Maintain Reports

Reports

Firstly we go to Report menu and click on General Ledger, then following window appears.

When we open above window, there are many options of reports

The General Ledger option is selected in report.

Then we double click on General Ledger option.

In this window following options are provided:

·        General Ledger

·        Financial Statements

·        Inventory

·        Job Report

·        Account Reconciliation

·        Time/Expense Report

·        Company Reports

·        Crystal Reports

In this window all information of general ledger are provided. If we want to see any details of any account, we double click on that account.

For example:

If we want to see detail of interest payable, we click on that account.

In this window, we have two options

First one is create a new Microsoft excel workshop

Second one is add a new work sheet to an existing Microsoft excel workbook.

This is worksheet.

 We can also take print out of it by pressing button on print button.

Maintain Payments

Payments

first of all we go to task menu bar, then select payment option and following window will appears:

Now fill the following information:

Firstly write the Vendor ID

Name and addres of Vendor automaticaaly enter once you select the vendor ID

Write the date and check number

In the Apply to Invoices tab, you may have more than one outstanding invoice and for the payment you can click the box in the Pay column for the full payment of that invoice.

Now fill the Quantity, description, discount, item, GL account etc. which you have made.

Now click on save button and our payment is made.

Maintain General Journal Entry

General Journal Entry

For recording general journal entries, click on task and then select general journal entries.

After clicking on this, following window will appears.

First of all select the date, and then give a reference number. After that “GL Account” for which you want to record the entries. Then enter the “Description” for you journal entry..After that enter the amount against which you want to debit that entry and then the credit amount of the entry, it is always remember that the amount of debit and credit must be the same, as you can see below a journal entry of petty cash.

After this click on save button.

Maintain Vendor Credit Memos

Vendor Credit Memo

First of all we click on task menu and then select vendor credit memo for making vendor credit memo.

After clicking on vendor credit memo, the following window will appear.

In this window we have to give following information:

Vendor ID

Date

Credit Number

There are two tabs in this window:

Apply to Purchases

Apply to invoices

Apply to purchase is for that purchase whose purchase order was not made and you purchased the goods directly and now you want to return the goods, then you will use this tab

If you purchased the goods through purchase order and now you want to return the goods to vendor, now as you select the vendor id the tab automatically shifts to “Apply to Invoices tab” and you will select the invoice number like below

After selecting invoice number,

We right returned goods amount like in below window.

After writing return goods amount, then click on save button.

Maintain Credit Memos

Maintain Credit Memos

First of all we click on task menu and then select credit memo for maintaining credit memo.

After clicking on this, then following window will appears.

There are two tabs in this window:

Apply to Sales

Apply to Invoices

We use apply to sales, when we don’t make sales order and directly make sales.

So if goods are returned to us then we use this tab and select the customer Id and then write the quantity and item of goods and then click on save button to save it

If we made sales through sales order, then we select the customer ID and  the tab automatically transfers to “Apply to Invoices”

After writing amount of returned goods, click on save button.

Purchases/Receive Inventory

Purchases/ Receive Inventory

Firstly we open our existing company, and then click on task menu and select purchases/receive inventory option for maintaining purchases/receive inventory.

When we click on purchases/receive inventory this following window will appear:

After maintaining purchase order now we have to receive the inventory against purchase order.

Here we have to give all necessary information:

Vendor ID

Invoice NO.

Ship Via

Quantity

Item

Description

Unit Price

Amount

In this window there are two tabs:

Apply To Purchase

Apply To Purchase Order

When we give Vendor Id, Apply to Purchase Tab will highlight if we have maintain any purchase order against this. After this we click on save button and purchase/receive inventory will be saved. In this way we record Purchase/receive inventory.

Purchase Order

Purchase order

A written sales contract between buyer and seller detailing the exact merchandise or services to be rendered from a single vendor. It will specify payment terms, delivery dates, item identification, quantities, shipping terms and all other obligations and conditions.

How to Maintain Purchase Order:

Firstly we open our existing company, and then click on task menu and select purchase order option for maintaining purchase order.

When we click on purchase order this following window will appear:

Here we have to give following information:

Vendor ID

Purchase order Number

Date

Quantity

Item

Description

G/L Account

Unit Price

Amount

After giving all this above information, we click on save button and maintain purchase order in this way.

Receipts

RECEIPTS

Receipts are made when someone sold their goods to a customer and in return get some amount from that customer

First of all you go to the main window by browsing your existing company and select the button “TASK” on the toolbar as shown below

Now click the task the list will appear and select the “RECEIPTS” option from the list as shown below:

By clicking the screen will appear having different portion regarding receipts

First upper portion is of following:

Deposit ticket ID, Customer ID, Name of your customer, Reference, Reference number, Date on which you are going to make receipt, Receipts amount which you have collected and the Payment method whether it is check or cash.

Now the second portion is of following

1.     Cash Account

2.     Cash Account Balance

Now the third portion is consist of portions such as:

1.     APPLY TO REVENUE

You have to enter the Quantity, Item, Description, Unit price, Amount etc as shown below:

2.     APPLY TO INVOICES

Here you have to enter the information like Invoice, Date due, Amount due, Description, Discount, Amount paid and Pay as well

After entering all the data you have to click the button from the menu that is “SAVE”