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Master Data

General Ledger (Maintain Chart of Account)​

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Watch the tutorial video here: YouTube

  1. Creating a New Account

    1. Select GL | Maintain Account | Select category (e.g. Fixed Assets) | New

  2. Enter the GL Code and Description (alphanumeric characters are acceptable).

  3. Check the Special Account Type if applicable, e.g., if the account belongs to the Accumulated Depreciation Account (Fixed Assets).

    1. Click OK. Your new account is now created.

    new-account-code

    special-acc-type

  4. Creating a Sub Account

    1. Point to the parent account (e.g. Cash at Bank)

    2. Follow the same steps from 2.1.1 Create New Account

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    You are allowed to create an unlimited number of sub-accounts. Point to any account and add a sub- or sub-sub-account.

Maintain Customer​

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Watch the tutorial video here: YouTube

There are four main tabs under Maintain Customer. Let's create a new customer and look at each tab one by one.

Create New Customer​

  1. Customer | Maintain Customer | New

  2. Enter the customer’s name and other information as appropriate.

General (Maintenance)​

  1. You can categorize your customers into different groups (e.g., category, agents, area). To create a new agent or area, refer to the steps below:

    maintain-agent

  2. You can also add multiple billing and delivery addresses (unlimited).

  3. There are different options for viewing customer aging and customer statements.

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    1. Customer Statement

      • Brought Forward: Summary Statement

      • Open Item: Detail Statement

    2. Customer Aging
      • Invoice Date: based on IV Date
      • Due Date: Based on after due date (terms)

    maintain-customer-1

    maintain-customer-2

Advance Credit Control (*Pro Package Inclusive)​

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You can set the credit limit and overdue limit amounts, and block certain transaction entries for specific customers. This applies to the following documents: Quotation (QT), Sales Order (SO), Delivery Order (DO), Invoice (IV), Cash Sales (CS), and Debit Note (DN).

We can also set once exceed limit & overdue limit,

  1. Unblock – No restrictions.

  2. Block – Blocked for all users.

  3. Override – Certain users with access rights can enter their username and password to override.

  4. Suspended – Blocked with a suspended message.

Tax​

If the customer provides a certificate exemption number, fill in parts A and B as shown below.

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tax-2

Maintain Supplier​

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Maintain Supplier is a mirror of Maintain Customer; please refer to Maintain Customer.

Additional features: GIRO (beta version).

Refer to the GIRO module PDF for more information.

Maintain Stock Group​

Allows the user to set default account posting for a particular group of items.

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Watch tutorial video here: Stock Maintain Stock Item

  1. Stock | Maintain Stock Group | New

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  2. You can enter your code and description. You can also assign your costing method, e.g., FIFO, Weighted Average, or Fixed Cost.

  3. Assign the accounts accordingly for sales, cash sales, sales returns, purchases, cash purchases, and purchase returns.

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    In this case, you can create a different stock group for a different costing method, to apply on a different item code.

Maintain Stock Item​

Allows the user to maintain items or services provided by the business.

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Watch tutorial video here: Stock Maintain Stock Item

  1. Stock | Maintain Stock Item | New

    maintain-stock-item

  2. You can enter your code and description.

  3. You can assign your item to a group (see 2.4 Maintain Stock Group to create a new group)

  4. You can set the Base UOM as the default/smallest unit of measurement. Ref Cost and Ref Price are used as the default purchase and sales prices.

  5. We group Reorder Level, Reorder Qty, and Lead Time together. These settings allow you to pre-set all details, so if the stock quantity drops to the reorder level a report is generated as a reminder to reorder.

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    Reorder Level = When stock balance drops to a certain level, system will be able to prompt you to re-order your stock

    Reorder Qty = The quantity you wish to reorder when you print reorder advice report

    Lead Time = The number of days required for your stock item to arrive.

    Output Tax = Default output tax code for an item (only needs to be defined if different from the system default output tax in Tools | Option | Customer)

    Input Tax = Default input tax code for an item (only needs to be defined if different from the system default input tax in Tools | Option | Supplier)

    If you pre-set tax codes in both Customer and Stock Item, the system will use the Maintain Customer tax code first, followed by the Stock Item tax code.

  6. You can set MIN PRICE, so your sales personnel won’t sell below the minimum price.

  7. Multiple UOM is useful for different packaging, as illustrated by the scenario below:

    Scenario A:

    Suppose you sell blue pens that have different packaging. You can sell by pcs, box, or carton. You can pre-set them like this:

    maintain-stock-item-scenario

    As shown above, there are different Units of Measurement (UOM) and different rates.

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    Base Rate = PCS = 1

    Box = 10 PCS

    Carton = 24 PCS