Easy Start with Masteritec Business Suite 3.0

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3 Masteritec Shn Bhd ( H) No. 32, Jalan Maju 6, Taman Kajang Utama, Kajang, Selangor D.E. Tel: Fax: Sales: Support: Enquiry: Easy Start with Masteritec Business Suite 3.0 Author: Peter Tan First published: June 2008 Copyright All rights reserved. No part of this documentation may be copied, photocopied, reproduced, translated, microfilmed, or otherwise duplicated on any medium without prior written consent of the copyright owner. No patent liability is assumed with respect to the use of the information contained herein. Every precaution has been made to supply complete and accurate information. However, Masteritec Sdn. Bhd. resumes no responsibility for its use, or for any infringement of patents or others right of third parties which would result. Disclaimer No person should rely on the contents of this publication without first obtaining advice from a qualified professional person. This documentation is provided on the terms and understanding that (1) the author and editor and copyright owner are not responsible for the results of any actions taken on the basis of information in this documentation, nor for any error in or omission from this documentation; and (2) the author and editor and copyright owner are not engaged in rendering legal, accounting, professional or other advice services. The author and editor and copyright owner expressly disclaim all and any liability and responsibility to any person, whether a purchaser of related software or reader of this documentation or not, in respect of anything, and of the consequences of anything, done or omitted to be done by any such person in reliance, whether wholly or partially, upon the whole or any part of the contents of this documentation.

4 Dear user! Thank you for choosing Masteritec Business Suite 3.0. You shall soon realize that a right decision has been made on this simple, user friendly yet powerful, fully integrated and well-supported business application. As the nature it is, this software is easily comprehensible and the richness of features makes it an ideal choice for all sort of businesses in various industries and sizes. This book is to serve as a very useful guide for those who wish to install and use the software by themselves in an easy-to-follow step-by-step manner. As an easy starter, this book focuses on four main modules of Masteritec series: Accounting Module, Sales Module, Purchase Module and Stock Module. It walks you through with the most essential parts of the application and by the end of the tour, you shall be able to appreciate and make full use of this intelligently designed software, especially in automating and accelerating your business processes in terms of accounting, recording, reporting, billing, purchasing and inventory control. Being organized in topical chapters, this book allows you to flip into any topic that interests you most at any point of time. However, if you are a total beginner to this software, I shall recommend just follow the chapters in sequence on your very first attempts. What you need to do next, is to get ready the Masteritec installer CD and start exploring the wonderfulness of this software. Enjoy the journey From the author: Peter Tan

5 Contents Chapter 1: Installation 1. Install MySQL Database Server Install Masteritec DLL For Dongle Install Masteritec BS For Dongle Install MySQL GUI Tools 1-11 Before Accounting Module Chapter 2: New Database 1. First Time Logon Create A New Account Book Create Sample Account Book 2-8 Chapter 3: Chapter 4: Chapter 5: Chapter 6: Chart Of Account 1. Access To Chart Of Account Add New Account Edit Account Delete Account Multiple Level Account Codes Print Chart Of Account Default Account Setting Maintain Assets & Depreciation 3-12 Debtor & Creditor 1. Category Area Term Debtor/Customer Creditor/Supplier 4-4 Opening Balance 1. Debtors Opening Balance Creditors Opening Balance Maintain Account Opening 5-3 Document Number 1. Maintain Document Number Maintain Document Number By Bank/Cash 6-2

6 Accounting Module Chapter 7: Cash Book 1. Access To Cash Book Add Transaction (1) Print Receipt Voucher Add Transaction (2) Print Payment Voucher Multi Account Payment Matching Payment (Knock Off) More Detail Change Bank Account Receipt & Payment Report Monthly Receipt & Payment Summary Report Bank/Cash Balance Summary Report Journal Report Debtor Receive Payment 7-14 Chapter 8: Sales Book 1. Access To Sales Book Add Transaction (1) Add Transaction (2) More Detail Fast Entry Debtor Statement Report Debtor Overdue Letter Debtor Ledger Report Debtor Aging Report Debtor Receipt Listing Report 8-9 Chapter 9: Purchases Book 1. Access To Purchases Book Transaction (1) Transaction (2) More Detail Fast Entry Creditor Statement Report Creditor Ledger Report Creditor Aging Report 9-7

7 Chapter 10: Journal Book 1. Access To Journal Book Add Transaction (1) Add Transaction (2) Add Transaction (3) Journal Voucher General Journal Report 10-4 Chapter 11: Bank Reconciliation 1. Access To Bank Reconciliation Bank Reconciliation Opening 11-3 Chapter 12: Maintain Stock Value 1. Three Stock Accounts Maintain Stock Value 12-2 Chapter 13: Income Statement 1. Income Statement Income Statement With Details Months Income Statement Income Statement Comparison Income Statement Three Columns Income Statement Quarterly Balance Sheet Balance Sheet With Details Balance Sheet Comparison Before Sales Module Chapter 14: Item Maintenance 1. Item Structure Stock Category Stock Group Stock Class Stock Brand Stock Model Stock Location Stock/Service Item Customer/Supplier Item Number Items With Serial Number Chapter 15: Stock Opening Balance 1. Stock Opening Balance Stock Opening Balance For Serialized Item 15-2

8 Chapter 16: Item Pricing 1. Set Minimum Price Selling Below Minimum Price Selling Below Minimum Price User Control Price Book 16-3 Sales Module Chapter 17: Quotation 1. Access To Quotation Add Transaction 17-3 Chapter 18: Sales Order 1. Access To Sales Order Add Transaction 18-3 Chapter 19: Delivery Order 1. Delivery Order Item Format With Serial Number Transfer From Sales Order & Select Serial Number Add An Item Look At Sales Order Again 19-7 Chapter 20: Sales Invoice 1. Access To Sales Invoice Transfer From Deliver Order Add A Sales Invoice 20-5 Chapter 20a: Cash Sales (New!) 1. Default Account Setting 20a-1 2. Activate the Rounding Mechanism 20a-2 3. Access To Sales Invoice 20a-3 4. Add a Cash Sales 20a-4 Chapter 21: Sales Debit Note 1. Access To Sales Debit Note Add A Sales Debit Note 21-3 Chapter 22: Sales Credit Note 1. Access To Sales Credit Note Add A Sales Credit Note 22-3

9 Chapter 23: Sales Reports 1. Add A Sales Order and A Delivery Order Outstanding Sales Order Report Outstanding Delivery Order Report Sales Analysis Report Sales Margin Analysis Report Sales Order Register Sales Order Listing Report 23-7 Purchases Module Chapter 24: Purchases Request 1. Access To Purchases Request Add Transaction 24-3 Chapter 25: Purchases Order 1. Access To Purchases Order Add Transaction 25-3 Chapter 26: Goods Received Note 1. Access To Goods Received Note Item Format With Serial Number Transfer From P.O. & Select Serial Number Look At Purchases Order Again 26-6 Chapter 27: Purchases Invoice 1. Access To Purchases Invoice Transfer From Goods Received Note Add A Purchases Invoice 27-5 Chapter 28: Purchases Debit Note 1. Access To Purchases Debit Note Add A Purchases Debit Note 28-3 Chapter 29: Purchases Credit Note 1. Access To Purchases Credit Note Add A Purchases Credit Note 29-3 Chapter 30: Purchases Reports 1. Add A Purchases Order and A Goods Received Note Outstanding Purchases Order Report Outstanding Goods Received Note Report Purchases Analysis Report Monthly Purchases Analysis Report Purchases Order Register Purchases Order Listing Report 30-7

10 Stock Module Chapter 31: Stock Take 1. Access To Stock Take Stock Take Process 31-2 Chapter 32: Stock Adjustment 1. Access To Stock Adjustment Stock Adjustment Process 32-2 Chapter 33: Stock Transfer 1. Access To Stock Transfer Stock Transfer Process 33-2 Chapter 34: Stock Reports 1. Stock Reorder Advice Report Stock Aging Report Stock Movement Report Stock Ledger Report Stock Month End Balance Report 34-6 Chapter 35: Costing Method 1. Costing Method Checking Stock Value 35-1 Others Chapter 36: Inquiry 1. Account Inquiry Trial Balance Inquiry Stock Inquiry Audit Trail Report Inquiry 36-3 Chapter 37: Toolbar Setting Chapter 38: Search 1. Text Search Quick Search Advance Search 38-2 Chapter 39: Tools 1. Calculator Database Maintenance To Do List 39-2

11 Chapter 40: Backup 1. Backup Account Book Schedule Backup 40-2 Chapter 41: Create User 1. System User Group System User Log on and Log off Valid Posting Period 41-3 Chapter 42: Report Design 1. Open A Report Designer To Display Company Details Add A Label Add A Memo Add A Rich Text Add A System Variable Add A Column In Details Save The Format 42-5

12 Chapter 1: Installation 1-1 Chapter 1 System Requirement: MS Windows NT/2000/XP/2003 or above (MS Windows NT family only) Intel Pentium IV 1.4 GHz or above 512 MB RAM or above 1 GB hard disk free space CD-ROM drive SVGA color monitor 1. Install MySQL Database Server Insert Masteritec CD. The installation sequence: 1. MySQL Database Server a. 2. Masteritec DLL For Dongle. 3. Masteritec BS For Dongle. 4. MySQL GUI Tools. Click MySQL Database Server a

13 Chapter 1: Installation 1-2 (Extracting files) Click Next Select Typical and click Next.

14 Chapter 1: Installation 1-3 Click Install. Select Skip Sign-Up and Click Next. Check Configure the MySQL Server now, and click Finish

15 Chapter 1: Installation 1-4 Click Next Select Standard Configuration and click Next. Check Install As Windows Service and click Next.

16 Chapter 1: Installation 1-5 Do not check this: Unless you are familiar with security setting, else do not check this checkbox. Uncheck Modify Security Settings and click Next. Click Execute. After the configuration completed, click Finish.

17 2. Install Masteritec DLL For Dongle Chapter 1: Installation 1-6 Click Masteritec DLL For Dongle Click OK Click Next

18 Chapter 1: Installation 1-7 Select I Accept the terms and click Next. Click Install. Click Finish

19 3. Install Masteritec BS For Dongle Chapter 1: Installation 1-8 Click Masteritec BS For Dongle Click Next.

20 Chapter 1: Installation 1-9 Select I Accept the terms and click Next. Key in user name and organization name, click Next Click Next.

21 Chapter 1: Installation 1-10 Click Install. Uncheck Launch the program, click Finish.

22 Chapter 1: Installation Install MySQL GUI Tools Click MySQL GUI Tools Click Next.

23 Chapter 1: Installation 1-12 Select I Accept the terms and click Next. Click Next. Select Complete and click Next.

24 Chapter 1: Installation 1-13 Click Install. Click Next. Click Next.

25 Chapter 1: Installation 1-14 Click Finish. You have completed all the installation, click Close. Remove CD You may now notice a short cut icon has been created on the desktop. The software is ready to use.

26 Before Accounting Module

27 Chapter 2: New Database 2-1 Chapter 2 1. First Time Logon Double click on the shortcut icon on desktop. Click on this drop down button to select either to Create a New Account Book OR to Create Sample Account Book.

28 Chapter 2: New Database Create A New Account Book Click on Create New Account Book button (1. Database Setup) Database Server Setting Server: Default server IP for local database (stand alone). For networking version (LAN), just type the Domain Name or TCP/IP of database server; for internet access, type the website or its TCP/IP. Port: 3306 Default port. Change this value if you hv changed the MySQL setting. User: root Default MySQL user name Password: <blank> By default, no password is needed Database: acc-001 System generated name for database to be created, you may change the name. Account Book: Account book-001 System generated name for Account Book, you may change the name. Description: <blank> Further description of the database. Auto (F12) An option to auto generate the database name (acc-001) name of account book (Account book-001)

29 Chapter 2: New Database 2-3 By accepting all setting by default, click on Next. (2. Accounting Period Setting) Accounting Period Setting Fiscal Start Year/Month: Financial year, will determine the First Year Accounting Period (Date From). Length of First Year Period: Usually 12, maximum 18, will determine the First Year Accounting Period (Date To). Accounting Starting Year/Month: Actual month and year start using Master Accounting that will determine the Accounting Start Date. Must be set within First Year Accounting Period. Click on Next. (3. Chart of Account)

30 Chapter 2: New Database 2-4 Chart of Account None: the system will not generate any chart of account, user will add the account one by one, OR import the chart from other database (see next step). File Name: to import chart of account from a file exported from another database. Business Type: to choose a business type that the system will generate its standard chart of account. Select Business Type, select Trading Company, click Next. (4. Import Master Data) This is to import the master data files (tables only, excluding transactions) from a backup file of another database. Since we don t have any backup file, we shall skip this one. File Name: to define the path of the backup file. Table Name: select all the tables if you have opted for None in previous step. Should you have opted for File Name or Business Type in previous step, check all the tables EXCEPT Chart of Account.

31 Chapter 2: New Database 2-5 Click on Create If you see this message, it means your MySQL is not activated. Go to Administrative Tools and make sure the service of MySQL is started. Click on OK.

32 Chapter 2: New Database 2-6 The new account book is created Default user code and password: master Key in User Code and Password: master (in small cap) this is the default administrator s login ID and password. Click on Login (Company Profile will be displayed) Click on Edit (F6), key in company details on 1. Main tab.

33 Chapter 2: New Database 2-7 Click on 2. Currency tab, key in currency information. You may also load the Logo and Location map of the company, type in some introduction and background of the company and all this can be printed out easily anytime. You may also generate the Report Header from the system. Click on Save (F7) and Exit (F2)

34 Chapter 2: New Database 2-8 Congratulation! You have successfully created a new Account Book (database). Welcome to the main screen of Masteritec Business Suite. To create new account book or logon to another account book, go to FileOpen Account Book, OR just simply double click Shortcut Icon on your desktop. To edit company profile, go to FileCompany Profile To edit accounting period, go to FileAccounting Period. To exit, click on the cross button on top right, or go to FileExit. 3. Create Sample Account Book From previous screen, go to FileOpen Account Book Click on the drop down button next to Create New Account Book, and select Create Sample Account Book Click on and select Create Sample Account Book

35 Chapter 2: New Database 2-9 Click on Restore. (Restore completed) Click on OK. Click to select Master Sample Account Book Key in User Code/ Password: master Click to select Master Sample account book Key in User Code and Password: master (in small capital) Click on Login (you are now on the main screen of Master Sample account book.) To exit, go to FileExit

36 Chapter 3: Chart of Account 3-1 Chapter 3 1. Access to Chart of Account Double click on the shortcut icon on desktop. Logon to Account Book 001 Click on Chart of Account shortcut icon, OR go to GLChart of Account

37 Chapter 3: Chart of Account 3-2 Click on the column header to change the sorting either ascending or descending. Click, drag and drop the column header to rearrange its position. Right click on any row for shortcuts This is the standard chart of account (for trading company) that we have chosen during creation of this account book (in Chapter 2). You may Add (F5), Edit (F6) or Delete (F9) any of the accounts, as long as they are not in use OR being set as default account (FileDefault Account Setting). You may also Export the chart of account onto an exported file, and then be imported by another Account Book. 2. Add New Account Click to highlight an account group (i.e. Expenses), click on Add (F5) OR right click on Expenses to select Add. 2. Click Add 1. Click to highlight Expenses (account group)

38 Chapter 3: Chart of Account Click Save 1. Key in A/C code and description Key in Account code: 4200 (you may use any account code, alpha-numeric with maximum length of 20), Account Description: Office General Expenses Click on Save (F7) Category: is auto detected according to the account group. DR/CR Type: is auto detected according to the account group; you may change it when necessary. Special Account Type: will be activated for selection according to account group. Account group Special Account Type available Cost of Sales Opening Stock Account, Closing Stock Account, Manufacturing Account Fixed Assets Accumulated Depreciation Account Current Assets Bank Account, Cash Account, Debtor Control Account, Balance Stock. Current Liabilities Bank Account, Creditor Control Account Equity Retained Earning Account (only one account is allowed)

39 Chapter 3: Chart of Account Edit Account Click to highlight an account (highlight the account and NOT the account group. If account group is selected, you are editing its description). i.e. Sales, click on Edit (F6) OR just double click on the selected row. OR right click to select Edit. 1. Click to highlight the Account 2. Click Edit 2. Click Save 1. Key in A/C code and description Change the account code to 5000 Click on Save (F7) To move an account to another group: just click, drag and drop.

40 Chapter 3: Chart of Account Delete Account Highlight an account and click on Delete (F9) Not allowed to delete: Account Group, Account in use, Parent Account. 5. Multiple Level Account Codes This is parent account These are subsidiary accounts To create a subsidiary account, highlight the selected parent account, then click on Add (F5) The parent code is auto-filled. You just need to key in the account code and description for the subsidiary account.

41 Chapter 3: Chart of Account Print Chart of Account Click on Report (F8)

42 Chapter 3: Chart of Account 3-7

43 Chapter 3: Chart of Account 3-8 You may have noticed that I have changed all the account codes with those I am familiar with, and I have added a few accounts. You may do so to make account searching easier. Click on Close OR press Esc 2. Click Preview 1. Check Normal Listing Check Normal Listing and click on Preview

44 Chapter 3: Chart of Account 3-9

45 Chapter 3: Chart of Account 3-10 To Exit, press Esc, click on Exit (F2)

46 Chapter 3: Chart of Account Default Account Setting Go to FileDefault Account Setting You may click on Edit to modify the setting This setting will fasten the transaction process as the default GL account will be automatically prompted during transaction, and it is up to you to accept it or change to other GL account. To modify the Default Account, click Edit (F6), click on the respective account code, and select the GL account from the account listing, click Save (F7), then Exit (F2).

47 8. Maintain Assets & Depreciation Chapter 3: Chart of Account 3-12 Go to MasterMaintain Asset & Depreciation This is to match and link the accumulated depreciation account with its respective fixed assets account. By setting up such relationship, the assets will be presented properly in Balance Sheet.

48 Chapter 4: Debtor & Creditor 4-1 Chapter 4 1. Category. Go to MasterCategory Click on Add (F5), maintain the following categories, click Save (F7) to save them one by one. Category: for user to define the category of debtors and creditors; it could be refereed to the nature of their business, size, purchase volume, types of commodity, or other classification criteria. Click on Exit (F2)

49 2. Area. Go to MasterArea Chapter 4: Debtor & Creditor 4-2 Click on Add (F5), maintain the following areas, click Save (F7) to save them one by one. Area: for user to define the geographical areas. Click on Exit (F2) 3. Term. Go to MasterTerm Click on Add (F5), maintain the following terms, click Save (F7) to save them one by one.

50 Chapter 4: Debtor & Creditor 4-3 Term Type: Day means the due date is calculated in number of days (i.e. 7, 14, days); Month means calculated in number of months (i.e. 1, 2 months); Month End means the term dues at the end of the nearest month (i.e. this, next, after next month). Click on Exit (F2) 4. Debtor/Customer Go to DebtorDebtor/Customer Account. (OR click on the shortcut Icon on the main screen) Click on Add (F5) Key in debtor s name: Customer One Sdn Bhd Press Enter (or Tab), the Debtor Code will be generated automatically (3000-C0001). You may change the code as you wish, or click on Auto (F12) to adopt the system generated code.

51 Chapter 4: Debtor & Creditor 4-4 Select the Category Code, Area Code and Term Code. 3. Click Save 1. Click Add 2. Key in details Key in other information and details, if any. Click on Save (F7), and Exit (F2) 5. Creditor/Supplier Go to CreditorCreditor/Supplier Account. (OR click on the Shortcut Icon on the main screen) Click on Add (F5) Key in debtor s name: Supplier A Enterprise Press Enter (or Tab), the Debtor Code will be generated automatically (4000-S0001). You may change the code as you wish, or click on Auto (F12) to adopt the system generated code. Select the Category Code, Area Code and Term Code.

52 Chapter 4: Debtor & Creditor Click Save 1. Click Add 2. Key in details Key in other information and details, if any. Click on Save (F7), and Exit (F2)

53 Chapter 5 Opening Balance 5-1 Chapter 5 1. Debtors Opening Balance. Go to DebtorSales Book Opening Click on Add (F5), maintain the following bills that yet to pay. Click Save (F7) and Exit (F2) Select Invoice tab Date should be before Accounting Starting Date You may key in numerous bills for each debtor which contributed to the outstanding balance. The total balance will be displayed in Debtor Control Account as opening balance. (see MasterMaintain Opening Balance)

54 Chapter 5 Opening Balance Creditors Opening Balance. Go to CreditorPurchases Book Opening Click on Add (F5), maintain the following bills that yet to pay. Click Save (F7) and Exit (F2) Select Bill tab Date should be before Accounting Starting Date You may key in numerous bills for each creditor which contributed to the outstanding balance. The total balance will be displayed in Creditor Control Account as opening balance. (see MasterMaintain Opening Balance)

55 Chapter 5 Opening Balance Maintain Account Opening Go to MasterMaintain Account Opening Click on Edit (F6), key in opening balances accordingly. Click on Save (F7) & Exit (F2) 1. Click Edit 3. Click Save 2. Key in figures into these 2 columns (Debit/Credit)

56 Chapter 5 Opening Balance 5-4 Do not worry about the difference between Debit total and Credit total; that is because we have not maintained the Stock value. We shall see the stock value automatically filled after Maintain Stock Value.

57 Chapter 6 Document Number 6-1 Chapter 6 1. Maintain Document Number. Go to MasterMaintain Document Number By default, the system has created a set of running document number. User may add more into it and decide which is to be set as default running number (if there are more than one for a same document type). Click on Add (F5), and add a different running number for document type J.

58 Chapter 6 Document Number 6-2 Click Save (F7) and Exit (F2) This item is created by user (not by system), and it is set as default running number. System: if the checkbox is checked it means the item is created by the system by default. Not checked means created by user. Default: checked means will be used as default running number. 2. Maintain Document Number By Bank/Cash. This feature allows you to assign different document numbers and cheque numbers for each bank/cash account. To do this you need to maintain the related running number formats in MasterMaintain Document Number, and assign them accordingly in MasterMaintain Document Number By Bank/Cash. Go to MasterMaintain Document Number Add the following four running numbers. (Add and Save)

59 Chapter 6 Document Number 6-3 Go to MasterMaintain Document Number By Bank/Cash Click Edit (F6) 1. Click Edit 2. Click to select Document Nos. Click on respective fields to assign the Document No. and Cheque Auto No Save (F7) and Exit (F2)

60 Accounting Module

61 Chapter 7 Cash Book 7-1 Chapter 7 1. Access to Cash Book. Click the icons of 1. Accounting and Cash Book on the main menu screen. (OR go to GLCash Book)

62 Chapter 7 Cash Book 7-2 Select either Cash Book Receipt OR Cash Book Payment Select the Cash/Bank Account Click Edit to change the date range Click to change the sorting order. Click drag and move to change the layout. Right click and select Field Chooser to add column headers. Click Add for new transaction 2. Add Transaction (1) (Scenario: Cash Sales and received cheque.) Select transaction type: 1. Receipt Select Cash/Bank account: 3200/MBB Click on Add (F5).. add the following transaction. Then click Save (F7)

63 Chapter 7 Cash Book Print Receipt Voucher Click Print (F11) OR go to GLCash VoucherReceipt Voucher Click Preview (F5) Press Esc, Exit (F2)

64 Chapter 7 Cash Book Add Transaction (2) (Scenario: Pay office expenses with petty cash.) Select transaction type: 2. Payment Select Cash/Bank account: 3400 (Petty Cash) Click on Add (F5).. add the following transaction. Then click Save (F7) 5. Print Payment Voucher Click Print (F11) OR go to GLCash VoucherPayment Voucher Click Preview (F5) Press Esc, Exit (F2)

65 Chapter 7 Cash Book Multi Account Payment (Scenario: Pay several items with one cheque) Select transaction type: 2. Payment Select Cash/Bank account: 3200/MBB Click on Add (F5), click Multi (F3), click on Add (F5), add Save (7) the following transaction. 2. Transaction 4. Click OK 1. Click Add 3. Click Save

66 Chapter 7 Cash Book 7-6 Click OK [M] means multi accounts Click Save (F7) Click Journal (to view the double entries)

67 7. Matching Payment (Knock Off) Chapter 7 Cash Book 7-7 (Scenario: Received payment from debtor and knock off against outstanding bill) Method A Select transaction type: 1. Receipt Select Cash/Bank account: 3200/MBB Click on Add (F5). Add the following transaction. Click Save (F7) 1. Click to highlight this entry 2. Click Matching Click to highlight the transaction entry, click on Matching.

68 Chapter 7 Cash Book 7-8 Click to check the match. Click on the checkbox to match. (OR click on Auto Match). Click Save (F7), Exit (F2) Method B Select transaction type: 1. Receipt Select Cash/Bank account: 3200/MBB Click on the drop down button next to Add (F5), and select Debtor Receipt Key in the transaction detail Click on the checkbox to match. Click Save (F7) Click on this button and select Debtor Receipt

69 Chapter 7 Cash Book Key in transaction detail 3. Save 2. Click to check the match. Method C (see Debtor Receive Payment, page 7-14) 8. More Detail Click on Add (F5), click on More (F4) Key in more details, then click OK (and proceed with the entries)

70 Chapter 7 Cash Book Change Bank Account (In case you have mistakenly keyed into another bank account.) Right click on any entry row, select Change Bank Account Right click on a row, select Change Bank Account. Make the changes by selecting the new bank account. Then OK. (the entry will be moved to the correct bank account) Select the correct account 10. Receipt & Payment Report Go to GLReceipt & Payment Report

71 Chapter 7 Cash Book Preview 1. Select All Click on Select All, then Preview (F5). Press Esc, and then click Exit (F2)

72 Chapter 7 Cash Book Monthly Receipt & Payment Summary Report Go to GLMonthly Receipt & Payment Summary Report Click on Select All, then Preview (F5). To exit, press Esc, and then click Exit (F2) 12. Bank/Cash Balance Summary Report Go to GLBank/Cash Balance Summary Report Click on Select All, then Preview (F5). To exit, press Esc, and then click Exit (F2)

73 Chapter 7 Cash Book Journal Reports Go to GLJournal ReportsReceipt Journal and Payment Journal Click on Preview (F5). To exit, press Esc, and then click Exit (F2)

74 Chapter 7 Cash Book Debtor Receive Payment (To perform payment received from debtor and matching at one go.) - This feature is available in version or onwards. Go to DebtorDebtor Receive Payment 1. Click Add 3. select Bank A/C; key in Cheque/Ref No 2. select Debtor Code 3a. click Pay All and the Amount will be the total outstanding. 4. check the matching line Click Save (F7). Click on Journals to view the double entries. (Same steps go for CreditorCreditor Pay Bill to perform payment made to creditor and matching at one go.)

75 Chapter 8 Sales Book 8-1 Chapter 8 1. Access to Sales Book. Click the icons of 1. Accounting and Sales Book on the main menu screen. (OR go to DebtorSales Book)

76 Chapter 8 Sales Book 8-2 Select either Invoice, Debit Notes OR Credit Notes Click Edit to change the date range Click to change the sorting order. Click drag and move to change the layout. Right click and select Field Chooser to add column headers. Click Add for new transaction 2. Add Transaction (1) (Scenario: credit sales to regular customer) Select transaction type: 1. Invoice Click on Add (F5).. add the following transaction. Then click Save (F7)

77 Chapter 8 Sales Book Add Transaction (2) (Scenario: issued Credit Note on goods returned by customer) Select transaction type: 1. Credit Notes Click on Add (F5).. add the following transaction. Then click Save (F7) 4. More Detail Click on Add (F5), click on More (F4) Key in more details, then click OK (and proceed with the entries)

78 Chapter 8 Sales Book Fast Entry Click on Fast Entry Check the checkboxes of Activate Fast Entries and SaveAdd Click OK Lock means not allowed to amend. Clear means to refresh. SaveAdd means go to Add mode directly upon Save. Click on Add (F5) to see the difference. (Now you need only to determine the date, debtor and amount, which means lesser steps and faster.)

79 Chapter 8 Sales Book Debtor Statement Report Go to DebtorDebtor Statement Report Use the filtering options to choose the debtors, or just click Preview (F5)

80 Chapter 8 Sales Book 8-6 Press Esc, then click on Exit (F2).

81 Chapter 8 Sales Book Debtor Overdue Letter Go to DebtorDebtor Statement Report Use the filtering options to choose the debtors, or just click Preview (F5) Press Esc, then click on Exit (F2).

82 Chapter 8 Sales Book Debtor Ledger Report Go to DebtorDebtor Ledger Report Use the filtering options to choose the debtors, or just click Preview (F5) Press Esc, then click on Exit (F2). 9. Debtor Aging Report Go to DebtorDebtor Aging ReportDebtor Aging Detail Report Use the filtering options to choose the debtors, or just click Preview (F5) Press Esc, then click on Exit (F2).

83 Chapter 8 Sales Book 8-9 Go to DebtorDebtor Aging ReportDebtor Aging Summary Report Use the filtering options to choose the debtors, or just click Preview (F5) Press Esc, then click on Exit (F2). 10. Debtor Receipt Listing Report Go to DebtorListing ReportsDebtor Receipt Listing Report Use the filtering options to choose the debtors, or just click Preview (F5) Press Esc, then click on Exit (F2).

84 Chapter 9 Purchase Book 9-1 Chapter 9 1. Access to Purchase Book. Click the icons of 1. Accounting and Purchase Book on the main menu screen. (OR go to CreditorPurchase Book)

85 Chapter 9 Purchase Book 9-2 Select either Bill, Debit Notes OR Credit Notes Click Edit to change the date range Click to change the sorting order. Click drag and move to change the layout. Right click and select Field Chooser to add column headers. Click Add for new transaction 2. Add Transaction (1) (Scenario: credit purchase from regular supplier) Select transaction type: 1. Bill Click on Add (F5).. add the following transaction. Then click Save (F7)

86 Chapter 9 Purchase Book Add Transaction (2) (Scenario: issued Debit Note on goods returned to supplier) Select transaction type: 1. Debit Notes Click on Add (F5).. add the following transaction. Then click Save (F7) 4. More Detail Click on Add (F5), click on More (F4) Key in more details, then click OK (and proceed with the entries)

87 Chapter 9 Purchase Book Fast Entry Click on Fast Entry Check the checkboxes of Activate Fast Entries and SaveAdd Click OK Lock means not allowed to amend. Clear means to refresh. SaveAdd means go to Add mode directly upon Save. Click on Add (F5) to see the difference. (Now you need only to determine the Date, Creditor Code and Amount, which means lesser steps and faster.)

88 Chapter 9 Purchase Book Creditor Statement Report Go to CreditorCreditor Statement Report Use the filtering options to choose the creditors, or just click Preview (F5)

89 Chapter 9 Purchase Book 9-6 Press Esc, then click on Exit (F2).

90 Chapter 9 Purchase Book Creditor Ledger Report Go to CreditorCreditor Ledger Report Use the filtering options to choose the debtors, or just click Preview (F5) Press Esc, then click on Exit (F2). 8. Creditor Aging Report Go to CreditorCreditor Aging ReportCreditor Aging Detail Report Use the filtering options to choose the creditors, or just click Preview (F5)

91 Chapter 9 Purchase Book 9-8 Press Esc, then click on Exit (F2). Go to CreditorCreditor Aging ReportCreditor Aging Summary Report Use the filtering options to choose the creditor, or just click Preview (F5) Press Esc, then click on Exit (F2).

92 Chapter 10 Journal Book 10-1 Chapter Access to Journal Book. Click the icons of 1. Accounting and Journal Book on the main menu screen. (OR go to GLJournal Book)

93 Chapter 10 Journal Book 10-2 Click Edit to change the date range Click to change the sorting order. Click drag and move to change the layout. Right click and select Field Chooser to add column headers. Click Add for new transaction 2. Add Transaction (1) (Scenario: purchase from regular supplier) Click on Add (F5).. add the following transaction. Then click Save (F7) 2. Date, Journal Nos., Description 4. Click Move Up / Move Down to arrange the sequence 3. click to select a/c, Ref, & amount 1. click Add 5. click Save

94 Chapter 10 Journal Book Add Transaction (2) (Scenario: Depreciation of fixed assets) Click on Add (F5).. add the following transaction. Then click Save (F7) 4. Add Transaction (3) (Scenario: Debtor-Creditor Contra) Click on the drop down button next to Add (F5), and select Debtor- Creditor Contra. Select the Debtor and Creditor accounts, click on OK Then click Save (F7) Click on and select Debtor- Creditor Contra

95 Chapter 10 Journal Book Journal Voucher Go to GLJournal Voucher, click Preview (F5) Press Esc, then click on Exit (F2). 6. General Journal Report Go to GLJournal ReportsGeneral Journal, click Preview (F5) Press Esc, then click on Exit (F2).

96 Chapter 11 Bank Reconciliation 11-1 Chapter Access to Bank Reconciliation. Click the icons of 1. Accounting and Bank Reconciliation on the main menu screen. (OR go to GLBank Reconciliation)

97 Chapter 11 Bank Reconciliation 11-2 The bank account maintained in Default Account Setting will be detected. Click Edit Filter to change bank account, date range, and whether to show cleared records. Quick check: key in the Bank Statement balance to find the difference. Useful document filter Click Edit (F6), check the checkbox to reconcile, Save (F7). Click on header Click drag and move the header to change the layout. Right click and select Field Chooser to add column headers. Double click on an entry to drill down to its original book. Click on header for sorting and more listing options. Click on Report. OR go to GLBank Reconciliation Report, Preview (F5)

98 Chapter 11 Bank Reconciliation Bank Reconciliation Opening (This is used when you start using this system with a bank account opening balance. To reconcile with the opening balance of Bank Statement, entries to show the differences are needed.) Go to GLBank Reconciliation Opening 1. Select the Bank Account 2. Click Add (F5) to add document, then Save (F7)

99 Chapter 12 Maintain Stock Value 12-1 Chapter Three Stock Accounts Go to GLChart Of Account Make sure there are 3 types of stock accounts in your chart of account.

100 Chapter 12 Maintain Stock Value Maintain Stock Value Go to MasterMaintain Stock Value (For the first time, create the stock link.) Click on Stock Link. Go to MasterMaintain Stock Value 5. Click Exit (F2) 4. The Stock Link will be displayed.. 2. Assign stock A/C code respectively. 1. Click Add (F5) 3. Click Save (F7)

101 Chapter 12 Maintain Stock Value 12-3 Click to select the link 2. Click OK 1. Click to highlight the link 2. Click Edit (F6) 4. Click Save (F7) 1. To set last year closing stock, change the year to (current year is 2008) 3. Key in closing stock value for last year end.

102 Chapter 12 Maintain Stock Value 12-4 (Check at MasterMaintain Account Opening, the stock value is filled accordingly.) (Continue the following steps to maintain stock value for Current year.) 2. Click Edit (F6) 4. Click Save (F7) 1. Change the year to Key in closing stock value for respective month end. Click Exit (F2)

103 Chapter 13 Income Statement 13-1 Chapter Income Statement. Click the icons of 1. Accounting and Income Statement on the main menu screen. (OR go to GLIncome StatementIncome Statement)

104 Chapter 13 Income Statement 13-2 Additional Options Click to select different report layout OR customised layout Click Preview (F5). To exit, press Esc, then click on Exit (F2)

105 2. Income Statement With Details Chapter 13 Income Statement 13-3 Go to GLIncome StatementIncome Statement With Details (3 Level and 5 Level) This report is to display account items in multi level (depending on how the chart of account is maintained), You may choose to Display Total and Bold Header For The Parent Account Months Income Statement Go to GLIncome Statement12 Months Income Statement Click Preview (F5). To exit, press Esc, then click on Exit (F2)

106 Chapter 13 Income Statement Income Statement Comparison Go to GLIncome StatementIncome Statement Comparison Click Preview (F5). To exit, press Esc, then click on Exit (F2) You cam define the date range for two comparison columns, and the column header.

107 Chapter 13 Income Statement Income Statement Three Columns Go to GLIncome StatementIncome Statement Three Columns Click Preview (F5). To exit, press Esc, then click on Exit (F2) You cam define the date range for three columns, and the column header.

108 Chapter 13 Income Statement Income Statement Quarterly Go to GLIncome StatementIncome Statement Quarterly Click Preview (F5). To exit, press Esc, then click on Exit (F2) You cam define the date range for four quarters, and the name.

109 Chapter 13 Income Statement Balance Sheet Go to GLBalance SheetBalance Sheet Statement Click Preview (F5). To exit, press Esc, then click on Exit (F2)

110 Chapter 13 Income Statement 13-8

111 8. Balance Sheet With Details Chapter 13 Income Statement 13-9 Go to GLBalance SheetBalance Sheet With Details (3 level) Click Preview (F5). To exit, press Esc, then click on Exit (F2) You cam even choose to show debtors /creditors

112 Chapter 13 Income Statement Balance Sheet Comparison Go to GLBalance SheetBalance Sheet Comparison Click Preview (F5). To exit, press Esc, then click on Exit (F2)

113 Chapter 13 Income Statement 13-11

114 Before Sales Module

115 Chapter 14 Item Maintenance 14-1 Chapter Item Structure (An example of item structure.) Category Group Class Brand Model Location Item Code Service Item Hardware, Software Laptop, Printer, Scanner Antivirus, Database, Business Application Class A, Class B, Class C Asus, HP, Canon, Samsung Microsoft, Masteritec, MySQL, Norton Model K, Model Y Single user, Multi user KL, PJ, PG, JB, KCH HPSA-Canon7011, SBAA-MBS-A3.0 Delivery, Installation, Repair 2. Stock Category Go to MasterStock Category

116 Chapter 14 Item Maintenance 14-2 Add (F5) and Save (F7) the 2 categories. Then Exit (F2) 3. Stock Group Go to MasterStock Group Add (F5) and Save (F7) the 2 groups. Then Exit (F2)

117 Chapter 14 Item Maintenance Stock Class Go to MasterStock Class Add (F5) and Save (F7) the 2 classes. Then Exit (F2) 5. Stock Brand Go to MasterStock Brand Add (F5) and Save (F7) the 2 brands. Then Exit (F2)

118 Chapter 14 Item Maintenance Stock Model Go to MasterStock Model Add (F5) and Save (F7) the 3 models. Then Exit (F2) 7. Stock Location Go to MasterStock Location Click Add (F5) Click on Add (F5) and key in the location code, name and other details.

119 Chapter 14 Item Maintenance Click Save (F7) 1. Key in location code and description. Click on Add (F5) and add one more location (PJ), Save. 2. Click Save (F7) 1. Key in location code and description.

120 Chapter 14 Item Maintenance Stock/Service Item Go to StockStock/Service Item Click on Add (F5) and key in the following details: 1. Click Add (F5) 2. Item code, name, UOM 3. Sales Description (for sales bills only) 4. Selling price Service To indicate a service item. Service item does not have stock balance. Inactive In-active item is an item that not allowed to be transacted. You will not be able to select this item during billing. Inventory reports are available. Serial No. Control for item with serial numbers. Stock Code the item code, max length 30 characters. Name the description of the stock/.service item. Base UOM the basic unit of measurement. (maintain multi level of UOM in 4. UOM) 1. Sales Sales Description For sales billing, this multi-line description will appear after the selected item name. Default Sales Qty the quantity value to appear automatically during billing. Default Sales UOM Click on drop down button to select the default UOM. Sales Price (Base UOM) the selling price for Base UOM. Minimum Price (Base UOM) the lowest price that allowed for Base UOM Sales Tax assign a tax %

121 Chapter 14 Item Maintenance Click 2.Purchases 2. Purchases Description (for purchases bills only) 3. Purchases price and reorder setting 1. Click 3.Classification 2. Define how to classify this item. This is for additional filtering in inventory reports. 1. Click 4.UOM 2. Click on + sign to insert a new row 3. Define the UOM. E.g. 1 twin pack consists of 2 units, selling at

122 Chapter 14 Item Maintenance 14-8 You may want to jot some notes and load a picture of this item. Assign the GL accounts (posting purpose) here, else the system will refer to FileDefault Account Setting. OR click on Batch Update to assign GL accounts by batch. Assign other items associated with this item. During billing, the associated items will be called out together by selecting this item. Click on Save (F7), and Add (F5) the following few more items: Service No Yes Stock Code SBA-MBS-SU30 REPINS Name Masteritec BS 3.0 SU Repair / Installation Base UOM Unit Unit Sales Description -12 months dongle warranty - 7 days warranty Sales Price 2, Purchase Price 1, Reorder level 3 Reorder Quantity 5 Stock Category Code S Stock Group Code BA Stock Brand Code MBS Stock Model Code SU Click on Save (F7), and Exit (F2). 9. Customer/Supplier Item Number Go to StockStock Options

123 Chapter 14 Item Maintenance Click Edit 3. Click Save 4. Click Exit 2. Check this checkbox Use Customer Item Go to StockStock/Service Item Three more pages are displayed. Maintain the item code and description used by different customers/suppliers

124 10. Items with Serial Number Chapter 14 Item Maintenance Go to StockStock Options 1. Click Edit 3. Click Save 4. Click Exit 2. Check these 3 checkboxes Go to StockStock/Service Item 3. Check Serial No. Control. 2. Click Edit 4. Click Save 1. Click to select item, OR click Search, OR just add a new item.

125 Chapter 15 Stock Opening Balance 15-1 Chapter Stock Opening Balance Go to StockStock Opening Balance 1. Click Add (F5) 2. You may click on Insert Row to insert items one by one 3. OR, load the stock items at one click. Click on Load Stock, and OK.

126 Chapter 15 Stock Opening Balance Key in 20 for the printer s opening quantity. We will deal with the serialised item later. 2. Stock Opening Balance For Serialised Item (The default format does not display the Serial No column, let s add it in.) From previous screen, click on Item Format - Customize Click on Customize. Click Add (F5)

127 Chapter 15 Stock Opening Balance Assign a code and description for the format we are going to customize 2. Scroll for Serial No, check Visible. 3. The column appeared. You may drag to change its position. Column Caption the column header name defined by the system. Custom Caption the column header name to be defined by the user. Visible check to display the column Column Width user may change the column width, or click Column Auto Width to make all in one page screen. Editing check to allow editing Focusing only when this is checked by the system, you may check or uncheck the Editing checkbox Click on Save (F7), Exit (F2). Click on the ellipsis (...) to key in the opening stock serial number.

128 Chapter 15 Stock Opening Balance Click OK. 1. To auto generate SN, set the Prefix, Suffix, No of digit, No of Serial No (quantity), and the starting number. 3. Serial Numbers generated. 2. Click to Generate Serial No. 3. Click Exit (F2) 2. Click Save (F7) 1. The qty is auto-filled.

129 Chapter 16 Item Pricing 16-1 Chapter Set Minimum Price Go to StockStock/Service Item Set the minimum selling price here.

130 Chapter 16 Item Pricing Selling Below Minimum Price Go to StockStock Option 1. Click Edit 2. Click Control 3. Click Sales 1 4. Check the bill types to allow selling below minimum price 5. Click Sales 2 6. Check to activate and use the last selling price by customer

131 Chapter 16 Item Pricing Selling Below Minimum Price User Control Go to FileSystem User Group Choose the access level Selling Below Min. Price Control Block: this user group is not allowed to sell below min price. Ask Approval: password of user with supervisor right is needed. Supervisor: user of this group can use his password to get thru. 4. Price Book Go to StockPrice Book

132 Chapter 16 Item Pricing One pricing row saved. 2. Set the pricing scope 3. Click Save 1. Click Add Debtor/Customer Select either All Debtor or a particular Debtor Code or Category Code. Stock Location Select All Location or a particular Location Code. Stock and Pricing Select a Stock Code or a Stock Category, a particular UOM. Define the minimum Qty. Define either Discount format, Markup % from cost, or Unit Price. Discount Format By discount percentage (3 levels) or by discount value.

133 Sales Module

134 Chapter 17 Quotation 17-1 Chapter Access to Quotation. Click the icons of 2. Sales and Quotation on the main menu screen. (OR go to BillingQuotation)

135 Chapter 17 Quotation 17-2 Click Add for new transaction To copy/transfer from another bill Refer to branch address in Customer File To customize the item format More transaction choices To insert/remove/move a row Click drag and move the header to change the position. Load From Copy From Quotation to copy transactions from another quotation. More (F4) Item Discount to show item discount in separate row. Footer Discount to add a row for footer discount Service Tax to add a row for service tax. Misc Charge to add a row for miscellaneous charge Total Up Item Amount to add a row to show the subtotal. (go to item format customize and make Raw Type visible.) Sales Price History by highlighting an item row, click on this to show the pricing history Stock Available Status by highlighting an item row, click on this to show the stock level. Profit Estimator profit estimation for whole bill Sales Information Info about the sales of this bill

136 Chapter 17 Quotation Add Transaction Click on Add (F5). add the following transaction. (press Tab or Enter to move to next line) 1. Click Add 2. Select customer 3. Change item format to Standard 2 4. Select items. Press Tab/Enter to move cursor Click on Save (F7) Click on Print (F11), Preview (F5) To exit, press Esc, click Exit (F2)

137 Chapter 17 Quotation 17-4

138 Chapter 18 Sales Order 18-1 Chapter Access to Sales Order. Click the icons of 2. Sales and Sales Order on the main menu screen. (OR go to BillingSales Order)

139 Chapter 18 Sales Order 18-2 Click Add for new transaction To copy/transfer from another bill Refer to branch address in Customer File To customize the item format More transaction choices To insert/remove/move a row Click drag and move the header to change the position. Closed check on this checkbox so that this bill is closed and will not show its outstanding (though it may still have outstanding) Load From Copy From Quotation to copy transactions from a Quotation. Copy From Sales Order to copy transactions from another Sales Order. (You may define the debtor before click on Load From, so that only bills of the same debtor will be listed.) More (F4) Item Discount to show item discount in separate row. Footer Discount to add a row for footer discount Service Tax to add a row for service tax. Misc Charge to add a row for miscellaneous charge Total Up Item Amount to add a row to show the subtotal. (go to item format customize and make Raw Type visible.) Transfer To Info to display the info of the where the bill has been transferred to. Sales Price History by highlighting an item row, click on this to show the pricing history Stock Available Status by highlighting an item row, click on this to show the stock level. Profit Estimator profit estimation for whole bill Sales Information Info about the sales of this bill

140 Chapter 18 Sales Order Add Transaction Click on Add (F5) Click on Load From, select Copy From Quotation, highlight the Quotation to be copied, click OK (F7) 1. Click Add 2. Load From, Copy From Quotation, select the bill, OK. 3. Change item format to Standard 2 4. You may change the quantity. Click on Save (F7) Click on Print (F11), Preview (F5) To exit, press Esc, click Exit (F2)

141 Chapter 18 Sales Order 18-4

142 Chapter 19 Delivery Order 19-1 Chapter Access to Delivery Order. Click the icons of 2. Sales and Delivery Order on the main menu screen. (OR go to BillingDelivery Order)

143 Chapter 19 Delivery Order 19-2 Click Add for new transaction To copy/transfer from another bill Refer to branch address in Customer File To customize the item format More transaction choices To insert/remove/move a row Click drag and move the header to change the position. Delivery Order is an inventory bill, it will reduce the stock level. Closed check on this checkbox so that this bill is closed and will not show its outstanding (though it may still have outstanding) Cancelled cancel this bill but still keeping it. Stock will be reversed accordingly. Load From Copy From Quotation to copy transactions from a Quotation. Copy From Sales Order to copy transactions from a Sales Order. Copy From Delivery Order to copy transactions from another Delivery Order. Transfer From Sales Order By Document to transfer transactions from a whole S.O. Transfer From Sales By Item to transfer particular items or from > 1 Sales Order. (You may define the debtor before click on Load From, so that only bills of the same debtor will be listed.) (The difference between Transfer and Copy is Transfer affects outstanding reports, copy doesn t) More (F4) Item Discount to show item discount in separate row. Footer Discount to add a row for footer discount Service Tax / Misc Charge to add a row for service tax / miscellaneous charge Total Up Item Amount add a row to show subtotal. (make Raw Type visible in Item Format.) Sales Price History by highlighting an item row, click on this to show the pricing history Stock Available Status by highlighting an item row, click on this to show the stock level. Profit Estimator profit estimation for whole bill Sales Information Info about the sales of this bill

144 2. Item Format With Serial Number Chapter 19 Delivery Order 19-3 Click on Add (F5) Click on Item Format: Customize Click on Add (F5) Click here Click here 1. Assign a code and description for the format we are going to customize 2. Scroll for Serial No, check Visible. Column Caption the column header name defined by the system. Custom Caption the column header name to be defined by the user. Visible check to display the column Column Width can be changed, or use Column Auto Width = all in one page screen. Editing check to allow editing Focusing only when this is checked by the system, you may check or uncheck the Editing checkbox Click on Save (F7), Exit (F2).

145 Chapter 19 Delivery Order Transfer From Sales Order & Select Serial Number Click on Load From, select Transfer From Sales Order By Document, highlight the Sales Order to be copied, click OK (F7) 1. Click Add 7. Click OK 2. Load From, Transfer From Sales Order By Document, select the bill, OK. 6. The selected number is displayed 3. Change item format to With Serial Number 5. Select a number and click Add Multi Serial Number 4. Click on ellipsis ( ) to select the Serial Number.

146 Chapter 19 Delivery Order Add An Item Click on Add (F5) 8. Insert a service item 3 x Give cash discount of Click on Save (F7) Click on Print (F11), Preview (F5) To exit, press Esc, click Exit (F2) You may choose the format of DO with or without pricing.

147 Chapter 19 Delivery Order 19-6

148 Chapter 19 Delivery Order Look At Sales Order Again Go to BillSales Order Again 1. Click to view the last bill 2. This bill is transferred 3. Click More, Transfer To Info to view the info.

149 Chapter 20 Sales Invoice 20-1 Chapter Access to Sales Invoice. Click the icons of 2. Sales and Sales Invoice on the main menu screen. (OR go to BillingSales Invoice)

150 Chapter 20 Sales Invoice 20-2 Click Add for new transaction To copy/transfer from another bill To view the posting accounts To customize the item format More transaction choices To insert/remove/move a row Click drag and move the header to change the position. Sales Invoice is an inventory bill, it will reduce the stock level, unless it was transferred from Delivery Order. Cancelled cancel this bill but still keeping it. Load From Transactions can be copied From Quotation, Sales Order, Delivery Order, Purchase Order or another Sales Invoice. Transfer From Sales Order By Document/Item to transfer transactions from a whole Sales Order (by document) OR by item or from > 1 Sales Order (by item). Transfer From Delivery Order By Document/Item to transfer transactions from a whole DO (by document) OR by item or from > 1 DO (by item). * If not referring to the same case, OR the DO was not generated, you may copy from another DO; however, if refers to the same case and the DO has been generated, you MUST transfer from the respective DO, to avoid double deduction of stock. More (F4) Item Discount to show item discount in separate row. Footer Discount to add a row for footer discount Service Tax / Misc Charge to add a row for service tax / miscellaneous charge Total Up Item Amount add a row to show subtotal. (make Raw Type visible in Item Format.) Sales Price History by highlighting an item row, click on this to show the pricing history Stock Available Status by highlighting an item row, click on this to show the stock level. Profit Estimator profit estimation for whole bill Sales Information Info about the sales of this bill

151 Chapter 20 Sales Invoice Transfer From DO Click on Add (F5) Click on Load From, select Transfer From Sales Order By Document, highlight the Sales Order to be copied, click OK (F7) 1. Click Add 2. Load From, Transfer From Delivery Order By Document, select the bill, OK. 3. Change item format to With Standard 2 Click on Save (F7) Click on Print (F11), Preview (F5) To exit, press Esc, click Exit (F2)

152 Chapter 20 Sales Invoice 20-4

153 Chapter 20 Sales Invoice Add A Sales Invoice Click on Add (F5) Add the following invoice. Then Save. 1. Click Add 2. Define the Debtor 4. Click Insert Row 3. Change to Standard 2 5. Add item Canon Printer, 5 units. Discount 5 % Click on Save (F7)

154 Chapter 20a Cash Sales 20a-1 Chapter 20a New! This feature is available in version or onwards. 1. Default Account Setting. FileDefault Account Setting 1. Click Edit Make sure these 5 descriptions are assigned with appropriate account codes. You may need to create new accounts such as: Rounding Adjustment (expenses) and Cash Sales (sales).

155 2. Activate the Rounding Mechanism Chapter 20a Cash Sales 20a-2 go to StockStock Options 1. Click Edit 5. Click Save 2. Click 2.Control 3. Click Sales3 4. Check Activate Rounding Mechanism Control

156 3. Access to Cash Sales. Chapter 20a Cash Sales 20a-3 Click the icons of 2. Sales and Sales Invoice on the main menu screen. (OR go to BillingSales Invoice) This checkbox of Cash Sales is new in version

157 Chapter 20a Cash Sales 20a-4 4. Add a Cash Sales Click on Add (F5) 1. Click Add 2. Define the Debtor. You may create a new debtor called Cash Customer. 5. Click the checkbox of Cash Sales; the Sales Invoice No will change accordingly. 3. Add item Canon Printer, 1 unit. 4. Change the price to Click on Save (F7)

158 Chapter 20a Cash Sales 20a-5 1. the 1 cent Rounding Mechanism took place. 2. Key in the amount received. (or press P to fill in the exact / balance amount.) 3. the Change is displayed 4. click OK 5. Click on Journal to view the sales journal entries

159 Chapter 20a Cash Sales 20a-6 6 go to GLJournal Book to view the general journal entries (automatically posted). Go back to Sales Invoice / Cash Sales Click on Print (F11), Preview (F5) To exit, press Esc, click Exit (F2)

160 Chapter 20a Cash Sales 20a-7

161 Chapter 21 Sales Debit Note 21-1 Chapter Access to Sales Debit Note. Click the icons of 2. Sales and Sales Debit Note on the main menu screen. (OR go to BillingSales Debit Note)

162 Chapter 21 Sales Debit Note 21-2 Click Add for new transaction To copy/transfer from another bill To view the posting accounts To customize the item format More transaction choices To insert/remove/move a row Click drag and move the header to change the position. Load From Transactions can be copied From another Sales Debit Note. More (F4) Item Discount to show item discount in separate row. Footer Discount to add a row for footer discount Service Tax / Misc Charge to add a row for service tax / miscellaneous charge Total Up Item Amount add a row to show subtotal. (make Raw Type visible in Item Format.) Sales Price History by highlighting an item row, click on this to show the pricing history Stock Available Status by highlighting an item row, click on this to show the stock level. Profit Estimator profit estimation for whole bill Sales Information Info about the sales of this bill

163 Chapter 21 Sales Debit Note Add A Sales Debit Note Click on Add (F5) Add the following Sales Debit Note. Then Save. 1. Click Add 2. Define the Debtor 4. Click Insert Row 3. Change to Standard 5. Add item Repair/Installation, 5 units. Click on Save (F7)

164 Chapter 22 Sales Credit Note 22-1 Chapter Access to Sales Credit Note. Click the icons of 2. Sales and Sales Credit Note/Return on the main menu screen. (OR go to BillingSales Credit Note/Return)

165 Chapter 22 Sales Credit Note 22-2 Click Add for new transaction To copy/transfer from another bill To view the posting accounts To customize the item format More transaction choices To insert/remove/move a row Click drag and move the header to change the position. Load From Transactions can be copied From another Sales Credit Note. More (F4) Item Discount to show item discount in separate row. Footer Discount to add a row for footer discount Service Tax / Misc Charge to add a row for service tax / miscellaneous charge Total Up Item Amount add a row to show subtotal. (make Raw Type visible in Item Format.) Sales Price History by highlighting an item row, click on this to show the pricing history Stock Available Status by highlighting an item row, click on this to show the stock level. Sales Information Info about the sales of this bill

166 Chapter 22 Sales Credit Note Add A Sales Credit Note Click on Add (F5) Add the following Sales Credit Note. Then Save. 1. Click Add 2. Define the Debtor 4. Click Insert Row 3. Change to Standard 5. Just key in the description and amount. Click on Save (F7)

167 Chapter 23 Sales Reports 23-1 Chapter Add A Sales Order and A Delivery Order On the main screen, click to add and save a Sales Order with 3 units of Canon Printer. On the main screen, click to add and save a Delivery Order, Transfer From Sales Order by Item (with 1 unit of canon printer).

168 2. Outstanding Sales Order Report Chapter 23 Sales Reports 23-2 Go to BillingOutstanding Sales Order Report Click Preview (F5) To exit, press Esc, and click Exit (F2).

169 3. Outstanding Delivery Order Report Chapter 23 Sales Reports 23-3 Go to BillingOutstanding Delivery Report Click Preview (F5) To exit, press Esc, and click Exit (F2).

170 Chapter 23 Sales Reports Sales Analysis Report Go to BillingAnalysis ReportsSales Analysis Report Click Preview (F5) To exit, press Esc, and click Exit (F2).

171 5. Sales Margin Analysis Report Chapter 23 Sales Reports 23-5 Go to BillingAnalysis ReportsSales Margin Analysis Report Click Preview (F5) To exit, press Esc, and click Exit (F2).

172 Chapter 23 Sales Reports Sales Order Register Go to BillingRegister ReportsSales Order Register Click Preview (F5) To exit, press Esc, and click Exit (F2). (You may also view other register reports.)

173 Chapter 23 Sales Reports Sales Order Listing Report Go to BillingListing ReportsSales Order Listing Click Preview (F5) To exit, press Esc, and click Exit (F2). (You may also view other listing reports.)

174 Purchases Module

175 Chapter 24 Purchases Request 24-1 Chapter Access to Purchases Request. Click the icons of 3. Purchases and Purchases Request on the main menu screen. (OR go to BillingPurchases Request)

176 Chapter 24 Purchases Request 24-2 Click Add for new transaction To copy/transfer from another bill To customize the item format More transaction choices To insert/remove/move a row Click drag and move the header to change the position. Load From Copy From Purchase Request to copy transactions from another Purchase Request. More (F4) Total Up Item Amount to add a row to show the subtotal. (go to item format customize and make Raw Type visible.) Purchases Price History by highlighting an item row, click on this to show the pricing history Stock Available Status by highlighting an item row, click on this to show the stock level. Purchases Information Info about the purchases of this bill

177 Chapter 24 Purchases Request Add Transaction Click on Add (F5). add the following transaction. (press Tab or Enter to move to next line) 1. Click Add 2. Select creditor 3. Select items. Press Tab/Enter to move cursor Click on Save (F7) Click on Print (F11), Preview (F5) To exit, press Esc, click Exit (F2)

178 Chapter 24 Purchases Request 24-4

179 Chapter 25 Purchases Order 25-1 Chapter Access to Purchases Order. Click the icons of 3. Purchases and Purchases Order on the main menu screen. (OR go to BillingPurchases Order)

180 Chapter 25 Purchases Order 25-2 Click Add for new transaction To copy/transfer from another bill To customize the item format More transaction choices To insert/remove/move a row Click drag and move the header to change the position. Closed check on this checkbox so that this bill is closed and will not show its outstanding (though it may still have outstanding) Load From Copy From Purchases Request to copy transactions from a Purchase Request. Copy From Purchases Order to copy transactions from another Purchases Order. Copy From Sales Order to copy transactions from a Sales Order. (You may define the creditor before click on Load From, so that only bills of the same creditor will be listed.) More (F4) Total Up Item Amount to add a row to show the subtotal. (go to item format customize and make Raw Type visible.) Transfer To Info to display the info of the where the bill has been transferred to. Purchases Price History by highlighting an item row, click on this to show the pricing history Stock Available Status by highlighting an item row, click on this to show the stock level. Purchases Information Info about the purchases details of this bill

181 Chapter 25 Purchases Order Add Transaction Click on Add (F5) Click on Load From, select Copy From Purchase Request, highlight the bill to be copied, click OK (F7) 1. Click Add 2. Load From, Copy From Purchases Request, select the bill, OK. Click on Save (F7) Click on Print (F11), Preview (F5) To exit, press Esc, click Exit (F2)

182 Chapter 25 Purchases Order 25-4

183 Chapter 26 Goods Received Note 26-1 Chapter Access to Goods Received Note. Click the icons of 3. Purchases and Goods Received Note on the main menu screen. (OR go to BillingGoods Received Note)

184 Chapter 26 Goods Received Note 26-2 Click Add for new transaction To copy/transfer from another bill To customize the item format More transaction choices To insert/remove/move a row Click drag and move the header to change the position. Purchases Order is an inventory bill, it will increase the stock level. Load From Transaction can be copied From Purchases Request, Purchases Order, or from another Goods Received Note. Transfer From Purchases Order By Document/Type to transfer transactions from a whole P.O. or by item or from > 1 P.O. (You may define the creditor before click on Load From, so that only bills of the same creditor will be listed.) (The difference between Transfer and Copy is Transfer affects outstanding reports, copy doesn t) More (F4) Total Up Item Amount add a row to show subtotal. (make Raw Type visible in Item Format.) Transfer To Info to show where has this bill been transferred to. Purchases Price History by highlighting an item row, click on this to show the pricing history Stock Available Status by highlighting an item row, click on this to show the stock level. Landing Cost to key in up to 3 landing costs (additional costs of purchases) for selected item Purchases Information Info about the purchases details of this bill

185 2. Item Format With Serial Number Chapter 26 Goods Received Note 26-3 Click on Add (F5) Click on Item Format: Customize Click on Add (F5) Click here Click here 1. Assign a code and description for the format we are going to customize 2. Scroll for Serial No, check Visible. Column Caption the column header name defined by the system. Custom Caption the column header name to be defined by the user. Visible check to display the column Column Width can be changed, or use Column Auto Width = all in one page screen. Editing check to allow editing Focusing only when this is checked by the system, you may check or uncheck the Editing checkbox Click on Save (F7), Exit (F2).

186 Chapter 26 Goods Received Note Transfer From Purchases Order & Select Serial Number Click on Load From, select Transfer From Purchases Order By Document, highlight the bill to be copied, click OK (F7) 1. Click Add 2. Load From, Transfer From Purchases Order By Document, select the bill, OK. 3. Change item format to With Serial Number 4. Click on ellipsis ( ) to select the Serial Number. 7. Click OK 5. Set the auto generate criteria, click Generate Serial No 6. The Serial No are generated.

187 Chapter 26 Goods Received Note 26-5 Click on Save (F7), Print (F11), Preview (F5) To exit, press Esc, click Exit (F2)

188 4. Look At Purchases Order Again Chapter 26 Goods Received Note 26-6 Go to BillPurchases Order Again 1. Click to view the last bill 2. This bill is transferred 3. Click More, Transfer To Info to view the info.

189 Chapter 27 Purchases Invoice 27-1 Chapter Access to Purchases Invoice. Click the icons of 3. Purchases and Purchases Invoice on the main menu screen. (OR go to BillingPurchases Invoice)

190 Chapter 27 Purchases Invoice 27-2 Click Add for new transaction To copy/transfer from another bill Can set posting date different from bill date Goods Received date could be different from Invoice date More transaction choices To view the posting accounts To customize the item format To insert/remove/move a row Click drag and move the header to change the position. Purchases Invoice is an inventory bill, it will increase the stock level, unless it was transferred from Goods Received Note. Posting Date key in the posting date as you wish the transaction to be posted to. Goods Received Date if this is not checked stock will not be added. Load From Transactions can be copied From Purchases Request, Purchases Order, Goods Received Notes, or another Purchases Invoice. Transfer From Purchases Order By Document/Item to transfer transactions from a whole P.O (by document) OR by item or from > 1 P.O. (by item). Transfer From Goods Received Note By Document/Item to transfer transactions from a whole GRN (by document) OR by item or from > 1 GRN (by item). * If not referring to the same case, OR the GRN was not generated, you may copy from another GRN; however, if refers to the same case and the GRN has been generated, you MUST transfer from the respective GRN, to avoid double deduction of stock. More (F4) Total Up Item Amount add a row to show subtotal. (set Raw Type visible in Item Format.) Purchases Price History highlighting an item row, click on this to show the pricing history Stock Available Status by highlighting an item row, click on this to show the stock level. Landing Cost to define up to 3 landing costs for a selected item. Purchases Information Info about the purchases details of this bill

191 Chapter 27 Purchases Invoice Transfer From GRN Click on Add (F5) Click on Load From, select Transfer From Goods Received Note By Document, highlight the bill be copied, click OK (F7) 1. Click Add 2. Load From, Transfer From Goods Received Note By Document, select the bill, OK. Click on Save (F7) Click on Print (F11), Preview (F5) To exit, press Esc, click Exit (F2)

192 Chapter 27 Purchases Invoice 27-4

193 Chapter 27 Purchases Invoice Add A Purchases Invoice Click on Add (F5) Add the following invoice. Then Save. 1. Click Add 2. Define the Creditor 3. Click Insert Row 4. Add item Canon Printer, 6 units. Click on Save (F7)

194 Chapter 28 Purchases Debit Note 28-1 Chapter Access to Purchases Debit Note. Click the icons of 3. Purchases and Purchases Note on the main menu screen. (OR go to BillingPurchases Debit Note)

195 Chapter 28 Purchases Debit Note 28-2 Click Add for new transaction To copy/transfer from another bill To view the posting accounts To customize the item format More transaction choices To insert/remove/move a row Click drag and move the header to change the position. Load From Transactions can be copied From another Purchases Debit Note. More (F4) Total Up Item Amount add a row to show subtotal. (make Raw Type visible in Item Format.) Purchases Price History by highlighting an item row, click on this to show the pricing history Stock Available Status by highlighting an item row, click on this to show the stock level. Landing Cost to define up to 3 landing costs for a selected item Purchases Information Info about the purchases details of this bill

196 Chapter 28 Purchases Debit Note Add A Purchases Debit Note Click on Add (F5) Add the following Purchases Debit Note. Then Save. 1. Click Add 2. Define the Creditor 3. Click Insert Row 4. Add item Repair/Installation, 1 unit for Click on Save (F7)

197 Chapter 29 Purchases Credit Note 29-1 Chapter Access to Purchases Credit Note. Click the icons of 3. Purchases and Purchases Credit Note/Return on the main menu screen. (OR go to BillingPurchases Credit Note/Return)

198 Chapter 29 Purchases Credit Note 29-2 Click Add for new transaction To copy/transfer from another bill To view the posting accounts To customize the item format More transaction choices To insert/remove/move a row Click drag and move the header to change the position. Load From Transactions can be copied From another Purchases Credit Note. More (F4) Total Up Item Amount add a row to show subtotal. (make Raw Type visible in Item Format.) Purchases Price History by highlighting an item row, click on this to show the pricing history Stock Available Status by highlighting an item row, click on this to show the stock level. Purchases Information Info about the purchases details of this bill

199 Chapter 29 Purchases Credit Note Add A Purchases Credit Note Click on Add (F5) Add the following Sales Credit Note. Then Save. 1. Click Add 2. Define the Creditor 3. Click Insert Row 4. Select one unit canon printer. Click on Save (F7)

200 Chapter 30 Purchases Reports 30-1 Chapter Add A Purchases Order and A Goods Received Note On the main screen, click to add and save a Purchases Order with 4 units of Canon Printer. On the main screen, click to add and save a Goods Received Note, Transfer From Purchases Order by Item (with 1 unit of canon printer).

201 Chapter 30 Purchases Reports Outstanding Purchases Order Report Go to BillingOutstanding Purchases Order Report Click Preview (F5) To exit, press Esc, and click Exit (F2).

202 Chapter 30 Purchases Reports Outstanding Goods Received Note Report Go to BillingOutstanding Goods Received Note Report Click Preview (F5) To exit, press Esc, and click Exit (F2).

203 4. Purchases Analysis Report Chapter 30 Purchases Reports 30-4 Go to BillingAnalysis ReportsPurchases Analysis Report Click Preview (F5) To exit, press Esc, and click Exit (F2).

204 Chapter 30 Purchases Reports Monthly Purchases Analysis Report Go to BillingAnalysis ReportsMonthly Purchases Analysis Report Click Preview (F5) To exit, press Esc, and click Exit (F2).

205 6. Purchases Order Register Chapter 30 Purchases Reports 30-6 Go to BillingRegister ReportsPurchases Order Register Click Preview (F5) To exit, press Esc, and click Exit (F2). (You may also view other register reports.)

206 7. Purchases Order Listing Report Chapter 30 Purchases Reports 30-7 Go to BillingListing ReportsPurchases Order Listing Click Preview (F5) To exit, press Esc, and click Exit (F2). (You may also view other listing reports.)

207 Stock Module

208 Chapter 31 Stock Take 31-1 Chapter Access to Stock Take. Click the icons of 4. Stock and Stock Take on the main menu screen. (OR go to StockStock Take)

209 Chapter 31 Stock Take Stock Take Process 1. Click Add 2. Click Load Stock, OK. 4. Click Save 5. Click Print 3. The stock with system quantity is displayed. 7. Click Preview 6. Select report type: Stocktake Sheet. (Alternatively, you may select stocktake sheet without book quantity.)

210 Chapter 31 Stock Take 31-3 After taken the actual quantity, go to 4. Stock and Stock Take on the main menu screen. (OR go to StockStock Take) 1. Click Edit 4. Click Save 2. Key in Actual Qty 3. Variance will appear, and need adjustment

211 Chapter 32 Stock Adjustment 32-1 Chapter Access to Stock Adjustment. Click the icons of 4. Stock and Stock Adjustment on the main menu screen. (OR go to StockStock Adjustment)

212 Chapter 32 Stock Adjustment Stock Adjustment Process 1. Click Add 2. Click Load From Stocktake, OK. 4. Click Save 5. Click Print, Preview 3. The adjustment quantity is displayed.

213 Chapter 32 Stock Adjustment 32-3

214 Chapter 33 Stock Transfer 33-1 Chapter Access to Stock Transfer. Click the icons of 4. Stock and Stock Transfer on the main menu screen. (OR go to StockStock Transfer)

215 Chapter 33 Stock Transfer Stock Transfer Process 4. Click Save 5. Click Print, Preview 1. Click Add 2. Transfer can be from one Location/Department to another Click Load From Stocktake, OK. 3. Key in the item being transferred.

216 Chapter 33 Stock Transfer 33-3

217 Chapter 34 Stock Reports 34-1 Chapter Stock Reorder Advice Report. Before all, let s change the Reorder Level Quantity. Go to StockStock/Service Item 2. Click Edit 4. Click Save 1. Highlight to select item 3. Change the Reorder Level to 30

218 Chapter 34 Stock Reports Click Edit 4. Click Save 1. Highlight to select item 3. Change the Reorder Level to 30 Click the icons of 4. Stock and Stock Reorder Advice Report on the main menu screen. (OR go to StockStock Reorder Advice Report) Click Preview

219 Chapter 34 Stock Reports Stock Aging Report Click the icons of 4. Stock and Stock Aging Report on the main menu screen. (OR go to StockStock Aging Report), Preview.

220 Chapter 34 Stock Reports Stock Movement Report Click the icons of 4. Stock and Stock Movement Report on the main menu screen. (OR go to StockStock Movement Report), Preview.

221 Chapter 34 Stock Reports Stock Ledger Report Go to StockStock Ledger Report, Preview.

222 Chapter 34 Stock Reports Stock Month End Balance Report Go to StockStock Month End Balance Report, Preview.

223 Chapter 35 Costing Method 35-1 Chapter Costing Method. Go to StockStock Options Fixed Cost the cost value is fixed according to Stock/Service Item maintenance. Weighted Average Cost the cost will be averaged each time a purchases took place. The average of total value and quantity. This is default costing method. First In First Out the earliest bought in stock will be issued out first. Last In First Out the latest bought in stock will be issued out first. Last Purchase Price The latest purchase price will be the cost. 2. Checking Stock Value Go to StockStock Value Ledger Report, Preview

224 Chapter 35 Costing Method 35-2 Go to InquiryStock Value Inquiry 1. Select stock item 2. Click Inquiry 3. Double click on any row, to drill down to transaction

225 Others

226 Chapter 36 Inquiry 36-1 Chapter Account Inquiry Go to InquiryAccount Inquiry 1. Select account 2. Click Inquiry 3. Double click on any row, to drill down to transaction 2. Trial Balance Inquiry Go to InquiryTrial Balance Inquiry

227 Chapter 36 Inquiry Select criteria 2. Click Inquiry 3. Double click on any row, to drill down to transaction 3. Stock Inquiry Go to InquiryStock Inquiry 1. Select criteria 2. Click Inquiry 3. Double click on any row, to drill down to transaction

228 Chapter 36 Inquiry Audit Trail Report Inquiry Go to InquiryAudit Trail Report Inquiry 1. Select criteria 2. Click Inquiry 3. audit trail displays

229 Chapter 37 Toolbar Setting 37-1 Chapter 37 Right click on menu bar, select Customize Uncheck the checkboxes will remove the toolbars.

230 Chapter 37 Toolbar Setting 37-2 This is to restore the default setting This is to save the setting.

231 Chapter 38 Search 38-1 Chapter Text Search Type any letter to launch Quick Search Quick Search Advance Search 2. Quick Search The text filtering from left to right.

232 Chapter 38 Search Advance Search The text filtering from left to right OR middle.. Can Search by related field (column). Advance Filter is available for experienced user. Can drag and drop any column header and rearrange the position. Ctrl + S = save the setting. Ctrl + D = default setting.

233 Chapter 39 Tools 39-1 Chapter Calculator Go to ToolsCalculator 2. Database Maintenance Go to ToolsDatabase Maintenance

234 Chapter 39 Tools 39-2 To check if the database is corrupted, To speed up the process. To repair corrupted database. 3. To Do List Go to ToolsTo Do List Highlight a date and time, click Add

235 Set your event/meeting with reminder. Chapter 39 Tools 39-3

236 Chapter 40 Backup 40-1 Chapter Backup Account Book Go to FileBackup Account Book 2. Click on Backup 1. Click on the ellipsis to assign file name and the path. Backup completed, click OK

237 Chapter 40 Backup Schedule Backup Go to ToolsSchedule Backup 1. Activate the schedule 2. Select daily, weekly or monthly 3. Select day/time 4. Define target folder to store the backup file.

238 Chapter 41 Create User 41-1 Chapter System User Group Go to FileSystem User Group By default system has generated 2 user groups, Sales Team and Admin. You may add user groups with different accessibility control. Block: means not allow to access. Ask Approval: means not allowed to edit, will be prompted for needing Supervisor s Password. Supervisor: means authorised with supervisor s right.

239 Chapter 41 Create User System User Go to FileSystem User Default user: Administrator This page to set access right Copy the setting from another user, or import from another database. This is to set default document number format for this user.

240 Chapter 41 Create User Log on / Log out Go to FileLog on Click Yes to log out current user. And Log on as another user. 4. Valid Posting Period Go to FileValid Posting Period Global level is for the whole company blank means no control. User level is to allow individual users to access the database other than the global level valid period. Accept means activate, can be used to control temporary access. Blank means follow global level

241 Chapter 42 Report Design 42-1 Chapter Open A Report Designer Go to BillingSales Invoice 2. Click Print 1. Select a bill 3. Click Design 4. Click Edit

242 Chapter 42 Report Design To Display Company Details 3. Click here and look for company profile details 1. Click DBText (single line field) DBMemo (multi line field) 2. Click here once 4. Repeat until you got all the lines

243 Chapter 42 Report Design Click on Preview to and adjust accordingly 6. Assign font type and size 5. Align the fields accordingly. 8. Click on Image and right click to browse for picture 3. Add A Label 1. Click Label 3. Type your label here 2. Click here once 4. Add A Memo 1. Click Memo 2. Click here once. Right click, select Line to type the memo

244 Chapter 42 Report Design Add A Rich Text 1. Click Rich Text 2. Click here once. Right click, select Edit to type the text 6. Add A System Variable 1. Click System Variable 3. Select variable 2. Click here once. 7. Add A Column in Details 1. Add a label in Group Header

245 Chapter 42 Report Design Click SubReport1 3. Add a DBText. (Right click and select supress repeated values) 8. Save The Format Click on FileSave As