Accounts Management System

Transcription

1 Accounts Management System User s Manual For National Transmission and Despatch Company Developed By: Power Information Technology Company 405- WAPDA House, Lahore.

2 This Manual is also available online! Accounting User s Guide Version 1.0 Page 2

3 Functional Point 4 Introduction 5 Login Screen 7 Main Menu 12 Home Tab 13 Field Office Tab 16 Budget Section Tab 24 I.O.T Section Tab 32 Consolidated Tab 43 Banking Section Tab 49 Further Details of Reports 58 Accounting User s Guide Version 1.0 Page 3

4 Functional Points A typical Accounting Cycle is like:- Voucher Cash Book Ledger Trial Balance P&L Account Balance Sheet And a typical Computer Cycle is:- INPUT PROCESS OUTPUT Imprest Cash Book Chart of Account Payment Voucher Journal Voucher Receipt Voucher IOT, SS Cheque, Assets, Loan, LC, WPPO /CPPA etc. Bills (Personal Claims + Others) ACCOUNTS MANAGEMENT SYSTEM Ledger Trial Balance Balance sheet Reconciliation statement Customized Reports Cash Book General Payroll Summary Audit Register Accounting User s Guide Version 1.0 Page 4

5 INTRODUCTION Accounts Management System is a process of preparing management reports and accounts that provide accurate and timely financial and statistical information required by managers to make day-to-day and short-term decisions. Management accounting generates monthly or weekly reports for an organization's internal audience such as department managers and the Chief Executive Officer. These reports typically show the amount of available cash, state of accounts payable and accounts receivable, outstanding debts, raw material and inventory. The on-line AMS module has been developed to provide organizations with a functionally rich, secure, compliant and cost effective accounts management system. All command bars and drop down menus are logically organized in a systematic manner that will enable user to operate smoothly. It s easy to follow menus and screens allow AMS users to operate the way they want to operate. Data entry forms are rich with auto complete lists and check boxes for data validation. Reports A wide range of reports supports AMS. These reports may be selectively printed on hardcopy or viewed on screen for a selective category and a selective time period. System Features Easy-to-use GUI screens. Friendly search windows to assist operator in data entry and processing. Advanced Added Features Developed in Latest Technology 1. It is developed using latest tools like Oracle, java and PHP. 2. License fee and Hardware are not user s headache as the Database and software application reside at PITC s servers 3. Software updates are provided online Ease of Use 1. Cloud based Service, enables you to access from anywhere, only you need is a computer with internet connection. 2. Problems & Bugs, if any are fixed online. 3. User friendly menu driven screens. 4. Track Bank Balance and Budget Accounting User s Guide Version 1.0 Page 5

6 Multi User Multi Office 1. Multiple Field Offices Working Under the Company s Umbrella 2. Single Office has Multiple Users w.r.t. Usage and Authority 3. Consolidated & Centralized Reporting System for Higher Management 4. IOT & SS Cheque entry Security 1. Separate User Logins for Data Entry and Administration 2. Limited Duration for Data Entry to Avoid Fraud 3. Encrypted Passwords and User Access Approval System Special Features 1. Bank Balance Alert 2. Budget Control and Tracking System 3. New Update and Alert Messages 4. Online Ticket System for Complaints and Suggestions 5. Alert Generator on IOT and SS Cheques Issue Time 6. Auto Serial no. for IOT 7. Audio/Video Help Accounting User s Guide Version 1.0 Page 6

7 The Login Screen Here, you have two options 1. Click Create NEW Login for a new user, or 2. Enter USER ID and PASSWORD (if already a user), press Login button to get to the Main Menu. Accounting User s Guide Version 1.0 Page 7

8 Remember! Click always means pressing the LEFT mouse button. Accounting User s Guide Version 1.0 Page 8

9 Your screen will look like Perform one of the following options: a. Click the Proceed Next button to move to the next screen. b. Click the Exit button to exit the screen and cancel any changes. Click the Add button to add (and save one record). Accounting User s Guide Version 1.0 Page 9

10 Now User Has to Contact the FD Office/ System Administrator for his/her Account Activation. The System Administrator will be able to activate the account by following these steps. Accounting User s Guide Version 1.0 Page 10

11 Type-in USER ID and PASSWORD, Click the Login button Now, enter Financial Year and the Processing Month, Press Ok Accounting User s Guide Version 1.0 Page 11

12 MAIN MENU We will discuss each of the Menus one by one in the pages to come. Accounting User s Guide Version 1.0 Page 12

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15 =-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=--=-=-=-=-=-=-=-=-= Accounting User s Guide Version 1.0 Page 15

16 Field Office -> 1. Admin -> 1.1. Change Office Accounting User s Guide Version 1.0 Page 16

17 Field Office -> 1. Admin -> 1.2. Select Account Heads Accounting User s Guide Version 1.0 Page 17

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21 Field Office -> 1. Admin -> 1.3. Create Subsidiary Accou Accounting User s Guide Version 1.0 Page 21

22 -> 1. Admin -> 1.4. Manage Users Accounting User s Guide Version 1.0 Page 22

23 Field Office -> 1. Admin -> 1.5. Initialize Account Heads Balance Field Office -> 1. Admin -> 1.6. Update Account Heads Balance Accounting User s Guide Version 1.0 Page 23

24 Field Office -> 1. Admin -> 1.7. Initialize Annual Budget Field Office -> 1. Admin -> 1.8. Update Annual Budget Accounting User s Guide Version 1.0 Page 24

25 Field Office -> 1. Admin -> 1.9. Approve Vouchers Accounting User s Guide Version 1.0 Page 25

26 Voucher Entry List of vouchers will be displayed first, where you can any voucher s details or edit the same. Accounting User s Guide Version 1.0 Page 26

27 Accounting User s Guide Version 1.0 Page 27

28 The Payment Voucher Entry Screen Payment Voucher Entry clear view of Entry Fields Accounting User s Guide Version 1.0 Page 28

29 Payment Voucher Entry Accounting User s Guide Version 1.0 Page 29

30 The Receipt Voucher Entry Screen The Journal Voucher Entry Screen Accounting User s Guide Version 1.0 Page 30

31 Payroll Summary Entry Screen Same as the Journal Voucher Entry Screen Invoice Book Entry Screen Same as the Journal Voucher Entry Screen The Cancel Cheque Entry Screen Field Office -> 2. Data Entry -> 2.2. IOT Debit Advice issued Accounting User s Guide Version 1.0 Page 31

32 X Accounting User s Guide Version 1.0 Page 32

33 Field Office -> 2. Data Entry -> chers Accounting User s Guide Version 1.0 Page 33

34 Field Office -> 3. Reports -> 3.2. Imprest Cash Book Reports -> 2: Imprest Cash Book Accounting User s Guide Version 1.0 Page 34

35 Field Office -> 3.Reports -> 3.3. Imprest Cash Book Summary Accounting User s Guide Version 1.0 Page 35

36 Reports -> 4: Imprest Cash Book Customised?????? error??? Accounting User s Guide Version 1.0 Page 36

37 Field Office -> Reports -> 3.?? Collection Cash Book Accounting User s Guide Version 1.0 Page 37

38 Field Office -> 3. Reports -> 3.5. General Ledger (Detail)?????????????? Accounting User s Guide Version 1.0 Page 38

39 Field Office -> 3. Reports -> 3.6. General Ledger (Summary) Accounting User s Guide Version 1.0 Page 39

40 Field Office -> 3. Reports -> 3.7. Subsidiary Ledger Field Office -> 3. Reports -> 3.8. General Ledger Customised Accounting User s Guide Version 1.0 Page 40

41 Reports ->?? :..General Ledger Customized Accounting User s Guide Version 1.0 Page 41

42 Field Office -> 3. Reports -> 3.9. Trial Balance Accounting User s Guide Version 1.0 Page 42

43 Accounting User s Guide Version 1.0 Page 43

44 Consolidated -> 1: General Ledger (Detail) Accounting User s Guide Version 1.0 Page 44

45 ... Accounting User s Guide Version 1.0 Page 45

46 Consolidated -> 2: General Ledger (Summary) Consolidated -> 3: Trial Balance Accounting User s Guide Version 1.0 Page 46

47 Consolidated -> 4: Customized Ledger Accounting User s Guide Version 1.0 Page 47

48 Consolidated -> 5: Balance Sheet Consolidated -> 6: Balance Sheet Comparison Consolidated -> 7: Cash Flow Consolidated -> 8: Bank Reconcile Consolidated -> 8. Bank Reconcile -> 8.1: Cash Transfer Detail Consolidated -> 8. Bank Reconcile -> 8.2: Bank Reconcile Statement Consolidated -> 9: Abstract of IOT Consolidated -> 10: Funds Transferred/Received Consolidated -> 11: General Ledger (Summary) Accounting User s Guide Version 1.0 Page 48

49 Banking Section -> 1. Admin -> 1.1 Select Account Heads XXXXXXXX Accounting User s Guide Version 1.0 Page 49

50 Banking Section -> 1. Data Entry -> 1.1 General Cashbook Entry Banking Section -> 1. Data Entry -> 1.2 Deposit Cashbook Entry Banking Section -> 1. Data Entry -> 1.3 Collection Cashbook Entry Banking Section -> 2. Reports -> 2.1 General Cashbook Banking Section -> 2. Reports -> 2.2 Deposit Cashbook Banking Section -> 2. Reports -> 2.3 Collection Cashbook Accounting User s Guide Version 1.0 Page 50

51 Admin -> 1.3: Initial Take-up -> Initialize Account Head Balance Accounting User s Guide Version 1.0 Page 51

52 Admin -> 1.4: Initial Take-up Create Subsidiary Accounts Admin -> 1.5: Initial Take-up Update Account Head Balance Admin -> 1.6: Initial Take-up Initialize Annual Budget Accounting User s Guide Version 1.0 Page 52

53 Admin -> 1.7: Initial Take-up Update Annual Budget Accounting User s Guide Version 1.0 Page 53

54 Admin -> 1.1: Initial Take-up Chart of Accounts Accounting User s Guide Version 1.0 Page 54

55 Admin -> 1.2: Initial Take-up Accounting Units/Offices Add New button pressed Accounting User s Guide Version 1.0 Page 55

56 Admin -> 1: Initial Take-up Accounting Units/Offices Admin -> 7: Set Voucher Type???? Voucher Types: 1. Payment Voucher 2. Receipt Voucher 3. Journal Voucher 4. Payroll Summary 5. Invoice Book 6. Dr / Cr Advice Summary 7. Cheque Cancel 8. IOT Debit Advice 9. IOT Credit Advice 10. IOT Debit Note 11. IOT Credit Note 12. SS Cheque, and 13. Collection Cash Accounting User s Guide Version 1.0 Page 56

57 Add New button pressed Admin -> 8: Users??????? =-=-=-=-=-=-=-=-=-=-=-=-=-=-=-= Accounting User s Guide Version 1.0 Page 57

58 Further Details of Reports Cashbooks Imprest Cashbook Collection Cashbook Security Cashbook Store Cashbook Pension Cashbook Summary Reports (Monthly and Yearly) Imprest Summary Collection Summary Security Summary Store Summary Pension Summary JV Summary Payroll Summary Trial Balance Current Month Trial Balance Consolidate Six Digit Report Full Code (10 Digit) Report Trial Balance for a Particular Period (Quarter/Year) Consolidate Six Digit Report Full Code (10 Digit) Report Chart of Account Type Wise Trial Balance General Ledger Summary General Ledger (For a Period Selected by User Via Dates) General Ledger Detail General Ledger Summary Annual Reports Accounting User s Guide Version 1.0 Page 58

59 Balance Sheet Profit and Loss Cash Flow Group/Note Wise Detail of Each Report Voucher Details Search a Particular Voucher (Date/Payee/Voucher No. Cheque No.) Group/Note Wise Detail of Each Report Drill Down to a Particular Voucher from Report (Some Specific Reports) Budget Reports Budget Report with Every Month Expense and Remaining Budget Budget Report for a period and total expense and remaining budget for the rest of the year Accounting User s Guide Version 1.0 Page 59