HDPOS EASY. Hyper Drive Information Technologies (P) Ltd

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1 HDPOS EASY

2 Chapters 1. Getting Started 1.1. Download & Installation 1.2. Application Registration 2. Database 2.1. Sample database 2.2. Blank Database Back up database Restore database 3. Setting up the basic inventory 3.1. Item Creation 3.2. Receive Item Make Payment to supplier 4. Printing your First Sales Invoice 4.1. Express Pay 4.2. Pay Now 5. Estimate 6. Approve Pending 6.1. Create Customer with Credit Limit 6.2. Receive Payment from Customer 7. Return Item 7.1. Sales Return 7.2. Composite Sales Return 7.3. Purchase Return 8. Stock 8.1. Stock Correction 8.2. Stock Ledger 8.3. Stock Transaction 9. Cash Register 9.1. Create Cash Register 9.2. Cash Transfer Cash Transfer From Register to Register Cash Transfer From Register to Bank

3 10. Access Right Functionality Group Create Login Details for Employee New Employee Existing Employee 11. Offers 12. Tax Tax management Tax Structure 13. Accounts Financial Accounts Create new Financial Account Account Ledger General Account Ledger Combined Ledger Combined Ledger of all Accounts Financial Transactions Posting Journal Voucher FA transaction Document Tally Transfer 14. Reports Setting up invoice report for business location Barcode Printing

4 Chapter 1 1. Getting started HDPOS easy is light weight easy billing software for your single shop. HDPOS easy is a feature-rich, easy to use Point of Sale billing, inventory, and accounting management software available for 10 days FREE TRIAL Download & Installation Click here to download HDPOS Easy. (Copy-paste into your browser if the link did not work) Click on Download HDPOS easy under Download HDPOS easy for Single Cash Register section to download the application Double click on the downloaded file to install and click on Run in the Open File Security Warning window.

5 Follow the on screen instructions. Wait till the installation is completed.

6 Click on Close after the installation is completed to close the window and to run the application.

7 1.2. Application Registration Once you have downloaded and installed the application installer MSI file from for HDPOS easy, to run the application for the first time, you will need to fill out the registration form and get yourself a trial license key which is available for free. In Product Registration form, you will have to fill the details about your Name, Business name and type, Location of your Business and Contact details. You can also fill the details about the person who has referred you about the product and the source name from where you came to know about our product. Above the Registration details, you will see Your Computer Id which is an ID generated by HDPOS easy and is unique to each computer. After filling the registration details, click on Register. This will generate a 10 Days Trial Period License Key. After the registration is completed, you will receive a 10 Days Trial License Key in your provided address. Enter the Trial Registration Key in Registration Form and click on OK.

8 Success message is shown mentioning the trail period of the application. Click on Continue Trial button to start the application with the Trial license key.

9 You will have to read the user license agreement and select I accept if you agree to use this application. Click on Ok.

10 Chapter 2 2. Database After the completion of the installation of HDPOS easy, you are ready to start the software on trial version. Now before starting the functionality of the software you have to select between the given databases i.e. the sample or blank database. So, here in this section we provide you the complete description of working with both the databases Sample database When HDPOS easy is first installed, a sample database is provided to allow the software to run immediately. This database contains sample data of items, customers, suppliers etc. You can use this database to learn about Store Operations such as Sales, Purchase, Sales Return, Purchase Return etc. Click on Start with sample database to start with one of the sample databases.

11 Database Selection A. Choose the most relevant business type on the left panel B. Select from available databases C. Read description to understand what the database is about and to check if that matches with your requirements. D. Select the download file the one with.bak file extension. E. Click on Download and Apply. When you click on Download and Apply option, it will download the sample database for you and restore the same. On complete restore of the database, you will see a Success message as shown below. Click OK.

12 2.2. Blank database If you choose to start with a blank database, all the details such as company name, shop name, Items, customers have to be entered manually. This section will show you how to set up your database with the basic -inventory. If you are started with blank database, you need to set up the database from scratch. Company and Business Location The first time you login to HDPOS smart when you are starting with a blank database, it will ask for the confirmation, click on Yes. You will be prompted with a message as shown below, click on OK to enter your Business Location Name and Address details.

13 Enter your Company and Shop Name (Business Location) and other details as required and click on Create (F8) Backup database For back up your database into a local file at anytime, click on Backup Database.Select the location to save the file, enter the file name and click on Save.

14 Restore database To restore your database from a previously backed up file, click on Restore Database.Be very careful while using this button, it will wipe out your current database and restore the data to the data in your file that you are using as restore file.

15 Chapter 3 3. Setting up the basic Inventory Click on Set-Up button Item Creation From the Set-Up, select Items You can create an item by Add item or through Excel. By Add Item This will bring up Manage Items screen, click on Add Item toolbar button. Enter the Name of an Item

16 Select the Item Category Enter + in category field and enter the Category Name in the Add New Category window. Select the Attributes for the item. Check the checkbox of the attribute which is used for the item. Is Active, Is Purchased and Need to Print Barcode Sticker checkbox is checked by default. Not For Sale: if the item is purchased but not available for Sale, check the checkbox. Is Service Item: if the item is available for duration of time, check the checkbox. There are chances that you are not maintaining the stock for the service item, uncheck Is Purchased item for not maintaining the stock. If the item needs to be measured/weigh at the time of sale check the checkbox Enter the Item s pricing details - Last Purchase unit Price, Sales Price (My MRP).

17 Click on Create Through Excel From Manage Items, click Upload Items icon. It will show a message asking if you want to take database back or not. Click Yes if you want to take back otherwise click NO. Import Data for Import window is displayed. For Excel 2007 and later versions click on

18 From Template Wizard select the template which you want to create. Click OK. In the excel template enter the item name. (Category, Item name, Sales price are compulsory fields).

19 Save the excel in.xls format. From Import Data for Import window, click on 3 dotted button select the saved excel and click on Start Import. Left side of the screen it will update item added successfully. NOTE: You can also export the Item List to excel by Export Item List to Excel

20 3.2. Receive item Receive item entry is done to receive the stock of the items by a supplier and is useful to keep a track of the payment of the supplies received by a specific supplier. From Set-Up, select Receive Items From Received item Manager, click on Add Simple Receive Item Entry. Enter the barcode or name of the item to be received. The item will be listed in the item grid. Received paid Qty/Weight is editable, so click on the column of the item to change the quantity. You can Add item in the grid through excel also. Click on Create Excel Template for Receive Item Entry.

21 Select the template and click on OK. Enter the item details in the template. Save the excel.

22 From New Receive Item Entry window, Click Upload item for Receive Item Entry. Item will be added successfully. Click Close.

23 To complete the Receive item entry, you need to select supplier from whom you are purchasing the items. Enter + in Supplier field Name in the Add New Supplier window. and enter the Supplier Total Amount will be calculated, Click on Save (F8). Now in the Stock Management, you can check the stock of the item received will be updated.

24 Make Payment to Supplier When you are purchasing items from the supplier, you need to pay them back. To record an entry for that, in HDPOS easy there is functionality Make Payment. From Set-Up, select Make Payment. From Manage Payment To Supplier window, click on Add Make Payment. Select the Supplier in the Suppler Info section.

25 In the Receive Item Entry Info section, Receive item entry created under the selected supplier are listed. Check the checkbox to select the receive item entry for the payment. Select the payment type (if paying by cash, select the cash register from which you are going to take money out). Enter the Amount. The selected Cash Register total amount should be more than the total amount to be paid. Click on Save.

26 Chapter 4 4. Printing first Sales Invoice To print your first bill all you need is the item being created in your database. If you are using sample database, you can straight away select the items and do the billing. From the right corner section of the main billing window, to add an item in the invoice You can enter/scan the barcode in the barcode field. Enter the item name in the item name field. Enter the search code of the item. HDPOS easy adds the item to billing screen grid and displays 1 in the Qty/Weight column. If there are more quantities of an item, choose the item and click on Change Quantity (F2) and enter the quantity. Note: You can also scan the barcode of the item repeatedly to increase the quantity. HDPOS easy allows you to receive payments in numerous payment modes that includes cash, card, bank transfer, sales return, Approve Pending. In order to receive payments and save the ongoing invoice, you can use any one of the payment options Express pay or Pay Now.

27 4.1. Express pay Express Pay is used for quick billing. Clicking on Express Pay(F5) will save the invoice with cash payment and print the invoice. To proceed to Save Invoice, click on Express Pay(F5). Enter the Received Amount and click Ok(F8). This can be configured in the setting to accept either Cash or Card as payment mode and specify to print the invoice or not after saving.

28 4.2. Pay Now Click Pay Now. Clicking on Pay Now will display the Pay Now window where you can specify amounts collected against different modes of payments such as cash, card, etc.

29 Chapter 5 5. Estimate Sometimes customers would like to know the estimated amount for items which they want to buy. Estimate is rough calculation of amount of items with particular quantity. From Main Invoice screen, select items for estimate invoice. You can click on Estimate/Save & Print Estimate. Click on Set-Up button. Search estimate from Set-Up window, click on search icon. Select Estimate.

30 The Estimate is listed in the grid. You can edit estimate to make changes if needed. You can also delete estimate if no longer needed. To convert estimate into invoice, select the estimate and click Convert Estimate into Invoice. You can also convert multiple estimates to single invoice, select multiple estimates by ctrl+ left click. Click on convert multiple estimates to single invoice.

31 Chapter 6 6. Approve Pending Approve pending is for the customers who do not pay while buying the items instead they pay later when they are willing to pay. To maintain the credit of those customers there is a functionality of Approve pending in HDPOS easy. Approve pending can be used for those customers whose credit limit has been set greater than zero. If you want to give items on credit to the customers: Select customer name in the Pay Now window and make sure the customer has credit limit greater than zero. Select Approve Pending in the Payment detail section. Enter the Customers Pending Amount. Click Save/Save & Print.

32 6.1. Create Customer with Credit Limit From Set-Up window, select Customers. From Manage Customer window, click Add customer. Add customer s First name and Last Name. Is Active check box is checked by default. To add credit limit of the customer, click on Change. Credit Limit field is editable you can add the credit limit for the customer.

33 Click on Save to save the details of the customer Receive payment from the customer To receive the payment from the customers whose pending amount has to be cleared. From Set-Up, select Receive payments. From Receive payment window, click on Add Receive Payment. Under Customer Info. section, enter the customer name whose pending amount has to be cleared.

34 The pending invoices will be listed under Invoice Info section, check the checkbox of the invoice which is to be cleared. Enter the Amount Received and click on Save/Save & Print.

35 Chapter 7 7. Return Item Item is returned when it is damaged or not needed anymore. The item can be returned either by customer to you (Sales Return) or you can return the item back to the supplier (Purchase Return) Sales Return When your customer finds the item damaged or do not need that item, they return the item back to you. It is easy to make any entry of the returned item by Sales return in HDPOS easy. From the 1 st page of the Set-Up, click on Sales Return. From Sales Return Manager, click Add New Sales Return.

36 Sales Return can be done in 3 ways With Sales invoice. Select the Sales Invoice in Select Invoice section. After selecting the sales invoice either you can click on Add All Items From Invoice or you can select the item by Item Name/ Barcode (you can also scan the barcode of that item). The item will be listed in the grid, if you want to change the Quantity click on Change Quantity. Select the mode of payment Click on Accept. Without Sales Invoice. If the customer does not have sales invoice with them. Check the Checkbox if the item has to be return without sales invoice. Select the item to be returned by Item Name or scan the barcode.

37 The item will be listed in the grid, if you want to change the Quantity click on Change Quantity. Select the mode of payment Click on Accept. By Item Name. Click in Select Invoice section, Select Item By Name window will be displayed. Enter the Item Name / Barcode which has to be returned Sales Invoices which contain that item will be listed in the grid. Select the Invoice, click on Ok.

38 After Selecting the Invoice, the invoice details will be displayed in the New Sales Return window. The item is also listed in the item grid, select the mode of payment as there are two made of payment to pay back to customer i.e. Cash or Bank Transfer. If you want to change the quantity of the item click on Change Quantity(F2). Click on Accept Composite Sales Return You may come across scenarios in business where customers seek exchange of items they had purchased, with other items of same or higher price. This can be handled by using Composite Sales Return feature of HDPOS easy. To add composite sales return icon on the min billing screen tool strip click on Manage tool strip button From Manage Tool Strip Button window:

39 Select composite sales Return icon. Click on up- arrow. Click on Apply (F8). From the main billing screen click Composite Sales Return icon.

40 Composite Sales Return can be done in 3 ways With Sales invoice. Select the Sales Invoice in Select Invoice section. After selecting the sales invoice either you can click on Add All Items from Invoice or you can select the item by Item Name/ Barcode (You can also scan the barcode of that item). The item will be listed in the grid, if you want to change the Quantity click on Change Quantity. Select the mode of payment Click on Accept. Without Sales Invoice. If the customer does not have sales invoice with them. Check the Checkbox if the item has to be return without sales invoice. Select the item to be returned by Item Name or scan the barcode.

41 The item will be listed in the grid, if you want to change the Quantity click on Change Quantity. Select the mode of payment Click on Accept. By Item Name. Click in Select Invoice section, Select Item By Name window will be displayed. Enter the Item Name / Barcode which has to be returned Sales Invoices which contain that item will be listed in the grid. Select the Invoice, click on Ok. After Selecting the Invoice, the invoice details will be displayed in the Composite Sales Return window. The item is also listed in the item grid. If you want to change the quantity of the item click on Change Quantity(F2).Click on Accept.

42 After composite sales return make an invoice for the item customer has exchanged, and click on Pay Now. Sales Return Amount is added in the invoice, clear the pending amount and save the invoice.

43 7.3. Purchase Return You may want to return the item which is damaged or not used anymore, to maintain the entry of the returned item in HDPOS easy there is functionality Purchase Return. From Set-Up, go to 2 nd page and select Purchase Return. From Purchase Return Manager, click on Add Purchase Return details. Purchase Return can be done in 3 different ways: With Receive item entry details Select Received Item Entry from which the item has to be returned.

44 Select the item by Item Name or select/scan the barcode. The item will be listed in the grid and if you want to change the quantity, click on Change Quantity. Total tax and total amount will be calculated, click on Save/Save & Print. Without Receive item entry number If you do not have Receive Item Entry number. Check the Checkbox number. if the item has to be return without Receive item entry Select the Godown from which item has to be returned and enter supplier name to whom item is to be returned.

45 Select the item to be returned by Item Name or scan the barcode. The item will be listed in the grid, if you want to change the Quantity click on Change Quantity. Total amount will be displayed, click on Save/Save & Print. Select Receive Item Entry by item name Click, Select Item By Name window will be displayed. Enter the Item Name / Barcode which has to be returned. Sales Invoices which contain that item will be listed in the grid.

46 Select the Receive item entry and click on OK. After Selecting the Receive item entry, the details will be displayed in the Purchase Return Details window. The item is also listed in the item grid. If you want to change the quantity of the item click on Change Quantity(F2). Click Save/Save & Print.

47 Chapter 8 8. Stock Management In HDPOS easy, you can maintain the stock of an item whether it is received from a supplier or you already had the item available in the store. You can see the available stock of an item in Manage Stock functionality. From 1 st page of Set-Up, select Manage Stock. The Godowns will be listed in the left side of Manage Stock window. Select the godown whose stock you want to see.

48 On the Right side of the Manage Stock window, items are listed with their stock quantity. In HDPOS easy, you can also do stock correction if the actual stock and the system stock does not match and you can also check the Stock Ledger and Stock transactions of an item in date range Stock Correction If the actual stock and the system stock does not match, you can do stock correction to match the system and actual stock. Select the item from the Manage Stock window for which you want to correct the stock. From Manage Stock window, click Stock Correction. A confirmation window will pop-up, click on Yes.

49 You can also add item in the Stock Correction window by item name/ barcode. The items will be listed in the item grid, enter the Actual stock and the Missing stock will be calculated accordingly. Click Save. The missing stock will be recorded in the Stock Correction Godown. The item with missing Quantity will be listed in Right side of the window.

50 8.2. Stock Ledger You may want to check the ledger of a particular item of selected godown. From the 2 nd page of Set-Up, select Stock Ledger. Select the Godown and item name in the Stock ledger window. Select the date range and click on view Details All the transactions of that date range will be displayed. Total stock in, stock out and transactions will be calculated of that date range.

51 8.3. Stock Transaction If you want to see the stock transactions item wise with the stock in/stock out quantity, there is a functionality Stock Transactions which will let you see item wise transaction with transaction type and Stock in/stock out quantity. From 2 nd page of Set-Up, select Stock Transactions. The item transactions are listed in the right side of the window. If you want to see the transactions of the particular item, you can select the item name. The Stock In, Stock Out and Total Stock will be calculated of the selected item.

52 Chapter 9 9. Cash Register When the customer pays the bill by cash, the amount is kept in the Cash Register. In HDPOS easy, when the sales invoice is cleared by cash the amount is credited in the cash register. A default cash register is created when new business Location is created in HDPOS easy. The cash Registers are listed with the total Current Cash Amount Create Cash Register You can create a new cash register in HDPOS easy. From 1 st page of Set-Up window, select Cash Registers. From Manage Cash Register, click Add Cash Register.

53 In the Add New Cash Register window, select the Business location for which you want to create new cash register. Give a Number and a Name to cash register. Enter a Prefix which will be used in the documents when selected this cash register. Click Create Transfer Cash You may need to transfer cash from one cash register to another or you can transfer the amount in the bank at any moment. To record this these transaction, in HDPOS easy we have provided the functionality Transfer Cash in which you can save all your record whether you are transferring your cash register amount to other cash register or to bank. To create a cash transfer entry, you need to select Transfer Cash from the 2 nd page of Set-Up.

54 From cash Transfer Manager Window, click on Add Cash Transfer. From Add Cash Transfer window you have two options: Transfer to Cash Register Transfer to bank account Transfer Cash From Cash Register to Cash Register You can transfer cash from one cash register to another cash register and you can record this transaction in the software. The checkbox Transfer to Cash Register is checked by default. Select the From Cash Register and To Cash Register to transfer money. The current cash amount from which the money has to be transferred is displayed. Enter the Cash Amount to transfer. The total expected amount and total submitted amount will be displayed. Click Save/Save & Print.

55 Transfer cash From Register to Bank If you are transferring Cash Register s amount to the bank. Uncheck the checkbox Transfer to Cash Register. Select the From Cash Register to transfer money. Select the Bank and Bank Account to which money is transferred. The current cash amount from which the money has to be transferred is displayed. Enter the Cash Amount to transfer. The total expected amount and total submitted amount will be displayed. Click Save/Save & Print. Create Bank Details To Create bank Branch, search for Bank from Set-Up window. Select Banks.

56 From Bank Branch Manager window, click Add Bank branch. Enter the Bank Name and other details, click Save. To create the Bank Account under the Bank branch, select Bank Account in Set-Up window.

57 From Bank Account Manager, click Add New Account. Select the Bank Branch and enter the bank Account Number, click Save. Note: under one bank Branch, you can create multiple bank account numbers.

58 Chapter Access Right In every business you provide access of the software to many employees, but you may want to restrict some of the functionality like transferring cash register amount, payment to supplier and so on. In this chapter you will see how to give access rights (or) restrict access of some functionality for employees. Enter Access Right in the search field and click on search displayed, Select Access Right., Access Right module will be In the Manage Access Right window, you can see all employee Logins in the Login section, and all HDPOS easy functionalities in Functionality section.

59 Select the functionality which you want to restrict for the employee and drag it over (with mouse) that employee login. This will add the selected functionality to that employee login and it will be displayed at the bottom of the screen as shown above. (By default the access will be 1). Then right click on the selected functionality and click on Do Not Allow Access. (This will make access as 0). Now when that employee logs into HDPOS easy with his/her user ID and password he/she won t be able to see those functionalities for which you restricted the access Functionality Group You can also create a functionality group and drag it over to that employee to whom you want to restrict it. To create a new functionality group, right click in the Functionality Groups section.

60 In the Create Functionality Group window, enter a name for Functionality Group and click Save. Select the functionality which you want add in the Functionality Group and drag it over (with mouse) that Functionality Group name. Select the Functionality Group which you want to restrict for the employee and drag it over (with mouse) that employee login. This will add the selected Functionality Group to that employee login and it will be displayed at the bottom of the screen as shown above. (By default the access will be 1). Then right click on the selected functionality and click on Do Not Allow Access. (This will make access as 0).

61 10.2. Create Login Details for employee You may want to give access to the software to your employees, for the billing or accounting purpose. You can provide access to the employees by providing them with the login ids and password You can create login details for a new employee or for existing employee New Employee From Set-Up window, search for employee, click on Employees module. From Manage Employee, click Add Employee. Enter the employee details in the Employee Details section.

62 In the Login Details section, enter employee s User Name and Password. Click on Save to record the details of the employee Existing Employee From Set-Up window, search for employee, click on Employees module. Employees details are listed in the grid, select the employee to whom you want to provide login details. Click on Edit Employee to provide the login details. Enter the UserName and Password for the employee in the Login Detail section. Click on Update to save the login details

63 Chapter Offers In your business, you may provide offers to your customers on some occasions or to attract more customers to your store. It is very easy to create offer in HDPOS easy. To create an offer in HDPOS easy from 3 rd page of Set-Up, select Offers. From Offer Manager Window, click Add new offer. In HDPOS easy we have two types of offers defined i.e. Discount On Invoice Amount Discount On Item You can select the date range in which the offer will be valid. You can also create an offer for selected days, check the checkbox and then the Repeated Days section will be enabled. Mark days for which the offer will be valid and enter start time and end time of offer for the selected days.

64 Discount on Invoice Amount Select the Offer Type as Discount on Invoice Amount. Enter the Offer Name according to your wish. In the below section of the window, enter the Invoice Amount, Discount Amount and check the checkbox Is Percent if you are defining the Discount Amount in Percent. Click on the Radio button on which you want to apply the discount amount. If clicked on Apply on Basic Price, the discount will be calculated on the basic price before tax. If clicked on Apply on After tax, the discount will be calculated on total amount after tax. Click Save to create the offer. Discount on Item Select the Offer Type as Discount on Item. Enter the Offer Name according to your wish. Select the item by item name or scan the barcode.

65 Enter the Item Quantity, Discount Amount. Check the checkbox Is Percent if you are defining the discount amount in Percent. Check the checkbox Repeat Discount on Quantity, if the discount is repeated on Quantity and Click on the Radio button on which you want to apply the discount amount. If clicked on Apply on Basic Price, the discount will be calculated on the basic price before tax. If clicked on Apply on After tax, the discount will be calculated on total amount after tax. Click Save. You can apply the Offer for particular Business Location or for all locations. You can apply the Offer for particular Customer Group or for all groups.

66 Chapter Tax In your business you may require to use different taxes that are applied on item while selling or purchasing- like Service Tax, GST and VAT. In HDPOS easy it is very simple to create tax and manage tax for each item Tax Management Tax Management is a feature which allows you to create the tax with whatever percentage you need to define for an item. To define tax, enter Tax in the search field, click on search icon and Select Tax Management. Click Add Tax from Manage Taxes window. Enter the Tax Name and the tax value ( in percentage). Select the Radio button whether the tax is define for In State or Out State. Click on Add.

67 You can Edit Tax if there have been any mistake while defining the tax. Tax which has been used anywhere in the software like while selling the item, purchasing it or it has already been assigned to a item, it can not be deleted. Assign Sales Tax After defining the Tax, you need to assign the tax to item collected while selling. Select the Tax you want to assign to the items Click on Assign Sales Tax to assign tax to the multiple items. From Assign Sales Tax to Multiple Items window, enter the item Name or barcode to which the selected tax has to be applied. The selected items will be listed in the grid Click Save to assign the selected tax as the sales tax for the selected items. Tax Override In HDPOS easy, there is a functionality to override a tax i.e. if the tax value has been changed you can override the old value with the new tax value. Tax override is also helpful if the same tax has different value for different business locations, you can override the same tax for different business location.

68 Selected the tax which you want to override Click Tax Override icon, enter the New Tax Value. Click on Add. The Override value is displayed in the grid Tax Structure In certain business you may require to use multiple taxes that are applied on each item- like Service Tax, GST and VAT. That can be defined using tax structure in HDPOS easy. To create tax Structure, enter Tax in the search field, click on search icon and Select Tax Structure.

69 To use Tax Structure, you need to apply the Support Advance Tax Structure Setting. Click on Yes to apply the setting. From Manage Tax Structure window, click Add Tax Structure. Enter the Tax Structure name and provide the description if needed. Click on Add Tax Structure Element to select the tax to be added. Select the Tax and the Calculation base is required for the calculation that on what amount tax will be calculated. Char A is for Basic price after discount. Click OK.

70 All the tax elements for tax structure will be listed in the grid. Click on Save. Flat Tax value In HDPOS easy, flat tax value has been added in Tax Structure when GST was introduced. If you are dealing tobacco products in your business then under GST, tobacco products will include cess which is a combination of percentage on the basic plus flat amount and this flat amount may vary depending on tobacco variants. Follow the steps below to define tax structure with flat value tax rate: Enter the Tax Structure name and check the checkbox Allow Flat Tax Value. Click on Add Tax Structure Element to select the tax to be added. Select Tax Element (Simple Tax or Cess) for which you want to have fixed tax value. Check Is Flat Tax Value checkbox. Enter the tax value (Flat Value Tax) in Calculation Base field and Click OK.

71 If flat tax value needs to be changed on item quantities then check Multiply By Quantity checkbox. When Tax Structure with flat tax value is applied to an Item, you will always have to enter the Basic price for the Item. You can Edit Tax Structure if there have been any mistake while defining the tax structure or there are any changes in the Structure. You can clone the existing Tax Structure. Select the Tax structure you want to Clone and click on Clone Tax Structure.

72 Chapter Accounting Accounting plays very important role in any business. The major importance of financial accounting is the recording of transactions, summarizing of cash-flow statement, maintenance of debit and credit, financial reports for operating business operations and a lot more. HDPOS easy being a double entry accounting system allows a business owner to keep track of all types of financial transactions, including purchases, liabilities etc. and is capable of generating reports that provides you complete details of financial. When you get started with HDPOS easy, auto generated financial accounts such as sales, purchase etc. will be created. Financial Accounting module of HDPOS easy is integrated to all other core modules such as sales, purchase, supplier, customer accounts thus making automatic entries in the requisite accounts whenever a transaction is recorded in the system Financial Account When you get started with HDPOS easy for the first time, system will auto generate most of the important financial account required in your business which are grouped in respective account groups. Apart this auto generated financial accounts you add your own financial accounts to manage your expenses. All the system generated accounts are grouped automatically based on the nature of the account in the business. E.g. all your Credit Card and Bank Accounts are grouped as Bank Accounts. Further these account groups are categorized as Balance Sheet and Profit & Loss. Following are the Auto generated Accounts with Account Type and Account Group: Account Type Account Group Account Name Credit Card A/C Bank Account All Bank Accounts Cash-In hand Petty cash A/C Balance Sheet Current Liabilities Employee Account Sundry Creditors Suppliers Account

73 Direct Expense Tax Expense Account Profit & Loss Indirect Expense Purchase Account Discount Account Purchase A/C Sales Account Sales A/C Create New Financial Account When you get started with HDPOS easy it generates an auto generated accounts in the system. In Addition you can create your own financial accounts to record your expenses. From the 2 nd page of Set-Up, select Financial Accounts. From Manage Financial Accounts, click Add Financial Account.

74 Enter the account name and select the Account Type (Balance Sheet or Profit & Loss) and Account Group. Click on Save. For expenses you need to select Profit & Loss as Account Type and Account Group as Direct/ Indirect Expense as required. Optionally you can add Opening Balance for the account. If you are adding opening balance to an account, transaction date for opening balance will be your Financial Year start date. You can change Transaction Date as required.

75 Edit Financial Account To edit an account details, click on Edit Financial Account. Make the required changes and click on Update. Delete Account You can only delete an account which has created manually and no financial transactions are associated with the account. Auto generated system accounts cannot be deleted Filter Accounts by Account Type & Account Group To filter the accounts by Account Type and account group click Show filter. From the left section of Manage Financial Accounts first select the Account Type and select the account group. This will display all the accounts under selected account type and account group Account Ledger Account Ledgers provides you complete information about a specific account. The Account Ledger contains a debit and credit entry for every transaction recorded within it, so that the total of all debit balances in the account ledger should always match the total of all credit balances. This makes it easy to determine the current balance of any account. Account Ledger will record all Credit and Debit transactions within it. Debit aspect of all the transactions are recorded on the debit side and credit aspects of all the transactions are recorded on credit side according to date. The difference of the Credit Total and Debit Total represents Net Total. The excess of debit side over credit side indicates debit balance, while excess of credit side over debit side indicates the credit balance.

76 General Account Ledger To view ledger of any account in HDPOS easy: Select an Account to view the ledger. Click on View Ledger. This will display Opening and Closing Balances of the selected Financial account. By default this will display opening and closing balances on today s date, change the From Date and To Date as required to view the Opening and Closing balances of the account within the selected date.

77 Combined Ledger In your business you may want to view the combined ledger of multiple accounts. Example, you can view the combined ledger of multiple bank accounts which makes easy to determine the current balance of combined accounts. Combined Ledger provides you complete information such as opening balance and closing balance of combined accounts in the selected date range. To view the combined ledger of any accounts in HDPOS easy: Select the accounts to view the combined ledger. ( Use CTRL key for multi selection) Click on View Combined Ledger. This will display the Opening and Closing Balance of the selected accounts within the selected date range.

78 Combined Ledger of All Accounts HDPOS easy also provides you option to view combined ledger of all accounts. To view combined ledger of all accounts: Click on View Combined Ledger of all Accounts. By default this will display opening and closing balances on today s date, change the From Date and To Date as required to view the Opening and Closing balances within the selected date.

79 13.2. Financial Transaction Understanding Credit and Debit in HDPOS easy HDPOS easy is double-entry accounting system i.e. for every transaction you create; atleast two accounts will be involved. For example If you buy goods from your supplier in credit, for this particular transaction your Supplier A/C is Credited and your Purchase A/C is Debited. Account Name Credit Debit Supplier A/C XXX Cr - Purchase A/C - XXX Db Debit is abbreviated Db, while credit is abbreviated Cr. Debits - that what we owe, which we can claim or in simple which belongs to us. Credits - that is claimed by others or in simple belongs to others and we have to return or pay Posting Journal Voucher HDPOS easy in addition to recording your sales and purchase related transactions, also allow the user to record additional expenses by passing Journal Voucher entry in the system. Additional expenses refer to the day to day expenses that the business incurs like electricity bill payment, Water Expenses, Gas expenses, transportation expenses etc. Posting a Simple JV entry Click on Financial Transaction from the 2 nd page of Set-Up. Click on Add Financial Account Transaction.

80 Enter Transaction Amount, Select the Financial Account to Credit and Financial Account to Debit, Enter the Narration for the transaction and click on Save. Delete JV Entry If you have wrongly posted JV entry, HDPOS easy allows you delete the JV entry and add new entry as required. To delete a JV entry: From Manage Financial Account Transaction, select Show FA Transaction Documents. This will display all the Financial Transactions created manually. Select the transaction that you want to delete and Click on Delete FA Transaction.

81 FA Transaction Documents A simple journal entry has one debit and one credit whereas in FA Transaction Documents can have one or more debits and/or credits than a simple journal entry. FA Transaction Documents you may combine two or more debits and a credit, or a debit and two or more credits. FA Transaction Documents Includes the following options: Cash Payment Bank Payment Cash Receipt Bank Receipt Money Transfer JV Credit & JV Debit Click on FA Transaction Document Select Transaction Type as Cash Payment and Crediting Account (the accounts that appear in Crediting Account field are all Petty Cash Accounts of your business locations) This will display current cash balance in the selected account. From the bottom section of FA Transaction Document, click on button to select the accounts to debit. This will bring you Add Account window, select the account to debit, enter the amount to debit and click on Save (F8).

82 You can add multiple accounts to debit by clicking on button. Click on Save (F8) to save the financial transaction. In the above transaction following accounts will be credited and debited as shown below: Tally Transfer In this section we will explain to you how HDPOS easy help you in exporting financial data to tally. Please note that our discussion here is purely based on our product functionalities and how it works with regards data export. This article is not about comprehensive explanation of Tally, for complete understanding of Tally and how to import the data to tally you will need to consult your accountant. HDPOS easy allows you to transfer Financial Account and Financial Transactions to Tally this can be done in two ways: Transfer through file Direct Tally transfer Transfer through File In this method you can export the financial data from HDPOS easy to external file like XML or in Encrypted Format and you can import the same files in tally. From search field of Set-Up window type Transfer Data and click on Search icon.

83 Select Transfer Data. Exporting Company to XML file Click Export Company. From Export Company window select the company and click on Export.

84 This will bring Target Info window, select the Financial Year, Books Beginning and select the file path and click on Export File. Exporting Accounts to XML file Click Export Account. Check Export All checkbox to export all the accounts being created in HDPOS easy and click Export. From Target Info window, select the file path and click on Export to File. Exporting Transactions to XML file

85 Click Export Transaction. Select the date range (From and To date) for exporting the financial transactions. Check Export All check box and click on Export button. Select the File Path and click on Export to File. Now you can import the above XML files in tally.

86 Direct tally Transfer In this method you can completely transfer the financial data from HDPOS easy to tally. To work with this option Tally application should be installed on the same computer where HDPOS easy is installed. Exporting Company Details to Tally by Direct Transfer Click on Export Company on Export., select the company to export to Tally application and click From Target Info window enter the IP Address of the target computer (If Tally is installed in local computer keep it as Local host) Click Export to Application.

87 Exporting Account details to Tally by Direct Transfer Click Export Account. Check Export All checkbox to export all the accounts being created in HDPOS easy and click Export. From Target Info window enter the IP Address of the target computer (If Tally is installed in local computer keep it as Local host) Click Export to Application. Exporting Transactions to Tally by Direct Transfer Click on Export Transaction exporting the financial transactions and Select the date range (From and To date) for Check Export All check box and click on Export button. From Target Info window, enter the IP Address of the target computer (If Tally is installed in local computer keep it as Local host). Click Export to Application. This will transfer the complete details to tally.

88 Chapter Reports Your data is no good to you unless you get the view what you want. We already have 100+ reports that help you analyze your data. There are reports you need related to your products, customers, suppliers, sales, purchases and many more. You can view your daily sales, profit and loss reports etc. From Set-Up window, search Reports and click on search icon. Click Reports. Mange Report window will be displayed. On the left side of the window, Report Def Groups is listed. They are basically the names of different features of the application. On the right side of the window, you will see all the reports under each group.

89 14.1. Setting up invoice report for business location Before you start printing your first bill, you will have to set the billing format that you want to print. Below are the steps to set the Sales Invoice format for your business location. From 1st page of Set-Up, search for Business Location and click in Search icon. Click on Business Location module. Select the business location and click on Edit option. This will open Edit Business Location window, click on 3 dotted button besides printer setting to set your billing format. From Manage Printer Setting, click Add Printer Setting. Enter Printer Setting name and click Create.

90 Select new printer setting and then select Sales Invoice, click on Edit Report Format. Click on 3dotted button besides Report Format A new window Select Report Def will get opened. Search for the report you want to keep as a default report. Click OK. Click Update.

91 Click Update from Edit Business Location screen. Here is how your sales invoice will look like based on the report format that is set Barcode Printing In HDPOS easy, you can print your own Barcode Stickers. There are Pre-defined sticker layouts for different sizes From Set-Up window, search barcode and click search icon. Select Barcode Printing.

92 From Print Barcode Stickers, click Add Sticker Sheet Setting. Select the Sticker Sheet Design name layout and enter the setting name. Add item by item name or barcode. The item will be listed in the grid. Click Print. The barcode stickers will look based on the layout and sticker size selected.