Trading businesses need an ERP with industry-specific features and capabilities to manage, automate, track, collaborate and connect every step in a dynamic process, with purchase order, goods received, invoice, sales return, payment, receipt etc.

2.Available Modules

• Procurement Management
• Inventory Management
• Sales Management
• Financial Management 
• Fixed Assets
• Reports

3.Initial Set Up

All the initial things handle by set up menu. It consists with item creation, accounts creation, address creation, location creation, item category (item group) creation, give user permission, set item prices and etc.

All the Items can be Created by using “Item Management”. Basic types of items are Raw materials, Semi-finished goods, finished goods, packing material, stationary, consumable item, service item, fixed assets and etc. 

Finished Goods

These are the final products after manufacturing process on raw materials. They were sold in the market. There are two kinds of manufacturing industries.

Packing Material

Packing material is the inventory that used for packing of goods. It can be primary and secondary packing. Primary packing is the packing without which the goods are not usable. Secondary packing is the packing done for convenient transportation of goods.

Semi-Finished Goods

These are the partly processed raw materials lying on the production floor. They may or may not be saleable. These were also called work in progress items.

Raw Material

These are the materials or goods purchased by the manufacturer. The manufacturing process is applied to the raw material to produce desired finished goods. Finished goods for someone can be raw material for someone.

Stationary

Stationery is a mass noun referring to commercially manufactured writing materials, including cut paper, envelopes, writing implements, continuous form paper, and other office supplies. 

Consumable Item

Consumable items would be posted as a day-to-day running cost of your business, so they reduce its profit in the profit and loss account.

Examples of consumable items:

• batteries
• computer cables
• calculators
• envelopes
• whiteboard markers
• printer paper

 Service Item

A service is something that anyone needs, such as transport, communications facilities, electricity, which is provided in a planned and organized way by the government or an official body.  

Fixed Assets

Assets which are purchased for long-term use and are not likely to be converted quickly into cash, such as land, buildings, and equipment.

Item creation be can done by using “Item Management”. It is stated in under the “Set Up” menu.

Item Management Beta User Interphase

User creates items in the item management Beta window. 

• Item Code – Should be less than 15 characters
• Item Name- Name of the item
• Item Unit – Unit of measure
• Item Type – Raw materials, semi-finished goods, finished goods, packing material, stationary, consumable item, service item, fixed assets and etc.
• Old Item Code – If you develop new item codes you can enter old item code in here
• Part Number – International part number
• Supplier Warranty – Supplier warranty period by month
• Customer Warranty - Customer warranty period by month
• Item Category 2 – If you need to categorize item by using any criteria you can use any item category. If there is a fixed assets item, you need to select depreciation percentage in here (Item Category can add by using “Add / Edit Code”)
• Reorder Quantity - If you raise purchase order, you need to add this number of quantity. After that it automatically come to Quantity in purchase order
• Parent Name – If you have parent child relationship to item, you need to select parent item in here.
• Item Category 3 – – If you need to categorize item by using any criteria you can use any item category (Item Category can add by using “Add / Edit Code”)
• Description – Item name automatically come to item description, if you have nay changes you can change that description.
  
• Is Serial Number – If it is a serial number item, you need to on this flag. After that system, automatically control at any point to select serial number. Ex: GRN – Need to add serial number if not you can’t save the transaction
  After save the item, if you need to add more details you need to click on “Edit” button of that item.
  
  

  3.1.2 Edit Item Basic Details
  
   

  You can edit item name, item type, unit description, parent name, item category 2 and item category 3. As well as you can add following details.

  • Short Name 
  • EAN 
  • Optional Sales Price 
  • Item Category 1 – If you need to categorize item by using any criteria you can use any item category (Item Category can add by using “Add / Edit Code”)
  • Price Location 
  • Cost Price

  • 
    

  • Sales Price

After add all the details you can update the details.

3.1.3 Add image for the item

You can drag and drop images for relevant item. Image format should be jpg or png

3.2 Account Creation

All the account types’ creation can be done by using “Account Management”. Basic types of accounts are Equity, Liability, Assets, Expense and Income. However, Bluelotus360 system can identify lot of item types. Which are,

• Bank
• Cash
• Current Assets
• Current Liability
• Customer / Client
• Equity
• Fixed Assets
• Investment
• Long Term Liability
• Retained Earning
• Expenses
• Income
• Vendor/Supplier

Click on + button and create new account.

• Account Code 
• Account Name 
• Account Type – Bank, Cash, Current Assets, Current Liability, Customer / Client, Equity
• Account Category 1 – – If you need to categorize accounts by using any criteria you can use any item category.
• Currency 
• Business Unit – If accounts are maintain by different Business Unit wise you need to select the BU
• Item Category 2 – This is use to map item and the account
• Bank – If it is a bank account you need to select bank name here (Bank of Ceylon, People’s Bank and etc)
• Branch – The branch that bank account opened (Colombo 04, Kandy)
• Account Number – Bank Account Number
• Credit Limit – If it is a customer or supplier, you can enter credit limit here. After that system automatically control that customer credit balance. System can’t enter transaction that customer exceed their credit limit
• Credit Period – Credit period by month
• Effective Date 
• Mobile Business 
• Mobile Personal
• Telephone
• Email Personal
• Email Business
• Is Active – System can inactive account. If account is inactive, the account will not appear any transactions.
• Is Approved – System can handle multi approval in accounts creation also. Anyone can create account but it will not appear any transaction before on this flag
• Is Budget 
• Is Credit 
• Is Allow Tran – System can handle account to allow transaction or not. If this flag is off the account will not appear any transactions.

That company may be have different stores, branches and showrooms. It can be treated as different locations. Their own hierarchy should do location creation.

Example:

• Price Control - It need to select location that can be control price of the all locations. It is a parent location of others.
• RmStk - Raw material location
• WIP - The location that happen manufacturing process
• FGStk - The location that stored finished goods
• Allow (-) Stock - If any location allow minus quantity (allow invoice if there are no available items in the stores) need to select Allow (-) Stock flag.
• Auto Stk Adj post - To adjust stock by considering item component (BOM)

If you need to categorize item by using any criteria you can use any item category. Item Category can add by using 

• Code – Code should be less than 15 characters
• Code Name – Enter relevant code name
• Is Act – Can inactive category by off this flag
• Is Apr 
• Is Alw Acs 
• Is Alw Add 
• Is Alw Update 
• Is Alw Del 
• Prnt Name – If there is parent category in here select that
• Is Parent – If it is a parent category it should on this flag
• Is Default 

  1. User Permission

User permission means give access to the company menu. Ex: Sales invoice and sales report need for "Demo user".

1^st Method

If already have the user (Ex: Test) that have Sales invoice and sales report permission, you can clone that user for Demo user

2^nd Method

Give permission one by one. In you give permission one by one you need to permission to all main menu also.

Example: 

Invoice- Sales Management, Invoicing, Invoice

Sales Report - Reports, Sales related reports

You can define the sales price by project, location, date, item, item type and address wise. As well as you can enter multiple sales price for using multiple price list. As example, you can enter wholesale price and retail price separately.

1. Item Type – You can select the item type (Trading Item, Material, Finished Goods Item, Semi Finished Goods and etc) and define the selling price for relevant item type.

By select the item type in item type combo it will load, all the items with earlier sales price that relevant to the selected type. Then anyone can add the new selling prices for each item rate column.

2. Project – You can select relevant project and give sales price for each project as well as the each item. Then system will identify different sales price for selected project.

By select the project in project combo it will load, all the items with earlier sales price that relevant to the selected project. Then anyone can add the new selling prices for each item rate column.

3. Location – You can select the location and give location wise different sales price. After that, it will appear sales price in relevant form (Invoice) that related to the selected location.

By select the location in location combo it will load, all the items with earlier sales price that relevant to the selected location. Then you can add the new selling prices for each item rate column.

4. Address – You can define sales price for relevant person. If you use different sales price for different customers it can be done by using address.

By select the customer in address combo it will load, all the items with earlier sales price that relevant to the selected customer. Then you can add the new selling prices for each item rate column.

5. Revision Date – You can enter sales price from selected date. Until that date, earlier sales price will affect. From that date, it will automatically shift to that sales price.

By select the date in revision date combo it will load, all the items with earlier sales price that relevant to the selected date. Then you can add the new selling prices for each item rate column

6. Item - You can enter sales price from selected item one by one. If you need to enter sales price for one item, you can use this step.

7. By select the customer in address combo it will load, all the items with earlier sales price that relevant to the selected customer. Then you can add the new selling prices for each item rate column.

By select the item in item combo it will load, the item with earlier sales price that relevant to the selected item. Then you can add the new selling prices for each item rate column.

8. Price List – You can enter different price list. Which were wholesale price and retail price like wise.

By select the price list (Wholesale Price, Retail Price and etc.) in price list combo it will load, the item with earlier sales price that relevant to the selected price list. Then you can add the new selling prices for each item rate column. 

4. Procurement Management

 

All the order related forms under the procurement management menu. Which are, Material Requisition, Purchase Requisition, Purchase Requisition Cancellation, Purchase Order, and Purchase Order Cancellation.

 

4.1 Purchase Requisition

 

 

Purchase requisition is used to send stores requisitions to procurement department.

• PR No – PR No is unique and auto generated for every Order
• Date – The date which the order is posted  
• Doc No – This is used for user reference No
• Yur Ref – To insert the manual documentation No 
• Project – To select the project which goods are request to
• Supplier - To select supplier from where this goods are order
• Location – To select the location to where request goes to
• BU – Relevant business unit 
• Item Code – To select the Item by Item Code and Item Name
• Unit – Indicate the unit of the Item selected
• Qty – To Enter the Quantity Required
• ReqDate – Request date of the item at the location
• Description – To Enter the Description of the Item

 

4.2 Purchase Requisition Cancellation

 

 

Purchase requisition cancellation is used to send stores requisitions to procurement department regarding cancel the purchase requisition.

 

• PR No – PR No 
• PR Can. No – PR Cancellation No is unique and auto generated for every transaction
• Date – The date which the order is posted  
• Doc No – This is used for user reference No
• Yur Ref – To insert the manual documentation No 
• Project – To select the project which goods are request to
• Address - To select supplier from where this goods are order
• Dist Address – To select distributor address (If you need)
• From Location – To select from location
• Location – To select the location to where request goes to
• Item Code – To select the Item by Item Code and Item Name
• Unit – Indicate the unit of the Item selected
• Cancel Qty – To Enter the Quantity need to cancel
• PR Qty – The quantity in the purchase requisition
• ReqDate – Request date of the item at the location
• Description – To Enter the Description of the Item

4.3 Purchase Order

 

Purchase order is used to post orders to supplier. This is done by procurement department.

 

• PR No – PR No 
• PO No – Purchase Order No is unique and auto generated for every transaction
• Date – The date which the order is posted  
• Doc No – This is used for user reference No
• Yur Ref – To insert the manual documentation No 
• Project – To select the project which goods are request to
• Supplier - To select supplier from where this goods are order
• Address – Automatically load the supplier address details. If anyone need to add another address (Branch Address) you need to select by manually
• Description – To enter description for whole 
• Location – To select the location to where request goes to
• BU – Relevant business unit
• Ex. Rate – Enter exchange rate in today
• Currency – To enter currency 
• Item Code – To select the Item by Item Code and Item Name
• Unit – Indicate the unit of the Item selected
• Qty – To Enter the Quantity Required
• Rate – To Enter the Price of the Item for the one Base unit of the Item
• Sub Total – No need to enter automatically calculated (Qty * Rate)
• Dis % - Discount percentage of the item
• Dis Amt – No need to enter
• VAT % - VAT percentage for item
• VAT Amt – No need to enter
• SVAT % - SVAT percentage for item
• SVAT Amt – No need to enter
• Description – To Enter the Description of the Item

 

4.4 Purchase Order Cancellation

 

Purchase order cancellation is used to send suppliers from procurement department regarding cancel the purchase order.

• PO No – PO No 
• PR Can. No – Purchase Order Cancellation No is unique and auto generated for every transaction
• Date – The date which the order is posted  
• Doc No – This is used for user reference No
• Yur Ref – To insert the manual documentation No 
• Project – To select the project which goods are request to
• Supplier - To select supplier from where this goods are order
• Address – Automatically load the supplier address details. If anyone need to add another address (Branch Address) you need to select by manually
• Deliver to – To select deliver place address. If there is another warehouse or something
• Description – To enter description for whole 
• Location – To select the location to where request goes to
• BU – Relevant business unit
• Ex. Rate – Enter exchange rate in today
• Currency – To enter currency
• Item Code – To select the Item by Item Code and Item Name
• Unit – Indicate the unit of the Item selected
• Qty – To Enter the Quantity Required
• Rate – To Enter the Price of the Item for the one Base unit of the Item
• Sub Total – No need to enter automatically calculated (Qty * Rate)
• Dis % - Discount percentage of the item
• Dis Amt – No need to enter
• VAT % - VAT percentage for item
• VAT Amt – No need to enter
• SVAT % - SVAT percentage for item
• SVAT Amt – No need to enter
• Description – To Enter the Description of the Item

5. Inventory Management

The entire inventory related forms under the inventory management menu. Which are, GRN, Purchase return, goods issue note, on loan issue, on loan return, material issue, material return, item transfer and stock count.

 

5.1Goods Received Note

Goods received note is used to enter received goods to the system from the supplier. In another word, enter supplier invoice.

• PO No – PO No 
• GRN No – GRN No is unique and auto generated for every transaction
• Date – The date which the order is posted  
• Doc No – This is used for user reference No
• Yur Ref – To insert the manual documentation No 

• Project – To select the project which goods are request to
• Purchase- To select purchase account
• Supplier - To select supplier from where this goods are order
• Address – Automatically load the supplier address details. If anyone need to add another address (Branch Address) you need to select by manually
• Description – To enter description for whole 
• Location – To select the location to where request goes to
• Ex. Rate – Enter exchange rate in today
• Currency – To enter currency
• Item Code – To select the Item by Item Code and Item Name
• Unit – Indicate the unit of the Item selected
• Qty – To Enter the Quantity Required
• Rate – To Enter the Price of the Item for the one Base unit of the Item
• Sub Total – No need to enter automatically calculated (Qty * Rate)
• Dis % - Discount percentage of the item
• Dis Amt – No need to enter
• VAT % - VAT percentage for item
• VAT Amt – No need to enter
• SVAT % - SVAT percentage for item
• SVAT Amt – No need to enter
• Description – To Enter the Description of the Item

5.2 Purchase Return

Purchase return is used to enter return goods to the system for the supplier. 

• GRN No – GRN No 
• PR No – Purchase Return No is unique and auto generated for every transaction
• Date – The date which the order is posted  
• Doc No – This is used for user reference No
• Yur Ref – To insert the manual documentation No 
• Project – To select the project which goods are request to
• Purchase- To select purchase return account
• Supplier - To select supplier from where this goods are order
• Address – Automatically load the supplier address details. If anyone need to add another address (Branch Address) you need to select by manually
• Description – To enter description for whole 
• Location – To select the location to where request goes to
• BU – Relevant business unit 
• Ex. Rate – Enter exchange rate in today
• Currency – To enter currency
• Item Code – To select the Item by Item Code and Item Name
• Unit – Indicate the unit of the Item selected
• Qty – To Enter the Quantity Required
• Rate – To Enter the Price of the Item for the one Base unit of the Item
• Sub Total – No need to enter automatically calculated (Qty * Rate)
• Dis % - Discount percentage of the item
• Dis Amt – No need to enter
• VAT % - VAT percentage for item
• VAT Amt – No need to enter
• SVAT % - SVAT percentage for item
• SVAT Amt – No need to enter
• Description – To Enter the Description of the Item

5.3 Goods Issue Note

Goods issue note is use to issue goods to the customer from the stores. It is based on the invoice

• GIN No – GIN No is unique and auto generated for every transaction
• Date – The date which the order is posted  
• Doc No – This is used for user reference No
• Yur Ref – To insert the manual documentation No 
• Project – To select the project which goods are request to
• Sales - To select purchase return account
• Customer - To select supplier from where this goods are order
• Address – Automatically load the supplier address details. If anyone need to add another address (Branch Address) you need to select by manually
• Sales Rep – To enter sales person
• Description – To enter description for whole 
• Location – To select the location to where request goes to
• BU – Relevant business unit 
• Ex. Rate – Enter exchange rate in today
• Currency – To enter currency
• Item Code – To select the Item by Item Code and Item Name
• Unit – Indicate the unit of the Item selected
• Qty – To Enter the Quantity Required
• Rate – To Enter the Price of the Item for the one Base unit of the Item
• Sub Total – No need to enter automatically calculated (Qty * Rate)
• Dis % - Discount percentage of the item
• Dis Amt – No need to enter
• VAT % - VAT percentage for item
• VAT Amt – No need to enter
• SVAT % - SVAT percentage for item
• SVAT Amt – No need to enter

• Description – To Enter the Description of the Item

5.4 On-loan Issue

On-loan issue is used to give items as a loan. It means that sales rep or customer can pay if that item sold out. If that items are not sold they can return that items.

• Trn No - Trn No is unique and auto generated for every transaction
• Date – The date which the material issue is posted   
• Doc No – This is used for user reference No
• Yur Ref – To insert the manual documentation No 
• From Project – To select the project which goods are sent
• To Project – To select the project which goods are request to
• To Address – To select sales rep or customer
• From Location – To select the location to where goods sent 
• To Location – To select the location to where goods receive
• Item Code – To select the Item by Item Code and Item Name
• Unit – Indicate the unit of the Item selected
• Qty – To Enter the Quantity Required
• Rate – To Enter the Price of the Item for the one Base unit of the Item
• Sub Total – No need to enter automatically calculated (Qty * Rate)
• Description – To Enter the Description of the Item

5.5 On-loan Return

On loan return is use to enter the return items that give from the on loan issue. 

• Trn No - Trn No is unique and auto generated for every transaction
• Date – The date which the material issue is posted   
• Doc No – This is used for user reference No
• Yur Ref – To insert the manual documentation No 
• From Project – To select the project which goods are sent
• To Project – To select the project which goods are request to
• To Address – To select sales rep or customer
• From Location – To select the location to where goods sent 
• To Location – To select the location to where goods receive
• Item Code – To select the Item by Item Code and Item Name
• Unit – Indicate the unit of the Item selected
• Qty – To Enter the Quantity Required
• Rate – To Enter the Price of the Item for the one Base unit of the I
• Sub Total – No need to enter automatically calculated (Qty * Rate)
• Description – To Enter the Description of the Item

5.6 Item Transfer

Item transfer is used to enter transferred item to location from location or to project from another project.

• Trn No - Trn No is unique and auto generated for every transaction
• Date – The date which the material issue is posted   
• Doc No – This is used for user reference No
• Yur Ref – To insert the manual documentation No 
• From Project – To select the project which goods are sent
• To Project – To select the project which goods are request to
• To Address – To select sales rep or customer
• From Location – To select the location to where goods sent 
• To Location – To select the location to where goods receive
• Item Code – To select the Item by Item Code and Item Name
• Unit – Indicate the unit of the Item selected
• Qty – To Enter the Quantity Required
• Rate – To Enter the Price of the Item for the one Base unit of the Item
• Sub Total – No need to enter automatically calculated (Qty * Rate)
• Description – To Enter the Description of the Item
  

5.7 Service Received Note

The service received note is use to enter received service bills but not yet payed.

Ex:        Received electricity bill

              Received water bill

              Assumed clearance charges, freight forwards and other charge of import costing

• SRN No – SRN No is unique and auto generated for every transaction
• Date – The date which the order is posted  
• Doc No – This is used for user reference No
• Project – To select the project which goods are request to
• Account - To select inventory account 
• Supplier - To select supplier from where this goods are order
• Address – Automatically load the supplier address details. If anyone need to add another address (Branch Address) you need to select by manually
• Description – To enter description for whole 
• Location – To select the location to where request goes to
• Item Code – To select the service Item by Item Code and Item Name
• Unit – Indicate the unit of the Item selected
• Qty – To Enter the Quantity Required (In here quantity should be one)
• Rate – To Enter the Price of the Item for the one Base unit of the Item
• Sub Total – No need to enter automatically calculated (Qty * Rate)
• Dis % - Discount percentage of the item
• Dis Amt – No need to enter
• VAT % - VAT percentage for item
• VAT Amt – No need to enter
• Description – To Enter the Description of the Item

5.8 Stock Count

Stock count form is used to enter their continuously stock count. After adding stock count system can be posting stock count balance as physical balance.

• Trn No – Trn No is unique and auto generated for every transaction
• Date – The date which the order is posted  
• Doc No – This is used for user reference No
• Yur Ref – To insert the manual documentation No 
• Project – To select the project which goods are request to
• Description – To enter description for whole 
• Location – To select the location to where request goes to
• BU – Relevant business unit 
• Item Code – To select the Item by Item Code and Item Name
• Unit – Indicate the unit of the Item selected
• Qty – To Enter the Quantity Required
• Rate – To Enter the Price of the Item for the one Base unit of the Item
• Sub Total – No need to enter automatically calculated (Qty * Rate)
• Description – To Enter the Description of the Item

The entire sales related forms under the sales management menu. Which are quotation, sales order, invoice and sales return.

6.1 Quotation

• Quot No – Quot No is unique and auto generated for every transaction
• Date – The date which the order is posted  
• Doc No – This is used for user reference No
• Yur Ref – To insert the manual documentation No 
• Project – To select the project which goods are request to
• Account- To select customer to where this goods are quote
• Address – Automatically load the supplier address details. If anyone need to add another address (Branch Address) you need to select by manually
• Sales Rep – To select sales representative or sales person
• Description – To enter description for whole 
• Location – To select the location to where request goes to
• BU – Relevant business unit 
• Ex. Rate – Enter exchange rate in today
• Currency – To enter currency
• Item Code – To select the Item by Item Code and Item Name
• Unit – Indicate the unit of the Item selected
• Qty – To Enter the Quantity Required
• Rate – To Enter the Price of the Item for the one Base unit of the Item
• Sub Total – No need to enter automatically calculated (Qty * Rate)
• Dis % - Discount percentage of the item
• Dis Amt – No need to enter
• VAT % - VAT percentage for item
• VAT Amt – No need to enter
• SVAT % - SVAT percentage for item
• SVAT Amt – No need to enter
• Description – To Enter the Description of the Item

6.2 Sales Order

Sales order is used to enter customer purchase orders.

• SO No – SO No is unique and auto generated for every transaction
• Date – The date which the order is posted  
• Doc No – This is used for user reference No
• Yur Ref – To insert the manual documentation No 
• Project – To select the project which goods are request to
• Account- To select customer to where this goods are quote
• Address – Automatically load the supplier address details. If anyone need to add another address (Branch Address) you need to select by manually
• Sales Rep – To select sales representative or sales person
• Description – To enter description for whole 
• Location – To select the location to where request goes to
• BU – Relevant business unit 
• Ex. Rate – Enter exchange rate in today
• Currency – To enter currency
• Item Code – To select the Item by Item Code and Item Name
• Unit – Indicate the unit of the Item selected
• Qty – To Enter the Quantity Required
• Rate – To Enter the Price of the Item for the one Base unit of the Item
• Sub Total – No need to enter automatically calculated (Qty * Rate)
• Req Date – Item requested date
• Dis % - Discount percentage of the item
• Dis Amt – No need to enter
• VAT % - VAT percentage for item
• VAT Amt – No need to enter
• SVAT % - SVAT percentage for item
• SVAT Amt – No need to enter
• Description – To Enter the Description of the Item

6.3 Invoice

Invoice is used to give customer from sales department.

• Invoice No – Invoice No is unique and auto generated for every transaction
• Date – The date which the order is posted  
• Doc No – This is used for user reference No
• Yur Ref – To insert the manual documentation No 
• Project – To select the project which goods are request to
• Sales – To select sales account
• Account- To select customer to where this goods are quote
• Address – Automatically load the supplier address details. If anyone need to add another address (Branch Address) you need to select by manually
• Sales Rep – To select sales representative or sales person
• Description – To enter description for whole 
• Location – To select the location to where request goes to
• BU – Relevant business unit 
• Ex. Rate – Enter exchange rate in today
• Currency – To enter currency
• Item Code – To select the Item by Item Code and Item Name
• Unit – Indicate the unit of the Item selected
• Qty – To Enter the Quantity Required
• Rate – To Enter the Price of the Item for the one Base unit of the Item
• Sub Total – No need to enter automatically calculated (Qty * Rate)
• Dis % - Discount percentage of the item
• Dis Amt – No need to enter
• VAT % - VAT percentage for item
• VAT Amt – No need to enter
• SVAT % - SVAT percentage for item
• SVAT Amt – No need to enter
• Description – To Enter the Description of the Item

6.4 Sales Return

Sales return form is used to enter customer return.

• Invoice No – Invoice No
• Tran No – Tran No is unique and auto generated for every transaction
• Date – The date which the order is posted  
• Doc No – This is used for user reference No
• Yur Ref – To insert the manual documentation No 
• Project – To select the project which goods are request to
• Sales – To select sales account
• Account- To select customer to where this goods are quote
• Address – Automatically load the supplier address details. If anyone need to add another address (Branch Address) you need to select by manually
• Sales Rep – To select sales representative or sales person
• Description – To enter description for whole 
• Location – To select the location to where request goes to
• BU – Relevant business unit 
• Ex. Rate – Enter exchange rate in today
• Currency – To enter currency
• Item Code – To select the Item by Item Code and Item Name
• Unit – Indicate the unit of the Item selected
• Qty – To Enter the Quantity Required
• Rate – To Enter the Price of the Item for the one Base unit of the Item
• Sub Total – No need to enter automatically calculated (Qty * Rate)
• Dis % - Discount percentage of the item
• Dis Amt – No need to enter
• VAT % - VAT percentage for item
• VAT Amt – No need to enter
• SVAT % - SVAT percentage for item
• SVAT Amt – No need to enter
• Description – To Enter the Description of the Item.

Finance related all the forms under the financial management. The forms advance payment, payment, cash withdrawal, cheque deposit, receipt, journal entry, fund transfer, petty cash management.

Advance payment form is use to enter advance to the supplier or another party.

• Tran No – Tran No is unique and auto generated for every transaction
• Date – The date which the order is posted  
• Doc No – This is used for user reference No
• Yur Ref – To insert the manual documentation No 
• Credit From – To select cash or bank account
• Project – To select the project which payment goes to
• Multiple Credit - It allows you to enter more than one payment for a single creditor
• Description – Detail description concerning the transaction
• Debit to – To select creditor account
• Address – To select creditor address
• Project – Project – To select the project which payment goes to
• BU – To select relevant business unit 
• Pay Mode - Refers to the mode of the payment such as cash, cheque, credit card etc
• Amount – Paid amount
• Cheque / Card No – Cheque number or Credit card number of payment. If the user’s payment mode is cash, this detail would not be relevant
• Payee Name – the name that need to print on the cheque
• Cheque Date – The effective day of a payment which paid by a cheque
• Req Date – The date of a payment which need to deposit to the bank
• Description – Detail description concerning the transaction

7.2 Cash Withdrawal

Cash withdrawal use to enter cash withdrawal from the bank.

• Tran No – Tran No is unique and auto generated for every transaction
• Date – The date which the order is posted  
• Doc No – This is used for user reference No
• Yur Ref – To insert the manual documentation No 
• Credit from – To select cash or bank account
• Project – To select the project which payment goes to
• Multiple Credit - It allows you to enter more than one payment for a single creditor
• Description – Detail description concerning the transaction
• Debit to – To select cash account
• Address – To select creditor address
• Project – Project – To select the project which payment goes to
• BU – To select relevant business unit 
• Pay Mode - Refers to the mode of the payment such as cash, cheque, credit card etc
• Amount – Withdrawal amount
• Cheque / Card No – Cheque number or Credit card number of withdrawal 
• Payee Name – the name that need to print on the cheque
• Cheque Date – The effective day of a payment which paid by a cheque
• Req Date – The date of a payment which need to deposit to the bank
• Description – Detail description concerning the transaction

7.3 Cheque Deposit

This form is use to enter deposit cheque to the bank.
 

• Tran No – Tran No is unique and auto generated for every transaction
• Date – The date which the order is posted  
• From Account – This is the account that the received cheques will be kept till the effective date
• Cheque Number – Cheque number
• BU Code – To which BU the bank account belongs.
• Project Code – From which project the cheque is deposited (To which project the cheque belongs)
• Amount – To enter amount

• To Account - This refers to the bank name to which cheque are deposited

7.4 Payment

Payment is use to enter supplier or anther party payment.

• Tran No – Tran No is unique and auto generated for every transaction
• Date – The date which the order is posted  
• Doc No – This is used for user reference No
• Yur Ref – To insert the manual documentation No 
• Credit From – To select cash or bank account
• Project – To select the project which payment goes to
• Multiple Credit - It allows you to enter more than one payment for a single creditor
• Description – Detail description concerning the transaction
• Debit to – To select creditor account
• Address – To select creditor addess
• Project – Project – To select the project which payment goes to
• BU – To select relevant business unit 
• Pay Mode - Refers to the mode of the payment such as cash, cheque, credit card etc
• Amount – Paid amount
• Cheque / Card No – Cheque number or Credit card number of payment. If the user’s payment mode is cash, this detail would not be relevant
• Payee Name – the name that need to print on the cheque
• Cheque Date – The effective day of a payment which paid by a cheque
• Req Date – The date of a payment which need to deposit to the bank

• Description – Detail description concerning the transaction

7.5 Direct Deposit

This form use to enter customer or another party direct deposit to the bank.

• Tran No – Tran No is unique and auto generated for every transaction
• Date – The date which the order is posted  
• Doc No – This is used for user reference No
• Yur Ref – To insert the manual documentation No 
• Debit to – To select cash or bank account that deposit goes to
• Project – To select the project which payment goes to
• Description – Detail description concerning the transaction
• Credit From – To select debtor account
• Address – To select debtor address
• Project – Project – To select the project which receipt come from
• BU – To select relevant business unit 
• Pay Mode - Refers to the mode of the receipt such as cash, cheque, credit card etc
• Amount – Paid amount
• Cheque / Card No – Cheque number or Credit card number of receipt. If the user’s receipt mode is cash, this detail would not be relevant
• Payee Name – the name that need to print on the cheque
• Cheque Date – The effective day of a receipt which paid by a cheque
• Req Date – The date of a receipt which need to deposit to the bank

• Description – Detail description concerning the transaction

7.6 Receipt

The receipt is use to enter customer or another party money receipts.

• Tran No – Tran No is unique and auto generated for every transaction
• Date – The date which the order is posted  
• Doc No – This is used for user reference No
• Yur Ref – To insert the manual documentation No 
• Debit to – To select cash or bank account that deposit goes to
• Project – To select the project which payment goes to
• Description – Detail description concerning the transaction
• Credit From – To select debtor account
• Address – To select debtor address
• Project – Project – To select the project which receipt come from
• BU – To select relevant business unit 
• Pay Mode - Refers to the mode of the receipt such as cash, cheque, credit card etc
• Amount – Paid amount
• Cheque / Card No – Cheque number or Credit card number of receipt. If the user’s receipt mode is cash, this detail would not be relevant
• Payee Name – the name that need to print on the cheque
• Cheque Date – The effective day of a receipt which paid by a cheque
• Req Date – The date of a receipt which need to deposit to the bank
• Description – Detail description concerning the transaction

Advance receipt is use to enter advance receipt from customer or another party.

• Tran No – Tran No is unique and auto generated for every transaction
• Date – The date which the order is posted  
• Doc No – This is used for user reference No
• Yur Ref – To insert the manual documentation No 
• Debit to – To select cash or bank account that deposit goes to
• Project – To select the project which payment goes to
• Description – Detail description concerning the transaction
• Credit From – To select debtor account
• Address – To select debtor address
• Project – Project – To select the project which receipt come from
• BU – To select relevant business unit 
• Pay Mode - Refers to the mode of the receipt such as cash, cheque, credit card etc
• Amount – Paid amount
• Cheque / Card No – Cheque number or Credit card number of receipt. If the user’s receipt mode is cash, this detail would not be relevant
• Payee Name – the name that need to print on the cheque
• Cheque Date – The effective day of a receipt which paid by a cheque
• Req Date – The date of a receipt which need to deposit to the bank
• Description – Detail description concerning the transaction

7.8 Journal Entry

Journal entry is use to enter double entry to the system.
 

• Tran No – Tran No is unique and auto generated for every transaction
• Date – The date which the order is posted  
• Doc No – This is used for user reference No
• Yur Ref – To insert the manual documentation No 
• Yur ref date – To select reference date
• Is recurrence –
• Description – Detail description concerning the transaction
• Account – To select credit or debit account 
• Address - To select credit or debit address
• Project – Project – To select the project which receipt come from
• BU – To select relevant business unit 
• Dr Amount – To enter debit amount
• Cr Amount – To enter credit amount
• Description - Detail description concerning the transaction

This form use to enter return cheques from the bank.

• Tran No – Tran No is unique and auto generated for every transaction
• Date – The date which the order is posted        
• From Account – This is the account that the received cheques will be kept till the effective date
• Cheque Number – Cheque number
• BU Code – From which BU the cheque is returned. (To which BU the returned cheque belongs.)
• Project Code – From which project the cheque is returned. (To which project the returned cheque belongs)
• Amount – To enter amount
• To Account - This refers to the bank name to which cheque are returned

Fund transfer is use to enter money transfer to one bank account to another bank account.
 

• Tran No – Tran No is unique and auto generated for every transaction
• Date – The date which the order is posted  
• Doc No – This is used for user reference No
• Yur Ref – To insert the manual documentation No 
• Credit from – To select bank account that money transfer from
• Project – To select the project which payment goes to
• Description – Detail description concerning the transaction
• Debit to – To select bank account that money transfer to
• Address – To select debtor address
• Project – Project – To select the project 
• BU – To select relevant business unit 
• Pay Mode - Refers to the mode of the fund transfer
• Cheque / Card No – Cheque number or Credit card number of receipt. If the user’s receipt mode is cash, this detail would not be relevant
• Payee Name – the name that need to print on the cheque
• Cheque Date – The effective day of a receipt which paid by a cheque
• Req Date – The date of a receipt which need to deposit to the bank
• Description – Detail description concerning the transaction

This is use to enetr cash deposit to the bank from the company.

• Tran No – Tran No is unique and auto generated for every transaction
• Date – The date which the order is posted  
• Doc No – This is used for user reference No
• Yur Ref – To insert the manual documentation No 
• Debit to – To select cash or bank account that deposit goes to
• Project – To select the project which payment goes to
• Description – Detail description concerning the transaction
• Credit from – To select debtor account
• Address – To select debtor address
• Project – Project – To select the project which receipt come from
• BU – To select relevant business unit 
• Pay Mode - Refers to the mode of the deposit which is cash
• Amount – deposit amount

• Description – Detail description concerning the transaction

7.12 Petty Cash Management

Petty cash related all the transaction forms under the petty cash management. Which are IOU, IOU Settlement, Petty cash payment.

An IOU (abbreviated from the phrase "I owe you") is usually an informal document acknowledging debt.

• Tran No – Tran No is unique and auto generated for every transaction
• Date – The date which the order is posted  
• Doc No – This is used for user reference No
• Yur Ref – To insert the manual documentation No 
• Debit to – To select cash or bank account that deposit goes to
• Project – To select the project which payment goes to
• Description – Detail description concerning the transaction
• Credit from – To select debtor account
• Analysis – To select debtor address
• Project – Project – To select the project which receipt come from
• BU – To select relevant business unit 
• Amount – Paid amount
• Description – Detail description concerning the transaction

This is use to enter IOU settlement of the employee or other party.

• Tran No – Tran No is unique and auto generated for every transaction
• Date – The date which the order is posted  
• Doc No – This is used for user reference No
• Yur Ref – To insert the manual documentation No 
• Credit from – To select debtor account
• Address – To select debtor address
• Description – Detail description concerning the transaction
• Debit to – To select debit to account
• Address – To select debtor address
• Project – Project – To select the project which receipt come from
• BU – To select relevant business unit 
• Amount – Paid amount
• Description – Detail description concerning the transaction

This form is use to enter petty cash payment for employee or relevant person.

• Tran No – Tran No is unique and auto generated for every transaction
• Date – The date which the order is posted  
• Doc No – This is used for user reference No
• Yur Ref – To insert the manual documentation No 
• Credit from – To select debtor account
• Address – To select debtor address
• Description – Detail description concerning the transaction
• Debit to – To select debit to account
• Address – To select debtor address
• Project – Project – To select the project which receipt come from
• BU – To select relevant business unit 
• Amount – Paid amount

• Description – Detail description concerning the transaction

7.12.4 Petty Cash Mini

This is same as the petty cash payment. The special thing is the in one form you can enter multiple payment. It will go to two accounts only. But, you can add multiple address (For reference). 

Ex: Petty cash payment for salary advance but different employee. 

It can be done by using following steps.

1. Enter credit from account 
2. Select relevant project
3. Select debit to account (Salary Advance)
4. Select address for reference (Employee address)
5. Select Project and the task
6. Select amount
7. Press enter or click on add to grid button
8. Enter another address (Employee) and amount
9. Save

• Tran No – Tran No is unique and auto generated for every transaction
• Date – The date which the order is posted  
• Doc No – This is used for user reference No
• Credit From – To select debtor account
• Project – To select relevant project
• Debit to – To select debit to account
• Address – To select debtor address (Employee)
• Project –To select the project which receipt come from
• Task – Select relevant task
• Amount – Paid amount
• Description – Detail description concerning the transaction

All the fixed assets related forms under this menu. Which are fixed assets entry, fixed assets GRN, fixed assets disposal.

This is use to enter fixed assets items to the system.

Click on + button and enter the fixed assets code and the name then click on save button.

This is use to enter new buying fixed assets.

• GRN No – GRN No is unique and auto generated for every transaction
• Date – The date which the order is posted  
• Doc No – This is used for user reference No
• Yur Ref – To insert the manual documentation No 
• Project – To select the project which goods are request to
• Purchase- To select purchase account
• Supplier - To select supplier from where this good are order
• Address – Automatically load the supplier address details. If anyone need to add another address (Branch Address) you need to select by manually
• Description – To enter description for whole 
• Location – To select the location to where request goes to
• Item Code – To select the Item by Item Code and Item Name
• Unit – Indicate the unit of the Item selected
• Qty – To Enter the Quantity Required
• Rate – To Enter the Price of the Item for the one Base unit of the Item
• Sub Total – No need to enter automatically calculated (Qty * Rate)
• Dis % - Discount percentage of the item
• Dis Amt – No need to enter
• VAT % - VAT percentage for item
• VAT Amt – No need to enter
• SVAT % - SVAT percentage for item
• SVAT Amt – No need to enter
• Description – To Enter the Description of the Item

This is use to enter sales of fixed assets. 

• Invoice No – Invoice No is unique and auto generated for every transaction
• Date – The date which the order is posted  
• Doc No – This is used for user reference No
• Yur Ref – To insert the manual documentation No 
• Project – To select the project which goods are request to
• Sales- To select sales account
• Customer - To select customer
• Address – Automatically load the customer address details. If anyone need to add another address (Branch Address) you need to select by manually
• Description – To enter description for whole 
• Location – To select the location to where request goes to
• Item Code – To select the Item by Item Code and Item Name
• Unit – Indicate the unit of the Item selected
• Qty – To Enter the Quantity Required
• Rate – To Enter the Price of the Item for the one Base unit of the Item
• Sub Total – No need to enter automatically calculated (Qty * Rate)
• Dis % - Discount percentage of the item
• Dis Amt – No need to enter
• VAT % - VAT percentage for item
• VAT Amt – No need to enter
• SVAT % - SVAT percentage for item
• SVAT Amt – No need to enter
• Description – To Enter the Description of the Item

All the types of reports under the reports menu. Which are procurement related reports, inventory related reports, production related reports, sales related reports, financial related reports and debtor/ creditor reports.

All the report can convert different format. Which are excel, pdf, word and etc. It can be do as follows.

After generating reports, there is a toolbar on the top. Click on the “Export to the selected format” arrow and select the format.

Finally click on the export button. Then automatically download the selected file.

All the accounts related reports under this menu. 

By using accounts as at report we can get account balance for as at date. It can be filter,

• As at date – Can select any date that you need to get balance
• Project – Can get project wise account balances
• Account – Can get account wise balance
• Address – Can be select address (Sub contractor, sales rep)
• Account type – Can get all the account balances for account type wise (Customer, Supplier)
• BU – Can get Business Unit wise account balances

Is hide zero bal – If anyone no need zero balance accounts on this flag and get the report it should hide all the zero balance accounts

Cash Book V2 Report can get all the cash and bank account balances for selected date period.  It can be filter,

              From Date – To select from date

              To Date – To select to date

              Project – To select the project

              Account Type – To select account type. Such as bank or cash

Account – Select relevant account

              BU – To select the Business Unit

Cash Book Report also doing the Cash Book V2 Report activity. There is only one special thing. It can be filter by address wise also.

              From Date – To select from date

              To Date – To select to date

              Project – To select the project

Account – Select relevant account

Address – To select address

              Account Type – To select account type. Such as bank or cash

              BU – To select the Business Unit

By using this report, you can get ledger account details with debit amount and credit amount. As well as it can be filtering by following criteria.

From Date – To select from date

              To Date – To select to date

              Project – To select the project

Account – Select relevant account

Address – To select address

           Account Type – To select account type. Such as customer, assets, supplier and etc.

           Analysis Type 2 – To select analysis type

              BU – To select the Business Unit

Account Ledger Report can be use get account details with credit and debit amount. The difference between Accounts Ledger Extended Summery Report and Account Ledger Report is Account Ledger Report cannot filter by “Analysis Type 2”. Filtering criteria as follows.

From Date – To select from date

             To Date – To select to date

             Project – To select the project

Account – Select relevant account

Address – To select address

             Account Type – To select account type. Such as customer, assets, supplier and etc.

           BU – To select the Business Unit

Account Leger with Drill Through Report is same as the Account Ledger Report. The special feature is, it can be check what are the transaction that cause to the balance. 

From Date – To select from date

To Date – To select to date

Project – To select project

Account – To select relevant account

Address –To select relevant address

Account Type – To select account type (Customer, sales, assets, supplier and etc)

BU – To select business unit (If you have)

9.1.7 Account type Tran Type Account Summary Report

It can be get account balance for given date period. It does not show the transactions or how that balance come from.

From Date – To select from date

To Date – To select to date

Project – To select project

Account – To select relevant account

Account Type – To select account type (Customer, sales, assets, supplier and etc)

BU – To select business unit (If you have)

Tran Type – To select transaction type which are receipts, GRN, invoice, payment and so on

From Balance Sheet Report it can be get the balance sheet for the yearly, monthly or daily.

By clicking the + button you can expand the heading. After that, it will show the breakdown for each heading. By click on the green color + button, it will expand the whole report. By clicking on the like red color + buttons, it will expand one by one.
 

We can get bank reconciliation report by automatically. It can be get yearly, monthly or daily.

From Date – To select from date

To Date – To select to date

Account – To select relevant bank account

By clicking the + button you can expand the heading. After that, it will show the breakdown for each heading. It will show,

What are the cheque issued but not presented, What are the cheques deposited but not realized 

This report shows the cheques that are presented and reconciled.

From Date – To select from date

              To Date – To select to date

              Account – To select relevant bank account

9.1.11 Bank Reconciliation V2 Report

We can get bank reconciliation summery report by automatically. It can be get yearly, monthly or daily. It does not shows the transactions. Only showing the summery.

From Date – To select from date

To Date – To select to date

Account – To select relevant bank account

9.1.12 Cash Book V3 Report

Cash Book V3 Report can use to get cash account ledger with credit and debit. It can be filter by following things.

              From Date – To select from date

              To Date – To select to date

              Project – To select project

              Account – To select cash or bank account

              Account Type – To select account type (Cash, Bank)

              BU – To select business unit (If you have)

By using this report it can be get all the details regarding cheques.

Frm Chq Date – To select from cheque date (If need to get post dated cheques)

To Chq Date – To select to cheque date (If need to get post dated cheques)

From Trn Date – To select from transaction date (The cheques issue or or receipt date)

To Trn Date – To select to transaction date (The cheques issue or or receipt date)

Account – To select bank account

Tran Type – To select transaction type (Receipt, Payment) 

Cheque No – To enter cheque number

If you need to get Post Dated Cheque Detalis Report you need to enter only frm cheque date only.