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UNIT-1
LESSON-1 PRINCIPLES OF ACCOUNTING
Contents:
1.0 Aims & Objectives
1.1 Introduction
1.2 Accounting Concept
1.3 Accounting Conventions
1.4 Principles of Accountancy
1.4.1 Accounting Terms
1.5 Let Us Sum Up
Under matching concept the accountant may consider all expenditure in one side and
all income in other side and by comparing both sides profit or loss can be calculated.
8. Verifiable objective evidence concept
Under this concept each entry must have documentary proof so that it can be-
verified as and when required. An auditor has to give certificate of the accuracy of the
accounts. He does so after verifying the entries on the basis of documentary proof.
These documentary proofs are papers, letters, agreements, cash, memo, invoice, bills,
money receipts, agreement papers, etc.
The convention to make provisions for all unseen (probable) losses and to leave
all probable income come under convention of conservation. The example of such
conventions are as follows :
(i) To make provision for bad debt or discount on debtors.
(ii) To show closing stock at 'market price and book value which ever is lower principle.
(iii) To make provision for loss on investment due to fluctuation in price.
(iv) To show the assets of less value in Profit & Loss A/c and in Balance sheet.
(v) To change depreciation on fixed asset by reducing method and not fixed installment
method.
(vi) To write off goodwill or patent etc.
Check Your Progress 1
List out any two Accounting conventions
Notes: a) Write your answer in the space given below
b) Check your answer with the one given at the end of this Lesson (pp.19)
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Accounts
The proprietor may bring money into his business or withdraw money from the
business for his household expenses. Hence two accounts are maintained in the Books
of Accounts to show the position of the proprietor in relation to the business. The
amounts invested by the proprietor are recorded in Capital Account and the sums
withdrawn for personal use are recorded in Drawings Account. Real accounts can be
classified into two:
1. Assets meant for use in business e.g. Buildings, Machinery, Furniture etc.
2. Goods meant for resale. The trader buys goods, sells goods occasionally returns
goods to his suppliers because the goods are defective or not according to sample and
may also receive defective goods from his customer. He may also have some unsold
goods on a given date.
Goods
The balance of unsold goods is known as Stock. Hence it is clear that, a trader
would like to maintain five separate accounts in respect of goods in order to have a
complete picture of commodities or merchandise resale.
And account has two sides, the left hand side known as ‘Dr’ or ‘Debit’ side and
the right hand side known as ‘Cr’ or ‘Credit’ side. The benefits received by the
account are recorded on the left hand side and the benefits imparted by the account are
recorded on the right
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B. What class of accounts are they? Identify them e.g. Personal, Real or Nominal.
C. Apply the rules for debit and credit.
In journalizing a transaction, the debit aspect is shown first with the
observation “Dr” after the name of the account and the credit aspect is shown as
second item with the word “To” at the beginning. A brief description known as
“Narration” is given at the end of every entry in the Journal.
Example 1.
1st July 1970 : Received cash from Muthu Rs.500
First Step : What are the accounts affected? Cash and Muthu
Second Step : Classify the accounts. Cash is real account. Muthu is personal
account
Third Step : According to Rule No.2 cash Account should be debited because
cash comes into the business.
According to Rule No.1 Muthu Account should be credited since Muthu has
given benefit.
The Ledger Folio column indicates 2 against Cash Account which means that
Cash Account is found on page 2 in the ledger, and this debit of Rs. 500 to cash A/c
can be seen on that page. Similarly 41; against Muthu A/c indicates the page number
in which Muthu Account is found and the credit of Rs. 500 indicated therein.
Example 2.
July 3, 1970 : Paid Cash to Hari Rs. 300. -
First Step : Cash Account and Hari Account.
Second Step : Cash is a Real Account. Hari is a Personal Account.
Third Step : Cash goes out and hence Cash A/c should be credited.
Hari receives a benefit and hence Hari Account
should be debited.
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Example 3.
July 7, 1970 : Bought goods for cash Rs. 560.
First Step : Purchases Account and Cash Account.
Second Step : Purchases and Cash Accounts are real accounts.
Third Step : Purchases A/c should be debited since goods have come into business
and Cash A/c should be credited since cash has gone out.
Example 4:
July 9, 1970 : Cash sales Rs. 600.
First Step : Cash Account and Sales Account
Second Step : Both are Real Accounts.
Third Step : Cash Account should be debited because cash comes in and Sales
Account should be credited because goods have gone out of the
business.
Example 5:
July10, 1970 : Sold goods to Selvan on credit Rs.1,100.
First Step : Sales and Selvan.
Second Step : Sales is a Real Account. Selvan is a Personal Account.
Third Step : Sales Account should be credited since goods go out of the business
and Selvan Account should be debited since he receives a benefit.
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Example 6:
July 1, 1970 : Kannan commenced business with Rs. 15,000.
It is important to note that the business is treated as a separate entity from the
am the businessman. All transactions of the business have to be analysed from the
business point of view and not from the proprietor’s point of view. The amount with
which a trader starts the business is known as Capital. The business has received Rs.
15,000 cash. Ask the question: "Who has given the sum to the business ?" Obviously
the Proprietor Kannan. This aspect of the double entry is therefore recorded in Kannan
Capital Account.
First Step : Capital Account and Cash Account.
Second Step : Capital is & Personal A/c. Cash is a Real A/c.
Third Step : Capital Account is to be credited since the proprietor is a giver and
Cash Account to be debited.
Example 7.
July 2, 1970 : Paid into Bank:
Or
Opened a Current Account with Central Bank Rs. 14,000.
First 'Step : Central Bank Account and Cash Account.
Second Step : Bank account is a Personal A/c. Cash is a Real A/c.
Third Step : Since Central Bank has received Rs. 14,000, Central
Bank Account should be debited and since cash has gone out of the business, Cash
Account should be credited.
The student should bear in mind that a trader has two alternatives for making
business payments. He can pay cash or issue a cheque (an order on the bank for
payment of money) to the party.
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Example 8
July 31, 1970 : Paid Rent by cheque Rs. 250.
First Step : Rent and Bank.
Second Step : Rent is a Nominal Account, Bank is a Personal account.
Third Step : Rent being an expense it should be debited. Bank Account should be
Credited.
Example 9.
July 31, 1971: Paid Salaries in Cash Rs. 420.
First Step : Salaries and Cash.
Second Step : Salaries Account is Nominal and Cash is Real Account.
Third Step : Salaries Account to be debited and Cash Amount to be credited.
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kannan)
11 Mani Account Dr.
To Cash Account 2100 -
(Being cash paid to mani) 2100 -
16 Manohar Account Dr.
To Sales Account 3500 -
(Being credit sales) 3500 -
21 Cash Account Dr.
To Sales Account 7500 -
(Being cash sales) 7500 -
26 Mani Account Dr.
To Cash Account 1200 -
(Being cash paid to mani) 1200 -
29 Cash Account Dr.
To Manohar Account 3500 -
(Being cash received from 3500 -
Manohar)
30 Rent Account Dr.
To Cash Account 450 -
(Being the rent for the month 450 -
of march paid)
30 Salaries Account Dr.
To Cash Account 700 -
(Being Salaries for the month 700 -
of march paid)
LEDGER
The Ledger is the main book of account. The Journal is a subsidiary book. The
word subsidiary means ‘giving additional help to. The journal helps a businessman to
take the various transactions to the right place, i.e., to the appropriate accounts. The
journal is the base, the ledger the middle of the pyramid. The Balance Sheet and Loss
statements can be prepared from the main book of account, viz., Ledger. Journalising
the numerous businesses will not enable the businessman to know his profit or loss;
his assets and liabilities. The recordings in the journal have to be processed farther to
have a full picture of the business. Recording the business transactions under the
heads of debit and credit is known as Posting. Processing these transactions further
and taking them to the appropriate accounts is known as Posting. You have often seen
a traffic constable regulating the traffic in a busy road junction. Cars, Lorries, Cycles
and, carts all wait for the constable's signal and then they proceed to their destinations.
The work of the Journal is similar to the constable in that it merely tells the account to
be debited and the account to be credited. But nevertheless this is an important It calls
for judgement. Then the entries are posted under appropriate accounts. All similar
transactions must be brought together. Transactions relating to cash are grouped under
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Cash Account. Similarly the transactions with customers and suppliers (debtors and
creditors) are grouped under appropriate personal accounts. Transactions connected
with various assets are recorded under each asset account separately. The expenses
and incomes of the business are recorded under appropriate nominal accounts. Ledger
is the main book of the business containing Personal, Real and Nominal accounts of
the business. But transactions are not normally recorded in the ledger directly. They
are first entered in the Journal and then posted to the concerned accounts in the ledger.
The journal is the starting point for the second book of account, the ledger.
The normal ledger is a bound volume with pages numbered consecutively. In a
big business it is impracticable to keep the ledger book. "Loose-leaf" ledger now takes
the place of a bound book. In a "Loose-leaf" ledger the pages are secured in a binder
and usually locked with a key. Additional pages may be inserted and those which are
fully written may be removed. The system has the w6,oa+me that new accounts may
be inserted when necessary, completed accounts can be removed; and the accounts
may be arranged and re-arranged in the desired order."
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Ledger of B. Balan
General Ledger
Capital Account
Dr. Cr.
Date Particulars Amount Date Particulars Amount
J.F
J.F
J.F
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Purchases Account
Dr. Cr.
Date Particulars Amount Date Particulars Amount
J.F
J.F
1970 Rs. P Rs. P
Jan. 4 To V.Velan 6750
7 To Cash 3000
13 To V.Velan 2000
Sales Account
Dr. Cr.
Date Particulars Amount Date Particulars Amount
J.F
J.F
Rs. P 1970 Rs. P
Jan. 10 By Cash 4000
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Salaries Account
Dr. Cr.
Date Particulars Amount Date Particulars Amount
J.F
V.Velan Account
Dr. Cr.
Date Particulars Amount Date Particulars Amount
J.F
J.F
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4. Journal is a book of first entry. Business transactions are first entered in the
Journal before they are taken to the appropriate accounts and the Ledger.
5. Ledger is the main book of account. It contains all the accounts of the business in a
well arranged form.
6. To Debit an account means to record the transaction on the left land side i.e:
"Debit" side of that account.
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2.1 INTRODUCTION
Welcome to E.X. Next Generation (EX NGN), the world's friendliest business
accounting software. Whether you plan to manage your personal accounts or the
finances of your business, you can use E.X. NGN to simplify record keeping, and
track the progress of your financial goals.
You can manage a number of accounts, maintain customer and supplier
information, design your own documents such as vouchers, invoices, and bills, enter
transaction details, reconcile bank statements, and prepare a trading account.
You can generate all the regular reports - final reports such as Balance Sheet,
Trial Balance and Profit and Loss Statement, Account and Group Balances, Customer
and Supplier Reports, Stock Reports, and Tax Reports. You can also generate analysis
reports such as Income and Expense Analysis, Sales and Purchases Analysis, and
Cost-centre wise Analysis to help you take crucial business decisions.
You'll work in windows that resemble registers, ledgers, invoices, and other
paper forms that you're probably used to. You can display all your transactions, or
only specific transactions - for instance, the customers to whom you've sold items for
more than Rs. 50,000 for a specific period, or the deposits made during the past six
months - and print reports that summarize your transactions.
In E.X. NGN, you can perform your basic tasks - setting up your company
details, accounts, items, and register columns; entering transactions; and generating
your Journal, Ledger, Trial Balance, Profit and Loss Statement, and Balance Sheet - in
less than an hour! And you can perform all the advanced tasks in less than a day!
Maintaining your financial information was never so easy!
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Bank Reconciliation
When the bank statement arrives, you can quickly balance and reconcile the
statement with your records. Instructions on your screen guide you through the
balancing process.
Automatic Computation of Stock
E.X.NGN provides two stock valuation methods - Weighted Average, and
Moving Weighted Average. On selecting one of these methods, E.X.NGN
automatically computes the stock position of the items in your inventory.
Consolidation of Multiple Companies
E.X.NGN allows you to consolidate by account balances and by stock. You can
consolidate the accounts of your companies right up to the Trial Balance, Profit and
Loss Statement or Balance Sheet level.
T-format Balance Sheet
E.X.NGN displays the balance sheet in the `Report' format (where liabilities
are listed below assets). When you preview or print, the Balance Sheet is in the
‘Tabular’ format (where liabilities are listed on one side, and assets on the other).
Analysis Categories and Analysis Reports
In E.X.NGN, you can define up to five levels of analysis categories. Based on
the analysis categories you define, you can generate Analysis Reports such as Income
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and Expense Report, Sales and Purchases report, Cost-centre wise Report, Account
wise Report, and Item wise Report.
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Ø To install EX NGN
1. Make sure that no other application is running.
2. Do one of the following.
§ If you're installing from floppy disks, insert E.X. Next Generation Disk 1 in the
drive.
§ If you're installing from CD-ROM, insert E.X. Next Generation CD-ROM in
the drive.
3. Click the Start button, point to Settings, and then click Control Panel.
4. Double-click Add/Remove Programs.
5. Click Install.
6. Follow the instructions on the screen.
You need to register your copy of E.X. NGN, specifying your name, your
organisations name, and the product serial number. The product serial number is the
number printed on the floppy disk box.
You also need to specify the type of installation you want. E.X.NGN provides
three installation options - Complete, Typical, and Custom.
Ø Complete Installation
Custom installation is recommended for users who want to install all the
components, along with the default templates that E.X.NGN provides.
The disk space required is 70 MB.
Ø Typical Installation
Typical installation is recommended for users who already have the Database
Drivers installed in their system.
The disk space required is 28 MB.
Ø Custom Installation
Custom installation is recommended for users who don't have sufficient disk
space to set up all the components.
In Custom Installation, you must install the following components - Program
Files, Designer Files, Crystal Files, and Report Files. The optional components are
Database Driver components, and Template Files. Select the Database Driver
components if you don't have the drivers installed, and Template Files if you want to
install the built-in templates.
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Starting E.X.NGN
Ø To log on to EX NGN
§ Click the Start button, point to Programs, then point to E.X. Next Generation, and
click E.X. Next Generation. The Logon dialog box appears.
Type Type
admin admin
Note
§ The date field, by default, takes the system date. You can, however, enter a date
other than the default displayed. For more information on how to select the date,
see “Selecting a Date,” page 26.
§ After you log on to E.X.NGN, you can change the password for the user called
‘admin’. You can also can set up set up users and assign and assign them unique
User Names and Passwords. After you set up your company, you can select the
company in the Logon dialog box.
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Window
Close Button
Title
Maximize
Control Button
Menu Box Menu
Bar Title Bar Minimize
Button
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Menu Bar
Lists the available menus. Each menu contains a list of commands or actions
that you can carry out. The menu names that are displayed depend on the type of
window you are in.
Title Bar
Shows the name of the window. If more than one window is open, the title bar
for the active window (the one in which you are working) is of a different colour than
the other title bars.
Minimize Button
Reduces the active window to an icon.
Maximize Button
Enlarges the active window so that it fills the entire desktop. When the window
enlarges, the window title appears in the title bar of the main screen.
Restore Button
Returns a window to the size it was before it was minimised or maximised.
Close Button
Closes the active window.
Workspace
This is the largest part of the screen. Windows for tasks appear in the
workspace. The menu bar, toolbar, and status bar are always displayed, unless
specifically deselected.
Status Bar
Displays information about the currently selected command, window, or dialog
box. The status bar is displayed by default. To hide the Status bar, from the View
menu, deselect the Status bar.
Toolbar
Click the buttons on the toolbar to choose commands quickly. For more
information, see "Command Buttons,". You can add or remove the toolbar buttons.
For information on how to add and remove toolbar buttons, see "Changing the Way
Your Desktop Looks,”.
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Field
Tabs
List Box
Command
Buttons
Although it's usually easier to use the mouse while you work in a dialog box,
you can also move from one tab to another, select options, or fill in information with
the keyboard. To move from one tab to another, press CTRL + TAB. To move among
options, press TAB, or press ALT and the letter underlined in the field name. For
example, in the Purchase tab, press ALT and the letter ‘U’ to move to the `Unit' field.
Command Buttons
Click a command button to carry out an action or display another dialog box.
Here are the command buttons in EX NGN.
Click To
Close Save and exit from a window/dialog box
Help Display onscreen help
Refresh Update the contents of the window
Modify Change some or all of the details displayed
Delete Delete some or all of the displayed details
New Enter information about a new entity
Cancel Exit from a window/dialog box without saving
Back Go to the previous dialog box
Next Go to the following dialog box
A command button followed by an ellipsis (...) opens another dialog box.
The black border around a button indicates that it is the default, and it will be chosen
automatically if you press ENTER.
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All toolbar buttons are also command buttons. ~The toolbar buttons are explained
below.
Click To
General Toolbar
Set up a new company
Open an existing company
Preview before printing
Print a document
Set up, modify details of, or delete a user
Export company details
Consolidate details of companies
Set up options
Setup Toolbar
Set up Chart of Accounts
Set up items
Set up Narrations
Set up Charges
Set up Sales Register Columns
Set up Purchase Register Columns
Set up Analysis Parameters
Set up Account Custom fields
Set up Item Custom fields
Enter Transactions
Adjust Open Debits against Credits
Reconcile the Bank Statement
Folders
View Customer details
View Supplier details
View Item details
View the Journal
View the Ledger
Selecting Commands
A command is an instruction that you give to EX NGN, to perform an activity. You
can select a command by:
· Clicking a toolbar button with the mouse
· Selecting a command from a menu
· Using the shortcut menu
· Using the shortcut keys
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To Do this
Point Position the mouse pointer until the tip of the pointer rests
on what you want to point to on the screen.
Click Press and immediately release the mouse button without
moving the mouse.
Double-click Point to an item, and press the mouse button twice in rapid
succession and release it.
Drag Point to an item. Press and hold the mouse button to a new
location. Then release the mouse button.
Mouse Pointer Shapes
The mouse pointer changes shape, depending on what you're pointing to, or the
task you're working on. For example, if you click text, the pointer looks like an I-
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beam. When you point to a menu or a toolbar, the pointer becomes a left pointing
arrow. The following table lists the common pointer shapes.
Pointer Location Action
Text area Type, select or enter text
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Sizing Windows
E.X.NGN allows you to switch from one task to another. As a result, you may
have a number of windows open at the same time. You can change the size of the
window to see more than one window simultaneously, or adjust the size to see only a
portion of the window's contents.
There are two ways in which you can size a window.
Ø To size a window
§ Use the maximise, minimise and restore buttons at the top right corner of the
screen. For more information see, "What's on the EX NGN Main Screen," page 13.
§ Point to the border of the window, and when the pointer changes shape, drag the
border to increase, or reduce the size of the window.
Understanding Messages
Messages displayed in EX NGN are either informative or interactive messages.
An information message is displayed on the status bar at the bottom of the
window. It provides information about the window, dialog box, or field on which your
mouse pointer is currently positioned.
Interactive messages are of three types.
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Keyboard Conventions
All key names are shown in small capital letters. For example, the Control key
is shown as CTRL, and the Insert key is shown as INSERT.
Keys Commands
ALT+C Keeping the ALT key pressed, press the letter c. Then release
both keys.
ALT+C,P Keeping the ALT key pressed, press the letter C. Release both
keys and press the letter P.
ENTER `Press ENTER' means that you can press ENTER or RETURN.
Arrow Keys You can use the UP, DOWN, RIGHT and LEFT arrow keys to
move the insertion point in a window.
PAGE UP and You can use PAGE UP and PAGE
PAGE DOWN DOWN to move the insertion point by one page.
TAB You can use TAB to move to the next field or command button in
a dialog box.
Mouse Conventions
We assume that you are using a mouse for working. This guide, therefore, uses
mouse-related terminology. (If you're not using a mouse, on the keyboard, you can
press SxtFr+F1o and carry out all the mouse-related tasks).
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Selecting a Date
EX NGN provides a calendar wherever you'll have to enter a date. Using the
calendar, you'll be able to know the day on which a particular date falls, and you can
plan your payments and receipts. For example, you may like to ensure that a particular
due date doesn't fall on a Sunday.
Selecting a date has a lot' of significance in EX NGN. For example, the logon
date must be within the current financial year, or in the previous financial year (if you
haven't closed the books for that year). If you want to enter post-dated transactions,
you can log on with a future date (a date within the current financial year, but after
today's date, that is the system date).
Setting Up Options
In E.X.NGN, you can, at the outset, set up options that are applicable to
documents and reports. For example, you can set up an option for EX NGN to prompt
you when cash/bank balance goes negative, or when the customer's credit exceeds the
limit. Or, you can set up the option to display the border in all documents, or the
header information in all reports.
If, at a later stage, you want to change the options that you've set up, you can
reset the options.
The options are categorised as General, Print, Report and Analysis Categories.
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You can specify four values. Typing a value in the first field is
compulsory. The other fields can be blank or have zero as the
value.
Note If you want to specify more than one date, the dates must be
in the ascending order.
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SUGGESTED READINGS/REFERENCES:
1. EX-NEXT GENERATION- Users Guide, Tata Consultancy services,Mumbai
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UNIT-2
LESSON-3 STEP BY STEP GUIDE TO E.X
Contents:
3.0 Aims & Objectives
3.1 Introduction
3.2 Step-1 Setting Up Your Company Details
3.3 Step-2 Setting Up an Account
3.4 Step-3 Setting Up an Item
3.5 Step-4 Setting Up a Tax Register Column
3.6 Step-5 Entering Your First Document
3.8 Step-7 Generating the Ledger
3.9 Step-8 Generating the Standard Trial Balance
3.10 Step-9 Generating the Standard Profit And Loss Statement
3.11 Step-10 Generating the Standard Balance Sheet
3.12 Let Us Sum Up
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3. Click Next.
Enter the details in the fields.
Financial Year
Start Date Enter the start date of your company's financial year.
Note After your company is set up, you can't modify the start
date.
End Date Enter the end date of your company's financial year. The period
of the financial year must be between 3 and 18 months.
Sales Tax Registration
CST Type the Central Sales Tax Registration
Number Number of your company.
SST Type the State Sales Tax Registration
Number Number of your company.
Other Details
Stock Valuation Select `Weighted Average' or `Moving
Method Weighted Average'.
If you want to manually value the stock of your company, select
`None'.
4. Click Next.
E.X. NGN provides built-in templates for several business types. For example, if
you select `Trader' as your business type, the template provides the basic framework
of accounts commonly used by traders.
Enter the details in the fields.
Business Select the business type that best
Type describes your business.
If you want to create your own set of accounts, select `None'.
Account Displays the set of accounts that E.X.NGN provides for the
business type you've selected.
5. Click Next.
Enter the details in the field.
File Location Select the directory where you want to save
your company data.
6. Click Finish.
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Your first company is now ready. The next step is to set up your name of the
folder accounts.
Ø To set up an Account
1. From the Setup menu, select Chart of Accounts. The Chart of Accounts window
appears.
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3. Select Account.
4. Select Expense as the Account Type, and click OK. The New Account dialog box
for the selected account type appears.
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Amount
Alongside each month, type the amount you are budgeting.
E.X.NGN automatically takes the debit sign (Dr) for expense,
and the credit sign (Cr) for income. These signs are used in the
budget reports.
6. Click OK.
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3. Enter the details in the fields. For information on the fields, see "Entering Details
in the New Item Dialog Box," given after this procedure.
4. After entering the details, do one of the following:
§ To save the item details and return to the Setup Items window, click OK.
§ To save the item details and set up another item, click Another.
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Rate Type the sales rate of the item. For example, if you want to sell
an item for Rs. 200 per kg, the rate is 200 and the unit (see the
next field) is kg.
Unit Type the unit in which you sell the item.
Account Select the sales account that is affected by the sale of the item.
Column in Tax Select the register column in which the net
Register amount for a sales transaction on the item is entered. For
information on how to set up a Sales Tax Register Column, see
"Setting Up a Tax Register Column," .
Unit Information If the sales unit is different from the purchase unit, type the
conversion multiplier to indicate how many `Sales' units make
one `Purchase' unit. For example, if the purchase unit is kg, and
the sales unit is gm, the conversion multiplier is 1000.
v Charges Tab
Type Displays the charge types that EX NGN provides.
Category Select the charge categories that are applicable to the item. The
categories are those that you've set up.
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§ Sr.No.
§ Document Date
§ Document Number
§ Party Name
§ Document Amount
§ Others
2. Choose the Column tab. E.X.NGN displays the list of seven register columns
provided.
3. Click New. The Add Sales Tax Register Column or Add Purchase Tax Register
Column dialog box appears.
4. Type the name of the new register column, and click OK. EX NGN displays the
name of the new register column at the bottom of the list.
5. To add more columns, repeat Steps 3 and 4.
6. Click Close.
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What's Next?
After entering transaction details in documents, you can generate the Journal,
Ledger, Trial Balance, Profit and Loss statement, and Balance Sheet.
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Quarter to Date: From start of the current quarter of the financial year to today's
date.
Year to Date -
Current: From start of the current financial year to today's date.
Previous Year: For the previous year.
Year to Date -
Previous: From start of the previous financial year to today's date (if the
books of the previous year have not been closed).
Custom: From and to a date that you specify.
Note You can't enter a future date.
From This field is available if you had selected 'Custom'. Select the
date from which you want to generate the report.
To This field is available if you had selected `Custom'. Select the
date up to which you want to generate the report.
Description Displays a description for the option selected in the Date
Selection field.
Amount tab
Operators Select an option. The available options are - Between, Equal to,
Greater than, and Less than.
Amount Type the amount for which you want the report.
If you've selected `Between' as the operator in Amount 1, type
the amount from which you want the report, and in Amount 2
type the amount up to which you want the report.
View Mode tab
Onscreen and Select this option to display the report
Drill Down in the format in which it will be printed. In this mode, you can
drill down to the source document and modify details.
Print Preview Select this option to display the report in the format in which it
will be printed. In this mode, you can only view the report. You
can't drill down to other details or make changes.
Print Select this option to print the report.
3. Click OK. The Journal appears.
RK Enterprises 15 Dec, 2005
Journal for the Period 01 Apr, 2005 to Dec, 2005
(All Amounts in Rs.)
Document
Account/ Narration Debit Credit Quantity Unit Rate Other Debits
Number
Sales (SL)
08 Apr.1997
0804 1997-1 Sales / Freight 6720.00
104640.00
Sales / Carpets 2.00 Each Raj
intricate 60000.00 Total : 61200.00
Raj
Sales / CST 2% 1200.00
Sales / Carpets-Coarse 36000.00 3.00 Each Raj
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Total : 36720.00
Raj
Sales / CST 2% 720.00
18 Apr, 1997
18041997-1 14,980.00
Sales/ Freight 980.00 Thambi
14,000.00 780.00 Bot. 20.00 Total : 14,000.00
Sales/ Herbal Tea 14,980.00 14,980.00 Thami
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i. From the Reports menu, point to Accounts Reports, and select Ledger. The Ledger
dialog box appears.
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Quarter to Date: From start of the current quarter of the financial year to today's
date.
Year to Date -
Current: From start of the current financial year to today's date.
Previous Year: For the previous year.
Year to Date -
Previous: From start of the previous financial year to today's date (if the
books of the previous year have not been closed).
Custom: From and to a date that you specify.
Note You can't enter a future date.
From This field is available if you had selected `Custom'. Select the
date from which you want to generate the report.
To This field is available if you had selected `Custom'. Select the
date up to which you want to generate the report.
Description Displays a description for the option selected in the Date
Selection field.
View Mode tab
Onscreen and Select this option to display the report
Drill Down in the format in which it will be printed. In this mode, you can
drill down to the source document and modify details.
Print Preview Select this option to display the report in the format in which it
will be printed. In this mode, you can only view the report and
can't drill down to other details or make changes.
Print Select this option to print the report.
iii. Click OK. The Ledger appears.
Document Running
Amount Narration Debit Credit
Date Number Balance
Company Cars Opening balance 800000.00 Dr
30 Sep, 1997 JV 30091997 1 Half yearly Depreciation 8000.00 792000.00 Dr
Total / Closing balance 8000.00 792000.00 Dr
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Account Total
Income
Trading Income
Sales 7456594.90
Closing Stock 0.00
Brokerage earned 16500.00
Stock Transfers 0.00
Total Trading Income 7473094.90
Miscellaneous Expenses
Client Entertainment 16000.00
Sponsorships 80000.00
Legal Fees 50000.00
Depreciation 14000.00
Repair & Maintenance 16000.00
Total Miscellaneous Expenses 176000.00
Total Expense 6165405.00
Profit 1929689.90
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2. You can generate the Standard Balance Sheet to view your company's assets,
liabilities, and equity as of a particular day.
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4.1 INTRODUCTION
In E.X.NGN, documents refer to paper forms such as Vouchers, invoices, receipts,
and bills. E.X. NGN gives you the flexibility to use different types of documents,
depending on the transaction you want to record. For example, if you want to prepare
an invoice for the customer, you can use the Sales document.
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Set up Purpose
Accounts To automatically post
transaction details to the
respective accounts
Items To select the item for a sales
or purchase transaction
Register To generate sales tax register
Columns or purchase tax register
Charge To automatically calculate
Categories and post charge details
to the respective accounts
and register columns
Narrations To select narrations for a
transaction
Analysis To obtain analytical
Categories information on your business
operations
Ø To enter details in a Document
1. From the Activities menu, select Enter Documents. The Documents window
appears.
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2. To display the documents under the document type, from the Document Type list,
double-click the document type.
3. Select the document in which you want to enter the details. The list of documents
you've entered appears.
Note The default document layouts for each document type are listed. You can,
however, modify the default document layouts and rename these layouts. The
document layouts you've designed are also listed. Click New. The document layout
appears.
4. Select the Header Account.
Note For document types - Cash/Bank Transactions and Journal Voucher, there
are no header accounts. When you select a header account, the details that you've
entered while setting up the account are automatically picked up. You can't modify
these details.
5. Enter the transaction details in the fields. For information on the fields, see
"Entering Details in Fields," given after this procedure.
6. Do one of the following:
§ To save the document, click Save.
§ To preview the document, click Preview.
§ To save and print the document, click Save & Print.
When you save a document, you can have EX NGN display a message if:
§ Stock quantity of an item goes negative
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Likewise, if you want to adjust open debits and open credits, you can have E.X. NGN
display the Adjust Open Debits-Credits dialog box.
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Document Fields
Header Account Displays the name of the header account you've selected.
Invoice Date Enter the date of the invoice. Displays, by default, today's date
(that is, the logon date) as the invoice date.
Contact Name Displays the name of the contact person. If you select Cash or
Bank as the header account, you can type the name of the contact
person.
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Document Fields
Header Account Displays the name of the header account you've selected.
Purchase Date Enter the date of the transaction. Displays, by default, today's
date (that is, the logon date) as the date of the transaction.
Note This field is available only for layouts - Purchases Cash
(PLC) and Purchases Cheque (POC).
Contact Name Displays the name of the contact person. If you select Cash or
Bank as the header account, you can type the name of the contact
person.
Purchase No. Displays the document series number in the following format:
Doc. Type Code - Doc. Series - Doc. No. - Doc. Letter.
EX NGN, by default, generates the document series number on a
daily basis. You can, however, change the document series
number.
Narration Enter a header level narration for the transaction.
Supplier Bill No. Enter the date specified in the supplier's bill.
Supplier Bill Date Enter the date specified in the supplier's bill. Displays, by default,
today's date (that is, the logon date) as the supplier bill date.
Due On Displays the document date as the due date. But, if you've
specified the number of days of credit, EX NGN adds the number
of days of credit to the document date, and displays the due date.
You can, however, modify the due date.
Note This field is available only for layouts - Purchases Credit
(PLR and POR) and Purchases Cash/Cheque or Credit (PUR).
Cheque No. Type the cheque number.
Note This field is available only for Layouts Purchases Cash
(PLC) and purchases cheque (POC).
Dated Enter the date given on the Cheque. Displays, by default, today’s
date (that is, the logon date) as the cheque date.
Note This field is available only for layouts – Purchases Cash
(PLC) and Purchases Cheque (POC)
Drawn on Type the name of the bank n which the cheque or demand draft is
drawn.
Note This field is available only for layouts- Purchases Cash
(PLC) and Purchases Cheque (POC).
Amount in Words Displays the grand total amount in words.
Table Fields
Item Enter the name of the item purchased, or a narration for the
transaction.
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Amount Displays the amount for the transaction. The amount is the
quantity transacted multiplied by the rate.
If you've entered a narration in the Item column, type the amount.
If you did not tag an account to an item or a narration while
setting up the item or the narration, tag an account to the amount.
You can also change the account you've tagged to the item or the
narration. If you've typed the item name or narration, tag an
account to the amount.
You can change the register column you've tagged to the item or
the narration. If you've typed the item name or narration, you can
tag a register column to the amount.
You can also tag analysis categories to the amount.
Sub Total Fields
Total Displays the grand total of the amounts in the table.
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The quantity is the number of items (measured by the unit for the
item) transacted. For example, if the unit for the item is kgs, a
quantity of 3 means 3 kgs.
Note If you've entered a narration in the Item column, this
column doesn't take a value.
Unit Displays the purchase unit that you've defined while setting up
the item. You can change the unit if the item is not transacted on.
Note If you've entered a narration in the Item column, this
column doesn't take a value.
Rate Displays the rate per unit of the item, which you defined while
setting up the item. You can, however, change the rate.
Note If you've entered a narration in the Item column, this
column doesn't take a value.
Amount Displays the amount for the transaction. The amount is the
quantity transacted multiplied by the rate.
Note If you've entered a narration in the Item column, type the
amount.
If you did not tag an account to an item or a narration while setting up the item
or the narration, tag an account to the amount. You can also change the account you've
tagged to the item or the narration. If you've typed the item name or the narration, tag
an account to the amount.
You can change the register column you've tagged to the item or narration. If you've
typed the item name or narration, you can tag a register column to the amount.
You can also tag analysis categories to the amount.
Sub Total Fields
Total Displays the grand total of the amounts in the table.
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Document Fields
Account Displays the name of the header account you've selected.
Date Enter the date of the transaction. Displays. by default, today's
date (that is, the logon date) as the date of the transaction.
Document No. Displays the document series number in the following format:
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Note This field is available only for Bank Transfer (BT) layout.
Drawn on Type the name of the bank on which the cheque is drawn.
Note This field is available only for Bank Transfer (BT) layout.
Amount in Words Displays the grand total amount in words. Table Fields
Narration Enter a narration for the transaction.
After you select a narration, EX NGN picks up the details (such
as account) that you've set up for the narration.
Account Enter the name of the line account. If you've tagged an account to
a narration, EX NGN displays that account name.
You can tag analysis categories to the line account.
Amount Type the amount.
The line account is tagged to the amount by default. You can,
however, change the tagged line account.
You can also tag analysis categories to the amount.
Document Fields
Date Enter the date of the transaction. Displays, by default, today's
date (that is, the logon date) as the date of the transaction.
Bank Receipt No. Displays the document series number in the following format:
Doc. Type Code - Doc. Series - Doc. No. - Doc. Letter.
EX NGN, by default, generates the document series number on a
daily basis. You can, however, change the document series
number.
Note This field is available only for layouts - Single Bank
Receipt (SBR) and Multiple Bank Receipt (MBR).
Cash Receipt No. Displays the document series number in the following format:
Doc. Type Code - Doc. Series - Doc. No. - Doc. Letter.
EX NGN, by default, generates the document series number on a
daily basis. You can, however, change the document series
number.
Note This field is available only for layouts - Single Cash
Receipt (SCR) and Multiple Cash Receipt (MCR).
Received with Type the total amount in words.
thanks a sum of
Note This field is available only for layouts - Single Bank receipt
(SBR) and Single Cash Receipt (SCR).
Ref. Date Enter the date specified on the reference document. Displays, by
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default, today's date (that is, the logon date) as the date of the
reference document.
Note This field is available only for layouts - Multiple Bank
receipt (MBR) and Multiple Cash Receipt (MCR).
Reference No. Type the number specified in the reference document.
Note This field is available only for layouts - Multiple Bank
receipt (MBR) and Multiple Cash Receipt (MCR).
Account Displays the name of the header account you've selected.
Note This field is available only for layouts - Multiple Bank
receipt (MBR) and Multiple Cash Receipt (MCR).
Narration Enter a header level narration for the transaction.
Note This field is available only for layouts - Multiple Bank
receipt (MBR) and Multiple Cash Receipt (MCR).
Amount in Words Displays the amount in words.
Note This field is available only for layouts - Multiple Bank receipt
(MBR) and Multiple Cash Receipt (MCR).
By Cheque Type the cheque number.
Note This field is available only for Single Bank Receipt (SBR)
layout.
Dated Enter the date specified on the cheque. Displays, by default,
today's date (that is, the logon date) as the cheque date.
Note This field is available only for Single Bank Receipt (SBR)
layout.
On Type the name of the bank on which the cheque is drawn.
Note This field is available only for Single Bank Receipt (SBR)
layout.
Table Fields
Narration Enter a narration for the transaction.
After you select a narration, EX NGN picks up the details (such
as account) that you've set up for the narration.
This field is available only for layouts - Multiple Bank receipt
(MBR) and Multiple Cash Receipt (MCR).
From Displays, by default, the line account tagged to the narration. You
can, however, change the line account.
You can tag analysis categories to the line account.
Note This field is available only for layouts - Single Bank receipt
(SBR) and Single Cash Receipt (SCR).
Amount Type the amount.
The line account tagged to the narration is tagged to the amount
by default. You can, however, change the tagged line account.
You can also tag analysis categories to the amount.
Account Displays, by default, the line account tagged to the narration. You
can, however, change the tagged line account.
You can tag analysis categories to the line account.
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default, today's date (that is, the logon date) as the date of the
reference document.
Note This field is available only for layouts - Multiple Bank
Payment (MBP) and Multiple Cash Payment (MCP).
Account Displays the name of the header account you've selected.
Note This field is available only for layouts - Multiple Bank
Payment (MBP) and Multiple Cash Payment (MCP).
Narration Enter a header level narration for the transaction.
Note This field is available only for layouts - Multiple Bank
Payment (MBP) and Multiple Cash Payment (MCP).
Amount in Words Displays the amount in words. Table Fields
Narration Enter a narration for the transaction.
After you select a narration. EX NGN picks up the details (such
as account) that you've set up for the narration.
Note This field is available only for layouts - Multiple Bank
Payment (MBP) and Multiple Cash Payment (MCP).
To Displays, by default, the line account tagged to the narration. You
can, however, change the line account.
You can tag analysis categories to the line account.
Note This field is available only for layouts - Single Bank
Payment (SBP) and Single Cash Payment (SCP).
Account Displays, by default, the line account tagged to the narration. You
can, however, change the line account.
You can tag analysis categories to the line account.
Note This field is available only for layouts - Multiple Bank
Payment (MBP) and Multiple Cash Payment (SCP).
Amount Type the amount.
The line account tagged to the narration ic tagged to the amount
by default. You can_ however, change the tagged line account.
You can also tag analysis categories to the amount.
By Cheque Type the cheque number.
Note This field is available only for Single Bank Payment (SBP)
layout.
Dated Enter the date specified on the cheque. Displays, by default,
today's date (that is. the logon date) as the cheque date.
Note This field is available only for Single Bank Payment (SBP)
layout.
On Type the name of the bank on which the cheque is drawn.
Note This field is available only for Single Bank Payment (SBP)
layout.
Towards Enter a narration for the transaction.
After you select a narration, EX NGN picks up the details (such
as account) that you've set up for the narration.
Note This field is available only for layouts - Single Bank
Payment (SBP) and Single Cash Payment (SCP).
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Ø Selecting an Account
From the Account List, you can select the accounts you've set up.
Ø To select an Account
1. Place the cursor in the Account or Account Name column.
2. From the right mouse menu, select Account.
3. In the Account List, double-click the account you want. ,
v Tagging
There are at least two accounts that are affected by each transaction.
Let's say you've sold computers to a customer on credit. The transaction affects
the following two accounts - the customer's account that is debited, and the sales
account that is credited. When you select the customer as the header account, the
details you've set up for the customer are picked up in the relevant fields (such as
contact name, billing and shipping addresses, and credit limit). You cannot modify
any of the account details that are picked up. After entering transaction details in the
document, the transaction amount is debited to the customer's account, and the
customer account details are updated. For the corresponding credit entry, you need to,
at the line level, tag the sales account to the transaction amount.
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Or, let's say you buy goods on credit. The supplier's account that is credited is
selected as the header account, and the purchases account that is debited is selected as
the line account.
You can, while defining document properties, select the following account
types as header accounts:
· Customer
· Customer/Supplier
· Credit Card (Sales)
· Credit Card (Purchases)
· Cash
· Bank
You can select header accounts while defining document properties.
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You can also tag an analysis category to an item and a narration. By tagging,
you can generate analysis reports on the transaction. For example, if you've sold
computers to a customer, you can tag an analysis category, say `Sales Region' to the
item. And, you can generate a report on the region wise sale of computers.
Ø To tag an Account, a Register Column and an Analysis Category to the
Transaction Amount
1. Place the cursor in the Amount column.
2. From the right mouse menu, select Account, Register Column, o r Analysis
Category. The Account List, Register Columns List or Analysis Categories dialog
box appears.
The line accounts displayed are those that you had selected wink defining
document properties.
3. Select the option you want to tag, and press ENTER.
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Date Range
From Enter the date from which you want the documents displayed.
You cannot enter a future date.
To Enter the date up to which you wan! the documents displayed.
You cannot enter a future date.
Document Number
Series Displays the complete list of document series in the following
format:
Doc. Type Code - Doc. Series - Doc. No. - Doc. Letter.
From Displays `1' as the document number from which you want the
documents displayed.
You can, however, change the number.
To Type the document number up to which you want the documents
displayed.
After you specify filtering criteria, only the documents filtered
are displayed (at all times). To view the other documents, you'll
have to re-define the filtering criteria.
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4. Select the document for which you want to modify the details entered, and click
Edit.
5. Modify the details.
v Deleting a Document
You can delete a document entered on any date in the current financial year. If
you've not closed the books of the previous financial year, you can also delete a
document entered in that year. E.X. NGN changes the account balances affected, and
the stock quantity (for transactions on items).
Note You can select multiple documents and delete them.
Ø To delete a Document
1. From-the Activities menu, select Enter Documents. The Documents window
appears.
2. To display the documents, from the Document Type list, double click the
document type.
3. To display the list of documents entered, select the document type.
Note If you've specified filtering criteria, the complete list of documents you've
entered isn't displayed. If you don't find the details of the document you want, re-
define the filtering criteria.
4. Select the document you want to delete, and click Delete. EX NGN prompts you
to confirm the deletion.
2. EX NGN provides four default document layouts for the document type -
Payments.
§ Single Bank Payment (SBP)
§ Multiple Bank Payment (MBP)
§ Single Cash Payment (SCP)
§ Multiple Cash Payment (MCP)
§
SUGGESTED READINGS/REFERENCES:
1. EX-NEXT GENERATION- Users Guide, Tata Consultancy services,Mumbai
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UNIT-3
LESSON 5- REPORTS
Contents:
5.0 Aims & Objectives
5.1 Introduction
5.2 Selecting an Account
5.3 Selecting an Amount
5.4 Selecting a Customer/Supplier
5.5 Selecting a Date
5.6 Selecting a Document
5.7 Selecting the View Mode
5.8 Selecting an Item
5.9 Selecting an Item/Narration
5.10 Selecting an Analysis Category
5.11 Selecting a Register Column
5.12 Selecting the Interest Rate
5.13 Selecting the Transaction List
5.14 Selecting a Charge
5.15 Selecting a Cash/Bank Account
5.16 Let Us Sum Up
5.1 INTRODUCTION
Using E.X.NGN, you can generate a number of reports, each of which you can
customise to show exactly the information you want, organised the way you want it.
You can customise a report on the basis of several parameters.
For example, you can, using date as a parameter, generate the Balance Sheet as
on September 30, December 25, March 31, or as on any other date.
You can view all the reports on screen. From select reports, you can drill down
to the source document. You can preview the reports before printing, or print them
straightaway. Before generating a report, you can specify the view mode in which you
want the report.
In addition to displaying and printing reports, you can export reports to various
data formats such as comma separated, tab separated and data interchange, and to
popular programs such as MS-Excel, Lotu s 1 -2-3, Word for Windows, for
incorporating in your business plan or other document.
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In this Lesson, you'll learn about all the selection criteria available for different
reports. When you select a report from the Reports menu, the report selection dialog
box appears. The dialog box contains a combination of tabs, based on the report
you've selected. For example, if you select Receipts and Payment Statement, the tabs
available are Date and View Mode. If you select Customer List, the tabs available are
Customer and View Mode.
Even after generating a report on screen, you can re-define the selection
criteria. For example, if you've generated an Item List selecting all the items, and later
you want to limit the selection to a few items, you need not exit from the Item List.
Here's the list of the tabs in the different report selection dialog boxes:
· Account
· Amount
· Customer/Supplier
· Date
· Document
· View Mode
· Item
· Analysis Category
· Register Columns
· Interest Rate
· Transaction List
· Charge
· Cash/Bank
· Item/Narration
Check Your Progress 1
What are the various selection dialog boxes available for generating reports?
Notes: a) Write your answer in the space given below
b) Check your answer with the one given at the end of this Lesson (pp.95)
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to generate the report. You can select the account type, or the individual accounts, and
further filter the selected accounts, based on moved accounts.
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reports.
User Defined Fields If you've selected only one document name in the Document
Type box, click User Defined Fields and select the User Defined
Type and the corresponding value.
Note This option is available only for the reports - Transaction
List, Customer Transaction Analysis and Supplier Transaction
Analysis.
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transacted on.
Below Minimum Select the check box to generate a report on
Quantity items below the minimum stock quantity specified.
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· In the Interest Rate tab of the report selection dialog box, enter the percentage rate
per annum, based on which you want the report.
Ø To select the Interest Rate for generating Account Interest Calculation report
· In the Interest Rate tab of the report selection dialog box, enter the options. The
options are explained below.
Credit Balance Select to calculate the interest on all outstanding credit balances.
Debit Balance Select to calculate the interest on all debit balances.
Credit and Debit Select to calculate the interest on all
Balances outstanding debit and credit balances.
Rate of Interest
For Credit Balance This field is available only if you have selected Credit Balance,
or Credit and Debit Balances. Specify the percentage rate and the
number of days for the credit balance.
For Debit Balance This field is available only if you have selected Credit Balance,
or Credit and Debit Balances.
Specify the percentage rate and the number of days for the credit
balance.
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You can select cash or bank account, based on which you want to generate the
cash/bank book.
Ø To select a Cash/Bank account for generating reports
· In the Cash/Bank tab of the report selection dialog box, select the options. The
options are explained below.
Select
Accounts Click to select accounts by type. In the
By type Account Types group box, select Cash or Bank.
Individual Click to select accounts individually. The
accounts Account Types group box displays all the Cash and Bank
accounts. All accounts are automatically selected. You can
deselect the accounts that you don't need.
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5. Click the document number. A rectangular box encloses the document number
box.
6. Double-click the document number. The source document of that transaction
appears.
7. To exit from the document and return to the Ledger, from the right mouse menu,
click Close.
8. To exit from the ledger and return to the Balance Sheet, from the right mouse
menu, click Close.
Ø Printing a Report
You can print a report at any time. You can print a report from the View Mode
tab (without displaying the report on screen), or from the report displayed on screen.
You can also print the Ledger and the source document to which you drill down to
from the report.
Ø To print a report from the View Mode tab
1. In the View Mode tab of the report selection dialog box, select Print, and click
OK. The Print dialog box appears.
2. Select the options, and click OK. The report is printed.
Ø To print a report displayed on screen
1. From the Company menu, select Print. The Print dialog box appears.
2. Select the options, and click OK. The report is printed.
Ø To print a Document to which you have drilled down
1. In the document, click Print. The Print dialog box appears:
2. Select the options, and click OK. The report is printed.
2. Reports can be exported to various data formats such as comma separated, tab
separated and data interchange, and to popular programs such as MS-Excel, Lotus 1-
2-3, and MS-Word, for incorporating in your business plan or other documents.
3. You can print a report from the View Mode tab (without displaying the report on
screen), or from the report displayed on screen.
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SUGGESTED READINGS/REFERENCES:
1. EX-NEXT GENERATION- Users Guide, Tata Consultancy services,Mumbai
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6.1 INTRODUCTION
Using E.X.NGN, you can generate a number of reports, each of which you can
customize to show exactly the information you want, organized the way you want it.
You can customize a report on the basis of several parameters.
For example, you can, using date as a parameter, generate the Balance Sheet as
on September 20, December 21, March 31, or as on any other date.
You can view all the reports on screen. From select reports, you can drill down
to the source document. You can preview the reports before printing, or print them
straightaway.
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You can generate the Cash Book or Bank Book, or both Cash Book and Bank
Book for:
§ One or more cash or bank accounts
§ A specified date range
From the Cash/Bank Book, you can drill down to the source document. You can also
modify the source document.
Ø To generate the Cash/Bank Book
1. From the Reports menu, point to Account Reports, and select Cash/Bank Book.
The Cash/Bank Book dialog box appears.
2. To generate the Cash/Bank Book, specify:
§ An account, a set of accounts, or an account type
§ Date range
§ View mode.
3. Click OK. The Cash Book/Bank Book appears.
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Document Running
Amount Narration Debit Credit
Date Number Balance
Company Cars Opening balance 800000.00 Dr
30 Sep, 1997 JV 30091997 1 Half yearly Depreciation 8000.00 792000.00 Dr
Total / Closing balance 8000.00 792000.00 Dr
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…………………………………………………………………………………………
…………………………………………………………………………………………
…………………………………………………………………………………………
Document
Account/ Narration Debit Credit Quantity Unit Rate Other Debits
Number
Sales (SL)
08 Apr.1997
0804 1997-1 Sales / Freight 6720.00
104640.00
Sales / Carpets 2.00 Each Raj
intricate 60000.00 Total : 61200.00
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Raj
Sales / CST 2% 1200.00
Sales / Carpets-Coarse 36000.00 3.00 Each Raj
Total : 36720.00
Raj
Sales / CST 2% 720.00
18 Apr, 1997
18041997-1 14,980.00
Sales/ Freight 980.00 Thambi
14,000.00 780.00 Bot. 20.00 Total : 14,000.00
Sales/ Herbal Tea 14,980.00 14,980.00 Thami
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103
104
105
previous financial year is shown alongside the total amount of the current financial
year.
Ø To generate the Comparative Balance Sheet
From the Reports menu, point to Balance Sheet, and click Comparative. The Balance
Sheet- Comparative dialog box appears.
To generate the Comparative Balance Sheet, specify:
§ Number of account levels you want to view
§ Whether you want to display accounts with zero balances
§ Date
§ View mode
Click OK. The Comparative Balance Sheet appears.
Check Your Progress 2
What are the two types of Balance sheets generated by E.X.NGN?
Notes: a) Write your answer in the space given below
b) Check your answer with the one given at the end of this Lesson (pp.131)
…………………………………………………………………………………………
…………………………………………………………………………………………
…………………………………………………………………………………………
…………………………………………………………………………………………
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Account Total
Income
Trading Income
Sales 7456594.90
Closing Stock 0.00
Brokerage earned 16500.00
Stock Transfers 0.00
Total Trading Income 7473094.90
Miscellaneous Expenses
Client Entertainment 16000.00
Sponsorships 80000.00
Legal Fees 50000.00
Depreciation 14000.00
Repair & Maintenance 16000.00
Total Miscellaneous Expenses 176000.00
Total Expense 6165405.00
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Profit 1929689.90
From the Receipts and Payment Statement, you can't drill down to the source
document.
Ø To generate the Receipts and Payments Statement
From the Reports menu, select Receipts and Payments Statement. The Receipts
and Payments Statement dialog box appears.
To generate the Receipts and Payments Statement, specify:
§ Date range
§ View mode
Click OK. The Receipts and Payments Statement appears.
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From the Account Balance Statement, you can drill down to the Ledger, and from the
Ledger to the source document. You can also modify the source document.
To generate the Account Balance Statement
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From the Reports menu, point to Account Reports, and select Account Balance
Statement. The Account Balance Statement dialog box appears.
To generate the Account Balance Statement, specify:
§ An account, a set of accounts, or an account type
§ View mode
Click OK. The Account Balance Statement appears.
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§ Interest rate
§ An account or a set of accounts
§ Date range
§ Credit or debit balances, or both credit and debit balances
3. Click OK. The Account Interest Calculation Report appears.
You can generate the Accounts Movement Report to view the break-up of the
debit amount and credit amount for a specific period. The breakup presents the
opening debit amount and the opening credit amount, along with the transacted debit
amount and credit amount.
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You can specify the ageing period for the dues to be received/paid. For
example, if you set periods of 15 days - such as i-15, 15-30, 30-45, and 45-60 - the
report provides information on the amount due for receipt/ payment in each period,
along with the total dues on the account.
From the Dues Receivable/Dues Payable Report, you can drill down to the
Adjustments Report and the source document. You can also modify the source
document.
Ø To generate the Dues Receivable/Dues Payable Report
1. From the Reports menu, do one of the following:
§ To generate the Dues Receivable Report sorted by customer, point to Customer
Reports, and then to Dues Receivable, and click By Customer. The Dues
Receivable dialog box appears.
§ To generate the Dues Receivable Report sorted by due date, point to Customer
Reports, and then to Dues Receivable, and click By Due Date. The Dues
Receivable dialog box appears.
§ To generate the Dues Payable Report sorted by supplier, point to Supplier Reports,
and then to Dues Payable, and click By Supplier. The Dues Payable dialog box
appears.
§ To generate the Dues Payable Report sorted by due date, point to Supplier Reports,
and then to Dues Payable, and click By Due Date. The Dues Payable dialog box
appears.
2. To generate the Dues Receivable/Dues Payable Report, specify:
§ Accounts or account types (Customer, Supplier, Customer
§ Supplier, Credit Card [Sales] or Credit Card [Purchases])
§ Custom fields
§ Date range (for reports based on a due date)
§ View mode
For information on how to select the details, see
You can specify the ageing period for the dues to be received/paid. For
example, if you set periods of 15 days - such as 1-15, 15-30, 30-45, an, 45-60 - the
report provides information on the amount due for receipt payment in each period,
along with the total dues on the account.
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From the Summary of Dues Receivable/Dues Payable, you can drill down to
the Dues Receivable/Dues Payable Report, and from the Due: Receivable/Dues
Payable Report to the Adjustments Report and the source document. You can also
modify the source document.
To generate the Summary of Dues Receivable/Dues Payable
1. From the Reports menu, do one of the following:
§ To generate the Summary of Dues Receivable, point to Customer Reports, and
click Summary of Dues Receivable. The Summary of Dues Receivable dialog box
appears.
§ To generate the Summary of Dues Payable, point to Supplier Reports, and click
Summary of Dues Payable. The Summary Dues Payable dialog box appears.
2. To generate the Summary of Dues Receivable/Dues Payable, specify:
§ Accounts or account types (Customer, Supplier, Customer
§ Supplier, Credit Card [Sales] or Credit Card [Purchases])
§ Custom fields
§ View mode
3. Click OK. The Summary of Dues Receivable/Dues Payable appears.
You can specify the ageing period for the dues to be received/paid. For
example, if you set periods of 15 days such as 1-15, 15-30, 30-45, and 45-60 - the
report provides information on the amount due for receipt/ payment in each period,
along with the total dues on the account.
From the Ageing Receivables/Ageing Payables Report, you can drill down to
the Adjustments Report and to the source document. You can also modify the source
document.
To generate the Ageing Receivables/Ageing Payables Report
From the Reports menu, do one of the following:
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You can specify the ageing period for the dues to be received/paid. For example, if
you set periods of 15 days - such as 1-15, 15-30, 30-45, and 45-60 - the report
provides information on the amount due for receipt/ payment in each period, along
with the total dues on the account. For information about how to specify the ageing
period, see "Setting Up Report Options," page 29.
From the Summary of Ageing Receivables/Ageing Payables, you can drill down to the
Ageing Receivables/Ageing Payables Report, and from the Ageing
Receivables/Ageing Payables Report to the Adjustments Report and the source
document. You can also modify the source document.
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From the Outstanding Statement, you can drill down to the Adjustments Report,
Outstanding with Adjustments, and the source document. You can also modify the
source document.
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Remittance Advice. The Customer Statement is retained by the customer, and the
Remittance Advice is sent back after entering particulars of payment.
In EX NGN, you can have details of only one customer on a page. If you select more
than one customer, the Customer Statement for each customer is generated on a new
page.
From the Customer Statement, you cannot drill down to other details.
From the Customer/Supplier List, you cannot drill down to other details.
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From the Interest Calculation Report, you cannot drill down to detail
Ø To generate Interest Calculation Report
1. From the Reports menu, do one of the following:
§ To generate the Customer Interest Calculation Report, point to Customer Reports,
and click Interest Calculation. The Customer Interest Calculation Report dialog
box appears.
§ To generate the Supplier Interest Calculation Report, point to Supplier Reports,
and click Interest Calculation. The Supplier Interest Calculation Report dialog box
appears.
2. To generate the Interest Calculation Report, specify:
§ Account or account types (Customer, Supplier, Customer-Supplier, Credit Card
[Sales] or Credit Card [Purchases])
§ Custom fields
§ Date range
§ Interest rate per annum
§ View mode
3. Click OK. The Interest Calculation Report appears.
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From the Items Summary, you cannot drill down to other details.
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Total 7382096.00
At the end of a financial year, EX NGN automatically calculates the opening stock
levels for the next financial year, for all items. EX NGN evaluates stock using either
the weighted average method or the moving weighted average method, depending on
the option you had selected while setting up your company.
Note If you had selected `None' as the stock valuation method, EX NGN does not
calculate the stock value.
From select reports, you can drill down to other details. The details to which you can
drill down to are report-specific, and are explained while examining individual
reports.
From the Item List, you can't drill down to other details.
Ø To generate the Item List
1. From the Reports menu, point to Stock Reports, and click Item List. The Item List
dialog box appears.
2. To generate the Item List, specify:
§ A set of items, or all the items
§ Custom fields
§ Whether you want moved items only
§ Whether you want items below the minimum stock quantity only
§ View mode
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Minimum
Rem Stock in
Opening stock Purchases Sales Stock
Name/Description Hand
Quantity
Quantity Value Unit Rate Unit Rate
Almonds 100.000 10,000.00 Kg 200.0000 Pack 20.0000 0.000 105.000
Batms 0.000 0.00 Pack 300.0000 Box 90.0000 0.000 18.000
Brass Figures 100.000 10,000.00 Each 0.0000 Each 0.0000 0.000 100.000
Carpets-Intricate 1,000.000 20,000.00 Each 10,000.0000 Each 30,000.0000 1.000 1,002.000
12x12 Ft
Carpets –Coarse 0.000 0.00 Each 6,500.0000 Each 12,000.0000 0.000 20.000
Clove Oil 1,000.000 15,000.00 Itr 2,000.0000 Bot 200.0000 150.000 1,000.500
Coir Bags 0.000 0.00 Dozen 2,000.0000 Dozen 3,000.0000 6.000 3.000
Dry Fruit pack 0.000 0.00 Tin 2,000.0000 Pack 750.0000 0.000 3.000
Handloom shirts 0.000 0.00 Box 2,550,0000 Pcs 195.0000 0.000 0.000
Herbal Tea For 0.000 0.00 Kg 45.0000 Bot 20.0000 0.000 5.000
diabetics
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§ View mode
3. Click OK. The item Customer Summary appears.
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§ Custom fields
§ Whether you want moved items only
§ Whether you want items below the minimum stock quantity only
§ Date as on which you want the report
§ View mode
3. Click OK. The stock Position Report appears.
Note The Grand Total is displayed only in the Print Preview mode.
From the Stock Ledger, you can drill down to the source document. You can also
modify the source document
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The Sales Tax Register/Purchase Tax Register provides the following details:
§ Document date and number
§ Customer/Supplier name
§ Document amount
§ Net amount
§ Amount allocated to the Charge column
From the Sales Tax Register/Purchase Tax Register, you can't drill down to other
details.
Ø To generate the Sales Tax Register/Purchase Tax Register
1. From the Reports menu, do one of the following:
§ To generate the Sales Tax Register, point to Tax Reports, and click Sales Tax
Register. The Sales Tax Register dialog box appears.
§ To generate the Purchase Tax Register, point to Tax Reports. and click Purchase
Tax Register. The Purchase Tax Register dialog box appears.
2. To generate the Sales Tax Register/Purchase Tax Register, specify:
§ Register columns
§ Document type, series, and number
§ Date range
§ View mode
Note For Sales Tax Register, only documents pertaining to Sales and Sales Returns
are displayed. For Purchase Tax Register, only documents pertaining to Purchase and
Purchase Returns are displayed.
3. Click OK. The Sales Tax Register / Purchaser Tax Register appears.
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Let's say you've defined a category `Sales Person,' and parameter values as
names of salesmen across locations. And you want to know how much income is
generated or how much expenses are incurred by the sales persons in locations (let's
say Europe, Africa and Middle East). You need to select a date range, and the names
of the sales persons in these locations to get the Income Analysis/Expense Analysis
Report for the parameters defined.
Note
§ As this report captures all transacted accounts, Depreciation and Closing Stock are
also listed. If you have these accounts listed, deselect them.
§ Specifying analysis categories is not mandatory. You can use these categories as a
filtering criterion.
3. Click OK. The income/ Expense Analysis Report appear.
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Let's say, you've defined a category `Marketing Manager.' And you want to know how
many items have been sold by your marketing managers across locations. You can
select a date range, the category as `Marketing Manager' and the names of locations
(let's say Africa, Europe, and Middle East) as values to get the sales analysis report for
the parameters defined.
Let's say you've defined the analysis categories - Cost Centre, and Expenses. And
you've defined values for `Cost Centre' as Finance and Marketing, and values for
`Expenses' as Entertainment and Travel. You can define the category for row as
`Expense' and the values as `Entertainment' and `Travel,' and the category for column
as ‘Cost Centre’ and values as `Finance' and `Marketing' to get the Cost-centre wise
Analysis Report for the parameters defined.
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§ Item name
§ Cost incurred by each cost centre
§ Cost incurred under each cost head
§ Column total
§ Row total
§ Grand total
Let's say you've defined analysis categories - Cost Centre, and Expenses. And
you've defined values for ‘Cost Centre’ as Finance and Marketing. If you want to
know how much you've spent under all account heads in cost centres ‘Finance’ and
‘Marketing’, you can generate an Account wise Analysis Report. You need to select
all the accounts, specify a date range, select category `Cost Centre' and values
`Finance' and `Marketing' to get the Account wise Analysis report for the parameters
defined.
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Let's say you've defined a category `Sales Region,' and values as Africa, America,
Europe, Local, Middle East, and S.E. Asia. If you want to compare the sales of items
across various locations, you can generate an Itemwise Analysis Report. You need to
select the items, select the category `Sales Region,' specify a date range, and define
the values as Africa, America, Europe, Local, Middle East and S. E. Asia to get the
Item wise Analysis Report for the parameters defined. The Item wise Analysis Report
provides the following details:
§ Item name
§ Value of each item sold for the defined category value, and totals
§ Item total
§ Grand total
For example, if you want to generate a report on the sales to a customer (in a specified
period) for a set of items that are fragile (let's say you've defined `fragile' as a custom
field for items), you can generate the Transaction List, based on the parameters - sales,
customer, items defined as fragile, and date range.
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You can generate a list of Missing Documents for one or more document types. The
Missing Documents Report provides the following details:
§ Document type
§ Document series
§ Document numbers
Note If contiguous documents are missing, in the document number column, the range
(not individual document numbers) is given. For example, if document numbers AFL-
1 7101997-3 to AFL-1 7101997-9 are missing, the range 3-9 is given in the document
number column.
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check your actual income and expenses against your budget to see how well you're
meeting your financial goals.
You can generate the Budget Variance Statement to compare the total income or
expenses in each account with the amount you've budgeted. From the report, you can
know whether the variances are favourable or adverse.
From the Budget Variance Statement, you can't drill down to other details.
%
Account Month Actuals Budgeted Variance
Variance
Repair &
Maintenance
2005, Apr 8,000.00 Dr 0.00
2005, July 8,000.00 Dr 0.00
Salary 2005,Apr 2,00,200.00Dr 2,00,000,00 Dr 200.00 0.10
2005, May 2,00,300.00Dr 2,00,000,00 Dr 300.00 0.15
2005, June 1,98,000.00Dr 2,00,000,00 Dr No Over
Budget
2005,July 2,00,010.00Dr 2,00,000,00 Dr 10.00 0.01
2005, Aug 2,00,000.00Dr 2,00,000,00 Dr 0.00 0.00
2005, Sep 2,00,350.00Dr 2,00,000,00 Dr 350.00 0.18
2005, Oct 4,60,750.00Dr 2,00,000,00 Dr 60,750.00 15.19
Sales 2005, Apr 5,40,831.00 Cr 5,00,000.00Cr 40,831.00
2005, May 7,60,435.00Cr 7,00,000.00Cr 60,435,00
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SUGGESTED READINGS/REFERENCES:
1. EX-NEXT GENERATION- Users Guide, Tata Consultancy services, Mumbai
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UNIT-4
LESSON 7-CUSTOMER SUPPLIER FOLDER
Contents:
7.0 Aims & Objectives
7.1 Introduction
7.2 Viewing the Customer Details/Supplier Details
7.3 Viewing the Ledger
7.4 Viewing the Transaction Analysis Report
7.5 Previewing and Printing Customer/Supplier Details
7.6 Let Us Sum Up
7.1 INTRODUCTION
After setting up a number of customers and suppliers, you may want to View
all the details of a specific customer or supplier in one place. The Customer Folder
displays all customer details. The Supplier Folder displays all suppliers’ details.
Let's say a customer seeks clarification on a bill you've sent. You need not open
the relevant document to see the details of the transaction. You can view all the
necessary information in the Customer Folder itself.
The Customer Folder/Supplier Folder displays the following details:
· List of customers/suppliers you've set up
· Items Summary that gives details of item wise sales to the customer or purchases
from the supplier
· Financial Summary that gives details of the month wise:
- Sales to a customer in terms of net sales, receipts, and cumulative outstanding, or
- Purchases from the supplier in terms of net purchases, payments, and cumulative
outstanding
· Dues, Ageing, Outstandings, Ledger, and Customer Statement
· Documents for sales or purchase, receipts or payments, and sales returns or
purchase returns
· Open debits and open credits
· Monthwise summary of debits and credits, along with the balance for the current
financial year
Using the Customer Folder/Supplier Folder, you can filter customer/ supplier
details, and drill down to the source document. You can also modify the source
document. You can generate analytical reports that give you a complete picture of
your transactions with your customers/ suppliers, and print these reports.
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Sales/Purchase tab
For the customer/supplier selected, this tab displays the details of iaier'
purchase. The details displayed are:
· Date on which the item was sold/purchased
· Number assigned to the document in which the details were entered
· Item sold/purchased or narration
· Amount
· Quantity of the item sold/purchased
· Unit of the item sold/purchased
· Rate of the item sold/purchased
Receipts/Payments tab
For the customer/supplier selected, this tab displays details of receipts/
payments. The details displayed are:
· Date of receipt/payment
· Number assigned to the document in which the details were entered
· Narration
· Amount received/paid
Sales Returns/Purchase Returns tab
For the customer/supplier selected, this tab displays details of items returned to
you/items that you've returned.
The details displayed are:
· Date on which the item was returned
· Number assigned to the document in which the details
· were entered
· Item returned or narration
· Amount
· Quantity of the item returned
· Unit of the item returned
· Rate of the item returned
Open Dr/Cr tab
For the customer/supplier selected, this tab displays details of all the open
debits and open credits, along with the details of the corresponding documents. You
can match any open sales/purchase entry against the corresponding receipts/payments
entry. For information on viewing adjustment details and matching documents, see
"Viewing Adjustment Details," page 184 and "Matching Documents," page 184.
Monthly Summary tab
For the customer/supplier selected, this tab displays the debit and credit details
and the total debit balance or credit balance for each month of the current financial
year and the previous financial year. The opening balance for the account is also
displayed.
Filtering Customer/Supplier Details
Let's say you want a list of the items returned by a customer, based on certain
analysis categories. Or, you want a list of the items returned to a supplier on a
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particular date. You can select the appropriate criterion, and filter the
customer/supplier details in the Customer Folder/Supplier Folder.
Here's a list of the details that you can filter, and the corresponding filtering criteria:
Details you can filter Filtering criteria
List of customers/suppliers Accounts by type
in the Name pane Individual accounts Custom Fields
List of items in the Individual items
Item Summary Item- Custom Fields
List of documents Document Type
of type - Document - Series and Number
Sales/Purchases, and Document -User Defined Fields
Sales Returns/ Date
Purchase Returns Item/Narration
Analysis Category
Charge
Amount
List of documents Document Type
of type- Document- Series and Number
Receipts/Payments Document-User Defined Fields
Date
Analysis Category
Amount
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1. From the Name pane, select the customer/supplier for whom _%-OL want to view
the documents.
2. In the Sales/Purchases pane, from the right mouse menu, select Change Selection.
The Customer Transaction Analysis/Supplier Transaction Analysis dialog box
appears.
3. Select the documents you want, and do the following:
Select To
Document Generate a report for documents
-User Defined Fields based on user defined field,
Document - Series and Generate a report for documents,
Number based on a document series and a
document number range in that
series.
Date Generate a report for
documents, based on a date range.
Item/Narration Generate a report for documents,
based on items/narrations.
Analysis Category Generate a report for documents,
based on the analysis categories
you've defined.
Charge Generate a report for documents
based on the charge categories
you've defined.
Select To
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you've defined.
Select To
Amount Generate a report for documents, based on the transaction
amount.
Matching Documents
You can match any open sales/purchase entry against the corresponding
receipts/payments entry. You can also view the past adjustments.
Ø To match documents
1. From the Name pane, select the customer/supplier for whom you want to match
documents.
2. Choose the Open Dr/Cr tab. The Open Debits and Open Credits panes appear.
3. In the Open Debit/Open Credits pane, from the right mouse men-select Match
Documents. The Adjust Open Debits-Credits dialog box appears.
4. Enter the adjustment amount against the outstandings displayed and press ENTER.
5. Do one of the following:
· To save the adjustments, click Finish.
· To exit from the Open Debits-Credits dialog box without adjusting the amount and
return to the Customer Folder/ Supplier Folder window, click Cancel.
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Dues Receivable/Dues Payable. The Dues Receivable/Dues Payable Report for the
selected customer/ supplier appears.
To exit from the Dues Receivable/Dues Payable Report and return to the
Customer Folder/Supplier Folder window, from the right mouse menu, select Close.
To exit from the Ageing Receivables/Ageing Payables Report and return to the
Customer Folder/Supplier Folder window, from the right mouse menu, select Close.
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2. From the right mouse menu, select Ledger. The Ledger of the selected
customer/supplier appears.
To exit from the Ledger and return to the Customer/Supplier Folder window,
from the right mouse menu, select Close.
Viewing the Dues Transaction Analysis Report
From the Customer Folder/Supplier Folder, you can view the Customer Dues
Transaction Analysis Report/Supplier Dues Transaction Analysis Report for a specific
customer/supplier.
Ø To view the Dues Transaction Analysis Report
1. From the Name pane, select the customer/supplier for whom you want to view the
Dues Transaction Analysis report.
2. Choose the Fact Sheet tab, and in the Dues column of the Ageing Summary pane,
select the amount for which you want to view the transaction analysis.
3. From the right mouse menu select Dues Transaction Analysis. Dues Transaction
Analysis Report for the selected customer/ supplier appears.
To exit from the Dues Transaction Analysis Report and return to the
Customer/Supplier Folder window, from the right mouse menu select Close.
To exit from the Ageing Transaction Analysis Report and return to the
Customer/Supplier Folder window, from the right mouse menu, select Close.
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141
To exit from the source document and return to the Customer Folder/Supplier
Folder window, click Cancel.
…………………………………………………………………………………………
…………………………………………………………………………………………
…………………………………………………………………………………………
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SUGGESTED READINGS/REFERENCES:
1. EX-NEXT GENERATION- Users Guide, Tata Consultancy services,Mumbai
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8.1 INTRODUCTION
Who are the customers who have purchased a specific item for more
Rs.10,000? Which are the items that have sold more than 50,000 units in the last
quarter? Who are the suppliers from whom you've purchased a specific item in the last
one month?
When you have these kind of questions, Smart Finder helps you have the
answers at your fingertips. With Smart Finder, you can make smart queries to obtain
exactly the information you want on customers, suppliers, items, and documents.
Smart Finder helps you to filter the information available on customers, suppliers,
items, and documents, based on the selection criteria you define.
Check Your Progress 1
Bring out the use of smart finder
Notes: a) Write your answer in the space given below
b) Check your answer with the one given at the end of this Lesson (pp.149)
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In EX NGN, you can filter details of customers, based on the following criteria:
· Document types - Sales and Sales Returns
· Amount
· Date range
· Items
· Item quantity
· Custom fields
Ø To filter Customer details
1. From the Folders menu, point to Smart Finder and select Customers. The Smart
Finder - Customer dialog box appears.
2. Enter the details in the fields.
Sales tab
Sales Select this option to generate a report on the items sold to
customers.
Sales Returns Select this option to generate a report on the items returned by
customers.
Amount From the list box, select an option, and type the value in the field
alongside: Equal To: A specific amount, based on which you
want to generate the report. Between: The amount range, based
on which you want to generate the report. Greater Than: The
amount greater than a value, based on which you want to
generate the report. Less Than: The amount less than a value,
based on which you want to generate the report.
None: All the amounts for which you want to generate the report.
Date From the list box, select an option, and enter the value in the field
alongside:
Equal To: A specific date, based on which you want to generate
the report.
Between: The date range, based on which you want to generate
the report.
Greater than: The date after which you want to generate the
report.
Less than: The date before which you want to generate the report.
None: All the dates for which you want to generate the report.
Item tab
Items Click to select the items from the item list. You can select an
item, a set of items, or all the items.
Quantity From the list box, select an option, and enter the value in the field
alongside:
Equal To: A specific quantity, based on which you want to
generate the report.
Between: The quantity range, based on which you want to
generate the report.
Greater than: The quantity above which you want to generate the
report.
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Less than: The quantity below which you want to generate the
report.
None: All the items for which you want to generate the report.
Custom Field tab Select the custom fields and the corresponding values.
3. Click Find. The Smart Finder report for customers, for the criteria specified,
appears.
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Greater than: The date after which you want to generate the
report.
Less than: The date before which you want to generate the report.
None: All the dates for which you want to generate the report.
Item tab
Items Click to select the items from the item list. You can select an
item, a set of items, or all the items.
Quantity From the list box, select an option, and enter the value in the field
alongside:
Equal To: A specific quantity, based on which you want to
generate the report.
Between: The quantity range, based on which you want to
generate the report.
Greater than: The quantity above which you want to generate the
report.
Less than: The quantity below which you want to generate the
report.
None: All the items for which you want to generate the report.
Custom Field tab Select the custom fields and the corresponding values.
3. Click find. The Smart Finder report for suppliers, for the criteria specified,
appears.
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In EX NGN, you can filter document details, based on the following criteria:
· Documents
· Amount
· Date
· Account
· Items
· Charges
· User defined fields
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149
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UNIT-5
LESSON 9-USER MANAGER
Contents:
9.0 Aims & Objectives
9.1 Introduction
9.2 Setting up a User
9.3 Modifying Details of A User
9.4 Deleting a User
9.5 Let Us Sum Up
9.1 INTRODUCTION
A ‘User' represents a person who has access to your company, and is authorized to
perform a set of tasks. When you install EX NGN, a user named 'admin' is created by
default. This 'admin' user is the System Administrator (SA) who can perform all the
tasks for your company.
It may be difficult for one person to manage all the tasks, especially tasks such
as entering details in different documents that must be performed on a day-to-day
basis. The SA can define users for your company, and assign tasks to them. By
assigning a password and a set of tasks to each user, you can ensure that only
authorized users gain access to the company, and perform only those tasks for which
they are given permission. In EX NGN, your financial information is confidential and
secure.
9.2 SETTING UP A USER
You can define users for your company. Or, if you've set up more than one
company, you can define users for some or all the companies at the same time.
Ø To set up Users for a single company
i. Log on to EX NGN as the user named 'admin,' and with password `admin,' and in
the Company list box, select the name of the company for which you want to set
up users.
ii. From the Company menu, select User Manager. The User Manager window
appears.
iii. Click New. The New User dialog box appears.
iv. Enter the details in the fields.
Details tab
User Name Type the name of the user. Do not type the name of an existing
user.
The user must type this name to log on to E.X. NGN.
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Companies Select the company for which you want to assign tasks to
the user.
Task List Select the tasks you want to assign to the default, assigned to the
user. For more information, see "Task List userr tab,”.
5. After entering the details, do one of the following:
§ To save the details of the user and return to the User Manager window, click OK.
§ To save the details of the user and set up another user, click Tax Reports Another.
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1. A ‘User' represents a person who has access to your company, and is authorized to
perform a set of tasks. When you install EX NGN, a user named 'admin' is created by
default. This 'admin' user is the System Administrator (SA) who can perform all the
tasks for your company.
To set up Users for a single company
a. Log on to EX NGN as the user named 'admin,' and with password `admin,' and in
the Company list box, select the name of the company for which you want to set
up users.
b. From the Company menu, select User Manager. The User Manager window
appears.
c. Click New. The New User dialog box appears.
d. Enter the details in the fields.
SUGGESTED READINGS/REFERENCES:
1. EX-NEXT GENERATION- Users Guide, Tata Consultancy services,Mumbai
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10.1 INTRODUCTION
Analysis categories or parameters are criteria that you specify to obtain
analytical information on your business operations.
Let's say you want to examine how much you've spent on your Cost Centres
under specific heads such as Entertainment, Fax/Phone, and Travel for a specific
period. You can analyse your expenditure by defining categories and values.
You can define `Cost Centre' and `Expenses' as analysis categories and assign
values for:
§ Cost Centre as Administration, Finance, Marketing, and Operations
§ Expenses as Entertainment, Fax/Phone, and Travel
You can set up as many analysis categories as you want. For each category,
you can have up to five sub-levels, including the main category.
The values at each level are the values for the corresponding category. You can
have up to five levels of values. However, you can have any number of values at each
level.
You can generate analysis reports, based on the categories you define. You can
generate the following analysis reports:
§ Income/Expense Analysis
§ Sales/Purchases Analysis
§ Cost-centre wise Analysis
§ Account wise Analysis
§ Item wise Analysis
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To set up an analysis category, you need to first define a category, and then
assign values to it.
For example, if you've defined the main level as `Sales Region,' and the sub-
levels as `Marketing Manager' and `Sales Person,' you can tag `Sales Person' to an
account or a document.
Note You can't define an analysis category under a sub-level, if the analysis
category at that sub-level has already been tagged to an account or a document. For
example, you can't define a sub-level under `Sales Person,' if a particular sales person
is tagged to an account or a document.
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1. From the Setup menu, select Analysis Categories. The Analysis Categories
window appears.
2. Select the analysis category for which you want to specify a value.
3. Click Child Value. A rectangular frame with an insertion pointer appears.
4. In the rectangular frame, type the value.
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SUGGESTED READINGS/REFERENCES:
1. EX-NEXT GENERATION- Users Guide, Tata Consultancy services,Mumbai
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11.1 INTRODUCTION
In EX NGN, documents refer to paper forms such as vouchers, invoices,
receipts, and bills. Each document that you use has a default layout - that is, its own
arrangement of fields and columns for entering information. If the layout of a
particular document type doesn't meet your needs, you can create your own custom
layout.
Here are a few examples of what you can do with a custom layout:
§ Place your company logo at the top of the document and put your company name
and address in a special font immediately below the logo.
§ Enlarge a field so that it can hold more information. For example, if you're using a
field to enter addresses, you can increase the length of the field so that it can hold a
longer address.
§ Place new fields in your documents.
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Setting Up Fields
The document layout window displays a few mandatory fields, based on the
type of document you had selected. You can't delete these fields, but you can
reposition or resize them.
The document layout window displays the Field List box from which you can
select the fields you want. You can enter values in these fields when you enter details
in the document.
The Field List box has up to six categories of fields:
§ Document
§ Table
§ Sub Totals
§ Charge Types
§ Cheque Details
§ Other Fields
The fields listed in the box vary according to the type of document selected.
Some document types may not have all the fields in a category, or the category itself.
For example, a Journal Voucher does not have charge type fields. A sample
document layout is shown here and the various fields explained.
Document
This category contains fields to record details such as date, company name and
address, document number, and payment mode.
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Here are the fields under the category - Document. The fields are listed
alphabetically.
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And for transfer of money from one bank to another, you enter details such as:
§ Narration, to indicate the reason for transfer
§ Amount
§ Account Name
§ Service charges (specified in a User Defined Field)
Here are the columns under the category - Table. The columns are listed
alphabetically.
Use this field To
Account Name Enter the name of the line account.
Amount Display the amount for the transaction. The amount is the
quantity transacted multiplied by the rate per unit.
Credit Amount Type the credit amount.
Debit Amount Type the debit amount.
Description Display the description for the item or narration, as defined while
setting up the item or narration details.
Name Enter the item name or a narration for the transaction.
Narration Enter a description for the transaction, as defined while setting up
the narration.
Quantity Enter the quantity of items transacted.
The quantity is the number of items (measured by the unit for the
item) transacted. For example, if the unit for the item is kgs, a
quantity of 3 means 3 kgs.
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Rate Display the rate per unit of the item, as defined while setting up
the item.
Table User Record details other than the default fields
Defined Field that EX NGN provides. This field can take values of type --
string, numeric, amount and date.
Unit Display the sales or purchase unit for the item, as defined while
setting up the item.
Sub Totals
Here are the fields under the category - Sub Totals. The fields are listed
alphabetically.
Charge Types
You can, in a table, add columns for each charge type and the corresponding charge
rate. EX NGN calculates the charge amount payable, based on the transaction amount
and the charge rate defined for the charge type. You can specify the formula for
calculating the charge amount. For information on how to specify the formula, see the
section ‘Formula’ under "Properties Specific to Some Fields," page 351.
When you add a column for a charge type to a table, EX NGN prompts you to add a
column that displays the corresponding charge rate.
Here are the fields under the category - Charge Types. The fields are listed
alphabetically.
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Cheque Details
This category contains fields to record details such as cheque date and cheque
number.
Here are the fields under the category - Cheque Details. The fields are listed
alphabetically.
Other Fields
This category contains fields such as logo and page number.
Here are the fields under the category - Other Fields. The fields are listed
alphabetically.
Selecting Fields
You must first select a field to resize, move, align, or delete it. select one or more
fields.
Ø To select a field
§ Click anywhere in the field.
The field is outlined in blue, along with small black rectangles called sizing
handles
Ø To select adjacent fields
1. Click anywhere outside the furthermost field.
2. Keeping the mouse button pressed, drag the pointer so that the rectangle that
forms covers the fields that you want to select.
3. Release the mouse button.
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Moving Fields
You can move one or more fields from one position in the document to another
to arrange the fields in a layout.
Resizing Fields
You can resize the fields to the dimensions you want. For example, you can make the
field ‘Company Name’ larger than the other fields.
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For example, if there are three fields, each of different dimensions, you can resize all
of them to the dimensions of one of them. The field selected last is the reference field.
§ To make the width of all the fields the same as the width of the largest field in the
selection, point to Grow, and click Horizontal.
§ To make the height of all the fields the same as the height of the largest field in the
selection, point to Grow, and click Vertical.
§ To make the width of all the fields the same as the width of the smallest field in
the selection, point to Shrink, and click Horizontal.
§ To make the height of all the fields the same as the height of the smallest field in
the selection, point to Shrink, and click Vertical.
Aligning Fields
While setting up, repositioning, or resizing fields, you can align fields using the Grid
and the Snap-to-Grid commands.
Grid Style Select the style in which you want the grid to appear on screen.
For example, if you want only dots, select `Dots only'.
Grid Interval Specify the spacing of the grid. The value must be between 50
and 300.
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Grid Colour Type the RGB (Red, Green, Blue) values for the colour in which
you want the grid to appear. The value for each colour must be
between 0 and 255.
Left Aligns the fields with the left border of the field selected last (for fields
one above the other).
Right Aligns the fields with the right border of the field selected last (for fields
one above the other).
Top Aligns the fields with the top border of the field selected last (for fields
beside each other).
Bottom Aligns the fields with the bottom border of the field selected last (for
fields beside each other).
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Deleting Fields
After setting up fields, if you decide that you do not want some of them, you
can delete them. But, you can't delete the mandatory fields in the document.
Ø To delete a field
1. Select the field you want to delete.
2. From the Layout menu, choose Delete Control.
Document Name Type a name for the document. Do not type the name of
an existing document layout.
For example, Sales on cash, or Sales on credit.
Document Type Type a short name for the document type. Do not type the
name of an existing document type.
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EX NGN provides default properties for all fields. For example, the font of the
text in each field is Arial, and the font size is nine points. This font and font size is
what you see on screen and in print. You can, however, change the default settings of
the fields.
In many cases, you'll find that the default settings suit your requirements. You
don't need to set a value for each property of a field every time. You need to set a
value for a property only when you want the value to be different from the default
settings.
The procedure for setting properties for each field is explained after the
following sub-section on Field Properties Box.
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Name
Name indicates the name of the field you've selected. You can change the name of the
field.
If the field is a label field, the change you make to the name is shown in the document
while entering details in the document, and when you print the document.
If the field is a value field, its default name is the label name. This name helps you to
identify the value field. If you rename the value field, the change is reflected on
screen, but not in print. Instead, the value you enter in the field is printed.
For example, in a field such as Date, the field label is `Date' and the value field name
is also ‘Date’. You may change the label name to `Date of Transaction', and the
change is shown on screen and in print. You may also rename the value field to `Date
of Transaction,' but what you'll see on screen and in print is the actual date in the
specified format, let us say September 18, 1997.
To rename a field
1. Select the field you want to rename.
2. In the View menu, select Field Properties.
3. Click Name.
4. Delete the existing name, and type the new name.
Font
You can set the following attributes of a font:
§ Font type, such as Arial, or Times New Roman
§ Font style, such as Regular, Italic, Bold, or Bold Italic
§ Font size
§ Effects, such as underlining or strike through
§ Font colour
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Font size - 9
Effects - None
Font colour - Black
You can reset the position of a field by changing the distance values of the properties.
To reposition a field along the X axis and Y axis
1. Select the field you want to reposition.
2. In the View menu, select Field Properties.
3. Click X Position or Y Position.
4. Delete the existing value, and type the new value.
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You can change the width and height of the field by changing the values of the
properties.
Ø To resize a field in terms of width and height
1. Select the field for which you want to change the width or height.
2. In the View menu, select Field Properties.
3. C1ickWidthorHeight.
4. Delete the existing value and type the new value.
Left Aligns the text in the field to the left margin of the field.
Centre Aligns the text in the field to the centre, in relation to the left and right
margins of the field.
Right Aligns the text in the field to the right margin of the field.
Print Flag
There are two types of print flags - one for fields and the other for tables. This sub-
section describes the options available for fields. You can indicate whether you want
the field to be printed on:
§ All pages
§ None of the pages
§ Only the first page
§ Only the last page
All Pages The field is printed on all the pages of the document.
No The field is not printed on any of the pages of the document. It is
shown only on the screen.
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First Page The field is printed only on the first page of the document.
Last Page The field is printed only on the last page of the document.
The following sub-section lists the properties alphabetically and describes each
property.
Background Color
You can set the background colour for label fields, and tables. The colour you define
is shown on the screen, and is printed if you use a colour printer.
Caption
You can change the caption of the columns in a table.
Captions Visible
You can view or hide the captions in a table, on screen, and in print.
Column Visible
You can hide the columns in a table. When you hide a column, you'll not be
able to view the column on screen, but it will be printed.
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Column Width
You can change the width of the columns in a table.
Ø To change the column width in a table
1. Select the column for which you want to change the column width.
2. In the View menu, select Field Properties.
3. Click Column Width.
4. Delete the existing value, and type the new value.
Data Size
You can specify the number of digits for the data to be entered in a column.
1. Select the column for which you want to specify the data size.
2. In the View menu, select Field Properties.
3. Click Data Size.
4. Delete the existing value, and type the new value.
Note The data size can be up to seven digits.
Date Format
You can set the format of the date.
Format
Long Select this option to specify day, date, month, and year. The order
of date, month, and year depends on the order that you've
selected. `Day' is always shown first.
Short Select this option to specify date, month, and year. The order of
date, month, and year depends on the order that you've selected.
Order
MDY Select this option to specify the date in the order - month, date, and year.
DMY Select this option to specify the date in the order - date, month, and year.
YMD Select this option to specify the date in the order - year, month, and date.
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Day Leading Zero Select this option to include a zero before a single digit date.
For example, 07, instead of 7.
Century Select this option to specify all four digits of a year.
For example, 2005, instead of 05.
Day Format This option is available only if you've selected the option ‘Long’
under ‘Format’ Select this option to give the full form of the day.
For example, Wednesday, instead of Wed.
Month Format Click the scroll arrow to select the month format. You can
specify the month format in one of the following ways - 1, 01,
Jan., or January.
Separator If you've selected the option `Long' under ‘Format’ three
separator fields are made available. If you've selected the option
‘Short’ under ‘Format’ two separators are made available.
The separators can be a slash (/), comma (,), hyphen (-), period (),
or an apostrophe (').
Formula
You can define the formula to be used for calculations in charge type and user defined
fields in tables. You can also view the formula for the ‘Amount’ column in the table.
You can't, however, modify the Amount formula- ‘Item. Quantity * Item. Rate’.
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Grid Type
You can set the type of grid for the table.
Ø To select the grid type
1. Select the entire table for which you want to specify the grid type.
2. In the View menu, selectField Properties.
3. Click Gridlype.
4. Click the list box. The options are displayed.
5 Select an option.
Vertical Select this option to have vertical grid lines in the table.
Horizontal Select this option to have horizontal grid lines in the table.
Both Select this option to have both vertical and horizontal grid lines in the
table.
None Select this option if you do not want grid lines in the table.
Header Background
You can define the background colour for table headings.
Maximum Rows
You can set the maximum number of rows in a table.
Ø To set the maximum number of rows in a table
1. Select the table.
2. In the View menu, select Field Properties.
3. Click Maximum Rows.
4. Delete the existing value, and type the new value.
Print Flag
EX NGN provides two types of print flags - one for fields, and the other for tables.
This sub-section describes the options available for tables.
You can indicate whether you want the column to be printed on
§ All pages
§ None of the pages
Ø To indicate whether a column should be printed on all pages
1. In the table, select the column for which you want to specify the pages on which it
should be printed.
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Print Mask
The print mask displays the format in which the data will appear in a numeric field.
Series Type
You can define a series type for the document number.
Ø To define a series type for a Document Number
1. Select the Document Number field.
2. In the View menu, select Field Properties.
3. Click Series type.
4. Click the button. The Document Series dialog box appears.
5. Select an option.
Series Generation
Daily Select this option to set the series type every day.
Monthly Select this option to set the series type every month.
Yearly Select this option to set the series type every year.
Manual Select this option to specify a unique series type.
For example, if you want the name of the person who has entered details
in a document to appear in the printed document, you can specify it
here.
String Length
You can specify the length of the string for the fields that contain text.
UDF Type
A User Defined Field (UDF) is an add-on field in a document, table, or sub total table.
You can introduce a UDF to include fields not listed in the field list, and specify a
unique name for it. You need to specify a UDF type. The UDF can be of type - string,
numeric, date, or amount.
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String Select this option to enter text as a value. When you select ‘String’ the
property ‘String Length’ is added to the list of properties.
Numeric Select this option to enter a number as the value. When you select
‘Numeric’ the property ‘Formula’ is added to the list of properties.
Date Select this option to enter a date. When you select ‘Date’ the property
‘Date Format’ is added to the list of properties.
Amount Select this option to enter an amount as a value. When you select
‘Amount’ the property ‘Formula’ is added to the list of properties.
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When you close the company, you come out of the company for which you have been
designing documents.
When you log off Document Designer, the company for which you have been
designing documents is closed, but you do not exit Document Designer. You can
select another company and design a document for it, but you'll have to log on once
again for that company.
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2. The X Position and Y Position properties indicate the position of the field in
relation to the left margin (X axis) and the top margin (Y axis). The position is
indicated as the distance from the margins in millimeters.
SUGGESTED READINGS/REFERENCES:
1. EX-NEXT GENERATION- Users Guide, Tata Consultancy services,Mumbai