto the List section.
Print Grid allows you to send output of the List section for
printout to the printer. The output will follow the format
display as shown in List section.

22

Using Sales | Invoice Entry screen as an example.


The system will show a navigation button at the bottom left hand side of the transaction
screen to allow you to view other transaction records in view mode. For example, in Invoice
Entry screen view mode, you can view other Invoice (s) details by selecting the navigation
button for previous or next.

This section shows the


number of transaction
record(s).
These buttons
First, Previous, Next and
Last, allows you to view the
list of records at the list
section.

23

Using Cash Book Entry | Payment Voucher screen as an example.

Pay To

Allows you to enter description.

Currency Code

Select the currency code.

Voucher No.

To enter your own numbering, highlight the


<<New>> and enter the number.
Otherwise, for the system to auto generate the
numbering, do not overwrite the default setting
<<New>>.

Date

Enter the date of the transaction.


The + icon is to add record.

The icon is to delete record.

This icon is undo or revert back to previous


information entered at the selected field in the
screen.

24

This icon allows you to insert record in between


2 existing records entered at detail section.

and

The arrow up button allows you to shift the


selected sequence display of the records entered
at the details section.
This icons allows you to select all the list of
records entered in the detail section of the
transaction screen. E.g delete a range of records
in the detail section.

This button allows you to change to range select


specific field in the detail section and do a global
change on the information entered.

External Link

Allows you to cross reference link with


additional information which is kept outside the
system such as in excel format at a specific
folder which is store at a common folder in the
server (for network) or PC.

Note

To enter additional notes.

25

At the top left hand side for the screen, Copy Voucher, these are the following function available:Copy from Other Cash
Book

This function allows you to copy the information


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


Voucher

This feature allows you to copy, e.g. existing


receipt voucher information over as a payment
voucher.

Copy to New Receipt


Voucher

This feature allows you to copy, e.g., existing


payment voucher information over as a receipt
voucher.

26

At the top left hand side for the screen, Edit, these are the following function available:Copy whole document
to Clipboard

Allow you to select an existing document in the


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

Copy selected details to


Clipboard

Allow you to select an existing document in the


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

Edit MRU

This feature allows you to delete previous


historical description which is enter under PAY
TO .

27

To view a specific list of transaction record. Using Cash Book as an example, click on View a Cash
Transaction. The system will display the View Cash Book screen. Enter for example EXCELLENT
TRADING under KEYWORD field for the system to show the list of record for Excellent Trading.

Click on ADVANCE SEARCH button to have more specific filtering requirements.

28

Using Invoice as an example.

This icon allows you to find the list of item code


in the Find Stock Item screen.

The system allows you


to perform Advance
Search in the Find
Stock Item screen.
In the Find Stock Item
Search Result section,
the system allows you
to select the list of
records being display
to be insert into the
transaction screen.

29

This icon allows you to align contains in the


description under Description field towards left
hand side.
This icon allows you to align contains in the
description under the Description field towards
right hand side.

Show Instant Info

This button allows to view the following


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


Consignment (Optional: For those who has


purchase Consignment module)

Stock Level by UOM (Optional: For those


who has purchase Multi-UOM module)

30

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.

31

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.

32

COMMON FUNCTION IN REPORT SCREEN


These are some of the common task in the report screen.
Using Sales | Sales Analysis By Document as an example.

Basic Filter

This section provides a list of standard fields to set


the filter condition such as Date Range.
The system allows you to perform : Filter by Range

Filter by Multi-Select

33

Report Options

This section provides you additional report


option such as Show Criteria In Report that
allows you to view the filtering condition which
has been selected for the system to display the
report and will be printed out at the last page of
the report. By default this option is tick.
Untick this option, if you do not want this
section to be printout.

Other Options

Additional level of report grouping such as 2


level of group.

More Options

This function will open up an additional field


available for filtering the report result in the
report menu.

Select Report | Switch to Advanced View for a full Advance level of report menu

34

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.

35

AUTOCOUNT ACCOUNTING SHORTCUT KEYS


1. Entry Form Shortcut Keys
Form-Level Shortcut Keys
Key

Action

Insert
F3
F6
F9
F11
F12
Escape
Ctrl+N
Ctrl+Shift+X

Add a new detail row.


Save the edit.
Toggle between first edit control of the form and first control in the tab page.
Call out Item Search dialog.
Focus Bar Code Edit if bar code is enabled.
Call out Range Set dialog.
Cancel the edit.
Toggle between Show Footer and Show Instant Info.
Jump to the tab page whose first character is X.

Grid Control Shortcut Keys


Key

Action

Ctrl+Insert
Ctrl+Delete
Ctrl+F
Ctrl+Z
Ctrl+O
Ctrl+T
Ctrl+D
Ctrl+Alt+A
Alt-Shift+Up
Alt+Shift+Down
Alt+Shift+Left
Alt+Shift+Right

Insert a new detail row before current focused row.


Delete selected rows in the grid.
Call out the Further Description dialog for current focused row.
Undo the detail.
Call out the Row Style dialog for current focused row.
Call out the Group Total dialog.
Call out the Discount dialog.
Select All rows in grid detail.
Move the selected rows up one line.
Move the selected rows down one line.
Indent to the Left.
Indent to the Right.

External Link Control Shortcut Keys


Key

Action

Alt-Insert
Alt+Delete

Insert a new external link.


Delete the selected external link.

36

2. Item Search Shortcut Keys


Form-Level Shortcut Keys
Key

Action

F9

Focus Keyword edit.

Keyword Shortcut Keys


Key

Action

Enter

Start the search.

Grid Control Shortcut Keys


Key

Action

Space
Enter

Toggle the selection of the focused row.


If no row is selected, then accept current focused row, otherwise, accept the
selected rows.

37

SYSTEM FLOW
GENERAL OVERVIEW

GENERAL
LEDGER
Update Purchases information

Update Sales information

ACCOUNTS
RECEIVABLE
(AR)

SALES

Stock value is
update
manually for
every end
period to Stock
Value

STOCK

Reduce inventory item quantity once


goods is sold

ACCOUNTS
PAYABLE
(AP)

PURCHASE

Increase inventory item quantity once


goods is purchase

38

SALES FLOW

New Quotation

Cancel Sales Order

Delivery Return

New Sales Order

Receive Deposit

New Delivery Order

Cash Sales

Credit Note
Receive Payment

New Invoice

PURCHASE FLOW
Request for Quotation

Cancel Purchase
Order

New Purchase Order

Goods Return

New Goods Receive

Pay Deposit

Cash Purchase

New Purchase Return

New Purchase Invoice

Pay Bill

39

BANKING FLOW
Receive Deposit

Receive Payment

New Cash Receive

Pay Deposit

Bank Reconciliation

Pay Bill

New Cash Payment

40

BACKUP FACILITY
Like most of the computer systems, Backup & Restore facility is crucial to a computer system as
it will help users to keep another copy of their data in a safe place.
It is advisable to backup the account book with at least 5 or 6 diskette once all transaction
entries are entered into the account book. In each set of diskettes, user can label it as follow:


Disk Set 1 Monday

Disk Set 2 - Tuesday

Disk Set 3 Wednesday

Disk Set 4 Thursday

Disk Set 5 Friday

Disk Set 6 Saturday ( optional- for those working on Saturday)

It is also a good practice to make a permanent monthly backup and yearly backup disk for each
month and year.

HOW TO BACKUP IN AUTOCOUNT Accounting?


I) Running Backup function in the SQL SERVER PC
1.

Select Tools | Backup.

41

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.

42

3.

Once the backup process the system will prompt a message Backup completed successfully. Click
on OK button exit from the dialog screen. Click on Close button to exit from Backup screen.

The backup filename extension is *.A06

II) Running Backup function in the Client PC

Client PC means a PC running AutoCount Accounting, but the SQL


Server is not running in this PC.
A common folder MUST be created in the server and shared out from the
server side to enable the clients PC to access the folder in order for the
client side to perform backup.
1.

Select Tools | Backup.

43

2.

In the Backup screen, click on OPTIONS button at the right bottom of the screen.

3.

The system will prompt the Backup Option screen to set the relevant backup folder which has
been created at the server side for Server Backup Directory as well as the client backup access
path at Client Access Server Network Folder Path.
E.g:The following folder has been created at the server called share\A2006Backup and this folder
has been shared out as full read and writes access right.
At Server Backup Directory enter the backup folder path in the following format: path\ backup
folder name. E.g, C:\share\A2006Backup
Click on Validate Path to make sure the path entered is valid. Once the path is validate and
found correct, the system will prompt a message The Server Backup Directory you specify is
correct
At Client Access Server Network Folder Path enter the backup folder for client side in the
following format: \\server name\backup folder name. E.g, \\Crystal2\share\A2006Backup
Click on Validate Path to make sure the path entered is valid. Once the path is validate and
found correct, the system will prompt a message The client path you input is correct
Click on OK button to save the setting.

44

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.

45

5.

Once the backup process the system will prompt a message Backup completed successfully. Click
on OK button exit from the dialog screen. Click on Close button to exit from Backup screen.

The backup file name extension is *.A06

46

HOW TO RESTORE IN AUTOCOUNT Accounting?


1.

Select Tools | Restore.

2.

The system will display the Restore screen as shown below:-

Click on the Browse button at the Restore from field to indicate the location of the backup file. E.g,
C:\AUTOCOUNT 2006 SAMPLE DATA [2006] backup at 2005-10-06 11-32-31_Zip.A06

47

At the New Account Book Setting section:In the Basic Information section:In the Database Name, the system will default a name AED_ . It is advisable to start the name
of restored database with AED_.... to differentiate database belonging to AutoCount
Accounting.
E.g, database name can be indicated as AED_A2006
In the Database Folder, the default database folder is set to C:\AutoCount Data
Click on Validate Path to make sure the path is correct.
In the Backup File Password, if the backup file was attached with password, enter the password.
Otherwise leave it blank.
In the Database Server Location section:There is 2 option of setting:By default, the system will tick the option: Restore the data in this PC.
Note: This option is useful for standalone user and must have MSDE installed in the PC for the
restore function to work.
To restore at an existing SQL Server, select option: Restore the data in any PC.
At the Server Name, click on Get Available Servers button and select the SQL server name.
At the SA Password, enter the password that is set for Administrators password for SQL server.
At Server Backup Directory enter the restored folder path in the following format: path\
restored folder name. E.g, C:\share\A2006Backup
Click on Validate Path to make sure the path entered is valid.
At Client Access Server Network Folder Path enter the restore folder for client side in the
following format: \\server name\restored folder name. E.g, \\Crystal2\share\A2006Backup
Click on Validate Path to make sure the path entered is valid.
3.

Click on Restore button to proceed on with the restoration process.

48

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 Accounting icon and reselect another account book.

HOW TO EDIT COMPANY PROFILE?


These section guides you how to edit the companys particulars in the Account Book such as address,
telephone or fax information.
1.

Select General Maintenance | Company Profile.

2.

The system will display the Company Profile screen.


Click on CANCEL button to exit.

Click on OK button to save the changes .

49

50

CHAPTER 3: SETUP ACCOUNT BOOK


This chapter will guide you step by step on how to create a new account book.

HOW TO CREATE NEW ACCOUNT BOOK?


1.

Select File | Manage Account Book and select CREATE ACCOUNT BOOK button.

Step 1

Step 2

Step 3

Step 4

51

Step 1: Create Account Book Wizard

Basic Information

New Company Name Enter the company


name for the newly create database.
Database Name By default the system will
assign a initial name AED_ and add the first
word that is entered in the new company name
field. You can overwrite and change the default
name.
Database Folder The default database folder
assign by system is C:\AutoCount Data

Database Server
Location

Create a default account book in this PC This


option is for standalone. By default this option is
tick.
Create a new account book in any PC Select
this option if you would like the account book to
be stored at the server.
Click on Get Available Server button to select
the server.
By default, Use Default Password is tick. Thus,
to enter your own system administrator
password to into SQL Server, Untick this option
and enter the password at the SA Password
field.

Test Connection

This button allows you to test whether there is


any connection problem to the SQL server.

52

Step 2: Create Account Book Wizard


Start Date

Local Currency Setting

This section allows you to set the following:Fiscal Year Start Date:
Actual Data Start Date:
This section allows you to set the local currency
of the account book:Country: Indicate the country name, e.g.,
Malaysia.
Local Currency Code: Indicate the local currency
code, e.g., RM to represent Ringgit Malaysia.
Symbol: Indicate the local currency symbol
which is to be display in the report, e.g., MYR.
Local Currency Word: Indicate the currency
description, e.g., RINGGIT MALAYSIA.

Goods & Service Tax


(GST)

(Optional)
This section allows you to set the sales tax or
GST setting, if applicable.

Step 3: Create Account Book Wizard


Accounting Package

Accounting package contains General Ledger


(G/L), Accounts Receivable (A/R) and Accounts
Payable (A/P) modules.

Stock Control Package

Stock Control package contains Sales, Purchase


and Stock Control modules.

Invoicing Package

Invoicing package contains ONLY Sales module.

53

Step 4: Create Account Book Wizard


Account Code Format

Indicate the account code format.

Sample Charts of
Accounts

The system comes with a default sample carts of


accounts for Trading or Manufacturing.
For illustration purpose, select Trading.
Untick the option: Create sample Charts of
Accounts, to create a blank account book.

The system will prompt the message The account book is created successfully once the account book
creation process is completed. Click OK button to close the screen.

To access the newly


created account book, exit
from the program and
reselect the AutoCount
Accounting (double click
on the icon). The system
will prompt a login
screen.

54

HOW TO SETUP FISICAL PERIOD?

The Fiscal Year in the account book must be set BEFORE you can proceed
on with any transaction entry.

1. Go to Tools | Manage Fiscal Year.

2.

Click on Manage Fiscal Year at the bottom of the page. The system will display the Manage
Fiscal Year screen.

55

Fiscal Year Name

This field indicated the fiscal years name. E.g,


if the account book is created in the year of
2005, the system will default the name as
Fiscal Year 2005.

Start Date

This field indicated the first day of the start


date in the beginning of the fiscal year.
E.g., the start date of fiscal year for 2005 is
01/01/2005.

End Date

This field indicated the last day of the end


date at the end of the fiscal year.
E.g., the end date of fiscal year for 2005 is
31/12/2005.

Active

This field indicates the current active financial


year.

New Previous Fiscal Year


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

New Next Fiscal Year


This function allows you to create the next new financial year.

56

Edit Fiscal Year


This function allows you to edit the start date or the end date of the selected fiscal year.
Scenario A:
If there is only one fiscal year and no transaction has been entered into the account book.
E.g., Fiscal Year 2005 (Start Date: 01/01/2005 and End Date: 31/12/2005), the system allows
you to change both the Start Date and the End Date

Scenario B:
There is previous fiscal year and current fiscal year being maintained in the Manage
Fiscal Year.
E.g., Previous fiscal year is Fiscal Year 2004 (Start Date: 01/01/2004 and End Date: 31/12/2004)
and current fiscal year is Fiscal Year 2005 (Start Date: 01/01/2005 and End Date: 31/12/2005).
For previous fiscal year, the system only allows you to edit the Start Date as shown below:-

57

Edit Fiscal Year


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

Manage Exceptions
This function allows access rights for selected users
id to make amendments to transactions which falls
under the period and year which is has been lock.

Lock Opening Balance


This option allows you to lock the Opening Balance from being amended. Tick on this option to
lock it.

If this option is Untick, the system allows the following options to be performed:Can Direct Edit Debtor/Creditor Opening Balance
Reset Debtor / Creditor Opening Balance to Zero
Update Debtor / Creditor Opening Balance from Past A/R and A/P Transactions

Update Last Month Year To-Date Balance from A/R and A/P Transactions.
This function will calculate those A/R and A/P transactions which fall in Year-To-Date range, then
update the figure in the Last Month of Year To Date Entry.

58

Actual Data Start Date


This field is to indicate the actual start date transaction is entered into the account book.
Example:Fiscal Year 2005, the start date is 01/01/2005 and the end date is 31/12/2005.
The user would like to enter the current transaction starting from August 2005 onwards. Therefore the
actual data start date is to be set to 01/08/2005.

IMPORTANT NOTE:
How the system recognize at which point is the beginning of the years opening balance, year to
date balance and current transaction based on the fiscal year setting and the actual data start date
setting?
Example:






Fiscal Year is 2005


Start business date for fiscal year 2005 is 01/01/2005
End business date for fiscal year 2005 is 31/12/2005
Year to Date will be from January 2005 till July 2005. This means each of the individual months will
have its own account balance figure.
Actual Data Start Date is 01/08/2005.
Actual Data
Start Date:
01.08.2005

Start Date:
01.01.2005

2005
Opening
Balance

End Date:
31.12.2005

Year to Date balance is from


January 2005 till July 2005.

59

60

CHAPTER 4: MAINTENANCE SETUP AND OPENING


BALANCE
CHARTS OF ACCOUNTS
Large amounts of data are gathered in business transactions. Therefore, in accounting, a filing system
consisting of accounts come into place where you can classify the business transaction into different
category of transactions. The accounts become the storage units for accounting data, which are used to
accumulate amounts from transactions.
When you keep the account books for a business or organization, you would want to keep track of where
the incomes (revenue) comes from, where you put it, what are your expenses for, and what you use to pay
them. All this can be track through a list of accounts called the Charts of Accounts.
AutoCount lays the accounts out in the Account Maintenance. The charts of accounts will be divided into 2
sections:Balance Sheet accounts
These accounts track the following: What you have (Assets)
 What people owe you (Accounts Receivable)
 What your company owes to other people (Accounts Payable and other liabilities)
 The net worth of your company (Equity)
Below are some explanations of the various types of balance sheet accounts with:Balance Sheet Account Type
Capital
Retained Earnings

Fixed Asset

Information
Capital is an investment of money (funds) with the intention of earning
a return.
Net profit from earlier periods of the business that were carried
forward into the current financial year.
Depreciable assets owns by a business which is not liquid. Property
owned for use in the business.
E.g., Land, buildings, office equipment.

61

Balance Sheet Account Type


Current Asset

Information
Takes one of the following forms:
Items owned by the business with the intention of turning them
into cash in a short term (usually within one year).

Cash, including money in the bank, owned by the business.


These assets are current in the sense that they are continually flowing
through the business; they are always realizable in the near future.

Current Liabilities

These are debts of the business that must be paid within a fairly short
period of time; i.e. they are liabilities that will be liquidated in the near
future.
E.g., Loans repayable within one year, bank overdraft, Trade accounts
payable, bills of exchange (payable by business), taxation payable and
accrued charges.

Long Term Liabilities

Liabilities such as loans or mortgages scheduled to be paid over periods


longer than one year.

Income and Expense accounts


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

Information
The increase in stockholders equity created by delivering goods or
services to customer.
E.g., Happy Merchandise Sdn Bhd uses Sales revenue account for
amount earned by selling merchandise to customers or a Law Firm
providing legal services to clients will use Service revenue.

Cost of Goods Sold

This account encompasses all expenses that are direct cost of the sales
of materials for a job or inventory.

Expenses

The cost of operating a business. A business needs a separate account


for each type of expense, such as Salary Expense, Rent Expense,
Advertisement Expense and Utilities Expense. Businesses strive to
minimize their expenses and thereby maximize net income

62

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
denotes all
the function
able to
perform in
Account
Maintenance
screen.

Account Type

Show All Accounts

By default the system will display all the accounts available in the
Charts of Account.
Untick this field if you would like to view only the account code at a
specific Account Type.

Up To Date

The system will display the default current system date.

Description

This column display the description of the account code

Account Code

This column refers to the account code which has been created

Up-to-Date Balance

This column reflects the current balance of each of the account code
based on the date specified at the Up To Date field.

Account Maintenances Functional button.


New Normal Account
This function allows you to create general account such as expenses
account.

63

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.

64

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.

Edit Account

Delete Account

The system ONLY allows one retained earnings account to be


created.
This function allows you to edit the existing account code
description.
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.

65

Print Charts of Accounts

This function allows you to preview or printout all the account code
which have been created in the account maintenance.

Close

This function is to exit from Account Maintenance screen.

How to Create a General Account Code?


1.

To create an expense account, scroll down to the Expense account type. Click on the account type
called Expense and select New Normal Account button.

66

Selected Parent Account

By default, system will tag to the root of the


Expenses Account Type. ( Root ) EP.

Acc. Code

Enter the account code, 916-000.

Description

Desc 2

Enter the description of the account code,


CLAIMS
.
Enter a 2nd description of the account code.
(Optional)

Cash Flow Category

The system allows you to specify the account


code which is created belongs to which category
under for cash flow purpose.
The system allows you to tag the accounting to 3
kinds of cash flow categories: O - Operating Activities
 I Investing Activities
 F Financing Activities

67

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.

68

2.

To add in child account under the 202-0000 FIXED ASSET PENANG BRANCH, click on this
account to choose this account to indicate to the system this is the parent account. Then proceed to
click on FIXED ASSET button to create the fixed asset and accumulated fixed asset account for this
parent account.

Selected Parent Account

By default, system will tag to the root of the


Fixed Asset Account Type of the parent account.
E.g, 202-0000
FIXED ASSET PENANG
BRANCH

Fixed Asset

This section is to create the fixed asset account.


Enter the account no., 202-2000.
Enter Description, :MOTOR VEHICLE
BGM9560

Accum. Deprn.

This section is to create the accumulated


depreciation account related to the fixed asset
account.
Enter the account no., 202-2050.
Enter Description, ACCUM. DEPRN. MOTOR
VEHICLE BGM9560
.

69

DEBTOR AND CREDITOR MAINTENANCE

How to Create a Debtor Account?


1.

Select A/R | Debtor Maintenance.

At General Page:Company Name

Enter the company name of the customer.

Registration No.

Enter the customers company registration


number. (Optional).

Debtor Account

button for the system to auto


Click on
generate a debtor account.
Otherwise manually enter the debtor account.

Debtor Type

Select the Debtor Type. (Optional)

Control Account

Select the debtor control account.

70

At General page:Billing Address

Enter the customers billing address.

Email Address

Enter the customers email address. (Optional)

Website

Enter the customers website. (Optional)

Phone

Enter the customers contact number.

Fax

Enter the customers fax number.

Area

Select the area code which the customers


belongs to.

Attention

Enter the persons name to whom


correspondence of letters and document to.

Business Nature

Enter the customers business nature such as


Trading. (Optional)

Agent

Select the sales personnel who is in-charge of


this customer.

Currency

Select the currency code which the transaction


will be transact with this customer. The default
local currency is represented by RM for
Ringgit Malaysia

Statement Type

Select either one of the following statement: Open Item This format denotes that all
outstanding transaction will be display one
by one in the statement report.
 Balance Brought Forward This format will
show a brought forward lump sum amount
for all the customers outstanding based on
the cut off date stated in the report.
 No Statement Select this option, if no
statement is to be issued to the customer.
Select either the aging of the customers
outstanding transaction is to be due based either
Invoice Date or Due Date.

Aging On

all

71

Credit Term

Select the credit terms given to the customer.

Credit Control

Allows different credit control to be set.

After save, proceed with


new Debtor

Tick on this option, if you would the system to


display a fresh screen once each record of
customers being created is saved to proceed on
to the next new record.

At Contact page under the Debtor Maintenance:-

Click on

to add a contact record.


Name

Enter the contact persons name.

Department

Enter to indicate the person is under which


department in the company.

Title

Enter to indicate the position of the contact


person.

Mobile Phone

Enter the contact persons handphone number.

72

Direct Phone

Enter the contact persons direct phone line in


the company.

Direct Fax

Enter the contact persons direct fax line in the


company.

Email

Enter the contact persons email address.

IM Address

Enter the instant messaging address of the


contact person.

At Branch page in Debtor Maintenance:-

Branch Code

Enter the branch code to represents the


companys branch office.

Branch Name

Enter the companys branch name.

Address

Enter the branchs address.

Attention

Enter the branch persons name to whom all


correspondence of letters and document to.

Phone

Enter the branchs telephone number.

Fax

Enter the branchs fax number.

73

At Other page in Debtor Maintenance:-

External
Link.

Sales Tax Exemption No.

Enter the sales tax exemption number.

Expired Date

Enter the sales tax exemption expiration date.

Discount Percent

Enter the discount which the customer is


entitled. (Optional).

Sales Tax

Select the default sales tax code, if applicable.

Price Category

Select the price category, if applicable.

External Link

Click on
to tag an external document
related to this customers record. (Optional)

74

At Note page in Creditor Maintenance:-

Note

Enter additional note.

How to Set Credit Control?


1.

Click on the Credit Control button at the General page in Debtor Maintenance. The system will
display the Debtor Credit Control screen.

Credit Limit
Credit Terms Overdue
Limit
Credit Control

Set the credit limit.

Select either : All Documents To set a common credit


control for all the different document.
Individual Document To set a credit control for
each different document.

75

The system allows 3 options of settings All Disabled


This means there is no credit control setting.

Control by credit term


The system allows you to set further control for those who exceed credit limit and overdue
limit which is either No block (Allows the customer to exceed credit limit), Block (Do not
allow any transaction to be save once credit limit is exceeded) or Need Password
(Authorization is need to allow those who has exceed credit limit)

Suspend

Once the debtor reach the credit limit or credit terms overdue limit, any further issues of
document for this debtor can be further suspend.
How to set password for each document in the Credit Control Screen?
For different document type to have different exceed credit limit and exceed overdue credit limit setting,
select the option: Each document has its own credit control.

Different
document
type to have
different
exceed credit
limit and
exceed
overdue
credit limit
setting

76

To set the password, click on Click here to set password button.

Select the Document and system will


prompt a password setting screen for
each of the individual document.

2.

Click on OK button to save.

77

How to Create Creditor Account?


1.

Select A/P| Creditor Maintenance.

At General Page:Company Name

Enter the company name of the supplier.

Registration No.

Enter the suppliers


number. (Optional).

Debtor Account

button for the system to auto


Click on
generate a debtor account.
Otherwise manually enter the creditor account.

Creditor Type

Select the Creditor Type. (Optional)

Control Account

Select the creditor control account.

company

registration

78

At General page:Billing Address

Enter the suppliers billing address.

Email Address

Enter the suppliers email address. (Optional)

Website

Enter the suppliers website. (Optional)

Phone

Enter the suppliers contact number.

Fax

Enter the suppliers fax number.

Area

Select the area code which the supplier belongs


to.

Attention

Enter the persons name to whom


correspondence of letters and document to.

Business Nature

Enter the suppliers business nature such as


Trading. (Optional)

Agent

Select the purchasing personnel who is in-charge


of this supplier.

Currency

Select the currency code which the transaction


will be transact with this supplier. The default
local currency is represented by RM for
Ringgit Malaysia

Statement Type

Select either one of the following statement: Open Item This format denotes that all
outstanding transaction will be display one
by one in the statement report.
 Balance Brought Forward This format will
show a brought forward lump sum amount
for all the suppliers outstanding based on
the cut off date stated in the report.
 No Statement Select this option, if no
statement is to be issued to the supplier.
Select either the aging of the suppliers
outstanding transaction is to be due based either
Invoice Date or Due Date.

Aging On

all

79

Credit Term

Select the credit terms given to the supplier.

Credit Control

Allows different credit control to be set.

After save, proceed with


new Creditor

Tick on this option, if you would the system to


display a fresh screen once each record of
suppliers being created is saved to proceed on
to the next new record.

At Contact page under the Creditor Maintenance:-

Click on

to add a contact record.


Name

Enter the contact persons name.

Department

Enter to indicate the person is under which


department in the company.

Title

Enter to indicate the position of the contact


person.

Mobile Phone

Enter the contact persons handphone number.

Direct Phone

Enter the contact persons direct phone line in


the company.

80

Direct Fax

Enter the contact persons direct fax line in the


company.

Email

Enter the contact persons email address.

IM Address

Enter the internet messaging address of the


contact person.

At Branch page in Creditor Maintenance:-

Branch Code

Enter the branch code to represents the


companys branch office.

Branch Name

Enter the companys branch name.

Address

Enter the branchs address.

Attention

Enter the branch persons name to whom all


correspondence of letters and document to.

Phone

Enter the branchs telephone number.

Fax

Enter the branchs fax number.

81

At Others page in Creditor Maintenance:-

External
Link.

Sales Tax Exemption No.

Enter the sales tax exemption number.

Expired Date

Enter the sales tax exemption expiration date.

Discount Percent

Enter the discount which the customer is


entitled. (Optional).

Sales Tax

Select the default sales tax code, if applicable.

Price Category

Select the price category, if applicable.

External Link

Click on
to tag an external document
related to this customers record. (Optional)

82

At Note page in Creditor Maintenance:-

Note

2.

Enter additional note.

Click on OK button to save.

The concept to set credit control in Creditor Maintenance is the same as


Debtor Maintenance.
Refer to guide on how to set credit control under How to Create Debtor
Account in this chapter.

83

CREATE STOCK GROUP AND ITEM CODE


How to Create Stock Group?
1.

Select Stock | Stock Group Maintenance and select New button.

Item Group

Enter the item group code.

Description

Enter the description of the item group

Sales Account Code

Select the sales account code. The account code


denotes where the sales will be posted when you
key in a sales transaction (such as an invoice and
a debit note).

Cash Sale Account Code

Select the cash sale account code. This code


denotes the account where cash sales will be
posted.

Sales
Code

Select the sales return account code. This code


denotes the account where the sales returns will
be posted to when you record a credit note.

Return

Account

84

Sales Discount Account


Code

Select the sales discount account code. This code


denotes the sales discount account stated in the
transaction (Invoice, Debit Note or Credit Note)
will be posted.

Purchase Account

Select the purchase account code. This denotes


the purchases account where the purchases will
be posted.

Purchase
Account Code

2.

Return

Select the purchase return (goods return)


account code. This code denotes the account
where the purchase return will be posted to
when you record a creditor credit note.

Purchase
Discount
Account Code

Select the purchase discount account code. . This


code denotes the purchase discount received
account stated in the transaction (Invoice, Debit
Note or Credit Note) will be posted.

Note

Enter additional
(Optional)

remark,

if

applicable.

Click OK button to save.

85

How to Create Item Code?


1.

Select Stock | Stock Item Maintenance and click on Create a new item.

At the main top page in the Item Maintenance:Item Code


Enter the item code.
Group
Item Type

Select the item group which the item code


belongs to
Select the item code is categorized under which
kind of item type (Optional).

Active

By default, this option is tick. This is to indicate


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

Description
Lead Time

Enter the item codes description.


Enter the estimated time the goods will be
delivered once an order is place with the
Supplier to replenish the stock.

Tax Type

Click on arrow down


type, if applicable.

Duty Rate

Enter the duty rate for the item code.

button to select the tax

86

Stock Control

By default, this option is tick. This is to indicate


to the system that this item code is a stock
control item.
For non-stock item code, untick the Stock
Control option. Service Charge, Transportation
Charge and Maintenance Charge are some of the
examples of non-stock item code.

Costing Method

Select the item codes costing method.

At the Detail page in the Item Maintenance:-

UOM

Enter the relevant unit of


description for the item code

measurement

At the Cost Price Page under Detail page of Item Maintenance:Standard Selling Price

Enter the standard selling price.

Min. Selling Price

Enter the minimum selling price.

Max. Selling Price

Enter the maximum selling price.

Min. Purchase Price

Enter the minimum purchase price.

Max. Purchase Price

Enter the maximum purchase price.

87

Standard Cost

Real Cost

Enter the standard cost.


The cost entered in this field is used as a
reference
Enter the real cost.
The system will use the cost from this field to
calculate the cost in the stock report.

At the Stock Level Page under Detail page of Item Maintenance:-

Min. Qty

Enter the minimum quantity which is kept in the


warehouse.

Re-order Level

Enter the quantity that is to be order once the


stock on hand has reached which level
Enter the quantity that is normal which is kept
on hand in the warehouse.

Normal Level

Max Qty

Enter the maximum quantity which is kept in


the warehouse

Balance Qty

This field shows the balance quantity on hand


for a specific item code.

Re-Order Qty

Enter the number of quantity that is to be


ordered from the supplier once the stock on
hand has reach the level as stated in the Reorder
Level field.

88

At the Stock Level Page under Detail page of Item Maintenance:-

Shelf

Enter the location of the item such as the shelf


number in the warehouse. (Optional).

Bar Code

Scan the bar code in for this item code.

At the Opening Balance Page under Detail page of Item Maintenance:-

Click on the + sign to create a record to enter


the opening balance.
Quantity

Enter the opening balance quantity for the item


code.

Cost

Enter the cost for per quantity.

89

At the Image page in the Item Maintenance:-

Image Option

Select the option either to stretch or center the


display of the image on the screen.

Load Image

Allows you to load the picture of the item code.

At the Further Description page in the Item Maintenance:-

Further Description

Enter detail description related to the item code.


(Optional).

At the Note page in the Item Maintenance:-

Note

2.

Enter additional remarks or notes related to this


item code. (Optional)

Click on OK button to save the entry.

90

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


year

User will have to prepare their last year


balance sheet and then enter it into the system.

Category 2

Starts on the intermediate month of the


financial year

User will have to prepare their last month trial


balance report and then enter it into the
system.

In the system there are 4 kinds of opening balance of an account:

Opening Balance for Debtor Account Prepare last month Debtor Aging report.

Opening Balance for Creditor Account Prepare last month Creditor Aging report.

Opening Balance for Stock Account Prepare last month trial balance sheet.

Opening Balance of General Account Prepare last month trial balance or balance sheet.

The following sub-section will illustrate how the opening balance stated above is being set.

91

Opening Balance for Debtor Account


The opening balance of debtor account is usually the total sum of the debtors outstanding invoices.
Therefore, in the system, all the debtors outstanding invoices is enter individually in A/R | A/R Invoice
Entry screen.
The invoice date must be entered correctly as the system will base on this
invoice date to determine whether it is a past invoice or current invoice.

All outstanding for a debtor can be lump into one invoice. However, by doing so, you will not be able to
see the detail breakdown of the outstanding transaction in the aging and statement report.

1.

Select A/R | A/R Invoice Entry and select Create a new A/R Invoice.

Debtor

Select the debtor (customer) code.

Invoice No.

Enter the invoice no.

92

Date

Enter the date.


The system will automatically detact the setting
set at Actual Data Start Date as set in the
Manage Fiscal Year .
Example:
Follow the original bill date as stated in the
Aging report. If the actual data start date is set
as 01/01/2005, therefore the system automatically
recognized transaction entered before 01/01/2005
is a past invoice.

Terms

Enter the credit terms.

Due Date

System will automatically display the due date.


Click on + sign to add a sales record.

2.

Description

Enter the description such as Sales.

Amount

Enter the amount of the invoice.

Click on OK button to save the transaction.


1.

2.

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.
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.

93

Opening Balance for Creditor Account


The opening balance of creditor account is usually the total sum of the creditors outstanding bills
(invoices). Therefore, in the system, all the creditors outstanding invoices is enter individually in A/P |
A/P Bill Entry screen.

The invoice date must be entered correctly as the system will base on this
invoice date to determine whether it is a past bill or current bills.

All outstanding for a creditor can be lump into one bill. However, by doing so, you will not be able to see
the detail breakdown of the outstanding transaction in the aging and creditor statement report.
1.

Select A/P | A/P Bill Entry and select Create a new A/P Invoice.

Creditor

Select the creditor (supplier) code.

Invoice No.

Enter the invoice no.

94

Date

Enter the date.


The system will automatically detect the setting
set at Actual Data Start Date as set in the
Manage Fiscal Year.
Example:
Follow the original bill date as stated in the
Aging report. If the actual data start date is set
as 01/01/2005, therefore the system automatically
recognized transaction entered before 01/01/2005
is a past invoice.

Terms

Enter the credit terms.

Due Date

System will automatically display the due date.


Click on + sign to add a purchase record.

3.

Description

Enter the description such as Purchase.

Amount

Enter the amount of the invoice.

Click on OK button to save the transaction.

If the system is installed in the middle of the financial year, you will have
to prepare last months Trial Balance Report and last months Creditor
Aging report. The creditors opening balance is entered base on last month
total outstanding value as shown in the Trial Balance.
If there is a negative amount (debit balance) brought forward from creditor
account, user must enter this amount in the Pay Bill Entry instead of A/P
Bill Entry.

95

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.

96

2.

Once the entry is completed, click on the PREVIEW button to preview or PRINT button to print the
B/F Balance Report

3.

Click on CANCEL button to exit from this screen.

There are a few kinds of scenario entry of opening balance:SCENARIO A:Fiscal Year starts from 01/01/2005 and ends at 31/12/2005.
Actual Start Date is 01/01/2005.
Therefore, the closing balance for end of fiscal year 2004 is the opening balance for beginning of year 2005
and will be maintained at G/L | Opening Balance Maintenance.

SCENARIO B:Fiscal Year starts from 01/01/2005 and ends at 31/12/2005.


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

SCENARIO C:Fiscal Year starts from 01/01/2005 and ends at 31/12/2005.


Actual Start Date is 01/11/2005.
Maintain each individual fiscal periods closing figure from January 2005 till October 2005.
Thus to maintain the above:a) Opening Balance for beginning of Year 2005 (closing balance for year 2004) will be maintained at G/L
| Opening Balance Maintenance.
b) Closing figure from January 2005 till October 2005 will be maintained at G/L | Year To Date Balance
Maintenance.
These are the following steps to maintain closing figure from January 2005 till October in the Year To Date
Balance Maintenance screen:-

97

I.

Select G/L | Year To Date Balance Maintenance screen. As an example to enter the closing figure
for Trade Debtor: BEST CHEMICAL TRADING.

II. Both the corresponding account has to be enter for total lump sum of outstanding invoices billed to
the customer which is Debit the Trade Debtors account : BEST CHEMICAL TRADING and Credit
the Sales account : SALES as shown in the above screen.
Example to enter the Trade Debtors account for the closing balance of January 2005, click on the January
2005 column for BEST CHEMICAL TRADING and enter 300. For the corresponding sales account, click
on the January 2005 column for SALES and enter -300.
Accounting Double Entry:BEST CHEMICAL TRADING
SALES
III.
IV.
V.

Debit
300

Credit
- 300

Once the entry is completed, click on SAVE button.


Click on PREVIEW button to preview the Year To Date report or PRINT button to printout the
report.
Click on CLOSE button to exit.

98

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 | Manage Fiscal Year and create the 2004 financial.

99

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.

100

CHAPTER 5: GENERAL LEDGER


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

CASH BOOK ENTRY


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

How to Enter a General Cash Payment?


1.

Select G/L | Cash Book Entry and click on Create a new Cash Transaction. The system will
display Select a New Cash Transaction Entry as show below:-

101

2.

For example, to create a new Payment Voucher, click on New Payment Voucher.

Payment
Detail
Section

Transaction
Detail
Section

Pay To

Enter the description to indicate what is the


purpose this payment voucher is issued for, e.g.,
RENTAL FOR DECEMBER 2005

Voucher No.

To enter your own numbering, highlight the


<<New>> and enter the number.
Otherwise, for the system to auto generate the
numbering, do not overwrite the default setting
<<New>>.

Date

Enter the date of the transaction.


The + icon is to add record.

The icon is to delete record.

This icon is undo or revert back to previous


information entered at the selected field in the
screen.

102

At the Payment Detail section:Payment Method

Select the payment method.

Cheque No.

Enter the cheque number issue out for payment.

Payment Amount

Enter the amount of the cheque.

Bank Charge

Enter the bank charges, if applicable.

Payment By

Enter the payment is made in which mode, e.g.,


CHEQUE to indicate payment issue by
cheque.

Float Day

Enter the number of float day of the cheque.

IsRCHQ

By default, this option is not tick.


If the Cheque is bounced, tick on this option.

RCHQ Date

Enter the date of the Cheque was return


(bounced).

At the Transaction detail section:This icon allows you to insert record in between
2 existing records entered at detail section.

and

The arrow up button allows you to shift the


selected sequence display of the records entered
at the details section.
This icon allows you to select all the list of
records entered in the detail section of the
transaction screen. E.g. deletes a range of
records in the detail section.

103

This button allows you to change to range select


specific field in the detail section and do a global
change on the information entered.

3.

Acc Code

Click to select the account code.

Account Desc.

The system will display the selected account


codes description.

Description

Enter your description, e.g., DEPRECIATION


OF FIXED ASSET.

Further Description

If there is any additional description, you can


enter under this field. (Optional).

Amount

Enter the amount paid for the selected account


code.

External Link

Allows you to cross reference link with


additional information which is kept outside the
system such as in excel format at a specific
folder which is store at a common folder in the
server (for network) or PC.

Note

To enter additional notes.

Click SAVE button to save the entry.

104

JOURNAL ENTRY
The Journal Entry is use to enter all the general journal transactions (Adjustment), except for
debtor, creditor and stock control transactions. Accrual account, transfer account and contra
account are some examples of general journal transactions.

How to enter a General Journal Transaction?


1.

Select G/L | Journal Entry and click on Create a new Journal Transaction.

Description

Journal
Voucher No.

Enter the description to indicate what is the


purpose this journal voucher is issued for, e.g.,
DEPRECIATION OF FIXED ASSETS
:

To enter your own numbering, highlight the


<<New>> and enter the number.
Otherwise, for the system to auto generate the
numbering, do not overwrite the default setting
<<New>>.

105

Date

Enter the date of the transaction.


The + icon is to add record.

The icon is to delete record.

2.

Acc Code

Click to select the account code.

Account
Description.

The system will display the selected account


codes description.

Description

Enter your description, e.g., DEPRECIATION


OF FIXED ASSET.

Further
Description

If there is any additional description, you can


enter under this field. (Optional).

DR

Enter the debit


adjustment.

CR

Enter the credit amount for credit entry


adjustment.

Total DR

The system will automatically sum up all the


debit entry amount.

Total CR

The system will automatically sum up all the


credit entry amount.

amount

for

debit

entry

Click on SAVE button to save entry.

106

BANK RECONCILIATION
Bank reconciliation refers to reconciling the banks balance as shown in the statement against
the balance shown in the Cash at Bank account in the system. Therefore, to maintain the
accuracy of both records, the standard procedure is to reconcile the bank record. Both records
have to be compared against each other, taking into factors that have caused the variations
referring to supporting documents.

3 main reasons that reports discrepancy between the records are as follows: Items that appear on the bank statement but were not recorded in the bank journals bank
charges and interests.
 Items that were recorded in the companys bank journals but were not recorded in bank
statements such as unpresented or uncredited cheque.
 Errors on company records or on the bank statement.

How to enter a Reconcile Bank Account?


1.

Select G/L | Bank Reconciliation.

107

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
No.

The system will display the bank account code which you
have selected.

Description

The system
description.

Currency Code

The system will indicate the bank account code is in which


currency.

Bank
Statement
Date

The system will display the bank statement date as


entered in the Step 1.

will

display

the

bank

account

code

108

At the Filter section:Show All Date

Tick this option to show all the date of the transaction.

Show Untick
Transaction
Only
Show
Transaction
Cleared
at
Other Date
Show
Date
Range

Tick on this option to show only transaction which has not


been reconciled.
Tick on this option to show other transaction which has
been reconciled from previous statement.

The system will display the date range starting from


statement date till the last transactions date.

At the Reconcile section:Tick

Tick on this column for those transactions which is


reconciles.

Debit

This column displays the credit amount of the transaction.

Credit

This column displays the debit amount of the transaction.

Cheque No.

This column displays the cheque number issue out for


payment or cheque number for payment received.

Document No.

This column displays the transaction document number.

Date

This column displays the transactions date.

Description

This column displays the description of the transaction.

Statement
Date

The system will automatically display the date of the


statement date which the selected transaction is cleared.

Account
Balance

The system will display the bank balance up to the date of


the statement date.

109

3.
4.

Actual
Bank
Statement
Balance

This field allows you to enter the amount shown in the


bank statement.

System Bank
Statement
Balance

The system will sum the account balance amount display


in the Account Balance field with the current transaction
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.

Click on OK button to save.


Click on PREVIEW button to preview the statement report or PRINT button to print the statement.

STOCK VALUE MAINTENANCE


In AutoCount, the system derives the stock figure for the Balance Sheet from the stock value entered in the
Stock Value Maintenance. Therefore, every end of the financial period, you must enter the closing stock
value in the Stock Value Maintenance.
1.

Select G/L | Stock Value Maintenance.

2.

For example, to enter the closing stock balance for January 2005, click on the column January 2005 and
enter 30 000.00.
Click on SAVE button to save the entry and PREVIEW REPORT / PRINT REPORT button to
preview or print the Stock Set Value Listing report.

3.

110

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

111

112

CHAPTER 6: ACCOUNTS RECEIVABLE


Account Receivable is use to record the invoice billed to customer for service performed or
merchandise (goods) sold on credit.
These are the following functions under Account Receivable (A/R) module: A/R Invoice Entry
 A/R Debit Note Entry
 A/R Credit Note Entry
 A/R Receive Payment
 A/R Refund Entry
 A/R & A/P Contra
 A/R Deposit Entry

Using A/R Invoice Entry screen to explain the concept of entry done in A/R Invoice, A/R Debit
Note and A/R Credit Note.
1.

Select A/R | A/R Invoice Entry and click on Create a new A/R Invoice.
Header Section

Detail Section

Footer Section

At the Header section:Debtor

Click to select the debtor (customer) code.

113

Journal Type

Select the journal type, e.g., Sales for sales


journal.

Agent

Select the sales personnel who is responsible for


this debtor.

Invoice No.

Enter the invoice no.

Date

Enter the transaction date.

Terms

Select the credit terms.

Due Date

System will automatically display the due date.

At the Detail Section:Click on + sign to add a sales record.


Sales A/C

Select the sales account code.

Description

Enter the description such as Sales.

Amount
Total

Enter the amount of the invoice.


The system will automatically calculate the total
amount of the invoice.

Net Total

The system will automatically calculate the net


total amount of the invoice.

External Link

This page allows you to attach additional


supporting document kept in the server with
this transaction record.
This page allows you to enter additional notes or
remark for reference.

Note

114

At the Footer section:Description

Enter the documents description, e.g., SALES

Outstanding

The system will display the selected debtors


record outstanding.

After save, proceed on


with new Invoice Entry

By default this option is not tick.


Tick on this option if you would like the system
to provide a fresh screen to proceed on with a
new entry after the current entry is save.

Click on OK button to save the transaction.

The system will automatically perform the double entry posting once the
transaction is saved.
If the following Invoice, Credit Note or Debit Note was created under Sales
module, the system will automatically post this transaction to A/R side
which is Invoice to A/R Invoice, Credit Note to A/R Credit Note and Debit
Note to A/R Debit Note.

115

A/R RECEIVE PAYMENT


The function of Receive Payment is to record the full or partial payment received from customer and is
offset against which particular outstanding invoices which are due.

How to Create Receive Payment?


1.

Select A/R | A/R Receive Payment and click on Create a new A/R Payment.

Header Section

Payment Detail
Section

Tick to
indicatethe
payment is
offset with
which
Invoice /
Debit Note

Knock Off
Transaction
Section

At the Header section:Debtor

Select the debtor (customer) code.

At the Payment Detail section:Paid By

The system will automatically display the


debtors company name.

Description

Enter a description for the payment receive,


e.g.,BEING PAYMENT FOR .

Official Receipt

The system will automatically generate official


receipt number.
Otherwise you can overwrite and enter your
own official receipt number manually.

Date

Enter the payment received date.


`

116

The system allows multiple payment type


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

Payment Method

Select the bank account code.

Cheque No.

Enter the cheque number if the customer paid by


cheque.

Payment Amount

Enter the amount received.

Bank Charges

Enter the bank charges, if applicable.

Payment By

Enter to indicate the mode of payment, e.g.,


CHEQUE to represent payment received in
cheque.

Float Day

Enter the number of float day, if applicable.

IsRCHQ

Tick on this column if the cheque was bounced


or returned.

RCHQ Date

Enter the date which the cheque was bounced or


returned.

Amount

The system will calculate the total amount of


payment received.

Unapplied Amount

The system will show the balance of the total


amount the payment received which has yet to
be offset against any Invoice or Debit Note.

At the Knock Off Transaction Section:-

Type

This column indicates the type of transaction


such as RI refers to A/R Invoice and RD
refers to A/R Debit Note.

Date

This column display the transactions date.

No.

This column displays the document number.

117

2.

Org. Amt

This column displays the original amount of the


transaction.

Outstanding

This column displays the balances of


outstanding which has not yet been paid or
settle.

Pay

Enter the amount paid.

Click OK button to save.

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

At the Header section:-

Deposit Account

Select the deposit account code.

Debtor

Select the debtor (customer) code.

AR Deposit No.

The system will automatically generate a deposit


number. Otherwise you can overwrite and enter
your own deposit number manually.

118

Date

Enter the date the deposit was received.

At the Deposit Detail section:The system allows multiple deposit payment


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

Payment Method

Select the bank account code.

Cheque No.

Enter the cheque number if the customer paid by


cheque.

Payment Amount

Enter the amount received.

Bank Charges

Enter the bank charges, if applicable.

Payment By

Enter to indicate the mode of payment, e.g.,


CHEQUE to represent payment received in
cheque.

Float Day

Enter the number of float day, if applicable.

IsRCHQ

Tick on this column if the cheque was bounced


or returned.

RCHQ Date

Enter the date which the cheque was bounced or


returned.
The system will calculate the total deposit
amount paid.

Total Payment

2.

Click on SAVE button to save the entry.

119

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.

120

You can perform both forfeit and refund at the same tick. For example, 50% of the deposit is
forfeited and the remainder of 50% of the deposit is paid back.

3.
4.

Click on Save button to save the entry.


The system will display the Deposit Receipt document as shown below:-

121

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.

2.

Click on OK button to save.

122

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

At the Header section:Debtor

Select the debtor (customer) code.

At the Payment Detail section:Paid To

The system will automatically display the


debtors company name.

Description

Enter a description for the payment receive,


e.g., REFUND.

Payment Voucher No.

The system will automatically generate official


receipt number.
Otherwise you can overwrite and enter your
own official receipt number manually.

Date

Enter the payment received date.


`

123

The system allows multiple payment type


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

Payment Method

Select the bank account code.

Cheque No.

Enter the cheque number if the customer paid by


cheque.

Payment Amount

Enter the amount received.

Bank Charges

Enter the bank charges, if applicable.

Payment By

Enter to indicate the mode of payment, e.g.,


CHEQUE to represent payment received in
cheque.

Float Day

Enter the number of float day, if applicable.

IsRCHQ

Tick on this column if the cheque was bounced


or returned.

RCHQ Date

Enter the date which the cheque was bounced or


returned.
The system will calculate the total amount of
payment received.

Amount

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.

At the Knock Off Transaction Section:-

Type

This column indicates the type of transaction


such as RP refers to received payment.

Date

This column display the transactions date.

No.

This column displays the document number.

124

3.

Unapplied Amount

This column displays the amount received.

Outstanding

This column displays the balances of


outstanding which has not yet been paid or
settle.

Refund

Enter the refund amount.

Click OK button to save.

A/R & A/P CONTRA


This function allows you to perform contra transaction between customer and supplier.
1.

Select A/R | A/R & A/P Contra and click on Create a new Contra.

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

Footer section

At the Header section:Debtor

Select the debtor (customer) code.

125

Creditor

Select the creditor (supplier) code.

Journal Type

Select the journal type, e.g., GENERAL.

Ref.

Enter relevant reference information.

Contra Amt

Enter the contra amount.

Contra No.

The system will automatically generate a contra


number.
Otherwise you can overwrite and enter your
own contra number manually.

Date

Enter the contra transactions date.

At the Knock off A/R Invoice / Debit Note Detail section for Debtor, select which Invoice / Debit
Note is to be offset against the transaction display at A/P Invoice / Debit Note Detail section for
Creditor.
At the Footer section:Description
2.

Enter a relevant description.

Click on OK button to save.

126

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

127

128

CHAPTER 7: ACCOUNTS PAYABLE


Account Payable is use for transaction that relates to the supplier. It records the bills (suppliers invoice)
receive from the creditor or supplier for the purchase of goods or service.
These are the following functions under Accounts Payable (AP) modules: A/P Invoice
 A/P Debit Note
 A/P Credit Note
 A/P Debit Note
 A/P Refund
 A/P Deposit

A/P INVOICE ENTRY


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

How to Create Supplier Invoice?


1. Select A/P | A/P Invoice Entry and click on Create a new A/P Invoice.
As an example, using A/P Invoice Entry screen to explain the concept of entry done in A/P Invoice, A/P
Debit Note and A/P Credit Note.
Header Section

Detail Section

Footer Section

129

At the Header section:Creditor

Click to select the creditor (supplier) code.

Journal Type

Select the journal type, .e.g., PURCHASE for


purchase journal.

Agent

Select the purchasing personnel


responsible for this creditor.

Invoice No.

Enter the suppliers invoice number.

Date

Enter the transaction date.

Terms

Select the credit terms given by the supplier.

Due Date

System will automatically display the due date.

who

is

At the Detail Section:Click on + sign to add a sales record.


Purchase A/C

Select the purchase account code.

Description

Enter the description such as Purchase.

Amount
Total

Enter the amount of the invoice.


The system will automatically calculate the total
amount of the invoice.

Net Total

The system will automatically calculate the net


total amount of the invoice.

External Link

This page allows you to attach additional


supporting document kept in the server with
this transaction record.
This page allows you to enter additional notes or
remark for reference.

Note

130

At the Footer section:-

2.

Description

Enter the documents


PURCHASE

Outstanding

The system will display the selected debtors


record outstanding.

After save, proceed on


with new Invoice Entry

By default this option is not tick.


Tick on this option if you would like the system
to provide a fresh screen to proceed on with a
new entry after the current entry is save.

description,

e.g.,

Click on OK button to save the transaction.

The system will automatically perform the double entry posting once the
transaction is saved.
If the following Supplier Invoice or Credit Note was created under
Purchase module, the system will automatically post this transaction to
A/P side which is Purchase Invoice to A/P Invoice and Purchase Return to
A/P Credit Note.

A/P PAYMENT
The function of A/P Payment is use to record the payments made to the creditors (suppliers).

How to Create Payment Paid To Creditor?


1.

Select A/P | A/P Payment and click on Create a new A/P Payment.

131

Header Section

Payment Detail
Section

Tick to
indicatethe
payment is
offset with
which
Invoice /
Debit Note

Knock Off
Transaction
Section

At the Header section:Creditor

Select the creditor (supplier) code.

At the Payment Detail section:Paid To

The system will automatically display the


creditors company name.

Description

Enter a description for the payment receive,


e.g.,BEING PAYMENT FOR ACCOUNT.

Payment Voucher No.

The system will automatically generate payment


voucher number. Otherwise you can overwrite
and enter your own payment voucher number
manually.

Date

Enter the payment paid date.


`
The system allows multiple payment type
receive to be entered in the screen.
Click on + sign to enter the payment details.

Payment Method

Select the bank account code.

132

Cheque No.

Enter the cheque number if the payment is paid


by cheque.

Payment Amount

Enter the amount paid.

Bank Charges

Enter the bank charges, if applicable.

Payment By

Enter to indicate the mode of payment, e.g.,


CHEQUE to represent payment paid in
cheque.

Float Day

Enter the number of float day, if applicable.

IsRCHQ

Tick on this column if the cheque was bounced


or returned.

RCHQ Date

Enter the date which the cheque was bounced or


returned.
The system will calculate the total amount of
payment paid.

Amount

Unapplied Amount

The system will show the balance of the total


amount the payment received which has yet to
be offset against any Invoice or Debit Note.

At the Knock Off Transaction Section:-

Type

This column indicates the type of transaction


such as PB refers to A/P Invoice and PD
refers to A/P Debit Note.

Date

This column display the transactions date.

No.

This column displays the document number.

Org. Amt

This column displays the original amount of the


transaction.

133

4.

Outstanding

This column displays the balances of


outstanding which has not yet been paid or
settle.

Pay

Enter the amount paid.

Click OK button to save.

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

At the Header section:-

Deposit Account

Select the deposit account code.

Creditor

Select the creditor (supplier) code.

AP Deposit No.

The system will automatically generate a deposit


number. Otherwise you can overwrite and enter
your own deposit number manually.

Date

Enter the date the deposit was paid.

134

At the Deposit Detail section:The system allows multiple deposit payment


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

Payment Method

Select the bank account code.

Cheque No.

Enter the cheque number if the deposit is paid


by cheque.

Payment Amount

Enter the amount paid

Bank Charges

Enter the bank charges, if applicable.

Payment By

Enter to indicate the mode of payment, e.g.,


CHEQUE to represent payment paid in
cheque.

Float Day

Enter the number of float day, if applicable.

IsRCHQ

Tick on this column if the cheque was bounced


or returned.

RCHQ Date

Enter the date which the cheque was bounced or


returned.
The system will calculate the total deposit
amount paid.

Total Payment

2.

Click on SAVE button to save the entry.

The concept on how to enter Forfeited or Refund Deposit received from


Supplier is the same as guideline explain for A/R Deposit & Refund. (Refer
to Chapter 3: Sales)

135

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

At the Header section:Creditor

Select the creditor (supplier) code.

At the Payment Detail section:Paid By

The system will automatically display the


creditors company name.

Description

Enter a description for the payment receive,


e.g., REFUND ON OVERPAID.

Official Receipt No.

The system will automatically generate official


receipt number.
Otherwise you can overwrite and enter the
suppliers official receipt number manually.

Date

Enter the refund received date.


`

136

The system allows multiple payment type


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

Payment Method

Select the bank account code.

Cheque No.

Enter the cheque number if the supplier paid by


cheque.

Payment Amount

Enter the amount received.

Bank Charges

Enter the bank charges, if applicable.

Payment By

Enter to indicate the mode of payment, e.g.,


CHEQUE to represent payment received in
cheque.

Float Day

Enter the number of float day, if applicable.

IsRCHQ

Tick on this column if the cheque was bounced


or returned.

RCHQ Date

Enter the date which the cheque was bounced or


returned.
The system will calculate the total amount of
payment received.

Amount

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.

At the Knock Off Transaction Section:-

Type

This column indicates the type of transaction


such as PP refers to payment paid.

Date

This column display the transactions date.

No.

This column displays the document number.

137

5.

Unapplied Amount

This column displays the amount received.

Outstanding

This column displays the balances of


outstanding which has not yet been paid or
settle.

Refund

Enter the refund amount received.

Click OK button to save.

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

138

CHAPTER 8: INQUIRY
In the Inquiry Menu, the system allows transactions related to accounts, customer or supplier and Stock Item
information to be view from screen.
These are the following functions available in Inquiry: Account Inquiry
 Stock Inquiry

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

How to View a General Account?


1.

Select Inquiry | Account Inquiry.

Date Range

Enter the date range.


E.g 01/01/2005 To 31/12/2005

Account

Select
the
account
MAINTENANCE

code,

e.g,

912-0000

CAR

139

2.

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


Description

Tick on this option to display the detail contains the double


entry description. By default this option is not tick.

ReInquiry

Click on this button to indicate to the system to display the


list of transaction based on the information which is change
in either or both Date Range or Account field.

Click on

at the top left hand side of the screen to exit.

STOCK INQUIRY
This function allows you to inquire information related to stock item code.

How to View Stock Item Inquiry?


1.

Select Inquiry | Stock Item Inquiry.

140

Item Code

Select an item code to view.

Basic Info

This section will display basic information related to


the select item code such as Description, 2nd
Description, the item code belongs to which item
group and item type.

Detail

This section will display the item codes unit of


measurement, rate, located at which shelf, Stock Level,
Pricing and Price History.

Note

This section display remarks or notes enter related to


the selected item code.

Further Description

This section display further description related to the


selected item code.

Stock Image

This section displays the picture of the item code.

141

142

CHAPTER 9: STOCK
OVERVIEW

GENERAL
LEDGER

Stock value is update


manually for every end
period to Stock Value
Maintenance

SALES

STOCK

Reduce inventory item quantity once


goods is sold

PURCHASE

Increase inventory item quantity once


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.

143

These are the following functions under Stock module: Stock Group Maintenance
 Stock Item Maintenance
 Stock Item Type Maintenance
 Stock Adjustment
 Stock Issue Entry
 Stock Receive Entry
 Stock Write Off
 Stock Update Cost

For Guideline on how to create Stock Group Maintenance and Stock Item
Maintenance, refer to Chapter 4.

STOCK ITEM TYPE MAINTENANCE


This function allows you to categorized or differentiate the stock code to different types of item.
1.

Select Stock | Stock Item Type Maintenance. Click on NEW button to create a record.

144

2.

Item Type

Enter the item type, e.g., HARDWARE for hardware item.

Description

Enter the description of the item type.

Note

Enter additional remark related to this item type.

Click on OK button to save the entry.

STOCK ADJUSTMENT
This function allows you to make changes or update the quantity of the stock to the actual level whenever
there is any stock loss or damaged.

1.

Select Stock | Stock Adjustment and click on Create a new Stock Adjustment.

Header
Section

Detail
Section

Footer
Section
At the Header section:Description

Enter a description to indicate for what purpose the


adjustment is made, e.g., ADJUSTMENT FOR SPOIL
STOCK ITEM.

145

Ref. Doc. No.

Enter references for this adjustment such as stock card


reference number.

Stock Adjustment No.

The system will automatically generate the stock adjustment


number. Otherwise you can enter you own numbering
manually.

Date

Enter the adjustment date.

At the Detail section:Item Code

Select the item code you would like to adjust.

Description

The system will automatically display the description of the


selected item code as maintain in the Stock Item
Maintenance.

Further Description

Enter additional remark, if applicable.

UOM

The system will automatically display the unit of


measurement based on the item code which is selected as
maintained in Stock Item Maintenance for the selected item
code.

Qty

Enter the quantity to be adjusted, e.g., -1 which is


negative 1 to indicate to the system this is for adjustment
out.

Unit Cost

Enter the cost for per quantity.

Sub-Total

The system will automatically calculate the total cost.

In the Footer section:Total

2.
3.

The system will automatically calculate all the SubTotal.

Click on Save button to save the entry.


Click on Close button to exit.

146

1.

Enter positive quantity for stock adjustment in. Unit cost should be
provided for adjustment in.

2.

Enter negative quantity for stock adjustment out.

STOCK ISSUE
This function is used to record the items that is send to another supplier for further processing or packing,
such as process rubber which is send to another supplier to be converted into types. 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

147

Description

Enter any relevant description to explain the purpose


of issuing the stock, e.g., FOR SHOWROOM
DISPLAY.

Ref. Doc. No.

Enter any relevant document reference, if applicable.

Stock Transfer No.

The system will automatically generate a stock


transfer number.
Otherwise you can enter you own numbering
manually.

Date

Enter the transfer date, e.g., 12/07/2004.

In the Detail Section, enter the following details:Item Code

Select the item code.

Description

The system will automatically display the


description based on the item code which is selected
in the Item Code column.

UOM

The system will automatically display the unit of


measurement based on the item code which is
selected.

Qty

Enter the number of quantity which is to be


transferred.

Unit Cost

The system will display the unit cost as maintain in


the Stock | Item Maintenance.

Sub Total Cost

The system will automatically calculate the total cost


for a particular stock item based on Quantity * Unit
Cost.

148

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

149

Description

Enter any relevant description to explain the purpose


of receiving the stock, e.g., RECEIVED GREEN
COLOR PAINT REMIX

Ref. Doc. No.

Enter any relevant document reference, if applicable.

Stock Receive No.

The system will automatically generate a stock


transfer number.
Otherwise you can enter you own numbering
manually.

Date

Enter the receive date.

In the Detail Section, enter the following details:Item Code

Select the item code.

Description

The system will automatically display the


description based on the item code which is selected
in the Item Code column.

UOM

The system will automatically display the unit of


measurement based on the item code which is
selected.

Qty

Enter the number of quantity which was received.

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.

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 transaction
entry screen.
4.
5.

Click on Save button to save the entry.


Click on Close button to exit.

150

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

At the Header section:Description

Enter any relevant description to explain the purpose


of receiving the stock, e.g., PAINT HARDEN DUE
TO LEAKAGE

Ref. Doc. No.

Enter any relevant document reference, if applicable.

Stock Write Off No.

The system will automatically generate a stock write


off number.
Otherwise you can enter you own numbering
manually.

Date

Enter the write off date.

151

In the Detail Section, enter the following details:Item Code

Select the item code.

Description

The system will automatically display the


description based on the item code which is selected
in the Item Code column.

UOM

The system will automatically display the unit of


measurement based on the item code which is
selected.

Qty

Enter the number of quantity to be write off.

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.

In the Footer Section, enter the following details:Total Cost

6.
7.

The system will automatically calculate the total Cost


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

Click on Save button to save the entry.


Click on Close button to exit.

STOCK UPDATE COST


This function enables you to update the real cost (actual cost) for a particular stock item code into the Item
Maintenance. Thus, enables you to compare the existing cost with the actual cost.

1.

Select Stock | Stock Update Cost and click on Create a new Stock Update Cost.

152

Header
Section

Detail
Section

At the Header section:Description

Enter any relevant description to explain the purpose


of receiving the stock, e.g., COST ADJUSTMENT

Stock Update Cost No.

The system will automatically generate a stock


update cost number.
Otherwise you can enter you own numbering
manually.

Date

Enter the adjustment done on which date.

Update To Real Cost

By default this option is not tick.


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

In the Detail Section, enter the following details:Item Code

Select the item code.

Description

The system will automatically display the


description based on the item code which is selected
in the Item Code column.

153

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.

New Cost

Enter the new cost.

If you would the system to fill in the old cost into the New Cost column,
click on Fill Blank New Cost with Old Cost
Auto Update New Cost Click on this to get the system to display the
latest cost in the New Cost column.

2.
3.

Click on Save button to save the entry.


Click on Close button to exit.

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

154

CHAPTER 10: SALES


The Sales module allows you to maintain all the transaction related to sales.
These are the following function available: Quotation
 Sales Order
 Delivery Order
 Invoice
 Cash Sale
 Debit Note
 Credit Note
 Cancel Sales Order
 Delivery Return

COMMON FEATURES IN SALES TRANSACTION SCREEN


This section explains the common function that is available in the transaction screen.
As an example Invoice is use to illustrate the common features in Sales module.
COPY FROM OTHER INVOICE
This feature allows you to copy contains from another invoice to a new invoice. Select Copy Invoice | Copy
from other Invoice.

155

The system will prompt a search screen. At the Keyword field, enter a keyword for the system to
search, e.g., BEST CHEMICAL Proceed to select the SEARCH button. The system will display
the search result. Click to select which transaction you would like to copy. Proceed on to select OK
button.
The system will copy the information from the selected invoice to the new invoice as shown below:-

In the Invoice screen, click SAVE button to save the entry.

You can change the copied information, if required.

156

COPY TO A NEW INVOICE


This feature allows you to select an existing invoice in the Invoice List section screen and duplicate the
invoice. In the List section in the Invoice screen, click to select an invoice and proceed to select View button.
In the Invoice view mode screen, select Copy Invoice | Copy To a New Invoice.

Selected
invoice is
copied
over to a
new
invoice.

In the Invoice screen, click SAVE button to save the entry.

You can change the copied information, if required.

157

MORE HEADER
This page shows the following information:a) Document Information such as description, references and additional remark.
b) Customer Information such as Deliver Address and contact number
c) Sales Tax Exemption information.

EXTERNAL LINK
This page allows you to attached external document as additional reference to the invoice.
Click on

to add the attachment or

to remove the attachment.

158

TRANSFER DOCUMENT
This feature allows you the transfer the other document such as Quotation, Sales Order or Delivery Order to
the invoice. In addition, the system allows you to perform Full Document Transfer or Partial Item transfer
either by quantity or by value.
I.

Full Document Transfer By Quantity


For example, transfer Quotation to an Invoice. At the Full Document Transfer screen, at the Xfer
column, tick on the list of transaction which you would like to transfer.

By default the Full Transfer Option is set to Copy Full Details which means transfer all the details in
the Quotation into the invoice. Click on OK button for the system to proceed on in the transfer
screen.

Click on OK button to save the entry.

159

The system also allows you to the select the following options in the Full Transfer Option such as: Copy Full Detail
For example, transfer a Quotation to Invoice. The system will copy the details of the selected
Quotation into the invoice.


One Document into One Item


For example, transfer a Quotation to Invoice. The system will lump all the details in the
selected Quotation into a detail record in the invoice as shown below. The system will
indicate the Quotation number under the description column and the total amount of the
Quotation under the Sub-Total.

160

All Document into One Item


For example, transfer a Quotation to Invoice. The system will lump all the details in the
selected different Quotation into a detail record in the invoice as shown below. The system
will indicate the Quotation number under the further description column and the total
amount of the Quotation under the Sub-Total.

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The system also allows the partial transfer to be done under Partial Item Transfer page.

Check All

This option allows you to select all the list of


transaction listed in the Partial Item Transfer screen.

UnCheck All

This option allows you to unselect all the list of


transaction which has been selected in the Partial
Item Transfer screen.

Filter on This Debtor

This option allows you to indicate to the system to


filter on specific debtor codes transaction in the
Partial Item Transfer screen. You will have to select
a debtor code under the Debtor Code column and
proceed to select the Filter on This Debtor button.

Filter on This Doc No.

This option allows you to indicate to the system to


filter on a specific document number in the Partial
Item Transfer screen. You will have to select a
document number under the Doc. No. column and
proceed to select the Filter on This Doc. No. button.

Transfer Document
Information

By default this option is tick. This option indicate to


the system to copy the information from the source
document such as information maintain under More
Header, External Link or Note of the source
document to the current document.
Example,
information of the More Header in Quotation is
transfer over to the Invoice once it was transfer over.

162

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.

163

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.

164

IV.

V.

Group Total
This option allows you to add in a sub-total for a group of item code as shown below.

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.

165

VI. More Header


Quotation screen is used as an example for illustration.

Description

By default the system will state the type of


Document, QUOTATION to indicate the
document is a Quotation.

Ref

Enter your own reference number if applicable.

Remark 1 , Remark 2,
Remark 3 & Remark 4

Additional remark.

Ref Doc.
Attn

Enter the document reference, if applicable.


Indicate the document is attention to whom.

Phone

The system will display the contact number as


maintain in the Debtor Maintenance for the selected
debtor code.

Fax

The system will display the fax number maintain in


the Debtor Maintenance for the selected debtor code.

Delivery Address

The system will display the delivery address as


maintain in the Debtor Maintenance for the selected
debtor code.

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Sales Tax Exemption

This section allows you to enter the sales tax


exemption number and the expiry date, if applicable.

The common feature available in Sales in also available in Purchase


Module transaction screen as well.

HOW TO ENTER TRANSACTION IN SALES?


For illustration purpose, Quotation screen is used as an example.
1.

Select Sales | Quotation and click on Create a new Quotation.

Header
Section

Detail
Section

Footer
Section

At the Header section:Debtor

Click to select a debtor code.

To

The system will automatically display the company


name once the debtor code was selected.

167

Address

The system will automatically display the companys


address once the debtor code was selected.

Branch

Select branch code, if applicable. If this branch code


is selected, the system will change the delivery
address under More Header.

Validity

Enter the valid date / up to number of days from


Quotation date is issue to indicate the validity of the
Quotation being issued.

Delivery Term

Enter when the items will be delivered to the


customer upon confirmation of the Quotation.

Your Ref.

Enter the customers reference number if applicable.

CC

Indicate the document issue is to be carbon copy to


whom, if applicable.

Payment Terms
Quotation No.

Indicate the payment terms.


The system will auto generate a number.
Highlight the word <<New>> to enter your own
number manually.

Date

Display Term

The system will display the default based on current


system date. The system allows you to change the
default date.
Select the credit terms given.

Agent

Select the sales personnel.

At the Detail section:Item Code

Click to select an item code.

Description

The system will automatically display the item code


description based on the selected item code which is
maintain in Stock | Item Maintenance.

Further Description

Enter additional description, if applicable.

168

UOM

The system will automatically display the unit of


measurement based on the selected item code which
is maintain in Stock | Item Maintenance.

Qty

Enter the number of quantity.

Unit Price
Discount

Enter the unit price.


Enter the discount either by value or percentage, if
applicable.

Sub Total

The system will automatically calculate the total for


the item.

At the Footer section:-

2.

Total

The system will automatically sum up the entire


items total as entered in the detail section.

Net Total

The system will automatically calculate the net total


of the document.

Currency

The system will automatically show the currency for


the selected debtor code which is maintain under
A/R | Debtor Maintenance.

Rate

The system allows you to enter the current exchange


rate, for foreign currency debtor code.

Local Net Total

The system will convert the foreign currency amount


to local currency amount based on the exchange rate
which is entered in the screen.

Click on SAVE button to save the transaction.

169

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.

3.

Click on SAVE button to save the transaction.

170

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.

171

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

172

CHAPTER 11: PURCHASE


The Purchase module allows you to maintain all the transaction related to purchases.
These are the following function available: Request for Quotation
 Purchase Order
 Goods Received Note
 Cash Purchase
 Purchase Return
 Cancel Purchase Order
 Goods Return

HOW TO ENTER TRANSACTION IN PURCHASE?


For illustration purpose, Request for Quotation screen is used as an example.

1.

Select Purchase | Request for Quotatation and click on Create a new Request for Quotation.
Header
Section

Detail
Section

Footer
Section

At the Header section:Creditor

Click to select a creditor code.

To

The system will automatically display the company


name once the creditor code was selected.

173

Address

The system will automatically display the companys


address once the creditor code was selected.

Branch

Select branch code, if applicable. If this branch code


is selected, the system will change the delivery
address under More Header.

R/Q No.

The system will auto generate a number.


Highlight the word <<New>> to enter your own
number manually.

Date

Display Term

The system will display the default based on current


system date. The system allows you to change the
default date.
Select the credit terms received from supplier.

Agent

Select the purchase personnel.

At the Detail section:Item Code

Click to select an item code.

Description

The system will automatically display the item code


description based on the selected item code which is
maintain in Stock | Item Maintenance.

Further Description

Enter additional description, if applicable.

UOM

The system will automatically display the unit of


measurement based on the selected item code which
is maintain in Stock | Item Maintenance.

Qty

Enter the number of quantity.

Unit Price

The system will automatically display the unit cost


which is maintained in the Item Maintenance.

Discount

Enter the discount either by value or percentage, if


applicable.

Sub Total

The system will automatically calculate the total for


the item.

174

At the Footer section:-

3.

Total

The system will automatically sum up the entire


items total as entered in the detail section.

Net Total

The system will automatically calculate the net total


of the document.

Currency

The system will automatically show the currency for


the selected creditor code which is maintain under
A/P | Creditor Maintenance.

Rate

The system allows you to enter the current exchange


rate, for foreign currency creditor code.

Local Net Total

The system will convert the foreign currency amount


to local currency amount based on the exchange rate
which is entered in the screen.

Click on SAVE button to save the transaction.

HOW TO CANCEL A PURCHASE ORDER?


1.

Select Purchase | Cancel Purchase Order and click on Create a new Cancel P/O. In the Cancel P/O
screen, select Transfer Document | Transfer from Purchase Order and select which transaction to be
canceled. Click on OK button to proceed on.

175

2.

The system will transfer to select Purchase Order transaction which was selected onto the Cancel P/O
screen.

3.

Click on SAVE button to save the transaction.

HOW TO ENTER GOODS RETURN TO SUPPLIER?


1.

Select Purchase | Goods Return and click on Create a new Goods Return. Select a Creditor code and
proceed on to select Transfer Document | Transfer from Goods Received Note. In the Transfer from
Document screen, select Partial Item Transfer to select which item code from which goods received
note is to be return back to the supplier.

176

2.

Click on OK button in the transfer screen and the system will transfer the details onto the Goods Return
screen.

3.

Click SAVE button to save the transaction.

177

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

178

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.

179

II. User Maintenance


This function allows you to maintain the users information such as login password and access right
given to access the functions which are available in the system.

How to Create a New User Group?


1.

Click on user group icon


to create a new user group. Click on ADD NEW USER
GROUP button to create a new group.

180

2.

System will display the User Group Editor screen as shown below:-

User Group ID

Enter a group id, e.g., SALES

Description

Enter the group description, e.g., Salesman


Group

How to Create a New User ID?


1.

Click on User icon


and select Add New User button. The system will display User Editor
screen as shown below:-

User Login ID

Enter a user id for the new user, e.g., YAP

User Name

Enter the users name, e.g., CAREN YAP

Department

Enter the user belongs to which department in the


company such as SALES to represent sales
department.

Active

By default, this option is tick. This mean the user is


still active.
Note: For those users who have resign, you can edit the
users information and Untick this option.

181

At the General Page section:Password

Enter the password.

Confirm Password

Enter the password once more which was entered in


the Password field for reconfirmation.

Email Address

Enter the users email address, if applicable.

Signature

Right click to load the signature which was scan into


a bitmap file format, if applicable.

At the Group Page section:-

Click on ADD button to indicate the user belongs to which group of access right. E.g., select
SALES group to indicate this user belongs to sales department.

Click on SAVE button to save the setting.

182

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.

183

III. Set Password


This function allows you to reset the password.

IV. Account Type Maintenance


This function allows you to add on additional account type on top the system default account type.

V. Journal Type Maintenance


This function allows you to add on additional journal type on top of the system default journal type.

184

VI. Area Maintenance


This function allows you to create the area code.

VII. Sales Agent Maintenance


This function allows you to create and maintain the sales personnel record.
COMMISSION button to enter the commission details.

Select on the

VIII. Purchase Agent Maintenance


This function allows you to create the purchase personnel record.

185

IX. Footer Maintenance


This function allows you add additional field in the transaction screen for Sales and Purchase module.
The system allows you to add 3 different types of field at the bottom of the Sales transaction screen as
well as 3 different types of field at the bottom of the Purchase transaction screen.
As an example, add a discount field at the bottom of the transaction screen for Sales transaction
screen. Select Sales Footer 1 and click on EDIT button.

Enable

Tick on this option to indicate to the system to


display this field in the transaction screen.

Footer Name

System default footer name is Sales Footer 1.


You can overwrite it with your own description.

Caption

Specify a name for the new field, e.g., Discount for


discount field.

Formula

Enter the formula to indicate to the system how


system what the system should do once the discount
is entered in this field.
Formula: -$ITEMTOTAL*$FOOTER1PARAM/100

Tax Type

Select the tax type if the information entered in this


field is subjected to tax.

Post to G/L Account

Tick on this option, to indicate to the system, e.g., the


discount amount is to be posted to which account
code.

186

Add this footer value to


Net Total

Tick on this option, to indicate to the system to take


in this figure when net total is being calculated.

Add this footer value for


Sales / Purchase
Analysis

Tick on this option, to indicate to the system show


this include this information when the system
generate the analysis of sales / purchase.

Parameter section:
Visible

Tick on this option, to indicate to the system show


this sections detail.

Caption

Display the default caption, e.g., % for discount.

Decimal

Indicate the decimal places.

Default Value

Indicate the default value, if applicable.

Apply Discount Percent


value from Debtor/
Creditor master file

Tick on this option, to indicate to the system to


obtain the discount information which is maintain at
the A/R | Debtor Maintenance for Debtor or A/P |
Creditor Maintenance for Creditor.

187

X. Document Numbering Format Maintenance


This function allows you to set numbering format for each of all the different document type which is
available in the system.

How To Set Numbering Format?


As an example for illustration, select Doc Type: Invoice to set Invoice document numbering format.

The system comes with an Invoice Default format. Click on EDIT button to change the default
invoice format.
Name

For system default format, this field is not allowed to


be change.

Default

Tick on this option to indicate to the system that this


set of invoice format is a default running number.

188

Document Type

Click to select the document type for this set of


numbering format.

Next Number

Indicate the next running number to start from to the


system.

Format

Indicate the system format.


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

Sample

The system will show a sample of the numbering


based on the format indicate at the format field.
E.g., I-{@yyMM}-<0000> will be shown as I-06010049.

Each month with


different running set
number

Tick on this option if you would like to have each


month in the year to have its own running number.

189

XI. Credit Term Maintenance


This function allows you to create the credit terms given to the customer as well as received from the
supplier.
Click on NEW button to create a new credit term. Example a credit term which is due on specific day
in the month.

Display Term

Enter the description of the display term.

Type of Terms

These are the following type of terms:Cash There is no credit terms given.
C.O.D Cash on Delivery
Due in number of days Indicate credit terms given for
how many days.
Due on days of next month Indicate the credit terms
given is due on specific day in the next month.

Due on. Days of next


month

Enter the number of days of credit. This field is only


applicable if you select either Due in number of days
or Due on days of next month.

190

XII. Debtor Type Maintenance


This function allows you to categorized or classify your customer into different type such as oversea
or local customer.

XIII. Creditor Type Maintenance


This function allows you to categorized or classify your supplier into different type such as oversea or
local supplier.

191

XIV. Payment Method Maintenance


This function allows you to create and maintain different payment method.

Payment Method Type

The system has 3 different payment method: Bank For cheque payment received or issued.
 Deposit For deposit payment received or paid.
 Cash For cash payment received or issued.

Payment Method

Enter a payment method, e.g., PBB to represent


Public Bank Berhad.

Journal Type

Indicate the journal type for the payment method,


e.g., Bank for bank journal.

Bank/Cash Account

Select the account code for the payment method.

Payment By

Enter the payment mode, e.g., CHEQUE refer to


cheque issued or received.

Overdraft Limit

Enter the overdraft amount, if it is an overdraft.


(Optional)

Need to specify
additional information
such as cheque number
or credit card number

Tick on this option, to indicate to the system to


prompt a reminder to enter the cheque number or
credit card number at the transaction screen, if the
cheque number field is left blank.

192

Bank Charge Account

Select the bank charges account code.

Bank Charge Rate

Enter the bank charge rate, if applicable.


If the rate is entered, the system will automatically
calculate the bank charges based on the rate set once
the payment method is selected at the transaction
screen.

Merge Bank Charge


Transaction In Bank
Reconciliation

If this option is tick, the system will deduct the bank


charges from the amount paid. E.g., Amount paid is
$50.00 and bank charge is $1.00. The system will display
as $49.00 in the bank reconciliation screen.
Otherwise, if Untick, the amount display in bank
reconciliation will include the bank charges amount.

Payment Document
Numbering Format

Select the payment voucher document format which


was maintained in the Document Numbering Format
Maintenance.

Receipt Document
Numbering Format

Select the official receipt document format which


was maintained in the Document Numbering Format
Maintenance.

XV. C/N Type Maintenance


This function allows you to further classify your credit note, e.g., the credit note issued is for
adjustment purpose, discount given or for goods return.

193

XVI. D/N Type Maintenance


This function allows you to further classify your debit note, e.g., the debit note issued is for
adjustment purpose or correction for under billed invoice.

XVII. Price Category Maintenance


This function allows you to create and maintain different price category.

TOOLS
This module allows you to perform other maintenance in the account book.
The following functions available are: Backup
 Restore
 Report Designer
 Change Code
 Options

194

I. REPORT DESIGNER
The AutoCount Report designer allows you to customize the standard report provided in the system or
create new report based on the companys reporting requirements.

REPORT DESIGNER ENVIROMENT

STANDARD CONTROLS
CLASS
Subreport

WinControlContainer

DESCRIPTION
Used for inserting subreports into a report. The inserted report should be included in the
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 object actually serves as a wrapper for the inserted control and
supports its drawing methods.

195

CLASS
XRBarCode

DESCRIPTION
Represents a barcode in reports. Use the XRBarCode.Symbology and
XRBarCode.SymbologyId properties to set the type of the barcode you need to insert into
a report.

XRCheckBox

Represents a check box in reports. Use this control to allow an end-User


end User to display a
true/false or Checked/Unchecked/Indeterminate
Checked
state.

XRControl

Defines the base class for all the report controls. You can derive a control from this base
class to create your own custom control.

XRLabel

Represents a label in reports. Use this control to insert single-line


single
or multi-line
line text into a
report.

XRLine

Represents a line in
i reports. Use this control to draw different lines in your report.

XRPageBreak

Represents the objects used as page delimiters


delimiter in reports. Use the Band.PageBreak
property instead of this control if you want to break a page just before or after the band.
ban

XRPageInfo

Represents the controls used to display auxiliary information on report pages. Use this
control to display page numbers, the current date or user information in your report.

XRPanel

Represents a control that can contain other controls. Use this control to group controls
together which makes it easier to manipulate them.

XRPictureBox

Represents a picture box control


control that can be used to display an image in a report. Use this
control to insert images into your report.

XRRichTextBox

XRTable

Represents
resents a control that can be used to display, enter, and manipulate formatted text.
Use the XRRichTextBox.LoadFile method
thod to load a rich text file created in any external
text editor into a report.
Represents a table in reports.

XRTableCell

Represents a cell in a table. Bind its XRControl.Text property to a data field or insert any
bound report controls into a cell.

XRTableRow

Represents a row in a table. Usually you don't need to work with the table row
separately, use the table cells instead.

XRZipCode

Represents a control that displays a zip code in a report. It is used for creating zip codes
in reports.

196

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

Align Horizontal Centers

Centers a group of components based on the horizontal center of the first-selected


components.

Align Right Edges

Aligns a group of components with the rightmost position of the first-selected


components.
Aligns a group of components with the topmost position of the first-selected component.

Align Top Edges


Aligns a group of components based on the vertical center of the first-selected component.
Align Vertical Centers

Align Bottom Edges

Aligns a group of components with the bottom most position of the first-selected
component.

Space Horizontally

Spaces a set of components based on the leftmost position of the first-selected component
and the rightmost position of the last-selected component.

Space Vertically

Spaces a set of components based on the topmost position of the first component selected
and the bottommost position of the last component selected.
Centers a component horizontally within a band.

Center Horizontally in Band


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

FORMAT TOOLBAR
Use the Format Toolbar to set the font and colors of text-based components. In addition you can control the
layering of the components with this toolbar.
CLASS

DESCRIPTION
Set the text to Italic.

Italic
Underline text.
Underline

197

CLASS

DESCRIPTION
Centers text.

Center
Right justifies text.
Right Justify
Justify text.
Justify
Sets the text color.
Font Color
Sets the background color.
Highlight Color
Brings a component to the front of other components.
Bring to Front
Sends a component to the back of the other components.
Send to Back

REPORT BAND TYPES


The report band types are divided into 3 basic bands which are Page Header, Details and PageFooter bands.

CLASS

DESCRIPTION

TopMarginBand
Used for placing controls at the top of each report page.
ReportHeaderBand

Used for placing controls at the beginning of a report.

PageHeaderBand

Used for placing controls at the top of a report page, below the TopMarginBand. Mainly
intended for displaying the header of a table, which has been continued from the
previous page.

198

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 masterdetail relation for this detail report is specified by the XtraReportBase.DataMember
property.

GroupFooterBand

Used for placing controls at the end of a group of records displayed in the DetailBand.

PageFooterBand

Used for placing controls at the bottom of a report page, above a BottomMarginBand.
Mainly intended for displaying the footer of a table, which is continued on the
following page.

ReportFooterBand

Used for placing controls at the end of a report.

BottomMarginBand

Used for placing controls at the bottom of each report page.

199

CHANGE AN EXISTING REPORT


This section guide you how to make changes towards an existing report.
For example, insert an item code in Invoice report.
1.

Select Sales| Invoice and proceed to select Report | Design Document Style Report.

Select Label
to add in a text
field at the
Toolbox tab.

Drop the Label field at the


detail band.

2.
3.
4.

At the Field tab, select ITEM


CODE field. Drag and drop
the field onto the label field.

Select File | Save to save the new changes in the report.


Click on Preview tab at the bottom left hand side in the report designer screen to view the layout.
Select File | Exit to exit from report designer.

The system does not allow you to save the amended report to the same name as the
default reports name.

200

HOW TO SAVE A REPORT INTO A TEMPLATE FILE?


This section guides you how to save a report layout into a template file.
For illustration purpose, Invoice report is used as an example.
1.

Select Sales| Invoice and proceed to select Report | Design Document Style Report. Select the Invoice
format and proceed on to select File | Save To File in the report designer. The system will display a
Save As screen. Specify a name for the Invoice at File Name, e.g., Invoice Layout for Pre-printed Form

2.

Click SAVE button to save the report.

201

HOW TO LOAD REPORT?


This section guide you how to load a report.
For illustration purpose, Invoice report is used as an example.
1.

Select Sales| Invoice and proceed to select Report | Design Document Style Report. Select an existing
report format and proceed on to select File | Load From File in the report designer. The system will
display a Open screen. Select the report name which you have save from which folder, e.g., Invoice
Layout for Pre-printed Form from My Documents folder.

2.

Click on OPEN button for the system to load the report layout. Proceed on to File | Save As and
indicate a new name for the report which was loaded in, e.g., Invoice Layout for Pre-printed Form. Click
on SAVE button to save the report.

202

You must be very careful in loading a report format. If the report is loaded
in incorrectly, it is possible that the system might not be able to print or
preview the report.

CHANGE CODE
This function allows perform a global change to some of the codes in the maintenance file.
These are the following functions available: Change Account Code
 Change Branch Code
 Change Item Code
 Change Item UOM
 Change Tax Type
 Change Currency Code
 Change User ID
For illustration, Change Account Code is use as an example.
1.

Select Tools | Change Code | Change Account Code. The system will display the change account code
screen.

Click on + sign to add a record.


203

2.

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

Click on CHANGE button to proceed on with the changes.

You must be very careful when performing this process.


It is ADVISABLE to backup a copy of the account book BEFORE you
perform this function.

The change code function allows you to add more that one code for changes.

CLEAR CACHE & CRITERIA DATA


The system allows the information stored in the cache to be cleared from the cache memory used by the
system as well as the criteria data.

204

OPEN K.I.V FOLDER


The system allows you to save the transaction entered in the transaction to a temporary folder called K.I.V
folder. The system also stored the auto saved transaction under this folder.

CURRENT USER SETTINGS


The system allows you to set some default setting in the system.

Application Forms

This section allows you to set the number of


maximum screen to be open in the system.

Auto-save Document

This section allows you to indicate the number of


seconds for the system to activate the auto-save
processing during transaction entry.
Tick on the option: Use Compression for auto-saved
document to indicate to the system to use
compression method to when auto-saved feature is
turn on.

205

OPTIONS
The system also provides an Options function to fine tune the system setting to meet your own requirement
such as document numbering format and display on screen such as decimal places.
The options setting is divided into: General
 G/L
 Invoicing
 A/R & A/P
 Stock

GENERAL
The general setting is further breakdown into:
Application Settings

Decimals

Account Code Format

Miscellaneous

Goods and Service Tax

Security Policy

Application Forms section:Date Format

This field allows the default date format, e.g.,


dd/MM/yy refers to day/month/year date format .

Search Account Mode

The systems allows either one of the searching type


such as Smart Search, Always Search by Account No.
or Always Search by Account Description.

206

Apply Filter by Agent in


Lookup Editor

The option allows the Filter by Agent to be available


in the Lookup Editor.

Set New Document Date


to Maximum Value in
all G/L, A/R, A/P Edit

This option when tick, it will force the user to enter


the document date every time when a new document
is created. This feature is useful when doing backlog
account transactions.

Use Live Stock Balance


in all Financial Reports

If this feature is turned on, then the stock balance


amount captured in all financial report will be taken
from direct calculation from Stock Balance Report
instead of get from Stock Value Maintenance.

Decimal section:Search Command


Timeout

By default the setting is set to 600 seconds.


This option is to indicate time period allow for the
system to search in the search screen.

Quantity Decimal

Indicate the number of decimal places for quantity.

Currency Decimal

Indicate the number of decimal places for currency.

Unit Price Decimal

Indicate the number of decimal places for unit price.

Currency Rate Decimal

Indicate the number of decimal places for currency


rate.

207

Sales Unit Price Decimal

Indicate the number of decimal places for sales unit


price.

Purchase Unit Price


Decimal

Indicate the number of decimal places for purchase


unit price.

Percentage

Indicate the number of decimal places in percentage.

Cost Decimal

Indicate the number of decimal places for cost.

Volumn Decimal

Indicate the number of decimal places for volumn.

Weight Decimal

Indicate the number of decimal places for weight.

Negative Currency
Format

Indicate the number of decimal places for negative


currency format.

Rounding Method section:The system allows either one of the following rounding method:-

User Banker Rounding when rounding number.


This means the value is rounded to the nearest even number.
Use Standard Rounding when rounding number
This value is rounded to the nearest number.
For example:-

208

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
Debtor Code

This field allows you to define the debtor code


format which is maintain in the A/R | Debtor
Maintenance.
The default setting is set as PPP-F000.

Automatic Generate
Creditor Code

This field allows you to define the creditor code


format which is maintain in the A/P | Creditor
Maintenance.
The default setting is set as PPP-F000.

209

Miscellaneous section:This is an Old Version


account book

If an account book is marked as 'Old Version', then


only certain user with access right are allowed to
login, and during login time, the system will prompt
a dialog to remind the user he or she is working on
an 'Old Version' a/c book. This feature is to remind
user not to work on old version of account book.

Remind Invalid Stock


Level when Save Stock
Item

Tick on this option, if you would like the system to


prompt a reminder if stock level is below quantity on
hand when each transaction saves.

Show Report Margin


Warning

By default this option is tick.


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.

Customize Payment
Grid

This section allows the following information to be


shown in Payment Grid layout: Show Payment By


Show Float Day

Show Returned Cheque Columns

210

Goods & Service Tax section:Use Goods & services


Tax (Tax Type)

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.

The following option allows tax to be calculated in different transaction type:Calculate Tax in Quotation

Calculate Tax in Sales Order


Calculate Tax in Delivery Order
Calculate Tax in Delivery Return
Calculate Tax in Cancel S/O
Calculate Tax in Request Quotation
Calculate Tax in Purchase Order
Calculate Tax in Goods Received Note
Calculate Tax in Goods Return
Calculate Tax in Cancel P/O

211

Security Policy section:Maximum Password


Characters

The system allows you to indicate the number of


minimum character for password.

Login Window Expired


Time

This expired time is used to control if the login


window is show for exceed the expired time. Once
exceed, it will automatically exit the program.

Maximum Login Tries

The system allows you to indicate the maximum


number of attempts to login.

Password Strength

The system allows you to set the controls of the


password such as :Weak - A password which follows the minimum
password character setting and is case- insensitive, and
there is no other restriction.
Medium A password with at least 8 characters, casesensitive, and at least 1 characters from each of the
following groups:- Group 1: A-Z ; Group 2: a-z and
Group 3: 0-9
Strong A password with at least 8 characters, casesensitive, and at least 1 characters from each of the
following groups:- Group 1: A-Z ; Group 2: a-z ; Group 3:
0-9 and Group 4: Other characters other than Letters and
Numerals.

212

G/L
The G/L setting is further breakdown into:
Default Account

Default Journal

G/L Posting

Default Account section:Sales Account

Tag a default sales account.

Cash Sales Account

Tag a default cash sales account.

Sales Return Account

Tag a default sales return account.

Sales Discount Account

Tag a default sales discount account.

Purchase Account

Tag a default purchase account.

Purchase Return
Account
Purchase Discount
Account

Tag a default purchase return account.

A/R Forfeited Account

Tag a default forfeited account for A/R for forfeited


deposit.

A/P Forfeited Account

Tag a default forfeited account for A/P for forfeited


deposit.

A/R & A/P Temporary


Contra Account

Tag a default contra account for contra transaction


done between A/R and A/P.

Tag a default purchase discount account.

213

Default Journals section:Invoice Journal Type

Indicate the journal type for invoice.

Cash Sales Journal Type

Indicate the journal type for cash sale.

Credit Note Journal


Type

Indicate the journal type for credit note.

Debit Note Journal Type

Indicate the journal type for debit note.

A/P Invoice Journal


Type

Indicate the journal type for A/P Invoice.

A/P Credit Note Journal


Type

Indicate the journal type for A/P Credit Note.

A/P Debit Note Journal


Type

Indicate the journal type for A/P Debit Note.

Journal Entry Journal


Type

Indicate the journal type for Journal.

214

G/L Posting section:Always Post Detail


Description to G/L in
Cash Book Entry

By default, this option is tick.


When this option is turn on, the system will post the
description as stated in the Cash Book Entry screen
to G/L.

Always Post Detail


Description to G/L in
Journal Entry

By default, this option is tick.


When this option is turn on, the system will post the
description as stated in the Journal Entry screen to
G/L.

Receipt Voucher
Number follows First
Payment Method

By default, this option is Tick.


This feature allows the receipt voucher number to
follow the First Payment Method

Payment Voucher
Number follows First
Payment Method

By default, this option is Tick.


This feature allows the payment voucher number to
follow the First Payment Method

Enable Auto Update


First Payment Amount
In Cash Book Entry

By default, this option is Tick.


This feature allows the first payment amount to be
automatically updated in the Cash Book Entry.

215

INVOICING
The Invoicing setting is further breakdown into:
Auto Price

Customize Invoicing

Customize Invoicing 2

Document Transfer

Document Control

Cash Sale

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

216

Customize Invoicing section:Edit Column Lock

This option allows you to lock certain fields in the


transaction screen which in turn do not allow any
amendments done to it.

Customize Remark

The system allows you to change the description of


the remarks in the transaction screen for all the
different document type in the system.

217

Line Discount Post to


separate Account

Tick on this option, if you would like to discount in


the transaction entry to be posted to another account
code.

Automatic Convert
Discount to Percentage

Tick on this option, if you would the system to


automatically convert discount to percentage.

Automatic Show Total


Cost Dialog when no
Item Code

Tick on this option, for the system to automatically


prompt the Show Total Cost Dialog when there is no
item code being selected in the transaction screen.

Use Font Style in


Invoicing

This option allows you to apply the font style.

Calculate Aging in
Invoicing Report

This option allows aging to be calculated in the


invoicing report.

Over Transfer of
Quantity in Partial
Transfer

This options all you to indicate to the system which


document type the original quantity is allow to
exceed as entered in the source document once it was
transferred into another document type.
E.g. Quantity entered in Delivery Order is allowed to
exceed once it is transfer over to an Invoice.

Color Indication

This option allows you to indicate to the system to


display the text in color for Minimum Sales Price.
Maximum Sales Price, Minimum Purchase Price and
Maximum Purchase Price Color.

218

Customize Invoicing 2 section:Warn on Zero NetTotal

By default, this option is tick.


The system will prompt a message to notify that the
transaction entered, the net total amount is zero.

Notification on Product
Received

This section has the following options:a) Do Not Notify By default is not tick, which
means when a product is received, the system
will send a notification message to notify the
correct users.
b) Notify of Sales Orders that has this product
c) Notify, the correct Sales Orders that has this
product (For Business Flow Module)

Document Transfer section:-

219

Document Transfer
Control

The system allows the following setting to be set: Use Transferred Document Date
Use Transferred D/O Date
Transfer D/O No. to Invoice No.

Payment from Cash Sale


follows Cash Sales No.

By default, this option is turn on.


When this option is turn on, payment entry done in
Sales | Cash Sale screen, the numbering will be the
same as the cash sales number as allocated by the
system when the transaction is save.

Payment from Invoice


follows Invoice No.

By default, this option is turn on.


When this option is turn on, payment entry done in
Sales | Invoice screen, the numbering will be the
same as the cash sales number as allocated by the
system when the transaction is save.

Copy Debtor Note to


Sales Document Note

When this option is turn on, the notes maintain at the


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


Purchase Document
Note

When this option is turn on, the notes maintain at the


Creditor Maintenance for each individual creditor
code will be copied by the system into the sales
document note once the creditor code is being
selected at the transaction screen.

220

A/R & A/P


The A/R & A/P setting is further breakdown into: Aging and Statement
 Default Debtor & Creditor

Aging and Statement section:Aging Format

This option allows you to set the Aging format.

Message appear at the


bottom of
Debtor/Creditor
Statement
Return Cheque
Description

This section allows you to enter the notes which will


appear at the bottom of the Debtor / Creditors
statement.
This field allows you indicate your own description
for return cheque transaction to be display in the
Aging and Statement report.

Default Debtor & Creditor section:221

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.

Default Creditor

This section allows you to set the default setting for


Creditor Maintenance such as Credit Limit and
Credit Term received from supplier whenever a new
creditor record is created.

STOCK
The Stock setting is further breakdown into: General Stock Setting
 Bar Code

General Stock Setting section:Default Costing Method

This option allows you to define the costing method


use to calculate the stock costing.
The system allows you to choose from either one of
the following costing method:
Fixed Cost

Weighted Average

FIFO

LIFO

Most Recently

Automatic Generation of
Item Code Format

This feature allows you to set the format numbering


for the system to generate when an item record is
created under Stock | Stock Maintenance.

222

Stock Costing section:Enable Bar Code Input


Recognize the input
string as

Quantity Separator

Tick on this option to enable the bar code feature.


The system allows you to indicate to the system
what to recognize when scanning process is done
such as either:
Bar Code and Item Code

Item Code

Bar Code
This is to indicate to the system how to recognize
the quantity information in the bar code.
Note: Quantity is a single character to separate the
quantity and the bar code string. Thus, if you do
not wish to apply this feature, leave this field
blank.
E.g.: If the quantity separator is stated as * , when
the following code: 12*A100123 is scan, the system will
recognize the bar code as A100123 with quantity 12.

Allow Partial Matching

Tick on this option, for the system to match only


partial of the bar code.

223

224

CHAPTER 13: OPTIONAL FEATURES


This chapter explains the features which are available but optional if not applicable.

MULTI-CURRENCY
OVERVIEW
AutoCount allows daily business transaction in different types of currency and exchange rate to be
entered into the system. Thus, with multi-currency, daily transaction can be done with ease for gain or
loss calculation caused by currency rate fluctuation. The system automatically calculates the amount of
gain/loss of currency and post to gain/loss on foreign currency account.

DATA ENTRY

How to Maintain Foreign Currency?


Firstly, foreign currency must be maintained in the system, before any transaction in foreign
currency is entered into the system. The system allows unlimited types of currency with a
standard rate as well as previous exchange rate.

1.

Select Housekeeping | General Maintenance | Currency Maintenance. In the Currency


Maintenance screen, click on NEW button to create a new currency record.

Currency Code

Enter a currency code.


Singapore Dollar.

E.g., SGD to represent

225

Currency Symbol

Enter a currency symbol. E.g., SGD to represent


Singapore Dollar.

Currency Word

Enter the currency description for currency code,


e.g., SINGAPORE DOLLAR.

Currency Word2

(Optional). If applicable, enter the 2nd currency


description.

Bank Buy Rate

Enter the purchase bank rate for the foreign


currency.

Bank Selling Rate

Enter the bank selling rate for the foreign currency.

Account and Journal Type Setting for Currency Exchange Gain / Loss section:-

2.

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
Journal

Select the account journal type for foreign currency


gain / loss, e.g., GENERAL

Click on OK button to save.

Foreign Currency Transaction


The system allows transaction for invoices, bills received, cash received or payments and journal
transaction to be entered in foreign currency.
For foreign currency transactions related to debtor (customer) or creditor (supplier), firstly the debtors
or creditors record must be tag with a foreign currency.

For example, create a foreign debtor record in A/R | Debtor Maintenance, e.g., 300-S003
SHINNINGS SUN HYPERMART.

226

Sales | Invoice is being use as an example to illustrate how foreign currency transaction is
entered.
1.

Select Sales | Invoice and click on Create a new Invoice.

2.

to select debtor code: 300-S003 SHINNINGS SUN


In the Debtor field, click on
HYPERMART. The system will display the default exchange which is maintained at the
Foreign Currency Maintenance for Singapore Dollar.

227

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.

228

PROJECT
Project Accounting arises when a company sells goods or services based on project. For example, in
Construction company. Thus, tracking is needed to know the performance and progress of each
individual or all the projects. Therefore, AutoCount provides relevant project reports to assist in
decision making, such as, project profit margin report.
Under project menu, you can create unlimited projects under Project Maintenance. During transaction
entries, tag the respective transaction to indicate the transaction belongs to which sub-project.

How to maintain a Project?


Before any transaction can be tag with a Project and Sub-project, the project and sub-project must be
created under Project Maintenance.
1.

2.

Select General Maintenance| Project Maintenance. In the Project Maintenance screen, click on
Add New to create a project code.

Project Code

Enter a project code, e.g.,: P001.

Active

By default this option is tick.


project is still active.

Description

Enter the description for project code, e.g., BUKIT


TINGGI HOUSING PROJECT SELANGOR

2nd Description

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


the project code.

This indicates the

Click on SAVE button to save the project code.


229

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.

2.

Click on SAVE button to save the entry.

DATA ENTRY
In the transaction entry screen, the system allows the transaction to be tag under which Sub-project.
Thus, these enable you to keep track of all the transactions connected to various projects performance.
In the transaction entry screen, there is a section called Project.

230

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.

231

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.

2.

Select General Maintenance | Department Maintenance and click on ADD NEW button to create a
department code.

Department Code

Enter a department code, e.g.,: MARKETING.

Active

By default this option is tick.


department is still active.

Description

Enter the description for project code,


MARKETING DEPARTMENT

2nd Description

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


the department code.

This indicates the

e.g.,

Click on SAVE button to save the entry.

232

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.

233

SALES TAX
These are the following steps to on how to setup and maintain sales tax which is practice in Malaysia.

MAINTAIN SALES TAX SETTING


Before any transactions related to sales tax are entered, the sales tax and account code must be setup.
Assumption: In the Charts of Account, you have created the relevant sales tax account.
1. Select General Maintenance | Options and proceed to General | Miscellaneous page. Tick on the
option: Use Goods & Services Tax (Tax Type). In the Rename Tax Type to field, the default name
Sales Tax. Click OK button to save the settings.

2.

Proceed on to General Maintenance | Tax Type Maintenance to create the sales tax.

234

Tax Type

Enter the tax type code, e.g., SALES TAX to


represent Sales Tax.

Active

This option by default is tick. This means the tax


type is active and still currently in use in the system.

Tax Type Account

Select the tax type account code.

Description

Enter the description of the tax type, e.g., SALES


TAX.

Tax Percentage

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


tax.

Tax Calculation Method

Select either one of the following option:


Inclusive

Exclusive

Click on OK button to save the entry.

DATA ENTRY
AutoCount allows you to record the sales tax for goods and services. Thus, you will be able to keep the
record as required for businesses registered for sales tax.
For illustration purpose, Sales | Invoice is used as an example.
1. Select Sales | Invoice and click on Create a new Invoice. Select the sales tax code under the Sales
Tax Type column at the detail section in the Invoice screen. Click on OK button to save.

235

GOODS AND SERVICE TAX (GST)


OVERVIEW
Goods and Service Tax (GST) is a tax on supply of goods and services made in Singapore by a taxable
person in the course or furtherance of any business carried on by him and on the importation of goods
into Singapore.
A GST account is a summary of the input and output tax.
At regular intervals, you should add up the GST in your records and put the totals in the GST account.

GST Deductible

GST Payable

Input tax on:

Output tax on:

Purchases
Imports

Sales
Other deemed supplies (e.g. business
taken out for private use)

Bad debt relief

Bad debt recovered

At the end of each accounting period, the total of input tax is to be subtracted 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.

236

Types of GST Supply:-

NON TAXABLE SUPPLY


1. Out of Scope

Transfer of a Going Concern

Private Transactions

Third Country Sales

Sales made within Bonded Ware house

TAXABLE SUPPLY
3. Zero Rated (0%)

Export of Goods

International Services

2.

4.

Exempt

Residential Properties

International Services

Financial Services

Standard-rated (5%)

All others

MAINTAIN GST SETTING


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

237

3.

Proceed on to General Maintenance | Tax Type Maintenance to create the tax.

Tax Type

Enter the tax type code, e.g., STANDARD to


represent GST Standard Rated.

Active

This option by default is tick. This means the tax


type is active and still currently in use in the system.

Tax Type Account

Select the tax type account code.

Description

Enter the description


STANDARD RATED.

Tax Percentage

Enter the tax percentage, e.g., 5 to represent 5%


tax.

Tax Calculation Method

Select either one of the following option:


Inclusive

Exclusive

of

the

tax

type,

e.g.,

Click on OK button to save the entry.

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.

238

How to Enter GST transaction in GL, AR and AP?


1.

2.

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.

Click on OK button to save the entry.

Select G/L | Journal Entry, as an example, to enter accrual of office rental.

239

In Journal Entry and click on Create a new Journal Entry.


In the Journal Entry screen, at the Description field, enter RENTAL OFFICE FOR DECEMBER
2005 .
Enter the following details:410-0000 Accruals
910-0000 Rental

3.

4200.00
4200.00

In the Rental account entry, enter 4000.00 under DR column. In the GST Type column, select
Standard Rated and the system will auto calculate the GST amount field and compute the
amount of 200.00 for GST. Thus the Total DR will be 4200.00.

Click on OK button to save the entry.

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.

Click on OK button to save the entry.

240

How to Enter GST transaction in Sales Module?


1.

Select Sales | Invoice Entry, as an example.

In the detail section, at the item code entry record, select the GST Type, e.g., STANDARD.
The system will automatically generate the GST amount and is display at the bottom right
hand side of the screen under Total GST Charge field.

Click OK button to save the entry.

241

Types of GST :N- No GST : There is no GST.


S- Standard-rated GST Exclusive: The amount is added up with GST
amount.

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


the GST amount
X- Exempted GST: GST will not be charge on exempted items or
services. Generally exempted supplies cannot be claimed as input
tax.
Z- Zero-rated GST: GST is zero.
O Other GST: These GST is that is out of the standard rate which
is set in Singapore. Thus, GST is not chargeable to the amount.

GST transaction for purchasing at Purchase Module has the same


mechanism as how GST transaction is entered at Sales Module.

The system provides 2 types of report related to GST which is in Summary and Detail Listing.

The GST report provided in AutoCount is for your own reference.


You are to refer to the appropriate report and extract the
appropriate GST related information and fill in the GST form
manually.

242

APPENDIX
APPENDIX A: ACCOUNT CODE FORMAT
Before setting up a new account book, user should determine the account code format to be use in the
accounting system. The maximum number of characters allowed by the system is 12.
By default, when you create a new account book, the system will give you a formatted account code in this
format AAA-AAAA.
1. Formatted Account Code
You can define a formatted account code format using the characters below.
Character
L
A
0
/-(){}

Meaning
An L character requires an uppercase alphabetic character only in this position, which is A-Z.
An A character requires an uppercase alphanumeric character only in this position, which is
A-Z, 0-9.
A 0 character requires a number character only in this position, which is 0-9.
Literal

2. Free Format Account Code


Just put an empty string in the Account Code Format field.

243

APPENDIX B: ACCOUNT TYPE


The system follows the standard account type that is broadly used in Malaysia.
Basically, there are two types of Account Type:
BALANCE SHEET ACCOUNT TYPE
Accounts that belong to the Balance Sheet Account Type will appear on the Balance Sheet Statement.
Acronym

Account Type

CP
CA
CL
FA
LL
OA
OL
RE

Capital
Current Assets
Current Liabilities
Fixed Assets
Long Term Liabilities
Other Assets
Other Liabilities
Retained Earnings

PROFIT & LOSS ACCOUNT TYPE


Accounts that belong to the Profit & Loss Account Type will appear in the Profit & Loss Statement.
Acronym

Account Type

SL
SA
OI
CO
EP
TX
EI
AP

Sales
Sales Adjustments
Other Incomes
Cost of goods sold
Expenses
Taxation
Extra Ordinary Income
Appropriation Account

244

INDEXES
A
A/P Deposit, 135
A/P Payment, 132
A/P Refund, 137
A/R & A/P Contra, 126
A/R Deposit, 119
A/R Invoice Entry, 114
A/R Receive Payment, 117
A/R Refund, 124
Account Code Format, 244
Account Code Maintenance, 64
Account Inquiry, 140
Account Type, 245
Auto Count Sdn Bhd, 2
AutoCount Accountng Shortcut Keys, 37
Auto-Save, 32

Create New Account Book, 52


Create Stock Group, 85
Create Supplier Invoice, 130

D
Department, 233
Discount Line, 165

E
Enter Cash Sales & Cash Payment, 172
Enter Transaction In Purchase, 174
Enter Transaction In Sales, 168
External Link, 159

F
Find Stock Item, 29

B
Backup Facility, 42
Bank Reconciliation, 108

C
Cancel A Purchase Order, 176
Cancel Sales Order, 171
Cash Book Entry, 102
Charts of Accounts, 62
Client Installation, 9
Client Installation., 8
Common Function In Report Screen, 33
Common Function In Transaction Screen, 21
Company Profile, 50
Copy From Other Invoice, 156
Copy To A New Invoice, 158
Copyright, 2
Create a Debtor Account, 71
Create a General Account Code, 67
Create Creditor Account, 79
Create Item Code, 87

G
General Ledger, 102
General Maintenance, 180
Goods Return To Supplier, 177
GoodsAnd Service Tax (GST), 237
Group Total, 166

I
Inquiry, 140

J
Journal Entry, 106

M
Main Screen Interface, 17
Menu Bar, 19
More Header, 167
Multi-Currency, 226

245

N
Network Installation,7
Notational Conventions, 3

O
Open K.I.V Folder, 206
Options, 207

P
Package Contents, 1
Project, 230
Purchase, 174

Setup Fisical Period, 56


Setup Opening Balance, 92
Show Instant Info, 30
Standalone Installation,2
Stock, 144
Stock Adjustment, 146
Stock Inquiry, 141
Stock Issue, 148
Stock Item Type Maintenance, 145
Stock Receive, 150
Stock Update Cost, 153
Stock Write Off, 152
System Flow, 39
System Installation, 2
System Requirements, 10

R
Refund or Forfeit a Deposit Received, 121
Report Designer, 196
Restore, 48

S
Sales, 156
Server Installation., 8
Set Credit Control, 76

T
Tools, 195
Transfer Deposit, 123
Transfer Document, 160
Transfer Status, 166

W
Working In AutoCount, 17

246