Photocopier Guide

This Customisation is for the company who provide service on photocopier Machine

Sample Database

History New/Updates/Changes

Fixed zitemcode sometime not deleted after save. Add Copy Description2 & Project info from QT. 28 Aug 2025

Fixed Tax code not copy to Invoice Add report format Sales Invoice 8 (SST 2)-For Package 20 Aug 2025

Add Itemcode zRental Add Option for No Check Expire Agreement at Quotation Remove Use of UDF_MthlyCharge & UDF_AddFees Add Use itemcode zRental & zAddFees Change use From using IV DocDate to IV DeliveryDate for Current Reading-Date 07 Apr 2025

Add Option At QT for Rebate Round Up/Round Down 12 Sep 2018

Enable support by Packages for Free & Spoil Qty/Copies Enable support Min Charges 22 May 2018

Fixed Invoice Seq keep moving 29 Mar 2018

Fixed Unable to save Invoice if document is transfer from other Document when had GST 08 Mar 2018

Should allow append Current Reading same as previous Reading. 22 Feb 2018

Fixed Current Reading less then previous Should not append. Enable copy Quotation Detail Fields

• Description3
• Remark1
• Remark2
• Project
• Location
• Disc
• Tax
• TaxInclusive 19 Oct 2015

Fixed upgrade to Version 721 error. 03 Jul 2015

Fixed Unable to save Invoice if document is transfer from other Document

Modules Required

• DIY Script
• DIY Field

Settings

Sales Quotation

Menu: Sales | Quotation...

• 1 Quotation is for 1 Customer Profile
• Can Keep a lot of Machine (unlimited)
• Use Doc No S-XXXX as the Setting - To avoid mix with actual use of Quotation
• Can use same itemcode for Different Reading

• Minimum UDF Fields Required (Header Fields)

Field	Description
UDF_RebateRoundUD	Rebate Calc to Round Up or Round Down; Tick: Round Down; UnTick: Round Up

• Minimum UDF Fields Required (Item Fields)

Field	Description
Delivery Date	Contract Expiry Date
UDF_CMR	Current Meter Reading
UDF_DOCDATE	Current Reading Date; Norm is Invoice Date
UDF_QTY	Current Qty Charge
UDF_REBATE	Rebate Qty or %
UDF_MTHLYCHARGE	Fixed Monthly Charges
UDF_FREEQTY	Free Qty
UDF_ADDFEE	Additional Fixed Fee Charges

• Minimum UDF Fields Required (Header Fields)

Name	Data Type	Size	Sub Size	Caption	Required	Default Value	Display Format
RebateRoundUD	Boolean			UDF_RebateRoundUD	False	0	False

• Minimum UDF Fields Required (Items Fields)

Name	Data Type	Size	Sub Size	Caption	Required	Default Value	Display Format
CMR	Integer			UDF_Current Reading	False	0	#,0;-#,0
DocDate	Date			UDF_Current Reading-Date	False
Qty	Integer			UDF_Current Qty Charge	False	0	#,0;-#,0
Rebate	String	50		UDF_Rebate	False
MthlyCharge	Currency			UDF_Monthly Charge	False	0	#,0.00;-#,0.00
FreeQty	Integer			UDF_Free Qty	False	0	#,0;-#,0
AddFees	Currency			UDF_AddFees	False	0	#,0.00;-#,0.00

Maintain Stock Item

Menu: Stock | Maintain Stock Item...

• Need to keep 2 itemcode for 1 same item(physically)

• 1 for Norm Itemcode with Stock Control

• 1 for Non-Stock ItemCode for Meter Reading

• See example MACH_CANNON1(Norm Itemcode) & CANNON1(Meter Reading)

• Below is for By Packages Only

ItemCode	Description	Quotation Detail Field Used
zFreeQty	For Free Qty	UDF_FreeQty & UnitPrice
zSpoil	For Spoil Copies	UDF_Rebate & UnitPrice
zMinCharge	Minimum Charges	UnitPrice

Sales Invoice

Menu: Sales | Invoice...

• Will Check Expiry Date - Auto Untick the selection if Expired
• Auto Get Previous Meter Reading & Monthly Charge
• Will update Current Meter Reading, Current Qty Charge to Sales Quotation By ItemCode

Field	Description
No. of Copies	Current Meter Reading - Previous Meter Reading
Rebate	It can be in % or Qty
Qty Charges	No. of Copies - FOC Qty - (No. of Copies * Rebate)
Amount Charges	(Qty Charges * Unit Price) + Add Fees + Monthly Charge (if No. of Copies > FOC Qty); Add Fees + Monthly Charge (if No. of Copies <= FOC Qty)

• Below is the field relation between Sales Quotation & Sales Invoice

Invoice Field	Quotation Field
ItemCode	ItemCode
Description	Description
Description2	Description2
Description3	Description3
Remark1	Remark1
Remark2	Remark2
Project	Project
Location	Location
UDF_PMR	UDF_CMR
UDF_CMR	Meter Reading enter by user
UDF_Rebate	UDF_Rebate
UDF_FreeQty	UDF_FreeQty
UDF_MthlyCharge	UDF_MthlyCharge
UDF_AddFees	UDF_AddFees
UOM	UOM
UDF_UnitPrice	UnitPrice
Disc	Disc
Tax	Tax
TaxInclusive	TaxInclusive
UDF_PMRDate	UDF_DocDate
UDF_Qty	Calculated based on formula above
Amount	Calculated based on formula above
UDF_FromDocNo	DocNo

• Minimum UDF Fields Required (Header Fields)

Name	Data Type	Size	Sub Size	Caption	Required	Default Value	Display Format
RebateRoundUD	Boolean			UDF_RebateRoundUD	False	0	False

• Minimum UDF Fields Required (Items Fields)

Name	Data Type	Size	Sub Size	Caption	Required	Default Value	Display Format
PMR	Integer			UDF_Previous Reading	False	0	#,0;-#,0
CMR	Integer			UDF_Current Reading	False	0	#,0;-#,0
FreeQty	Integer			UDF_FreeQty	False	0	#,0;-#,0
Rebate	String	50		UDF_Rebate	False
MthlyCharge	Currency			UDF_Monthly Charge	False	0	#,0.00;-#,0.00
SubTotal	Currency			UDF_SubTotal	False	0	#,0.00;-#,0.00
Qty	Float	10	4	UDF_Current Qty Charge	False	1	#,0;-#,0
UnitPrice	Float	10	4	UDF_UnitPrice	False	0	#,0.000;-#,0.000
AddFees	Currency			UDF_AddFees	False	0	#,0.00;-#,0.00
FromDocKey	Integer			UDF_FromDocKey	False	0
FromDtlKey	Integer			UDF_FromDtlKey	False	0
PMRDate	Date			UDF_PMRDate	False
FromDocNo	String	20		UDF_FromDocNo	False

Steps

Menu: Sales | Invoice...

1. Select Customer.
2. Click 1. Get Price button.
3. Enter the Current New reading for each machine
4. Click Post button after done.

FAQ

How I list out all the Expired Agreement?

1. Click Sales | Outstanding Sales Document Listing.
2. Untick Doc Date
3. Tick Delivery Date
4. Enter the Range Date
5. Click Apply

How system check the Expire Date?

It will Auto Tick if Expire Date > CurrentWorkingDate OR Expire Date is Empty

How system calculate the Minimum Charges?

System will use Balancing Method to Calculate the Minimum Charges. Eg Min. Charge RM 300

A. Machine Usage RM 6.86 B. Free Copy RM 2.50 C. Spoil Copy RM 0.14 D. Total before Min Charges (A - B - C) RM 4.22 E. Min. Charge (RM 300 - D) RM 295.78