Fact is Fully computerized financial business accounting software. it is develop by Vedica Software Pvt. Ltd. in Culcatta.

Transcription

1 Fact is Fully computerized financial business accounting software. it is develop by Vedica Software Pvt. Ltd. in Culcatta. Fact Accounting for Windows User Guide Key Features FACT Accounting for Windows provides you a huge number of facilities to make Data Entry and Analysis easier than ever. Online Update No Validation Routine needs to be run. No Update required. Nor do you need to do Postings manually. Validations are carried out at the time of data entry itself. And, all Updates and Postings are carried out instantaneously as soon as you enter the Document. No Duplicate Entries There are no duplications at all. When you enter a Sale invoice, the Accounts Receivable, Inventory and General Ledger are all, automatically, updated, right through to the Profit & Loss and Balance Sheet. Real-time Computing Power FACT Accounting for Windows brings to you Real Time Computing Power. You can print all your Source Documents (like, Vouchers, Purchase Orders, Delivery Orders, Invoices, Receipts, to name a few) online. Your Accounts will never be backlogged now. Great Speed FACT Accounting for Windows is the fastest Online and integrated Business Accounting Software of its class available currently both at the data entry as well as at the Report level. Multi-Currency FACT Accounting for Windows allows you to transact in any Currency that you wish. All Foreign Currency transactions are posted in the Home Currency as well. Exchange Gain/Loss is computed at the time of the entry, and automatically posted to the General Ledger without any extra work.

2 Reports The Reports answer all your accounting needs, and more. Virtually all the Reports are available on screen and on printer. Reports are available in both Graphics and Text modes. 24-Month Accounting Period This allows you the flexibility of carrying on with the next year's work uninterrupted till you run the automatic Year End process. All the data for the 24 months are kept live. History of Transactions You may make query on any transaction (Vouchers, Purchase Orders, Delivery Orders, Invoices, Receipts, Debit Notes etc.) on Screen or on Printer for the transactions of the entire year. It will show you all the relevant information. You may consolidate the Trial Balance, Profit & Loss Account and Balance Sheets of your subsidiaries and, joint Venture and group Companies, based on the percentage of equity holding and conversion of the Foreign Currency to Home Currency. Multi-User Version Document Class You may classify each document with a Document Class. The Document Class may be used to classify Vouchers, Purchase Orders, Delivery Orders, Invoices, and Receipts for the different Cost Centers, Divisions, Departments, or Employees in your Company. This helps in reporting. Multiple Bank Accounts You may maintain up to 999 Bank Books in FACT Accounting for Windows. A separate Bank Book is generated for each Bank Account. Multiple Warehouses You may maintain Stocks at multiple Warehouses using Document Class. The Warehousewise Stock Valuation and Warehouse-wise Stock Position Reports are available on Screen and on Printer. Consolidation of Accounts

3 If you have bought the Single User version of FACT Accounting for Windows, you may trade it in for the Multi User version at an upgrade charge at a later date. It protects your initial investment by ensuring that your software will be supported as you grow. Multi-Company Support You may maintain the accounts of multiple companies on a single copy of FACT. Data Import You may have FACT Accounting for Windows installed at the Branch Offices as well as the Head Office, where data need to be updated regularly. FACT allows you to import data from one installation to the other. You may, even, import data contained in your previous Accounting software. Document Designer The Designer allows you to custom design all your Source Documents. Templates Templates allow you to pre-define the contents of Documents that are repetitive in nature, and save them for future use, e.g. Salary Vouchers, Monthly Rent Vouchers and several others. Auto Numbering Using Auto Document Numbering, you may set up all your Source Documents to be numbered automatically. You may define more than one numbering scheme for each Document. Powerful Fraud Detection System Two new features help detect fraud in your Company, and provide you with detailed analysis of your Payments and Receipts: With the help of a very powerful Management Information tool, you can, now, track the Payments/Receipts above a certain amount readily. There is another extremely powerful utility that allows you to obtain details of all your Payment & Receipt made through a particular Entity-supplier, Employee, Contractor, to name a few.

4 Updates and Upgrades FACT accounting for windows is regularly updated and upgraded as per the need of current market trends. This is informed to the users through the local dealers. Revolutionary Intellective Technology The new Intellective Technology drastically reduces the amount of typing that you are required to perform while working within the Entry modules pertaining to One Db/Cr or Many Db/Cr Vouchers. System Requirements Following are the System Requirements that FACT Accounting for Windows needs for successful installation and optimum functioning on your PC: Processor - Intel Pentium II or higher RAM - 32 MB (Recommended 64 MB) Hard Disk MB of free Disk Space Display - VGA with 800 by 600 pixels Operating System- Windows 9x, Windows NT 4.0, or higher with Service Pack 6A, or Win 2000 Setup types while Installing FACT Accounting for Windows Evaluation Copy Choose the Evaluation Copy Setup type, if you would be accessing FACT from only one computer. You do not need any hardware key to run FACT in this mode. Single User Choose the Single User Setup type, if you would be accessing FACT from only one computer. You would also need to have a Single User hardware key to run FACT in this mode. Windows NT Choose the Windows NT Setup type, if you are installing FACT on a Windows NT Server & would be accessing it from multiple network nodes. You would also need to have a Multi User Hardware Key to run FACT in this mode.

5 Novell Netware Choose the Novell Netware Setup type, if you are installing FACT on a Novell NetWare Server and would be accessing it from Network Nodes. You need to have a Multi User hardware key to run FACT in this mode. Windows 9x Peer to Peer If you are installing FACT on a Windows peer-to-peer network, choose the Windows Setup type. Creating User accounts and assigning a Password for each Overview If at least one user is connected to FACT architecture, then he must be the MANAGER of the System who manages the entire System. But if the accounting task requires the involvement and co-ordination of a large number of personnel, it is necessary that every person, who is engaged in this task, should be able to access FACT Accounting for Windows. Therefore, for maintaining security and confidentiality of data, the extent to which every user (i.e., every employee of your Company) can access the various modules may be controlled. This can be done by assigning specific Rights to the different users and also by placing each of them under specific Security Group. Steps - Click on Account - Preferences - User Maintenance - Click on Add - - User Name Enter the name (max: 10 characters) of the user. This name should be a unique identifier for the concerned user. Security Group Enter the name of the Security Rights Group to which the user (account being created) would belong. Password Enter a unique Password for the user. You may also opt to leave this textbox blank, if you do not wish to assign a definite a Password for the respective user. Days Users may be granted permission to add, modify, or delete the backdated Documents. Enter the number of days of backdated access that the user is to be permitted. The number of days of backdated access is always counted from the currently logged in date for the user.

6 Allow Post Dated Entry Users may be granted permission to add, modify, or delete the postdated Documents. Keeping this in mind, you may mark this check box, if the user is permitted postdated access. Allow Modification of Sale D/Os This option allows a user to modify a Sale Delivery Order created by another user. In order that the user may be able to do so, this check box needs to be marked. Language This drop down list provides the choice of the language that the user likes to use while working with FACT. After you finish making entries into these Controls, choose the Save button. To exit from the User Maintenance dialog, choose the Cancel button. Defining your System Controls Overview You need to specify some fundamental information about your Account so that FACT can proceed with bookkeeping, and then, with generating all the Reports for you accurately. However, you may not have all the relevant information in hand when you are installing a new Account. It may, also, happen that you may wish to change certain mappings at a later date. But, once you have created all the General Ledger Accounts, you should enter all Master Control General Ledger accounts through this module. AUTOMATIC POSTINGS will be made in these Master Control Accounts when you enter Documents pertaining to Sales, Purchases & Inventory. Steps - Click on Account - Preferences - System Controls Date and Code Types Starting Date Enter the first day of the Accounting Period. Ending Date Enter the last Day of the Accounting Period. Install Date Enter the day from which you are starting the computerization. In most cases, it is the Starting Date.

7 No Codes Mode FACT Accounting for Windows does not support the No Codes Mode. Therefore, by default, this drop down list will display No, and you will not be able to change the same. Account Code type Select Alpha for alphanumeric coding, else select Numeric if you wish to implement numeric coding. Remember that, you can change from Numeric to Alphanumeric, not the other way around. You should select Numeric unless you are using alphabets in your codes and do not wish to change. Customer / Vendor code type Choose Alpha for alphanumeric, Numeric for numeric coding. You can change from Numeric to Alphanumeric, but not the other way around. PL and Cash Book Profit & Loss A/c Select the General Ledger Account (Balance Sheet), which is the Retained Earnings A/c or Profit & Loss Account. This is the Account in which the Profit/Loss will be displayed when you generate a Balance Sheet. Cash Book Number Use the [F1] key for a list of the existing Cash Books, created through the Masters / Chart of Accounts option, and then, select the one that you wish to use as your main Cash Book. Contra A/c Select the General Ledger Account (Balance Sheet), which has been defined as the Contra Account. Realized Gain/Loss Account Select the General Ledger Account (i.e., the Profit & Loss Account), where based on the daily Foreign Currency Buying or Selling Rates, FACT may calculate the gain/loss, and display the net gain/loss. Unrealized Gain/Loss Account (Banks) Select the General Ledger Account (i.e., the Profit & Loss Account) for obtaining the difference in actual postings made to the Foreign Currency banks and postings that would have been made, if the re-valued rate is applied to all the Foreign Currency transactions. Bank Balance Below Minimum This is a drop down list. It provides you necessary options to have better control over your Balances in the Bank. Using this option, you can stop issuing Payment Vouchers through Entry/ Voucher for that Bank for which the fund falls below the buffer level. Block does not allow you to select the Bank during the Voucher entry

8 (through Bank), whose fund falls below minimum level. Warn displays a warning message during entry and Ignore does not put any check on Bank Minimum Level and allows you to go ahead irrespective of whatever position the fund of the Bank is in. New method for Exchange Gain/Loss This is a drop down list as well. Select Yes, if you want FACT to calculate the Gain/Loss while entering a Receipt / Payment in a Foreign Currency Bank and adjusting Documents, like Invoice, with the same Currency as that of the Foreign Currency Bank. Otherwise, select No. Stock Opening Stock Account (Profit & Loss) Select the General Ledger Account (i.e., the Profit & Loss Account) that has been defined as Opening Stock. Closing Stock Account (Profit & Loss) Select the General Ledger Account (i.e., the Profit & Loss Account) that has been defined as Closing Stock. Closing Stock Account (Balance Sheet) Select the General Ledger Account (i.e., the Balance Sheet) that has been defined as Stock in Hand. Stock Below Minimum Specify whether you want the System to check the Stock and provide appropriate message when the Stock goes below minimum level. And also select whether you want a message while entering data when the stock is below the level. These are Warn, Block and Ignore\. Sales Trade Debtors A/c (Master Control) Select the General Ledger Account (i.e., the Balance Sheet) that has been defined as the Master Control Account for Trade Debtors/Sundry Debtors. Sales A/c (Master Control) Select the General Ledger Account (i.e., the Profit & Loss Account) that has been defined as the Master Control Account for Sales. Sales Return A/c (Master Control) Enter the Code of the General Ledger Account (Profit & Loss Account) that has been defined as the Master Control Account for Sales Returns. Sales A/c (Unbilled Delivery Orders) While generating your Trial Balance, Profit and Loss or Balance Sheet Statement, FACT posts the total value of all uninvoiced Sale Delivery Orders to this Account.

9 Trade Debtors A/c (Unbilled Delivery Orders) While generating your Trial Balance, Profit and Loss or Balance Sheet Statement, FACT posts the total value of all uninvoiced Sale Delivery Orders to this Account. Trade Debtors A/c (Unrealized Gain/Loss) FACT allows you to re-value all your open Foreign Currency Documents of Customers. Unrealized Gain/Loss A/c (A/R) FACT allows you to re-value all your open Foreign Currency Documents of Customers. Invoice Terms You may be charging Excise, Special Excise, GST/VAT/ST, Freight, or Handling Fees in addition to the basic rate of the goods sold or reducing Discount. Similarly, you must be paying the above extras when you Purchase goods. Using different fields within this module, you can keep track of all these sundry items on the Invoices. It defines the Terms in a systematic manner. Number Enter the sequence in which the Term appears when the Invoice is entered. You may enter up to 15 Terms. Description Enter the Description of the Term (e.g., Excise, Sales Tax, or Discount). Ledger Code Enter the Code of the General Ledger Account to which the amounts of this term should be posted. Sign This is a drop down list. Select + to add the amount of the Term being defined to the Bill amount, while specify -, if you wish to subtract the amount. Category This, too, is a drop down list. You can either select Sales Tax or None. Allow Vat Select Yes if Value Added Tax (VAT) is applicable. Include in Profitability It allows you to calculate the profitability only on the basic amount, ignoring the Billing or Invoice Terms. Excise Included in MRP Select Yes, if you would like to include Excise in the Maximum Retail Price (MRP). Else, select No.

10 Formula Enter the Term Numbers on which the Term being defined is to be calculated. Suppress Select Yes, if you do not wish to display the Bill Terms with zero amounts in your Reports. If you opt for No, then the Bill Terms with zero amounts will be displayed in your Reports. Purchases Trade Creditors A/c (Master Control) Select the General Ledger Account (i.e., the Balance Sheet) that has been defined as the Master Control Account for Trade Debtors/Sundry Creditors. Purchases A/c (Master Control) Select the Master Control General Ledger Account (i.e., the Profit & Loss Account) defined for Purchases. Purchase Return A/c (Master Control) Select the Master Control Purchase Return A/c (i.e., the Profit & Loss Account). FACT will post all the Purchase Returns to this A/c. Purchase A/c (Unbilled Delivery Orders) While generating your Trial Balance, Profit and Loss, or Balance Sheet Statement, FACT posts the total value of all Uninvoiced Purchase Delivery Orders to this Account. You need to select a General Ledger Account (a Profit & Loss item) that would hold this value. Trade Creditors A/c (Unbilled Delivery Ords.) While generating your Trial Balance, Profit and Loss or Balance Sheet Statement, FACT posts the total value of all Uninvoiced Purchase Delivery Orders to this Account. You need to select a General Ledger Account (a Balance Sheet item) that would hold this value. Trade Creditors A/c (Unrealized gain/loss) FACT allows you to re-value all your open Foreign Currency Documents of the Vendors. The General Ledger Account, mapped here (a Balance Sheet item), will show the difference in value of these Documents, taking into consideration the Exchange rate as on the date of the transaction and the current Exchange rate. Unrealized Gain/Loss (A/P) FACT allows you to re-value all the open Foreign Currency Documents of your Vendors. The General Ledger Account, mapped here (A Profit & Loss item) will show the difference in value of these documents, taking into consideration the Exchange rate as on the date of the transaction and the current Exchange Rate.

11 Invoice Terms Choose the button adjacent to the field and define the Invoice Terms like in the Purchase Invoice Terms. Miscellaneous Activate Audit Trail Select Yes to activate the Audit Trail. FACT will keep a log of all modifications and deletions made. Activate Autocomplete Select Yes to activate the Autocomplete feature in the One Db/Cr and Many Db/Cr modules. FACT will prompt you with matching previous entries as you key in information against the Paid To / Recd From and Narration fields in the Voucher Entry modules. Else, select the No option. Product Discount as This is a drop down list. Select Percentage or value depending on how you wish to enter discount under the diff column of Sale/Purchase Orders, Delivery Orders and Invoices. Customer Credit Control Every Customer has a credit limit defined in Customer Master. Select the warn, block or ignore options depending on how you want to define the credit limit to a customer. Currency Each Company (i.e., Account) can be maintained in a different Home Currency. Choose the ellipsis button adjacent to the Currency field to define a new Currency through the Currency window. Sales Tax Codes Choose the ellipsis button adjacent to this field to enter all the different GST/VAT/ST Rates that are applicable to you for selecting the applicable Rate when you enter the Sale / Purchase Invoice - for both Central and State Sales Tax. Code Enter a one-character Code - Numeric or Alphanumeric. Description Enter the description of this Sales Tax Rate within 15 characters. Sales/Purchase/Both This is a drop down list. Select Sales, if this rate of GST/VAT/ST is applicable on Sales Invoices only. Select Purchase, if this rate of GST/VAT/ST is applicable on Purchase Invoices only. Select Both, if this rate of GST/VAT/ST is applicable on both Sales & Purchase Invoices.

12 Percentage Enter the rate at which GST/VAT/ST is to be charged. Exempt This option is available only if Percentage is specified as zero (0). Select Yes, if this rate of Tax is to be treated as exempted. Otherwise, select No. Include in Stock Valuation Select Yes, if the GST/VAT/ST amount is to be included in Stock Valuation. Otherwise, select No. Account Enter the Code of the General Ledger Account to which the posting of this Rate should be made. State/Central Enter Yes for State Sales Tax and No for Central. Form Required Select Yes, if a Concessional Form is required against this rate of Tax. Else, select No. Type This option is available only if you answered Yes to the drop down list named Form Required above. Enter the type of the Concessional Form required. Register Title Enter the Register Title. This will be printed as the Header for this rate of Tax in the Tax Register. Reports Printing FACT Reports have been tailor-made to cater to the needs of Users. Using the Reports Printing option, you can specify the Mode in which you wish to generate the Reports. Select the appropriate radio button Text Mode or Graphics Mode. Reports - generated in the Text Mode - are typically extracted through Dot-Matrix Printers. The type of Output can be of the following three types: - Print Preview, whereby you will be able to view the Report on your screen - Printer, whereby you will be able to direct the output to the Printer - Disk File, whereby you will be able to direct the output to a File on your Local Disk Reports generated in the Graphics Mode are typically extracted through Laser Jet Printers. If you wish to generate Reports from FACT in your native Windows environment, and export the output to other file formats, viz. MS Excel or MS Word for further analysis and presentations, then you should always opt for the Graphics Mode of Reports Printing. No Extra Entry, No Error, and certainly, Huge Time Savings!!

13 Setting System Configuration Overview What type of Network would you prefer for your FACT Installation? How do you want dates to appear - as day/month/year or month/day/year? Do you wish to record any entry, made in the System, to the Hard Disk immediately after the entry is made? These must be some of the questions that you ask to yourself as you proceed to define your Account in FACT. Well, you are justified from your standpoint. These questions are definitely pertinent. And, FACT responds to these queries through the Account / System / Configuration option. In a nutshell, you can set certain parameters globally through this option. Steps - Click on Account - System - Configuration Activate Flush This offers you two options Yes and No. Select Yes, if you wish FACT to record (i.e., write) all entries additions, modifications, or deletions - to the Hard Disk of your computer immediately after the entry has been made. Date/Time in Report Choose Yes to print the Date and Time in all the Reports directed to the Printer. This will help you in knowing the time when a particular Report was actually generated. Date Format Select the format of dates followed in your country. Language This is a drop down list. Select the language you want to use in the software. Network Type You may use this option to change the Network Type for your FACT installation. But remember that, this depends on whether FACT software licensed to you is a Single User version or a Multi User version. Number Formats Define the format in which you wish to print the currencies. Select an available format, and place the commas and the decimal point according to your requirement. This format will be used on Receipt / Payment Vouchers and on the Reports. Choose the Save button at the bottom of the dialog box once you complete making all the entries.

14 Installing a new Account Overview The foremost essential requisite to work with FACT is an Account. You can install as many Accounts as you like through the Account Module. The accounting data for your Company is stored under a directory. This is automatically created while the Company is defined. Creating a Company/ Account Select Account Select new (incase of Install) Select Open We can find creation screen Initial of three letter DATA DISK/DRIVE Type name of Company, Address, Short name, Income tax no. Install AR/AP (Type yea is we wish to install AR/AP & Inventory. Install Sample Date: Select none Then Save (Alt+S) PREFERENCE Select Account Select Preference Select System control (a) Account Code Type Select Alpha or Numeric (b) Customer vendor code type Select Alpha & Numeric Save Close OPENING A COMPANY Select Account Select Open Select the Company (Press Enter) User - Type user name (Manager) (Press Enter)

15 O.K. MODIFY A COMPANY Select Account Select Modify Type initial or we can select from the list (F1) After modifying select Save DELETING A COMPANY It is actually not equal to throwing a company out of the system but it is rather throwing a company from the list. If we really required to delete, we can delete by window system. Select Account Select Delete Select the Company Then O.K. RESTORATION Select Account Select New Type delete initial of Company Type the name of Company Save it Initials Enter (meaningful) Initials within three characters for the Account you are installing. This is the unique identifier by which the Account will be referred by the System during any time when the Account is accessed. Data Disk Drive Enter the Disk Drive, where you wish to store the data related to the Account being installed. You can use either the Local Hard Disk Drive on your PC / Network Node, or any Network Drive for this purpose. Name of the Account Enter the name of the Account being installed. Address Enter the address of your Account in detail. The address will be printed on every Report of your Account.

16 Short Name Enter the short name for the Account. This can be a maximum of 15 characters in length. The Short Name is printed in the Merged (or Consolidated) Profit & Loss Statement and the Balance Sheet, where space constraints do not allow the entire name of the Account to be printed. Income Tax Number Enter the Income Tax File Number of the Account in 2 lines of 20 characters each. Install AR/AP This is a drop down list. Select Yes, if you wish to install the Accounts Receivable and Accounts Payable and Inventory modules, too. If you wish to use only the General Ledger, select the No option. Install Sample Data This is a drop down list. You may, now, install sample Masters to help you to get started. Choose the sample template from the available options. Choose the Save button to store the defined Settings. Specifying the text of your Report Footer Overview The Reports in FACT answer all your accounting needs. And, the System provides you with tools that are required to design your Reports in the manner in which you wish to. Steps - Click on Account - Preferences - Report Footer Report Footer Enter the text of the Footer in a maximum of 80 characters. Print Enter Yes to print the Footer on the last line of each Report and No to suppress printing. Click the Save button to store your Settings. Stipulating the Active Date Range Overview Data Security is of paramount importance in any computerized Financial System. You can specify date range only if you have logged on to the System as MANAGER. Once the Range has been set, no entries are allowed to be appended/modified/deleted outside this Date Range. The Date Range may be changed as and when you feel the necessity of doing so. Steps - Click on Account - Preferences - Active date Range From Date Enter the Start Date of the Active Date Range.

17 To Date Enter the End Date for the Active date Range. Choose the Save button to store your Settings. Stating your choice on printing of Documents Overview This topic is all about the various options that FACT provides you to handle the Printers while working within the Software. Using the Account - Printer - Selection option, you can select the Printer for generating FACT outputs. You may define a maximum of five Printers and select any one of them while working within FACT. Steps - Click on Account - Preferences - Document Printing Use Online Printing Turn on this check box to set the Online option to print Documents as soon as you enter them. Document Type The said dialog displays the names of the different types of Source Documents that you are required to handle while working with an Account. Use Document Writer and Use Program Against each of the Document types, there are two radio buttons. One is captioned Use Document Writer, while the other bears the name Use Program. In case, you select Use Program, you are required to specify the name of the Program that you wish to use for the respective Document type. Design / Program Name This is a drop down list. Select the name of the Design (if you have selected Use Document Writer) to be adopted or the name of the Program (if you have selected Use Program) to be used. Defaults Choose this button to restore all the default Document Printing Settings available with the Package. Choose the Save button to save the changes and choose the Close button to return to the main menu. Account / Printer / Selection For proper representation of your Reports generated in FACT Accounting for Windows, you need to select the appropriate Printer. The following fields would appear in the Account - Printer - Selection dialog box:

18 Account / Printer / Driver Maintenance - Click on Account - Printer - Driver Maintenance It shows you a list of the existing Printer Drivers supplied with FACT. You may select the one you wish to use. Choose the Insert button to create a new Driver. You will, then, be prompted to provide the Escape Sequences. It is imperative to take help of the Printer Manual to view the correct Escape Sequences. Defining your Document Numbering scheme Overview FACT offers you an extremely cogent Document Numbering scheme. In simple terms, Document Numbering means assigning of numbers (automatically) to Documents being entered into FACT Accounting for Windows. In practice, this task is much more complex than it looks. Consider the following instances: Case I The Invoice Number, followed in your business, has a character suffix and prefix, and only the numeric portion of the body is incremented. Case II You follow different Serial Numbers for different category of Invoices depending upon the Products that are being sold. Case III Each of your Salesperson has his own number range. In this manner, it is possible to locate the person responsible for the sale by just looking at the number. Case IV Voucher Numbers have different numbers (Serials) in a certain Period (say, month). Steps - Click on Account - Preferences - Document Numbering Show Sorted By Select the way in which you wish to have the screen display sorted. The sorting can occur based on the name of the Documents or on the name of the users. All you need to do here is to select the appropriate radio button, i.e., either Document Name or User Name. - Add button at the top of Account Preferences - Document Numbering dialog to invoke the Account Preferences - Document Numbering Add window.

19 Document Select the name of the Document from the drop down list. User Select the user for whom the scheme is to be applicable. In case the scheme is to be applicable for all the users, select the Default option. Category Select the Category for which the scheme is to be applicable. If you have not defined any Category, then select the Default option. Mode Select any of the three radio buttons out of Manual - Numeric, Manual - Alphanumeric and Automatic. Depending upon this selection, FACT Accounting for Windows will either allow you to enter the Document Number or generate it itself. Length Prefix Enter the constant prefix to be used for Documents entered under this scheme. Even in Manual mode, FACT will show you this prefix. Suffix Enter the constant suffix to be used for Documents entered under this scheme. Even in Manual mode, FACT will show you this suffix. As you enter the prefix and suffix, take care to ensure that they are unique and that their individual lengths do not exceed the total of their individual lengths as displayed in the textbox captioned Total Length Available. Fill Body Length The total length less the length of the prefix & suffix is the maximum length of the number that can be entered by you. However, you may like to reduce this to shorten your entire number length for the purpose of printing. Total Length Available This is only a display field and cannot be edited by you. Numeric Left Fill For Manual - Numeric and Automatic Modes, it is possible to left-fill the number (body portion only). Specify whether you want to left-fill the number generated/entered by marking the check box captioned Numeric Left Fill. Fill Character This textbox is disabled if the check box captioned Numeric Left Fill has been marked. The character entered here is used to leftfill the number generated/ entered. By default it is zero (0), but you can make it anything you want.

20 Applicability Details Start Date and End Date These designate the Period within which the Document Numbering scheme being defined will be valid. Start Number, End Number, and Current Number Each of the above options represents an individual Control. These options are available for Manual - Numeric and the Automatic Modes. Entries made against Start Number and End Number govern the range within which the Document Number can be generated/ entered. The Current Number field is only used in the Automatic Mode only. This Number will be the first Number generated. FACT will increment this Number for every new Document created. Choose the Save button at the bottom of the Account Preferences - Document Numbering Add window to store your settings. Finally, click the Close button at the top to return to the main menu. Concepts - General Ledger Accounts After an Account is installed, the first thing you need to do is to set up the Chart of Accounts. Before you proceed doing so, what you need is to make a list of your General Ledger Accounts. Coding Structure FACT does not have pre-set Codes for Assets, Liabilities, Income & Expenses. You may assign any code to any General Ledger Account. But it is a good practice to broadly club the same type of General Ledger Accounts for easier identification and ease of use. CODING SYSTEM Fact system has two coding system that are useful to make general ledger code & Product code. 1. Alpha/Numeric 2. Numeric Note: 4 digit of coding number should be given CREATING A LEDGER Select Master Select chart of account Select general ledger

21 (Creation box will be appear) Select Add Type General ledger Code For Eg. E001, I001 Description: Name of Ledger Select Profit/Loss Account or Balance Sheet Type Cash/Bank Book Yes It active only in balancesheet Type initial of Bank/Cash Cash or Bank code: Two digit only Minimum Balance: Alternate General ledger (G) code: Save To View General Leger Select Ledger Menu Select listing of Master Select general ledger code O.K. - Essential General Ledger Accounts Certain General Ledger Accounts must be created in order for FACT. These are called Control Accounts. Once they have been created, they have to be defined in System Controls. These General Ledger Accounts and the functionality of the same are as follows. Profit & Loss Account FACT is an Online Package. You may generate the Profit & Loss Account as of any date whenever you please. This is the Retained Earnings A/c and the Profit or Loss up to the date you generate the Profit & Loss Account is calculated and displayed against this General Ledger Account in the Profit & Loss Account. Contra A/c FACT allows you to enter any Cash to Bank (cash deposited into bank) or Bank to Cash (cash withdrawn from bank) or Bank to Bank (funds transfer from one bank A/c to another) in SINGLE Voucher. You enter such a Voucher through the Contra A/c, and FACT, automatically, creates the second Voucher. Realized Gain / Loss Account FACT is a true Multi-currency Accounting Package. As in any multi-currency transaction, exchange Gain/Loss may occur. Based on the daily buying or selling rate, FACT calculates the exchange Gain/Loss for each transaction and the net Gain/Loss is posted to this A/c.

22 Unrealized Gain / Loss Account At the point of generating your Trial Balance, Profit & Loss or Balance Sheet, FACT allows you to revalue the balances in Foreign Currency Banks. The Unrealized Gain / Loss A/c will show the difference in actual postings made for the Ledger Accounts of the Foreign Currency Banks based on currency rate of the transaction date and postings that would have been made if the revaluation rate is applied to all the foreign currency transactions. Bank Balance Below Minimum This A/c imposes a check on the balance in the Banks created in FACT Accounting for Windows. Opening Profit & Loss A/c This A/c is used to post the monthly Opening Stock balances when the Profit & Loss or the Balance Sheet Report is taken with MTD figures. Closing Profit & Loss A/c FACT allows you to value the Closing Stock in hand as of any date while generating the Trial Balance, P&L Account and the Balance Sheet. And it shows you this figure in the Closing Stock on the Income side of the Profit & Loss Account. Closing Balance Sheet A/c When FACT shows the credit balance of the Closing Stock value in the Profit & Loss A/c, it shows the debit value in the Balance Sheet in the Closing BS A/c. This A/c is the same as Stock in Hand or Stock in Trade. Trade Debtors A/c This is the Control A/c in which the Auto Journal for the day's total transactions for the Customers are posted through the Accounts Receivable module. Sales A/c This is the Control A/c in which the Auto Journal for the day's total Sales is posted through the Accounts Receivable module. You may define overriding General Ledger Accounts for sales of different Products to be posted to. Sales Return A/c This is the Control A/c in which the Auto Journal for the day's total Sales Return is posted through the Accounts Receivable module. You may define overriding General Ledger Accounts for Sales Returns of different Products to be posted to. Trade Creditors A/c This is the Control A/c in which the Auto Journal for the day's total transactions for the Vendors are posted through the Accounts Payable module.

23 Purchases A/c This is the Control A/c in which the Auto Journal for the day's total Purchases is posted through the Accounts Payable module. You may define overriding General Ledger Accounts for Purchases of different Products to be posted to. Purchases Return A/c This is the Control A/c in which the Auto Journal for the day's total Purchases Return is posted through the Accounts Payable module. You may define overriding GL Accounts for Purchase Returns of different Products to be posted to. Defining a General Ledger Account Overview While working within FACT, the task that should top your priority list is defining (i.e., setting up) your General Ledger Account. FACT does not require you to follow a pre-determined coding pattern. You may assign any Code to any General Ledger Account. You may follow the a Coding Pattern, like: Contra Account Liabilities Assets Incomes Expenses Cash Book Codes General Ledger Code Enter the General Ledger Code. This can be a maximum of 4 characters in length. The Codes can be numeric or alphanumeric. You can choose the button adjacent to the textbox to obtain a list of the existing General Ledger Codes. Description Enter the title / name of the General Ledger Code. This can be a maximum of 50 characters in length. P & L or Balance Sheet A/c (P/B) This is a drop down list. If the General Ledger Code being defined is a Profit & Loss Account, enter Profit & Loss Account. On the other hand, if it is a Balance Sheet Account, enter Balance Sheet. P & L Group/BS Group Entry made against this field will depend upon your choice in the drop down list captioned PL or Balance Sheet Account. In case, you have already designed out your Profit & Loss Account or Balance Sheet, then enter the Profit & Loss or Balance Sheet Group Code under which this General Ledger Code should be reported. Sub Group If you have made a valid entry against the PL / BS Group field, then you need to make entry into this field as well. Cash/Bank Book Opt for Yes, if it is a Cash/Bank General Ledger.

24 If you have answered Yes, you will have to enter data against the following fields. Currency Enter the Foreign Currency in which the Cash/Bank Book will be maintained. Blank, if it is Local Currency. Cash/Bank Code Enter a Code within one or three digits. This Code is going to be used on all Documents and Reports related to the above Cash/Bank Book. Initial You can give Initials within 4 characters for each of your Books for easier identification. FACT uses these initials for generating the screen Reports, where it is not possible to display complete names. Cash Book Enter Yes, if the Book is a Cash Book. This will ensure that the System does not prompt you for cheque details on Documents. Bank's Minimum Balance This feature keeps you informed about the Overdraft Payments through Banks, or in case of fund position failing below minimum. This way you can have better control over your balances in the Bank. Since you can keep a track of the minimum limit in Bank you can stop issuing payment voucher through Entry / Vouchers for the Bank for which the fund has gone below the buffer level. Alt GL Code Enter a 25-character Alternate General Ledger Code, which may be put to use in situations where you need to use FACT data in other software. Choose the Save button from the bottom of the window to store your settings. Click the Close button to return to the main menu. Note: The Online nature of FACT requires that certain Control General Ledger Codes must be present before you can start entering the day to day transactions. These General Ledger Codes are as follows. In the Balance Sheet Cash in Hand One for each Banks Contra Entry Profit & Loss Account (Retained Earnings) Sundry Debtors (Accounts Receivable) Sundry Creditors (Accounts Payable) Closing Stock (Balance Sheet) In the P & L Statement Opening Stock (PL Account) Closing Stock (PL Account)

25 Cash Sales Credit Sales Sales Return Cash Purchases Credit Purchases Purchase Return One each for Invoice Terms, Discount, Excise, Sales Tax. Although there is no restriction at all in the way you codify your Ledger Codes, it is advisable to keep your assets, liabilities, income and expenses grouped together - for easier identification. You may encounter any of the following situations depending on the Bank Minimum Limit defined and the Current Balance while entering data. The Bank minimum Limit is 0 (Zero) or Blank: When the Bank minimum limit is 0, the System allows you to enter the data. No message will be displayed throughout the entry. For Opening Balance of General Ledger Select Master Select Opening Balance Select General Ledger Plus(+) in Asset side & Minus (-) in Liabilities Save Creation of Salesman or Agent Select Master Select Salesman/Agent Select Add Type Code number Type name of Agent, Address, Postal Codes Commission Percent Save To View Select AR/AP Select Listing of Master Select Salesman/Agent The End