USER MANUAL

Copyright 2006 BCE Software Sdn Bhd. All rights reserved.

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

The word AutoCount and AutoCounts products are registered trademarks of BCE Software Sdn Bhd.

The following copyright notice applies to the software that accompanies this documentation:

AutoCount 2006
Copyright 2006 BCE Software Sdn. Bhd. All rights reserved.

BCE Software Sdn. Bhd. (533186-A)

16A, Jalan Rengas, Taman Selatan, 41200 Klang, Selangor Darul Ehsan, Malaysia. Tel: (603) 3372 5717, Fax: (603) 3372 5719 Email: support@bce.com.my, Website: http://www.bce.com.my

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

Keys When there is a need to refer to the actual keys on the keyboard, the name of the key will be shown in small capitals. If the key is not an ordinary letter, it will be shown in angle brackets as shown below:Key <ESC> <ENTER> <F1> What it means 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
1 2 10 10

CHAPTER 2: WORKING IN AUTOCOUNT

Main Screen Interface Common Function In Transaction Screen Common Function In Report Screen Autocount 2006 Shortcut Keys System Flow Backup Facility How To Change Account Book? How To Edit Company Profile?

11
11 15 27 30 32 35 43 43

CHAPTER 3: SETUP ACCOUNT BOOK

How To Create New Account Book? How To Setup Fisical Period?

44
44 48

CHAPTER 4: MAINTENANCE SETUP AND OPENING BALANCE

Charts Of Accounts Account Code Maintenance Debtor And Creditor Maintenance Create Stock Group And Item Code Setup Opening Balance Chapter 6: General Ledger Cash Book Entry Journal Entry Bank Reconciliation Stock Value Maintenance Reports

53
53 55 62 76 83 93 93 97 99 102 103

CHAPTER 7: ACCOUNTS RECEIVABLE (A/R)

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

104
107 109 114 116 118

CHAPTER 8: ACCOUNTS PAYABLE (A/P)

A/P Invoice Entry A/P Payment A/P Deposit A/P Refund Reports

119
119 121 124 126 128

CHAPTER 8: INQUIRY
Account Inquiry Stock Inquiry

129
129 130

CHAPTER 9: STOCK
Stock Item Type Maintenance Stock Adjustment Stock Issue Stock Receive Stock Write Off Stock Update Cost Reports

132
133 134 136 138 140 141 143

CHAPTER 10: SALES

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

144
144 156 159 160 161

CHAPTER 11: PURCHASE

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

162
162 164 165 167

CHAPTER 12: GENERAL MAINTENANCE & TOOLS

General Maintenance Tools

168
168 183

Report Designer
Change An Existing Report How To Save A Report Into A Template File? How To Load Report?

184
189 190 191

Change Code Clear Cache & Criteria Data

192 193

Open K.I.V Folder Current User Settings Options

194 194 195

CHAPTER 13: OPTIONAL FEATURES

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

210
210 214 217 219 221

APPENDIX
Appendix A: Account Code Format Appendix B: Account Type

228
228 229

SYSTEM REQUIREMENTS

Standalone Installation
Component Operating System Minimum System Requirements (For Standalone Installation) Windows 98, or Windows ME, or Windows 2000 Professional, or Windows XP (Recommended) Database Workstation component of Microsoft SQL Server (MDAC 2.6 or above), MSDE (Free) Framework Processor Memory Monitor Microsoft .Net Framework 1.1 Minimum 600 MHz Pentium (Recommended Pentium 4) 256 MB (Recommended 512 MB) SVGA with 65536 or more colors minimum 800x600 resolution Recommended 1024 x 768 resolutions with 24-bit colors CD-ROM Drive USB Drive or CDWriter Other Free Disk Space Printer Pointing Device Microsoft Excel XP/2003, Open Office 2.0 (Optional) 1 GBytes A Windows compatible printer A mouse, supported by Windows Required Required for Backup

Network Installation
Component Minimum System Requirements (For Client/Server Installation) Client Workstation Operating System Windows 98, or Windows ME, or Windows 2000 Professional, or Windows XP (Recommended) Server Windows 2000 Professional or Windows XP (Running MSDE) Windows 2000 Server, or Windows 2000 Advanced Server or Windows 2003 Server (Running SQL Server 2000 or MSDE) Database Workstation component of Microsoft SQL Server (MDAC 2.6 or above) Framework Processor Microsoft .Net Framework 1.1 Minimum 600 MHz Pentium (Recommended Pentium 4) Memory 256 MB (Recommended 512 MB) Pentium 3 1.0 Ghz or above (Recommended Pentium 4 2.0 Ghz) For a 5-user system: 512 MB (Recommended 1GB) (More memory will run faster) Monitor SVGA with 65536 or more colors minimum 800x600 resolution (Recommended 1024x768 resolutions with 24-bit colors) CD-ROM Drive USB Drive or CDWriter Local Area Network Minimum 10 Mbps (Recommended 100 Mbps) Minimum 10 Mbps (Recommended 100 Mbps) Required for Installation Required for Backup Required for Installation Required for Backup SVGA with 256 or more colors minimum 800x600 resolution Microsoft SQL Server 2000 or MSDE (Free)

Component

Minimum System Requirements (For Client/Server Installation) Client Workstation Server Minimum 256 Kbps (Recommended 1 Mbps)

Internet

Minimum 256 Kbps (Recommended 1 Mbps)

Other

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

Free Disk Space Printer Pointing Device

300 MBytes A Windows compatible printer A mouse, supported by Windows

1 GBytes

DATABASE ENGINE
Microsoft SQL Server Desktop Engine (MSDE) or Microsoft SQL 2000 Server

CHAPTER 1: BEFORE YOU START

PACKAGE CONTENTS
The package contains the following items: Software in CD-ROM User Manual License Agreement If any of these items are missing or damaged, please request from the dealer or distributor immediately.

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

STANDALONE
1.

INSTALLATION

This standalone installation is to install AutoCount 2006 in a standalone personal computer (PC). By default the system will set the installation as Standalone Installation.

2.

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

Installation process for network is divided into 2 steps:I. Server Installation. For server installation click on the option: Server Installation under the section for Network Installation. The system will guide you step by step to install the Microsoft SQL Server Desktop Engine.

Select the MSDE Installation Type and click on NEXT button to proceed on. Once the installation process is complete, the system will restart the PC. Click on OK button for the system to restart.

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

If there is any component use to run AutoCount 2006 which was not install, the system will indicate in the setup screen and will install the required component. Example are shown as below:-

For those list of component stated in the left hand side of the screen, once the installation process screen is completed, you MUST run the SETUP.EXE to enable the system to detect if there is any more component use by AutoCount 2006 which was not install.

STARTING THE APPLICATION

Once the installation is completed, to run the application, double click on the AutoCount 2006 short cut

icon

at the desktop.

PRODUCT REGISTRATION
The product id is stated behind the CD cover and the license agreement.

10

CHAPTER 2: WORKING IN AUTOCOUNT

This chapter introduces you to the AutoCount Interface.

MAIN SCREEN INTERFACE

Below is a typical AutoCount 2006 screen:

Click on CUSTOMER to display the main page for customer. This section is the function under CUSTOMER page.

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

Click on the icon for Quotation Quotation.

, to create a new

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

11

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

Right click at the Customer page and select Organize Icons. The system will display the Organize Icons screen. By default, system will display all the function related to Customer. Untick the box besides the function. Use the arrow up and arrow down button at the right hand side of the screen to sort the display sequence for 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. The main page consist of the following:Home Customer Supplier Stock Banking & G/L Info. My Favorite

Main Page

12

MENU BAR

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

13

General Maintenance In the General Maintenance menu allows you to setup all the required setting such as user maintenance (access rights for each user) and currency maintenance before transaction is being entered into the account book. Tools Under Tools you can perform task such as backup and restore as well as setup the account book setting such as financial year. Windows Under Windows you can switch in between screen or view the list of screen which was currently still being open.

14

COMMON FUNCTION IN TRANSACTION SCREEN

These are the common task function in the transaction screen.

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

This button allows to edit, view, preview (per transaction record), print and delete as selected under list section. The List section shows the list of transactions. Tick on Show this grid at startup to show the list section. This section shows the number of transaction record(s). These buttons First, Previous page, Previous, Next, Next Page and Last, allows you to view the list of records at the list section. This section allows you to drag and drop the column header at the List section to perform grouping.

15

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

16

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

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

17

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

Pay To Currency Code Voucher No.

: : :

Allows you to enter description. Select the currency code. 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>>. Enter the date of the transaction. The + icon is to add record.

Date

The icon is to delete record.

This icon is undo or revert back to previous information entered at the selected field in the screen.

18

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

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. To enter additional notes.

Note

19

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. This feature allows you to copy, e.g. existing receipt voucher information over as a payment voucher. This feature allows you to copy, e.g., existing payment voucher information over as a receipt voucher.

Copy to New Payment Voucher

Copy to New Receipt Voucher

20

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. 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. This feature allows you to delete previous historical description which is enter under PAY TO .

Copy selected details to Clipboard

Edit MRU

21

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

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

22

Using Invoice as an example.

This icon allows you to find the list of item code in the Find Stock Item screen.

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

23

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

Show Instant Info

This button allows to view the following information in the transaction screen such as:Stock Balance Aging (of the debtor for Sales / creditor for Purchases side) Price History Stock Item Info. Stock Level Available Stock Consignment (Optional: For those who has purchase Consignment module) Stock Level by UOM (Optional: For those who has purchase Multi-UOM module)

24

Show Instant Info Click on Show Footer to close this section.

The system allows transaction entered in the system to be saved in a temporary folder. For illustration purpose, Stock Adjustment is used. Select Edit | Save in K.I.V. Folder to save in temporary folder. To retrieve back this transaction, select Tools | Open K.I.V Folder.

25

The system also has an Auto-Save feature. Once a transaction is entered and is left for 10 seconds on the screen, the system will perform an auto save and keep it under K.I.V folder. Select Tools | Open K.I.V Folder to retrieve the transaction. The system allows you to set the number of seconds to perform the auto-save process under Tools | Current Users Setting under Auto-Save Document section.

The system will prompt a message indicating that there is There are some K.I.V documents, do you want to open the K.I.V folder? Select YES button to open the folder. Otherwise, select NO to close this message.

26

COMMON FUNCTION IN REPORT SCREEN

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

Basic Filter

This section provides a list of standard fields to set the filter condition such as Date Range. The system allows you to perform :Filter by Range

Filter by Multi-Select

27

Report Options

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

Other Options

Additional level of report grouping such as 2 level of group. This function will open up an additional field available for filtering the report result in the report menu.

More Options

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

28

To switch back to basic report menu, select Report | Switch to Basic View

Using Sales | Sales Order printing function for illustration. The system allows you to select different type of reports under Print Sales Order Listing.

29

AUTOCOUNT 2006 SHORTCUT KEYS

1. Entry Form Shortcut Keys Form-Level Shortcut Keys Key Insert F3 F6 F9 F11 F12 Escape Ctrl+N Ctrl+Shift+X Action 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 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 Action 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 Alt-Insert Alt+Delete Action Insert a new external link. Delete the selected external link.

30

2. Item Search Shortcut Keys Form-Level Shortcut Keys Key F9 Action Focus Keyword edit.

Keyword Shortcut Keys Key Enter Action Start the search.

Grid Control Shortcut Keys Key Space Enter Action Toggle the selection of the focused row. If no row is selected, then accept current focused row, otherwise, accept the selected rows.

31

SYSTEM FLOW
GENERAL OVERVIEW

GENERAL LEDGER
Update Sales information Update Purchases information

ACCOUNTS RECEIVABLE (AR)

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

ACCOUNTS PAYABLE (AP)

SALES

STOCK

PURCHASE

Reduce inventory item quantity once goods is sold

Increase inventory item quantity once goods is purchase

32

SALES FLOW

New Quotation

Cancel Sales Order

New Sales Order

Receive Deposit

Delivery Return

New Delivery Order

Cash Sales

Credit Note New Invoice Receive Payment

PURCHASE FLOW
Request for Quotation

Cancel Purchase Order Goods Return

New Purchase Order

Pay Deposit

New Goods Receive

Cash Purchase

New Purchase Return

New Purchase Invoice

Pay Bill

33

BANKING FLOW
Receive Deposit Pay Deposit

Receive Payment

Bank Reconciliation

Pay Bill

New Cash Receive

New Cash Payment

34

BACKUP FACILITY
Like most of the computer systems, Backup & Restore facility is crucial to a computer system as it will help users to keep another copy of their data in a safe place. It is advisable to backup the account book with at least 5 or 6 diskette once all transaction entries are entered into the account book. In each set of diskettes, user can label it as follow: Disk Set 1 Monday Disk Set 2 - Tuesday Disk Set 3 Wednesday Disk Set 4 Thursday Disk Set 5 Friday Disk Set 6 Saturday ( optional- for those working on Saturday) It is also a good practice to make a permanent monthly backup and yearly backup disk for each month and year.

HOW TO BACKUP IN AUTOCOUNT 2006?

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

35

2.

The system will display the Backup screen.

In the Backup Filename field, the system will indicate a default backup file name which is Company name followed by date time of the file was backup. E.g AUTOCOUNT SAMPLE DATA backup at 2006-06-05 10-42-38 . The system allows you to overwrite the default name and indicate your own backup filename. Click on Browse button to indicate to the system the path and folder which you would like the system to backup to. By default the system will set to C:\ . The system allows you to attach a password together with the backup file for extra security.

You must remember the password attached with the backup as the system will need you to enter the password once you restore the backup file.

Click on Backup To button to backup the file. If there is no password attached with the backup file, the system will check and prompt a message You have enter a BLANK password. Are you sure you want to continue? . Click YES to proceed on. If you would like to go back to the main backup screen to enter the password, select NO.

36

3.

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

The backup filename extension is *.A06

II) Running Backup function in the Client PC

Client PC means a PC running AutoCount 2006, but the SQL Server is not running in this PC. A common folder MUST be created in the server and shared out from the server side to enable the clients PC to access the folder in order for the client side to perform backup. 1. Select Tools | Backup.

37

2.

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

3.

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

38

4.

The system will proceed back to the Backup screen.

In the Backup Filename field, the system will indicate a default backup file name which is Company name followed by date time of the file was backup. E.g AutoCount 2006 Sample [2006] backup at 2005-10-06 11.30.31. The system allows you to overwrite the default name and indicate your own backup filename. Click on Browse button to indicate to the system the path and folder which you would like the system to backup to. By default the system will set to C:\ . The system allows you to attach a password together with the backup file for extra security.

You MUST remember the password attached with the backup as the system will need you to enter the password once you restore the backup file. This applies ONLY if you have attached a password during backup.

Click on Backup To button to backup the file. If there is no password attached with the backup file, the system will check and prompt a message You have enter a BLANK password. Are you sure you want to continue? Click YES to proceed on. If you would like to go back to the main backup screen to enter the password, select NO.

39

5.

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

The backup file name extension is *.A06

40

HOW TO RESTORE IN AUTOCOUNT 2006?

1. Select Tools | Restore.

2.

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

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

41

At the New Account Book Setting section:In the Basic Information section:In the Database Name, the system will default a name AED_ . It is advisable to start the name of restored database with AED_.... to differentiate database belonging to AutoCount 2006. E.g, database name can be indicated as AED_A2006 In the Database Folder, the default database folder is set to C:\AutoCount 2006 Data Click on Validate Path to make sure the path is correct. In the Backup File Password, if the backup file was attached with password, enter the password. Otherwise leave it blank. In the Database Server Location section:There is 2 option of setting:By default, the system will tick the option: Restore the data in this PC. Note: This option is useful for standalone user and must have MSDE installed in the PC for the restore function to work. To restore at an existing SQL Server, select option: Restore the data in any PC. At the Server Name, click on Get Available Servers button and select the SQL server name. At the SA Password, enter the password that is set for Administrators password for SQL server. At Server Backup Directory enter the restored folder path in the following format: path\ restored folder name. E.g, C:\share\A2006Backup Click on Validate Path to make sure the path entered is valid. At Client Access Server Network Folder Path enter the restore folder for client side in the following format: \\server name\restored folder name. E.g, \\Crystal2\share\A2006Backup Click on Validate Path to make sure the path entered is valid. 3. Click on Restore button to proceed on with the restoration process.

42

HOW TO CHANGE ACCOUNT BOOK?

If you have more than one account book, you will have to go to File | Exit and Logout to exit from the system. Double click at the AutoCount 2006 icon and reselect another account book.

HOW TO EDIT COMPANY PROFILE?

These section guides you how to edit the companys particulars in the Account Book such as address, telephone or fax information. 1. 2. Select General Maintenance | Company Profile. The system will display the Company Profile screen. Click on CANCEL button to exit. Click on OK button to save the changes .

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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

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Step 1: Create Account Book Wizard

Basic Information

New Company Name Enter the company name for the newly create database. Database Name By default the system will assign a initial name AED_ and add the first word that is entered in the new company name field. You can overwrite and change the default name. Database Folder The default database folder assign by system is C:\AutoCount 2006 Data

Database Server 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.

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Step 2: Create Account Book Wizard Start Date 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.

Local Currency Setting

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 contains Sales, Purchase and Stock Control modules. Invoicing package contains ONLY Sales module.

Stock Control Package

Invoicing Package

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Step 4: Create Account Book Wizard Account Code Format Sample Charts of Accounts Indicate the account code format. 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 2006 (double click on the icon). The system will prompt a login screen.

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HOW TO SETUP FISICAL PERIOD?

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

1. Go to Tools | Options and select General under the Category Column.

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2.

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

Fiscal Year Name

This field indicated the fiscal years name. E.g, if the account book is created in the year of 2005, the system will default the name as Fiscal Year 2005. 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. 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. This field indicates the current active financial year.

Start Date

End Date

Active

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.

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

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

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Edit Fiscal Year This function allows the fiscal years record maintain in the Manage Fiscal Year screen to be deleted.

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

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

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

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

IMPORTANT NOTE: How the system recognize at which point is the beginning of the years opening balance, year to date balance and current transaction based on the fiscal year setting and the actual data start date setting? Example: Fiscal Year is 2005 Start business date for fiscal year 2005 is 01/01/2005 End business date for fiscal year 2005 is 31/12/2005 Year to Date will be from January 2005 till July 2005. This means each of the individual months will have its own account balance figure. Actual Data Start Date is 01/08/2005.
Start Date: 01.01.2005 Actual Data Start Date: 01.08.2005 End Date: 31.12.2005

2005 Opening Balance

Year to Date balance is from January 2005 till July 2005.

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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 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.

Fixed Asset

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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. 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. Liabilities such as loans or mortgages scheduled to be paid over periods longer than one year.

Current Liabilities

Long Term Liabilities

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

Cost of Goods Sold

Expenses

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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. The system will display the default current system date. This column display the description of the account code This column refers to the account code which has been created This column reflects the current balance of each of the account code based on the date specified at the Up To Date field.

Up To Date Description Account Code Up-to-Date Balance

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

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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.

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Creditor Control

This function allows you to create the control account for Account Payable which is the creditor control account code. Example, Trade Creditor to represent the control account for creditors.

Stock

This function allows you to create the Balance Stock, Opening Stock and Closing Stock account code.

Retaining Earnings

This function allows you to create the retain earnings account code. The system ONLY allows one retained earnings account to be created. 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.

Edit Account

Delete Account

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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.

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Selected Parent Account

By default, system will tag to the root of the Expenses Account Type. ( Root ) EP. : : Enter the account code, 916-000. Enter the description of the account code, CLAIMS . Enter a 2nd description of the account code. (Optional) 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

Acc. Code Description

Desc 2

Cash Flow Category

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How to Create a Parent and Child related Account Code?

1.
The sample chart of account applies the concept of Parent & Child account for Fixed Asset. Therefore, to add another fixed asset account for branch office, for example, add in FIXED ASSET PENANG BRANCH.

Click to select account type: FIXED ASSETS and proceed on to click on NEW NORMAL ACCOUNT button. The system will display the Normal Accounts screen for you to create the account code. Click on ADD(Ins) button to add a record and enter the following account code to represent the parent account code for branch office at Penang. For example, 202-0000 FIXED ASSET PENANG BRANCH. Click on SAVE button to save the entry.

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2.

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

Selected Parent Account

By default, system will tag to the root of the Fixed Asset Account Type of the parent account. E.g, 202-0000 FIXED ASSET PENANG BRANCH : This section is to create the fixed asset account. Enter the account no., 202-2000. Enter Description, :MOTOR VEHICLE BGM9560 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 .

Fixed Asset

Accum. Deprn.

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DEBTOR AND CREDITOR MAINTENANCE

How to Create a Debtor Account?

1. Select A/R | Debtor Maintenance.

At General Page:Company Name Registration No. Enter the company name of the customer. Enter the customers company registration number. (Optional). Click on button for the system to auto generate a debtor account. Otherwise manually enter the debtor account. Select the Debtor Type. (Optional) Select the debtor control account.

Debtor Account

Debtor Type Control Account

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At General page:Billing Address Email Address Website Phone Fax Area Enter the customers billing address. Enter the customers email address. (Optional) Enter the customers website. (Optional) Enter the customers contact number. Enter the customers fax number. Select the area code which the customers belongs to. Enter the persons name to whom correspondence of letters and document to. all

Attention

Business Nature

Enter the customers business nature such as Trading. (Optional) Select the sales personnel who is in-charge of this customer. Select the currency code which the transaction will be transact with this customer. The default local currency is represented by RM for Ringgit Malaysia 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.

Agent

Currency

Statement Type

Aging On

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Credit Term Credit Control After save, proceed with new Debtor

Select the credit terms given to the customer. Allows different credit control to be set. 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 Department Enter the contact persons name. Enter to indicate the person is under which department in the company. Enter to indicate the position of the contact person. Enter the contact persons handphone number.

Title

Mobile Phone

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Direct Phone

Enter the contact persons direct phone line in the company. Enter the contact persons direct fax line in the company. Enter the contact persons email address. Enter the instant messaging address of the contact person.

Direct Fax

Email IM Address

At Branch page in Debtor Maintenance:-

Branch Code

Enter the branch code to represents the companys branch office. Enter the companys branch name. Enter the branchs address. Enter the branch persons name to whom all correspondence of letters and document to. Enter the branchs telephone number. Enter the branchs fax number.

Branch Name Address Attention

Phone Fax

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At Other page in Debtor Maintenance:-

External Link.

Sales Tax Exemption No. Expired Date Discount Percent

Enter the sales tax exemption number. Enter the sales tax exemption expiration date. Enter the discount which the customer is entitled. (Optional). Select the default sales tax code, if applicable. Select the price category, if applicable. Click on to tag an external document related to this customers record. (Optional)

Sales Tax Price Category External Link

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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.

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The system allows 3 options of settingsAll 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

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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.

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How to Create Creditor Account?

1. Select A/P| Creditor Maintenance.

At General Page:Company Name Registration No. Enter the company name of the supplier. Enter the suppliers number. (Optional). company registration

Debtor Account

Click on button for the system to auto generate a debtor account. Otherwise manually enter the creditor account. Select the Creditor Type. (Optional) Select the creditor control account.

Creditor Type Control Account

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At General page:Billing Address Email Address Website Phone Fax Area Enter the suppliers billing address. Enter the suppliers email address. (Optional) Enter the suppliers website. (Optional) Enter the suppliers contact number. Enter the suppliers fax number. Select the area code which the supplier belongs to. Enter the persons name to whom correspondence of letters and document to. all

Attention

Business Nature

Enter the suppliers business nature such as Trading. (Optional) Select the purchasing personnel who is in-charge of this supplier. Select the currency code which the transaction will be transact with this supplier. The default local currency is represented by RM for Ringgit Malaysia 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.

Agent

Currency

Statement Type

Aging On

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Credit Term Credit Control After save, proceed with new Creditor

Select the credit terms given to the supplier. Allows different credit control to be set. 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 Department Enter the contact persons name. Enter to indicate the person is under which department in the company. Enter to indicate the position of the contact person. Enter the contact persons handphone number. Enter the contact persons direct phone line in the company.
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Title

Mobile Phone Direct Phone

Direct Fax

Enter the contact persons direct fax line in the company. Enter the contact persons email address. Enter the internet messaging address of the contact person.

Email IM Address

At Branch page in Creditor Maintenance:-

Branch Code

Enter the branch code to represents the companys branch office. Enter the companys branch name. Enter the branchs address. Enter the branch persons name to whom all correspondence of letters and document to. Enter the branchs telephone number. Enter the branchs fax number.

Branch Name Address Attention

Phone Fax

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At Others page in Creditor Maintenance:-

External Link.

Sales Tax Exemption No. Expired Date Discount Percent

Enter the sales tax exemption number. Enter the sales tax exemption expiration date. Enter the discount which the customer is entitled. (Optional). Select the default sales tax code, if applicable. Select the price category, if applicable. Click on to tag an external document related to this customers record. (Optional)

Sales Tax Price Category External Link

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At Note page in Creditor Maintenance:-

Note

Enter additional note.

2.

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.

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CREATE STOCK GROUP AND ITEM CODE

How to Create Stock Group?
1. Select Stock | Stock Group Maintenance and select New button.

Item Group Description Sales Account Code

Enter the item group code. Enter the description of the item group 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). Select the cash sale account code. This code denotes the account where cash sales will be posted. 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.

Cash Sale Account Code

Sales Code

Return

Account

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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. Select the purchase account code. This denotes the purchases account where the purchases will be posted.

Purchase Account

Purchase Account Code

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. 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. Enter additional (Optional) remark, if applicable.

Purchase Discount Account Code

Note

2.

Click OK button to save.

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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). 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. 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. Click on arrow down type, if applicable. button to select the tax

Active

Description Lead Time

Tax Type

Duty Rate

Enter the duty rate for the item code.

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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. Select the item codes costing method.

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 Min. Selling Price Max. Selling Price Min. Purchase Price Max. Purchase Price Enter the standard selling price. Enter the minimum selling price. Enter the maximum selling price. Enter the minimum purchase price. Enter the maximum purchase price.

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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. 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. Enter the maximum quantity which is kept in the warehouse This field shows the balance quantity on hand for a specific item code. 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.

Re-order Level Normal Level

Max Qty

Balance Qty

Re-Order Qty

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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). Scan the bar code in for this item code.

Bar 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. Enter the cost for per quantity.

Cost

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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. Allows you to load the picture of the item code.

Load Image

At the Further Description page in the Item Maintenance:-

Further Description

Enter detail description related to the item code. (Optional).

At the Note page in the Item Maintenance:-

Note

Enter additional remarks or notes related to this item code. (Optional)

2.

Click on OK button to save the entry.

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SETUP OPENING BALANCE

This section will illustrate on how to setup the opening balance of a new account book. There are two factors that arise when new users setup the opening balances for the account. These two factors are related to time. The first category refers to AutoCount being use on the first month of the financial year. The second category is when you start on the intermediate month of the financial year when they transfer the account balance from another accounting system or transfer the details from the manual accounting system. Category 1 Starts on the first month of the financial year Starts on the intermediate month of the financial year User will have to prepare their last year balance sheet and then enter it into the system. User will have to prepare their last month trial balance report and then enter it into the system.

Category 2

In the system there are 4 kinds of opening balance of an account:Opening Balance for Debtor Account Prepare last month Debtor Aging report. Opening Balance for Creditor Account Prepare last month Creditor Aging report. Opening Balance for Stock Account Prepare last month trial balance sheet. Opening Balance of General Account Prepare last month trial balance or balance sheet.

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

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Opening Balance for Debtor Account

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

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

1.

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

Debtor Invoice No.

Select the debtor (customer) code. Enter the invoice no.

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Date

Enter the date. The system will automatically detact the setting set at Actual Data Start Date as set in the Manage Fiscal Year under Tools | Option. Example: Follow the original bill date as stated in the Aging report. If the actual data start date is set as 01/01/2005, therefore the system automatically recognized transaction entered before 01/01/2005 is a past invoice. Enter the credit terms. System will automatically display the due date. Click on + sign to add a sales record.

Terms Due Date

Description Amount 2.

Enter the description such as Sales. Enter the amount of the invoice.

Click on OK button to save the transaction. 1. If the system is installed in the middle of the financial year, you will have to prepare last months Trial Balance Report and last months Debtor Aging report. The debtors opening balance is entered base on last month total outstanding value as shown in the Trial Balance. 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.

2.

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Opening Balance for Creditor Account

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

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

All outstanding for a creditor can be lump into one bill. However, by doing so, you will not be able to see the detail breakdown of the outstanding transaction in the aging and creditor statement report. 1. Select A/P | A/P Bill Entry and select Create a new A/P Invoice.

Creditor Invoice No.

Select the creditor (supplier) code. Enter the invoice no.

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Date

Enter the date. The system will automatically detect the setting set at Actual Data Start Date as set in the Manage Fiscal Year under Tools | Option. Example: Follow the original bill date as stated in the Aging report. If the actual data start date is set as 01/01/2005, therefore the system automatically recognized transaction entered before 01/01/2005 is a past invoice. Enter the credit terms. System will automatically display the due date. Click on + sign to add a purchase record.

Terms Due Date

Description Amount 3. Click on OK button to save the transaction.

Enter the description such as Purchase. Enter the amount of the invoice.

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

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Opening Balance for General Account.

For example, enter the following opening figure for the following account as shown below:-

1.

Select G/L | Opening Balance Maintenance. In the Opening Balance screen, click to select the account code which you would like to enter the opening figure, e.g., for 100-0000 CAPTIAL account with the opening figure for $20,000.00. Once you have completed the rest of the account code entry, click on Save button. Beginning of the financial year opening figure for Stock account is entered in the Opening Balance Maintenance screen.

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2.

Once the entry is completed, click on the PREVIEW button to preview or PRINT button to print the B/F Balance Report Click on CANCEL button to exit from this screen.

3.

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:-

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I.

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

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

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Beginning of the Year Opening Stock.

For example, fiscal year starts from 01/01/2005 till 31/01/2005. 1. Select G/L | Stock Value Maintenance. In the Stock Value Maintenance screen, click on arrow up button to select year 2004 and enter the closing stock for end of 2004 under Dec 2004 column, e.g., 11 000.00. This will enable the system to reflect the opening figure for beginning of the year in the Balance Sheet as well as the Profit and Loss report.

If you did not create the financial period for 2004, you will not be able to select the year 2004 in the Stock Value Maintenance screen. Thus, to be able to do so, proceed to Tools | Option under Application Setting page and create the2004 financial under Manage Fiscal Year.

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2.

Then proceed on to G/L | Opening Balance Maintenance and enter the opening figure once more in this screen. Click on the Stock account and enter 11 000.00 and click on SAVE button to save the entry.

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CHAPTER 6: GENERAL LEDGER

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

CASH BOOK ENTRY

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

How to Enter a General Cash Payment?

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

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2.

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

Payment Detail Section

Transaction Detail Section

Pay To

Enter the description to indicate what is the purpose this payment voucher is issued for, e.g., RENTAL FOR DECEMBER 2005 : 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>>. Enter the date of the transaction. The + icon is to add record.

Voucher No.

Date

The icon is to delete record.

This icon is undo or revert back to previous information entered at the selected field in the screen.

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At the Payment Detail section:Payment Method Cheque No. Payment Amount Bank Charge Payment By Select the payment method. Enter the cheque number issue out for payment. Enter the amount of the cheque. Enter the bank charges, if applicable. Enter the payment is made in which mode, e.g., CHEQUE to indicate payment issue by cheque. Enter the number of float day of the cheque. By default, this option is not tick. If the Cheque is bounced, tick on this option. Enter the date of the Cheque was return (bounced).

Float Day IsRCHQ

RCHQ Date

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.

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This button allows you to change to range select specific field in the detail section and do a global change on the information entered.

Acc Code Account Desc.

Click to select the account code. The system will display the selected account codes description. Enter your description, e.g., DEPRECIATION OF FIXED ASSET. If there is any additional description, you can enter under this field. (Optional). Enter the amount paid for the selected account code. 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. To enter additional notes.

Description

Further Description

Amount

External Link

Note

3.

Click SAVE button to save the entry.

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

How to enter a General Journal Transaction?

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

Description

Enter the description to indicate what is the purpose this journal voucher is issued for, e.g., DEPRECIATION OF FIXED ASSETS : 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>>.

Journal Voucher No.

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Date

Enter the date of the transaction. The + icon is to add record.

The icon is to delete record. Acc Code Account Description. Description Click to select the account code. The system will display the selected account codes description. Enter your description, e.g., DEPRECIATION OF FIXED ASSET. If there is any additional description, you can enter under this field. (Optional). Enter the debit adjustment. amount for debit entry

Further Description DR

CR

Enter the credit amount for credit entry adjustment. The system will automatically sum up all the debit entry amount. The system will automatically sum up all the credit entry amount.

Total DR

Total CR

2.

Click on SAVE button to save entry.

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

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

How to enter a Reconcile Bank Account?

1. Select G/L | Bank Reconciliation.

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2.

Click to select the bank account that is to be reconciled. For example, 310-2000 PUBLIC BANK. Then proceed to click on NEW button and the system will display the Create a New Bank Reconciliation screen as shown in Step 1. Proceed to enter the bank statement date, .eg., 16/12/2005

Reconcile screen section

Bank Account No. Description

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

Currency Code

The system will indicate the bank account code is in which currency. The system will display the bank statement date as entered in the Step 1.

Bank Statement Date

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At the Filter section:Show All Date Show Untick Transaction Only Show Transaction Cleared at Other Date Show Date Range Tick this option to show all the date of the transaction. 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. This column displays the credit amount of the transaction. This column displays the debit amount of the transaction. This column displays the cheque number issue out for payment or cheque number for payment received. This column displays the transaction document number. This column displays the transactions date. This column displays the description of the transaction. The system will automatically display the date of the statement date which the selected transaction is cleared. The system will display the bank balance up to the date of the statement date.

Debit Credit Cheque No.

Document No. Date Description Statement Date Account Balance

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Actual Bank Statement Balance System Bank Statement Balance Difference

This field allows you to enter the amount shown in the bank statement.

The system will sum the account balance amount display in the Account Balance field with the current transaction which has been cleared. 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.

3. 4.

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. 3.

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.
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REPORTS
GENERAL REPORTS:Charts of Accounts Balance B/F Year to Date Official Receipt and Payment Voucher Ledger Report Journal of Transaction Report Bank Book Analysis

FINANCIAL REPORTS:Trial Balance Report Profit & Loss Statement Balance Sheet Account Detail Report

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CHAPTER 7: ACCOUNTS RECEIVABLE (A/R)

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

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

Detail Section

Footer Section

At the Header section:Debtor Click to select the debtor (customer) code.

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Journal Type

Select the journal type, e.g., Sales for sales journal. Select the sales personnel who is responsible for this debtor. Enter the invoice no. Enter the transaction date. Select the credit terms. System will automatically display the due date.

Agent

Invoice No. Date Terms Due Date

At the Detail Section:Click on + sign to add a sales record. Sales A/C Description Amount Total Select the sales account code. Enter the description such as Sales. Enter the amount of the invoice. The system will automatically calculate the total amount of the invoice. The system will automatically calculate the net total amount of the invoice. 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.

Net Total

External Link

Note

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At the Footer section:Description Outstanding Enter the documents description, e.g., SALES The system will display the selected debtors record outstanding. 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.

After save, proceed on with new Invoice Entry

Click on OK button to save the transaction.

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

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A/R RECEIVE PAYMENT

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

How to Create Receive Payment?

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

Header Section

Payment Detail Section

Knock Off Transaction Section

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

At the Header section:Debtor At the Payment Detail section:Paid By The system will automatically display the debtors company name. Enter a description for the payment receive, e.g.,BEING PAYMENT FOR . The system will automatically generate official receipt number. Otherwise you can overwrite and enter your own official receipt number manually. Enter the payment received date. `
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Select the debtor (customer) code.

Description

Official Receipt

Date

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

Payment Method Cheque No.

Select the bank account code. Enter the cheque number if the customer paid by cheque. Enter the amount received. Enter the bank charges, if applicable. Enter to indicate the mode of payment, e.g., CHEQUE to represent payment received in cheque. Enter the number of float day, if applicable. Tick on this column if the cheque was bounced or returned. Enter the date which the cheque was bounced or returned. The system will calculate the total amount of payment received. 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.

Payment Amount Bank Charges Payment By

Float Day IsRCHQ

RCHQ Date

Amount

Unapplied Amount

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. This column display the transactions date. This column displays the document number.

Date No.

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Org. Amt

This column displays the original amount of the transaction. This column displays the balances of outstanding which has not yet been paid or settle. Enter the amount paid.

Outstanding

Pay
2. 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 Debtor AR Deposit No.

Select the deposit account code. Select the debtor (customer) code. The system will automatically generate a deposit number. Otherwise you can overwrite and enter your own deposit number manually.

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Date
At the Deposit Detail section:-

Enter the date the deposit was received.

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 Cheque No.

Select the bank account code. Enter the cheque number if the customer paid by cheque. Enter the amount received. Enter the bank charges, if applicable. Enter to indicate the mode of payment, e.g., CHEQUE to represent payment received in cheque. Enter the number of float day, if applicable. Tick on this column if the cheque was bounced or returned. Enter the date which the cheque was bounced or returned. The system will calculate the total deposit amount paid.

Payment Amount Bank Charges Payment By

Float Day IsRCHQ

RCHQ Date Total Payment

2.

Click on SAVE button to save the entry.

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How to Refund or Forfeit a Deposit Received?

1. In the A/R Deposit screen, select the deposit transaction and click on VIEW button.

2.

Click on FORFEIT & REFUND button. The system will display the Forfeit & Refund page.

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

3. 4.

Click on Save button to save the entry. The system will display the Deposit Receipt document as shown below:-

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How to Transfer Deposit into Receipt Payment?

1. Select A/R | A/R Receive Payment and click on Create a new A/R Payment. In the A/R Receive Payment screen, select the debtor code. At the Payment Detail section, click on + button to add a payment record and select Deposit Received payment method. The system will display the Select Deposit screen as shown below:For example, to apply OR-000035 dated 17/12/2005 of $500.00 deposit amount. In the payment section, enter the deposit amount at the Payment Amount and knock off against which Invoice or Debit Note.

2.

Click on OK button to save.

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A/R REFUND
This function allows you refund the payment received from the debtor (customer) or credit note issued. 1. Select A/R | A/R Refund and click on Create a new A/R Refund.

Header Section

Payment Detail Section

Knock Off Transaction Section

At the Header section:Debtor At the Payment Detail section:Paid To The system will automatically display the debtors company name. Enter a description for the payment receive, e.g., REFUND. The system will automatically generate official receipt number. Otherwise you can overwrite and enter your own official receipt number manually. Enter the payment received date. ` Select the debtor (customer) code.

Description

Payment Voucher No.

Date

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

Payment Method Cheque No.

Select the bank account code. Enter the cheque number if the customer paid by cheque. Enter the amount received. Enter the bank charges, if applicable. Enter to indicate the mode of payment, e.g., CHEQUE to represent payment received in cheque. Enter the number of float day, if applicable. Tick on this column if the cheque was bounced or returned. Enter the date which the cheque was bounced or returned. The system will calculate the total amount of payment received. 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.

Payment Amount Bank Charges Payment By

Float Day IsRCHQ

RCHQ Date Amount

Unapplied Amount

At the Knock Off Transaction Section:-

Type

This column indicates the type of transaction such as RP refers to received payment. This column display the transactions date. This column displays the document number.

Date No.

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Unapplied Amount Outstanding

This column displays the amount received. This column displays the balances of outstanding which has not yet been paid or settle. Enter the refund amount.

Refund
3. 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.

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Creditor Journal Type Ref. Contra Amt Contra No.

Select the creditor (supplier) code. Select the journal type, e.g., GENERAL. Enter relevant reference information. Enter the contra amount. The system will automatically generate a contra number. Otherwise you can overwrite and enter your own contra number manually. Enter the contra transactions date.

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. Click on OK button to save. Enter a relevant description.

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REPORTS
Below are lists of reports available in AR (Account Receivable):A/R Invoice A/R Debit Note A/R Credit Note A/R Deposit Contra Note Outstanding A/R Invoice Report Outstanding A/R Deposit Report Debtor Aging Report Debtor Balance Report Debtor Statement Report Debtor Collection Report A/R Monthly Sales and Collection Analysis Report A/R Analysis By Document Report Overdue Letter Report

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CHAPTER 8: ACCOUNTS PAYABLE (A/P)

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

A/P INVOICE ENTRY

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

How to Create Supplier Invoice?

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

Detail Section

Footer Section

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At the Header section:Creditor Journal Type Click to select the creditor (supplier) code. Select the journal type, .e.g., PURCHASE for purchase journal. Select the purchasing personnel responsible for this creditor. Enter the suppliers invoice number. Enter the transaction date. Select the credit terms given by the supplier. System will automatically display the due date. who is

Agent

Invoice No. Date Terms Due Date

At the Detail Section:Click on + sign to add a sales record. Purchase A/C Description Amount Total Select the purchase account code. Enter the description such as Purchase. Enter the amount of the invoice. The system will automatically calculate the total amount of the invoice. The system will automatically calculate the net total amount of the invoice. 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.

Net Total

External Link

Note

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At the Footer section:Description Enter the documents PURCHASE description, e.g.,

Outstanding

The system will display the selected debtors record outstanding. 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.

After save, proceed on with new Invoice Entry

2.

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.

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Header Section

Payment Detail Section

Knock Off Transaction Section

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

At the Header section:Creditor At the Payment Detail section:Paid To The system will automatically display the creditors company name. Enter a description for the payment receive, e.g.,BEING PAYMENT FOR ACCOUNT. The system will automatically generate payment voucher number. Otherwise you can overwrite and enter your own payment voucher number manually. 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. Select the bank account code. Select the creditor (supplier) code.

Description

Payment Voucher No.

Date

Payment Method

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Cheque No.

Enter the cheque number if the payment is paid by cheque. Enter the amount paid. Enter the bank charges, if applicable. Enter to indicate the mode of payment, e.g., CHEQUE to represent payment paid in cheque. Enter the number of float day, if applicable. Tick on this column if the cheque was bounced or returned. Enter the date which the cheque was bounced or returned. The system will calculate the total amount of payment paid. 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.

Payment Amount Bank Charges Payment By

Float Day IsRCHQ

RCHQ Date Amount

Unapplied Amount

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. This column display the transactions date. This column displays the document number. This column displays the original amount of the transaction.

Date No. Org. Amt

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Outstanding

This column displays the balances of outstanding which has not yet been paid or settle. Enter the amount paid.

Pay
4. 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 Creditor AP Deposit No.

Select the deposit account code. Select the creditor (supplier) code. The system will automatically generate a deposit number. Otherwise you can overwrite and enter your own deposit number manually. Enter the date the deposit was paid.

Date

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At the Deposit Detail section:The system allows multiple deposit payment type receive to be entered in the screen. Click on + sign to enter the deposit payment details.

Payment Method Cheque No.

Select the bank account code. Enter the cheque number if the deposit is paid by cheque. Enter the amount paid Enter the bank charges, if applicable. Enter to indicate the mode of payment, e.g., CHEQUE to represent payment paid in cheque. Enter the number of float day, if applicable. Tick on this column if the cheque was bounced or returned. Enter the date which the cheque was bounced or returned. The system will calculate the total deposit amount paid.

Payment Amount Bank Charges Payment By

Float Day IsRCHQ

RCHQ Date 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)

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A/P REFUND
This function allows you enter refunds received from the creditor (supplier) or credit note received. 2. Select A/P | A/P Refund and click on Create a new A/P Refund.

Header Section

Payment Detail Section

Knock Off Transaction Section

At the Header section:Creditor At the Payment Detail section:Paid By The system will automatically display the creditors company name. Enter a description for the payment receive, e.g., REFUND ON OVERPAID. The system will automatically generate official receipt number. Otherwise you can overwrite and enter the suppliers official receipt number manually. Enter the refund received date. ` Select the creditor (supplier) code.

Description

Official Receipt No.

Date

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

Payment Method Cheque No.

Select the bank account code. Enter the cheque number if the supplier paid by cheque. Enter the amount received. Enter the bank charges, if applicable. Enter to indicate the mode of payment, e.g., CHEQUE to represent payment received in cheque. Enter the number of float day, if applicable. Tick on this column if the cheque was bounced or returned. Enter the date which the cheque was bounced or returned. The system will calculate the total amount of payment received. 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.

Payment Amount Bank Charges Payment By

Float Day IsRCHQ

RCHQ Date Amount

Unapplied Amount

At the Knock Off Transaction Section:-

Type

This column indicates the type of transaction such as PP refers to payment paid. This column display the transactions date. This column displays the document number.

Date No.

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Unapplied Amount Outstanding

This column displays the amount received. This column displays the balances of outstanding which has not yet been paid or settle. Enter the refund amount received.

Refund
5. 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

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

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

How to View a General Account?

1. Select Inquiry | Account Inquiry.

Date Range

Enter the date range. E.g 01/01/2005 To 31/12/2005 Select the account MAINTENANCE code, e.g, 912-0000 CAR

Account

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Show Transaction Description

Tick on this option to display the detail contains of each transaction. By default this option is not tick. Tick on this option to display the detail contains the double entry description. By default this option is not tick. 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.

Show Double Entry Account Description ReInquiry

2.

Click on

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

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

How to View Stock Item Inquiry?

1. Select Inquiry | Stock Item Inquiry.

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Item Code Basic Info

Select an item code to view. 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. This section will display the item codes unit of measurement, rate, located at which shelf, Stock Level, Pricing and Price History. This section display remarks or notes enter related to the selected item code. This section display further description related to the selected item code. This section displays the picture of the item code.

Detail

Note

Further Description

Stock Image

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CHAPTER 9: STOCK OVERVIEW

GENERAL LEDGER

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

SALES

STOCK

PURCHASE

Reduce inventory item quantity once goods is sold

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.

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

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

STOCK ITEM TYPE MAINTENANCE

This function allows you to categorized or differentiate the stock code to different types of item. 1. Select Stock | Stock Item Type Maintenance. Click on NEW button to create a record.

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Item Type Description Note

Enter the item type, e.g., HARDWARE for hardware item. Enter the description of the item type. Enter additional remark related to this item type.

2.

Click on OK button to save the entry.

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

1.

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

Header Section

Detail Section

Footer Section At the Header section:Description Enter a description to indicate for what purpose the adjustment is made, e.g., ADJUSTMENT FOR SPOIL STOCK ITEM.

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Ref. Doc. No.

Enter references for this adjustment such as stock card reference number. The system will automatically generate the stock adjustment number. Otherwise you can enter you own numbering manually. Enter the adjustment date.

Stock Adjustment No.

Date

At the Detail section:Item Code Description Select the item code you would like to adjust. The system will automatically display the description of the selected item code as maintain in the Stock Item Maintenance. Enter additional remark, if applicable. 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. Enter the quantity to be adjusted, e.g., -1 which is negative 1 to indicate to the system this is for adjustment out. Enter the cost for per quantity. The system will automatically calculate the total cost.

Further Description UOM

Qty

Unit Cost Sub-Total

In the Footer section:Total : The system will automatically calculate all the SubTotal.

2. 3.

Click on Save button to save the entry. Click on Close button to exit.
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1.

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

2.

STOCK ISSUE
This function is used to record the items that is send to another supplier for further processing or packing, such as process rubber which is send to another supplier to be converted into tyres. This function can also be used to record items that taken out from the warehouse for display purpose in a showroom which is situated in another location.

1.

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

Header Section

Detail Section

Footer Section

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Description

Enter any relevant description to explain the purpose of issuing the stock, e.g., FOR SHOWROOM DISPLAY. Enter any relevant document reference, if applicable. : The system will automatically generate a stock transfer number. Otherwise you can enter you own numbering manually. Enter the transfer date, e.g., 12/07/2004.

Ref. Doc. No. Stock Transfer No.

Date

In the Detail Section, enter the following details:Item Code Description : : Select the item code. The system will automatically display the description based on the item code which is selected in the Item Code column. The system will automatically display the unit of measurement based on the item code which is selected. Enter the number of quantity which is to be transferred. The system will display the unit cost as maintain in the Stock | Item Maintenance. The system will automatically calculate the total cost for a particular stock item based on Quantity * Unit Cost.

UOM

Qty

Unit Cost

Sub Total Cost

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In the Footer Section, enter the following details:Total Cost : The system will automatically calculate the total Cost for all the item code which is stated in the Stock Issue Entry screen.

STOCK RECEIVE
This function is used to record the items that are received from the supplier which was sent for further processing or packing, such as process rubber which has been process or packed by the supplier. This function can also be used to record items that return back to the main branch office.

1.

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

Header Section

Detail Section

Footer Section

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Description

Enter any relevant description to explain the purpose of receiving the stock, e.g., RECEIVED GREEN COLOR PAINT REMIX Enter any relevant document reference, if applicable. : The system will automatically generate a stock transfer number. Otherwise you can enter you own numbering manually. Enter the receive date.

Ref. Doc. No. Stock Receive No.

Date

In the Detail Section, enter the following details:Item Code Description : : Select the item code. The system will automatically display the description based on the item code which is selected in the Item Code column. The system will automatically display the unit of measurement based on the item code which is selected. Enter the number of quantity which was received. The system will display the unit cost as maintain in the Stock | Item Maintenance. The system will automatically calculate the total cost for a particular stock item based on Quantity * Unit Cost.

UOM

Qty Unit Cost

: :

Sub Total 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.
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STOCK WRITE OFF

This function is used to write off the stock item such as due to damage.

1.

Select Stock | Stock Write Off and click on Create a new Stock Write Off.

Header Section

Detail Section

Footer Section

At the Header section:Description Enter any relevant description to explain the purpose of receiving the stock, e.g., PAINT HARDEN DUE TO LEAKAGE Enter any relevant document reference, if applicable. : The system will automatically generate a stock write off number. Otherwise you can enter you own numbering manually. Enter the write off date.

Ref. Doc. No. Stock Write Off No.

Date

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In the Detail Section, enter the following details:Item Code Description : : Select the item code. The system will automatically display the description based on the item code which is selected in the Item Code column. The system will automatically display the unit of measurement based on the item code which is selected. Enter the number of quantity to be write off. The system will display the unit cost as maintain in the Stock | Item Maintenance. The system will automatically calculate the total cost for a particular stock item based on Quantity * Unit Cost.

UOM

Qty Unit Cost

: :

Sub Total 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.

6. 7.

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.

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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 : The system will automatically generate a stock update cost number. Otherwise you can enter you own numbering manually. Enter the adjustment done on which date. 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.

Stock Update Cost No.

Date Update To Real Cost

In the Detail Section, enter the following details:Item Code Description : : Select the item code. The system will automatically display the description based on the item code which is selected in the Item Code column.

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UOM

The system will automatically display the unit of measurement based on the item code which is selected. The system will display the old cost based on the selected item code. Enter the new cost.

Old Cost

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

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CHAPTER 10: SALES

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

COMMON FEATURES IN SALES TRANSACTION SCREEN

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

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

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

You can change the copied information, if required.

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

Selected invoice is copied over to a new invoice.

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

You can change the copied information, if required.

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

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

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TRANSFER DOCUMENT This feature allows you the transfer the other document such as Quotation, Sales Order or Delivery Order to the invoice. In addition, the system allows you to perform Full Document Transfer or Partial Item transfer either by quantity or by value. I. Full Document Transfer By Quantity For example, transfer Quotation to an Invoice. At the Full Document Transfer screen, at the Xfer column, tick on the list of transaction which you would like to transfer.

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

Click on OK button to save the entry.

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The system also allows you to the select the following options in the Full Transfer Option such as:Copy Full Detail For example, transfer a Quotation to Invoice. The system will copy the details of the selected Quotation into the invoice. One Document into One Item For example, transfer a Quotation to Invoice. The system will lump all the details in the selected Quotation into a detail record in the invoice as shown below. The system will indicate the Quotation number under the description column and the total amount of the Quotation under the Sub-Total.

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

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

Check All

This option allows you to select all the list of transaction listed in the Partial Item Transfer screen. This option allows you to unselect all the list of transaction which has been selected in the Partial Item Transfer screen. 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. 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. 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.

UnCheck All

Filter on This Debtor

Filter on This Doc No.

Transfer Document Information

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II.

Transfer By Value This option allows you to transfer the value of the original source document. Example, transfer a Sales Order document into an Invoice using Transfer by Value from Sales Order under Transfer Document.

The Transfer by Value feature is ONLY applicable for Sales Order which is to be transfer to Invoice. Once the Sales Order is transferred to Invoice by Value, the system will allow ONLY the quantity information in Sales Order to be transfer to Delivery Order document. The system allows you to transfer by percentage in the value transfer screen. Examples, to transfer half of the amount value, enter 50 under the Xfer by % column.

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III.

Discount Line This option allows you add discount line in the detail section in the transaction screen. For illustration, Invoice screen is used as an example. The system allows you to indicate the discount is either By Percentage % or By Value. For discount by percentage, select By Percentage % and enter the discount in the Discount field, e.g., 10. The system will automatically insert a description for the discount line, e.g., Discount 10 % . You can overwrite the system default description and enter your own description. Click on OK button in the Discount screen and the system will insert the discount line onto the detail section.

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IV.

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

V.

Transfer Status This option allows you to check the status of a particular document. For example, a Quotation whether it is fully transfer or partial transfer.

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VI. More Header

Quotation screen is used as an example for illustration.

Description

By default the system will state the type of Document, QUOTATION to indicate the document is a Quotation. Enter your own reference number if applicable. Additional remark.

Ref Remark 1 , Remark 2, Remark 3 & Remark 4 Ref Doc. Attn Phone

Enter the document reference, if applicable. Indicate the document is attention to whom. The system will display the contact number as maintain in the Debtor Maintenance for the selected debtor code. The system will display the fax number maintain in the Debtor Maintenance for the selected debtor code. The system will display the delivery address as maintain in the Debtor Maintenance for the selected debtor code.

Fax

Delivery Address

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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 To Click to select a debtor code. The system will automatically display the company name once the debtor code was selected.

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Address

The system will automatically display the companys address once the debtor code was selected. Select branch code, if applicable. If this branch code is selected, the system will change the delivery address under More Header. Enter the valid date / up to number of days from Quotation date is issue to indicate the validity of the Quotation being issued. Enter when the items will be delivered to the customer upon confirmation of the Quotation. Enter the customers reference number if applicable. Indicate the document issue is to be carbon copy to whom, if applicable. Indicate the payment terms. The system will auto generate a number. Highlight the word <<New>> to enter your own number manually. 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. Select the sales personnel.

Branch

Validity

Delivery Term

Your Ref. CC

Payment Terms Quotation No.

Date

Display Term Agent At the Detail section:Item Code Description

Click to select an item code. The system will automatically display the item code description based on the selected item code which is maintain in Stock | Item Maintenance. Enter additional description, if applicable.

Further Description

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UOM

The system will automatically display the unit of measurement based on the selected item code which is maintain in Stock | Item Maintenance. Enter the number of quantity. Enter the unit price. Enter the discount either by value or percentage, if applicable. The system will automatically calculate the total for the item.

Qty Unit Price Discount

Sub Total

At the Footer section:Total The system will automatically sum up the entire items total as entered in the detail section. The system will automatically calculate the net total of the document. The system will automatically show the currency for the selected debtor code which is maintain under A/R | Debtor Maintenance. The system allows you to enter the current exchange rate, for foreign currency debtor code. The system will convert the foreign currency amount to local currency amount based on the exchange rate which is entered in the screen.

Net Total

Currency

Rate

Local Net Total

2.

Click on SAVE button to save the transaction.

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HOW TO CANCEL A SALES ORDER?

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

2.

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

3.

Click on SAVE button to save the transaction.

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HOW TO ENTER CASH SALES & CASH PAYMENT?

1. Select Sales | Cash Sale and click on Create a new Cash Sale.

2.

Click on SAVE button to save the transaction. The system will display the Enter Payment screen for the payment details to be entered at the same time. Enter the payment details and click on OK button to save the entry.

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REPORTS
Below are lists of reports available:Quotation Quotation Listing Sales Order Sales Order Listing Delivery Order Delivery Order Listing Invoice Invoice Listing Cash Sale Cash Sale Listing Debit Note Debit Note Listing Credit Note Credit Note Listing Cancel Sales Order Cancel Sales Order Listing Delivery Return Delivery Return Listing Monthly Sales Analysis Report Sales Analysis By Document Report Profit & Loss of Document Report Price History Report

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CHAPTER 11: PURCHASE

The Purchase module allows you to maintain all the transaction related to purchases. 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 To Click to select a creditor code. The system will automatically display the company name once the creditor code was selected.

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Address

The system will automatically display the companys address once the creditor code was selected. Select branch code, if applicable. If this branch code is selected, the system will change the delivery address under More Header. The system will auto generate a number. Highlight the word <<New>> to enter your own number manually. 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. Select the purchase personnel.

Branch

R/Q No.

Date

Display Term Agent At the Detail section:Item Code Description

Click to select an item code. The system will automatically display the item code description based on the selected item code which is maintain in Stock | Item Maintenance. Enter additional description, if applicable. The system will automatically display the unit of measurement based on the selected item code which is maintain in Stock | Item Maintenance. Enter the number of quantity. The system will automatically display the unit cost which is maintained in the Item Maintenance. Enter the discount either by value or percentage, if applicable. The system will automatically calculate the total for the item.
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Further Description UOM

Qty Unit Price

Discount

Sub Total

At the Footer section:Total The system will automatically sum up the entire items total as entered in the detail section. The system will automatically calculate the net total of the document. The system will automatically show the currency for the selected creditor code which is maintain under A/P | Creditor Maintenance. The system allows you to enter the current exchange rate, for foreign currency creditor code. The system will convert the foreign currency amount to local currency amount based on the exchange rate which is entered in the screen.

Net Total

Currency

Rate

Local Net Total

3.

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.

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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.

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2.

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

3.

Click SAVE button to save the transaction.

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REPORTS
Below are lists of reports available:Request for Quotation Request for Quotation Listing Purchase Order Purchase Order Listing Goods Received Note Goods Received Note Listing Cash Purchase Cash Purchase Listing Purchase Return Purchase Return Listing Cancel Purchase Order Cancel Purchase Order Listing Goods Return Goods Return Listing Monthly Purchase Analysis Report Purchase Analysis By Document Report

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CHAPTER 12: GENERAL MAINTENANCE & TOOLS

This chapter explains the various functions under General Maintenance and Tools.

GENERAL MAINTENANCE
These are the following available function:Company Profile User Maintenance Set Password Account Type Maintenance Journal Type Maintenance Area Maintenance Sales Agent Maintenance Purchase Agent Maintenance Footer Maintenance Document Numbering Format Credit Term Maintenance Debtor Type Maintenance Credit Type Maintenance Payment Method Maintenance C/N Type Maintenance D/N Type Maintenance Price Category Maintenance

I. Company Profile
The Company Profile allows you to maintenance the company details such as company name, address, delivery address, contact number, fax number and company logo.

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II. User Maintenance

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

How to Create a New User Group?

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

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2.

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

User Group ID Description

Enter a group id, e.g., SALES 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 User Name Department

Enter a user id for the new user, e.g., YAP Enter the users name, e.g., CAREN YAP Enter the user belongs to which department in the company such as SALES to represent sales department. 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.

Active

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At the General Page section:Password Confirm Password

Enter the password. Enter the password once more which was entered in the Password field for reconfirmation. Enter the users email address, if applicable. Right click to load the signature which was scan into a bitmap file format, if applicable.

Email Address Signature At the Group Page section:-

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

Click on SAVE button to save the setting.

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How to Set User Access Right?

At the User & Group section, click to select a user id, e.g., ADMIN and proceed to select the Access Right. The system will display the Access Right Maintenance screen. In this screen, e.g., to give access right for ADMIN to access all function under General Ledger, select Set Group Access Right button at the right hand side of the screen. In the Set Access Right Group screen, select ADMIN and click on the arrow down button to select ADD under the Select column. Click OK button and the system will automatically add in the group for ADMIN

The system also allows you to individual set specific function only to add certain users id to access the function. For example, select General Ledger | Cash Book Entry | Delete Cash Transaction which access right is given only to ADMIN and FINANCEMGR. You can individually tick on this group at the right hand side of the Set Access Right screen.

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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.

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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.

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IX. Footer Maintenance

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

Enable

Tick on this option to indicate to the system to display this field in the transaction screen. System default footer name is Sales Footer 1. You can overwrite it with your own description. Specify a name for the new field, e.g., Discount for discount field. 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 Select the tax type if the information entered in this field is subjected to tax. Tick on this option, to indicate to the system, e.g., the discount amount is to be posted to which account code.

Footer Name

Caption

Formula

Tax Type

Post to G/L Account

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Add this footer value to Net Total Add this footer value for Sales / Purchase Analysis

Tick on this option, to indicate to the system to take in this figure when net total is being calculated. 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. Display the default caption, e.g., % for discount. Indicate the decimal places. Indicate the default value, if applicable. 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.

Caption Decimal Default Value Apply Discount Percent value from Debtor/ Creditor master file

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X. Document Numbering Format Maintenance

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

How To Set Numbering Format?

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

The system comes with an Invoice Default format. Click on EDIT button to change the default invoice format. Name For system default format, this field is not allowed to be change. Tick on this option to indicate to the system that this set of invoice format is a default running number.

Default

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Document Type

Click to select the document type for this set of numbering format. Indicate the next running number to start from to the system. 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>. 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. Tick on this option if you would like to have each month in the year to have its own running number.

Next Number

Format

Sample

Each month with different running set number

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XI. Credit Term Maintenance

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

Display Term Type of Terms

Enter the description of the display term. 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. 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.

Due on. Days of next month

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XII. Debtor Type Maintenance

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

XIII. Creditor Type Maintenance

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

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XIV. Payment Method Maintenance

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

Payment Method Type

The system has 3 different payment method:Bank For cheque payment received or issued. Deposit For deposit payment received or paid. Cash For cash payment received or issued. Enter a payment method, e.g., PBB to represent Public Bank Berhad. Indicate the journal type for the payment method, e.g., Bank for bank journal. Select the account code for the payment method. Enter the payment mode, e.g., CHEQUE refer to cheque issued or received. Enter the overdraft amount, if it is an overdraft. (Optional) 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.

Payment Method

Journal Type

Bank/Cash Account Payment By

Overdraft Limit

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

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Bank Charge Account Bank Charge Rate

Select the bank charges account code. 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. 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.

Merge Bank Charge Transaction In Bank Reconciliation

Payment Document Numbering Format

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

Receipt Document Numbering Format

XV. C/N Type Maintenance

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

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XVI. D/N Type Maintenance

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

XVII. Price Category Maintenance

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

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

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

REPORT DESIGNER ENVIROMENT

STANDARD CONTROLS CLASS

Subreport

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.

WinControlContainer

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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. Represents a check box in reports. Use this control to allow an end-User to display a true/false or Checked/Unchecked/Indeterminate state. Defines the base class for all the report controls. You can derive a control from this base class to create your own custom control. Represents a label in reports. Use this control to insert single-line or multi-line text into a report. Represents a line in reports. Use this control to draw different lines in your report. Represents the objects used as page delimiters in reports. Use the Band.PageBreak property instead of this control if you want to break a page just before or after the band. Represents the controls used to display auxiliary information on report pages. Use this control to display page numbers, the current date or user information in your report. Represents a control that can contain other controls. Use this control to group controls together which makes it easier to manipulate them. Represents a picture box control that can be used to display an image in a report. Use this control to insert images into your report. Represents a control that can be used to display, enter, and manipulate formatted text. Use the XRRichTextBox.LoadFile method to load a rich text file created in any external text editor into a report. Represents a table in reports. Represents a cell in a table. Bind its XRControl.Text property to a data field or insert any bound report controls into a cell. Represents a row in a table. Usually you don't need to work with the table row separately, use the table cells instead. Represents a control that displays a zip code in a report. It is used for creating zip codes in reports.

XRCheckBox

XRControl

XRLabel

XRLine XRPageBreak

XRPageInfo

XRPanel

XRPictureBox

XRRichTextBox

XRTable XRTableCell

XRTableRow

XRZipCode

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ALIGN OR SPACE TOOLBAR

The Align or Space Toolbar is useful when components need to be positioned uniformly. For example, it can align several components so that the tops are all even or it can space components so that they have an equal amount of space between them. The first component selected determines the position to which the others will align. CLASS DESCRIPTION
Centers a group of components based on the horizontal center of the first-selected components. 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 Aligns a group of components with the bottom most position of the first-selected component. Spaces a set of components based on the leftmost position of the first-selected component and the rightmost position of the last-selected component. 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

Align Horizontal Centers

Align Right Edges

Align Bottom Edges

Space Horizontally

Space Vertically

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

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CLASS

DESCRIPTION
Centers text.

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

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

CLASS
TopMarginBand

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

ReportHeaderBand PageHeaderBand

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

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CLASS
GroupHeaderBand

DESCRIPTION
Used for placing controls at the beginning of a group of records displayed in the 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). 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.

DetailBand

DetailReportBand

GroupFooterBand PageFooterBand

Used for placing controls at the end of a group of records displayed in the DetailBand. 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. Used for placing controls at the end of a report. Used for placing controls at the bottom of each report page.

ReportFooterBand BottomMarginBand

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CHANGE AN EXISTING REPORT

This section guide you how to make changes towards an existing report. For example, insert an item code in Invoice report. 1. Select Sales| Invoice and proceed to select Report | Design Document Style Report.

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

Drop the Label field at the detail band.

At the Field tab, select ITEM CODE field. Drag and drop the field onto the label field.

2. 3. 4.

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.

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HOW TO SAVE A REPORT INTO A TEMPLATE FILE?

This section guides you how to save a report layout into a template file. For illustration purpose, Invoice report is used as an example. 1. Select Sales| Invoice and proceed to select Report | Design Document Style Report. Select the Invoice format and proceed on to select File | Save To File in the report designer. The system will display a Save As screen. Specify a name for the Invoice at File Name, e.g., Invoice Layout for Pre-printed Form

2.

Click SAVE button to save the report.

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HOW TO LOAD REPORT?

This section guide you how to load a report. For illustration purpose, Invoice report is used as an example. 1. Select Sales| Invoice and proceed to select Report | Design Document Style Report. Select an existing report format and proceed on to select File | Load From File in the report designer. The system will display a Open screen. Select the report name which you have save from which folder, e.g., Invoice Layout for Pre-printed Form from My Documents folder.

2.

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

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

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

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Click on + sign to add a record. Account Code Select the existing code to change, e.g., 320-0000 for CASH IN HAND code is to be change. Enter the new account code, e.g., 320-0001

New Account Code

2.

Click on CHANGE button to proceed on with the changes.

You must be very careful when performing this process. It is ADVISABLE to backup a copy of the account book BEFORE you perform this function.

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

CLEAR CACHE & CRITERIA DATA

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

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OPEN K.I.V FOLDER

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

CURRENT USER SETTINGS

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

Application Forms

This section allows you to set the number of maximum screen to be open in the system. 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.

Auto-save Document

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

GENERAL
The general setting is further breakdown into:Application Settings Decimals Account Code Format Miscellaneous

Application Forms section:Maximum Windows Indicate the maximum transaction screens can be open and stack in the system. By default this option is not tick. If you would like the system to show the screen in windows task bar, tick on this option.

Show in Task Bar

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Minimum Password Character Manage Fiscal Year

The system allows you to indicate the number of minimum character for password. This option allows you to create the financial year in the account book.

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. Indicate the number of decimal places for quantity. Indicate the number of decimal places for currency. Indicate the number of decimal places for unit price. Indicate the number of decimal places for currency rate. Indicate the number of decimal places for cost.

Quantity Decimal Currency Decimal Unit Price Decimal Currency Rate Decimal

Cost Decimal

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Account Code Format section:Account Code Format This field allows you to define the account code format. The default setting is set to AAA-AAAA 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. 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.

Automatic Generate Debtor Code

Automatic Generate Creditor Code

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Miscellaneous section:Goods & Service Tax This option allows you to on the Sales / Goods Service Tax field to be shown in the transaction screen. The system allows you to indicate your own tax type description, e.g., you can overwrite the system default tax description in the Rename Tax Type To field from Sales Tax to GST to represent Goods & Service Tax. 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. Indicate the default stock location code to be display in the transaction screen. Indicate the default project code to be display in the transaction screen. Indicate the default department code to be display in the transaction screen. This option is applicable for those who has purchase the Remote Control modules. This setting is to indicate to the system number of seconds the remote credit control screen is to be display. 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. By default this option is tick. This option when turn on, the system will display the Returned Cheque column in the transaction screen for payment paid or received , refunds as well as deposit.

Remind Invalid Stock Level when Save Stock Item Default Stock Location Default Project

Default Department

Remote Credit Control Pool Interval

Show Report Margin Warning

Show Returned Cheque Column

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

Default Account section:Sales Account Cash Sales Account Sales Return Account Sales Discount Account Purchase Account Purchase Return Account Purchase Discount Account A/R Forfeited Account

Tag a default sales account. Tag a default cash sales account. Tag a default sales return account. Tag a default sales discount account. Tag a default purchase account. Tag a default purchase return account. Tag a default purchase discount account.

Tag a default forfeited account for A/R for forfeited deposit. Tag a default forfeited account for A/P for forfeited deposit. Tag a default contra account for contra transaction done between A/R and A/P.

A/P Forfeited Account

A/R & A/P Temporary Contra Account

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Default Journals section:Invoice Journal Type Cash Sales Journal Type Credit Note Journal Type Debit Note Journal Type A/P Invoice Journal Type A/P Credit Note Journal Type A/P Debit Note Journal Type Journal Entry Journal Type Indicate the journal type for invoice. Indicate the journal type for cash sale. Indicate the journal type for credit note.

Indicate the journal type for debit note. Indicate the journal type for A/P Invoice.

Indicate the journal type for A/P Credit Note.

Indicate the journal type for A/P Debit Note.

Indicate the journal type for Journal.

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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. 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. By default, this option is Untick. This feature is for backward compatibility which lower version of AutoCount accounting system.

Always Post Detail Description to G/L in Journal Entry

Allow Not Balance By Project and Department in Journal Entry

INVOICING The Invoicing setting is further breakdown into:Auto Price Bonus Point Landed Cost Customize Invoicing Document Transfer

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Auto Price section:Sales Auto Price The system allows you to choose the option to indicate to follow which price option for Sales such as : Use Last Invoice/Cash Sales Price Use Last Quotation Price Use Last Sales Order Price Use Price Book 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

Purchase Auto Price

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Bonus Point section:Bonus Point calculated by Invoice Total Tick on this option to indicate to the system to calculate the bonus point based on invoice total amount. You have to indicate for every dollar how much point is allocated. Tick on this option, if you would like to system to perform rounding.

Round up the dollar(s) if needed

Landed Cost section:Enable Landed Cost Calculate Landed Cost pro-ratedly by Tick on this option to enable the landing cost feature. The system allows you to select either one of the following setting to calculate the landing cost: Sub-Total Stock Item Weight Stock Item Volume

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Customize Invoicing section:Edit Column Lock This option allows you to lock certain fields in the transaction screen which in turn do not allow any amendments done to it.

Customize Remark

The system allows you to change the description of the remarks in the transaction screen for all the different document type in the system.

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Default Sales Item Quantity Default Sales Item Quantity Line Discount Post to separate Account

Indicate the default sales item quantity. Indicate the default sales item quantity.

Tick on this option, if you would like to discount in the transaction entry to be posted to another account code. This options allow you to indicate to the system which document type is allows to exceed the original quantity as entered in the source document once it was transferred into another document type. E.g. Quantity entered in Delivery Order is allowed to exceed once it is transfer over to an Invoice. 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.

Over Transfer of Quantity in Partial Transfer

Color Indication

Document Transfer section:-

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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. 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. 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. 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. 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.

Payment from Cash Sale follows Cash Sales No.

Payment from Invoice follows Invoice No.

Copy Debtor Note to Sales Document Note

Copy Creditor Note to Purchase Document Note

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

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Aging and Statement section:Aging Format Message appear at the bottom of Debtor/Creditor Statement Return Cheque Description This option allows you to set the Aging format. 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:Default Debtor This section allows you to set the default setting for Debtor Maintenance such as Credit Limit and credit Term whenever a new debtor record is created.

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Default Creditor

This section allows you to set the default setting for Creditor Maintenance such as Credit Limit and Credit Term received from supplier whenever a new creditor record is created.

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

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 This feature allows you to set the format numbering for the system to generate when an item record is created under Stock | Stock Maintenance.

Automatic Generation of Item Code Format

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Stock Costing section:Enable Bar Code Input Recognize the input string as 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.

Quantity Separator

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CHAPTER 13: OPTIONAL FEATURES

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

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

DATA ENTRY

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

1.

Select Housekeeping | General Maintenance | Currency Maintenance. In the Currency Maintenance screen, click on NEW button to create a new currency record.

Currency Code

Enter a currency code. Singapore Dollar.

E.g., SGD to represent

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Currency Symbol

Enter a currency symbol. E.g., SGD to represent Singapore Dollar. Enter the currency description for currency code, e.g., SINGAPORE DOLLAR. (Optional). If applicable, enter the 2nd currency description. Enter the purchase bank rate for the foreign currency. Enter the bank selling rate for the foreign currency.

Currency Word

Currency Word2

Bank Buy Rate

Bank Selling Rate

Account and Journal Type Setting for Currency Exchange Gain / Loss section:Exchange Gain Account Select the account code for gain on foreign currency code. Select the account code for loss on foreign currency code. Select the account journal type for foreign currency gain / loss, e.g., GENERAL

Exchange Loss Account

Exchange Gain/Loss Journal

2.

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.

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Sales | Invoice is being use as an example to illustrate how foreign currency transaction is entered. 1. Select Sales | Invoice and click on Create a new Invoice.

2.

In the Debtor field, click on to select debtor code: 300-S003 SHINNINGS SUN HYPERMART. The system will display the default exchange which is maintained at the Foreign Currency Maintenance for Singapore Dollar.

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GL | Cash Book Entry is used as an example, on how to enter receipt done or payment made in foreign currency. 1. Select GL | Cash Book Entry. Select Payment Voucher to make payment for advertisement post at a Website provider.

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

How to maintain a Project?

Before any transaction can be tag with a Project and Sub-project, the project and sub-project must be created under Project Maintenance. 1. Select General Maintenance| Project Maintenance. In the Project Maintenance screen, click on Add New to create a project code.

Project Code Active

Enter a project code, e.g.,: P001. By default this option is tick. project is still active. This indicates the

Description

Enter the description for project code, e.g., BUKIT TINGGI HOUSING PROJECT SELANGOR (Optional) If applicable, enter the 2nd description for the project code.

2nd Description

2.

Click on SAVE button to save the project code.

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How to Create a Sub-Project under a main Project?

In the Project Maintenance, the system allows you to create different jobs and tag it under a specific project. 1. Select General Maintenance | Project Maintenance. In the Project Maintenance screen, select the project code which you would like to add the job, e.g., P001. Proceed to select ADD SUB button.

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.

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For illustration purpose, Invoice screen is use as an example. At the detail sections of the invoice, under the Proj No. column, select sub-project J001 which refers to sub-project code: J001 which was tag under Project Code: P001 in the Project Maintenance.

All Project and sub-project code maintain in the system under Project Maintenance must be unique.

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DEPARTMENT
OVERVIEW The system allows you to further define your transaction based on departmental to track branches or departmental performances and progress. With entries of transactions taking place between the branches or departmental, eventually, the system is able to gather the transactions based on either branches or departmental and present this information in the relevant reports.

1.

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

Department Code Active

Enter a department code, e.g.,: MARKETING. By default this option is tick. department is still active. This indicates the

Description

Enter the description for project code, MARKETING DEPARTMENT

e.g.,

2nd Description

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

2.

Click on SAVE button to save the entry.

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DATA ENTRY
In the transaction entry screen, the system allows the transaction to be tag under which Department. Thus, these enable you to keep track of all the transactions connected to various departments performance. For illustration purpose, Invoice screen is use as an example. At the detail sections of the invoice, under the Dept. No. column, select MARKETING which refers to Marketing Department.

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

MAINTAIN SALES TAX SETTING

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

2.

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

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Tax Type

Enter the tax type code, e.g., SALES TAX to represent Sales Tax. This option by default is tick. This means the tax type is active and still currently in use in the system. Select the tax type account code. Enter the description of the tax type, e.g., SALES TAX. Enter the tax percentage, e.g., 10 to represent 10% tax. Select either one of the following option: Inclusive Exclusive

Active

Tax Type Account Description

Tax Percentage

Tax Calculation Method

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.

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GOODS AND SERVICE TAX (GST)

OVERVIEW
Goods and Service Tax (GST) is a tax on supply of goods and services made in Singapore by a taxable person in the course or furtherance of any business carried on by him and on the importation of goods into Singapore. 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 Input tax on: Purchases Imports

GST Payable Output tax on: Sales Other deemed supplies (e.g. business taken out for private use) Bad debt recovered

Bad debt relief

At the end of each accounting period, the total of input tax is to be subtract from the total of output tax and the difference is to be recorded. This figure will then be used to fill in the GST return form. GST is charged and accounted for at a rate of 5% (Note: This rate is subjected to change by the Singapores government) All goods and service are taxable except for those which have been specifically exempted by the Act. The main exempt items are financial services and sales and lease of residential properties.

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Types of GST Supply:-

NON TAXABLE SUPPLY 1. Out of Scope Transfer of a Going Concern Private Transactions Third Country Sales Sales made within Bonded Ware house 2. Exempt Residential Properties International Services Financial Services

TAXABLE SUPPLY 3. Zero Rated (0%) Export of Goods International Services

4.

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.

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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. This option by default is tick. This means the tax type is active and still currently in use in the system. Select the tax type account code. Enter the description STANDARD RATED. of the tax type, e.g.,

Active

Tax Type Account Description

Tax Percentage

Enter the tax percentage, e.g., 5 to represent 5% tax. Select either one of the following option: Inclusive Exclusive

Tax Calculation Method

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.

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

1. Select AR | A/R Invoice Entry as an example to create invoice in Accounts Receivable (A/R). At the detail section of the invoice screen, select the GST Type, e.g., STANDARD. The system will automatically calculate the GST amount and add on to the Net Total of the amount. Click on OK button to save the transaction.

In the detail section, select the sales account code and the select the GST Type, e.g., STANDARD. The system will automatically generate the GST amount and is display at the bottom right hand side of the screen under GST field. Click on OK button to save the entry.

2.

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

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

3.

Select A/P | A/P Invoice Entry as an example to create invoice in Accounts Payable (A/P). At the detail section of the invoice screen, select the GST Type, e.g., STANDARD. The system will automatically calculate the GST amount and add on to the Net Total of the amount. Click on OK button to save the transaction.

In the detail section, select the purchase account code and the select the GST Type, e.g., STANDARD. The system will automatically generate the GST amount and is display at the bottom right hand side of the screen under GST field. Click on OK button to save the entry.

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How to Enter GST transaction in Sales Module?

1. Select Sales | Invoice Entry, as an example.

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

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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.

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APPENDIX
APPENDIX A: ACCOUNT CODE FORMAT
Before setting up a new account book, user should determine the account code format to be use in the accounting system. The maximum number of characters allowed by the system is 12. For example, the system allows you to define your own account format such as the following format:1. 2. 3. 4. 5. A-AAAAAAAAAA AA-AAAAAAAAA AAA-AAAAAAAA AAAA-AAAAAAA AAAAAAAAAAAA (Free Format)

An A character in the above formats only allows characters from A to Z and 0 to 9, while a character is the delimiter that splits the account code into two parts. Account code before character denotes major code, while account code after character denotes minor code. Major code is normally used to recognize a major type of accounts such as debtors or creditors account. For example, user can use 300 as the major code of debtors account, so any debtor code will have this format 300-AAAAAAAA. On the other hand, minor code is used to further differentiate individual account of a major type of accounts. As an example, 300-V001 represents Value Shop Sdn. Bhd. Account code format 5 is also considered as a free format account code, which means users do not need to use up to 8 characters to represent a valid account code. This format is especially useful if user is familiar with accounting system which has free format account code such as Hyper Ledger Accounting System. For example, 300VS0000001 refers to Value Shop Sdn Bhd.

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APPENDIX B: ACCOUNT TYPE

The system follows the standard account type that is broadly used in Malaysia. Basically, there are two types of Account Type: BALANCE SHEET ACCOUNT TYPE Accounts that belong to the Balance Sheet Account Type will appear on the Balance Sheet Statement. Acronym CP CA CL FA LL OA OL RE Account Type 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 SL SA OI CO EP TX EI AP Account Type Sales Sales Adjustments Other Incomes Cost of goods sold Expenses Taxation Extra Ordinary Income Appropriation Account

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INDEXES
A
A/P, 119 A/P Deposit, 124 A/P Payment, 121 A/P Refund, 126 A/R, 104 A/R & A/P Contra, 116 A/R Deposit, 109 A/R Invoice Entry, 104 A/R Receive Payment, 107 A/R Refund, 114 Account Code Format, 228 Account Code Maintenance, 55 Account Inquiry, 129 Account Type, 229 Autocount 2006 Shortcut Keys, 30 Auto-Save, 26 Create Item Code, 78 Create New Account Book, 44 Create Stock Group, 76 Create Supplier Invoice, 119

D
Department, 217 Discount Line, 153

E
Enter Cash Sales & Cash Payment, 160 Enter Transaction In Purchase, 162 Enter Transaction In Sales, 156 External Link, 147

F
Find Stock Item, 23

B
Backup Facility, 35 Bank Reconciliation, 99 Bce Software Sdn. Bhd, 2

G
General Ledger, 93 General Maintenance, 168 Goods And Service Tax (Gst), 221 Goods Return To Supplier, 165 Group Total, 154

C
Cancel A Purchase Order, 164 Cancel A Sales Order, 159 Cash Book Entry, 93 Charts Of Accounts, 53 Client Installation., 8 Common Function In Report Screen, 27 Common Function In Transaction Screen, 15 Company Profile, 43 Copy From Other Invoice, 144 Copy To A New Invoice, 146 Copyright, 2 Create A Debtor Account, 62 Create A General Account Code, 58 Create Creditor Account, 70

I
Inquiry, 129

J
Journal Entry, 97

M
Main Screen Interface, 11 Menu Bar, 13 More Header, 155 Multi-Currency, 210
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INDEXES
N
Network Installation, 7 Notational Conventions, 3 Set Credit Control, 67 Setup Fisical Period, 48 Setup Opening Balance, 83 Show Instant Info, 24 Standalone Installation, 2 Stock, 132 Stock Adjustment, 134 Stock Inquiry, 130 Stock Issue, 136 Stock Item Type Maintenance, 133 Stock Receive, 138 Stock Update Cost, 141 Stock Write Off, 140 System Flow, 32 System Installation, 2 System Requirements, 10

O
Open K.I.V Folder, 194 Options, 195

P
Package Contents, 1 Project, 214 Purchase, 162

R
Refund Or Forfeit A Deposit Received, 111 Report Designer, 184 Restore, 41

T
Tools, 183 Transfer Deposit, 113 Transfer Document, 148 Transfer Status, 154

S
Sales, 144 Server Installation., 8

W
Working In Autocount, 11

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