Accounting] Vedika Software - Accounting User Guide (1998)

User Guide

Vedika Software Pvt LtdVedika International Pvt Ltd

FACTThe Best Accounting SoftwareMoney Can Buy

Vedika Software Pvt LtdVedika International Pvt Ltd21 Lansdowne Court5B Sarat Bose RoadCalcutta 700020India

Information in this document is subject to change without notice. Companies, names, anddata used in examples are fictitious unless stated otherwise. No part of this documentationmay be reproduced or transmitted in any form or by any means, electronic or otherwise,for any purpose, without the express written permission of Vedika Software Pvt Ltd andVedika International Pvt Ltd.

This document could include technical inaccuracies or typographical errors. Changes areperiodically made to the information herein; these changes will be incorporated in neweditions of this document. Vedika Software Pvt Ltd and Vedika International Pvt Ltd maymake improvements and / or changes in the software package and / or the program(s)described in this document at any time.

All software packages of Vedika Software Pvt Ltd and Vedika International Pvt Ltd aretrademarks or registered trademarks of Vedika Software Pvt Ltd and Vedika InternationalPvt Ltd. Other brand and product names mentioned in this document are trademarks orregistered trademarks of their respective holders.

©1987 to 1998 Vedika Software Pvt Ltd and Vedika International Pvt Ltd. All rights reserved

WelcomeCongratulations and thank you for deciding to use FACT. We appreciate your business andwelcome you to the world of real-time accounting. You are about to start using the mostcomplete and comprehensive Business Accounting Software available for the PC and theLAN. FACT represents the state of the art in system design, programming, quality controland documentation. FACT features unmatched speed and ease of use.

FACT is designed to make your business life easier. It will minimize the time you spendkeeping records, balancing books, writing vouchers and as a result, will give you more timeto focus on the future. Its real-time features will help you make better decisions, based onthe most current data, uncover weak points, and will help you increase productivity andprofitability.

FACT includes numerous features that make data entry and analysis easier than ever :

On-line UpdationNo validation routine to be run. No Updations. No Postings. ALL AUTOMATIC. With FACT,validations are carried out at the time of data entry itself. And all Updations and Postingsare carried out instantaneously, as soon as you enter the document.

No Duplicate EntriesWith FACT, there are no duplications at all. When you enter a Sale invoice, the AccountsReceivable, Inventory and General Ledger are all automatically updated, right through tothe P&L and Balance Sheet. No need to enter the data again through some other module.

Real Time Computing PowerFACT brings to you Real Time Computing Power. You can print all source documents(Vouchers, P/Os, D/Os, Invoices, Receipts etc.) On-line through FACT. There is no needto prepare these documents by hand or on the typewriter any more. Which means that youraccounts will never be backlogged now.

Great SpeedFACT is to our knowledge the fastest On-line & INTEGRATED Business AccountingSoftware of its class available currently—at the data entry as well as at the report level. Ifyou are running FACT on a PC/386 or higher, the more RAM you add on your computer,the faster FACT will run.

Multi-CurrencyFACT allows you to transact in any currency you wish. All foreign currency transactions areposted in the home currency as well. Daily buying and selling rate table can be maintainedfor all foreign currencies. Foreign Currency Bank Accounts can be maintained. ExchangeGain/Loss is computed at the time of the entry and automatically posted to the GeneralLedger without any extra work. Foreign Currency Exposure Statement and RevaluationReports give you the latest position on open foreign currency positions.

ReportsThe reports answer all your accounting needs, and more . Virtually all the reports areavailable on screen and on paper. You may generate all the reports on the 80 column printer- no need to print on unmanageable 132 column paper.

24 Month Accounting PeriodThis allows you the flexibility of carrying on with the next year's work uninterrupted till yourun the automatic year end process. All the data for the 24 months are kept live.

History of TransactionsYou may query on any transactions (Vouchers, P/Os, D/Os, Invoices, Receipts, DebitNotes etc.) on screen or on printer for the entire year's transactions. It will show you all therelevant information. For example, when you query on a product's history, it will show youthe D/Os & Invoice #, Date of Transaction, Vendor or Customer Name and Price. Thereports may be taken from any date to any date in the year. There is no need to restore datafor the previous months to generate any report.

Document ClassYou may classify each document with a Document Class—a first time feature with FACT.Document Class may be used to classify Vouchers, P/Os, D/Os, Invoices, Receipts etc. forthe different Cost Centers/Divisions/Departments/Employees etc. in your company. Youmay then generate all reports ‘filtered ’ on the Document Class, generating reports for adivision or department or employee or a combination of them.

Multiple Bank AccountsYou may maintain upto 999 Bank Books in FACT. Separate Bank Books are generated foreach of the bank accounts.

Multiple WarehousesYou may maintain stocks at multiple warehouses, using Document Class (refer DocumentClass above). Warehouse-wise Stock Valuation and Warehouse-wise Stock Positionreports are available on screen and on printer.

Consolidation of AccountsYou may consolidate the Trial Balance, P&L Account and Balance Sheets of yoursubsidiaries and, joint venture and group companies, based on the percentage of equityholding and conversion of the foreign currency to home currency.

Multi User VersionIf you have bought the Single User version of FACT, you may trade it in for the Multi Userversion at an upgrade charge at a later date. It protects your initial investment by ensuringthat your software will be supported as you grow.

Multi Company SupportYou may maintain the accounts of multiple companies on a single copy of FACT.

Import dataYou may have FACT installed at the branch offices as well as the Head Office where dataneeds to be updated regularly. In order to smoothen reporting, FACT allows you to importdata from one FACT installation to the other.

You may even import data contained in your previous Accounting software. The Importutility allows data import from FoxPro DBF files, Standard Data Format (SDF) andDelimited Format.

Document DesignerThe Designer allows you to custom design all source documents including Invoices,Delivery Orders, Vouchers etc.

TemplatesTemplates allow you to pre-define the contents of documents that are repetitive in natureand save them for future use, e.g. Salary Vouchers, Monthly Rent Vouchers etc.

Auto NumberingUsing Auto Document Numbering, you may set up all your source documents to benumbered automatically. You may define more than one numbering scheme for eachdocument. Good-bye to those numbering blues !

FACT Updates and UpgradesFrom time to time, we may offer improvements or additions to FACT. Your AuthorizedDistributor/Dealer will notify you of any updates and upgrades, at your last known address.Do keep us informed when you move to larger premises. We may charge for some updatesand furnish others at no charge.

The features mentioned above are only some highlights. Please refer to the following pagesfor details on how to make full use of all the features.

Before You StartPlease check the contents of the FACT package and read the following informationcarefully. Break the seal on the Limited License Agreement on the envelope only if youunderstand and agree to all the Terms & Conditions of the Limited License Agreement andLimited Warranty and are satisfied with them. Your FACT package should contain :

ü Limited License AgreementThe Limited License Agreement is printed on the envelope in which the diskettes arecontained. Do not break the seal until you have read, understood and agreed to abide byall the Terms & Conditions of the Limited License Agreement (printed on the envelope) andthe Limited Warranty given below. Breaking the seal will signify your acceptance of all theTerms & Conditions of the Limited License Agreement and the Limited Warranty.

ü Original FACT DiskettesThe pack contains a set of FACT Program Diskettes, which contain the FACT program.This set of diskettes should be used to install the program on your computer.

You should refer to the accompanying Packing List for the exact number of diskettes in thepackage.

ü NetHASP Hardware keyThis is a Hardware key labelled NetHASP, and has to be connected to the parallel port ofthe Workstation where FACT is installed. In case you have purchased a Multi User pack,this key has to be kept attached to the parallel port of the Network Server.

ü User GuideThis one.

ü Document Designer TemplatesA set of Document Templates are also included with the FACT program. These Templatesare to be used when designing documents with the Document Designer option.

ü Registration CardYou must fill up the Registration Card and ensure it reaches the Authorized FACTDistributor/Dealer within 15 days of purchase of FACT. Timely registration shallautomatically activate the FACT Support Plan which shall entitle you to phone, fax and e-mail support and updates & upgrades during the warranty period (12 months from date ofpurchase). Details of the FACT Support Plan are given in the following pages.

Limited WarrantyWhat is covered• Any physical defect in the physical software diskettes or documentation.• Significant errors or 'bugs' in FACT which makes the software unusable.

For How Long• Please refer to the Invoice.

What We Will Do• replace any defective diskettes or documentation. No requests for replacement will be

honored after 30 days from the date of the receipt of this package by you.• attempt to correct or help you work around software errors with efforts that are reasonably

suitable to the problem in accordance with our standard support policy and this limitedwarranty.

• should there be any corruption of the NetHASP hardware key and it is determined thatthe corruption is due to hardware malfunction or software configuration changes whichrender it impossible to uninstall FACT, we may replace the NetHASP key at a servicecharge. You may check with the Authorized Distributor/Dealer of such charge.

What You Must Do• to replace defective diskettes or printed materials, please send to the Authorized FACT

Distributor/Dealer the following :• your name, address, postal code and daytime phone number• your FACT Serial Number as marked on the NetHASP hardware key• a copy of your receipt or dated proof of purchase• a description of the defect• if a diskette is defective, the diskette itself

• any significant errors or 'bugs' found by you must be reported by to Vedika SoftwarePvt Ltd or Vedika International Pvt Ltd during the period for which the Limited Warrantyis applicable (refer to your Invoice for details).

What We Will Not Do• replace or correct software or materials that have been lost, stolen, damaged by accident

or misuse, or modified• correct problems caused by the use of FACT with computer hardware or software not as

per our recommendation for use with FACT.

• correct problems relating to data and file corruption in case FACT is used on a computerwhich is not backed up by a UPS (Uninterrupted Power Supply).

• correct problems caused by changes in the operating characteristics of computerhardware, operating systems, or software which are made after the release of FACT.

• supply you the source code for any or whole of FACT.• attend to any virus related problems.

Other LimitationsNo Other WarrantyWe make no other warranty, express or implied, to you or any other person or entity.Specifically, we make NO WARRANTY FACT IS FIT FOR A PARTICULAR PURPOSE.ANY IMPLIED WARRANTY OF MERCHANTABILITY IS LIMITED TO THE DURATION OFTHE DURATION OF THIS LIMITED WARRANTY AND IS OTHERWISE EXPRESSLYAND SPECIFICALLY DISCLAIMED.

No liability For Consequential DamagesWe will NOT BE LIABLE FOR CONSEQUENTIAL, special, indirect, or other similardamages, even if our agents have been advised of the possibility of such damages.

Any Liability Not to Exceed License FeesIn no event will our liability for any damages to you or any other person ever exceed the pricepaid (not exceeding our suggested retail price) for the license to use FACT regardless ofany form of the claim. IN THE EVENT ANY REMEDY IS HEREUNDER DETERMINED TOHAVE FAILED OF ITS ESSENTIAL PURPOSE, ALL LIMITATIONS OF LIABILITY ANDEXCLUSION OF DAMAGES SET FORTH HEREIN SHALL REMAIN IN FULL FORCE ANDEFFECT.

No Unauthorized Person Can Change These TermsAdditional statements by agents, employees, contractors, licensees, distributors or dealersof Vedika Software Pvt Ltd or Vedika International Pvt Ltd do not constitute warranties andare not binding upon Vedika Software Pvt Ltd or Vedika International Pvt Ltd.

If you have read and understood all the Terms & Conditions of the Limited LicenseAgreement and the Limited Warranty as detailed above, are satisfied with them, and agreeto abide by them totally, you may proceed to break the seal on the envelope. By breakingthe seal, you signify your acceptance of all of the above.

Technical Support• Once you fill up and send the Registration Card, you will be entitled to free Technical

Support for the period of the Limited Warranty from the date of sale of the Limited Licenseto you. Technical Support is available over phone, fax, e-mail and World Wide Web. Ifthere is no Technical Support available on a local number in your area, you will be chargedfor the long distance phone calls and faxes.

• After the expiry of the Limited Warranty period as mentioned in your Invoice, you mayopt for the various Support plans, details of which may be obtained from us.

• On-site visits shall be charged at the prevailing rates. You may enquire the rates from theAuthorized Distributor/Dealer or from us.

Here are the contact details -

PhonePhone Support is available Mondays through Fridays from 10 AM to 5 PM. You may callthe following phone numbers to obtain the phone number of the nearest FACT Tech SupportCenter :

R&D and Corporate Headquarters : 91-33-2473810

Users in India -

Eastern Region Office, Calcutta : 91-33-2477050, 2408134Northern Region Office, Delhi : 91-11-6471913, 6230906,

6485504 6485506

Western Regional Office, Mumbai : 91-22-8515705, 8511125Southern Regional Office, Bangalore : 91-80-5598425, 5598426

Users in Malaysia : 603-7048767, 7030830Users in Nepal : 977-1-416321Users in Singapore : 65-2204432, 2208832Users elsewhere : 65-2208832

FaxFax Support is available Mondays through Fridays from 10AM to 5PM. You may call on anyof the phone numbers given above or send a fax to the following fax numbers to obtain thefax number of the nearest FACT Tech Support Center :

R&D and Corporate Headquarters : 91-33-2479474

Users in India -

Eastern Regional Office, Calcutta : 91-33-2470824Northern Regional Office, Delhi : 91-11-6230904Western Regional Office, Mumbai : 91-22-8511760Southern Regional Office, Bangalore : 91-80-5598426

Users in Malaysia : 603-7031656Users in Nepal : 977-1-413662Users in Singapore : 65-2204431, 2248832Users elsewhere : 65-2248832

Electronic Mail (e-mail) and World Wide WebTo enable FACT Users worldwide to obtain technical support at the touch of a button, wehave set up our own Internet Server. Now, technical support is available to any FACT Userwho has Internet access. Support is available 24 hours a day, 7 days a week. You may sendyour support queries by e-mail and you may also access the web pages set specially foryou, accessed through the World Wide Web on the Internet. Here is how you may contactus :

R&D and Corporate Headquarters : [email protected]

Users in India -Eastern Region Office, Calcutta : [email protected] Region Office, Delhi : [email protected] Regional Office, Mumbai : [email protected] Regional Office, Bangalore : [email protected]

Users in Malaysia : [email protected] in Nepal : [email protected] in Singapore : [email protected] elsewhere : [email protected]

World Wide Web : http://www.fact.com.sg: http://www.vedika.com

Postal MailYou may also post us your Tech support queries. Here are the addresses :

R&D and Corporate Headquarters : Vedika Software Pvt LtdVedika International Pvt Ltd21 Lansdowne Court5B Sarat Bose roadCalcutta 700020

Users in India and Nepal

Please refer the accompanying sheet for the postal addresses of our Offices in India andNepal.

Eastern Regional Office : Vedika Software Pvt LtdAgarwalla Chambers11 Circus Market PlaceCalcutta 700017

Northern Regional Office : Vedika Software Pvt Ltd230 Mandakini EnclaveAlaknandaNew Delhi 110019

Western Regional Office : Vedika Software Pvt LtdAndheri Kurla Road104 Kanchan Industrial EstateSafed Pool, Saki NakaMumbai 400072

Southern Regional Office : Vedika Software Pvt LtdSunriseChambers (Basement)22 Ulsoor RoadBangalore 560042

Users in Nepal : Vedika Software Pvt LtdGPO Box 3603, KamalpokhariKathmandu, Nepal

Users in Malaysia : FACT System (Mly) Sdn Bhd510 Block A, Level 5Kelana Centre Point3 Jalan SS 7/19, Kelana Jaya47301 Petaling JayaSelangor Darul Ehsan

Users in Singapore : FACT Software Intl Pte Ltd10 Anson Road#11-21 International PlazaSingapore 079903

When you call Technical Support• Be at your computer• Have FACT running on your PC• Have this manual within reach

You will be asked to provide information about your hardware and software configuration.For your convenience, we have included a FACT Support Form in this manual that lists allof the questions Technical Support may need to ask you. Please have this form filled outwhen you call.

We Welcome All CommentsWe hope this is a clear and useful explanation of our policies and commitment to you.Vedika is interested in what you think of FACT. Do forward us any suggestions forenhancements you would like to see in future releases of FACT. If you have any commentsor suggestions about our software, documentation, marketing, support etc., please sendyour feedback by postal or electronic mail to us. Your suggestions are valued at Vedika.

Contents

Welcome................................................................................................................... 3Before You Start ...................................................................................................... 5Limited Warranty ...................................................................................................................... 6Other Limitations ...................................................................................................................... 7

Technical Support ................................................................................................... 7Phone ........................................................................................................................................ 8Fax ............................................................................................................................................ 8Electronic Mail (e-mail) and World Wide Web ......................................................................... 9Postal Mail ................................................................................................................................ 9

We Welcome All Comments ................................................................................. 10

Part I - SetupPrepare to Setup ................................................................................................... 21FACT Single User ................................................................................................................... 21Installing FACT Single User pack ........................................................................................... 22FACT Multi User ..................................................................................................................... 23Installing FACT Multi User pack ............................................................................................. 24Appendix A .............................................................................................................................. 27Appendix B .............................................................................................................................. 28

Update Notes ......................................................................................................... 28Updating from FACT 286 version 6.0 ..................................................................................... 29Updating from a version prior to 6.5x ..................................................................................... 29

Part II - FACT ReportsIntroducing FACT Reports ................................................................................... 31System Requirements ............................................................................................................ 32Installation .............................................................................................................................. 33Installing FACT Reports on a Network Server ....................................................................... 33FACT Reports Workstation Setup .......................................................................................... 35Starting FACT Reports ........................................................................................................... 36Uninstalling FACT Reports ..................................................................................................... 36Updating FACT Reports to a new version .............................................................................. 37

Introducing Perks ................................................................................................. 37

Part III - Implementation NotesLoad FACT ............................................................................................................. 39Start Installation of New Account ........................................................................................... 39Set Accounting Period Dates. ................................................................................................. 41User Rights under FACT Multi User Installations .............................................. 42

Moving around in the Main Menu ........................................................................................... 43Account / Open ....................................................................................................................... 43Create Chart of Accounts ....................................................................................................... 44Sample Chart of Accounts ...................................................................................................... 46Layout of Final Accounts ........................................................................................................ 48Invoice Terms - Sale & Purchase ........................................................................................... 49Enter Chart of Accounts ......................................................................................................... 50Define Control A/cs in System Controls ................................................................................. 50

Salesmen / Agents ................................................................................................ 51Customer/Vendor Master...................................................................................... 52Product Master ...................................................................................................... 53Special Rates ......................................................................................................... 57Document Class .................................................................................................... 57Opening Balances ................................................................................................. 62Templates............................................................................................................... 63User Defined Fields ............................................................................................... 64Copy Codes from another A/c ............................................................................. 65

Data Entry .............................................................................................................. 66Explanation of some Features ............................................................................ 67[F1] Help Box .......................................................................................................................... 67Calculator ............................................................................................................................... 67Inserting Today's Date ............................................................................................................ 68Naming Conventions .............................................................................................................. 68Function Key Macros .............................................................................................................. 69No Codes Mode ...................................................................................................................... 70Printer Box .............................................................................................................................. 71

Account / Close ..................................................................................................... 72Account / Modify ................................................................................................... 72Account / Delete .................................................................................................... 72Account / Preferences .......................................................................................... 73Preferences / System Controls ............................................................................................... 73Preferences / User Maintenance ............................................................................................ 82Preferences / Password .......................................................................................................... 83Preferences / Filter ................................................................................................................. 83Preferences / Report Footer ................................................................................................... 84Preferences / Active Date Range ........................................................................................... 84Preferences / Document Printing ........................................................................................... 84Preferences / Document Numbering ...................................................................................... 85

Account / Printer ................................................................................................... 91Printer / Selection ................................................................................................................... 91Printer / Setup ......................................................................................................................... 91Printer / Driver Maintenance ................................................................................................... 92

Account / System .................................................................................................. 92System / Configuration ........................................................................................................... 92

System / Custom Options ...................................................................................................... 93System / Security Rights Grouping ........................................................................................ 94

Account / Special .................................................................................................. 97Special / Label Writer ............................................................................................................. 97Special / Document Designer ............................................................................................... 101Designing Documents with User Defined Fields .................................................................. 111

Part IV - General LedgerIntroduction to General Ledgers ....................................................................... 115GL Accounts ......................................................................................................................... 115Entering Documents ............................................................................................................. 115Auto Document Numbering .................................................................................................. 116Contra Account ..................................................................................................................... 116No Codes Mode .................................................................................................................... 116Date Range ........................................................................................................................... 116Multiple Currency .................................................................................................................. 117

Masters / Chart of Accounts .............................................................................. 118Chart of Accounts / General Ledger Codes ......................................................................... 118Chart of Accounts / Profit & Loss Layout ............................................................................. 121Chart of Accounts/Balance Sheet Layout ............................................................................ 131Chart of Accounts/Cash Flow Layout ................................................................................... 131

Masters / Document Class ................................................................................. 131Document Class - Examples ................................................................................................ 135Document Class/Filters ........................................................................................................ 138

Masters / Interest Rates ...................................................................................... 138Masters / Account Confirmation ........................................................................................... 140Masters / Layout of Account Confirmation ........................................................................... 140

Masters / Opening Balances .............................................................................. 142Opening Balances / General Ledgers ................................................................................. 142Opening Balance / Subledger - Journals ............................................................................. 144Opening Balances / Budgets/Last Year ................................................................................ 145Opening Balances / Unreconciled Vouchers ........................................................................ 146

Entry / Vouchers - Receipt / Payment................................................................ 146Vouchers - Receipt/Payment ................................................................................................ 146One Db/Cr ............................................................................................................................. 147Many Db/Cr ........................................................................................................................... 148Vouchers - Receipt / Payment / Bank Reconciliation ........................................................... 152

Entry / Journals ................................................................................................... 154Journals / Ledger .................................................................................................................. 154

Ledger Reports.................................................................................................... 155Ledgers / Cash/Bank Reports ............................................................................ 158

Ledger / Cash/Bank Reports / Checklist .............................................................................. 158Cash/Bank Reports / Books/Reconciliation ......................................................................... 159Cash/Bank Reports / Summary............................................................................................ 161Cash/Bank Reports / Bank Reconciliation List .................................................................... 161Cash/Bank Reports / Cheques List ...................................................................................... 162Ledger / Journal Book .......................................................................................................... 163Ledger / General Ledger ....................................................................................................... 164

Ledger / Trial Balance ......................................................................................... 166Trial Balance / Normal .......................................................................................................... 166Trial Balance / Year To date ................................................................................................. 169

Ledger / Profit & Loss Account ......................................................................... 170Ledger / Profit & Loss Account/ Date to Date ...................................................................... 174

Ledger / Balance Sheet....................................................................................... 174Ledger / Balance Sheet / Date to Date ................................................................................. 177

Ledger / Cash Flow Statement ........................................................................... 177Ledger / Cash Flow Statement / Date to Date ..................................................................... 178

Ledger / MIS Reports .......................................................................................... 178Merged Accounts .................................................................................................................. 178Unrealized Gain/Loss ........................................................................................................... 181

Ledger / Special Reports .................................................................................... 182Special Reports / Interest Calculations ................................................................................ 182Special Reports / Account Confirmation .............................................................................. 183Special Reports / Audit - Receipt/Payment .......................................................................... 184Special Reports / Audit - Balances ....................................................................................... 184

Ledger / Document Printing ............................................................................... 185Ledger / Listing of Masters ................................................................................ 185General Ledger Codes.......................................................................................................... 185Cash/Bank Books ................................................................................................................. 186Profit & Loss Layout ............................................................................................................. 186Balance Sheet Layout ........................................................................................................... 186Cash Flow Layout ................................................................................................................. 187Budgets/Last Year ................................................................................................................ 187Interest Rates........................................................................................................................ 187Account Confirmation ........................................................................................................... 188Document Class ................................................................................................................... 188Filters .................................................................................................................................... 188

Part V - Accounts Receivable & Accounts PayableIntroduction to Ar/Ap .......................................................................................... 190Entering Documents ............................................................................................................. 190Auto Document Numbering .................................................................................................. 191Inventory ............................................................................................................................... 191

Opening Entries .................................................................................................................... 191Customer/Vendor Status ...................................................................................................... 192Multiple Currency .................................................................................................................. 192

Masters / Salesmen/Agents ............................................................................... 193Masters / Vendors/Customers ............................................................................ 194Customers ............................................................................................................................ 194Vendors ................................................................................................................................. 196Items/Products / Special Rates - Customers & Vendors ..................................................... 197

Masters / Opening Balances .............................................................................. 200Opening Balances / Customers............................................................................................ 200Consolidated ......................................................................................................................... 200Invoice................................................................................................................................... 200Receipt .................................................................................................................................. 201Debit Note/Credit Note.......................................................................................................... 202Orders ................................................................................................................................... 202Opening Balances /Vendors ................................................................................................. 203Consolidated ......................................................................................................................... 203Invoice................................................................................................................................... 204Payments .............................................................................................................................. 205Debit Note/Credit Note.......................................................................................................... 205Orders ................................................................................................................................... 206

Entry / Journals ................................................................................................... 206Journals / Debit/Credit Note ................................................................................................. 206Journals / Party Journal ....................................................................................................... 208

Entry / Vouchers - Receipt /Payment................................................................. 210

Sales & Purchase Entries ................................................................................... 216Entry / Proforma Invoice / Quotation ................................................................................... 220Entry / Sales /Orders ............................................................................................................ 221Entry / Sales / DO ................................................................................................................ 224Entry / Sales / Invoice ........................................................................................................... 227Entry / Sales / Service Invoice .............................................................................................. 231Entry / Sales / Return ........................................................................................................... 233Purchases ............................................................................................................................. 236Entry / Purchase / Order ....................................................................................................... 236Entry / Purchase / DO (GRN) ............................................................................................... 239Entry / Purchase / Invoice .................................................................................................... 242Entry / Purchases / Service Invoice...................................................................................... 246Entry / Purchases / Returns ................................................................................................. 248

Entry / Adjustment of Documents ..................................................................... 251Adjustment of Credit Notes ................................................................................................. 251Adjustment of Advances ...................................................................................................... 254Adjustment of Debit Notes .................................................................................................... 256

Entry of ST Form ................................................................................................. 258

Currency Rates .................................................................................................... 258Currency ............................................................................................................................... 259Rates ..................................................................................................................................... 259

Customer/Vendor Reports.................................................................................. 261Ar/Ap / Sale & Purchase Registers ...................................................................................... 263Sales & Purchase Registers / Order .................................................................................... 263Sale & Purchase Registers / DO .......................................................................................... 264Sale & Purchase Registers / Invoice .................................................................................... 265Ar/ Ap / Credit Note Register ................................................................................................ 267Ar/ Ap / Receipts Register ................................................................................................... 268Ar/ Ap / Debit Note Register ................................................................................................. 269Ar/Ap / Payments Register ................................................................................................... 270Ar/Ap / Party Ledger ............................................................................................................. 271Customers & Vendors........................................................................................................... 271

Ar/Ap / Outstanding Documents........................................................................ 273Outstanding Documents / Orders ........................................................................................ 273Outstanding Documents / Invoices ...................................................................................... 274Outstanding Documents / Advances .................................................................................... 275Outstanding Documents / Debit Notes - Vendors ................................................................ 276

Ar/Ap / Adjustment Listing ................................................................................. 277Credit Notes - Customers ..................................................................................................... 277Credit Notes - Vendors ......................................................................................................... 278Advances - Customers ......................................................................................................... 278Advances - Vendors.............................................................................................................. 279Debit Notes - Vendors........................................................................................................... 280

Ar/Ap / MIS Reports ............................................................................................ 280MIS Reports / Ageing - Customers ...................................................................................... 280MIS Reports / Ageing - Vendors ........................................................................................... 282MIS Reports / Ageing - Customers (Agent Wise) ................................................................ 282MIS Reports / Due Date - Sale & Purchase Invoice ............................................................. 284MIS Reports / Proforma Inv / Quotation Register ................................................................ 285MIS Reports / Analysis - Proforma Inv / Quotation ............................................................. 286MIS Reports / Analysis - Sales ............................................................................................. 287MIS Reports / Analysis - Sales (Top 'N' Customer) ............................................................. 288MIS Reports / Analysis - Sales (Top 'N' Product) ................................................................. 288MIS Reports / Analysis - Sales (Top 'N' Agent) .................................................................... 288MIS Reports / Analysis - Purchase ...................................................................................... 290MIS Reports / Customers & Vendors Analysis ..................................................................... 292MIS Reports / Profitability - Sales ........................................................................................ 293MIS Reports / Currency Exposure ........................................................................................ 294MIS Reports / Consignments Sales & Expenses ................................................................. 295MIS Reports / Price History .................................................................................................. 296

Ar/Ap / Special Reports ...................................................................................... 297Special Reports / Interest - Customers & Vendors .............................................................. 297Special Reports / Interest - Sales Invoice & Purchase Invoice ............................................ 299Special Reports / Statement of Account - Customers & Vendors........................................ 299Special Reports / Customer Address Exceptions ................................................................ 300Special Reports / Customer Reminder Letters ..................................................................... 301Special Reports / Special Registers - Sales & Purchases ................................................... 302Special Reports / Open DO - Sales & Purchases ................................................................ 303Special Reports / ST Form Exceptions - Sales & Purchases .............................................. 303

Ar/Ap / Document Printing ................................................................................. 304Ar/Ap / Listings of Masters ................................................................................. 305Listing of Masters / Salesman/Agent ................................................................................... 305Listing of Masters / Customers/Vendors .............................................................................. 306Listing of Masters / Interest rates - Customers & Vendors .................................................. 306

Ar/Ap / Query ....................................................................................................... 306Customer Window ................................................................................................................ 307

Part VI - InventoryIntroduction to Inventory ................................................................................... 320Entering Documents ............................................................................................................. 320Auto Document Numbering .................................................................................................. 320Customer/Vendor Entries ..................................................................................................... 320Inventory ............................................................................................................................... 320Opening Entries .................................................................................................................... 320Double Quantity .................................................................................................................... 321Different UOMs (Purchase, Stock & Sale) ........................................................................... 321Item/Product Discounting ..................................................................................................... 321Date Range ........................................................................................................................... 321

Masters / Items/Products .................................................................................... 322Items/Products / Products .................................................................................................... 322Items/Products / Grouping ................................................................................................... 325

Masters / Cost Centres ....................................................................................... 327Masters / Opening Balances .............................................................................. 327Products ................................................................................................................................ 327

Entry / Inventory Issues...................................................................................... 329Inventory Issues / Memos..................................................................................................... 329Inventory Issues / Issues ...................................................................................................... 330Inventory Issues / Returns .................................................................................................... 331

Entry / Finished Goods ...................................................................................... 333Finished Goods / Received .................................................................................................. 333Finished Goods / Returned................................................................................................... 334

Entry / Transfer of Stock .................................................................................... 335Entry / Closing/Production Rates ...................................................................... 337Closing/Production / Closing ................................................................................................ 337Closing/Production / Production ........................................................................................... 337

Inventory Reports ............................................................................................... 339Inventory / Memos Register ............................................................................... 339Inventory / Issues Register ................................................................................ 340Inventory / Finished Goods Register ................................................................ 340Finished Goods Register / Received .................................................................................... 340Finished Goods Register / Returned .................................................................................... 341

Inventory / Transfer of Stock ............................................................................. 341Inventory / Material In/Out .................................................................................. 342Material In/Out / Products .................................................................................................... 342Material In/Out / Cost Center ............................................................................................... 343Material In/Out / Stock Ledger ............................................................................................. 344

Inventory / Raw Material Reports ...................................................................... 347Raw Material Reports / Consumption .................................................................................. 347Raw Material Reports / Reconciliation ................................................................................. 349MIS Reports / Stock Status - Report .................................................................................... 350

Inventory / MIS Reports ..................................................................................... 350MIS Reports / Stock Status - Query ..................................................................................... 350MIS Reports / Reorder Status .............................................................................................. 351MIS Reports / Overstocked Status ....................................................................................... 352MIS Reports / Warehouse Stock .......................................................................................... 352MIS Reports / Stock Ageing ................................................................................................. 353MIS Reports / Stock Valuation.............................................................................................. 354

Inventory / Document Printing .......................................................................... 358Inventory / Listing of Masters ............................................................................ 358Listing of Masters / Items / Products .................................................................................... 358Listing of Masters / Product Groups..................................................................................... 359Listing of Masters / Product Price List - Sales ..................................................................... 360Listing of Masters / Product Price List - Purchases ............................................................. 360Listing of Masters / Cost Centers ......................................................................................... 361Listing of Masters / Special Rates Listing ............................................................................ 361

Part VII - HousekeepHousekeep ........................................................................................................... 363Housekeep / Reindex .......................................................................................... 363Housekeep / Recalculate Balances ................................................................... 365

Housekeep / Diagnostics.................................................................................... 367FILES .................................................................................................................................... 368BLANK RECORDS ............................................................................................................... 369TRIAL BALANCE .................................................................................................................. 369

“DO POST” ERROR ............................................................................................................. 370DR CONTROL ...................................................................................................................... 371CR CONTROL ...................................................................................................................... 371STOCK CONTROL ............................................................................................................... 371RECEIPTS / PAYMENTS (DB) ............................................................................................. 372RECEIPTS/PAYMENTS (CR) ............................................................................................... 372

Housekeep / Backup Data .................................................................................. 373Housekeep / Data Restoration ........................................................................... 375Housekeep / Export Data .................................................................................... 377Housekeep / Import Data .................................................................................... 377Importing data ...................................................................................................................... 378

Housekeep / Missing Numbers .......................................................................... 385Housekeep / Tally of Documents ....................................................................... 385Housekeep / Revaluation of Documents........................................................... 386Revalue Documents ............................................................................................................. 387Revaluation History .............................................................................................................. 388Undo Revaluation ................................................................................................................. 389

Housekeep / Audit Trail ...................................................................................... 389Audit Trail / Report ................................................................................................................ 389Audit Trail / Purge ................................................................................................................. 390

Housekeep / Year Ending ................................................................................... 391Housekeep / System Information ...................................................................... 393System Information / General .............................................................................................. 393System Information / Group Rights ...................................................................................... 393System Information / Users List ........................................................................................... 393System Information / User Defined Fields ........................................................................... 394System Information / Printer List .......................................................................................... 394System Information / Document Numbering........................................................................ 394

IndexIndex ..................................................................................................................... 397

20 FACT User Guide

User Guide

Part ISetup


21Part I Setup

Prepare to Setup

FACT Single User• Computer

• PC/386 or higher (recommended Pentium).• Minimum 4 MB RAM. Of this 2.5 MB Extended Memory should be free.• Hard disk with minimum 25 MB free space.• Color or monochrome monitor

• Printer80 or 132 column dot matrix printer, inkjet printer or laser printer.

• Operating SystemMS-DOS 5.0 or higher (recommended MS-DOS 6.x for optimum performance).

Windows 3.1 or Windows for Workgroups 3.11Windows 95Windows NT 3.51 Workstation or higher

• Program DiskettesOriginal diskettes supplied with the package.

• NetHasp-5 Hardware key labelled SINGLE USER, supplied with the Program diskettes.

• CONFIG.SYSThis file should be present on the root (C:\) directory of your PC. CONFIG.SYS tells yourPC certain things about the configuration it is supposed to set up at start up time. Thisfile should have the FILES entry as FILES=110 or more. If the file itself does not exist,create the file with the above line and save it in the root (C:\) directory.

• AUTOEXEC.BATThis file should be present on the root (C:\) directory of your PC. AUTOEXEC.BAT tellsyour PC to execute certain commands every time it starts. Normally TSR (Terminate andStay Resident) programs are loaded from this file . You must ensure that no TSRprograms are loaded when you wish to install or run FACT. FACT utilizes its own diskcaching routines and may not install or work as designed if TSRs are present in thecomputer's memory. Check for TSRs and remove them from this file and save it.

• 25 MB Free Space CheckTo install FACT, you need 25 MB free hard disk space. After installation FACT occupies15 MB space approximately. It also needs certain space for creating the temporary files.Ensure that you have 25 MB free space on C: drive. In case there is not enough space,delete some files to make at least 25 MB free space.

• Virus CheckFACT may not install properly if your PC is infected with a virus. Use a virus checkingprogram to ensure that you do not have any viruses on your computer.

Now, restart (or reboot) the PC. Press [Ctrl] [Alt] [Del] keys together to do this. Once thecomputer reboots, you are ready to install FACT. Skip to the section "Installing FACT SingleUser pack".

Refer page 33 for details on installing FACT Pro Reports for Windows

22 FACT User Guide

Installing FACT Single User pack

Follow the instructions below carefully. Type the commands in bold letters and press theEnter key after each command.

1. Insert Disk 1 in the floppy drive A or BType A:SETUP and press Enter (or B:SETUP as necessary)

The following screen appears :

The highlighted bar is currently on Install FACT .

2. Press Enter to install.The Setup prompts you to enter the Drive where FACT is to be installed. For example, Ifyou wish to install FACT on your D drive, you have to specify the letter D now. Then, FACTwill be installed in the D:\FACT directory.

3. Enter the Drive letter.

Setup prompts you to enter the Network type. As you are installing a FACT Single Userpack, there is no network involved. Therefore, you will choose the None (Single User)option.

If you wish to install the FACT Multi User pack and have a Multi User NetHASP Hardwarekey with you, refer to the next section.

4. Choose None (Single User) to start the installation process.

5. Enter the subsequent disks as and where prompted.

When the FACT is installed successfully the setup prompts you to attach the NetHASP keyto the parallel port of your computer.

Vedika Software Pvt LtdVedika International Pvt LtdIndia F A C T S E T U P

Selecting this option will create a FACTsub directory on the drive specified by you,and install FACT there

Use Up Dn Arrow to Move | <Ret> to Select

Install FACTUpdate FACTExtract Program FilesChange Network type

Disk 1 Disk 2 Disk .. Disk 7

23Part I Setup

6. Connect the red-colored NetHASP Hardware key to the parallel port of your Computer(either LPT1 or LPT2). If you already have another Hardware key attached to the parallelport, you may daisy-chain it (one after another in a serial fashion) along with this key. Youmay also attach a printer directly to the NetHASP key.

If you have installed FACT on a computer running Windows 95 or a Windows NT,make sure that the following command is run from the FACT program directory :

HINSTALL /I

If you try to run FACT without connecting the NetHASP key FACT, will display a warning.that it could not detect the NetHASP Key. You may then check to see if the key is firmlyconnected to the parallel port and that the port itself is working.

To load FACT, do the following :

Type CD\FACT and press Enter

Type FACT and press Enter.

For help on creating and using an Account, refer to the Start Installation of New Accountsection in the Implementation Notes (Part III) chapter of this Manual.

Once a new Account is installed, it has only one User, MANAGER. The user MANAGERhas no Password installed. To enter the Account, type MANAGER in the User field andpress Enter . The cursor moves on to PASSWORD. Just press Enter .

FACT Multi User• File ServerRunning Windows 3.1 or Windows for Workgroups 3.11Running Windows 95 serverRunning Windows NT 3.51 or higherRunning NetWare Version 2.0a or above.Windows NT Server 3.51 or above

• Node• PC/486 or higher (recommended Pentium).• Minimum 4 MB RAM. Of this 2.5 MB Extended Memory should be free.• Color or monochrome monitor• MS-DOS 5.0 or higher (recommended MS-DOS 6.0 for optimum performance),• Windows 95• Windows NT.

• Printer80 or 132 column dot matrix printer, inkjet printer or laser printer.

• Original diskettes supplied with the package.

• The NetHasp-5 Hardware key labelled MULTI USER, supplied with the Programdiskettes.

24 FACT User Guide

• CONFIG.SYSThis file should be present on the root (C:\) directory of your Network Node. CONFIG.SYStells your PC certain things about the configuration it is supposed to set up at start up time.This file should have the FILES entry as FILES=110 or more. If the file itself does notexist, create the file with the above line and save it in the root (C:\) directory.

• AUTOEXEC.BATThis file should be present on the root (C:\) directory of your PC. AUTOEXEC.BAT tellsyour PC to execute certain commands every time it starts. Normally TSR (Terminate andStay Resident) programs are loaded from this file . You must ensure that no TSRprograms are loaded when you wish to install or run FACT. FACT utilizes its own diskcaching routines and may not install or work as designed if TSRs are present in thecomputer's memory. Check for TSRs and remove them from this file and save it.

• 25 MB Free Space CheckTo install FACT, you need 25 MB free hard disk space. After installation FACT occupies15 MB space approximately. It also needs certain space for creating the temporary files.Ensure that you have 25 MB free space on C: drive. In case there is not enough space,delete some files to make at least 25 MB free space.

• Virus CheckFACT may not install properly if your PC is infected with a virus. Use a virus checkingprogram to ensure that you do not have any viruses on the file server or any node.

In case you are installing on Windows NT or other Windows Networks , go throughAppendix A on page 27 and then proceed with the instructions below.

If you are installing on a NetWare network, go through Appendix B on page 28.

Installing FACT Multi User pack

1. Insert Disk 1 in the floppy drive A or BType A:SETUP and press Enter (or B:SETUP as necessary)

2. Choose Install FACT and press Enter .The Setup prompts you for the drive on which FACT is to be installed. If you are installingonto the Server from a Network Node, enter the network drive letter mapped to thedesignated drive / directory on the Server. For example, if you intend to install to theC:\FACT directory on a Windows NT / Windows 95 Server, and the Server's C drive ismapped to the your Node using the drive letter Q, you would enter the letter Q in this field.

In case of a NetWare Server, you will have to enter the network drive letter mapped to theVolume on which you wish to install FACT.

You would also need to have full Read, Write & Delete Rights in the designated directoryon the Server. Please take the help of your Network Administrator in case of any difficulty.

3. Enter the drive letter and press Enter .

The Setup prompts you for the Network Type, choose the network type on which you willbe using FACT. FACT currently supports NetWare, Windows NT and also Windows 95 andWindows 3.1x PCs as servers for storing common data and program files.

25Part I Setup

4. Select the Network type from the list.Select Other Windows Network if you want to install FACT on Windows 95 orWindows 3.1x network.

5. Enter the necessary diskettes as and when required.

After Setup is complete, you will be prompted to attach the NetHASP key to the parallel portof the server. After doing this, you may attach the printer cable to the NetHASP key if youhave a printer installed on that port. Also ensure that all users who are going to use FACThave complete rights (except supervisory or access control rights) to the FACT directoryas well as any data directories that may be created later on.

For more details on user rights, refer to User Rights under FACT Multi User Installationssection in Part III ( Implementation Notes ) of this manual.

You must follow the steps detailed below after you have attached the HASP key to theparallel port on the server. Please go to the section relevant to your type of Network -

NetWare ServersEnsure that the following line is included in the NET.CFG (SHELL.CFG in case ofNetWare 2.x) file of your network nodes -

FILE HANDLES=110

NET.CFG / SHELL.CFG files tell your network certain things about the configurationit is supposed to set up during network shell loading time.

If the file itself does not exist, create it in the correct directory / folder of your Node withthe above line and save it - consult your Network Administrator for info on this)

Also, make sure that (USERLIST.EXE, CAPTURE.EXE and ENDCAP.EXE(SPOOL.COM and ENDSPOOL.COM in case of NetWare 2.x) programs are availableto all FACT Users.

(i) NetWare 2.x servers : Connect the HASP key to the parallel port of the server. LoadHASPSERV.VAP from the FACT directory of the volume you installed FACT on. Thismust be loaded each time the server is started. This can be automated by simplycopying the HASPSERV.VAP file from the FACT directory to the SYS:SYSTEMdirectory. During NetWare bootup, you will be asked Load value added processes ?- answer Y to this.

(ii) For NetWare 3.x and above servers : Connect the HASP key to the parallel port ofthe server. Load HASPSERV.NLM from the FACT directory of the volume you installedFACT on. This must be loaded each time the server is started. The process can beautomated by simply adding the following line in the AUTOEXEC.NCF file located inthe SYS:SYSTEM directory (assuming FACT was installed on the ACCS Volume) -

LOAD ACCS:\FACT\HASPSERV

If you would also be using FACT Reports installed on the NetWare Server,HASPSERV.NLM has to be loaded with the SAP services disabled.

26 FACT User Guide

Refer to the Part II (FACT Reports) of this Manual for details on FACT Reports.

Issue the following command in order to load HASPSERV.NLM with SAP Servicesdisabled -

LOAD ACCS:\FACT\HASPSERV IPXNOSAP ADDRPATH=VOL1:

In this mode, the NetHASP Server program (HASPSERV.NLM) will create thefollowing address files which are used by FACT to locate the NetHASP Server runningon the NetWare Server -

HASPADDR.DATNEWHADDR.DAT

The ADDRPATH parameter refers to the path where the address files will be created.In the above example, the address files will be created in the VOL1 Volume.

The above address files will then have to be copied to the FACT directory, and thefollowing command run on the Node before you load FACT -

SET NETHASPPROTOCOL=IPXNOSAP

In case you do not need to disable the SAP Services while loading HASPSERV.NLM,issue the following command instead -

SET NETHASPPROTOCOL=IPX

Windows NT serversConnect the HASP key to the parallel port of your server. At the server console, loginunder any user name with Administrative privileges and follow the steps below -

1. At the command line type

COPY C:\FACT\NHSRVW32.* \SYSTEMROOT\SYSTEM32

assuming FACT has been installed in C:\FACT and where SYSTEMROOTis the folder where Windows NT has been installed.

2. Go to the directory of FACT and run HINSTALL /I at the command line.

3. Run HINSTALL /IS from the directory of FACT. You will get a message that theloading is completed successfully. The system will also prompt you to shutdown andreboot the server.

4. Reboot the Server.

Windows 95 serversConnect the HASP key to the parallel port of the PC and follow the steps below -

1. Run the following from the FACT directory -

HINSTALL /I

27Part I Setup

2. Reboot the computer for the changes to take effect.

3. Run the following from the FACT directory -

NHSRVW32.EXE

Since this program needs to be loaded each time the server boots, you may place ashortcut to this program in the Program Files / Startup folder.

Windows 3.1x serversConnect the HASP key to the parallel port of the PC and follow the steps below andrun the NHSRVWIN.EXE program from the FACT directory.

As the program would have to be loaded each time the computer starts you may createa shortcut to it in the Startup group.

Please contact your nearest FACT Technical Support center if you face anyproblems.

Appendix A

Notes for installing on Windows NT and Windows 95 / Windows 3.1x -

(i) Installing on a Windows NT Server : FACT needs to be installed in the root directoryof any particular drive. If you're installing on a NT Server, you can map a drive letter to anNT shared directory from other workstations for use with FACT.

This will ensure that the FACT directory and data directories will remain under the NTshared directory. For example, the C:\ACCOUNTS directory of NT Server could be sharedas 'Accounts'. Other Windows PCs can map a drive, say G:, to the 'Accounts' sharedresource and install FACT and data directories on G:. At the server, this translates to allfiles getting created under C:\ACCOUNTS.

Access permissions then have to be set for only C:\ACCOUNTS. This is the ideal setup ifyou will not be accessing FACT from the NT Server local login. However, if you want to useFACT from the NT console also, you must share your C:\ root drive so that the local logoncan access FACT from C:\FACT and other PCs can connect to the C:\ shared directory assay G:\FACT. This approach, however, makes the NT server very insecure.

(ii) Note for Installing on a networked Windows PC (Windows 95/Windows 3.1x) : Thisfacility of installing FACT on a Windows PC so that it can be accessed by other PCs on thenetwork using peer to peer resource sharing has been provided for the small LANenvironment where a true network with a file server and extensive security considerationsare not an issue. To use FACT in this setup, one PC on the network has to be designatedto host FACT program and data files. The root C:\ or D:\ etc drive of this PC has to be sharedwith read and write access. Other connected PCs will have to map one particular drive letter,say G:, to this shared root directory of the server. You can install FACT in the FACTsubdirectory of this PC and it can be used by other connected PCs. This provides aconvenient low cost network access solution.

28 FACT User Guide

Appendix BDuring Setup, FACT will prompt for the drive on which it is to be installed. This drive couldbe mapped to any Volume on your NetWare Server.

If you do not already have a drive letter mapped to the Volume on which you intend to installFACT, do so now. Login as SUPERVISOR or ADMIN (as applicable) and insert thefollowing line in the System Login Script -

MAP G:=SERVER\VOLUME:

Here, G could be any drive letter. SERVER stands for the NetWare Server name andVOLUME for the Volume name on which FACT is to be installed.Logout and login again after you are done with the above.

Update Notes

If you are installing FACT for the first timeSkip this section.

If you are updating from an earlier version• Please take a backup of all your accounts (or companies).

• Insert Program Diskette 1 in drive A or B.

• Type A:SETUP<RET> (or B:SETUP<RET>).The FACT SETUP Screen will be displayed.

• Move the highlight bar to "Update FACT" and press <RET>. After the first Program Diskhas been copied, you will be asked to insert the remaining Disks. After all Diskettes havebeen copied and the Program files exploded, FACT will check whether there is sufficientdiskspace free to update the data.

• The Update process will then prompt you to attach the NetHASP key to the local printerport for verification. After the Update process is over, you may put back the NetHASP keyon the Server printer port.

• After a successful Update, you must run SREINDEX & SRECALC (please refer to thechapters on Reindex and Recalculate Balances for more details) for all the accounts. Thisis important as all the index files have to be recreated and repostings need to be done.

Updating the NetHASP hardware keyIn some cases, you may have been issued a set of passwords in order to update theNetHASP hardware key (dongle). After you have successfully run the Update FACTprocedure., go through the following steps to update the hardware key -

1 Attach the NetHASP key to the parallel port on your machine.2 Go to the FACT directory and run the HUPDATE.EXE program.3 Select either Update to a New version of FACT or Update to use FACT on a LAN as

Multi User option, as applicable in your case.

29Part I Setup

4 Enter the passwords supplied and press the <Update> key to update the NetHASP keyYou will be flashed with a message when the updation is over successfully, followingwhich you may start using it with FACT.

Please note that if you are also using FACT Reports, you do not need to update theNetHASP key separately for it. Updating it for FACT will automatically enable FACTReports to access the same NetHASP key.

Updating from FACT 286 version 6.0

This section is for FACT Users in India and Nepal only. FACT 286 is not sold in any othercountry. In these countries, the current version of FACT is called FACT International andthe older version is called FACT 286.

FACT International features a new BACKUP scheme which is completely different from theone followed in FACT 286. The Setup program takes care of updation of data from FACT286 (or any later version) to FACT International. But in case you need to restore the backuptaken from FACT 286, you will have to convert it to FACT International format using the286_INTL utility.

This utility reads the FACT 286 backup disk and gives you the option to take a FACTInternational format backup, either on Hard disk or floppy disk(ettes).

Go to the FACT directory and type

286_INTL <RET>

It will ask the drive in which you have inserted the FACT 286 backup disk. Choose A/B andthen Select <OK> to proceed.

The bottom portion of the window shows the current file being copied. After all the files havebeen copied from all the backup disks the program moves into the data backup option ofFACT International. After this conversion you can directly restore the new backup in FACTInternational. For more details on Backup Data, please refer to the relevant section.

The interface to create security rights has been improved and made far easier to use inFACT International. Consequently, the way these rights are stored have also changed. Afteryou have updated from FACT 286 to FACT International, you will have to create newSecurity Groups and assign rights afresh.

Updating from a version prior to 6.5x

Due to some internal storage design changes, you may have to create new groups for PageTitle, New Page, Defined Total, Net Total etc for the P&L and Balance Sheet. For detailsrefer to relevant section.

30 FACT User Guide

User Guide

Part IIFACT Reportsfor Windows 95 and Windows NT


31Part II FACT Reports

Introducing FACT ReportsFACT Reports makes it possible for you to generate reports from FACT.Completely in native Windows environment. Developed to international specifications interms of colour, buttons and mouse control, just like MS Word, MS Excel etc.

You access the FACT data, live, as your accounts staff enter the transactions. FACTReports actually accesses the very same database that is being updated by your accountsstaff. So all reports you generate from FACT Reports are as if you were generating fromFACT itself, even though FACT Reports is Windows 95 based and is in that way anindependent package.

FACT Reports allows reports to be exported to MS Excel, MS Word and a number ofother file formats! Actually, FACT Reports has been developed based upon requestsfrom our valued FACT Users. Managers in most organizations have moved onto Windows95 and use it all the time. They might want to generate reports from FACT in native Windows95 environment and move the report to MS Excel or MS Word for further analysis andmaking reports and presentations. No problem. Your Managers will never have to go to theDOS prompt now. They can output all the reports into a spreadsheet - all the figures go intoindividual cells automatically.

You may choose to generate reports (also known as exporting data) in any prescribedformat as shown below -

File Format File ExtensionCharacter Separated Values CSPComma Separated Values CSVCrystal Reports Format RPTData Interchange Format DIFExcel 2.1 XL2Excel 3.0 XL3Excel 4.0 XL4Excel 5.0 XL5Lotus 123 WK1Lotus 123 WK3Lotus 123 WKSRecord Style RECRich Text Format RTFTab Separated Text TSTTab Separated Values TSVText TXTWord for Windows DOC

FACT Reports would even help you with your Head Office formats. This is where FACTReports shines. You may actually generate all the reports on the screen, on the printer orin a host of file formats as listed in the table above. So, if you have formats defined by HQin which you have to generate the reports, just output the report in say MS Excel format.The report will be saved in Excel spreadsheet format file with a .XLS extension. Do a Paste

32 FACT User Guide

Link to Worksheet # 2, which is the format defined by HQ and your HQ report is ready. Nomore re-keying of data all the time. No more errors.

Whenever you have a specific report to generate, you use the Paste Link function inMS Excel to link the various reports from FACT and save it. Every month, you generate thereports and save them under the same .XLS filenames, in the directory where the previousmonths files are. Automatically, month’s report is ready, with the current figures. No needto redesign and re-link the files.

FACT Reports also helps out your MIS Dept! As mentioned earlier, FACT Reports allowsyou to generate all reports directly into such file formats as Cobol, ASCII (separated bycommas) etc. Which means that you need not write complicated routines to update the HQmainframe with the subsidiary’s month end figures. All this can now be done automatically.

FACT Reports also helps you merge data from two or more reports. This is simple.Output the first report into say REPORT1.XLS, the second report to REPORT2.XLS, andthe third report to REPORT3.XLS. Open these three files in Excel. Create a fourth file calledREPORT4.XLS and link the figures from the first three worksheets into the REPORT4.XLS.And your custom designed report is ready, without any re-keying of any numbers. No extraentry, no errors, huge time savings.

While you work in FACT Reports, data entry can still go on. Naturally, we are talkingabout the Multi User Version. No problem. FACT will continue to work as if you weregenerating reports from within FACT. While you generate reports from FACT Reports, allnormal data entry work will proceed uninterrupted, subject to some critical operations whichare blocked in FACT as well.

FACT Reports is available in both Single and Multi User Versions and is bundled withFACT. If you have bought FACT Single User, you would have got FACT Reports SingleUser Version, along with it. If you use FACT Multi User, you would have got FACT ReportsMulti User Version.

FACT Reports can run on both a NetWare Server and a Windows NT Server. So longas the workstation on which you intend to run FACT Reports is a Windows 95 machine,FACT Reports will run from that station. It does not matter whether the server runs on NovellNetWare or Windows NT.

FACT Reports is a Windows 95 product. The PC where you wish to run FACT Reports musthave Windows 95 or Windows NT Workstation.

System Requirements

Processor - A PC/486 or higher processor, Pentium for betterperformance

Operating System - Windows 95 or Windows NT 3.51 or higherMemory - A minimum of 16 MB RAM is recommendedHard Disk Space - 70 MB at the time of installation, at least 45 MB thereafterCONFIG.SYS - This file resides on the C:\ directory of your computer. It

should contain a minimum FILES entry of FILES=130


Before proceeding with FACT Reports installation, make sure that FACT is installed onyour computer. If FACT is not yet installed, please refer to the FACT Setup chapter for theinstallation procedure.

Important Note for Windows 95 & Windows NT usersIn case there is a shared Windows 95 installation on your network server, ensure that youhave full access (Read, Write and Delete Rights) in the Windows 95 system directorybefore starting the FACT Reports Setup. Consult your network administrator for moreinformation on the above.

In order to successfully install FACT Reports on a Windows NT Server or Workstation, youmust be logged in with Administrator privileges.

InstallationStart the installation procedure as follows -

1 Close all open applications.2 Insert the disk labelled PROGRAM DISK 1 in the floppy disk drive from which

you wish to install FACT Reports, for example, drive A or B.3 Select Run from the Start menu in Windows 95 and Windows NT 4.0 (or above) and

Run option from the File menu in Windows NT 3.51.4 Type A:\SETUP and press OK. Alternatively, from Explorer or File Manager in

Windows NT 3.51, select the SETUP.EXE program on PROGRAM DISK 1 , anddouble click.

The Setup program installs FACT Reports into the C:\FACT Reports folder by default. Youmay, however, specify a different drive & directory / folder where you wish to install FACTReports. Choose the Change button, if you wish to install to a different directory.

Once the necessary files are copied and uncompressed, the Setup program will prompt youto select the location of the FACT directory.

Select the directory where FACT is installed (usually C:\FACT for a Single User installation).Read the section Installing FACT Reports on a Network Server below for more detailson selecting the FACT directory for a Multi User FACT installation.

While installing Single User FACT Reports , make sure that it is installed on the samemachine where FACT is installed and the Dongle (the red coloured Hardware key knownas NetHASP-5 supplied with FACT) is attached to the parallel port of the same machine.Both FACT and FACT Reports will be accessing and using the same NetHASP-5 key to run.

Installing FACT Reports on a Network ServerWhere FACT is already installed and running, FACT Reports will configure itselfautomatically, on specifying the location of the FACT directory.

The procedure for installing FACT Reports on a Network Server is the same as installingon a stand alone computer. First of all, select a Network Node and ensure that you havea drive letter mapped to the designated directory on the Network Server. After installingFACT Reports from this Node onto the Server, you will need to run the Workstation Setupprogram on each of the remaining Nodes which would require to run FACT Reports.

34 FACT User Guide

It is not necessary to do a workstation Setup on a node from where FACT Reports wasinstalled on the server. On this Node, FACT Reports may be directly run from the FACTReports program group under Start Menu.

Please read on for specific notes for installing and using under different OS environments.

NetWare 3.x and NetWare 4.x ServersAfter all program files have copied and uncompressed, the setup routine will prompt youfor the location of the FACT directory on the NetWare Server. Specify the location(G:\FACT,if G is mapped to the Volume / directory on the Server, under which the FACTdirectory resides) to complete installation.

FACT Reports will run only with the IPX protocol (without SAP advertising) when installedon a Novell NetWare server. Hence, if FACT is installed on the NetWare server using IPXprotocol, you have to modify the way the HASPSERV.NLM program is loaded so as to runit with IPX without any SAP advertising. With the IPXNOSAP parameter, the program loadswithout SAP advertising, and both FACT and FACT Reports can then run with the sameHASPSERV.NLM server program.

For using FACT Reports and FACT with IPXNOSAP, you may have to modify theSYS:SYSTEM\AUTOEXEC.NCF file. Edit this file and go to the line which loadsNetHASP-5 Server Program for NetWare. If FACT had been installed in the SYS volumeof the server, this line may look something like this -

LOAD SYS:FACT\HASPSERV.NLM

Modify the above line to read as the following and restart the Server,

LOAD SYS:FACT\HASPSERV.NLM IPXNOSAP addrpath=SYS:FACT

where SYS is the name of the volume on which FACT is installed.

When the NetWare Server boots, the above command line will create the following twoaddress files in the SYS:FACT directory,

NEWHADDR.DATHASPADDR.DAT

To run FACT and FACT Reports, both these files MUST be present in the FACT directory.

It is strongly recommended that FACT Reports be installed on the same Volume (samenetwork drive) where FACT is installed. Once FACT Reports is installed, the location ofFACT is prompted.

For example, if FACT is installed in the G:\FACT directory and FACT Reports is installedin the G:\FACTREPO directory, you should select G:\FACT as the Location of FACT .

Please read the section FACT Reports Workstation Setup section below for installing theworkstation component of FACT Reports.


Windows NT ServersThe procedure for installing and setting FACT Reports on a Windows NT Server isdependent on the way FACT has been setup. Please refer to the Installing FACT MultiUser pack section in the Setup chapter (Part I) of this User Guide for information on theabove.

During the FACT Reports installation, when all the program diskettes have been copied anduncompressed, the setup routine prompts you for the location of the FACT directory. Forexample, if the drive letter Q is mapped to a drive / directory on the Server under which theFACT directory resides, then Q:\FACT would be the location of FACT. On the other hand,if you are installing FACT Reports from the Server console itself, then this location couldbe either C:\FACT or D:\FACT, depending on the local drive in which FACT was installed.

After you specify the location and click Ok, you are further prompted for the complete pathused by the workstations to connect to the FACT directory on the Server. Once Workstationsetup has been done on the other Nodes, FACT Reports uses this path to connect to theFACT directory on the Server. Now, if the path Q:\FACT is used to run FACT from the Nodes/ Workstations (Q is mapped to the Server directory containing the FACT directory), thenQ:\FACT is the complete path required.

FACT Reports can be installed on the server similar to the way FACT is installed. Forexample, if FACT is installed in the C:\ACCOUNTS\FACT directory, it is stronglyrecommended that FACT Reports be also installed under C:\ACCOUNTS\FACTREPOdirectory. However, you can install FACT Reports under any directory of your choice.Care should be taken on those workstations where FACT is not running, where you mayhave to map the corresponding Network drive letters as specified above.

Windows 95 ServersThe installation procedure for Windows 95 Servers is the same as when installing on aWindows NT Server. Please refer to the preceding section for details.

FACT Reports Workstation Setup

If you wish to use FACT Reports on a Network and access it through connected Nodes/ workstations, FACT Reports has to be setup on the workstations too.

Access any workstation (from where FACT Reports would be run) and use any free driveletter to map to the FACT Reports directory on the Server. Go to the WKSETUP directoryunder the FACT Reports directory and run the WKSETUP.EXE program. If FACT and FACTReports are installed at the same location on server, it is advisable to map using the samedrive letter as mentioned above.

This program will install the workstation components of FACT Reports on your workstationand enable you to access and run FACT Reports from the Network Server. Please notethat it is not necessary to do a workstation Setup on a workstation from where FACT Reportswas installed on the server.

36 FACT User Guide

Starting FACT Reports

1 Go to the FACT Reports program group below Start Menu and click on the Programicon of FACT Reports. If you are running FACT Reports from a workstation / Nodewhere the Workstation setup had been run, look for the FACT Reports Workstationprogram group.

2 Type the Licensee name if you are loading FACT Reports for the first time and clickOK to proceed.

3 If you have not mentioned your FACT path ( the directory path where FACT is installed)during Setup, the same can be defined through the Account / Preference option.Please note that this option will not be available, if you are running FACT ReportsWorkstation from any workstation.

4 To open an Account, select Open from Accounts menu, select one of the FACTAccounts and type the user name as in FACT as the logon Name and enter thepassword.

All users present in FACT will have access to FACT Reports too. By default, the UserMANAGER has rights to all the modules of FACT Reports. User security is implementedbased on the Security Group attached to each FACT user through Account / Preferences/ User Maintenance option. After logging onto FACT Reports, each FACT user will find thesame set of reports available to him as in FACT.

You may refer to System / Security Rights Grouping option on page 83 of this User Guidefor information on restricting user Rights in FACT and FACT Reports using SecurityGroups.

Uninstalling FACT Reports

FACT Reports may be uninstalled from either the Workstation or the Server.

Uninstalling FACT Reports from a WorkstationFollow the steps below in order to uninstall Fact Reports from a Workstation -1 Select Uninstall FACT Reports Workstation icon from the FACT Reports Workstation

program group under Start Menu.2 Choose <Yes> to initiate the uninstall procedure.

During uninstallation process, all driver files which were copied into the respectivedirectories will be deleted and the Registry will be automatically updated. While uninstallingFACT Reports from a workstation, the server program is not affected.

Uninstalling FACT Reports from the ServerFollow the steps below in order to uninstall Fact Reports from a Server -1 Select Uninstall FACT Reports icon from FACT Reports program group on the Server

Console or the workstation (node) from where it was installed onto the server.2 Choose <Yes> to initiate the uninstall procedure.

During the uninstallation process, the system might prompt you about Shared files (.DLL)


being removed from system. Click <OK> to continue. The system will automatically copythese DLL’s and OCX files, next time you install FACT Reports.While uninstalling FACT Reports from the server, the contents of FACT Reports programdirectory are automatically removed.

Updating FACT Reports to a new version

If you have an older version of FACT Reports installed on your machine and you wish toupdate to the latest version, please make sure that you uninstall FACT Reports from allmachines where it had been installed. This includes, all the machines which are used asFACT Reports Workstation clients. FACT Reports can be uninstalled by selecting theUninstall icon from the program menu. Please look under the section UninstallingFACT Reports for more details.

Once the previous version of FACT Reports is successfully uninstalled, install the newversion of FACT Reports on the server. You must also run the FACT Reports workstationSetup from each workstation where you wish to run FACT Reports. It is very important thatyou uninstall the older version from all workstations before you proceed to install the newversion of FACT Reports. Read the section Installing FACT Reports on a Network Serverfor more details on installing Multi User FACT Reports and FACT Reports WorkstationSetup for workstation installation details.

Please note that if you do not need to update the NetHASP key separately for FACTReports. Updating it for FACT will automatically enable FACT Reports to access andrun from the same NetHASP key.

Introducing PerksPerks is our No-Compromise Payroll software, which can directly post Payroll transactionsto FACT Cash/Bank Books.

If you are using Perks, you do not have to re-enter the payroll entries into FACT. Perksintegrates seamlessly with FACT and posts all payroll entries including deductions, CPFpayable, division code, department code etc automatically. No additional entry to be madeat all. If you roll back the payroll generation, the posting from FACT is also automaticallyrolled back.

Following are some of the FACT integration features Perks offers you -

• Relate the employees with their FACT Document Class codes

• Relate each individual payment heads with a FACT General Ledger Code

• Automatic posting of payroll payments to FACT

• Facility to roll back the posting in FACT

• Relate with Cash Books & Banks defined in FACT

38 FACT User Guide

User Guide

Part IIIImplementation Notes


39Part III Implementation Notes

Load FACTWhen you install FACT for the first time, no Accounts (or Companies) are installed. The firststep you take is to install a New Account after running the program. Assuming you haveinstalled FACT on the C drive, follow the example below to run FACT -

C:>C: [Enter]C:>CD\FACT [Enter]C:\FACT>FACT[Enter]

After FACT loads, only the New, About FACT , What's New and Exit options are displayedin the Account menu. If you have already installed an Account, the New option will bereplaced by Open .

The What's New option gives you detailed list of all the new features in the software.

Start Installation of New AccountSelect Account/New and press [Enter]; Fill in the following -

InitialsEnter Initials (three characters) for the Account you are installing. FACT will create a sub-directory called FA_??? where all the data for the Account will be stored. '???' stands forthe Initials. Example : if you are installing 'Singapore Spacetech Ltd', enter SSL as theinitials (you may enter any initials you prefer). In this case, FACT will create a sub-directorycalled FA_SSL.

Data Disk DriveEnter the drive where you wish the data to be stored. This is where the sub-directoryFA_SSL will be created. You could use either local hard drives on your PC / Network Nodeor any network drives for this purpose.

Ensure that a minimum of 3 MB of free disk space is available on the selected data diskdrive . If you are creating the data directory on a network drive, full Read, Write and DeleteRights are essential.

Alternate Data DriveThe system prompts for the Alternate Data Drive if you had selected the Network Type aseither Other Windows Network , Windows NT 3.51 or Windows NT 4.00 duringinstallation or through Account / System / Configuration . The concept of Alternate DataDrive allows other users on the network to access this Account , mapping his/ her computerto it. Of course, you would have shared out the FA_??? data directory before that.

Suppose you specify the Data Disk Drive as C and Alternate drive as E, then other FACTusers on the network may use the drive letter E to map to the FA_??? data directory of thesaid Account on your computer. For more information about mapping a drive please consultyour system administrator.

NameEnter the name of the Account - 3 lines of 35 characters each. You may enter the address

40 FACT User Guide

in the 2nd and 3rd lines or leave them blank. These 3 lines will be printed on every reportFACT prints out.

Short NameEnter the short name for the Account - maximum 15 characters long. The Short Name isprinted in the Merged (or Consolidated) Profit & Loss Statement and the Balance Sheet,where space constrainsts do not allow the Account Name to be printed.

Income Tax NumberEnter the Income Tax File Number of the Account - 2 lines of 20 characters each. This isprinted in the Statement of Accounts / Account Confirmation Statement you send to theCustomers/Vendors or to those companies with whom you have loan transactions. Youmay leave this blank.

Install AR/APEnter Y if you wish to install the AR/AP and Inventory modules too. If you wish to use onlythe General Ledger, enter N.

Install Sample DataYou may now install sample Masters to help you get started. Choose from the availablepopup the sample template to use for installing Masters.

FACT will make the sub-directory and create all the empty data files in it. You will soon seea box showing you the process where the index files are being created. Once the reindexingprocess is completed, the System Controls screen is displayed.

Notes• Use [F1] Popup Help Box at Initials to check on the sets of Initials already used in existing

Accounts.

• A Deleted Account may be recalled through this option. Enter the correct Initials and thecorrect Data Disk Drive of the Deleted Account. FACT verifies to ensure that it is a FACTdirectory – if it is, you are prompted on with the following message:

Accounting Period01/04/98 � 31/03/99

Initials : Data Disk Drive : Alternate Data Drive :

Name of the Account :

:

:

Short Name :

Income Tax Number :

Install AR/AP : Install Sample Data :

Press [[F1]] for Accounts : [Esc] to exit

NEW ACCOUNTFACT Vedika Software Pvt LtdCalcutta, India


This Directory exists and is a FACT directory! Add to Menu…Y/N!

If you wish to recall this Account, enter Y; Enter N to abort.

In case the existing Directory is not a FACT directory, the following message will beprompted :

Directory EXISTS or File creation rights absent !

You will have to enter a different set of initials.

System Controls EntryYou are required to enter some important System Controls information now. You are notallowed to enter all the required information at this time - the rest of it will be entered later.The highlight bar is resting on Dates. Press [Enter] and the bar shifts to the first option.

Starting DateEnter the Start Date of the accounting year.

Ending DateEnter the Ending Date of the accounting year. This can be less than 12 months from theStarting Date. Maximum can be upto 24 months from the Starting Date.

Install DateEnter the date on which you want to start entering data.Example : your accounting year could be 01/01/95 to 31/12/95 but you could be startingthe data entry from 01/10/95. The balances as on 30/09/95 would be entered by you as theopening entries as on 01/10/95. Normally, the Install Date would be the same as the StartingDate.

No Codes ModeYou have two options here : Yes No . Select No for the time being and press [Enter].

Accounting Period01/04/98 � 31/03/99SYSTEM CONTROLS

Sample Fact Account

[ESC] - Exit, [RET] - Select, - Left/Right

Dates Code Types P&L/Cash Book Stock Sales Purchases Miscellaneous

Starting Date : 01/04/1998Ending Date : 31/03/1999Install Date : 01/04/1998

Set Accounting Period Dates.

42 FACT User Guide

For more information about this please refer to Explanation of Some Features in thischapter.Account CodeYou have two options here : Alpha Numeric . Account Codes are 4 characters maximumin length. You may decide to use this in Alphanumeric or Numeric mode. Chances of errorswhile doing data entry are less in Numeric mode and this is the suggested mode. Selectthe desired mode and press [Enter].

Cust/Vend CodeYou have two options here : Alpha Numeric . Customer/Vendor Codes are 4 charactersmaximum in length. The suggested mode is alphanumeric since it is easier to give codeslike A001, A002, G001, T001 where the name of the Customer/Vendor starts with the firstletter of the code. Select the desired mode and press [Enter].

Other OptionsOther options are not available currently. Pressing [Esc] here will take you back to theAccount installation screen with the following message -

The user `Manager' has been created with a blank password !

Press any key to clear the message - the new Account is fully installed and you ready tostart entering the Masters, Opening Balances and start the Entries.

While you set up the Chart of Accounts, Products, Profit Centers etc, remember to look atthe different Control Points in your business and in your company in particular. Thereporting will depend on how well you have set up your masters.

User Rights under FACT Multi User InstallationsGo through the following list containing information about assigning User Rights in FACTprogram and FA_??? data directories -

On a NetWare network -R - Read, W - Write, C - Create, E - Erase, M - Modify, & F - File Scan

On a Windows NT network -Read FilesWrite to FilesCreate Files & FoldersDelete FilesList Files

On a Windows 95 network -If the Win95 Server has Share-level access control installed, the Access Type should beset to Full .


For User-level access control, set the Rights to -Read FilesWrite to FilesCreate Files & FoldersDelete FilesList Files

Moving around in the Main MenuLet us get a feel of the MAIN MENU. It is divided into the following sections :

ACCOUNT Accounts and setting up PreferencesMASTERS Entry of MastersENTRY Entry of TransactionsLEDGER General Ledger moduleAR/AP Receivable/Payable moduleINVENTORY Inventory Control moduleHOUSEKEEP Housekeep & Maintenance

Moving in the Main MenuTo move between the above sections, you may use the left and right arrow keys. To movefaster, use the combination of the Alt Key and the highlighted letter in the sectionname.Examples : Press Alt + H to move to Housekeep right away. Similarly, press Alt +A to select Account immediately.

Moving inside the section boxYou may use the up and down arrow keys to move inside the section box. To select anyoption within a section box, just enter the highlighted letter of the option you wish to go to.Example : Within the Accounts section box, press 'N' to go to New.

Exit FACTTo Exit FACT, select the Account / Exit option and press [Enter]. FACT will shut down andyou will be returned to the DOS prompt or the Windows Desktop depending on from whereyou ran FACT last.

Mouse SupportComplete Mouse support is available on the main menu. Drag the cursor to the requiredoption and click once. Partial and in some cases complete Mouse support is also availablein a number of options and sub-options.

Account / OpenFrom the Account box, select Open and press [Enter]. You will see a box in the center ofthe screen with the name of the Account you just installed. The highlight bar is resting onit. Press [Enter] and a small tag mark comes on the left of the name and the cursor comesto the USER prompt.

44 FACT User Guide

User & PasswordWhenever a New Account is installed, it just has one User : MANAGER and no Passwordhas been installed for it. To open the Account, at USER, enter MANAGER and press [Enter].The cursor moves on to PASSWORD. Just press [Enter].

It is a good practice to key in a Password immediately. You may do this thru Account/Preference/Password. Refer to the relevant chapter in the second part of this manual fora detailed explanation.Basic SettingsProceed to Account / System / Configuration and confirm the following :

Type of Display Color or MonochromeActivate Flush Yes or NoDate Format DD/MM/YY, DD/MM/YYYY, MM/DD/YY or MM/DD/YYYYDate/Time in Report Yes or No

Additionally, proceed to Account / Preferences / System Controls / Miscellaneous andconfirm the description for the local Currency selected during installation.

Notes• If you are using the Multi User version of FACT, the same user will not be allowed to login

into the same account from two or more terminals.

• A check is kept for the last logged-in date for each user. No user will be allowed to loginon a date prior to the last logged-in date.

Create Chart of AccountsNow that the Account has been installed, the first thing you need to do is to set up the Chartof Accounts. Make a list of your General Ledger Accounts. While making the list, keep thefollowing in mind :

Coding StructureFACT does not have preset codes for Assets, Liabilities, Income & Expenses. You mayassign any code to any GL Account. But it is a good practice to broadly club the same typeof GL Accounts for easier identification and ease of use. Code length is 4 characters andmay be set to numeric or alphanumeric.

Broad CategoriesWe recommend to categorize the GL Account Codes as follows :

1000 - 2999 Liabilities3000 - 4999 Assets5000 - 6999 Income7000 - 8999 Expenses9001 - 9019 Cash Books9020 - 9099 Bank Books

Within the broad categories, you may define the different types of accounts with coderanges too. This again, is optional.


Essential GL AccountsThere are some GL Accounts you must create in order for FACT to work. These are calledControl Accounts. Once they have been created, they have to be defined in SystemControls. These GL Accounts are :

P&L / Cash Book SalesProfit & Loss A/c (B) * Trade Debtors A/c (B)Cash Book Number (B) Sales A/c (P) *Contra A/c (B) Sales Return A/c (P)Gain/Loss A/c (B)Unrealized Gain/Loss A/c (B)

Stock PurchasesOpening PL A/c (P) Trade Creditor A/c (B)Closing PL A/c (P) Purchases A/c (P)Closing BS A/c (B) Purchase Return A/c (P)

* (B) - Balance Sheet (P) - Profit & Loss Account

Why do you need these GL Accounts?

Profit & Loss AccountFACT is an online package. You may generate the Profit & Loss Account as of any datewhenever you please. This is the Retained Earnings A/c and the Profit or Loss upto the dateyou generate the P&L Account is calculated and displayed against this GL Account in theP&L Account.

Contra A/cFACT allows you to enter any Cash to Bank (cash deposited into bank) or Bank to Cash(cash withdrawn from bank) or Bank to Bank (funds transfer from one bank a/c to another)in a SINGLE voucher. You enter such a voucher through the Contra A/c and FACTautomatically creates the second voucher.

Realised Gain / Loss AccountAs stated earlier, FACT is a true Online and true Multi-currency accounting package. Asin any multi-currency transaction, exchange Gain/Loss may occur. Based on the dailybuying or selling rate, FACT calculates the exchange Gain/Loss for each transaction andthe net Gain/Loss is posted to this account.

Unrealized Gain / Loss AccountAt the point of generating your Trial Balance, Profit & Loss or Balance Sheet, FACT allowsyou to revalue all the Foreign Currency Banks' balances.

The Unrealized Gain / Loss A/c will show the difference in actual postings made for theForeign Currency Banks' Ledger accounts based on currency rate of the transaction dateand postings that would have been made if the revaluation rate is applied to all the foreigncurrency transactions.

Bank Balance Below MinimumThis account checks on the balance in the Banks created in FACT.

46 FACT User Guide

Opening PL A/cThis account is used to post the monthly Opening Stock balances when the Profit & Lossor the Balance Sheet report is taken with MTD figures.

Closing PL A/cFACT allows you to value the Closing Stock in hand as of any date while generating the TrialBalance, P&L Account and the Balance Sheet. And it shows you this figure in the ClosingStock on the Income side of the P&L Account.

Closing BS A/cWhen FACT shows the credit balance of the Closing Stock value in the PL A/c as above,it shows the debit value in the Balance Sheet in the Closing BS A/c. This A/c is the sameas Stock in Hand or Stock in Trade.

Trade Debtors A/cThis is the Control A/c in which the Auto Journal for the day's total transactions for theCustomers are posted thru the A/R module.

Sales A/cThis is the Control A/c in which the Auto Journal for the day's total Sales is posted thru theA/R module. You may define overriding GL Accounts for sales of different products to beposted to. This will be discussed later when we deal with the Product Master Entry.

Sales Return A/cThis is the Control A/c in which the Auto Journal for the day's total Sales Return is postedthru the A/R module. You may define overriding GL Accounts for Sales Returns of differentproducts to be posted to. This will be discussed later when we deal with the Product MasterEntry.

Trade Creditors A/cThis is the Control A/c in which the Auto Journal for the day's total transactions for theVendors are posted thru the A/P module.

Purchases A/cThis is the Control A/c in which the Auto Journal for the day's total Purchases is posted thruthe A/P module. You may define overriding GL Accounts for Purchases of different productsto be posted to. This will be discussed later when we deal with the Product Master Entry.

Purchases Return A/cThis is the Control A/c in which the Auto Journal for the day's total Purchases Return isposted thru the A/P module. You may define overriding GL Accounts for Purchase Returnsof different products to be posted to. This will be discussed later when we deal with theProduct Master Entry.

Sample Chart of AccountsLet us make a Sample Chart of Accounts based on our discussions in the preceding pages.This does not mean that you must follow this in totality. You may use this as a guide to createone based entirely on your own ideas.


BALANCE SHEET—LIABILITIESCode Account Name Code Account Name1000 Contra A/c 2000 Trade Creditors1100 Equity Capital 2100 Other Creditors1110 Preference Capital 2200 Deposits against Supplies1200 Profit & Loss Account 2210 Trade Deposits1400 Liabilities for Expenses 2220 Security Deposits1410 Tax Liabilities 2300 Unsecured Loans1420 CPF Liability 2310 Loans from Directors1500 Term Loan from Bank 2400 Secured Loans

BALANCE SHEET—ASSETSCode Account Name Code Account Name3000 Fixed Assets 4000 Trade Debtors3100 Factory Land 4010 Other Debtors3120 Warehouse Leasehold Building 4100 Loans to Directors3200 Plant & Machinery 4120 Loans to Subsidiaries3250 Motor Cars 4130 Other Loans3260 Delivery Vans 4150 Deposits to Suppliers3300 Furniture & Fixtures 4170 Deposits for Utilities3320 Office Equipment 4200 Advances against Orders3330 Computers 4210 Tax Advances3400 Investments - Securities 4220 Miscellaneous Advances3600 Closing Stock BS A/c in System Controls (Stock in Hand )

BALANCE SHEET —CASH & BANK BOOKS9001 Cash Book9020 Citibank A/c # 383912019021 Standard Chartered A/c # 1039028

PROFIT & LOSS—INCOMECode Account Name Code Account Name5000 Master Sales Control 5400 Master Purchase ReturnsControl5050 Cash Sales 5410 P/Returns - Computers5110 Sales - Computers 5420 P/Returns - Printers5120 Sales - Printers 5430 P/Returns - Monitors5130 Sales - Monitors 5440 P/Returns - Optical Disks5140 Sales - Optical Disks 6000 Interest Received on Securities5200 Service Charges Received 6010 Interest Received on Bonds5210 Repair Charges Received 6020 Interest Received on Loans5300 Opening Stock PL 6030 Interest Rcvd on Fixed Deposits5310 Closing Stock PL A/c 6200 Miscellaneous Income

PROFIT & LOSS—REALIZED & UNREALIZED GAIN/LOSSCode Account Name9900 Realized Gain/loss A/c9910 Unrealized Gain / Loss A/c

PROFIT & LOSS—EXPENDITURECode Account Name Code Account Name7000 Master Purchases Control 8100 Office Rent

48 FACT User Guide

7050 Cash Purchases 8115 Water & Light7110 Purchases - Computers 8110 Postage Expenses7120 Purchases - Printers 8120 Communication Costs7130 Purchases - Monitors 8130 Office Repairs7300 Closing Stock 8140 Printing & Stationery7400 Master Sale Returns Control 8150 Car Running Expenses7410 S/Returns - Computers 8200 Air Fares7420 S/Returns - Printers 8210 Travel & Accommodation7430 S/Returns - Monitors 8300 Advertisements7500 Factory Rent 8310 Exhibition Expenses7510 Warehouse Rent 8320 Sales Promotion Expenses7600 Factory Wages 8330 Entertainment Expenses7610 Factory Overtime 8350 Discounts Allowed7700 Freight Outward 8360 Festival Promotion Incentives7710 Handling Charges 8400 Interest Paid to Banks8000 Salaries 8410 Interest Paid on Loans8010 Employee House Rent 8450 Bank Charges8020 CPF Contribution 8460 Documentation Charges - Export8030 Staff Welfare 8500 Depreciation

Layout of Final AccountsYou can lay out the P&L Account and the Balance Sheet very easily in FACT. You do notneed to do it right now. In fact, you may create the GL Accounts without bothering to layout the P&L and BS. This may be done at any later stage when you wish to generate theP&L and Balance Sheet. However, we can study the basic concepts now.

Groups & Sub-groupsThere are 3 levels to both of them. At the bottom level is the GL Account; you have alreadydrawn up the list. The level above it is called the Sub-group. You may 'tag' a GL Accountto a Sub-group, and you may have several Sub-Groups. The top level is called the Group,to which the sub-groups are tagged.

Codes do Not matterIt does not matter what code the GL Account has. You can tag a GL Account wherever youwish.

Dynamic Changing PossibleYou may change the tagging whenever you wish to. You may even change a GL Accountfrom P&L to Balance Sheet. To find out more, read the chapter on Profit & Loss Layout andBalance Sheet Layout in the General Ledger manual.

Refer to the figure on the next page for a view of sample Groups and Sub-groups.


SAMPLE GROUPING & SUB-GROUPING

GROUP SUB-GROUP GL AccountSalaries

PERSONNEL Employee House RentCPF Contribution

Office RentADMN EXP ESTABLISHMENT Water & Light

Office Repairs

Postage ExpensesCOMMUNICATION Datacom Costs

Air FaresTRAVEL Travel & Accommodation

Invoice Terms - Sale & PurchaseIn case Invoice Terms are not applicable to you, skip this page.

Make a list of the Invoice Terms that you specify in your Invoices. A sample list for SaleInvoices would be :

Term +/- Posting GL A/c Calculate On

Discount (-) Discount Allowed BasicExcise Duty (+) Excise Duty Last TotalSp Excise Duty (+) Excise Duty Excise DutyTax(GST/VAT/ST) (+) Sales Tax Last TotalFreight (+) Freight Outward BasicHandling Charges (+) Handling Charges Basic+FreightExcise (+) Excise Paid Basic

Similarly, make a list of the Invoice Terms for Purchase Invoices.

If Excise & Sales Tax is not applicable in your country, you do not require to include thesein your terms. Similarly, if you do not add any terms to your Sale Invoices, you would notprepare this list. The converse is true for the Purchase Invoice Terms.

Sales Tax Codes (GST or VAT or ST)In case GST/VAT/ST is not applicable to you, skip this section.

GST/VAT/ST is applicable in a number of countries. And in some case these are subdividedinto two categories - Central and State. And within each type, there could be several ratesat which the GST/VAT/ST is charged, depending on who you are selling to, what productyou are selling etc. When goods are sold at concessional rates, certain forms have to becollected from the buyer and the form numbers have to be declared to the authorities - FACTprovides a provision to capture these numbers on the sales or purchase invoices and printthem in the GST/VAT/ST reports.

50 FACT User Guide

A GST/VAT/ST sample list would look like this :

Description %age State/Central Form Reqd Type

GST - 3% 3.00% N/A N/A N/AGST - 0% 0.00% N/A N/A N/AGST - Exempt 0.00% N/A N/A N/AWBST - Full 12.65% State No ST-22WBST - Regd 1.15% State Yes ST-32WBST - Con 0.65% State Yes ST-33CST - Regd 4.00% Central Yes CT-09CST - Full 10.00% Central No CT-12N/A - Not Applicable

Keep this list handy. You will need it when entering the Masters for GST / VAT / ST.

Enter Chart of AccountsNow that your GL Account List is ready, let us start entering them. Go to Masters/Chart ofAccounts/General Ledger Codes. Enter from the list prepared. You can correct or deleteincorrect / redundant entries, simply selecting the Modify or Delete option.

Listing of Chart of AccountsYou can generate a listing of the Chart of Accounts thru Ledger/Listing of Masters/GeneralLedger Codes, either on the screen or on printer.

Create Cash & Bank BooksEnter them in the same manner as the GL Accounts thru Masters/Chart of Accounts/General Ledger Codes.

Listing of Cash & Bank Book MasterYou may generate a listing of the GL Accounts you have created thru Ledger/Listing ofMasters/Cash-Bank Books, either on the screen or on printer.

Define Control A/cs in System ControlsNow that you have created the GL Accounts and the Cash-Bank Books, it is time to definethe Control GL A/cs in System Controls. Go to Account/Preferences/System Controls anddefine the following GL Codes :

General Ledger A/cs In System ControlsProfit & Loss A/c Trade Debtor A/cContra A/c Sales A/cGain/Loss A/c Sales Return A/cUnrealized Gain/Loss A/c Trade Creditor A/cOpening PL A/c Purchases A/cClosing PL A/c Purchase Return A/cClosing BS A/c


Other System ControlsEnter the relevant System Controls information. Go to Account/Preferences/SystemControls and enter information for the following :

Cash Book Number This is the Master Cash BookInvoice Terms (Sale & Purchase) Enter from list or skipGSt/VAT/ST Codes (Sale & Purchase) Enter from list or skip

Salesmen / AgentsFACT allows you to maintain Salesmen/Agents in your Books of Accounts. The followingshows what all information you may store for each Salesman / Agent -

You may also generate the following reports sorted on Salesmen/Agents :

Sales AnalysisParty LedgerOpen Orders - customers / vendorsOpen InvoicesPurchase AnalysisCustomer AnalysisVendor AnalysisSales Profitability

If you wish to generate any of the above reports - for agents, you must enter the agent detailsthrough Masters / Salesman / Agents.

Listing of the Salesmen-Agents Master details can be generated thru Ar/Ap / Listing ofMasters / Salesmen/Agents .

Vedika Software21 Lansdowne CourtCalcutta 700020

AGENT MASTER Accounting Period01/04/95–31/03/96

Append Modify Delete

Agent Code 7277 Name Vedika International Pte Ltd

Address 21 Lansdowne Court, 5B Sarat Bose Road, 4th Floor

City Calcutta State West Bengal Pin 700020

Phone 2473810, 2476182

52 FACT User Guide

Customer/Vendor MasterNow we will make a list of all the Customers and Vendors. Wherever possible, include allthe following details for each vendor / customer :

Billing Address & Shipping AddressThese are stored in the vendor / customer master itself since most of the shipments will beto the same shipping address and the billing to the same address. You have the option ofmodifying these when you enter the D/O and invoice. As no shipments are generally madeto a vendor, the Shipping Address is suppressed from the vendor master. Only the BillingAddress is available in case of vendors.

Coding RecommendationYou may allot any codes to customers and vendors - numeric or alphanumeric. Mostcommon coding pattern followed is alphanumeric, where the first character represents thefirst letter from the customer's or vendor's name, followed by a three digit numeric codeassigned by the user .We recommend the alphanumeric coding for Customer/Vendor codes on the next page.

Suggested Coding Pattern

Customers VendorsA001 - A499 A500 - A999B001 - B499 B500 - B999. .. .Y001 - Y499 Y500 - Y999Z001 - Z499 Z500 - Z999

This helps in locating the Customer Vendor easily since the first character of the code tellsyou what the Customer's/Vendor's name starts with.

The above coding gives you 500 Customers and 500 Vendors for each alphabet. If you havemore than 500 for an alphabet, follow your own coding.

Rate SchemesYou may have defined a Special Rates Scheme thru Masters / Items/Products / SpecialRates - Customer / Vendor . The Special Rates dialog box will popup. It will display all theSpecial Rates Schemes defined by you. Select those schemes that are applicable to thecustomer / vendor and save. When more than one scheme has been defined for a customeror vendor, the system will run thru all the schemes during Order / DO / Invoice entry andapply the scheme that fulfills all its conditions first.

Entry and ListingEnter the Customer/Vendor Masters thru Masters / Vendors/Customers . A Listing of theCustomer/Vendor Master can be generated thru Ar/Ap / Listing of Masters / Customers& Vendors.


Product MasterWe shall now make a list of the products. Please go thru the screen format on the previouspage and then read thru the points below :

Stockable & Non-stockable ProductsFACT allows you to create product codes for both kinds - stockable and non-stockable.Examples of stockable products are computers, chairs, glasses etc. Examples of non-stockable products are Labour Charges, Installation Charges, Service Charges,Professional Fees etc.

Different UOMsFACT allows you to enter different UOMs (Unit of Measurement) for Purchase, Stock andSale. An example will make this clear. Say you buy Mobil Oil in Cartons (of 10 cans of 5liters each). You stock it in Cans and you sell it in liters. So you would enter the PurchaseUOM as Cartons, Stocking UOM as Cans and the Sale UOM as Liters.

When you are entering a Purchase Invoice, FACT detects that the Purchase and StockingUOMs are different and will ask you to enter the Conversion Factor so that the stocks goup correctly. Similarly, at the Sale Invoice Entry you will be asked to enter the ConversionFactor between the Stocking UOM and the Sale UOM.Double QuantityFACT allows you to enter double quantities for the purchase and sale of products. Example: in the cotton trade, an invoice is always made as say 20 Bales, 550 Kgs. Or in the tea trade,the invoice will say 23 Chests, 465 Kgs. If you are dealing in such products that requiredouble quantities to be printed on the D/O and Invoice, enter the product in the master withDouble Qty = Y.

Reorder & Overstocked Status ReportsBoth the above reports are available. Since FACT is a totally online package, both theabove reports assume added significance. So enter the Minimum, Maximum,


Product Code 14CP40MBHDD Description Conner 40 MB Hard Disk

Is this a Service Item N

Purchase Unit Pcs Stock Unit Pcs Sale Unit Pcs

Sell @ 123.75 Buy @ 120.00 Min Level 500.00 Max Level 3500.00

Reorder 1000.00 Reorder Qty2000.00 Val Tech A Double Qty N

Sale AC 5101 Sale - Hard Disks Purchase AC 7101 Purchase - Hard Disks

Sale Ret 5301 Sale Ret - Hard Disks Purchase Ret 7301 P/Return - Hard Disks

Vedika Software21 Lansdowne CourtCalcutta 700020

PRODUCT MASTER Accounting Period01/04/95–31/03/96

54 FACT User Guide

ReorderLevels withReorder Qty for each product to get the best out of your inventoryreporting..

Valuation TechniqueYou may value each of the products in any of the 4 ways - LIFO, FIFO, Average and Rated(based upon the rate entered by you). Being online, you may generate your Closing StockValuation every day if you so wish. Enter the Valuation Technique carefully.Individual GL PostingFACT allows you to post the Sales, Purchases, Sale Returns and Purchase Returns toindividual GL Accounts. If you specify the GL Code in the Product Master, it will overridethe Master Control GL A/cs as defined in System Controls.

Grouping & SubgroupingJust as in GL Account Grouping, FACT allows you to create Groups and Sub-groups forproducts as well. Keep this is mind when you are making the list of the products. There areseveral reports available Product Groupwise. Make a list of the products you deal in. Youmay segregate them into the following categories :

Raw Materials Intermediate Goods / Sub Assemblies Finished Goods

Within each of these categories, you may segregate them into further sub-categories suchas Brand, Product Range and Individual Products such as :For Raw Materials

Group Sub-Group Individual ProductResistors Carbon Resistors 100 ohm, Carbon Resistor

200 ohm, Carbon ResistorFilm Resistors 120 ohm, Film Resistor

250 ohm, Film ResistorChips VLSI C&T Chip Set

Headland Chip SetFor Intermediate Goods / Sub-assemblies

Group Sub-Group Individual ProductTransformers Printer Transformers EX1000 T/Kit

LQ1050 T/KitMonitor Transformers 14" T/Kit

21" T/KitHard Disk Kits IBM HDD Kits 80 MB HDD Kits (IBM)

120 MB HDD Kits (IBM)Mac HDD Kits 200 MB HDD Kits (Mac)

300 MB HDD Kits (Mac)For Finished Goods

Group Sub-Group Individual ProductEpson Printers EX1000 printer

LQ1050 printerComputers PC/486, 300 MB

PC/386, 200 MB


Example of Product Grouping & Subgrouping

EX1000 printerPrinters LX800 printer

LQ1050 printer

PC/486, 300 MBEPSON Computers PC/386, 100 MB

PC/286, 80 MBPC/286, VGA color

Model 132 ribbonRibbons Model 616 ribbon

Model 881 ribbon

40 MB Hard Disk80 MB Hard Disk

Hard Disks 120 MB Hard Disk200 MB Hard Disk300 MB Hard Disk

1.2 MB Floppy DriveFloppy Drives 1.44 MB Floppy Drive

2.0 MB Floppy DriveCONNER

60 MB Tape DriveCartridge Tapes 250 MB Tape Drive

600 MB Tape Drive

128 MB Optical DiskOptical Disks 300 MB Optical Disk

650 MB Optical Disk

PC/486, 300 MBComputers PS/2, 100 MB

PS/1, 60 MB

100 MB Hard DiskHard Disks 200 MB Hard Disk

I B M 400 MB Hard Disk

21" Hercules MonitorMonitors 27" VGA Color Monitor

80 column SprinterPrinters 80 column Color Printer

132 column, 600 cps Printer

Products

Groups

Sub Groups

56 FACT User Guide

Conner Hard Disks 40 MB Hard Disk120 MB Hard Disk200 MB Hard Disk

The above examples give you a flavour of how the product master should be viewed intotality and why this exercise should be undertaken. Please go thru the detailed exampleon the previous page.

What you see on the next page is a typical Product Grouping and Subgrouping that FACTallows you to set up. As a result, the following reports can be sorted by Groups / Sub-groupsor just generated for selected Groups / Sub-groups :

Invoice RegistersSales AnalysisStock LedgerMaterial In / Out RegisterStock ValuationWarehouse StocksRaw Material Reconciliation Reports

With these reports you can analyze how your different distributorships are faring, how muchbusiness you have generated for each of the principals, how much you have invested ineach of the principal's stocks etc.

You could also change the focus of the grouping in the example in the following manner :Groups

Hard Disks, Printers, Computers, Monitors etc

Sub GroupsEpson, Conner, IBM

ProductsSame as in the example

This grouping would reflect the operations with the focus on how the different productranges are moving, how much you have invested in Hard Disk stocks etc.

ConclusionKeep these points in mind when making your list of products. If you decide on the productgroups and subgroups in the beginning itself, you will be able to utilize the power of FACTits optimum potential.


Special RatesIt is a common business practice, especially in the trading sector, to offer different levelsof discount to different customers/vendors.

The discount may be calculated – based on the quantity of goods ordered or the value ofthe goods. Different %age or value of discount may be offered for different blocks or slabs.Again, the %age or the value of the discount may vary for different blocks or slabs.

Let us say, to increase sales during the Christmas & New Year seasons, you offer specialdiscounts to customers who make purchases in large quantities. To make the offer evenmore attractive, you offer different rates of discount, that increments with the quantityordered. Your special rate chart looks like the following :

Slabs / Blocks % age Discount Applicability Date

1 to 1000 pcs 10% 01/12/95 - 31/12/961001 to 2000pcs 12% Do2000 to 3000pcs 15% Do3000 & up 20% Do

How would you go about telling FACT to take care of the above scheme? Thru SpecialRates of course! Here you may define as many Schemes as you may require and eachScheme will be unique in itself. The Scheme may be applicable to all your products, a singleproduct or a group of products. The date range will ensure that you do not lose out by offeringdiscounts beyond the planned period of offer.

On what basis would you like to arrive at the slab figures? Would you like to consider thecurrent document only or would you like to consider previous documents too? If you doconsider previous documents, would you like to consider them on a YTD/MTD/WTD basis?These and a whole lot of more questions are answered in the Special Rates option.

Once you have defined your schemes, all you need to do is go to Masters / Vendors/Customers and declare the scheme under the Vendor/Customer to whom it is applicableand watch your sales reach for the sky...

Document ClassDocument Class is a feature which can add a lot of power to your accounting and MISreports.

It is important that you understand what this feature can do and set up your accountsaccordingly. If you can identify the Control Points of your business, and how it affects yourcompany in particular, you will be able to exploit this feature well.

We shall show you the different implementations of Document Class by way of examples.This will in no way be an exhaustive list of what can be done with Document Class. There

58 FACT User Guide

is NO one correct or best way to implement Document Class. As you go along, you will learnnew ways in which you may use Document Class, to give you more than you ever expected.Our attempt here is to fire your imagination and then you take off on your own.

What is Document Class ?It is a six character field which is available on every source document (Vouchers, P/Os, D/Os, Invoices, Debit Notes, Issue Vouchers, Stock Transfers etc).

Why SIX characters ?Document Class can be broken up into a maximum of 3 segments (pictures). Whichmeans, effectively, you have three sets of codes within one consolidated field.

Remember, the sum of the three segments must add upto six (6) and the first & secondsegment cannot be left zero.You may set up the 3 segments into any combination such as :

How can I use these pictures ?By breaking up the Document Class into 3 pictures, you may denote each of them fordifferent reporting functions. Let us say your company has 3 divisions – and each of thedivisions has 4 departments each. We would allocate the 1st picture to Divisions and the2nd picture to Departments.

Divisions Class Code Departments Class CodeManufacturing M EDP EDTrading T Accounts ACServicing S Marketing MG

Administration AD

When you enter a payment vouchers for the different divisions and depts, you would enterthem as :

Division Department Class Code EnteredManufacturing Accounts MAC___Manufacturing Marketing MMG___Trading Accounts TAC___Trading EDP TED___Servicing Administration SAD___

1st 2nd 3rd

1st 2nd 3rd


What is the 3rd Picture for ?The 3rd (or the last non-zero) picture is for sub-ledgers. Let us say, you need to track theexpenses for the 4 cars in your company. In most of the accounting packages you wouldhave come across, you need to create 4 GL Accounts called Car Running Exp - SBV7622N,Car Running Exp - STH8383M etc. Not so in FACT.

All you have to do is create a Document Class for each of the cars in the 3rd segment asfollows :

Car # Class CodeSBV7622N ___701STH8383M ___702SRT7209I ___703SER5530O ___704

Now let us try and enter some payment vouchers for Car Running Expenses :

Division Department Car # Class Code EnteredManufacturing Accounts SBV7622N MAC701Manufacturing Marketing STH8383M MMG702Trading Accounts SRT7209I TAC703Trading EDP SRT7209I TED703Servicing Admn SER5530O SAD704

You may generate a sub-ledger for Car Running Expenses through Ledger/General Ledger.This picture is also used in Interest Calculations, Accounts Confirmations etc.

What else can I use the 3rd picture for ?• Employees

Whenever you enter any expenses relating to employees, such as Salary, Commissions,House Rent, Travelling Expenses, Hotel Stay, Air Fares etc, enter the relevant DocumentClass in the voucher as well. Since all reports can be filtered on Document Class, youmay generate an employee-wise miscellaneous expense statement.

In fact, you may even generate the Trial Balance, P&L Account and Balance Sheet fora particular Document Class.

• Fixed AssetsThere is no need to have more than one GL Account for Fixed Assets, just like CarRunning Expenses. You may also eliminate multiple GL Accounts for Depreciation andAccumulated Depreciation. Just create Document Classes for the different fixed assetsand enter it on every voucher relating to fixed assets.

In this manner, the Trial Balance, P&L Account and Balance Sheet look much neater andmore meaningful. With less figures to look at, you are able to analyze them much better.

• Phone NumbersImagine being able to track the expenses for each phone separately without employingan army of accountants. With every entry relating to Phone Expenses, enter the

60 FACT User Guide

Document Class too. Then generate the sub-ledger instead of the General Ledger, andyou have all the phone expenses neatly laid out against phone numbers.

• Type of Phone CallsOr you may wish to enter the phone expenses by the type of calls made. Example : LocalCalls, IDD or ISD, Fax, Pager, Hand Phone, Operator Assisted etc. Create DocumentClasses for each type of Phone Expense and enter this on every voucher.

At the touch of a button, you may generate the Expense Type Wise sub-ledger on yourscreen or printer. A sure way to track down wasteful expenditure.

• Type of RepairsIf you have only one GL Account for Office Repairs, you would probably be spending anumber of hours every quarter analyzing what kind of repairs you spent so much moneyon. Create Document Classes for each type of expense in the same manner you wouldcreate them for the type of phone charges. And save yourself those long evening hoursof painful fact finding.

How do I use Document Class for Inventory ?You can use it very powerfully - multiple warehouses. Create a Document Class for eachwarehouse. Whenever you enter a document which affects your inventory, enter thisDocument Class too.

The Warehouse Stock Report can be generated on the screen for selective warehouses andfor selected products as well. You may also generate the Warehouse Stock Report sortedby Product Groups.

Can I use the same Document Class for GL and Inventory ?Of course you can. Once you have created the Document Classes, you may use them inany source document - regardless of whether it pertains to GL, AR, AP or Inventory. Thisis why you should decide how you want to exploit Document Class before you implementFACT.

You may use Employee Class Code in GL to generate a breakup of Salaries and TravellingExpenses. In Raw Material Issues, you may use it to track who issued the Raw Materialsto production. Or who authorized the Issue Voucher. You see, there is no straight-jacketapproach we force upon you like other accounting packages. You have the flexibility ofusing this powerful feature exactly the way you wish to.

Can the same picture be used in different ways ?Yes, you may use the 2nd picture (for example) for Depts in GL and for Multiple Warehousesin Inventory. There is absolutely no restriction to the use of the same picture for differentpurposes.

What is the Filter option in Masters / Document Class menu ?The purpose of using Document Classes is to FILTER out the entries that satisfy a givenDocument Class combination. When you set the Filter, All reports will ignore those entriesthat do not satisfy the specified combination. Examples :

Filter Required on Document ClassManufacturing / EDP MED___


Servicing / SBV7622N S__701Trading / Accounts / STH8383M TAC702

There is no problem in generating the report for any of the above filtered conditions. But howwill you know what the reports were for? Thru Filters you can set the Document Class andthe Description for the settings. When you generate the filtered report for which a filter hasbeen created, the description is printed in the header. So you know exactly what the reportis for.

Where do I set the Filter from ?Every time you generate a report on the printer, a Printer Box pops up (explained in detailin the Appendix to this manual). The currently set Filter is displayed in this box and you maychange it to whichever Filter you wish to set it to.

Alternatively, you may set the Filter thru Account/Preference/Filter. This is where you wouldset the Filter from if you were generating a report on the screen. Once the Filter has beenset, it will remain active till it is reset. So, all reports generated after the Filter has been set,will be 'filtered' on it.Six stars (««««««) is the wildcard character set and this is the default Filter Setting. Thismeans that the reports will be 'unfiltered'. When you wish to re-set the Filter back to default,set it back to '««««««'.

Should I change the picture midway ?No, you should not and you cannot. Once you have entered data with Document Class, itis not possible to change the picture from what was originally set by you. So, please sparesome time in the beginning and decide what picture combination you wish to use.

Must I always enter the Document Class in every entry ?It is not a must for you to do so. But it is a good practice to enter Document Class in everydocument. For one, it means that there will no chances of omission in those documentswhere the Document Class should have been entered. And second, you will surely figureout a way to get more meaningful reports out of the documents in which you are enteringthe Document Class as well.

How do I enter Opening Balances for Subledgers ?Subledger opening balances have to be made thru a journal. Let us say that you have anopening debit balance of $3,000.00 for Deposits & Prepayments. This opening balance isfor two departments (maintained using Document Class), $1200.00 is for theAdministrative Department and $1800.00 is for the Secretarial Department. You must passthe following journal entry :

Voucher Number : JV001 Date : 01/01/95

Narration : OPENING

SNo Code Account Class Debit Credit

1 2001 Deposits & Prepayments 3000.002 2001 Deposits & Prepayments ---ADM 1200.003 2001 Deposits & Prepayments ---SEC 1800.00

62 FACT User Guide

Where :Accounting Period is : 01/01/95 - 31/12/95Install Date is : 01/02/95GL Code is : 2001 Deposits & PrepaymentsDoc Class Codes are : ---ADM Administrative Departments

---SEC Secretarial Departments

Observe that the document is dated on as on the Install Date and the word OPENING ispart of the Narration. The Subledger report checks for the voucher date being the SystemInstall Date and the word 'OPENING' in the Narration and assumes this to be a journal entryto create Opening Balances for the subledgers.

Where can I learn more about Document Class ?Read the chapter on Document Class in the General Ledger manual. This feature isexplained in details and some more examples are also given there.

Another way to learn more about it is by experimenting with some entries in FACT. Installa dummy ACCOUNT (call it Testing Company Ltd) and enter some masters. Think up ofways to implement Document Class and play around. You will be surprised with how muchyou will learn, by just wetting your feet a bit.

Opening BalancesNow that you have entered all the masters needed to start the entries, it would be advisableto start with the opening entries for GL Accounts, Customers, Vendors and Inventory.

Mid Year Switch-overIf you are starting FACT in the middle of an accounting year, decide on a cut-off date fromyour current accounting software and draw up a Balance Sheet on the cut-off date. Enterall the closing balances as on this date as the opening balances in FACT.

Make a List of Opening BalancesDraw up a list of the following opening balances :

GL Accounts Balance Sheet A/cs onlyCustomer breakup of invoices, open advances preferablyVendor breakup of invoices, open advances preferablyInventory quantities and values

Enter the Opening BalancesGo to Masters/Opening Balances and enter them into FACT. You may enter only oneconsolidated amount against each Customer/Vendor if you please. However, if you enterthem document wise, you shall be able to generate the various reports on these documentstoo.

Printout of Opening BalancesTo verify the opening entries made by you, generate the opening balance reports. All theopening balance reports are available thru the respective options in the relevant modules.


TemplatesConceptFACT introduces a revolutionary concept - Templates. This feature allows you to pre-definethe contents of documents, eg., Salary Vouchers, Monthly Rent Vouchers, etc. that arerepetitive in nature and save them for future use. Each Templates are saved with a uniquedescriptive name and can be recalled during the data entry operation. This enables you tomake recurring entries almost at the touch of a button.

Under Voucher, Journals, Sales & Purchase Orders, D/Os and Invoice, you will findTemplates besides the three options, of Append, Modify and Delete. You can use theTemplates option to recall any of the predefined tempaltes and use it as the basis forpreparing your actual voucher, journal, sale or purchase invoices(bills). While making anyof these documents, you can override the predefined template that have been recalled.

Creating a TemplateTemplates are created through Masters / Templates, and this feature is available for thefollowing document types -

Vouchers One Db-Cr & Many Db-CrLedger JournalProforma Invoice / QuotationService Proforma Inv / QuotationSales Orders, D/Os, Invoices & Service InvoicesPurchase Orders, D/Os Invoices & Service Invoices

The Template entry screen is exactly similar to your Voucher, Journal and Sales & Purchaseentry screen. You may refer to following pages of the manual for a detailed field by fielddescription of these screens:

Template Page NumbersVouchers One Db-Cr & Many Db-Cr 146 through 151Journal Ledgers 154 through 155Sales Orders, D/Os & Invoices 221 through 233Purchase Orders, D/Os & Invoices 236 through 249

The only additional field that you will encounter while creating a Template is the "TemplateDescription". This field is 50 characters long and the Template is saved with whatever youenter in this field. The description has to be unique and cannot be left blank.

Once you have keyed in a proper description, the cursor moves ahead through the rest ofthe fields that would be available to you during your normal data entry operation. It is notnecessary that each and every field has to be field with a value, a description or a code.Fields can be left blank. The idea is to enter only those pieces of information that arerepetitive in nature. Remember that, whatever you enter here can be over-written duringactual data entry.

Using TemplatesYou can recall a template for use during data entry operation. As mentioned earlier, youwill observe that alongside Append, Modify & Delete you will have an option calledTemplates in the Vouchers and Journals as well as Sales & Purchase Orders, DOs, &

64 FACT User Guide

Invoices. Press [Enter] on this for a list of all Templates existing under that document type.

Select the Template you wish to use and pres [Enter]. The fields in the entry screen will getfilled up automatically with the contents that had been pre-defined in the Template. Modifyor over-write any of these fields and fill in the empty ones.

User Defined FieldsUser Defined Fields are available for the following documents -

User Defined Fields (UDFs) are available at three levels. While for some documents typesthese are available at the Global level, for others they are available at the General LedgerCode level, Item level or at the Product levels.

When adding a User Defined Field from this option, you will be required to fill-up thefollowing information -

Field NameEnter a descriptive field name. Whatever Field name you enter here will be displayed onthe screen during data entry.

TypeSpecify the field Type. Valid field Types are -

String Character Field Maximum Width 254 charactersNumber Numeric Field Maximum Width 16 + 14 digitsDate Date Field Fixed Width

D o c u m e n t T y p e U s e r D e f in e d F ie ld s a v a ila b le a t D o c u m e n tL e v e l

C re d it N o te G lo b a l & G e n e ra l L e d g e r C o d e lev e ls

C us to m e r R e c e ip ts /P a y m e n ts G lo b a l & It e m d e ta i l le v e ls

C us to m e r, Ve n d o r M a s te r G lo b a l le v e l

D eb i t N o te G lo b a l & G e n e ra l L e d g e r C o d e lev e ls

F in is h e d G o o d s R e c e iv e d a n dR etu rn e d G lo b a l a n d P r o du c t le v e ls

In v e n to ry Is s u e an d Is s u e R e tu rn G lo b a l & P ro d u c t le v e ls

L e d g e r J o u rn a l G lo b a l & G e n e ra l L e d g e r C o d e lev e ls

P ro d u c t M a s te r G lo b a l le v e l

P ro fo r m a S to c k a b le a n d S e rv ic eIn v o ic e /Q u o ta tio n G lo b a l & P ro d u c t le v e ls

P u rc h a s e O rd e r, D /O , In v o ic e ,S e rv ic e Inv o ic e an d R etu rn G lo b a l & P ro d u c t le v e ls

S a le s O r d e r, D /O , In v o ic e ,S e rv ic e Inv o ic e an d R etu rn

G lo b a l & P ro d u c t le v e ls

Tr a n sfe r o f S to c k G lo b a l & P ro d u c t le v e ls

V e n d o r R e c e ipts /P a y m e n ts G lo b a l & I te m d e tai l le v e ls

V o u c h e r O n e D b /C r G lo b a l & G e n e ra l L e d g e r C o d e lev e l


Yes / No Logical Field Fixed Width 1 characterNotes Memo Field Fixed Width

Another convenient feature offered here allows you to create User Defined Fields in allrelated doument types, while you are actually defining them in only one type! For example,while defining a field for the Sale Order Global level, the system will allow you to copy thisfield definition to Sale Invoice, Proforma Invoice document types etc. If you would be usingthis field in all these documents, this feature saves you the trouble of keying in the samefield for each of the types.

It would be clear to you by now that you may carry forward the contents of a User DefinedField from one document type to another. You just have to ensure that the field exists in boththe types in question and be identical in terms of Name, Size and type. This facility wouldcarry forward a field from Proforma Invoice to Order or Order to D/O just like Customer /Product information is generally done.

The fields you define here for a document type will also be available in the DocumentDesigner when you are working on a design of the same document type. You canconveniently place these fields in your document design through the Select Field optionunder the Special menu. For details, refer to the Designing Documents with UserDefined Fields section under Document Designer later in this chapter.

Notes• The Housekeep / System Information / User Defined Fields report generates a listing

of all Fields defined through this option.

• Use Masters / Copy Codes from another A/c option to copy User Defined Fields fromanother Account to the current one.

• User Defined Fields created for Customers or Vendors are available in the DocumentDesigner for their respective document types.

Copy Codes from another A/cAfter you create new Accounts in FACT for maintaing Books of your other Companies andorganisations, you always need to enter the Masters first. All Master data like GeneralLedgers Codes, Customers, Vendors, Products, Document Class Codes, PL/BS Layoutsetc has to be entered into the new Account.

More often than not, the Master data is identical or similar accross all the Companies of yourGroup. It would seem such a pain to you to enter the data all over again, even while it existedin another Account in FACT.

Keeping these requirements in mind, we have designed the Masters / Copy Codes fromanother A/c option which allows you to copy the Masters data from other Accounts in thesystem. In fact, you could designate a single Account as the one which contains onlyMasters data for the entire Group of Companies. Every time you create a new Account inFACT, you can then just copy all the Codes or only the required ones. Can you imagine thetime savings on this!

66 FACT User Guide

This option allows you to copy the following Masters items -

√ General Ledger Codes√ Profit & Loss, Balance Sheet and Cash Flow Layouts√ Document Class and Filters√ Currency Codes and Currency Rates√ Agents√ Customers and Vendors√ Cost Centers√ Inventory Products and Service Products√ Product Grouping√ Invoice Terms - DB and CR√ Sales Tax Codes√ Label Designs√ Document Designs√ User Defined Fields

After you have marked all the Master items to be copied, press [Esc] and then select GOfrom the options at the bottom of the screen. After you have selected the Account from whichyou want to copy the items, answer Y to PROMPT - this will allow you to mark the specificitems which you want to copy. For example, you may have the requirement of only someof the GL Codes or a particular set of Customers etc.

Notes• Ledger / MIS Reports / Merged Accounts report requires that all the Accounts in the

Merger have the same set of GL Codes for the report to be useful. Use the Copy Codesoption to achieve this.

• The Copy Codes option will also help you when the books for your Head Office and itsBranches are maintained as different Accounts. As they would be using a similar sets ofMaster data, you could just copy Codes from one to the other to save data entry.

Data EntryYou are ready to start entering the data for the current accounting period.Run ChecksYou have entered the Masters and Opening Balances. You need to run a check whether allthe Masters have been entered correctly. Print all master data and check them carefully.

Go to Housekeep/Diagnostics and run DR Control, CR Control and Stock Control. Thesechecks will tell you whether the GL Account Opening Balance tallies with the breakups youhave entered.

GoOnce you have run all the above checks, start entering current data in FACT. We assureyou , that FACT will help you increase your competitiveness and generate more revenue.


CalculatorThere is a handy Calculator. Available to you when you press [Shift][F1] anywhere in FACT.

The Calculator comes in very handy when you are entering a voucher or Invoice and youneed to do some calculations before you enter the figure. Invoke the Calculator by pressing[Shift]-[F1] from the field where the amount is to be entered. Do the calculations. When thevalue you need is displayed in the Calculator, press <Esc> and the figure will automaticallybe transferred to the field.

You may move the Calculator by using the left and right arrow keys. To remove theCalculator from the screen, press <Esc>.

If you wish to go into the Function Key Macros pop up, enter 'F'; for Message Sending, enter'M'. The Calculator will disappear and you may press [Shift]-[F1] again.

Explanation of some Features

[F1] Help BoxThis is a Popup Help Box Facility. You may press [F1] at all fields where you are asked toenter a code or a document number.

The different search options within the search box are :

v SEARCHOn the bottom border of the [F1] Box, see the word Search: . Now enter 1. All the itemsstarting '1' come to the top of the screen. Now press 2 and see all the items starting'12' come to the top of the screen. Press <Del> and 2 is deleted. Now all the itemsstarting '1' are back again on top of the screen. Press <Backspace> and the SearchLine clears up. Remember, Search is always on the last sort order.

v [F1] WITHIN [F1] SEARCH OPTIONIn the Popup Help Box, press [F1] again. You are prompted to enter the search pattern.Enter EXP and see the highlight bar move to the first item (starting from the one it wascurrently on) which has EXP anywhere in the Code or Description. On a successfulsearch, you are also prompted : Find Next : Yes No . Press [ENTER] if this is the oneyou are looking for or press Y to search for the next match. [F1] within [F1] is not casesensitive. It will find the item which has Exp or eXP or EXP.

v [F2] WITHIN [F1] SEARCH OPTIONIn the popup help box, press [F2]. You now have the option to select the sort order ofthe data displayed in the popup. To select the sort order you desire, take the cursor tothat option and press [Enter]

68 FACT User Guide

Inserting Today's DateDuring data entry, whenever you are in a date field and need to enter today's date as theVoucher or Invoice Date, just press [Ctrl] and [D] keys together and lo, today's date appearsin the field almost by magic !

This saves you a lot of time while entering data, but remember to set the System Date ofyour machine correctly. You may set the System Date in your DOS and Windows machinesby running the DATE command at the Command Prompt.

Naming ConventionsDepending on the type of pack installed (International or Indian ) on your computer, FACTwill use and display the following option names on different Menus -

International Indian

D/O ChallanInvoice BillCustomers DebtorsVendors Creditors

AC CE s√√√√√ /

7 8 9 *

4 5 6 +

1 2 3 –

0 . =

[F] for Function Keys[D] for Document Class Filters

[P] for Message

[A view of the Calculator]

V E D I K A L C

Press


Function Key MacrosThis is real time saver option. You may define Function Keys 2 to 9 thru this option. Youmay enter any characters including a combination of keys (such as Ctrl-Home) and theReturn or Enter Key (defined by ";", the semi colon sign).

Consider entry of the product master. There will be a number of repetitive key strokes thatyou make - drudgery which can be avoided totally.

The Function Key Macros may be redefined at any point in time. Use these keys forlessening your work load while entering payment vouchers, masters etc. Read thru theInventory manual in the Items/Products Masters where this is explained with an example.

From the "Function Definition" screen, if you press "C", you get the Calculator, press "D"and you get the Document Class Filter and press "M" and you get the Message Sendingscreen.

This definition will result in the following happening :

N [Enter]Ltr [Enter] Ltr [Enter]0.00 [Enter]0 [Enter] 0 [Enter] 0 [Enter] 0 [Enter]A [Enter] N [Enter]501 [Enter] 701 [Enter] 507 [Enter] 707 [Enter]

Function Definition

Key 2 N;Ltr;Ltr;0.00;0;0;0;0;A;N;501;701;507;707;

Key 3

Key 4

Key 5

Key 6

Key 6

Key 7

Key 8

Key 9

Key 10

Press [C] for Calculator[D] for Document Classs

[A view of the Function Key Macros]

70 FACT User Guide

No Codes ModeFACT allows you to forget all about codes. And think only of names as you enter them inthe masters. Plain simple English. With the power of going back to codes whenever youplease. Only FACT allows you both Codes and No-Codes.

You may switch to No-Codes mode thru Account/Preferences/System Controls. When youinstalled a new ACCOUNT, you were asked to leave this option in the Codes mode andproceed. And to refer later to the Appendix for a note on the No-Codes mode.

In the No-Codes mode, when you create a master GL Account (or any other master), youare just asked to enter the Description. The code is allotted to the entry internally, totallytransparent to you.

How do you enter the source documents in this mode? Say you are entering a paymentvoucher. When the cursor comes to the GL Account field, a box pops up (see illustrationon facing page) displaying just the GL Account Names in alphabetical order. If you wish toenter the GL Account 'Salaries', enter 'S'. The GL Accounts in the box will [Shift] and thefirst GL Account starting with 'S' will come to the top and all Accounts starting with 'S' willbe highlighted. Enter 'A' now and all Accounts starting with 'SA' will be highlighted now.When you come to a final successful search, press [Enter].

Similar boxes will pop up for Cash/Bank Master. When you are entering a Sale Invoice, theCustomer Name box will pop up and so will the Product box at the relevant fields.

When you are generating reports, the relevant boxes will pop up for you to tag the Accounts,Names etc. All the boxes will display the masters alphabetically, of course.

[A view of the [F1] Help Box in No Codes Mode]

Contra A/cEquity CapitalPreference CapitalProfit & Loss AccountLiabilities for ExpensesTax LiabilitiesCPF LiabilityTerm Loan - BankTerm Loan - InstitutionsSundry Creditors


Printer BoxThis box pops up every time you generate a report on the printer. It displays which printeris currently active. You may change the active printer thru Account/Printer/Selection.

Filter SettingIt also displays the currently active Filter. You may change the Filter from the Printer Boxitself. [F1] Help Box is also available from here.

Page Printing SelectionThis is a page saver feature for you. Say you have printed a 50 page Cash Book and spillcoffee on pages 42 and 43. Would you really want to print 43 pages again? Not if you hadan option. Enter as follows : First Page : 1, Start From : 42, End at : 43. What FACT willdo is to print replicas of pages 42 and 43. It will print all the pages from 1 to 41 in memoryas if it was actually printing it. You can start putting the printer ribbon, paper and timesavings away in a piggy bank.

ClassYou may print the Document Class in some of the detailed reports. Enter 'Y' here.

Suppress VNoIn the reports generated from the General Ledger section, you may opt for suppressing thevoucher numbers. Enter 'Y' here in such a case.

Printer WidthThe printer width setting is optional. FACT will automatically set the character size to normaland compressed if the printer width is set to 80 columns. You may however change the widthfrom this box itself.

Network Printer 0

Filter : ******First Page : 1Start From : 1End at : 9999Class : NSuppress VNo : NPrinter Width : 80

[A view of the Printer Box]

The Printing Progress Box appears whenprinting starts, If there is a fault condition, it willwarn you. You have the option of quitting theprinting and rectifying the printer fault. This boxallows you to abort the printing.

[Two views of the Printing Progress Box]

Local Printer 1

Status : Printing

Page : 1

[Escape] - Pause

Local Printer 1

Status : Fault

Printer NOT Ready…

Quit RetryFE

72 FACT User Guide

Account / CloseThis option allows you to Close the currently open Account and return to the Main Menu,without exitting FACT. You may then select another Account to work in or let your colleaguelog in to the Account.

The currently open Account is automatically closed after you use the following options ormake any changes to the system settings -

Account / ModifyAccount / DeleteAccount / System / ConfigurationAccount / System / Custom OptionsHousekeep / Data RestorationHousekeep / Year Ending

Account / ModifyThrough this option, you may Modify the details of the existing Accounts. Enter the initialsof the Account to be Modified. The existing details will be displayed. You may Modify all thedetails except the Initials and Data Disk drive of the Account.

In case Install AR/AP was Y, you cannot Modify it to N. However, if it was N, you mayModify it to Y – this will allow you to use the AR/AP and Inventory module if it had not beeninstalled earlier.

You will be prompted further with the following :

Notes on AccountYou may enter some Notes – 20 lines of 35 characters each – to record changes ormodifications made by you. These Notes are not printed on any Reports or Documents.However, they may be printed through Housekeep/System Information.

CST NOEnter the Central GST/VAT/ST Number if applicable - discussed earlier.

SST NOEnter the State Sales Tax Number if applicable - discussed earlier.

Notes for Multi User FACT Users• Creation of a new account is classified as a critical operation. All Users must log out from

FACT before you can use this option.

Account / DeleteUse this option to Delete an Account from the menu.

Enter the Initials of the Account to be Deleted. The Details of the Account are displayed.You are asked to confirm the deletion. Enter Y, if you wish to delete – N, to abort.


Notes• Use [F1] Popup Help Box at Initials.

• The Deleted Account is only removed from the FACT Menu. The Data Directory is notaffected. If you wish to remove the Data Directory, you may do so using the DOS removedirectory command.

• A Deleted Account may be recalled through the Account/New Option. Refer to Notesunder Accounts / New.

Notes for Multi User FACT Users• Creation of a new account is classified as a critical operation. All Users must log out from

FACT before you can use this option.

Account / Preferences

Preferences / System Controls FACT must know certain things about the Account before it can proceed with bookkeepingand giving you all the reports accurately. This option is automatically chained into when aNew Account is installed. However, you may not have all the relevant information in handwhen you are installing a New Account. Or you may wish to change certain mappings ata later date.

Once you have created all the General Ledger Accounts, you should enter all the MasterControl General Ledger accounts thru this module. AUTOMATIC POSTINGS will be madein these Master Control Accounts when you enter documents pertaining to Sales,Purchases & Inventory.

You must enter all the information thru this module very carefully since it affects the workingof the system at every stage. The module is divided into seven parts - Dates, Code Types,P & L/Cash Book, Stock, Sales, Purchases & Miscellaneous . Proceed with caution :

DatesStarting DateEnter the First Day of the Accounting Period . If you've already entered this, DO NOTchange this date especially if you have already made some entries

Ending DateEnter the Last Day of the Accounting Period . You may have already entered this date.You may extend it upto 24 months from the Starting Date

Install DateThis is the day from which you are starting the computerization. It is in most cases theStarting Date. But you may start computerizing mid year in which case it should be this date.

Refer to the Entering Opening Balances for P&L General Ledgers section underMasters / Opening Balances (Part IV - General Ledger chapter) for details on entering PLOpening figures.

74 FACT User Guide

Code TypesNo Codes ModeChoose 'Yes' or 'No'. Choosing 'Yes' switches FACT to NO CODES mode. Once in NOCODES mode, you do not have to enter codes for any append/modify/delete operations.See Appendix to this manual for some more discussion

Account CodeChoose Alpha for alphanumeric coding, Numeric for numeric coding. You can changefrom Numeric to Alphanumeric; not the other way around. You should choose Numericunless you are using alphabets in your codes and do not wish to change. Remember, inalphanumeric mode, '0001' is not the same as '001'

Cust/Vend CodeChoose Alpha for alphanumeric, Numeric for numeric coding. You can change fromNumeric to Alphanumeric, not the other way around.

If you came to System Controls from a new account installation, the other options of Stock,Sales and Purchases & Miscellaneous show 'NOT APPLICABLE'. In such a case, Press<Esc> to exit. Return to the previous section and proceed as explained.

P&L/Cash BookWhen any of the options below are selected, you get a popup of the available master data.Choose as appropriate.

Profit & Loss A/cChoose the General Ledger Account (Balance Sheet) which is the Retained Earnings A/cor Profit & Loss Account. This is the Account in which the Profit/Loss will be displayed whenyou generate a Balance Sheet.

Cash Book NumberChoose the Cash Book created thru Masters/Chart of Accounts. This is the main cash bookwhich will be considered when generating the Tax Audit reports and for entry of Cash Sales& Purchases. Whenever a voucher is entered for this Cash Book, the chq details will notbe asked for

Contra A/cChoose the General Ledger Account (Balance Sheet) which has been defined as the ContraAccount. All Cash to Bank, to Cash and Bank to Bank entries will be passed thru thisAccount. When you enter this Account in a Cash/Bank voucher, the Payer/Payee nameautomatically changes, asking you to enter the Cash/Bank code. In effect you need makeonly one voucher for a Contra entry.

Realized Gain/Loss A/cChoose the General Ledger Account (PL Account) where, based on the daily ForeignCurrency buying or selling Rate, FACT may calculate the gain/loss for each ForeignCurrency transaction, and show the net gain/loss.

Unrealized Gain/Loss A/c (Banks)Choose the General Ledger Account (PL Account) to show the difference in actual postings


made to the Foreign Currency banks, based on the Currency Rate of the transaction date,and postings that would have been made if the re-valued Rate is applied to all the ForeignCurrency transactions.

Bank Balance Below MinimumThis option helps you have better control over your balances in the Bank. Using this youcan stop issuing payment vouchers through entry/ Voucher for that Bank for which the fundhas gone below the buffer level.

Block will not allow you to select the bank during the voucher entry through bank, whosefund has gone below minimum level.Warn will display a warning message during voucher entry through bank, if the buffer levelgoes below minimum. However you can override the warning and continue selecting thebank.Ignore will not put any check on Bank Minimum Level and allows you to go aheadirrespective of whatever position the fund of the bank is in. No warning message is shownin this case.

You can set the actual limit in the Bank through Masters/ Chart of Accounts/ General LedgerCode.

New method for Exchange Gain/LossChoose Yes if you want FACT to calculate Gain/Loss while entering a Receipt / Paymentin a foreign currency Bank and adjusting documents like Invoice with the same currencyas that of the foreign currency bank. Choosing NO will not generate any Gain/Loss on suchreceipts and payments.

If you also want to calculate Gain/Loss for all existing Vouchers that have a foreigncurrency bank and are adjusted against documents of the same currency, run HouseKeep/ Recalculate Balances option.

StockOpening Stock A/c (PL)Choose the General Ledger Account (PL Account) which has been defined as OpeningStock. This is required so that FACT may temporarily post the Value of Opening Stock when

it is calculated before generating the Trial Balance/PL Account and Balance Sheet.

Closing Stock A/c (PL)Choose the General Ledger Account (PL Account) which has been defined as ClosingStock. This is required so that FACT may temporarily post the Value of Closing Stock whenit is calculated before generating the Trial Balance/PL Account and Balance Sheet.

Closing Stock A/c (BS)Choose the General Ledger Account (BS Sheet) which has been defined as Stock in Hand.This is required so that FACT may temporarily post the Value of Closing Stock when it iscalculated before generating the Trial Balance/PL Account and Balance Sheet.

76 FACT User Guide

Stock Below MinimumChoose if you want te system to check the Stock and provide appropriate message whenthe stock goes below minimum level. You can choose either, Warn, Block or Ignore.Choosing Warn gives a warning if the stock goes below minimum level.Choosing Block blocks any entry.Choosing Ignore ignores the Stock status.

SalesTrade Debtors A/c (Master Control)Choose the General Ledger Account (Balance Sheet) which has been defined as the MasterControl Account for Trade Debtors/Sundry Debtors. All postings of the Sale Invoices, DebitNotes, Credit Notes, Receipts & Payments pertaining to any Customer will be automaticallymade by FACT to this Control Account by a daily AUTO Journal.

Sales A/c (Master Control)Choose the General Ledger Account (PL Account) which has been defined as the MasterControl Account for Sales. All postings of Sale Bills will be automatically made to thisControl Account by AUTO Journal. If the products are required to be posted to individualSales Accounts, enter the Sale Account for the product thru Masters/Items-Products/Products which will then override this Account and post it to the Account specified there.

Sales Return A/c (Master Control)Enter the code of the General Ledger Account (PL Account) which has been defined as theMaster Control Account for Sales Returns. All postings of the Sale Returns will beautomatically made by FACT to this Control Account by an AUTO Journal. In case theReturns are required to be posted to individual Sales Return Accounts, enter the SaleReturn Account for the product thru Masters/Items-Products/Products which will thenoverride this Account and post it to the Account specified there.

Sales A/c (UnInvoiced D/Os)When generating your Trial Balance, Profit and Loss or Balance Sheet, FACT posts thetotal value of all Uninvoiced Sale D/Os to this Account. You need to select a General LedgerAccount (P&L type) which would hold this value.

Trade Debtors A/c (UnInvoiced D/Os)When generating your Trial Balance, Profit and Loss or Balance Sheet, FACT posts thetotal value of all Uninvoiced Sale D/Os to this Account. You need to select a General LedgerAccount (BS type) which would hold this value.

Trade Debtors A/c (Unrealized Gain/Loss)FACT allows you to re-value all open Foreign Currency documents of Customers.The General Ledger Account mapped here (BS item) will show the difference in value ofthese documents, taking into consideration the Exchange Rate as on the date of thetransaction and the current Exchange Rate.

Unrealized Gain/Loss A/c (A/R)FACT allows you to re-value all open Foreign Currency documents of Customers.The General Ledger Account mapped here (P&L item) will show the difference in value ofthese documents, taking into consideration the Exchange Rate as on the date of thetransaction and the current Exchange Rate.


Invoice Terms...You must be charging Excise, Special Excise, GST/VAT/ST, Freight, Handling etc inaddition to the basic rate of the goods sold or reducing Discount. Similarly you must bepaying the above extras when you purchase goods.

This module allows you to keep track of all these extras on the invoices. Generation of thevarious registers for the Terms – GST/VAT/ST, Excise, Freight etc are immediatelypossible and reconciliation is done without tears.

However, it is imperative that the Terms are defined in a systematic manner. Before youstart entering them, make a list of all the various extras you charge on the Sale Bills andthe sequence in which they are required & the formula on which it is to be calculated. If youdo not have any Invoice Terms in your business, skip this part.When you press [Enter] Invoice Terms, you will be prompted further with :

NumberEnter the sequence in which this term should appear when the Bill is entered. You mayenter upto 15 terms (enter 0 to 9 and alphabets).

DescriptionEnter the Description of this term (Excise, Sales Tax, Discount etc).

Ledger CodeEnter the code of the General Ledger Account to which the amounts of this term shouldbe posted.

Sign ( +/-)Enter (+) to add the amount of this term to the Bill amount; (–) for the amount to besubtracted (minus sign is entered for the Discount Term).

CategoryEnter S for GST/VAT/ST, E for an Excise Term; else leave it blank. If you specify Ehere, you will also have to specify if Excise would be included in the Maximum RetailPrice (MRP) or not - the Excise amount to be paid will be calculated differently for eachof them.

Allow VatEnter Y if Value Added Tax (VAT) is applicable. This option will be availlable only whenCategory is S above.

Include in ProfitabilityThis option allows you to calculate the 'profitability' only on the basic amount, ignoringthe Billing or Invoice Terms. If the Include in Profitability is 'Y'(Yes) then the systemcalculates the profitability according to the billing terms of Sign(+/-) field. If the Includein Profitability is 'N'(No), then the system will ignore the billing terms and calculate theprofitability on the product basic amount.

Excise Included in MRPAnswer Y if you would like to include Excise in MRP. This option is available only if youhad answered E in Category above.

78 FACT User Guide

FormulaEnter the Term Numbers on which this term is to be calculated.

Example of a FormulaSay you have entered terms 1,2,3 and 4. You now entering Term 5 and it should becalculated on the total of the Basic Amoun t and Terms 2 and 4. Enter B24. Do NOT leaveany blanks. B stands for Basic Amount while 2 and 4 stand for the Term Numbers.

Notes• To use the terms for calculating Modvat payable, define Excise Duty in both Sale &

Purchase Terms to the same General Ledger Account. After entering the month’s Sale& Purchase Invoices, take a printout of the Excise Duty Ledger. It will show all the creditsfor Sale Invoices raised and debits for the Purchases. The difference is the amountpayable/receivable from the Excise Dept. When you pay/receive Excise Duty from theDept, pass the entry thru this Account.

• If you have several Discount types and want to keep track of how much has been allowedon each type, enter the different types of Discount as different Terms. Map them todifferent General Ledger Accounts.

• If you do not wish to keep track of the different extras you pay on Purchases, do not installall the terms for Purchases. Just install one Term called TAXES.

• Only one rate of GST/VAT/ST can be charged on an invoice. You must enter productsattracting different rates of GST/VAT/AT on separate invoices.

• If you leave Formula blank, the term is calculated on the immediately preceding total.

PurchasesTrade Creditors A/c (Master Control)Choose the General Ledger Account (Balance Sheet) which has been defined as the MasterControl Account for Trade Debtors/Sundry Creditors. All postings of the Purchase Invoices,Debit Notes, Credit Notes, Receipts & Payments pertaining to any Vendor will beautomatically made by FACT to this Control Account by a daily AUTO Journal.

Purchases A/c (Master Control)Choose the Master Control GL Account (PL Account) defined for Purchases. FACT will postall the Purchase Invoices to this A/c. In case purchases of different products are requiredto be posted to different GL Accounts, enter the GL Account thru Masters/Items-Products/Products which will override this Account.

Purchase Return A/c (Master Control)Choose the Master Control Purchase Return A/c (PL Account). FACT will post all thePurchase Returns to this A/c. In case the Returns are required to be posted to individualPurchase Return Accounts, enter the Purchase Return Account for the product thruMasters/Items–Products /Products which will then override this Account and post it to theAccount specified there.

Purchase A/c (UnInvoiced D/Os)When generating your Trial Balance, Profit and Loss or Balance Sheet, FACT posts thetotal value of all Uninvoiced Purchase D/Os to this Account. You need to select a GeneralLedger Account (P&L item) which would hold this value.


Trade Creditors A/c (UnInvoiced D/Os)When generating your Trial Balance, Profit and Loss or Balance Sheet, FACT posts thetotal value of all Uninvoiced Purchase D/Os to this Account. You need to select a GeneralLedger Account (BS item) which would hold this value.

Trade Creditors A/c (Unrealized Gain/Loss)FACT allows you to re-value all the open Foreign Currency documents of Vendors.The General Ledger Account mapped here (BS item) will show the difference in value ofthese documents, taking into consideration the Exchange Rate as on the date of thetransaction and the current Exchange Rate.

Unrealized Gain/Loss (A/P)FACT allows you to re-value all the open Foreign Currency documents of Vendors.The General Ledger Account mapped here (P&L item) will show the difference in value ofthese documents, taking into consideration the Exchange Rate as on the date of thetransaction and the current Exchange Rate.

Invoice Terms...You can enter Purchase Invoice Terms from here. The entry fields of Purchase InvoiceTerms is similar to that of the Sales Invoice Terms except the Include in Stock Valuationfield . Obviously, you also not require to define an Excise Term here.

Include In Stock ValuationThis option allows you to specify if a non-tax term is to be included in Stock Valuationor not. In case of Sales Tax(denoted by 'S' in the Category field) the cursor skips thisfield.

By default the tax terms are always Included in Stock Valuation. However you are notallowed to Exclude a tax at the Term level. You can Exclude individual taxes(non taxTerms) from stock valuation. See Invoice Terms under System Controls/Sales fordetails.

Notes• Do NOT change the Starting Date after you have entered documents in the system. The

reports may start coming out wrong in case you change that date.

• Whenever you change any of the Ledger Codes in System Controls, be sure to runHousekeep/Recalculate Balances . Else the balances will not show correctly.

• The amounts posted thru the Invoice Terms are not considered in the Valuation of ClosingStock. In case you wish the entire amount to be accounted for valuation purposes, all theterms must be mapped to the Sale/Purchase Account specified thru Account/Preferences/System Controls. In case more than one product has been billed on thesame Invoice, the terms are automatically apportioned on the basis of the amounts of therespective products.

MiscellaneousActivate Audit TrailSelect Yes to activate the Audit Trail. Henceforth, FACT will keep a log of all modificationsand deletions to any document. The log book can be generated from Housekeep/Audit Trail/Report.

80 FACT User Guide

CurrencyEach company (account) on FACT can be maintained in a different Home Currency. Pleasenote that this is only applicable to packages sold outside India.For example : Say FACT has been installed in Singapore and you are maintaining yourbooks in S$ - Singapore Dollars. Now you wish to restore a backup of one of yoursubsidiaries from Malaysia, which is in RM - Malaysian Ringgits.

No problem. By default, each new account you install will automatically be assigned thecurrency of the country of installation as the Home Currency. In the above example, it willbe S$. You may change this to RM at Accounts / Preference / System Controls /Miscellaneous / Currency :

Product Discount asIf you wish to enter a percentage under the 'diff' column of Sale/Purchase Orders, DOs &Invoices, choose %age. Now if you enter -5 in the difference column, it will calculate a 5%discount on the total amount for the product and display the net amount (95%) in the totalcolumn. If you choose value, the amount entered under the diff column will be treated asa discount.

Sales Tax Codes (GST/VAT/ST)This module allows you to enter all the different GST/VAT/ST Rates which are applicableto you so that you may select the applicable rate when you enter the Sale/PurchaseInvoice—for both Central & State Sales Tax. You may enter upto 15 rates.

Against the rate of the Tax, a tab is also kept whether it is a concessional rate of Tax (whichmeans whether a Concessional Form is required to be taken from the Customer/to be givento the Vendor).

Each rate of Tax may be posted to an individual General Ledger Account. Or it may beposted to the Master Sales Tax General Ledger Account specified thru Account/Preferences/System Control/Invoice Terms.

Tax Registers are generated for the different rates of Tax entered here in the prescribedformat. The Vertical format gives you the register for a single rate of Tax. The Horizontalformat gives it for upto 4 (four) rates of Tax as tagged. You may generate separateRegisters for Central and State Tax.

The Summary format shows the month totals of each rate of Tax and the totals for themonth as well. It may be generated for any period desired - monthly/quarterly/half yearlyetc. The Tax Return may be filed accordingly and the tax be paid based on this summary.

E X A M P L E SMalaysian Ringgit Dollars PoundsSen Cents Pence

Currency Description (top denomination)

Currency Symbol (lower denomination)Currency Symbol (top denomination)

Currency Description (lower denomination)

àààà


Press [Enter] and you have the standard FACT options : Append/Modify/Delete.

CodeEnter a one character code—numeric or alphanumeric.

DescriptionEnter the Description of this rate of sales tax (max : 15 characters).

Sales/Purchase/BothEnter S if this rate of GST/VAT/ST is applicable on Sales Invoices only.Enter P if this rate of GST/VAT/ST is applicable on Purchase Invoices onlyEnter B if this rate of GST/VAT/ST is applicable on both Sales & Purchase Invoices.

PercentageEnter the rate at which GST/VAT/ST is to be charged.

ExemptThis option is available only if Percentage is specified as zero (0). Enter Y if this rateof Tax is to be treated as exempt. Else enter N.

Include In Stock ValuationEnter Y if the GST/VAT/ST amount is to be included in Stock Valuation. Else enter N.A/cEnter the code of the General Ledger Account to which the posting of this rate of Taxshould be made. Leave it blank for posting to be done to the Account specified for SalesTax thru Account/ Preferences/System Controls/Invoice Terms. Use [F1] for PopupHelp Box.

State/CentralEnter S for State Sales Tax; C for Central - if this is not applicable in your country, youmay enter either S or C. It does not make a difference.

Form RequiredEnter Y if a Concessional Form is required against this rate of Tax; Else enter N. If thisis not applicable in your country, just enter N.

TypeThis option is available only if you answered Y in Form Required above. Enter the typeof the Concessional Form required.

Register TitleEnter 3 lines of 15 characters each. This will be printed as the Header for this rate ofTax in the Tax Register.

Customer Credit ControlEvery Customer has a credit limit defined in Customer Master. FACT allows you to put acheck on the modules relating to Customer to block entry or warn about a particularCustomer if his credit limit is exceeded the limit set. The check on the customer credit controlis optional, you can select Warn , Block or Ignore . Other modules where the check isavailable are listed below:

82 FACT User Guide

• Entry/ Voucher - Receipt/ Payment/ Customer• Entry/ Journals/ Customer - Debit/ Credit Notes• Entry/ Journals/ Party Journal• Entry/ Sales/ Do's(Challan)• Entry/ Sales/ Invoice (Bill)• Entry/ Sales/ Service Invoice• Entry/ Sales/ Return

The cheque on the customer credit controls is optional. You can choose to either put thischeck or let the system ignore it. You can define the control through Preferences/ SystemControls/ Miscellaneous/ Customer Credit Limit Control. The prompt block moves on'Block', 'Warn' and 'Ignore'. You can choose one of these actions thereby directing thesystem to determine what action to take if the Customer Credit Limit is getting exceeded.

Block will not allow you to select the customer whose 'credit limit' is being exceeded.Warn will display a warning message if the credit limit is being exceeded. However you canoverride the warning and continue selecting the customer.Ignore will not put any check on Customer Credit Limit and allos you to go aheadirrespective of whatever position the customer credit limit is in. No warning message isshown in this case.

Notes• Post the different Rates of Tax to different General Ledger Accounts for faster

reconciliation of the Tax Accounts.

• The Tax Rates pop up in a box in the Invoice Terms in the Sales/Purchases entry moduleswhen the Tax Term is reached.

• Reminder letters to selected parties for GST/VAT/ST forms due from them may begenerated thru GST/VAT/ST form Exceptions.

• If you have Sales/Purchases of goods where GST/VAT/ST Tax is not charged, enter asales rate with 0.00% - for non taxable goods.

Preferences / User MaintenanceThis option allows you to create Users for each Account and assign them with a Passwordand a Security Group. There is no limit to the number of Users within each Account.

NameEnter the User’s Name (max: 10 characters)

Security GroupEnter the name of the Security Rights Group this user belongs to. Press [F1] for a pop-uplist of existing Security Right Groups.

FACT allows you to customize and save the entire menu for different group of users or evenfor individual users. Options which are not supposed to be used by him can be hidden fromview. System/Security Right Groups for details.

[ ] Change PasswordThis option is available only in Modify mode. If you wish to change the password of a user,


put a check mark [X], here. Use [Enter], Space Bar or a click of the mouse to check / uncheckthis box.

PasswordEnter a password for the user. You may leave the password blank.

DaysUsers may be granted permission to Add / Modify / Delete back dated documents.Enter the number of days of backdated access the users is to be permitted. The numberof days of backdated access is always counted from the currently logged in date for the user.Enter zero (0) if the user is not to be granted such permission.

[ ] Allow Post Dated EntryUsers may also be granted permission to Add / Modify / Delete post dated documents.Check the box [X], if the user is permitted post dated access. Use [Enter], Space Bar, ora click of the mouse to check / uncheck the box.

[ ] Allow Modification of Sale D/OsThis option allows an you(any user) to modify a Sale D/O created by another user. Check[X] the box if you wish to allow the User the Right to modify a Sales D/O created by anotheruser.

LanguageHere you can choose the language you would like to use.

Preferences / PasswordUse this option to change the Password of the currently logged in user. Press [Enter] toselect the option. Enter your Old Password and type in the New Password.

You will be prompted to type in the New Password once again. This is to ensure that youhad entered the New Password correctly. In case you type the New Password incorrectlyat the second prompt, FACT will not save the change.

Preferences / FilterYou may set the Filter from this option for reporting purposes. Filters are created thruMasters/Document Class/Filters. Filters of course may also be set just before a report isprinted - from the printer box.

FilterEnter the 6 character Filter Code. Remember asterisks (*) accepts any character in thatposition. Use [F1] forPopup Help Box. See Masters/Document Class for examples anddetailed explanation

Notes

• Filter set here is carried forward to the Printer Box, which pops up if Printer was selectedas 'Y', automatically.

• After generating reports on the particular filter, change it back to normal (««««««) elsefurther reports which may not be desired for a filter condition will appear to be incorrect.

84 FACT User Guide

• The filter set here remains in memory until changed or till you exit FACT.

• Please note that Filters will not be in effect if you Zoom down from Cash/Bank Books, TrialBalance etc. It will work specifically for Screen and Printer reports only.

Preferences / Report FooterIf you wish to print a line of message at the end of each report, you may enter it thru thismodule. You may set the printing to Yes or No.

Report FooterEnter the message line (max : 80 characters).

PrintEnter Y to print the Footer entered above on the last line of each report; N to suppressprinting.

Notes• This is useful to print a message like : Data Processing done by …• Print Y/N is like a toggle switch. Change whenever desired. The last setting is retained

in memory till changed.

Preferences / Active Date RangeData Security is of paramount importance in any computerized financial system. We atFACT realize this and this is another step in the direction of providing you complete controlover your data.

Only the USER called MANAGER may set this date. Once set, no entries are allowed tobe Appended/Modified/Deleted outside this date range. The Date Range may be changedas desired.

From DateEnter the start date of the Active Date Range.

To DateEnter the end date for the Active date Range and press [Enter].

Notes• Usually entries are made for a week/fortnight at a stretch. Set the Date Range for only

that period. Even if errors are made while entering, only that week/fortnight will need tobe checked for the errors.

• Once the Date Range is set, the operator CANNOT add/modify/delete any entries outsidethis range.

Preferences / Document PrintingFACT allows you to print Vouchers, Sale Order Acceptances, Purchase Orders, Sale D/Os,Sale Invoices, Receipts/Payment vouchers, Party Journal Vouchers, Credit Notes andDebit Notes etc.— both Online and Offline.


You may set the ONLINE option to print documents as soon as you enter them. Select UseOnline Printing and press [Enter]. Observe a check mark [X] appears. Now as soon asyou have entered any of the documents listed in this option thru the Entry section, you willbe prompted for printing it. Turn the ONLINE option OFF by removing the check mark.

DownSelect Down to scroll down by one page.

UpSelect Up to scroll up by one page. Up is activated only if you had selected Down earlier.

DefaultsSelect Default to restore all the default document printing settings available with thepackage. Remember to Save before exiting.

SaveSelect Save to save the changes and exit to the main menu.

CancelSelect Cancel to abort the changes and return to the main menu.

Preferences / Document NumberingIn simple terms, this means assigning of numbers (automatically) to documents beingentered into FACT. In practice, this task is much more complex than it looks.

At first glance, it seems sufficient to have FACT increment the last number entered for thedocument. If you take a closer look at the existing numbering systems followed in yourbusiness, things begin to get complicated. For example :

Case IThe invoice number being followed in your business has a character suffix and prefix, andonly the numeric portion of the body is incremented. Your typical number looks like VS/FD/????/1995 where the ???? are replaced by incrementing numbers.

Case IIYou follow different serials for different category of invoices depending upon the productsthat are being sold.

Case IIIEach of your salesperson has his own number range. In this manner, it is possible to knowwho is responsible for the sale by just looking at the number.

Case IVVoucher numbers have different numbers (serials ) in a certain period (say month)It is easy to deduce, that for an automatic document numbering scheme to be effective andusable, it has to take care of situations and requirement similar to those discussed above.The document numbering option in FACT, is powerful enough to handle such needs.However, like all powerful things, it will take you some time to master and take advantageof this extremely useful option.

86 FACT User Guide

Default SettingsWhen an account is installed, document numbering for all types of documents is set to thedefault manual settings as shown on the following page :

Document Body Length Type

Credit Note 5Debit Note 5Finished Goods Received 15Finished Goods Return 5Issue Return 5Issues 15 All numbersJournal 5 are ALPHA.Purchase Invoice 15 There are noPurchase D/o 15 Prefix, Suffix.Purchase Order 5 And they doPurchase Return 5 not incrementPurchase Service Invoice 15Receipt / Payment (Ar/Ap) 5Sale Invoice 15Sale D/o 15Sale Order 15Sale Return 5Sale Service Invoice 15Stock Transfer 15Vouchers 5

Defining / Modifying Document Numbering SchemesSelect the option from Account/ Preferences/ Document Numbering. The screen will showan already defined (or default) numbering scheme. The options available to you are :

Show Sorted ByThe screen display can be sorted by Document Name or User Name. A bullet marks thecurrent selection. Take the highlight prompt and hit [Enter] to change the default sort order

AppendAdd a new document numbering scheme.

DocumentSelect the document from the pop-up list.

UserSelect the user for whom the scheme is to be applicable. For all users select the Defaultoption.

CategorySelect the category for which the scheme is to be applicable. If you do not have anycategories, then select the Default category.ModeSelect any of the 3 modes, namely, Manual (Numeric), Manual (Alphanumeric) &Automatic. Depending upon this selection, FACT will either allow you to enter thedocument number or generate it itself.


PrefixGive the constant prefix to be used for documents entered under this scheme. Evenin manual mode, FACT will show you this prefix, and only allow you to enter the bodyvalue.

SuffixGive the constant suffix to be used for documents entered under this scheme. Evenin manual mode, FACT will show you this suffix, and only allow you to enter the bodyvalue.

Body LengthThe total length less the length of the prefix & suffix is the maximum length of thenumber that can be entered by you. However, you may like to reduce this, henceshortening your entire number length, for the purpose of printing etc.

Total LengthThis is only a display field and cannot be edited by you.

Left FillFor Manual (Numeric) and Automatic modes it is possible to leftfill the number (bodyportion only). Check if you want to leftfill the number generated/ entered.

FillCharThis field is only prompted if the leftfill has been checked. The character entered hereis used to leftfill the number generated/ entered. By default it is zero (0), but you canmake it anything you want.

Applicability DetailsStart Date & End DateThe period within which this definition should be valid. It is not possible to enterschemes with overlapping date ranges.

Start Number, End Number, Current NumberThese options are available for Manual (Numeric) and Automatic modes. Start & Endnumber control the range within which the number can be generated/ entered.

The current number field is only used in the automatic mode. This number will be thefirst number generated. FACT will increment this number for every document created.

ModifyModify the scheme shown on the screen. Similar to Append, except that the document, userand category cannot be modified.

DeleteDelete the scheme shown on the screen after confirmation. FACT will not allow you to deleteall the schemes with User & Category as default. At least one should exist.PreviousGo to the previous scheme, based on the current applicable sort order.

NextGo to the next scheme, based on the current applicable sort order.

88 FACT User Guide

Locate...Find and show a scheme based on type of document, user and category. Upon selectingthis option, the Locate dialog box will be displayed.

DocumentSelect the document.

UserSelect the user. Select NONE if the this is to be ignored in the locate

CategorySelect the category. Select NONE if this is to be ignored in the locate

OkStart the search. If a match is not found, a message will be displayed and you selectanother criteria or select Cancel. If the match is found, the locate dialog box will close,and the data will be displayed on the screen

CancelExit for the Locate dialog box

Category...Add / Modify / Delete categories for a document. Upon selecting this option, the CategoryDialog box will come up.

DocumentSelect the document for which the category needs to be edited.

Category (Popup list)In case of modify/ delete, select the category of document that needs to modified/deleted. It should be remembered that the DEFAULT category for any document,cannot be modified/ deleted.

CategoryWhen in append/ modify, enter the description of the category here.

AppendAdd a new category for the document shown in the document popup list.

ModifyModify the description of the category currently shown in the dialog box. Defaultcategories cannot be modified.

DeleteDelete the selected category. A default category cannot be deleted. FACT will detectand tell you if this category is being used in any numbering scheme. Uponconfirmation, all numbering schemes will be deleted as well.


SaveSave changes and exit the Category dialog box.

CancelAbandon the changes and exit the Category dialog box.

QuitExit back to the main menu.

Document Numbering - Case Studies

Case I

Category Default

Document Sale InvoiceUser DefaultCategory DefaultMode AutomaticPrefix VS/FD/Suffix /1995Body Length 4Leftfill CheckedFillChar Zero (0)Category DefaultStart Date 01/04/95End Date 31/03/96Start Number 1End Number 9999Current Number 1

Case II

You want to give different voucher numbers for 3 months (Jan, Feb, Mar)

Category January February March

Document Voucher Voucher VoucherUser Default Default DefaultCategory January February MarchMode Automatic Automatic AutomaticPrefix J F MSuffix –– –– ––Body Length 4 4 4Leftfill Checked Checked CheckedFillChar Zero (0) Zero (0) Zero (0)Start Date 01/01/95 01/01/95 01/01/95End Date 31/01/96 31/01/96 31/01/96Start Number 1 1 1End Number 9999 9999 9999Current Number 1 1 1

Examples J0001 F0001 M0001

90 FACT User Guide

Case III

Assume that you are in the computer retail business. Add new categories for Sale Invoiceas i) Software ii) Hardware & iii) Consumables and under each of the above create newnumbering schemes as shown in the sample table on the next age :

Category Software Hardware Consumables

Document Sale Invoice Sale Invoice Sale InvoiceUser Default Default DefaultCategory Software Hardware ConsumablesMode Automatic Automatic AutomaticPrefix VS/S/ VS/H/ VS/C/Suffix /1995 /1995 /1995Body Length 4 4 4Leftfill Checked Checked CheckedFillChar Zero (0) Zero (0) Zero (0)Start Date 01/04/95 01/04/95 01/04/95End Date 31/03/96 31/03/96 31/03/96Start Number 1 1 1End Number 9999 9999 9999Current Number 1 1 1

Examples VS/S/0001/1995 VS/H/0001/1995 VS/C/0001/1995

Now when you select the invoice entry Append mode, FACT will prompt you for the categoryunder which the invoice in classified. It will then generate the new number on its own.

Case IVYou have three salespersons, and have allotted them separate serial numbers. Whenever,they enter a sale invoice, the number should be picked up from their respective serialnumber. It is assumed that these persons are already in the FACT userlist.

User Salesperson A Salesperson B Salesperson C

Document Sale Invoice Sale Invoice Sale InvoiceUser Salesperson A Salesperson B Salesperson CCategory Default Default DefaultMode Automatic Automatic AutomaticPrefix VS/FD/ VS/FD/ VS/FD/Suffix /1995 /1995 /1995Body Length 4 4 4Leftfill Checked Checked CheckedFillChar Zero (0) Zero (0) Zero (0)Start Date 01/04/95 01/04/95 01/04/95End Date 31/03/96 31/03/96 31/03/96Start Number 1 2001 4001End Number 2000 4000 6000Current Number 1 2001 4001

Examples VS/FD/0001/1995 VS/FD/2001/1995 VS/FD/4001/1995


FACT can detect the user currently making the invoice, and hence will automatically allotthe correct number. This process will be transparent to the user. Only if more than oneschemes are applicable to the user, will the category popup in the previous example appearat the time of entry.

Account / PrinterPrinter / Selection

This option allows you to select the printer you wish to use for generating FACT outputs.You may define a maximum of five printers and select any one of them while working onFACT. Press [Enter] to select the option.

The LOC1 through LOC5 selections offered under Account / Printers / Printer Selectionoption do not actually point to the different parallel printer ports a computer may haveinstalled. FACT always prints to the LPT1 port and selecting either LOC1 or LOC2 (or forthat matter LOC3, LOC4 & LOC5) does not make any difference to this behaviour.These selections are for storing different Printer Drivers which you may need for variousprinting requirements. For example, you may require a Epson FX-1050 Dot Matrix printerfor generating quick reports in draft formats, and HP LaserJet 4ML Laser printer for printingbusiness letters to your Customers. Similarly, you may need to use other printers for otherspecific requirements. In order to quickly switch between different Printer Drivers, you mayselect the five most used ones and save them as LOC1, LOC2, LOC3, LOC4 and LOC5.

Whenever a particular Printer is required to be used, the corresponding Driver should beselected from among the five saved Drivers. FACT will prompt you if the selected Driver isto be saved as the default. If you answer No, FACT will save the selected Driver as thedefault only for the current session. You will also notice that a tag mark is always shownagainst the currently selected printer. Once you exit and restart FACT, the default selectionwould go back to the printer selected initially.

After switching Printers Drivers in FACT, make sure that you have the correct printerconnected to the LPT1 port of your Computer.

Please refer to the relevant pages of the FACT User's Guide for help on defining & creatingDrivers on your own.

Use the arrow keys to go to the required printer and press [Enter].If you wish to take the output onto a disk file, select Disk and press [Enter]. It will promptyou for a file name. Enter a file name. You may define the full path. The file is created withinthe C:\FACT directory if no path is specified. This is specially useful if you are using FACT/LAN and have a number of local printers connected to different nodes. Define each localprinter thru Account/Printer/Setup. When you run FACT, just select the printer attached tothe node you are working from.

Printer / SetupYou may be using a printer whose escape sequences might be different from the defaultescape sequences used by FACT. All you need to do is define the escape sequences foryour printer (if already not there) thru Accounts/ Printer/Driver Maintenance and then installthe printer thru this module.It will show you a list of the printers defined. Take the cursor to the desired printer # andpress [Enter]. It will prompt you to define a Driver for that printer. Use [F1] to select Printe

92 FACT User Guide

Drivers available with FACT or define your own Driver. Please see the Driver Maintenancefor further details on defining Printer Drivers.

If you are using FACT/LAN, a list of five network printers will also be available. Press [Enter]to select the network printer followed by the Driver and the Queue.

Press <Esc> to save and exit.

Printer / Driver MaintenanceThis option is used to define various types of Printer Drivers. Drivers are the escapesequences which the printer understands in order to print the outputs in a desired way.

Use [F1] to select the printer driver supplied with FACT.

Use <Insert> to add a new Driver.

It will prompt you for the escape sequences. Please take help of the printer manual to seethe correct escape sequences. It is advisable to avoid this option unless you have athorough knowledge of printer escape sequences explained in the printer reference manual.

Press <Esc> to save and exit.

Use Modify and Delete options to modify and delete existing escape sequences.

Account / SystemSystem / Configuration

Various settings for your package can be set from here, viz. display type, flush status, dateformat and currency. The available options are :

Type of DisplaySelect Color if you are using a color display.Select Monochrome if you have a monochrome CGA/EGA/VGA system.

Activate FlushYes ; No – You may set this option to force FACT to write all entries–new/modifications/deletions to the hard disk immediately. This makes the entries slightly slower since FACThas to physically write the data to the hard disk each time, but is strongly recommendedfor installations in powercut prone areas. Choose Yes to force writing of data to the harddisk with each entry. This stays in default till changed.

Date FormatDD/MM/YY; DD/MM/YYYY; MM/DD/YY or MM/DD/YYYY – Choose the format of datesfollowed in your country. (DD - Day, MM - Month, YY - Year).

Date/Time in ReportChoose Yes to print the Date and Time in all the reports taken onto printer. This willhelp you in knowing when a particular report was actually generated.


Network TypeYou may use this option to change the Network Type for your FACT installation. Butremember that this depends on whether the FACT software licensed to you is a SingleUser version or a Multi User version.

The different types of Network supported by FACT are :

None (Single User) NT Server 3.51Netware 2.0a NT Server 4.00Netware 2.1 and above Other Windows NetworkNetware 2.2 and aboveNetware 3.0 and aboveNetware 4.0 and above

LanguageSelect the language you want to use in the software.

Number FormatDefine the format in which you wish to print the currencies. Place the commas and thedecimal point according to your requirement. This format will be used on receipt / paymentvouchers and on reports.

System / Custom OptionsThis module allows you to specify the program names to be used from the Custom optionmenu. After you enter the Program Name and title thru this option, another module Customis created on the Menu Pad beside Housekeep. You may define any number of programsnames here, to be run later from the Custom menu.

ProgramEnter the name of the Custom Program.

Menu TitleEnter the Menu title – this will appear under the Custom module created on the Menu Pad.

Leave the name and title blank to remove the program from the Custom menu

Pressing <Esc> for the following options :

SaveTo Save changes and exit to the main menu.

Remove AllTo remove all existing program names and titles. Remember to use Save before quitting.

ContinueTo revert back to the Custom option screen – if you had pressed <Esc> by mistake.

QuitTo exit to the main menu without saving the changes.

94 FACT User Guide

System / Security Rights GroupingThis module allows you to customize the Main Menu to show only those Menu items whichyou wish to use. The overall effect is a more concise and user tailored screen.

For example, if you have not installed AR/AP for any of the accounts, you may set the Menuto display only those items which pertain to the Ledger modules. Or, say, if you do not useCost Centers, you may choose to remove the Cost Center options from the Masters andEntry screens.

As this option allows you to create and save customized FACT Menus, you could have adifferent Menu for each person using FACT in the organisation. Having different Menus fordifferent Users allows you to control User Rights - giving a User Rights to only those optionswhich he would actually be using. For example, if you do not want your FACT operator toview the Ledger reports, these options may be suppressed from display, while anotherUser, who has Rights to these reports, can view them after logging into FACT.

User Group RightsAppend; Modify; Delete – select the desired option and press [Enter].

NameEnter an 8 character Name for the Customized Menu. Use [F1] to see the existing Menus.

Load FromIf you are defining a new Menu, DEFAULT is displayed here which will base your new menuon the default FACT Menu. You may even enter an existing customized menu name anduse it as a template for the new menu. While Modifying a Menu you may even enter anotherexisting Menu name here and use it as a template for the former.

ConfirmEnter Y to confirm deletion. The cursor skips this option if Append/Modify is selected.

In Append / Modify modes, a screen similar to the main menu (refer image above) isdisplayed. Each item may be marked / unmarked for display. A u sign appears against

< All > < Ledger > < AR > < AP > <Inventory> < Others >

Account Masters Entry Ledger Ar / Ap Inventory Housekeep Custom

« Save » < Cancel >

< All > < Ledger > < AR > < AP > <Inventory> < Others >Mark

Unmark

Press [Enter] for options

�Vouchers - Receipt / Payment�Journals�Proforma Invoice / Quotation�Sales�Purchases�Inventory Issues�Finished Goods�Transfer of Stock�Adjustment of Documents�Closing / Production Rates�Entry of ST Form�Currency Rates

�Orders�D/O�Invoice�Service Invoice�Return

D/O :Grant Rights for

[ ] Append[ ] Modify[ ] Delete[ ] Credit Lmt[ ] View Price

« Ok » <Cancel>


a menu option marked for display. You may use the [Enter] key as a toggle switch to mark/ unmark any option.

Instead of marking each option, you may press [Esc] to go to the options menu - press theMark or Unmark All buttons to mark / unmark all menu items respectively for display. TheMark / Unmark Ledger , AR, AP, Inventory buttons work in a similar manner. The Othersbutton handles menu items which do not fall under any of the above categories.

After you are done, press <Save> to save the menu.

While most of the Menu items displayed may be marked / unmarked for display in acustomized menu by just pressing [Enter], there are others which allow a more detailed UserRights / Menu setup. For example, you may allow entry of Sales D/Os, while restricting theirModification and Deletion. Once setup, this mechanism will not allow your FACT operator(or whichever User you tag this customized menu to) to Modify and Delete Sales D/Odocuments. The User will only have Rights to Append the documents. You can also restrictthe User from viewing the Customer Credit Limit and the Product Rate and Amount.

Similarly, some of the Reports like Cash / Bank Books and Trial Balance allow you to zoomdown to the Voucher / Journal levels. If you do not want your FACT operator to view thesedetails, design a customized menu which will disable this feature for the tagged User.

Menus defined here may be tagged to the Users defined thru Account / Preferences / UserMaintenance option. Thereafter, each time a user logs in, the tagged customized menu willbe on display. Please note that the DEFAULT menu is tagged to the user MANAGER; Forsecurity reasons, the system does not allow any other menu to be tagged to this user.

Refer the tables on the facing page for a listing all Menu items which allow detailed setupof User Rights -

96 FACT User Guide

O p t io n N a m eA p p e n dR ig h t

M o d i f yR ig h t

D e le t eR ig h t

C r e d i t L im itR ig h t

V ie w P r ic eR ig h t

A c c o u n t / P r e f e r e n c e s / D o c u m e n tP r i n t i n g

√√ √√ √√

M a s t e r s / C h a r t o f A c c o u n t s /G e n e r a l L e d g e r

√√ √√ √√

M a s t e r s / S a le s m e n /A g e n t s √√ √√ √√

M a s t e r s / V e n d o r s / C u s t o m e r s √√ √√ √√

M a s t e r s / I t e m s /P r o d u c t s / P r o d u c t s ,S p e c i a l R a t e s

√√ √√ √√

M a s t e r s / D o c u m e n t C l a s s , F il t e r s √√ √√ √√

M a s t e r s / C o s t C e n t e r s √√ √√ √√

M a s t e r s / O p e n i n g B a l a n c e s / S u bL e d g e r - J o u r n a l s , C u s to m e r s ,V e n d o r s , U n r e c o n c i l e d V o u c h e r s

√√ √√ √√

M a s t e r s / T e m p l a t e s √√ √√ √√

M a s t e r s / U s e r D e f in e d F i e ld s √√ √√ √√

E n t r y / V o u c h e r s - R e c e i p t / P a y m e n t/ O n e D b / C r , M a n y D b /C r,C u s t o m e r s , V e n d o r s

√√ √√ √√

E n t r y / J o u r n a l s √√ √√ √√

E n t r y / P r o fo r m a I n v o ic e / Q u o t a t i o n √√ √√ √√ √√

E n t r y / S a l e s / O r d e r s , I n v o i c e ,S e r v i c e I n v o i c e , R e t u r n

√√ √√ √√ √√

E n t r y / S a l e s / D O √√ √√ √√ √√ √√

E n t r y / P u r c h a s e s / O r d e r s , In v o i c e ,S e r v i c e I n v o i c e , R e t u r n

√√ √√ √√ √√

E n t r y / P u r c h a s e s / D O √√ √√ √√ √√ √√

E n t r y / I n v e n o r y I s s u e s / M e m o s ,I s s u e s , R e t u r n s

√√ √√ √√

E n t r y / F i n is h e d G o o d s / R e c e iv e d ,R e t u r n e d

√√ √√ √√

E n t r y / T r a n s f e r o f S t o c k √√ √√ √√

E n t r y / A d j u s tm e n t o f D o c u m e n t s √√ √√ √√

E n t r y / C u r r e n c y R a t e s √√ √√ √√

O p t io n N a m e R e p o rtR ig h t

Z o o mR ig h t

S c h e d u le sR ig h t

C u s t o m e rR ig h t

V e n d o rR ig h t

L e d g e r / C a s h B a n k R e p o r t s /B o o k s /R e c o n c i l ia t i o n

√√ √√

L e d g e r / T r ia l B a l a n c e / N o r m a l , Y e a r toD a t e

√√ √√

L e d g e r / P r o f i t & L o s s A c c o u n t /C o m p l e te , S c h e d u l e s , D a t e t o D a te( C o m p l e t e ) , D a t e to D a t e ( S c h e d u l e s )

√√ √√ √√

L e d g e r / B a la n c e S h e e t / C o m p l e t e ,S c h e d u le s , D a t e t o D a te ( C o m p l e te ) ,D a t e to D a t e ( S c h e d u l e s )

√√ √√ √√

L e d g e r / C a s h F l o w S ta t e m e n t /C o m p l e te , S c h e d u l e s , D a t e t o D a te( C o m p l e t e ) , D a t e to D a t e ( S c h e d u l e s )

√√ √√

I n v e n t o r y / L i s t i n g o f M a s t e r s / S p e c i a lR a t e L i s t i n g

√√ √√


Account / SpecialSpecial / Label Writer

The Label Writer under the Special option allows you to create a and print labels forCustomers, Vendors and Products. It serves no financial accounting need, but is a tool tohelp you in your general office work. Read the following examples for a better understandingof the Label Writer.

Example IYou want to send a circular to your customers informing them of the change in your address,telephone numbers etc. In such a case the label writer is invaluable. Since all the contactinformation is already in the FACT customer database, it would not make sense to createa separate database for this purpose.

Example IITo organise your inventory storage, labels with product code and description would beneeded. FACT will accurately reproduce this information from its product database.

The label writer is a powerful tool, and reading the entire documentation for maximumbenefit is highly recommended.

General Concept & New TerminologyLabels can be envisaged as rectangular blocks(of equal size) arranged in a grid from ona sheet of paper. Each of the blocks can contain printed information confined by the heightand width of the label(block). For convenience of cutting or peeling(in case of self adhesivelabels), there is some space between labels in the same column (up and down). The numberof labels in a row are defined by the term number across . The gap between the left edgeof the paper and the start of the first label(block) in the row is the margin . The figure belowillustrates all these attributes.

A Typical Label Layout

Height

Width

Lines Between

Label

4 Labels Across

Margin

Space Between

98 FACT User Guide

Label Writer ConceptsThe FACT label writer treats the combination of the layout and the data as label. It allowsyou to create, save, edit, print and remove labels. In addition to saving labels, you can savethe label layout separately. While creating or editing another label, you can pick up thelayouts that you have saved. Layouts and the labels are not permanently bound (i.e. LabelWriter does not remember which layout was used to create a label). When you edit a layoutthe changes will not be reflected in all the labels that are created using it.

The data on any label can be any of the following:

• From a FACT database, like Customer, Vendor or Product. However, itis not possible to mix information from all three into one label.

• Simple Text. Fields from the FACT database and text can be intermixedon the label. This allows you to give headings etc. to make the label

printout more readable.

Printing styles (attributes) can be specified for each line of the label.A style comprises of:

Attribute• Bold• Double Width• NLQ(near letter quality)• Condensed

Alignment• Centre• Right• Left• None(as is entered on the label line)

The label creation process can be visualised as a two step process -Step 1 Create the layout by specifying the margin, width, height etc.Step 2 Place the data to print on each label line.

In practice, the above steps are interchangeable, and mutually not destructive (changingeither does not destroy the other).

The Label Writer also allows you to suppress blank lines while printing. This featureensures that lines of addresses of unequal height print one after the other. In addition, apreview feature displays the labels on the screen.

The sort option controls the order in which the data is printed on the labels. There are onlytwo sorting options:

• Code sorts on Customer, Vendor or Product code depending upon the database attached to the label.

• Name Sorts on Customer, Vendor or Product name/description dependingupon the database attached to the label.


You can use the database option to switch databases for the labels. Whenever databasesare switched, all the database fields not found in the new database are automaticallyremoved.

The 'criteria' is a set of limiting conditions used in a query or filter to show a specific set ofrecords. The set criteria feature allows you to set a filter on the database, and therebyprint only certain selected records from the database. You can use this to, say, print mailinglabels for all customers in Hong Kong.

Now with the concepts properly explained, it is time to get into the details of the LabelWriter.

Using the Label WriterThis is accessed from the Account / Special / Label Writer option of the FACT main menu.Upon selecting this option, the Label Writer menu will be displayed.

FileNewCreate a new label. A dialog box will prompt you for the database. Indicate your choicefrom Customer, Vendor or Product and select OK. The new label will have the titleUNTITLED.LAB. The name of the label will only appear after you have saved it.

OpenOpen an existing label. A dialog box will prompt you for the label name. Indicate thelabel you want to open, and select OPEN.

CloseClose the currently opened label.

SaveSave the currently opened label. This will not be available for UNTITLED.LABSave AsSave the currently opened label under a new name. A dialog box will prompt your forthe new name. Indicate your choice and select SAVE.

RemoveRemove a label definition. A dialog box will prompt you for the label to be removed.Indicate your choice and select DELETE.

PreviewView the labels with actual values on the screen. In the view mode, you can selectPrint , to send the output to the printer.

PrintPrint the labels. The print dialog box will prompt you for :

Type of Paper( ) Continuous Sheet ( ) Cut Sheet

Select the type of labels you have

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Suppress Empty LineCheck the box, if empty lines should be suppressed in the print out. Only lines withdata, currently having no value, will be suppressed. Lines intentionally left blank,will not be suppressed.PrintStart the Print process.

CancelClose the dialog box and return to the Label Writer.

LayoutSelect a new layout. A dialog box will prompt you for the layout to be loaded. Indicateyour choice and click on SELECT. The new layout will take effect. No data will be lost.

Save LayoutSave the layout as being currently used. A dialog box will prompt you for the layoutname. Indicate your choice and select SAVE.

Delete LayoutDelete a layout from those already saved. Indicate your choice in the dialog box andselect DELETEBackupThis is only available when no label is open. Use this to backup all the labels, layoutscreated thus far. Please refer to the Backup option in Setup/ Housekeep manual formore details on using Backup.

RestoreThis is only available when no label is open. Use this to restore a label backup. Pleaserefer to the Restore option in Setup/ Housekeep manual for more details on usingRestore.

QuitClose the Label Writer and return to the FACT menu.

EditSelect FieldPlace a field from the database at the current cursor position. A popup list appears,and you can simply press [Enter] at the field that you wish to place in the label. <Esc>will close the list, without placing a field. Remember that fields once placed cannotbe moved. You will have to delete and then replace it at the new position. You will alsonotice that the entire description of the field may not be visible in the label line. Thedescription is truncated to show the actual width of the data. To differentiate betweentext and database field, Label Writer prefixes all field names with an apostrophe (e.g."Customer Name") before displaying it on the screen. Of course, if you enter a textstarting with an apostrophe as well, then there would be no visible difference.

Remove FieldRemove the data field at the current cursor position. If a data field is present at thecurrent cursor position, it will be removed from the label line.


Change LayoutThe margin, width, number across, space between, lines between and height can bechanged using this option. By pressing TAB or [SHIFT]+TAB you can access thesevalues and change them. Using a mouse, you can select any layout parameter andchange it instantaneously.

StyleDefine the attributes and alignment for the current line. A dialog box will prompt youfor the printing style of the line. Indicate your choices and select OK.

DatabaseCustomerActivate the customer database.

VendorActivate the vendor database.

ProductActivate the product database.

Set CriteriaSet a filter on the database. This will define the scope (condition) for the records thatare to be included in the preview or print options. This criteria is not saved with the labeland needs to be defined for all subsequent prints. Refer to the chapter on SettingCriteria in the Implementation Notes manual.

Cear CriteriaClear the criteria that has been set.

SortNameThe database will be sorted by name / description.A diamond "u" will mark the currently active database.

CodeThe database will be sorted by code.A diamond "u" will mark the currently active database.

Special / Document Designer

Most of the organisations like to get their Orders, DOs and Invoices printed in the formatwhich suit their requirement either on the preprinted stationary or simply on their letter head.

In case you are satisfied with the default format of these documents (as generated byFACT) you may skip this Chapter. FACT provides the facility to design the followingdocument and then print it either on-line (while the document is being entered) or off-line.These can be loosely categorised into the following :

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Category AProforma Invoice Sale & Purchase Return JournalSale Order Cash/Bank Vouchers IssuesPurchase Order Receipt/ Payments - Debtors Issue ReturnSale D/O Receipts/Payments - Creditors Finished Goods ReceivedPurchase D/O Credit Note / Debit Note Finished Goods ReturnedSale Invoice Party Journal Stock TransferPurchase Invoice

Category BStatement of Account

This module allows you to design multiple formats for the above documents. The formatof the documents designed here affects only the printing and NOT the data entry. You canchange the format or go back to the FACT supplied format whenever you want.

ConceptThe concept behind the document designer is very simple. You need to tell FACT the datayou want to print, where and how (attributes - Bold, Condensed etc.). All this can be doneinteractively. The only difficult task in this exercise is to find the exact position (in rows andcolumns) on which you want any particular data to appear; this too is made simple as FACTcomes with two transparent paper templates (one each for printing in Condensed andNormal) which helps you in specifying the required position.

FACT considers the Category A documents to be divided into the following segments :Body 1This is printed once on the top of every page of the document. This segment normallycontains information regarding the customer or vendor, the company etc. For discussionsake, we will refer to Body 1 as the Header.

ItemsThis segment forms the body of every document. It comes after Header . Normally this isrepetitive. For example in case of an Invoice it may contain the product name, quantity, rate,amount etc.

Body 2This segment generally contains a sub-total. However, this is entirely dependent on yourrequirement. There is no fixed rule that the Items must be followed by Body 2 etc. We haveintentionally ignored Body 2 in our sample invoice on the next page.

TermsThis segment is the place in which the invoice terms such as GST/VAT/ST, Customs Dutyetc. can be printed.

Body 3This segment is similar to Header except that it is printed in the end of the document. AsIt comes at the end of the document. We refer to this as the Footer .

A sample invoice is shown in the following page:


SALE INVOICE # EE/NP/128128929 DATE : 15/06/96

CUSTOMER CODE : 9999 P/O :

M/s Elite Enterprises Dated :10 Anson Road D/O # : 9999International Plaza Dated : 15/06/96Singapore 1234Phone 1234567 Fax 7654321 Due date : 15/06/96

GST Registration No : GST-1245678 Consignment Note # : Dated :

Order Acceptance #Excise Gate Pass # :

Dated : Dated :

Code Description Qty Rate Diff Amount

TP-1 TOOTHPASTE COLGATE 200g 200.000 Pcs 25.00 5000.00TP-2 TOOTHPASTE COLGATE 100g 500.000 Pcs 10.00 5000.00TP-3 TOOTHPASTE COLGATE 200g 900.000 Pcs 23.00 20700.00TP-4 TOOTHPASTE COLGATE 100g 1000.00 Pcs 13.00 13000.00

43700.00

Discount 2.00% -874.00

Total S$.42826.00p

ingapore Dollars Forty Two Thousand Eight Hundred Twenty Six Only

Remarks : Export Sale OnlyFor General Trading Corporation

Authorised Signatory

FO

OT

ER

TE

RM

SIT

EM

SH

EA

DE

R

Body 1

Body 2

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Similarly, Category B documents are considered to be divided into the following segments:

HeaderSimilar to Category A.

AgeingYou can place ageing information in this segment. FACT allows you to position up to 6columns of ageing periods.

Doc. DetailIt comes after Header . You can place the information such as Document number, date,amount etc. The functioning of this segment is similar to that of Items discussed underCategory A.

FooterSimilar to Category A

A Sample Statement of Account is shown on the next page :

You need to place and position the relevant data fields (which you will have to pickup fromthe popup list) and text in the appropriate segments. The fields popup list shows only thosefields that can be placed in the current segment. After placing the field / text, you can moveit anywhere on the document but within the segment in which it was originally placed.

The Document Designer WindowThe document designer screen has a menu on the top line and design window below that.The Window title gives the name of the document being designed and the window footergives the document type. The line below the title shows the current Row and Columnposition of the cursor. Besides that is the current mode of operation ( Move or Edit). On thesame line on the right is the name and number of lines in the current segment (e.g. Header(8 Lines)).

The work area is between the title and the footer. The left column of the work area showsthe segment names.

How to Design a documentLet us step through the design for a typical invoice. Once you are familiar with the procedurefor one document, designing the rest should not pose any problem.

Step 1Take a sample invoice on a sheet of paper (or pre-printed stationery).

Step 2Place the transparent template on the sample invoice so that the top left corner of the invoicefalls just below the point marked "L" on the template. This ensures that the column and rownumbering match between the template and the sample invoice. Now you can easilydetermine the following :

Number of rows in the pageNumber of rows in Header


HE

AD

ER

ITE

MS

M/s Elite Enterprises

STATEMENT OF ACCOUNT CUSTOMER COPY 08/07/96

Customer Code : 0001Chua Brothers of Singapore Pte Ltd

Date Document# Particulars Debit Credit Balance Currency

OPENING To Balance 1132.00 US$

31-Mar-1996 TOTALS By Balance 1132.00 US$

Ageing Details OD30 days 31D60 days 61D90 days Over 90 days TotalRs 0.00 0.00 0.00 1132.00 1132.00

I/We confirm the transactions shown aboveMy/ our Income Tax PA is :

For General Trading Corporation_________________________________

AG

EIN

GF

OO

TE

R

Number of rows in ItemsNumber of rows in TermsNumber of rows in Footer

The following is a sample Statement of Account :

106 FACT User Guide

This is the Page Layout for your invoice. For details of Page Layout refer to Options - Edit/Page Layout in this chapter.

Step 3Now you need to make a list of all the fields in the header . Typically some of these fieldswill be simple text (e.g. your phone number, company name etc. ) and others will be datathat will change on each invoice (e.g. customer name, invoice number, date etc.)

Find the position of all these fields using the template in ROW and COLUMN and write iton the field list. For details on placing and moving fields refer to Edit - Select Fields/ Textin this chapter.

Step 4The next segment is Items which in FACT terminology is a repetitive segment. In all suchsegment there is a difference in the number of rows you enter in the page layout and thoseshown on screen. The screen can have only one row (line) and the page layout may have18 rows. This implies 18 lines of data will be printed in this segment. It the screen shows3 rows it means you can place three lines of fields which will repeat in 18 lines in group ofthree rows. Typically you would need to keep only one row in item segment visible onscreen.

As in Step 3, make a list of all the fields to be printed in this segment along with the row,column positions.

Step 5In Terms segment you have two options :

• discrete terms• repetitive terms

If you choose to place the terms in discrete order then you need to make a list of all the termswith their respective row & column positions. For repetitive placement refer to Step 4.

In the case of discreet terms you would need to know the serial number of all the terms youhave defined because the field list available will have entries like :

Term Amount 01Term Amount 02.....Term Description 01Term Description 02Term Description 03....Term Percentage 01Term Percentage 02....

Say you have defined Sales Tax as the second term in Invoice Terms and your invoice hasSales Tax amount at a particular position then determine its position (row & column) andmark it off against your list under "Term Amount 02 ".


Step 6The last step is to get the fields in the footer and make a list as in Step 1.

After you have gone through the above steps, you can open a new file for designing yourinvoice and easily specify the page layout, and then proceed to place the fields in eachsegment. Designing an invoice by itself, is not enough to have FACT print the invoice in thenew format. To tell FACT to use this design for all the further printing of this document referto Account/Preferences/Document Printing.

OPTION

File / NewSelect this option if you want to design a new document. If a design window is open thenthe document type of the new document is the same as the current one otherwise it is Sale- order.

In case you have made changes in the current document being designed then you wouldget an option to save it.

File / Open...Select this option to open an existing design. A dialog box displays a list of names of all thedesigns you have created so far. You can specify the document types which should bedisplayed in the list. Select Open from this dialog box to open this design. In case you haveany design already open then you have the option to save or discard the changes beforeyou open another design.

File / CloseClose the currently open design. In case you have made any changes to the design you willbe prompted to save the changes before closing it.

File / Save as...This option allows you to save the currently open design by another name

File / RemoveUse this option to remove any existing design. If you ever need it you will have to recreateit since using this option physically removes it from your computer's hard disk.

File / PrintSelect this option to print a document in the format currently being designed by you. Youwill need to use this option to perfect the positioning of fields.

File /Restore DefaultsThis option lets you restore any design which you previously backed up using File/Backupoption. For details on how to use this option refer to Chapter Housekeep/Restore in theUser's Guide.

Edit / Select FieldThis option is used to place a field from FACT. Take the cursor on the position where youwant to place the field and select this option. You will get a list of all the fields which you

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can place at the current cursor position. Take the highlight bar to the required position andpress [Enter ]. Instead of using the menu you can press <[F1]> and get the field list.

Edit / TextSelect this option to place simple text on the document. Take your cursor at the requiredposition and select this option. This takes you to the Edit mode in which you can type text.Press [Enter] when you are done with typing. Instead of selecting this menu option if youtype any character anywhere in the work area the effect is same as selecting the option frommenu.

Marking and Moving Fields/TextIf you want to move a field or group of fields in the document then you need to markit first. Take the cursor to the field which you want to mark and press <SPACEBAR>.This field will be shown in inverse. To mark more fields use <TAB> or <[SHIFT]+TAB>to go to the next/previous field and then press <SPACEBAR>. After all the fields aremarked you can move it around using the arrow keys.

Edit / Special / Draw LineIf you want to draw horizontal lines on the document then select this option. You are takento draw mode in which a line is drawn as you keep moving the cursor. Press [Enter] whenyou are done with the drawing. In this mode you are restricted to using the cursorhorizontally.

Edit / CutYou can select this option to cut any marked (select) field or group of fields to clipboard.The fields cut to clipboard can be Pasted later on. Fields cut to clipboard are removed fromthe current position.

Edit / CopySimilar to Cut except that the fields are copied to clipboard and are not removed from thecurrent position.

Edit / PastePaste the fields in the clipboard at the current cursor position.

Edit / ClearRemove the currently marked field(s) from the design. They are NOT placed in clipboard.

Edit / Add Line aboveAdd a blank line in the current segment before the current row.

Edit / Add Line belowAdd a blank line the current segment after the current row.

Edit / Remove LineRemove the current line. All the fields on the line are also removed.

Edit / StyleSpecify the style (attributes) of the field/text on the current cursor position. You can insteadpress [Enter] on a field to invoke this option.


A dialog box displays the following options :

Printer AttributesCheck the attributes (e.g. Condensed, Double Width, etc.) in which you want the fieldto be printed.

AlignmentSelect the alignment of the field on current row. You can choose it to be Left / Right/Center aligned. If you want it to be printed where you placed it then select None.

FormatSelect Left / Right/ Middle and press [Enter].

In case of left or right you will have to specify number of characters to be printed.Otherwise you need to specify the starting position and number of characters to beprinted.

ExampleIf the Customer Name is 50 characters wide and you want to print first 10 charactersof the name then you would select Left, 10.

In case you want to print last 20 characters to be printed, select Right, 20. If you wantto print 20 characters starting from 15th character then select Middle, 15,20.

Height/WidthEnter number of rows and columns in which this field is to be printed. Say you wantto print the field in 5 rows of 10 columns each then enter 5 against rows and 10 incolumns

Wrap between linesSpecify whether you want the output to be wrapped or truncated at word boundary.

Suppress if Invoice isSelect the cases in which printing of the field should be suppressed. This is availableonly if you are designing an Invoice.

Edit / Page LayoutSelecting this option lets you specify the layout of a page of this document

Page Length (rows)Enter number of lines in page.

Top Margin (rows)Enter number of lines you want FACT to leave on top of every page.

Bottom Margin (rows)Enter number of lines to be left in the bottom of every page.

Left Margin columnEnter number of columns on the left of the page after which the printing should start.

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Right Margin columnEnter number of columns on the right of the page till which FACT should print.

SegmentsHeader LinesNumber of lines in the header segment.

Items/Details LinesNumber of lines in the Items/Details segment.

Terms/Ageing LinesNumber of lines in the Terms/Details segment.

FooterNumber of lines in the footer segment.For printing documents with long calculations FACT provides a Footer Control.The field shows Continued on Next Page............Running Total. On selecting thisthe system will automatically print Continued on Next page at the end of thecurrent page.

Print Running Total Check this to print the running total of the calculation. The'Running Total' of the calculation in the present page is carried forward to the nextpage. This way you can utilize the rest of the page for the Item Segment. Thishelps you co-relate the last figure of the previous page to the first one in the nextpage more easily.

Line above running total Check this to print the line above the running total.

Terms (applicable to Orders / DOs / Invoices only)Select Repeating / Discrete

Ageing (applicable to Statement of A/c)Select Print Legend /Skip Legend depending on whether you want the header forthe ageing in Statement of Account to be printed or not.

Edit / PreferencesText for Which CopySimilar to Composite address the field list has another special field called WhichCopy. If you place this field in your document then it is replaced by a text in everycopy of the document. This text is taken from here. The value of Copy 1 is printedin the first copy, 2 in second copy and so on.

Page Eject Before printingCheck if you want FACT to eject a blank page before every document.

Page Eject After printingCheck if you want a blank page to be ejected after every page.

Use Printer Page Length SettingsCheck if you want the printer page setting to over-ride the page length settingdefined by you on your document.


Composite Address TypeSelect 1/2/3 . Example of every type of composite is shown on the right side of thisgroup of radio buttons. In the field list you get a special field called compositeaddress. This field allows you to place a composite address instead of individualaddress lines. Selecting Composite address gives you the facility to suppress anyblank line in address. When you select the composite address to be printed,the format of the composite address is picked up from here.

Designing Documents with User Defined Fields

FACT allows you define fields for different entry screens through the Masters/ UserDefined Fields option. These fields are accepted during respective entries. You can placethese fields in a document through Special / Select fields option under the DocumentDesigner.

Let us consider an example to explain the placing of the fields. Suppose you wish to printthe invoice / bill according to the excise regulations or any other factory production rules,then you should define the fields and enter the related data during entries as follows -

Fields Entry to be made in which data file (dbf)

Tariff heading number Product MasterExemption notification no. Product MasterTariff heading number Bill(after remarks)Exemption notification no. Bill(after remarks)Date of removal of goods Bill(after remarks)Time of removal of goods Bill(after remarks)Serial number of debit entry Bill(after remarks)Mode of transport Bill(after remarks)Motor vehicle no. Bill(after remarks)Number of packages Bill(item level)Description of packages Bill(item level)Weight of packages Bill(item level)

You can place all the above fields in the document design of Sale Bill. The fields denotedby ‘(after remarks)’ can be placed in either the header or the footer (or any of the bodysegment). But item level fields can be placed only at the item level. The fields in the ProductMaster are also available for printing at the bill level for though these are item-specificinformation, some formats print this at the bill level. The Designer also allows you to placebilling terms at the item level. The TermAmt01 to TermAmt15 terms already exist in thesystem. You can simply place these at the item level. The amount applicable to each itemis automatically calculated and printed beside that particular item.

The totals (or other calculated fields) can be defined for terms at the item level by usingDefine Fields under the Special menu of the Document Designer. Therefore, if you wishto print the total of all other terms of freight, etc., you can define them as a new field withformula as, TermAmt01 + TermAmt02 etc. In the said formula, the TermAmt01 andTermAmt02 are the first and second billing terms.

All numeric User Defined Fields created for the Sale Invoice Product and Global leveldocument types will be available here for inclusion in any formulae.

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You can also print the totals of the term columns assigned at the product level. In the Edit/ Preferences of the Designer, change terms to ‘Discrete’ and then in the Terms segment,place the term amounts below the respective columns of the item segment. Additionally,the bill total, too, can be printed in the discrete terms segment.

User Defined Fields created for Customers or Vendors are available in the DocumentDesigner for their respective document types. Just press [F1] to select the fields.

Additional features:

1. Sign Sale Order, Challans, Invoices with Converted Quantity.While entering Quantity in the Sale/ Purchase Bill(s) and Sale/ Purchase Order(s), FACTprompts for the ‘Converted Quantity’ if the product has different purchase and stockingunits. You can print this Converted Quantity in the documents related to the above. Pleasesee the User Guide for more information.

FACT allows you to select the ‘Converted Quantity’ as a field in the following documentdesigns -Sale OrderSale D/OSale InvoiceSale ReturnPurchase OrderPurchase D/OPurchase InvoicePurchase Return

For any of the designs mentioned above, you can select the ‘Converted Quantity’ fieldselection box made available on pressing <[F1]>.

2. Print Party Bill No. in Vendor Payment VoucherYou can enter the Party Bill No. through the Purchase Invoice entry screen. You can selectthe Party Bill No. of your Vendor Payment Vouchers in the ‘Receipt /Payment Creditor’designs.

3. Formula using Product Basic Amount & Product Term AmountFACT allows you to select the Product Term Amount also in the Term segment. You candefine a formula using ‘Product Basic Amount’ + ‘Term Amount’ in the Sale Invoicedocument design to print the sum total of the two in the ‘Term’ segment. In case the Termis ‘Discrete’ in the Page Layout window, the field will be available in the ‘Terms’ segmentunder of Sale Invoice design. For ‘Repeating’ terms you will get a new field in the fieldselection box, known as the ‘Cumulative Product and Terms Total’. You can place the samedirectly in the segment to print the sum total of the Product Basic amount and the ProductTerm Amount, thus saving the time required to define a formula.

4. Total Tax for ‘Discrete’ Billing TermsFACT has a default field in the Sales Invoice that displays the Total for Tax depending onthe various Tax amounts. You could use this field for printing the Sales and PurchaseInvoice (Bill) if the billing terms were set as ‘Repeating’ in the Page Layout window. The‘Total for Tax’ is available when the ‘billing terms’ are set as ‘Discrete’ as well as‘Repeating’ in the Sales and Purchase Invoice (Bills) design.


5. Product Total Amount available in Define Fields option of Sales & Purchase Order,Challan & Bill Design.The Purchase Invoice(Bill) entry screen in FACT accepts the Product Total Amount. TheDocument Designer allows you to define formulae using the 'Product Total Amounts' alongwith the billing terms at the product level in the Sales and Purchase Invoice(Bill) design. Thisformulae can be selected in the 'item' segment of the Sales & Purchase Invoice(Bill)design.

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User Guide

Part IVGeneral Ledgers


115Part IV General Ledgers

Introduction to General LedgersSetting up the General Ledgers is the most important part of starting a computerizedfinancial accounting system. You must spare some time and create the General Ledgersproperly to extract the most out of FACT.

GL AccountsSetting up your General Ledger is first on the priority list. With FACT this is a relativelysimple process. Unlike other accounting software, FACT does not require you to follow apredetermined coding pattern. You may assign any code to any GL Account.

FACT has a special layout option. The Profit & Loss Account and the Balance Sheet layoutscan be changed as and when required. Moreover, you need not set up your Profit & LossAccount and Balance Sheet till you require these reports. FACT works till the Trial Balancestage without this information.

We suggest the following scheme of coding (though you may choose to use whatevercoding you want) :

• always follow Numeric coding• segregate your accounts broadly

The following pattern is only a suggestion; you may choose your own coding pattern.

• 100 Contra Account• 101 - 300 Liabilities• 301 - 500 Assets• 501 - 700 Income• 701 - 900 Expenses• 901 - 999 Cash / Bank Codes

Entering DocumentsWhenever you select an option to enter any transaction, you have the following choices :

Append Modify Delete Switch *

select Append to add a new documentselect Modify to edit an existing documentselect Delete to erase an existing documentselect Switch to change from one type of document entry screen to another

You may move from among the choices by using the arrow keys. You may also press Ato enter the Append mode; M for Modify ; D for Delete and S for Switch .

*Switch is available in limited options.

Modify/DeleteAll documents entered through this section may be modified/deleted at will, at a later date.Being ON-LINE, all balances are updated AUTOMATICALLY by FACT when a modifica-tion/deletion is made.

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SwitchSwitching between Vouchers & Journals modules is allowed through this option. Say you’reentering a Voucher (One Db/Cr) and wish to enter a Receipt Voucher for a Customer - youneed not come out of Voucher Entry Module. Just select SWITCH. The following optionswill be displayed :

• Vouchers - Many Db/Cr• Journals• Customers• Vendors

Bring the cursor to Vouchers – One Db/Cr and press <RET> and you are in the Voucher– Bank/Cash Module. Complete your entry, choose the SWITCH option again and switchback to Customers.

Auto Document NumberingWhenever Append is selected, the document number will either have to be entered or willbe automatically generated depending on the selected numbering scheme. In case nonumbering scheme has been defined for the user, the system will go into default mode.More details are available under Implementation Notes .

Contra AccountA cash to bank, bank to cash or bank to bank entry, generally called a Contra Entry isentered through a SINGLE voucher through Entry/ Vouchers Receipts/Payments/One Db-Cr. You need enter only ONE VOUCHER. Ensure that the Contra A/c is specified inAccount/Preferences/System Controls.

No Codes ModeUse English instead of codes. You may set FACT to the NO CODES mode throughAccount/Preferences/System Controls/Code Types . Select YES for No Codes Mode .Whenever FACT needs the entry of a MASTERS field, e.g., General Ledger, Bank/Cash,Customer/Vendor, Agent, Cost Center or Product, a Popup Box will appear. Instead ofentering the code, you have a unique search facility on Description.

Date RangeNormally when documents are entered for a week/fortnight/ month at a stretch. There is astrong likelihood of entries being made incorrectly. A wrong key would result in a Decembervoucher to be entered for February (the operator entered 12 instead of 02).

FACT provides you with three levels of check on the entry dates.

Active Date RangeYou may set a date range outside which entries are not permitted. Go to Accounts/Preferences/Active Date Range . Enter the date range desired by you. Now documentswill not be allowed to be added/modified/deleted outside this date range.

User Level CheckGo to Accounts/Preference/User Maintenance. Here you may specify the number ofdays for which the user may access back dated information. You may also specify whetherthe user is allowed to make post dated entries. Obviously access to back dated information


and entry of post dated information will be within the confines of the Active DateRange described above.

Applicability DateWhen defining a document numbering category, you are asked to enter the date range forwhich the numbering category is applicable. Entries outside this date range is not allowedfor documents using the category. Over and above this date range, the system will checkwhether the entry being made by the user falls within the user level check and then underthe Active Date Range .

In brief, the system checks for the validity of the date in this order :

Applicability Date => User Level Check => Active Date Range

Multiple CurrencyFACT allows Multiple Currency for Sales & Purchases entries such as Orders, D/Os,Invoices, Returns, Service Invoices, Debit & Credit Notes, Receipts, Payments and PartyJournal.

FACT allows you to enter the daily Exchange Rates of foreign currencies – both buying &selling rates. When you are entering a document in a foreign currency, the day’s rate ispicked up automatically and the local currency equivalent is displayed. You may changethe local currency amount if desired. When the day’s exchange rate has not been entered,FACT looks for the immediately preceding rate. If found, it asks you whether the rate shouldbe considered. If you answer Y, it saves it for the day and proceeds. If it finds that no ratehas been entered, it prompts you for the rate before you can proceed further.

The local currency is defined in Account/System/Configuration/Currency. If you areentering a document in local currency, you just press <RET> when you come to Currencyand proceed. If you wish to enter a Foreign Currency, enter the Short Name for the currency.Or press [F1] for the Popup Help Box. Select the currency from the box and proceed.

The Foreign Currency Master is created and updated through Entry/Currency Rates. Youmay enter the currencies you need. Separate Buying & Selling Rates are maintained. Youhave to enter the rate at which the bank would buy the currency from you as well as the rateat which they would sell the same currency to you.

When you make any form of payment in that currency, the bank's selling rate will beconsidered –– because, you have to buy that currency from the bank to make that payment.Similarly, when you make any form of receipt in that currency, the bank's buying rate willbe considered –– because, in reality, the bank is buying that currency from you.

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Masters / Chart of AccountsChart of Accounts / General Ledger Codes

GL Codes are added, modified and deleted through this module. Deletions are allowed onlyif no transactions have been entered for the GL Code and its opening balance is nil.

If you answer Y in Cash / Bank Book , the above are also asked.

General Ledger CodeEnter the GL Code. Max - 4 characters. Codes can be numeric or alphanumeric. Use [F1]to popup help box on GL Codes.

DescriptionEnter the title / name of the General Ledger Code. Max - 50 characters. Blank spaces willnot be accepted as a valid description.

P & L or Balance Sheet A/c (P/B)If the GL Code you are defining, is a Profit & Loss Account, enter P, if it is a Balance SheetAccount, enter B.

P & L Group/BS GroupIn case you have already designed out your PL Account & Balance Sheet (which we guessyou have not yet ) enter PL or BS Group Code under which this GL Code should be reported.You may leave this blank for the time being - this is not required now and does not affectthe working of FACT in any other module. Use [F1] to pop up all the P&L / BS AccountGroups created so far depending on whether the Account is P/B.

SubIf you have left the Group blank, this will not appear. Else press [F1] for popup to show youall Sub Groups of this Group entered so far.

Your CompanyCompany AddressCompany City

Accounting Period01/04/91Ñ31/03/92GENERAL LEDGER CODES


General Ledger Code G001 Description SAMPLE BANK

P & L or Balance Sheet Account (P/B) B

BS Group 10 CURRENT ASSETS Sub Bank Balances

Cash/Bank Book Y Currency US$

Cash/Bank Code 12 Initials SMBK Cash Book N

Bank's Min Bal 3000 Alt GL Code GL/3456789989878


Cash/Bank BookEnter Y if it is a Cash/Bank General Ledger, N if it is not. If you have answered Y, the screenchange and you will have to answer the following :

• CurrencyEnter the foreign currency in which the Cash/Bank Book will be maintained.Leave it blank, if it is local currency.

• Cash/Bank CodeEnter one or three digit code. Use [F1] to pop up all Cash/Bank Codes enteredso far. This code will be used on all documents and reports related to the aboveCash/Bank Book.

• InitialsYou can give initials (4 characters long) for each of your books for easieridentification. These initials are used by FACT for screen reports where it is notpossible to display complete names.

• Cash BookEnter Y if the book is a Cash Book. This will ensure that FACT does not promptyou for cheque details on documents.

• Bank's Minimum BalanceThis feature keeps you informed about the overdraft payments through Banks orin case of fund position failing below minimum. This way you can have bettercontrol over your balances in the Bank. Since you can keep a track of theminimum limit in Bank you can stop issuing payment voucher through Entry/Voucher for the Bank for which the fund has gone below the buffer level.

You have to enter this figure only once in the Masters. FACT stores the currentbalance of the Bank in real time. Once you enter the 'minimum limit' of a particularbank the system automatically compares the Bank Minimum Limit with thecurrent balance each time you make a payment.

Alt GL CodeEnter a 25 character alternate General Ledger Code which could be put to use in situationswhere you need to use FACT data in other software. For example, when you regularly exportdata from FACT to a software which uses its own set of GL Codes, you could key in theCodes here through the Alternate GL Code field.

Make sure that the alternate GL Code entered here is unique - the system blocks entry ofalternate GL Codes which have already been used. You may press the [F1] key to view theexisting Alt GL Codes.

This alternate GL Code would also be exported along with other General Ledger Codedetails. Refer the Housekeep / Export Data option for details on exporting data. You havethe option of printing the alternate GL Codes through Ledger / Listing of Masters /General Ledger Codes option.

Notes• As explained under the Implementation Notes, the on-line nature of FACT requires that

120 FACT User Guide

certain control GL Codes must be present before you can start entering the day to daytransactions. These GL Codes are :

In the Balance SheetCash in HandOne for each Banks (e.g. Citibank, Hongkong Bank etc)Contra EntryProfit & Loss Account (Retained Earnings)Sundry Debtors (Accounts Receivable)Sundry Creditors (Accounts Payable)Closing Stock (Balance Sheet)

In the P & L StatementOpening Stock (PL Account)Closing Stock (PL Account)Cash SalesCredit SalesSales ReturnCash PurchasesCredit PurchasesPurchase ReturnOne each for all Invoice Terms - i.e. Discount, Excise, Sp Excise, Sales Tax etc

• Although there is no restriction at all in the way you codify your ledger codes , it isadvisable to keep your assets, liabilities, income and expenses grouped together - foreasier identification.

• Remember you entered Bank Limit below minimum : [B]lock [W]arn [I]gnore in thePreferences / System Controls/ P&L Cash Book. While entering data through Entry/Voucher - Receipt & Payments - One Db/Cr, Many Db Cr, Customers, Vendors if theVoucher is a payment Voucher and the Bank/ Cash code is entered as 'B' (Bank) you mayencounter any of the following situations depending on the Bank Minimum Limit definedand the Current Balance -

The Bank minimum Limit is 0 (Zero) or Blank:When the Bank minimum limit is 0 the system allows you to enter the data. No messagewill be shown throughout the entry.

The Bank minimum Limit is defined and the current balance is below theminimum limit or just the minimum balance that is defined:The system displays a warning if you have defined [W] in Preference System Controls/Bank minimum Limit.

The Bank minimum Limit is defined and the current balance is just above theBank's minimum Limit defined:This depends on the status of the 'minimum limit'. Ifa) Current Balance minus the Payment amount is greater than or equal to the 'MinimumLimit', the system allows you to save the Voucher and Bank's current balance isupdated.b) Current Balance minus Payment Amount is less than the 'Minimum Limit' and Youhave defined the Bank minimum limit [B]lock, the system will flash the followingmessage:


Chart of Accounts / Profit & Loss Layout

ConceptThis module allows you to design the layout of your Profit & Loss Statement.

If you scrutinise your Profit and Loss statement you will notice a particular pattern. A typicalPL Account can be defined in the following words :

Right on top you have the Page Title. The body contains Groups and Subgroup on the leftof the statement sheet and the amount on the right. These groups are either categorizedinto Income or Expenditure type. The groups will generally have account heads under them.But a few have only totals. You might even have a new page title or a simple page breakafter certain groups. PL accounts normally have lines and other text to make the report morereadable and meaningful. At the very end of the report we have the Grand Total followedby the net Profit or Loss which is to be posted to the Balance Sheet. Most of the PLStatements are designed in such a manner that groups start from the left and subgroupsare indented inwards.

Based on the above, we can confidently conclude that a typical P&L Statement will consistof the following :

A Page TitleOne or more Income GroupOne or more Expenditure GroupTotalsSome Text mattersOne or more New Page (Page Break)And finally the Net Profit or Loss (which is to be posted to Balance Sheet)

Now let us study how the above is interpreted by FACT.

In FACT each of the above items are treated as GROUPS and they are classified with a Typeto define its function. PL Accounts in general ledger can be mapped either to an Incomeor an Expenditure Group. These groups can have one or more subgroups under it.

Every group has a unique sequence number. This sequence number specifies the order inwhich the groups are to be printed. If you enter a number which is already existing in thelist then the sequence number of other groups in the list is adjusted accordingly. The sameholds true for subgroups also, except that the sequence number is unique within the group.

Bank Balance is going below Bank minimum limit. Cannot Proceed...!!!

If the Bank minimum limit is [W]arn the system will display the following warningmessage while saving the entry and the control will be returned to the Amount field:

Bank balance going below Bank minimum limit. Proceed...Y/N? Enter 'Y' toproceed and 'N' to stop.

If the Bank minimum limit is [I]gnore the system will not show any message.

122 FACT User Guide

FACT also allows you to align the groups any way you want. You can align a group to theleft of a page, to the right or center. You can also indent the groups. FACT allows three levelsof indentation.

FACT allows any General Ledger Account to be mapped to both, an Income as well as anExpenditure group. This provides the facility to print it either as income or expensedepending on whether the amount in that particular General Ledger is positive or negativewhen the PL Statement is being generated.

How to Layout the P&L StatementWhen you select the PL Account Layout option you get a screen with two windows. Groupsare created in the top window and Subgroups are created using the bottom window.A pull-down menu appears on top. The menu can be activated by pressing a combinationof the Alt Key + any of the highlighted character. The various options available within thismenu are explained as follows:

FileSaveSave the current layout. This layout will now be used when you generate the Profit andLoss Statement.

PreviewView the layout on screen. This will give you an exact idea as to how the P&L Statementwill appear.

QuitExit this option. If you made any changes to the layout, FACT will give a message :

Save changes ... Y/N<Esc> to Cancel

Press Y to save the changes and exit.Press N to exit without saving the changes.Press Esc to return to layout screen.

GroupsAppendAdd a new group at the end of the list. See below under the heading Adding/Modifyinga group for details on adding a group. Sequence number assigned to this group whileadding will be one more than the sequence number of the last group on the list. Thiscan however be changed while adding.

ModifyModify an existing group. See below under the heading Adding/Modifying a groupfor details on modifying a group.

DeleteSelect this option if you want to delete the group. It will delete the group currentlyhighlighted in the groups window.InsertInsert a new group on the current position in the group list. See below under the


heading Adding/Modifying a group for details on adding a group. Every thing elseremain the same as Append except that the sequence number assigned to this groupwhile inserting will be the sequence number of the currently highlighted group. Thiscan however be changed while adding.

LedgerMap LedgersAllows you to map ledger codes to the currently highlighted group. See below underthe heading Mapping Ledger for the details on mapping ledger codes to a group. Thisoption is available only if the currently highlighted group is an Income or Expendituretype

WindowGroupsMake Groups window as your active window.

SubgroupsMake Subgroups window as your active window. This option is available only if thecurrently highlighted group is either an income or expense type.

CycleAllows you to cycle between Group and Subgroups window. This option is availableonly if the currently highlighted group is either an income or an expense type

SubgroupsThis menu option is available when you are in the Subgroups window.

AppendAdd a new subgroup for the currently selected group at the end of the list. See belowunder the heading Adding/Modifying a subgroup for details on adding a subgroup.Sequence number assigned to this subgroup while adding will be one more than thesequence number of the last subgroup on the list. This can however be changed whileadding.

ModifyModify an existing subgroup. See below under the heading Adding/Modifying asubgroup for details on modifying a subgroup.

DeleteSelect this option if you want to delete the subgroup from this group. It will delete thesubgroup currently highlighted in the subgroups window.

InsertInsert a new subgroup on the current position in the subgroups list. See below underthe heading Adding/Modifying a subgroup for details on inserting a subgroup. Everything else remain the same except that the sequence number assigned to thissubgroup while inserting will be the sequence number of the currently highlightedsubgroup. This can however be changed while inserting.

Adding / Modifying a GroupWhen you select the Append/Insert/Modify a group, a dialog box comes up where the

124 FACT User Guide

following information has to be entered :

SequenceEnter the sequence number for this group.

TypeSelect from one of the following types :

IncomeSelect Income if the Group is an Income type group.

ExpenditureSelect Expenditure if the Group is an Expenditure type group.

Page TitleThis tells FACT that this group should be treated as a page title. A new page will beinserted at this position and the text that you key in here, will be treated as page titlefor all subsequent pages till another group of this type is encountered.

New PageThis tells FACT that a page break is to be inserted at this position. As soon as all thegroups prior to this are printed a new page will start. In case of this group type no otheroption except Save and Cancel will be available.

TextThis is to be printed as simple text. This is useful if you want to print lines or simpletext on your PL statement.

Defined TotalThis group will print the total at this position. The formula for total will have to bespecified by you.

Opening PL BalGroup prints Opening P& L Balance.

Net TotalGroup will print the amount to be carried forward to the Balance Sheet. The formulafor totalling will have to be specified by you

DescriptionEnter the Description of the group which will be printed on the PL sheet. In case the grouptype is Text and you enter a text preceded by a "\" then that text will be repeated for the entirereport width. For example if you enter \= here, then this will be printed as :"= = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = ="for the entire report width on that position.

ScheduleEnter schedule number here. You may leave it blank. This is available only in case the groupis either an Income or Expenditure type.


AlignmentSelect Left/Right/Center/Indent . If you select Indent then you need to specify the indentlevel. FACT allows upto three levels of indentation.

LevelIf you selected Indent under alignment then select indentation level between 1/2/3.

The following options are available only when the group being defined is either a DefinedTotal a Net Total . These options are used to define the formula for the Total.

Available GroupsThe groups which can be totalled at this position. All the Income, Expenditure and Definedtotal type of groups defined prior to this sequence will be shown in this list. Move the cursorto the one which you want to be totalled. While modifying the group if you change the sequence number of a group (which is shownin this list) in such a way that it goes beyond the current group then it will automatically beremoved from the formula of this group.

(+)Select this option to add the group in you formula shown in the Total consists of list forthe purpose of addition.(-)Select this option to add the group in your formula for the purpose of subtraction.

RemoveSelect this option to remove the currently selected group from the formula as shown in Totalconsists of list.

Total consists ofThis list shows the formula for total. All the groups participating in calculation are shownwith a preceding plus or minus sign depending on whether they are to be added orsubtracted.

Total IsIf the Defined Total is an Income Group total, select Income.If the Defined Total is an Expense Group total, select Expenditure .

OkSelect it to save this entry and close the dialog box.

CancelSelect this to close the dialog box without saving the entry.

Adding / Modifying a SubgroupWhen you select an option to Append/Modify/Insert a subgroup, you will be required to fillin these information :

SequenceEnter the sequence number (within the current group) in which this subgroup should beprinted.

126 FACT User Guide

DescriptionEnter a description for the subgroup.

OkSelect this option to save the entry and close the dialog box.

CancelSelect this option to close the dialog box without saving the entry.

Mapping LedgerAllows you to map ledger codes to the currently highlighted group. This option is availableonly if the currently highlighted group is an Income or Expenditure type. A dialog boxcomes up which allows you to map (or Tag) general ledger accounts to the currentlyselected Group and Subgroup combination.

The top section of the dialog box shows the name of the group and subgroup which you haveselected. The middle section of the dialog box displays a list of all the P&L Account GeneralLedger codes and their description. Besides Code and Description of the ledgers it also hastwo columns , one each to show whether the ledger is currently mapped to an Income and/or Expenditure Group.

If a ledger is not available for mapping in either Income or Expenditure group then thecorresponding column shows a # sign. Otherwise it is blank

Use arrow keys to move in the list. Pressing <Ret> will map the highlighted GL Account tothe selected group and subgroup. When you map a GL Account to the current group a(arrow sign) appears in either Income or Expenditure column depending upon the type ofthe current group. If the ledger is already tagged to another group of the same type (i.e.Income or Expense) then a # appears in corresponding column and pressing <Ret> on thisledger give a message :

This Ledger has been already mapped to another XXX group !! .

Here XXX is the group type of the current group (i.e. Income or Expenditure).

Information...Selecting this option displays the mapping information for the highlighted ledger . Thedialog box shows the name of the income and expenditure group and subgroup to whichthe ledger is mapped.

OkSelect this button to save the mapping and close the dialog box.

CancelSelect this option to close the dialog box without saving. All the previous mappinginformation remains unchanged.

ExampleLet us see for ourselves how to design a PL Statement. Suppose the General LedgerAccounts to be laid out in the Trading and Profit & Loss Account are as follows :


Sale - ComputersSale - PeripheralsSale - Storage MediaSpecial DiscountsSummer DiscountsFall DiscountsExcise DutyCustoms DutySales TaxEntry TaxFreight & ForwardingClearing ChargesContract Labour ChargesCasual Labour ChargesInterest Received on LoansInterest Received on Fixed DepositsOffice Rent ReceivedWarehouse Rent ReceivedConsultancy charges ReceivedPurchase - SystemsPurchase - Storage MediaTaxes PaidSalaries PaidBonus PaidOffice Rent PaidGodown Rent PaidPrinting ExpensesPostage ExpenseStaff Welfare ExpensesOffice MaintenanceCustoms Duty PaidMisc ExpensesStationary Expenses

You would like the layout to look something like this :

TRADING ACCOUNT INCOMESALES

GROSS SALESSale - ComputersSale - PeripheralsSale - Storage Media

DISCOUNTSSpecial DiscountSummer DiscountsFall Discounts

DUTIES & TAXESExcise DutyCustoms Duty

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Sales TaxEntry Tax

FREIGHT & FORWARDINGFreight & ForwardingClearing Charges

LABOUR CHARGESContract Labour ChargesCasual Labour Charges

TOTAL OF TRADING INCOME

PROFIT & LOSS ACCOUNT - INCOME

Trading Profit Brought Down

OTHER INCOME

RENT INCOMEWarehouse Rent ReceivedOffice Rent Received

INTEREST INCOMEInterest Received on LoansInterest Received on Fixed Deposits

CONSULTANCY CHARGESConsultancy Charges Received

TOTAL OF INCOME

PROFIT & LOSS ACCOUNT - EXPENSES

EXPENSE

SALARIES AND STAFF WELFARESalaries PaidBonus PaidStaff Welfare Expenses

OFFICE EXPENSESPurchase - SystemsPurchase - Storage MediaTaxes PaidOffice Rent PaidGodown Rent PaidPrinting ExpensesPostage ExpensesOffice MaintenanceCustoms Duty PaidMisc Expenses


Stationary Expenses

TOTAL OF EXPENSES

GROSS PROFITLAST YEAR PROFIT & LOSS B/FPROFIT & LOSS C/F

Creating GroupsSelect Groups/Append from the menu. You may also press the <Ctrl+A> key combination.You will get the Edit Groups dialog box.

Make entries as shown in the following table, for every group.

Sequence Type Description Schedule Alignment Level Formula

1 Page Title Trading Account 2 Text Sales Left 3 Income Gross Sales Indent 1 4 Expense Discounts Indent 1 5 Expense Duties & Taxes Indent 1 6 Expense Freight & Forwarding Left 7 Expense Labour Charges Left 8 Text \- Left 9 Defined Total Total Of Trading Income Left +Gross Sales

- Discounts- Duties & Taxes

- Freight & Forwarding- Labour Charges

10 Text \- Left 11 Page Title Profit & Loss A/c - Income 12 Defined Total Trading Profit B/D Indent 2 +Total Of Trading Income13 Income Other Income Left 14 Income Consultancy Charges Left 15 Text \- Left 16 Defined Total Total Of Income Left + Trading Profit

Brough Down+ Other Income+ Consultancy Charges

17 Text \- Left 18 Expense Expenses Left 19 Defined Total Total Of Expenses Left +Expenses20 Text \- Left 21 Defined Total Gross Profit Left +Total Of Income

- Total Of Expense22 Opening Last Years Left

P&L Balance Profit & LossB/F23 Net Total Profit & Loss C/F Left +Last YearsProfit

& Loss B/F+Gross Profit

Creating SubgroupsAfter you have defined these groups , You need to define further Subgroups for the OTHERINCOME and the EXPENSE groups. Take your cursor to this group in the list and the SelectWindow/Subgroups from the menu. You may also press <Ctrl+F1> for this purpose.

Now Select Subgroups/Append from the menu. You get the Edit Subgroups dialog box.Add two subgroups for the OTHER INCOME group as follows :

130 FACT User Guide

Sequence Description 1 Rent Income 2 Interest Income

You may similarly define Subgroups for the EXPENSE group.

Mapping GL AccountsNow you are ready to Map (or Tag) GL Accounts to their respective groups or subgroups.

Select the group GROSS SALES from the Group Window and then Select Ledgers/MapLedgers from the menu. You can press <Ctrl+L> for this purpose. You get the Map Ledgerdialog box. Reach to Sale - Computers in the list using arrow keys and press <Ret>. Incomecolumn in the list now shows an arrow sign. It is now mapped to GROSS SALES group.Use the arrow keys to reach Sale - Peripherals press <Ret>. Similarly map Sale - StorageMedia to this group. Use <Tab> key or mouse to select Ok.

In this fashion map all the GL Accounts to their appropriate group. When you need to mapa ledger to a particular subgroup within a group, select the group from the Groups Windowand subgroup from the Subgroup Window and then select Map Ledger from the menu andproceed with the mapping

For a more clearer understanding of the procedure, let's take the case of OTHER INCOMEgroup. Select OTHER INCOME from the Groups Window. Select Window/Subgroupsfrom the menu and then take the cursor to RENT INCOME in the Subgroups Window. SelectLedger/Map Ledger from the menu and you will get the Map Ledger dialog box. Now mapWarehouse Rent Received and OfficeRent Received to this group in the same way as described earlier.

Viewing the LayoutAfter you have completed the creation of Groups & Subgroups and Mapping of GL Accountto the appropriate groups and subgroups Select File/Preview/Detailed from the menu toverify whether the PL Account is laid out as per your requirement. After you are satisfiedwith the lay out Select File/Save from the menu to save this layout for FACT to use it at thetime of Profit and Loss Account generation.

Notes• You may tag a GL Account on both the Income as well as the Expense side. You do not

know whether a GL Account will have a debit or credit balance when the Profit & LossAccount is generated, and you would not want a negative figure to appear in the PLAccount. At runtime the balance will be displayed/printed on the appropriate side and theGL Account on the other side will be suppressed from printing.

• Remember, the GL Account can be unmapped at any time and remapped under any otherGroup/Subgroup.


Masters / Document ClassDocument Class is one of the most powerful features of FACT. It helps you maintainsubledgers, branches, multiple depots and much more. Read on...

Each and every document entered in FACT can be stamped or marked with a six characterfield. Then while generating reports it is possible to indicate which documents to considerdepending upon the marking put when they were entered.

This field is of six characters which can be broken up into a maximum of 3 segments. Thesize of each of these segments can be controlled by you through the picture definition.

An example shall make this amply clear and easy to implement.

Say your company has 3 Divisions (namely Calcutta, New Delhi and Bombay) and withineach division you have 3 Cost Centers (namely Marketing, Administration and EDP). Thecompany has a maximum of 999 expense/income categories (e.g. employees, cars, staffresidences, guest houses, repairers, capital goods suppliers, document couriers, photo-copying agencies etc)

You need to keep track of the following:

Divisionwise AccountingThis is to report accounts separately for Calcutta, New Delhi and Bombay.

Cost Centerwise AccountingThis should report the accounts separately for Marketing, Admn and EDP (the Divisions getclubbed up).

Categorywise AccountingThis report should show you the totals under each Category of expense.

Chart of Accounts/Balance Sheet LayoutChart of Accounts/Cash Flow Layout

FACT allows you to design the Balance Sheet and the Cash Flow Layout in the much thesame manner as the PL Account. You have the same Groups, Subgroups and LedgerAccount levels.

Notes• In Balance Sheet definition you may want to map (or tag) some Ledger Accounts on both

the Source (or Liability) side as well as Application (or Asset) side. Such Ledger Accountscould be the Bank Accounts or may be Loan Accounts. This is possible just as in the PLAccount Definition.

• When creating Groups, instead of defining Group Type as Income or Expense, enterSource or Application.

• When creating Groups, instead of defining Group Type as Income or Expense, you haveDebit or Credit

132 FACT User Guide

Divisionwise - Cost Centerwise AccountingWithin Calcutta, New Delhi and Bombay this report shall also show you the breakup ofMarketing, Admn and EDP.

Divisionwise - Categorywise AccountingWithin Calcutta, New Delhi and Bombay - reporting on how much has been spent/receivedunder each Category.

Cost Centerwise - Categorywise AccountingWithin Marketing, Admn and EDP (with Calcutta, Delhi and Bombay clubbed up), howmuch has been spent/received under each Category.

Warehouse wise AccountingYou can maintain Warehouses through the use of Document Class and Filters. This allowsyou to transfer stocks between different Warehouses and generate MIS Reports. WithDocument Class and Filters, you may even Year Ending with Warehouswise Closing Stockcalculation.

Subledgers Ledger HeadwiseSubledgers are normally maintained for such mundane accounts as Staff Advances,Travelling Advances etc. Now you can keep them to keep track of expenses on each car,amounts spent for printer ribbon, amounts spent on plumbing in the staff quarters. In shortyou can breakup any Ledger Head into as many reporting fields as you want.

To implement this in the best manner possible, we need to first define the breakup of thefield into the various requirements seen above. It would be quite logical to define thebreakup into the following manner :

1 character : Divisions (Calcutta, New Delhi & Bombay)2 characters : Cost Centers (Marketing, Admn & EDP)3 characters : Categories

In order to do this select Picture <Ret> from the small selection window which appearswhen you press <Ret> at the Document Class option. Enter 1.2.3 and press <Ret>. Thiswill set the breakup internally to the desired 1+2+3.

We shall now enter the master codes for the Divisions, Cost Centers and the Categories.Numeric coding is suggested for faster and more accurate data entry. The merits anddemerits shall be discussed in detail a little later.

Select the Codes option and press <Ret>. Select Append and press <Ret>.

Class CodeEnter the codes shown below. "_" stands for space. Use F1 to popup Class codes entered

DescriptionEnter descriptions as below :

Codes Description1 _ _ _ _ _ : Calcutta Division2 _ _ _ _ _ : New Delhi Division3 _ _ _ _ _ : Bombay Division


_ 0 1 _ _ _ : Marketing_ 0 2 _ _ _ : Administration_ 0 3 _ _ _ : EDP

_ _ _ 0 0 1 : Employee #1_ _ _ 0 0 2 : Employee #2_ _ _ 0 0 3 : Employee #3_ _ _ 1 0 1 : Car No WNW7767_ _ _ 1 0 2 : Car No WRA 999_ _ _ 2 0 1 : Plumbing Repairs_ _ _ 2 0 2 : Electrical Repairs_ _ _ 2 0 3 : Security Guards_ _ _ 3 0 1 : Local Sales_ _ _ 3 0 2 : Export Sales

LOCK is used for faster data entry. Let us say you are entering the following codes :

_ _ _ 1 0 1_ _ _ 1 0 2_ _ _ 1 0 3

Entries would be made much faster if the common segment of "_ _ _" were locked andyou were asked to key in only the last 3 characters. Lock allows you just this. You maylock any picture and proceed with Append/Modify/Delete. You may UNLOCK it by goingback to LOCK. Let us enter some vouchers. All vouchers shall be debited in therespective Ledger Accounts to which they pertain. The Document Class shall be enteredin the voucher as follows :

Details Doc Class

Calcutta Marketing- salary paid to Employee #1 101001- expenses for Car No WNC7767 101101- plumbing work at guest house 101201

Calcutta EDP- expenses for Car No WRA 999 103102- security guard payment for guest house 103203

Bombay EDP- salary paid to Employee #3 303003- plumbing work in office 303201- advance to Employee #3 303003

Bombay Administration- advance to Employee #1 302001- electrical work at office 302202

New Delhi Marketing- salary paid to Employee #3 201003- advance to Employee #2 201002- plumbing work at office 201201

134 FACT User Guide

New Delhi Administration- salary paid to Employee #3 202003- plumbing work at staff quarters 202201- security guard payment - office 202203

Notes• In case you have read the above attentively you would have understood how each

voucher has been entered and what each Document Class breakup stands for. Read theabove carefully once again to get a thorough grasp of it.

The following examples shall make it clear how to get selective reporting as discussedabove :

Report Desired Filter CodeCalcutta Division 1«««««

setting this filter will report figures in all the books and statements (Cash Book, Journal,General Ledger, Trial Balance, PL Account, Balance Sheet etc) pertaining to CalcuttaDivision only. The Ts contained in the Filter Code will accept anything in the DocumentClass in the respective positions but will not accept any voucher which does not have Ô1Õin the first position.Report Desired Filter CodeMarketing «0 1 «««

this filter will report only those vouchers pertaining to the Marketing Cost Center. It doesnot make a difference whether the voucher was for salary, staff advance or car repairs.All vouchers with "01" in the 2nd and 3rd positions will be considered for the reportsdesired.

Plumbing Repairs «««201

reports will now show all vouchers which have been classified as "201" in the 4th, 5th and6th positions - for Plumbing Repairs. Again it does not make a difference whether itpertains to guest house repairs or office.

Bombay Division - EDP 3 0 3 «««

this setting will report all vouchers pertaining to Bombay Division AND relating to thoseof the EDP cost center. This filter will check for vouchers containing "303" in the 1st, 2ndand 3rd positions. This mean that anything contained in those positions in the DocumentClass will be accepted.

Employee #1 «««0 0 1

all vouchers pertaining to Employee # 1 will now be reported in the reports sought. In caseyou view/print the General Ledger Accounts - Staff Advance, it will show all advances paidto Employee #1 only and all refunds received from him. These advances could have beenpaid to the employee by the Bombay, Calcutta or New Delhi division. Similarly, the SalaryAccount will show you all payments on Salary Account made to Employee #1 - by anydivision.


Car No WNW 7767 «««1 0 1

all reports shall now show vouchers pertaining to Car No WNW 7767 only - whatever thenature of the expense/receipt may be.

New Delhi Division - Plumbing Repairs 2««2 0 1

this will give you all the expenses of New Delhi Division on Plumbing Repairs account.

Calcutta Division -EDP - Car No WRA 999 1 0 3 1 0 2

all vouchers pertaining to expenses on Car No WRA 999 relating to EDP Cost Center ofCalcutta Division will be reported now.

Export Sale Register «««3 0 2

the sale register will show only invoices with this class and hence it is possible to generatedifferent registers.

You must be wondering how and where to set these Filters from. Go to Account /Preferences/Filter . You can set the above filters through the option called Filter . Afterthe Filter has been set there all reports generated thereafter shall be as per the FilterSetting. You must nullify the Filter to the default "««««««" after you have taken thespecial filtered reports, to revert FACT to normal reporting. Filters may be set just beforeyou start printing any report.

Document Class - ExamplesSubledger formats through Document ClassIf you are using Document class for Subledgers (say for Staff Advances, Loan accountsetc), you have several options to see the General Ledger for the controlling a/c. Go toMaster/Document Class/Picture and press RET. Enter the Segment Number that you wishto use as Subledger at 'Subledger Segment'.

In case you have a number of transactions for Staff Advances and refunds, you could useDocument Class very effectively. Say your Picture Setting in Document Class is 1.2.3. Youneed to create a Document Class for each employee in the last picture - 3 characters (whichis the subledger in our case). Say for Mr G Gate you allot code 102. Enter this as "_ _ _102".Enter all the others similarly. You must ensure that all vouchers pertaining to StaffAdvances are entered with this Document Class (or Voucher Class).

You have the following options to generate the Staff Advances Ledger Account :

• you may generate the plain and simple conventional General Ledger.• to generate a Sub Ledger of Staff Advances, go to Ledger/General Ledger and answer

Y in ' Subledgers'.• to generate only the balance against each employee in the subledger, answer Summary...Y

after the above question.

to generate the Staff Advances Ledger Account only for Mr G Gate, enter in AccountPreferences/Filter as follows :

136 FACT User Guide

Filter «««102

You must have realized from the above that the General Ledger has been made enormouslypowerful by just making effective use of Document Class. Use this for Ledger Accountssuch as Loan Accounts etc.Controlling Car Running ExpenseA company owning say 10 cars has quite a tough time keeping tabs on the running andrepairing expenses on each of the cars. Which car is accounting for how much more thanthe average expenditure? Which car is costing too much to maintain in terms of repairs?Which driver is being paid overtime beyond reasonable measure?

Document Class once again! Let us say, we would like to control the following areas ofexpense:

Fuel (Petrol)ServicingGaragingRepairsInsuranceDriver's SalaryDriver's overtime

We have a fleet of 10 cars to take care of . So we allot the following Doc Class codes tothem (where the Picture is 1+2+3) :

Code Description Code Description_01_ _ _ Car #11 _ _ _801Fuel (Petrol)_02_ _ _ Car #12 _ _ _802Servicing_10_ _ _ Car #10 _ _ _807Driver's Overtime

Next time a Debit Voucher is entered for Car Running Expenses, make sure you enter therelevant Doc Class for the Car # followed by that of the category of expense.

Here are the different kinds of reports you may take out :

• Subledger of Car Running Expenses - shows you expensewise.• Carwise statement, shows you voucher level a/c.• Carwise - expensewise statement shows you carwise voucher level a/c with subtotals

expensewise.• Expensewise detailed a/c shows you detailed (with narration) statement with car

numbers.

Again you must have noticed that just by making use of Document Class intelligently, youare able to take out the above MIS reports.

Depreciation AccountingEvery year end the accountants have a tough time making the depreciation schedules andsupporting statements for each capital item to be depreciated and calculating the BookValue of each Capital Asset to provide depreciation. Make a Document Class for each itemof Capital Asset and make a Journal Voucher at the beginning of the year as follows :


Dr Machine #1 «««751 75000.00Dr Machine #2 «««752 25000.00Dr Furniture «««753 10000.00Dr Car No WRA 999 «««754 125000.00Cr Capital Assets 235000.00

What this voucher does is to introduce the subledger concept in the Capital Assets LedgerAccount (of course you would be having different Ledger Accounts for Machinery, Furnitureand Vehicles). Throughout the year as you make additions and subtractions to the variouscapital Assets, make sure you enter the relevant Doc Class in the vouchers.

At the year end, take out a Subledger in Summary format and you have the Book Value ofeach asset. From the above Summary, the depreciation provision voucher can be easilymade. When entering the journal for depreciation, make sure the relevant Document Classis entered against the debit of Depreciation also. You will then be able to take a subledgerof the Depreciation a/c too. An itemwise breakup of Depreciation at your fingertips.

Partnership Firms - Partner's CapitalMost partnership firms have a problem of keeping track of capital contributions of thepartners. There are constant withdrawals by partners for household expenses, insurancepremiums, electricity, rent etc. At the year end the firm has to draw up accounts for eachpartner showing how much he has drawn under each head and his net balance as on suchdate.Document Class solves this problem very easily. You need not even have different GeneralLedger Accounts for the Partners. One Partner's Capital a/c will suffice. In our example,we have three partners to account for. So we allot the following Doc Class codes to them,and the various expense head. (where the Picture is 1+2+3) :

Codes Description Code Description_01_ _ _ Partner #1 _ _ _601 Household Expenses_02_ _ _ Partner #2 _ _ _602 Insurance Premium_03_ _ _ Partner #3 _ _ _603 Electricity

_ _ _604 Rent

Next time you enter a Debit Voucher for a withdrawal by a partner, make sure you enter hisDoc Class and the Doc Class for the nature of expense. For example if you are enteringa voucher for Household Expenses for Partner # 2, you would enter the Document Classas _02601. When you want a summary of Partner # 2's account, the filter settings shouldbe defined as «02«««.

Warehouses through Document ClassFACT allows you to define Warehouses - you can do this by assigning a Document Classand a Filter for each Warehouse.

Create a Document Class Code, preferably, in the third segment. Keeping it in this segmentwill give you the freedom to maintain Warehouses at any location of your choice. Forexample, the following two could be the Document Class Codes for your Warehouses atthe Calcutta location -

1_ _ W111_ _ W12

138 FACT User Guide

Thereafter, you should create a Filter for each of these Warehouses. When transferringStock or making a Purhase, the Document Class Code would be entered. When taking aWarehouse report, you will be prompted with the Filters defined for Warehouses.

Document Class/FiltersYou will notice that taking the reports in the above manner will not show you what the reportis meant to be. You will not get to know whether it is for the Calcutta Division or Bombay.Then again you will realize that generally some standard filter settings shall be mostcommonly used. It is also rather difficult to keep the Document Class codes in memory andkey them in promptly. To overcome this FACT allows you to pre-install Filters and assignHeadings to them. These Headings are displayed /printed whenever these Filters areselected.

You may enter these Filters by selecting the Filters option and pressing <Ret>. SelectAppend and press <Ret>.

Filter CodeEnter the Filter desired. In case you wish to enter a Filter for Calcutta Division enter"1««««««". The «'s denote acceptance of anything in those positions. Refer toexamples above for details. Use F1 to popup all existing Filter Codes.

DescriptionEnter the Description of the Filter that you would like printed / displayed for the Filter setting.In the above example you would enter "Calcutta Division". Maximum length : 25 characters

Once these Filters are entered here, they are saved for future referencing at the Account/Preferences/Filter . These can be viewed and selected from a popup at the option.

Notes• Remember to set the Filter Setting back to "««««««" after the selective reporting has

been taken to ensure normal reporting thereafter.

• Setting Filters can be a great help at audit time in answering queries. Keep this in mindwhen defining codes.

• Keep a Listing of the Codes and Filters handy for ready reference and checking at the timevouchers are prepared. A wrong entry shall give you worse reports.

• Do not hesitate to experiment with Filters - that is the only way you can exploit it to itsfullest power. And in case you find novel ways of using this feature , do let us know - wewill share it with our growing family of FACT users.

• Loan accounts can be merged into a single account and reports on individual partiesgenerated through this option. The Interest Calculation option is sensitive to Filters. Sois the Accounts Confirmation module.

Masters / Interest RatesFACT allows you to calculate interests with compounding, TDS rates (Tax Deduction atSource), compounding start date and intervals. Interest calculation is available for GL


Accounts, Subledgers, Customers and Vendors. Moreover, FACT stores all the informationrequired for such calculations at the individual code level thus making it possible tocustomize the rates etc.To enter the Interest Rates, TDS Rate etc, go to Masters/Interest Rates. Select the type ofaccount you wish to enter details for (ledger/ subledger/customers/vendors). FACT willthen show you the codes. Select the code you want to feed in details for by moving thehighlighted bar up and down– then press <Ret>.

Rate of IntEnter the %age rate at which interest is to be calculated.

TDS RateEnter the rate at which TDS (Tax Deductible at Source) is to be deducted – 0.00 if notapplicable

Cmpding StartEnter date from when compounding of interest is to begin.In case you wish Simple Interest to be calculated, enter a date that is beyond the End Datespecified under System Controls.Example : if End Date in System Controls is 31/12/96, and you wish to calculate SimpleInterest, enter the Cmpding Start as 01/01/97.

CompoundedSelect Daily if interest is to be compounded on a Daily basis.Select Weekly if interest is to be compounded on a Weekly basis.Select Monthly if interest is to be compounded on a Monthly basis.Select Qtrly if interest is to be compounded on a Quarterly basis.Select HalfYrly if interest is to be compounded on a Half Yearly basis.Select Yearly if interest is to be compounded on a Yearly basis.In case you wish to calculate Simple Interest, you must select the interval as Yearly.

Notes• You need not enter details for all codes and you may change the details entered at any

Rate of Int 0.00

TDS Rate 0.00

Cmpding Start / /

Compounded

Daily QtrlyWeekly Half YrlyMonthly Yearly

Accounting Period01/04/88—31/03/89

Your CompanyCompany AddressCompany City INT MASTER–GEN LEDGER

Details

0100 Contra A/c0101 Equity Capital0102 Interest Payable0103 Sale Tax Payable0104 Excise Payable0105 Unsecured Loans0301 Machinery0302 Furniture0901 Cash in Hand0902 Grindlays Bank

Search on Code :

Code Account Description

140 FACT User Guide

time later.

• You may enter interest rates for subledgers also (created through Document Class).Refer to Masters/Document Class for details.

• Interest Calculation for Bank Accounts is only on the overdrawn amounts.

• Remember : To calculate Simple Interest, enter the compounding date as the first dateof the next financial year and select compounding as Yearly. Now, if you take an intereststatement through Ledger/Special Reports/Interest Calculations, the heading shows'Simple Interest' above the calculation.

• TDS Rate is not considered in certain cases if the interest amount is below a certainamount (say $ 2500/- entered as Exempt : through Ledger/Special Reports/InterestCalculations).

Masters / Account ConfirmationFACT allows you to generate Account Confirmation Statements (Statement of Account) forGeneral Ledger Codes and Subledgers!

You may have observed that FACT does not have any option to enter names, postaladdresses, phone & fax numbers etc for General Ledger Codes. Such information isgenerally not required. These information would only be required for Banks, LoanAccounts, Fixed Deposit Accounts etc.

The Salutation, Name & Address and even the Income Tax# of the party to whom you aresending the Account Confirmation too is entered through this option.

Select the type of Account you wish to enter specifications for (General Ledger, Subledger).Choose the account for which you want to enter details, just the way as in Interest RateDatabase. Then enter the following.

SalutationEnter a salutation for example, Dear Sir/ Sirs/ Madam etc.

Name AddressName & Address 4 lines with the maximum of 40 characters.

IT File NoEnter the Income Tax File No with the maximum of 20 characters.

Notes• Only Balance Sheet Ledger Accounts are shown in Account Confirmation. Therefore you

will not find the PL Ledger Accounts.• Use Fast Search. Also see Opening Balance/ General Ledger for explanation on Code/

Description Search .

Masters / Layout of Account ConfirmationTo help you change the layout of the Account Confirmation Statement the Layout is dividedinto three parts - Header, Footer and Attributes. In case you want to edit/modify the layout,


experiment a little and soon you will be a maestro at designing layouts.

HeaderEnter 5 lines with the maximum of 65 characters. You may enter your Company's name,address, phones, fax, telex etc. The ampersand are used to distinguish these informationfrom the other text entered here. FACT picks up the information that are embedded withinampersand (&) from the database. Please keep them this way-else FACT will not know whatyou have done and what it is supposed to do. The variables used in the header are :

&Company& : Your Company Name&Compadd1& : Address as entered in Account/New&Compadd2& : Address as entered in Account/New&ADDR1& : Address entered through Masters/Account confirmation&ADDR2& : Address entered through Masters/Account confirmation&ADDR3& : Address entered through Masters/Account confirmation&ADDR4& : Address entered through Masters/Account confirmation&CITY& : Address entered through Masters/Account confirmation&SALUTATION& : Salutation (entered through Masters / Account

Confirmation)&FROM& : Beginning date for report&TO& : End date for the report&FILE1& : Income Tax File # of sender (line 1)&FILE2& : Income Tax File # of sender (line 2)

TermsEnter 2 lines of 125 characters each. You may enter your payment terms, messages likePAY BY A/c CHEQUE ONLY etc. This is printed in compressed form in four lines under theTotal Line. Terms is applicable only on Invoices printed using the default Invoice PrintingProgram.

FooterEnter 1 line with the maximum of 70 characters. You may enter your Sales Tax Numbers.Footer is applicable only on Invoices printed using the default Invoice Printing Program.Variables used in the footer are :

&COMADD1& : Account name entered in Account/New&FILE3& : Line 1 of Income Tax File No&FILE4& : Line 2 of Income Tax File No

AttributesThis is an advanced programming feature and it is advised that users not familiar with thecontrol sequences of printers should not change or modify the codes given here.Experienced programmer/ users should find this feature an interesting playground to testthe various modes of their printers. Please consult your printer manuals before attemptingchanges here.

The Header is set to be printed in Enlarged and then Compressed to give characters largerthan the normal letter size.

The Footer is printed in normal size lettering.

142 FACT User Guide

Code Description Foreign Currency Balance

0100 Contra A/c 0.000101 Equity Capital 110000.00 Cr0102 Interest Payable 2200.00 Cr0103 Sales Tax Payable 0.000104 Excise Payable 0.000105 Unsecured Loans 200000.00 Cr0301 Machinery 300000.00 Db

Search On Code : 0.00

Options: <Esc> | Search : Press First Key(s)

:::::::

Accounting Period01/04/88Ñ31/03/89


OP BAL - GEN LEDGER

Notes• Press <Ret> after entering a balance. The cursor will automatically move down one row.

• Negative balances are entered for credit amounts.

Masters / Opening Balances

Opening Balances / General LedgersThis option helps you enter the opening balances for all balance sheet ledger accounts. Youmay leave the opening balances as zero and proceed with data entry. In such a case youwill have to be satisfied with a Cash Trial only. You may however key-in the openingbalances at a later date (or even modify them). Opening balances can be entered againstthe corresponding account heads by keying in a positive number for Debit balance (noticea Db appearing on the right) and a negative number for a credit balance (marked Cr thistime). Use the keys given in the legend for faster movement on the screen.

As you enter the Db / Cr balances the tally is shown continuously at the bottom right corner.This must be 0.00 if you have entered all balances correctly. To save press <Esc>. Thefollowing options will appear :

ContinueThis will take you back to editing the balances.

Description/CodeBy default the display is arranged code-wise and all search are done on codes. Bring thecursor here and press <Ret> to change the display to be sorted by Description and searchto be done on Description too. This is a toggle switch; if you press <Ret> again, the displayand search is switched back to codes.

QuitWill try and update your changes and exit. This will only be successful if balance is zero.


• If balance at end does not become 0.00 - put the difference in any account to make itzero and save - you may correct the opening balances at any later date. Editing is muchfaster than keying in everything again.

• Opening Balances of foreign Cash/Bank Books can be entered in foreign currency. Assoon as FACT detects a foreign currency Cash/Bank Book, the cursor goes to the ForeignCurrency column. Enter the opening balance in the actual foreign currency and then enterthe equivalent balance in the base currency. This foreign currency opening balance willbe reflected in the relevant Cash/Bank reports.

• You will find Code highlighted when you enter this option. If you press 0, all Codesstarting with zero will be highlighted. Now press 1. All Codes starting with 01 will behighlighted. Use this option for fast search. Backspace clears the Search Keys entered.

• You may search for a ledger account alphabetically. Press <Esc> and select Descrip-tion / Code a nd press <Ret>. Now press B. All ledger accounts starting with B will behighlighted. Press A. All ledger accounts starting with BA w ill be highlighted.

• Subledger opening balances can be entered through Masters / Opening Balances / SubLedger - Journals option.

• Income / Expense accounts are shown here if the Accounting period Install Date andStarting Date are the same. In case you are commencing computerization of youraccounts mid year, and have to enter the balances relating to Income/Expense accountsrefer to the Entering Opening Balances for P&L General Ledgers section below.

Entering Opening Balances for P&L General Ledgers

The General Ledgers option under Masters/ Opening Balances allows you to enter theopening balances against the corresponding account heads by keying in a positive numberfor Debit balance and negative number for credit balance. The total debit and credit figuresmust match else the system will not allow you save the entry.

If you have been using FACT during the previous accounting period, balance from the Profitand Loss account has been carried forward to the next accounting period automaticallywhile running the Year End. However, if you have started with FACT in the middle of theaccounting period you can key in either the consolidated Profit and Loss in the Profit & LossA/c (as defined in Accounts / Preferences / System Controls ) or the balance of individualprofit and loss ledgers. This allows you to see an accurate picture of your Profit & Loss evenif you have started using FACT in the middle of an accounting year.

FACT allows you to enter either the consolidated Profit & Loss account under BalanceSheet or make individual entry for each profit & loss general ledger heads. Individual entryfor Profit & Loss heads are available only if you have the Install Date defined after theaccounting Starting Date in Preferences / System Controls.

Suppose you are starting your account in the middle of the accounting year - you will enteryour consolidated P & L A/c (as defined in Preferences/ System Controls) figure, say 1000.You cannot enter any amount in any P & L head (working with consolidated entry) alongwith this. Alternatively, you can enter zero (0) in the Profit & Loss A/c and put different

144 FACT User Guide

amount in the P & L type ledgers, keeping 1000 as difference under P & L type Ledgers.

When an account's Starting Date is from the middle of the year you will have both BalanceSheet and P & Ledgers on screen. Pressing [Esc] displays the following prompts at thebottom if the screen :

P & L Ledger BS Ledger All Ledgers Continue Description/Code Quit

Selecting BS Ledger displays the Balance Sheet type ledgers along with Profit & LossA/c as defined in Preferences / System Controls.

Selecting All Ledgers displays both Balance Sheet and Profit & Loss general ledgers forentry. Against each General Ledger 'P' or 'B' is displayed to indicate the type generalledgers.

Selecting Quit verifies that the debit and credit figures match and saves the entry.

To enter Opening & Profit & Loss general ledgers you must define the Profit & Loss A/c inthe System Controls. If not defined the system will flash a message when you try to selectthis option.

At any time you can switch between the consolidated Profit & Loss balance and individualprofit & loss type account balances. if you enter any amount in the Profit & Loss A/c definedin the System Controls, FACT Prompts you :

Do you want to keep your Profit & Loss figures consolidated here?...Y/N

Choosing Y replaces all Profit & Loss type of general ledgers with ZERO (0) opening.Choosing N will put Zero in the Profit & Loss A/c itself and will not change the generalledgers. The system will replace the Profit and Loss type general Ledgers with zero, onlyif the value you enter in the Profit and Loss A/c matches with difference in the debit and thecredit value for all the profit and loss type accounts. Otherwise the system will flash an errormessage. Suppose the total of the Profit & Loss general ledgers is 1000.00 and you haveentered 2500 in the Profit & Loss Account. The system will display the followingmessage -

The consolidated amount entered (2500.00) does not match with the total ofP & L ledgers (1000.00), cannot accept!

Opening Balance / Subledger - JournalsIf you are using FACT for the first time the Opening Balances/ Subledgers option allows youto enter the opening subledgers balances. Subledger Opening Balances are enteredthrough this module. Let us illustrate with the help of an example. Suppose you have anOpening debit balance of $10,500/- in the Staff Advance Account. This debit balance is thesum total of the advances paid out to the individual staff . We also assume that you maintaintrack of the employees using the 3rd segment of the Document Class.

First you must go to Masters / Opening Balance / Ledgers and enter the debit balanceagainst Staff Advance as any other normal Opening Balance entry.


Notes:

If you have used FACT during the last financial or accounting year and have run Year End,you do not need to make any opening entry for the sub-ledgers. During the Year Endprocess, FACT automatically carries forward all your subledger accounts to the next year.

Also see Year Ending in Part VI - Housekeep in this manual.

Opening Balances / Budgets/Last YearThis option allows you to enter the Budgets for each Ledger Account for each month inthe accounting period and Last Year's figure.

You may generate the Trial Balance Profit & Loss Account and the Balance Sheetcompared to the budgeted figures or last yearÕs figures entered along with variancereported in %age.

You may enter Budgets sensitive to Document Class also - for Divisionwise, Departmentwise,Cost Centerwise or Subledgerwise analysis. Press <Ret> to get the following message :

YOU ARE USING MORE THAN 12 MONTHS <F>st 12 MONTHS OR <L>st 12 MONTHS

In case your accounting period is more than 12 months, choose the appropriate period :[F] for the First 12 months or [L] for the Last 12 months and press <Ret>. This messagedoes not appear if your accounting period is 12 months or less.

You will come to the next screen showing the Ledger Accounts on the left and the selected12 months on the right. At the end of the column, L/Year Closing appears. You enter theprevious year's closing total for the ledger account here. Choose the Ledger Account andpress Return to come to the Budget Box. You have the same powerful features you had inthe General Ledger Opening Balance & Stock Opening modules. Use the search facility forfaster entries - also the Lock a Month feature.

Next, go to Master / Opening Balances / Sub Ledgers - Journals and enter a journal exactlyas follows :

Voucher Number : JV001 This is your actual journal voucher numberNarration : Enter any Narration - max : 50 characters

GL Code Class Debit Credit

S002 Staff Advance 10500.00S002 Staff Advance ---A01 Alex 4000.00S002 Staff Advance ---B01 Bob 3000.00S002 Staff Advance ---H01 Henry 3500.00

GL Code for Staff Advance Employee's Document Individual advancesClass Codes to each employee

In the aforesaid journal, the credit entry (without document class) will nullify the openingbalance while the multiple debit entries (with document class) will total up to $10,500/- withindividual sub ledger balances.

146 FACT User Guide

Notes• Budgets and Last Year's figures may be changed anytime.

• Refer to the Closing-Production Rates chapter for a full explanation of the options youget when you press <Esc> here.

• Budgets and Last Year's Figures may be entered for different Document Classes as well.Document Classes are used for Divisions Departments Subledgers.

To enter Budget figures for a Document Class, press <Esc> and select Doc Class fromthe menu at the bottom of the screen. You will be prompted with Budgets Entered For.This is where you should enter the Document Class combination for which the Budgetsare to be entered. This Document Class stays in memory till changed or until you exit themodule.

• Listing of Budgets / Last Year figures are available through Ledger/Listing of Masters/Budgets-Last Year . You may generate the printout from there. Output on screen isavailable through the entry module itself.

• Use the Code Search / Description Search facility fully explained in Opening Balances/ General Ledger.

• Lock a Month is extremely neat - try it.

Opening Balances / Unreconciled Vouchers

FACT automatically carries forward unreconciled vouchers, if any, during the Year Endprocess. You can reconcile these vouchers through Entry/ Vouchers - Receipt/ Payment/Bank Reconciliation option.

The Unreconciled Vouchers under Masters/ Opening Balances allows you to edit theunreconciled vouchers that have been carried forward during the Year End process. Youcan also enter any voucher that was not entered and therefore not reconciled during theprevious accounting year. These vouchers can be reconciled through the BankReconciliation option under Entry/ Vouchers - Receipt/ Payment. Suppose you have notbeen using FACT during the previous year, and have certain vouchers not reconciled duringthe year end calculation. This feature helps you enter these vouchers as opening balancesand continue with your accounting with FACT which will take care of these vouchers.

Entry / Vouchers - Receipt / PaymentVouchers - Receipt/Payment

All vouchers for payments and receipts pertaining to any General Ledger Account androuted through the cash book or any bank book is entered thru this module, including ContraVouchers for cash deposited in bank or self cheque withdrawn from bank. The correspond-ing debit or the credit (as the case may be) is carried out by FACT automatically - givingyou no scope to make a mistake. The posting of the entry in the Cash / Bank book , in theGeneral Ledger , Trial Balance and the PL & BS is done immediately - ONLINE.


Vouchers are of two types - single debit / credit (where only one General Ledger Accountis debited or credited in one voucher) or multiple debit / credit (where more than one GeneralLedger Account is affected in one voucher). A multiple voucher could be a travelreimbursement voucher where you would like to debit hotel expenses, boarding, travel etcand credit bank all on one voucher. Depending upon the type of voucher you want to enter,select the option from the menu.

One Db/Cr

Payment / ReceiptEnter P for Payment (debit) voucher ; R for Receipt (credit) voucher. Use F1 to see allPayment & Receipt vouchers.

Voucher NumberEnter the Voucher Number (max : 5 characters). Use F1 to see all Payment or ReceiptVouchers depending on whether you have selected P or R. See tips at the end of the chapterfor information on Document Numbering.

DateThe system date is displayed the first time you enter this option. Change if desired. Any datewithin the accounting period is accepted. In case many vouchers are being entered, the dateof the last voucher is displayed by default. In case MANAGER has set a date range,vouchers can be entered only within this range.

A/CEnter the General Ledger Code to be debited/credited. Use F1 for Popup Help Box. To entera Contra Voucher, enter the Contra Account Ledger Code you had entered in Account/Preferences/System Control/P&L-Cash Book/Contra A/c (for Contra Entry, you mustenter it as a payment voucher).

Bank / CashEnter the code of the Bank / Cash book thru which this voucher is to be routed. Use F1 forPopup Help Box. In case of Contra Entry, enter the code of the Bank / Cash which is to becredited.

Paid To / Received FromEnter the name of the Payee / Payer - max : 50 characters. Use F1 to recall last entry.In case you enter the GL Code for Contra A/C, this option will ask you to enter the Codefor Bank / Cash which is to be debited.

NarrationEnter a Narration for the voucher - max 200 characters. Use F1 to recall last entry.

Chq NoEnter the cheque number in case the voucher pertains to a bank. In case it was a cash bookvoucher you will notice the characters "N.A"; meaning Not Applicable.

dtEnter the cheque date - the voucher is displayed as default. Change if desired. In case of

148 FACT User Guide

Cash book voucher, the cursor skips this option.

onIf you are entering a receipt voucher, (R), enter name of the bank on which the cheque isdrawn (max : 10 characters). In case of Cash book voucher, the cursor skips this option.

CurrencyThis is applicable only if you had selected a Bank/Cash Book mapped to a foreign currency.Enter the foreign currency code. Use F1 for a popup help box.

AmountEnter the foreign currency amount (paid/received). If the Bank/Cash Book is maintained inlocal currency the cursor skips this option.

Amount (Local Currency)If the voucher is in a foreign currency, enter the equivalent local currency amount. By defaultthe system will use the exchange rate for the date and display the converted amount. In casethe voucher is in the local currency, simply enter the voucher amount.

ClassIf you are keeping track using Document Class, enter the document class code combinationhere. Use F1 for Popup Help Box.

Many Db/Cr

Pay / RecdEnter P for Payment (debit) voucher ; R for Receipt (credit) voucher.

Vr NoEnter the Voucher Number (max : 5 characters). Same as the earlier module.

DateEnter date of the voucher - same as earlier module.

Paid To / Received FromEnter the name of the Payee / Payer (max : 50 characters). Use F1 to recall last entry. Thescreen shows only 18 characters - the balance scrolls inside.

Bank / CashEnter the code of the Bank / Cash book through which this voucher is to be paid/deposited.

Chq NoEnter the cheque number in case the voucher pertains to a bank. In case it was a cash bookvoucher you will notice the word "N.A." meaning Not Applicable.

dtEnter the cheque date - the voucher date is displayed as default. Change if desired. In caseof a cash book voucher, the cursor skips this option.


onIf you are entering a receipt voucher, (R), enter name of the bank on which the cheque isdrawn (max : 10 characters). In case of Cash book voucher, the cursor skips this option.

CurrencyThis is applicable only if you had selected a Bank/Cash Book mapped to a foreign currency.Enter the foreign currency code. Use F1 for a popup help box.

CodeEnter the GL Code to be debited or credited. Use F1 for a popup help box.

ClassIf you are keeping track using Document Class, enter the document class code combinationhere. Use F1 for Popup Help Box.

ReceiptEnter the amount in case the account is to be credited. To debit - press Ctrl-End to moveto the Payment column. If you press Ctrl-End again, it will bring you back to this column.

PaymentEnter the amount in case the account is to be debited. You may enter upto 50 Receipts /Payments on one voucher

NarrationYou may enter upto 200 characters of Narration for each General Ledger entry.

AmountHere the Amount totals for both the Receipt and Payment columns are shown respectively.

Amount (Local Currency)If the voucher is in a foreign currency, the equivalent local currency amount is displayedhere.

By default, the system will use the exchange rate for the date and display the convertedamount, If no Exchange Rate is found for the date, the system will prompt you for the localcurrency amount before saving the Voucher.

Notes• FACT will check for the logged-in user and popup a list of available Document Numbering

Schemes existing for the user. In case no numbering scheme has been defined for theuser, FACT will select the default numbering scheme. The Document NumberingSchemes are defined through Account / Preferences / Document Numbering.

• If however, only one Numbering Scheme has been defined for the user, the popup list willnot be available. FACT will pick up that Numbering Scheme automatically.

• The voucher will be saved only if the Balance on the bottom left is ZERO. To save thevoucher, press Ctrl-Home at the Code field. You may use [PgUp] and [PgDn] keys tomove up and down the multiple entries. Ctrl-PgUp deletes an entry.

• Leaving chq no blank suppresses printing of "chq no - dt - on" from reports. Blank chq

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dt suppresses chq dt and chq number from printing.

• If you enter a code for Cash Book, Chq No: should show you N.A. and should not allowany input for any chq details

• You may move the cursor up to any previous field and correct entries made before thevoucher is saved - try this extremely useful feature.

• You may add, modify or delete vouchers at will by zooming in from the Cash Book, TrialBalance, Profit & Loss Statement and the Balance Sheet. You cannot append, modifyor delete a "Many Db / Cr" type voucher in the zooming in mode.

• In case the GL Code does not exist, you can add it from within this module by typing Ywhen prompted with "This General Ledger Code does NOT Exist! Add New...Y/N!"

• You may SWITCH over to Journals or Receipt-Payments/Vendors or Customers fromthis module and vice-versa. For a detailed explanation on switching, look up theIntroduction.

• During the entry of Many Db/Cr Vouchers, FACT automatically calculates theconsolidated voucher amount and displays it under Narration. However, FACT onlyvalidates the amount if it is a Payment Voucher and the ultimate balance at the time ofleaving the line items is credit in nature. If the final balance is not credit in nature, thesystem will issue a warning message :

You have marked the voucher as P (Payment) type.However the total amount for receipts exceed the totalamount for payments. Do you wish to change this to aReceipt voucher and proceed ? [Y/N]

A similar message will be issued for a Receipt Voucher.

The Last Balance Amount line will continue to display the Debit or Credit Balance as thecase may be. As you complete the entry you will be able to enter the consolidated amountas prompted at the balance line items.

You can modify the vouchers in the same way as described above.

• FAST ENTRIESUse Function Key Macros for faster data entry. Say you are entering salary vouchers forthe month (Account Code = 702) and you are paying the cheques from Bank Code = 2.Define a function key with (;;702;2;). Now press this Function Key when you come to thenext voucher number. What this macro does is to enter data automatically as follows:

Voucher Number : accepts displayed number <RET>Date : accepts the displayed date <RET>A\C : 702 <RET>Bank / Cash : 2 <RET>Paid To : cursor stops - enter the name of the payee

See how fast data entry becomes!


• You may enter combined journal and bank / cash vouchers through the Many Db / Crmode. So long as the net debit or credit is equal to the amount of the voucher, it will besaved. This is extremely useful when entering a salary voucher where there aredeductions along with the net payment. Or a travelling advance refund voucher with theexpense statement.

Example - Many DB / CRA typical example of a combined cash / journal voucher is a refund of a travelling advancewith statement of expenses. Say, against an advance of $5000/-, the executive returns$2000/- along with an expense statement of $2000/- towards Air Ticket and $1000/-towards Hotel Expenses. The entry would be made as follows:

Payment / Receipt : RVoucher Number : xxxxxDate : MM/DD/YYReceived From : Mr XNarration : Refund of TA .......Bank / Cash : 1Amount : 2000.00

Code Class Receipt Payment

314 Travelling Advance 5000.00714 Air Travel Expenses 2000.00717 Hotel Expenses 1000.00

See how easy it is. This module can be used very effectively for Salary Payments also(where deductions are made for Income Tax, House Rent etc on the net paymentvoucher).

• To enter a receipt/payment pertaining to a Customer/Vendor, switch to Vendors &Customers. These vouchers are not entered here. Use SWITCH to change over toCustomers/Vendors.

• In case you have a bank account/cash in hand which comprises of balances of differentdivisions (controlled through Document Class) you have to enter the opening balancesby passing a Many Db/Cr voucher on the first day of the accounting period. You enterit as a payment voucher for the entire balance debiting an account (say Suspense) leavingthe document class blank. Then you enter a receipt voucher for the same total amountwith multiple credits to the same a/c (Suspense) giving the document class of eachdivision against the credit. Now when you generate a filtered Bank / Cash Book for aparticular division, it will show you the correct opening balance.

• If a cheque paid/ received through this module has bounced, make a payment entry (incase of a incoming cheque) or a receipt entry (in case of a payment by cheque) for thesame account and the same amount giving the same cheque number .The same sequence of entries apply in case a cheque was received/paid last year andwas returned in the current year.

• FACT allows you to enter unlimited number of items in a Voucher . The system alsoallows you to import an unlimited number of items in these documents when you runHousekeep / Import Data.

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Vouchers - Receipt / Payment / Bank Reconciliation

Bank DescriptionEnter the name of the bank for which the reconciliation is desired to be entered. Use F1for Popup Help box.

Reconciliation DateEnter the date of reconciliation. You will be shown a list of all the Cash/Bank entries madetill (including) this date.A list of entries showing the details like Date , Number, Cheque No, Payee/Payer,Withdrawal/Deposit, Amount are displayed along with a check box "[ ]" which indicateswhether this entry is reconciled or not.

[X] - means "entry has been reconciled"[ ] - means "entry not yet reconciled"

The bottom of the screen shows the net reconciled withdrawal/deposit amount for thespecified date.

[ ] Include Post Dated EntriesPut a checkmark "[X] " against this prompt if you want the list to include entries which aredated beyond the specified reconciliation date. This is generally required if the entry wasmade after the actual deposit or withdrawal - this will be indicated by the reconciliationstatement sent to you by the bank (e.g. bank Interest, bank charges etc.)

The check box can be marked or unmarked by pressing <Space Bar> or <Enter> or usingthe Mouse to click once.

ViewSelect Both for the list to include both, Deposits as well as Withdrawals.Select Withdrawals for the list to include only Withdrawals.Select Deposits for the list to include only Deposits.

Sort OrderSort order for Withdrawals and deposits has to be specified separately.Select Date to sort the entries by Voucher Date.Select Voucher to sort the entries by Voucher NumberSelect Cheque to sort the entries by Cheque Number

Check Box [ ]There is a check box against every entry on the reconciliation list. The check box can bemarked or unmarked by pressing <Space Bar> or <Ret> or using the Mouse to click once.

[X] - means "entry has been reconciled"[ ] - means "entry not yet reconciled"

DownScrolls the screen Down, one page at a time. You may also use the <Pg Down> key.This option is only available if there are more entries beyond the current screen.


UpScrolls the screen Up, one page at a time. You may also use the <Pg Up> key.This option is only available if there are more entries before the current screen.

Tag AllCheck marks all the entries as reconciled.

Untag AllRemoves the check marks from all currently marked entries - thus leaving them asunreconciled.LocateThis option allows you to locate an entry using the Cheque number or Voucher Amount. Youcan locate an entry as follows :

Document TypeSelect Receipts if the voucher to be located is a Receipt Voucher.Select Payments if the voucher to be located is a Payment Voucher.

Cheque NumberEnter the cheque number . If you do not remember the cheque number leave it as"«««««««««««"

AmountEnter the voucher amount. You can leave this zero if you do not remember the amount

You must provide either the Amount or the Cheque Number to Locate a document.Both cannot be left unspecified.

StartPress <Ret> to start the search for a document matching the specification providedabove.

NextPress <Ret> to search the next document matching the given specification.

OkPress <Ret> here to go directly to the entry matching the specifications.

CancelPress <Ret> to cancel the operation and return to the previous screen.

QuitReturns control back to the main FACT menu.

Notes

• FACT recognises and accepts the postings of the payroll data from Perks . These entriesare then stored in the respective data directory (FA_???) of the FACT Account to whichthe data is posted. You can reconcile or unreconcile the entries from Perks. During theBank Reconciliation, FACT also displays the voucher and cheque details for reconcilia-tion. All the reports related to Bank display the data related to posting from Perks. The

154 FACT User Guide

reports that will display Perks data are as follows:

Ledger/ Cash Bank Reports/ ChecklistLedger/ Cash Bank Reports/ Books ReconciliationLedger/ Cash Bank Reports/ SummaryLedger/ Cash Bank Reports/ Bank Reconciliation ListLedger/ Cash Bank Reports/ Cheques List

Entry / Journals

Journals / LedgerJournal vouchers are entered thru this module to affect any General Ledger Account. Youmay enter any number of debits / credits on a single voucher. A check is kept for the debitsto equal the credits before the voucher can be saved

This option is also used to enter opening balances for subledgers and branches/departments (refer to the Notes following this chapter for a detailed explanation).

Voucher NumberEnter the voucher number. Press F1 to pop up a list of all journal vouchers entered so far.

DateThe system date is displayed the first time you enter this option. Change to any date withinthe accounting period. In case a number of vouchers are being entered one after the other,the date of the last voucher is displayed as default.

NarrationYou may enter a narration here (max : 200 characters). Do not worry - the screen scrollsinside after the first few characters. Use F1 to recall the narration that was entered on theimmediately preceding journal.

CodeEnter the General Ledger Account code that is to be debited/credited. In case the code doesnot exist you will be prompted with the following question :

'This General Ledger Code does NOT Exist! Add New...Y/N!

Answer Y to add this code to the General Ledger Master.

Vr ClassIf you are using Document Class to keep track of branches, divisions, employees etc, enterthe document class combination here - exactly as it is supposed to be.

DebitIf the selected account is to be debited, enter the debit amount here.

CreditIf the selected account is to be credited, enter the credit amount here.


To switch between the Debit and the Credit columns, press the Ctrl + End key combination.

DescriptionYou may enter an additional explanation (max : 50 character) against each Ledger entryon the journal - this will be printed against these entries in the Journal Book and the detailedGeneral Ledger.

Notes• The voucher will be saved only if the Balance on the bottom left is ZERO. To save the

voucher, press the Ctrl + Home key combination when the cursor is on the Code field.You may use <PgUp> and <PgDn> keys to move up and down the multiple entries. TheCtrl + PgUp key combination deletes an entry.

• Subledger opening balances can be entered through Masters / Opening Balances / SubLedger - Journals option.

• You are not allowed to add/modify/delete a journal voucher number prefixed with thefollowing: DB, DD, DC, CB, CD, CC, DR, DP, CR, CP, DM, CM, CT, DT, IP, CG, DG .These vouchers have not been entered by you. They are automatically created by FACTwhenever a document is raised on a customer/ vendor. They are referred to as AutoVouchers. These Auto Vouchers are modified/deleted automatically whenever theoriginal source document is modified/deleted.

• FACT allows you to enter unlimited number of items in a Journal . The system also allowsyou to import an unlimited number of items in these documents when you run Housekeep– Import Data.

Ledger ReportsAs you already know FACT is completely ON-LINE –– there is no processing involved (wehope you did not waste time looking for the processing module in the menu).

The reports section of FACT is the easiest to operate. Being totally ON-LINE there is norestriction on the sequence you follow. Judging from the quality of FACT you would haveprobably guessed the great feature that makes all the reports really classy. Reports can betaken for any date/period (within the accounting period of course). Which means you savetime, paper and money. What’s more, you generate reports for exactly what you want, whenyou want!

then stored in the respective data directory (FA_???) of the FACT Account to which the datais posted. You can reconcile or un-reconcile the entries from Perks. During BankReconciliation, FACT also displays the voucher and cheque details for the reconciliation.All the reports related to Banks display the data related to Posting from Perks . The reportsthat will display Perks data are as follows:

Ledger / Cash/Bank Reports / ChecklistLedger / Cash/Bank Reports / Books ReconciliationLedger / Cash/Bank Reports / SummaryLedger / Cash/Bank Reports / Bank Reconciliation ListLedger / Cash/Bank Reports / Cheques List.

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• Using Document Class to filter reportsDepartmentwise/Divisionwise, Subledgers, Selective Reporting

ALL reports can be taken for the above. All you need to do is to set the Filter accordingly.When you take a printout, a small pop up box appears on the screen where you may enterthe Filter. For screen reports, go to Account/Preferences/Filter and set the Filter there. Oncea Filter has been set, it remains in memory till changed. Subledgers are also set thruAccount/Preferences/Filter

When you take filtered reports on screen, the filter condition or its description (entered thruMasters/Document Class/Filters) is displayed on the right top corner just under theAccounting Period. In all printer reports, this is printed under the main report title.

• Screen ReportsSpecial attention has been given to report design - they need not be always taken on a hardcopy. FACT has a specially designed screen layout for all reports. When the reports areviewed on screen it is possible to flip back and forth between pages (one of the firsts byFACT). INSTANTANEOUSLY –– that is how fast the screens will change. Whenever thereport exceeds a page on the screen the bottom line prompts you as follows :

Previous Page Quit From Report Continue - More

with the cursor resting on Continue - More. Press <Ret> and you will go to the next page.You may move to the other options by using the arrow keys or the first letters ( P/Q/C) forthe respective options. Of course, pressing <Esc> takes you back to the main menu. Nexttime you take a report, the From Date and To Date entered last will appear as default.

• Zooming In & OutAnother great feature. Available in the Cash/Bank Books, Trial Balance, Profit & LossStatement and the Balance Sheet. The screen reports have a ZOOMING IN feature. Whenyou view these reports on the screen and come to the end of a page, the bottom line promptsyou as follows :

Previous Page Quit From Report Continue - More Select

In the Trial Balance, choose Select and ZOOM IN into the Month Debits/Credits, from thereinto the General Ledger and finally into the Voucher level. There you may view vouchers,modify them, delete them and even add new ones. What’s more, once you have added,modified and deleted vouchers, you may ZOOM OUT in the reverse direction back to thereport you started from. All the balances are updated automatically.!

• Printer OutputsAll reports have been designed with the 80 column printer in mind. Which means you donot need a 132 column printer to generate reports. FACT switches to compressed andnormal mode all on its own.

FACT reports are also a super saver on time, money and paper ! Say you have a report from1st Jan to 30th May running into 50 pages. And you manage to spill coffee on pages 32 and33. Have nightmares started over printing the entire lot of 50 pages again? Set your mindat rest. FACT comes to the rescue. In all the reports when you say Y to Printer a small boxappears asking you the following questions :


Filter : ««««««First Page : 1Start From : 1End at : 9999Class : 3Suppress VNo : NPrinter Width : 80

For our above example you would enter the number of the first page of your report(presumably 1) in First Page . Since you wish to start printing from Page 32, enter 32 in StartPage. And at End at enter 33. What do you get ? Exact replicas of Pages 32 and 33 !Provided of course you did not change any data between the two printouts.At Filter , enter the Document Class you want the report to be filtered on. For non-filteredreports, just leave it as ««««««. Press F1 for Popup Help Box. It will show you all the filtersentered so far. Read the Document Class Examples for the different ways in which you canset Filters and use Document Class to add power to your financial reporting.

At Class , enter Y in case you want the Document Class printed under each transactionreported; Document Class will be printed only if a detailed report has been requested.

By default, each transaction is reported with the actual voucher number. You may not wantthe voucher numbers to be printed in your reports. Say Y against Suppress V No if you wishthem to be suppressed from printing.

At Printer Width , enter 80/132 to change the printer width set for the reports.

• Tagging AccountsTo tag (select) an Account press <Ret>. A bright mark will be displayed on the left of thecode. This means that the account has been TAGGED for viewing/printing. The highlightedbar moves down to the code below. To UNTAG an account, take the highlighted bar to theTAGGED account and press <Ret> on it. The bright mark will disappear.Several options are available for faster tagging. Press <Esc> for these options :

Resume Mark Unmark All Find Brk Page No Go Quit

ResumeTo go back to the tagging box.

MarkTo tag accounts faster.When you select this option, you will be prompted with All and Pattern

Select All to tag all accounts.

Choose Pattern , to enter a pattern on which you want the tagging. Example : If youenter EXPENSES, all accounts with EXPENSES anywhere in the Code or Descriptionwill be tagged.

Unmark AllTo untag all the accounts tagged so far.

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FindTo locate an account fast - on code or on description. You are prompted to enter thesearch key. If you enter SALE, the cursor will come and stop at the first account whosecode/description has SALE in it. Then the bottom line shows you :

Find Next : Yes No

Choose Yes to search for the next account matching the search key. Else choose No.

Brk Page NoBy default, FACT will not print each account on a new page. If you wish to print eachledger account on a new page, bring the cursor to this option and press <Ret>.

GoTo start viewing/printing

QuitTo exit from the tag box and return to the main menu.

• One Last WordOne last word about reports –– reports on the screen are not exactly what you see on theprinter. They have been designed in this manner. To make the screen reports neat & easilyreadable we have deliberately restricted one record to one line only in most cases. Thisnecessitated omission of some details pertaining to that record from screen displays. Onthe printer you get full details including narration, payer/payee name, chq details, documentclass, etc.

We suggest you go thru all reports on screen once to get a feel of them. Try them out ––you are not even wasting paper - and the reports are fast –– super fast !

Ledgers / Cash/Bank ReportsLedger / Cash/Bank Reports / Checklist

The primary purpose of this report is to provide an edit checklist to match the physical cash/bank vouchers with those entered in FACT. Despite the extensive on-line validationperformed by FACT, human errors have a knack of creeping in.

This report gives you the opening Bank & Cash balances as on the first date (From ). Thenit lists all vouchers datewise. At the end it displays the closing Bank & Cash balances ason the last date (To).

FromEnter the date From which report is desired.

ToEnter the date To which report is desired

DetailEnter Y for cheque details and narration also to be printed.


Detailed report is available ONLY on the printer.

PrinterEnter Y for printer; N for screen.This prompt is not available if you had answered Y for Details above.

Notes• Useful report for management to see daily transactions and opening/closing balances of

cash and all banks at a glance.

• This report shows the day totals of customer/vendor transactions relating to bank/cashwith the following prefixes :

Customers VendorsDM : Cash Memo Sales CM : Cash Memo PurchasesDR : Receipts CP : PaymentsDP : Payments CR : ReceiptsDT : Cash Sale Returns CT : Cash Purchase Returns

Cash/Bank Reports / Books/ReconciliationThis is the conventional form of the Cash and Bank Book. To overcome the limitation placedby the columnar cash book on the number of bank columns you get separate Cash and BankBooks for each cash/bank account defined.

You may also opt to generate the report for all the Cash and Bank books consecutivelyor take it one at a time for each book.


ToEnter the date To which report is desired.

CurrencyYou may opt to take the report in either the Local / Home Currency, a Foreign Currency,or in both Local and Foreign Currency together. Based on your selection, the transactionfigures in the report will be shown in the chosen Currency.

Choose Local to generate the report in the local / home currency.Choose Foreign to generate the report in a Foreign Currency of your choice.Choose Both to generate in both the home currency as well as a Foreign Currency of yourchoice.

If you select Foreign or Both the report prompts you to select an installed Foreign Currency.The Exchange Rate applied on the transactions will be the last available rate for that ForeignCurrency. If no rates are available for the selected Foreign Currency in the Currency Master,the report will show the Foreign Currency amount as nil.

However, if you select a Foreign Currency for a Foreign Currency Cash / Bank book, thereport will not show any equivalent Foreign Currency amount.

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DetailEnter Y for cheque details and narration also to be printed.Detailed report is available ONLY on the printer.

PrinterEnter Y for printer; N for screen.This prompt is not available if you had answered Y for Details above.BooksChoose Selective in order to generate a consecutive report for selective Cash and BookBooks.Choose All to generate a consecutive report for all Cash and Bank Books installed.

AR/AP DetailsEnter Y for customer-wise/vendor-wise transaction-level reporting.Enter N for a consolidated entry of all customer/vendor transactions.

ReconciliationsEnter Y to include breakup of Reconciled and Unreconciled balance; N to exclude breakup.

Notes• Generate Cash and Bank Books only after all vouchers entered have been checked and

corrected - saves time, paper, printer ribbon and money.

• In case Receipts/Payments Register are maintained, say N to AR/AP Details . It will makethe Cash/Bank book much easier to handle.

• For Cash Books - check to see if you have entered Y in Masters/Chart of Accounts/General Ledger Codes when prompted for Cash Book Y/N . Else the header line will showBank Book .

• Zooming InThe Select (zoom in) feature is available only if you have answered N in ‘AR/AP Details ’,you will be prompted the following line at the end of each page :

Previous Page Quit from Report Continue - More Select

Choose Select . You will see a screen similar to voucher entry - either bank-cash or journaldepending on the voucher selected. You may view Previous/Next Vouchers or add/modify/delete vouchers. When you Return to the Bank/Cash Book, the changes will beupdated immediately and the Bank/Cash report currently on the screen will reflect thelatest changes.

• For Bank Reconciliation purposes, generate a printout of the Bank Books in the summaryformat. This report will suppress the payer/payee name, chq details and narration. Ineffect, it is identical to the bank statement.

• Opening Balances of Cash/Bank Books are entered thru Masters/Opening Balances/General Ledger. The listing may be generated thru Ledger/Listing of Masters/Cash-BankBooks.


• Voucher Numbers may be suppressed from printing. Say Y in Suppress VNo in theprinter box.

Cash/Bank Reports / SummaryFACT was not designed only as a business accounting system. We also thought of youaccountants and managers trying to squeeze out every paise/cent (or whichever currencyyou maintain your accounts in) of interest from prudent management of your cash/bankbalances. So we thought of giving you a helping hand— balances which would give youmeaningful information !

What is this report all about ? It gives you the balance on the opening date. Then it lists theTOTAL of payments/receipts (of only those days when there were movement of funds) andthe closing balances on these days.

You can see at a glance for the whole year (or part) the way your cash and bank balanceshave moved. In a jiffy it gives you the minimum balance during the period. Now comparethis to your average financial requirement and put the extra in a call money account - youwould be surprised at how much interest will be credited to your account. Manage your CashBalances too. Put the extra away in the bank.



PrinterEnter Y for printer; N for screen.

BookEnter the Bank/Cash Book code for which the report is desired.The first Bank/Cash Book installed is shown as default. Use F1 for Popup Help Box.Notes• Take a report every Monday—it will totally change your concept of money management.

• Compare the trend of balances with those of the previous year/period and analyzechanges for abnormal differences.

Cash/Bank Reports / Bank Reconciliation ListThis report provides you with a list of all Bank vouchers reconciled or unreconciled as ona particular date . This report is sorted on Voucher Date , Cheque Number and VoucherNumber .

You may opt to generate the report for all the Cash and Bank books consecutively or takeit one at a time for each book. The report may also be taken for multiple Filters - just selectall the Filters you want only once and FACT will give you the report for each Filter one afterthe other. That saves you a lot for your coffee break !

BankChoose Selective for selectively tagging the Cash / Bank books.Choose All to select all books for a consecutive report.

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DateEnter the date As On which the reconciliation is to be considered.

ReportSelect Reconciled to generate a list of all reconciled vouchers.Select Unreconciled to generate a list of all unreconciled vouchers.

DocumentsSelect Both for the report to include Receipts as well as Payment vouchers.Select Receipts for the report to include only Receipt vouchers.Select Payments for the report to include only Payment vouchers.

PrinterY for report on printer; N for report on screen.

Sorted bySelect Date to sort the report datewise.Select Number to sort the report Voucher Number-wise.Select Cheque to sort the report Cheque Number-wise.

Multiple FiltersAnswer Y to select Document Class Filters. You may select one or more Filters from theFilter popup, which will give you a continuous report for each Filter one by one. If you haveselected more than one Cash / Bank book earlier, FACT will generate reports for all Filtersfor the first book in the selected Cash / Bank list before proceeding with the next selectedbook.

Notes• This report will work even with the single Filter set from Account / Preferences / Filter

option or by pressing the [Shift] [F1] hotkey combination.

• If the report is taken Filtered, the Bank Reconciliation features of the report may not bevery apparent; It would anyway report all the transactions for the period which containthe Filter

• Before the report is generated, FACT scans the entire database for all the Cash / Bankbooks selected. You will get a warning message for each book which does not haveany transactions as on the report date. This book will also be excluded from the report.

Cash/Bank Reports / Cheques ListThis report provides you with a list of all cheques (issued/received) against a Bank. Thereport can be sorted on Voucher Date , Voucher Number, Cheque No, Cheque Date andPayer / Payee Name.

BankEnter the code of the Bank for which you want the report. Use F1 for Popup Help box.

FromEnter the date From which report is desired.This is the Voucher Date.


ToEnter the date To which report is desired.This is the Voucher Date.

DocumentsSelect Both for the report to include Receipts as well as Payment vouchers.Select Receipts for the report to include only Receipt vouchers.Select Payments for the report to include only Payment vouchers.

PrinterY for report on printer ; N for report on screen

Sorted bySelect Date for the report to be sorted datewise.Select Number for the report to be sorted Voucher Number-wise.Select Cheque for the report to be sorted Cheque Number-wise.Select Cheque Date for the report to be sorted Cheque Date-wise.Select Payer /Payee for the report to be sorted Payer / Payee-wise.

Ledger / Journal BookYou can use this option to generate the Journal Book for a specific period. In the JournalBook, you will notice some entries which you have not created. Do not be alarmed ! Theseentries have been created by FACT to give effect to the entries made by you in the financialbooks - one of the many reasons why you bought FACT in the first place. Even your attemptsto modify/delete them will fail.

These entries are referred to as POSTING JOURNALS or AUTO ENTRIES. The vouchernumbers are generated automatically and their prefixes denote which module they haveoriginated from :Prefix Source Prefix SourceDB : Customers’ Invoices - Sales CB : Vendors’ Invoice - PurchasesDC : Customers’ Credit Notes CD : Vendors’ Debit NotesDD : Customers’ Debit Notes CC : Vendors’ Credit NotesIP : Inter Party Journal



NarrationEnter Y to print with narration.Report with Narration is available ONLY on the printer.

PrinterEnter Y for printer; N for screen.If you say Y in Narration above, the cursor skips this option.

164 FACT User Guide

Posting JournalsEnter Y to include Posting Journals in the report; N to suppress them.See explanation above on Posting Journals.

Document ClassEnter Y to print the Document Class Code and Description for each item in a JournalVoucher. N will suppress them from printing.

Sort on Db/CrAnswer Y to sort items of a Voucher based on their type (Debit / Credit). In effect, all Creditentries will be printed first followed by all the Debit entries. N will print the items in themanner they were entered.

Notes• You may say N at Posting Journals since the entries will be reflected in the General

Ledger printout - unless you wish to see these entries too.

• Voucher Numbers may be suppressed. Say Y to Suppress VNo in the printer box.

• The posting from the A/R and A/P modules are made on a daily basis. Which means thatone Posting Journal is created for each type of entry (e.g. Invoices, Debit Notes etc). ThePosting Journals are prefixed with predefined characters. To check the breakup of thePosting Journals, the following guide will prove useful :

DB AR-AP/Invoice Register/SalesCB AR-AP/Invoice Register/PurchaseDC AR-AP/Credit Note Register/CustomersDD AR-AP/Debit Note Register/CustomersCD AR-AP/Debit Note Register/VendorsCC AR-AP/Credit Note Register/VendorsIP AR-AP/Party Journal/Customers & Vendors

Generate the desired register for the day for which you are generating the PostingJournal.

Ledger / General LedgerYou can use this option to generate the conventional form of the General Ledger. This samereport can be generated in several MIS reporting formats - just by answering Yes or No tocertain questions. These reports make the ledger outputs much more meaningful. You maygenerate the General Ledger in the following unique ways :

• selectively - choose the GL Accounts you wish to view / print• for any period any time• in conventional (non detailed) format or in detailed (with narration, payer/payee name,

chq details) format• print each new account on a new page or save paper by using the continuous print option• print the document class or suppress it• print the voucher number or suppress it


• in sub ledger format• selectively in subledger on any picture of the document class• in sub ledger summary format• alphabetically or codewise• detailed report (except sub ledgers) on screen



Closing NarrationEnter Y to print the Closing Narration as "To/By Profit & Loss Account".Enter N to print the GL in the normal manner as "To Closing Balance".This option is only available if the To date above, is the accounting period End Date.

RemarksEnter Y for cheque details and narration to be printed.Answering Y here will allow you to take a detailed report (except sub ledgers) on the screenitself.

PrinterEnter Y for printer; N for screen.If you had specified Y for Remarks above, answering N here will give you a detailed report(except sub ledgers) on screen.

AlphabeticalEnter Y for the GL accounts to be printed alphabetically (by description); N for code wise.

SubledgersEnter Y for the report to be printed in sub-ledger format; N for normal general ledger format.If you had specified Y for Remarks and N for Printer above for a detailed report on screen,this option will not be available. Detailed report with sub ledgers can only be taken ontoprinter.

Class SegmentIf you say N in Subledgers, the cursor skips this option .Enter the segment of the Document Class you wish to treat as the sub-ledgers.Example : you may be using the 3 segments of Document Class for Division, Cost Centers& Employees respectively and wish to generate the GL for "Salary & Wages" in the sub-ledger format based on the Employee codes. You must enter 3 as the Class Segment.

Summary OnlyEnter Y for summary report; N for transaction wise details.This option is available only if you say N in Remarks above .

Posting DetailsEnter Y to include posting details; N to exclude posting details.

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Product DetailsThis is available only if you answered Y for Posting Details above. Answer Y for includingproduct details in the report.

A popup box will appear on the bottom right corner displaying all the General LedgerAccounts with their codes. Tag and proceed.

If you answered Y in Subledgers , a second popup box will show a list of all the subledger(Document Class) codes. Tag and proceed. Read on for detailed explanation on taggingthe accounts for viewing/printing.

Running TotalAnswer Y to print a running total of Amount figures at the bottom of each page.Please note that this is available only for detailed reports.

Notes

• Take a detailed ledger for an account which has complications - this will not only give youa clear picture, but at the same time satisfy your auditor's requirements.

• Choose selective view/print for faster and easier location of desired entries.

• Choose Brk Page as No to save paper.

• Use <ESC> M to mark all accounts in tagging box - it is much faster than tagging allmanually.

• Before taking a printout, you may set/change the filter setting from the printer popup box.However, a filter setting is stored in default till it is changed again. For screen reports, youmust set the filter thru Account/Preference/Filter each time. On screen the filter conditionis displayed below the accounting year dates on the top right corner.

• Voucher Numbers may be suppressed from printing. Say Y in Suppress VNo in theprinter box.

Ledger / Trial Balance

Trial Balance / NormalA Trial Balance is usually seen to view the position of the company as on a given date - andFACT helps you do just that in a more meaningful manner. Take a Trial as of any dateanytime…

As onEnter the date As On which a Trial Balance is desired.You may enter ANY date within the accounting period specified under System Controls.


CurrencyYou may opt to take the Trial Balance in either the Local / Home Currency, a ForeignCurrency, or in both Local and Foreign Currency together. Based on your selection, the


General Ledger Account balance figures in the report will be shown in the chosen Currency.


Zero BalanceEnter N to suppress all accounts with zero balances (zero balance after transactions).Enter Y to report all accounts with zero balances (zero balance after transactions).

AlphabeticalEnter Y for accounts to be listed alphabetically by name; N for codewise.Sort Db-CrEnter Y to list all accounts with credit balance before accounts with debit balances; N foraccounts to be listed normally.

Closing StockEnter N to skip stock valuation.Enter Y for stock to be valued and included in the Trial Balance.If you answer Y, you will be prompted further with :

Cost Price Market/Cost Lower Higher Cost/Market

Choose your valuation method and press <Ret>.Revalue BankEnter Y to Revalue Foreign Currency Bank balances.Enter N to report Foreign Currency Bank Balances based on historical exchange rates.If you answer Y, you must ensure that you have entered the exchange rate to be used forrevaluation, in the Currency master for all the Foreign Currency Codes, on the As On date.The difference in actual postings made for the foreign currency bank balance and therevalued figure will be posted to the Unrealized Gain / Loss account.

Uninvoiced D/OsEnter Y to include the Uninvoiced D/Os in the generated report.If you answer Y here, make sure that the following Control Accounts are mapped to theirrespective General Ledger Accounts in System Controls; Go to Account / Preferences /System Controls to confirm :

Sales A/c (UnInvoiced D/Os)Trade Debtors A/c (UnInvoiced D/Os)Purchase A/c (UnInvoiced D/Os)Trade Creditors A/c (UnInvoiced D/Os

Currency ExposureEnter Y to calculate Unrealized Gain/Loss for all Foreign Currency documents.If you answer Y here, make sure that the following Control Accounts are mapped to theirrespective General Ledger Accounts in System Controls; Go to Account / Preferences /System Controls to confirm :

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Trade Debtors A/c (Unrealized Gain/Loss)Unrealized Gain/Loss A/c A/RTrade Creditors A/c (Unrealized Gain/Loss)Unrealized Gain/Loss A/c A/P

Multiple FiltersAnswer Y to select Document Class Filters. You may select one or more Filters from theFilter popup, which will give you a continuous report for each Filter one by one.For each Filter selected, a separate Trial Balance report will be generated till all Filters havebeen considered.

Entering N will generate the usual Trial Balance report.

Notes• Zooming In

When you view the Trial on screen, you will be prompted the following line at the end ofeach page :

Previous Page Quit from Report Continue - More Select

Choose Select and ZOOM IN into the Month Debits/Credits, from there zoom further intothe General Ledger and finally into the Voucher level. Once at the voucher level, you mayview vouchers, modify them, delete them and even add new ones. What’s more, onceyou have added, modified and deleted vouchers, you may ZOOM OUT in the reversedirection back to the report you started from. All the balances are updated automatically!

Please note that the Zooming feature will be available only if you select Local in theCurrency field.

• Trial Balance As On a month end is faster - FACT maintains month end balances of eachledger account. However, you can generate the Trial for any date in the accountingperiod.

• In case the Trial Balance does not tally - check whether you have changed any GeneralLedger Codes (Control Accounts for Posting Journals from the A/R & A/P modules).Control Accounts are entered thru Account/Preferences/System Controls or Masters/Items-Products/Products. In case you have changed any of them, run Housekeep/Recalculate Balances and regenerate Trial Balance.

• Another reason for the Trial Balance not tallying could be power cuts/non systematicsystem shut down. In such cases too, there are chances that the balances files have gotcorrupt. Run Housekeep/Diagnostics/Files, Trial Balance.

Owing to the On-line design of FACT, it is imperative that you have no interruptions ofpower to your computer. Hence, we recommend very strongly that you install a UPS foryour computer. Else you run the risk of corrupted files and there will be no recourse tothem. The only thing you could do in such a situation : restore the data from an old backupand enter the subsequent data once again.

• You may generate the Trial for multiple companies in a columnar format or consolidated.Go to Ledger/MIS Reports/Merged Accounts/Trial Balance.


• Unrealized Gain / Loss for Foreign Currency Banks.In Systems Controls, a Ledger Code can be mapped to show unrealized gain / loss. Thisaccount will show the difference in actual postings made for the Foreign Currency Bank'sLedger accounts based on currency rates of the transaction date and postings that wouldhave been made if the new rate for all transactions was the same.

• If you had chosen Foreign or Both options for the Currency prompt above, FACT willprompt for a Foreign Currency to be selected.

For calculating Foreign Currency equivalent figures of Closing Stock, BankRevaluation etc, the report will consider the Exchange Rate as on the report date (enteredthrough Entry / Currency Rates option) for the selected Foreign Currency.

If there is no rate available in the Currency Master as on the report date, the system willprompt if it can use the last entered rate for the Currency. If you answer in the negative,you will be further prompted to key in a rate.The Exchange Rate will always be displayed at the top of the report.

For General Ledger Account heads, the monthwise Local currency Balances areconverted into Foreign Currency equivalents with the last monthwise rate available forthe selected Currency. These monthwise Foreign Currency Balances are then addedtogether to get the final Foreign Currency Balance for that Account head.

Since this report involves repeated calculation of monthly Foreign Currency amounts withmonthwise rates and high precision division is involved, the final Debit and Credit totalsof the Foreign Currency Amounts may not match in some cases if month to month ratesfor the Foreign Currency fluctuate widely. However, the Local Currency totals will alwaysmatch.

• When Multiple Filters are chosen, other options selected will remain same for eachFiltered Report.

• Page Numbers will be initialized each time a new Filtered Report is started.

• If you answer N to Multiple Filters , the report will work with the single Filters set fromAccount / Preferences / Filter option or by pressing the [Shift] [F1] hotkey combination.

Trial Balance / Year To dateThis option allows you to generate the Trial Balance From any date To any date within theaccounting period (specified under System Controls). It will display the opening balance ason the From date, the period movement and the closing balance as on the To date.

FromEnter date From which Trial Balance is desired. You may enter ANY date in the accountingyearToEnter the date To which Trial Balance is desired.


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AlphabeticalEnter Y for accounts to be listed alphabetically by name; N for codewise.

Revalue BankEnter Y to Revalue Foreign Currency Bank balances.Enter N to report Foreign Currency Bank Balances based on historical exchange rates.If you answer Y, you must ensure that you have entered the exchange rate to be used forrevaluation, in the Currency master for all the Foreign Currency Codes, on the As On date.The difference in actual postings made for the foreign currency bank balance and therevalued figure will be posted to the Unrealized Gain / Loss account.

Uninvoiced D/OsEnter Y to include the Uninvoiced D/Os in the generated report.If you answer Y here, make sure that the following Control Accounts are mapped to theirrespective General Ledger Accounts in System Controls; Go to Account / Preferences /System Controls to confirm :

Sales A/c (UnInvoiced D/Os)Trade Debtors A/c (UnInvoiced D/Os)Purchase A/c (UnInvoiced D/Os)Trade Creditors A/c (UnInvoiced D/Os

Currency ExposureEnter Y to calculate Unrealized Gain/Loss for all Foreign Currency documents.If you answer Y here, make sure that the following Control Accounts are mapped to theirrespective General Ledger Accounts in System Controls; Go to Account / Preferences /System Controls to confirm :

Trade Debtors A/c (Unrealized Gain/Loss)Unrealized Gain/Loss A/c A/RTrade Creditors A/c (Unrealized Gain/Loss)Unrealized Gain/Loss A/c A/P

Ledger / Profit & Loss AccountIt all boils down to the bottom line - and that’s what you see in this report. But we felt thatyou deserve to see that line more clearly than ever before. The options thru which you canview/print the PL Statement in FACT will make this amply clear to you. Take a look at thevarious ways in which you may generate the PL Statement :

• As on any date - ANYTIME - there is no need to run any update procedure - it is On-line• View/print the PL Account either YTD only or with the month figures as well• View/Print Groups/Subgroups/GL Accounts or generate a non detailed PL Account till the

Sub Group level• Value closing stock automatically before generating the PL Account or skip the valuation• View/print Balance Sheet immediately following the PL Account• Generate PL Account showing comparisons with Budgets• Generate PL Account showing comparisons with previous year’s figures• Generate PL Account divisionwise/departmentwise or on any document class filter• While in PL Account screen report, zoom into the Ledger of the GL Account. Then zoom


into the Voucher - add / modify / delete vouchers. Return to the Ledger - into the PLAccount too - all changes are effected instantaneously !

Complete & SchedulesThe Complete format is discussed in detail below.

When you choose the Schedule format, additionally, a popup box will appear on the bottomright corner displaying all the Profit & Loss Groups designed by you under the Chart ofAccounts / Profit & Loss Layout. Tag the Group/Groups for which you wish to generate theschedule and proceed. Schedules are generally attached as annexures, when the mainprofit & loss statement is generated in non-detailed (summary) format.

As onEnter the date As On which you wish to generate the Profit & Loss Statement.

PrinterEnter Y for report on printer; N for report on screen.

CurrencyYou may opt to take the Profit & Loss report in either the Local / Home Currency, a ForeignCurrency, or in both Local and Foreign Currency together. Based on your selection, thefigures in the report will be shown in the chosen Currency.

Choose Local to generate the report in the local / home currency.Choose Foreign to generate the report in a Foreign Currency of your choice.Choose Both to generate in both the home currency as well as a Foreign Currency of yourchoice.If you choose Foreign or Both options for the Currency prompt above, FACT will promptfor a Foreign Currency to be selected.

DetailEnter Y to include GL Account Code details too; Enter N to suppress GL Account Codes.

YTD onlyEnter Y for Year To Date (YTD) figures only; N for YTD and Month to Date (MTD) figures.

Base UnitIn case your balances are very large figures, you can enter a unit to scale down the figures.The balances will be reported as multiples of the unit you enter here.Example : Base Unit=100, means, all the balances in the Profit & Loss Statement will bereported in multiples of hundred.

ComparisonsThis option is available only if you had selected Local in the Currency option and answeredsay Y in Printer ; otherwise, the cursor skips this option.

Select None to include current year's figures only - no comparisonsSelect Budgets to show actual figures as compared against the Budgeted figures.Select Last Year to show actual figures as compared against Last Year’s figures.

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Closing StockEnter N to skip stock valuation.Enter Y for stock to be valued and included in the Profit & Loss Statement.If you answer Y, you will be prompted further with :


Choose your valuation method and press <Ret>.

Balance SheetEnter Y to view/print the Balance Sheet in continuation with the Profit & Loss Statement;N for only the Profit & Loss Statement.

Revalue BanksEnter 'Y' to revalue banks and 'N' to ignore revaluation.

Unbilled ChallansEnter 'Y' to print the unbilled challans. Enter 'N' to ignore unbilled challans.

Currency ExposuresEnter 'Y' to print the currency exposure. Enter 'N' to ignore Currency Exposure.

Multiple FiltersAnswer Y to select Document Class Filters. You may select one or more Filters from theFilter popup, which will give you a continuous report for each Filter one by one.For each Filter selected, a separate Profit & Loss report will be generated till all Filters havebeen considered.Entering N will generate the usual Profit & Loss report.

Notes• All Profit & Loss Ledger Accounts must be tagged under some Group or Sub-Group under

in the Profit & Loss Layout. Any P&L Ledger Account left untagged will not be reportedwhen the actual Profit & Loss Statement is generated - as a result the Profit & Losscomputation will be incorrect. A message will flash for every P&L Ledger Account leftuntagged.

Sample Message :0502 Sales Return Account found UNTAGGED ! Q = Quit or Enter to Ignore

To continue press <Ret>. As mentioned earlier, if you proceed, the P&L Statement maynot come out to be correct. The entries of the untagged accounts will be ignored. Toensure that the P&L Statement is correct, press Q to exit to the main menu. Then go toMasters/Chart of Accounts/Profit & Loss Layout and tag the untagged accounts andgenerate the P&L Account again. This check has been provided to ensure that the P&LStatement you view/print has been correctly computed taking all GL Accounts intoconsideration.

• Take a detailed P&L Statement instead of a Trial Balance at every month end –– it givesyou a much clearer picture of the accounts.


• Generate the P&L Statement as at any month end - it is faster.

• Say N to YTD only to get the month’s working results also.


For calculating Foreign Currency equivalent figures of Closing Stock, BankRevaluation etc, the report will consider the Exchange Rate as on the report date (enteredthrough Entry / Currency Rates option) for the selected Foreign Currency.


For Account heads, the monthwise Local currency Balances are converted into ForeignCurrency equivalents with the last monthwise rate available for the selected Currency.These monthwise Foreign Currency Balances are then added together to get the finalForeign Currency Balance for that Account head.

• If some GL Accounts/Subgroups/Groups are missing from the P&L Statement, don'tworry - they may have been suppressed from printing in case their balance is zero.

• Ledger accounts can be tagged to both the INCOME as well as the EXPENDITUREsides—explained in detail in Masters/Chart of Accounts/Profit & Loss Layout.

• Generate comparisons against Budgets to see the performance against the projectedfigures - %age variance against the budget is shown for each GL Account.

• Generate comparisons against Last Year's figures as against the current years perfor-mance - %age variance from previous year is shown for each GL Account.

• Try the zooming in feature — fully explained in Trial Balance - you will discover acompletely new way of looking at accounts.

• The P&L Statement may be generated for a single company or multiple companies in amonthwise format - both MTD (month to date) or for the months with total in the lastcolumn. Go to Ledger/MIS Reports/Merged Accounts/Profit & Loss –– Month Table.

• The P&L Statement may be generated for multiple companies in a columnar format ason a date with the total in the last column. Go to Ledger/MIS Reports/Merged Accounts/Profit & Loss –– Tabular.

• The P&L Statement may also be generated in a consolidated format for multiplecompanies as on any month end. Go to Ledger/MIS Reports/Merged Accounts/Profit &Loss –– Consolidated.


• Page Numbers will be initialized each time a new Filtered Report is started.

174 FACT User Guide

• If you answer N to Multiple Filters , the report will work with the single Filters set fromAccount / Preferences / Filter option or by pressing the [Shift] [F1] hotkey combination.

Ledger / Profit & Loss Account/ Date toDate

FACT allows you to have your Profit and Loss Account statement for any date range.

Complete & SchedulesThis report is the same as that of Profit & Loss Account statement. Here you only need toenter the date range for which you want to take out the report in From and To fields. TheFrom and To date can be any date within the accounting period. The report displays theOpening Balance, the balance between the given period and Closing balance. The OpeningBalance will be as on From date, the period will show the balance as within the given period.

When you take the Profit & Loss Account statement using the Date to Date option, the reportwill not display any budget figures.

Ledger / Balance SheetThis module generates the Balance Sheet AS ON ANY DATE. You are not restricted to justa month end Balance Sheet. The Profit/Loss is calculated upto the desired date andtransferred to the Profit & Loss Account (Retained Earnings) already specified in theAccount/Preferences/System Controls/Profit & Loss A/c. You may also value ClosingStock before generating the Balance Sheet. The value of Closing Stock is reflected in theprofit/loss and is also shown in the Balance Sheet if calculated.

The Balance Sheet is available in the following formats :

• As on any date - there is no need to run any update procedure. It is On-line• View/print either YTD only or with month figures as well• View/print Groups/Subgroups/GL Accounts or generate a non detailed Balance Sheet• Value Closing Stock automatically before generating the Balance Sheet or skip the

valuation• Generate Balance Sheet in Schedule format• Generate Balance Sheet showing comparisons against Budgeted figures• Generate Balance Sheet showing comparisons against previous year’s figures• Generate Balance Sheet divisionwise/departmentwise or on any document class filter• While in Balance Sheet viewing mode on the screen, zoom into the general ledger of the

account. Then zoom into the voucher - add/modify/delete vouchers. Zoom back into thegeneral ledger - into the Balance Sheet too. And see all changes made - instantaneously.

Complete & SchedulesThe Balance Sheet, like the Profit & Loss Statement, is available in two formats. Complete& Schedule.

The Complete format is discussed in detail below.


When you choose the Schedule format, additionally, a popup box will appear on the bottomright corner displaying all the Balance Sheet Groups designed by you under the Chart ofAccounts / Balance Sheet Layout. Tag the Group/Groups for which you wish to generatethe schedule and proceed. Schedules are generally attached as annexures, when the mainbalance sheet is generated in non-detailed (summary) format.

As onEnter the date As On which you wish to generate the Balance Sheet.


CurrencyYou may opt to take the Balance Sheet in either the Local / Home Currency, a ForeignCurrency, or in both Local and Foreign Currency together. Based on your selection, thefigures in the report will be shown in the chosen Currency.


If you choose Foreign or Both options for the Currency prompt above, FACT will promptfor a Foreign Currency to be selected.




ComparisonsThis option is available only if you had selected Local in the Currency option and answeredsay Y in Printer ; otherwise, the cursor skips this option.

Select None to include current year's figures only - no comparisonsSelect Budgets to show actual figures as compared against the Budgeted figures.Select Last Year to show actual figures as compared against Last Year’s figures.

Closing StockEnter N to skip stock valuation.Enter Y for stock to be valued and included in the Balance Sheet.If you answer Y, you will be prompted further with :


176 FACT User Guide

Choose your valuation method and press <Ret>.

Revalue BanksEnter Y to Revalue Foreign Currency Bank balances.Enter N to report Foreign Currency Bank Balances based on historical exchange rates.If you answer Y, you must ensure that you have entered the exchange rate to be used forrevaluation, in the Currency master for all the Foreign Currency Codes, on the As On date.The difference in actual postings made for the foreign currency bank balance and therevalued figure will be posted to the Unrealized Gain / Loss account.

Multiple FiltersAnswer Y to select Document Class Filters. You may select one or more Filters from theFilter popup, which will give you a continuous report for each Filter one by one.For each Filter selected, a separate Balance Sheet report will be generated till all Filtershave been considered.

Entering N will generate the usual Balance Sheet report.

Notes• All General Ledger Accounts must be tagged under some Group or Sub-Group under in

the Profit & Loss Layout or the Balance Sheet Layout. Any GL Ledger Account leftuntagged will not be reported when the actual Profit & Loss Statement or the BalanceSheet is generated - as a result the Profit & Loss or Balance Sheet computations will beincorrect. A message will flash for every GL Ledger Account left untagged.

Sample Message :0502 Sales Return Account found UNTAGGED ! Q = Quit or Enter to Ignore

To continue press <Ret>. As mentioned earlier, if you proceed, the P&L Statement or theBalance Sheet may not come out to be correct. The entries of the untagged accounts willbe ignored. To ensure that the reports are correct, press Q to exit to the main menu. Thengo to Masters/Chart of Accounts/Profit & Loss Layout or Balance Sheet Layout and tagthe untagged accounts and generate the reports again. This check has been provided toensure that the P&L Statement or the Balance Sheet you view/print has been correctlycomputed taking all GL Accounts into consideration.

• Take a detailed PL Account & Balance Sheet instead of a Trial Balance at every monthend - it gives you a much clearer picture of the accounts.

• Generate the Trading & PL Account as at any month end - it is faster.



• If some GL Accounts/Subgroups/Groups are missing from the Balance Sheet, don't


worry - they may have been suppressed from printing in case their balance is zero.

• Ledger accounts can be tagged to both the SOURCE as well as the APPLICATIONsides—explained in detail in Masters/Chart of Accounts/Balance Sheet Layout.

• Generate comparisons against Budgets to see the performance against the projectedfigures - %age variance against the budget is shown for each GL Account.

• Generate comparisons against Last Year's figures as against the current years perfor-mance - %age variance from previous year is shown for each GL Account.

• Try the zooming in feature—fully explained in Trial Balance - you will discover acompletely new way of looking at accounts.

• Balance Sheet may be generated for a single company or multiple companies in aMonthwise format - both MTD (month to date) or for the months with total in the lastcolumn, Columnar format and the Consolidated format. Go to Ledger/MIS Reports/Merged Accounts/Balance Sheet.


• Page Numbers will be initialized each time a new Filtered Report is started.• If you answer N to Multiple Filters , the report will work with the single Filters set from

Account / Preferences / Filter option or by pressing the [Shift] [F1] hotkey combination.

Ledger / Balance Sheet / Date to DateComplete & SchedulesThis report is the same as that of Balance Sheet. Here you only need to enter the date rangefor which you want to take out the report in From and To fields. The From and To date canbe any date within the accounting period. The report displays the Opening Balance, thebalance between the given period and Closing balance. The Opening Balance will be as onFrom date, the period will show the balance as within the given period.When you take the Balance Sheet using the Date to Date option, the report will not displayany budget figures.

Ledger / Cash Flow StatementThis report shows the movement of cash over the period specified by you. All sources fromwhich cash inflow took place and all applications for which cash outflow took place, arereported here . In the end your net inflow/outflow is reported.

Complete & SchedulesThe Cash Flow Statement, like the Profit & Loss Statement and the Balance Sheet, isavailable in two formats. Complete & Schedule. The Complete format is discussed in detailbelow.

178 FACT User Guide

When you choose the Schedule format, additionally, a popup box will appear on thebottom right corner displaying all the Cash Flow Groups designed by you under the Chartof Accounts / Cash Flow Layout. Tag the Group/Groups for which you wish to generate theschedule and proceed. Schedules are generally attached as annexures, when the maincash flow statement is generated in non-detailed (summary) format.

As OnEnter the date as on which report is desired.





Notes• for other tips on this report - refer to the pages on Profit & Loss Account or the Balance

Sheet.

Ledger / Cash Flow Statement / Date toDate

Complete & SchedulesThese reports are the same as Ledger / Cash Flow Statement / Complete & Schedules. Hereyou only need to enter the date range for which you want to take out the report in From andTo fields. The From and To date can be any date within the accounting period. The reportdisplays the Opening Balance, the balance between the given period and Closing balance.The Opening Balance will be as on From date, the period will show the balance as withinthe given period.

Ledger / MIS ReportsMerged Accounts

This report gives you the Consolidated Accounts of your company or group. TheConsolidated Reports are available for the Trial Balance, the Profit & Loss Statement andthe Balance Sheet.You may keep accounts of several companies on a single copy of FACT. When you wishto see the performance of all the branches or divisions of company together, this is thereport to generate.


You may specify upto 99 Merger Names of upto 10 companies each. Each MergerCombination you create must be given a name. The first company in the combination is theMaster Company and all the GL Codes used in all the other companies must be presentin this company.

Specify/Edit CombinationsThe standard Append, Modify & Delete options are available.

TitleEnter the Name/Title and address if desired. You may enter 3 lines of 35 characterseach. This will be printed in all the reports generated thru this module.

1…10Enter the initials of the companies you wish to generate a Merged Report on (max 10).Use F1 Popup Help Box. As you enter the initials of a company, the Name is displayed.

%ageEnter the %age of the balances of each company, that has to be considered in themerged report. If the completed balances has to be reported, enter 100%.

After you have entered all the companies' initials and %ages, press Ctrl-Home to save.

Update Combined Ledger FileBefore generating any report thru this module, you must set the report parameters andUpdate the files for the Merger Combination. Select the option Update Combined LedgerFile and proceed :

MergersA popup will appear displaying all the Merger Combinations created so far. Select theMerger Combination you wish to update and press <Ret>.

Following this another popup appears prompting whether Closing Stock valuation andcalculation of unrealized gain/loss for Foreign Currency banks needs to be done -

Closing StockAnswer Y to value Closing Stock for the selected Merger Combination. If selected, you will also need to specify the basis of the valuation from the following options -

Cost PriceMarket/Cost LowerHigher Cost/Market

Revalue BanksAnswer Y to calculate the unrealized gain/loss for the Foreign Currency banks.

Now you are ready to generate the reports. Choose any of the options and proceed.The questions asked are identical to those already explained in Trial Balance, Profit& Loss Account, Balance Sheet. Enter as desired and proceed. If you to need to changeClosing Stock & Revalue Banks parameters for any of the reports, UpdateCombined Ledger File option has to be run again.

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Trial BalanceConsolidatedAll the GL Account balances are totalled up and reported for all the Companies andprinted much in the same manner as a normal Trial Balance.

TabularThe GL Accounts are shown in the left column and the Companies on the top row.Individual balances of each GL Account of the Companies are shown in the tabularformat with totals at the end. Debits are shown as (+) and Credits as (–) figures.

Profit & Loss Account/Balance SheetConsolidatedAll the GL Accounts are totalled up and reported for all the Companies in the sameformat as the Regular Profit & Loss Account.TabularThe Groups, Subgroups and GL Accounts are shown in the left column and theCompany Names on the top row. Individual balances of each Group, Subgroup andGL Account of the Companies are shown in the tabular format with totals at every level.

Month TableThis reports each Group, Subgroup and GL Account separately against each month.The Companies in the Merger Combination are reported individually with monthfigures against each GL Account. This report is available in the Year to Date formator Month wise balances with Totals for the Groups, Subgroups and the GL Accountsin the last column. Month totals are reported for each Group, Subgroup and GLAccount too.

Notes• You must ensure that all the Companies entered in a Merger, have exactly the same

General Ledger Codes. The First company entered will serve as the CONTROLLINGCOMPANY for all the update files created for reporting from here. If any General LedgerAccounts are present in other Companies which are not in the CONTROLLINGCOMPANY, the balances in those GL Accounts will be ignored.

• In order to equate the Controlling Company with the Secondary Companies you may loginto each of the Secondary Companies and copy the codes from the ControllingCompany thru Masters/Copy Codes from another A/c.

• DO NOT merge Companies whose accounting period Start Date and End Date (specifiedthru Account/Preferences/System Controls) are not the same. In case of mismatch onthis count, the reports generated from such a Merger Combination are likely to beincorrect.

• In case you wish to merge accounts of Companies whose year endings are not the samebut the month endings are the same, you may merge them for the limited purpose of theProfit & Loss Statement ONLY.

• In the Trial Balance, Credit figures appear as (–) negative and Debit figures as (+) sincethere is not sufficient space to show them in different columns.

• Instead of generating a normal Profit & Loss Statement and Balance Sheet for a single


Company, specify a Merger Combination of just this ONE Company. Update andgenerate the PL Account and Balance Sheet - Month Table. You will never want to seethe normal reports again.

• The Merged Report option allows you to include any number of companies in a mergecombination.

Unrealized Gain/LossThe Unrealized Gain/Loss report will show you the bank-wise detailed breakup of theUnrealized Exchange Gain/Loss figure as on any date.

This is the difference in actual postings made to the Foreign Currency banks, based on theForeign Currency Exchange Rate of the transaction, and postings that would have beenmade if the re-valued rate were applied. The re-valued Rate for each Foreign Currency willbe the Exchange Sell Rate prevailing on the report date, and will be picked up from theEntry / Currency Rates option.

The following options will be prompted for when the report is run -

As onEnter the date as on which unrealized gain / loss is to be considered for the report.This is the date on which the re-valued Exchange Rate will be picked up from the CurrencyMaster, for each Foreign Currency.

PrinterEnter Y to send the report to printer. Entering N will send the report to screen.

Notes• If the Sell Rate for the report date is not available in the Currency Master, the last entered

Rate will be considered.

• Unrealised Gain / Loss is calculated is as follows -

(Foreign Currency balance * Exchange Rate) - Local Currency flow

Here, Local Currency flow is the difference between Local Currency figures of allReceipts and Payments (in that order) of the Foreign Currency bank , as on the reportdate.

• The Gain / loss figure will be rounded off to 2 decimal places.

• This report as all others is sensitive to Filters.

182 FACT User Guide

Ledger / Special ReportsSpecial Reports / Interest Calculations

This module calculates interest automatically on the basis of the Interest Rates, TDS Rates,Compounding Rates, Compounding Start Date etc, entered thru Master/Interest Rates.This is useful for loan accounts, when at the quarter/half year/year end interest invoiceshave to be raised on the borrowers. You can also carry out an approximate check for theoverdraft interest charged to you by the bank.

FromEnter the date From which documents should be considered for interest calculation.ToEnter the date upto which documents should be considered for interest calculation.


AlphabeticalEnter Y for alphabetical report; N for codewise.

AllEnter Y to report even those accounts where the interest rates master is incomplete.

TDS ExemptEnter Interest Amount upto which TDS is not to be deducted.

Days in YearEnter the number of days that constitute your financial year. In some countries, the businesscommunity follow the lunar calendar and the days of the month fluctuate from year to year.

SubledgerIf you wish to calculate interest for Subledgers, enter Y; Enter N to calculate interest at theGeneral Ledger Account level only.

Notes• All the General Ledger Accounts and Cash and Bank Books will be displayed in a popup

tag box. Tag the ones you wish reported.

• If you say Y in Subledgers another popup box will display all the subledgers. Tag themin the same manner as you tagged the GL Accounts.

• Try out the Bank Book in which you have an overdraft account. It will give you an ideaof what the Bank ought to have charged you - the difference is due to the date on whichyou make the entry in FACT and the date when the cheque is credited in your accountby the bank.

• This report is only a memorandum. It does not enter any voucher in the financial books.After the report is generated, enter a journal voucher to give effect in the financial books.


• For Banks, interest is calculated only on the overdrawn balances.

• To calculate Simple Interest, you have entered the compounding date as the first dateof the next financial year and selected compounding as Yearly. Now, if you set thecalculation for Simple Interest the heading shows 'Simple Interest' above the calculation.

Special Reports / Account Confirmation

In some countries, Statement of Account Confirmations have to be submitted with theIncome Tax Return pertaining to all the loan transactions you had with any parties duringthe relevant year. Account Confirmations are also kept whenever a loan account with anyparty is squared up as proof of the transactions. It is quite a cumbersome task to preparethe Account Confirmation Statements, especially at the year end.

This module is designed to save your bookkeeper and your typist the agonizing burden ofpreparing the statements. It picks up the details pertaining to the relevant account from thedatabase entered thru Masters/Account Confirmation and prints out the General LedgerAccount. The header and footer are picked up from the Masters/Layout of AccountConfirmation. You may change the layout (refer to the previous chapter for a detailedexplanation on Account Confirmation Layout).In a number of cases, you might also need to prepare the Account Confirmation Statementfor Sub Ledgers as well.

FromEnter the date From which reporting is desired.

ToEnter the date To which reporting is desired.



SubledgersEnter Y for Subledgers; N for General Ledgers.

No. of CopiesEnter the number of copies desired - default is 4. If you answered N for Printer , the cursorskips this option.

A window will appear on the bottom right corner showing all the Balance Sheet GeneralLedger Accounts. Tag the ones you wish reported. Press <Ctrl><R> to generate the report.

Notes• Do not try to change the Layout of Account Confirmation thru Masters unless you are sure

of what you are doing — follow instructions to change carefully.

184 FACT User Guide

• At the end of the accounting period, send out Account Confirmations to all parties withoutthe drudgery of typing them out into the midnight hours. Account Confirmations may begenerated for Sub Ledgers in case you are controlling loan accounts thru DocumentClass.

Special Reports / Audit - Receipt/PaymentOne of the Tax Audit requirements is to report all cash payments over $10000/- in anyExpense Account (PL Account Ledger Head). This module generates reports for thespecified period - voucherwise (cash payments debited to any PL Ledger Account).

As an additional MIS tool, you may change the amount ($10000/- by default) to any amount.It serves as a good exception report in case management has laid down guidelines thatpayments over a certain amount must be by cheque.When you select this option, a Window is displayed showing the options Receipts,Payments, Profit & Loss Accounts, Balance Sheet Accounts, Debtors & Creditors. Bydefault all these options are showed tagged (selected).

If you wish to untag any option from being not considered for the report, take the highlightedbar to the option & press <Enter>. Press <Esc> after you are through with untagging. Youare prompted with three options:

Go continue Quit

Select Go to proceed with printing.Select Continue to return to the options window in case you pressed <Esc> by mistake.Select Quit to exit to the main FACT menu.



DetailEnter Y for transaction level detailed report. Detailed report is available only on the printer.

PrinterEnter Y for printer; N for screen. In case you say Y in Detail, the cursor skips this option.

ExceedingEnter the amount in excess of which reporting is desired (default = $10000/-).

Special Reports / Audit - BalancesAnother Tax Audit requirement is to report the maximum Debit and Credit balance of anaccount on any date within the financial year. This module helps you do just that. It givesa report showing the maximum Debit and Credit balance of the specified account for thespecified time period.

FromEnter date From which reporting is desired.


ToEnter date To which reporting is desired.


AlphabeticalEnter Y to sort the report alphabetically; N for Codewise.

A popup will appear on the bottom right corner displaying all the General Ledger Accountswith codes. Tag those accounts, for which you wish to view/print the report.

Ledger / Document PrintingFACT allows you to print all documents - Both ONLINE and Offline. The layout is specifiedfor the header, footer and terms line thru Account/Preferences/Layout of Documents.

The documents may be printed on a Date or Number range.

You may select the ONLINE option to print documents thru Account/Preferences/Docu-ment Printing.

Select Vouchers or Journals from the pop-up.

OnSelect Date to print documents for a date range.Select Number to print documents for a number range.

FromEnter the date or number From which documents are required to be printed.

ToEnter the date or number To which documents are required to be printed.

Re-PrintEnter Y to reprint printed documents, N to print new documents only.

Notes• To print a single document, select Number and enter that document number in the From

and in the To prompts.

Ledger / Listing of MastersGeneral Ledger Codes

All General Ledger Codes entered through Masters/Chart of Accounts/General LedgerCodes are listed in this report.

It is extremely useful for the person writing out the vouchers. Also a great help while chartingout new accounts or designing the layout of the PL Account or the Balance Sheet.

186 FACT User Guide

You may also take this report with the Opening Balances as on the System Install Date.Other options include alphabetical/codewise listing.


Opening BalancesEnter Y to list the Account Codes with Opening Balances as on the System Install Date; Nto suppress the Opening Balances.

AllEnter Y to include General Ledger with zero Opening Balances as well. If you selected Nin Opening Balances, the cursor skips this option.

AlphabeticalEnter Y to list the general Ledger Accounts Alphabetically; N to list the Accounts Codewise.

Alt GL CodeAnswer Y to include the alternate General Ledger Codes in the report. The alternate GLCodes are entered from the Masters / Chart of Accounts / General Ledger option.

Cash/Bank BooksThis report lists out the Codes and descriptions of the Cash Book and all the Bank Accountsdefined by you from the Masters/Chart of Accounts/General Ledger Codes along with theOpening Balances as on the System Install Date. It is very useful for the person writing outthe vouchers/receipts – an instant reference for Cash/Bank Codes.

PrinterEnter Y for output to printer; N for screen.

Profit & Loss LayoutThe Trading and Profit & Loss Account as designed by you thru Masters/ Chart of Accounts/Profit & Loss Layout will be shown to you in the Layout form. Formulas defined for anyDefined Totals will also be displayed.

This gives you an exact idea of how the Trading and PL Account will look when generatedwith figures. After seeing how it appears in the layout, you may want to change it.

It is advisable to see the Layout once before the Trading and Profit & Loss Statement isfinalized - it may save you a lot of time modifying it at the last minute.


Balance Sheet LayoutThe Balance Sheet as designed out by you thru Masters/ Chart of Account s/Balance SheetLayout will be shown to you in the Layout form. Formulas defined for any Defined Totalswill also be displayed.


This gives you an exact idea of how the Balance Sheet will look when generated with figures.After seeing how it appears in the layout, you may want to change it.

It is advisable to see the Layout once before the Balance Sheet is finalized - it may saveyou a lot of time modifying it at the last minute.


Cash Flow LayoutThe Cash Flow Statement as designed out by you thru Masters/ Chart of Account s/CashFlow Layout will be shown to you in the Layout form. Formulas defined for any DefinedTotals will also be displayed.

This gives you an exact idea of how the Cash Flow Statement will look when generated withfigures. After seeing how it appears in the layout, you may want to change it.

It is advisable to see the Layout once before the Cash Flow Statement is finalized - it maysave you a lot of time modifying it at the last minute.


Budgets/Last YearThis listing gives you all the Budget figures entered thru Masters/Opening Balances/Budgets/Last Year. This listing is available ONLY on the printer in this module. However,you may view it on screen thru Masters/Opening Balances/Budgets/Last Year.

Budgets, Last YearSelect an option from the popup box. In case you selected Budgets, the following will beprompted; else the cursor will take you straight to the printer option.

As onEnter date for the month upto which you wish the Budgets to be reported.

Month to DateEnter Y for the Budget figures to be reported in MTD format.Enter N for the Budget figures to be reported in YTD format.

Notes• If your accounting period is more than 12 months, if you enter any date upto the 12th

month in As on , the listing will be for the first 12 month range. However if you enter anydate beyond the 12th month, the listing will show figures from the 13th month onwards.

Interest RatesAll details for Interest Calculation entered through Masters/Interest Rates are listed here -refer to it when required.

188 FACT User Guide

PrinterEnter Y for output to printer, N for screen.

SubledgersEnter Y for a listing of Interest Rates for sub-ledgers.Enter N for a listing of Interest Rates for General Ledger.

Account ConfirmationAll details for Accounts Confirmation entered thru Masters/Account Confirmation are listedhere—refer to it when required.


SubledgersEnter Y for a listing of Account Confirmation details for subledgers.Enter N for a listing of Account Confirmation details for General Ledgers.

Document ClassAll the Document Class Codes entered thru Masters/Document Class/Codes are listed herealong with the Codes.

As you are aware by now, Document Class controls the posting of the vouchers in theSubledgers—hand over one list to the person writing out the vouchers.


AlphabeticalEnter Y for the Document Class to be listed alphabetically; N for Codewise.

FiltersThe list of Filters serves as a ready reference when you are setting filters through Account/Preferences/Filter.

All the filters entered thru Masters/Document Class/Filters are listed here along with codes.


AlphabeticalEnter Y for the Filters to be listed alphabetically; N for Codewise.

189Part V Accounts Receivable & Accounts Payable

User Guide

Part VAccounts Receivable& Accounts Payable


190 FACT User Guide

FACT is an ONLINE and INTEGRATED accounting package. You only have to enter a SaleInvoice and FACT posts it to the Trade Debtor's General Ledger Control Account and theSales Account instantaneously.

This module allows you to enter all the Orders from Customers, Delivery Orders fordespatched goods, Invoices for DOs, Service Invoices and Returns of Sold Goods.

You may not execute all customers' all Orders on receipt. From time to time, you will needto know what quantities of what products are pending despatch. You may also like to knowwhich Customer’s Orders are pending. This module is designed to aid you in retrieving allthis information and a whole lot more.

While entering an Order Acceptance you may enter all the Invoicing Terms such asDiscount, Excise, Sales Tax etc applicable on the Order. When you enter the DO and givethe Order Acceptance Number the balance quantities pending despatch are automaticallydisplayed on the screen. You may modify the quantities as well as the rates of the goodsdespatched on that DO. As soon as you save the DO, it will automatically update the recordspertaining to the Order Acceptance and reduce the quantities of the Products pendingshipment.

You may however enter a DO without having an Order on hand. A DO will affect yourStock but will have no effect in the financial accounts till an Invoice is entered.

When you enter a Sale Invoice and enter a DO Number which has not been invoiced, it willdisplay all the particulars of the DO. When you save the Invoice, the DO will be marked asinvoiced preventing double invoicing on the same DO. You may however enter SaleInvoices without having entered an Order Acceptance or DO previously.

Entering DocumentsWhenever you select an option to enter a transaction, you have the following choices :

Append Modify Delete Switch *

select Append to add a new documentselect Modify to edit an existing documentselect Delete to erase an existing documentselect Switch to change from one type of document entry screen to another. Please notethat this feature is only available when using Receipts / Payments.

You may move from among the choices by using the arrow keys. You may also press Ato enter the Append mode; M for Modify ; D for Delete and S for Switch . *Switch isavailable in limited options. These options are however not available in Closing/ProductionRates.

Modify/DeleteAll documents entered thru this section may be modified/deleted at will, at a later date.Being ONLINE, all balances are updated AUTOMATICALLY by FACT when a modification/deletion is made.

Introduction to Ar/Ap


However, at some places modification/deletion is either blocked or restricted.An example is a Sale Invoice against which a Receipt has been adjusted, whether in partor full. Or the Invoice may be adjusted against a Credit Note. In such a case, modification/deletion is not permitted. To modify/delete, first modify the Receipt and delete theadjustment against the Invoice. Or in case of adjustment against Credit Note, delete theadjustment. Once all adjustments are deleted, the Invoice may be modified/deleted. Thesame goes for Purchase Invoices/Debit Notes/Credit Notes etc.

Restricted modification is allowed in case of Sales Order Acceptances and PurchaseOrders. These quantities on order are allowed to be modified only so far as the newquantities are not below the shipped quantities on the Sales O/A or Purchase Order.

In the Sales D/O and Invoice module, a document entered by one user, CANNOT bemodified or deleted by another. Only the MANAGER may Modify/Delete Sale D/Os or SaleInvoices entered by any other user.

SwitchSwitching between Vouchers & Journals modules is allowed through this option. Say you’reentering a Voucher (One Db/Cr) and wish to enter a Receipt Voucher for a Customer - youneed not come out of Voucher Entry Module. Just select SWITCH. The following optionswill be displayed :

• Vouchers - Many Db/Cr• Journals• Customers• Vendors

Bring the cursor to Vouchers – One Db/Cr and press <RET> and you are in the Voucher– Bank/Cash Module. Complete your entry, choose the SWITCH option again and switchback to Customers.


InventoryAll entries made thru Sales & Purchases AUTOMATICALLY affect Inventory. Any modifi-cation/deletion of documents entered thru these modules are reflected in the Inventoryautomatically. Whenever a document affecting Inventory is entered/modified/deleted, thecorresponding entry is automatically made affecting the Valuation of Stocks. No additionalentries need be done.

Opening EntriesOpening Entries of the following are done thru Masters/Opening Balances :

• Sale Invoices • Purchase Invoices• Sale Service Invoices • Service Invoices• Receipt • Payment• Debit Note • Credit Note

192 FACT User Guide

The other opening entries done thru this section are:

• Unadjusted Sales O/A• Purchase Orders

None of the opening entries affect the financial books. They are merely the breakup of theamounts entered in the General Ledger Control Accounts of each category.

To avoid chances of errors creeping in, a safety feature has been built in. To enter theOpening Orders, Advances and Debit/Credit Notes, the Date Range set by MANAGERmust be From System Install Date To End Date of the accounting period. After theOpening Entries have been made, change the To Date to a date say one day less than theEnd Date of the accounting period. Now no entries will be accepted before the SystemInstall Date.

Customer/Vendor StatusThis is available for both the Sales as well as Purchase Modules. When you enter theCustomer/Vendor Code in Order, D/O, Invoice & Invoice Return modules, the following aredisplayed :

• Outstanding D/Os• Net O/s Balance• Total of both the above

The Total will be displayed in normal mode on the screen. However, If this Total exceedsthe Credit Limit, it will start flashing (on color monitors — in red). You can still proceed withentry of the document. This check is not performed if the Credit Limit has been set at zero.

Multiple CurrencyFACT allows Multiple Currency for Sales & Purchases entries such as Orders, D/Os,Invoices, Returns, Service Invoices, Debit & Credit Notes, Receipts, Payments and PartyJournal.

FACT allows you to enter the daily Exchange Rates of foreign currencies – both buying &selling rates. When you are entering a document in a foreign currency, the day’s rate ispicked up automatically and the local currency equivalent is displayed. You may changethe local currency amount if desired. When the day’s exchange rate has not been entered,FACT looks for the immediately preceding rate. If found, it asks you whether the rate shouldbe considered. If you answer Y, it saves it for the day and proceeds. If it finds that no ratehas been entered, it prompts you for the rate before you can proceed further.

The local currency is defined in Account/System/Configuration/Currency. If you areentering a document in local currency, you just press <RET> when you come to Currencyand proceed. If you wish to enter a Foreign Currency, enter the Short Name for the currency.Or press F1 for the Popup Help Box. Select the currency from the box and proceed.

The Foreign Currency Master is created and updated thru Entry/Currency Rates. You mayenter the currencies you need. Separate Buying & Selling Rates are maintained. You haveto enter the rate at which the bank would buy the currency from you as well as the rate atwhich they would sell the same currency to you.

When you make any form of payment in that currency, the bank's selling rate will be


considered –– because, you have to buy that currency from the bank to make that payment.Similarly, when you make any form of receipt in that currency, the bank's buying rate willbe considered –– because, in reality, the bank is buying that currency from you.




User Level CheckGo to Accounts/Preference/User Maintenance. Here you may specify the number ofdays for which the user may access back dated information. You may also specify whetherthe user is allowed to make post dated entries. Obviously access to back dated informationand entry of post dated information will be within the confines of the Active DateRange described above.

Applicability DateWhen defining a document numbering category, you are asked to enter the date range forwhich the numbering category is applicable. Entries outside this date range is not allowedfor documents using the category. Over and above this date range, the system will checkwhether the entry being made by the user falls within the user level check and then underthe Active Date Range .



Masters / Salesmen/AgentsFACT allows you to keep control over sales made through agents/salesmen. Eachcustomer can be attached to an agent/salesman. The default agent/salesman can beoverwritten at the document entry stage. This will enable you to take a report on agent/salesman later on. This may also be used in case of parties with multiple addresses.However, you may ignore this in case you do not sell in this manner.

Agent CodeEnter a 4 character alphanumeric/numeric code. Use F1 to pop up all existing Agents.

NameEnter the name (max: 50 characters)Address

194 FACT User Guide

Enter the address - 3 lines of 40 characters each - after the first 20 characters, the addressline scrolls inside–do not worry !CityEnter the city name (max: 20 characters)

StateEnter the name of the state

PinEnter the postal/pin/zip code (max : 15 characters)

PhoneEnter the phone numbers (max: 20 characters)

Masters / Vendors/CustomersCustomers

This option allows you to create the master database all your Customers - including theirbilling address, shipping address, phone numbers, GST/VAT/ST numbers and agent code.

CodeEnter a 4 character alphanumeric/numeric code. Use F1 for Help on existing customercodes. Customer codes have to be unique.

NameEnter the name (max: 50 characters)

[ ]Billing & Shipping AddressCheck this box to enter the billing and shipping address. As you check the box the Billingand Shipping address screen appears. Two types of address can be entered for everyCustomer - Billing address & Shipping address. The screen has two columns for enteringthe billing and shiiping address. Both these addresses consists of 3 lines of 40 characterseach - after the first 20 characters, the address line scrolls inside! For the address, you canenter the following details too :

CityEnter the city name (billing & shipping). Max: 20 characters.

StateEnter the name of the state (billing & shipping).

CountryEnter the name of the country (billing & shipping).

PinEnter the 15 character postal/pin/zip code ((billing & shipping).

PhoneEnter the phone numbers (billing & shipping). Max: 20 characters.


FaxEnter the fax number (billing & shipping). Max: 20 characters.

ContactEnter the name of the contact person at the customer's office – this is used when printingparty Account Confirmations.

CST Noor GST/VAT Registration NumberEnter the Central Sales Tax No (optional). Maximum : 35 characters. This can also be usedto enter the GST Registration Number or the VAT Registration Number of the Customer ifit is available or required under local regulations.

SST Noor GST/VAT Registration NumberEnter the State Sales Tax No (optional). Maximum : 35 characters. This can also be usedto enter the GST Registration Number or the VAT Registration Number of the Customer ifit is available or required under local regulations.

[ ] Special Rate SchemeThe Rate Scheme dialog box will pop-up if you have defined any Special Rate Scheme thruMasters/Items/Products/Special Rates - Customers OR Special Rates - Vendors . Theexisting schemes will be displayed on the left of the dialog box. Tag the schemes applicableto the Customer/Vendor and bring the cursor to <Select > and press <Ret>. The selectedschemes will be displayed on the right. The schemes will be applicable in the order in whichthey are selected. You may reset the order in which the schemes appear. Use [Ctrl]+ keysto reposition the schemes. Bring the cursor to <<Ok>> and press <Ret> to save. You cantag unlimited Special Rates Schemes to a customer/ vendor.

Agent CodeEnter the Agent Code if applicable. Use [F1] to pop up all Agents.

General LedgerHere, you may select a separate General Ledger Code for the Customer / Vendor. Selectinga GL Code here allows you to post all transactions pertaining to this party to this Code,rather than to the Trade Debtors A/c (Master Control) or Trade Creditors A/c (MasterControl) in System Controls .

Press F1 to get the list of BS type General Ledgers Codes. You can select any one fromthe list. You should read through the Notes section for more details.

Customer Credit Control( )Use Setting in the System( )Never Check Credit( )Blocked

This option allows you to override the setting in the System Controls. You can select anyone option. Use Setting in the System and Never Check Credit as needed. Choosing UseSetting in the System will follow the setting in the System Controls. Choosing Never CheckCredit will ignore the System Control Setting, even if it is 'Warn' or 'Block' and will not blockeven if the credit limit is exceeded. Credit Limits are checked in the following modules:

196 FACT User Guide

Entry / Voucher - Receipt/Payment / CustomerEntry / Journals / Customer - Debit/Credit NoteEntry / Journals / Party JournalEntry / Sales / Invoice(Bill)Entry / Sales / Service InvoiceEntry / Sales / Return

Choosing Blocked will block any entry related to the customer irrespective of what is definedin the system controls. The difference between Block in System Controls and Blocked inthe Customer Master is, the latter will shut off any entry related to that particlar customer.Therefore choosing Blocked in the Customer Master will not allow you the entry of Sales/DOs (Challan). If you try to make entry for Sales/ DOs for that customer, the system willdisplay a message that all entries for the customer have been blocked.

Credit daysEnter number of credit days allowed.

LimitEnter the Credit Limit allowed.

Vendors

This option allows you to create the master database for all your Vendors - including theirbilling addresses, phones, sales tax numbers and agent code. The entries in this moduleis exactly similar to those in the Customers module. The only difference is that the conceptof a Shipping address does not apply to Vendors.

Notes• Enter codes in serial - the codes increment if all the characters are numeric - data entry

is much faster

• Customer & Vendor (Supplier) Codes have to be unique

• Credit Limit Exception Report is generated thru AR-AP/Party Ledger

• Credit Limits are checked in the following modules for Vendors -Entry / Voucher - Receipt/ Payment / VendorEntry / Journals / Vendor - Debit/Credit NoteEntry / Journals/ Party JournalEntry / Purchases / Invoice(Bill)Entry / Purchases / Service InvoiceEntry / Purchases / Return

• Tagging a General Ledger Code for a Customer/Vendor enables you to have alltransactions for that party posted to the selected GL Code. No transactions for thisCustomer / Vendor are then posted to the Trade Debtors/ Trade Creditors Contol Accounttagged in System Controls. Having a separate GL Code for a party helps you classifythe debtors / creditors in the Balance Sheet. The Ar/Ap / Listing of Masters / Customer/Vendor report will display the GL Code tagged to the party.

Individual Opening Balance General Ledger figures, for all those Customers and Vendors


for whom a separate GL Code has been tagged, has to be now entered from Masters/ Opening Balances / General Ledgers option. If you have assigned individual GLCodes in the middle of an Accounting Period, this same Opening figure would also haveto be reduced from the Trade Debtors/Trade Creditors Master Control A/c.

The Debtors final balance figures will be the sum of the Trade Debtors Account balancein System Controls and all the General Ledger Accounts tagged to individual Customers.The final balance for Vendors will also be calculated similarly. On running Housekeep/ Year Ending process, Closing Balances as on the Cut Off Date for these GLs will beposted as the Opening figures.

• Detailed Listing of Customers / Vendors through Ar/Ap / Listing of Masters /Customers / Vendors options displays/prints Central Sales Tax Number, State SalesNumber, Credit Days, Credit Limit and Name as well

• It is possible for a Customer to be a Vendor as well. Assign a code specifying the statusas Customer, another code for Vendor. Sale Invoices are Entered for the Party in theCustomer Code, Purchase Invoices in the Vendor Code. To transfer the Credit Amount(of the Purchase Invoice) to the Customer Code, Enter a Party Journal, debiting theVendor Code and Crediting the Customer Code. In this case, the Party Journal has theeffect of creating a Debit Note in the Vendor Code and a Credit Note in the CustomerCode. Adjust these documents thru Entry/Adjustment of Documents

• It is possible to append a new Vendor/Customer thru the various Entry modules. In caseNO CODES mode is active, key in the new name and press Insert.

• User Defined Fields created for Customers or Vendors are available in the DocumentDesigner for their respective document types.

Items/Products / Special Rates - Customers & Vendors

This option allows you to define special rate schemes for Products/Group of products basedon different Quantity slabs / Rate slabs. However, you can override these rates at the billingstage. Press Enter on Append.

SchemeEnter a name for the new scheme (max 15 characters)( ) All Products( ) Product...( ) Group

Press Enter on the option for which the scheme is applicable. In case you choose Productor Group, a box will display all the Products / Groups existing in the system, select the onedesired. For Groups, Subgroups can also be selected. The selected Product/Group/Subgroup will be displayed at the panel on the top right hand corner

FromEnter the date From which this special rate scheme should be applicable

198 FACT User Guide

ToEnter the date To which this special rate scheme should be applicable

Rates AsSelect Fixed if the value assigned by you will be considered over the actual sale / purchaserate entered in Masters/Items/ProductsSelect Less Value if the value assigned by you will be deducted from the actual sale/purchase rate entered by you in Masters/Items/ ProductsSelect Less % if the % value assigned by you will be deducted from the actual sale /purchase rate entered in Master/Items/Products

BasisSelect Simple if the special rate will be applicable for any quantity or any value. No quantityslab or value slab can be defined

Select On Quantity if the special rate will be applicable for quantity slabs as defined by youSelect On Value if the special rate will be applicable for value slabs as defined by you

PeriodIn case you selected On Quantity or On Value in the previous option the cursor will comethis option. Else it will skip this option altogether.

Select Month to Date / Year to Date / Week to Date if the total Quantity /Value will beconsidered on a MTD / YTD /WTD basis as at the time of entering the documentSelect Previous Months / Previous Weeks / Previous Days if the total Quantity / Valuewill be considered based on the previous Months/Weeks/Days from the date of entering thedocumentSelect Custom Dates if the total Quantity / Value will be considered for the date rangedefined by youSelect None if the total Quantity / Value on the document at the time of entry will only beconsidered.

How ManyThe cursor will come to this option only if you had selected Previous Months/PreviousWeeks/Previous Days in the above option. Enter the number of Previous Months/ Weeks/ Days for which the total Quantity/Value should be considered at the time of entering thedocument

FromEnter the date From which the total Quantity / Value should be considered. The cursor willcome to this option only if you had selected Custom Dates in Period

ToEnter the date To which the total Quantity/Value should be considered. The cursor will cometo this option only if you had selected Custom Dates in Period

[ ] Manual OverridePress <Ret>, a “X” sign will appear. This means that you have selected to keep the optionopen to manually override the scheme at the time of document entry


[ ] Consider ReturnsPress <Ret>, a “X” sign will appear. This means that the Quantity / Value of sales/purchasereturns should be considered to arrive at the total Quantity/Value

Quantity / ValueEnter the Quantity/Value slab for upto which the special rate is applicable. You may haveupto 50 such slabs on the same scheme. This is not applicable in case you had selectedSimple in the Basis Option

CurrencyEnter the foreign currency for which this scheme is applicable. Leave it blank if it isapplicable in your local (base) currency

RateEnter the rate that is applicable for that slab.Select Fixed if this will be the selling / buying rate that will be considered for the slab.Select Less Value if this value is to be deducted for this slab from your selling / buyingrate defined in Items /Products MasterSelect Less% if this %age will be deducted from the actual value for this slab

• In case of Quantity the slab will be considered on the Stocking Unit of measurement

• If the scheme has been defined for a Group, the scheme will be applicable to eachindividual item under that group and not to the group as a whole.

Customer / VendorThe Customer / Vendor button in the Special Rates Scheme screen allows you to tagSpecial Rates to Customer(s) and Vendor(s) respectively. You need to enter the followingfields.Sort byEnables you to sort the Customers or Vendors either by Name or Code .

Add Scheme toSelect Top of list button to add the scheme to the top of the Selected Scheme list. SelectBottom of list to place the scheme at the bottom of the schemes already selected. This

option is particularly helpful when you have a lot of schemes selected.

Code Name & Selected SchemeCode name displays the name of Customers or Vendors. You can tag more than oneCustomer or Vendor to the Rate indicating that several customer/ vendors can have thesame rate. To tag all the customers or vendors to the Special Rate scheme, click the 'TagAll' button. On tagging a customer or vendor the 'Selected Scheme' option displays theScheme(s) tagged to it.

You can tag only one Scheme through this screen. To tag more than one Scheme to aCustomer or Vendor you will have to go to the Customer/ Vendor Master. However, you canchange the order in which the Rate Schemes will be applicable. To change the order of theschemes, click on the button beside the description of each Selected Rate Scheme anddrag.

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Masters / Opening BalancesOpening Balances / Customers

This module allows you to enter outstanding documents for a customer, carried forwardfrom the previous year. Press <Ret> on Customers for a list of all existing customers. Thiswill be displayed to the left of the screen. Bring the cursor to the customer for whom youneed to enter the Opening Balances and press <Ret>. You will be prompted with thefollowing options :

• Consolidated• Invoice• Receipt• Debit Notes• Credit Notes• Orders

ConsolidatedFACT allows you to enter the consolidated opening position of a customer. You can selectthis option if you feel that individual document level details are not required.AmountEnter the net opening balance. In case of a credit balance, prefix the amount with a (-)vesign.CurrencyEnter the foreign currency. Use F1 to Popup Help box.

Cur AmtEnter the amount in foreign currency. If no currency code was entered in Currency , thecursor skips this option.

ClassIn case you are using document class to keep branchwise accounting etc. enter the class.Use F1 to Popup Help box.

Notes• If the opening balance for the customer is a debit balance (i.e.. you will receive from the

customer), FACT will make an entry into the bill file marking it as an opening entry. In caseof a credit balance (i.e.. you have to pay the customer) FACT will make an entry into thereceipt file

• A consolidated credit balance must be prefixed with a negative (-ve) sign. Apositive entry will be treated as a Debit balance.

• If you have decided to enter a Consolidated Opening balance for a customer, you cannotenter individual document level details of the opening balance for that customer. In otherwords, you cannot enter the individual Invoices, Debit Notes, Credit Notes, Receipts etc.

InvoiceThis section allows you to enter details of individual opening invoices for each customer.


You are required to enter only the net invoice amount and the outstanding opening balanceamount only. Individual product level details cannot be entered.Invo NoEnter invoice number (max: 15 characters). Use F1 to Popup all opening invoices.

DateEnter invoice date. It should be prior to System Install Date.

DueEnter the due date of the invoice. In default it calculates it from the Customer Master.

Net AmtEnter Net Amount. This is the actual invoice amount.

Bal AmtEnter Balance Amount. This is the amount that is outstanding as on the System Install Date.

CurrencyEnter the foreign currency. Use F1 to Popup Help box. Leave this field blank for a localcurrency document.


ClassIn case you are using Document Class to keep branchwise accounting etc. enter the class.Use F1 to Popup Help box.

P O #Enter customer's Purchase Order number.

P O DateEnter customer's Purchase Order date.

ReceiptThis section allows you to enter details of individual opening receipts from customers. Youare required to enter only the net receipt amount outstanding as on the System Install Date.

Vr NoEnter the opening voucher number (max : 5 characters). Use F1 to Popup all existingvouchers entered so far.

DateEnter the voucher date. This has to be prior to System Install Date.

Chq NoEnter the cheque number. This is the customer's cheque number.

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Chq DateEnter the cheque date. This is the customer's cheque date.

OnEnter the bank on which the cheque has been drawn.

AmountEnter the net receipt amount (in local currency) outstanding as on the System Install Date.

CurrencyIf the document is in a foreign currency, enter the currency code. Use F1 to Popup Help box.

Curr AmtEnter the equivalent amount in the selected foreign currency. This is the amount that isoutstanding as on the System Install date. If no currency code was entered in Currency ,the cursor skips this option.ClassIn case you are using Document Class to keep track of branchwise accounting etc. enterthe class code here. Use F1 to Popup Help box.

Debit Note/Credit NoteThis section allows you to enter details of individual opening debit notes or credit notes forcustomers. You are required to enter only the net amount outstanding as on the SystemInstall Date.

Doc NoEnter the Debit/Credit Note number (max : 5 characters)

DateEnter the Debit/Credit Note date

AmountEnter the net amount (in local currency) outstanding as on the System Install Date.

CurrencyIf the document is in a foreign currency, enter the currency code. Use F1 to Popup Help box

Cur AmtEnter the equivalent amount in the selected foreign currency. This is the amount that isoutstanding as on the System Install date. If no currency code was entered in Currency ,the cursor skips this option.

ClassIn case you are using document class to keep track of branchwise accounting etc. enter theclass code here. Use F1 to Popup Help box

OrdersThis section allows you to enter details of individual opening sales orders for customers.You are required to enter full details of all orders outstanding as on the System Install Date.


When you press <Ret> on Orders , the screen chains automatically into the normal OrderEntry screen available from Entry / Sales / Orders. For a detailed explanation of each field,please refer to the Sales / Orders section of the User Guide.

When you have finished entering for one customer, press [Esc] to exit from the Appendmode. You may move to Modify/Delete option. If no Modification/Deletion is required, press[Esc] again. This will transfer control to the list of customer names. Select the nextCustomer and repeat the above process.

Notes• Make a list of all outstanding documents with their net amount and the balance amount

before keying them in.

• After Entering all outstanding documents, go to Housekeep/Diagnostics . Run DrControl –– it will show you on the screen the totals of the documents Entered by you andthe amount Entered as outstanding in the Trade Debtor (Accounts Receivable) GeneralLedger Account. In case they do not tally – check up, you have made a mistake.

• You may check the number of Opening Sale Invoices Entered. Go to Housekeep/Tallyof Documents

Opening Balances /Vendors

This module allows you to enter outstanding documents for a vendor, carried forward fromthe previous year. Press <Ret> on Vendors for a list of all existing vendors. This will bedisplayed to the left of the screen. Bring the cursor to the vendor for whom you need to enterthe Opening Balances and press <Ret>. You will be prompted with the following optionsfor Vendors -

• Consolidated• Invoice• Receipt• Debit Notes• Credit Notes• Orders

ConsolidatedFACT allows you to enter the consolidated opening position of a vendor. You can select thisoption if you feel that individual document level details are not required.

AmountEnter the net opening balance. In case of a credit balance, prefix the amount with a (-)vesign.

CurrencyEnter the foreign currency. Use F1 to Popup Help box.


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ClassIn case you are using document class to keep branchwise accounting etc. enter the class.Use F1 to Popup Help box.

Notes• If the opening balance for the customer is a debit balance (i.e.. you will receive from the

customer), FACT will make an entry into the bill file marking it as an opening entry. In caseof a credit balance (i.e.. you have to pay the customer) FACT will make an entry into thereceipt file

• A consolidated credit balance must be prefixed with a negative (-ve) sign. Apositive entry will be treated as a Debit balance.

• If you have decided to enter a Consolidated Opening balance for a customer, you cannotenter individual document level details of the opening balance for that customer. In otherwords, you cannot enter the individual Invoices, Debit Notes, Credit Notes, Receipts etc.

InvoiceThis section allows you to enter details of individual opening invoices for each vendor. Youare required to enter only the net invoice amount and the outstanding opening balanceamount only. Individual product level details cannot be entered.Invo NoEnter invoice number (max: 15 characters). Use F1 to Popup all opening invoices.

DateEnter invoice date. It should be prior to System Install Date.

DueEnter the due date of the invoice. In default it calculates it from the Vendor Master.

Net AmtEnter Net Amount. This is the actual invoice amount.

Bal AmtEnter Balance Amount. This is the amount that is outstanding as on the System Install Date.

CurrencyEnter the foreign currency. Use F1 to Popup Help box. Leave this field blank for a localcurrency document.


ClassIn case you are using Document Class to keep branchwise accounting etc. enter the class.Use F1 to Popup Help box.


Party Invo NoThis is the supplier's (vendor's) invoice number. Maximum 20 characters.

PaymentsThis section allows you to enter details of individual opening payments made to vendors.You are required to enter only the net payment amount outstanding as on the System InstallDate.

Vr NoEnter the opening voucher number (max : 5 characters). Use F1 to Popup all existingvouchers entered so far.

DateEnter the voucher date. This has to be prior to System Install Date.

Chq NoEnter the cheque number. This is the customer's cheque number.

Chq DateEnter the cheque date. This is the customer's cheque date.

OnEnter the bank on which the cheque has been drawn.

AmountEnter the net receipt amount (in local currency) outstanding as on the System Install Date.

CurrencyIf the document is in a foreign currency, enter the currency code. Use F1 to Popup Help box.

Curr AmtEnter the equivalent amount in the selected foreign currency. This is the amount that isoutstanding as on the System Install date. If no currency code was entered in Currency ,the cursor skips this option.

ClassIn case you are using Document Class to keep track of branchwise accounting etc. enterthe class code here. Use F1 to Popup Help box.

Debit Note/Credit NoteThis section allows you to enter details of individual opening debit notes or credit notes forvendors. You are required to enter only the net amount outstanding as on the System InstallDate.

Doc NoEnter the Debit/Credit Note number (max : 5 characters)

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DateEnter the Debit/Credit Note date

AmountEnter the net amount (in local currency) outstanding as on the System Install Date.

CurrencyIf the document is in a foreign currency, enter the currency code. Use F1 to Popup Help box

Cur AmtEnter the equivalent amount in the selected foreign currency. This is the amount that isoutstanding as on the System Install date. If no currency code was entered in Currency ,the cursor skips this option.

ClassIn case you are using document class to keep track of branchwise accounting etc. enter theclass code here. Use F1 to Popup Help box

OrdersThis section allows you to enter details of individual opening purchase orders made outto the vendors. You are required to enter full details of all orders outstanding as on theSystem Install Date. When you press <Ret> on Orders , the screen chains automaticallyinto the normal Purchase Order Entry screen, also available from Entry / Purchases/Orders. For a detailed explanation of each field, please refer to the Purchases / Orderssection of the User Guide.

When you have finished entering for one customer, press [Esc] to exit from the Appendmode. You may move to Modify/Delete option. If no Modification/Deletion is required, press[Esc] again. This will transfer control to the list of customer names. Select the nextCustomer and repeat the above process.

Notes• Make a list of all outstanding documents with their net amount and the balance amount

before keying them in.

• After Entering all outstanding documents, go to Housekeep/Diagnostics . Run DrControl –– it will show you on the screen the totals of the documents Entered by you andthe amount Entered as outstanding in the Trade Creditors(Accounts Payable) GeneralLedger Account. In case they do not tally – check up, you have made a mistake.

• You may check the number of Opening Purchases Invoices Entered. Go to Housekeep/Tally of Documents

Entry / Journals

Journals / Debit/Credit Note

At times you may receive a short payment against a Invoice due to a shortage claim of a


Customer which you may accept. Or you may raise a Debit Note on a Vendor for fax chargesand adjust this against some Outstanding Invoice.

To do any of the above you would need to raise a Credit Note/Debit Note to reflect suchclaims in your books of accounts. This module allows you to Enter these documents andadjust any General Ledger Account correspondingly.

Debit/CreditTo raise a Debit Note, enter D; For a Credit Note, enter C.

Note NumberEnter the Debit/Credit Note Number. Use F1 for a Popup Help Box.

DateEnter the Debit/Credit Note Date.

Customer/Vendor CodeIf you had selected Customer from the menu, enter the Customer Code.If you had selected Vendor from the menu, enter the Vendor Code.Use F1 for Popup Help Box.

NarrationYou may enter a narration here - max : 200 characters.

ClassIf you are using Document Class to keep track of branches, divisions etc, enter theDocument Class code here.

CurrencyIf the Debit/Credit Note is in a foreign currency, enter the foreign currency code. Theexchange rate for the day or the immediately preceding rate available will be picked up fromthe Master.

A/CEnter the General Ledger accounts to be debited or credited. Here, you may tag any numberof GL Codes as per your requirement.

AmountIn case the Debit/Credit Note is in a foreign currency, enter the foreign currency amount.

Amount (Local Currency)Enter the Debit/Credit Note amount. In case the Debit/Credit Note is in a foreign currency,the local currency equivalent would be displayed. Change if desired.

If you are in the Append mode, the screen changes at this point and FACT moves intoAdjustment Of Documents/Debit Notes OR Credit Notes for Debtors OR Creditors,automatically. This enables you to adjust the Debit/Credit Note Just created without comingout of the Debit Note/Credit Note entry module. If you do not wish to adjust the Debit/CreditNote just created, press [Esc] .

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After you have saved (or aborted) the Adjustment, FACT returns you to the Debit/CreditNote entry module automatically.

Notes• Debit Notes/Credit Notes pertaining to the previous accounting period which are lying

unadjusted as on the last day of the accounting period are Entered with the NETOUTSTANDING Balances as Opening Debit/Credit Notes in the current accountingperiod. Enter this thru Masters/Opening Balances/Vendors–Customers. This may beentered thru this module also with Date being prior to the current Accounting Period.

• Listing of all Opening Debit Notes is generated thru AR-AP/Debit Note Register/Customers, Vendors.

• Listing of all Opening Credit Notes is generated thru AR-AP/Credit Note Register/Customers, Vendors .

• Opening Sale Returns/Purchase Returns/Party Journals are also Entered as Debit/CreditNotes thru this module with their NET OUTSTANDING balances as already explained intheir respective entry modules.

• Debit Notes/Credit Notes entered here are different from those generated automaticallywhen Sale/Purchase Returns are entered. You cannot modify/delete Debit/Credit Notesentered here from those entry routines and vice versa.

• FACT tracks down each document of Customers/Vendors showing gross amount/adjusted amount/net amount - including for Debit/Credit Notes. You may adjust the Db/Cr Notes thru Entry/Adjustment of Documents/Credit Notes - Customers, CreditNotes - Vendors, Debit Notes - Vendors .

• Reports on Db/Cr Notes can be generated from AR/AP/Credit Note Register, DebitNote Register.

• Debit Notes/Credit Notes are considered in Ageing Analysis for Customers & Vendors.

Journals / Party Journal

At times a Customer of yours can make a payment to a Vendor on your request. You haveto credit the Customer for the amount paid to the Vendor and debit the Vendor for the likeamount. This module enables you to enter a journal effecting both parties’ accounts byraising a Credit Note on the customer and a Debit Note on the vendor. You may then goand adjust these notes as you would any other Debit/Credit notes.

The major difference between a normal Journal Voucher and this one is that instead ofdebiting/crediting the General Ledger Accounts, you pass entries at the Party Ledger level- between customers and vendors, customers and customers, vendors and vendors.

Voucher NumberEnter the Party Journal Voucher Number. Use F1 for Popup Help Box.


DateEnter Voucher Date.

CurrencyIf the Party Journal has is in a foreign currency, enter the Currency Code. Use F1 for PopupHelp Box. A popup box will prompt you to choose between the Buying & Selling Rates.Select the appropriate one. In case it is in local currency, leave this field blank.

AmountEnter the foreign currency Amount in case the Party Journal is in a foreign currency.Otherwise the cursor skips this prompt.

Amount (local currency)If you had entered foreign currency, the local currency equivalent would be displayed.Change if desired. Else, enter the local currency amount.

NarrationYou may enter a Narration, max : 200 characters.

DbEnter the code of the Customer/Vendor who should be debited.

CrEnter the code of the Customer/Vendor who should be credited.ClassIf you are keeping track of branches, division, etc using Document Class, enter theDocument Class code here.

DescriptionYou may enter an additional description for each Customer/Vendor to be debited orcredited. Max : 50 characters.

Notes

• FACT automatically raises Credit/Debit notes on the parties being affected through thisjournal. Such credit/debit notes can be adjusted against any entries such as payments,invoices or receipts.

• You may enter only one debit and one credit entry on a single Party Journal.

• Reports on Party Journals entered are taken from AR-AP/Credit Note Register/PartyJournals and from AR-AP/Debit Note Register/Party Journals.

• Entering a Party Journal has no effect in the financial accounts - it is merely a contratransaction between two or more customers/vendors. It however makes an AUTOJOURNAL voucher starting with IP = Inter Party Journal and affects Sundry Debtors(Accounts Receivable) and Sundry Creditors (Accounts Payable) Control Accounts.

• Inter Party Journals pertaining to the previous accounting period which are lyingunadjusted on the last day of the accounting period are entered as an opening DEBIT

210 FACT User Guide

NOTE or a CREDIT NOTE with their NET OUTSTANDING balance.

• Listing of all Opening Debit Notes/Credit Notes is generated thru AR-AP/Credit NoteRegister or AR-AP/Debit Note Register .

Entry / Vouchers - Receipt /PaymentCustomers pay you for Sale Invoices & Debit Notes or as Advance Deposits. You may alsomake Payments to Customers in refund of Advance Deposits or in payment of anoutstanding Credit Note.Similarly you pay Vendors for Purchase Invoices, Debit Notes or as Advance Deposits.Vendors may also pay you against the Debit Notes you raise on them or in refund ofAdvance Deposit payments you may have made. In short, this module allows you to makethe following type of entries :

Receipt from CustomersReceipt from Customers can only be against Sale Invoices, Debit Notes or as AdvanceDeposits.

Payment to CustomersPayment to Customers can only be against Credit Notes or refund of Advance Deposits.

Payment to VendorsPayment to Vendors can only be against Purchase Invoices, Credit Notes or as AdvanceDeposits.

Receipt from VendorsReceipt from Vendors can only be against Debit Notes or refund os Advance Deposits.

Entries made here will automatically post to the to the Party Ledger and the General LedgerControl Accounts. It will also update the relevant Bank/Cash books and tag the Payment/Receipt against the relevant document reducing their outstanding balance.

Choose Customers/Vendors from the small box and proceed. You may SWITCH betweenVoucher/Journals. Please refer to the introduction for a more detailed explanation on howto use the SWITCH option.

Pay/RecdIf you are entering a Receipt Voucher, enter R for Receipt; Enter P for a Payment Voucher.Use F1 for Popup Help Box. The help box will list all Receipts & Payments Vouchers.

Vr NoEnter the Receipt / Payment Voucher Number (max : 5 characters). Use F1 for Popup HelpBox. If you are entering a Receipt Voucher, F1 will list all Receipts made till date. Similarly,if you are entering a Payment Voucher, F1 will list all Payments made till date.

DateEnter the Receipt / Payment Voucher Date.


NarrationYou may enter a Narration (max : 200 characters). The screen scrolls towards the inside.

Bank/CashIf you are entering a Receipt Voucher, enter the code of the Bank or Cash Book to be debited.For a Payment Voucher, enter the code of the bank or Cash Book to be credited. Use F1for Popup Help Box.

Cust/VendIf you are entering a Receipt Voucher, enter the code of the Customer/Vendor to beCredited. Similarly, for a Payment Voucher, enter the code of the Customer/Vendor to bedebited. Use F1 for Popup Help Box. In case the Customer/Vendor does not exist, you willbe prompted with the following query :

‘This Customer/Vendor does NOT Exist ! Add New…Y/N !’.Answer Y to add this customer/vendor to the master file.

Bank ChargesEnter the amount charged by the Bank. You can enter either a positive(+) or a negative(-) amount as applicable. A positive (+) figure denotes that the value will be deducted fromyour bank account, while a negative(-) figure indicates that the value will be added to youraccount.

However, if the actual bill and other charges to be paid/ received from customers/ vendorsare clubbed together in one payment, then you need not enter anything in the Bank Chargesfield and enter the amount paid by the customer in the Amount field. You wll have to enterthe break-up in the item level entry - read help for the Type field for details.

A/CEnter the GL Code against which the amount is charged, for example, 0012(Clearance).You will enter the proper Receipt/ Payment aamount in the Amount field after the Chequedetails.

Chq noIf the receipt / payment is being made thru a Bank Book, enter the cheque no. On theotherhand, if you the receipt / payment is being made thru a Cash Book, this field is NotApplicable - N.A. will appear against this prompt.

DtEnter the cheque date. In case Chq No shows N.A., the cursor skips this option.

onIf you are entering a Receipt Voucher thru a Bank Book, enter the name of the bank on whichthe cheque is drawn. In case Chq No shows N.A., the cursor skips this option.

CurrencyIf you had selected a foreign currency Bank Book in Bank/Cash , FACT will display theCurrency Code.

If the receipt or payment is being made in a foreign currency, enter the Currency Code.Leave this field blank if the document is in the local currency. Use F1 for Pop Up Help Box.

212 FACT User Guide

AmountEnter the Receipt/Payment amount. In case the receipt/payment is in a foreign currency,this is the amount being received in that currency.

RateIn case the receipt/payment is being made in local currency, the cursor skips this option.If the conversion rate for the day is available, FACT displays the conversion rate. You maymodify the conversion rate here. If the day’s rate is not available, FACT offers you the optionto use the last rate that was entered.

ClassEnter a Document Class to indicate the branch, depot or type of order (local/export )epending upon how you are using this field. Use F1 for Popup Help Box.

Now Enter the appropriation of the Receipt/Payment. Since FACT keeps track of theoutstanding position document wise for all customer/vendor documents, the entries mustbe made document wise. The next step allocates the amount Received/Paid documentwise. Enter the amounts carefully. Also see the Tips section for automatic selection ofinvoices on LIFO/FIFO basis.

TypeTo enter any extra amount paid to or received from the Customer. select 'G' in this field. 'G'denotes GL Code. If you press [F1] in the Doc No., the system displays a list of GL Codesfor selection. You can select a GL Code to which the amount is to be posted. Enter theamount in the Amount field. In the other lines you can select 'B' and the proper Invoice (Bill)actual amount.

Suppose the actual amount of the bill and other charges are clubbed together in a payment.Then you need not add anything in the Bank Charges field. In the first line of the item levelenter 'G' in the S.No. field, select the relevant GL and enter the extra amount. In the secondline the bill amount should be adjusted.

Type & Doc NoEnter as follows :

For Receipts from CustomersType - B for Invoice, D for Debit Note. In case the receipt (or part of it), is a Deposit orAdvance, Enter A in Type. In Doc No Enter the Number of the Sale Invoice/Debit Noteagainst which the Receipt is to be adjusted. If you press F1 at Doc No the Popup HelpBox will show you all the Sale Invoices/Debit Notes outstanding against the Customer.Invoices/Notes which have been adjusted in full will not be shown.

For Payment to CustomersEnter Type - A for Advance Refund, C for Credit Note. Enter the Number of the AdvanceVoucher/Credit Note against which this Receipt is to be adjusted. If you press F1 at DocNo the Popup Help Box will show you all the Credit Notes/Advances unadjustedoutstanding against the Customer. Credit Notes which have been adjusted in full will notbe shown.

For Payment to VendorsEnter B for Invoices or C for Credit Notes in TYPE. In case the payment (or part of it),


is an Advance, Enter A in Type – Doc No is automatically generated by FACT. Enter theNumber of the Purchase Invoice/Credit Note against which this Payment is to beadjusted. If you press F1 at Doc No the Popup Help Box will show you all the PurchaseInvoices/Credit Notes outstanding for the Vendor. Invoices which have been adjusted infull will not be shown

For Receipt from VendorsEnter Type - A for Advance Refund, D for Debit Note. Enter the Number of the AdvanceVoucher/Debit Note against which this Receipt is to be adjusted. If you press F1 at DocNo the Popup Help Box will show you all the outstanding Debit Notes/UnadjustedAdvances for the Vendor. Debit Notes which have been adjusted in full will not be shown

If FACT detects that the selected document is in a different currency from that in which theReceipt/Payment is being made, you will be prompted further with the following :

Document NoThe selected document number is displayed as default.

TypeThe selected document type is displayed as default.

(Currency) AmountThe currency in which the selected document was made is displayed as default. Theamount that can be appropriated against the above Receipt/Payment amount is alsodisplayed. You may modify the amount that should be appropriated.

RateThe conversion rate is calculated and displayed as default. You may modify theconversion rate.

(Currency) EquivalentThe value of the appropriated amount (in the currency the Receipt/Payment is beingmade) is displayed. You may modify this amount.

IMPORTANTFACT checks to ensure that you have not entered the same document to be adjusted twiceon the same Receipt / Payment Voucher. In case it finds one, this message will flash :‘Document is being duplicated in Sl No.X ’

Where X stands for the serial number where the document was first entered. To removethe duplicate entry, bring the cursor to that entry and use [Ctrl]-PgUp to delete.

DescriptionThe selected Document Number and Gross Amount are displayed as default.

BalanceThe Balance amount outstanding on that document is displayed as default.

AmountThe Balance Amount of the Document is shown as default under the Amount column. This

214 FACT User Guide

is the maximum amount of the document that can be adjusted against the receipt / paymentbeing made. Change if desired. You cannot Enter an amount exceeding the balanceamount. In case of an excess payment/receipt, enter the excess as an Advance.

With every entry the total amount adjusted against the receipt/payment is displayed in thelast row in the Amount Column. The Balance to be appropriated is shown in the bottom leftcorner of the screen. You may save the receipt/payment only when the Balance against thisreceipt/payment has become zero.

To save press [Ctrl]-[Home] . To abort press [Esc] .

Notes• FACT allows you to make automatic adjustments using either the LIFO or FIFO method.

This implies that you need not enter the individual invoice numbers on a customer'sreceipt or a vendor's payment but instruct FACT to pick up the invoices either startingfrom the first (FIFO) or from the last (LIFO), till the receipt/payment amount gets fullyadjusted. Press [Esc] at Doc No for options.

• Listing of all Opening Advances is generated thru AR-AP/Outstanding Documents/Advances—Customers, Vendors .

• In case any Receipt/Payment is to be appropriated against any Sales/Purchase Returnsremember that Sales Return Notes generate a Credit Note automatically for theCustomer and a Purchase Return generates a Debit Note for the Vendor. Enter the Sale/Purchase Return Note Number in Doc No and C/D in Type.

• In case you have received/paid a cheque against a Invoice(s) thru this module and thecheque has bounced, make the following entries to nullify the effect of the cheque :

Modify the Receipt/Payment to show the amount as an Advance. Next make a Payment(in case the cheque was Received) or a Receipt (for a Payment) giving the original chequenumber and the original Receipt/Payment voucher number under Doc No thus returning/receiving back the Advance. The same sequence of entries apply in case a cheque wasreceived/paid last year and was returned in the current year.

• To see the document wise position of each party, generate AR-AP/MIS Reports/Analysis/Customer, Vendor.

• For a list of Outstanding Advances partywise, generate AR-AP/Outstanding Docu-ments/Advances - Customers, Vendors .

• You may enter some Receipts/Payments (or part of them) as advances or as on accountpayments due to non availability of information at the time of entry. You may later adjustthese thru Entry/Adjustments of Documents/Advances - Customers, Vendors .

• When you press F1 at Doc No it will show you only those Invoices which are dated priorto the Receipt/Payment date.

• Receipts/Payments which have been entered wholly or partly as advances and have beenadjusted thru Entry/Adjustments of Documents/Advances - Customers, Vendorscannot be modified/deleted. To do so, you will first have to delete the adjustments.The adjustment details can be seen in the detailed printouts from AR-AP/MIS Reports/Analysis/Customers, Vendors.


• AR-AP/Receipts Register, Payments Register show you all the Receipts/PaymentsEntered here with adjustment details (Entered at the time of entry of the Receipt/Payment) and day totals.

• You may view/print the details in the Bank/Cash Books also by answering Y whenprompted to include Customer/Vendor Details’. If you say N, only day totals will be shownwith the voucher number starting with :

DR : Customers’ Receipts CP : Vendors’ PaymentsDM : Cash Memo Sales CM : Cash PurchasesDT : Customers’ Cash Returns CT : Cash Purchase ReturnsDP : Customers’ Payments CR : Vendors’ Receipts

• For Cash Sales/Purchases, no entries for Receipts/Payments have to be made thru thismodule. The entries for cash are automatically made when you Enter the Cash Sale/Purchase thru Entry/Sales/Invoices or Entry/Purchases/Invoices .

• In Modification, a Customer/Vendor is not allowed to be changed and the cursor skipsthe option. In case you have entered a voucher for a wrong party, delete it and enterafresh. This is required so that a voucher of a party may not be modified and savedagainst some other party's invoices.

• The Bank Charges you enter will be available during the Bank Reconciliation throughEntry / Voucher - Receipts/Payment / Bank Reconciliation . Instead of chequenumbers the screen will display the Bank Charges.Read the following cases to understand the concept of Bank Charges:

CASE 1An outstation cheque of Rupees 1000 is received from a customer. For suchcheques, say, the Bank deducts Rupees 9 from the cheque amount as clearingcharges. Therefore you can directly enter Rs. 9 in the Bank Charges field andselect the GL code for Clearance Charges. In the Amount field enter Rupees1000 as the actual Invoice (Bill) amount. FACT will automatically post the actualamount received.

CASE 2The payment for a raw material is made by demand draft. For making the demanddraft, say, Rupees 30 is charged by the bank. In this case enter Rupees 30 asBank Charges and in the amount field enter Rupees 1000 as the actual paymentamount. In the Amount field you will enter the actual amount paid by thecustomer.

CASE 3The customer is given a cash discount of 50 against a cash sale of Rupees 1000.Here the receipt amount should be entered as 950. In the details, enter ‘G’ as DocType and enter the GL Code for Discount and –50 against the GL amount. In thenext line select ‘B’ and enter the proper Invoice (Bill) of Rupees 1000.

CASE 4Suppose you are getting a discount of Rupees 50 against a Purchase of Rupees1000 cash. While making a Payment Voucher for this you need not enter anyvalue in the Bank Charges field. In fact you should enter Rupees 950 in theAmount field, since after the discount the amount becomes 950. In the item level

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type ‘G’ and select ‘Discount’. Enter the amount as -50. In the second line enter‘B’ and 1000. Why should you enter - 50 in the first line against the Discount GL?This is because we are making a payment entry and this discount is of the receipttype and has to be adjusted against the Vendor’s ‘advance payment’, Credit Noteor Purchase Invoice.

CASE 5A Sale Invoice (Bill) for amount Rs 1000 is raised against the customer. Thecustomer also made a telephone call for which Rs. 2 is charged. The user haspaid 1002 in one payment. In this case the Bank Charges will be 0 and no GL Codewill be entered. Instead you will enter 1002 in the Amount field since along withthe telephone charges the amount is 1002 and the amount is going to your bank.In the line item select ‘G’ and GL for Telephone Charges and Amount as Rupees2. In the second line select ‘B’, select the proper Sale Invoice and Rupees 1000and adjust the amount.

Sales & Purchase Entries• FACT will check for the logged-in user and Popup a list of available Document Numbering

Schemes existing for the user. In case no numbering scheme has been defined for theuser, FACT will select the default numbering scheme. You can define the DocumentNumbering Scheme thru Account/Preferences/Document Numbering.

• If however, only one Numbering Scheme has been defined for the user, the Popup listwill not be available. FACT will pick up that Numbering Scheme automatically.

• At the Rate field FACT checks thru all the Special Rate Schemes defined for the customer/vendor and selects the one applicable to the product being entered. The Special RateSchemes are defined thru Masters/Item/Products/Special Rates - Customer ORSpecial Rates - Vendors . In case no Special Rate Schemes have been defined for thecustomer/vendor, the selling/buying rate entered in Masters/Items/Products will bedisplayed. If no rate has been entered in the Master, you can enter the rate at the pointof document entry.

• Pressing F1 at the product Rate field recalculates the product rate based on the SpecialRate Scheme applicable to that product and defined for the customer / vendor for whomthe document is being entered. This is especially helpful in case you have overwritten theproduct rate accidently and cannot recall the correct rate.

• For an existing Order Number on a DO the product rate is carried forward. In such a caseFACT does not calculate the rate based on the Special Rates Scheme applicable to theproduct. Here if you wish to replace the product rate with the Special Rate, press F1 atthe Rate field. Similarly, when you enter and existing D/O number on an Invoice, pressF1 at the Rates field to replace the existing rate with the Special Rate applicable.

• When you enter a Sale Invoice, FACT automatically debits the Customer’s account andposts the amounts to the General Ledger Control Accounts.

• Similarly, when you enter a Purchase Invoice, FACT automatically Credits the Vendor’saccount and posts the amounts to the General Ledger Control Accounts.


• Invoice Terms are posted to the General Ledger Accounts specified in Account/Preferences/System Controls/Sales against each term.

• The credit/debit entry for products is made in the General Ledger Accounts specifiedagainst each product in Masters/Item/Products/Products . If blank, it is posted tomaster control Sales/Purchase Account specified in Account/Preferences/SystemControls .

• The Credit Limit box in the Sales and Purchase Order, Challan, Bill Service Bill and Returnof the customer and vendor will print picture 999,999,999,999,99(Global picture formatof 18 digits defined in Account / System / Configuration ).

• Financial Accounts are effected thru the journal by creation of AUTO JOURNALS — youwill find an AUTO JOURNAL created thru Sale Invoices with a number starting with DB(meaning Customers' (Debtors') Invoices) and AUTO JOURNAL created thru PurchaseInvoices with a number starting with CB (meaning Vendors' (Creditors') Invoices). OneAUTO JOURNAL is created for each day’s total invoicing. AUTO JOURNALS are notallowed to be modified or deleted thru Entry/Journals. In case you modify/delete aPurchase/Sale Invoice, the corresponding AUTO JOURNAL is automatically changed.

• It is important to create an Order Acceptance first, followed by a D/O and finally an Invoiceif you desire an on-line effect on Pending Orders. If you raise an Invoice directly you willnotice that the O/A No is prompted for right in the end and that FACT will not validate it.However, if entered correctly, this number is also taken into consideration while reportingPending Sale Orders.

• On entering the Order No. in the Sales and Purchase Invoice(Bill), the Order Balance willbe automatically updated. Therefore you need not run the Housekeep / RecalculateBalances option.

The system also checks if the ‘Order Quantity Balances’ after entry of Sale/ D/Os becomenegative on updating the Order. If they do not become negative, then only the bill is linkedto the Order and the order balances are updated. If the Bill Order Quantities becomegreater than the D/O Quantity, the system will display a message and block further entry.

Following rules apply for the selection of Order No -

1 You can select an Order No. only if there is any pending shipment in the Order. For suchOrder No., the system displays the Order No. along with the pending shipment quantity.

2 You cannot increase or the pending quantity during data entry. This remains fixed.

3 If the Product Balance Quantities become negative in the Order on selecting the OrderNo, the system will not allow you to save the Invoice (Bill).

4 While modifying a Sales / Purchase Invoice (Bill), if you happen to change the OrderNo, the system will load fresh data related to the new Order No. After you have savedthe entry, you will have to update the Order Balance for the Sale and Purchase throughSale/ Orders and Purchase Orders respectively.

• You may move up and down the Invoicing Terms (use arrow keys) in case you want tomake any changes before saving the Invoice. The same facility is available in Modifymode also.

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• Use PgUp and PgDn to move up and down the products to make changes before saving- in Append and Modify.

• Invoice Terms are calculated as per FORMULA entered. Refer to Account/Preferences/System Controls/Sales

• FACT allows you to enter unlimited number of items in the Sales/ Purchase Order,Challan & Invoice(Bill), Service Invoice(Bill) and Return. The system also allows you toimport an unlimited number of items in these documents while importing documentsthrough Housekeep/ Import Data.

• Invoices for Service Items (i.e. Labour Charges, Consultancy, Rent etc) are entered thruEntry/Sale/Service or Entry/Purchase/Service .

• In case a new Product is added from within the sales or purchase module, you can enteronly the description and valuation technique. In case you do not want the Sale/PurchaseAccount for this product to be the same as the Sale Purchase Account specified by youin Account/Preferences/System Controls, go to Masters/Items-Products and addthe product from there. Enter the General Ledger Code for Sale & Purchase A/c and thenenter the document from here.

• Dynamic locking is on stock falling below minimum is active if you are using Multi UserFACT. The documents affected are :

• Sales DOs & Invoices• Sales & Purchase Returns• Stock Transfers & Inventory Issue Vouchers

In a Real-time, Multiuser environment, the situation is dynamic - stock of an item mightbe positive at the time the item was selected. However, by the time the document is saved,stock might fall below minimum level.

FACT runs a dynamic check on the stock position of each item on the DO, Invoice,Returns, Stock Transfers & Issue Vouchers before it is saved. In case it detects that thestock for any item is below minimum, a warning is displayed. The entry is either blockedor the warning itself is ignored, depending on the System Control Settings.

• On Foreign Currency Invoices, you can print the Local Currency equivalent as well as theBalance Amount in Foreign Currency.

• Multiple designs can be stored for documents like Orders, DOs & Invoices. When printinga document Online, you can specify the design which should be used for printing. InOffline printing too, you will be prompted to specify the design for printing. The Storeddesign is the one which was used to print the document Online.

• Excise on MRP Invoices - After you define an Excise Term for Sales, this Term will beavailable during entry of the following documents, allowing you to prepare ExciseInvoices -

√ Proforma Invoice / Quotations√ Sales Orders, DOs, Invoices and Returns


After you press [Ctrl][Home] keys in the Product Items box and come to the Excise Termin the Terms list, you will be prompted for the Excise percentage. On entering thepercentage, the Excise amount to be paid will be calculated based on whether Excise isincluded or excluded in MRP for you (selection made in System Controls / Sales /Invoice Terms for the Excise Term).

You will have to ensure that only those Products which have the same Excise percentageare included in a document. However, they may have different MRP Rates and Abeyancepercentages (entered through Product Master). When there are more than one Productin a document, the Excise amount will be calculated separately for each of them,added, and then displayed as the Term amount.As already explained, the Term amount / Excise payable amount would be calculateddifferently in either of the two cases discussed above - read on for details -

Case A - Excise not included in MRP (specified N in the Excise Term) -

Step 1 - First, the MRP Value is calculated -MRP Value = MRP Rate * Product Quantitywhere MRP Rate is picked up from the Product Master

Step 2 - Abeyance Amount is calculated, followed by the Assessable Excise Amount -Abeyance Amount = Abeyance % * (MRP Value/100)Assessable Excise amount = MRP Value - Abeyance Amountwhere Abeyance % is picked up from the Product Master

Step 3 - Finally, the Excise Amount is calculated and displayed as the Term Amount -Excise amount = Excise percentage * (Assessable Excise Amount/100)where the Excise percentage has been entered by you in the Excise Term

Case B - Excise included in MRP (specified Y in the Excise Term ) -

Step 1 - The MRP Value is calculated -MRP Value = MRP Rate * Product Quantitywhere MRP Rate is picked up from the Product MasterExample : 9 * 100 = 100, where MRP Rate is 9 and Quantity is 100

Step 2 - The Abeyance Amount is calculated, followed by the Assessable Excise Amountincluding MRP (AEAM) -Abeyance Amount = Abeyance % * (MRP Value/100)Assessable Excise amount including MRP = MRP Value - Abeyance Amountwhere Abeyance % is picked up from the Product MasterExample : 20 * (900/100) = 180, where Abeyance % is 20% and

900 - 180 = 720, where 720 is the AEAM

Step 3 - Finally, the Assessable Excise Amount and the resulting Excise payable Amountis arrived at -Assessable Excise amount = (AEAM * 100) / (100+Excise percentage)Excise Amount = Excise percentage * (Assessable Excise Amount/100)Example : (720*100) / (100+10) = 654.55, where Excise percentage is 10% and

10 * (654.55/100) = 65.5 is the Excise payable amount

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If no MRP Rate is entered in the Product Master, Excise would be calculated on thedocument amount / product amount, ignoring the settings in the Excise Term.

Entry / Proforma Invoice / QuotationWhat is a Proforma Invoice / Quotation ? Why is it needed?FACT has a detailed entry module for entering the Sales related data. However besidesselling a product directly to the customer or through Agents, companies also need to giveProforma or Quotation to the prospective buyer. Many buyers accept quotation fromdifferent companies and the decision to buy is taken considering the ‘rates’ given in thequotations. The Sale Order is made out when the buyer accepts the quotation. After the SaleOrder, the Challan or Sale D/O are made and then the Sale Invoice (Bill) is created. Whena product is sold against a Proforma Invoice or Quotation, the Sale Order, Challan (D/O)and Invoice generally have a reference to the Proforma Invoice or Quotation.

The Proforma Invoice / Quotation / Stock Items and Service Items enables you to enter theProforma(s) and link the necessary Proforma with all the Sale related entries. You do nothave to make entries of Quotation or Proforma Invoice if you do not issue quotations orproformas. In fact you can move directly to Sale Order Entry.Proforma Invoice/ Quotation has two options, namely:

• Stock Items• Service Items

The Proforma Invoice/ Quotation entry is similar to Sales Order entry, except for thefollowing fields -

Prof/QuoteYou can enter only 'P' or 'Q' for Proforma or Quotation.

Prof NoEnter the Proforma Invoice number. Pressing [F1] displays all the existing proformanumbers. The Proforma number entered will be available in the Sale Orders, Sale D/O andSale Invoice (Bill). You cannot have the same Proforma or Quotation number if it is alreadyexisting in FACT.

Prof DtThis field displays the current date on entering the Proforma No., and can be changed. Thedate is shown automatically in the Sale Order entry.

Valid UptoEnter the date upto which the Proforma / Quotation is valid. This Validity Date can be thesame as or later than the Proforma / Quotation Date.

Notes

• The Remarks entered in the Proforma is carried on to the Sale Order automatically.

• Through the Proforma Invoice/ Quotation under Ar/ Ap Document Pronting you will beable to print (offline) the Proforma Invoice or Quotations.


• The Account / Preferences / Document Numbering & Account / Preferences / DocumentPrinting, also supports entries for Proforma Invoice or Quotation.

Entry / Sales /OrdersYou will need this module to create and maintain track of customer orders. Generally a salesprocess starts with accepting an order from a customer.

O/A NoEnter the Order Acceptance Number (max : 5 characters). Use F1 for Popup Help Box.

PI/Q NoThrough this field you can link a Proforma Invoice or Quotation while making the SaleOrder. After you enter O/ A no. you can enter the Proforma Invoice or Quotation numberin this field. Pressing [F1] displays the list of Proforma Invoice or Quotation. Selecting theProforma Invoice or Quotation number automatically displays other details entered in theProforma or Quotation along with the information in the Product level that you can change.When a Proforma is selected in a Sale Order, the system will not allow you to add any otherproduct that is not present in the Proforma.

PI/Q dtEnter the date on which the Proforma was accepted.

Order NoEnter the Customer’s Purchase Order Number (max : 30 characters). Do not worry - thescreen scrolls inside. You may leave it blank.

DateEnter the Customer’s Purchase Order Date. If Order No was left blank, the cursor skips thisoption.

O/A DateEnter the Order Acceptance Number Date - it cannot be prior to the customer’s Order Date.

CurrencyEnter the currency code. Use F1 to Popup Help box.

RateIf the conversion rate for the day is available, FACT displays the conversion rate. You maymodify the conversion rate here. If the day's rate is not available, FACT offers you the optionto use the last rate that was entered.

VATThis prompt will appear only if you have specified VAT as Y in System Controls/InvoiceTerms. If the product Rate is inclusive of GST/VAT/ST, answer Y, else answer N. If youanswer Y, a list of GST/VAT/ST tax codes popup. Select the tax applicable on thisdocument. The tax percentage will be used to calculate the final price inclusive of VAT,based on the item rate entered in Masters, or Special Rates.

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CustomerEnter the code for the Customer. Use F1 for Popup Help Box. As soon as the Customer'sName is displayed, the total of the Outstanding D/Os, Net Outstanding and the Total ofboth these figures are displayed.

In case the Customer does not exist, you will be prompted with the following query :‘This Customer does NOT Exist ! Add New…Y/N !’.Answer Y to add this Customer to the customer master file.

AgentEnter the code for the Salesman/Agent. Use F1 for Popup Help Box. You may leave thisblank

ClassThe Order can be marked with a Document Class to indicate the branch, depot or type oforder (local/export ) depending upon how you use this field. Use F1 for Pop up Help Box.See General Ledger/Document Class for details.

ProductEnter the code for the Product being ordered. Use F1 for Popup Help Box. In case theproduct does not exist, you will be prompted with the following query:

The proforma number entered will be available in the Sale Order, Sale D/O and Sale Invoice‘This Product does NOT Exist ! Add New…Y/N !’.Answer Y to add this Product to the product master file.

QtyEnter the Quantity of the product. In case FACT detects that the product being sold has adifferent selling unit you will be prompted for the selling unit and the converted quantity forstocking purposes. If you have entered Y in Double Quantity for the product, you will beasked

RateIn case you had specified the Selling Rate in Masters/Items-Product/Product the Rate willbe displayed - change if desired. In case no Rate is displayed, enter the desired Rate. Youmay leave Rate blank if Order is to be supplied free (e.g. samples).

DifferenceTo round off the amount for the particular product, enter the rounding off ( + or –) amount.The Difference can be used either as a %age or as an amount. For details on %age andAmounts see Introduction for details.

Example :Quantity = 10 Pcs, Rate = $1.75Hence Amount = 10 x 1.75 = $17.50Let us say that we wish to round off the Amount to $17.00Under the Difference column, we will enter -0.50

AmountThis is calculated on its own and shown as the Quantity multiplied by the Rate plus/minusthe Difference


You may enter any number of products on a single Order Acceptance Form - the screenscrolls down after 5 products. After you have finished entering all the products press [Ctrl]-[Home] for Invoicing Terms.

[ ]You may now edit the long description for the item. Use space-bar, or <Enter>. The box ischecked [X], and a popup displays any extra description entered from the Product Master.You may edit this description and enter any additional information for the item. Thecomplete description is 400 characters.

If you press the [F1] key here, the Product name (primary description) will be copied herefrom the Product Master. Please note that this operation will overwrite any other descriptionalready entered.

Invoice TermsThe terms shall appear in the order of their codes. First the description is displayed and thecursor waits for you to enter the percentage (%age). The calculated amount appears underthe product amount. Change if desired. Press <Ret> to go thru all the terms (max : 15).

Tax Pop up (GST/VAT/ST)The cursor will skip this option, if you have answered Y to VAT earlier.

As soon as the cursor comes to GST/VAT/ST - a Popup shows all the Tax Codes. Choosethe applicable one using arrow keys and <Ret>.

To get the GST/VAT/ST Popup you must specify ‘S’ in Category when defining Sales Taxthrough Account/Preferences/System Controls/Sales/Invoice Terms . Sales Tax ratesare entered thru Account/Preferences/System Controls/Sales/Sales Tax Codes . If youdo not have any GST/VAT/ST in your country, do not create any Sales Tax Codes at all.

RemarksYou may enter a 200 character remark. This is automatically carried forward to Sale D/O.

BillingEnter the billing address details. The billing address entered in Masters is picked up asdefault. You may however modify the same here.

ShippingEnter the shipping address details. The shipping address entered in Masters is picked upas default. You may however modify the same here.

Notes• An entry here is not reflected anywhere in financial accounts.

• The Sale Order Register gets updated immediately

• AR/AP/Outstanding Documents/Orders–Customers gives you the updated positionof the pending orders.

• Outstanding Sales Order Acceptances pertaining to the previous accounting period areentered thru Masters/Opening Balance/Customers/Orders with the NET OUTSTAND-

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ING quantities.• Listing of all Opening Sale Order Acceptances is generated thru AR/AP/Outstanding

Documents/Orders-Customers.

Entry / Sales / DOThis module is designed to enter Sales Delivery Orders. In case you are have entered SalesOrders received and wish to track pending deliveries, you may enter the D/O in pursuanceof the Order Acceptance (O/A).

You may also enter a Sale D/O unconnected with any Sales Order. You may skip entry ofthe D/O altogether and enter the Sale Invoice right away. But remember, the Inventory isupdated immediately as soon as a Sales D/O is entered.

D/OEnter the D/O Number (max : 15 characters). Use F1 for Popup Help Box.

PI/Q NoSelecting the O/A number automatically links the Proforma Invoice or Quotation attachedduring Sale Order entry if the existing Sale Order has been linked with the Proforma Invoice/Quotation. If no Sale Order exists for this sale, then you can select the relevant ProformaInvoice/ Quotation through this field. Pressing [F1] in this field will show the list of ProformaInvoices/ Quotation in the system.

PI/ Q DtThis field displays the date on which the Proforma was accepted.

O/A NoEnter the Order Acceptance Number in case the D/O is being entered against a PendingOrder. Use F1 for Popup Help Box. You may leave it blank. If an existing Order AcceptanceNumber was entered the cursor will move directly to the D/O Date.

DateEnter the O/A Date. If you leave the O/A No blank, the cursor will skip directly to the D/ODt.

D/O DtEnter the D/O Date. This cannot be prior to Order Acceptance Date (if it was entered). Incase an existing Order Acceptance Number was entered the code and name of theCustomer and Document Class will automatically be displayed and the cursor will skip tothe first Product displayed.

CurrencyEnter the currency code. Use F1 to Popup Help box. In case you had given an existing orderin O/A No , the currency entered on the order is displayed. You may modify the same.

RateIf the conversion rate for the day is available, FACT displays the conversion rate. You maymodify the conversion rate here. If the day’s rate is not available, FACT offers you the option


to carry forward the last rate that was entered.

VATThis prompt will appear only if you have specified VAT as Y in System Controls/Sales/Invoice Terms. If the product Rate is inclusive of GST/ST/VAT, answer Y, else answer N.If you answer Y, a list of GST/VAT/ST tax codes popup. Select the tax applicable on thisdocument. The tax percentage will be used to calculate the final price inclusive of VAT,based on the item rate entered in Masters, or Special Rates.

CustomerEnter the code for the Customer. Use F1 for Popup Help Box. You may add a newCustomer—discussed in Sales Orders.

AgentEnter the agent thru whom the sale is being made. The agent entered in Masters is shownin default. You may however modify the same. Use F1 to Popup Help box. In case you hadentered an existing Order in O/A No, the Agent entered on the Order is displayed. You maymodify the same.

ClassEnter the Document Class to indicate the branch, depot or type of order (local/export )depending upon how you are using this field. Use F1 for Popup Help Box. See Masters/Document Class for details.

ProductEnter the code for the Product. Use F1 for Popup Help Box. You may add a new product- discussed in Sales Orders.

QtyEnter/change the Quantity of the product. In case FACT detects that the product being soldhas a different selling unit, you will be prompted for the selling unit and the convertedquantity for stocking purposes. If you have entered Y in Double Quantities for the product,you will be asked to enter the second quantity and the UOM.

RateThe rate entered in the O/A will be displayed -change if desired. In case of no O/A the defaultRate will be displayed - change if desired.

DifferenceTo round off the amount for the particular product, enter the rounding off ( + or –) amount.The Difference can be used either as a %age or as an amount. For details on %age andAmounts see Introduction for details. Refer to example under Sales / Orders.

AmountThis is calculated on its own and shown as the Quantity multiplied by the Rate plus/minusthe Difference. Change if desired.

You may enter any number of products on a single D/O –– the screen scrolls down after5 products. After you have finished entry of all the products press [Ctrl]-[Home] to come tothe invoice Terms.

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[ ]You may now edit the long description for the item. Use space-bar, or <Enter>. The box ischecked [X], and a popup displays any extra description entered from the Product Master.You may edit this description and enter any additional information for the item. Thecomplete description is 400 characters.If you press the [F1] key here, the Product name (primary description) will be copied herefrom the Product Master. Please note that this operation will overwrite any other descriptionalready entered.

Invoice TermsThe terms shall appear in the order of their codes. First the description is displayed and thecursor waits for you to enter the percentage (%age). The calculated amount appears underthe product amount. In case an existing O/A Number was entered, all Invoice Terms of theO/A will be shown by default. Change if desired. Press <Ret> to go thru all the terms (max: 15 characters)

Tax Pop up (GST/VAT/ST)The cursor will skip this option, if you have answered Y to VAT earlier. As soon as the cursorcomes to GST/VAT/ST - a Popup shows all the Tax Codes. Choose the applicable one usingarrow keys and <Ret>.


TermsEnter the terms (max : 15). You may leave it blank. This is automatically carried forwardto the Sale Invoice. e.g.. COD - Cash on Delivery etc.

EGP No & DateEnter the Excise Gate Pass Number (max : 10 characters) and date. You may leave it blank.This is automatically carried forward to the Sale Invoice.

P/O No & DtEnter the Customer's Order Number and date.

RemarksEnter a 200 character remark. This is automatically carried forward from O/A if entered.This is also carried forward to the Sale Invoice.

BillingEnter the billing address details. The billing address entered in Masters is picked up asdefault. You may however modify the same here. In case you had given an existing orderin O/A No , the address entered on the order is displayed. You may modify the same.

ShippingEnter the shipping address details. The shipping address entered in Masters is picked upas default. You may however modify the same here. In case you had given an existing orderin O/A No , the address entered on the order is displayed. You may modify the same.


Notes• Inventory is reduced by the shipped quantity - and is reflected in the Stock Ledger,

Material In/Out Register as also in the Valuation of Closing Stock.• Outstanding D/Os Report may be taken from AR/AP/Special Reports .

• Outstanding D/Os in the detailed Stock Ledger are identified with asterisks (*).

• The Customer’s Account will be debited only when an Invoice is raised against the SaleD/O .

• Once an Invoice has been raised for a D/O , Modification/Deletion of the D/O is blocked.You can modify /delete the D/O provided you delete the Invoice first.

Entry / Sales / InvoiceSale Invoices are entered here - automatically affecting the Customer’s Account, SalesAccount (and Inventory in case no D/O was raised earlier). You may enter a Sale Invoicein pursuance of a D/O raised earlier or enter a Sale Invoice directly without raising a D/Oat all. This module takes care of all stockable products (service invoices are entered thruEntry/Sales/Service).

Invo NoEnter the Invoice Number (max : 15 characters). Use F1 for Popup Help Box.

D/O NoEnter the D/O Number. If the D/O has been previously entered and has not been invoicedas yet, all information from the D/O is carried forward to the Invoice. Else the D/O No willbe accepted and the Invoice will directly update the inventory.

Use F1 for Popup Help Box – only the outstanding D/O s will appear. In case an existingoutstanding D/O Number was entered, the code and name of the Customer & DocumentClass in that D/O will be displayed and the cursor will move directly to the Rate of the firstproduct. Change the Rate if desired. Press [Ctrl]+[Home] to move on to the Invoice Terms.

D/O Dt.Enter the D/O Date.

O/ A No.This field automatically displays the Sale Order No.

O/ A dt.This field automatically displays the Sale Order date.

PI/Q NoThis field automatically diaplays the Proforma Invoice number.

PI/Q dtThis field automatically displays the Proforma Invoice date.

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Invo DateEnter the Invoice Date. This cannot be prior to the Sale D/O Date.

CurrencyFACT allows you to enter Invoices in a foreign currency as well. If you are entering in localcurrency, just press <Ret> and proceed. If you wish to enter a foreign currency, enter theShort Name of the currency. Use F1 for Popup Help Box.

RateIf the conversion rate for the day is available, FACT displays the conversion rate. You maymodify the conversion rate here. If the day’s rate is not available, FACT offers you the optionto carry forward the last rate that was used.

VATThis prompt will appear only if you have specified VAT as Y in System Controls/InvoiceTerms. If the product Rate is inclusive of GST/ST/VAT, answer Y, else answer N. If youanswer Y, a list of GST/VAT/ST tax codes popup. Select the tax applicable on thisdocument. The tax percentage will be used to calculate the final price inclusive of VAT,based on the item rate entered in Masters, or Special Rates.

CustomerEnter the code for the Customer. Use F1 for Popup Help Box. You may also add a newCustomer – discussed in Sales Orders Leaving this field blank will enter the Sale asCash Sale (Cash Memo).

Due DateEnter the due date of the invoice. By default it calculates the due date as the Invoice dateplus the number of Credit Days in the Customer Master.

AgentEnter the agent thru whom the sale is being made. By default the agent entered in Mastersis displayed. You may however modify the same. Use F1 to Popup Help box. For an existingD/O, the agent entered on the D/O will be shown as default. Change if required.

ClassEnter the Document Class to indicate the branch, depot or type of order (local/export )depending upon how you are using this field. Use F1 for Popup Help Box.

ProductEnter the code for the Product. Use F1 for Help Popup Box. You may add a new producthere - discussed in Sales/Orders.

QtyEnter the Quantity of the product. In case FACT detects that the product being sold hasdifferent selling/stocking units, you will be prompted for the selling unit and the convertedquantity for stocking purposes. If you have entered Y in Double Quantities for the product,you will be asked to enter the second quantity and the UOM.

RateThe rate entered in the Sale D/O will be displayed –– change if desired. In case of no Sale


D/O the default Rate will be displayed - change if desired.

DifferenceTo round off the amount for the particular product, enter the rounding off ( + or –) amount.The Difference can be used either as a %age or as an amount. For details on %age andAmounts see Introduction for details. Refer to example under Sales / Orders.

AmountThis is calculated on its own and shown as the Quantity multiplied by the Rate plus/minusthe difference. Change if desired.You may enter unlimited products on a single Invoice –– the screen scrolls down after 5products. After you have finished entry of all the Products press [Ctrl]-[Home] to come tothe invoice terms.



Product Level DetailsIf you have defined User Defined Field for Sale Bill Global then you will get this pop upas you finish entering the additional item description level. Here you will get the fieldsdefiend for the Sale Bill Global. The system will automatically create pages if needed.

Invoice TermsThe terms shall appear in the order of their codes. First the description is displayed and thecursor waits for you to enter the percentage (%age). The calculated amount appears underthe product amount. In case an existing Outstanding Sale D/O was entered, all InvoicingTerms of the Sale D/O will be shown by default. Change if desired. Press <Ret> to go thruall the terms (max : 15 characters)



AmountThe amount of the invoice is carried forward. In case you have entered a invoice with aforeign currency, the local currency equivalent is displayed automatically. You may changethis local currency amount if desired. If the Invoice has been entered in local currency, thecursor skips this option.

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RemarksEnter a 200 character Remark. This remark line can be printed in the Invoice and SaleRegisters. In case of a Cash Sale, this remark line is printed in the Sales Tax Register.

ST Form Numberin case you chose a Sales Tax rate for which ‘ST’ form was required, this question will beasked (max: 10 characters). You may leave it blank for the time being and enter it later thruEntry/Entry of ST Form/Sale.

O/A No & dtIt is carried forward automatically from Sale D/O. Else enter Order Acceptance Number(max: 5 characters) and date if desired.

P/O No & DtIt is carried forward automatically from Sale D/O. Else enter Purchase Order Number (max:30 characters) and date if desired.

TermsIt is carried forward automatically from Sale D/O. Else enter the terms (max: 15 characters)

EGP No & DtEnter the EGP No and Date. It is also carried forward automatically from Sale D/O.

Bill(Invoice) Level Details PopupIf you have defined User Defined Field for Sale Bill(Invoice) Product Level then you willget a pop up as you finish entering the EGP No and Date. Here you will get the fields defiendfor the Sale Bill(Invoice) Product Level. The system will automatically create pages ifneeded.

BillingEnter the billing address details. The billing address entered in Masters is picked up asdefault. You may however modify the same here. In case you had given an existing D/O,the address entered on the D/O is displayed.

ShippingEnter the shipping address details. The shipping address entered in Masters is picked upas default. You may however modify the same here. In case you had given an existing D/O, the address entered on the order is displayed.

Notes• Once a receipt has been entered against an Invoice, no Modification/Deletion of the

Invoice is possible. You can modify the Invoice provided you delete the Invoice from theReceipt first.

• Opening Invoices are entered thru Masters/Opening Balances/Customers . There is nodifference between an Opening Sale Invoice/Service Invoice.

• Listing of all Opening Invoices is generated thru AR-AP/Outstanding Documents/Invoices –– Customers .

• If you are entering multiple cash memos as one consolidated entry at the day end, use


the Remarks Line to enter the cash memo numbers - this is printed in the Sales TaxRegister also.

• In case the Invoice Number is not the same as the D/O Number, the Invoice Number isprinted separately under the D/O number in the detailed Material In-Out Register/StockLedger.

• When you enter a Cash Memo, the Cash Balance is automatically raised thru an AUTOVoucher by the Gross Amount of Cash Memo. In case you modify the Cash Memo, theAUTO Voucher for Cash is modified automatically.

• Reminder letters for Outstanding Invoices can be generated through AR/AP/Outstand-ing Documents/Invoices –– Customers , when you say 'Y' to Printer – provided youare taking the report for ONLY outstanding invoices.

Entry / Sales / Service InvoiceYou may Enter Invoices for service items (non stockable) thru this module. Service Itemscould be Labour Charges, Consultancy Charges, Rent etc. automatically affecting theCustomer’s Account and the Sales Account.

Invo NoEnter the Service Invoice Number (max : 15 characters). Use F1 for Popup Help Box.

PI/Q NoThis field displays the Profotma Invoice number if there was any proforma before the saletook place.

PI/Q dtThis field displays Proforma invoice or quotation date.

Invo DateEnter the Service Invoice Date.

CurrencyFACT allows you to Enter Invoices in a foreign currency as well. If you are Entering in localcurrency, just press <Ret> and proceed. If you wish to Enter a foreign currency, enter theShort Name of the currency. The exchange rate for the day will be picked up from the masterand the local currency equivalent will be displayed. You may override the local currencyequivalent if sodesired. Use F1 for Popup Help Box.

RateIf the conversion rate for the day is available, FACT displays the conversion rate. You maymodify the conversion rate here. If the day’s rate is not available, FACT offers you the optionto use the last rate that was entered.

VATThis prompt will appear only if you have specified VAT as Y in System Controls/InvoiceTerms. If the product Rate is inclusive of GST/VAT/ST, answer Y, else answer N. If youanswer Y, a list of GST/VAT/ST tax codes popup. Select the tax applicable on this

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document. The tax percentage will be used to calculate the final price inclusive of VAT,based on the item rate entered in Masters, or Special Rates.

CustomerEnter the code for the Customer. Use F1 for Popup Help Box. You may Enter a newCustomer here - discussed earlier. Leaving this field blank will Enter the ServiceInvoice as a Cash Memo .

Due DateEnter the due date of the invoice. By default it calculates the due date as the Invoice dateplus the number of Credit Days in the Customer Master.

AgentEnter the agent thru whom the sale is being made. The agent entered in Masters is shownin default. You may however modify the same. Use F1 to Popup Help box.

ClassEnter the Document Class to indicate the branch or type of invoice (local/export) dependingupon how you are using this field. Use F1 for the Popup Help Box.

ProductEnter the code for the Service Item/Product. This must be a Service Item/Product. Use F1for Popup Help Box - it will show you all the Service Items/Products.

DescriptionYou may give many lines of description for a Service Item/Product. FACT will automaticallypick up the 5 lines of description from the product master file and display them here. Youmay edit/add lines.

AmountEnter the Amount for the service item/product.

You may enter unlimited lines on a single Service Invoice - the screen scrolls down after5 lines. After you have finished entry of all the Service Items/Products press [Ctrl]-[Home]to come to the Invoice Terms - see Account/Preferences/System Controls/Sales for details.

Invoice TermsThe terms (max : 15) shall appear in the order of their codes. First the description isdisplayed and the cursor waits for you to Enter the percentage (%age). The calculatedamount appears under the product amount. Change if desired.

Tax Pop up (GST/VAT/ST)The cursor will skip this option, if you have answered Y to VAT earlier.

As soon as the term comes to Sales Tax - a Popup shows all the Sales Tax Codes. Choosethe relevant one using arrow keys and <RET>. To get the Sales Tax Popup you must specify‘S’ in Category when defining Sales Tax through Account/Preferences/System Controls/Sales/Invoice Terms . Sales Tax rates are entered thru Account/Preferences/SystemControls/Miscellaneous/Sales Tax Codes (max : 15).


AmountIn case you have Entered a invoice with a foreign currency, the local currency equivalentis displayed automatically. You may change this amount if desired. If the Invoice has beenEntered in local currency, press <Ret>.

RemarksEnter a 200 character remark. This remark line can be printed in the Invoice and ServiceInvoice Register.

ST Form NumberIn case you had chosen a Sales Tax rate for which ‘ST’ form was required, this questionwill be asked (max : 10 characters). You may leave it blank for the time being and Enterit later thru Entry/Entry of ST Form/Sale.

BillingEnter the billing address details. The billing address entered in Masters is picked up asdefault. You may however modify the same here.


Notes• Opening Invoices are Entered thru Masters/Opening Balances/Customers/Invoices .

There is no difference between an Opening Sale Invoice and an Opening Service Invoice.

• Invoice Terms are calculated as per FORMULA Entered. Refer Account/Preferences/System Controls/Sales/Invoice Terms .

• If you are Entering many cash memos as one consolidated entry at the day end, use theRemarks Line to Enter the cash memo number– this is printed in the Sales Tax Registeralso.

• Service Invoices may be printed thru AR/AP/Document Printing.

• Online Invoice Printing can be set thru Account/Preferences/Document Printing.

Entry / Sales / Return

Goods sold could be Returned. When a Sales Return is entered, FACT automatically raisesa Credit Note on the Customer and updates the Inventory at the same time.

Credit Note NoEnter the Credit Note Number (you might be referring to this as your Sales Return Number).Use F1 for Popup Help Box - it will show you all the Credit Notes issued against SaleReturns.DateEnter the Credit Note Date.

Ref. Invo No

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Enter the Sale Invoice Number under which the returned goods were sold. In case theInvoice is not found a message will be flashed ‘Ref Invoice Number NOT found !Proceed…Y/N !’. Say Y if you wish to proceed.

DateIf an existing Sale Invoice was entered, this Date is automatically displayed. In case theInvoice is not found, enter the Date. The Credit Notes (return) date is important as it isconsidered for GST/VAT/ST Refund in the GST/VAT/ST Register.

CurrencyFACT allows you to enter Sale Returns in a foreign currency as well. Leave this field blankif the Sales return is in local currency. Use F1 for Popup Help Box on foreign currency codes.


VATThis prompt will appear only if you have specified VAT as Y in System Controls/InvoiceTerms. If the product Rate is inclusive of GST//VAT/ST, answer Y, else answer N. If youanswer Y, a list of GST/VAT/ST tax codes popup. Select the tax applicable on thisdocument. The tax percentage will be used to calculate the final price inclusive of VAT,based on the item rate entered in Masters, or Special Rates.

CustomerFor existing Sale Invoice, the code and Name of the Customer and Document Class isautomatically displayed. Else enter the code of the Customer. Use F1 for Help Popup Box.

If you leave the Customer blank, the Sales return will be treated as a Cash Sale Return.

ClassEnter the Document Class code. Use F1 for Popup Help Box.

Product on InvoEnter the Code of the product which was invoiced and now being returned. In case anexisting invoice was entered, you can enter only those products which were invoiced. Elsethe products will not be accepted. Use F1 to Popup a list of the products invoiced.

Product ReturnedThe Product being returned by the party need not be accepted as the Product which wasinvoiced. It could be accepted as Seconds or Damaged. Enter the Code of the Product whichyou are accepting back. Use F1 for Popup Help box.

QuantityEnter the Quantity of the Product that is being returned.

RateEnter the Rate at which the Returned Product is accepted – it may be different from theProduct Invoiced.


AmountThe Amount will be calculated automatically and displayed. Change if desired.You may enter unlimited products on a single Return Note. When finished, press [Ctrl]-[Home] and you will come to the Invoice Terms. Enter the Terms as applicable. In case anexisting Invoice was entered, the terms originally entered are displayed. Change if desired.

Stock in RateThe Stock in Rate window appears as you enter the Amount. Here you can enter the Stockin Rate manually. Enter the Stock in Rate, Stock in Quantity and Stock Value. You can alsoask the system to calculate the Stock in Rate for you by simply placing [F1]. The systemwill run a valuation program and display the Stock in Rate if the essential data for Stock inRate is available in the system.

The Stock in Rate is compulsory. You cannot enter zero or leave the field blank.

RemarksEnter a remark. maximum length is 200 characters.

ST Form NumberIn case you chose a GST/VAT/ST rate for which ‘ST’ form is required, this question will beasked (max : 10 characters).

If you were adding a new Credit Note (Sales Return), the screen changes at this point andFACT moves into Adjustment of Documents/Credit Notes –– Creditors , automatically.This enables you to adjust the Credit Notes just created without exiting the Sales Returnmodule. If you do not wish to adjust the Credit Note just created, press [Esc] .

After you have saved (or aborted) the Credit Note Adjustment, FACT returns you to the SaleReturn module.

Notes• Entering the Sales Return has the effect of automatically creating a Credit Note (you

cannot modify or delete this Credit Note thru Entry/Debit-Credit Note /Customers ).

• In case you had specified the Sale Return General Ledger Code for the returned item inMasters/Items-Products/Product, that account is debited for the product. Else the SaleReturn Account specified in Account/Preferences/System Controls/Sales is debited.

• The Customer’s Account, Stock Ledger, Sales Return General Ledger Accounts areupdated immediately.

• Credit Notes (of Sales Returns) pertaining to the previous accounting period which arelying unadjusted as on the last date of that accounting period have to be entered with theirNET OUTSTANDING balances as CREDIT NOTES thru Opening Balances/Custom-ers/Credit Notes . Enter with the date of issue of the Sale Return Note. This will updatethe Party’s Account but will NOT affect the General Ledger.

• Listing of all Opening Credit Notes is generated thru AR-AP/Credit Note Register/Customers.

• Any adjustments against the Sale Return Note are entered as if it were a Credit Note.

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Adjustments are made thru Entry/Adjustment of Documents/Credit Notes–Custom-ers .

• Sale Return Notes are printed in the Stock Ledger/Material In-Out Register showing thatthey are Returns. Cash Sale Returns are printed accordingly.

• Entering a Cash Sale Return automatically reduces the Cash Balance by the GrossAmount of the Return thru an AUTO VOUCHER (DT = Customers' Cash Returns).Modification of the Cash Sale Return Note automatically modifies the AUTO voucheralso.

PurchasesThis module needed to enter all the Orders to Vendors, D/O (Goods Received Notes) forgoods received, Invoices for D/O, Service Invoices and Returns of purchased goods. Thismodule is essentially similar to the sale module both in operation and feel but does havecertain variances.

Entry / Purchase / OrderIn case you wish to track Purchase Orders placed on Vendors and orders pending receipts,enter the Purchase Orders thru this module. You may however skip this module completely.

Order NoEnter your Purchase Order Number (max : 5 characters). This is your internal purchaseOrder Number and is not to be confused with the vendor's Order Acceptance Number.

O/A NoEnter the vendor’s Order Acceptance Number (max : 30 characters). You may leave thisblank when entering the Purchase Order - when the vendor's acceptance number isreceived, you can modify the Purchase Order and fill this in.

DateEnter the vendor’s Order Acceptance Date. In case the O/A number was left blank the cursorskips this field.

Order dateEnter your Purchase Order Date. This cannot be later than the O/A date (if it has beenentered).

CurrencyIf the order is in a foreign currency, enter the Currency Code. Use F1 for Pop Up Help Box.


VATThis prompt will appear only if you have specified VAT as Y in System Controls/Invoice


Terms. If the product Rate is inclusive of GST/ST/VAT, answer Y, else answer N. If youanswer Y, a list of GST/VAT/ST tax codes popup. Select the tax applicable on thisdocument. The tax percentage will be used to calculate the final price inclusive of VAT,based on the item rate entered in Masters, or Special Rates.

VendorEnter the code for the vendor. Use F1 for Popup Help Box. As soon as the Vendor's Nameis displayed, the total of the Outstanding D/Os, Net Outstanding and the Total of boththese figures are displayed.

In case the Vendor does not exist, you will be prompted with the following query :‘This Vendor does NOT Exist ! Add New…Y/N !’.Answer Y to add this vendor to the vendor master file.

AgentEnter the Agent Code here. In case this Vendor has been tagged to an Agent in the Masters,it appears automatically. You can change it here. Use F1 for Pop Up Help Box

ClassEnter the Document Class to indicate the branch or type of order (local/export) dependingupon how you are using this field. Use F1 for the Popup Help Box.

ProductEnter the code for the Product being ordered. Use F1 for Popup Help Box. In case theproduct does not exist, you will be prompted with the following query :‘This Product does NOT Exist ! Add New…Y/N !’.Answer Y to add this Product to the product master file.

QtyEnter the Quantity of the product. In case FACT detects that the product being ordered hasdifferent purchasing and stocking units you will be prompted for the purchasing unit for thisorder and the converted quantity for stocking purposes. If you have Entered Y in DoubleQuantities for the product, you will be asked to Enter the second quantity and the UOM.

RateEnter the Purchase Rate for the product being ordered.

DifferenceTo round off the amount for the particular product, enter the rounding off ( + or –) amount.The Difference can be used either as a %age or as an amount. For details on %age andAmounts see Introduction for details. For a more detailed understanding of Difference, youmay refer to example under Sales / Orders.

AmountThis is calculated on its own and shown as Quantity multiplied by Rate, plus/minus theDifference. Change if desired.You may enter unlimited products on one Purchase Order - the screen scrolls down after5 products. After you have finished entry of all the products press [Ctrl]-[Home] to cometo the Invoice Terms. – see Account/Preferences/System Controls/Purchases fordetails.

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Invoice TermsThe terms shall appear in the order of their codes. First the description is displayed and thecursor waits for you to Enter the percentage (%age). The calculated amount appears underthe product amount. Change if desired. Press <Ret> to go thru all the terms (max : 15)


To get the GST/VAT/ST Popup you must specify ‘S’ in Category when defining Sales Taxthrough Account/Preferences/System Controls/Purchase/Invoice Terms . Sales Taxrates are entered thru Account/Preferences/System Controls/Purchase/Sales TaxCodes . If you do not have any GST/VAT/ST in your country, do not create any Sales TaxCodes at all.

RemarksYou may enter a 200 character remark. This is automatically carried forward to GRN(Purchase D/O).

PaymentEnter the terms of payment here (max: 12 characters). e.g.. COD - Cash on Delivery etc.

MODEnter the mode of delivery (max: 15 characters). e.g.. Air, Sea, Land etc.

TermsEnter any other terms if needed. (max: 12 characters).

Valid forEnter the validity period of the DO. Enter in number of days.Bank DetEnter the Bank details (max: 200 characters). This is required in case payment is being donethru a bank.



Notes• The effect of making an entry here is not reflected anywhere in financial accounts.

• The Purchase Order Register gets updated immediately – see AR-AP/PurchaseRegister/Orders.

• AR-AP/Outstanding Documents/Orders/Vendors gives you the updated position ofthe pending orders.

• Outstanding Orders can be viewed/printed in four modes : Sorted by Order Number, byAgents, by Vendors and by Products. Go thru AR-AP/Outstanding Documents /Orders-Vendors . Balance quantities alongside values are shown in these reports.

• Purchase Orders pertaining to the previous accounting period for which supplies are yetto be received as on the last day of the accounting period are Entered as OpeningPurchase Orders in the current accounting period with the NET OUTSTANDINGquantities. Enter with the actual date of the Purchase Order (prior to the System InstallDate) thru this module. Make sure that the Date Range is set to the System Install Dateand End Date thru Account/Preferences/Active Date Range .

• Listing of all Opening Purchase Orders is generated thru AR-AP/Outstanding Docu-ments/Orders-Vendors .

Entry / Purchase / DO (GRN)This module is designed to capture the details of the Goods Received Note (also referredto as Delivery Orders or just D/O). If the D/O is entered in pursuance of the Purchase Order,you can use the Outstanding Documents report under Ar-Ap, to keep track of the status ofthe purchase order. You may also enter a D/O unconnected with any Purchase Order.

Grn NoEnter the Goods Receipt Note number (D/O Number) (max: 15 characters). This is yourinternal control number. Do not confuse this with the vendor's Delivery Order number.

Order NoEnter the Purchase Order Number (max : 5 characters). If the D/O is being entered inpursuance of an existing Purchase Order, enter the Purchase Order number. Use F1 forPopup Help Box. Complete details of the purchase order will be carried forward automati-cally and the cursor will skip to Grn Date.

The Order No can also be left blank, or you may enter a non-existing Order Number.DateElse enter the Purchase Order Date. If you have left the Order No blank, the cursor skipsthis option and goes directly to Grn Date.

Grn DateEnter the Goods Receipt Note Date (D/O Date). This cannot be prior to the Purchase OrderDate. In case an existing Purchase Order Number was entered, the code and name of theVendor, Agent and the Document Class will automatically be displayed, and the cursor will

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skip to the Agent Code, change here if desired.

CurrencyIf the D/O is in a foreign currency, enter the Currency Code. Use F1 for Pop Up Help Box.



VendorEnter the code for the Vendor. Use F1 for Popup Help Box. You may also add a new Vendoras in discussed under Purchase Order entry.

AgentEnter the code for the Agent. Use F1 for Pop Up Help Box.

ClassEnter the Document Class to indicate the branch, depot or type of order (local/export )depending upon how you use this field. Use F1 for Popup Help Box. See Masters/DocumentClass for details.

ProductEnter the Code for the Product being delivered. Use F1 for Popup Help Box. If the D/O hasbeen entered in pursuance of an existing Purchase Order, the product details will be carriedforward automatically. You cannot add, modify or delete a product in such a case.

You may also add a new product as discussed under Purchase Order entry.

QtyIf an existing Purchase Order was entered, the balance quantity (pending shipment) iscarried forward automatically. You may modify the quantity being delivered. This quantitybeing delivered, cannot exceed the quantity on the original order or the balance quantity.

In case FACT detects that the product being entered can have different purchase and stockunits, you will be prompted for the purchase unit and the converted quantity for stockpurposes. If you have entered Y in Double Quantities for the product, you will be asked toenter the second quantity and the UOM.

RateIf an existing Purchase Order was entered, the purchase rate is carried forward automati-cally. You may modify the rate. In case the D/O is being made independent of a purchaseorder, the default Purchase Rate entered in the product master is displayed.


DifferenceTo round off the amount for the particular product, enter the rounding off ( + or –) amount.The Difference can be used either as a %age or as an amount. For details on %age andAmounts see Introduction for details. For a more detailed understanding of Difference, youmay refer to example under Sales / Orders.

AmountThis is calculated as Quantity multiplied by the Rate plus/minus the Difference. Change ifdesired.

You may enter any number of products on a single D/O - the screen scrolls down after 5products. After you have finished entry of all the products press [Ctrl]-[Home] for InvoiceTerms – see Account/Preferences/System Controls/Sales/Invoice Terms for details.



Invoice TermsThe terms shall appear in the order of their codes. First the description is displayed and thecursor waits for you to enter the percentage (%age). The calculated amount appears underthe product amount. In case an existing Purchase Order was entered, all Invoice Terms ofthe Purchase Order will be shown by default. Change if desired. Press <Ret> to go thru allthe terms (max : 15 characters)


To get the GST/VAT/ST Popup you must specify ‘S’ in Category when defining Sales Taxthrough Account/Preferences/System Controls/Purchases/Invoice Terms . Sales Taxrates are entered thru Account/Preferences/System Controls/Purchase/Sales TaxCodes . If you do not have any GST/VAT/ST in your country, do not create any Sales TaxCodes at all.

Party’s Ref NoEnter the D/O Number which the Vendor may have given on the document (max : 20characters). This is different from the GRN No discussed at the beginning of this section.This is the vendor's delivery order number.

RemarksEnter a 200 character remark. This is automatically brought forward from the PurchaseOrder (if applicable) and is also carried forward to the Purchase Invoice.

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Bank DetEnter the Banker's details here. In case an existing PO was entered, this information iscarried forward automatically from the purchase order. Change if desired.

ShippingEnter the Shipping details here. In case an existing PO was entered, this information iscarried forward automatically from the purchase order. Change if desired.

Notes• The effect of making an entry here is not reflected anywhere in financial accounts.

• Inventory is increased by the received quantity - this will show in the Stock Ledger,Material In/Out Register as also in the Valuation of Closing Stock.

• Outstanding D/Os may be taken from Special Reports/Open D/O - Purchases.

• The Vendor’s Account will be credited only when a invoice is entered on this D/O.

• An important thing - as far as Purchases is concerned, Valuation of Closing Stock iseffected when a Purchase D/O is entered. In case you do not enter the value of the goodsreceived, it will take into account this value (zero) for the goods received. Entry of thePurchase Invoice later does NOT affect the Valuation. In case you do not have the valueof the D/O handy at the time of entry, enter a value close enough to the actual value. Youmay modify the value before you enter the Purchase Invoice on this D/O. This is a veryimportant procedure to follow for correct Valuation of Closing Stock.

• D/O (GRN) Date cannot be prior to the first date of the accounting period. If this bepermitted, the closing stock valuation shall become incorrect. In case goods werereceived in the previous accounting period and the purchase invoice for the D/O (GRN)received in the current accounting period, the D/O (GRN) would still have to be enteredin the previous accounting period. This is imperative since Stock Valuation considers D/Os (not Purchase Invoices) for incoming goods.

Entry / Purchase / InvoicePurchase Invoices are Entered here – automatically affecting the Vendor’s Account,Purchase Account (and Inventory in case no D/O was entered earlier). You may enter aPurchase Invoice in pursuance of a D/O raised earlier or enter a Purchase Invoice directlywithout raising a D/O at all. This module takes care of all stockable products (serviceinvoices are entered thru Entry - Purchases/Service).

Invo NoEnter the Purchase Invoice Number here (max :15 characters). Use F1 for Popup Help Box.This is your internal purchase invoice number. Do not confuse this with the vendor's invoicenumber.

GR Note NoEnter the GRN (D/O) Number. If the D/O has been previously entered and has not beeninvoiced as yet, all information from the D/O is carried forward to the Invoice. Otherwisethis D/O No will be accepted and the Invoice will directly update the inventory.


Use F1 for Popup Help Box – only the outstanding D/O s will appear. In case an existingoutstanding D/O Number was entered, the code and name of the Vendor & Document Classin that D/O will be displayed and the cursor will move directly to the Rate of the first product.Change the Rate if desired. Press [Ctrl]+[Home] to move on to the Invoice Terms.

DateEnter the GRN (D/O) Date. If an existing D/O was entered, the date is carried forwardautomatically.

Invo DateEnter the Invoice Date. This cannot be prior to the D/O Date.

CurrencyIf the Invoice is in a foreign currency, enter the Currency Code. Use F1 for Popup Help Box.If the Invoice is in local currency, leave this field blank.



VendorEnter the code for the Vendor. Use F1 for Popup Help Box. You may also add a new Vendorhere as discussed under Purchase Orders.

Leaving this field blank will Enter the Purchase as a Cash Purchase.

Due DateEnter the Due Date of the Invoice. By default it is calculated as the Invoice date plus thenumber of credit days specified in the vendor master. For a cash purchase, the cursor skipsthis option.

AgentEnter the Agent Code. Use F1 for Pop up Help Box.

ClassEnter a Document Class to indicate the branch, depot or type of order (local/export )depending upon how you are using this field. Use F1 for Popup Help Box.

ProductEnter the Code for the Product being invoiced. Use F1 for Popup Help Box. If the Invoicehas been entered in pursuance of an existing D/O, the product details will be carried forwardautomatically. You cannot add, modify or delete a product in such a case.

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QtyIf an existing D/O was entered, the quantity shipped is carried forward automatically. Insuch cases, you cannot modify the quantity being invoiced.

In case FACT detects that the product being entered can have different purchase and stockunits, you will be prompted for the purchase unit and the converted quantity for stockpurposes. If you have entered Y in Double Quantity for the product, you will be asked to enterthe second quantity and the UOM.

RateThe rate entered in the Purchase D/O will be displayed - change if desired. In case of noPurchase D/O enter the rate.

DifferenceTo round off the amount for the particular product, enter the rounding off ( + or –) amount.The Difference can be used either as a %age or as an amount. For details on %age andAmounts see Introduction. For a more detailed understanding of Difference, you may alsorefer to example under Sales / Orders.

AmountThis is calculated as the Quantity multiplied by the Rate plus/minus the Difference. Changeif desired.

You may enter any number of products on a single Invoice - the screen scrolls down after5 products. After you have finished entry of all the Products press [Ctrl]-[Home] to cometo the invoice terms – see Account/Preferences / System Controls/Purchase/InvoiceTerms for details.



Invoice TermsThe terms shall appear in the order of their codes. First the description is displayed and thecursor waits for you to Enter the percentage (%age). The calculated amount appears underthe product amount. In case an existing Outstanding Purchase D/O was Entered, all InvoiceTerms of the Purchase D/O are shown by default. Change if desired. Press <Ret> to go thruall the terms.


To get the GST/VAT/ST Popup you must specify ‘S’ in Category when defining Sales Tax


through Account/Preferences/System Controls/Purchase/Invoice Terms . Sales Taxrates are entered thru Account/Preferences/System Controls/Purchase/Sales TaxCodes . If you do not have any GST/VAT/ST in your country, do not create any Sales TaxCodes at all.

AmountThe amount of the invoice is carried forward. In case you have entered a invoice with aforeign currency, the local currency equivalent is displayed automatically. You may changethis amount if desired. If the Invoice has been Entered in local currency, press <Ret>.

Party Invoice NoEnter the vendor's Invoice Number. This is different from the Invoice Number discussedearlier in this section. All searches for Purchase Invoices are on Invo No and not on thisnumber.

GR Note NoIn case the Purchase Invoice is entered directly (without going thru the D/O step), you mayEnter the D/O Number here for reference (max : 15 characters).

RemarksEnter a 200 character Remark - it is carried forward from the Purchase D/Oif an existingD/O was entered. This can be printed in the Purchase Invoice Register and the Sales TaxRegister in case of Cash Purchases.

ST Form NumberIn case you chose a GST/VAT/ST rate for which ‘ST’ form was required, this question willbe asked (max : 10 characters). You may leave it blank for the time being and enter it laterthru Entry/Entry of ST Form/Purchase.

Bank DetEnter the Banker's details here. In case an existing D/O was entered, this information iscarried forward automatically. Change if desired.

ShippingEnter the Shipping details here. In case an existing D/O was entered, this information iscarried forward automatically. Change if desired.

Notes• It is important to raise a Purchase Order first, then a GRN (D/O) and finally an Invoice

in case you desire an on-line effect on Pending Orders.

• You may move between the terms (use arrow keys) in case you want to make anychanges before saving the Purchase Order, D/O or Invoice. The same facility is availablein Modify mode also.

• Once any payment has been made for any Invoice no Modification/Deletion of the Invoiceis possible. You may modify the Invoice provided you delete the invoice from the Receiptfirst. After modifying the Invoice, adjust it against the Receipt.

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• Opening Invoices are entered thru Masters/Opening Balances/Vendors. There is nodifference between an Opening Purchase Invoice/Service Invoice.

• If you are entering many Cash Memos as one consolidated entry at the day end, use theRemarks Line to Enter the cash memo numbers–this is printed in the Sales Tax Registeralso.

• You can enter only one D/O for an Invoice. There is no provision to enter multiple D/Osagainst one Invoice or one Invoice against multiple D/Os.

• You may pay freight charges/customs duty etc. after you have entered the PurchaseInvoice. And you want these charges to affect the Valuation of these products. Ensurethat the Valuation Technique is set to A = Average for the products concerned. Then entersuch expenses against the same product but with a zero quantity. Enter a PurchaseInvoice against a vendor called Transport Co/Customs Dept. Now generate a Valuationof Closing Stock–you will find that the charges entered later has also been consideredin the valuation.

• When the Stock Ledger is printed, in case the Purchase Invoice Number is different fromD/O (Grn) Number, the Invoice Number is also printed under the D/O Number.

• Entering a Cash Memo automatically creates a voucher in the Cash Book reducing theCash Balance by the gross amount. A voucher with a number CM = Vendors' (Creditors’)Cash Memo is created. You cannot modify/delete this voucher thru Entry/Purchase/Invoices. When you modify any Cash Memo, the AUTO VOUCHER in the Cash Bookautomatically gets updated.

• Listing of all Opening Invoices is generated thru AR-AP/Outstanding Documents/Invoices-Vendors .

• Due date analysis on Purchase Invoices can be generated thru Ar-Ap / MIS Reports/Due Date - Purchase Invoice.

Entry / Purchases / Service InvoiceYou may enter Invoices for service items (non stockable) thru this module. Service Itemscould be Labour Charges, Consultancy Charges, Rent etc.

Invo NoEnter the Service Invoice Number (max : 15 characters). Use F1 for Popup Help Box.

Invo DateEnter the Service Invoice Date.

CurrencyIf the service invoice is in a foreign currency, enter the Currency Code. Use F1 for PopupHelp Box. If the Invoice is in a local currency, leave this field blank.

RateIf the conversion rate for the day is available, FACT displays the conversion rate. You maymodify the conversion rate here. If the day’s rate is not available, FACT offers you the option


to use the last rate that was entered.VATThis prompt will appear only if you have specified VAT as Y in System Controls/InvoiceTerms. If the product Rate is inclusive of GST/ST/VAT, answer Y, else answer N. If youanswer Y, a list of GST/VAT/ST tax codes popup. Select the tax applicable on thisdocument. The tax percentage will be used to calculate the final price inclusive of VAT,based on the item rate entered in Masters, or Special Rates.

VendorEnter the code for the Vendor. Use F1 for Popup Help Box. You may also add a new Vendorhere as discussed under Purchase Orders.

Leaving this field blank will Enter the Purchase as a Cash Purchase.

Due DateEnter the Due Date of the Invoice. By default it is calculated as the Invoice date plus thenumber of Credit Days specified in vendor master. For a Cash Purchase, the cursor skipsthis option.

AgentEnter the Code of Agent. Use F1 for Pop Up Help Box.

ClassEnter the Document Class to indicate the branch or type of invoice (local/export ) dependingupon how you are using this field. Use F1 for the Popup Help Box.

ProductEnter the code for the Service Item/Product. This must be a Service Item/Product. Use F1for Popup Help Box - it will show you all the Service Items/Products.

DescriptYou may give as many lines of description for a Service Item/Product. FACT willautomatically pick up the 5 lines of description from the product master file and display themhere. You may edit/add more lines.

AmountEnter the Amount for the particular service item/product.

You may enter any number of lines on a single Service Invoice - the screen scrolls downafter 5 lines. After you have finished entry of all the Service Items/Products press [Ctrl]-[Home] to come to the Invoice Terms.

Invoice TermsThe terms shall appear in the order of their codes. First the description is displayed and thecursor waits for you to enter the percentage (%age). The calculated amount appears underthe product amount (max : 15 characters).


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To get the GST/VAT/ST Popup you must specify ‘S’ in Category when defining Sales Taxthrough Account/Preferences/System Controls/Purchase/Invoice Terms . Sales Taxrates are entered thru Account/Preferences/System Controls/Purchase/Sales TaxCodes . If you do not have any GST/VAT/ST in your country, do not create any Sales TaxCodes at all.

AmountThe amount of the Invoice is carried forward. In case you have entered an Invoice with aforeign currency, the local currency equivalent is displayed automatically. You may changethis amount if desired. If the Invoice has been entered in local currency, press <Ret>.

Party Invoice NoThis is the vendor's Invoice Number.

RemarksEnter a 200 character remark. This remark line can be printed in the Invoice and PurchaseService Registers.

ST Form NumberIn case you had chosen a Sales Tax Rate for which ‘ST’ form was required, this questionwill be asked. You may leave it blank for the time being and Enter it later thru Entry/Entryof ST Form/Purchase

Bank DetEnter the Bankers Information (max: 5 lines of 30 characters each).

ShippingEnter Shipping details such as Address, City, State, Country, Pin, Phone & Fax. Press <PgDn> to skip all fields.

Notes• Opening Invoices are Entered thru Masters/Opening Balances/Vendors . There is no

difference between an Opening Purchase Invoice/Service Invoice.

• Listing of all Opening Invoices is generated thru AR-AP/Outstanding Documents/Invoices – Vendors .

• If you are Entering many cash memos as one consolidated entry at the day end, use theRemarks Line to Enter the cash memo numbers–this is printed in the Purchase TaxRegister also.

Entry / Purchases / ReturnsGoods purchased could be returned by you for a variety of reasons (e.g. defectiveworkmanship, late delivery etc). You may enter Purchase Returns from this module.Whenever you enter a Purchase Return FACT automatically raises a Debit Note and affectsInventory.

Db Note NoEnter the Debit Note Number pertaining to the Purchase Return. Use F1 for Popup Help Box– it will show you all the Debit Notes issued pertaining to Purchase Returns.


DateEnter the Debit Note Date.

Ref. Invoice NoEnter the Purchase Invoice Number against which the goods being returned werepurchased. In case the Purchase Invoice Number does not exist a message will be flashed‘ Ref Invoice Number NOT found ! Proceed...Y/N!’. Enter Y to proceed with the return.

DateEnter the Reference Invoice Date. If an existing Purchase Invoice was entered, this Dateis automatically displayed as the Invoice date. The date is important as it is considered forGST/VAT/ST Refund in the GST/VAT/ST Register.

In case an existing Purchase Invoice was entered, the code and Name of the Vendor andDocument Class is displayed.

CurrencyIf the purchase return is in a foreign currency, enter the Currency Code. Use F1 for PopupHelp Box. If the return is in a local currency, leave this field blank.



VendorEnter the code of the Vendor. Use F1 for Help Popup Box. If an existing Ref. Invoice No wasentered, the vendor code is carried forward automatically. Leaving this field blank willenter the return as Cash Purchase Return.

ClassEnter the Document Class code. Use F1 for Popup Help Box.

Product on InvoEnter the Code of the product which was invoiced for and is now being returned. In casean existing invoice was entered, use F1 to Popup a list of the products that were invoicedon the Ref Invoice No.

Product ReturnedThe Product being returned need not be the Product which was invoiced. It could beSeconds or Damaged. Enter the Code of the Product which you are returning. Use F1 forPopup Help Box.

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QuantityEnter the Quantity of the Product Returned.

RateEnter the Rate at which the Product is being Returned - it may be different than the ProductInvoiced.AmountThe Amount will be calculated automatically as Quantity multiplied by the Rate, anddisplayed. Change if desired.

You may enter unlimited products on a single Return Note. When finished, press [Ctrl]-[Home] and you will come to the Invoice Terms. Enter the Terms as applicable. In case anexisting invoice was entered, the terms originally entered are displayed. Change is desired.

RemarksEnter a 200 character remark.

ST Form NumberIn case you had chosen a Sales Tax Rate for which 'ST' form was required, this questionwill be asked. You may leave it blank for time being and enter it later thru Entry/Entry of STForm/Purchase.

If you are in the Append mode, the screen changes at this point and FACT moves intoAdjustment Of Documents/Debit Notes –– Creditors , automatically. This enables youto adjust the Debit Note Just created without coming out of the Purchase Return module.If you do not wish to adjust the Debit Note just created, press [Esc] .

After you have saved (or aborted) the Debit Note Adjustment, FACT returns you to thePurchase Return module automatically.

Notes• Entering the Purchase Return automatically has the effect of passing a Debit note (you

cannot delete this Debit Note thru Entry/Debit-Credit Note/Vendors ).

• Debit Notes (of Purchase Returns) pertaining to the previous accounting year which arelying unadjusted as on the last date of that accounting period have to be entered with theirNET OUTSTANDING balances as DEBIT NOTES thru Entry/Debit-Credit Note/Vendors . Enter with the actual date of the Purchase Return Note. This will update theParty’s Account but will NOT affect the General Ledger.

• Listing of all Opening Debit Notes are generated thru AR-AP/Debit Note Register/Vendors.

• Purchase Return Notes are printed in the Material In-Out /Stock Ledger showing thatthey are Returns. Cash Purchase Returns are printed accordingly.

• Entering a Cash Purchase Return automatically raises the Cash Balance by the GrossAmount of the Return thru an AUTO VOUCHER CT = Vendors' (or Creditor's) CashReturns. Modification of the Cash Purchase Return Note automatically modifies theAUTO voucher also.


Entry / Adjustment of Documents

As explained earlier, FACT keeps track of all Customer/Vendor Documents with details ofGross Amount, Adjustments and Balance Outstanding against each one of them. Hencecomes the need for a module thru which these documents can be adjusted against eachother. This module allows you to adjust the documents as follows :

Credit Notes - CustomersAgainst Sale Invoices and Debit Notes

Credit Notes - VendorsAgainst Debit NotesAdvances (Deposits) - CustomersAgainst Sale Invoices and Debit Notes

Advances (Deposits) - VendorsAgainst Purchase Invoices and Credit Notes

Debit Notes - VendorsAgainst Purchase Invoices

You will notice that ALL Customers/Vendors documents are allowed to be adjusted againsteach other. The entries made through this module do not have any effect in the GeneralLedger. The Documents are at the Party Ledger level and are set off against each other.

Adjustment of Credit Notes

DateEnter the date on which the adjustment is to take effect.

Customer/VendorIf the option that you have selected is for a customer, enter the Customer Code.If the option that you have selected is for a vendor, enter the Vendor Code.Use F1 for Popup Help Box.Cr NoteEnter the document number of the Credit Note that is to be adjusted. Use F1 for Popup HelpBox. It will show you all the Credit Notes issued for the Customer/Vendor dated upto theadjustment date.

CurrencyThe currency of the selected Credit Note is displayed as default. This cannot be modified.

AdjustedThe adjusted amount (as on the above date) of the Credit Note is displayed as default. Thiscannot be modified.

BalanceThe unadjusted amount (as on the above date) of the Credit Note as is displayed as default.This cannot be modified.

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AmountGross Amount of the Credit Note is displayed as default. This cannot be modified.

NarrationYou may enter a Narration - max : 200 characters

TypeCredit Notes sent to a Customer can either be adjusted against an Invoice or a Debit Note.Credit Note of received from a vendor can only be adjusted a Debit Note.

Enter the Type of Document to be adjusted against - B for Invoices; D for Debit Notes.Doc NoEnter the Number of the document to be adjusted. Use F1 for Popup Help Box - it will showyou all the Sales Invoices/Debit Notes upto the date of adjustment for the selectedCustomer/Vendor depending upon which type of document you have selected

For CustomersIf you have entered B under Type, enter the Sales Invoice Number.If you have entered D under Type, enter the Debit Note Number.The Sale Invoice/Debit Note must be dated prior to the Adjustment Date.

For VendorsDebit Note Number. Remember, the Debit Note must be dated prior to the AdjustmentDate.

DescriptionThe Document Number, Gross Amount and Balance Amount are displayed as default.

BalanceThe unadjusted amount (balance amount remaining) of the Document is displayed.

AmountBalance Amount of the Document is shown by default – change if desired. You cannotenter an amount exceeding the balance amount

With every entry the total amount adjusted against the Credit Note is displayed in the lastrow in the Amount Column. The Balance to be appropriated is shown in the left bottomcorner of the screen. It is not necessary to adjust the entire Balance Amount of the CreditNote before saving. To save press <[Ctrl]-[Home] >. To abort press [Esc] .

If FACT detects the selected document is in a different currency from that of the selectedCredit Note, you will be prompted further with the following information :



(Currency) AmountThe currency in which the selected document was made is displayed. The amount that


can be appropriated against the above Credit Note amount is also displayed. You maymodify the amount that should be appropriated


(Currency) EquivalentThe value of the appropriated amount (in the currency of the selected Credit Note) isdisplayed. You may modify this amount.

DescriptionThe document Date, Gross Amount and Balance Amount are displayed as default.

BalanceUnadjusted amount of the Document is displayed.

AmountBalance Amount of the Document is shown by default - change if desired. You cannot enteran amount exceeding the balance amount

With every entry the total amount adjusted against the Credit Note is displayed in the lastrow in the Amount Column. The Balance to be appropriated is shown in the left bottomcorner of the screen. It is not necessary to adjust the entire Balance Amount of the CreditNote before saving.

To save press [Ctrl]-[Home] . To abort press [Esc].

Notes• You cannot enter more than one adjustment against a the same Credit Note on the same

day. In case there are more adjustments to be made against the same Credit Note, modifyand add the new adjustments. Do not try adding a new adjustment.

• In case you are trying to modify an adjustment and there is no adjustment for this CreditNote on the adjustment date entered, the closest adjustment will be displayed and youwill be prompted on the bottom line ‘Next Previous Select Quit ’.Next will display the next adjustment made on this credit note,Previous will show you the adjustment immediately preceding,Select will take the cursor to Narration for modification,Quit will abort the entry.

• You may adjust upto 50 documents on a single adjustment - the screen scrolls down after5 documents.

• You may print all the adjustments against Credit Notes thru AR-AP/Analysis - detailedprintout.

• Sale Returns automatically generate a Credit Note for the Customer with the samenumber. The adjustment is done thru this module.

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Adjustment of AdvancesDateEnter the date on which the adjustment should take effect.

Customer/VendorIf the option that you have selected is for a customer, enter the Customer Code.If the option that you have selected is for a vendor, enter the Vendor Code.Use F1 for Popup Help Box.

Vr NoEnter the document number of the Advance Deposit Voucher that is to be adjusted. Use F1for Popup Help Box. It will show you all the Advance Deposit Vouchers entered for theCustomer/Vendor dated upto the adjustment date.

AdjustedThe adjusted amount (as on the above date) of the Advance Deposit Voucher is displayedas default.

CurrencyThe currency of the Advance Deposit Voucher is displayed as default.

BalanceThe unadjusted amount (balance amount as on the above date) of the Advance DepositVoucher is displayed as default.AdvanceGross Amount of the Advance Deposit is displayed as default. This cannot be modified.

NarrationYou may enter a Narration - max : 200 characters.

TypeAn Advance Deposit from a Customer can either be adjusted against an Invoice or a DebitNote. Similarly, an Advance Deposit to a Vendor can be adjusted against an Invoice or aCredit Note.

Enter the Type of Document to be adjusted against - B for Invoices; D for Debit Notes; Cfor Credit Notes.

Doc NoEnter the Number of the document to be adjusted. Use F1 for Popup Help Box - it will showyou all the Sales Invoices/Debit Notes/Credit Notes upto the date of adjustment for theselected Customer/Vendor depending upon which type of document you have selected.

For CustomersIf you have entered B under Type, enter the Sales Invoice Number. If you haveentered D under Type, enter the Debit Note Number.

For VendorsIf you have entered B under Type, enter the Purchase Invoice Number. If you haveentered C under Type, enter the Credit Note Number.


Use F1 for Popup Help Box. The Invoice/Debit Note/Credit Note must be datedas on, or prior to the Adjustment Date.

If FACT detects that the document selected to be adjusted is in a different currency fromthat of the Advance Deposit Voucher, you will be prompted further with the following :



(Currency) AmountThe currency in which the selected document was made is displayed. The amount thatcan be appropriated against the above Advance Voucher amount is also displayed.You may modify the amount that should be appropriated.


(Currency) EquivalentThe value of the appropriated amount (in the currency of the selected AdvanceVoucher) is displayed. You may modify this amount.

DescriptionThe document Date, Gross Amount and Balance Amount are displayed as default.

BalanceUnadjusted amount of the Document is displayed.

AmountBalance Amount of the Document is shown by default - change if desired. You cannot enteran amount exceeding the balance amount .

With every entry the total amount adjusted against the Advance Voucher is displayed in thelast row in the Amount Column. The Balance to be appropriated is shown in the left bottomcorner of the screen. It is not necessary to adjust the entire Balance Amount of the Advancevoucher before saving.

To save press [Ctrl]-[Home] . To abort press [Esc].

Notes• You cannot enter more than one adjustment against an Advance Voucher on the same

date. In case there are more adjustments to be made against the same Advance voucher,modify and add the new adjustments.

• In case you are trying to modify an adjustment and there is no adjustment for this Advancevoucher on the adjustment date entered, the closest adjustment will be displayed and youwill be prompted on the bottom line ‘Next Previous Select Quit ’.Next will display the next adjustment made on this advance voucherPrevious will show you the adjustment immediately precedingSelect will take the cursor to Narration for modification

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Quit Will abort the entry.

• You may adjust upto 50 documents on a single adjustment.

• Partywise Unadjusted Advances may also be seen thru AR-AP/Outstanding Docu-ments/Advances.

Adjustment of Debit Notes

DateEnter the date on which the adjustment should take effect.

VendorEnter the code of the Vendor. Use F1 for Popup Help Box.

Db NoteEnter the document number of the Debit Note to be adjusted. Use F1 for Popup Help Box.It will show you all the Debit Notes entered for the Vendor dated upto the adjustment date.

CurrencyThe Currency of the selected Debit Note is displayed as default.

AdjustedThe adjusted amount (as on the above date) of the Debit Note is displayed as default.

BalanceThe unadjusted amount (as on the above date) of the Debit Note is displayed as default.

AmountThe Gross Amount of the Debit Note is displayed as default.

NarrationYou may enter a Narration - max : 200 characters.

TypeA Debit Note from a vendor can only be adjusted against an Invoice. Enter B for Invoice.

Doc NoEnter the Purchase Invoice number to be adjusted. Use F1 for Popup Help Box.

If FACT detects the selected document is in a different currency from that of the selectedDebit Note, you will be prompted further with the following :




(Currency) AmountThe currency in which the selected document was made is displayed. The amount thatcan be appropriated against the above Debit Note amount is also displayed. You maymodify the amount that should be appropriated.

RateThe conversion rate is calculated and displayed as default. You may modify theconversion rate.(Currency) EquivalentThe value of the appropriated amount (in the currency of the selected Debit Note) isdisplayed. You may modify this amount.

DescriptionThe Purchase Invoice Date, Gross Amount and Balance Amount are displayed as default.

BalanceThe amount of unadjusted portion of the Purchase Invoice is displayed as default.

AmountThe Balance Amount of the Purchase Invoice is shown by default - change if desired. Youcannot Enter an amount exceeding the balance amount .

With every entry the total amount adjusted against the Debit Note is displayed in the lastrow in the Amount Column. The balance to be appropriated is shown in the left bottomcorner of the screen. It is not necessary to adjust the entire Balance Amount of the DebitNote before saving. To save press [Ctrl]+[Home] . To abort press [Esc] .

Notes• You cannot Enter more than one adjustment against a Debit Note on the same day. In

case there are more adjustments to be made against the same Debit Note, modify andadd the new adjustments.

• In case you are trying to modify an adjustment and there is no adjustment for this DebitNote on the adjustment date Entered, the closest adjustment will be displayed and youwill be prompted on the bottom line ‘Next Previous Select Quit ’.Next will display the next adjustment made on this debit note.Previous will show you the adjustment immediately preceding.Select will take the cursor to Narration for modification.Quit will aborts the entry.

• You may adjust upto 50 Purchase Invoices on a single adjustment - the screen scrollsdown after 5 Invoices.

• You may print all the adjustments against Debit Notes thru AR-AP/Analysis/Vendors- detailed printout.

• Purchase Returns automatically generate a Debit Note for the Vendor with the samenumber. The adjustment is done thru this module.

• A Debit Note to a Customer can be adjusted against a Credit Note as well as an AdvanceDeposit. This is done thru, Entry/Adjustments of Documents/Credit Notes - Custom-ers or Entry/Adjustment of Documents/Advances - Customers respectively.

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However in the case of Vendors, Debit Notes can be adjusted only against PurchaseInvoices - hence this module.

Entry of ST FormIn some countries, concessional rates of GST/VAT/ST are charged for sales to registereddealers and manufacturers and the customers submit a Concessional Tax form to the selleror manufacturer.

Although provision has been made to accept the Sales Tax (ST) Form Number during theInvoice entry itself, ST forms might not always be submitted before the invoice is made.These forms might be submitted at a later date. At times the forms might even be receivedlong after the invoice has been paid or adjusted.

And since an invoice is not allowed to be modified after a receipt has been adjusted againstit, this module has been designed to allow you to enter the ST form number against anInvoice without having to modify or delete the adjustment.

Invoice NoEnter the Invoice Number against which an ST Form number has to be entered. Use F1 forPopup Help Box. It will show you all the invoices entered so far where GST/VAT/ST hasbeen charged at a concessional rate and an ST form number is required. It also shows youeven those invoices for which ST form has been received - in case you want to modify thenumber.

Customer/VendorThe Customer/Vendor name on the original invoice is displayed as default.

Date & AmountThe original Invoice Date and Gross Amount is also displayed as default.ST Form NoEnter the ST form Number or modify an existing ST Form number.

Notes• Report on ST form due is available (Customer/Vendor wise) thru AR/AP/Special

Reports/ST Form Exceptions .

• When you want to send reminders for ST forms due to Customers, generate a ST FormDue report from AR/AP/Special Reports/ST Form Exceptions/Sales and attach it tothe reminder letter.

Currency RatesFACT allows you full multi currency operations. From this module you may add newcurrencies and enter the daily exchange rate at which the bank would buy or sell thecurrency.

There are two selections available in the lower section of the screen. Currency and Rates.


Select Currency to add, modify or delete new Currency Codes. Select Rate to add, modifyor delete daily exchange rates.

CurrencySelect Append to add a new currency code.Select Modify to change the description and/or Unit Value of an existing currency code.Select Delete to delete an existing currency code. Deletion is allowed provided the code hasnot been tagged against any Cash/Back Book.

CodeEnter a code for the foreign currency. Max - 5 characters; example - US$ for US Dollar.

DescriptionEnter a description for the new currency. Max - 20 characters; example - US Dollar .This description will be used whenever the currency amount needs to be printed in words.

Unit ValueEnter the "Hundreth Unit" of the foreign currency; example - ¢ Cents.

RatesAfter you have added a currency, you will need the daily exchange rate against the baseor [Home] currency, for the day to day transactions in that currency. The exchange ratesentered here act as a reference table. It is not compulsory to enter the exchange rate here.These rates appear as default whenever you enter a document in a foreign currency. Youcan modify this rate on the document. In case you skip this module, you will be promptedto enter the exchange rate on the foreign currency document itself.

Any modifications or deletions made to the daily exchange rate has no effect on existingforeign currency documents. As stated earlier, this simply acts as a reference table for newdocuments being entered.

Select Append to add a exchange rate for a new date.Select Modify to change the details of an existing rate.Select Delete to delete an existing rate.Daily exchange rates may be expressed either as Local for Foreign Units or as Foreign forLocal Units.

View ForLocal for Foreign Units - In this method, any unit of the Foreign Currency can be used asan anchor to express the buying or selling rate in the local currency. The following exampleshould make this clear :

Foreign Currency (US$) = 1.00Buy Rate = 1.60000Sell Rate = 1.59000

Where the US$ is a Foreign Currency and the S$ is the base (or [Home]) currency. In theabove example, one unit of the US$ (US$1.00) can be bought at S$ 1.60 and sold at S$1.59In case you selected the View for as Local for Foreign Units , you will be prompted with

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the following :

DateSpecify the date for which the exchange rate is to be entered.

Foreign CurrencyEnter the unit amount of the foreign currency against which the buying and selling ratewill be entered.

Buy RateEnter the buying rate for the above quoted foreign currency.

Sell RateEnter the selling rate for the above quoted foreign currency.

Foreign for Local Units - In this method, any unit of the local ([Home], or base) currencycan be used as an anchor to express the buying or selling rate in a foreign currency. Anexample here would also make this clear :

Local Currency (S$) = 1.00Buy Rate (US$) = 0.62500Sell Rate (US$) = 1.61300

Where the US$ is a Foreign Currency and the S$ is the base (or [Home]) currency. In theabove example, one unit of the [Home] currency (S$1.00) can be bought at US$ 0.625 andsold at S$ 0.613.

If you have selected the View For as Foreign for Local Units you will be prompted furtherwith :

DateSpecify the date for which the exchange rate is to be entered.

Local CurrencyEnter the unit amount of the local currency against which the buying and selling ratewill be entered.Buy RateEnter the buying rate for the local currency, in the selected foreign currency for.

Sell RateEnter the selling rate for the local currency, in the selected foreign currency for.

Notes• The exchange rates entered here simply act as a reference for new documents being

entered.

• Exchange rates for a given currency can be viewed either in Foreign for Local Unit modeor in Local for Foreign Unit mode. You cannot view the same currency in two differentmodes.

• However, different currencies can be viewed in different modes.• Existing documents will remain unaffected by any changes or deletions made to the


exchange rate in this module. For the change to affect the document, the exchange rateon the document itself must be modified.

• Lock a MonthAllows you to restrict exchange rate entries to a particular month only. FACT will ask youto enter the month for which lock is to be activated. The lock is deactivated once you exitthis module.

• Lock DateAllows you to restrict exchange rate entries to a particular date only. FACT will ask youto enter the date for which the lock is to be activated. The lock is deactivated once youexit this module.

• UnlockUse this option to unlock any Lock a Month or Lock a Date criteria set by you.

Customer/Vendor ReportsThis section deals with all the reports concerning the Debtors and Creditors. All transactionsarising out of Sales & Purchases are reported here in a variety of formats.

The financial books are updated at the time the entries are made thru the Entry section. Noadditional processing is required. All updations are automatic and simultaneous withentries. Whenever entries are modified/deleted, all the relevant books get updated. Whichmeans you may generate any report thru this section right away.

You get the standard sale and purchase registers (day books), Bill registers, party ledger,debit/credit note registers, ageing and due date analyses etc. What you also get are somereports in special formats :

• Order Register with values• Party Journal Register• Credit Limit Report• Ageing analysis with use defined "number of days" and "intervals".• Customers/Vendors Analysis—document level tracking report. Available both in detailed

and summary formats• Outstanding Orders with values—Order Numberwise, Agentwise, Partywise and Pro-

ductwise. Both in detailed and summary formats• Outstanding Invoice report—detailed and summary• Outstanding Advances report—detailed and summary• Sales AnalysisAll reports are available From any date To any date—even for a single day. No additionalentries are required to be made for generation of any of these reports. The primary entriesmade thru the Entry section are the only ones required.

There is no concept of a monthly or periodic closing of books. All reports for the entireaccounting period (upto 24 months) may be taken by you at any time.

As you already know FACT is completely ONLINE—there is no processing involved (wehope you did not waste time looking for the processing module in the menu).

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The reports section of FACT is the easiest to operate. Being totally ONLINE there is norestriction on the sequence you follow. Judging from the quality of FACT, you would haveprobably guessed the great feature that makes all the reports so powerful. Reports can betaken for any date/period (within the accounting period of course).

• Subledgers• Department-wise/Division-wise Reports• Selective Reporting

ALL reports can be filtered for a specific Document Class combination. When you takea printout, the "Printer Details" box appears on the screen. You may enter the specify theDocument Class Filter combination here. For screen reports, go to Account/Prefer-ences/Filter to set the Document Class Filter combination. Once a Filter has been set,it remains in memory till changed.

When you take filtered reports on screen, the filter condition or its description (if enteredthru Masters/Document Class/Filters) is displayed on the right top corner just under theAccounting Period. In all printer reports, this is printed under the main report title.

• Screen ReportsSpecial attention has been given to report design—they need not be always taken on ahard copy. FACT has a specially designed screen layout for all reports. When the reportsare viewed on screen, it is possible to flip back and forth between the pages, instanta-neously.

Whenever the report exceeds a page on the screen, the bottom line prompts withPrevious Page, Quit From Report, & Continue—More, with the cursor resting onContinue—More. Press <Ret> and you will go to the next page. You may move to theother options by using the arrow keys or the first letters ( P/Q/C) for the respective options.Of course, pressing [Esc] takes you back to the main menu.

The second time you generate a report, the From Date and To Date entered in the lastreport during this session, will appear as default.

• Printer OutputsAll reports have been designed with the 80 column printer in mind. Which means you donot need a 132 column printer to generate reports. FACT switches to compressed andnormal mode on its own.

FACT reports are also a super saver on time, money and paper ! Say you have a reportfrom 1st Jan to 30th May running into 50 pages. And you wish to print pages 32 and 33again. You need not print the entire lot of 50 pages all over again — Set your mind at rest.

In all the reports when you say Y to Printer , the "Printer Details" box prompts you the withfollowing :

Filter : ««««««

First Page : 1Start From : 1End at : 9999Class : 3Printer Width : 80


For our above example you would enter the number of the first page of your report(presumably 1) in First Page . Since you wish to start printing from Page 32, enter 32 inStart Page . And at End at enter 33. What do you get? Exact replicas of Pages 32 and33… ONLY ! Provided of course you did not change any data between the two printouts.Happy Printing !

At Filter , enter the Document Class combination you want the report to be filtered on. Fornon-filtered reports, just leave it as ««««««. Press F1 for Popup Help Box. It will showyou all the predefined filters entered so far. Read the Document Class Examples for thedifferent ways in which you can set Filters and use Document Class to add power to yourfinancial reporting.

At Class , enter Y in case you want the Document Class printed under each transactionreported. This would be printed only in detailed reports.

At Printer Width , enter 80/132 to change the printer width set for the reports.

• You might find that the UOM (Unit of Measurement) is not being printed in some of theregisters generated thru this section. Check whether you have entered the Purchase,Stock and Sale UOMs for the products thru Masters/Items-Products/Products . In casethey are blank, modify the products and enter the UOMs. Then regenerate the registers—this time you will find that the UOMs are also printed. Use the Function Key Macros formodification of the product master—it is a very fast way to do such a repetitive task.

• One last word about reports—reports on the screen are not exactly what you see on theprinter. They have been designed in this manner. To make the screen reports neat andeasily readable, we have deliberately restricted one record to one line only. Which hasnecessitated omission of some details pertaining to that record from screen displays.

We suggest you go thru all reports on screen once to get a feel of them. Try them out—you are not even wasting paper—and the reports are fast—super fast !.

Ar/Ap / Sale & Purchase RegistersSales & Purchase Registers / Order

If you are not using the Order modules—skip this section. This report gives you the OrderRegister—both for Sales as well as Purchases.

Order Acceptances entered thru Entry/Sales/Orders or Entry/Purchase/Orders arereported in both detailed and summary formats. The detailed format shows all the productson order with quantities, rates and amounts. Summary shows only the value of the order.You may also print the pending Order Acceptances of the previous accounting period.OpeningSelect Exclude Opening to generate a report that excludes Opening Order.Select Include Opening to generate a report that includes Opening Order.Select Only Opening to generate a report of only Opening Order.

FromEnter date From which report is desired. If you select ‘Include Opening’ or ‘Only Opening’in Opening, the cursor skips this option - It displays the accounting period Start Date as the

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From Date.

ToEnter date To which report is desired. If you select ‘Include Opening’ or ‘Only Opening’ inOpening, the cursor skips this option - It displays the accounting period Start Date as theTo Date.

DetailEnter Y for product details and quantities on order also to be printed. Detailed report isavailable ONLY on the printer.

RemarksEnter Y to print the Remarks line. If you say N in Detail , the cursor skips this option.

PrinterEnter Y for printer; N for screen. If you say Y in Detail , the cursor skips this option - it isdisplayed as Y in default, since the detailed report is available only on printer.

Order FilterThe default is 15 asterisks. You can filter the report on any Order number pattern. Enter thefilter pattern for the Order number. If you do not wish to filter on any pattern, leave the defaultasterisks. Remember, even a blank space is a valid filter pattern.

Notes• This report as all others is sensitive to Filters.• Document Class may be printed or suppressed.

• Party Order Acceptance Number is also printed under the Purchase Order Number.

Sale & Purchase Registers / DOThis report gives you the Delivery Order Register—both Sales and Purchases. You maygenerate them in the detailed or summary formats (in the summary format, the productdetails are suppressed). You may also generate selected registers—only Stockableproducts, only Service items or Both (Stockable & Service).

Sorted BySelect Date for a report sorted datewiseSelect Number for a report sorted Invoice-numberwiseSelect Products – All for a report sorted productwise for all productsSelect Products – Selective for a report sorted productwise for selective productsSelect Group for a report sorted product groupwiseSelect Subgroup for a report sorted product sub-groupwiseProductwise (selective Products), Groupwise and Subgroupwise will pop up a selection boxand you will have to tag the desired products, groups or subgroups as the case may be.




DetailEnter Y for Product Details; N for D/O amounts only. The detailed report is available ONLYon the Printer.

RemarksEnter Y for the Remarks line to be printed. If you enter N in Detail, the cursor skips thisoption.

PrinterEnter Y for Printer; N for screen. If you enter Y in Detail , the cursor skips this option.

AlphabeticalEnter Y for alphabetical reporting on Product Name; N for Product Codewise. This optionis available only if you select Products (all or selective) in Sorted By.

D/O FilterThe default is 15 asterisks. You can filter the report on any D/O number pattern. Enter thefilter pattern for the D/O number. If you do not wish to filter on any pattern, leave the defaultasterisks. Remember, even a blank space is a valid filter pattern.

Notes• No need to keep copies of D/Os raised—D/O Register is a much more cost effective

solution. It is also much neater to look at and much more comfortable to handle.


• Detailed Register shows all the details of the sale/purchase D/Os including the productsdelivered, quantities, rates and amounts for each individual product and finally the termsand the net amount of each D/O. Non Detailed Register shows only the basic amountand all the terms with the net amount of the D/O.

Sale & Purchase Registers / InvoiceThis report gives you the Invoice Register—both Sales and Purchases. You may generatethem in the detailed or summary formats (in the summary format, the product details aresuppressed). You may also generate selected registers—only Stockable products, onlyService items or Both (Stockable & Service).

Sorted BySelect Date for a report sorted datewiseSelect Number for a report sorted Invoice-numberwiseSelect Products – All for a report sorted productwise for all productsSelect Products – Selective for a report sorted productwise for selective productsSelect Groups for a report sorted Product GroupwiseSelect Subgroups for a report sorted Product SubgroupwiseSelect Customer - All for a Customerwise report for all CustomersSelect Customer - Selective for a Customerwise report for selective Customers

In case of Purchase Invoice Register, the Customer - All and Customer - Selectiveoptions will be replaced by Vendor - All and Vendor - Selective respectively.

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Choosing Products - Selective or Customer - Selective / Vendor - Selective sort option popsup a selection box later where you will have to tag the desired products / customers /vendors.



DetailEnter Y for Product Details; N for invoice amounts only. The detailed report is availableONLY on the Printer.

If you had selected Customer - All / Customer - Selective or Vendor - All / Vendor -Selective above, this option will be set as Y by default and cannot be changed as Summaryreport is not available for these options.

RemarksEnter Y for the Remarks line to be printed. If you enter N in Detail, the cursor skips thisoption.If you had selected Customer - All / Customer - Selective or Vendor - All / Vendor -Selective above, this option will be set as Y by default and cannot be changed as Remarksprinting is not available for these options.

PrinterEnter Y for Printer; N for screen. If you enter Y in Detail , the cursor skips this option.SequenceAnswer Y to show multiple Products in an Invoice in the order they have been entered.Specify N for a Product codewise listing of the Products. This feature is available only if youhad opted for a detailed report above.

ForA box will pop up displaying the following options :Select Products & Services to include stockable products as well as service items.Select Products Only to include stockable products onlySelect Services Only to include service items only.

AlphabeticalEnter Y for alphabetical reporting on Product Name; N for Product Codewise. This optionis available only if you select Products (all or selective) in Sorted By.

Invoice FilterThe default is 15 asterisks. You can filter the report on any invoice number pattern. Enterthe filter pattern for the invoice number. If you do not wish to filter on any pattern, leave thedefault asterisks. Remember, even a blank space is a valid filter pattern.

ReportSelect Both to report both, Cash as well as Credit Sales.Select Cash to report Cash Sales only.


Select Credit to report Credit Sales only.

If you had selected Customer - All / Customer - Selective or Vendor - All / Vendor -Selective above, this option is set to Credit and cannot be changed.

Notes

• If the Product - All or Products - Selective report sort orders are selected, the report alsoprints the Additional Product Description for each Product in an Invoice.

Please remember that in order to print the Additional Prodcuct Description, youshould have saved the Invoice with the Additional Product Desciption checkbox selected.

• No need to keep copies of Invoices raised—Invoice Register is a much more cost effectivesolution. It is also much neater to look at and much more comfortable to handle


• Detailed Register shows all the details of the sale/purchase invoices including theproducts invoiced, quantities, rates and amounts for each individual product and finallythe terms and the net amount of each invoice. Service Invoices are reported with completedescription of the service item invoiced for. Non Detailed Register shows only the basicamount and all the terms with the net amount of the invoice.

• You can generate a detailed report with Remarks. The detailed report also prints theAdditional Product Description for each Product in a Sales or Purchase Invoice. To usethis feature you should save the Sales or Paurchase Invoice with the Additional ProductDescription checked.

• If Remark is Y then the same Remark will be printed for each Product.

• The Date and Number wise reports are identical to the corresponding FACT reports.

• When the Sales Invoice Register is taken Product wise, the report will print a ProductQuantity Total at the end of each Product. In cases where Double Quantity is applicable,the Double Quantity Total will also appear at the end of each Product.

Ar/ Ap / Credit Note RegisterThis report shows you all the Credit Notes entered for Customers and Vendors. As you areaware, credit notes are either entered directly thru Entry/Journals/Debit-Credit Note or arecreated by FACT on its own when a Sale/Purchase Return or an Inter Party Journal is raised.You may generate this report for :

Customers - Credit Notes for Customers entered thru Customers-Debit/Credit Notes.Vendors - Credit Notes for Vendors entered thru Vendors-Debit/Credit Notes.Party Journals - Credit Notes created by FACT when an Inter Party Journal is entered.Sales Returns - Credit Notes created by FACT when a Sale Return is entered.All - All of the above

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OpeningSelect Exclude Opening to generate a report that excludes Opening Credit Notes.Select Include Opening to generate a report that includes Opening Credit Notes.Select Only Opening to generate a report of only Opening Credit Notes.

This option is not available if you select Party Journals or Sales Returns in the option boxabove, the cursor skips this option

FromEnter date From which report is desired. If you select ‘Include Opening’ or ‘Only Opening’above, the cursor skips this option - and the accounting period Start Date is displayed asdefault.

ToEnter date To which report is desired. If you selected ‘Only Opening’ in Opening, the cursorskips this option - and the accounting period Start Date is displayed as default.DetailEnter Y for the narration to be printed as well, N for without narration. This option is availableonly in case you are generating the report for Party Journals.

PrinterEnter Y for printer; N for screen. If you answered Y to the above prompt, the cursor skipsthis option.

Notes• This report as all others is sensitive to filters.

• Sale Return Register shows the Ref Invoice Number against which the products werereturned. In the printout, details of the product returned with values against each of themare also shown.

• In the printouts of the Credit Note Register for Debtors, Creditors and All, the origin of theCredit Note (whether it originated as a Credit Note, Sales Return or Party Journal) is alsoshown to facilitate you in tracing it.

Ar/ Ap / Receipts RegisterReceipts entered thru Entry/Vouchers-Receipts & Payments (for both Customers andVendors) are reported thru this option. This report will show you Receipts from Customers/Vendors in the form of a Money Receipt Register (with full details of adjustments).

This report will also show you which bank the cheque was deposited in or whether it wasa cash receipt. At the end of the day’s receipts, it shows the day’s totals. This report canbe treated as a supplement to the Bank/Cash Books, which may be generated in the NonDetailed or Summary mode - where only the day totals pertaining to the Receipts fromCustomers/Vendors will be reported.

OpeningSelect Exclude Opening to generate a report that excludes Opening Receipts.Select Include Opening to generate a report that includes Opening Receipts.


Select Only Opening to generate a report of only Opening Receipts.


ToEnter date To which report is desired. If you selected ‘Only Opening’ in Opening, the cursorskips this option- and the accounting period Start Date is displayed as default.DetailEnter Y for narration to be printed; N to suppress. Detailed register is available ONLY onthe printer.PrinterEnter Y for printer; N for screen. If you enter Y in Detail, the cursor skips this option.

Gain / LossThis option is available only if you answered Y to Printer. Enter Y if wish the resultant Gain/Loss for foreign currency documents to be reported against each transaction.

Notes• This report as all others is sensitive to Filters.

• This report does not show any receipts entered thru Entry/Vouchers—Receipts &Payments/One Db-CR or Many Db-Cr. It shows only those receipts pertaining toCustomers/Vendors.

Ar/ Ap / Debit Note RegisterThis report shows you all the Debit Notes entered for Customers and Vendors. As you areaware, debit notes are either entered directly thru Entry/Journals/Customers & Vendors-Debit & Credit Note or are created by FACT on its own. Debit Notes are createdautomatically when a Purchase Return is entered and also for the debit entries madeagainst parties in Party Journal. Select one of the following option and proceed :

Customers - Debit Notes for Customers entered thru Journals-Debit/Credit Notes.Vendors - Debit Notes for Vendors entered thru Vendors-Debit/Credit Notes.Party Journals - Debit Notes created by FACT when an Inter Party Journal is entered.Purchase Returns - Debit Notes created when a Purchase Return is entered.All - All of the aboveOpeningSelect Exclude Opening to generate a report that excludes Opening Debit Notes.Select Include Opening to generate a report that includes Opening Debit Notes.Select Only Opening to generate a report of only Opening Debit Notes.

This option is not available if you select Party Journals or Purchase Returns in the optionbox above, the cursor skips this option.

FromEnter date From which report is desired. If you select ‘Include Opening’ or ‘Only Opening’

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above, the cursor skips this option - and the accounting period Start Date is displayed asdefault.ToEnter date To which report is desired. If you selected ‘Only Opening’ in Opening, the cursorskips this option - and the accounting period Start Date is displayed as default.

DetailEnter Y for the narration to be printed as well, N for without narration. This option is availableonly in case you are generating the report for Party Journals.

PrinterEnter Y for printer; N for screen. If you answered Y to the above prompt, the cursor skipsthis option.

Notes• This report as all others is sensitive to filters.

• Purchase Return Register shows the Ref Invoice Number against which the productswere returned. In the printout, details of the product returned with values against each ofthem are also shown.

• In the printouts of the Debit Note Register for Customers, Vendors and All, the origin ofthe Debit Note (whether it originated as a Debit Note, Purchase Return or Party Journal)is also shown to facilitate you in tracking its origin.

Ar/Ap / Payments RegisterPayments entered thru Entry/Receipts-Payments (for both Customers and Vendors) arereported from this option. This report will show you Payments to Customers/Vendors in theform of a Payment Register (with full details of adjustments).

This report also shows you which bank the cheque was issued from or whether it was a cashpayment. At the end of the day’s payments, it shows the day’s totals. This report can betreated as a supplement to the Bank/Cash Books, which may be generated in the NonDetailed or Summary mode - where only the day totals pertaining to the Receipts fromCustomers/Vendors will be reported.OpeningSelect Exclude Opening to generate a report that excludes Opening Payments.Select Include Opening to generate a report that includes Opening Payments.Select Only Opening to generate a report of only Opening Payments.


ToEnter date To which report is desired. If you selected ‘Only Opening’ in Opening, the cursorskips this option- and the accounting period Start Date is displayed as default.


DetailEnter Y for narration to be printed; N to suppress. Detailed register is available ONLY onthe printer.

PrinterEnter Y for printer; N for screen. If you enter Y in Detail, the cursor skips this option.Gain / LossThis option is available only if you answered Y to Printer. Enter Y if wish the resultant Gain/Loss for foreign currency documents to be reported against each transaction.


• This report does not show any payments entered thru Entry/Vouchers-Receipts &Payments/One Db-CR or Many Db-Cr. It shows only those payments pertaining toDebtors/Creditors.

Ar/Ap / Party LedgerCustomers & Vendors

This is an important report for Customers/Vendors. You get the party’s complete picturehere—all the Invoices, Receipts, Payments, Debit Notes & Credit Notes. Detailed and Non-detailed formats are available. You may view/print accounts selectively.

OpeningSelect Include Summary for a non-detailed opening balance.Select Include Details for a detailed opening balance.Select Only Opening for report of opening balances only.

FromEnter date From which report is desired. If you selected ‘Include Details’ or ‘Only Opening’above, the cursor skips this option - and the accounting period Start Date is displayed asthe default From date.

ToEnter date To which report is desired. If you selected ‘Only Opening’ above, the cursor skipsthis option - and the accounting period Start Date is displayed as the default To date.

CurrencySelect Local to generate the Party Ledger report in the Local / [Home] Currency.Select Foreign to generate the report in the selected Foreign Currency.Select Both to generate the report in both the Local Currency as well as the selected ForeignCurrency.

If you choose Foreign or Both options for the Currency prompt above, FACT will promptfor a Foreign Currency to be selected.

DetailEnter Y for document level details to be reported; N to report only the net debit/credit balanceof the party. If you selected "Include Details" in Opening, the cursor skips this option -

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and displays Y as default.


Sort byFor Party Ledger/Customer, select Customer for the report to be sorted customer-wise.For Party Ledger/Vendor, select Vendor for the report to be sorted vendor-wise.For party Ledger/Customer as well as Vendor, select Agents for the report to be sortedagent-wise.AlphabeticalEnter Y for the report to be sorted alphabetically; N for the report to be sorted code-wise.LimitsEnter Y to generate the Credit Limit exception report; N for Party Ledger. If you enter Y inDetail or if you select Agent, the cursor skips this option.

A window appears in the bottom right corner displaying all the Customer/Vendor Codes andNames. Tag the ones desired. Then press [Esc] and select Go.

Notes• This report does not show the current status of the documents. It merely shows the

documents entered for the party and the resulting balance in the party’s account uptothe date of the report.

• To see the individual status of each document and the adjustments on it, go to Ar/Ap MISReports. It is a very powerful set of reports relating to Debtors/Creditors for documentlevel tracking. It gives you a criss cross tally of each document.

• Vendors’ Party Ledger shows party's invoice number too.

• FACT now allows you to view all types of Narration (Include Summary, Include Details,Only Opening) for the customer/ vendor documents on screen and on the printed reportfor a detailed Party Ledger report with Remarks-Y.

• Credit Limit Report shows limit set thru Masters/Vendor-Customer compared to theparty’s balance on the date to report. A party is printed only if the outstanding exceed theLimit set for it. You may change the Limit and regenerate this report—the new limits willbe considered.

• Credit Limit Report is also sensitive to Document Class.


• To cross check whether the Opening Balance for Debtors or Creditors (entered thruMasters/Opening Balances/General Ledger) tallies with the sum of the individual openingdocuments you have entered, run Housekeep/Diagnostics/DR Control or CR Control. Incase there is a mis-match, generate the 'Only Opening' report to track the error.

• In this report, all transactions (adjusted/unadjusted) are reported.

• If you select Customers or Vendors in Sort by , then in case of original ForeignCurrency documents, the Local Currency and the original Foreign Currency amounts willalways be shown irrespective of Currency preference chosen through Currency option.


• If Foreign or Both is chosen for the Currency option, FACT prompts you to select aninstalled Currency. The report then will consider Exchange Rates entered through Entry/ Currency Rates option for this Currency.

For Opening Balance figures, the report considers any Exchange Rate for the selectedForeign Currency which is for a date prior to the first day of the Accounting period.

For transaction amounts, the Rate falling on the transaction date is considered. If this isnot available, any Rate prior to the transaction date is automatically picked up.

Ar/Ap / Outstanding DocumentsOutstanding Documents / Orders

The outstanding orders report is available for Debtors as well as Creditors. This report maybe generated in the following formats :• Order Number wise• Agent wise• Vendor/Customer wise• Products - Selective• Products - AllOpeningSelect Exclude Opening to exclude outstanding orders pertaining to the previous year.Select Include Opening to include outstanding orders pertaining to the previous year.Select Only Opening to report outstanding orders pertaining only to the previous year.

FromEnter date From which report is desired. If you selected ‘Include Opening’ or ‘Only Opening’above, the cursor skips this option - and the accounting period Start Date is displayed asthe default From date.

ToEnter date To which report is desired. If you selected ‘Only Opening’ in Opening, the cursorskips this option - and the accounting period Start Date is displayed as the default To date.

As OnEnter the date As On which the Order net balances should be considered for reporting. TheAs On date cannot be prior to the To date.DetailEnter Y to show the history of the Open Orders, including the order, supplies made againstit from time to time and balance outstanding. Enter N for net outstanding orders only.Detailed report is available only on printer.

PrinterEnter Y for printer; N for screen. If you answer Y in Detail , the cursor skips this option.

Sort bySelect Orders to sort the report order-wise.Select Agents to sort the report agent-wise.

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Select Customers/Vendors to sort the report party-wise.Select Products–Selective to sort the report product-wise for selected products.Select Products–All to sort the report product-wise for all products.

AlphabeticalEnter Y for the report to be sorted alphabetically within the selected sorting preference; Nfor the report to be sorted code-wise. This option is not available if you selected the reportto be sorted Order-wise earlier.

If you select Sort by Agents, Customers/Vendors or Products, a window appears displayingall the Codes and Names. Tag the ones desired, press [ESC] and select Go.

Notes• This report give you a good view of the pending sales/purchase order position.• Use the different formats given—you will be able to spot the important customers.• The product wise report comes in very handy when planning production.• This report as all others is sensitive to document class.• At the party level, the summary report shows the consolidated amount and quantity as

well.

Outstanding Documents / InvoicesThis report gives you the list of all outstanding invoices as of any date. You may take thereport in both detailed and summary formats. The detailed report will show all theadjustments against the invoices reported and the balance outstanding. Summary showsonly the net outstanding amount against each invoice.

OpeningSelect Exclude Opening to exclude outstanding invoices pertaining to the previous year.Select Include Opening to include outstanding invoices pertaining to the previous year.Select Only Opening to report outstanding invoices pertaining only to the previous year.

FromEnter date From which report is desired. If you selected ‘Include Opening’ or ‘Only Opening’above, the cursor skips this option - and the accounting period Start Date is displayed asthe default From date.ToEnter date To which report is desired. If you selected ‘Only Opening’ in Opening, the cursorskips this option - and the accounting period Start Date is displayed as the default To date.

As OnEnter the date As On which the Invoice net balances should be considered for reporting.The As On date cannot be prior to the To date.

DetailSelect Y-All to include details of adjustments, even if the invoice balance is zero.Select Y-O/S to include details of adjustments, only if the invoice has some balance left.Select N-No to report only the gross amount, adjusted amount and net outstandingamount.


Printer Enter Y for printer; N for screen. If you answer Y in Detail , the cursor skips thisoption.

Sort bySelect Invoice to sort the report Invoice number-wise.Select Agents to sort the report agent-wise.Select Customer/Vendor to sort the report party-wise.

AlphabeticalEnter Y for the report to be sorted alphabetically within the selected sorting preference; Nfor the report to be sorted code-wise. This option is not available if you selected the reportto be sorted invoice number-wise earlier.

If you select Sort by Agents or Customers/Vendors, a window appears displaying all theCodes and Names. Tag the ones desired, press [ESC] and select Go.

The following additional options are prompted for when generating the OutstandingDocuments / Invoice - Customers report -

Due DateEnter Y to include Sale Invoice Due Date in the report. N will suppress the same.

Customer InfoEnter Y to include Customer Address, Customer Phone Number and Contact person detailsin the report.

Proforma InfoEnter Y to include Proforma Invoice Number and Date in the report.

Notes• This report is sensitive to document class.

• Take a printout of ONLY Opening Invoices and compare with the Invoice Register/Statement from where you entered the opening Invoices.

• A difference might occur between Party Ledger and the Reminder Letter, if Returns/CreditNotes have not been adjusted against invoices. These will appear in the Party Ledger,but won't appear as adjusted in the Reminder Letter. The Reminder Letter takes intoaccount all adjustments which have been made to the transaction.

Outstanding Documents / AdvancesThis report gives you the list of outstanding advances (or deposits) as of any date. You maytake the report in both detailed and summary formats. The detailed report will show all theadjustments against the advances reported and the balance outstanding. Summary showsonly the net outstanding amount against each bill.

OpeningSelect Exclude Opening to exclude outstanding advances pertaining to the previous year.Select Include Opening to include outstanding advances pertaining to the previous year.Select Only Opening to report outstanding advances pertaining only to the previous year.

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DetailAnswer Y to include transaction level details in the report. N for a summary report only.


AlphabeticalEnter Y for the report to be sorted alphabetically; N for the report to be sorted code-wise.

Notes• This report, as all others is sensitive to Document Class.

• To ensure that you have entered the opening advances (deposits) correctly, take aprintout of ONLY Opening Advances and compare with the statement from where youentered the opening advances.

Outstanding Documents / Debit Notes - VendorsThis report provides the Outstanding Debit Notes list for Vendors. The format and optionsavailable are same as Ar/Ap / Outstanding Documents / Invoices - Vendors report.

OpeningSelect Exclude Opening to exclude outstanding Debit Notes pertaining to the previousyear.Select Include Opening to include outstanding Debit Notes pertaining to the previous year.Select Only Opening to report outstanding Debit Notes pertaining only to the previous year.



As OnEnter the date As On which the Debit Notes net balances should be considered forreporting. The As On date cannot be prior to the To date.


DetailSelect Y-All to include all Debit Notes in the report, along with their adjustment details, ifany. If this option is chosen, the report has to be taken on the printer.Select Y-O/S to include only unadjusted Debit Notes and full adjustment details of partiallyadjusted Debit Notes. If this option is chosen, the report has to be taken on the printer.

Select N-No to report only the outstanding amounts of unadjusted or partially adjustedDebit Notes.


Sort bySelect Debit Notes to sort the report Debit Note numberwise.Select Vendor to sort the report Vendor wise.

AlphabeticalIf you had opted above to sort the report Vendorwise, enter Y for the report to be sortedalphabetically within Vendors; enter N for the report to be sorted code-wise. This option isnot available if you selected the report to be sorted Debit Note numberwise earlier.

If you had chosen to Sort by Vendors, a window now appears displaying all the Codes andNames. Tag the ones desired and proceed.

Notes• This report is sensitive to document class.

• Take a printout of ONLY Opening Debit Notes and compare with the Statement fromwhere you entered the opening Debit Notes.

Ar/Ap / Adjustment Listing

Credit Notes - CustomersThis report prints all the Customer Credit Notes adjusted through Entry/ Adjustment ofDocuments/ Credit Notes/ Customers. You can sort the report by either customers oradjustment Date. The Customer wise report list all the Credit Notes adjustments, for eachcustomer and adjustment date wise report gives all adjustment made on a date.

The screen report lists comprehensive details like the Credit Note number, Date andAmount followed by the Document Number against which the Note was adjusted, Date,Amount, Adjustment Date and the amount adjusted. The printed report also gives the Typesof the document against which the adjustment was done.

FromEnter the date from which you want to print the Credit Note Listing.

ToEnter the date upto which you want to print the Credit Note Listing.

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PrinterEnter Y for printer and N for screen.

Sorted OnSelect Customer to sort the report customer-wise.Select Adjustment Date to sort the report on the adjustment date.

Note• You may print all adjustments against Customer Credit Notes through Ar/ Ap/ Adjustment

Listing/ Credit Notes - Customers.

Credit Notes - Vendors

This report prints all the Vendor Credit Notes adjusted through Entry/ Adjustment ofDocuments/ Credit Notes/ Vendors. You can sort the report by either vendor or adjustmentdate. The Vendor- wise report lists all the Credit Notes adjustments, for each vendor andadjustment date wise report gives all adjustment made on a date.The screen report lists comprehensive details like the Credit Note number, Date andAmount followed by the Document Number against which the Note was adjusted, Date,Amount, Adjustment Date and the amount adjusted. The printed report also gives the Typesof the document against which the adjustment was done.




Sorted OnSelect Vendor to sort the report vendor-wise.Select Adjustment Date to sort the report on the adjustment date.Note• You may print all adjustments against Vendor Credit Notes through Ar/ Ap/ Adjustment

Listing/ Credit Notes - Vendors.

Advances - Customers

This report prints all the Customer Advances adjusted through Entry/ Adjustment ofDocuments/ Advances - Customers are reported from this option.

The report may be sorted by either Customers or Adjustment Date. The Customer wisereport lists all the Advance adjustments made on date.The screen report lists comprehensive details like the Receipt Voucher number, Date andAmount followed by the Document Number against which the Voucher was adjusted, Date,Amount, Adjustment Date and the Amount adjusted. The printer report also gives the Typeof the document against which the adjustment was done.





Sorted OnSelect Customer to sort the report customer-wise.Select Adjustment Date to sort the report on the adjustment date.

Note• You may print all the adjustments against Vendor Advances through Ar/ Ap/ Adjustment

Listing/ Advances - Vendors.

Advances - Vendors

This report prints all the Vendor Advances adjusted through Entry/ Adjustment ofDocuments/ Advances - Vendors are reported from this option.

The report may be sorted by either Vendors or Adjustment Date. The Vendor- wise reportlists all the Advance adjustments made on date.

The screen report lists comprehensive details like the Receipt Voucher number, Date andAmount followed by the Document Number against which the Voucher was adjusted, Date,Amount, Adjustment Date and the Amount adjusted. The printer report also gives the Typeof the document against which the adjustment was done.




Sorted OnSelect Vendor to sort the report vendor-wise.Select Adjustment Date to sort the report on the adjustment date.

Note• You may print all the adjustments against Vendor Advances through Ar/ Ap/ Adjustment

Listing/ Advances - Vendors.

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Debit Notes - Vendors

All the Vendor Debit Notes adjusted through Entry/ Adjustment of Documents/ Debit Notes- Vendors are reported from this option.

The report may be sorted by either Vendors or Adjustment Date. The Vendor-wise reportlists all the Debit Notes adjustments, for each Vendor and Adjustment Date wise reportgives all adjustments made on a date.

The screen report lists comprehensive details like Debit Note number, Date and Amountfollowed by the Document Number against which the Note was adjusted, Date, Amount,Adjustment Date and Amount adjusted. The printer report also gives the Type of thedocument against which the adjustment was made.

FromEnter the date from which you want to print the Debit Note Listing.

ToEnter the date upto which you want to print the Debit Note Listing.


Sorted OnSelect Vendor to sort the report vendor-wise.Select Adjustment Date to sort the report on the adjustment date.

Note• You may print all the adjustments against Vendor Debit Notes through Ar/ Ap/ Adjustment

Listing/ Debit Notes - Vendors.

Ar/Ap / MIS Reports

MIS Reports / Ageing - CustomersThis report gives you partywise position of all documents due from Customers. You maychoose which date should be considered for the age of the invoice —Due Date or the InvoiceDate.

You may specify the Date Range between which documents were raised and the NetOutstanding position of the document as on a particular date. You may enter the total periodand the intervals at which ageing is to be done.

OpeningSelect Exclude Opening to exclude documents pertaining to the previous year.Select Include Opening to include documents pertaining to the previous year.Select Only Opening to report documents pertaining only to the previous year.




As OnEnter the date As On which the document's net balances should be considered forreporting. The As On date cannot be prior to the To date. This is also the date As On whichAgeing starts.


AlphabeticalEnter Y for the report to be sorted alphabetically party-wise; N for the report to be sortedcodewise.

AnalyzeTag Invoices to consider invoices in the ageing report.Tag Debit Notes to consider debit notes in the ageing report.Tag Payments to consider payments in the ageing report.Tag Credit Notes to consider credit notes in the ageing report.Tag Receipts to consider receipts in the ageing report.You can tag one or more document type on a single report.

DetailsSelect Detailed for a detailed transaction by transaction information.Select Summary for non-detailed transaction level information.Select Net Balances for reporting the Net Balances for each document type only.OnSelect Due Date to consider the Due Date for ageing the invoices.Select Invoice Date to consider the invoice date for ageing the invoices.

Six ColumnsEnter Y to generate a six column staggered Total report. N will generate a normal report.

DaysEnter the maximum number of days over which you want the analysis to be done.

IntervalsEnter the number of days at intervals of which the ageing should be done. Intervals cannotbe greater than Days specified above.

A window appears in the bottom right corner displaying all the Debtors Codes and Names.Tag the ones desired and press <Ctrl><R> to generate the report.

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Notes• Number of intervals that can be set is sensitive to printer width. For 80 column printer,

a maximum of 6 intervals can be set and for the 132 column, a maximum of 10 intervalscan be set.

• On the screen a maximum of 3 intervals can be set.


• In case you have an overdraft limit set up with a bank against Outstanding invoices, thisis the report required to be submitted to the bank every month/fortnight. Use this reportwhen submitting enhancement proposals to the bank.

MIS Reports / Ageing - VendorsThis report gives you partywise position of all documents due from Vendors. You maychoose which date should be considered for the age of the invoice —Due Date or the InvoiceDate.

You may specify the Date Range between which documents were raised and the NetOutstanding position of the document as on a particular date. You may enter the total periodand the intervals at which ageing is to be done.

OpeningSelect Exclude Opening to exclude documents pertaining to the previous year.Select Include Opening to include documents pertaining to the previous year.Select Only Opening to report documents pertaining only to the previous year.

FromEnter date From which report is desired. If you selected ‘Include Opening’ or ‘Only Opening’above, the cursor skips this option - and the accounting period Start Date is displayed as

MIS Reports / Ageing - Customers (Agent Wise)

This report is similar to the Ageing - Customers report. It only differs in the followingrespects -

1 Unlike the Ageing - Customers report, this report is only sorted on Agents.2 Since this report is for Agents, it only considers Sale Invoices while calculating the

Ageing figures.3 You may opt not to include the Customer Name in the report. If you wish to wish to

include the Customer Name in the report, specify Y at the Customer prompt whenspecifying the print parameters.

the default From date.



As OnEnter the date As On which the document's net balances should be considered forreporting. The As On date cannot be prior to the To date. This is also the date As On whichAgeing starts.


AlphabeticalEnter Y for the report to be sorted alphabetically party-wise; N for the report to be sortedcodewise.

AnalyzeTag Invoices to consider invoices in the ageing report.Tag Debit Notes to consider debit notes in the ageing report.Tag Payments to consider payments in the ageing report.Tag Credit Notes to consider credit notes in the ageing report.Tag Receipts to consider receipts in the ageing report.You can tag one or more document type on a single report.

DetailsSelect Detailed for a detailed transaction by transaction information.Select Summary for non-detailed transaction level information.Select Net Balances for reporting the Net Balances for each document type only.

OnSelect Due Date to consider the Due Date for ageing the invoices.Select Invoice Date to consider the invoice date for ageing the invoices.

DaysEnter the maximum number of days over which you want the analysis to be done.

IntervalsEnter the number of days at intervals of which the ageing should be done. Intervals cannotbe greater than Days specified above.

A window appears in the bottom right corner displaying all the Creditors Codes and Names.Tag the ones desired and press <[Ctrl]><R> to generate the report.Notes• Number of intervals that can be set is sensitive to printer width. For 80 column printer,

a maximum of 5 intervals can be set and for the 132 column, a maximum of 10 intervalscan be set.

• On the screen a maximum of 2 intervals can be set.


• In case you have an overdraft limit set up with a bank against Outstanding invoices, thisis the report required to be submitted to the bank every month/fortnight. Use this reportwhen submitting enhancement proposals to the bank.

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MIS Reports / Due Date - Sale & Purchase InvoiceIn order for you to plan out your finances in the coming week/fortnight/month it is imperativefor you to know how much money you expect to realize from your Debtors during that period,and how much is owed by you to your Creditors.

This report takes into consideration the Due Date of the Invoice. You may specify the periodover which the invoices fall due as well as the intervals over which this analysis is to bereported.

OpeningSelect Exclude Opening to exclude invoices pertaining to the previous year.Select Include Opening to include invoices pertaining to the previous year.Select Only Opening to report invoices pertaining only to the previous year.



As OnEnter the date As On which the invoice's net balances should be considered for reporting.The As On date cannot be prior to the To date. This is also the date As On which Ageingstarts.


AlphabeticalEnter Y for the report to be sorted alphabetically party-wise; N for the report to be sortedcodewise.DaysEnter the maximum number of days over which you want the analysis to be done.

IntervalsEnter the number of days at intervals of which the analysis should be done

A window appears displaying all the Customer/Vendor Codes and Names. Tag the onesdesired, press [ESC] and select Go.

ExampleSay you want to generate Due Date Analysis for invoices dated 01/11/92 to 30/11/92 fallingdue from 07/12/92. The maximum period of reporting may be set at 14 days and theintervals at 7 days. Enter as follows :

From Date : 01/11/92To Date : 30/11/92


As On : 07/12/92Days : 14Intervals : 7

These settings will report all invoices dated from 01/11/92 to 30/11/92 and the balancesoutstanding against each invoices as on 07/12/92. The period settings are as follows :

Invoices Due over next 7 days : 08/12/92 to 14/12/928 to 14 days : 15/12/92 to 20/12/92beyond 14 days : 21/12/92 and beyond

Notes• Number of intervals that can be set is sensitive to printer width. For 80 column printer,

a maximum of 5 intervals can be set and for the 132 column, a maximum of 10 intervalscan be set. On the screen a maximum of 2 intervals can be set.

MIS Reports / Proforma Inv / Quotation Register

The Proforma Invoice Register is similar to the Sale Order Register and allows you to viewthe Proforma(s) within a given date range. The report displays the sum totals for theproforma amounts and the percentage that were converted into sales.

The printed Sale Order Register, Sale D/O Register and the Sale Invoice Register willdisplay the Proforma Invoice /Quotation number, if any, that is entered at the time of entry.

To view the Proforma Register, select the Proforma Inv/ Quotation Register from Ar/ Ap/MIS Reports and enter the following:

Sorted BySelect Prof/ Quot to sort the report by Proforma and Quotation.Select Customer to sort the report by Customer.Select Agent to sort the report by Agent.

FromEnter the date from which the report is desired.

ToEnter the date upto (and including) which the report is desired.DetailEnter Y for product details and quantities on the proforma invoice to be printed. The Detailedreport is available only on the printer and not on screen.

RemarksEnter Y to print the remarks line. If you have entered N in Detail above, the cursor skipsthis field.

PrinterEnter Y for printer; N for screen. If you have entered Y in Detail, the cursor skips this option.This field displays Y by default, since the detailed report is available only on printer.

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ForSelect Both to print or view both Proforma Service Invoice and Proforma/ QuotationInvoice.Select Service PI/ Q to print or view only the service invoice.Select Sale PI/ Q to print or view only the Proforma Invoice.

AlphabeticalEnter Y for alphabetical reporting on Product Name; N for Product Codewise. This optionis available only if you select Customer or Agent in Sorted By.

ReportSelect Both to print or view both Quotation and Proforma Invoice.Select Quotation to print or view only Quotation.Select Proforma Invoice to print or view only Proforma Invoice.

Prof/Quot FilterThe default is 15 asterisks. You can filter the report on any Proforma / Quotation numberpattern. Enter the filter pattern for the Proforma / Quotation number. If you do not wish tofilter on any pattern, leave the default asterisks. Remember, even a blank space is a validfilter pattern.

MIS Reports / Analysis - Proforma Inv / Quotation

The Proforma Analysis Report displays the Proforma Invoices/ Quotations, that werematured into ‘sales’ or ‘orders’ as well as those that did not. This helps you analyse the trendin Proforma Invoice and conversion to sales.

To generate the Proforma Register Analysis report, select Analysis - Proforma Inv/Quotation Register from Ar/ Ap/ MIS Reports and enter the following:

Sorted BySelect Prof/ Quot to sort the report by Proforma and Quotation.Select Customer to sort the report by Customer.Select Agent to sort the report by Agent.

FromEnter the date from which the report is desired.

ToEnter the date upto (and including) which the report is desired.

DetailEnter Y for product details and quantities on the proforma invoice to be printed. The Detailedreport is available only on the printer and not on screen.

RemarksEnter Y to print the remarks line. If you have entered 'N' in Detail above, the cursor skipsthis field.


PrinterEnter Y for printer; N for screen. If you have entered Y in Detail, the cursor skips this option.This field displays Y by default, since the detailed report is available only on printer.

ForSelect All to print or display both matured and immatured Proforma Service Invoices (Bills)and Proforma/ Quotation Invoices (Bills).Select Immatured Service PI/ Q to print or display only those Service Proforma Invoicesthat have not matured into Sale Invoices (Bills).Select Immatured Sale PI/ Q to print or display only those Proforma Invoices that have notmatured into Sale Invoices (Bills).Select Matured Service PI/Q to print or display only those proforma service Invoices thathave matured into Service Invoices (Bills).Select Matured Sale PI/Q to print or display that have matured into Sale Invoices (Bills).AlphabeticalEnter Y for alphabetical reporting on Product Name; N for Product Codewise. This optionis available only if you select Customer or Agent in Sorted By.

ReportSelect Both to print or view both Quotation and Proforma Invoice.Select Quotation to print or view only Quotation.Select Proforma Invoice to print or view only Proforma Invoice.

MIS Reports / Analysis - SalesThis is one of the more important areas concerning business. The managers and executiveswill find this report indispensable once they start using it. Since FACT is completely on-lineand integrated, all the sales upto the time of reporting are considered for the report.

Sales Analyses are reported in several formats—all of which will appeal to you. Read onfor more details :

Agent wiseAgent/Salesman at the top level, with Customers at the next level and finally Products. Atall levels, volume and value turnovers are reported with percentages (%). Summary formatsuppresses the Product reporting.

Customer wiseCustomer at the top level followed by Products. At both levels, volume and value turnoversare reported with percentages (%). Summary format suppresses the Product reporting.

Product wiseProduct at the top level, with Agents/Salesmen at the next level and finally Customers. Atall levels, volume and value turnovers are reported with percentages (%). Summary formatsuppresses the Agent/Salesmen & Customer reporting.

Group wiseProduct Group at the top level, with Product Subgroup at the next level and finally Products.At all levels, volume and value turnovers are reported with percentage (%) of valuereporting. Summary format suppresses the Product reporting.

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Select the Detailed or Summary option as you wish and see Sales Analysis reporting asnever seen before.



DetailEnter Y for reporting upto the last level; N to suppress last level reporting.

PrinterEnter Y for printer; N for screen. Invoice details are available only in printer is selected.Invoice DetailThis prompt is activated only if you answer Y to Details and Printer above. Enter Y to includeinvoice details on the report.

Include ReturnsEnter Y to consider Sales Returns in the analysis. N to exclude returns.

Sort BySelect Agents to sort the report agent-wise.Select Customers to sort the report customer-wise.Select Products–Selective to sort the report product-wise for selective products.Select Products–All to sort the report product-wise for all products.Select Grouped to sort the report product group-wise.

No Agent SalesSelect Include to print the No Agent sales in the reports.Select Exclude to print the No Agent sales.Select Only shows only those sales which do not have any agents. In case you choose'Only', the tag box for Agents will not be displayed.

AlphabeticalEnter Y for the report to be sorted alphabetically within the sorting preference; N for thereport to be sorted codewise within the sorting preference.

A window will appear on the bottom right corner showing either Product Groups/Agents/Customers/Products. Tag the ones you wish reported and press <[Ctrl]><R> to generatethe report.

Notes• Service Invoices/Items are also considered in the Sales Analysis.

MIS Reports / Analysis - Sales (Top 'N' Customer)MIS Reports / Analysis - Sales (Top 'N' Product)MIS Reports / Analysis - Sales (Top 'N' Agent)


The above three reports are similar to MIS Reports / Analysis - Sales report. However,the following print options are specific to these reports. The prompts shown are relative tothe Top 'N' Customer report. In case of Top 'N' Product and Top 'N' Agent reports, theprompts change accordingly -

Sorted onThis option is available only in case of Analysis - Sales (Top 'N' Product) report.

Choose Sales Value to sort the report by Sales Value of Products.Choose Quantity to sort the report by Product Quantity.

Sort BySelect Top 'N' for an ascending report sorted by Sales Value.Select Bottom 'N' for a descending report sorted by Sales Value.

No. of CustomersSpecify the number of Agents, Customers or Products you want to include in the report

For example, if you key in 5 here and have already selected Top 'N' in the previous option,the report would display the top 5 Customers in a descending order, based on their Salesvalue. The Customer with the highest Sales value will be shown at the top.

If you enter a value which is higher than the total number of Customers in the Account, allCustomers will be included in the report.

Cash SalesThis option is available only if you are generating the report for Customers and Products.

Select Include to print the Cash Sales in the report.Select Exclude to not to print the Cash Sales.

No AgentsThis option is available only if you are generating the report for Agents.

Choose Include to include the No Agent Sales in the report.Select Exclude to exclude the No Agent Sales..

Notes• When you opt to sort the Sales Analysis report either by Customers, Agents or Products

(for convenience sake, we will continue to refer only to Customers throughout thisdiscussion), you may further take the report for, say, the top 5 Customers (or bottom5); This would generate a report, where the best 5 Customers are shown in adescending order, sorted by their total Sales value during the selected period.Similarly, the bottom 5 Customers report will show those 5 Customers which have thelowest Sales value during the period, and sort the output in an ascendingly order.

Sorting the Sales Analysis by Agents or Products and specifying the Top 'N' or bottom'N' Agents (or Products) gives out a similar report. Here, 'N' refers to the number ofCustomers, Agents or Products you want to include in the report. If you enter a value

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which is higher than the total number of Customers in the Account, all Customers willbe included in the report.

In addition to the Normal Sales Analysis report, this report provides you with thefollowing important information at the end of the report -

RANKThis column will display / print the ranking of each Customer in the report. In a Top 6Customers report, the rank for the first Customer will be shown as 1 and the lastCustomer will be shown as 6. In a Bottom 6 Customers report, the Customer with thelowest Sales value will be shown first, and will be given rank 1.

TOTAL OF UN-REPORTED SALESThis figure is shown at the bottom of the report. This figure is the total of Sales valuesof all the Customers not included in the report.

GROSS SALES FOR THE PERIODThis is the sum of the TOTAL OF REPORTED SALES figure and TOTAL OFUN-REPORTED SALES figure, and is also shown at the report end.

TOTAL CUSTOMERS REPORTEDThis is number of Customers included in the report.

ACTIVE CUSTOMERS NOT REPORTEDThis gives the number of Customers who have transactions during the period but havenot been included in the report.DORMANT CUSTOMERSThis is the number of Customers who do not have any transactions during the period.Please note that these Customers are also not considered for the report.

TOTAL CUSTOMERSTotal number of Customers in the Account.TOTAL OF REPORTED RETURNSThis is the total of Returns for all the Customers included in the report. This figure isshown only if 'Include Returns' prompt has been answered as 'Y' in the report options.

NET SALESThis is the difference between the TOTAL OF REPORTED SALES and TOTAL OFREPORTED RETURNS figures, and is shown only if 'Include Returns' prompt hasbeen answered as 'Y' in the report options.

• Service Invoices/Items are also considered in the Sales Analysis.

MIS Reports / Analysis - PurchaseThis is one of the more important areas concerning business. The managers and executiveswill find this report indispensable once they start using it. Since FACT is completely on-lineand integrated, all the Purchases upto the time of reporting are considered for the report.Purchase Analyses are reported in several formats—all of which will appeal to you. Readon for more details :


Agent wiseAgent/Salesman at the top level, with Vendors at the next level and finally Products. At alllevels, volume and value turnovers are reported with percentages (%). Summary formatsuppresses the Product reporting.

Vendor wiseVendor at the top level followed by Products. At both levels, volume and value turnoversare reported with percentages (%). Summary format suppresses the Product reporting.

Product wiseProduct at the top level, with Agents/Salesmen at the next level and finally Vendors. At alllevels, volume and value turnovers are reported with percentages (%). Summary formatsuppresses the Agent/Salesmen & Vendor reporting.

Group wiseProduct Group at the top level, with Product Subgroup at the next level and finally Products.At all levels, volume and value turnovers are reported with percentage (%) of valuereporting. Summary format suppresses the Product reporting.

Select the Detailed or Summary option as you wish and see Purchase Analysis reportingas never seen before.



DetailEnter Y for reporting upto the last level; N to suppress last level reporting.PrinterEnter Y for printer; N for screen. Invoice details are available only in printer is selected.

Invoice DetailThis prompt is activated only if you answer Y to Details and Printer above. Enter Y to includeinvoice details on the report.

Include ReturnsEnter Y to consider Purchase Returns in the analysis. N to exclude returns.

Sort BySelect Agents to sort the report agent-wise.Select Vendors to sort the report vendor-wise.Select Products–Selective to sort the report product-wise for selective products.Select Products–All to sort the report product-wise for all products.Select Grouped to sort the report product group-wise.

No Agent PurchasesSelect Include to print the No Agent purchases in the reports.

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Select Exclude to print the No Agent purchases.Select Only shows only those purchases which do not have any agents. In case you choose'Only', the tag box for Agents will not be displayed.

Cash PurchasesSelect Include to print the Cash Purchases in the report.Select Exclude to not to print the Cash Purchases.Select Only to print the Cash Purchases only.

AlphabeticalEnter Y for the report to be sorted alphabetically within the sorting preference; N for thereport to be sorted codewise within the sorting preference.

A window will appear on the bottom right corner showing either Product Groups/Agents/Vendors/Products. Tag the ones you wish reported and press <[Ctrl]><R> to generate thereport.

Notes

• Service Invoices/Items are also considered in the Purchase Analysis.

MIS Reports / Customers & Vendors AnalysisThis is the most powerful report relating to Debtors/Creditors with regard to the individualdocument level tracking. You may take an analysis of each type of document selectively—Invoices, Credit Notes, Debit Notes, Payments and Receipts. The report is available in afew formats.

The detailed report lists each individual Invoice, Credit Note, Debit Note, Payment andReceipt and tracks down each adjustment. Then it reports the current unadjusted balanceof the document. At the end it shows the net debit/credit for the party.

DetailSelect N-O/S for a non-detailed report of outstanding documents only.Select N-All to include brief adjustment details, even for documents with zero balances.Select Y-O/S to include adjustment details for outstanding documents only.Select Y-All to include adjustment details, even for documents with zero balances.

FromEnter date From which documents should be considered.

ToEnter date To which documents should be considered.

PrinterEnter Y for printer; N for screen.The cursor skips this option if you select Y-O/S or Y-All under Detail.

RemarksEnter Y to include remarks entered in the various documents; N to exclude them. This optionis not available if you selected N-O/S or N-All under Details.


Sort bySelect Customers/Vendors to sort the report party-wise.Select Agents to sort the report agent-wise.

AlphabeticalEnter Y to sort the report alphabetically within the sorting preference specified above; N forthe report to be sorted codewise.AnalyzeTag Invoices to consider invoices in the analysis.Tag Debit Notes to consider debit notes in the analysis.Tag Payments to consider payments in the analysis.Tag Credit Notes to consider credit notes in the analysis.Tag Receipts to consider receipts in the analysis.Tag Exch. Gain/loss to consider exchange gain / loss in the analysis.

You can tag one or more document type on a single report.

A window appears in the bottom right corner displaying all the Party Codes and Names. Tagthe ones desired, press [Esc] and select Go.

Notes• This report, as all others is sensitive to Filters.

• This is possibly the most powerful report for Debtors/Creditors. Complete details of thedocuments of debtors/creditors are reported with all adjustments. You may tally eachdocument with the other for adjustments. Send a copy of this report to your parties andsee how fast accounts are reconciled with them.

MIS Reports / Profitability - SalesThis report allows you to calculate the Sales profitability in different sort order. This ishowever not to be confused with the company's Gross or Net Profit. The report is based onthe Basic value of each Sales Invoice.

FromEnter date From which documents should be considered.


DetailEnter Y for transaction level details; N for summary report.


Invoice DetailThis prompt is activated only if you answer Y to both, Details and Printer above. Enter Yto include invoice details on the report.

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Include ReturnsEnter Y to consider Sales/Purchase Returns in the analysis; N to exclude returns.

Sort BySelect Agent to sort the report agent-wise.Select Customers to sort the report party-wise.Select Product-Selective to sort the report product-wise for selective products.Select Product-All to sort the report product-wise for all products.Select Grouped to sort the report product group-wise.

AlphabeticalEnter Y to sort the report alphabetically within the sorting preference specified above; N tosort the report codewise.

DetailsEnter Y for transaction level details; N for summary report.

ProfitabilityLIFO - Last In First OutFIFO - First In Last OutAverage - Arithmetic AverageVal Tech - Rated MethodSelect the method by which you would like the profitability to be calculated.

ProfitIf you had selected Customers in Sort By above, this option will be automaically madeavailable for selection.

Choose As Gross Margin to include Profit figures in the report.Choose On Cost to include Profit as a percentage of Cost in the report.Choose Both to include both the above figures in the report.

Notes• Profit on Cost is not calculated for for Sales Returns,

MIS Reports / Currency Exposure

This report shows all open foreign currency transaction and compare the outstandingbalance with the rate on the original transaction with the user-defined exchange rates ason the date on which the report is generated and calculate the exposure.FromEnter date From which documents should be considered.


As OnEnter date As On which the document balances should be considered.



ReportYou can generate the currency exposure report for Customerwise/ Vendorwise and also forboth.Both generates report for both Customer and Vendor.Customer generates report Customerwise.Vendor generates report Vendorwise.

AnalyzeTag Sale Invoices to include Sales Invoices in the Exposure statement.Tag Purchase Invoice to include Purchase Invoices in the Exposure statement.Tag Debit Notes to include Debit Notes in the Exposure statement.Tag Credit Notes to include Credit Notes in the Exposure statement.Tag Customer Advance to include Advance Deposits in the Exposure statement.Tag Vendor Advance to include Advance Deposits in the Exposure statement.You may tag more than one document type on a single report.

DetailsEnter Y for transaction details; N for summary report.

MIS Reports / Consignments Sales & ExpensesThe Profitability - Consignments report is designed to calculate the Gross and Net Profitsmade on each Sale transaction / consignment, considering all the incomes and expensesincurred.

A transaction or a consignment may consist of at least one Sale Invoice. The incomes &expenses are taken into account by entering One Db/Cr, Many Db/Cr and Journal Vouchersby selecting relevant General Ledger Codes. These General Ledger Codes can be forFreight charges, Interest, Service Charges or any other Income / Expense which would beaffecting the profit made on the transaction / consignment. Just make sure that these GLCodes have been defined as Profit & Loss type in the General Ledger Master.

In order to generate the report and calculate profit on a transaction / consignment do thefollowing:

• Save a Sale Invoice with a pre-determined Document Class. You may select DocumentClasses from one or more Segments.

• Append Cash/bank Receipt, Payment Vouchers and Journal Vouchers with the sameDocument Class (or a combination) as used with the above Sale Invoice. While definingthese Vouchers, select the General Ledger Codes for the incomes & expenses which youwant considered when calculating the profit. There is no restriction on the number of GLCodes selected in the Vouchers.

The report gives you the following information -

• Sales, Cost & Profit figures for each product.• Gross Profit made on the transaction.• Receipts, Payments, Debits & Credits made to the various Income & Expense accounts.

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• Resultant Net Profit made on each transaction.

FilterEnter the Document Class Filter used in the Sale Invoice and the Vouchers.


ProfitabilitySelect one of the following valuation techniques for calculating Profitability-

LIFOFIFOAverageVal Tech

Notes• Please remember that the Document Class is used as a link between the

Sale Invoice and all the Vouchers connected to that transaction.

• If the same Document Class / Filter has been used for more than oneInvoices, all of these would be collectively considered whilecalculating the Gross and Net Profits.

• It is important to know that Receipt and Credit Vouchers will increasethe profit whereas Payment and Debit Vouchers will decrease theprofit.

• If a particular General Ledger Account has been selected in more thanone Voucher, this Account is printed only once with a consolidatedfigure. This figure is inclusive of all the debits & credits made fromthe different Vouchers.

• If the report detects the stock balance going negative for any Producton any day, the Cost and Profit figures for that Product are printed as(***). Accordingly, the Gross Profit & Net Profit figures are alsoprinted as (***).

The report further prints a warning along with the offending Productdetails, the negative stock figure and the date on which the stockwent negative.

• Remember to define a combination of Document Classes as a Filterfrom Masters / Document Class / Filters. When generating the report,you may then just press [F1] to call this combination, instead oftyping it in. For a thorough understanding of Filters, you may referto the section devoted to Filters.

MIS Reports / Price HistoryThe Price History report provides Sale / Purchase History details such as Quantity, Rateand Amount of a Product related to a particular Customer / Vendor. Invoice Details such


as Invoice Number and Date are also provided.

FromEnter the starting date of the report

ToEnter the ending date of the report

ForSelect Customer to generate the report for Customers. Choosing Vendor will give a reportfor Vendors.

PrinterEnter Y to send the report to printer.

ProductSelect Product - Selective to generate the report for selective Products.Select Product - All to generate the report for all Products.Select Groups to generate the report for Products Groups.

A pop-up box displaying Customers / Vendors (based on your earlier selection) will appearnow, allowing you to tag the desired selections. Following this, a pop-up displayingProducts / Groups comes up if you had selected Products - Selective or Groupsrespectively.

Notes• The report is sorted on either Customers or Vendors within which it is sorted by Products

or Groups, as per your selection. Within Products / Groups, all Invoices are listed Datewise.

Ar/Ap / Special Reports

Special Reports / Interest - Customers & VendorsFACT allows you to calculate interest with compounding, TDS rates, compounding datestart for ledger accounts, sub ledgers, customers and vendors. Moreover, FACT stores allthe information required for such calculations at the individual code level thus making itpossible to customize the rates etc. It is possible to obtain interest calculations for ledgercodes, sub ledgers, debtors and creditors as well.

You may enter the master information for interest calculation thru Masters/Interest Rates/Customer & Vendor. FACT will then show you the codes. Select the code you want to keyin details for, by moving the highlighted bar up and down—then press <Ret>.

Rate on IntEnter rate at which interest is to be computed.

TDS RateEnter rate of Tax Deduction at Source (TDS) rate here – 0.00 if not applicable.

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Cmpding StartEnter date from when compounding of interest is to begin – in case you want simple interestto be calculated, enter a date beyond the End Date of the accounting period.

CompoundedMove the small bar up or down to the desired compounding interval and press to save.FACT allows you to specify any one the following compounding rests – daily, weekly,monthly, quarterly, half yearly and yearly. Select Yearly in case of Simple Interest.

Notes• To calculate Simple Interest, enter the compounding date as the first date of the next

financial year and select compounding as Yearly.

• TDS is not considered in certain cases if the interest amount is below a certain amount(say $2500.00 entered as Exempt : thru Ar/Ap/Special Reports/Interest–Debtors/Creditors).

To generate the report on Interest Calculations for Customers/Vendors, go to Ar/Ap/Special Reports/Interest–Customer/Vendors and enter as follows :

OpeningSelect Summary for a non-detailed report that will give you just the total interest.Select Details for a detailed report.

FromEnter date From which documents should be considered. If you selected ‘Details’ above,the cursor skips this option - and the accounting period Start Date is displayed as the defaultFrom date.



AlphabeticalEnter Y for the report to be sorted alphabetically; N to sort codewise.

AllEnter Y to report all Debtors/Creditors even if their Interest Databases is not complete.

TDS ExemptEnter amount under which there will be no deduction shown for TDS.

Days in YearEnter the number of days to be considered for a year.

A box will appear with a list of Customers/Vendors, tag the ones for whom you wish togenerate the report, press [Esc] and select <Go>.


Special Reports / Interest - Sales Invoice & Purchase InvoiceYou may generate interest calculations on overdue/open invoices of Debtors/Creditors.The options are much the same as in Interest-Debtors/Creditors except for the these :

OnSelect Invoice Dt to consider the invoice date for interest calculation.Select Due Date to consider the invoice due date for interest calculation.

As onEnter date as on which the invoice net balance be considered for reporting.

Notes• This report is especially useful if you charge interest for overdue bills.

Special Reports / Statement of Account - Customers & VendorsFACT allows you to generate Account Confirmation Statements (Statement of Account) forVendors and Customers. Addresses for Vendors or Customers are automatically picked upfrom the Vendor/Customer database.FromEnter date From which documents should be considered.

ToEnter date To which documents should be considered.OpeningSelect Summary if you wish to report the opening balances in a non-detailed format.Select Detailed if you wish to include transaction level details for the opening balance.

DaysEnter the number of days over which documents should be considered for ageing purpose.

AlphabeticalEnter Y to sort the report alphabetically; N to sort the report codewise.

No of CopiesEnter number of copies of each statement that you wish to print.

Print Using DesignSelect the existing Statement of Account Document Designs using which you will print thereport.

IntervalEnter the Interval period for the ageing details.

OnSelect Invoice Dt to consider the invoice date for interest calculation.Select Due Date to consider the invoice due date for interest calculation.

Zero balancesEnter Y to print Statement for a Customers/Vendors even if no transaction exist.

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Post Dated ChequesEnter Y to include and account for all Receipts / Payments for the Customer / Vendor whichfall even after the reporting period. In effect, all the Receipts / Payment Vouchers adjustedagainst a particular Invoice are taken into account upto the end of the Accounting period.

Answering N will consider the vouchers upto the end of the reporting period only.

However, in both the above cases, Invoices will be considered within the reporting periodonly.

Notes• On answering Y to Post Dated Cheques above, the system assumes that the Voucher

Dates are the same as the dates of the post dated cheques.

While printing, the Cheque Number and Date will appear in the Particulars column of theVoucher. If you had answered N then the standard phrase will appear.

• This report is available only on printer.

• The statement of account allows you to print the opening balance in detailed as well assummary format.

Special Reports / Customer Address ExceptionsThis Exception report lists all Sale Invoices which have their Billing & Shipping addressesdifferent from the ones that have been entered through Masters / Vendors/Customers /Customers option.The report, which is sorted Customerwise, prompts for the following information -

Sorted BySelect Date to sort the report by Invoice Date, within Customers.Select Number to sort the report by Invoice Numbers, within Customers.FromEnter date From which Invoices should be considered.

ToEnter date To which Invoices should be considered.

DetailSelect Summary to report Invoice Number, Invoice Date and Amount of the exceptionInvoices. It will also show the Billing & Shipping Address entered through the Masters forthe Customer. However, the modified address will not be shown.Select Summary with Address format, which is similar to the Summary report.Additionally, it will also show the modified Invoice Billing & Shipping addresses. This reportcan only be taken on printer.

Select Detail format to get a Summary with Address report, along with the Productdetails .Select Detail with Address to get a detailed report which lists both the Billing & ShippingAddress from the invoice as well as the Billing & Shipping Address from the Master for eachInvoice. The Product details will also be shown.


RemarksAnswer Y to print Remarks in detailed reports. Remarks are not printed for Summaryreports.

PrinterEnter Y to send the Summary report to printer. Please note that all other reports can onlybe taken on the printer.

ForSelect Products & Services to include both Sales & Sales Service Invoices in the exceptionreport.Select Products Only to include Stock Sales Invoices only.Select Services Only to include Sale Service Invoices only.

AlphabeticalEnter Y for alphabetical reporting on Customer Name; N for Customer Codewise.

Invoice FilterThe default is 15 asterisks. You can filter the report on any Invoice number pattern. Enterthe filter pattern for the invoice number. If you do not wish to filter on any pattern, leave thedefault asterisks. Remember, even a blank space is a valid filter pattern.


Special Reports / Customer Reminder LettersYou may print Reminder Letters to Customers from here. It takes into account invoicesraised from any date to any date and the position of those invoices as of any date.

OpeningSelect Exclude Opening to exclude opening invoices from the reminder letter.Select Include Opening to include opening invoices in the reminder letter.Select Only Opening to report only opening invoices in the reminder letter.

FromEnter date From which documents should be considered. If you had selected Only Openingor Include Opening, above, the cursor will skip this option - and the accounting period StartDate will be displayed as the default From date.

ToEnter date To which documents should be considered. If you had selected Only Opening,above, the cursor will skip this option - and the accounting period Start Date will be displayedas the default To date.

As onEnter date as on which the invoice net balances should be considered for reporting.

PrinterThis is Y by default. This report is available only on printer.

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AlphabeticalEnter Y to sort the report alphabetically; N to sort the report codewise.

Special Reports / Special Registers - Sales & PurchasesIncludes GST/VAT/Sales Tax Register

This module will generate all your Sale & Purchase Invoice Term Registers—GST/VAT/ST,Excise, Freight, Discount or whatever terms you may have installed.

GST/VAT/ST Registers are generated in two formats—Vertical and Horizontal. In theVertical format, you may specify only one rate of Tax and it may be generated on 80 columnpaper. In the Horizontal format you may specify upto 4 rates of Tax and may also generatethe monthly Summary for payment of Tax every month/quarter.

Special Registers are available only on the printer since the screen is unable to hold thevolume of data for each transaction on a single line.

ForChoose from Date to sort the report Invoice Date wise.Choose Number to sort the report Invoice Number wise.Choose Customer ( or Vendor in case of Special Registers - Purchases report) for aCustomer wise sorting.FromEnter the date From which reporting is desired.


For TermEnter code of the Invoice Term desired. Use Popup Help Box. It will show you all the InvoiceTerms. When an Invoice Term is entered, the description of the Term is displayed on thescreen.

If the Invoice Term you selected above is a GST/VAT/ST code, you will be prompted furtherwith the following :

FormatSelect Horizontal if you wish to generate the report on 132 col stationery.Select Vertical if you wish to generate the report on standard 80 col stationery.Select Summary if you wish to print the report in monthly format - 132 col stationery only.

In case you selected a GST/VAT/ST code in Invoice Term a window will appear in thebottom right corner with all the GST/VAT/ST Codes. Tag the one desired (if the Formatselected was Horizontal, you may tag upto 4 GST/VAT/ST codes) and press [Esc]. SelectGo to start printing.

AddressAnswer N to suppress printing Customer / Vendor addresses.This option is not available if you had selected the Summary Format above.


TotalAnswer N to suppress printing Totals at the end of the report.This option is not available if you had selected the Summary Format above.

Notes• The GST/VAT/ST Register prints the Remarks line entered on the invoice also. To save

data entry, you may enter the entire day’s cash memos as one Cash Memo at the endof the day and enter the Cash Memo From and To Numbers in the Remarks line.

• You may generate only the Summary of the GST/VAT/ST Register. Try it out for timelypayment of GST/VAT/ST and reconciliation of the GST/VAT/ST Account.

• If you enter the GST/VAT/ST Rate as zero, the Sale shall be reported in the Exemptcolumn.

Special Reports / Open DO - Sales & PurchasesThis module reports all the D/Os (Sale & Purchase) against which an Invoice has not beenentered.




AlphabeticalEnter Y to sort the report alphabetically; Enter N to sort code-wise.

Notes• This report is generated party-wise.

• Generate this report every evening and you will never miss out raising an invoice for anyshipment.

Special Reports / ST Form Exceptions - Sales & PurchasesThis module reports all Sales Tax due from Debtors or due to be given to Creditors. Itautomatically selects for reporting all the bills entered with a Sales Tax rate where ST formwas required and has not been received yet.



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RemindersEnter Y to print reminder letters. The cursor skips this option if you answer N to Printer.

Cash InvoicesSelect Exclude to exclude cash invoices.Select Include to include cash invoices also.Select Only to report cash invoices only.

Sort BySelect Order to sort the report order number-wise.Select Invoice to sort the report invoice number-wise.

AlphabeticalEnter Y to sort the report alphabetically within the sort preference specified above; N for thereport to be sorted codewise .

A window will appear on the bottom right corner showing all Customers/Vendors. Tag theones you wish reported, press [Esc] and select Go to generate the report.

Notes• This report is generated party wise. Just attach the printout to your standard reminder

circular and mail it regularly. No more running around at the time of the GST/VAT/STassessment.

• ST Form Required is entered thru Account/Preference/System Controls/Sales or Pur-chases/Sales Tax Codes for the Sales Tax Rates defined there.

• The Form Type is displayed along with the totals of each type of form due.

• ST forms due for Cash Purchases and Sales are also reported.

Ar/Ap / Document PrintingFACT allows you to print Vouchers, Sale Order Acceptances, Purchase Orders, Sale D/Os,Sale Invoices, Receipts/Payment Vouchers, Party Journal Vouchers, Credit Notes andDebit Notes — Both Online and Offline .The documents may be printed for a Date or Number range.You may set the Online option to print documents as soon as you enter them. GotoAccount/Preferences/Document Printing and select Use Online Printing and press <Ret>- a check mark will appear. Now as soon as you have entered any of the documents listedin this module thru the Entry section, you will be prompted for printing it. Turn the Onlineoption OFF simply by pressing <Ret> again on the option - The check mark will be removed.

OnSelect Date to print documents for a specified Date range.


Select Number to print documents for a specified Number range.

Use F1 for help on Document Numbers

From/ToEnter the Date Range or Number Range for which you wish documents to be printed.

Re-PrintEnter Y to re-print already printed documents. FACT keep a check whether a document hasbeen printed earlier or not.

CopiesEnter number of copies to be printed.In case you selected to print Debit/Credit Notes, you will be required to specify :

Print GL CodeEnter Y to print the General Ledger code of the account that was debited /credited; N tosuppress.

In case you selected Sale or Purchase Order/DO/Invoices, you will be prompted for :

Print Using DesignA pop-up box will list all the existing document designs. Select the design you wish to printthe document in.

Notes• To print a single document, select Number and enter the same document number in the

From and in the To prompts.

• Select the Date option and enter the date in both From and To prompts to print for a daterange.

Ar/Ap / Listings of MastersListing of Masters / Salesman/Agent

This report will list out all Salesmen/Agents defined by you through Masters/SalesmenAgents—Alphabetically or Codewise. Detailed and Non-detailed options are also available.

DetailEnter Y for address, phones etc to be viewed/printed, N for codes, names only.

PrinterY for output to printer, N for screen.

AlphabeticalEnter Y for Salesmen/Agents to be listed Alphabetically, N Code-wise listing.

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Listing of Masters / Customers/VendorsAll Vendors/Customers defined through Masters/Vendors/Customers are listed in thisreport. You get separate lists for Vendors and Customers.

Select Customer or Vendor from the main option and press <Ret>.

DetailEnter Y for address, phones etc to be viewed/printed; N for codes and names and phonesonly.

PrinterY for output to printer, N for screen.AlphabeticalEnter Y for the report to be listed alphabetically; N for Codewise listing.

Listing of Masters / Interest rates - Customers & VendorsAll details for Interest Calculation entered through Masters/Interest Rates are listed here—refer to it when required.

PrinterY for output to printer, N for screen.

Ar/Ap / QueryFACT has a comprehensive query option for sale and purchase. This module allows youto see all the documents, on screen, without having to generate any report. This is by nomeans a replacement for any report, but serves the purpose of quickly locating and viewingany document related to either sales or purchase, be it an order, D/O, invoice, receipt,payment, credit note or debit note. Moreover, it shows the links between all the documents,which are otherwise not available. For example, if you are viewing an invoice amount,details of the order against which it was shipped/ received. To see details of the order, alldetails of the order against which it was shipped/ received. To see details of the order, allyou ave to do is to switch to the order window. It is this linking and switching of views thatmakes this option a manager's ideal tool. Query, is designed to fulfil the need of providinginformation quickly and efficiently and blends in easily with today's fast paced businessenvironment. It should greatly reduce your need to generate the standard FACT reports.

ConceptThe concept for the sale and purchase query is identical, hence we will discuss sale queryonly. The sales query is arranged into following 7 windows:

InvoiceReceiptCredit NotesPaymentsDebit NotesOrdersCustomer


The way in which the data is shown in a window, is called a view . In Query , it is possiblefor a window to have more than one view. For example the Invoice window has the followingviews:

Item DetailsThis view shows all the items and terms that were on the invoice. In addition to these detailsthe standard invoice details like number, date, customer, amount, balance etc. are shown.

Adjustments DetailsIf the invoice has been paid up or adjusted against an advance / credit note, this view willshow the date and amount adjusted. In addition to these details the standard invoice detailslike number, date, customer, amount, balance etc. are shown.BrowseThe browse view, gives a list of invoices. The fields shown in the list can be set by you. Asa default, all the fields are shown and you can scroll between records and view them onthe screen. In this mode, standard Invoice details are not shown. Browse is helpful in manyway. Say, if you want to quickly see all the outstanding invoices for a customer, then insteadof using the down arrow to move from one record to another, the browse view will be moreefficient.

Another important concept is windows association . Associated windows share commondata so that when you switch from one to the other, this information is retained in the newwindow.

For example, the Invoice window (in Adjustment Details view) and the Receipt window areassociated. Hence, if you are in the Invoice Adjustment Details view, and are currentlyat Receipt No R1001, then switching to the Receipt window will show details of R1001. Itis this association, which makes Query powerful. You need to know only one document inthe entire chain, and all others will come tumbling out.

Using QueryWhen you enter this option the Customer window is active (on view) by default. Thisdefault setting can be changed from the preferences option, but we will discuss that later.The default view is the invoice view . The options available are :

Customer WindowFile

PrintNot available (disabled)

PreferencesSet your preferences for the query module. This is common to all windows.

QuitClose the query option and return to the main menu.

Lookup

Set Criteria

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Set a criteria that will control the display of the customer data in the window. Adiamond (u) at Lookup and Set Criteria will indicate if a criteria has been set. Oncea criteria is set, all other lookup commands (except clear criteria) work within itsscope.

Clear CriteriaClear a currently set criteria.

LocateSimilar to set criteria, except that a permanent condition is not set. If found, thewindow display will show this new record. You should remember that the locatewill operate within the scope of the criteria.

NextGo to the next record.

PreviousGo to the previous record.

[Home]Go to the first record.

EndGo to the last record.

Sort

CodeThe data is shown sorted on the customer code.

NameThe data is shown sorted on the customer name.

Window

InvoicesSwitch to the invoice window. If the Customer view is invoice, then position the invoicewindow at the current invoice. The current invoice is marked by a highlighted bar inthe section of the customer window that is showing the document details.

ReceiptsSwitch to the receipt window. If the Customer view is receipt, then position the receiptwindow at the current receipt. The current receipt is marked by a highlighted bar inthe section of the customer window that is showing the document details.

Credit NotesSwitch to the credit notes window. If the Customer view is credit note, then positionthe credit note window at the current credit note. The current credit note is marked bya highlighted bar in the section of the customer window that is showing the documentdetails.


PaymentsSwitch to the payments window. If the Customer view is payment, then position thepayment window at the current payment. The current payment is marked by ahighlighted bar in the section of the customer window that is showing the documentdetails.

Debit NotesSwitch to the debit note window. If the Customer view is debit note, then position thedebit note window at the current debit note. The current debit note is marked by ahighlighted bar in the section of the customer window that is showing the documentdetails.

OrdersSwitch to the order window. If the Customer view is order, then position the orderwindow at the current order. The current order is marked by a highlighted bar in thesection of the customer window that is showing the document details.

CustomerThis is not available as you are already in the customer window.

CustomerThis is used to switch to different "point of view " while remaining in the customer window.The following views are available under the Customer Window.

InvoiceReceiptPaymentsCredit NoteDebit NoteOrdersBrowse

The fields shown in the browse are controlled by the Preferences set.

Invoice Window

File

PrintPrint the D/o or Invoice that is currently shown.



LookupSame as in customer window except the criteria will be set on the invoice database.

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Sort

InvoiceThe data is shown sorted on the invoice number.

CustomerThe data is shown sorted on the customer code.

D/OThe data is shown sorted on the d/o number.

Window

InvoicesThis is not available as you are already in the invoice window.

ReceiptsSwitch to the receipt window. If the view is adjustment details, then position the receiptwindow at the current receipt.

Credit NotesSwitch to the credit notes window. If the view is adjustment details, then position thecredit note window at the current credit note.

PaymentsSwitch to the payments window. There is no association between invoice and payment(for sales), hence the payment window will show the first record.

Debit NotesSwitch to the debit notes window. There is no association between invoice an debitnotes for sales, hence the debit note window will show the first record.

OrdersSwitch to the order window. Position the order window at the order referred to in theinvoice.

CustomerSwitch to the customer window. Position the customer window at the customer codeon the invoice.

InvoiceThis is used to switch to a different view while remaining in the invoice window.

The following views are available under the Invoice Window :

Item DetailsAdjustment DetailsBrowse

The fields shown in the browse are controlled by the preferences set.


Receipt Window

File

PrintPrint the receipt.



LookupSame as in customer window except the criteria will be set on the receipt database.

Sort

ReceiptsThe data is shown sorted on the receipt number.


Window

InvoicesSwitch to the invoice window. If the view is receipt details, then position the invoicewindow at the current invoice.

ReceiptsThis is not available as you are already in the receipt window.

Credit NotesSwitch to the credit notes window. There is no association between receipt and creditnote, hence the credit note window will show the first record.

PaymentsSwitch to the payments window. If the view is receipt details, then position the paymentwindow at the current payment.Debit NotesSwitch to the debit note window. If the view is receipt details, then position the debitnote window at the current debit note.

OrdersSwitch to the order window. There is no association between receipt and order, hencethe order window will show the first record.

CustomerSwitch to the customer window. Position the customer window at the customer code

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on the receipt.

ReceiptThis is used to switch to different view while remaining in the receipt window. The followingviews are available.

Receipt DetailsBrowse

The fields shown in the browse are controlled by the preferences set.Credit Note Window

File

PrintPrint the credit note/ sale return.PreferencesSet your preferences for the query module. This is common to all windows.

QuitClose the query option and return to the main men.

LookupSame as in customer window except the criteria will be set on the credit note database.

Sort

Credit NoteThe data is shown sorted on the credit note number.


Window

InvoicesSwitch to the invoice window. If the view is adjustment details, then position the invoicewindow at the current invoice.

ReceiptsSwitch to the receipts window. There is no association between receipt and creditnotes, hence the receipt note window will show the first record.

Credit NotesThis is not available as you are already in the credit note window.

PaymentsSwitch to the payments window. If the view is adjustment details then position thepayment window at the current payment.


Debit NotesSwitch to the debit note window. If the view is adjustment details, then position thedebit note window at the current debit note.

OrdersSwitch to the order window. There is no association between credit note and order,hence the order window will show the first record.

CustomerSwitch to the customer window. Position the customer window at the customer codeon the credit note.

Credit NoteThis is used to switch to different view while remaining in the credit note window. Thefollowing views are available.

Credit Note DetailsAdjustment DetailsBrowse


Payment Window

File

PrintPrint the payment voucher



LookupSame as in customer window except the criteria will be set on the payment database.

Sort

PaymentsThe data is shown sorted on the payment number.

CustomersThe data is shown sorted on the customer code.

Window

InvoicesSwitch to the invoice window. There is no association between payment and invoice,

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hence the invoice window will show the first record.

ReceiptsSwitch to the receipts window. If view is payment details, then position the receiptwindow to the current receipt.

Credit NotesSwitch to the credit notes window. If view is payment details, then position the creditnote window to the current credit note.

PaymentsThis is not available as you are already in the payment window.

Debit NotesSwitch to the debit note window. There is no association between payment and debitnote, hence the debit note window will show the first record.

OrdersSwitch to the order window. There is no association between payment and order,hence the order window will show the first record.

CustomerSwitch to the customer window. Position the customer window at the customer codeon the payment.

PaymentThis is used to switch to different view while remaining in the payment window. Thefollowing views are available.

Payment DetailsBrowse


Debit Note WindowFile

PrintPrint the debit note.



LookupSame as in customer window except the criteria will be set on the debit note database.

Sort


Debit NoteThe data is shown sorted on the debit note number.

CustomersThe data is shown sorted on the customer code.

Window

InvoicesSwitch to the invoice window. There is no association between debit note and invoice,hence the invoice window will show the first record.

ReceiptsSwitch to the receipts window. If view is adjustment details, then position the receiptwindow to the current receipt.

Credit NotesSwitch to the credit notes window. If view is adjustment details, then position the creditnote window to the current credit note.

PaymentsSwitch to the payment window. There is no association between payment and debitnote, hence the payment window will show the first record.

Debit NotesThis is not available as you are already in the payment window.

OrdersSwitch to the order window. There is no association between debit note and order,hence the order window will show the first record.

CustomerSwitch to the customer window. Position the customer window at the customer codeon the debit note.

Debit NoteThis is used to switch to different view while remaining in the debit note window. Thefollowing views are available.

Debit Note DetailsAdjustment DetailsBrowse


Order Window

File

PrintPrint the order.

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LookupSame as in customer window except the criteria will be set on the order database.

Sort

OrderThe data is shown sorted on the order number.

Customers

The data is shown sorted on the customer code.

Window

InvoicesSwitch to the invoice window. If view is shipment details, and you are positioned ata D/O, then position the invoice window at the current D/O.

ReceiptsSwitch to the receipts window. There is no association between receipt and order,hence the receipt window will show the first record.

Credit NotesSwitch to the credit notes window. There is no association between credit note andorder, hence the credit note window will show the first record.

PaymentsSwitch to the payment window. There is no association between payment and order,hence the payment window will show the first record.

Debit NotesSwitch to the debit note window. There is no association between order and debit note,hence the debit note window will show the first record.

OrdersThis is not available as you are already in the payment window.

CustomerSwitch to the customer window. Position the customer window at the customer codeon the order note.


OrderThis is used to switch to different view while remaining in the order window. The followingviews are available.

Order DetailsShipment DetailsBrowse

A tick mark in the details window indicates if the entire quantity item has been shipped.

Another window below the order details will open, for the shipment details. Position the baron the item whose shipment details you wish to view and hit <Ret>.The fields shown in the browse are controlled by the preferences set.

PreferencesThis controls the behaviour of the Query in two respects :

Allows you to set the window that should be active when you enter the Query module fromthe main menu. You can set your selection to Invoice if that is your most frequently startingwindow for any query. This setting is FACT user based, so individuals can set their ownpreference.

Select the fields that will be shown in the Browse view of each query window. This settingis also FACT user based.

When you select this option from the Query menu, the following screen will be shown :

Browse Fields forSelect the window for which you want to set the browse fields. <Ret> or <Spacebar>will popup a list, from which you can select with <Ret>.Select FromMark the fields you want to include in the bar, then move to SELECT using <Tab> andhit <Ret>. Marking or tagging can be done using the <Ret> and Shift+Ret keys. TheShift+Ret allows you to tag/mark many fields at once.

SelectMoves the marked fields from the Select box to the Output box.

Select AllMoves the all the fields from the Select box to the Output box.

RemoveMoves the marked fields from the Output box to the Select Box.Remove AllMoves the all fields from the Output box to the Select Box.

Output FieldsThis contains the list of fields that will be shown in the browse window. You can use[Ctrl] + (down or up) to reorder the fields. With the mouse, you can press on the dumbbell like symbol on the left and then drag it up or down. To remove entries from thisbox, just mark them and select Remove.

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Active Window On EntrySelect the window you want active when you enter the query module.

OkSave the preferences.

CancelReturn to the Query without saving the preferences.

319Part VI Inventory

User Guide

Part VIInventory


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Introduction to Inventory

Entering DocumentsWhenever you select an option to enter any transaction, you have the following choices:


select Append to add a new documentselect Modify to edit an existing documentselect Delete to erase an existing document

You may move from among the choices by using the arrow keys. You may also press Ato enter the Append mode; M for Modify ; D for Delete and S for Switch . *Switch isavailable in limited options. These options are however not available in Closing/ProductionRates.

Modify/DeleteAll documents entered through this section may be modified/deleted at will, at a later date.Being ON-LINE, all balances are updated AUTOMATICALLY by FACT when amodification/deletion is made.

However, at some places modification/deletion is either blocked or allowed in a restrictedmanner.


Customer/Vendor EntriesAll entries pertaining to Customers and Vendors are made through the Sales and Purchasemodules respectively. These entries automatically affect the financial books & Inventory.Any modification/deletion of the Customer/Vendor documents are automatically reflectedin the financial books.

InventoryAll entries made through Sales & Purchases AUTOMATICALLY affect Inventory. Anymodification/deletion of documents entered through these modules are reflected in theInventory automatically. Whenever a document affecting Inventory is entered/modified/deleted, the corresponding entry is automatically made affecting the Valuation of Stocks.No additional entries need be done.

Opening EntriesOpening Entries of products are done through Masters/Opening Balances.


Double QuantityIt is possible to enter two quantities in Sale Order Acceptance/DO/Sale Invoice/PurchaseOrder/Purchase DO/Invoice. An example will make this clear. In the cloth trade , sales/purchases are made in Meters but it is specified how many Bales are being invoiced (foridentification purposes). Or in the tea trade , where tea is sold in Kgs but the invoice alsomentions how many Chests are being invoiced. The same goes for the cotton trade (Kgs& Bales). To enter the above, say Y in Double Quantities through Masters/Items-Products/Products.On making any entry for this product, you will have to enter the second quantity and UOM(unit of measurement). No calculation is done on this second quantity but it is printed onthe invoice and the Sale/Purchase Registers.

Different UOMs (Purchase, Stock & Sale)You may purchase a product in say Cartons (a 20 pack of 5 litres each), stock it in Tins(of 5 litres each) and sell in Litres or fractions. In this case, you should enter the PurchaseUOM as CTN (for Carton), Stocking UOM as TINS and Selling UOM as LTR (for Liters).Whenever you enter a Purchase Invoice for this product, enter the Conversion Factor. Enter20 since one Purchase UOM (Carton) is equal to 20 UOMs of Stock UOM (Tins). When youenter a Sale Invoice, you should enter the Conversion Factor. Enter 0.20 since one SaleUOM is equal to 1/5th Stock UOM. FACT asks you to enter the Conversion Factor ONLYwhen it finds that the UOMs are different. In case the UOM is left blank FACT will ask youto enter the UOM also.

Item/Product DiscountingTo allow entry of percentage in the Difference column, select Product Discount as %agein Account/Preferences/System Controls. Now in all Sales and Purchases entries if youenter –5 in the Difference, it will calculate 5% less on the BASIC




User Level CheckGo to Accounts/Preference/User Maintenance. Here you may specify the number ofdays for which the user may access back dated information. You may also specify whetherthe user is allowed to make post dated entries. Obviously access to back dated informationand entry of post dated information will be within the confines of the Active DateRange described above.

Applicability DateWhen defining a document numbering category, you are asked to enter the date range forwhich the numbering category is applicable. Entries outside this date range is not allowed

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for documents using the category. Over and above this date range, the system will checkwhether the entry being made by the user falls within the user level check and then underthe Active Date Range .



Masters / Items/ProductsItems/Products / Products

This option allows you to create the master database of the Items / Products that will beused by the sales, purchases or inventory modules. This includes Trading Items, RawMaterials, Sub Assemblies and Finished Goods as well.

Product CodeEnter the product code (max: 15 characters). Use F1 to pop up all Product Codes.

DescriptionEnter the product name (max: 25 characters). It cannot be left blank.

In the next field, you may enter an additional description of upto 200 characters. You mayeven copy the Product name entered above by pressing the [F1] key. Any additionaldescription enetered here can be later edited on the Order/DO/Invoice.

Is this a Service ItemApart from tangible products purchased or sold, you may receive or provide services also(electricity, consultancy, projects). In addition you may buy items such as stationery, forwhich you do not maintain a stock ledger. In such cases type ‘Y’ here and FACT will skipthe next few entries (Purchase, Stock and Sale unit) which pertain to stockable items only.A Rate can be specified for a Service Item. This is shown as default when an Invoice isentered for a Service Item. For any service item you are allowed to give upto 5 lines of 40characters narration in addition to the above description. The input screen in this case willautomatically change to the next one.

Purchase UnitEnter the unit in which the product is purchased; It can also be left blank.

Stock UnitEnter the unit in which the product is stocked; It can also be left blank.

Sale UnitEnter the unit in which the product is sold; It can also be left blank.

Sell @Enter the standard selling rate for the product. This rate can be overwritten at the point ofentering the Sale Invoice. This can also be left zero and the selling rate may be enteredat the point of entering the sales invoice.


Buy @Enter the standard purchase rate for the product. This rate can be overwritten at the pointof entering the Purchase Invoice. This can also be left zero and the purchase rate may beentered at the point of entering the purchase invoice.

Minimum LevelEnter the minimum stock quantity for each product, below which the stock must not fall.You may leave this zero. FACT allows you to set the system to Warn, Ignore or Block anentry (refer to the chapter on System Controls) if it detects stock of any product on thatdocument to fall below this specified Minimum Level.

Max LevelEnter the upper limit for stocking quantity.

ReorderEnter the stock level at which the product must be reordered. You may leave this zero. FACTallows you to set the system to Warn, Ignore or Block an entry (refer to the chapter onSystem Controls) if it detects the stock of any product on that document to fall below thisspecified Reorder Level.

Reorder QtyEnter the quantity to be reordered. You may leave this zero. Logically, the reorder quantityis the difference between the Maximum Level and the Reorder Level.

Val TechEnter the valuation technique you want to follow for valuation of the closing stock :

L - LIFO basisF - FIFO basisR - Rated (as entered by you)A - Average of cost

Double QtyThere are some products which need to be mentioned in two quantities on the Sale/Purchase Invoice. e.g.. cotton is always quantified in Bales and Kgs. If your product requiresa measure in this manner press ‘Y’ otherwise leave as ‘N’. Note that this is not the sameas that of having a product that can be sold in different measures as cotton is alwaysmeasured in two units as opposed to say pipes, which could be sold in feet or yards.

Sale ACEach product or service can be mapped onto its individual General Ledger Account Codeif desired. In case this field is left blank (or zero) then FACT will post all sales for this itemto the Sales Account code specified in the System Controls. Use F1 to pop up GeneralLedger Codes.

Purchase ACEach product or service can be mapped onto its individual General Ledger Account Codeif desired. In case this field is left blank (or zero) then FACT will post all purchases for thisitem to the Purchase Account code specified in the System Controls. Use F1 to pop upGeneral Ledger Codes.

324 FACT User Guide

Sale ReturnEach product can be mapped onto its individual General Ledger Sales Return AccountCode if desired. In case this field is left blank (or zero) then FACT will post all sales returnsfor this item to the Sales Return Account code specified in the System Controls. Use F1 topop up General Ledger Codes.

Purchase ReturnEach product can be mapped onto its individual General Ledger Purchase Return AccountCode if desired. In case this field is left blank (or zero) then FACT will post all purchasereturns for this item to the Purchase Return Account code specified in the System Controls.Use F1 to pop up General Ledger Codes.If you have defined any special field through User Defined Field in Masters you will get apop as you enter the Purchase Return. Enter each field. For a long list of fields the systemautomatically creates the required pages. You can use this field in the document designsof the reports.

Important Note for MRP based Excise calculation *

If you are paying Excise on your Products / Goods, the following information has to be keyedin for each Product -

MRP Rate - Enter the Maximum Retail Price (MRP) Rate for the Product.If no MRP Rate is entered here, Excise would be calculated on the document amount /product amount and ignore the settings in the Excise Term.

Discount % - Enter the Discount % for the Product.

Disc Amt - Based on the figures you have entered above, the Discount amount is calculatedand shown here. You may edit the displayed Discount amount.

* Refer to pages 66 & 246 for details on defining an Excise Term and using it in Sale

Invoices, respectively.

Notes• If you do not enter anything in Purchase/Stock/Sale Unit, no units will be printed in any

of the reports such as Orders Outstanding , Purchase/Sale Registers , Stock Ledger etc.In case the purchase, stock and sale units are the same, enter the same units in all thefields. Make sure you enter the units EXACTLY in the same manner– keeping the loweraNd UPPER cAsE in mind!

• In case the purchasing/stocking/selling units vary, leave the respective fields blank.FACT will prompt you for the unit at the time of entry and ask for the converted quantity.

• Selling and buying rate entered in the Product Master can be overridden at the invoicestage.

• Valuation technique can be changed at any later stage.

• In case the ledger code mapping of any of the items is changed after entries have beenmade please do a Recalculation from Housekeep to ensure correct posting.


• Minimum level and reorder level, if entered are only to warn the data entry operator at thetime of invoicing, of stocks going below these levels– do not fret over putting values here.You may also take the Reorder Level Status Report based on these quantities throughInventory/Reorder Level Status.

• Product code is always alphanumeric. Be careful when feeding codes. 0 is not the sameas _0__.

• If you generate Stock Status Report from Inventory, it will report exceptions to Max Level(if stock is higher than this figure) as well as Min Level or Reorder Level (if stock is below).This report will also show the quantity to be reordered.

• Function Key MacrosFunction Key Macros take away the drudgery from entering a long product list. Let us sayyou are entering products where there are a number of common things to be entered asfollows:

Is this a Service Item : NPurchase Unit : LTR Stock Unit : LTR Sale Unit : LTRRate : 0.00 Minimum Level : 0 Max Level : 0Reorder : 0 Reorder Qty : 0 Val Tech : ADouble Qty : N Sale AC : 501 Purchase AC : 701Sale Ret : 507 Purchase Ret : 707

Enter the first product, say with a product code 0001 and enter description Mobil Oil. Nowpress Shift-F1. (In case the Kalculator pops up, press F and Shift-F1 again). This timethe Function Key Macro screen appears. Choose the Function Key you wish to programand press <RET>. Enter as follows:

;LTR;LTR;LTR;0;0;0;0;0;A;N;501;701;507;707;;

Press <RET> and you are ready. Press the Function Key you had defined and see whathappens. All the data you wished to enter has been done and the cursor is resting atdescription of product code 0002. Just enter the description and press the Function Keyagain!

Items/Products / GroupingFACT allows you to group the items/products into Groups and Subgroups just as you areallowed to design the Profit & Loss Account and the Balance Sheet.

This grouping helps you segregate the Raw Materials from the Sub Assemblies from theFinished Goods. You may even classify the products you stock by their type (e.g. Jute, Teaor Cotton).

These Grouped formats are available to you when you generate the Stock Ledger,Valuation of Closing Stock and Consumption Reports. You may take the report only forselected Groups or all of them.

GroupsPress <RET> to enter the Product Groups. To add a Group, press <INS>. Enter the Groupname, Printing Sequence, Y if you want the Group Totals of the Product Quantities andlastly the Unit of Measurement of the total on quantity.

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To Modify any existing Group, press M.

In case you want to add several Groups, press the Down Arrow key till you come to the lastGroup and then press it once again. A message will flash 'Add another Group...Y!'. PressY and enter all the relevant information. When you press <RET> after the last answer, thecursor automatically goes to the next line asking you to add another Group.You may have upto 9999 Product Groups.Sub GroupsOnce you've entered Groups, you may enter Sub Groups for them in the same manner youentered Groups. Select the Group and press <RET>. You will have to enter the ConversionFactor for the Sub Group if you had answered Y to the Group Total Required question. E.g.,if you're entering Sub Groups for Cheese and want totals on Kgs sold, you should entera conversion factor of 5.0 for 5 Kg Tin Sub Group. This will total all the 5 Kg tins of AmulCheese sold and multiply it by 5 to give a total in Kgs of Cheese sold. Similarly, for Half KgTin you will enter a Conversion Factor of 0.5.

You may not enter any Sub Groups for a Group if so desired. This will still allow you to tagProducts directly to the Group - the only difference will be that there is no Sub Group in thiscase.

Product MappingAfter entering Sub Groups, press <RET> on the selected Sub Group to map (or tag)Products into Groups/Subgroups. In case you want to tag a Product into the Group/Subgroup selected, bring the cursor to it and press <RET>. A bright arrow sign will appearmeaning this Product is tagged. Tag other Products similarly. Enter the Conversion Factorif you had answered Y to Sub Group Totals Required. Enter the Conversion Factor in thesame manner as Sub Groups.To save, press <ESC>. In case you had pressed <ESC> by mistake, choose Continue andpress Enter . To abort the Product tagging, choose No Save . Choose Save to save the newsettings. Repeat the process for the other Sub Groups and then the other Groups. You maymodify the Groups, Sub Groups and Product tagging at any later time.In case FACT detects that the total number of products exceeds 1000, tagging is allowedin blocks of 1000. In such a case, products now displayed in the Popup box is in blocks of1000. The Help Box on the screen displays the total number of products in the Account, andalso the number of products being displayed in the Popup Box.

If you press P(revious) or N(ext), the following options are displayed :

Continue to continue in the same blockSave & Previous/Save & Next to save current tagging & Move to the Previous Block

or save current tagging & Move to the Next block.Previous/Next to move to the Previous or Next block without saving

Products under different Blocks can be tagged under the same Group/Subgroup.

Notes

• Before modifying the groups take a printout from Inventory/Listing. You will get thecurrent layout.


• A conversion factor error may be reported when you take this listing. This happens ifTotals Required at the Group Level is Y and Conversion Factor at the Subgroup level isZero or if the Totals Required at Subgroup level is set to N. This may also happen if TotalsRequired at Subgroup level is Y and the Conversion Factor at the Product level is Zero.Modify the relevant Subgroup and Products to correct this.

• A Grouped Stock Register can be generated through Inventory/Ledger Stock. It showsquantity and amount totals for Groups and Subgroups as well.

• In cases where the number of products exceeds 1000, reports can only be takenblockwise. Products under different blocks cannot be tagged together while generatingthe report. If you move from one block to another, the tagging of the current block is lost.

• FACT allows you to enter 9999 number of Product groups/subgroups. The length of theGroup description is 40 characters while that of the Subgroup description is 40characters.

Masters / Cost CentresFACT supports a manufacturing inventory for which cost centers form an integral part. Thecost centers to be used for issue and receipt of finished goods are to be entered throughthis module.

Cost Centers may be defined in a variety of manners, depending on how you want to viewyour figures. You may have different machines in a factory as Cost Centers. In case youhave several factories, each factory may become a Cost Center. Cost Centers may alsobe various processes you may be putting a product through. We leave the creation of CostCenters entirely to you.

The entry of Cost Centers is similar to that of Customers/Vendors. Just follow the sameprocedure.

• Cost Centers are used only to control Manufacturing Inventory. In case your companyis engaged only in trading, skip this section.

• You may generate a Cost Centerwise Consumption Report or a Product Groupwise CostCenterwise Consumption Report. Both are available through Inventory/ConsumptionReports.

Masters / Opening Balances

ProductsThis option allows you to enter the quantities and values of the Stock in Hand as on theopening day of the current financial period.

You merely enter the quantities and the respective values of the closing stock as at the closeof the previous year. Make sure that the total of the values of all the stocks is the same as

328 FACT User Guide

that of the control account (in the General Ledger). The entries can be made sensitive todocument class and for different dates for the same product. This is especially helpful if youare maintaining stock control through document class. The different dates ensure that acorrect ageing of your stock is reported. Press <Ret> to come to the following screen:

Select the product for which the opening balances have to be keyed in and press Enter .

ClassEnter the document class here - exactly as it is supposed to be. See Masters / DocumentClass for details. Use F1 for Popup Help Box

DateEnter the date on which this particular stock came in. This date will be consideredduring stock ageing

QuantityEnter the quantity of the product that came in under the above class & date

RateEnter the rate at which this product was valued

ValueThe calculated value is displayed. Change if desired

Notes• The total stock value is displayed on the bottom left hand of the table

• The bottom right hand corner displays the total quantity and value of the product on whichthe cursor is currently resting



OPENING STOCK

Options: <ESC> Search : Press First Key(s)

Code Description

0001 Turpentine0002 Grease0003 Rubber0004 Red Dye0005 Cotton0006 Pipe0007 Shoes0008 Epson EX 1000 printer

Class Qty Value

001 2000.000 24000.00

Total Stock Value 105500.00 Product 3500.000 34000.00

Search On Code :


• In case the total does not tally with your actual opening stock do not abort the entry. Saveit and edit it on any later date.

• Use Fast Search facility as in Opening Balances – General Ledger (both on Code andDescription).

• After entering all the Opening Stock details, run Housekeep/Diagnostics/Stock Control– it will show you the total value of the entries made through this module and the amountentered in Closing Stock Balance Sheet specified through Account/Preferences/System Controls. In case there is a mistake, it is stored. Check Housekeep/SystemInformation.

Entry / Inventory Issues

Inventory Issues / MemosYou may create the Bill of Materials for a Finished Products here. Creation of an Issue -Memo helps you in the following ways :

• entering Raw Material Issue Vouchers• reconciling the Raw Material Issues and Finished Goods Receipts relating to a Cost

Center

At the time of entry of a Raw Material Issue Voucher, it asks you for an Issue Memo Name.If you have defined an Issue-Memo, just enter it there and it will display all the Raw Materialsfor that batch. You just have to enter the factor by which it will multiply the Raw Materialquantities by.

MemoEnter a 15 character Memo name. Use F1 for a Popup help box - it will show you all IssueMemos

DescriptionKey in a description (max : 100 characters) for the memo for easier identification.

ProductEnter the Code of the Finished Good for which this Issue-Memo is being created

QuantityEnter the quantity of the Finished Good for which the Raw Materials will be issued. Normallythis should be 1 (one)

ClassEnter the Code for the Document Class. Use F1 for Popup Help Box. See General Ledger/Document Class for details

Raw MaterialEnter the Code for the Raw Material which will be issued. Use F1 for Popup Help Box. Youmay also append a new Raw Material from here

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Cost CenterEnter the Code for the Cost Center to which the Raw Materials will be issued. Use F1 forthe Popup Help Box.

QtyEnter the Quantity for the Raw Material

UOMIn case you have entered the same stocking and selling units for the Raw Material throughMasters/Item-Product/Products, the Unit of Measurement is displayed. Otherwise, if theStock Unit is different from the Sale Unit, FACT will prompt you for the second UOM.

Conv QtyIn case the Stock Unit was different from the Sale Unit, enter the quantity equivalent to yourStocking Unit (meaning the quantity which should be reduced from your inventory). Elsethe Conv Qty will appear automatically

You may enter upto 50 Raw Materials in one Issue Memo. After making all the entries, pressCTRL-HOME keys to save the Issue Memo.

Notes• Use Issue-Memos for faster entry of Raw Material Issue Vouchers.

• Check out the Raw Material Reconciliation available through Inventory/Raw MaterialReports/Reconciliation - it will give you total control over how much Raw Material shouldhave been consumed and what the actual figures are.

Inventory Issues / IssuesThis module accepts all the entries for Issues of Products made to the various Cost Centersfor Production/Non-Production. You may be issuing raw materials, sub assemblies or oilfor the boiler. These products are all used in production. The reason why issues have beenclassified into two categories (production and non production) is simple. To arrive at thecost of production. The non production issues could be for maintenance of machines,internal consumption by the various departments etc.

TypeEnter P for issues to Production, N for Non-Production

Doc NoEnter the Issue Voucher Number. Use F1 for a popup Help Box for a list of all existing IssueVouchers

DateEnter the Issue Date.

MemoEnter the Memo name - Use F1 for Popup help box. This field can however be left blank.In case an existing Memo was entered you will be asked to enter a Factor. You can add anew Memo from here - In case you enter a Memo name that does not exist, you will beprompted with the following query on the screen :


"Memo not found!Shall use this name to APPEND one…Y/N!"

Answer ''Y' if you wish to add a new Memo from here.FactorEnter the number of units of the Finished Good that is to be manufactured. The RawMaterials on the Issue Memo will automatically be multiplied by this Factor and issued.

RemarksEnter a 200 character remarks. This will be printed on the Issue Voucher.

ClassEnter the code for the Document Class. Use F1 for Popup Help Box. See Masters/DocumentClass for details

ProductEnter the Product Code. Use F1 for Popup Help Box. By default it picks this up from the IssueMemo specified.

Cost CenterEnter the Code for the Cost Center to which the material is issued. Use F1 for the PopupHelp Box. By default it picks this up from the Issue Memo. You may add a new Cost Centertoo.

QtyEnter the Quantity of the issued product. It multiplies the quantity specified on the Memowith the Factor entered

UOMIn case you have entered the same stocking and selling units for the Raw Material throughMasters/Item-Product/Products, the Unit of Measurement is displayed. Otherwise, if theStock Unit is different from the Sale Unit, FACT will prompt you for the second UOM.

Conv QtyIn case you entered the UOM as above, enter the quantity equivalent to your Stocking Unit(meaning the quantity which should be reduced from your inventory). Else the Conv Qtywill appear automatically

You may enter upto 50 products on one Issue Voucher. After making all the entries, pressCTRL-HOME keys to save the Issue Note.

Notes• Cost Centers could be Factories, Machines, Groups of workmen or any kind of grouping

on which you want the manufacturing to be reported on.• The Factor will multiply the quantity of the Items of the Memo by itself. The components

of the Memo can however be changed at the product level.

Inventory Issues / ReturnsIssues made to various Cost Centers could be returned for a variety of reasons - productionless than estimated, issues made in excess of requirement, change of production

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schedules, stoppage of work etc. Any good accounting system must have provision foraccepting returns of issues. So does FACT. These entries are made through this module.It is not possible to add to Masters through this module.

TypeEnter P for return from Production; N for return from Non-Production

Doc NoEnter the Issue Return Number. Use F1 for Popup Help Box - it will show all the Issue ReturnVouchers (Production/Non-Production, depending on whether you entered P or N in Type)

DateEnter the issue return Date

Ref. Doc NoEnter the Issue Note Number against which the return is being made. In case the Ref IssueVoucher is not found, a message will flash ‘Ref Issue Note Number NOT found !Proceed...Y/N!’. Say Y. Please remember, in case a Ref Doc No given does not exist, theIssue Return will not be considered for Valuation of Stock.

DateIn case the Ref Issue Note is found the Issue Note date is automatically displayed. Else enterthe date

RemarksEnter a 200 character remarks. This will be printed on the Issue Return Voucher.

ClassEnter the Document Class to indicate the branch, warehouse or type of order (local/export)depending upon how you are using this field. Use F1 for Popup Help Box.

Product IssuedEnter the Code for the Product. Use F1 for Popup Help Box. In case an existing Issue Notewas entered, you can enter only those products which had been entered in the Issue Note.Else the products will not be accepted. In such a case F1 will list only the issued products

Product ReturnedThe Product being returned need not be accepted as the Product which was issued. It couldbe accepted as Seconds or Damaged. Enter the Code of the Product which you areaccepting back

QuantityEnter the quantity of the returned product

Code Cost CenterEnter the Code of the Cost Center which is returning the product. Use F1 for Popup HelpBoxPress the CTRL + HOME key to save the return note.

Notes


• Inventory/Issues Register/returned will show you all the entries made here.

• Stock Ledger , Material In/Out Register show the Returns individually.

• Valuation of Closing Stock also takes into consideration all Returns of Issues. However,a Ref Doc No given, does not exist, the Issue Return will not be considered for Valuationof Stock.

Entry / Finished GoodsFinished Goods / Received

Raw materials and sub assemblies issued to the various Cost Centers are converted intofinished goods and are returned to the storekeeper. This module accepts the entry offinished goods by the Cost Centers.

Doc NoEnter the Finished Goods Receipt Number. Use F1 for Popup Help Box

DateEnter the date of the Receipt

C CenterEnter the code of the Cost Center from where these finished goods are being received. UseF1 for Popup Help Box

RemarksEnter a 200 character remarks. This will be printed on the Finsihed Goods Receipt.

ClassEnter the Document Class to indicate the branch, warehouse or type of order (local/export)depending upon how you are using this field.

ProductEnter the Code of the Finished Goods received

QtyEnter the quantity of the product received

UOMIn case you have entered the same stocking and purchasing units for the product throughMasters/Item-Product/Products, the Unit of Measurement is displayed. Else enter the UOM

Conv QtyIn case you entered the UOM as above, enter the quantity equivalent to your Stocking Unit(quantity to be increased in your inventory). Else Conv Qty will appear automaticallyPress CTRL + HOME key to save the voucher

Notes• Cost Centers could be Factories, Machines, Groups of workmen or any kind of grouping

on which you want the manufacturing to be reported on.

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• Inventory/Finished Goods Register/Received will show you all the Finished Goodsreceived.

• Valuation of the Finished Goods Received is done at the Production Rates entered byyou through Entry/Closing-Production Rates/Production - else value will be taken at zero .

Finished Goods / ReturnedFinished Goods received from various Cost Centers may be returned to them due todefective workmanship, wrong grade of goods produced etc. FACT allows you to enter suchReturns, taking them into consideration at Valuation of Closing Stock.

Document NoEnter the Goods Return Voucher No. Use F1 for Popup Help Box

DateEnter the Goods Return Note Date

Ref. Doc NoEnter the Finished Goods Received Note Number against which the return is being made.In case the Ref Fin voucher is not found, a message will flash ‘Ref Finished Goods NoteNumber NOT found ! Proceed......Y/N!’. Say Y

DateIn case the Ref Receipt Note is found the Receipt Note date is displayed. Else enter thedate

Cost CenterEnter the code of the Cost Center to which the Finished Goods are being returned. Use F1for Popup Help Box

RemarksEnter a 200 character remarks. This will be printed on the Finsihed Goods Return.

ClassEnter the Document Class to indicate the branch, warehouse or type of order (local/export)etc.

Product RecdEnter the Product which was received and now being returned. In case an existing FinishedGoods Received voucher was entered, you can enter only those products which had beenentered in the Receipt Note. Else the products will not be accepted. Use F1 for Popup HelpBox.

In case an existing Ref. Doc No was entered, you can enter only those products which hadbeen received through that document. Else the products will not be accepted. In such a caseF1 will list only the received products

Product ReturnedThe Product being returned need not be the Product received. It could be Seconds orDamaged. Enter the Product which you are returning. Use F1 for Popup Help Box.


QuantityEnter the quantity of the returned product

UOMIn case you have entered the same stocking and selling units for the product throughMasters/Item-Product/Products, the Unit of Measurement is displayed. Else enter the UOM

Conv QtyIn case you entered the UOM as above, enter the quantity equivalent to your Stocking Unit(the quantity to be reduced from your inventory). Else the Conv Qty will appearautomatically

Press the CTRL + HOME key to save the Return Note.

Notes• Inventory /Finished Goods Register/Returned will show you all the entries made through

this module.

• Stock Ledger , Material In/Out Register show the Returns individually.

• Valuation of Closing Stock also takes into consideration all Returns of Finished Goods.

Entry / Transfer of StockWhen you have products running into large numbers , it is quite possible that duplicatecodes may be allotted to the same product and entries may be made against both theproduct codes. A situation may occur when you are attempting to enter a sale invoice fora product when you may get the message Stock going below Reorder/ Minimum . Thismessage may come even though you may have enough stock to cover this sale.

This module allows you to transfer the stock from the duplicate product code to the originalcode.

This module also serves another very important feature. You are already aware that stocksat different warehouses are handled through document class. When stock needs to betransferred from one warehouse to another, entry is once again made through this module.

Xfer NoEnter the Stock Transfer Note Number. Use F1 for Popup Help Box.

Xfer DateEnter the Date of the Transfer Note.

RemarksEnter a remark not exceeding 200 characters.

ProductEnter the code of the product. Use F1 for Popup Help Box. In case you have entered ‘Y’

336 FACT User Guide

in Masters/Items Products/Double Quantity it will prompt you for the second quantity andUOM.

ClassEnter code of the document class pertaining to the warehouse/branch. Use F1 for PopupHelp Box.

QtyEnter the quantity you wish to transfer. A negative quantity (-) indicates stock out and apositive quantity (+) indicates stock in.RateEnter the rate at which the stock is being transferred

DifferenceEnter the rounding off amount (+/-). You may leave it blank.

AmountThis is automatically calculated (quantity x rate plus/minus difference) and displayed.Change if desired

You may enter upto 50 products on a single Stock Transfer Note - the screen scrolls after5 products. Press Ctrl-Home to save the transfer note. FACT does not check to see if thenote is balanced in any manner - so be careful when transfer entries are made.

Notes• Use this option to enter Opening Stocks of various Warehouses. Enter the gross stock

of all the warehouses/branches through Masters/Opening Balances/Stock. Then enter aStock Transfer Note through this module. Enter a Stock Out without a document classand then enter stock in for all the warehouses/branches with their relevant documentclasses and save. Remember, this entry must be made on the first day of the accountingperiod.

• In case you are following the LIFO/FIFO method of stock valuation and have more thanone batch of opening stock, enter the gross stock through Masters/Opening Balances/Stock. Then enter a Stock Transfer Note through this module. Enter a stock out for thetotal quantity and amount and enter stock ins at the various batch rates totalling up tothe same gross quantity and gross amount. Remember, this entry must be made on thefirst day of the accounting period.

• There is no check on the stock out (-) quantity equalling the stock in (+) quantity - becareful before you save. It has been designed this way to enable transfer of a product fromone type to another. E.g.: you stock sugar and the stocks of a particular grade becomesmoist and gains weight in the process. You would require to transfer it to the moist gradebut the stock out will be less than the stock in.

• Stock transfers are shown individually in the Material In/Out Register as also in thedetailed Stock Ledger.

• Entries made through this module are reported in Inventory/Transfer of Stock

• It is important to enter the rate at which the stocks are being transferred out/in -the valuation of closing stock depends on it.


Entry / Closing/Production Rates

Closing/Production / ClosingClosing Stock Valuation is done by traders/manufacturers on the basis of Cost/Higher ofCost or Market/Lower of Cost or Market. FACT allows you to specify any of theaforementioned methods for valuation.This module allows you to enter the Closing Rates of all the Products, sensitive to youraccounting period, for each month.

Closing/Production / ProductionThis module also allows you to enter the Production Rates for receipts of Finished Goods.You would have noticed that no rates are asked for at the entry of finished goods receipts.This has been so designed since the rate of finished goods is not available at the time ofentry. The rate at which finished goods are valued at is calculated on the cost of productionand entered for the month. If this rate is not entered, valuation of finished goods receivedwill be taken at nil.

Press <Ret> on Closing or Production Rates to select. The following line will appear incase your accounting period is set to more than 12 months :

YOU ARE USING MORE THAN 12 MONTHS. <F>st 12 MONTHS OR <L>st 12 MONTHS

If you wish to enter the Closing/Production Rates for the first 12 months, answer F ; answerL for last 12 months and press <Ret>.

The window on the left will show you all the Products with the codes. Move up and downusing arrow & PgUp PgDn keys. To enter rates for a product press <Ret> when thehighlighted bar is on that Product.

You have the same unique search option built in here as in Masters/Opening Balances/Ledger Codes.

A highlight bar shall appear on the first Closing Rate in the window on the right. Enter Rateand press <RET> to move to the next month. Enter for all months in the same manner.When you press <RET> at the last month the highlight bar in the product box moves to thenext product and the cursor in the rate box comes to the first month. Enter as before. Repeatprocess for all products.

There are some in built features in this to allow you to enter rates faster. Press <Esc> forthe following options :

Lock a MonthThis option LOCKS the month on which the cursor is resting on (in the rate box). When youLOCK a month, the cursor stays only on that month. When you press <RET> after enteringthe rate, the cursor moves to the next product for that month

Unlock/UnrepeatWhen you want to unlock a month locked previously, come to this option and press <RET>.It also releases the Repeat All feature explained below.

338 FACT User Guide

Repeat AllIn case you want to enter the same rate for all the months, select this option. Now whenyou enter the rate for the first month, it repeats itself for all the months and the cursor movesto the next product

ContinueChoose this option in case you had pressed <ESC> by mistake and wish to return to theentry screenCode/DescWhen you enter this module, the default mode is Code. In case you wish the products tobe listed alphabetically by description, select this option. To revert back to Code mode,select this option again

QuitSelect this option to exit out of this module. All rates entered so far will be saved

Notes• The SEARCH option has been designed to help you locate a product quickly and easily

to enter the rate. When you enter this module, you notice that Code is highlighted andthe products are displayed in ascending order of their codes. If you press 1, it will appearon the Search Code line and all the products with codes starting 1 will be highlighted. Nowif you press 2, all products with codes starting 12 will be highlighted. In this manner youmay telescope to the products you are looking for. If you press Backspace, the searchline will clear up and you may enter a new set of search keys.

• To search on Description of the products, press <Esc> and select Code/Desc and press<Ret>. Now enter S. All products with description starting S will be highlighted. Press Tand all the products with description starting ST will now be highlighted. Choose theproduct by moving with the arrow keys and enter the rate.

• <Home> key takes you to the first product; <End> key takes you to the last product.

• Rates entered here are valid for the entire month.

• Rates can be entered upto four places of decimal for more sensitive calculation.• Closing rates are taken into consideration for Valuation of Closing Stock when you

choose the options : Higher/Lower of Cost or Market.

• Production rates are considered for all receipts of finished goods

• Rates may be changed at any time and new Valuation of Closing Stock generated - thenew rates entered will be considered.

• You need not enter rates for all the months at the same time. Enter the rates every monthif desired and view/print your reports with the Closing Stock valued up to date. Use thelock feature to enhance speed and convenience of data entry.

• No listing has been designed for the Closing/Production Rates as this would be verylengthy in case there are a number of products. Screen viewing is easy - 12 months’figures are shown together.


Inventory ReportsThis section deals with all the reports concerning PRODUCTS. All transactions arising outof Sales & Purchases, Issues & Receipts, Returns of Sales, Purchases, Issues and FinishedGoods are reported here in a variety of formats.

All the standard inventory reports such as Stock Ledger, Material In/Out Register, IssueRegister etc. are present. However, keeping with the FACT tradition of providing you withmore than the normal, some special formats have been provided as follows :

• Memos Register lists all the Memos entered in the system.

• Issues Register shows you all the issue memos that you have created so far

• The Material In/Out Register shows the Opening Balance, Receipts, Deliveries andClosing Balance of all selected products, for the specified period.

• Stock Ledger has markers to identify the type of returns indicating the category. Someexamples : **SR** - Sale Return; **IR** Issue Return etc.

• Stock Ledger can be generated selectively for the Product Groups. This gives a muchclearer picture of the stocks depending on how you have grouped the products together– say Raw Materials, Trading Goods, Finished Goods etc.

• Stock Ledger reports the valuation of stock and is available for ANY valuation techniqueyou choose - each product may have a different valuation technique. You may changethe valuation technique mid year and generate the stock ledger afresh.

• Valuation of Closing Stock may be done selectively on Products or Product Groups.

• Consumption Reports are available on Product Groups, Products and Cost Centers -selectively.

• All reports are available from any date to any date – even for a single day. No additionalentries need be made for generation of any of these reports.

• There is no concept of a monthly or periodic closing of books. All reports for the entireaccounting period (upto 24 months) may be taken at any time.

Inventory / Memos RegisterThis report lists out all the memos made through Entry/Inventory Issues/Memos. It lists outeach memo created and the product along with the quantity, which comprises the memo.

ReportChoose Selective to take the report for selected Products only.Choose All to take the report for all Products.

PrinterEnter Y for printer; N for screen

340 FACT User Guide

Sorted OnSelect Memo No to sort the report by Memo numbers.Select Finished Products to print the Finished Product name for each Memo and sort thereport Finished Productwise.

Notes• This report as all others is sensitive to Filters. Before printing you may set the Filter.

Document Class may be printed/suppressed.

Inventory / Issues Register

Issues Register / Issued and ReturnedThese reports lists out all the issues or returns made through Entry/Inventory Issues/Issues& Entry/Inventory Issues/Returns. It lists out each product issued and to which cost centerit is issued.

FromEnter date From which report is desired

ToEnter date To which report is desired


Notes• This report as all others is sensitive to Filters. Document Class may be printed/

suppressed.

• Valuation of the Issues entered is available from the Consumption Reports.

• Valuation of Closing Stock takes into consideration all Issues based on the ValuationTechnique entered for the product.

• Consumption Reports show you in a variety of formats the Issues entered - Cost Centerwise, Product wise and also in Grouped formats. Production Issues and Non ProductionIssues are reported separately with quantities and values. Valuation is done at theValuation Technique set for the product. Please read through Inventory/ConsumptionReports before generating the Consumption Reports.

Inventory / Finished Goods RegisterFinished Goods Register / Received

This report lists out all the Finished Goods received from the various Cost Centers. It liststhe Cost Center from which the products have been received along with all the productdetails.



ToEnter date To which report is desiredPrinterEnter Y for printer; N for screen


suppressed.

• Valuation of Finished Goods entered is available from the Stock Ledger.

• Valuation of Closing Stock takes into consideration all Finished Goods Receipts basedon the Valuation Technique entered for the product.

Finished Goods Register / ReturnedThis report lists out all the Finished Goods returned to the various Cost Centers. It lists theCost Center to which the products have been returned along with all the product details.


ToEnter date To which report is desired



suppressed.

• Valuation of Finished Goods entered is available from the Stock Ledger.

Inventory / Transfer of StockThis report lists all the entries you have entered through Entry/Transfer of Stock. All stocktransfers you have made from one branch to another, one warehouse to another etc. Thiswill also list out all the transfers you have entered from one product code to another - maybea duplicate code was created. You may also have entered transfers of products from onecode to the other due to change in gradation etc. All the opening stock transfers to thevarious branches, warehouses entered as on the first day of the accounting period are alsoreported.

342 FACT User Guide

You will notice that some of the transfers reported here may not tally. A warning was givento you in the entry section that this has been designed so - in case you wish to write off somequantities, or reduce inventory for evaporation etc. The report shows you the producttransferred, document class of the branch/warehouse, quantity and the amount by whichthis transfer is to be affected.

The Valuation of the Issues is done on the value entered for the product under transfer whileentering the transfer.

FromEnter date From which reporting is desired

ToEnter date To which reporting is desired


Note• This report as all others is sensitive to Filters.

• Document Class may be printed/suppressed in this report.

Inventory / Material In/Out

Material In/Out / ProductsThis report lists all the movement (in & out) of stockable products, whether by way of Sale,Purchase, Goods Receipt, Issue, Return or Stock Transfer. This report is quantity basedand not value based.

Compared to the Stock Ledger, this report is much faster since the valuation routine iscompletely bypassed. Against each document number, the TYPE of the document is alsoprinted.

You may take the Detailed report which lists individual transactions. Summary shows onlythe total Receipts, Deliveries and Balance in hand as on the date of the report.FromEnter date From which reporting is desired

ToEnter date To which reporting is desired


DetailEnter Y for transaction level reporting; N for Summary


ForProducts–Selective/Products–All/Groups ; Select the option desired and press <RET>.If you select Group, the report will be displayed in a Groupwise––Productwise format

AlphabeticalEnter Y for alphabetical reporting; N for Codewise. If you selected Group in For , the cursorskips this option

In case you selected Product–Selective or Groups, a window appears in the bottom rightcorner displaying all the Codes and Product Names or the Product Groups. Tag the onesdesired. Once you are through with tagging, press <ESC> and select Go.

Notes• This report is also sensitive to Filters. Document Class can be printed/suppressed.

• Period totals are also printed at the bottom for each product in the detailed format.

• Opening figures are given as on the From Date of the report. This shows the total ofreceipts, deliveries as on that date and the balance in hand.

• If there are stocks IN and OUT on the same day, all stocks IN (purchase, finished goodsreceipts, sale returns, issue returns) will be considered BEFORE the stock OUT (sale,issues, finished goods returns). This ensures that there are no negative stocks inmarginal cases.

• An asterisk mark (*) to the left of the Doc No means that the D/O is Outstanding. Thisacts as a reminder for you to enter the Purchase/Sale Bill.

• In cases of purchases, sales, sale returns and purchase returns, the party’s code andname are printed. For issues, finished goods receipts, returns of issues and finishedgoods, the code and name of the cost center are printed.

Material In/Out / Cost CenterThis report lists all the movement (in & out) of stockable products, by way of Issues,Returns, Finished Goods Receipts & Return to and from Cost Centers. This report does notgive any values and is generated only for quantities.You may take the Detailed report which reports individual transactions. Summary showsonly the total Receipts, Deliveries and Balance in hand as on the date of the report.FromEnter date From which reporting is desired.


DetailEnter Y for transaction level reporting; N for Summary.

344 FACT User Guide


ForSelect Products–Selective to generate a report of selected products only. The report issorted product-wiseSelect Products–All to generate a report for all products. This report is sorted product-wiseSelect Groups to generate a report for selected Product Groups. This report is sortedGroupwise––Productwise format

AlphabeticalEnter Y for alphabetical reporting; N for Codewise. If you selected Group in For , the cursorskips this option

A window appears in the bottom right corner displaying all the Cost Centres. Tag the onesdesired. Once you are through with tagging, press <ESC> and select Go.

In case you had selected Products–Selective or Groups, a second window will appeardisplaying all the Products or Groups. Tag the ones desired. Press <ESC> and select GO.

Notes• This report is also sensitive to Filters. Document Class can be printed/suppressed.

• Period totals are also printed at the bottom for each product in the detailed format.

• Opening figures are given as on the From Date of the report. This shows the total ofissues, returns as on that date and the balance in hand.

• In summary format the Opening Stock quantity is shown in a separate column.

• If there are stocks IN and OUT on the same day, all stocks IN will be considered BEFOREthe stock OUT. This ensures that there are no negative stocks in marginal cases.

Material In/Out / Stock LedgerThis report lists all the movement (in & out) of stockable products, whether by way of sale,purchase, issue, return or stock transfer––WITH values.

You may take the detailed report which lists individual transactions. Summary shows onlythe total Receipts, Deliveries and Balance in hand as on the date of the report.Stock Ledger is also available in GROUPED format. You may selectively tag the ProductGroups desired and generate the stock ledger only for those groups.

The rate of the balance stock in Stock Ledger will be shown after every transaction,depending on the valuation technique of the product and the inflow of Stock.

This stock rate and stock balance will be printed in the transaction level(after every receipttransaction) in the stock ledger.





DetailEnter Y for transaction level reporting; N for summary.

AlphabeticalEnter Y for alphabetical reporting; N for Codewise. If you select Groups in For , the cursorskips this option.

In case you selected Products–Selective or Groups a window appears in the bottom rightcorner displaying all the Codes and Product/Group Names. Tag the ones desired, press<ESC> and select Go.

ForSelect Products–Selective to report selected products, sorted product-wise.Select Products–All to generate a report for all products. This report is sorted product-wiseSelect Groups to generate a report for selected Product Groups. This report is sortedGroupwise––Productwise format.

Stock ValueThis field is enabled when the Printer and Detailed fields are 'Y'. The pop-up allows you tochoose among 'No', 'Rate & Value ', 'Rate Only ', 'Value Only '.

No does not print the Stock Rate or Stock Value.Rate & Value prints both Stock Rate and Stock Value.Rate Only prints only the Stock Rate.Value Only prints only the Stock Value.

If selected, this Stock Rate and Stock Value will be printed after every receipt transaction.

Rate DecimalsThis field allows you to specify the number of decimal points in printing the 'rate'. The fieldaccepts values between 2 to 4.

Consider Xfer NoAnswer Y for Stock Transfers to be considered based on the sequential order of theirVoucher numbers. In case there are Stocks IN and OUT on the same day, all stocks IN(entered thru Entry / Transfer of Stock option) and all stocks OUT (entered thru Entry /Transfer of Stock option) will be considered in the numerical sequential order of the transfervoucher numbers.

Please note that the above functionality will work only for Stock Transfer entries and forthose entered for the same day.

346 FACT User Guide

Answer N to keep the default behaviour of the report, where all stocks IN will be consideredBEFORE the stocks OUT, on any given day.

Zero BalancesEnter Y for reporting zero balances

WarningWhile generating the report, FACT scans the database for negative stock during the reportperiod. If it detects stock going negative for a Product, during or after any transaction, thefollowing warning message is printed just after all transactions have been reported for theProduct :

Negative Stock detected. Check Inventory/Material In/Out / Products report

Following this, FACT also prints another warning at the end of the report :

Negative Stock detected for some Products. Closing Quantity & Value is WRONG

Answer N to supress printing these warnings; specifying Y will print the messages asdescribed above.


• Document Class cannot be printed in this report.

• Period Totals are also printed at the bottom for each product in the detailed format.

• Opening figures are given as on From Date of the report. This shows the total of receipts,deliveries as on that date and the balance in hand.

• If you select Groups, this report will show quantity and amount totals for Groups andSubgroups as well.

• In case you enter any expenses incurred on a purchase (e.g. Customs Duty, Freight etc.)at a later date for a product and wish that the valuation takes this into consideration—ensure that the valuation technique is AVERAGE . Then the valuation of stock takes intoconsideration all entries made with ZERO quantity but a positive value. Also ensure thatthe date of the zero quantity entries is the same as the actual purchase date.

• You may change the Valuation Technique of any/all products even during mid year andregenerate the stock ledger. The new valuation techniques will be considered. Use theFunction Key Macros to modify the Product Master for fast results.

• Screen report of stock ledger does not show values - there is no space. Values can onlyseen on printouts.

• In case there are stocks IN and OUT on the same day, all stocks IN (purchase, finishedgoods receipts, sale returns, issue returns) will be considered BEFORE the stocks OUT(sale, issues, finished goods returns). This ensures that there are no negative stocks inmarginal cases.


• For both purchase and sale transactions, the D/O is the primary document for stockledger purposes. The D/O number is printed in the stock ledger. In case the invoicenumber is different from the D/O number, the invoice number is also printed under theD/O number.

• An asterisk mark (*) to the left of the D/O number means that the D/O is Outstanding. Thisacts as a reminder for you to enter the Purchase/Sale Invoice.

• For purchases, sales, sale returns and purchase returns, the party code and name areprinted. For issues, finished goods receipts, returns of issues and finished goods, thecode and name of the cost center is printed.

• Returns are marked with *IR* Issue Return; *PR* Purchase Return; *SR* Sale Return;*FR* Finished Goods Return.

• In case the stock goes BELOW ZERO , the valuation becomes incorrect. This happensbecause the valuation starts ignoring all entries till such time the stock becomes positiveagain. Ensure that the stock does not go negative in order to obtain a correct stockvaluation.

• In case of grouped report, you may find that a conversion error is reported. This happenswhen Totals Required at the Group level is Y and Conversion Factor at the Subgrouplevel is zero or Totals Required at the Subgroup level is set at N. This may also happenif Totals Required at the Subgroup level is Y and the Conversion Factor at the Productlevel is zero . See Masters/Items-Products/Grouping for details.

Inventory / Raw Material ReportsRaw Material Reports / Consumption

This report lists the Issues - Production & Non-Production to the various Cost Centers alongwith the values at which they have been issued. Valuation of issues is done at the ValuationTechnique entered for the product through Masters/Items-Products/Products.

You must run the Inventory / MIS Reports / Stock Valuation before generating thisreport.

You may generate this report in several formats. YTD figures are available only on 132column paper. Printer Width is set through Install/Printer Settings/Printer Width.




DetailEnter Y for detailed reporting; N for summary.

348 FACT User Guide

ForSelect Products/Groups and press <RET>

AlphabeticalEnter Y for alphabetical reporting; N for Codewise. If you selected Groups in For the cursorskips this option.

Sort BySelect Cost Center if you wish to sort the report by Cost CentersSelect Product if you wish to sort the report by ProductsSelect Group if you wish to sort the report by Groups

An example shall make this clear. Say you selected Product in For and selected Cost Centerin Sort By , the report will be Cost Centerwise––Productwise

A window appears in the bottom right corner displaying all the Codes and Product Names/Cost Centers/Groups. Tag the ones desired, press <ESC> and select Go.

Notes• BEFORE GENERATING THE CONSUMPTION REPORT, YOU MUST RUN

VALUATION OF CLOSING STOCK (on screen or printer) FOR ALL THE PRODUCTSAND FOR THE ENTIRE PERIOD THAT THE CONSUMPTION REPORT IS INTENDEDFOR. In case the Consumption Report is being generated with a filter setting, theValuation of Closing Stock must also be run with the same filter setting. Unless the aboveis done, the Consumption Report will NOT be correct.


• Document Class is not printed in this report.

• You can change the Valuation Technique of any/all products even mid year andregenerate the consumption report. The new valuation techniques will be considered.Before you do this, remember to run Valuation of Closing Stock – for all the products,for the entire period and on the same filter condition.

• Screen report of Consumption Report does not show quantities - there is not sufficientspace on screen for such details. Quantities are available only on printouts.

• In case there are stocks IN and OUT on the same day, all stocks IN will be consideredBEFORE the stocks OUT. This ensures that there are no negative stocks in marginalcases.

• In case the stock goes BELOW ZERO , the valuation becomes incorrect. This happensbecause the valuation starts ignoring all entries till the stock becomes positive again.Ensure that the stock does not go negative in order to obtain a correct stock valuation.

• In case of Grouped report, you may find that a conversion error is reported. This happenswhen Totals Required at the Group level is Y and Conversion Factor at the Subgrouplevel is zero or Totals Required at the Subgroup level is set at N. This may also happenif Totals Required at the Subgroup level is Y and the Conversion Factor at the Product


level is zero . See Masters/Items-Products/Grouping for details.

• These reports are extremely helpful when you are calculating the cost of production forthe finished goods. In case the same Cost Center is producing more than one finishedgood, enter the issues to that Cost Center with different Document Classes. TheDocument Class should stand for the different finished goods. Then you may take theconsumption report filtered for the particular Finished Good.

• FACT does not automatically make any entries for Consumption of Goods enteredthrough Entry/Issues-Finished Goods. You must generate the Consumption Reports forthe week/fortnight/month/quarter (after running Valuation of Closing Stock) and pass ajournal entry into the books of accounts.

• Production and non-production quantities and values are given separately in all theformats to aid you in making the journal vouchers.

• YTD figures are available in all the formats if 132 column printer width.

• Consumption Reports on screen do not report any item whose valuation is zero (quantitytoo would be zero), as only Values are reported on screen. But a Consumption reporttaken on paper will report those items also, whose valuation is zero, as both Quantity andValues are reported on printed reports.

Raw Material Reports / ReconciliationThis report provides you with a Reconciliation of Issues made to a Cost Center and FinishedGoods produced by it. If you define the Bill of Materials (Issue Memo) for a Finished Goodthrough Entry/Inventory Issues/Memos, you will also get the variance analysis from thisreport for the product for which the Bill of Materials have been defined.

The report shows the Raw Materials consumed, Raw Materials returned and FinishedGoods produced & returned and Balance at the Cost Center.



DetailEnter Y for detailed reporting; N for summary.


ForSelect Products–Selective to report selected products, sorted product-wise.Select Products–All to generate a report for all products. This report is sorted product-wiseSelect Groups to generate a report for selected Product Groups, sorted Groupwise––Productwise format.A window appears in the bottom left corner displaying all the Cost Centers. Tag the ones

350 FACT User Guide

ContinueContinue returns you back to the Stock Status Query.Description/CodeSelect Description/Code to toggle the search between Description and Code.

QuitQuit closes the Stock Status Query and returns you to the main menu.

MIS Reports / Stock Status - ReportThe Stock Status report, which may be taken both on the screen and printer, gives thecurrent stock position for all the stockable Products. You also have an option to include theSelling Price for each Product listed in the report.

desired, press <Esc> and select Go.

Then a window appears in the bottom right corner displaying all the Product Names/Groups. Tag the ones desired, press <ESC> and select Go.

Notes• Generate this report to find out how much wastage is taking place in your Cost Centers.

• You also get an idea of the Work in Progress from this report.

Inventory / MIS ReportsMIS Reports / Stock Status - Query

This is a very useful and handy screen report that gives you the current stock status. Thetotal of Purchase Orders, Stock in Hand and Sales Order for each product is displayedinstantaneously. You may also use this report to check if the stocks of any products aregoing negative. Make sure to correct the stock position of negative products, else theirvaluations will be incorrect.

A sample Stock Status Query Screen

Options: <ESC> | Search : Press First Key(s)

Code Description Purchase In Hand Sale Order Order

0001 Turpentine 4000.000 10.00 40000.000002 Grease 26.000 25.00 650.000003 Rubber 6.000 100.00 600.000004 Red Dye 100.000 5.00 500.000005 Cotton 100.000 22.00 2200.000007 Shoes 23.000 1000.00 23000.00



STOCK STATUS QUERY

Search on Code :


ForSelect Products - All to include all Products in the report.Select Products - Selective for a report on selective Products.Select Groups for a Grouped Stock Status report.

PrinterAnswer Y to send the report to printer. N will display a screen report.

Zero BalancesAnswer Y to include Products with zero balances. N will not include any Product which hasa zero stock balance.

Selling PriceEnter Y to print Selling Price of each Product. Specifying N will suppress the same.

MIS Reports / Reorder StatusThis report lists all the products whose Stock in Hand as on the date of the report is belowthe Minimum/Reorder level specified by you in Masters/Item-Products/Products. Thereport shows the Current Stock, and the Minimum Level or the Reorder Level whichever theCurrent Stock is lower than. It also displays the quantity to be reordered in case the stockfalls below the Reorder level and the current Purchase Orders quantity pending for theproducts.

As OnEnter Date As On which reporting is desired.


All ProductsEnter Y to report all products; N to report selective products.

Only ExceptionEnter Y to report only products falling below reorder; N to report all products.

AlphabeticalEnter Y to report alphabetically; N to report codewise.

Notes• Reorder Status isa very useful report for reordering purposes. By setting the minimum

and reorder levels smartly, you can save an enormous amount of money by keepinginventories low.


• All items with ZERO Stock and ZERO Reorder/Minimum Levels are suppressed.

352 FACT User Guide

MIS Reports / Overstocked StatusThis report lists all the products whose Stock in Hand as on the date of the report is abovethe Maximum level specified by you in Masters/Item-Products/Products. The report showsthe Current Stock, and the Maximum Level. It also displays the current Sale Orders quantityreceived and pending for the product.

As OnEnter Date As On which reporting is desired.


All ProductsEnter Y to report all products; N to report selective products.Only ExceptionEnter Y to report only products exceeding Maximum Level; N to report all products.

AlphabeticalEnter Y to report alphabetically; N to report codewise.

Notes• This is a very useful report to avoid overstocking. By setting the maximum level prudently,

you can save an enormous amount of money by keeping inventories low.

• This report is also sensitive to Filters.

• All items with ZERO Stock and ZERO Maximum Levels are suppressed.

MIS Reports / Warehouse StockThe stock position at your different warehouses can be accessed through this report, onscreen, as well as printer.

Different warehouses are handled through Document Class. When you decide how to useDocument Class for the different reporting functions, ensure that you create a DocumentClass for each warehouse. Also remember to create a Filter for each Warehouse too.

When you enter a Purchase D/O or Purchase Invoice, enter the Document Class of thewarehouse as well. This will ensure that the stocks go up for the correct warehouse. Whenyou enter a Sale D/O or a Sale Invoice, you enter the Document Class for the warehouseagain to ensure that the stocks go down for the correct warehouse.

Remember to enter the Document Class for the warehouse in each of the documentsinvolving inventory. Examples of such documents are Issues, Returns, Finished GoodsReceipts & Returns, Sale & Purchase Returns etc.

In the Warehouse Stocks Report for all Document Class Filters selected, The DocumentClass Filter codes and their descriptions will be displayed on the first page just below the


heading, both on screen and printed report. Each Class Filter will take one line. After thisthe product details will appear. The Class Filter description will not appear on any otherpages.

As OnEnter Date as on which reporting is desired.


ForSelect Products–Selective to generate a report of selected products only. The report issorted product-wiseSelect Products–All to generate a report for all products. This report is sorted product-wiseSelect Groups to generate a report for selected Product Groups. This report is sortedGroupwise––Productwise formatAlphabeticalEnter Y to report alphabetically; N to report Codewise.

A window appears in the bottom left corner displaying all the Filters. Tag the ones desired,press <ESC> and select Go.

If you had selected Products - selective or Groups , then a window appears in the bottomright corner displaying all the Product Names/Groups. Tag the ones desired, press <ESC>and select Go.

Notes• Generate this report to find out how much wastage is taking place in your Cost Centers.

• You also get an idea of the Work in Progress from this report.

MIS Reports / Stock AgeingThis report shows you how long you have been holding stocks for. The longer you holdstocks, the less you earn on them. You could even be losing on old stocks. In terms of highercarrying costs (interest on inventory, warehousing costs etc.) and also in terms ofobsolescence costs. When stocks become old, they may not sell for as much as when theywere new. Perishable items are dated. So it makes sense to generate this report regularlyto clear your warehouses of old stocks.

As OnEnter date as on which reporting is desired.



354 FACT User Guide

DaysEnter the maximum number of over which you want the ageing to be done.

IntervalEnter the number of days at intervals of which ageing should be done.

BasisSelect LIFO/FIFO and press <RET>.ValuesEnter Y to include valuation; N to suppress valuation.

DetailsEnter Y to include transaction details; N to suppress transaction details

ForSelect Products–Selective to generate a report of selected products only. The report issorted product-wise.Select Products–All to generate a report for all products. This report is sortedproduct-wise.Select Groups to generate a report for selected Product Groups. This report is sortedGroupwise––Productwise format

If you choose Products–Selective or Groups above, a window appears displaying all theProduct Names or Product Groups respectively. Tag the ones desired, press <Ctrl><R> togenerate the report..

Notes• Number of intervals that can be set is sensitive to Printer Width.

• This report is sensitive to Filters as all other reports.

MIS Reports / Stock ValuationThis is one of the several time saving reports available in FACT. Closing Stock is valuedON-LINE on any of the Valuation Techniques you may specify :

LIFO - Last In First Out FIFO - First In First OutAVERAGE - Average RATED - At rates entered by you

Three standard options are available to you :

Cost PriceLower of Cost or MarketHigher of Cost or Market

This report may be taken as on any date. All transactions from the beginning of theaccounting period (including opening stocks) to the date of the report are considered andvalued in the manner specified for the product through Masters/Item-Products/Product.Valuation Techniques may be different for different products.This report is also available in the Grouped format. Hence you may generate this report ina more meaningful manner based on the grouping pattern you follow. As in other modes


you may tag the groups selectively.

As OnEnter Date as on which Closing Stock is desired.


CurrencyYou may opt to take the Stock Valuation report in either the Local / Home Currency, aForeign Currency, or in both Local and Foreign Currency together. Based on your selection,all figures in the report will be shown in the chosen Currency.


ForSelect Products–Selective to generate a report of selected products only. The report issorted product-wiseSelect Products–All to generate a report for all products. This report is sorted product-wiseSelect Groups to generate a report for selected Product Groups. This report is sortedGroupwise––Productwise format

FormatNormal - Stock Valuation on the technique specified by you through Masters/Items/ProductsComparisons - Rate - gives a comparison of Rates for all the valuation techniquesComparisons - Value - gives a comparison of Values for all the valuation techniqueComparison - Both - gives the comparison of both, Rates & Values for all the valuationtechniques. This is prompted for only if the report is sent to Printer, and132 columnstationery is selected.

BasisSelect Cost Price:Market/Cost Lower:Higher Cost/Market and press <Enter>

A window appears in the bottom right corner displaying all the Codes and Product/GroupNames. Tag the ones desired, press <ESC> and select Go.

LIFO/FIFO Details Enter Y for detailed report of LIFO/FIFO products; N for summary

Product Rate DecimalsThis field allows you to specify the number of decimal points in printing the ‘Stock Rate’.The field accepts values between 2 to 4.

AlphaEnter Y for alphabetical; N for codewise. If you selected Group in For , the cursor skips thisoption.

356 FACT User Guide

WarningWhile generating the report, FACT scans the database for negative stock during the reportperiod. If it detects stock going negative for a Product, during or after any transaction, thefollowing warning message is printed just after all transactions have been reported for theProduct :

Negative Stock detected. Check Inventory/Material In/Out / Products report

Following this, FACT also prints another warning at the end of the report :

Negative Stock detected for some Products. Closing Quantity & Value is WRONG

Answer N to supress printing these warnings; specifying Y will print the messages asdescribed above.

TotalPress Y to get a total for the Quantity column in the report. This is just a '# Total' which sumsup the quantity figures for all the transactions and gives you the total figure.

Consider Xfer NoAnswer Y for Stock Transfers to be considered based on the sequential order of theirVoucher numbers. In case there are Stocks IN and OUT on the same day, all stocks IN(entered thru Entry / Transfer of Stock option) and all stocks OUT (entered thru Entry /Transfer of Stock option) will be considered in the numerical sequential order of the transfervoucher numbers.

Please note that the above functionality will work only for Stock Transfer entries and forthose entered for the same day.

Answer N to keep the default behaviour of the report, where all stocks IN will be consideredBEFORE the stocks OUT, on any given day.


• Document Class cannot be printed in this report.

• In case you enter any expenses incurred on a purchase (eg Customs Duty, Freight etc.)at a later date for a product and wish that the valuation take this into consideration - ensurethat the Valuation Technique is AVERAGE . The valuation of stock takes intoconsideration all entries made later with ZERO quantity but a positive value.

• You may change the Valuation Technique of any/all products mid year and regeneratethe stock ledger. The new valuation techniques will be considered.

• In case there are stocks IN and OUT on the same day, all stocks IN (purchase, finishedgoods receipts, sale returns, issue returns) will be considered BEFORE the stocks OUT(sale, issues, finished goods returns). This ensures that there are no negative stocks inmarginal cases.


• For both purchase and sale transactions, the D/O is the primary document for stockvaluation.

• In case the stock goes BELOW ZERO , the valuation becomes incorrect. This happensbecause the valuation starts ignoring all entries till such time the stock becomes positiveagain. Ensure that the stock does not go negative for correct stock valuation. Check upthe Material In-Out Register on screen or paper for stocks going below zero in case youencounter incorrect valuation.

• Market rates for the products are entered through Entry/Closing-Production Rates/Closing . These values are considered for comparisons with cost when Lower/Higher ofCost or Market is selected as the valuation method.

• Finished goods received are valued at the Production Rates entered through Entry/Closing-Production Rates/Production . The Finished Goods received are NOT valued atthe Closing Rates even if the Closing Rates are entered for such products.

• In case Production Rates are NOT entered for finished goods, the valuation of thesereceipts will be taken at ZERO.

• To get correct figures in Consumption Reports, Valuation of Closing Stock MUST be runprior to running any of the Consumption Reports. The Valuation must be run for the entireperiod that the Consumption Report is desired for. In case the Consumption Report isbeing generated with a filter setting, the Valuation of Closing Stock must also be run withthe same filter setting.

• Since valuation is dependent on purchase D/O, it is imperative that you enter the valuesin the purchase D/O. In case you do not, the valuation for such purchases will be takenat zero . In case the exact values are not available, enter the values at approx correctfigures and then generate the Valuation. When the invoice comes from the supplier,modify the D/O with the correct values before you enter the invoice for the D/O. Thevalues for the purchase are NOT taken from the Purchase Invoice for valuationpurposes.

• In case you wish to credit closing stocks of different Groups/Products in separate GeneralLedger Accounts, generate the Closing Stock Valuation Groupwise/Productwise asdesired and pass a journal entry. Then generate the Trial/PL Account & Balance Sheet- Do not value the Closing Stock from these reports.

• In case you have selected LIFO method of Stock Valuation for a product and the openingstock has been entered with zero value, it is possible that the closing stock may show azero value while there is a quantity greater than zero in stock. Enter the Opening Stockvalue and regenerate the Closing Stock Valuation.

• In case of Grouped report, you may find that a conversion error is reported. This happenswhen Totals Required at the Group level is Y and Conversion Factor at the Subgrouplevel is zero or Totals Required at the Subgroup level is set at N. This may also happenif Totals Required at the Subgroup level is Y and the Conversion Factor is zero .

• if you had selected Foreign or Both in the Currency option, FACT prompts you to selectan installed Currency. If the Exchange Rate for the Foreign Currency chosen is availablefor the report date, this Rate will be picked up for generating the report.

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If no Exchange Rate is available in the Currency Master for the report date, then FACTwill ask if it can use the last available Rate for the Currency. If you answer with No,FACTwill prompt for the Exchange Rate at this point.

The Exchange Rate used to generate the report will be shown in the report header.

Inventory / Document PrintingFACT allows you to print all documents - Both ONLINE and Offline. The documents maybe printed on a Date or Number range.

You may select the ONLINE option to print documents through Account/Preferences/Document Printing.

Over and above Sales / Purchase related documents, connected to inventory, the followingInventory documents can also be printed :

Production IssuesNon Production IssuesFinished Goods Receipts

OnSelect Date/Number and press <Ret>.

From/ToEnter date or number range for which documents are required to be printed.

Re-PrintEnter Y to reprint printed documents, N to print new documents only.

No of CopiesEnter the number of copies of each document to be printed.

Notes• To print a single document, select Number and enter the document number in the From

and in the To prompts.

• Select the Date option and enter the date in both From and To prompts to print for a daterange.

Inventory / Listing of Masters

Listing of Masters / Items / ProductsThis report gives you all the details entered through Masters/Item Products. It makes a goodreference for the person making the Order Acceptance/Purchase Order/D/Os Invoice/IssueVoucher etc. It is also possible to obtain a master list of product mapping or grouping (thisshows the GL Control Accounts to which the Sale, Purchase, Sale & Purchase Returnfigures for the various products are being posted to).


Select Products and answer the following :


AlphabeticalEnter Y for alphabetical listing, N for Codewise

Ledger Map OnlyY will show you a listing of Item/Product Code with details of the General Ledger Codespertaining to Sale/Purchase/Sale Return/Purchase Return. N will show you a listing of theItem/Product Code, Description, Units of Purchase, Stock & Sale, Minimum Qty, MaximumLevel, Rate, Opening Stock (Qty and Value), Reorder Level, Reorder Qty and ValuationTechnique.

ForSelect Product & Services to list both stockable and service productsSelect Products Only to list only stockable products onlySelect Services Only to list just service productsSelect Groups to list Products within their respective Product Groups

ReportChoose Selective to take the report for selective Products.Choose All to take the report for all Products.

Additional DescEnter Y for including Additional Product Description from Invoices in the report. N willsuppress the same.

Listing of Masters / Product GroupsThe Product Grouping as laid out by you through Masters/Items/Products/Grouping willbe shown to you in the Layout form – with all the ID Codes and in the manner in which itwas defined.

This gives you an exact idea of how the Groupwise reports will look when generated withfigures. After seeing how it looks in the layout, you may want to change it.

It is advisable that the Grouping is seen once before it is finalized – it may save you a lotof time modifying it at the last minute.Alternatively, you may take a listing of all Products which are not mapped to any ProductGroups. This report will then also provide all details of such Products along with the listing.


Unmapped ProductsEnter Y for an exclusive report of Products which are not mapped to any Product Groups.Entering N will give the usual Product Groups report.

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AlphabeticalEnter Y for alphabetical listing of Products; N for Product codewise.Please note that this option is available only if Unmapped Products is selected as Y.ForSelect Product & Services for both stockable and service products.Select Products Only to generate a price list of stockable items only.Select Service Only to generate a price list of service items only.

Please note that this option is available only if Unmapped Products is selected as Y.

Listing of Masters / Product Price List - SalesThis listing gives you the Price List for all Products for which you have given a 'Selling Rate'in Masters/Items/Products. This report can be taken and used as a Price List.

PrinterY for output to printer; N for screen

Sort bySelect Product to sort the report product-wiseSelect Groups to sort the report group-wise

AlphabeticalEnter Y for alphabetical; N for codewise. If you select Groups in Sort by , the cursor skipsthis option

ForSelect Product & Services for both stockable and service productsSelect Products Only to generate a price list of stockable items onlySelect Service Only to generate a price list of service items only

All ProductsEnter Y to report all Products; N for selective reporting

Include SchemesEnter Y if you wish to include the Special Rate Schemes under which the products figure.Enter N to generate report without Special Rate Schemes

Listing of Masters / Product Price List - PurchasesThis listing gives you the Price List for all Products for which you have given a 'PurchaseRate' in Masters/Items/Products.

PrinterY for output to printer; N for screen

Sort bySelect Product to sort the report product-wiseSelect Groups to sort the report group-wise

AlphabeticalEnter Y for alphabetical; N for codewise. If you select Groups in Sort by , the cursor skips


this optionForSelect Product & Services for both stockable and service productsSelect Products Only to generate a price list of stockable items onlySelect Service Only to generate a price list of service items only

All ProductsEnter Y to report all Products; N for selective reportingInclude SchemesEnter Y if you wish to include the Special Rate Schemes under which the products figure.Enter N to generate report without Special Rate Schemes

Listing of Masters / Cost CentersThis listing shows you the Cost Centers (used for the manufacturing entry of Raw MaterialIssues and Finished Goods Receipts). It can be kept as a handy referencer with the personsmaking such documents.

DetailEnter Y to generate a complete list with address, N will give code , description and phoneonly.

PrinterEnter Y for output to printer; N for screen.

AlphabeticalEnter Y for alphabetical list; N for Codewise.

Listing of Masters / Special Rates ListingThis listing shows the details of all the Special Rate Schemes defined through Masters /Items / Products / Special Rates - Customers OR Special rates - Vendors .

ForCustomer; VendorCustomer - This will give you details of all the Special Rate Schemes defined for CustomersVendors - This will give you details of all the Special Rate Schemes defined for Vendors

PrinterY - for report to printer; N - for report to screen

A window is displayed at the bottom right hand corner showing all the Special RateSchemes defined. Tag the desired ones and press <Esc> for more options.

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User Guide

Part VIIHousekeep


363Part VII Housekeep

HousekeepThe Hard Disk of your computer is quite like your home. It has a tendency of accumulatinga lot of garbage and you have to keep it clean. Features such as Reindex, Backup etc areprovided to assist you do the cleaning operations easily and efficiently. Use these featuresand facilities to achieve optimum performance from FACT.

There are other very useful features too - Export Data and Missing Numbers. Read on tofind out how best you can use these features.

The Year Ending option closes your accounts and carries forward all unadjusteddocuments and closing balances as opening balances to the next year.

The most important feature of Housekeep is Diagnostics. This feature as expected fromVedika is a sign of concern for you from all of us. It not only checks the Opening Balancesof all Master Control Accounts with the totals of the individual documents entered for theseControl Accounts, it does much more. Files Check goes thru all the DBF and CDX files toensure whether they are present in the data subdirectory and that they are in good condition(i.e. they are not corrupted). It also checks all the program files (FXP files) to ensure thatthey are the very same files that were supplied to you on the disks. All the records arechecked thru the various modules to ensure that there are no corrupted records. You alsohave the option to delete such records. A log of all error conditions is kept in the Housekeep/System Information. Generate this report periodically to check for All Systems Go.

Housekeep / ReindexConceptAll databases require to keep index files that maintain your data in proper "sorted" order.These index files are rather delicate and tend to get corrupted due to power fluctuations etc.Your local electric company is largely responsible for this problem. Corruption in power inthe form of transients, fluctuations, surges and spikes are common occurrences.Brownouts and sudden fluctuations are sometimes so severe that even your lineconditioner/servo stabilizer is not fast enough to correct them. You may find your TrialBalance not tallying. Errors may creep in some reports too.

These are just some of the reasons why we insist that you install a UPS(Uninterrupted Power Supply) System for your computer. This will protect your dataand ensure you do not have sleepless nights over what would happen if the computerHUNG tomorrow. If you working on the LAN, please note that you must backup yourFile Server AND all the nodes on UPS. Unless you do this, you run the risk of damagedindex files (and sometimes data files too). This may result in incorrect reports orpermanently damaged data files and you may have to enter the data all over again.

Running the Reindex option, you can recreate the index files. We recommend that you runthis option at least once a week. You may also run it whenever you face any problems withthe reports.

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OperationWhen you press <RET> on the Reindex option, a pop-up box will show you two moreoptions, Account & System . The following table explains both the categories -

Account .DBF files in the Account's FA_??? data sub-directory fallunder the Account category. If the Account's Initials are ABC,then all the .DBF files in the FA_ABC directory will beconsidered

System .DBF files in the FACT program directory. If FACT has beeninstalled in D:\FACT, then all .DBF files in this directory areconsidered

All DBF files belong to either of these categories. On accessing the option, the main .DBFfilenames appear. These filenames are displayed against an "Offending Database" promptwhenever you encounter any Error Boxes relating to index file errors (see list below). All thefiles are tagged by default. Tag/Untag files as desired and press [Ctrl] [R} to start reindexing.

As Reindexing starts, a small box appears in the bottom right corner showing the File, Mode,Status and Records. File displays the name of the file undergoing the operation. Modedisplays whether Packing is under process or reindexing. Status shows the numerical orderof the filename against the total number of index files present in the Company you areworking in. Records shows the total number of records in the file under process.

Notes• Following are some of the error messages after which Reindexing should be run -

4, End of file encountered5, Record is Out of Range12, Variable not found19, Index file does not match database20, Record is not in index26, Database is not indexed38, Beginning of file encountered114, Index File Damaged

• The above error conditions occur when index files get corrupt. Immediately note thefilename against the message on the last line : Offending Database. To save time, runthis option with only that filename tagged. Else run Reindex with all files tagged.

• Before Reindexing, FACT checks whether you have enough space on the hard disk onwhich the data is stored. In case it finds that the empty space on the hard disk is less thanthat required, it will flash this warning on the screen, "Not Enough Diskspace for Packing.Make space on Hard Disk & Restart !!".

Exit to DOS and delete some files from the hard disk. Do NOT delete any files from FACTDirectory or any directory whose name starts with FA_. In case the hard disk is full withdata from FACT only, Backup the data of a Company not in use and delete that Companythru Account/Delete. Exit from FACT and delete the subdirectory containing the data ofthe deleted Company.


• There is a FASTER WAY TO REINDEX. You may Reindex from the FACT Directory also.This has been provided since Reindex option uses all available RAM. If you run this optionfrom within FACT, it does not have all the free Memory to run as efficiently as it wouldhave from FACT Directory. Run this option from FACT Directory as follows :

SREINDEX <RET>

First a box will popup showing all the Companies installed in FACT. Tag the Companiesdesired to be Reindexed. Press <Esc> and Go. The procedure after this is the same asif you ran Reindex from Housekeep. You will notice a speed difference of substantialproportions when you run this option from FACT Directory especially when the datavolumes are large.In FACT terminology, SREINDEX is termed as a Critical Operation. A critical operationis an operation that affects files at the system level. Hence, if you are using the multi-userversion of FACT, SREINDEX will first check to ensure that no other users are logged intoFACT at that time. In case it detects another user present in the system (that user couldbe using any other account), you will see the following message on the screen :

Critical Operation!All users MUST log out before you

can use this option !!

Please ensure that all users have exited from FACT before you activate this option.

• In case you get the errors detailed earlier too often, it is clear that your systemenvironment is prone to powercuts, power fluctuations, brownouts, power surges,spikes etc. And it is likely that you have not backed up your PC with a UPS(Uninterrupted Power Supply) system. Please note that you are running the risk ofcorrupting your index and data files, possibly permanently. Feedback from FACTusers who have installed UPS encourage us to insist that a UPS must definitely beinstalled. The data/index file corruption takes place mostly due to unsystematicshutdown of the system. DBF files must be closed before system shutdown andthis is automatically done when you Exit from FACT. However power surges,brownouts, blackouts, fluctuations etc result in these files becoming corrupt.Please note that our Tech Support cannot help you in case of damaged data files.

• During Reindex, you will observe a small box on the bottom right corner with the filenameof the file undergoing reindexing. Just under the filename you will see the number ofrecords in the file. This is provided to give you an indication that reindexing may taketime – so don’t think the machine has hung (stopped).

• It is very strongly advised that you REINDEX all files at least once a week.

Housekeep / Recalculate BalancesBackgroundFACT is an ONLINE package. Corrupt power can be a killer here. Certain balancediscrepancies may arise due to power fluctuations (i.e. trial balance figure does not matchledger balance). Automatic posting carried out by FACT may be affected. Please read theearlier parts of the manual where we have mentioned categorically that you mustinstall a UPS for your computer system to ensure proper functioning of FACT.

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Recalculate Balances has been designed to overcome this problem to the extent that itrecreates the files in which the balances are posted. It RE-POSTS all invoices, vouchers,credit/debit notes etc to ensure correct balances. A selection box shows all the optionswhich could show incorrect balances. You may tag the ones which are giving wrongbalances and run this option to rectify the temporary problem.

OperationsA pop-up box shows all the various categories of documents for which balances could bewrong. Untag/Tag to choose the ones desired (you need not recalculate balances for allcategories of documents). The following options are available :

<<Start>> <Tag All> <Untag All> <Continue> <Quit>Use the <Esc> to move from the pop-up box to the options and use the <Tab> key to movewithin the options. The various options are explained as follows :

<<Start >> to start Recalculation - You may press S to Start<Tag All> to tag all categories - You may press T to Tag All<Untag All> to Untag all categories - You may press U to Untag<Continue> to return to the popup - You may press C to Continue<Quit> to exit this module - You may press Q to Quit

When you select Start, you will see the following question on the screen :

Delete INCOMPLETE Documents...Y/N

Enter Y to delete those documents, records of which are corrupted. All corrupteddocuments are logged in Housekeep/System Information with a marker indicating whetherthey have been deleted or not. Enter N if you do not want the corrupted documents to bedeleted. Now, the Account Name is displayed on the top left corner and the variousdocuments in a column. The top row shows the following :

ERROR OK NET POSTED

In case any of the documents undergoing Recalculation are incomplete or corrupted in anymanner, the document number will be displayed in the box ERRONEOUS XXXXX (whereXXXXX stands for the document name being recalculated). Make a note of these numbers(or take a printout of Housekeep/System Information after Recalculation is over).

The ERROR column will show you the total number of corrupted documents in the category.OK shows the number of records which are fine. NET shows the total of ERROR and OK.POSTED shows the total of postings made to the balances file. This will be equal to the NETcolumn. In case errors are encountered, FACT will ask you whether you wish to proceedto the next recalculation.

In case there are any ERRORS reported, take a printout of Housekeep/System Information,delete the document and re-enter.

Notes• Use this feature when balances do not tally.• Also use in case of apprehension that data may have been lost due to power fluctuations/

power failure etc. Please read the previous pages on why you should immediately installa UPS for your computer system.


• There is a FASTER WAY TO RECALCULATE BALANCES. You can run RecalculateBalances form the FACT Directory also. This has been provided since Recalculate usesall available RAM. If you run this option from the main menu, it does not have all the RAMto run as efficiently as it would have from FACT Directory. Run this option from FACTDirectory as follows :

SRECALC <RET>

The procedure is the same as if you ran Recalculate Balances from Housekeep exceptthat it asks you the Account Name for which Recalculation is required. Tag the Accountsdesired to be Recalculated. Press <Esc> and Go. You will notice a speed difference ofsubstantial proportions when you run this option from FACT Directory especially whenthe data volumes are large.

In FACT terminology, SRECALC is termed as a Critical Operation. A critical operationis an operation that affects files at the system level. Hence, if you are using the multi-userversion of FACT, SRECALC will first check to ensure that no other users are logged intoFACT at that time. In case it detects another user present in the system (that user couldbe using anyother account), you will see the following message on the screen :

Critical Operation!All users MUST log out before you

can use this option !!

Please ensure that all users have exited from FACT before you activate this option.

• In case you have changed any of the General Ledger Codes in Account/Preferences/System Controls or in Account/Preferences/System Controls/Invoice Terms or inAccount/Preferences/System Controls/Sales Tax Codes—RUN Recalculate Balancesimmediately. This will re-post all the previous entries to the newly modified controlaccounts.

• If you have run Housekeep/Diagnostics and any error condition was reported, you mustrun Recalculate Balances. Deleted documents thru Diagnostics do not update thebalances files.

• After running Recalculate Balances, you might notice that the size of some files haveincreased. This happens because all the records in the files containing the balances aremarked for deletion but not physically removed. Run Reindex to reduce the size of thefiles.

Housekeep / DiagnosticsConceptDiagnostics has been provided to help you detect the following :• File corruptions.• Record corruptions.• Posting errors.• File integrity and missing files in the FACT directory.• File Integrity and missing files in the data directories.• Difference in the GL Opening Balance and totals of the opening documents such as

invoices, advances, debit and credit notes.

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All error conditions reported are logged in and stored for the past 30 days. Whenever, yourun all the tests in one go and no error conditions are reported, the previously logged errorreports are automatically deleted. Whenever you run this module and encounter an errorcondition, generate a printout of Housekeep/System Information. Correct the errorconditions as detailed in the Housekeep/System Information section of the manual.

When you press Enter on Diagnostics , the following options will be available :

FILES “DO POST” ERROR STOCK CONTROLBLANK RECORDS DR CONTROL RECEIPTS/PAYMENTS (DB)TRIAL BALANCE CR CONTROL RECEIPTS/PAYMENTS (CR)

The bottom row shows when Diagnostics was run last, and that if any errors were detectedor not. The various options are explained below :

FILESDBF FilesChecks all the files in the data subdirectory of the account you are working in. It checks theintegrity of the DBF (database) files and whether they are in damaged condition. It alsochecks whether any of the DBF files are missing. In case the files are damaged/missing,the appropriate message is displayed on the screen and logged in Housekeep/SystemInformation.

Sample Message : TRNS1. DBF is missing !!This means that the particular DBF file is not present in the data subdirectory. Restore fromLast Backup you had taken using Housekeep/Data Restoration. Run the File Check againthru Diagnostics to ensure that this time there are NO corrupted files.

Sample Message : Repairing BILL.DBF : 1Ø entries will be lost! Proceed…Y/N !This means that the particular DBF file has got CORRUPTED. FACT has an in-built filerepairer which repairs this file. It also shows how many entries will be lost once it is repaired.Enter Y to start repairing. Once the repairing is over the following message is displayed :BILL.DBF repaired : 1Ø entries lost

Sample Message : Data Files Repaired – Use Housekeep – Reindex and Housekeep –Recalculate Balances!!If any data files were corrupted and later repaired, you will come across this message. Goto Housekeep and select Reindex. After this, Go to Housekeep and select RecalculateBalances.

CDX FilesThis option checks all the CDX (compound index) files in the data subdirectory of theAccount you are currently logged in. It checks the file integrity of the CDX files and whetherthey are in damaged condition. It also checks whether any of the CDX files are missing. Incase the files are damaged/missing, the appropriate message is displayed on the screenand logged in Housekeep/System Information.Sample Message : TRNS1.CDX is not a CDX file !!This means that the particular CDX file is either not present in the data subdirectory or hasgot CORRUPTED. Run Housekeep/Reindex for all DBF Groups.


FPT FilesThese files are called memo files and are used by FACT to store data such as invoicingaddress, shipping address etc. This option checks for the file integrity of the memo files -checks whether any files are missing or damaged. In case of any error condition, theappropriate message is displayed on the screen and logged in Housekeep/SystemInformation.

Sample Message : BILLFILT.MEM MISSING Memo File!!This means that the particular memo file is not present in the directory. Restore from lastBackup you had taken on floppies using Housekeep/Date Restoration to ensure that thistime there are no corrupted memo files.

FXP/SPX FilesAll the FXP/SPX (program) files in the FACT subdirectory are checked. Whether all the filesrequired to be present are there or not and whether the files are exactly the same ones assupplied to you on the floppies.

Sample Message : VOUCHINP.FXP is missing or bad dated!!This means that this file is not in the same condition as was supplied on the floppy. RunSETUP from FACT directory. Select Extract Program Files and press <RET>. The programwill then ask you to insert Program Diskettes 1 thru 2. This process will correct the error.In case the FILES check was successful and no missing, bad dated or corrupted file wasfound, the message will read : Files Check OK !

Sample Message : BILLFILT.MEM Corrupted memo file Repaired!!This means that the particular system file was corrupted and was repaired

BLANK RECORDSThis option checks for errors creeping into the data files due to blank records and deletesthem. Please run this option at least once a week to ensure that there are no blank recordsin the data files.

Power cuts and non-systematic system shutdowns are the most common causes of blankrecords creeping into data files. When you select this option, a popup shows all the datafiles. Press <ESC> for options, tag the required files and select GO.

Please read the previous pages on why you must install UPS for your computer system.As otherwise, you run the risk of corrupting the data files and our Tech Support will not beable to help you on this.

TRIAL BALANCEIn case the Trial Balance does not tally, run this option. It checks all the vouchers for correctdebit/credit balancing and for any invalid ledger codes/cash or bank codes etc.

Auto Journal VouchersIt checks all Journals automatically created by FACT. These journals are created wheninvoices, debit notes, credit notes etc are entered thru the AR and AP modules. The firsttwo characters of AUTO journals in the journal voucher number stands for the origin of thejournal - explained in Ledger/Journal Book section. View/print the relevant register for that

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day and modify/delete the document shown as mismatched.

Sample Message : Journal Totals MISMATCH - XX120 dt xx/xx/xxwhere xx stands for the Voucher prefix and xx/xx/xx for the Voucher date.

Receipt VouchersIt checks all Receipt Vouchers entered thru Entry/Vouchers - Receipt/Payment to ensurethat a valid GL Account and a valid Bank/Cash Code have been entered. You could not haveentered an invalid code since the online validation would not allow you to. However, powerfluctuation of blackout could have caused this corruption to happen. Vouchers with invalidcodes will be displayed on the screen and you will be given an option to delete them. It isalso logged in Housekeep/System Information.

Sample Message : Receipt # XXXXX A/C NOT Found !! Deleted/Not DeletedSample Message : Receipt # XXXXX Bank Code NOT Found!! Deleted/Not Deletedwhere XXXXX stands for the Receipt Voucher Number.

Payment VouchersIt checks all Payment Vouchers entered thru Entry/Vouchers - Receipt/Payment to ensurethat a valid GL Account and a valid Bank / Cash Code have been entered. Vouchers withinvalid codes will be displayed on the screen and you will be given an option to delete them.It is also logged in Housekeep/System Information.

Sample Message : Payment # XXXXX A/C NOT Found !! Deleted / Not DeletedSample Message : Payment # XXXXX Bank Code NOT Found !! Deleted/Not Deletedwhere XXXXX stands for the Payment Voucher Number.

Journal VouchersIt checks all Journal Vouchers entered thru Entry/Journals to ensure that valid GL Accountshave been entered. Vouchers with invalid codes will be displayed on the screen and you willbe given an option to delete them. In case a Bank/Cash Code is found in the JournalVoucher, it is automatically changed. All error conditions are logged in Housekeep/SystemInformation.

Sample Message : Journal # XXXXX Cash/Bank Code found in Journal ! RECTIFIED!where XXXXX stands for the Journal Voucher Number.

In case the TRIAL BALANCE check was successful and NO errors were found the messagewill read :

Trial Balance Check OK !

“DO POST” ERRORThis checks all Payment, Receipts and Journal Vouchers which are corrupted in anymanner and reports them. Vouchers with invalid codes will be displayed on the screen andyou will be given an option to delete them. All error conditions are logged in Housekeep/System Information.Sample Message : Payment # XXXXX BLANK Voucher !! Deleted / Not Deleted

In case the DO POST check was successful and NO errors were found the message willread :

DO POST Check OK !


DR CONTROLThis checks if the Opening Balance entered in Sundry/Trade Debtors A/c (as specified inAccount/Preferences/System Controls) matches with the total of the opening documentsentered for Customer such as Invoices, Advances, Debit Notes and Credit Notes).

Sample Message : Debtors Control NOT Matching !!

In case NO mismatch was found, the following message will be displayed :Debtors Control OK !

CR CONTROLThis checks if the Opening Balance entered in Sundry/Trade Creditors A/c (as specified inAccount/Preferences/System Controls) matches with the total of the opening documentsentered for Vendors (such as Invoices, Advances, Debit Notes and Credit Notes).

Sample Message : Creditors Control NOT Matching !!

In case NO mismatch was found, the following message will be displayed :

Creditors Control OK !

STOCK CONTROLThis checks whether the Closing Stock (Balance Sheet) has been specified in Account/Preferences/System Controls and whether the Opening Balance entered in Closing StockBal Sheet A/c matches with the total of the individual product amounts entered thru Masters/Opening Balances/Products. All errors are logged in Housekeep/System Information.

Sample Message : Closing Stock Bal Sheet A/c NOT Found !!This means that the Closing Stock Balance Sheet Account was not specified in Account/Preferences/System Controls; Goto Accounts/Preference/System Controls and specify theClosing Stock Balance Sheet Account and run this test again.

Sample Message : Stock Control NOT Matching !!This means that the Opening Balance entered in Closing Stock Bal Sheet A/c does notmatch with the total of the individual product amounts entered thru Masters/OpeningBalances/Products. It is logged in Housekeep/System Information. You must ensure thatthe Opening Balance for Closing Stock matches the total of the individual product amounts.

Sample Message : Stock going Negative !!FACT allows you to Warn, Ignore or Block an entry when stock is detected to be fallingbelow zero or below a user defined Minimum Stock level. In case you have set the systemto warn or ignore, you might arrive at a situation where the balance is negative becausemore quantity of the product was shipped out than what was shipped in. This messagemeans that the system has detected the stock position for one/more such product(s) asnegative (below zero) on any date in the year. The product code will be recorded with detailsof the item code, negative quantity and date in Housekeep/System Information.

In case NO mismatch was found, the following message will be displayed :

Stock Control OK !

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RECEIPTS / PAYMENTS (DB)It checks all Receipt & Payment Vouchers entered thru Entry/Receipts-Payments/Customers to ensure that a valid Customer Code, a valid Bank/Cash Code and validadjustments exist. Vouchers with invalid codes will be displayed on the screen and you willbe given an option to delete them. It is also logged in Housekeep/System Information.

Sample Message : Receipt # XXXXX Totals MISMATCH !! Not DeletedSample Message : Receipt # XX121 Customer NOT Found !! Deleted/Not DeletedSample Message : Receipt # XX124 BLANK Voucher !! Deleted/Not Deletedwhere XXXXX stands for the Receipt Voucher Number.

In case NO errors were found, the following message will be displayed:

Debtors Receipts/Payments OK !

RECEIPTS/PAYMENTS (CR)It checks all Receipt & Payment Vouchers entered thru Entry/Receipts-Payments/Vendorsto ensure that a valid Vendor Code, a valid Bank/Cash Code and valid adjustments exist.Vouchers with invalid codes will be displayed on the screen and you will be given an optionto delete them. It is also logged in Housekeep/System Information.

Sample Message : Receipt # XXXXX Totals MISMATCH !! Not DeletedSample Message : Receipt # XX121 Vendor NOT Found !! Deleted / Not DeletedSample Message : Receipt # XX124 BLANK Voucher !! Deleted/Not Deletedwhere XXXXX stands for the Receipt Voucher Number.

In case NO errors were found, the following message will be displayed :

Creditors Receipts/Payments OK !

Notes• After running Diagnostics, generate Housekeep/System Information as a matter of habit.

All error conditions are reported there.• Reports of the last one month’s runs of Diagnostics are stored in Housekeep/System

Information.• When you run all the options in Diagnostics at one go and NO errors are reported, all

previously logged in error reports are automatically deleted.• Before you call for help, you MUST run Diagnostics - ALL options. Then keep a printout

of Housekeep/System Information handy when you call for support. We will requireseveral answers from the printout.

• IMPORTANT : If you have deleted any documents thru this module, please runHousekeep/Recalculate Balances with ALL options TAGGED. Else the reports might notbe correct.


By default the A: Drive is selected. If you wish to change the drive / directory, press <Ret>on < Select > to come to the following screen :

Housekeep / Backup DataWhen data is maintained on hard disk it is imperative to have a backup, as the hard diskis susceptible to damage. FACT allows you to backup to any drive (floppy, hard disk, tape,floptical or erasable CDs).

This option provides you with the choice to backup data of the current account you areworking in. The following screen is displayed with the cursor resting on < Select > :

Your CompanyCompany Address

Company City


Account Backup

Backup To : (Select…)

A:

[X] Compress Data

[ ] Password Protect <<Start>>

Password :

Retype : ( Cancel )

Progress

Status :

Filename :

Bytes Done :

Disk Space

Available :

Required : 16 MB, 362 KB

BACKUP STATISTICS

Total

Size Done :

Disk # :

Compression :

Files to Backup

Count : 69

Size : 16 MB, 356 KB



Progress

Status

Filename

Bytes Done

Account Backup

Backup To

A:

[X] Compre

Disk Space

Available :

Required :

<<Start>>

( Cancel )

KB

Compression :

Select Drive and Directory for BackupC:\

[FACT_IND] Drive C[FA_AMI][FA_BDB][FA_NEP][FA_RAS] Directory C:[FA_SIN][MOUSE][SING] << Select >>[TEMP][WINDOWS] < Open >[WINWORD]

< Cancel >

374 FACT User Guide

Use the Tab key and bring the cursor to Drive and press <Ret>. All the existing drivesconfigured in the system are displayed. After you select the drive of your choice, all thedirectories existing on that drive will be displayed. However, in case you had selected afloppy drive to backup the data, the option to backup the data onto a directory will not beavailable. Select the directory of your choice and press <Ret>.

Bring the cursor to << Select >> and press <Ret> to return to the previous screen. <Cancel>will return you to the previous screen without effecting the changes. Before the actualbackup process starts, you have the choice to Password Protect your backup and alsospecify that you want a Compressed backup.

Take the cursor to [ ] Compress Data. The ‘X’ sign means that the backup will becompressed. <Ret> or <Space> allows you to mark or unmark Compress Data. The backupwill not be compressed if the 'X' sign is removed.

By default the backup is not password protected. To protect your backup using a password,bring the cursor to [ ] Password Protect and press <Ret>. A ‘X’ sign appears and the cursorwaits at the Password prompt. Key in your password and press <Ret>. You are promptedto Retype your password again. This is to ensure that you have got your password right thefirst time. The <Tab> key allows you to move from one field to another. If you do not wishto protect your backup with a password, use the Tab key and move to the next field.

After you have specified your choice as above, bring the cursor to << Start >> and press<Ret> to start the backup process. To abort the process, select < Cancel >.

The BACKUP STATISTICS is divided into four sections, they are :

Disk Space• Available : Shows the free disk space available on the selected drive.• Required : Shows the total free disk space required to take a backup of the existing data.

eg : You have selected A: Drive, and “Required” displays 16 MB, 362 KB. This means that16 MB and 362 KB disk space is required.

Files to Backup• Count : Shows the total number of files that are required to be backed up.• Size : Shows the size of the existing data that has been selected for backup.

Progress• Status : Shows the status of the file being backed up - Compressing / File being read etc.• Filename : Shows the file being currently backed up with complete path.• Bytes Done : Shows the size in bytes of the current file that has already been backed up.

Total• Size Done : Shows the size of all the files in bytes that have already been backed up.• Disk # : Shows the current Disk Number of the floppy disk (in case you are backing up

data thru a floppy drive).• Compression : Shows the overall compression ratio if this was selected.


Housekeep / Data RestorationBacked up data may be restored back onto the hard disk thru this option. Log into theaccount and restore data from its own backup only. FACT will detect if you are restoringdata from some other backup and warns you.

Press <Ret> and the following screen is displayed with the cursor resting on < Select > :

By default the A: Drive is selected. If you wish to change the drive / directory, press <Ret>on < Select > to come to the following screen :

Your Company

Company AddressCompany City


Account Restore

Progress

Status :

Filename :

Bytes Done :

Total

Disk # :

Size Done :

Restore From

< Select… >

A:

Files to RestoreCompressed :Password Protected :Count :Size :

Restoring

<< Start >> < Cancel >

Before you proceed

Restoring will erase

existing data. Restore? [X] YES

Password :

Restoring Before you proceed

Restoring will eraseexisting data. Restore? [X] YES

Password :

Your CompanyCompany Address

Company City


Account Restore

Restore Fr

< Select…

A:

Progress

Status

Filename

Bytes Done Size Done :

Select Drive and Directory for BackupC:\

[FACT_IND] Drive C[FA_AMI][FA_BDB][FA_NEP][FA_RAS] Directory C:[FA_SIN][MOUSE][SING] << Select >>[TEMP][WINDOWS] < Open >[WINWORD]

< Cancel >

376 FACT User Guide

Bring the cursor to Drive and press <Ret>. All the existing drives configured in the systemare displayed. After you select the drive of your choice, all the directories existing on thatdrive will be displayed. However, in case you had selected a floppy drive to restore datafrom, the option to restore the data from a directory will not be available. Select the directoryof your choice and press <Ret>.

Bring the cursor to << Select >> and press <Ret> to return to the previous screen. Use<Cancel > to return to the previous screen without effecting the changes.

Before the actual restoration starts, FACT checks to see whether the backup is PasswordProtected and Compressed or not. In case the backup is Password Protected, it will promptyou to key in the Password.

Details of the restoration process are displayed as follows :

Before you proceedThis window displays some warnings which you should heed before you << Start >>

WarningRestoring will erase existing data. Restore ? [ ] YESIf you wish to restore on the existing data, bring the cursor to YES and press <Ret>. A ‘X’sign will appear. This means that you have selected YES

WarningBackup data does not belong to this account. Restore ? [ ] YESIf FACT detects that the data to be restored does not belong to the current account, theabove message is displayed. If you wish to proceed, bring the cursor to YES and press<Ret>. A ‘X’ sign will appear. This means that you have selected YES. Please note thatthis will overwrite all exiting data in that account.

After you have specified your choice as above, bring the cursor to << Start >> and press<Ret> to start the restoring process. To abort the process, select < Cancel >.

As soon as the restoration process starts, the following statistics are displayed for the usersinformation :

Progress• Status : Shows current status of the file being restored - Decompressing, Restoring etc.• Filename : Shows the name of the file being currently with full path.• Bytes Done : Shows the size in bytes of the files that have already been restored.

Total• Disk # : Shows the current Disk Number of the floppy disk (in case you selected to restore

thru a floppy drive).• Size Done : Shows the total %age of the entire backup that has already been restored.


Housekeep / Import DataMany of you have several branches of your office and the data of the remote branches thatare maintained at the Head Office, need to be updated regularly. FACT enables you toimport FACT data from other accounts to your currently used account. Some of you mighteven have your financial accounting data in another application that you were using priorto FACT. The files of another financial accounting software might contain important datathat you wish to use in FACT. You do not need to enter all those massive data all over again!This option offers you an excellent feature, the 'import utility' which translates the DBF filesof FoxPro format, SDF (Standard Data Format) file and Delimited format in which the fieldsare separated by a comma(,).

The Import screen allows you to select any one of the options given below:

Housekeep / Export DataSome of you may be experienced programmers and may want to generate reports specificto your requirements. You may also want to use the data from FACT in some other areasof application.

All data files are kept in the standard DBF format. These files can be accessed by mostpopular spreadsheet programs such as Excel, 1-2-3, QuattroPro etc. They can also bedirectly accessed by Xbase programs such as FoxPro, dBASE, Clipper and other front endprograms such as MS-Access etc. To use data, copy the .DBF files from the relevantsubdirectory to your working directory and use as desired (DO NOT OPEN ANY DATAFILES IN THE FACT FA_??? SUBDIRECTORY UNDER ANY CIRCUMSTANCES).

However you may want to access the data in a Cobol or Basic program. FACT provides youwith a Translate Utility to translate the data files to the SDF (Standard Data Format) formator a file in which the fields are separated with a comma (,).

FACT creates a subdirectory called XLATE in the FA_??? which holds the data of theAccount you are currently logged in and translates (in the format selected by you) theselected DBF files there. The files translated have the same name with the suffix TXT.

Press <Ret> at Export Data for the following options :

SDF FormatDelimited with ‘,’

Select option desired and press <Ret>. A small box pops up in the bottom left corner similarto the one you see in Pack & Reindex. All the file groups are tagged in default. Tag/Untagas desired and press <Esc>. Select Go to start translation.

A small box pops up in the bottom right corner showing the current file being translated.After all the files have been translated, you are returned back to the main menu.

378 FACT User Guide

FACT standard format allows you to import FACT data from any other FACT Account tothe current Account.Extended FACT Format allows you to import data from another source where the fieldsof FACT Standard Format are present in slightly different order.Other Formats.. allows you to import data from files of SDF, FoxPro DBF and SDFDelimited format. You will find detailed information on importing different types ofdocuments in the FACT online help.

You may import data of the following types -

Importing data

As you choose Import Data, you get the options for selecting the type of document you wantto import. We have already discussed the types above. Let us now have a general ideaabout how you can proceed to import data.

The Import screen available on selecting the import data is the same for all types ofdocuments. However the options available on screen may differ with the type selected.

V o u c h e r s D b / C r, C u s t o m e rs , V e n d o r s

J o u r n a l s L e d g e r, D e b i t N o t e s , C r e d i tN o t e s , P a r t y J o u r n a ls

S a le sO r d e r s , D /O s , I n v o ic e s ,S e r v ic e In v o ic e s , R e tu r n s

P u r c h a s e sO r d e r s , D /O s , I n v o ic e s ,S e r v ic e In v o ic e s , R e tu r n s

I n v e n t o r y I s s u e s M e m o s , I s s u e s ,R e t u r n s

F i n is h e d G o o d s R e c e i v e d , R e t u r n e d

T ra n s fe r o f S to c k

A d ju s t m e n ts

Select Source File Format

(�) FACT standard format < Help... >( ) Extended FACT format( ) Other formats...

< Select Source Files... >

< Import > < Quit >


The Import screen allows you to select any one of the options given below:

FACT Standard Format allows you to import FACT data from any other account to thecurrent account.

FACT Extended Format allows you to import data from another source where the fieldsof FACT Standard Format are present in slightly different order. This option is available onlyfor Sale Order, Challan and Invoice (Bill). You may need this option to import files that areneither of FACT Standard Format nor of Other Format like DBF, SDF or Delimited format.A FACT Standard Format Bill or Invoice has three parts, they are, Bill Header, Bill Detailsand Bill terms. You may have your Sale Order, Challan or Invoice stored in another softwarewhere the Bill Header contains the data of Bill Header and Bill terms in a FACT StandardFormat. Selecting FACT Extended Format will allow you to import data of this type.

Other Formats.. allows you import the files in SDF, FoxPro DBF and SDF Delimited format.You will find detailed information on importing different types of documents in the FACTonline help.

Importing Data of FACT standard format

This is a simple task. You only need to do the following,1. Select FACT Standard Format and the Source File.2. Press <Import> . The Help box will provide you with all the added information about

importing a particular type of document.

Selecting FACT Standard format enables you to import documents from another FACTAccount into the currently selected Account. You can even bring in data from your remoteBranch office and update your Central office account. All the documents you import areadded to the data of your existing Account and you can perform normal operations on them.

Choose the ‘Select Source Files....’ button for selecting the source directory. Selecting thesource directory selects the source file automatically. You can also enter the file name withfull path in the entry box just below the ‘Select Source Files...’ button.

For performing the Import operation some files must be present in the source directory. Tolearn about the files needed for each document see the Help available on pressing the Helpbutton.

Before you start importing, make sure that the all information pertaining to the documentbeing imported is present in the Target Account (the Account into which the data is beingimported). For example, when importing Vouchers from you Branch office data, the GLAccounts, Bank/ Cash Codes used in that office and used to create the Voucher must bepresent in the Target Account. To be doubly sure in this case you can choose to haveidentical Master details in the Source and Target Accounts.

For details about the structure of each document please see the Help available on pressingthe Help button.

Importing Data of Extended FACT Format

You can Import the data of Extended FACT Format for Sale Order, Sale D/O, Sales Invoice,

380 FACT User Guide

Purchase Order, Purchase D/O and Purchase Invoice.

To import data of FACT Extended Format1. Select the Source File and press <Import> . For detailed information Select Help .Press <Import> .

To Import files for Extended FACT Format you need to mention two Source files. These filesvary with the document selected. To learn about the files please see the help available onpressing the Help button.

You cannot directly import files that is present in the FA_??? Data directory of any Accountof the FACT installation you are using now. If you want to import such files, you will haveto copy the above mentioned Source files to a temporary Source directory and Import fromthere.

Importing data of ‘Other Formats’

You will have to follow the following steps to import files of ‘Other Formats’. In each entryscreen as you press <Next> after completing the entry, you are taken to the next optionautomatically. You can also choose from the pages on top of the screen to select thesubsequent option. Read the section below to learn about the options.

The Options for Importing

FACT allows you to import FoxPro.DBF files, SDF files and SDF delimited files.

Since you are importing file format(s), that are alien to FACT format, the Import screenprovides you with the following options to make the files recognisable to FACT.

Tag FieldsIn case of .DBF, SDF Delimited files you will have to match the fields of the file beingimported (the Source File) with that of the FACT fields.Define FieldsIn case you are importing SDF files or System Data Format files, you need to Define thefields in terms that FACT recognises and will be able import them to FACT format.

Link Source FilesGenerally multiple files are imported when the data is scattered in more than one file.Therefore you need to link the data in the selected files, so that FACT can organise the samein standard FACT format.

Notes:You may import files with similar type of fields now and then. However tagging fields eachtime you try to import a file is a tedious job. The <Load Script> button saves you both timeand boredom of tagging fields for similar files. The Load Script option allows you to loadany saved script. Selecting Load Fields allows you to select the file type, that is, Voucher,Sale Order, Sale Invoice, Purchase Order, Purchase Invoice, etc., and displays the alreadymatched fields on pressing <Open>. You can then save the script.

As you select the Other Format the system presents you with the following window:


Select Source File FormatThe following formats can be imported to FACT:

DBF - FoxPro FormatSelect DBF - FoxPro Format as the source file type. Selecting the ‘Source file’ allows youselect the file you want to import.

SDF - Standard Data FormatSelect SDF - Standard Data Format. Selecting the ‘Source file’ allows you select the fileyou want to import. You can select any text file.

SDF - Delimited FormatChoose SDF - Delimited to import data of the delimited format.

DelimiterThe Delimited format has the following options:( )Tab( )Space( )Other

The Other means the fields may be separated by comma (,), semicolon (;) or colon (:) andso on. For this type of field you need to enter the delimiter in the adjacent field.

Select Source FilesSelecting this displays the list of directories from which you can select the one containingthe importable files. Remember that the directory selected must contain files of the ‘format’selected. You can select more than one file at a time. The file(s) are shown in the field belowwith full path after they are tagged. However you can key in the file name specifying the fullpath in the field below.

Please note that if you have selected multiple source files, the first file in the alphabeticalorder will be considered as the master file. The remaining files have to be then linked to eachother using a field of the master file, which is common to the other files.

Select Source File Format Delimiter( ) Tab( ) Space( ) Other Character

DBF - FoxPro Format

< Select Source Files... >

< �Back > < Next - > < Import > < Load Script.. > < Save Script.. > < Quit >

Select Files Define Fields Link Source Files Tag Fields

382 FACT User Guide

Selecting < Next > will automatically take you to the next option, or you can choose theoption from the ‘tabs’ on top. Depending on the file types and number of files selected thesystem will take you to options as stated below:

• If you have chosen the Fox Pro DBF Format , you will be taken to the Tag Fields screen.• If you have chosen SDF Format , you will be taken to the Define Fields screen.• If you chose multiple files of any format, you will be taken to the Link Source File screen.

Define FieldsFor SDF - System data format you first need to define the source file through this option.Selecting < Next > in the previous screen will automatically take you to this option if youhave selected SDF - System data format. Alternatively you can select ‘Define Fields’ optionon top of the window. This option allows you define the source file so that it becomesrecognisable to FACT. Selecting this option presents you with following screen.

The screen displays the file(s) selected and the total number of fields in the file(s). Belowon the left you will find the list of fields. On the right, the Details of the field, such as the Name,Type, Length, Decimals, etc., need to be entered. Double clicking on the field name in theFields box automatically displays the name of the field. Select each field and key in its name,type length, decimals etc. The ‘type’ of the field can be either of the following:

Character CDate DLogical LNumeric N

Pressing F1 on the Type field displays the above options.Selecting <Next> will take you to the Tag Fields option where you can tag the fields asexplained under the Tag Fields.

To load any saved screen of similar type select <Load Script> .

To go back to the previous screen select <Back> .

Fields Details

BILL1 FIELD_1 Name FIELD_1 BILL2 FIELD_1 Type SINV1 FIELD_1 Length 0 TERM1 FIELD_1 No. of decimal 0

places

< OK > < Cancel >

Files

BILL1.TXT Total no. of fields of BILL1.TXT 1 BILL2.TXT

< Back > < Next - > < Import > < Load Script.. > < Save Script.. > < Quit >



To save the scrip by select <Save Script> .

Link Source FilesIf you have chosen multiple files for any of the format you will be taken to this option as youselect < Next >. In case of SDF format you will get this screen after selecting the files andDefining the files.

Please note that if you have selected multiple source files, the first file in the alphabeticalorder will be considered as the master file. The remaining files have to be then linked to eachother using a field of the master file, which is common to the other files.

Study the screen. There are two columns showing two files. Selecting F1 in any of thecolumns displays the fields in the file. Select the field in the left column and then go to theother column and select the field that relates to one selected in the left column. If the fieldtype does not match, you will get an error message. If the two fields match, the cursormoves to the next row.

If you have more than two files you can toggle between all the files select < 33 > (to moveto the file in the left) and <88> to move to the files in the right.

To remove the links select < Clear > .

Link all the fields and then select < Next > to be taken to the next option, Tag Fields .

To load any saved screen of similar type select <Load Script> .


To save the links select <Save Script> .

Tag FieldsSelecting < Next > in Define Fields or Link Source Files screen takes you to this option.

The left of the screen displays the fields present in the source file to be matched with theTarget fields or the FACT fields. In the target field box, you will find some fields marked with



Relationship between fields of BILL1.TXT and SINV1.TXT

Fields of BILL1.TXT Fields of SINV1.TXTBILL _NUMBR BILL _NUMBR<â> =

<â> =<â> =<â> =<â> =<â> =

<â> =<â> =<â> =<â> =<â> =

<â><â><â><â><â><â>

< File> <File > <Clear>wwww

ANDBILL _NUMBR BILL _NUMBR

AND

384 FACT User Guide

a hash (#). These are must fields and it is mandatory that you match these fields properlywith a source field. Click the source field and then the target field. Click on the arrow (Ù)in the middle to match the field. If the source field does not match with that of the target fieldthe system will display a message. When matched, the code number of the source fieldappears beside the target field.

For Vouchers, this option allows you to Auto-generate Voucher No while importing. Togenerate voucher number automatically check Auto Generate Voucher Number.... Youwill get a small dialog box for entering the ‘details for Auto-generating Voucher Number’.Enter the following,

Prefix SuffixBody Length (Max 5) Start FromTotal Length

To load any saved script of similar type select <Load Script> .


To save the scrip by select <Save Script> .

Notes

• While importing files containing the Receipt/ Payment Vouchers, the system will importthose files, that are either ‘advances‘ or reference bills, credit note, debit note that existin the remote system with correct Currency. FACT also imports the Currency definitionas defined in ‘Entry/ Currency Rates’ module.

• If you need to import Sales / Purchase Invoices which have already been adjusted againstReceipts in the source Account itself, then proceed as follows -

- Import the Invoices; If already adjusted, these will be imported as unadjustedInvoices.

- Import the Receipts; If these have been adjusted against the already imported



001 BILL BILL_NO C(15,0)002 BILL CATEGORY C(1,0)003 BILL BILL_DATE D(8,0)004 BILL DUE_DATE D(8,0)005 BILL CHALLAN_NO C(15,0)006 BILL CHALLAN_DT D(8,0)007 BILL CH_LINK L(1,0)008 BILL OA_NO C(5,0)

#Invoice Number C(15,0)#Invoice Date D(8,0)#D/O Number C(15,0)#D/O Date D(8,0)#Due Date D(8,0)# Currency Description C(5,0)# Currency Rate N(12,5)# VAT L(1,0)

Source fields Target fields

[ ] Auto generate Invoice Number...

<- >8

<- > 8

8


Housekeep / Missing NumbersThis module helps you to track down documents missing from the serial of the ones entered.It is a quick and efficient way of tracking down those documents forgotten to be entered.This report can be generated for the following type of documents :

Credit Note Purchase Invoice Sale InvoiceDebit Note Purchase D/O Sale D/OFinished Goods Rcvd Purchase Order Sale OrderIssues Purchase Return Sale ReturnJournal Purchase Service Invoice Sale Service InvoiceRct / Pymt—Creditors Rct / Pymt—Debtors Voucher

DocumentSelect the document type for which you desire this report


DefaultSelect Include if you wish to include documents entered in the default category.Select Exclude if you wish to exclude documents entered in the default category.Select Only to report missing serials from the default numbering category only.

If you had selected Include / Exclude above, a window will pop up in the bottom right handcorner displaying all the different document numbering categories defined by you. Tag theones for which the report is desired and press <Esc> for more options

Notes• Numbers missing within the Start Number & End Number defined by you for each

category will be reported only• The report is displayed Categorywise - Userwise. Hence, if you have defined the same

numbering category for more than one user, the missing numbers will be reported asmany number of times under the different users

• The system has to search thru the entire database to find out those missing numbers andcould take some time.

Housekeep / Tally of DocumentsDocuments once entered must be checked for accuracy – and COUNT. It must be ensuredthat all documents given to the data entry operator have been entered. This option allows

Invoices, they will now show as adjusted against the respectiveInvoices.Any Receipts adjusted in the source Account through Entry / Adjustment ofDocuments, will be imported as unadjusted Receipts.

- Import adjustments, if any, through Import Data / Adjustments option. Afterimporting the respective adjustments, unadjusted Invoices will be show asadjusted against the Receipts.

386 FACT User Guide

you to view at a glance the total number of documents entered for the specified range ofdates. Opening Documents are reported separately.

Users who need to invoice clients for data processing services rendered shall find this agreat boon. No more fumbling with documents and no chances of under-invoicing!

FromEnter date From which documents have to be counted

ToEnter date To which documents have to be counted


All the various types of documents accepted by FACT are listed on the screen along withthe number entered against each of them. The total of all the documents is shown at thebottom. The Journals entered have two tallies reported. The one in the bracket is the totalnumber of debit and credit entries made and the on the right of it shows the number of journalvouchers which were entered.

Housekeep / Revaluation of DocumentsWhy is it needed?Revaluation is a process of revaluing outstanding foreign currency documents against theprevailing Exchange Rates. If you are transacting with your customers and vendors directlyin foreign currency, you may need to have a revaluation of the outstanding documents atthe current market rates for foreign currency transactions. FACT introduces a new andexclusive option for revaluing your Open Foreign Currency documents.

ConceptFACT has a foreign currency exposure report through Ar/ Ap/ MIS Reports/ CurrencyExposure, that displays the open foreign currency transaction and compares theoutstanding balance with the rate on the original transaction with exchange rates as on date.FACT displays these Currency Exposures in the reports like, Trial Balance, Profit and LossAccount and Balance Sheet.

FACT introduces an extraordinary feature for revaluing documents known as theRevaluation of Documents. Through this option you can revalue your foreign currencydocuments with changed currency rate and store the data in home currency any time youneed. FACT allows you to view the details of the revalued documents before they arerecalculated and make necessary changes in your debit or credit balances. Duringrevaluation, FACT updates your outstanding and ledger postings for exchange gain/ losswith the new values and keeps track of the value in local currency. After Revaluation FACTdoes not allow you to change or modify the revalued documents. You also cannot makeany adjustments prior to the last revaluation date so you must make sure that anymodifications or corrections to data already entered in FACT is done before revaluation isrun.

Suppose a Vendor credit balance is $10,000. An adjustment of $4500 is made against the


amount on 03.03.97. The balance is now $5500. On the day of Purchase Invoice the dollar(US) rate was 37.50. On 13.04.97 the rate of Dollar rate has gone up by (2.50) per unit, thatis the cost of dollar in home currency is 40, then you stand to lose this amount( 2.50) perunit dollar.

The revaluation report gives you the currency amounts before and after the revaluation andthe subsequent gain or loss resulted by it. After revaluation the balance of the invoice $5500will be reflected in local currency as 192500 if the value has gone down or as 220000 if thedollar value has gone up.

The Revaluation of documents has the following option:

Revalue DocumentsRevalue Documents allows you recalculate the open foreign currency documents at anypoint of time against the changed currency rates. You can also have the details as theywould appear after revaluation before you actually run it. Depending on this projected value,you can make necessary changes in the documents.

The revaluation screen has the following options:

As onEnter the date as on which you would like the system to run revaluation on the open foreigncurrency documents. Make sure that you have already entered the Foreign Currency Ratesas on this date, for all the Foreign Currencies defined in this account.

Revalue DocumentsPress [Y] to run revaluation. Pressing [N] will print the details as they ought to appear afterrevaluation.

If you press [Y], the system will prompt you to be sure if you want to run the revaluation.Press [Y] to continue. The system starts revaluation of the open foreign currencydocuments as you press [Y].

If any adjustment entry is still pending then make those adjustments before you runrevaluation. Because after you run revaluation program the Balance Amount in homecurrency for all the open foreign currency documents will be changed. Please note that thesystem does not allow you to make any changes once the documents are revalued.

The system stores the revalued figures in the local currency in the respective documentfiles. You can run this option as many times as you like. Every time you do so, the new valuegets stored with the previous ones. Reports like the Party Ledger, Customer Vendoranalysis, Ageing etc. will show the revalued figures for the host currency equivalentamounts for each document.Notes

• To revalue documents as on a date, the currency rate for that date must be present in thesystem (you can enter currency rates through Entry/ Currency Rates). In case no rate ispresent for the date, the system will prompt you to carry forward the rate of the previousday.

• FACT allows you to revalue only the Open Foreign Currency. The difference in figuresof all unrealized gain/ Loss is posted to the following:

388 FACT User Guide

Trade DebtorsTrade CreditorsA/R - Unrealized Gain/ Loss Account

A/P - Unrealized Gain/ Loss Account

Running Year End after revaluationBefore proceeding with Year End, Please ensure the following:1. There should not be OPEN D/Os (Please run Ar/ Ap - Unbilled Challans)2. You should not have NEGATIVE STOCK (Run Housekeep/ Diagnostics to delete suchdata). If you want to carry forward open foreign currency documents at current marketrates, you must run Housekeep - Revaluation.

FACT does not allow you to adjust documents that are dated prior to the last revaluationdate. You can Undo the last revaluation by selecting the date of revaluation and thenproceeding with the entry. The system will not allow you to undo a revaluation, if anyadjustments are made after revaluation. You cannot enter any foreign currency documentfor a date prior to last revaluation date.

Please note that the revaluation is done only for the out standing amount. You can makefurther adjustment, if any, after the revaluation.

Revaluation HistoryThe revaluation history displays all the data related to revaluation done. You will have thefollowing options for displaying or printing the revaluation report:

Printer[N] displays the report on screen. [Y] prints the revaluation details.

ReportYou can sort the report on Customer, Vendor or Both.

Both displays/ prints both vendor-wise and customer-wise report.Customer only prints the customer-wise report.Vendor only prints the vendor-wise report.

AnalyzeThe analysis can be done on the following documents:

• Sale Invoice• Purchase Invoice• Debit Notes• Credit Notes• Customer Advance• Vendor Advance

The popup in this field allows you to tag the documents. All the documents are tagged bydefault. Pressing Enter on a particular document tags or untags it. Tag the document andpress Page-Down key. You will be prompted to select the 'date' and select Run from theReport option.


The revaluation report displays the ate of revaluation, the Document No., Balance beforerevaluation, balance after revaluation and Gain/ loss after revaluation.

Undo RevaluationThis option allows you to cancel a revaluation if you wish. To undo a revaluation, select thedate of revaluation to be cancelled. As you undo a revaluation of a particular date, therevaluation details for that date will be removed and the value before that revaluation willbe updated for all the documents. You cannot undo revaluation of a document, if it isadjusted after the revaluation.

Housekeep / Audit Trail

Audit Trail / ReportA major requirement for Managers and Supervisors of an online accounting software, is tokeep a close track of modifications and deletions being made by the different users of thesystem. This option allows you to do just that.

The report is available for the following source documents :

Vouchers - Cash/Bank Sale Orders Stock TransferReceipts - Customers Sale D/Os Issue MemosPayment - Customers Sale Invoices IssuesReceipts - Vendors Sale Returns Issue returnsPayment - Vendors Purchase - Orders Finished Goods RcptDbNotes - Customers Purchase D/Os Finished Goods RcptCr Notes - Customers Purchase Invoices Journals - LedgersDb Notes - Vendors Purchase ReturnsCr Notes - Vendors Party Journal

FromEnter the document number From which you wish to generate the trail. Leave Blank if youwish to start from the first document

ToEnter the document number To which you wish to generate the trail. Leave Blank if you wishto stop at the last document

From DateEnter the date From which you wish to see the audit trail. Please remember that this dateis the Action Date and not the Accounting Period Date

To DateEnter the date To which you wish to see the audit trail. Please remember that this date isthe Action Date and not the Accounting Period Date

ActionModification / Deletion / BothSelect the option for which you wish to generate the Audit Trail

390 FACT User Guide

Sorting...User; Action; Action Date; DocumentArrange the order in which you wish to view the Audit Trail. Use "Ctrl+ " or the mouse torearrange the order

A box will appear in the bottom right hand corner displaying all the Users of that currentaccount. They are all tagged by default. Untag or Tag the Users for whom the Trail is desiredand press <Esc> for more options. Select <Go> to start the report.

Notes• Security Right to this option should be prudently assigned. Managers or Senior level

supervisors only should be assigned rights to this module.

Audit Trail / PurgeAfter the Audit Trail has been generated, the Manager or Supervisor might wish to removethe trail. This option allows you to purge or clean out the Audit Trail in exactly the samemanner in which you had generated the report itself.

You may purge the Audit Trail for any of the following source documents :

Vouchers - Cash/Bank Sale Orders Stock TransferReceipts - Customers Sale D/Os Issue MemosPayment - Customers Sale Invoices IssuesReceipts - Vendors Sale Returns Issue returnsPayment - Vendors Purchase - Orders Finished Goods RcptDbNotes - Customers Purchase D/Os Finished Goods RcptCr Notes - Customers Purchase Invoices Journals - LedgersDb Notes - Vendors Purchase ReturnsCr Notes - Vendors Party Journal

Press <Ret> on the option for which you wish to purge the Audit Trail for

FromEnter the document number From which you wish to Purge the trail. Leave Blank if you wishto start from the first document

ToEnter the document number To which you wish to Purge the trail. Leave Blank if you wishto stop at the last document

From DateEnter the date From which you wish to purge the audit trail. Please remember that this dateis the Action Date and not the Accounting Period Date

To DateEnter the date To which you wish to Purge the audit trail. Please remember that this dateis the Action Date and not the Accounting Period Date


ActionModification / Deletion / BothSelect the option for which you wish to Purge the Audit Trail

A box will appear in the bottom right hand corner displaying all the Users of that currentaccount. They are all tagged by default. Untag or Tag the Users for whom the Trail is desiredand press <Esc> for more options. Select <Go> to start the report.

Notes• Right to this option should be prudently assigned. Managers or Senior level supervisors

only should be assigned rights to this module

Housekeep / Year EndingAll Accounts have to close books every year. And the Profit & Loss has to be calculated andcarried forward to the Balance Sheet. And the closing balances of all the Balance SheetLedger Accounts have to carried forward to the new year. And the outstanding balances ofinvoices, unadjusted advances, credit/debit notes have to carried forward too. What it allamounts to is a lot of labour and painstakingly accurate accounting.

During Year End, FACT will transfer all unreconciled vouchers to the next year. You canthen reconcile these vouchers through Entry / Voucher - Receipt/Payment / BankReconciliation option. These amounts do not affect the Net balance in the bank anyway.FACT allows you to reconcile these entries which in turn affects the reconciled andunreconciled opening balances.

While performing the Year End, the system will transfer the closing balances of both Profit& Loss A/c and Balance Sheet types of GL codes as Last Year figures in the Masters /Opening Balances / Budget/Last Year option. Here, the closing balance of respective GLCodes will be displayed at the bottom of the list of months. You can edit this amount. TheBalances of GL Codes that are auto-calculated are not carried forward as the 'Last Year'figure. If you require you can enter the amount manually.

FACT carries forward all the Sub-ledgers to the next accounting period while you run YearEnd. You do not need to enter these subledgers manually through the Masters/ OpeningBalances/ Sub-ledgers any more.

During Year End FACT allows you to carry forward the Warehouse wise Stocks to the nextaccounting period.

FACT understands your need to devote time to the more important aspects of yourbusiness—though not at the cost of compromising on the accounting at the year end. Thisoption does all of what is listed above (and more) with no help from anyone. Who saidsoftware packages cannot do everything ?

This option will force you to take a Backup on floppies (for all you forgetful users), give youan option to take a Backup on the hard disk, delete all the data for the current year, incrementthe year by one and carry forward all the closing balances of the last year to the new year.Press <RET> and the following is asked :

392 FACT User Guide

CUT OFF Dateenter the date as on which the Year Ending should be done.

Value Closing StockEnter Y to Value the Closing Stock before doing the Year Ending. If you say Y, you will beasked the Valuation Method.

If you mark the Value Closing Stock as 'Y', the system will prompt, 'Warehouse WiseClosing Stocks...Y/N'. By default it is 'N'. Entering 'Y' displays a new popup ofWAREHOUSES. Here you can tag the Class/ Filters and also shown in the WarehouseStocks reports are nothing but filters defined by you through Masters/ Document Class/Filters and also shown in the Warehouse Stocks reports are nothing but the filters definedby you through Masters/ Document Class. You will not be allowed to proceed unless youtag the Warehouse(s). After the Year End process is over all the 'Stocks' will be carriedforward to the next accounting period.

You will now be asked to backup data in the same manner as in Housekeep/Backup Data.After the Backup to Floppy is over, the following is asked : Do you want to BACKUP datato the Hard Disk...Y/N. If you say Y, a new subdirectory is created, called FA_???NN. Where: ??? stands for the initials of the Account and NN for the year.

After this is done, FACT checks whether there are any UNINVOICED D/Os in the system.If any UNINVOICED Sale or Purchase D/Os are found, a message informs you of theexistence of such DOs and you are returned to the main menu. You may either delete theseD/Os or enter the Invoices for them and then run the Year Ending.

Notes• All Invoices are carried forward to the new year with the Net Amounts and the Outstanding

Balances only.

• All Orders are carried forward with only the balances outstanding.

• All Sales/Purchase Returns and Party Journals are carried forward as respective Debit/Credit Notes with the net unadjusted balances.

• In case the accounting period specified by you is more than one year (Eg. 01/04/93 to31/03/95) and on 01/06/93 you wish to generate reports before doing a Year Ending forthe period 01/04/93 to 31/03/94, go to Account /Preferences/System Controls andchange the Ending Date to 31/03/94. Generate your reports and change the Ending Dateback to 31/03/95.

• Before running Year End, you must pass this Journal Entry (as on the Cut Off Date ):

Dr Stock In Hand (BS)Cr Opening Stock (PL)

• Similarly, after the Year Ending is over, you must pass this Journal Entry (as on the Firstday of the New Accounting Year ) :

Cr Stock In Hand (BS)Dr Opening Stock (PL)


Housekeep / System InformationSystem Information / General

This is a very powerful report on the status of your system controls. When you call us forsupport you can provide us with all the necessary information from this report. It is also agood idea to take a printout every fortnight and store it away in a master file. A date wisedossier is kept of hardware and software settings, system changes and a wealth ofinformation vital to the working of FACT.

All runs of Housekeep / Diagnostics are logged into this report. All error conditions areautomatically reported here.

PrinterY - for report on printer; N - for report on screen

ReportThis will be prompted in case Housekeep / Diagnostics has been run in the last one month.Enter the number of run report desired and press <Ret>

System Information / Group RightsThis report allows you a review of the rights assigned to the different User Groups of thepackage.

An extremely powerful report that tells you which user has access to what module / option/ sub option. This report is available selectively user wise. After you have assigned rightsto your different users, take this report once to cross check that the rights have beenassigned correctly.

PrinterY – for report on printer; N – for report on screen

ModulesLedger; A/R; A/P; Inventory; OtherAll the above options are tagged in default. Untag the ones for which you do not wish to seethe report and press <Pgdn>

A window pops up at the bottom right hand corner displaying the names of all the users.Tag the ones for whom the report is desired and press <Esc> for more options.

System Information / Users ListThis report allows you to take a review of the different Users assigned to the work underthe selected account. The report lists out the following information :-

User NameThe name under which the User is authorized to work within the account

MenuThe User Group to which the listed user belongs to

394 FACT User Guide

Previous DaysThe number of Previous Days for which the user is allowed to access data

Post DatedYes / No - Whether the user is allowed to make postdated entries or not

AccessWhen was the last date this account was accessed by the user

System Information / User Defined FieldsThis report gives you a listing of all the User Defined Fields defined in the system, includingthe ones for Customers and Vendors.

System Information / Printer ListThis option allows you to generate a report on the Printer Setup defined through the PrinterSetup or Selected or Driver Maintenance. You can view or print all these information withoutgoing into the actual module. The report will display the following:

1. Number of drivers available in the system and out of that which are FACT DEFAULTdrivers (supplied with FACT).

2. Current Printer mappings.

3. Total number of printers setup in the Account/ Printer/ Setup of the Main menu. TheQueue Attributes of these printers. The report also displays settings like Form Feed, Print,Banner, Time interval etc. (i.e. all details that appear on the screen at the time of setup entry.

4. This report also displays on which printer you have mapped your account.

System Information / Document NumberingAnother extremely useful System Information that allows you a review of the differentdocument numbering categories defined by you. This report is displayed Document wise/ Category wise / User wise.

DatedAll dates; Selective dated

All dateschoose this option if you wish to generate this report for all the categories defined by you;irrespective of their applicability dates

Selective dateschoose this option if you wish to generate this report for only those categories which areapplicable within the dates to be defined by you

Applicable fromEnter the date from which the applicability of the numbering category should be considered.The cursor will skip this option if you had selected All dates in the above option.


Applicable toEnter the date to which the applicability of the numbering category should be considered.The cursor will skip this option if you had selected All dates in the above option.

A window will pop up at the bottom right hand corner of the screen displaying all the differentdocument types to which this report is applicable. Tag the ones for which the report isdesired and press <Esc> for more options.

Notes

• This report is available selectively for the different categories of document

396 FACT User Guide

User Guide

Index


397Index

Symbols; using in Function Key Macros 69[F1] Help Box 67

AAccount 23, 39

Alternate Data Drive 39Close 72Data Disk Drive 39Delete 72Ending Date 41Income Tax Number 40Initials 39Install Date 41Modify 72New 23, 39No Codes Mode 41Open 43Preferences 73Recall deleted 40, 72Sample Data 40Short Name 40Starting Date 41System Controls 41User Rights 42

Account Confirmation 140Active Date Range 84Adjustment Listing 277

Advances - Vendors 279Advances Customers 276Credit Notes - Customers 277Credit Notes - Vendors 278Debit Notes Vendors 280

Adjustment of Documents 251Advances 254Credit Notes 251Debit Notes 256

AgeingCustomers 280Stock 353Vendors 282

Ageing - Customers (Agent Wise) 282Alternate GL Code 119, 186Analysis

Customers 292Proforma Inv / Quotation 286Purchase 290Sales 287

Vendors 292Analysis - Sales (Top 'N' Agent) 288Analysis - Sales (Top 'N' Customer) 288Analysis - Sales (Top 'N' Product) 288Ar/Ap 190

Adjustment Listing 277MIS Reports 280Outstanding Documents 273Query 306

Audit Trail 389Purge 390Report 389

Auto Document NumberingAr/Ap 320General Ledgers 116Inventry 320

BBackup Data 373Balance Sheet

Complete 174Date to Date (Complete) 177Date to Date (Schedules) 177Layout 131Schedules 174

BankBank Balance Below Mini-

mum 45, 75, 119, 120Bank Charges 211, 212, 215Bank Reconciliation 152

Bank Reconciliation List 161post dated entries 152postings from Perks 153

Budgets 145

CCalculator 67Cash Flow Statement

Complete 177Date to Date (Complete) 178Date to Date (Schedules) 178Layout 131Schedules 177

Cash/ Bank Books 159bank 160journal 160

Cash/Bank Bookscash 160

Chart of Accounts 118

Index

398 FACT User Guide

Balance Sheet Layout 131Cash Flow Layout 131closing BS a/c 46closing PL a/c 46contra a/c 45create 44enter 50gain/ loss account 45General Ledger Codes 118opening PL a/c 46profit & loss account 45Profit & Loss Layout 121purchases a/c 46purchases return a/c 46sales return a/c 46trade debtor's a/c 46unrealised gain/ loss account 45

Closing/Production Rates 337lock a month 337

Consignments Sales & Expenses 295Contra Account 116Copy Codes from another A/c 65Cost Centres 327Credit Note Register 267Currency 117, 258

Currency ExposureTrial Balance 167, 170

Home Currency definition 44, 80Multiple 192multiple 117Rates 259

Customers 194Customer Credit Control 196

individual setting 195system setting 81

Customer Vendor Reports 261defining 52Masters 194posting to a GL Code 195, 196Special Rate Schemes 52, 195

DDate Range 116, 193, 321

active date range 116, 321actve date range 193applicability 193applicability date 117, 321user level check 116, 193, 321

Dates 73Active Date Range 84

Date Format 92Date/Time in Report 92Ending Date 73Install Date 73Starting Date 73

Diagnostics 367blank records 369CR Control 371do post error 370DR Control 371files 368receipt/ payment(DB) 372receipt/payment(CR) 372Stock Control 371trial balance 369

Document Numberingappend 86delete 87locate 87modify 87

Document Class 57, 131Document Class - Examples 135subledger formats 135

Document Designer 101Options 107

composite address type 111page eject after printing 110page eject before printing 110print 107print running total 110printer attributes 109restore defaults 107style 108suppress if invoice is 109text 108use printer page length settings 110

Segment 102ageing 104, 110body 2 102body 3 102body1 102designing document 104doc. detail 104footer 104header 104terms 110

Document Numbering 85Auto Document Numbering 191

Document Printing 84, 304, 358Purchase D/O 304Purchase Invoice 304

399Index

Purchase Order 304Purchase Return 304

Driver Maintenance 92

EEnding Date 41, 73Entry

JournalsDebit/Credit Note 206Party Journal 208

Proforma Invoice / Quotation 220Purchase Delivery Order (GRN) 239Purchase Invoice 242Purchase Order 236Purchases 236Purchases Service 246, 248Sales & Purchase 216Sales Delivery Orders 224Sales Invoice 227Sales Return 233Sales Service Invoice 231

Exchange Gain/Loss 45, 74, 75Excise on MRP implementation

Product Master 324Sale Invoice Term 77Sale Invoices 218

Export Data 377Delimited 377SDF Format 377

FFACT Features 3FACT Reports

Installation 33installing Multi User 33, 37

under shared Win95 installations 33Workstation Setup 35, 37

Introduction 31Starting 36System Requirements 32uninstalling 36Updating 37Users and Security 36

Features[F1] Help Box 67Calculator 67Function Key Macros 69Inserting Today's Date 68Naming Conventions 68

No Codes Mode 70Printer Box 71

Filters 60, 73, 82, 83, 138Final Accounts 48Finished Goods Register 340Function Key Macros 69

GGeneral Ledger 115, 118, 142, 164

General Ledger Accounts 118General Ledgers

GL Account 130GL Accounts 115

Groups 325Balance Sheet 131Cash Flow 131groups 325product 326Profit & Loss 121, 122, 123, 129sub groups 325

HHousekeep 363

Backup Data 373Data Restoration 375Diagnostics 367Export Data 377Import Data 377Missing Numbers 385Recalculate Balances 365Reindex 363Revaluation of Documents 386System Information 393Tally of Documents 385Year Ending 391

IImport

link source files 383Import Data 377, 380

define fields 380, 382delimiter 381FACT Extended Format 378, 379FACT Standard Format 379link source files 380Other Formats 379, 380select source file format 381

400 FACT User Guide

select source files 381tag fields 380

Initials 39Inserting Today's Date 68Install

FACT Multi User 23on NetWare 2.x servers 25, 28on NetWare 3.x servers 25, 28on Windows 3.1x servers 27on Windows 95 servers 26, 27on Windows NT servers 26, 27

FACT Single User 21Install Date 41, 73Inventory 320

Different UOMs (Purchase, Stock & Sale) 321Double Quantity 321Issues 329Item/Product Discounting 321Opening Entries 320

Inventory Reports 339Material In/Out 342Memo Register 339

Invoice TermsPurchases 79

include in Stock Valuation 79Sale & Purchase 49Sales 77

include in Profitability 77Issues 330

Finished Goods Received 333Finished Goods Returned 333

Items/ ProductsUser Defined Fields 64

Items/Products 322Closing/Production Rates 337double qty 322Grouping 325minimum level 323opening balances 327purchase ac 323purchase return 324purchase unit 322reorder 323sale return 324sale unit 322sales ac 323service item 322special rates 197stock unit 322val tech 323

JJournal Book 163Journals 154

debit note/credit Note 202debit note/credit note 205ledger 154

LLabel Writer 97

alignment 98attribute 98Options 99

change layout 101database 101layout 100new 99preview 99remove 99remove field 100save/ save as 99set criteria 101

Language 93Last Year 145Layout

Account Confirmation 140Balance Sheet 131Cash Flow 131Final Accounts 48Product Groups 325Profit & Loss 121

LedgerBalance Sheet Layout 131General Ledger 118, 142, 185Journal Book 163Profit & Loss Layout 121

Ledgers 154, 155Listing of Masters 185, 305, 358

Account Confirmation 188Balance Sheet Layout 186Budgets/Last Year 187Cash Flow Layout 187Cash/Bank Books 186Cost Centers 361Document Class 188Filters 188General Ledger Codes 185Interest Rates 187Items / Products 358

401Index

Product Groups 359Product Price List - Purchases 360Product Price List - Sales 360Profit & Loss Layout 186Salesmen / Agents 305Special Rates Listing 361Vendors/Customers 306

MMasters 118

Account Confirmation 140Chart of Accounts 118

balance sheet layout 131cash flow layout 131general ledger codes 118profit & loss layout 121

Cost Centres 327Customers 194Document Class 131

filters 138Items/Products 322

grouping 325products 322special rates 197

Opening Balalncescustomers 200

Opening Balances 142, 327Budget 145subledger - journal 144vendors 203

Vendors 196Material In/Out 342

Cost Center 343product 342Stock Ledger 343

Memo Register 339Merged Accounts 178MIS Reports 178, 280, 350

Ageing - Customers 280Ageing - Customers (Agent Wise) 282Ageing - Vendors 282Analysis - Proforma Inv / Quotation 286Analysis - Sales & Purchase 287Analysis - Sales (Top 'N' Agent) 288Analysis - Sales (Top 'N' Customer) 288Analysis - Sales (Top 'N' Product) 288Consignments Sales & Expenses 295Currency Exposure 294Customers & Vendors Analysis 292Due Date - Sale & Purchase Invoice 284

Merged Accounts 178Overstocked Status 352Price History 296Profitability - Sales 293Proforma Inv / Quotation Register 285Reorder Status 351Stock Ageing 353Stock Status Query 350Stock Valuation 353Unrealized Gain/Loss 181Warehouse Stock 352

Missing Numbers 385Multiple Currency 192

NNaming Conventions 68Negative Stock

controlling Stock Balance 76incorrect Stock Valuation 357Warning in Stock Ledger 346Warning in Stock Valuation 356

NetHASP hardware key 21, 23running FACT Reports 37updating for FACT 28

Network Type 93No Codes Mode 41, 70, 116Number Format 93

OOpening Balances 62, 142, 200, 327

Balance Sheet Ledgers 142Budgets 145Customers 200General Ledger 142Products 327Profit & Loss Ledgers 73, 143Sub Ledger 143, 144, 155Unreconciled Vouchers 146Vendors 203

Outstanding Documents 273Advances 275Debit Notes 276Invoices 274Orders 273

PPassword 82, 83

402 FACT User Guide

Perkspostings from 153, 155

Posting to a GL Code for Customers & Ven-dors 195, 196

Preferences 73Active Date Range 84Document Numbering 85Document Printing 84Filter 73, 82, 83Password 83Report Footer 84System Controls 73User Maintenance 82

Price History 296Printer 71

Driver Maintenance 92Selection 91Setup 91

Printer Box 71Products

defining 53different UOMs 53Finished Goods Register 340grouping & subgrouping 54Issues Register 340Material In/Out 342Memo Register 339Raw Material Reports 347

consumption 347stockable & non-stockable products 53Transfer of Stock 341Valuation Technique 54

Profit & Loss AccountComplete 171Date to Date (Complete) 174Date to Date (Schedules) 174Layout 121Schedules 171

Profit & Loss Layout 121Group 121, 122, 123Layout 130layout 122Subgroup 123, 125Subgroups 129

Profitabilityinclude Sale Invoice Terms 77

ProformaAnalysis - Proforma Inv / Quotation 286Invoice / Quotation 220Proforma Inv / Quotation Register 285

Purchases 236

Analysis - Purchase 287, 290Delivery Orders 239Invoice 242MIS Report 284

Due Date - Purchase Invoice 284Order 236Registers 263

D/O 264orders 263

QQuery 306

RRaw Material Reports 347

Consumption 347Recalculate Balances 365Receipt/Payment Voucher

Many Db/Cr 148Receipt/Payments Voucher

One Db/Cr 147Receipts 210Reindex 363Report Footer 84Reports

Ledgers 155Returns 233

Purchase 248Sales 233

Revaluation of Documents 386Revaluation History 388Revalue Documents 388Undo Revaluation 389

SSales 216

Delivery Orders(D/O) 224Document Printing 304

Sales D/O 304Sales Invoice 304Sales Order 304Sales Return 304

Invoice 227MIS Reports

Analysis - Sales 287Due Date - Sales Invoice 287

Orders 221

403Index

RegistersDO 264Invoice 265

Returns 233Service Invoice 231Special Reports

Open D/Os - Sales 303Salesmen / Agents 193Salesmen/Agents 51Sample Chart of Accounts 46Sample Data 40SDF 381Setup 21

Disk Space 21, 24FACT Multi User 23FACT Single User 21on NetWare 25on Windows 3.1x 27on Windows 95 26on Windows NT 26

Special Rates 197Customers 194Listing

Special Rates 361Special Rates Schemes 57Special Reports 182, 297

Account Confirmation 183Audit - receipt/payment 184Customer Address Exceptions 300Customer Reminder Letters 301Document Printing 185Interest - Customers & Vendors 297Interest - Sales Invoice & Purchase Invoice 299Open DOs - Sales & Purchases 303Special Registers - Sales & Purchases 302ST Form Exceptions - Sales & Purchases 303Statement of Account - Customers & Ven-

dors 299ST Form 258Starting Date 41, 73Statement of Account

ageing 104, 110Stock in Rate 235Stock Valuation 354

include Purchase Invoice Terms 79Stockable & Non-stockable Products 53Sub-Ledgers

Opening Balances 61Subledger - Journal 144System

Configuration 44

Activate Flush 92Date Format 92Date/Time in Report 92Language 93Network Type 93Number Format 93Type of Display 92

Custom Options 93Reindex 363

System Controls 41, 73Account Code 42Code Types

Account Code 74bank minimum limit 75, 80Cash Book Number 74cash book number 74contra a/c 74Cust/Vend Code 74P&L/Cash Book 74Profit & Loss A/c 74

Control Accounts 50Customer / Vendor Code 42Home Currency Description 44Invoice Terms 77, 79Miscellaneous 79

currency 80product discount as 80sales tax codes 80

P&L/Cash Book 74Purchases 78

invoice terms 78purchases a/c 78purchases return a/c 78trade creditor's a/c 78

Sales 76sales account 76sales return a/c 76trade debtors a/c 76

Sales Return A/c 46Stock 75

closing BS A/c 75closing PL A/c 75opening PL A/c 75

Trade Creditors A/c 46System Information 393

Document Numbering 394General 393Group Rights 393Printer List 394User Defined Fields 394Users List 393

404 FACT User Guide

TTally of Documents 385Technical Support 7Templates 63Transfer of Stock 335Trial Balance 166

Normal 166

UUndo Revaluation 389Uninvoiced D/Os

Trial Balance 167, 170Unrealized Gain/Loss report 181Unreconciled Vouchers 146UOMs 321

different UOMs 321Updating

from a previous version of FACT 29from a version prior to 6.5x 29Notes 28

User Defined Fields 64designing Documents with 65, 111

User Level Check 116User Maintenance 82

allow modification of sale D/Os 83allow post dated entry 83change password 82security group 82

User Rights 42

VValuation Technique 54Vendors 203

add 196, 306Bank Reconciliation 152Credit Note Register 267Debit Note Register 269Debit/ Credit Note 205defining 52Document Printing 358MIS Reports 280, 282

Ageing 280, 282Analysis - Vendors 292

Oustanding Documents 273Party Ledger 271Payments Register 270posting to a GL Code 195, 196

Receipt / Payment 146Receipt Register 268

Vouchers 146Bank Reconciliation 152entry 146

receipt/ payment 146Many Db/Cr 148One Db/Cr 146

WWarehouse Stock 352Warehouse wise closing stock 352Warehouses

defining 132, 137

YYear Ending 391

closing stock 392cut off date 392

Accounting] Vedika Software - Accounting User Guide (1998)

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Transcript of Accounting] Vedika Software - Accounting User Guide (1998)