Professional Documents
Culture Documents
User Manual
AutoCount Accounting
Copyright 2006-2009 Auto Count Sdn. Bhd. All rights reserved.
INTRODUCTION
NOTATIONAL CONVENTIONS
This section shows the typographical conventions used in this manual.
Keys
When there is a need to refer to the actual keys on the keyboard, the name of the key will be shown in
small capitals. If the key is not an ordinary letter, it will be shown in angle brackets as shown below:Key
What it means
<ESC>
<ENTER>
<F1>
Text
Texts which are supposed to be enter are shown as underlined. For example, to type the letters C: , this
will be shown as C:.
For information which you have to supply yourself, for example, to change to the directory which the
program is to be installed to, it will be shown as cd\directory name. The bold italics indicate that you
must use your own directory name. If the program is to be installed in the XYZ directory, type in cd\xyz.
Important Notes
This picture indicates that you should take special note and should always read these notes. This notation
is used for tips and notes.
Menu Options
To get into a particular function in the AutoCount system, the menu names will be shown for selection,
which starts from one of the main menus which appear at the top left hand side of the screen. Each option
is separated by | and bold. For example, to view accounts on screen, select View | Account Inquiry.
Caution
This picture refers to special warning whenever a specific instruction or a guide that was explains in the
user manual.
CHAPTER 2
WORKING IN AUTOCOUNT
This section explains AutoCounts working environment such as screen layout and
menu bar.
CHAPTER 3
CHAPTER 4
CHAPTER 5
CHAPTER 6
CHAPTER 7
CHAPTER 8
INQUIRY
This chapter explains the function under Inquiry module.
CHAPTER 9
STOCK
This chapter explains the function under Stock module.
CHAPTER 10
SALES
This chapter explains the function under Sales module.
CHAPTER 11
PURCHASE
This chapter explains the function under Purchase module.
CHAPTER 12
CHAPTER 13
OPTIONAL FEATURE
Guidelines on how to maintain as well as enter transaction related to optional
features in the system such as Multi-currency and Project.
TABLE OF CONTENTS
CHAPTER 1: BEFORE YOU START
Package Contents
System Installation
Starting The Application
Product Registration
1
2
10
12
17
17
21
33
36
38
41
49
49
51
51
55
61
Charts Of Accounts
Account Code Maintenance
Debtor And Creditor Maintenance
Create Stock Group And Item Code
Setup Opening Balance
61
63
70
84
91
101
101
105
107
110
111
113
116
118
123
125
127
129
129
131
134
136
138
CHAPTER 8: INQUIRY
139
Account Inquiry
Stock Inquiry
139
140
CHAPTER 9: STOCK
143
144
145
147
149
151
152
154
155
155
167
170
171
172
173
173
175
176
178
179
General Maintenance
Tools
179
194
Report Designer
195
200
201
202
Change Code
203
204
205
205
206
225
Multi-Currency
Project
Department
Sales Tax
Goods And Service Tax (GST)
225
229
232
234
236
APPENDIX
243
243
244
SYSTEM REQUIREMENTS
Standalone Installation
Component
Operating System
Database
Framework
Processor
Memory
512 MB
Monitor
CD-ROM Drive
Writer
Other
1 Giga Bytes
Printer
Pointing Device
Network Installation
Component
Operating System
Server
Windows XP (Recommended), or
Database
Workstation component of
(Free)
above)
Framework
Processor
Memory
512 MB
Monitor
800x600 resolution
Minimum 10 Mbps
Minimum 10 Mbps
Writer
Local Area Network
Component
Internet
Other
Server
(Recommended 1 Mbps)
(Recommended 1 Mbps)
300 MBytes
Printer
Pointing Device
1 GBytes
DATABASE ENGINE
Software in CD-ROM
User Manual
SYSTEM INSTALLATION
Once you have put the installation CD into your CD-ROM drive, the system will automatically
display a setup screen.
STANDALONE
1.
INSTALLATION
2.
Click on NEXT button to proceed on to the next step of installation. The system will
display the End User License Agreement (EULA). Click on the option: I accept the
terms of the End User License Agreement once you have completed reading the EULA
agreement. Click on NEXT button to proceed on.
3.
The system will display the Installation Wizard setup screen. Click on NEXT button to
proceed on.
4.
The system will display the License Agreement screen. Click on the option: I accept the
license agreement to proceed on. Click on NEXT button to proceed on.
5.
The system will display the User Information screen. Enter the company name under the
Organization field. Click on NEXT button to proceed on.
6.
The system will display the Destination Folder screen. Click on NEXT button to proceed
on.
7.
The system will display the Ready to install the Application screen. Click on NEXT button
to proceed on with the installation process.
8.
The system will display the Updating System screen during the installation process.
9.
NETWORK
1.
INSTALLATION
The system will display the setup up screen as shown below. Select the option: Network
Installation.
Installation process for network is divided into 3 steps:I. Database Server and Client Program Installation.
The installation step for Database Server and Client Program Installation is the same as
standalone installation. Refer to the step by step installation guide for STANDALONE
INSTALLATION.
II. Database Server Installation.
Select this option to install the SQL database at the server. Click NEXT button to
proceed on. Select the SQL Server Installation Type.
Select on either one of the following option for different types of SQL Server
Installation: Install A2006 Instance of MSDE SP3
Choose this option ONLY if you are running in Windows 98 or ME.
Install A2006 Instance of SQL Express SP2
Choose this option if you are running in Windows 2000/XP/VISTA or you want to
have 4GB database size limit.
Install SQLExpress Instance of SQL Express SP2
This installation is the same as the above and the difference is that the installation is
using SQLExpress Instance. This option is for experience users.
For those list of component stated in the left hand side of the screen,
once the installation process screen is completed, you MUST run the
SETUP.EXE to enable the system to detect if there is any more
component use by AutoCount Accounting which was not install.
at the desktop.
The system will ask you to choose a location of Account Book Control File. Account Book Control File
is a file to keep track of all the account books accessed by AutoCount Accounting.
Once you have decided the location of the Account Book Control File, then system will display a First
Time Manage Account Book window, this window is very similar to previous version of First Time
Start.
First Time Start
For first time start AutoCount Accounting in a PC, the system will prompt two options for you to
choose either:
Create Account Book Control File in the default folder in this machine
Choose this option if you are very likely to run AutoCount Accounting as standalone user.
This is the option which was configured in earlier version of AutoCount Accounting. (Note:
Choosing this option, you still can work in a networking environment, however, you must always use
Attach Account Book to access the account book which was restored or created by other users in other
machines.)
10
11
Account Edition
This is purely accounting function which
allows you to do full set of account.
Basic Edition
This edition includes all functionality as in
Account Edition with the addition of
Invoicing and Stock Control functions which
support full and partial transfer.
Pro Edition
This edition includes all functionality as in
Basic Edition with the addition of Landing
Cost, Basic Multi-Location, Multi-UOM,
Consignment, F.O.C Quantity and Scripting.
Premium Edition
This edition includes all functionality as in
Pro Edition with the addition of Advanced
Multi-UOM, Filter by Salesman, Remote
Credit Control, Item Package, Basic Assembly,
Item Batch, Serial Number Control, MultiDimensional Analysis features.
Ultimate Edition
This edition includes all functionality as in
Premium Edition with the addition of Bonus
Point, Multi-Dimensional Price Book, MultiLevel Assembly and Department.
Freely Customized by Modules
You can freely customize your modules in
Tools | Module Setting.
12
PRODUCT REGISTRATION
AutoCount Accounting has 2 types of license control:1.
PRODUCT ID LICENSE
The product id is stated inside the CD Cover.
Select Tools | Product Control|License Control and tick on the option: Control by License
Code. Click on OPEN ACCOUNT BOOK REGISTRATION to register the account book.
For those user having Internet access, select SUBMIT via EMAIL button to submit the
registration code for processing. Otherwise, select SAVE to FILE button to save the license
file and email to lcp@autocountsoft.com
Upon receiving the license file from lcp@autocountsoft.com, return back to this screen and
proceed to Step 10 to insert the license file.
13
2.
Select Tools | Product Control|License Control and tick on the option: Control by
USB Key. The following is the License Control window.
2.
If your license is controlled by USB Key, then you should check on Controlled by
USB Key.
For those Controlled by USB Key, the USB Key should be inserted in the same PC as
the SQL Server installed.
1. For example, if your account books server name is (local)\A2006, it means
the SQL Server is in this PC, so you must insert the USB Key in this PC in
order for it to work.
2. Network example, if your account books server name is SERVER\A2006,
then you must insert the USB Key in this PC called SERVER, and you need
to install another server program called AutoCount Accounting USB Key
Server which is located in your CDs Accounting\USBKey Server\ folder.
(Note: This server program does not support on Windows 98/ME)
1. Once you have installed the AutoCount Accounting USB Key
Server, you will notice there is a tray icon called AutoCount
Accounting USB Key Server Monitor, as shown in the following
image.
3.
2.
14
3.
If you want to change the Port to other value, you must also
change the value in AutoCount Accountings option | General |
Miscellaneous.
4.
15
16
Click on
CUSTOMER
to display the
main page for
customer.
This
section
allows a
list of
report
to be
printed
out.
This section is
the function
under
CUSTOMER
page.
, to create a new
17
The system also allows you to sort the sequence as well as choose only specific function to be display
on the main screen. For example, under Customer main page, you can display icons which are
commonly used.
Menu Bar
Main Page
18
MENU BAR
19
General Maintenance In the General Maintenance menu allows you to setup all the required setting
such as user maintenance (access rights for each user) and currency maintenance before transaction is
being entered into the account book.
Tools Under Tools you can perform task such as backup and restore as well as setup the account book
setting such as financial year.
Windows Under Windows you can switch in between screen or view the list of screen which was
currently still being open.
20
This section allows you to drag and drop the column header at the List
section to perform grouping.
21
22
23
Pay To
Currency Code
Voucher No.
Date
24
and
External Link
Note
25
At the top left hand side for the screen, Copy Voucher, these are the following function available:Copy from Other Cash
Book
26
At the top left hand side for the screen, Edit, these are the following function available:Copy whole document
to Clipboard
Edit MRU
27
To view a specific list of transaction record. Using Cash Book as an example, click on View a Cash
Transaction. The system will display the View Cash Book screen. Enter for example EXCELLENT
TRADING under KEYWORD field for the system to show the list of record for Excellent Trading.
28
29
30
Show
Instant
Info
Click on
Show
Footer
to close
this
section.
The system allows transaction entered in the system to be saved in a temporary folder. For
illustration purpose, Stock Adjustment is used. Select Edit | Save in K.I.V. Folder to save in
temporary folder. To retrieve back this transaction, select Tools | Open K.I.V Folder.
31
The system also has an Auto-Save feature. Once a transaction is entered and is left for 10 seconds on
the screen, the system will perform an auto save and keep it under K.I.V folder. Select Tools | Open
K.I.V Folder to retrieve the transaction. The system allows you to set the number of seconds to
perform the auto-save process under Tools | Current Users Setting under Auto-Save Document
section.
The system will prompt a message indicating that there is There are some
K.I.V documents, do you want to open the K.I.V folder? Select YES
button to open the folder. Otherwise, select NO to close this message.
32
Basic Filter
Filter by Multi-Select
33
Report Options
Other Options
More Options
Select Report | Switch to Advanced View for a full Advance level of report menu
34
To switch back to basic report menu, select Report | Switch to Basic View
Using Sales | Sales Order printing function for illustration. The system allows you to select different
type of reports under Print Sales Order Listing.
35
Action
Insert
F3
F6
F9
F11
F12
Escape
Ctrl+N
Ctrl+Shift+X
Action
Ctrl+Insert
Ctrl+Delete
Ctrl+F
Ctrl+Z
Ctrl+O
Ctrl+T
Ctrl+D
Ctrl+Alt+A
Alt-Shift+Up
Alt+Shift+Down
Alt+Shift+Left
Alt+Shift+Right
Action
Alt-Insert
Alt+Delete
36
Action
F9
Action
Enter
Action
Space
Enter
37
SYSTEM FLOW
GENERAL OVERVIEW
GENERAL
LEDGER
Update Purchases information
ACCOUNTS
RECEIVABLE
(AR)
SALES
Stock value is
update
manually for
every end
period to Stock
Value
STOCK
ACCOUNTS
PAYABLE
(AP)
PURCHASE
38
SALES FLOW
New Quotation
Delivery Return
Receive Deposit
Cash Sales
Credit Note
Receive Payment
New Invoice
PURCHASE FLOW
Request for Quotation
Cancel Purchase
Order
Goods Return
Pay Deposit
Cash Purchase
Pay Bill
39
BANKING FLOW
Receive Deposit
Receive Payment
Pay Deposit
Bank Reconciliation
Pay Bill
40
BACKUP FACILITY
Like most of the computer systems, Backup & Restore facility is crucial to a computer system as
it will help users to keep another copy of their data in a safe place.
It is advisable to backup the account book with at least 5 or 6 diskette once all transaction
entries are entered into the account book. In each set of diskettes, user can label it as follow:
It is also a good practice to make a permanent monthly backup and yearly backup disk for each
month and year.
41
2.
In the Backup Filename field, the system will indicate a default backup file name which is
Company name followed by date time of the file was backup. E.g AUTOCOUNT SAMPLE
DATA backup at 2006-06-05 10-42-38 . The system allows you to overwrite the default name and
indicate your own backup filename.
Click on Browse button to indicate to the system the path and folder which you would like the
system to backup to. By default the system will set to C:\ .
The system allows you to attach a password together with the backup file for extra security.
You must remember the password attached with the backup as the system
will need you to enter the password once you restore the backup file.
Click on Backup To button to backup the file. If there is no password attached with the backup
file, the system will check and prompt a message You have enter a BLANK password. Are you
sure you want to continue? . Click YES to proceed on.
If you would like to go back to the main backup screen to enter the password, select NO.
42
3.
Once the backup process the system will prompt a message Backup completed successfully. Click
on OK button exit from the dialog screen. Click on Close button to exit from Backup screen.
43
2.
In the Backup screen, click on OPTIONS button at the right bottom of the screen.
3.
The system will prompt the Backup Option screen to set the relevant backup folder which has
been created at the server side for Server Backup Directory as well as the client backup access
path at Client Access Server Network Folder Path.
E.g:The following folder has been created at the server called share\A2006Backup and this folder
has been shared out as full read and writes access right.
At Server Backup Directory enter the backup folder path in the following format: path\ backup
folder name. E.g, C:\share\A2006Backup
Click on Validate Path to make sure the path entered is valid. Once the path is validate and
found correct, the system will prompt a message The Server Backup Directory you specify is
correct
At Client Access Server Network Folder Path enter the backup folder for client side in the
following format: \\server name\backup folder name. E.g, \\Crystal2\share\A2006Backup
Click on Validate Path to make sure the path entered is valid. Once the path is validate and
found correct, the system will prompt a message The client path you input is correct
Click on OK button to save the setting.
44
4.
In the Backup Filename field, the system will indicate a default backup file name which is
Company name followed by date time of the file was backup. E.g AutoCount 2006 Sample [2006]
backup at 2005-10-06 11.30.31. The system allows you to overwrite the default name and indicate
your own backup filename.
Click on Browse button to indicate to the system the path and folder which you would like the
system to backup to. By default the system will set to C:\ .
The system allows you to attach a password together with the backup file for extra security.
You MUST remember the password attached with the backup as the system
will need you to enter the password once you restore the backup file. This
applies ONLY if you have attached a password during backup.
Click on Backup To button to backup the file. If there is no password attached with the backup
file, the system will check and prompt a message You have enter a BLANK password. Are you sure
you want to continue? Click YES to proceed on.
If you would like to go back to the main backup screen to enter the password, select NO.
45
5.
Once the backup process the system will prompt a message Backup completed successfully. Click
on OK button exit from the dialog screen. Click on Close button to exit from Backup screen.
46
2.
Click on the Browse button at the Restore from field to indicate the location of the backup file. E.g,
C:\AUTOCOUNT 2006 SAMPLE DATA [2006] backup at 2005-10-06 11-32-31_Zip.A06
47
At the New Account Book Setting section:In the Basic Information section:In the Database Name, the system will default a name AED_ . It is advisable to start the name
of restored database with AED_.... to differentiate database belonging to AutoCount
Accounting.
E.g, database name can be indicated as AED_A2006
In the Database Folder, the default database folder is set to C:\AutoCount Data
Click on Validate Path to make sure the path is correct.
In the Backup File Password, if the backup file was attached with password, enter the password.
Otherwise leave it blank.
In the Database Server Location section:There is 2 option of setting:By default, the system will tick the option: Restore the data in this PC.
Note: This option is useful for standalone user and must have MSDE installed in the PC for the
restore function to work.
To restore at an existing SQL Server, select option: Restore the data in any PC.
At the Server Name, click on Get Available Servers button and select the SQL server name.
At the SA Password, enter the password that is set for Administrators password for SQL server.
At Server Backup Directory enter the restored folder path in the following format: path\
restored folder name. E.g, C:\share\A2006Backup
Click on Validate Path to make sure the path entered is valid.
At Client Access Server Network Folder Path enter the restore folder for client side in the
following format: \\server name\restored folder name. E.g, \\Crystal2\share\A2006Backup
Click on Validate Path to make sure the path entered is valid.
3.
48
2.
49
50
Select File | Manage Account Book and select CREATE ACCOUNT BOOK button.
Step 1
Step 2
Step 3
Step 4
51
Basic Information
Database Server
Location
Test Connection
52
This section allows you to set the following:Fiscal Year Start Date:
Actual Data Start Date:
This section allows you to set the local currency
of the account book:Country: Indicate the country name, e.g.,
Malaysia.
Local Currency Code: Indicate the local currency
code, e.g., RM to represent Ringgit Malaysia.
Symbol: Indicate the local currency symbol
which is to be display in the report, e.g., MYR.
Local Currency Word: Indicate the currency
description, e.g., RINGGIT MALAYSIA.
(Optional)
This section allows you to set the sales tax or
GST setting, if applicable.
Invoicing Package
53
Sample Charts of
Accounts
The system will prompt the message The account book is created successfully once the account book
creation process is completed. Click OK button to close the screen.
54
The Fiscal Year in the account book must be set BEFORE you can proceed
on with any transaction entry.
2.
Click on Manage Fiscal Year at the bottom of the page. The system will display the Manage
Fiscal Year screen.
55
Start Date
End Date
Active
56
Scenario B:
There is previous fiscal year and current fiscal year being maintained in the Manage
Fiscal Year.
E.g., Previous fiscal year is Fiscal Year 2004 (Start Date: 01/01/2004 and End Date: 31/12/2004)
and current fiscal year is Fiscal Year 2005 (Start Date: 01/01/2005 and End Date: 31/12/2005).
For previous fiscal year, the system only allows you to edit the Start Date as shown below:-
57
Manage Exceptions
This function allows access rights for selected users
id to make amendments to transactions which falls
under the period and year which is has been lock.
If this option is Untick, the system allows the following options to be performed:Can Direct Edit Debtor/Creditor Opening Balance
Reset Debtor / Creditor Opening Balance to Zero
Update Debtor / Creditor Opening Balance from Past A/R and A/P Transactions
Update Last Month Year To-Date Balance from A/R and A/P Transactions.
This function will calculate those A/R and A/P transactions which fall in Year-To-Date range, then
update the figure in the Last Month of Year To Date Entry.
58
IMPORTANT NOTE:
How the system recognize at which point is the beginning of the years opening balance, year to
date balance and current transaction based on the fiscal year setting and the actual data start date
setting?
Example:
Start Date:
01.01.2005
2005
Opening
Balance
End Date:
31.12.2005
59
60
Fixed Asset
Information
Capital is an investment of money (funds) with the intention of earning
a return.
Net profit from earlier periods of the business that were carried
forward into the current financial year.
Depreciable assets owns by a business which is not liquid. Property
owned for use in the business.
E.g., Land, buildings, office equipment.
61
Information
Takes one of the following forms:
Items owned by the business with the intention of turning them
into cash in a short term (usually within one year).
Current Liabilities
These are debts of the business that must be paid within a fairly short
period of time; i.e. they are liabilities that will be liquidated in the near
future.
E.g., Loans repayable within one year, bank overdraft, Trade accounts
payable, bills of exchange (payable by business), taxation payable and
accrued charges.
Information
The increase in stockholders equity created by delivering goods or
services to customer.
E.g., Happy Merchandise Sdn Bhd uses Sales revenue account for
amount earned by selling merchandise to customers or a Law Firm
providing legal services to clients will use Service revenue.
This account encompasses all expenses that are direct cost of the sales
of materials for a job or inventory.
Expenses
62
Left hand
side button
denotes all
the function
able to
perform in
Account
Maintenance
screen.
Account Type
By default the system will display all the accounts available in the
Charts of Account.
Untick this field if you would like to view only the account code at a
specific Account Type.
Up To Date
Description
Account Code
This column refers to the account code which has been created
Up-to-Date Balance
This column reflects the current balance of each of the account code
based on the date specified at the Up To Date field.
63
Fixed Assets
This function allows you to create the following type of accounts: Bank Account
Cash Account
Deposit Account
Debtor Control
This function allows you to create the control account for Account
Receivable which is the debtor control account code. Example,
Trade Debtor to represent the control account for debtors.
64
Creditor Control
This function allows you to create the control account for Account
Payable which is the creditor control account code. Example, Trade
Creditor to represent the control account for creditors.
Stock
This function allows you to create the Balance Stock, Opening Stock
and Closing Stock account code.
Retaining Earnings
This function allows you to create the retain earnings account code.
Edit Account
Delete Account
65
This function allows you to preview or printout all the account code
which have been created in the account maintenance.
Close
To create an expense account, scroll down to the Expense account type. Click on the account type
called Expense and select New Normal Account button.
66
Acc. Code
Description
Desc 2
67
The sample chart of account applies the concept of Parent & Child account for Fixed Asset. Therefore,
to add another fixed asset account for branch office, for example, add in FIXED ASSET PENANG
BRANCH.
Click to select account type: FIXED ASSETS and proceed on to click on NEW NORMAL ACCOUNT
button. The system will display the Normal Accounts screen for you to create the account code. Click
on ADD(Ins) button to add a record and enter the following account code to represent the parent
account code for branch office at Penang. For example, 202-0000 FIXED ASSET PENANG
BRANCH. Click on SAVE button to save the entry.
68
2.
To add in child account under the 202-0000 FIXED ASSET PENANG BRANCH, click on this
account to choose this account to indicate to the system this is the parent account. Then proceed to
click on FIXED ASSET button to create the fixed asset and accumulated fixed asset account for this
parent account.
Fixed Asset
Accum. Deprn.
69
Registration No.
Debtor Account
Debtor Type
Control Account
70
Email Address
Website
Phone
Fax
Area
Attention
Business Nature
Agent
Currency
Statement Type
Select either one of the following statement: Open Item This format denotes that all
outstanding transaction will be display one
by one in the statement report.
Balance Brought Forward This format will
show a brought forward lump sum amount
for all the customers outstanding based on
the cut off date stated in the report.
No Statement Select this option, if no
statement is to be issued to the customer.
Select either the aging of the customers
outstanding transaction is to be due based either
Invoice Date or Due Date.
Aging On
all
71
Credit Term
Credit Control
Click on
Department
Title
Mobile Phone
72
Direct Phone
Direct Fax
IM Address
Branch Code
Branch Name
Address
Attention
Phone
Fax
73
External
Link.
Expired Date
Discount Percent
Sales Tax
Price Category
External Link
Click on
to tag an external document
related to this customers record. (Optional)
74
Note
Click on the Credit Control button at the General page in Debtor Maintenance. The system will
display the Debtor Credit Control screen.
Credit Limit
Credit Terms Overdue
Limit
Credit Control
75
Suspend
Once the debtor reach the credit limit or credit terms overdue limit, any further issues of
document for this debtor can be further suspend.
How to set password for each document in the Credit Control Screen?
For different document type to have different exceed credit limit and exceed overdue credit limit setting,
select the option: Each document has its own credit control.
Different
document
type to have
different
exceed credit
limit and
exceed
overdue
credit limit
setting
76
2.
77
Registration No.
Debtor Account
Creditor Type
Control Account
company
registration
78
Email Address
Website
Phone
Fax
Area
Attention
Business Nature
Agent
Currency
Statement Type
Select either one of the following statement: Open Item This format denotes that all
outstanding transaction will be display one
by one in the statement report.
Balance Brought Forward This format will
show a brought forward lump sum amount
for all the suppliers outstanding based on
the cut off date stated in the report.
No Statement Select this option, if no
statement is to be issued to the supplier.
Select either the aging of the suppliers
outstanding transaction is to be due based either
Invoice Date or Due Date.
Aging On
all
79
Credit Term
Credit Control
Click on
Department
Title
Mobile Phone
Direct Phone
80
Direct Fax
IM Address
Branch Code
Branch Name
Address
Attention
Phone
Fax
81
External
Link.
Expired Date
Discount Percent
Sales Tax
Price Category
External Link
Click on
to tag an external document
related to this customers record. (Optional)
82
Note
2.
83
Item Group
Description
Sales
Code
Return
Account
84
Purchase Account
Purchase
Account Code
2.
Return
Purchase
Discount
Account Code
Note
Enter additional
(Optional)
remark,
if
applicable.
85
Select Stock | Stock Item Maintenance and click on Create a new item.
Active
Description
Lead Time
Tax Type
Duty Rate
86
Stock Control
Costing Method
UOM
measurement
At the Cost Price Page under Detail page of Item Maintenance:Standard Selling Price
87
Standard Cost
Real Cost
Min. Qty
Re-order Level
Normal Level
Max Qty
Balance Qty
Re-Order Qty
88
Shelf
Bar Code
Cost
89
Image Option
Load Image
Further Description
Note
2.
90
Category 2
Opening Balance for Debtor Account Prepare last month Debtor Aging report.
Opening Balance for Creditor Account Prepare last month Creditor Aging report.
Opening Balance for Stock Account Prepare last month trial balance sheet.
Opening Balance of General Account Prepare last month trial balance or balance sheet.
The following sub-section will illustrate how the opening balance stated above is being set.
91
All outstanding for a debtor can be lump into one invoice. However, by doing so, you will not be able to
see the detail breakdown of the outstanding transaction in the aging and statement report.
1.
Select A/R | A/R Invoice Entry and select Create a new A/R Invoice.
Debtor
Invoice No.
92
Date
Terms
Due Date
2.
Description
Amount
2.
If the system is installed in the middle of the financial year, you will
have to prepare last months Trial Balance Report and last months
Debtor Aging report. The debtors opening balance is entered base on
last month total outstanding value as shown in the Trial Balance.
If there is a negative amount (credit balance) brought forward from
debtor account, user must enter this amount in the Receive Payment
Entry instead of A/R Invoice Entry.
93
The invoice date must be entered correctly as the system will base on this
invoice date to determine whether it is a past bill or current bills.
All outstanding for a creditor can be lump into one bill. However, by doing so, you will not be able to see
the detail breakdown of the outstanding transaction in the aging and creditor statement report.
1.
Select A/P | A/P Bill Entry and select Create a new A/P Invoice.
Creditor
Invoice No.
94
Date
Terms
Due Date
3.
Description
Amount
If the system is installed in the middle of the financial year, you will have
to prepare last months Trial Balance Report and last months Creditor
Aging report. The creditors opening balance is entered base on last month
total outstanding value as shown in the Trial Balance.
If there is a negative amount (debit balance) brought forward from creditor
account, user must enter this amount in the Pay Bill Entry instead of A/P
Bill Entry.
95
1.
Select G/L | Opening Balance Maintenance. In the Opening Balance screen, click to select the
account code which you would like to enter the opening figure, e.g., for 100-0000 CAPTIAL account
with the opening figure for $20,000.00. Once you have completed the rest of the account code entry,
click on Save button. Beginning of the financial year opening figure for Stock account is entered in
the Opening Balance Maintenance screen.
96
2.
Once the entry is completed, click on the PREVIEW button to preview or PRINT button to print the
B/F Balance Report
3.
There are a few kinds of scenario entry of opening balance:SCENARIO A:Fiscal Year starts from 01/01/2005 and ends at 31/12/2005.
Actual Start Date is 01/01/2005.
Therefore, the closing balance for end of fiscal year 2004 is the opening balance for beginning of year 2005
and will be maintained at G/L | Opening Balance Maintenance.
97
I.
Select G/L | Year To Date Balance Maintenance screen. As an example to enter the closing figure
for Trade Debtor: BEST CHEMICAL TRADING.
II. Both the corresponding account has to be enter for total lump sum of outstanding invoices billed to
the customer which is Debit the Trade Debtors account : BEST CHEMICAL TRADING and Credit
the Sales account : SALES as shown in the above screen.
Example to enter the Trade Debtors account for the closing balance of January 2005, click on the January
2005 column for BEST CHEMICAL TRADING and enter 300. For the corresponding sales account, click
on the January 2005 column for SALES and enter -300.
Accounting Double Entry:BEST CHEMICAL TRADING
SALES
III.
IV.
V.
Debit
300
Credit
- 300
98
Select G/L | Stock Value Maintenance. In the Stock Value Maintenance screen, click on
arrow
up button to select year 2004 and enter the closing stock for end of 2004 under Dec 2004 column, e.g.,
11 000.00. This will enable the system to reflect the opening figure for beginning of the year in the
Balance Sheet as well as the Profit and Loss report.
If you did not create the financial period for 2004, you will not be able to select the
year 2004 in the Stock Value Maintenance screen. Thus, to be able to do so, proceed
to Tools | Manage Fiscal Year and create the 2004 financial.
99
2.
Then proceed on to G/L | Opening Balance Maintenance and enter the opening figure once more in
this screen. Click on the Stock account and enter 11 000.00 and click on SAVE button to save the
entry.
100
Select G/L | Cash Book Entry and click on Create a new Cash Transaction. The system will
display Select a New Cash Transaction Entry as show below:-
101
2.
For example, to create a new Payment Voucher, click on New Payment Voucher.
Payment
Detail
Section
Transaction
Detail
Section
Pay To
Voucher No.
Date
102
Cheque No.
Payment Amount
Bank Charge
Payment By
Float Day
IsRCHQ
RCHQ Date
At the Transaction detail section:This icon allows you to insert record in between
2 existing records entered at detail section.
and
103
3.
Acc Code
Account Desc.
Description
Further Description
Amount
External Link
Note
104
JOURNAL ENTRY
The Journal Entry is use to enter all the general journal transactions (Adjustment), except for
debtor, creditor and stock control transactions. Accrual account, transfer account and contra
account are some examples of general journal transactions.
Select G/L | Journal Entry and click on Create a new Journal Transaction.
Description
Journal
Voucher No.
105
Date
2.
Acc Code
Account
Description.
Description
Further
Description
DR
CR
Total DR
Total CR
amount
for
debit
entry
106
BANK RECONCILIATION
Bank reconciliation refers to reconciling the banks balance as shown in the statement against
the balance shown in the Cash at Bank account in the system. Therefore, to maintain the
accuracy of both records, the standard procedure is to reconcile the bank record. Both records
have to be compared against each other, taking into factors that have caused the variations
referring to supporting documents.
3 main reasons that reports discrepancy between the records are as follows: Items that appear on the bank statement but were not recorded in the bank journals bank
charges and interests.
Items that were recorded in the companys bank journals but were not recorded in bank
statements such as unpresented or uncredited cheque.
Errors on company records or on the bank statement.
107
2.
Click to select the bank account that is to be reconciled. For example, 310-2000 PUBLIC
BANK. Then proceed to click on NEW button and the system will display the Create a
New Bank Reconciliation screen as shown in Step 1. Proceed to enter the bank statement
date, .eg., 16/12/2005
Reconcile
screen
section
Bank Account
No.
The system will display the bank account code which you
have selected.
Description
The system
description.
Currency Code
Bank
Statement
Date
will
display
the
bank
account
code
108
Show Untick
Transaction
Only
Show
Transaction
Cleared
at
Other Date
Show
Date
Range
Debit
Credit
Cheque No.
Document No.
Date
Description
Statement
Date
Account
Balance
109
3.
4.
Actual
Bank
Statement
Balance
System Bank
Statement
Balance
Difference
2.
For example, to enter the closing stock balance for January 2005, click on the column January 2005 and
enter 30 000.00.
Click on SAVE button to save the entry and PREVIEW REPORT / PRINT REPORT button to
preview or print the Stock Set Value Listing report.
3.
110
REPORTS
GENERAL REPORTS: Charts of Accounts
Balance B/F
Year to Date
Official Receipt and Payment Voucher
Ledger Report
Journal of Transaction Report
Bank Book Analysis
111
112
Using A/R Invoice Entry screen to explain the concept of entry done in A/R Invoice, A/R Debit
Note and A/R Credit Note.
1.
Select A/R | A/R Invoice Entry and click on Create a new A/R Invoice.
Header Section
Detail Section
Footer Section
113
Journal Type
Agent
Invoice No.
Date
Terms
Due Date
Description
Amount
Total
Net Total
External Link
Note
114
Outstanding
The system will automatically perform the double entry posting once the
transaction is saved.
If the following Invoice, Credit Note or Debit Note was created under Sales
module, the system will automatically post this transaction to A/R side
which is Invoice to A/R Invoice, Credit Note to A/R Credit Note and Debit
Note to A/R Debit Note.
115
Select A/R | A/R Receive Payment and click on Create a new A/R Payment.
Header Section
Payment Detail
Section
Tick to
indicatethe
payment is
offset with
which
Invoice /
Debit Note
Knock Off
Transaction
Section
Description
Official Receipt
Date
116
Payment Method
Cheque No.
Payment Amount
Bank Charges
Payment By
Float Day
IsRCHQ
RCHQ Date
Amount
Unapplied Amount
Type
Date
No.
117
2.
Org. Amt
Outstanding
Pay
A/R DEPOSIT
This function allows to you enter the deposit amount paid by the debtor (customer).
1.
Select A/R | A/R Deposit and click on Create a new A/R Deposit.
Header Section
Deposit Detail
Section
Deposit Account
Debtor
AR Deposit No.
118
Date
Payment Method
Cheque No.
Payment Amount
Bank Charges
Payment By
Float Day
IsRCHQ
RCHQ Date
Total Payment
2.
119
In the A/R Deposit screen, select the deposit transaction and click on VIEW button.
2.
Click on FORFEIT & REFUND button. The system will display the Forfeit & Refund page.
120
You can perform both forfeit and refund at the same tick. For example, 50% of the deposit is
forfeited and the remainder of 50% of the deposit is paid back.
3.
4.
121
Select A/R | A/R Receive Payment and click on Create a new A/R Payment. In the A/R Receive
Payment screen, select the debtor code. At the Payment Detail section, click on + button to add a
payment record and select Deposit Received payment method. The system will display the Select
Deposit screen as shown below:For example, to apply OR-000035 dated 17/12/2005 of $500.00 deposit amount. In the payment
section, enter the deposit amount at the Payment Amount and knock off against which Invoice or
Debit Note.
2.
122
A/R REFUND
This function allows you refund the payment received from the debtor (customer) or credit note issued.
1.
Select A/R | A/R Refund and click on Create a new A/R Refund.
Header Section
Payment Detail
Section
Knock Off
Transaction
Section
Description
Date
123
Payment Method
Cheque No.
Payment Amount
Bank Charges
Payment By
Float Day
IsRCHQ
RCHQ Date
Amount
Unapplied Amount
Type
Date
No.
124
3.
Unapplied Amount
Outstanding
Refund
Select A/R | A/R & A/P Contra and click on Create a new Contra.
Header section
Knock off A/R
Invoice / Debit
Note
Detail section
for Debtor
Knock off A/P
Invoice / Debit
Note
Detail section
for Creditor
Footer section
125
Creditor
Journal Type
Ref.
Contra Amt
Contra No.
Date
At the Knock off A/R Invoice / Debit Note Detail section for Debtor, select which Invoice / Debit
Note is to be offset against the transaction display at A/P Invoice / Debit Note Detail section for
Creditor.
At the Footer section:Description
2.
126
REPORTS
Below are lists of reports available in AR (Account Receivable): A/R Invoice
A/R Debit Note
A/R Credit Note
A/R Deposit
Contra Note
Outstanding A/R Invoice Report
Outstanding A/R Deposit Report
Debtor Aging Report
Debtor Balance Report
Debtor Statement Report
Debtor Collection Report
A/R Monthly Sales and Collection Analysis Report
A/R Analysis By Document Report
Overdue Letter Report
127
128
Detail Section
Footer Section
129
Journal Type
Agent
Invoice No.
Date
Terms
Due Date
who
is
Description
Amount
Total
Net Total
External Link
Note
130
2.
Description
Outstanding
description,
e.g.,
The system will automatically perform the double entry posting once the
transaction is saved.
If the following Supplier Invoice or Credit Note was created under
Purchase module, the system will automatically post this transaction to
A/P side which is Purchase Invoice to A/P Invoice and Purchase Return to
A/P Credit Note.
A/P PAYMENT
The function of A/P Payment is use to record the payments made to the creditors (suppliers).
Select A/P | A/P Payment and click on Create a new A/P Payment.
131
Header Section
Payment Detail
Section
Tick to
indicatethe
payment is
offset with
which
Invoice /
Debit Note
Knock Off
Transaction
Section
Description
Date
Payment Method
132
Cheque No.
Payment Amount
Bank Charges
Payment By
Float Day
IsRCHQ
RCHQ Date
Amount
Unapplied Amount
Type
Date
No.
Org. Amt
133
4.
Outstanding
Pay
A/P DEPOSIT
This function allows you enter the deposit amount paid to the creditor (supplier).
1.
Select A/P | A/P Deposit and click on Create a new A/P Deposit.
Header Section
Deposit Detail
Section
Deposit Account
Creditor
AP Deposit No.
Date
134
Payment Method
Cheque No.
Payment Amount
Bank Charges
Payment By
Float Day
IsRCHQ
RCHQ Date
Total Payment
2.
135
A/P REFUND
This function allows you enter refunds received from the creditor (supplier) or credit note received.
2.
Select A/P | A/P Refund and click on Create a new A/P Refund.
Header Section
Payment Detail
Section
Knock Off
Transaction
Section
Description
Date
136
Payment Method
Cheque No.
Payment Amount
Bank Charges
Payment By
Float Day
IsRCHQ
RCHQ Date
Amount
Unapplied Amount
Type
Date
No.
137
5.
Unapplied Amount
Outstanding
Refund
REPORTS
Below are lists of reports available in AR (Account Receivable):
138
CHAPTER 8: INQUIRY
In the Inquiry Menu, the system allows transactions related to accounts, customer or supplier and Stock Item
information to be view from screen.
These are the following functions available in Inquiry: Account Inquiry
Stock Inquiry
ACCOUNT INQUIRY
Account Inquiry allows the balance and transactions of general account code as well as the debtor and
creditors account to be view on screen. In addition, it also display the debtors and creditors profile
information on screen. Furthermore, it allows you to do a drill down to view the details of the transaction.
Date Range
Account
Select
the
account
MAINTENANCE
code,
e.g,
912-0000
CAR
139
2.
ReInquiry
Click on
STOCK INQUIRY
This function allows you to inquire information related to stock item code.
140
Item Code
Basic Info
Detail
Note
Further Description
Stock Image
141
142
CHAPTER 9: STOCK
OVERVIEW
GENERAL
LEDGER
SALES
STOCK
PURCHASE
The systems Stock Module manages the flow and calculates the cost of each stock item. In AutoCount, you
can have the flexibility to add or modify the documents anytime and at any point of your preference.
AutoCount uses stock groups (also known as inventory grouping) for the following purpose: To control stock posting into the General Ledger
To let you categorize your stock items into logical areas.
143
These are the following functions under Stock module: Stock Group Maintenance
Stock Item Maintenance
Stock Item Type Maintenance
Stock Adjustment
Stock Issue Entry
Stock Receive Entry
Stock Write Off
Stock Update Cost
For Guideline on how to create Stock Group Maintenance and Stock Item
Maintenance, refer to Chapter 4.
Select Stock | Stock Item Type Maintenance. Click on NEW button to create a record.
144
2.
Item Type
Description
Note
STOCK ADJUSTMENT
This function allows you to make changes or update the quantity of the stock to the actual level whenever
there is any stock loss or damaged.
1.
Select Stock | Stock Adjustment and click on Create a new Stock Adjustment.
Header
Section
Detail
Section
Footer
Section
At the Header section:Description
145
Date
Description
Further Description
UOM
Qty
Unit Cost
Sub-Total
2.
3.
146
1.
Enter positive quantity for stock adjustment in. Unit cost should be
provided for adjustment in.
2.
STOCK ISSUE
This function is used to record the items that is send to another supplier for further processing or packing,
such as process rubber which is send to another supplier to be converted into types. This function can also
be used to record items that taken out from the warehouse for display purpose in a showroom which is
situated in another location.
1.
Select Stock | Stock Issue and click on Create a new Stock Issue.
Header
Section
Detail
Section
Footer
Section
147
Description
Date
Description
UOM
Qty
Unit Cost
148
STOCK RECEIVE
This function is used to record the items that are received from the supplier which was sent for further
processing or packing, such as process rubber which has been process or packed by the supplier. This
function can also be used to record items that return back to the main branch office.
1.
Select Stock | Stock Receive and click on Create a new Stock Receive.
Header
Section
Detail
Section
Footer
Section
149
Description
Date
Description
UOM
Qty
Unit Cost
150
1.
Select Stock | Stock Write Off and click on Create a new Stock Write Off.
Header
Section
Detail
Section
Footer
Section
Date
151
Description
UOM
Qty
Unit Cost
6.
7.
1.
Select Stock | Stock Update Cost and click on Create a new Stock Update Cost.
152
Header
Section
Detail
Section
Date
Description
153
UOM
Old Cost
New Cost
If you would the system to fill in the old cost into the New Cost column,
click on Fill Blank New Cost with Old Cost
Auto Update New Cost Click on this to get the system to display the
latest cost in the New Cost column.
2.
3.
REPORTS
Below are lists of reports available: Stock Group Listing
Stock Item Listing
Stock Item Type Listing
Stock Adjustment
Stock Issue
Stock Receive
Stock Write Off
Stock Update Cost
Stock Card Report
Stock Balance Report
Stock Movement Report
Stock Item Profit Margin Report
Stock Status Report
Reorder Advice Report
Inventory Physical Worksheet
Stock Aging Report
154
155
The system will prompt a search screen. At the Keyword field, enter a keyword for the system to
search, e.g., BEST CHEMICAL Proceed to select the SEARCH button. The system will display
the search result. Click to select which transaction you would like to copy. Proceed on to select OK
button.
The system will copy the information from the selected invoice to the new invoice as shown below:-
156
Selected
invoice is
copied
over to a
new
invoice.
157
MORE HEADER
This page shows the following information:a) Document Information such as description, references and additional remark.
b) Customer Information such as Deliver Address and contact number
c) Sales Tax Exemption information.
EXTERNAL LINK
This page allows you to attached external document as additional reference to the invoice.
Click on
158
TRANSFER DOCUMENT
This feature allows you the transfer the other document such as Quotation, Sales Order or Delivery Order to
the invoice. In addition, the system allows you to perform Full Document Transfer or Partial Item transfer
either by quantity or by value.
I.
By default the Full Transfer Option is set to Copy Full Details which means transfer all the details in
the Quotation into the invoice. Click on OK button for the system to proceed on in the transfer
screen.
159
The system also allows you to the select the following options in the Full Transfer Option such as: Copy Full Detail
For example, transfer a Quotation to Invoice. The system will copy the details of the selected
Quotation into the invoice.
160
161
The system also allows the partial transfer to be done under Partial Item Transfer page.
Check All
UnCheck All
Transfer Document
Information
162
II.
Transfer By Value
This option allows you to transfer the value of the original source document. Example, transfer a
Sales Order document into an Invoice using Transfer by Value from Sales Order under Transfer
Document.
The Transfer by Value feature is ONLY applicable for Sales Order which is to be
transfer to Invoice. Once the Sales Order is transferred to Invoice by Value, the
system will allow ONLY the quantity information in Sales Order to be transfer to
Delivery Order document.
The system allows you to transfer by percentage in the value transfer screen.
Examples, to transfer half of the amount value, enter 50 under the Xfer by %
column.
163
III.
Discount Line
This option allows you add discount line in the detail section in the transaction screen. For
illustration, Invoice screen is used as an example. The system allows you to indicate the discount is
either By Percentage % or By Value. For discount by percentage, select By Percentage % and enter the
discount in the Discount field, e.g., 10. The system will automatically insert a description for the
discount line, e.g., Discount 10 % . You can overwrite the system default description and enter your
own description. Click on OK button in the Discount screen and the system will insert the discount
line onto the detail section.
164
IV.
V.
Group Total
This option allows you to add in a sub-total for a group of item code as shown below.
Transfer Status
This option allows you to check the status of a particular document. For example, a Quotation
whether it is fully transfer or partial transfer.
165
Description
Ref
Remark 1 , Remark 2,
Remark 3 & Remark 4
Additional remark.
Ref Doc.
Attn
Phone
Fax
Delivery Address
166
Header
Section
Detail
Section
Footer
Section
To
167
Address
Branch
Validity
Delivery Term
Your Ref.
CC
Payment Terms
Quotation No.
Date
Display Term
Agent
Description
Further Description
168
UOM
Qty
Unit Price
Discount
Sub Total
2.
Total
Net Total
Currency
Rate
169
Select Sales | Cancel Sales Order and click on Create a new Cancel S/O. In the Cancel S/O screen,
select Transfer Document | Transfer from Sales Order and select which transaction to be canceled.
Click on OK button to proceed on.
2.
The system will transfer to select Sales Order transaction which was selected onto the Cancel S/O screen.
3.
170
Select Sales | Cash Sale and click on Create a new Cash Sale.
2.
Click on SAVE button to save the transaction. The system will display the Enter Payment screen for the
payment details to be entered at the same time. Enter the payment details and click on OK button to
save the entry.
171
REPORTS
Below are lists of reports available: Quotation
Quotation Listing
Sales Order
Sales Order Listing
Delivery Order
Delivery Order Listing
Invoice
Invoice Listing
Cash Sale
Cash Sale Listing
Debit Note
Debit Note Listing
Credit Note
Credit Note Listing
Cancel Sales Order
Cancel Sales Order Listing
Delivery Return
Delivery Return Listing
Monthly Sales Analysis Report
Sales Analysis By Document Report
Profit & Loss of Document Report
Price History Report
172
1.
Select Purchase | Request for Quotatation and click on Create a new Request for Quotation.
Header
Section
Detail
Section
Footer
Section
To
173
Address
Branch
R/Q No.
Date
Display Term
Agent
Description
Further Description
UOM
Qty
Unit Price
Discount
Sub Total
174
3.
Total
Net Total
Currency
Rate
Select Purchase | Cancel Purchase Order and click on Create a new Cancel P/O. In the Cancel P/O
screen, select Transfer Document | Transfer from Purchase Order and select which transaction to be
canceled. Click on OK button to proceed on.
175
2.
The system will transfer to select Purchase Order transaction which was selected onto the Cancel P/O
screen.
3.
Select Purchase | Goods Return and click on Create a new Goods Return. Select a Creditor code and
proceed on to select Transfer Document | Transfer from Goods Received Note. In the Transfer from
Document screen, select Partial Item Transfer to select which item code from which goods received
note is to be return back to the supplier.
176
2.
Click on OK button in the transfer screen and the system will transfer the details onto the Goods Return
screen.
3.
177
REPORTS
Below are lists of reports available: Request for Quotation
Request for Quotation Listing
Purchase Order
Purchase Order Listing
Goods Received Note
Goods Received Note Listing
Cash Purchase
Cash Purchase Listing
Purchase Return
Purchase Return Listing
Cancel Purchase Order
Cancel Purchase Order Listing
Goods Return
Goods Return Listing
Monthly Purchase Analysis Report
Purchase Analysis By Document Report
178
GENERAL MAINTENANCE
These are the following available function: Company Profile
User Maintenance
Set Password
Account Type Maintenance
Journal Type Maintenance
Area Maintenance
Sales Agent Maintenance
Purchase Agent Maintenance
Footer Maintenance
Document Numbering Format
Credit Term Maintenance
Debtor Type Maintenance
Credit Type Maintenance
Payment Method Maintenance
C/N Type Maintenance
D/N Type Maintenance
Price Category Maintenance
I. Company Profile
The Company Profile allows you to maintenance the company details such as company name,
address, delivery address, contact number, fax number and company logo.
179
180
2.
System will display the User Group Editor screen as shown below:-
User Group ID
Description
User Login ID
User Name
Department
Active
181
Confirm Password
Email Address
Signature
Click on ADD button to indicate the user belongs to which group of access right. E.g., select
SALES group to indicate this user belongs to sales department.
182
The system also allows you to individual set specific function only to add certain users id to access
the function. For example, select General Ledger | Cash Book Entry | Delete Cash Transaction
which access right is given only to ADMIN and FINANCEMGR. You can individually tick on this
group at the right hand side of the Set Access Right screen.
183
184
Select on the
185
Enable
Footer Name
Caption
Formula
Tax Type
186
Parameter section:
Visible
Caption
Decimal
Default Value
187
The system comes with an Invoice Default format. Click on EDIT button to change the default
invoice format.
Name
Default
188
Document Type
Next Number
Format
Sample
189
Display Term
Type of Terms
These are the following type of terms:Cash There is no credit terms given.
C.O.D Cash on Delivery
Due in number of days Indicate credit terms given for
how many days.
Due on days of next month Indicate the credit terms
given is due on specific day in the next month.
190
191
The system has 3 different payment method: Bank For cheque payment received or issued.
Deposit For deposit payment received or paid.
Cash For cash payment received or issued.
Payment Method
Journal Type
Bank/Cash Account
Payment By
Overdraft Limit
Need to specify
additional information
such as cheque number
or credit card number
192
Payment Document
Numbering Format
Receipt Document
Numbering Format
193
TOOLS
This module allows you to perform other maintenance in the account book.
The following functions available are: Backup
Restore
Report Designer
Change Code
Options
194
I. REPORT DESIGNER
The AutoCount Report designer allows you to customize the standard report provided in the system or
create new report based on the companys reporting requirements.
STANDARD CONTROLS
CLASS
Subreport
WinControlContainer
DESCRIPTION
Used for inserting subreports into a report. The inserted report should be included in the
project and assigned to the Subreport.ReportSource property of the Subreport object.
Subreports can be used to merge reports and create master-detail reports..
Used for inserting Windows Forms and any third party controls into reports. The
WinControlContainer object actually serves as a wrapper for the inserted control and
supports its drawing methods.
195
CLASS
XRBarCode
DESCRIPTION
Represents a barcode in reports. Use the XRBarCode.Symbology and
XRBarCode.SymbologyId properties to set the type of the barcode you need to insert into
a report.
XRCheckBox
XRControl
Defines the base class for all the report controls. You can derive a control from this base
class to create your own custom control.
XRLabel
XRLine
Represents a line in
i reports. Use this control to draw different lines in your report.
XRPageBreak
XRPageInfo
Represents the controls used to display auxiliary information on report pages. Use this
control to display page numbers, the current date or user information in your report.
XRPanel
Represents a control that can contain other controls. Use this control to group controls
together which makes it easier to manipulate them.
XRPictureBox
XRRichTextBox
XRTable
Represents
resents a control that can be used to display, enter, and manipulate formatted text.
Use the XRRichTextBox.LoadFile method
thod to load a rich text file created in any external
text editor into a report.
Represents a table in reports.
XRTableCell
Represents a cell in a table. Bind its XRControl.Text property to a data field or insert any
bound report controls into a cell.
XRTableRow
Represents a row in a table. Usually you don't need to work with the table row
separately, use the table cells instead.
XRZipCode
Represents a control that displays a zip code in a report. It is used for creating zip codes
in reports.
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DESCRIPTION
Aligns a group of components with the bottom most position of the first-selected
component.
Space Horizontally
Spaces a set of components based on the leftmost position of the first-selected component
and the rightmost position of the last-selected component.
Space Vertically
Spaces a set of components based on the topmost position of the first component selected
and the bottommost position of the last component selected.
Centers a component horizontally within a band.
FORMAT TOOLBAR
Use the Format Toolbar to set the font and colors of text-based components. In addition you can control the
layering of the components with this toolbar.
CLASS
DESCRIPTION
Set the text to Italic.
Italic
Underline text.
Underline
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CLASS
DESCRIPTION
Centers text.
Center
Right justifies text.
Right Justify
Justify text.
Justify
Sets the text color.
Font Color
Sets the background color.
Highlight Color
Brings a component to the front of other components.
Bring to Front
Sends a component to the back of the other components.
Send to Back
CLASS
DESCRIPTION
TopMarginBand
Used for placing controls at the top of each report page.
ReportHeaderBand
PageHeaderBand
Used for placing controls at the top of a report page, below the TopMarginBand. Mainly
intended for displaying the header of a table, which has been continued from the
previous page.
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CLASS
DESCRIPTION
GroupHeaderBand
Used for placing controls at the beginning of a group of records displayed in the
DetailBand.
DetailBand
Used for displaying one record at a time from the bound data source or just for holding
controls (if there is no bound data source).
DetailReportBand
Used for creating a master-detail report (this band holds the detail report). The masterdetail relation for this detail report is specified by the XtraReportBase.DataMember
property.
GroupFooterBand
Used for placing controls at the end of a group of records displayed in the DetailBand.
PageFooterBand
Used for placing controls at the bottom of a report page, above a BottomMarginBand.
Mainly intended for displaying the footer of a table, which is continued on the
following page.
ReportFooterBand
BottomMarginBand
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Select Sales| Invoice and proceed to select Report | Design Document Style Report.
Select Label
to add in a text
field at the
Toolbox tab.
2.
3.
4.
The system does not allow you to save the amended report to the same name as the
default reports name.
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Select Sales| Invoice and proceed to select Report | Design Document Style Report. Select the Invoice
format and proceed on to select File | Save To File in the report designer. The system will display a
Save As screen. Specify a name for the Invoice at File Name, e.g., Invoice Layout for Pre-printed Form
2.
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Select Sales| Invoice and proceed to select Report | Design Document Style Report. Select an existing
report format and proceed on to select File | Load From File in the report designer. The system will
display a Open screen. Select the report name which you have save from which folder, e.g., Invoice
Layout for Pre-printed Form from My Documents folder.
2.
Click on OPEN button for the system to load the report layout. Proceed on to File | Save As and
indicate a new name for the report which was loaded in, e.g., Invoice Layout for Pre-printed Form. Click
on SAVE button to save the report.
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You must be very careful in loading a report format. If the report is loaded
in incorrectly, it is possible that the system might not be able to print or
preview the report.
CHANGE CODE
This function allows perform a global change to some of the codes in the maintenance file.
These are the following functions available: Change Account Code
Change Branch Code
Change Item Code
Change Item UOM
Change Tax Type
Change Currency Code
Change User ID
For illustration, Change Account Code is use as an example.
1.
Select Tools | Change Code | Change Account Code. The system will display the change account code
screen.
2.
Account Code
The change code function allows you to add more that one code for changes.
204
Application Forms
Auto-save Document
205
OPTIONS
The system also provides an Options function to fine tune the system setting to meet your own requirement
such as document numbering format and display on screen such as decimal places.
The options setting is divided into: General
G/L
Invoicing
A/R & A/P
Stock
GENERAL
The general setting is further breakdown into:
Application Settings
Decimals
Account Code Format
Miscellaneous
Goods and Service Tax
Security Policy
206
Quantity Decimal
Currency Decimal
207
Percentage
Cost Decimal
Volumn Decimal
Weight Decimal
Negative Currency
Format
Rounding Method section:The system allows either one of the following rounding method:-
208
Automatic Generate
Debtor Code
Automatic Generate
Creditor Code
209
Customize Payment
Grid
210
The following option allows tax to be calculated in different transaction type:Calculate Tax in Quotation
211
Password Strength
212
G/L
The G/L setting is further breakdown into:
Default Account
Default Journal
G/L Posting
Purchase Account
Purchase Return
Account
Purchase Discount
Account
213
214
Receipt Voucher
Number follows First
Payment Method
Payment Voucher
Number follows First
Payment Method
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INVOICING
The Invoicing setting is further breakdown into:
Auto Price
Customize Invoicing
Customize Invoicing 2
Document Transfer
Document Control
Cash Sale
216
Customize Remark
217
Automatic Convert
Discount to Percentage
Calculate Aging in
Invoicing Report
Over Transfer of
Quantity in Partial
Transfer
Color Indication
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Notification on Product
Received
This section has the following options:a) Do Not Notify By default is not tick, which
means when a product is received, the system
will send a notification message to notify the
correct users.
b) Notify of Sales Orders that has this product
c) Notify, the correct Sales Orders that has this
product (For Business Flow Module)
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Document Transfer
Control
The system allows the following setting to be set: Use Transferred Document Date
Use Transferred D/O Date
Transfer D/O No. to Invoice No.
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Default Debtor
Default Creditor
STOCK
The Stock setting is further breakdown into: General Stock Setting
Bar Code
Automatic Generation of
Item Code Format
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Quantity Separator
223
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MULTI-CURRENCY
OVERVIEW
AutoCount allows daily business transaction in different types of currency and exchange rate to be
entered into the system. Thus, with multi-currency, daily transaction can be done with ease for gain or
loss calculation caused by currency rate fluctuation. The system automatically calculates the amount of
gain/loss of currency and post to gain/loss on foreign currency account.
DATA ENTRY
1.
Currency Code
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Currency Symbol
Currency Word
Currency Word2
Account and Journal Type Setting for Currency Exchange Gain / Loss section:-
2.
Exchange Gain/Loss
Journal
For example, create a foreign debtor record in A/R | Debtor Maintenance, e.g., 300-S003
SHINNINGS SUN HYPERMART.
226
Sales | Invoice is being use as an example to illustrate how foreign currency transaction is
entered.
1.
2.
227
GL | Cash Book Entry is used as an example, on how to enter receipt done or payment made
in foreign currency.
1.
Select GL | Cash Book Entry. Select Payment Voucher to make payment for
advertisement post at a Website provider.
228
PROJECT
Project Accounting arises when a company sells goods or services based on project. For example, in
Construction company. Thus, tracking is needed to know the performance and progress of each
individual or all the projects. Therefore, AutoCount provides relevant project reports to assist in
decision making, such as, project profit margin report.
Under project menu, you can create unlimited projects under Project Maintenance. During transaction
entries, tag the respective transaction to indicate the transaction belongs to which sub-project.
2.
Select General Maintenance| Project Maintenance. In the Project Maintenance screen, click on
Add New to create a project code.
Project Code
Active
Description
2nd Description
Select General Maintenance | Project Maintenance. In the Project Maintenance screen, select the
project code which you would like to add the job, e.g., P001. Proceed to select ADD SUB button.
2.
DATA ENTRY
In the transaction entry screen, the system allows the transaction to be tag under which Sub-project.
Thus, these enable you to keep track of all the transactions connected to various projects performance.
In the transaction entry screen, there is a section called Project.
230
For illustration purpose, Invoice screen is use as an example. At the detail sections of the invoice, under
the Proj No. column, select sub-project J001 which refers to sub-project code: J001 which was tag
under Project Code: P001 in the Project Maintenance.
All Project and sub-project code maintain in the system under Project
Maintenance must be unique.
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DEPARTMENT
OVERVIEW
The system allows you to further define your transaction based on departmental to track branches or
departmental performances and progress. With entries of transactions taking place between the
branches or departmental, eventually, the system is able to gather the transactions based on either
branches or departmental and present this information in the relevant reports.
1.
2.
Select General Maintenance | Department Maintenance and click on ADD NEW button to create a
department code.
Department Code
Active
Description
2nd Description
e.g.,
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DATA ENTRY
In the transaction entry screen, the system allows the transaction to be tag under which Department.
Thus, these enable you to keep track of all the transactions connected to various departments
performance.
For illustration purpose, Invoice screen is use as an example. At the detail sections of the invoice, under
the Dept. No. column, select MARKETING which refers to Marketing Department.
233
SALES TAX
These are the following steps to on how to setup and maintain sales tax which is practice in Malaysia.
2.
Proceed on to General Maintenance | Tax Type Maintenance to create the sales tax.
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Tax Type
Active
Description
Tax Percentage
Exclusive
DATA ENTRY
AutoCount allows you to record the sales tax for goods and services. Thus, you will be able to keep the
record as required for businesses registered for sales tax.
For illustration purpose, Sales | Invoice is used as an example.
1. Select Sales | Invoice and click on Create a new Invoice. Select the sales tax code under the Sales
Tax Type column at the detail section in the Invoice screen. Click on OK button to save.
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GST Deductible
GST Payable
Purchases
Imports
Sales
Other deemed supplies (e.g. business
taken out for private use)
At the end of each accounting period, the total of input tax is to be subtracted from the total of output
tax and the difference is to be recorded. This figure will then be used to fill in the GST return form.
GST is charged and accounted for at a rate of 5% (Note: This rate is subjected to change by the Singapores
government)
All goods and service are taxable except for those which have been specifically exempted by the Act.
The main exempt items are financial services and sales and lease of residential properties.
236
Private Transactions
TAXABLE SUPPLY
3. Zero Rated (0%)
Export of Goods
International Services
2.
4.
Exempt
Residential Properties
International Services
Financial Services
Standard-rated (5%)
All others
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3.
Tax Type
Active
Description
Tax Percentage
Exclusive
of
the
tax
type,
e.g.,
DATA ENTRY
AutoCount allows you to record the GST for supply of goods and services as well as payment for goods
and services. Thus, you will be able to keep the record as required for businesses registered for GST.
238
2.
Select AR | A/R Invoice Entry as an example to create invoice in Accounts Receivable (A/R).
At the detail section of the invoice screen, select the GST Type, e.g., STANDARD. The system will
automatically calculate the GST amount and add on to the Net Total of the amount. Click on OK
button to save the transaction.
In the detail section, select the sales account code and the select the GST Type, e.g.,
STANDARD. The system will automatically generate the GST amount and is display at the
bottom right hand side of the screen under GST field.
239
3.
4200.00
4200.00
In the Rental account entry, enter 4000.00 under DR column. In the GST Type column, select
Standard Rated and the system will auto calculate the GST amount field and compute the
amount of 200.00 for GST. Thus the Total DR will be 4200.00.
Select A/P | A/P Invoice Entry as an example to create invoice in Accounts Payable (A/P).
At the detail section of the invoice screen, select the GST Type, e.g., STANDARD. The system will
automatically calculate the GST amount and add on to the Net Total of the amount. Click on OK
button to save the transaction.
In the detail section, select the purchase account code and the select the GST Type, e.g.,
STANDARD. The system will automatically generate the GST amount and is display at the
bottom right hand side of the screen under GST field.
240
In the detail section, at the item code entry record, select the GST Type, e.g., STANDARD.
The system will automatically generate the GST amount and is display at the bottom right
hand side of the screen under Total GST Charge field.
241
The system provides 2 types of report related to GST which is in Summary and Detail Listing.
242
APPENDIX
APPENDIX A: ACCOUNT CODE FORMAT
Before setting up a new account book, user should determine the account code format to be use in the
accounting system. The maximum number of characters allowed by the system is 12.
By default, when you create a new account book, the system will give you a formatted account code in this
format AAA-AAAA.
1. Formatted Account Code
You can define a formatted account code format using the characters below.
Character
L
A
0
/-(){}
Meaning
An L character requires an uppercase alphabetic character only in this position, which is A-Z.
An A character requires an uppercase alphanumeric character only in this position, which is
A-Z, 0-9.
A 0 character requires a number character only in this position, which is 0-9.
Literal
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Account Type
CP
CA
CL
FA
LL
OA
OL
RE
Capital
Current Assets
Current Liabilities
Fixed Assets
Long Term Liabilities
Other Assets
Other Liabilities
Retained Earnings
Account Type
SL
SA
OI
CO
EP
TX
EI
AP
Sales
Sales Adjustments
Other Incomes
Cost of goods sold
Expenses
Taxation
Extra Ordinary Income
Appropriation Account
244
INDEXES
A
A/P Deposit, 135
A/P Payment, 132
A/P Refund, 137
A/R & A/P Contra, 126
A/R Deposit, 119
A/R Invoice Entry, 114
A/R Receive Payment, 117
A/R Refund, 124
Account Code Format, 244
Account Code Maintenance, 64
Account Inquiry, 140
Account Type, 245
Auto Count Sdn Bhd, 2
AutoCount Accountng Shortcut Keys, 37
Auto-Save, 32
D
Department, 233
Discount Line, 165
E
Enter Cash Sales & Cash Payment, 172
Enter Transaction In Purchase, 174
Enter Transaction In Sales, 168
External Link, 159
F
Find Stock Item, 29
B
Backup Facility, 42
Bank Reconciliation, 108
C
Cancel A Purchase Order, 176
Cancel Sales Order, 171
Cash Book Entry, 102
Charts of Accounts, 62
Client Installation, 9
Client Installation., 8
Common Function In Report Screen, 33
Common Function In Transaction Screen, 21
Company Profile, 50
Copy From Other Invoice, 156
Copy To A New Invoice, 158
Copyright, 2
Create a Debtor Account, 71
Create a General Account Code, 67
Create Creditor Account, 79
Create Item Code, 87
G
General Ledger, 102
General Maintenance, 180
Goods Return To Supplier, 177
GoodsAnd Service Tax (GST), 237
Group Total, 166
I
Inquiry, 140
J
Journal Entry, 106
M
Main Screen Interface, 17
Menu Bar, 19
More Header, 167
Multi-Currency, 226
245
N
Network Installation,7
Notational Conventions, 3
O
Open K.I.V Folder, 206
Options, 207
P
Package Contents, 1
Project, 230
Purchase, 174
R
Refund or Forfeit a Deposit Received, 121
Report Designer, 196
Restore, 48
S
Sales, 156
Server Installation., 8
Set Credit Control, 76
T
Tools, 195
Transfer Deposit, 123
Transfer Document, 160
Transfer Status, 166
W
Working In AutoCount, 17
246