Accountancy

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UNIT-1 UNIT-1 LESSONLESSON-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

1.0 AIMS & OBJECTIVES After reading this lesson you will be able to understand: 1. Meaning and definition of Accounting. 2. Various Accounting concepts and conventions. 3. Journal and Ledger. 4. Rules for debit and credit.

1.1 INTRODUCTION In the ancient period the size of business was very small and the business did not use to calculate profit or loss. But due to increase in the population the demand increased and conseq uently production also increased. Later on industrial revolution took place and the size of business also increased. It was difficult to remember all the transactions. Therefore, the system of writing the accounts was started during the year about 4,500 yrs. B. C. In the modern age in accounting double entry system is used which is propounded by Luca Pacioli of Italy during the year 1340 A. D. Meaning and definition The meaning of accounting is to collect, enter, classify and present the financial data. In other words, accounting means to record business transactions, to extract balance of each account, to prepare financial statement, to analyse or calculate profit or loss and ascertain financial position. The definition of accountancy is given by Eric L. Kohlen as under: "The procedure of analysing, classifying and recording transactions in accordance with a preconceived plan for the benefit of (a) providing a means by which an enterprise can be conducted in an orderty fashion and (b) establishing a basis for fo r reporting the financial condition of enterprise and the results of its operation." - Eric C. Kohlen According to American Institute of certified Public Accountants the definition of Accountancy is given as under:


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"The art of recording classifying and summarising in a significant manner and in terms of money, transactions and events, which are in part at least, of a financial character and interpreting the results there of." - American Institute of Certified Public Accountants Accounting Concept

1.2 ACCOUNTING CONCEPT Accounting concept generally means a 'Notice' only or mental idea about something. For example, most, Income and Capital, Debit and Credit, Assets and Liabilities etc. are concepts i.e, basic assumptions on which science of accounting is based. In other words, concepts means such ideas which are coupled with different accounting procedures, eg. Reserve and Provisions, Depletion and Amortisation etc. The following are some of the acceptable concepts. 1. Business Entity Concept 2. Going Concern Concept 3. Money Measurement Concept 4. Cost Concept 5. Accounting Period Concept 6. Dual Aspect Concept 7. Matching Concept 8. Verifiable and Objective Evidence Concept. 1. Business Entry Concept Under this according it is assumed that the business unit is distinct and completely separate from its owners. For accounting purposes, the business enterprise exists in its own right. As a result, transactions should be recorded in the books of accounts with such persons and individuals together with the owners. A proprietor of the business is assumed separate from the business. All transactions are recorded in the books of the business and in the books, a proprietor is also taken as the creditor of the business. The capital invested by the proprietor in the business is considered as the inflow of cash to business, which is recorded in the books of the business. Thus, according to this concept, suggested that the affairs of the business must private affairs of owners or other persons associated with it. not be mixed up with the private As such, this concept helps to give a true picture of the financial conditions of a business enterprise. 2. Going Concern Concept This concept assumes that the future of a business en terprise is to be prolonged or extended indefinitely or the business entity has a continuity of life. In other words a business is viewed as mechanism for continuous additions of value to the resources or utility used by such unit. The profit or loss of the business is measured by the difference between the value of its output (sales/services) and the cost of such output. This concept recognises the value of the assets and liabilities of the business on the basis of their productivity and not on the basis o f their current realisable value. Besides, under this concept prepaid expenses are considered as assets since the benefits will be utilised in future when the business entity will continue. This concept helps the business undertakings to make contracts with specific business unit for future business dealings.


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3. Money Measurement Concept In accounting, all transactions are expressed and interpreted in terms of money. The benefit of this expression is that it provides a common unit of measurement by means of which all the facts about a business can be expressed in terms of quantities which can either be added or subtracted. So, accounting helps to express all economic activities in terms of money. Therefore fixed assets, like land, furniture and fixtures are expressed in terms of money and not in the terms of area or quantity for recording in accounts like other assets eg. cash in hand and cash at bank, which are always expressed in terms of money. That is, in other words, a fact or an event which cannot be ex pressed in terms of money are not recorded in the books of accounts eg. Human genius, which may be capable of being highly productive but it is not recorded in the books of accounts as it cannot be expressed in the terms of money. 4. Cost Concept According to cost concept assets should be accounted for at the price which it is acquired less depreciation. The price of asset is not affected due to any change of conditions or happening of any reason. ExampleExample-Suppose a second hand scooter is purchased for Rs. 1 0,000 and Rs. 2,000 spent on its .repairing. The rate of depreciation is 159%. At the end of the year the scooter will be valued at Rs.10,200 (10,000 + 2,000 - 1,800). if the market value of the same scooter may became Rs. 9,000 or Rs. 12,000 it will not be b e recorded at this value. 5. Accounting period concept The important objective of maintaining accounts is also to calculate profit or loss of the business on the basis of which an entrepreneur may understand that how far his labour has been successful. Bes ides this how much money he should withdraw from business for his household purpose. If he has taken more than the profit it means he has withdrawn his capital. For all these he has also to know the profit for a certain period. The profit can be calculated for 'three months,, six months or one year but universally it is accepted that profit should be calculated for one year. The Govt. banks, companies closes their accounts annually. Now a days they closes their accounts on every 31st March. 6. Dual aspect concept This concept is the backbone of modern system of maintaining accounts. According to this concept any business transaction has two sides, one is called debit side and other is called credit side. This is why every time total debit is equal to t o total credit and also total assets equal to total liabilities and capital. Total assets = Total liabilities + Capital or Capital = Total assets - Total liabilities 7. Matching concept As discussed in period concept that calculation of profit or loss is important . It is also important for the accountant to record all income and expenditure in seperate heading so that the businessman may control the expenditure and increase his income.


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Under matching concept the accountant may consider all expenditure in one side a nd 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.

1.3 ACCOUNTING CONVENTIONS Convention is called customs. A process which is initially performed by one person and latter it is followed by other persons of the society which become customs after a long time. These customs have no any specific rule or any reason behind performing this custom. For example the Hindu married women put sindur or put on mangalsutra why she does so, there is no perfect answer of this questions. In the same way during marriage or sradha many processes are performed, there is no perfect reason behind performing all these. In the same way the left part of the account is called debit side and the right side of the account is called credit side. There is no perfect reason for naming the particular side. This is simply a tradition or custom. There are some important customs of accounting which are given below: 1. Convention of disclosure Under this convention the facts should be fully disclosed and no any aspect of this should be hidden. In other words profit or loss should be calculated honestly and assets and liabilities should also be disclosed at its real value. In sole trade or partnership it is not compulsory to maintain account or to calculate profit or loss but for the view point of creditors, investors, lender and tax imposing authorities accounts must be maintained and profit or loss must be calculated honesty and correctly. In case of joint Stock Company, the accounts must be prepared and books and account must be maintained as per companies Act. 2. Convention of Materiality The meaning of this convention is that to pay attention on the material fact and leave unimportant facts. According to this convention these facts must be disclosed which affect the interest a nd decisions of investors. If material facts are not revealed the interest of investors will be affected adversity. 3. Convention of Consistency Convention of consistency explains that the process, customs, principles and policy of the business should be m aintained consistently i.e. the same procedure should be followed in all the years so that one year's figure of any item can be compared with other year. For example if it is the convention to maintain account for basic salary and dearness allowance separa tely it should be followed in all the years. Basic salary should not be attached with D. A. However, it must never mean that one should not adopt superior procedure in order to achieve greater degree of efficiency. There should be sufficient ground to adop t the new method. 4. Convention of Conservation


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(i) (ii) (iii) (iv) (v) (vi)

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 : To make provision for bad debt or discount on debtors. To show closing stock at 'market price and book value which ever is lower principle. To make provision for loss on investment due to fluctuation in price. To show the assets of less value in Profit & Loss A/c and in Balance sheet. To change depreciation on fixed asset by reducing method and not fixed installment method. 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) ………………………………………………………………………………………… ………………………………………………………………………………………… ………………………………………………………………………………………… …………………………………………………………………………………………

1.4 PRINCIPLES OF ACCOUNTANCY According to double entry system of maintaining accountancy, entry is made in two different accounts in two different sides. The principle of Journal explains as to which account is to he debited or which account is to be credited. For this point of view all the accounts are divided into three heads (categories) (1) Real Account (Account of assets) (2) Nominal Account (Account of income & expenses) (3) Personal Account (Accounts of individual) When it is decided that which account is to debited or which account is be credited of this decision is written in a separate register which is called journal book and whatever written in this register is called journal entry. After passing out journal entries the decision is followed this is called posting. 1.4.1 ACCOUNTING TERMS Assets are properties of every description belonging to a trader. e.g., cash, stock, buildings, machinery, furniture etc. Liabilities are debts owing to others by the trader e.g., loan from B. Capital. It is the amount with which a trader starts the business. In the example given Mr. A started business with Rs.50,000. On July 1, 1970, Mr. A's capital is Rs.50,000. But on July 31} 1970, his capita 1 is Rs.54,000 since he has earned a profit of Its Rs.4,000. In a running business the excess of Assets over Liabilities is known as capital.


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Mr. A's Assets on 31-7- 70 = 74,000 Mr. A's Liabilities on 31-7- 70 = 20,000 Mr. A's Capital = 54,000 Assets - Liabilities = Capital (To outsiders) (is the liability to the proprietor) Hence Capital and Liabilities are shown on the left hand side of the Balance Sheet and Assets alone. appear on the right hand side Capital is a liabil ity of the business to its proprietor. Transaction. It is a transfer of money or moneys worth from one account to another account. When the trader purchased build ings for Rs.20,000, he acquired a new asset viz.- Buildings valued at Rs.20,000 and his cash d ecreased by Rs.20,000. This transaction has affected two accounts viz., Cash and Buildings in the opposite direction. Buildings increased and cash decreased. Goods. Commodities bought for the purpose of resale are termed i goods. Mr. A buying cloth for resale purposes can be termed and purchase of goods. But purchase of Buildings is not ordinarily meant for resale but for use in business. Fixed Assets. Assets meant to remain in business for use and not for resale e.g. A cloth shop owner purchases Buildings, Ty pe writer, Show cases, Godrej fittings. These are the fixed assets of the businessman. Current Asset. Assets meant for conversion into cash, e.g., A cloth shop owner buys cloth (Goods) for resale. Stock of cloth is the current Asset of the business man. Account (A/c). A clear record of transactions affecting a person, an asset or profit or loss is known as an account. For Cash or on Credit. Current Assets, and Fixed Assets can be bought for cash or on credit. In case of cash transactions payment s made o n delivery. Purchase or sale of goods on credit means to receipt the goods or part with it without any payment of cash at the time. Debtor and Creditor. Debtor is ,a person who owes money to the business e.g. . Sold goods to B for Rs.1,500 on credit,. B is a Debtor. Creditor is a person to whom the business owes money, e.g. Purchased goods from C for Rs.3,000'on credit. C is a creditor. Debit and Credit. A transaction affects two accounts in the oppo site direction. The account which receives the benefit is Debited and an account which gives the benefit is Credited. To Debit an account means to record the transaction on the left land side i.e: "Debit" side of that account. To Credit an Account means to record the transaction on the right hand side i.e., "Credit" side of that account. Ledger is the main book of account. It contains all the accounts of the business in a well arranged form. Journal is a book of first entry. Business transactions a re first entered in the Journal before they are taken to the appropriate accounts and the Ledger.


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The object of Book- keeping is to keep a complete record of all the transactions that take place in the business, practically every busi ness. 1. Deals with other persons, firms, companies. 2. Possesses assets like cash, stock, buildings, furniture, etc. 3. Pays expenses such as salaries, rent, advertising etc. and' receives incomes such as commission, interest etc. It is therefore- necessary to keep: 1. An a ccount of each person, firm or company with which the business deals. The accounts under this class are known as Person al Accounts e.g. If Mr. A the cloth dealer has dealings with four wholesalers and has twenty customers to whom he sells on credit, the trader must operate an account for each one of them separately. An account for each asset. The accounts under this class are known as Real or 2. Property Accounts. An account for each expense and gain. The accounts under .his class are known 3. as Nominal or Fictitious Account. An account is a statement in the Ledger which records the transactions relevant to the person, asset, expense or profit named in the heading. Accounts can be divided into : A. Personal Accounts. B. Impersonal Accounts. Impersonal Accounts can be further divided into Real and Nominal Thus there are three kinds of accounts maintained: 1. Personal Accounts. 2. Real Accounts, and 3. Nominal Accounts. Accounts of persons with whom the business deals are known as Personal Accounts. . The word person is used in a special sense here. It includes individuals, partnerships, companies, co-operatives, and State enterprises e.g. Capital Account, Drawings Account, Bank Account, Chitra & Co. Account, E.LD. Parry & Co. Ltd. Account etc. Accounts in which the business records the real things owned by it i.e. the Assets of the Business are known as Real Accounts e.g. Buildings Account, Car Account, Machinery Account, Furniture and Fittings Account etc. Accounts which record ex penses, losses, incomes and gains of the business are known as Nominal Accounts e.g. Rent Account, Salaries Account, Telephone Bill Account, Postage Account, Advertising Account, Commission Received Account, Interest Received Account etc.

Check Your Progress 2 What is a Journal? 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 proprieto r 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 cus tomer. 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 impar ted by the account are recorded on the right Principle of Double Entry A business transaction is a transfer of money or moneys worth from one account to another. A transfer necessarily requires two accounts. For a complete record of the transaction, it s hould be presented in both the accounts. A business transaction affects two accounts in the opposite directions. If one account receives a benefit there should be another account to impart the benefit. The principle of double Entry is based on the fact tha t there can be no giving without receiving can there be receiving without some one giving. The receiving aspect is known as ‘Debit’ and is entered on the Debit side of the account. The giving aspect is known as ‘Credit’ and is entered on the Credit side of the account. The principle under which both Debit and Credit aspects are recorded is known as the principle of Double Entry. Every debit must have a corresponding credit and Vice versa. If the accounts are not maintained under this system, then the record s are incomplete and known as Single Entry which is un-scientific. Double Entry is the only scientific System of maintaining books of accounts. Double Entry 1 For every Debit there is a corresponding credit and vice versa

Single Entry Debits and Credits do not agree.


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2 Maintains a complete record of a. Personal Accounts b. Real Accounts c. Nominal Accounts 3 A balance sheet and profit loss statements can be prepared conveniently since the books of accounts present a complete picture. 4 Double Entry is the only scientific system of keeping books of accounts.

An incomplete record. Only personal accounts and cash accounts are maintained. A balance sheet and profit and loss statement cannot be conveniently prepared since the since the accounting records are incomplete. Single entry is not a system. It is incomplete and unscientific.

Advantages of the Double Entry System 1. A business can know at any time how much profit it has earned or how much loss it has suffered in a particular period. 2. The Balance Sheet can be prepared which will disclose the Fixed and Current Assets of the business, on the right hand side and the Liabilities and Capital on the left hand side. A comparative study of the balance sheets will show the progress of the business. 3. The account books will reveal the amount due by customers. Reminders can be sent to the debtors who do not settle their accounts promptly. 4. The trader can ascertain from the account books the sums he owas his creditors and make proper arrangements to pay them promptly. 5. Under the Double Entry system ‘Every debit has a corresponding credit’. The arithmetical accuracy of the books can be tested by preparing a statement called Trial Balance. 6. It prevents and discovers errors and frauds. 7. The businessman can satisfy the tax authorities if he maintains his account books properly under the Double Entry system. RULES FOR DEBIT AND CREDIT : Debit the Receiver Credit the Giver. Personal Accounts Real Accounts : Debit what comes in Credit what goes out. Nominal Accounts : Debit Expenses and Losses Credit Incomes and Gains. It is important to note that the above rules should be interpreted from the business point of view and not from the proprietor's point of view. Journal L.F means Ledger Folio. The transactions of recorded in the Journal will be posted to the appropriate accounts in the ledger. The Ledger Folio column is meant for recording the page number of the concerned account in the ledger. Similarly in the Ledger Accounts there will be found a column named J.F. or Journal 1imu referring to the page number in the Journal from where the, transaction has emerged. Journalising is the process of analysing the business transaction under the heads of debit and credit and recording them in the Journal. When faced with any transaction ask yourself the questions: A. What are the accounts affected? -Name them.


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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. st 1 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. Date 1970 July 1

Particulars

L.F

Cash Account Dr. 2 To Muthu Account 41 (Being cash received from Muthu)

Dr. Rs. 500

P. -

Cr. Rs.

P.

500

-

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. Date 1970 July 3

Particulars Hari Account Dr. To Cash Account ( (Being cash paid to Hari)

L.F 35 2

Dr. Rs. 300

P. -

Cr. Rs. P. 300 -


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Example 3. July 7, 1970 : Bought goods for cash Rs. 560. : Purchases Account and Cash Account. First Step 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. Date 1970 July 7

Particulars

L.F

Purchase Account Dr. To Cash Account (Being cash Purchase goods)

Dr. Rs. 560

P. -

Cr. Rs.

P.

560 of

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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. Date 1970 July

Particulars 9

Cash Account To Sales Account (Being cash sales)

L.F Dr.

Dr. Rs. 600

P. -

Cr. Rs.

P.

600

-

Example 5: July10, 1970 : Sold goods to Selvan on credit Rs.1,100. : Sales and Selvan. First Step 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. Date 1970 July 10

Particulars Selvan Account Dr. To Sales Account (Being credit sales to selvan)

L.F

Dr. Rs. 1100

P. -

Cr. Rs.

P.

1100

-


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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.

Date 1970 July 1

Particulars

L.F

Dr. Rs. 15000

Cash Account Dr. To Kannan-Capital Account (Being the amount invested in business)

P. -

Cr. Rs.

P.

15000

-

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 s hould be debited and since cash has gone out of the business, Cash Account should be credited. Date 1970 July 2

Particulars Central Bank Account Dr. To Cash Account (being the amount paid into central bank for opening a current Account)

L.F

Dr. Rs. 14000

P.

Cr. Rs.

P.

14000

The student should bear in mind that a trader has two alter natives 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. Date 1970 July 31

Particulars

L.F

Dr. Rs. 250

Rent Account Dr. To Bank Account (Being the rent for the month of July 1970 paid by cheque No….)

P. -

Cr. Rs.

P.

250

-

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. Date 1970 July 31

Particulars

L.F

Dr. Rs. 420

P. -

Cr. Rs. P.

Salaries Account Dr. To Cash Account 420 (Being salaries for the month of July paid in cash) Example 10. July 31, 1970 : Received Commission Rs. 750. First Step : Commission and Cash. Second Step : Commission Account is a gain i.e. a Nominal Account, cash is a Real account. Third Step : Commission Account to be credited and Cash Account to be debited. Date 1970 July 31

Particulars Cash Account Dr. To Commission Account (Being Commission received)

L.F

Dr. Rs. 750

P. -

Cr. Rs. P. 750 -


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Illustration. Journalize the following transactions : 1969 Arul commenced business with 21,000 April 1 ,, 2 Bought goods for Cash 9,200 ,, 4 Sold goods to Kannan on Credit 5,600 Purchased goods from Mani ,, 5 3,600 Received Cash from Kannan 3,600 ,, 9 ,, 11 Paid Mani on account 2,100 ,, 16 Sold goods to Manohar 3,500 ,, 21 Cash Sales 7,50 ,, 26 Paid Mani 1,200 ,, 29 Received Cash from Manohar 3,500 ,, 30 Paid Rent 450 ,, Paid Salaries to Office Staff 30 700 When goods are bought by, the trader Debit Purchases Account. When Assets are bought by the trader Debit the appropriate Asset Account. When Expense Material is bought Debit the appropriate Nominal Account.

The account to be credited will depend on whether it is a cash or a credit transaction. If bought for cash, Cash Account will be credited. If it is a credit transaction the Personal Account is credited. Date 1969 April

Particulars 1

2

4

5

9

Cash Account Dr. To Capital Account (Being the amount invested in Business) Purchases Account Dr. To Cash Account (Being cash purchases of goods) Kannan Account Dr. To Sales Account (Being credit sales of goods) Purchases Account Dr. To Mani Account (Being credit purchase of goods) Cash Account Dr. To Kannan Account (Being Cash received from

L.F

Dr. Rs. 21000

9200

5600

P. -

Cr. Rs.

P.

21000

-

9200

-

5600

-

3300

-

3600

-

-

-

3300

-

3600

-


15

11

16

21

26

29

30

30

kannan) Mani Account Dr. To Cash Account (Being cash paid to mani) Manohar Account Dr. To Sales Account (Being credit sales) Cash Account Dr. To Sales Account (Being cash sales) Mani Account Dr. To Cash Account (Being cash paid to mani) Cash Account Dr. To Manohar Account (Being cash received from Manohar) Rent Account Dr. To Cash Account (Being the rent for the month of march paid) Salaries Account Dr. To Cash Account (Being Salaries for the month of march paid)

2100

3500

7500

1200

3500

450

700

2100

-

3500

-

7500

-

1200

-

3500

-

450

-

700

-

-

-

-

-

-

-

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 unde r


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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 con secutively. 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 ma y 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." Relation between Journal and Ledger 1. The Journal is a subsidiary book; the Ledger is the main book of account. 2. Transactions are first entered in Journal; subsequently these entries are posted to the appropriate accounts in the ledger. 3. The Journal is a daily record. Business transactions are entered in t his book in the order of dates. Posting from the journal is done periodically, may be weekly or fortnightly as per the convenience of the business. 4. Entering the transactions in the journal is, called Journalising; the act of recording in the ledger is called Posting. Illustration 1970 Jan. 1. ,, 4 ,, 7 ,, 10 ,, 13 ,, 18 ,, 24 ,, 30

Date 1970 Jan.

2. Journalise the following transactions and post to proper accounts:

B.Balan started business with a capital of Bought goods from V.Velan Cash Purchases Cash Sales Bought goods from V.Velan Paid Cash to V.Velan Paid V.Velan on account Paid Salaries Particulars

1

4

Cash Account Dr. To Capital Account (Being the cash invested in business) Purchases Account Dr.

L.F

... … ... … … … … … Dr.

Rs. 10000

10,000 6,750 3,000 4,000 2,000 2,850 2,400 1,250

Cr. P Rs. 10000

P

6750

-


17

7

10

13

18

24

30

To V.Velan Account (Being credit purchases of goods) Purchases Account Dr. To Cash Account (Being cash purchases) Cash Account Dr. To Sales (Being Cash sales) Purchases Account Dr. To V.Velan Account (Being credit purchases of goods) V.Velan Account Dr. To Cash Account (Being cash paid to Velan on account) V.Velan Account Dr. To Cash Account (Being cash paid to Velan on account) Salaries Account Dr. To Cash Account (Being salaries paid for the month of Jan.1970)

6750

3000

-

3000

4000

4000

2000

-

2000

2850

-

-

2850

2400

2400

1250

-

1250 -

Ledger of B. Balan General Ledger Capital Account Dr. Date Particulars

Cr.

Amount

Date

Particulars

F . J

Amount F . J

Rs.

P 1970 Jan. 1

Rs. 10000

By Cash

P -

Cash Account Dr. Date

Cr.

Particulars

Amount

Date

Particulars

F . J

1970 Jan. 1 10

To Capital To Sales

Amount F . J

Rs. 10000 4000

P 1970 - Jan. 7 18 24 30

By Purchases By V.Velan By V.Velan By Salaries

Rs. 3000 2850 2400 1250

P


18

Purchases Account Dr. Date

Cr.

Particulars

Date

Amount

Particulars

F . J

1970 Jan. 4 7 13

Rs. 6750 3000 2000

To V.Velan To Cash To V.Velan

Amount F . J

P

Rs.

P

Sales Account Dr. Date Particulars

Cr. F . J

Date

Amount Rs.

Particulars F . J

Amount Rs. 4000

P 1970 Jan. 10 By Cash

P -

Salaries Account Dr. Date

Cr.

Particulars F . J

1970 Jan30

Rs. 1250

To Cash

Date

Amount

Particulars F . J

Amount Rs.

P -

P

V.Velan Account Dr. Date

Cr.

Particulars

Amount

Date

Particulars

F . J

1970 Jan. 19 24

To Cash To Cash

Amount F . J

Rs. 2850 2400

P 1970 Jan. 4 By Purchases Jan 13 By Purchases

Rs. 6750 2000

P

1.5 LET US SUM UP 1. The meaning of accounting is to collect, enter, classify and present the financial data. 2. Accounting concepts means such ideas which are coupled with different accounting procedures, e.g. Reserve and Provisions, Depletion and Amortization etc There are several accounti ng concepts such as: Business Entity Concept, Going


19

Concern Concept, Money Measurement Concept, Cost Concept, Accounting Period Concept, Dual Aspect Concept, Matching Concept, Verifiable and Objective Evidence Concept. 3. The principle of Journal explain s as to which account is to he debited or which account is to be credited. For this point of view all the accounts are divided into three heads (categories) (1) Real Account (Account of assets) (2) Nominal Account (Account of income & expenses) (3) Personal Account (Accounts of individual) 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.

1.6 LESSON END ACTIVITY Journalise the following transactions ; ,, ,, ,, ,, ,,

1. 2. 3. 4. 5.

Sold goods to Raghavan for cash Sold goods to Mukundan Cash Sales Murty bought goods Sold old Machinery

Rs. 950 700 1,200 350 1,400

Check your progress: Model Answers 1. Your answer may include any of the following: i. Convention of disclosure ii. Convention of Materiality Convention of Consistency iii. iv. Convention of Conservation 2. 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

SUGGESTED READINGS/ REFERNCES: 1.Financial Accounting-Dr.Arun Kumar Sinha-New central Book Agency,C alcutta 2. Principles of Accountancy-K.L.Nagarajan et al- Eurasia Publishing House, New Delhi.


20

LESSON 2- INTRODUCTION TO E.X. NEXT GENERATION Contents: 2.0. Aims & Objectives 2.1 Introduction 2.2 What's New in EX NGN? 2.3 What Do You Need to Run EX NGN? 2.4 How to Install E.X. NGN? 2.5 Previewing and Printing Documents and Reports 2.6 Logging off EX NGN 2.6 Let Us Sum Up

2.0 AIMS & OBJECTIVES After reading this lesson, you will be able to understand: 1. What is E.X. Next generation. 2. The salient features of E.X. Next generation. 3. Installing E.X. Next generation

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, invoice s, 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, Cust omer 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 trans actions; 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!


21

2.2 WHAT'S NEW IN EX NGN? EX NGN provides several new features. This section highlights, some of the new and enhanced features, and many of the improvements over EX Version 3.0. Document Designer EX NGN provides absolute flexibility in designing documents. W ith Document Designer, you can create documents and custom design existing documents. You can specify the size and colour of the document, define the position and size of the fields, and assign labels to the fields. If you need to record additional informa tion, you can also define your own fields. Folders Folders provide a snapshot analysis of your items, customers, and suppliers. From the Item Folder, you can obtain all the details of items such as stock information, sales, purchases, sales returns, purchases returns, and customer and supplier analysis. From the Customer/Supplier Folder, you can obtain all the details of customers and suppliers such as sales and purchases, receipts and payments, open debits and credits, and monthly summary of transactions. Templates EX NGN provides 32 built- in templates for common business types such as manufacturer, trader, retailer, and distributor. These templates have been designed after extensive research to provide the accounting framework and document layouts that best suit the line of business you're in. Using these templates, you can record your transactions rightaway, saving you time and effort. Smart Finder With Smart Finder, you have the flexibility to view exactly the information you want. Using a set of filtering criteria, you can filter information about your customers, suppliers, items, and documents. For example, if you want to view the customers who have purchased a specific item for more than Rs.10,000, or items that have sold more than 50,000 units in the last quarter, you can specify the relevant criteria and generate the report. Object Linking and Embedding EX NGN supports Object Linking and Embedding (OLE) automation. OLE provides an interface for other applications to be integrated with EX NGN. Let's say, you have a payroll application for maintaining salary in another software that is OLE- compliant, and you want to enter a payment voucher. After entering a payment voucher, you want to post the salary in E.X. NGN. You can link accounts to EX NGN, and post the corresponding details. OLE also allows you to export data from E.X.NGN to MS-Word, Excel, Access, and other OLE-compliant applications Drilling Down to the Source Document and Making Changes From most reports, you can drill down to the ledger and to the source document. And you can make changes to the details in the documents to which you drill down.


22

Saving a Company as a Template E.X.NGN saves a company as a template so that you can set up another company based on that template. Companies saved as templates are listed as accounting models. All details in the template are automatically copied to the new company. Access Rights and Task Rights In E.X. NGN, the System Administrator (who is given all the rights) can assign access rights and task rights to users. This feature ensures that only authorised users view, enter or make changes to records. Custom Fields In E.X.NGN, you can define up to ten custom fields for accounts and items. These fields can be used for entering additional information, or as filtering criteria. Multiple Charges E.X.NGN provides for setting up multiple charges. If an item attracts more than one charge - let's say Central Sales Tax, State Sales Tax, and Octroi - the provision for multiple charges helps you to calculate all types of charges in one place and post them to your sales and purchase tax registers. Credit Limit for Customers and Suppliers In E.X.NGN, you can define the credit limit for customers and suppliers. E.X.NGN displays a message if the credit limit exceeds the limit you've defined. Cost Budgeting While setting up income and expense accounts, you can specify how much you expect to receive or spend under each account. Using E.X.NGN, you can generate the Budget Variance Report, where you can check the actual income and expenses against your budget to know how well you're meeting your financial goals. 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 s uch as Income


23

and Expense Report, Sales and Purchases report, Cost -centre wise Report, Account wise Report, and Item wise Report.

Check Your Progress 1 Bring out any four characteristics of 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.37 &36) ………………………………………………………………………………………… ………………………………………………………………………………………… ………………………………………………………………………………………… …………………………………………………………………………………………

2.3 WHAT DO YOU NEED TO RUN EX NGN? To run E.X.NGN, you need: § 486 or higher processor with minimum 16 MB of RAM (32 MB of RAM recommended) § Hard disk drive with a minimum of 100 MB of free disk space § VGA or higher resolution monitor (256- colour SVGA recommended) § Windows 95 or Windows NT If you’re using a CD- ROM for setting up E.X.NGN, in addition to the requirements mentioned above, you need a double -speed CD-ROM drive

2.4 HOW TO INSTALL E.X. NGN? If you're upgrading from an earlier version of E.X., we recommend that you take a back-up of your existing E.X. data files before installing E.X. NGN. Before you install E.X.NGN, make sure to turn off any virus protection programs that may be running on yo ur computer. Some virus protection programs interfere with installation. You can install E.X. NGN from floppy disks or a CD -ROM. In the installation package, you'll find a small box containing the ‘dongle’. Before you install E.X. NGN, you must install the dongle. Note Make sure that the dongle is properly attached. You can't use E.X. NGN, unless the dongle is attached, at all times. Ø

To install the Dongle 1. Switch off your computer. 2. Plug the dongle into the parallel port to which your printer is conn ected. 3. Connect your printer to the back of the dongle. Note Connecting your printer to the back of the dongle will not interfere with your printing operations.


24

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, a nd Template Files if you want to install the built-in templates. Check Your Progress 2 Bring out the types of installation of 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.37 & 38) ………………………………………………………………………………………… ………………………………………………………………………………………… …………………………………………………………………………………………


25

…………………………………………………………………………………………

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 admin

Type admin

After entering the User Name, Password and date, Click OK

Enter the date

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 o n 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. What's on the E.X. NGN Main Screen? This section provides an overview of the major elements on the E.X.NGN main screen such as menus, toolbars, and status bar. The following illustration identifies each part of the E.X.NGN main screen.


26

Window Title

Close Button Maximize Button

Control Menu Box

Menu Bar

Status Bar

Minimize Button

Title Bar

Work Space

Control Menu Box Use Control Menu commands to resize, move, maximise, minimise, and close windows. Window Title Depending on the window that you are working in, the window title displays the name of the application (E.X. Next Generation), the company name, and the window n ame. If a document has not been saved, a place holder such as ‘Untitled’ usually appears as part of the window title.


27

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 di splayed 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 th e 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,”.

Using Dialog Boxes When yo u choose a command, a dialog box appears so that you can select options. If an option appears dimmed, it is not currently available. Some dialog boxes provide sets of options, each on a separate tab. For example, the New Item dialog box has five tabs - General, Purchase, Sales, Charges, and Custom Fields.


28

Tabs

Field

List Box

Command Buttons

Although it's usually easier to use the mous e 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 Ùnit' 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 Save and exit from a window/dialog box Close 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 Enter information about a new entity New Cancel Exit from a window/dialog box without saving Back Go to the previous dialog box Go to the following dialog box Next A command button followed by an ellipsis (...) opens another dialog box. The black border around a butto n indicates that it is the default, and it will be chosen automatically if you press ENTER.


29

All toolbar buttons are also command buttons. ~The toolbar buttons are explained below. Click General Toolbar

To

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 C redits 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 · · · ·

Using Toolbar Buttons E.X.NGN includes toolbars to help you perform your tasks quickly. For example, to print a report, just click the Print button on the General toolbar. Selecting Commands from Menus


30

Commands are grouped in menus. Some commands carry out an action immediately. Others display a dialog box so that you can select options. Selecting a Command Using the Mouse Click the name of the menu on the menu bar, and then click the command name. To close a menu without selecting a command, click outside the menu. Selecting a Command Using the Keyboard Press ALT or F10 to make the menu bar active, and then press the key corresponding to the underlined letter in the menu name. To select a command, press the key for the underlined letter or number in the command name. To close a menu without selecting a command, press ESC. Selecting Commands from Shortcut Menus When you point to or select certain accounts, items, or transactions in E.X. NGN, you can display a shortcut menu. Shortcut menus contain a combination of commands, depending on the position of the pointer and the task you are carrying out. Shortcut menus are a quick and handy way to access the commands you need. To display the shortcut menu, position the insertion point where you want to work, and then click the right m ouse button or press sxIFr+F1o. To close the shortcut menu without selecting a command, click outside the shortcut menu, or press ESC. Note Throughout this guide, `right mouse menu' refers to the options available when you click the right mouse button.

Using Shortcut Keys You can select some commands by pressing the shortcut keys listed on the menu to the right of the command. For example, to open the Chart of Accounts window, press CTRL+A, or to open the Documents window, press F12.

Using the Mouse This section gives basic information about using the mouse, and describes the mouse pointer shapes. Pointing, Clicking, and Dragging The following table explains the basic terms associated with using the mouse. 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. Press and immediately release the mouse button without moving the mouse. Point to an item, and press the mouse button twice in rapid succession and release it. Point to an item. Press and hold the mouse button to a new location. Then release the mouse button.

Click Double-click Drag

Mouse Pointer Shapes The mouse pointer changes shape, depending on what you're pointing to, or the task you're working on. For examp le, if you click text, the pointer looks like an I -


31

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

Z

Menu bar, inactive window, scroll bar, toolbar, or ruler

Choose commands, click buttons, drag

`Within a selection when you hold down the mouse button . Along the sides, top, or bottom corners

Drag the selection to a new location where you want to `drop' or ìnsert' it by releasing the

Within a selection in reports in the 'Onscreen and Drill Down' mode

Drag to resize a window and fields, columns and rows in a window, and in a document layout

Drill down to the ledger or to the source document.

Changing the Way Your Desktop Looks E.X.NGN allows you to alter the way your desktop looks by letting you size windows, display, or remove the toolbar and status bar, and arrange windows. Displaying or Hidi ng the Toolbars and the Status Bar You can display or hide the toolbars as you work. For example, you can hide the Folders Toolbar until you set up your items, customers, and suppliers. Likewise, if you do not need status bar information, you can hide the status bar. To hide a toolbar, in the View menu, deselect the toolbar you don't want to view. To hide the status bar, in the View menu, deselect the status bar. If no toolbars are displayed, from the View menu, select the toolbars that you want to display. Ø Customising the Toolbar You can customise toolbars to suit your needs. Let's say you are a service organisation, and you don't deal with items. You can remove the Items button. Likewise, you can remove the buttons that you do not need or the ones that y ou rarely use. Ø To customise the toolbar 1. From the Edit menu, select Customise. The Customise dialog box appears. 2. To add a toolbar button, do the following: i) In the dialog box, select a toolbar category. The associated buttons appear. ii) Click the button you want to add, drag the button to the corresponding tool bar and release the mouse button.


32

3. To remove a toolbar button, do the following: § Click the toolbar button you want to remove, drag the button to the customise dialog box, and release the mouse button.

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. Moving a Window or Dialog Box If a window or dialog box is not visible, move the other w indows or dialog boxes one by one until the window or dialog box is visible. Ø To move a window or dialog box § Click the title bar of the window or dialog box and drag it to the desired location. Sizing Columns If the information contained in a column exceeds its defined width, only part of the information is displayed. You can extend the width of the column to see all the information. Ø To change the size of a column § Point to the inner side of the column and d rag it to the desired width.

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, d ialog box, or field on which your mouse pointer is currently positioned. Interactive messages are of three types. Name Information

Description Provides details about the results of a command.

Example The user name or password is not valid.

Warning

Informs you of a situation that may require a decision. Informs you about a situation that

Are you sure you want to delete this account? A fatal error has occurred. If the

Critical


33

requires intervention or correction before work can continue.

problem persists, contact the Support Desk.

What Are the Conventions Used? Before you start using E.X. NGN, it's important to understand the typographical conventions and terms used in the guide. Typographic Conventions Here are the typographic conventions used in this guide. Represents This Button, menu option Bold type Note Important message Helpful message which provides alternative methods of Tip performing a task. A tip is set apart from the main text by shading. Ø A procedure follows. 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 ALT+C

ALT+C,P ENTER Arrow Keys PAGE UP and PAGE DOWN TAB

Commands Keeping the ALT key pressed, press the letter c. Then release both keys. Keeping the ALT key pressed, press the letter C. Release both keys and press the letter P. `Press ENTER' means that you can press ENTER or RETURN. You can use the UP, DOWN, RIGHT and LEFT arrow keys to move the insertion point in a window. You can use PAGE UP and PAGE DOWN to move the insertion point by one page. You can use TAB to move to the next field or command button i n 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).

Using Onscreen Help EX Next Generation comes with 'EX NGN Help,' a complete online reference tool to enable you to quickly get information on a specific topic. You can also get context-sensitive help on windows and dialog boxes. Ø To access EX NGN Help


34

1. From the Help menu, click EX NGN Help Topics . 2. Do one of the following: § To obtain an overview of what's in Help, choose the Contents tab. § To obtain information on a specific topic, choose the Index tab. 3. Do one of the following: § If you have chosen Contents, open the books, and select the topic you want to view, and click Display. § If you have chosen Index, select the index entry, and click Display. Note To get context-senstive help on windows and dialog boxes, press Fl.

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 particula r 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 wan t 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.

Setting Up General Options You may like to define the number of account levels you want to view. Or, you may want to include accounts with zero balances. You can set these options in the General tab. Ø To set up general options 1. From the Company menu, select Options. The Options dialog box appears. 2. Choose the General tab, and select the options. § Levels displayed in the Chart of Accounts. § Prompt when Cash/Bank balance goes negative. § Prompt when Customer's Credit exceeds the limit. § Prompt when Stock Quantity goes negative. § Include accounts with zero balance in the Opening Trial Balance.


35

Setting Up Print Options You may like to print the column labels in your documents. Or, you may like to print the background colour that you've defined for your documents. You can set these options in the Print tab. Ø To set up print options 1. From the Company menu, select Options. The Options dialog box appears. 2. Choose the Print tab, and select the options. Border Select this option to print the border in your documents. Labels Select this option to print the labels in your documents. Background Select this option to print the background Colour colour that you've defined for your documents. Table options Column Labels Select this option to print the column labels in your documents. Horizontal Grid Select this option to print the horizontal grid in your documents. Vertical Grid Select this option to print the vertical grid in your documents.

Setting Up Report Options You may like to view and print the company name, or the name of the report on every page of the report. Or, you may like to view and print the selection criteria that you've defined for the report. Note You can specify different options for different repo rts. You can also change the options while viewing a report, but the changed options will apply only to the report next generated. Ø To set up report options 1. From the Company menu, select Options. The Options dialog box appears. 2. Choose the Report tab, and select the options. On Screen Horizontal Grid Select the check box if you want to view and print horizontal lines in the table. Vertical Grid Select the check box if you want to view and print vertical lines in the table. Analysis Select the check box to display the selection Categories criterion Ànalysis Categories,' wherever applicable. User Defined Fields Select the check box to display the selection criterion Ùser defined field,' wherever applicable. Header Select the check box if you wan t the header to be displayed in the report. Selection Criteria "Select the check box if you want the selection details to appear in the report. For example, if you select `9' as the level up to which the accounts are to be displayed and ìnclude zero balance accounts,' this information appears in the report. Days for Dues/ Specify the days for dues and Ageing overdues.


36

You can specify four values. Typing a value in the f irst 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. Setting Up the Analysis Categories Option While entering details in documents, you may like to display the analysis categories at the header level or at ,the line level. You can set this option in the Analysis Categories tab. \ Ø To set up analysis categories option 1. From the Company menu, select Options. The Options dialog box appea rs. 2. Choose the Analysis Categories tab, and select the options. Select this option to display the analysis categories at the header Header level. Select this option to display the analysis categories at the line Detail level.

2.5 PREVIEWING AND PRINTING DOCUMENTS AND REPORTS In EX NGN, you can preview and print all documents and reports. Ø To preview documents and reports § In the E.X.NGN main screen, from the Company menu, select Preview. The document is displayed in the format in which it will be printed. Ø To print documents and reports 1. In the E.X.NGN screen, from the Company menu, select Print. The Print dialog box appears. 2. Enter the details in the fields. Printer Name Displays the name of the printer to which your computer is connected. Status Displays whether the printer is active. Type Displays the printer specification. Where Displays the location of the printer. Select this check box to print a document o r report to a file Print to file instead of the printer. Print Range Select this option to print all the pages. All Pages Type the page numbers - from and to that you want to print. Copies Number Enter the number of copies you want to print. Select this check box to organise pages when you print multiple Collate Pages copies of a document or a report. A complete copy of the document or report is printed before the first page of the next copy is printed.


37

2.6 LOGGING OFF EX NGN After using a company, you can: § Close the company § Log off EX NGN § Exit E.X. NGN When you close the company, you come out of the company for which you have been designing documents. When you log off EX NGN, the company that you have been using is close d, but you don't exit E.X.NGN. You can select another company and work on it, but you'll have to log on once again for that company. When you exit E.X.NGN, you quit the program. Ø To close the company § In the E.X. NGN main screen, from the Company menu, select Close. Ø To log off E.X. NGN § In the EX NGN main screen, from the Company menu, select Log off . Ø To exit E.X. NGN § In the EX NGN main screen, from the Company menu, select Exit.

2.7 LET US SUM UP 1. EX NGN provides several new features such as: Document Designer, Folders, Templates, Smart Finder, Object Linking and Embedding, Drilling Down to the Source Document and Making Changes, Saving a Company as Template etc. 2. E.X.NGN provides three installation options - Complete, Typical, and Custom. 3. EX NGN allows you to preview and print all documents and reports

Check your progress: Model Answers 1. Your answer may include any of the following: Document Designer i. ii. Folders iii. Templates iv. Smart Finder Object Linking and Embedding v. vi. Drilling Down to the Source Document and Making Changes vii. Saving a Company as a Template Access Rights and Task Rights viii. Custom Fields ix. x. Multiple Charges Credit Limit for Customers and Suppliers xi. Cost Budgeting xii. xiii. Bank Reconciliation xiv. Automatic Computation of Stock Consolidation of Multiple Companies xv. T -format Balance Sheet xvi.


38

xvii.

Analysis Categories and Analysis Reports

2. E.X.NGN provides three installation options - Complete, Typical, and Custom.

SUGGESTED READINGS/REFERENCES: 1. EX-NEXT GENERATION- Users Guide, Tata Consultancy services,Mumbai


39

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 Generati ng the Standard Profit And Loss Statement 3.11 Step-10 Generating the Standard Balance Sheet 3.12 Let Us Sum Up

3.0 AIMS & OBJECTIVES 1. 2. 3. 4. 5. 6. 7. 8.

After reading this lesson you will be able to understand how to: Set up Your Company Details Set up an Account Set up an Item Set up a Tax Register Column Generate the Ledger Generate the Standard Trial Balance Generate the Standard Profit And Loss Statement Generate the Standard Balance Sheet

3.1 INTRODUCTION 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.

3.2 STEP- 1 SETTING UP YOUR COMPANY DETAILS Whether you plan to manage the finances of your business or your personal accounts, you must first set up your company details. Ø To Set up your Company details 1. Start E.X.NGN and log on as the user named 'admin' and with password 'admin'. 2. From the Company menu, select New. The New Company dialog box appears. Enter the details in the fields.


40

Company Name

Address Phone Number

Type the name of your company. The name must be unique. Type a short name for your company. For example, if you set up a company `Global Trading Company,' you can assign it the short name, 'GTC'. Type the address of your company. Type the telephone number of your company.

Fax Number E-mail Address

Type the fax number of your company. Type the e-mail address of your company.

Short Name

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'. Displays the set of accounts that E.X.NGN provides for the Account 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.


41

Your first company is now ready. The next step is to set up your name of the folder accounts.

3.3 STEP- 2 SETTING UP AN ACCOUNT You'll probably want to start setting up accounts under the four main groupsAssets, Liabilities, Income, and Expense. For instance, to set up an expense account ‘Conveyance,' here's how you go about it. Ø

To set up an Account 1. From the Setup menu, sel ect Chart of Accounts. The Chart of Accounts window appears.

2. Click New . The Select Account Type dialog box appears.


42

3. Select Account. 4. Select Expense as the Account Type, and click OK. The New Account dialog box for the selected account type appears.


43

5. Enter the details in the fields. General tab Name Type the name of the account. The name should be unique. Type Displays the type of account, based on your selection in the Select Account Type dialog box. In this case, displays Èxpense' as the account type. You can't change the account type. Sub- group Indicates the group under which the account is categorised. of This group is what you've selected in the Chart of Accounts. In this case, displays ‘Expense’ as the group. You can, however, select another group from the list box. Analysis Categories Lists the analysis categories that you've set up. Select the categories you want to set up for the account. These categories are displayed when you select the account while entering details in a document. Opening Balance Enter the opening balance for the new account. For more information, see "Modifying an Opening Balance,”. Sign Displays the default sign (Dr) for the opening balance, based on the account type selected. You can, however, select the option other than the default displayed. Budget tab Month Displays the months for the current financial year.


44

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.

3.4 STEP- 3 SETTING UP AN ITEM Items are materials that you buy from your suppliers, or sell to your customers. In EX NGN, you can set up any number of items. You can specify the selling price and buying rate for each item. You can also specify: § Opening stock quantity for an item, and its value § Minimum stock to be maintained for each item Ø To set up an Item 1. From the Setup menu, select Items. The Setup Items window the items window appears.

2.

Click New. The New Item dialog box appears.


45

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. Entering Details in the New Item Dialog Box v

General tab

Name Description

Type the name of the item. The name must be unique . Type a description for the item. When you record a transaction on the item, the description is included in the document.

Stock Information Opening Quantity Type the opening stock quantity of the item for the current financial year, in selling units. Opening Value Type the value of the opening stock for the current financial year. Minimum Quantity Type the minimum stock quantity you want to maintain for the item. v

Purchase tab

Rate

Type the purchase rate of the item. For example, if you buy an item for Rs. 100 per kg, the rate is 100 and the unit (see the next field) is kg.


46

Unit Account

Column in Tax Register

Unit Information

v

Sales tab

Rate

Unit Account Column in Tax Register

Unit Information

v

Type the unit in which you buy the item. Select the purchase account that is affected by the purchase of the item. Select the register column in which the net amount for a purchase transaction on the item is entered. For information on how to set up a Purchase Tax Reg ister Column, see "Setting Up a Tax Register Column," Displays 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 mult iplier is 1000.

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. Type the unit in which you sell the item. Select the sales account that is affected by the sale of the item. Select the register column in which the net 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," . 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.

Charges Tab

Type Category

Displays the charge types that EX NGN provides. Select the charge categories that are applicable to the item. The categories are those that you've set up.

Rate

Displays the charge rate of the selected charge category.

S (Rate Inclusive of Sales Tax) (Rate Inclusive of Purchase Tax)

Select the check box if the selling rate is inclusive of tax. can't select these check Select the check box if the purchase rate is inclusive of tax.

v

Custom Fields tab

Custom Field Value

Lists the custom fields that you've set up. Type a value for each custom field

3.5 STEP- 4 SETTING UP A TAX REGISTER COLUMN The sales Tax Register summarises your sales transactions, and the purc hase Tax Register summarises your purchase transactions. E.X.NGN provides the following seven columns for the Sales Tax Register and Purchase Tax Register:


47 § § § § § §

Sr.No. Document Date Document Number Party Name Document Amount Others

Ø

To set up a Tax Register Column 1. From the setup menu, do one of the following: § To set up a Sales Register Column, point to Register Columns, and click Sales. The Setup Sales Tax Register Columns dialog box appears. § To set up a Purchase Register Column, point to Register Columns, and click Purchase. The Setup Purchase Register Columns dialog box appears.

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.


48

3.6 STEP- 5 ENTERING YOUR FIRST DOCUMENT E.X. NGN gives you the flexibility to use different types of documents (vouchers, invoices, receipts, bills, etc.) depending on the transaction you want to record. Now, you'll learn how to enter details in your first document - let's say a Journal Voucher. Ø

To enter details in a Journal Vouc her 1. From the Activities menu, select Enter Documents. The Documents window appears. 2. In the Document Type list, double-click the document type - Journal Voucher, and select the default document - Journal Vouchers (JV). 3. Click New. The document layout appears.

4. Enter the details in the fields. Date Displays today's date (that is, the logon the date, see date) as the date of transaction. You can, however, change the date. Journal No. Displays the document series number in the following format: Doc. Type Code - Doc. Series - Doc. No. Doc. Letter. E.X. NGN, by default, generates the document series number on a daily basis. You can, however, change the document series number. Narration Type a narration. Account Enter the account that is debited.


49

To select the account, do the following: i. In the Account column, press F2. The Account List appears. ii. From the Account List, select the account you want. Debit Type the debit amount. Go to the next line, type a narration, and select the account that is credited. Credit Type the credit amount. Total Credit Displays the total credit amount. Total Debit Displays the total debit amount. 5. After entering the details, do one of the followi ng: § To preview the document, click Preview. § To save the document and return to the Documents window, click Save. § To save and print the document, click Save & Print. What's Next? After entering transaction details in documents, you can generate the J ournal, Ledger, Trial Balance, Profit and Loss statement, and Balance Sheet.

3.7 STEP- 6 GENERATING THE JOURNAL You can generate a Journal to view daily transactions such as sales, purchases, receipts and payments entered in documents. The Journal provides the following details: § Document number, series, and date § Account and narration § Credit amount and debit amount § Quantity, unit, and rate § Date wise total amount transacted § Document wise total amount Ø

To generate the Journal 1. From the Reports menu, point to Journal, and click Detailed. The journal dialog box appears.


50

2. Enter the details in the tabs.

Document tab Type

Series

Displays the complete list of document types available in EX NGN. Select the documents you want. Note Selecting a document type automatically selects all the documents entered under it. Click Select All to select all document types. Click Deselect All to clear all document types. If you've selected only one document type in the Type group box, displays the document series of the document type.

Number From To

Type the document number from which you want to generate the report. Type the document number up to which you want to generate the report.

Date tab Date Selection Week to Date: Month to Date: Previous Month:

Select an option to specify the date range for which you want the report. From start of the current week to today's date. From start of the current month to today's date. For the previous month.


51

Quarter to Date: Year to Date Current: Previous Year: Year to Date Previous:

From start of the current quarter of the financial year to today's date. From start of the current financial year to today's date. For the previous year. From start of the previous financial year to today's date (if the books of the previous year have not been closed). From and to a date that you specify. Note You can't enter a future date. This field is available if you had selected 'Custom'. Sel ect the date from which you want to generate the report. This field is available if you had selected `Custom'. Select the date up to which you want to generate the report. Displays a description for the option selected in the Date Selection field.

Custom: From To

Description Amount tab Operators

Select an option. The available options are - Between, Equal to, Greater than, and Less than. 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.

Amount

View Mode tab Onscreen and Drill Down

Select this option to display the report in the format in which it will be printed. In this mode, you can drill down to the source document and modify details. Select this option to display the report in the format in which it Print Preview 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. 15 Dec, 2005 RK Enterprises Journal for the Period 01 Apr, 2005 to Dec, 2005

(All Amounts in Rs.) Document Number Sales (SL) 08 Apr.1997 0804 1997- 1

Account/ Narration

Debit

Sales / Freight

Credit

Quantity

Unit

Rate

Other Debits

6720.00 104640.00

Sales / Carpets intricate

60000.00

Sales / CST 2% Sales / Carpets -Coarse

1200.00 36000.00

2.00

Each

Raj Total : 61200.00 Raj

3.00

Each

Raj


52 Total : 36720.00 Raj Sales / CST 2%

Date Total 17 Apr, 1997 1704197- 1

720.00

104640.00

104640.00 4.00

Dozen

3,000.00

780.00

Bot.

20.00

Mike Total : 12,000.00

12000.00 Sales / Coir Bags 12000.00

18 Apr, 1997 18041997 -1

12000.00 12000.00

14,980.00 Sales/ Freight Sales/ Herbal Tea

14,980.00

980.00 14,000.00 14,980.00

Thambi Total : 14,000.00 Thami

Check Your Progress 1 What are the details provided by generating a Journal 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.61) ………………………………………………………………………………………… ………………………………………………………………………………………… ………………………………………………………………………………………… …………………………………………………………………………………………

3.8 STEP- 7 GENERATING THE LEDGER You can generate a Ledger to view the summarised or detailed classification of accounts. The Ledger provides the following details: § Account § Opening balance and closing balance for each account, along with the credit or debit sign § Document date § Document series and number § Narration § Each transaction amount in the corresponding debit c olumn or credit column § Running balance

Ø

To generate the Ledger


53

i. From the Reports menu, point to Accounts Reports, and select Ledger. The Ledger dialog box appears.

ii. Enter the details in the tabs. Accounts tab Select Accounts Click to select accounts by type. The by type Accounts group box displays the various account types. All individual accounts under the type are automatically selected for report generation. You can clear selections in the Accounts group box. Individual Click to select accounts individually. accounts The Account Types group box displays all individual accounts as they appear in the Chart of Accounts. Moved accounts Select to generate the report only for only accounts that have been moved (that is, the accounts that have been transacted on). Date tab Date Selection Select an option to specify the date range for which you want the report. Week to Date: From start of the current week to today's date. Month to Date: From start of the current month to today's date. For the previous month. Previous Month:


54

Quarter to Date: Year to Date Current: Previous Year: Year to Date Previous:

From start of the current quarter of the financial year to today's date. From start of the current financial year to today's date. For the previous year. From start of the previous financial year to today's date (if the books of the previous year have not been closed). From and to a date that you specify. Note You can't enter a future date. This field is available if you had selected `Custom'. Select the date from which you want to generate the report. This field is available if you had selected `Custom'. Select the date up to which you want to generate the report. Displays a description for the option selected in the Date Selection field.

Custom: From To

Description View Mode tab Onscreen and Drill Down

Select this option to display the report 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.

RK Enterprises

15 Dec, 2005

Ledger for the Period 01 Apr, 2005to Dec, 2005 (All Amounts in Rs.) Amount

Document Date Number

Company Cars

Debit

Credit

Opening balance 30 Sep, 1997

Computers, Printers and Copiers

Narration

30 Sep, 1997

JV 30091997 1

JV 30091997 1

Running Balance 800000.00 Dr

Half yearly Depreciation

8000.00

792000.00 Dr

Total / Closing balance

8000.00

792000.00 Dr

Opening balance

600000.00 Dr


6000.00

594000.00 Dr


6000.00

594000.00 Dr


55 Manhatten Supermart

Opening balance

50000.00 Dr 57000.00

27 Jun, 1997

R C27061997 1

30 Jun, 1997

SL 30061997 1

25 Sep, 1997

R C25091997 1

21 Oct, 1997

SL 21101997 1

Received against Credit S

7000.00 Dr 187360.00 Dr

194360.00


218500.00

Total / Closing Balance

412860.00

194360.00

7000.00 Dr 211500.00 Dr

251360.00

211500.00 Dr

3.9 STEP- 8 GENERATING THE STANDARD TRIAL BALANCE You can generate the Standard Trial Balance to view the debit and credit balances of accounts, and to check their arithmetical accuracy as on a particular date. Ø To generate the Standard Trial Balance i. From the Reports menu, point to Trial Balance, and click Standard. The Standard Trial Balance dialog box appears.

ii. Enter the details Account tab Display accounts up to level Include accounts

in the tabs. Select the level up to which you want to view the accounts. Select to display accounts with zero


56

with zero balance Date tab Date View Mode tab Onscreen and Drill Down

balance. Select the date as on which you want the report.

Select this option to display the report, in the format in which it will be printed. In this mode, you can drill down to the sour.: 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 Standard Trial Balance appears.

RK Enterprises

15 Dec, 2005

Trial balance as at 15 Dec, 2005 (All Amounts in Rs.) Account Assets Fixed Assets Building Company Cars Computers, Printers and Copiers Furniture and office decor Current Assets Customers Bank and Cash Receivable Liabilities Profit and Loss – Previous year Capital Share of Global Enterprise Employees Equity Miscellaneous Expenses Client Entertainment Sponsorships Legal Fees Depreciation Repair and Maintenance Total

Debit

Credit

20000000.00 792000.00 594000.00 500000.00 3377982.00 4508661.90 957320.00 1215620.00

17500000.00 7500000.00 16000.00 80000.00 50000.00 14000.00 16000.00 36895368.90

36895368.90


57

3.10 STEP -9 GENERATING THE STANDARD PROFIT AND LOSS STATEMENT You can generate the Profit and Loss Statement to obtain a global view of your company's income, expense and net profit or loss for a specific period. Ø To generate the Standard Profit and Loss Statement i. From the Reports menu, point to Profit and Loss, and click Standard. The Profit and Loss dialog box appears.

ii. Enter the details in the tabs. Account tab Display accounts Select the level up to which you want to up to level view the accounts. Include accounts Select the check box to display accounts with zero balance with zero balance. Date tab Date Select the date as on 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 whi ch it will be printed. In this mode, you can only view the report and can't drill down to other details or make changes.


58

Print Select this option to print the report. iii. Click OK. The Standard Profit and Loss Statement appears.

RK Enterprises

15 Dec, 2005

Profit and Loss for the period 01 Apr, 2005to 15 Dec, 2005

(All Amounts in Rs.) Account Income Trading Income Sales Closing Stock Brokerage earned Stock Transfers Total Trading Income Miscellaneous Expenses Client Entertainment Sponsorships Legal Fees Depreciation Repair & Maintenance Total Miscellaneous Expenses Total Expense Profit

Total

7456594.90 0.00 16500.00 0.00 7473094.90

16000.00 80000.00 50000.00 14000.00 16000.00 176000.00 6165405.00 1929689.90

3.11 STEP-10 GENERATING THE STANDARD BALANCE SHEET You can generate the Standard Balance Sheet to view your company's assets, liabilities, and equity as of a particular day. Ø To generate the Standard Balance Sheet i. From the Reports menu, point to Balance Sheet, and click Standard. The Standard Balance Sheet dialog box appears.


59

ii. Enter the details. Account tab Display accounts Select the level up to which you want to up to level view the accounts. Include accounts Select the check box to display accounts with zero balance with zero balance. Date tab Select the date as on which you want the report. Date 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. Select this option to display the report in the format in which it Print Preview 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 Standard Balance Sheet appears.

RK Enterprises 16

th

The white Mansion Street (West), New Delhi - 110 002.

15 Dec, 2005


60

Balance Sheet as at 15 Dec, 2005 (All Amounts in Rs.) Total Liabilities Profit and Loss- Previous year Profit and Loss- Current year Capital Share of Global Enterprise Employees Equity

1215620.00 1929689.90

17500000.00 7500000.00

Total Capital

Suppiers Local Coir Export House Carpet Mark Hyderabad Pearl Weavers Association Total Local Foreign Lanka Exports Council Singapore Curfo Ple.Ltd Triangle Traders Total Foreign Total Suppliers Payables Master Card Total Payables

25000000.00

0.00 214200.00 0.00 339774.00

553974.00 235200.00 1469720.00 325760.00 2030680.00 2584654.00 0.00

Total Liabilities

Total Assets Opening Balance Difference Account Fixed Assets

0.00

30729963.90

Building Company Cars Computers, Printers and Copiers Furniture and Office Décor Total Fixed Assets Current Assets Customers International Customers Local Customers Total Customers Bank and Cash Cash Bank Accounts Total Bank and Cash Receivables Loans to employees Tax Refund Total Receivables Stock Stock in hand Godown Stock Total Stock Total Current Assets

0.00

20000000.00 792000.00 594000.00

500000.00 21886000.00

2931030.00 446952.00 3377982.00 365861.00 4142800.90 4508661.90 400000.00 557320.00 957320.00 0.00 0.00

Total Assets

0.00 8843963.90

30729963.90

Check Your Progress 2 What are the details provided by generating a Balance Sheet? 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.61) ………………………………………………………………………………………… ………………………………………………………………………………………… ………………………………………………………………………………………… …………………………………………………………………………………………


61

3.12 LET US SUM UP 1. Several steps are involved in setting up E.X.NGN such as :Setting up your company details, Setting up an account, Setting up an item, Setting up a tax regist er column, Entering your first document, Generating the ledger, Generating the standard trial balance, Generating the standard profit and loss statement, Generating the standard balance sheet

Check your progress: Model Answers 1. The Journal provides the following details: Document number, series, and date i. ii. Account and narration iii. Credit amount and debit amount iv. Quantity, unit, and rate Date wise total amount transacted v. vi. Document wise total amount 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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LESSON-4 DOCUMENTS AND VOUCHERS Contents: 4.0 Aims & Objectives 4.1 Introduction 4.2 Entering Details in a Document 4.3 Entering Details in Fields 4.4 Entering Details in Document Type - Sales 4.5 Entering Details in Document Type - Purchases 4.7 Entering Details in Document Type - Purchases Returns 4. 8 Entering Details in Document Type - Journal Vouchers 4. 9 Entering Details in Document Type - Deposits 4.10 Entering Details in Document Type - Withdrawals 4.11 Entering Details in Document Type - Transfers 4.12 Entering Details in Document Type - Receipts 4.13 Entering Details in Document Type - Payments 4.14 Entering Details in Document Type - Others 4.15 Let Us Sum Up

4.0 AIMS & OBJECTIVES After reading this lesson you will be able to understand how to: 1. Enter Details in a Document 2. Enter Details in Fields 3. Enter Details in Document Type - Sales 4. Enter Details in Document Type - Purchases 5. Enter Details in Document Type - Purchases Returns 6. Enter Details in Document Type - Journal Vouchers 7. Enter Details in Document Type - Deposits 8. Enter Details in Document Type - Withdrawals 9. Enter Details in Document Type - Transfers 10. Enter Details in Document Type - Receipts 11. Enter Details in Document Type - Payments 12. Enter Details in Document Type - Others

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.

4.2 ENTERING DETAILS IN A DOCUMENT You can enter the details in a document for the current financial year on today's date (that is, the logon date), or on a previous date. If you've not closed the boo ks of accounts of the previous financial year, you ca: enter the details in a new document for that year.


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E.X.NGN simultaneously keeps open the accounts of up to two financial years. If you enter details in a document for the previous financial year, the o pening balances for the current financial year are adjusted accordingly. Before entering transaction details in documents, make sure that you've set up the details given in the following table: Set up Accounts

Purpose To automatically post transaction details to the respective accounts To select the item for a sales Items or purchase transaction Register To generate sales tax register or purchase tax register Columns Charge To automatically calculate Categories and post charge details to the respective accounts and register columns Narrations To select narrations for a transaction To obtain analytical Analysis 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. 3.

4.

5. 6.

To display the documents under the document type, from the Document Type list, double-click the document type. 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. Select the Header Account. Note For document types - Cash/Bank Transactions and Journal Voucher, there are no header accounts. When you select a header accoun t, the details that you've entered while setting up the account are automatically picked up. You can't modify these details. Enter the transaction details in the fields. For information on the fields, see "Entering Details in Fields," given after this procedure. 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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Credit limit of a customer is exceeded Cash or bank balance goes negative

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.

4.3 ENTERING DETAILS IN FIELDS There are up to six categories of fields in a document: § Document § Table § Sub Totals § Charge Types § Cheque Details § Other Fields A document type may not have all the fields in a category, or may not have a category. The following section explains how to enter details in the default document layouts for the document type ‘None’. Check Your Progress 1 What are the categories of fields in a document? 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.85) ………………………………………………………………………………………… ………………………………………………………………………………………… ………………………………………………………………………………………… …………………………………………………………………………………………

4.4 ENTERING DETAILS IN DOCUMENT TYPE - SALES EX NGN provides four default document layouts for the document type Sales. § §

Sales Cash/Cheque (SLC and SOC) Sales Credit (SLR and SOR)

Document Fields Header Account Invoice Date Contact Name

Displays the name of the header account you've selected. Enter the date of the invoice. Displays, by default, today's date (that is, the logon date) as the invoice date. 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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Billing Address Invoice No.

Delivery Challan No. Delivery Challan Date Narration

Cheque No.

Dated

Drawn on

Displays the address to which the bill is to be sent. Displays the document series number in the following format: Doc. Type Code - Doc. Series - Doc. No. - Doc. Letter. E.X. NGN, by default, generates the document series number on a daily basis. You can, however, change the document series number. Type the number specified in the delivery challan Enter the date specified in the delivery challan. Displays, by default, today's date (that is, the logon date) as the delivery challan date. Enter a header level narration for the transaction. For information on selecting a narration from the Narration List, see "Selecting an Item or a Narration" page 149. Type the cheque number. Note This field is available only for layouts - Sales Cash (SOC) and Sales Cheque (SLC). Enter the date given on the cheque. Displays, by default, today's date (that is, the logon date). Note This field is available only f or layouts - Sales Cash (SOC) and Sales Cheque (SLC). Type the name of the bank on which the cheque is drawn. Note This field is available only for layouts - Sales Cash (SOC) and Sales Cheque (SLC). Displays your Company's Central Sales Tax Number

Company CST Number Company SST Displays your company's State Sales Tax Number Number Amount in Words Displays the grand total amount in words. Due On Displays the document date as the due date. But, if you've specif ied 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 Sales Credit (SLR and SOR) layouts. Table Fields Item Enter the name of the item sold, or a narration for the transaction. In this column, only the first 25 characters are displayed. After you select an item or a narration, EX NGN picks up the details (such as unit, rate, and charge category) that you've se t up for the item or narration. Quantity Enter the quantity of the item sold. The quantity is the number of items (measured by the unit for the item) transacted. For example, if the unit for the item is kg, a quantity of 3 means 3 kgs.


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Unit

Rate

Amount

Discount

Net Amount

Sub Total Fields SST/CST

Total

Note If you've entered a narration in the Name column, this column doesn't take a value. Displays the sales 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. Displays the rate per unit of the item that you've defined while setting up the item. You can, however, change the rate. The rate can also be zero. For example, when you give items as samples, the rate is zero. Note If you've entered a narration in the Item column, this column doesn't take a value. 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. The amount can be zero, only if the rate is zero. If you didn't tag an account to an item or a narration while setting up the item or narration, tag an account to the amount. You can also change the account you've tagged to the item or na rration. 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 narration. If you've typed the item name or the narration, you can tag a register column to the amount. You can also tag analysis categories to the amount. Displays the discount that you've specified. Note This field is available only for Sales Credit (SLR and SOR) layouts. Displays the net amount (amount minus the discount). Note This field is available only for Sales Credit (SLR and SOR) layouts.

Type the SST or CST amount. If you've tagged a charge category to the item or a narration, displays the State Sales Tax or Central Sales Tax amount using the default formula. If you didn't tag a charge category to the item or narration while setting them up, you can tag a'charge category. You can change the charge category you've tagged to the item or narration, and the account tagged to the charge type. You c an also tag analysis categories to the charge amount. Note This field is available only for layouts - Sales Cash (SOC) and Sales Cheque (SLC). Displays the total of the amounts in the table.


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4.5 ENTERING DETAILS IN DOCUMENT TYPE - PURCHASES E.X. NGN provides two default document layouts for the document type - Purchases. § Purchases Cash/Cheque (PLC and POC) § Purchases Credit (PLR and POR) § Purchases Cash/Cheque or Credit (PUR) Document Fields Header Account Purchase Date

Displays the name of the header acco unt you've selected. 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 def ault, 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 Enter the name of the item purchased, or a narration for the Item transaction.


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Description

Quantity

Unit

Rate

Amount

Sub Total Fields SST/CST

After you select an item or a narration, E.X.NGN picks up the details (such as unit, rate, charge category) that you’ve set up for the item or the narration. Displays the description for the item or the narration if you’ve not specified a des cription while setting up an item, type the description. Note This fields is available only for Purchases Cash/Cheque or Credit (PUR) layout. Enter the quantity of the item purchased. 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. Displays the purchases 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. Displays the rate per unit of the item, which you defined while setting up the item. You can, however, change the rate. The rate can also be zero. For example, when you receive items as samples, the rate is zero. Note If you've entered a narration in the Item column, this column doesn't take a value. 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. The amount can be zero only if the rate is zero. If you didn't tag an account to an item or a narration while setting up the item or narration. tag an account to the amount. You can also change the account you've tagged to the item or 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 narration. If you've typed the item name or the narration, you can tag a register column to the amount. You can also tag analysis categories to the amount. Type the SST or CST amount. If you've tagged a charge category to the item or narration, displays the State Sales Tax or Central Sales Tax amount using the default formula. If you didn't tag a charge category to the ' item or narration while setting them up, you can tag a charge category. You can change the charge category you've tagged to the item or narration, and the account tagged to the charge type.


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Total

You can also tag analysis categories to the charge amount. Displays the grand total of the amou nts in the table.

4.6 ENTERING DETAILS IN DOCUMENT TYPE - SALES RETURNS For the document type `Sales Returns,' EX NGN provides the default document layout - Sales Returns (ROS). Document Fields Header Account Displays the name of the header account you've selected. Enter the date of transaction. Displays, by default, today's date Date (that is, the logon date) as the date of the transaction. Contact Name Displays the name of the contact person. Billing Address Displays the address to which the bill was sent. Ref. 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. Ref. No. Type the number specified in the reference document. Ref. Date Enter the date specified in the reference document. Displays, by default, today's date (that is, the logon date) as the reference document date. Narration Enter a header level narration for the transaction. Amount in Words Displays the grand total amount in words. Table Fields Item Enter the name of the item that the customer has returned, or a narration for the transaction. After you select an item or a narration, EX NGN picks up the details (such as unit, rate, charge category) that you've set up for the item or narration. For information on selecting an item or a narration from the ItemNarration List, see "Selecting an Item or a Narration" page Quantity Enter the quantity of the item returned. 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. Displays the sales unit that you've defined while setting up the Unit 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.


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Amount

Sub Total Fields Total

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 i tem 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 th e 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. Displays the grand total of the amounts in the table.

4.7 ENTERING DETAILS IN DOCUMENT TYPE - PURCHASES RETURNS For the document type `Purchases Returns,' E.X.NGN provides the default document layout - Purchases Returns (ROP). Document Fields Header Account Displays the name of the header account you've selected. Enter the date of the transaction. Displays, by default, today's Date date (that is, the logon date) as the date of the transaction. Billing Address Displays the address to which the bill was sent. Document 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. Ref. No. Type the number specified in the reference document. Ref. Date Enter the date specified in the reference document. Displays, by default, today's date (that is, the logon date) as the reference document date. Contact Name Displays the name of the contact person. Narration Enter a header level narration for the transaction. Amount in Words Displays the grand total amount in words. Table Fields Name Enter the name of the item that you've returned, or a narration for the transaction. After you select an item or a narration. E.X.NGN picks up t he details (such as unit, rate, charge category) that you've set up for the item or the narration. Quantity Enter the quantity of the item returned.


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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.

4.8 ENTERING DETAILS IN DOCUMENT TYPE - JOURNAL VOUCHERS For the document type `Journal Vouchers,' EX NGN provides the default document layout - Journal Vouchers (JV). Document Fields Enter the date of the transaction. Displays, by default, today's Date date (that is, the logon date) as the date of the transaction. Journal 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. 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 Name Enter the name of the l ine account. If you've tagged an account to the narration, EX NGN displays that account name.


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Debit Credit Sub Totals fields Total Debit Total Credit

You can tag analysis categories to the line account. Type the debit amount, and tag an account to it. You can also tag analysis categories to the debit am ount. Type the credit amount, and tag an account to it. You can also tag analysis categories to the credit amount. Displays the total debit amount. Displays the total credit amount.

4.9 ENTERING DETAILS IN DOCUMENT TYPE - DEPOSITS For the document type `Deposits,' EX NGN provides the default document layout - Deposits (DEP). You can enter only one transaction in the document. Document Fields Account Displays the name of the header account you've select ed. Enter the date of the transaction. Displays, by default, today's Date date (that is, the logon date) as the date of the transaction. Document 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. 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. 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.

4.10 ENTERING DETAILS IN DOCUMENT TYPE - WITHDRAWALS For the document type `Withdrawals,' E.X.NGN provides the default document layout - Cash Withdrawal (WTD). You can enter only one transaction in the document. Document Fields Account Date Document No.

Displays the name of the header account you've selected. Enter the date of the transaction. Displays. by default, today's date (that is, the logon date) as the date of the transaction. Displays the document series number in the following format:


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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. Cheque No. Type the cheque number. Cheque Date Enter the date specified on the cheque. Displays, by default, today's date (that is, the logon date) as the cheque date. Narration Enter a header level narration for the transaction. 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. 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.

4.11 ENTERING DETAILS IN DOCUMENT TYPE - TRANSFERS E.X.NGN provides two default document layouts for the document type Transfers. § Transfers - Bank Transfer (BT) § Transfers - Cash Transfer (CT) 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. Displays the document series number in the following format: Document No. 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. Reference No. Type the number specified in the reference document. Note This field is available only for Bank Transfer (BT) layout. Ref. Date Enter the date specified on the reference document. Displays, by default, today's date (that is, the logon date) as the date of the reference document. Note This field is available only for Bank Transfer (BT) layout. Cheque No. Type the cheque number. Note This field is available only for Bank Transfer (BT) layout. Cheque Date Enter the date specified on the cheque. Displays, by default, today's date (that is, the logon date) as the cheque date.


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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.

4.12 ENTERING DETAILS IN DOCUMENT TYPE - RECEIPTS E.X.NGN provides four default document layouts for the document type Receipts. § Single Bank Receipt (SBR) § Multiple Bank Receipt (MBR) § Single Cash Receipt (SCR) § Multiple Cash Receipt (MCR) Document Fields Date Bank Receipt No.

Cash Receipt No.

Received with thanks a sum of

Ref. Date

Enter the date of the transaction. Displays, by default, today's date (that is, the logon date) as the date of the transaction. 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). 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). Type the total amount in words. Note This field is available only for layouts - Single Bank receipt (SBR) and Single Cash Receipt (SCR). 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 Th is 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. This field is available only for layouts - Multiple Bank receipt Note (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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Towards


Note This field is available only for layouts - Multiple Bank Receipt (MBR) and Multiple Cash Receipt (MCR). 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 Receipt (SBR) and Single cash receipt (SCR).

Displays the total amount. Note This field is available only for layouts - Multiple Bank receipt (MBR) and Multiple Cash Receipt (MCR).

4.13 ENTERING DETAILS IN DOCUMENT TYPE - PAYMENTS 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) 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 Payment 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 Payment (SBP) and Multiple Bank Payment (MBP). Cash Payment 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. For more information, see `Series Type' under "Properties Specific to Some Fields," page 354. Note This field is available only for layouts - Single Cash Receipt (SCR) and Multiple Cash Payment (MCP). Paid a sum of Type the total amount in words. Note This field is available only for layouts - Single Bank Payment (SBP) and Single Cash Payment (SCP). Reference No. Type the number specified in the reference document. Note This field is available only for layouts - Multiple Bank Payment (MBP) and Multiple Cash Payment (MCP). 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 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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Displays the total amount. Note This field is available only for layouts - Multiple Bank Payment (MBP) and Multiple Cash Payment (MCP).

Check Your Progress 2 What are the default document types for payments? 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.85)

………………………………………………………………………………………… ………………………………………………………………………………………… ………………………………………………………………………………………… …………………………………………………………………………………………

4.14 ENTERING DETAILS IN DOCUMENT TYPE - OTHERS EX NGN provides two default document layouts for the document type Others. § Debit Note (DRN) § Credit Note (CRN) Document Fields Account Displays the name of the header account you've selected. Enter the date of the transaction. Displays, by default, today's Date date (that is, the logon date) as the date of the transaction. Debit Note 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. Table Fields Narration Enter a narration for the transaction. After you select a narration, EX NGN picks up the details (such as account and charge category) that you've set up for the narration. Account Name Enter the name of the line account. You can tag analysis categories to the line account. 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. Total Displays the grand total of the amounts in the item table.


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Amount in Words Displays the grand total amount in words. Credit Note 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. Enter the date of the transaction. Displays. by default, today's Date date (that is, the logon date) as the date of the transaction. Reference No. Type the number specified in the reference document. Ref. Date Enter the date specified on the reference document. Displays, by default, today's date (that is, the logon date) as the date of the reference document. Total Displays the total amount. Reference No. Type the number specified in the reference document. Ref. Date Enter the date specified on the reference document. Displays, by default, today's date (that is, the logon date) as the date of the reference document. Selecting an Item or a Narration From the Item- Narration List, you can select the items and narrations that you've set up. When you select an item or a narration, the details (such as unit, rate, and account name) that you've set up are automatically picked up. Ø To select an Item or a Narration 1. Place the cursor in the Item or Narration column. 2. From the right mouse menu, select Item/Narration. 3. In the Item-Narration List, double-click the item or narration you want. 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 (suc h 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. · · · · · ·

Note Tagging a header account is mandatory. Ø To tag a Header Account · From the Header Account list box, select the header account you want to tag. The header accounts displayed are those you that had selected while defining the document properties. You can tag analysis categories to the header account you've selected. Ø To tag an Analysis Category to a Header Account 1. After you select a header ac count from the Header Account list box, from the right mouse menu, select Analysis Category. The Analysis Categories dialog box appears. 2. Select the option you want to tag, and press ENTER. While setting up an item or a narration, you may have tagged ea ch item or narration to an account (called `line account') and a register column. When you select the item or narration in the Item or Narration column, the details of the transaction are posted to the line account, and to the register column. If, at the time of setting up an item or a narration, you didn't tag a line account or register column to them, EX NGN provides for tagging even while entering document details. You can, at the time of entering document details, change the line account or register col umn tagged. If you type (instead of selecting from the Item Narration list) the item or narration in the Item column, you need to select the line account and register column you want to tag. Note Tagging a line account is mandatory. You can, while defining document properties, select the following account types as line accounts: · Asset · Liability · Income · Expense · Customer · Supplier · Customer-Supplier


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· · · ·

Credit Card (Sales) Credit Card (Purchases) Cash Bank

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. Ø

To tag a Charge Category to an Item or a Narration While setting up an item or a narration, if you had tagged a charge category, E.X.NGN automatically computes the charge amount using the formula you had specified while designing the document. If you didn't do so, you can tag a charge category even while entering details in documents. You can also change the tagged charge category. 1. Place the cursor in the Charge Type column. 2. From the right mouse menu, select Charges. The Tax List dialog box appears. 3. Select the charge category you want to tag, and press ENTER. Ø

To tag an Account and Analysis category to the Charge Amount While setting up a charge category, if you've tagged an account to the charge category, EX NGN automatically picks up the charge details - account and register column. You can, at the time of entering transaction details in a document, change the tagged account. You can also tag analysis categories to the charge type. 1. Place the cursor in the Charge Type column. 2. From the right mouse menu, select Account or Analysis Category. The Account List or Analysis Categories dialog box appears. 3. Select the option you want to tag, and press ENTER. v

Viewing the List of Documents

After you've entered details in a number of documents, you may like to view the list of documents in one place. In the Documents window, when you select a document type, the list of documents entered is displayed. You can view the following details for each document type (except Journal Vouchers, and Cash/Bank Transactions):


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Date on which the document was entered Document number Transaction amount Note For document types `Journal Vouchers' and 'Cash/Bank Transactions, only the date and document number are displayed. For document type Òthers', along with the transaction amount, the Dr/Cr sign is also displayed. Ø To view details of Documents entered From the Activities menu, select Enter Documents. The Documents window appears. · · ·

·

v

Filtering the List of Documents

With E.X.NGN, you've the flexibility to display exactly the documents you want to view, in the order you want. You can do this by specifying f iltering criteria. You can filter documents, based on a date range, document number, or both date range and document number. Ø To filter the list of Documents displayed 1. In the Documents window, select the document type for which you want to filter the list of documents. 2. From the right mouse menu, select Change Selection. The Documents Filter dialog box appears. 3. Enter the options. Date Range From To

Enter the date from which you want the documents displayed. You cannot enter a future date. 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 fil tered are displayed (at all times). To view the other documents, you'll have to re-define the filtering criteria. v

Sorting the List of Documents

You can sort the list of documents displayed, based on date, document number, and amount. By date ·


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·

·

Ø ·

Ø ·

Ø ·

v

- the earliest entered document first - the latest entered document first By document number - the first number first - the last number first By amount - the lowest amount first - the highest amount first To sort the list of Documents by date In the Documents window, click in the Date column heading. The document details, by default, are re-arranged with the earliest document entered first (that is, in the ascending order). If you want the details to be arranged in the descending order, click the Date column heading again. To sort the list of Documents by document number In the Documents window, click the Document Number column heading. The document details are re- arranged with the first series number first (that is, in the ascending order). If you want the details to be arranged in the descending order, click the Document Number column heading again. To arrange the list of Documents by amount In the Documents window, click the Amount column heading. The document details are re-arranged w ith the lowest transacted amount first (that is, in the ascending order). If you want the details arranged in the descending order, click the Amount column heading again.

Modifying Details Entered in a Document

After entering details in documents, you can, at any time, modify the details you've entered. If you haven't closed the books of the previous financial year, you can modify details entered in a document prepared on any date in that financial year. When you modify details entered in a document, EX NGN changes the account balances affected, and the stock quantity (for transaction on items). Note When you modify details entered in a document, EX NGN doesn't prompt you if, as a result of the modifications effected, the stock quantity of an item goes negative, or if the credit limit of a customer is exceeded. Ø To modify details of 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 cl ic k 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 det ails of the document you want, 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 c urrent 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.

4.15 LESSON END ACTIVITY Visit a company and see how documents are maintained

Check your progress: Model Answers 1. There are up to six categories of fields in a document: i. Document ii. Table iii. Sub Totals iv. Charge Types v. Cheque Details Other Fields vi. 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) §



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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 C ategory 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

5.0 AIMS AND OBJECTIVES After reading this lesson, you will be able to understand: 1. Steps that must be followed before generating reports 2. Exporting Reports to Other Formats 3. Printing a Report

5.1 INTRODUCTION Using E.X.NGN, you can generate a number of reports, each of wh ich 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 c an 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 dialo g 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) ………………………………………………………………………………………… ………………………………………………………………………………………… ………………………………………………………………………………………… …………………………………………………………………………………………

5.2 SELECTING AN ACCOUNT The accounts selection criteria depend on the type of report selected. The criteria for final reports such as Balance Sheet, Trial Balance and Profit and Loss Statement are different from other reports. For final reports, you can select the level up to which you want to display the accounts, and for other reports, you can select the accounts ba sed on which you want


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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.

Ø

To select an Account for generating final reports In the Account tab of the report selection dialog box, select the options. The · options are explained below. Display accounts Select the level up to which you want to up to level view the accounts. This field can have a value between 0 and 9. For example , if you select 0, only the basic accounting heads - assets, liabilities, income and expense are displayed along with the corresponding values. Include accounts Select the check box if you want accounts with zero balance with zero balances also to be displayed. Ø

To select an Account for generating other reports In the Account tab of the report selection dialog box, select the options. The · options are explained below. Select Accounts Click to select accounts by type. The by type Accounts group box displays the various account types. All individual accounts under the type are automatically selected. You can deselect the accounts that you don't need. Individual Click to select accounts individually. accounts The Accounts group box displays all individu al accounts as they appear in the Chart of Accounts. Moved accounts Select to generate the report only for accounts that have been transacted on. only Note This option is available only while generating the Ledger and Account Interest Calculation reports.

5.3 SELECTING AN AMOUNT You can select the amount, based on which you want to generate a report. The criteria you can specify are: Between a specified range Equal to a specified amount Less than a specified amount More than a specified amount Ø To select an Amount for generating reports In the Amount tab of the report selection dialog box, select the amount for which you want the report. Amount 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. · · · ·

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If you have 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.

5.4 SELECTING A CUSTOMER/SUPPLIER You can select the customer/supplier, based on whom you want to generate the report. You can select the account type, or the individual accounts, and further filter the selected accounts on moved accounts. Ø To select a Customer/Supplier for generating reports In the Customer/Supplier tab of the report selection dialog box, select the customers/suppliers for whom you want the report. Select Accounts Select the type (Customers, Suppliers, by type Customer-Supplier, Credit Card [Sales], or Credit Card [Purchases]). Individual Click to select accounts individually. The Account Types group box displays all individual accounts. All accounts accounts are automatically selected. You can deselect the accounts that you don't need. Custom Fields Click Custom Fields, and select the value of the Custom Fields. ·

5.5 SELECTING A DATE You can generate a report as on a date or for a date range. Here's the list of reports you can generate as on a date: Balance sheet (standard and comparative) Profit and Loss (standard and comparative) Trial Balance (standard) Stock Position You can generate all the other reports for a date range. Ø To generate a report as on a specified date In the Date tab of the report selection dialog box, enter the date as on which you want the report. Note You can't enter a date after the end date of the current financial year. Ø To generate a report for a date range In the Date tab of the report selection dialog box, select the options. The options are explained below. Date Selection Select an option to specify the date range for which you want the report. Week to Date: From the start of the current week to today's date. Month to Date: From the start of the current month to today's date. Previous Month: For the previous month. Quarter to Date: From the start of the current quarter of the financial year to today's date. Year to Date From the start of the current financial year to · · · ·

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Current: Previous Year: Year to Date Previous: Custom:

Description From To

Report Period

today's date. For the previous year. From the start of the previous financial year to today's date (if the books of the previous year have not been closed). From and to a date that you specify. Note You cannot enter a date after the end date of the current financial year. Displays a description for the option selected in the Date Selection box. This box is available if you've selected 'Custom'. Select the date from which you want to generate the report. This box is available if you've selected `Custom'. Select the date up to which you, want to generate the report. Select the periodicity with which you want to generate the report for the specified date ' range. The periodicity can be Monthly, Daily, or Quarterly.

5.6 SELECTING A DOCUMENT You can select the documents for which you want to generate a report. The criteria you can specify are: Document type Document series numbers · ·

Ø

To select a Document for generating reports In the Document tab of the report selection dialog box, select the options. The · options are explained below. Displays the complete list of document types available in Type E.X.NGN. Select the documents you want. When you select a document type, all the documents entered under it are automatically selected. Note For Tax reports, only one document type can be selected at a time. If you select another document type, the previous selection is cleared. For all other documents, you can select multiple document types. That is, you can select any number of document types at the same time. Document Series If you've selected only one document in the Document Type box, Series select the document series. If you do not select a series, all the series for the document are automatically selected. Number From Type the document number from which you want to generate reports. Type the document number up to which you want to generate To


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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.

5.7 SELECTING THE VIEW MODE You may like to view the report on screen and drill down to the source document, or to preview the reports, or to print them straightaway. You can specify the view mode in which you want the report. You can drill down to the source document from reports such as final reports, Account Balance, Customer and Supplier reports. Some reports such as Analysis Reports and Missing Documents can only be previewed or printed. The 'Onscreen and Drill Down' option is not made available for these reports. Ø To select the View Mode for generating reports In the View Mode tab of the report selection dialog box, select an option. The options are explained below. Onscreen and Displays the report in the format in which it Drill Down will be printed. You can drill down to the source document from this mode, and modify details. Displays the report as it will be printed. You can only view the Print Preview report and cannot drill down to other details or make changes. Print Prints the report. Note If you generate the report in the Ònscreen and Drill Down' mode, you can change to the `Print Preview' mode. But, if you generate a report in the `Print Preview' mode, you can' t change to the Ònscreen and Drill Down' mode. To change the view mode, from the right mouse menu, select the mode to which you want to change. ·

5.8 SELECTING AN ITEM You can select the item, based on which you want to generate a report. You can select th e items, and further filter the selected item, based on below minimum quantity, moved items, and custom fields. Ø To select an Item for generating reports In the Item tab of the report selection dialog box, select the options. The options are explained below. Select Items Displays all the items set up. Select the items for which you want to generate reports. All the items are automatically selected. You can deselect the items that you don't need. Custom Fields Click Custom Fields, and select the value of the custom fields. Moved Items Select the check box to generate a report on items that have been ·


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Below Minimum Quantity

transacted on. Select the check box to generate a report on items below the minimum stock quantity specified.

5.9 SELECTING AN ITEM/NARRATION This tab is applicable only when you generate the Transaction List. You can select both item and narration, based on which you want to generate a report. You can select the items, and further filter the selected item, based on below minimum quantity, moved items, and custom fields. Ø

To select an Item/Narration for generating reports · In the Item/Narration tab of the report selection dialog box, select the options. The options are explained below. Select Item/Narration Displays all the items and narrations that you've set up. Select the items/narrations for which you want to generate reports. All the items and narrations are automatically selected. You can deselect the items and narrations that you don't need. Custom Fields Click Custom Fields, and select the value of the custom fields.

5.10 SELECTING AN ANALYSIS CATEGORY You can select the analysis categories, based on which you want to generate a report. Ø To select an Analysis Category for generating reports In the Analysis Categories tab of the report selection dialog box, select the category and the corresponding value, based on which you want the report. Displays the categories that you've set up. When you select a Categories category, the corresponding values are displayed in the `Values' group box. Values Select a value. Note You can select multiple values. ·

5.11 SELECTING A REGISTER COLUMN You can select the register column, based on which you want to generate a report. Ø To select a Register Column for generat ing reports In the register column tab of the report selection dialog box, select the register column, based on which you want the report. ·

5.12 SELECTING THE INTEREST RATE Ø

You can select the interest rate, based on which you want to generate a report. To select the Interest Rate for generating Customer/ Supplier Interest Calculation Report


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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. ·

·

5.13 SELECTING THE TRANSACTION LIST You can specify the order in which you want to generate the transaction list. You can specify the order of the transaction list, based o n: Account Item Document Type Date Note You must first select the document for which you want to specify the order of the transaction list. Ø To select the Transaction List for generating reports In the Transaction List tab of the report selection dialog box, select the order in which you want the report. · · · ·

·

5.14 SELECTING A CHARGE You can specify the charge category, based on which you want to generate a report. You can also select multiple charge categories. Ø To select the Charge for generating reports In the Charges tab of the report selection dialog box, select the options. Select Select a charge type. If you select Àll,' all the charge types are Type selected. Category Displays the charge categories for the charge type selected. Select the charge categories. ·

5.15 SELECTING A CASH/BANK ACCOUNT


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You can select cash or ban k 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 Account Types group box displays all the Cash and Bank accounts accounts. All accounts are automatically selec ted. You can deselect the accounts that you don't need. ·

Ø

Exporting Reports to Other Formats

In E.X.NGN, 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, Lotus 1-2-3, and MS- Word, for incorporating in your business plan or other documents. Ø To export reports to other formats 1. In the Print Preview mode of the report, click Export. The Export dialog box appears. 2. Select the options, and click OK. Format Select the format to which you want to export the report. You can export to a data format such as comma separated, tab separated or data interchange, or to popular programs such as MS -Excel, Lotus 1-2-3, or MS-Windows. Destination Select the destination to which you want to export the file. The destination can be a Disk File or Microsoft Mail. Note When you export a report to an MS-Word or MS-Excel file, the header information is not displayed. Ø

Drilling Down from Reports

From select reports, you can drill down to details such as the ledger and the source document. You can also modify the deta ils in the source document. The details that you can drill down to are report -specific. The following procedure explains the details you can drill down to from a Balance Sheet. Note To drill down to other details, you must be in the Ònscreen and Drill Down' mode. Ø To drill down from a report 1. On the Balance Sheet, place the cursor on an account. The zoom lens appears. 2. Click the account. A rectangular box encloses the account. 3. Double-click on the account selected. The Ledger for the selected account appears. 4. Place the cursor on the document number of the document you want to drill down to. The zoom lens appears.


95

5. Click the document number. A rectangular box encloses the doc ument 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 Shee t, 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.

5.16 LET US SUM UP 1. Different types of reports can be prepared by selecting various dialog boxes.

2. Reports can be exported to various data formats such as comma separated, tab separated and data interchange, and to popular p rograms such as MS-Excel, Lotus 12-3, 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.

Check your progress: Model Answers 1. i. ii. iii. iv. v. vi. vii. viii.

Account Amount Customer/Supplier Date Document View Mode Item Analysis Category


96

ix. x. xi. xii. xiii. xiv.

Register Columns Interest Rate Transaction List Charge Cash/Bank Item/Narration



97

LESSON 6- GENERATING REPORTS Contents: 6.0 Aims And Objectives 6.1 Introduction 6.2 Generating The Cash/ Bank Book 6.3 Generating The Ledger 6.4 Generating The Journal 6.4.1 Generating The Accounts Summary 6.4.2 Generating The Items Summary 6.4.3 Generating The Narrations Summary 6.5 Generating The Standard Balance Sheet 6.6 Generating The Standard Trial Balance 6.6.1 Generating The Opening Trial Balance 6.7 Generating The Profit And Loss Statement 6.8 Generating The Receipts And Payments Statement 6.9 Generating The Account Balance Statement 6.10 Generating The Group Balance Statement 6.12 Generating The Account Interest Calculation 6.13 Generating The Accounts Movement Report 6.14 Generating Customer/Supplier Reports 6.15 Generating Stock Reports 6.16 Generating Tax Reports 6.17 Generating Analysis Reports 6.18 Generating The Missing Documents Report 6.19 Generating The Budget Variance Statement

6.0 AIMS AND OBJECTIVES After reading this lesson you will be able to understand: 1. How to generate various kinds of reports.

6.1 INTRODUCTION Using E.X.NGN, you can generate a number of reports, each of which you can customize to show exa ctly 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.

6.2 GENERATING THE CASH/ BANK BOOK The Cash Book provides information on transactions affecting cash accounts, and the Bank Book provides information on transactions affecting bank accounts.


98

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 The Cash/Bank Book provides the following details: § Opening balance, along with the credit or debit sign § Document series, and number § Account name and, narration § Cheque details § Receipts and payments for the document § Amount allocated to the accounts to which they are posted, along with the credit sign or debit sign § Running balance § Total/Closing balance, along with the credit sign or debit sign

From the Cash/Bank Book, you can drill down to the source document. You can a lso 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.

6.3 GENERATING THE LEDGER The Ledger provides the summarised or detailed classification of accounts. The Ledger provides the following details: § Account name § Document date § Document series, and number § Narration § Opening balance and closing balance for each account, along with § the credit sign or debit sign § Each transaction amount, in the debit column or credit column § Running balance From the Ledger, you can drill down to the source document. You can also modify the source document. Ø To generate the Ledger 1. From the Reports menu, point to Account Reports, and select Ledger. The Ledger dialog box appears. 2. To generate a Ledger, specify :


99 §

An account, a set of accounts, or all accounts § Moved accounts only § Date range § View mode 3. Click OK. The Ledger appears. The Journal is the book of first entry of a transaction. Daily transactions such as purchases, sales, receipts, and payments are entered in the Journal. In EX NGN, posting of documents is transparent. After you enter the document details, the corresponding journal entries are made, and the transactions from the Journal are posted to the respective accounts in the Ledger. For example, in a Sales Journal, a sale is credited to the sales account and debited from the customer's account. You can generate the Journal for each transaction type. You can generate the Detailed Journal, Accounts Summary, Items Summary, and Narrations Summary. 15 Dec, 2005 RK Enterprises Ledger f or the Period 01 Apr, 2005to Dec, 2005

(All Amounts in Rs.) Amount

Date

Document Number

Company Cars

Debit

Credit

Opening balance 30 Sep, 1997

Computers, Printers and Copiers

Narration

30 Sep, 1997

JV 30091997 1

JV 30091997 1

Manhatten Supermart


8000.00

792000.00 Dr


8000.00

792000.00 Dr

Opening balance

600000.00 Dr


6000.00

594000.00 Dr


6000.00

594000.00 Dr

Opening balance

50000.00 Dr 57000.00

27 Jun, 1997

R C27061997 1

30 Jun, 1997

SL 30061997 1

25 Sep, 1997

R C25091997 1

21 Oct, 1997

SL 21101997 1

Running Balance 800000.00 Dr


187360.00 Dr 194360.00


218500.00

Total / Closing Balance

412860.00

Check Your Progress 1 What are the details provided by a Ledger?

7000.00 Dr

194360.00

7000.00 Dr 211500.00 Dr

251360.00

211500.00 Dr


100

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) ………………………………………………………………………………………… ………………………………………………………………………………………… ………………………………………………………………………………………… …………………………………………………………………………………………

6.4 GENERATING THE JOURNAL § § § § § §

The Journal provides the following details: Document number, series, and date Account and narration Credit amount and debit amount Quantity, unit, and rate Date wise total amount transacted Document wise total amount

Note The documents are displayed in the alphabetical order. From the Journal, you can drill down to the source document. You can also modify the source document. Ø To generate the Journal 1. From the Reports menu, point to Journal, and click Detailed. The Journal dialog box appears. 2. To generate the Journal, specify: § Date range § Document type, series, and number § Amount § View mode 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 Number Sales (SL) 08 Apr.1997 0804 1997- 1

Account/ Narration

Debit

Sales / Freight

Credit

Quantity

Unit

Rate

Other Debits

6720.00 104640.00

Sales / Carpets intricate

2.00 60000.00

Each

Raj Total : 61200.00


101 Raj Sales / CST 2% Sales / Carpets -Coarse

1200.00 36000.00

Sales / CST 2%

Date Total 17 Apr, 1997 1704197- 1

3.00

Each

Raj Total : 36720.00 Raj

720.00

104640.00

104640.00 4.00

Dozen

3,000.00

780.00

Bot.

20.00

Mike Total : 12,000.00

12000.00 Sales / Coir Bags 12000.00

18 Apr, 1997 18041997 -1

12000.00 12000.00

14,980.00 Sales/ Freight Sales/ Herbal Tea

14,980.00

980.00 14,000.00 14,980.00

Thambi Total : 14,000.00 Thami


102

6.4.1 Generating the Accounts summary The Accounts Summary provides an accountwise summary of the credit and debit details for a particular document or document type. § The Accounts Summary provides the following details: § Document category, and transaction type § Account name § Debit amount and credit amount for each account § Total debit and total credit From the Accounts Summary, you can drill down to the source document. You can also modify the source document. Ø To generate the Accounts Summary the Reports menu, point to Journal, a n d c l i c k Accounts 1. From Summary. The Accounts Summary dialog box appears. 2. To generate the Accounts Summary, specify: § Date range § Document type, series, and number § View mode 3. Click OK. The Accounts Summary appears.

6.4.2 Generating the Items summary The Items Summary provides an item wise summary of the quantity and value of all transactions for a particular document type. The Items Summary can be generated for the document types - Sales, Purchases, Sales Returns, and Purchases Returns. The Items Summary provides the following details: § Document type § Item name § Quantity, unit, and amount § Total amount of the items From the Items Summary, you cannot drill down to the source document. To generate the Items Summary From the Folders menu, point to Journal, and click Items Summary. The Item Summary dialog box appears. To generate the Items Summary, specify: § Date range § Document type, series, and number § View mode Click OK. The Items Summary appears. ·

6.4.4 Generating the Narrations Summary The Narrations Summary provides a summarised account of the credit and debit details for a particular narration. This report summarises only the standard narrations that you've set up.


103

The Narrations Summary provides the following details: § Document type, and narration § Debit amount and credit amount § Total debit amount and credit amount From the narration summary, you can drill down to the source document. You can also modify the source document. To generate the Narrations Summary From the Reports menu, point to Journal, and click Narrations Summary. The Narration Summary dialog box appears. To generate the Narrations Summary, specify: § Date range § Document type, series, and number § View mode Click OK. The Narrations Summary appears.

6.5 GENERATING THE STANDARD BALANCE SHEET The Balance Sheet summarizes what you own and what you owe your assets and liabilities. It is the statement that presents the financial position of your organization. E.X.NGN maintains up-to- date account balances, and you can generate the Balance Sheet as on any date you want. You can also generate the Comparative Balance Sheet to compare the previous financial year's Balance Sheet with the current financial year's Balance Sheet as on a particular date. From the Balance Sheet (Standard and Comparative), you can drill down to the Ledger, and from the Ledger to the source document. You can also modify the source document. Ø Generating the Standard Balance Sheet The Standard Balance Sheet is the statement of assets and liabilities of an organization for the current financial year as on a particular date. The Standard Balance Sheet, by default, is displayed in the `Report' format. But, when you preview or print, the Standard Balance Sheet is in the `Tabular' format. Ø To generate the Standard Balance Sheet From the Reports menu, point to Balance Sheet, and click Standard. The Balance Sheet - Standard dialog box appears. To generate the Standard Balance Sheet, specif y: § Number of account levels you want to view § Whether you want to include accounts with zero balances § Date as on which you want the report § View Mode Click OK. The Standard Balance Sheet appears. ·

RK Enterprises 16

th

The white Mansion Street (West), New Delhi - 110 002.

15 Dec, 2005


104

Balance Sheet as at 15 Dec, 2005 (All Amounts in Rs.) Total Liabilities Profit and Loss- Previous year Profit and Loss- Current year Capital Share of Global Enterprise Employees Equity

1215620.00 1929689.90

17500000.00 7500000.00

Total Capital

Suppliers Local Coir Export House Carpet Mark Hyderabad Pearl Weavers Association Total Local Foreign Lanka Exports Council Singapore Curfo Ple.Ltd Triangle Traders Total Foreign Total Suppliers Payables Master Card Total Payables

Total Liabilities

Ø

Total Assets Opening Balance Difference Account Fixed Assets

25000000.00

0.00 214200.00 0.00 339774.00

553974.00 235200.00 1469720.00 325760.00 2030680.00 2584654.00 0.00 0.00

30729963.90

Building Company Cars Computers, Printers and Copiers Furniture and Office Décor Total Fixed Assets Current Assets Customers International Customers Local Customers Total Customers Bank and Cash Cash Bank Accounts Total Bank and Cash Receivables Loans to employees Tax Refund Total Receivables Stock Stock in hand Godown Stock Total Stock Total Current Assets Total Assets

0.00

20000000.00 792000.00 594000.00

500000.00 21886000.00

2931030.00 446952.00 3377982.00 365861.00 4142800.90 4508661.90 400000.00 557320.00 957320.00 0.00 0.00 0.00 8843963.90

30729963.90

Generating the Comparative Balance Sheet You can generate the Comparative Balance Sheet to compare the performance of the current year with that of the previous year. If the books of accounts of the previous financial year are not closed, the current financial year's Balance Sheet as on a date is given alongside the previous financial year's Balance Sheet as on the same date. If the books of accounts of the previous fin ancial year are closed, you can generate the Comparative Balance Sheet only as on the month end of the corresponding month in the current financial year. For example, you can't generate a Comparative Balance Sheet of the two years as on July 4. You can, however, generate it as on July 31. In the Balance Sheet that is displayed, the amount of the previous financial year is shown alongside the amount of the current financial year. The total amount of the


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) ………………………………………………………………………………………… ………………………………………………………………………………………… ………………………………………………………………………………………… …………………………………………………………………………………………

6.6 GENERATING THE STANDARD TRIAL BALANCE The Trial Balance totals the debit and credit balances of all accounts, to check their arithmetical accuracy as on a particular date. EX NGN maintains up-to-date account balances, and you can generate your Trial Balance as on any date you want. You can also generate an Opening Trial Balance Statement to view the debit and credit balance of each account as on the first day of the current financial year. From the Standard Trial Balance, you can drill down to the Ledger, and from the Ledger to the source document. You can also modify the source document. Ø

Generating the Standard Trial Balance

The Standard Trial Balance is the list of accou nt balances, displaying the debit and credit balances. It establishes the arithmetical accuracy of the transaction details posted to the books of accounts from the documents. Ø To generate the Standard Trial Balance From the Reports menu, point to Trial Balance, and click Standard. The Trial Balance - Standard dialog box appears. To generate the Standard Trial Balance Statement, specify: § Number of account levels you want to view § Whether you want to include accounts with zero balances


106 § § §

Date as on which you want the report View mode Select the details. Click OK. The Standard Trial Balance appears.

RK Enterprises

15 Dec, 2005

Trial balance as at 15 Dec, 2005 (All Amounts in Rs.) Account Assets Fixed Assets Building Company Cars Computers, Printers and Copiers Furniture and office decor Current Assets Customers Bank and Cash Receivable Liabilities Profit and Loss – Previous year Capital Share of Global Enterprise Employees Equity Miscellaneous Expenses Client Entertainment Sponsorships Legal Fees Depreciation Repair and Maintenance Total

Debit

Credit

20000000.00 792000.00 594000.00 500000.00 3377982.00 4508661.90 957320.00 1215620.00

17500000.00 7500000.00 16000.00 80000.00 50000.00 14000.00 16000.00 36895368.90

36895368.90

6.6.1 GENERATING THE OPENING TRIAL BALANCE You can generate an Opening Trial Balance Stateme nt to view the debit balance and credit balance of each account as on the first day of the current financial year. From the Opening Trial Balance, you can't drill down to other details. Ø To generate the Opening Trial Balance From the Reports menu, point t o Trial Balance, and click Opening. The Opening Trial Balance dialog box appears. To generate the Opening Trial Balance, specify: View mode Click OK. The Opening Trial Balance appears.


107

6.7 GENERATING THE PROFIT AND LOSS STATEMENT The Profit and Loss Stat ement indicates whether your company is running at a profit or loss, during a specific period. You can generate a Profit and Loss Statement for a specific period. If you've not closed the books for the previous financial year, you can generate a comparativ e statement in which the previous financial year's statement is given alongside the current financial year's statement for the date range specified. From the Profit and Loss Statement (Standard and Comparative), you can drill down to the Ledger, and from the Ledger to the source document. You can also modify the source document. Ø

Generating the Standard Profit and Loss Statement

The Standard Profit a nd Loss Statement provides details on income and expense accounts. It also presents the total profit or total loss for a specified date range. To generate the Standard Profit and Loss Statement From the Reports menu, point to Profit and Loss, and click Sta ndard. The Profit and Loss - Standard dialog box appears. To generate the Profit and Loss statement, specify: § Number of account levels you want to view § Whether you want to include accounts with zero balances § Date range § View mode Click OK. The Profit and Loss Statement appears. 15 Dec, 2005 RK Enterprises Profit and Loss for the period 01 Apr, 2005to 15 Dec, 2005

(All Amounts in Rs.) Account Income Trading Income Sales Closing Stock Brokerage earned Stock Transfers Total Trading Income Miscellaneous Expenses Client Entertainment Sponsorships Legal Fees Depreciation Repair & Maintenance Total Miscellaneous Expenses Total Expense

Total

7456594.90 0.00 16500.00 0.00 7473094.90

16000.00 80000.00 50000.00 14000.00 16000.00 176000.00 6165405.00


108 Profit

Ø

1929689.90

Generating-the Comparative Profit and Loss Statement

You can generate a Comparative Profit and Loss Statement in which the Profit and Loss Statement for the previous financial year is given alongside the Profit and Loss Statement for the current financial year for a specified date range. To generate the Comparative Profit and Loss Statement On the Reports menu, point to Profit and Loss, and click Comparative. The Profit and Loss - Comparative dialog box appears. To generate the Profit and Loss statement, specify: § Number of account levels you want to view § Whether you want to include accounts with zero balances § Date range § View mode Click OK. The Comparative Profit and Loss Statement appears.

6.8 GENERATING THE RECEIPTS AND PAYMENTS STATEMENT The Receipts and Payments Statement provides an account wise summary of all transactions on cash accounts and bank accounts, except deposits, withdrawals, and transfers. You can generate a Receipts and Payments Statement for a date range. The receipts and payments for the specified date range are displayed side by side. The Receipts and Payments Statement provides the following details: § Account name § Accountwise receipts § Accountwise payments § Opening balance of Cash account and Bank account § Closing balance of Cash account and Bank account § Total receipts § Total payments § Total opening balance § Total closing balance

From the Receipts and Payment Statement, you can't drill down to the source document. Ø To generate the Receipts and Payment s 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.


109

RK Enterprises

15 Dec, 2005

Receipts and Payments Statement

For the period Apr, 2005 to 15 Dec, 2005 (All Amounts in Rs.) Account Air and Rail Travel Fax, Phone, Mail Salary Local Conveyance Passport, Visa, Forex Insurance Premium Paid Electricity & Office Maintenance Bank Charges Client Entertainment Sposor ships Legal Fees Repair & Main tenance Cash in hand Office petty Cash National Bank Union Bank Current A/C Union Bank O/D A/C Total

Opening Balance

49,05,300.00

Receipt

Payment

0.00 0.00 0.00 0.00 0.00 0.00 0.00

23,000.00 27,022.00 16,59,610.00 15,459.00 13,000.00 5,780.00 2,255.00

0.00 0.00 0.00 0.00 0.00

4,500.00 16,000.00 80,000.00 50,000.00 16,000.00

45,78,497.90

49,75,136.00

Closing Balance

3,39,320.00 26,541.00 40,70,410.90 72,390.00 0.00 45,08,661.90

6.9 GENERATING THE ACCOUNT BALANCE STATEMENT The Account Balance Statement provides the monthly balance of an account for the current financial year and previous financial year. The Account Balance Statement provides the following details: § Account name § Month § Opening balance for the current financial year, along with the credit or debit sign § Opening balance for the previous financial year, along with the credit or debit sign § Month wise debit amount and credit amount for the current year § Month wise debit amount and credit amount for th e previous year § Total account balance for the current financial year § Total account balance for the previous financial year § Closing balance From the Account Balance Stateme nt, 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


110

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.

6.10 GENERATING THE GROUP BALANCE STATEMENT The Group Balance Statement provides the break - up of the current balance of a group as on a particular date. You can select only one account group at a time to view the break -up of its current balance. §

The Group Balance Statement provides the following details: § Group name § Accounts or sub-groups under the group § Debit and credit balances § Current balance, along with the credit sign or debit sign From the Group Balance Statement, you can drill down to the individual accounts, and from the account to the source document. You can also modify the source document. To generate the Group Balance Statement From the Reports menu, point to Account Reports, and select Group Balance Statement. The Group Balance Statement dialog box appears. To generate the Group Balance Statement, specify: § Account group § Date as on which you want the report § View mode Click OK. The Group Balance Statement appears. The Account Interest Calculation Report tracks the outstanding on accounts, and calculates the interest due from or due to the respective accounts. § The Account Interest Calculation Report displays: § Date on which the document was entered § Document number § Credit amount or debit amount specified in the document § Credit balance or debit balance § Days for which the interest is being charged § Interest amount applicable

6.12 GENERATING THE ACCOUNT INTEREST CALCULATION From the Account Interest Calculation Report, you can drill down to the source document. You can also modify the source documen t. To calculate the interest due from or due to accounts 1. From the Reports menu, point to Account Reports, and select Interest Calculation. The Interest Calculation Report dialog box appears. 2. To generate the Account Interest Calculation Report, specif y:


111 §

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 break up presents the opening debit amount and the opening credit amount, along with the transacted debit amount and credit amount.

6.13 GENERATING THE ACCOUNTS MOVEMENT REPORT From the Accounts Movement Report, 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 Accounts Movement Report 1. From the Reports menu, point to Accounts Reports, and click Accounts Movement. The Accounts Movement dialog box appears. 2. To generate the Accounts Movement Report, specify: § Number of account levels you want to view § Whether you want to include accounts with zero balances § Date range § View mode 3. Click OK. The Accounts Movement Report appears.

6.14 GENERATING CUSTOMER/SUPPLIER REPORTS You can generate a number of analytical reports on the transactions with your customers and suppliers. From these reports, you can drill down to other details. You can also modify the source document. The details to which you can drill down are report -specific, and are explained while examining individual reports. Ø

Generating the Dues Receivable/Dues Payable Report The Dues Receivable Report gives details of the money to be received from customers, and the Dues Payable Report gives details of the money to be paid to suppliers. You can generate the Dues Receivable Report, based on customer or due date, and you can generate the Dues Payable Report, based on supplier or due date. The Dues Receivable/Dues Payable Report provides the following details: § Accounts on which money is due or overdue for receipt/payment § List of documents under each account, giving the break -up of the dues or overdues to be received/paid, along with the document number and date § Sub-total of money overdue § Money due for receipt/payment for specified periods (in days), on each account § Sub-total of money due for each period § Unadjusted credit amount or debit amount § Cumulative outstanding amount, along with the credit sign or debit sign


112

You can specify the ageing period for the dues to be received/pai d. 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 Receivab le 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 Ø

Generating the Summary of Dues Receivable/Dues Payable

The Summary of Dues Receivable/Dues Payable provides information on: § Accounts on which money is due or overdue for receipt/payment § Money overdue for receipt/payment § Money due for receipt/payment for specif ied periods (in days), § On each account § Unadjusted credit or debit amount § Cumulative outstanding amount

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.


113

From the Summary of Dues Receivable/Dues Payable, you can drill down to the Dues Receivable/Dues Payable Report, and fro m 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. Ø

Generating the Ageing Receivables/Ageing Payables Report The Ageing Report provides complete information about amounts that are overdue on each account. You can generate the Ageing Receivables Report, based on customer or due date, and you can generate the Ageing Payables Report based on supplier or due date. The Ageing Receivables/Ageing Payables Report provides the following details: § Accounts on which money is due or overdue for receipt/payment § List of documents under each account, giving the break -up of the dues or overdues to be received or paid, along with the document number and date § Sub-total of money due § Money overdue for receipt/payment for specified periods (in days), on each account § Unadjusted credit amount or debit amount § Cumulative outstanding amount, along with the credit sign or debit sign

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:


114 §

To generate the Ageing Receivables Report by customer, point to Customer Reports, and then to Ageing Receivables, and click By Customer. The Ageing Receivables dialog box appears. § To generate the Ageing Receivables Report by due date, point to Customer Reports, and then to Ageing Receivables, and click By Due Date. The Ageing Receivables dialog box appears. § To generate the Ageing Payables Report, point to Supplier Reports, and then to Ageing Payables, and click By Supplier. The Ageing Payables dialog box appears. § To generate Ageing Payables Report, point to Supplier Reports, and then to Ageing Payables, and click By Due Date. The Ageing Payables dialog box appears. 2. To generate the Ageing Receivables/Payables 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 due date) § View mode 3. Click OK. The Ageing Receivables/ Ageing Payables Report appears. Ø

Generating the Summary of Ageing Receivables/Ageing Payables The Summary of Ageing Receivables/Ageing Payables provides the following details: § Accounts on which money is due or overdue for receipt/payment § Money overdue for receipt/payment for specified periods (in days), on each account § Sub-total of money due § Unadjusted credit or debit amount § Cumulative outstanding amount

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. Ø

To generate the Summary of Ageing Receivables/Ageing Payables 1. From the Reports menu, do one of the following: § To generate the Summary of Ageing Receivables, point to Customer Reports and click Summary of Ageing Receivables. The Summary of Ageing Receivables dialog box appears.


115 §

To generate the- Summary of Ageing Payables, point to Supplier Reports and click Summary of Ageing Payables. The Summary of Ageing Payables dialog box appears. 2. To generate the Ageing Receivables Summary/Ageing Payables Summary, 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 Ageing Receivables / Aging Payables appears. Ø

Generating the Outstanding Statement The Customer Outstanding Statement gives you information on how much your customers owe you, and the Supplier s Outstanding Statement gives you information on how much you owe your suppliers. The Outstanding Statement gives the following details: § Customer/Supplier account § Documents under the account, along with the document date, number, and document amount (along with the credit or debit sign) § Adjusted amount § Outstanding on the document, along with the credit sign or debit sign § Total outstanding, along with the credit sign or debit sign

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. Ø

1. §

§

2. § § § §

3. Ø

To generate the Outstanding Statement From the Reports menu, do one of the following: To generate the Customer Outstanding Statement, point to Customer Reports, click Outstanding Statement. The Customer Outstanding Statement dialog appears. To generate the Supplier Outstanding Statement, point to Supplier Reports, click Outsta nding Statement. The Supplier Outstanding Statement dialog appears. To generate the Outstanding Statement, specify: Accounts or account types (Customer, Supplier, Customer Supplier, Credit Card [Sales] or Credit Card [Purchases]) Custom fields View mode Click OK. The Outstanding Statement appears.

and box

and box

Generating the Customer Statement The Customer Statement is a statement of settlement sent to a customer giving details of outstanding. This Statement has two parts - the Customer Statement and the


116

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 custo mer, the Customer Statement for each customer is generated on a new page. From the Customer Statement, you cannot drill down to other details. The Customer Statement part provides the following details: § All outstanding documents under the account, along with the document date, number and amount. § Due date for each document, along with the credit or debit sign § Outstanding amount for each document § For each account, the specified periods (in days) by which money is overdue § Total unadjusted credit amount § Total outstanding, along with the credit sign or debit sign The Remittance Advice part provides the following details: § All outstanding documents under the account, along with the document date and number § Outstanding amount for each document, along with the credit sign or debit sign § Total outstanding, along with the credit sign or debit sign § Payment particulars such as the cheque number, cheque date, and the bank on which the cheque is drawn . . Ø To generate the Customer Statement 1. From the Reports menu, point to Customer Reports, and click Customer Statement. The Customer Statement dialog box appears. 2. To generate the Customer Statement, specify: § Accounts or account types (Customer, Customer -Supplier, Credit Card [Sales] § Custom fields § View mode 3. Click OK. The Customer / Suppliers statement appears. Ø

Generating the Customer/Supplier List

The Customer/Supplier List gives the following details: § Customer/supplier name § Contact person § Shipping address and billing address, along with telephone, telex, and fax numbers § Number of days of credit § Credit limit § CST and SST number (Establishment number for Credit Card) From the Customer/Supplier List, you cannot drill down to other details.


117 Ø

To generate the Customer/Supplier List 1. From the Reports menu, do one of the following: § To generate the Customer List, point to Customer Reports, and click Customer List. The Customer List dialog box appears. § To generate the Supplier List, point to Supplier Reports, and click Supplier List. The Supplier List dialog box appears. 2. To generate the Customer/Supplier List, specify: § Accounts or account types (Customer, Customer-Supplier, Credit Card [Sales] or Credit Card [Purchases) § Custom fields § View mode For information on how to select the details, see 3. Click OK. The Customer / Supplier List appears. Ø

Generating the Interest Calculation Report The Interest Calculation Report tracks the out standings for each customer/supplier account, and calculates the interest due from or due to the respective account.

The Interest Calculation Report provides the following details: § Account name § For each document, the document number and date Running balance, along with the due date § Document amount § Number of days for which interest is calculated § Interest charged § Total amount under each account 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.


118 Ø

Generating the Transaction Analysis Report The Transaction Analysis Report gives you details of all the transactions for a selected customer/supplier, or for a set of customers/ suppliers. You can filter the details, based on certain selection criteria. The Transaction Analysis Report provides the following details: § Account name, along with document date, number and narration § Document amount, along with credit or debit sign Quantity, unit and rate, if applicable § Total transacted amount § Other details such as user defined fields, and analysis values From the Transaction Analysis Report, you can drill down to the Adjustments Reports and the source document. You can also modify the source document. Ø

To generate the Transaction Analysis Re port 1. From the Reports menu, do one of the following: § To generate the Transaction Analysis Report for customer accounts, point to Customer Reports, and click Transaction Analysis. The Customer Transaction Analysis dialog box appears. § To generate the Transaction Analysis Report for supplier accounts, point to Supplier Reports, and click Transaction Analysis. The Supplier Transaction Analysis dialog box appears. 2. To generate the Transaction Analysis Report, specify: § A document, a set of documents, or all documents § Accounts or account types (Customer, Supplier, Customer -Supplier, Credit Card [Sales] or Credit Card [Purchases]) § Custom fields § Date range § Items § Narrations § Analysis categories § Charges § Amount § View mode 3. Click OK. The Transaction Analysis Report appears. Ø

Generating the Items Summary The Items Summary gives details of the items sold to a customer and those purchased from a supplier. The Items Summary gives the following details: § Customer/Supplier name § List of items sold/purchased § Sales/purchase quantity § Sales/purchase unit


119 § §

Net sales/purchase of each item Total value of all items sold to the customer/purchased from the supplier

From the Items Summary, you cannot drill do wn to other details. Ø

To generate the Items Summary 1. From the Reports menu, do one of the following: § If you want the Customer Items Summary, point to Customer Reports, and click Items Summary. The Customer Items Summary appears. § If you want the Supplier Items Summary, point to Supplier Reports, and click Items Summary. The Supplier Items Summary appears.

2. To generate the Items Summary, specify: § Accounts or account types (Customer, Supplier, Customer Supplier, Credit Card [Sales] or Credit Card [Purchases]) § Items § Custom fields § View mode 3. Click OK. The items Summary appears.

RK Enterprises

15 Dec, 2005

Items Summary for the period 01 Apr, 2005to 15 Dec, 2005

(All Amounts in Rs.) Item Name Sales (SL) Carpets- Intricate Carpets- Coarse Mixed Spice Coir bags Shell ornament set Shell bangies Shell Chain Shell Rings Herbal Tea Almonds Clove oil Handloom Shirts Silk Ties Dry Fruit packs Baims Stone Statues Brass Figures Wooden Carvings Rose extrace Jaggran extract

Quantity

42.000 35.000 240.000 31.000 109.000 130.000 158.000 340.000 2995.000 1535.000 127.000 80.000 355.000 177.000 1842.000 21.000 17.000 35.000 227.000 42.000

Unit

Account 1304000.00 488000.00 156600.00 93000.00 436000.00 195000.00 400000.00 935000.00 62900.00 32100.00 35395.00 16600.00 37400.00 142750.00 165876.00 1760000.00 63775.00 624000.00 158700.00 275000.00


120 Total

7382096.00

6.15 GENERATING STOCK REPORTS You can maintain details of total sales and purchases of items (in the open financial year) till date. You can also maintain a Stock Ledger of all transactions for each item. 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 report--specific, and are explained while examining individual reports. Ø

Generating the Item List The Item List displays all the items you've set up i n EX NGN, along with the details of stock quantity and value. You can generate the Item List for a set of items, or for all items. You can also specify whether you want to include moved items and items below the minimum stock quantity.

The Item List provides the following details: § Item name and description § Opening Stock quantity and value § Purchase unit and rate § Sales unit and rate § Minimum stock quantity § Stock in hand (quantity) From the Item List, you can't drill down to other details. Ø To generate generate the Item List 1. From the Reports menu, point to Stock Reports, and and click Item List. The Item List dialog box appears. 2. To generate the Item List, specify: 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


121

3. Click OK. The Item List appears. appears.

RK Enterprises

15 Dec, 2005

Item List (All Amounts in Rs.) Rem Name/Description Almonds Batms Brass Figures Carpets-Intricate Carpets-Intricate 12x12 Ft Carpets – Coarse Clove Oil Coir Bags Dry Fruit pack Handloom shirts Herbal Tea For diabetics

Opening stock

Purchases

Sales

Minimum Stock Quantity

Stock in Hand

Quantity 100.000 0.000 100.000 1,000.000

Value 10,000.00 0.00 10,000.00 20,000.00

Rate Unit Kg 200.0000 Pack 300.0000 Each 0.0000 Each 10,000.0000

Unit Pack Box Each Each

Rate 20.0000 90.0000 0.0000 30,000.0000

0.000 0.000 0.000 1.000

105.000 18.000 100.000 1,002.000

0.000 1,000.000 0.000 0.000 0.000 0.000

0.00 15,000.00 0.00 0.00 0.00 0.00

Each Itr Dozen Tin Box Kg

Each Bot Dozen Pack Pcs Bot

12,000.0000 200.0000 3,000.0000 750.0000 195.0000 20.0000

0.000 150.000 6.000 0.000 0.000 0.000

20.000 1,000.500 3.000 3.000 0.000 5.000

6,500.0000 2,000.0000 2,000.0000 2,000.0000 2,550,0000 45.0000

Ø

Generating the Item Customer Summary The Item Customer Summary provides all the information on the custo mers to whom items have been sold. You can generate the Item Customer Summary for a set of items, or all the items. You can also specify whether you want to include items below the minimum stock quantity.

The Item Customer Summary gives the following details: deta ils: § Item name § Customer name § Sales quantity, unit, rate, and value § Total quantity, unit, rate, and value From the Item Customer Summary, you can't drill down to other details. Ø

To generate the Item Customer Summary 1. From the Reports menu, point to Stock Reports, and click Customer Summary. The Item Customer Summary dialog box appears. 2. To generate the Item Customer Summary, specify: § A set of customers, or all customers § Custom fields for customers § A set of items, or all the items § Custom fields for items § Whether you want items below minimum stock quantity only


122 §

View mode 3. Click OK. The item Customer Summary Summary appears. appears. Ø

Generating the Item Supplier Summary The Item Supplier Summary provides all information on the suppliers from whom items have been purchased. You can generate the Item Supplier Summary for a set of items, or all the items. You can also specify whether you want to include items below minimum stock quantity.

The Item Supplier Summary gives the following details: § Item name § Supplier name § Purchase quantity, unit, rate, and value § Total quantity, unit, and value From the Item Supplier Summary, you can't drill down to other details Ø

To generate the Item Supplier Summary 1. From the Reports menu, point to Stock Reports, and click Supplier Summary. The Item Supplier Summary dialog box appears. 2. To generate the Item Supplier Summary, specify: § A set of suppliers, or all suppliers § Custom fields for suppliers § A set of items, or all the items § Custom fields for items § Whether you want items below minimum stock quantity q uantity only § View mode 3. Click OK. The The item Supplier Supplier Summary appears. Ø

Generating the Stock Position Report You can generate the Stock Position Report for a set of items, or all the items, as on any date. The Stock Position Report gives the following details: § Item name § Opening quantity, unit, and value § Purchase quantity, unit and value § Sales quantity, unit and value § Closing quantity, unit and value From the Stock Position report, you can also drill down to the Stock Ledger, and from the Stock Ledger to the source document. You can also modify the source document Ø

To generate the Stock Position Report 1. From the Reports menu, point to Stock Reports , and click Stock Position. The Stock Position dialog box appears. 2. To generate the Stock Position Report, specify: § An item or a set of items


123 §

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. Ø

Generating the Stock Ledger The Stock Ledger is the list of all transactions carried out on items. You can generate the Stock Ledger for a set of items or all items, for a date range. The Stock Ledger gives the following details: § Item name and specification § Document date and number § Purchase quantity, unit, rate, and value for each document § Sales quantity, unit, rate, and value for each document § Balance quantity, unit, rate, and value § Total or Closing balance § Grand total 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 Ø

To generate the Stock Ledger 1. From the Reports menu, point to Stock Reports and click Stock Ledger. The Stock Ledger dialog box appears. 2. To generate the Stock Ledger, specify: § An item, a set of items, or all the items § Custom fields § Whether you want moved items only § Whether you want items below minimum stock quantity only § Date range § View mode 3. Click OK. The stock ledge appears.

6.16 GENERATING TAX REPORTS You can generate the Sales Tax Register and Purchase Tax Register at any time. You can also generate the Sales Tax Summary and Purchase Tax Summary. While entering sales or purchase documents, you would have tagged the net amount and charges to the column heads in the tax registers. EX NGN automatically picks up the details of the transaction in the respective columns in the tax register.

Generating the Sales Tax Register/ Purchase Tax Register You can generate a Sales Tax Regis ter/Purchase Tax Register, based on the charge types you've defined.


124

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 t he 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. Ø

Generating the Sales Tax Summary/ Purchase Tax Summary You can generate the Sales Tax Summary/Purchase Tax Summary, based on the charge types that you've defined. The Sales Tax Summary/Purchase Tax Summary provides the following details: § Document amount § Net amount § Tax or discount amount § Other details From the Sales/Purchase Tax Summary, you can drill down to the Sales Tax Column/Purchase Tax column details. Ø

To generate the Sales Tax Summary/Purchase Tax Summary 1. From the Reports menu, do one of the following: § To generate the Sales Tax Summary, point to Tax Reports, and click Sales Tax Summary. The Sales Tax Summary dialog box appears. § To generate the Purchase Tax Summary, point to Tax Reports, and click Purchase Tax Summary. The Purchase Tax Summary dialog box appears. 2. To generate the Sales Tax Summary/Purchase Tax Summary, specify: § Register columns


125 §

Document type, series, and number § Date range § View mode Note For Sales Tax Summary, only documents pertaining to Sales and Sales Returns are displayed. For Purchase Tax Summary, only documents pertaining to Purchases and Purchases Return are displayed. 3. Click OK. The Sales Tax Summary / Purchase Tax Summary appears.

6.17 GENERATING ANALYSIS REPORTS Analysis Reports provide summarised or detailed information on y our business operations, based on the parameters you define. You can analyse, based on a set of accounts or items, and generate reports for a specific period. From the Analysis Reports, you can't drill down to other details. Ø Generating the Income/Expense Analysis Report You can generate the Income Analysis/Expense Analysis Report to track where your money comes from, and where it goes. In EX NGN, you can generate the Income/Expense Analysis Report, based on the categories you define.

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. The Income/Expense Analysis Report provides the following details: § Account name § Income and expenses against each account, based on the periodicity specified § Total (row-wise) Ø

To generate the Income/Expense Analysis Report 1. From the Reports menu, point to Analysis Reports, and click Income/Expense Analysis. The Income/Expense Analysis Report dialog box appears. 2. To generate the Income/Expense Analysis Report, specify: § Accounts under Income or Expenses, or both § Date range and periodicity (monthly, daily, or quarterly) § Analysis categories § View mode

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.


126

Ø

Generating the Sales/Purchases Analysis Report You can generate the Sales/Purchases Analysis Report to obtain details of all the sales and purchases you have made. You can also generate the report based on the parameters you've defined.

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 anal ysis report for the parameters defined. The Sales/Purchases Analysis Report provides the following details: § Item name § Sales and purchases for each item, based on the periodicity specified § Item total Ø

To generate the Sales/Purchases Analysis Report 1. From the Reports menu, point to Analysis Reports, and click Sales/Purchases Analysis. The Sales Analysis/Purchases Analysis Report dialog box appears. 2. To generate the Sales/Purchases Analysis Report, specify: § An item, a set of items, or all items § Date range and the periodicity (monthly, daily or quarterly) § Document type - Sales or Purchases § Analysis categories § View mode Note § You can select only Sales or Purchases as the document type. § Specifying categories is not mandatory. You can use these categories as a filtering criterion. 3. Click OK. The Sales/Purchases Analysis Report appears. Ø

Generating the Cost -centre wise Analysis Report You can generate a Cost- centre wise Analysis Report to obtain details of the cost incurred under specific heads by cost centres. To generate this report, you need to define category and values for rows and for columns.

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 Èxpenses' as Entertainment and Travel. You can define the category for row as Èxpense' and the values as Èntertainment' 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. The Cost-centre wise Analysis Report provides the following details:


127 § § § § § §

Item name Cost incurred by each cost centre Cost incurred under each cost head Column total Row total Grand total

Ø

To generate the Cost - centre wise Analysis report 1. From the Reports menu, point to Analysis Reports, and click Cost -centre wise Analysis. The Cost-centre wise Analysis Report dialog box appears. 2. To generate the Cost-centre wise Analysis Report, specify: § Date range § Analysis categories for the row § Analysis categories for the column § View mode 3. Click OK. The Cost-centre wise Analysis Report appears. Ø

Generating the Account wise Analysis Report You can generate the Account wise Analysis Report to obtain details of accounts, based on the parameters you define.

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 cate gory `Cost Centre' and values `Finance' and `Marketing' to get the Account wise Analysis report for the parameters defined. The Account wise Analysis report provides the following details: § Account names § Amount for each category value defined § Row total for each account head § Column total for value defined § Grand total Ø

To generate the Account wise Analysis Report 1. From the Reports menu, point to Analysis Reports, and click Account wise Analysis. The Account wise Analysis Report dialog box appear s. 2. To generate the Account wise Analysis Report, specify: § An account, a set of accounts or an account group § Date range § Analysis categories § View mode 3. Click OK. The Account wise Analysis Report appears.


128

Ø

Generating the Item wise Analysis Report You can generate the Item wise Analysis Report to obtain details of items, based on the parameters you define.

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 Ø

To generate the Item wise Analysis Report 1. From the Reports menu, point to Analysis Reports, and click Item wise Analysis. The Item wise Analysis Report dialog box appears. 2. To generate the Item wise Analysis Report, specify: § An item, a set of items, or all items § Whether you want items below minimum stock quantity only § Custom fields to sort on items § Date range § Analysis categories § View mode Note Specifying Analysis Categories is mandatory. 3. Click OK. The Item wise Analysis Report appears. The Transaction List is a report of transactions, based on a set of criteria specified by you. You can generate the Transaction List for one or more document types filtered by account, item/narration, analysis categories, charges, amount, and date. 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 ar e 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. The Transaction List provides the following details: § Account § Document date § Document, series, and number § Document type total § Item or narration § Credit amount and debit amount


129 § §

Quantity, unit, and rate Other details such as analysis values

Ø

To generate the Transaction List 1. From the Reports menu, select Transaction List. The Transaction List dialog box appears. 2. To generate the Transaction List, specify: § An account, a set of account, or an account type § Item, narration, or both § Charge category § Analysis category § Date range § Credit amount, or debit amount § View mode 3. Click OK. The Transaction List appears.

6.18 GENERATING THE MISSING DOCUMENTS REPORT While entering transaction details in documents, you may not have entered the documents serially. For example, in a document series, you may have entered documents 1, 2, and 10. You can generate the list of Missing Documents (3 to 9). You can generate a list of Missing Documents for one or more document types. The Missing Documents Report provides the following d etails: § 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. Ø

To generate the Missing Documents Report 1. From the Reports menu, select Missing Documents. The Missing Documents Report dialog box appears. 2. To generate the Missing Documents Report, specify: § Document type § View Mode 3. Click OK. The Missing Documents Report appears.

6.19 GENERATING THE BUDGET VARIANCE STATEMENT Budgeting is one of the important tools for planning and tracking your finances. While setting up your income and expense accounts, you may have set up the monthly budget (how much you expect to receive or spend in each month) for each account. After you've set up the budget, you need a way to track your performance - a way to


130

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. The Budget Variance Statement provides the following details: § Account name § Months for which you've budgeted § Actual amount § Budgeted amount § Budget variance in absolute figures § Percentage of budget variance Ø

To generate the Budget Variance Statement 1. From the Reports menu, select Budget Variance Statement. The Budget Variance Statement dialog box appears. 2. To generate the Budget Variance Statement, specify: § An account, a set of accounts, or an account type § View mode 3. Click OK. The Budget Variance Statement appears.

RK Enterprises

27 Dec, 2005

Budget Variance Statement (All Amounts in Rs.) Account

Month

Actuals

Budgeted

Variance

% Variance

Repair & Maintenance

Salary

Sales

2005, Apr 2005, July 2005,Apr 2005, May 2005, June

8,000.00 Dr 8,000.00 Dr 2,00,200.00Dr 2,00,300.00Dr 1,98,000.00Dr

0.00 0.00 2,00,000,00 Dr 2,00,000,00 Dr 2,00,000,00 Dr

2005,July 2005, Aug 2005, Sep 2005, Oct 2005, Apr 2005, May

2,00,010.00Dr 2,00,000.00Dr 2,00,350.00Dr 4,60,750.00Dr 5,40,831.00 Cr 7,60,435.00Cr

2,00,000,00 Dr 2,00,000,00 Dr 2,00,000,00 Dr 2,00,000,00 Dr 5,00,000.00Cr 7,00,000.00Cr

200.00 300.00 No Over Budget 10.00 0.00 350.00 60,750.00 40,831.00 60,435,00

0.10 0.15

0.01 0.00 0.18 15.19


131 2005, June 2005, July

7,94,570.00Cr 10,28,915.00Cr

7,00,000.00Cr 10,00,000.00Cr

94,570.00 28,915.00

6.20 LET US SUM UP 1. 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. 2. The Cash Book provides information on transactions affecting cash accounts, and the Bank Book provides information on transactions affecting bank accounts. 3. The Ledger provides the following details: Account name, Document date, Document series, and n umber, Narration, Opening balance and closing balance for each account, along with the credit sign or debit sign, Each transaction amount, in the debit column or credit column, Running balance. 4. The Journal provides the following details: Document number, series, and date, Account and narration, Credit amount and debit amount, Quantity, unit, and rate, Date wise total amount transacted, Document wise total amount 5.In such a way Balance sheet, Receipts and payments Account etc are generated and it is usef ul for the user by providing numerous information.

Check your progress: Model Answers 1. The Ledger provides the following details: i. Account name ii. Document date Document series, and number iii. iv. Narration v. Opening balance and closing balance for each account, along with vi. the credit sign or debit sign Each transaction amount, in the debit column or credit column vii. viii. Running balance 2. Standard and Comparative

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

7.0 AIMS & OBJECTIVES After reading this lesson, you will be able to understand: 1. What is a customer/Supplier folder. 2. Viewing customer/supplier folder.

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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7.2 VIEWING THE CUSTOMER DETAILS/SUPPLIER DETAILS The Customer Folder/Supplier Folder displays details of customers suppliers. These details give you a complete understanding of the transactions you've had with your customers/suppliers. Ø To view details of a customer/supplier 1. From the Folders menu, do one of the following: To view customer details, select Customer. The Customer Folder window appears. To view supplier details, select Supplier. Supplier. The Supplier folder window appears. 2. In the Name pane, select a customer/supplier. 3. Depending on the information you want to view, choose one of at tabs on the right side of the folder. The following section the tabs. ·

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Summary Information tab When the Customer/Supplier Folder window appears, this tab is shown selected. The details are described below. Item Summary For the customer/supplier selected, this pane displays details of itemwise sales/purchases. The details displayed are: Item sold/purchased Quantity of the item sold/purchased Unit of the item sold/purchased Net sales/purchases of the item Financial Summary For the customer/supplier selected, this pane displays details of monthwise sales/purchases, for the current financial year and the previous financial year. The details displayed are: Net sales/purchases Total receipts/payments Cumulative outstandings Fact Sheet tab This tab displays dues, ageing, and financial information. The details displayed are described below Ageing Summary For the customer/supplier selected, this pane displays the dues and ageing details of outstandings. The details displayed are: Unadjusted credit/debit Period Dues receivable/payable for each period Ageing receivables/payables for each period Financial Information For the customer/supplier selected, this pane displays month -to-date and yearto-date to- date figures for net sales/purchases and receipts/payments for the current financial year and the previous financial year. · · · ·

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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 entere d 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 document s. 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 Individual accounts Custom Fields in the Name pane List of items in the Individual items Item Summary ItemItem- Custom Fields List of documents Document Type of type Document - Series and Number Sales/Purchases, and Document Document -User Defined Fields Sales Returns/ Date Purchase Returns Item/Narration Analysis Category Charge Amount List of documents Document Type of typetypeDocumentDocument- Series and Number Receipts/Payments Document-User Document-User Defined Fields Date Analysis Category Amount Ø

To alter the list of customers/suppliers Selection . The 1. In the Name pane, from the right mouse menu, select Change Selection. Customer List/Supplier List dialog box appears. 2. Do the following: Select To Accounts Accounts by type Selec Sel ectt an account account type type - Customer/ Supplier, CustomerCustomer Supplier, or Credit Card (Sales)/Credit Card (Purchase). Individual account Select the particular account. Custom Fields Generate a report for accounts, based based on the custom fields you've defined. Ø

To filter the list of items in the Item Summary 1. From the Name pane, select the customer/supplier for whom you want to view the Item Summary. 2. In the Item Summary pane, from the right mouse menu, select Change Selection. The Customer Items Summary/Supplier Summary/Supplier Items Summary dialog box appears. 3. Select the items you want, and do the following: Select To Custom Fields Generate a report for items based on the custom fields you've defined. Ø To filter the list of documents in the Sales/Purchases and Sal es Returns/Purchase Returns tabs


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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, Generate a report for documents , Document - Series and based on a document series and a Number document number range in that series. Generate a report for Date 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. Generate a report for documents Charge based on the charge categories you've defined. Select To

Amount

Generate a report for documents, based on the transaction amount. Ø To filter the list of documents in the Receipts/Payments tab 1. From the Name pane, select the customer/supplier for whom you want to view the documents. 2. In the Receipts/Payments 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, based on a document series and a Number document number range in that series. Date Generate a report for documents, based on a date range. Analysis Category Generate a report for documents, based on the analysis categories


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Select Amount

you've defined. To 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 DebitsDebits -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. click Finish. To exit from the Open DebitsDebits -Credits dialog box without adjusting the amount and return to the Customer Folder/ Supplier Folder window, click Cancel. · ·

Viewing Adjustment Details You can view the adjustment details for any document selected from t he following tabs: Sales/Purchases Receipts/Payments Sales Returns/Purchase Returns Ø To view adjustment details 1. From the Name pane, select the customer/supplier for whom you want to view adjustment details. 2. Choose one of the tabs -Sales/Purchases, Receipts/Payments or Sales Returns/Purchase Returns. 3. Select the document for which you want to view adjustment details. 4. From the right mouse menu, select Adjustment Details. The Adjustments Report appears. To exit from the Adjustments Report and return to the Customer Folder/Supplier Folder window, from the right mouse menu, select Close. · · ·

Viewing the Dues Receivable/Dues Payable Report From the Customer Folder/Supplier Folder, you can view the Dues Receivable/ Dues Dues Payable Report for a specific customer/supplier. Ø To view the Dues Receivable/Dues Payable Report From the Name pane, select the customer/supplier for whom you want to view the Dues Receivable/Dues Payable Report, and from the right mouse menu, sel ect ·


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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.

Viewing the Ageing Receivables/Ageing Receivables/Ageing Payables Report From the Customer Folder/Supplier Folder, you can view the Ageing Receivables/Ageing Payables Report for a specific customer/supplier. Ø ·

To view the Ageing Receivables/Ageing Payables Report From the Name pane, select the customer/supplier for whom you want to view the Ageing Receivables/Ageing Payables Report and from the right mouse menu, select Ageing Receivables/Ageing Payables. The Ageing Receivables/Ageing Payables Report for the t he selected customer/supplier appears.

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.

Viewing the Outstandings Statement From the Customer Folder/Supplier Folder, you can view the Outstandings Statement for a specific customer/supplier. Ø To view the Outstandings Statement From the Name pane, select the customer/supplier for whom you want to view the Outstandings Statement , and from the right mouse menu, select Outstandings Statement. The Customer Outstandings/Supplier Outstandings statement for the selected customer/supplier appears. ·

To exit from the Outstandings Statement and return to the Customer Folder/Supplier Folder window, from the right mouse menu, select Close.

Viewing the Customer Statement From the Customer Folder, you can view the Customer Statement for a specific customer. Ø To view the Customer Statement From the Name pane, select the customer for whom you want to view the Customer Statement, and from the right mouse menu, select Customer Statement. The Customer Statement for the selected customer appears. ·

7.3 VIEWING THE LEDGER From the Customer Folder/Supplier Folder, you can view the Ledger of a specific specific customer/supplier. Ø To view the Ledger 1. From the Name pane, select the customer/supplier whose Ledger you want to view.


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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 re turn 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. Analysis . Dues Transaction 3. From the right mouse menu select Dues Transaction Analysis. 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.

Viewing the Ageing Transaction Analysis Report From the Customer Folder/Supplier Folder, you can view the Ageing Transaction Analysis Report for a specific customer/supplier. Ø To view the Ageing Transaction Analysis Report 1. From the Name pane, select the customer/supplier for whom you want to view the Ageing Transaction Analysis Report. 2. Choose the Fact Sheet tab, and in the Ageing 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 Ageing Transaction Analysis. The Ageing Transaction Analysis report for the selected customer, supplier appears. To exit from the Ageing Transaction Analysis Report and return to the Customer/Supplier Folder window, from the right r ight mouse menu, select Close.

7.4 VIEWING THE TRANSACTION ANALYSIS REPORT From the Customer Folder/Supplier Folder, you can view the Transaction Analysis Report for a specific customer/supplier. You can view the Transaction Analysis Report for Net Sales/ Net Net Purchases and Receipts/Payments. Ø To view the Transaction Analysis Report 1. From the Name pane, select the customer/supplier for whom you want to view the Transaction Analysis Report. 2. Choose the Fact Sheet tab, and in the Net Sales/Net Purchases or Receipts/Payments column of the Financial Information pane, select the amount for which you want to view the transaction analysis. 3. From the right mouse menu, select Transaction Analysis. The Transaction Analysis report for the selected customer/supplier appears.


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To exit from the Transaction Analysis Report and return Customer/Supplier Folder window, from the right mouse menu, select Close.

to

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Viewing the Monthly Ledger From the Customer Folder/Supplier Folder, you can view the Monthly Ledger for a specific customer/supplier. Ø To view the Monthly Ledger 1. From the Name pane, select the customer/supplier for whom you want to view the monthly Ledger. 2. Choose the Monthly Summary tab, and select the month for which you want to view the Ledger. 3. From the right mouse menu, select Ledger. The Monthly Ledger for the selected customer/supplier appears. To exit from the monthly Ledger and return to the Customer/ Supplier Folder window, from the right mouse menu, select Close.

Drilling Down to the Source Document E.X.NGN enables you to drill down to specific documents from the Customer/Supplier Folder window. You can also modify the details entered in the document. You can drill down to the source document from the following reports or tabs: Dues Receivable/Dues Payable Report Ageing Receivables/Ageing Payables Report Outstandings Statement Ledger Dues Transaction Analysis Report Ageing Transaction Analysis Report Transaction Analysis Report Monthly Ledger Adjustments Report Sales/Purchase, Sales Returns/Purchase Returns, Receipts/Payments, and Open Dr/Cr tabs · · · · · · · · · ·

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To drill down to the source document from reports 1. In the report, place the cursor on the document number of the document you want to drill down to. The zoom lens appears. 2. Click the document number. A rectangular box encloses the document number box. 3. Double- click the document number. The source docume n t a p p e a r s To exit from the source document and return to the report, click Cancel. Ø

To drill down to the source document from the tabs Sales/Purchases, Sales Returns/Purchase a tab 1. Choose Receipts/Payments, or Open Dr/Cr.

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2. In the Sales/Purchases, Sales Returns/Purchase Returns, Receipts Payments, Open Debits, or Open Credits pane, select the document you want to view. 3. Double-click the selected document. The source document appears.

To exit from the source document and return to the Customer Folder/Supplier Folder window, click Cancel.

7.5 PREVIEWING AND PRINTING CUSTOMER/SUPPLIER DETAILS You can print all customer/supplier details displayed. Before printing a report, you can view it to see how it will look when printed. From the Customer Folder/Supplier Folder window, you can preview and print the following: List of Customers/Suppliers Item Summary Financial Summary Transaction Analysis - Sales/Purchase Transaction Analysis - Receipts/Payments Transaction Analysis - Sales Return /Purchase Return Monthly Summary Dues Receivable Ageing Receivable Outstandings Statement Customer Statement Ledger · · · · · · · · · · · ·

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To preview or print customer/supplier details To preview the report, from the Company menu, select Print Preview. To print the report, from the Company menu, select Print.

Check Your Progress 1 Bring down the customer/supplier folders that can be printed. Notes: a) Write your answer in the space given below b) Check your answer with th e one given at the end of this Lesson (pp.142) ………………………………………………………………………………………… ………………………………………………………………………………………… ………………………………………………………………………………………… …………………………………………………………………………………………


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7.6 LET US SUM UP 1. The Customer Folder displays all customer details. The Supplier Folder displays all suppliers’ details. 2. You can match any open sales/purchase entry against the corresponding receipts/payments entry. From the Customer Folder/Supplier Folder, you can view the Dues Receivable/Dues Payable Report, Ageing Receivables/Ageing Payables Report, Outstanding Statement, Customer Dues Transaction Analysis Report/Supplier Dues

Check your progress: Model Answers 1. You can preview and print the following customer/sup plier folders i. List of Customers/Suppliers ii. Item Summary iii. Financial Summary Transaction Analysis - Sales/Purchase iv. v. Transaction Analysis - Receipts/Payments vi. Transaction Analysis - Sales Return /Purchase Return Monthly Summary vii. viii. Dues Receivable ix. Ageing Receivable x. Outstandings Statement Customer Statement xi. xii. Ledger

SUGGESTED READINGS/REFERENCES: 1. EX -NEXT GENERATION- Users Guide, Tata Consultancy services,Mumbai


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LESSON 8 –USING SMART FINDER Contents: 8.0 Aims & Objectives 8.1 Introduction 8.2 Filtering Customer Details 8.3 Filtering Supplier Details 8.4 Filtering Item Details 8.5 Filtering Document Details 8.6 Let Us Sum Up

8.0 AIMS & OBJECTIVES After reading this lesson you will be able to understand: 1. Smart finder and its uses. 2. Filtering various details using smart finder.

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) ………………………………………………………………………………………… ………………………………………………………………………………………… …………………………………………………………………………… …………… …………………………………………………………………………………………

8.2 FILTERING CUSTOMER DETAILS Let's say you want the list of customers to whom you've sold more than 50,000 units of an item between October 15 and December 15. You can specify the relevant selection criteria and generate the report.


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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.

8.3 FILTERING SUPPLIER DETAILS Let's say you want the list of suppliers from whom you've bought more than 25,000 units of an item, between October 15 and December 15. You can specify the relevant selection criteria and generate the report. In EX NGN, you can filter details of suppliers, based on the following criteria: Document types - Purchases and Purchase Returns Amount Date Items Item quantity Custom fields Ø To filter Supplier details 1. From the Folders menu, point to Smart Finder and select Suppliers. The Smart Finder-Supplier dialog box appears. 2. Enter the details in the fields. Purchases tab Purchases Select this option to generate a report on the items purchased from suppliers. P urchase Returns Select this option to generate a report on the items returned to suppliers. 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. · · · · · ·


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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.

8.4 FILTERING ITEM DETAILS Let's say you want the list of fragile items (let's say you've defined `fragile' as a custom field) that have sold more than 50,000 units between October 15 and December 15. You can specify the relevant selection criteria and generate the report. In EX NGN, you can filter item details, based on the following criteria: Document types - Sales, Purchases, Sales Returns, and Purchase Returns Customers or Suppliers Date range Item quantity Item value Custom fields Ø To filter Item details 1. From the Reports menu, point to Smart Finder and select Items. The Smart Finder Items dialog box appears. 2. Enter the details in the fields. Item tab Document Type Select a document type - Sales, Purchases, Sales Returns, or Purchases Returns. Quantity/ You can filter on either quantity or value. Value 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 · · · · · · ·


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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. Note If you select Sales as the document type, Quantity represents `Total Sales Quantity' and Value r epresents 'Total Sales Value'. If you select Purchases as the document type, Quantity represents `Total Purchases Quantity' and Value represents `Total Purchases Value'. Customer/Supplier tab Customer/ From the customer/supplier list, select the customers to whom you've sold the items or the suppliers from Supplier whom you've bought the items. From the list box, select an option, and Date Range 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. Custom Field Select the custom fields and the corresponding values. tab 3. Click Find. The Smart Finder report for items, for the criteria specified, appears.

8.5 FILTERING DOCUMENT DETAILS Let's say you want the list of documents of a particular document type, with amount greater than Rs.50,000, and transacted in the last three weeks. You can specify the relevant selection criteria and generate the report.

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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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To filter Document details 1. From the Reports menu, point to Smart Finder and select Documents. The Smart Finder-Document dialog box appears. 2. Enter the details in the fields. Document tab Document Type Select the document type you want. You can select only one document type at a time. Series Select a document series of the document type selecte d. Number From Type the document number from which you want to generate the report. To Type the document number up to which you want to generate the report. Amount tab 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 tab Date Select an option for which you want the report, and select a value (from 1 to 10). The options are: In the previous weeks In the previous months In the previous quarters Custom Date If you select Custom Date, the date fields are made available. From the list box, select an option, and type 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. Account tab Type All the accounts types are, by default, shown selected. Select one or more account types. Accounts Displays the accounts, based on the account type selected. All the · · · ·


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accounts are, by default, shown selected. Select one or more accounts. Item tab Items

Quantity

Click to select the items from the item list. You can select an item, a set of items, or all the items. You can also select the custom fields that you've defined. 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.

Charge tab Type

Select a charge type. If you select Àll,' all the charge types are selected. Categories Displays the charge categories for the charge type selected. Select the charge categories. User Defined Displays the user defined fields that you Fields tab had set up while designing documents. Select the user defined fields and the corresponding values. 3. Click Find. The Smart Finder report for documents, for the criteria specified, appears. Only the System Administrator is authorised to design the document layouts.

8.6 LET US SUM UP 1. Smart Finder helps to filter the information available on customers, suppliers, items, and documents, based on the selection criteria.. 2. Purchases and Purchase Returns, sales and sales return, Amount, Date, Items, Item quantity and Custom field information can be obtained.

Check your progress: Model Answers 1. Smart Finder, is used to 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.

8.7 LESSON END ACTIVITY Prepare the details of 10 customers of a bank and try to fi lter the details based on the criteria listed above.


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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

9.0 AIMS & OBJECTIVES After reading this lesson you will be able to understand: 1.Who is a User. 2.How to set up a user. 3.Modifying the user and deleting it.

9.1 INTRODUCTION A ‘User' represents a person who has access to your company, and is authorized to perform a set of ta sks. 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 g ain 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 àdmin,' and in the Company list box, select the name of the company for wh ich 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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Full Name Password

Type the full name of the user. Type a password for the user. The user must type this password to log on to EX NGN. Confirm Password Re-type the password exactly as you've typed in the `Password' field. Task List tab This tab lists all the tasks that you can assign to a user. Depending on the activities you want a user to perform, you can assign tasks to that user . To Do Assign all the listed tasks C1ick Select All Clear the selection for Click Deselect All assigning a new set of tasks Assign a set of tasks From the task list, select the tasks individually v. 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 Another. Ø To set up Users for multiple companies 1. Log on to EX NGN as the user named 'admin,' and with password àdmin,' and in the Company list box. 2. From the Company menu, select User Manager. The User Manager window appears. 3. Click New. The New User dialog box appears. 4. 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. Full Name Type the full name of the user. Password Type a password for the user. The user must type this password to log on to EX NGN. Confirm Password Re-type the password exactly as you've typed in the `Password' field. Company List tab Companies

Task List

Select the company for which you want to assign tasks to the user.

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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Check Your Progress 1 Who is a User? How you can set up the details of user for a single company? 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.153) ………………………………………………………………………………………… ………………………………………………………………………………………… ………………………………………………………………………………………… …………………………………………………………………………………………

9.3 MODIFYING DETAILS OF A USER After you've set up a user, you may want to assign new tasks, or change the password. You can, at any time, modify the details of users, except the User Name. Ø To modify details of Users for a single company 1. Log on to EX NGN as user named 'admin,' and password àdmin,' and in the Company list box, select the name of the company for which you want to modify the details of users. 2. From the Company menu, select User Manager. The User Manager window appears. 3. Select the user whose details you want to modify, and click Edit. The Edit User dialog box for that appears. 4. Modify the details, and click OK. For information on the fields, see the procedure "To set up users for a single company,". Ø To modify details of Users for multiple companies 1. Log on to EX NGN as user named àdmin' and with password 'admin,' and don't select a company in the Company list box. 2. From the Company menu, select User Manager. The User Manager window appears. 3. Select the user whose details you want to modify, and click Edit. The Edit User dialog box for that user appears. 4. Modify the details, and click OK. For information on the fields, see the procedure "To set up users for multiple companies,".

9.4 DELETING A USER If a user is transferred to another department, or leaves your company, you may assign the tasks that the user performed to another person - You can delete the users you no longer need. Ø To delete a User § In the User Manager window, select the user you want to de lete and click Delete. EX NGN prompts you to confirm the deletion.


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9.5 LET US SUM UP 1. In EX NGN, by setting up a user your financial information is confidential and secure. 2. A user can be set up for a single or multiple companies. 3. A user can be modified and deleted whenever needed.

9.6 LESSON END ACTIVITY Set up a password of your own and see how it works.

Check your progress: Model Answers 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 àdmin,' 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.



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LESSON 10 – ANALYSIS PARAMETERS Contents: 10.0 Aims & Objectives 10.1 Introduction 10.2 Setting up an Analysis Category 10.3 Defining Values for Analysis Categories 10.4 Modifying Details of an Analysis Category 10.5 Deleting an Analysis Category 10.6 Let Us Sum Up

10.0 AIMS & OBJECTIVES After reading this lesson you will be able to understand: 1.Analysis Parameters. 2.How to define an analysis parameter, modify and delete it

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 va lues. You can define `Cost Centre' and Èxpenses' 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 categori es 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

10.2 SETTING UP AN ANALYSIS CATEGORY You can set up any number of analysis categories. For each category, you can have up to five sub-levels, including the main level.


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To set up an analysis category, you need to first define a category, a nd then assign values to it. Defining Analysis Categories You can define analysis categories at the main level and at the sub levels. You can define up to five levels of analysis categories, including the main level. At the main level, you can have any nu mber of analysis categories. However, at each sub- level, you can have only one analysis category. The analysis category at the last level can be tagged to an account or a document.

For example, if you've defined the main level as `Sales Region,' and the s ublevels 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. Ø

1. 2. 3. Ø

1. 2. 3. 4.

To define an Analysis Category at the main level From the Setup menu, select Analysis Categories. The Setup Analysis Categories window appears. Click New Category. A rectangular frame with an insertion pointer appears. In the rectangular frame, type the name of the analysis category. To define an Analysis Category at a sub-level From the Setup menu, select Analysis Categories. The Setup Analysis Categories window appears. Select the analysis category under which you want to define the sub -level. Click Child Category. A rectangular frame with an insertion pointer appears. In the rectangular frame, type the name of the analysis category.

10.3 DEFINING VALUES FOR ANALYSIS CATEGORIES You can define values at the main level and at the sub-levels. The values at each level are the values for the corresponding analysis category. You can define only up to five levels of values. However, you can have any number of values at each level. Ø To define a Value at the main level 1. From the Setup menu, selec t Analysis Categories. The Setup Analysis Categories window appears. 2. Select the analysis category for which you want to specify a value. 3. Click New Value. A rectangular frame with an insertion pointer appears. 4. In the rectangular frame, type the value. Ø

To define a Value at the sub-level


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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.

10.4 MODIFYING DETAILS OF AN ANALYSIS CATEGORY You can modify the analysis categories and values that you've defined. But, if you've tagged the analysis category to an account or a document, you can't modify the analysis category or a value. When you modify an analysis category or a value, the modification is automatically reflected wherever it is tagged. Ø To modify an Analysis Category or a Value 1. From the Setup menu, select Analysis Categories. The Setup Analysis Categories window appears. 2. Select the analysis category or value that you want to modify, and click Edit. A rectangular frame, with an insertion pointer, encloses the selection. 3. In the rectangular frame, type the new name of the analysis category or value.

Check Your Progress 1 1. When you cannot modify an analysis category? Notes: a) Write your answer in the space given below b) Check your answer with the one given at the en d of this Lesson (pp.157) ………………………………………………………………………………………… ………………………………………………………………………………………… ………………………………………………………………………………………… …………………………………………………………………………………………

10.5 DELETING AN ANALYSIS CATEGORY You can delete the analysis categories and values that you no longer need. But, if you've tagged the analysis category to an account or a document, you can't delete an analysis category or a value. Note When you delete an analysis category or a value, all the sub -levels under the category or value are deleted . Ø To delete an Analysis Category or a Value 1. From the Setup menu, select Analysis Categories. The Setup Analysis Categories window appears. 2. Select the analysis category or value that you want to delete, and click Delete


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10.6 LET US SUM UP 1. An analysis category is a criterion that you specify to obtain analytical information on your business operations. 2. We can define up to five levels of analysis categories, including the main level. At the main level, we can have any number of analysis c ategories. However, at each sublevel, we can have only one analysis category. The analysis category at the last level can be tagged to an account or a document.

10.7 LESSON END ACTIVITY Analyse the income and expenditure of a business concern

Check your progress: Model Answers 1. If you've tagged the analysis category to an account or a document, you can't modify the analysis category or a value.



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LESSON 11- DOCUMENT DESIGNER Contents: 11.0 Aims & Objectives 11.1 Introduction 11.2 Starting Document Designer 11.3 Designing a Document 11.4 Saving A Document Layout 11.5 Setting Properties for Fields 11.6 Print Alignment 11.7 Let Us Sum Up

11.0 AIMS & OBJECTIVES After reading this lesson you will be able to understand: 1.Meaning of document and how to design it.

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.

11.2 STARTING DOCUMENT DESIGNER Before designing documents for a company, you need to close the company you're using in EX NGN. For example, if you're using a company named `RK Enterprises,' you must first close that company, and then start Document Designer. Ø To start Document Designer 1. Click the Start button, point to Programs, and then to EX Next Generation, and click Document Designer. The Logon dialog box appears. Note EX NGN provides àdmin' as the default User Name and Password for the SA. You can, however, change the default password.

Selecting the Document Type EX NGN provides 12 document types. If you want to design a special document type that EX NGN does not prov ide, you can do so under Òthers'. Here are the document types that EX NGN provides.


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Receipts

An acknowledgement of money received (in cash or by cheque), usually from a customer. Payments Money you have paid (in cash or by cheque), usually to a supplier. Sales Goods sold to a customer. Purchase Goods bought from a supplier. Sales Goods that a customer returns to you. You Returns can record the reasons as a narration. Purchase Goods that you return to your supplier. Returns You can record the reasons as a narration. Cash/Bank All transactions that you have had with Transactions your banks, and all cash and cheque transactions. Deposits Deposits (in cash or by cheque) in your bank accounts. Withdrawals Withdrawals (in cash or by cheque) from your bank accounts. Transfers Money transferred from one bank account to another. Journal Vouchers Documents that record journal entries. Others A special document in which you may want to record transactions. Each document type can have several documents designed under it, for indicating .the kind of transaction to be recorded. For example, under `Sales,' you can design documents such as `Sales on cash' and `Sales on credit'. Each document is unique, as the information you enter in the document is different. Ø

To select the Document Type 1. From the Company menu, select New Document. The New Document dialog box appears. 2. Choose the tab of the document type for which you want to design a document layout. The default layout for the document type is shown selected. You can, however, modify the default layout. 3. Click OK. The document layout window for the selected document type appears.

11.3 DESIGNING A DOCUMENT The Document Designer window is where you design your document. The main tasks for designing a document are: § Defining Document Properties § Setting Up Fields § Selecting Fields § Moving Fields § Resizing Fields § Aligning Fields § Deleting Fields § Setting the Tab Order § Zooming In and Zooming Out of the Document Layout, page § Saving Document Layout


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Check Your Progress 1 What are the main tasks for designing a document? Notes: a) Write your answer in the space given below b) Check your answer with t he one given at the end of this Lesson (pp.182 & 183) ………………………………………………………………………………………… ………………………………………………………………………………………… ………………………………………………………………………………………… ………………………………………………………………………………………… Defining Document Properties While designing a document layout you can define properties such as the document margins and orientation, and the header and line accounts you want to tag to the document. Selecting a Header Account Based on the document type, you can select the following account types as header accounts: § Customer § Customer/Supplier § Credit Card (Sales) § Credit Card (Purchases) § Cash § Bank The header accounts you select are displayed when you enter details in a document. Ø To select a Header Account 1. From the Layout menu, select Properties. The Edit Properties dialog box appears. 2. Choose the Header Accounts tab. 3. Select the header accounts. 4. Click OK. Note Selecting a header account is mandatory. Selecting a Line Account Based on the document type, you can specify the following account types as line accounts: § Asset § Liability § Income § Expense § Customer § Supplier § Customer-Supplier § Credit Card (Sales)


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Credit Card (Purchases) § Cash § Bank The line accounts you select are displayed when you enter details in a document. Ø To select a Line Account, 1. From the Layout menu, select Properties. The Edit Properties dialog box appears. 2. Choose the Line Accounts tab. 3. Select the line accounts. 4. Click OK. Note Selecting a line account is mandatory. Setting Up Page Size, Orientation, and Margins EX NGN provides default settings for the page size,, orientation, and margins of the document. If you want to make changes to the settings, you can do so at any time. However, if you know the settings you want, we recommend that you define the options before you start designing the document. The positioning of fields, and the size of the item table depend on the page size and margins of the document. Page Size You can select one of the standard paper sizes listed, or customise the paper size to suit your requirement. If you are customising, make sure that your printer can feed the customised paper size through its mechanism. Orientation Pages can be oriented vertically (portrait), or horizontally (landscape). The following figure illustrates the orientation. Margins Margins determine the distance between the text and the edges of the paper. You can set the top, bottom, left, and right margins for a document. Ø

To set up page size and orientation 1. From the Layout menu, select Properties. The Edit Properties dialog bo x appears. 2. Choose the Page Setup tab. 3. Enter the details in the fields, and click OK. Layout Size Select the paper size. Height Displays, by default, the height of the paper size. You can, however, increase or decrease the paper size. Width Displays, by default, the width of the paper size. You can, however, increase or decrease the paper size. Portrait If you want the layout to be oriented vertically, click Portrait. Landscape If you want the layout to be oriented horizontally, click Landscape. Ø To set up margins and define Document background colour 1. From the Layout menu, select Properties. The Edit Properties dialog box appears.


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2. Choose the Margin Setup tab. 3. Specify the top, bottom, left, and right margins. 4. If you want to define the background colour, click Change. The Color dialog box appears. 5. Select a colour, and click OK. 6. Click OK. Selecting the Save Option After you design a document, you'll want to enter transaction details in the document. When you open the document in EX NGN, sometimes the document layout may not appear the way you had designed it. In such cases, you'll have to close EX NGN and start Document Designer to recover the layout. You can recover the layout (fully or partially), depend ing on the save option you had specified at the time of designing the document layout. For information about recovering a document layout, see "Recovering the Document Layout," page 357. Ø To select the Save Option 1. From the Layout menu, select Propertie s. The Edit Properties dialog box appears. 2. Choose the Save Option tab. 3. Select an option, and click OK. Full Save Select this option to recover all properties specified in the Field Properties box. Partial Save Select this option to recover all properties, except user-defined properties such as Background Color, Font, and Print Flag.

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 c an 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 fie lds 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. Use this field Account Balance Amount in Words Company Address Company Fax Company CST Number Company E-mail Company Name Company Phone Company SST Number Credit Limit Delivery Challan Date Delivery Challan Number Document Date Document Number

Due Date Header Account Narration Purchase Order Date Purchase Order Number Reference Document Date Reference Document Number Sales Order Date

TO Display the balance amount of the header account. Display the grand total amount in words. Display the address of the company for which you are entering document details. Display your company's fax number. Number Display your company's central sales tax registration number. Display your company's e-mail address. Address Display your company's name. Display your company's telephone number. Number Display your company's state sales tax registration number. Display the maximum amount you can extend as credit to the account. Enter the date specified in the delivery challan. Type the number specified in the delivery challan for items delivered. Enter the date of the transaction. Display the number of the document. The document number is displayed in the following format: Doc. Type Code - Doc. Series - Doc. No. - Doc. Letter. The document series number can be generated by the system on a daily, monthly or yearly basis, or manually, according to the property you specify for the field. For more information, see `Series Type' under "Properties Specific to Some Fields," page 354. Enter the due date. Display the name of the header account. Type a narration for the transaction. Enter the date specified in the purchase order. Type the number of the purchase order.

Enter the date specified in the reference document. Type the number specified in the reference document. Enter the date specified in the sales order.


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Sales Order Number Sales Person User Defined Field

Communication Billing address Contact Name Custom Fields

Type the number of the sales order. Type the name of the sales person. Record details other than the default fields that EX NGN provides. This field can take values of type - string, numeric, date, and amount. Display the address to which the bill is to be sent. Display the name of the contact person for the account. The custom fields defined for accounts are contained in this sub-category. Display the address to which the goods are to be sent.

Shipping Address Table The details entered in the table depend on the nature of the transaction. For example, for a sales or purchase transaction, you enter details such as: § Item that you are transacting on, or a narration § Quantity of item (sold or purchased) § Unit of item (sold or purchased) § Sales rate or purchase rate of each unit § Total amount (Item.Quantity * Item. Rate) 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. Display the amount for the transaction. The amount is the Amount quantity transacted multiplied by the rate per unit. Credit Amount Type the credit amount. Debit Amount Type the debit amount. Description Display the des cription 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

Table User Defined Field Unit

Display the rate per unit of the item, as defined while setting up the item. Record details other than the default fields that EX NGN provides. This field can take values of type -string, numeric, amount and date. 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. Use this field Grand Total

TO Display the grand total of the amounts in t h e Amount column of the table. Sub Total Record details other than the default fields User Defined Field that EX NGN provides. This field can take values of type string, numeric, amount and date. Total Credit Display the total credit amount. Total Debit Display the total debit amount.

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 ta ble, 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. Use this field CST Discount Excise Freight Octroi

To Display the central sales tax for the item calculate d at the rate you had defined. Display the discount specified for the item calculated at the rate you had defined. Display the excise duty for the item calculated at the rate you had defined. Display the freight charges for the item calculated at the rate you had defined. Display the octroi for the item calculated at the rate you had defined.


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Use this field Others SST VAT

To Display the charge amount payable for a charge you have specified. The amount is calculated at the rate you had defined. Display the state sales tax for the item calculated at the rate you had defined. Display the value added tax for the item calculated at the rate you had defined.

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. Use this field Cheque Date Cheque Number Drawn on Bank

To Enter the date specified on the cheque. Type the cheque number. Type the name of the bank on which the cheque is drawn.

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. Use this field To Display your company's logo. Logo Page Number Display the page number. Rectangle Insert a rectangular box. Insert a text box. Text Ø To display the Field List box § From the View menu, select Field List. The Field List box appears.

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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To select non-adjacent fields § Press the SHIFT key, and keeping the key pressed, click the fields you want to select. Ø

To deselect fields from a selected group After you have selected a group of fields, you can deselect one or more fields from the selection. For example, after selecting five fie lds you realise that you want only three of them, you can remove the two fields you do not want. § Press the SHIFT key, and keeping the key pressed, click the fields you want to deselect.


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Viewing the Ruler You can use the ruler as a reference for setting up, moving, and resizing fields. For example, if you want to set up a field of dimensions 5 cm by 1 cm, you can view the ruler, and size the field accordingly. Ø §

To view the Ruler In the View menu, select Ruler. The Ruler appears.

Moving Fields You can move one or more fields from one position in the document to another to arrange the fields in a layout. Ø

To move a field to another position When you move a field, be careful not to drag any of the sizing handles. When you release the mouse button after moving a field, the sizing handles are displayed.

Resizing Fields You can resize the fields to the dimensions you want. For example, you can m ake the field ‘Company Name’ larger than the other fields.

Changing the Size of a Field You can change the size of a field to the dimensions you want. To change the size of a field 1. Select the field for which you want to change the size. 2. Position the mouse pointer on a sizing handle. The pointer becomes a bi directional arrow. 3. Click the mouse button, and keeping the button pressed, drag the handle until the field is stretched to the size you want. The corner handle resizes the field, both in height and width. The side handle resizes the field in one direction. 4. Release the mouse button. The field resizes accordingly.

Resizing Fields to the Grid If you had resized the fields while the Snap -to-Grid command was deselected, your fields may be differently sized. You can uniformly resize them to the grid. To resize fields to the grid 1. Select the field you want to resize to the grid. 2. From the View menu, select Grid. The grid appears. 3. From the Format menu, select Snap-to-Grid. 4. Stretch the sizing handle of the border you want to resize, in the desired direction. The selected border is resized to the grid.

Resizing Fields to a Reference Field You can resize fields of different sizes to a uniform size.


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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. Ø

To resize fields to a reference field 1. Select the fields you want to uniformly size . 2. From the Format menu, do one of the following: § To make the width of all the fields the same as the width of the reference field, point to Make Same Size, and click Horizontal. § To make the height of all the fields the same as the height of the refe rence field, point to Make Same Size, and click Vertical.

Resizing Fields to the Largest or the Smallest Field in a Selection You can resize fields to the largest or the smallest field in a selection. Ø

To resize fields to the largest or smallest field in a selection 1. Select the fields you want to resize. 2. From the Format menu, do one of the following: § § § §

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.

Editing Grid Settings You can edit the grid settings to align or resize the fields to a specific interval. You can also specify the grid style and colour. Ø

To edit grid settings 1. From the Layout menu, select Grid Settings. The Grid Settings dialog box appears. 2. Enter the options. Grid Style Grid Interval

Select the style in which you want the grid to appear on screen. For example, if you want only dots, select `Dots only'. 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.

Aligning Fields to the Grid, or to Each Other You can improve the appearance of a document by ensuring that the fields in the same row are aligned horizontally, and those in the same column are aligned vertically. You can align fields to the grid, or to each other. Ø

To align a field to the Grid 1. Select the field you want to align to the grid. 2. From the View menu, select Grid. The grid appears. 3. From the Format menu, select Snap-to-Grid. 4. Move the field in the desired direction. The left border aligns with the grid. Ø

To align fields to each other When you align fields to each other, select only those fields that are beside each other, or one above the other. EX NGN will align the selected fields with the field selected last. 1. Select the fields you want to align. 2. From the Format menu, point to Align, and select an option. Left

Right Top Bottom

Aligns the fields with the left border of the field s elected last (for fields one above the other). Aligns the fields with the right border of the field selected last (for fields one above the other). Aligns the fields with the top border of the field selected last (for fields beside each other). Aligns the fields with the bottom border of the field selected last (for fields beside each other).

Spacing Fields Evenly After carrying out tasks such as setting up, moving, resizing and aligning fields, some of them may be too close to each other, and a few others far apart. You can space the fields evenly. Ø

To space fields evenly 1. Select the fields you want to space evenly. (Select at least three fields.) 2. From the Format menu, do the following: § To make the horizontal spacing between the fields equal, point to Space Evenly, and click Horizontally. § To make the vertical spacing between the fields equal, point to Space Evenly, and click Vertically.


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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 d elete. 2. From the Layout menu, choose Delete Control.

Setting the Tab Order Using the keyboard, you can move from field to field using the TAB key. While entering details in a document, you may want to move from one field to the next in a sequence. To specify the sequence, you need to set the tab order. Fields in which EX NGN automatically pick- s up the details are not included in the tab order. If you add new fields to the document layout, these fields are placed last in the sequence. You can, however, set a new tab order. Ø

To set the tab order 1. In the Layout menu, select Tab Order. The existing tab order is displayed. 2. Double-click the field you want to enter first, and then click the other fields in the sequence you want to enter.

Zooming In and Zooming Out of the Document Layout Document Designer, by default, displays a document layout at magnification. But, you can change the magnification level to 75% or 50%. Ø §

100%

To specify the magnification level From the View menu, point to Zoom, and click the magnification level at which you want to view the document layout.

11.4 SAVING A DOCUMENT LAYOUT You need to save the layout of each document that you design. You must give a name for the document, and specify the document type. Ø

To save a Document Layout 1. From the Company menu, select Save. The Save Layout dialog box appears. 2. Type the details in the fields, and click OK. The following table explains the fields. Document Name

Document Type

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. Type a short name for the document type. Do not type the name of an existing document type.

11.5 SETTING PROPERTIES FOR FIELDS Now that you've learnt how to set up fields in your document, define their size, and decide on their position, the next step is to set properties for fields.


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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 y ou 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.

Field Properties Box You can set properties for all the fields in the d ocument. The properties listed in the Field Properties box vary according to the field selected. For example, when you select a field related to date, the property `Date Format' is listed in the Field Properties box. This property is not listed for a field such as Contact Name. Ø §

To display the Field Properties box In the View menu, select Field Properties. The Field Properties box appears.

Ø

To view properties of fields 1. In the View menu, select Field Properties. The Field Properties box appears. 2. Select the field for which you want to view the properties. The properties for the selected field are displayed. Ø

To change properties of fields 1. Select the field for which you want to change the properties. 2. In the View menu, select Field Properties. The Field Properties box displays the property names and their corresponding values for the selected field. 3. Click the property name for which you want to change the value. If this happens A list box appears

Do this Click the list box to display the options, and select an option A button with ellipsis (...) Click the button to display appears the dialog box options, and select the options The cursor moves to the Delete the existing value, and type the new value. value field 4. Enter a new value for the property. 5. Press ENTER. EX NGN saves the changes.


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Properties Common to All Fields The properties common to all the fields in a document are: § Name § Font § X Position § Y Position § Width § Height § Print Alignment § Print Flag

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 als o ‘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 f ormat, 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 o f 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 The default attributes for the fields are: Arial Font type Font style Regular


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Font size Effects Font colour -

9 None Black

Ø

To define a font for a field 1. Select the field for which you want to define a font. 2. In the View menu, select Field Properties. 3. Click Font. 4. Click the button. The Font dialog box appears. 5. Select the options, and click OK.

X Position and Y Position 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 millimetres. 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. When you type a new value for: § X Position, the field moves horizontally in relation to the left margin § Y Position, the field moves vertically in relation to the top margin

Check Your Progress 2 What is meant by X Position and Y position? 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.182 & 183) ………………………………………………………………………………………… ………………………………………………………………………………………… ………………………………………………………………………………………… …………………………………………………………………………………………

Width and Height The Width and Height properties indicate the width and height of the field, in millimetres.


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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.

11.6 PRINT ALIGNMENT You can align the text in the field to the left, centre or right. The text is printed in the manner in which it is aligned, and exactly as shown on screen. Ø

To align the text in a field 1. Select the field for which you want to align the text. 2. In the View menu, select Field Properties. 3. Click Print Alignment. 4. Click the list box. The alignment options are displayed. 5. Select an option. Left Centre

Right

Aligns the text in the field to the left margin of the field. Aligns the text in the field to the centre, in relation to the left and right margins of the field. 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 Ø

To indicate the pages on which you want the field to be printed 1. Select the field for which you want to specify the pages on which it should be printed. 2. In the View menu, select Field Properties. 3. Click Print Flag. 4. Click the list box. The print flag options are displayed. 5. Select an option.

All Pages No

The field is printed on all the pages of the document. 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 Last Page

The field is printed only on the first page of the document. The field is printed only on the last page of the document.

Properties Specific to Some Fields Some fields in the document have properties that are specific to them. The Field Properties box lists these properties after the properties that are common to all fields. 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. Ø

To set the background colour for label fields and tables 1. Select the label field or table for which you want to set the background colour. 2. In the View menu, select Field Properties. 3. Click Background Color. 4. Click the button. The color dialog box appears. 5. Select a colour, and click OK.

Caption You can change the caption of the columns in a table. Ø

To change the caption of a column 1. Select the column for which you want to change the caption. 2. In the View menu, select Field Properties. 3. Click Caption. 4. Delete the caption, and type the new caption.

Captions Visible You can view or hide the captions in a table, on screen, and in print. Ø

To view or hide captions in a table 1. Select the table. 2. In the View menu, select Field Properties. 3. Click Captions Visible. 4. Do one of the following: § If you want the captions to be visible, click Yes. § If you don't want the captions to be visible, click No.

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.


177 Ø

To view or hide columns in a table 1. Select the you want to view or hide. 2. In the View menu, select Field Properties. 3. Click Column Visible. 4. Do one of the following: § If you want to view the columns, Click Yes. § If you want to hide the columns. Click No.

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. Ø

To set the date format 1. Select the date field for which you want to specify the date format. 2. In the View menu, select Field Properties. 3. C1ickDateFormat. 4. Click the button. The Date Format dialog box appears. 5. Enter the options.

Format Long

Short

Order MDY DMY YMD

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. Select this option to specify date, month, and year. The order of date, month, and year depends on the order that you've selected.

Select this option to specify the date in the order - month, date, and year. Select this option to specify the date in the order - date, month, and year. Select this option to specify the date in the order - year, month, and date.


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Day Leading Century Day Format

Month Format

Separator

Zero Select this option to include a zero before a single digit date. For example, 07, instead of 7. Select this option to specify all four digits of a year. For example, 2005, instead of 05. 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. 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. 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.

For example, Separator 1 separates the day and the order in which the date, month and year have been specified. 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’. Ø

To display the Enter Formula dialog box You need to access the Enter Formula dialog box to define the formula. 1. Select the Charge Type or User Defined Field for which you want to define the formula. 2. In the View menu, select Field Properties. 3. Click Formula. 4 Click the button. The Enter Formula dialog box appears. Ø

To enter the formula The procedure for entering a formula is explained with an example. Let's say you want to define the formula for the CST column as ‘Quantity* CST Rate/100’. Do the following: 1. In the Enter Formula dialog box, click Quantity. The formula box displays {Item Quantity}. 2. Click the operand *. The formula box displays {Item.Quantity}* 3. Click CST Rate. The formula box displays { Item.Quantity }* { Item.CST Rate } . 4. Click the operand/. The formula box displays {Item.Quantity} * { Item.CST Rate)/. 5. Click 100, using the numer ic pad. The formula box displays {Item.Quantiry}* {Item.CSTRate }/100. 6. Click OK. The formula is displayed in the Field Properties box.


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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 Horizontal Both None

Select this option to have vertical grid lines in the table. Select this option to have horizontal grid lines in the table. Select this option to have both vertical and horizontal grid lines in the table. Select this option if you do not want grid lines in the table.

Header Background You can define the background colour for table headings. Ø

To define the background colour for table headings 1. Select the table for which you want to define the background colour for the table headings. 2. In the View menu, select Field Properties. 3. C1ickHeaderBackground. 4. Click the button. The Color dialog box is displayed. 5. Select a colour, and click OK.

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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2. In the View menu, select Field Properties. 3. Click Print Flag. 4. Do one of the following: § If you want to print on all pages, click Yes. § If you don't want to print on all pages, click No.

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. Ø

1. 2. 3. 4.

To specify the string length Select the user defined field. In the View menu, select Field Properties. Click String Length. Delete the existing value, and type the new value.

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. Ø

To set the OF type 1. Select the UDF field for which you want to set the UDF type. 2. In the View menu, select Field Properties.


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3. Click UDF Type. 4. Click the list box. The options are displayed. 5. Select an option. String Numeric Date

Amount

Select this option to enter text as a value. When you select ‘String’ the property ‘String Length’ is added to the list of properties. Select this option to enter a number as the value. When you select ‘Numeric’ the property ‘Formula’ is added to the list of properties. Select this option to enter a date. When you select ‘Date’ the property ‘Date Format’ is added to the list of properties. Select this option to enter an amount as a value. When you select ‘Amount’ the property ‘Formula’ is added to the list of prop erties.

Modifying the Document Layout After designing a document, let's say, you want to resize some fields, or modify their properties. You can, at any time, modify a document layout. But, after you have entered transaction details in the document, you can't add charge type fields, or modify the properties of charge type fields in a document layout. Ø

To modify a Document Layout 1. From the Company menu, select Modify Document. The Modify Document dialog box appears. 2. Choose the tab of the document ty pe for which you want to modify the document layout. 3. Select the document layout you want to modify. 4. Click OK.

Deleting the Document Layout You can delete the document layouts that you no longer need. But, if you have entered transaction details in the document, you can't delete a document layout. Ø To delete a Document Layout 1. From the Company menu, select Delete Document. The Delete Document dialog box appears. 2. From the document type list, choose the document layout you want to delete. 3. Click Delete. EX NGN prompts you to confirm the deletion.

Recovering the Document Layout If the document designed is corrupted, you can recover the layout (fully or partially), depending on the save option you had specified while designing documents. . Ø

To recover the Document Layout 1. From the Company menu, select Recover Document. The Recover Document dialog box appears. 2. Select the document layout you want to recover.


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3. Click Recover. The recovered document layout is displayed.

Logging off Document Designer After designing a document, you can: § Close the company § Log off Document Designer § Exit Document Designer 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. When you exit Document Designer, you quit the program. Ø To close the Company § From the Company menu, select Close. Ø To log off Document Designer § From the Company menu, select Log off. Ø To exit Document Designer § From the Company menu, select Exit.

11.7 LET US SUM UP 1. 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. 2. The Document Designer window is where you design your document. The main tasks for designing a document are: a. Defining Document Properties b. Setting Up Fields c. Selecting Fields d. Moving Fields e. Resizing Fields f. Aligning Fields g. Deleting Fields h. Setting the Tab Order i. Zooming In and Zooming Out of the Document Layout, page j. Saving Document Layout

Check your progress: Model Answers 1. The main tasks for designing a document are: Defining Document Properties i. ii. Setting Up Fields

Accountancy

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