Common Notes: Default user id and password: User ID is ADMIN and password is ABC

Transcription

1 Visual Safe User Manual Ver 18.0 Common Notes: Default user id and password: User ID is ADMIN and password is ABC Default executable program file for shortcut on desktop is safe.exe OR safegst.exe in wsafe folder Path Setting: Press system button on main gateway > set data path > d:\wsafe\data (specify other drive if data folder is in other drive) Standard Display Settings: 1024x768 Common master selection: by typing some initials of master and press enter Common saving : by pressing enter on last field of a form Change Date: Main Menu -> Other Options -> Change Date Change Year: Main Menu -> Other Options -> Change Year, Press Enter, Select Yes, Select Yes again on Create Company. Press Enter on folder name, A new company will be created in which all closing balances of accounts and stock will be transferred as opening in new company, u can work in new company on financial year onwards) Operating Systems: Win 10, Win 8/9/7/Vista/XP/98 (Windows platform only)

2 Inventory Vouchers with Codes: Code Voucher Name Inventory Accounts Usage Effect Effect A Cash memo Y Y Cash Sales B Sales pr bill N Y Invoice before of after and against challan K Tax invoice Y Y Customer having TIN No T Estimate N N Performa Invoice or quotation N Sales return Y Y Goods return from the customer L Sales challan Y N Delivery challan without a bill Sales PR Bill is raised for this invoice U Purchase voucher Y Y General purchase entry which effects stock and accounts both H Purchase return Y Y Defective Goods returned to supplier I Stock in Y N Stock adjustment voucher O Stock out Y N Stock adjustment voucher W Job card Y N For services trade use like vehicle service entry F Purchase Invoice N Y Non inventory purchase entry against or without stock in M Purchase order N N Purchase order entry for supply of goods to the supplier Z Stock Transfer Y N Stock transfer entry from one location to another if multi location is created for a single product

3 Accounting Vouchers with Codes: Code Voucher Debit Credit P Payment Voucher Receiver Cash or Bank R Receipt Voucher Cash or Bank Payer J Journal D Debit Note A/c to Debit A/c to Credit E Credit Note A/c to Debit A/c to Credit C Contra To Cash or Bank From Cash or Bank Payment Voucher: Debit side: Account to which payment has to be made (supplier or expense account) Credit Side: Account from where the payment is made (cash or bank) Narration:

4 Receipt Voucher: Credit Side: Account from where the money is being made (Customer or Income A/c) Debit Side: Account like Cash or Bank Account (In case of cheque receipt, the bank is the bank account where the cheque has to be deposited) Configurations: Visual Safe consists of Standard configurations, System Configuration and file based configurations 1) General Setup 2) System Configuration 3) Voucher Configuration Press F2 on main menu for General Setup Press F4 on main menu for other s Press F5 on main menu for control panel Voucher codes have been used to enable (s) in voucher entry for example; To enable print in vouchers, enter the voucher codes mentioned above in print in vouchers like SAK S-Sale Invoice A-Cash memo K-Tax Invoice u can enter code in any sequence u like

5 Masters Name Usage Menu Path Example Related Options Account Master Creates All kinds of Ledger Accounts used in Balance Sheet and Account Books > Account Master -> Create Account) Account Group Master Product Master Maintains groups to which the accounts is linked and classified under balance sheet Create all kinds of commodities and items used in your business for trading > Account Group Master -> Create Account) > Product Master -> Create Product) press no to create a fresh product or press yes to create a product from a new product Sundry Creditors (Suppliers), Sundry Debtors (Customers), Bank Accounts, Expenses, Income Accounts, Tax, Assets and Liabilities Heads from a single Data Form Like all customers belongs to group sundry debtors and all supplies belongs to sundry creditors. New groups can also be created under sundry debtors like delhi customers, bombay customers and accounts be linked under these groups Like Amul Butter 100 gms Create Alter: Alters the existing account Delete Account: Deletes a unused account with no transactions

6 Product Group Master Product Company Master Used to classify your commodities Manufacturing Company of Product and not the actual supplier > Product Group Master -> Create Product) > Product Company Master -> Create ) Like TV, Refridgerator, Washing Machines, Air Conditioners etc to classify the products Like Onida, Samsung, Godrej, Sony etc. Product Type/Size/Color Master Extra field to classify the product in case of size, type or color > Product Type Master -> Create ) Like Grey, Yellow, Red etc, select N/a if not required Stock Location Master Voucher Columns Master Maintains location wise stock of a single product, use STORE as single location if multi location is not required Extra Record keeping fields like Transport Name, Order No, GR No etc) > Location Master -> Create ) Main Menu -> Voucher Columns > Create Store, Showroom, Godown, Defective etc Like Due date, GR No, Date etc Voucher Sundries Master Value Master Extra calculation fields like freight, commission etc If column master requires selected fields from the list, values can be created from the value master Main Menu -> Voucher Sundries > Create Main Menu -> Value Master >Create Freight, other discounts, cst, excise duty, edu cess, etc

7 Accounts Voucher Entry: For accounts entry goto Main Menu > Accounts Entry > and select the voucher u want to create like Payment, Receipt, Journal, Contra, Debit Note, Credit Note. Option : << Enter No to Edit, Blank for New >> Enter the voucher no of previously saved voucher no to edit and re-print else just press enter to create a new voucher Select master in voucher entry Enter the starting character of account name or middle or last character and press enter, account list will appear, press enter to select the account master in voucher entry Enter the amount on debit side if the account is debit else in credit press enter on next Select the next account and enter the amount press enter on next Press escape when done and press enter on narration to save. Always press enter on narration to save the voucher; pressing escape will make the cursor on the first field of voucher entry

8 Inventory Voucher Entry Option : << Enter No to Edit, Blank for New >> Enter the voucher no of previously saved voucher no to edit and re-print else just press enter to create a new voucher Voucher Number: Auto Number / Manual (if enabled on setup) Voucher Date : Auto Date / Manual (if enabled on setup) Account Name : Press Blank Enter or type starting characters of account name (in case of cash memo no list is available, since default account is cash to debit in Cash Memo) Sales Man: Select salesman (if enabled in setup) (Note: Inventory voucher entry consist of 3 windows) Press Escape to close these windows when all selection is done Window 1: Voucher Columns window A window will appear (Voucher Columns) : with particulars and Values (User defined fields and Values) Press Escape if not required, if window is disabled in voucher entry Window 2: Voucher Item/Product Selection Window Select items by pressing item initials, and press enter on selection list (showing item code and name) Enter the rate and qty, enter discount in % or in value if discount is enabled in voucher entry Press enter till the next columns appear for the next item U can use arrow keys to navigate between the different items selected in item Window Press F4 to delete the selected item from the item Window Press F5 to display the stock and transaction summary on the particular item in the item window U can search by code, name or item type, search can be made from middle text of item also like searching of amul butter 200 gms can be searched by just typing butter and press entry, a list will appear with all items containing the word butter Window 3: Voucher Sundry Window Special window for extra charges like discount, freight, excise, tax, edu cess, commission, scheme calculation on item gross amount Select the voucher sundry by typing its initials, like type Less for less discount and press enter and select the sundry from sundry list, if the calculation is in % type the value in % field else if the value is in amount type in rate field. Press Blank Enter on rate field to close the Sundry Window or press escape

9 Cursor on Narration will appear, type the narration if required or just press enter on narration field. Accept the save. Press Y to print the voucher if print appears.

10 Accounting Reports Report Name Path Usage Statistics >Statistics Monthly ledger account Monthly Account Group Summary Date-Wise Ledger Trial Balance Balance Sheet Day book Pending Receipts >Monthly Ledger Account >Monthly Account Group Summary >Date Wise Ledger >Trial Balance >Balance Sheet >Day book >Pending Receipts Most Useful report to list/view/edit/re-print any previously saved voucher To View balance of a particular account month-wise in a current financial year To View closing balances of all accounts and sub-groups of a particular group To View Balance(s) and details of transaction of a particular account or group or all groups in a current financial year, u can also view accounts with particular balance range wise To view all closing balance of all groups and accounts in a vertical format with opening of stock value To view all closing balance of all accounts, group wise in a horizontal format with closing balance of stock and profit and loss account. To view all transactions entered on a particular date range To view

11 Inventory Reports Report Name Path Usage Current stock Report > Inventory Books-> Current Stock Report To view all closing stock with value as on last date of entry, selected group wise, Date Wise Stock Status Sales Analysis Purchase Analysis Other Reports > Inventory Books->Date wise stock status > Inventory Books->Sales Analysis > Inventory Books->Purchase Analysis > Inventory Books->Other Reports company wise etc To view closing and opening balance of stock as on selected date range with method of stock valuation Multi functional sales analysis report to view sales on a particular date range, voucher wise, customer wise, item wise, company wise with different filters like one customer all customer, one item - all items etc Multi functional Purchase analysis report to view Purchase on a particular date range, voucher wise, supplier wise, item wise, company wise with different filters like one supplier all supplier, one item all items etc Demand Note, Expiry Reports, Unsold goods reports etc

12 Other Options: 1)Re-Index Option Name Usage Re-Index Data Removes general errors and maintains speed, use it daily on server Files machine when other user are not accessing the database, Select yes when prompt to convert resource file Re-Write Re-writes the opening balances of all accounts if any wrong Balance balance is given by the software, use this after transferring the opening balance from previous year into this year Re-Update Re-updates the dates in voucher items database as voucher date Voucher Dates Delete TMP Files Use this daily to delete all temporary files in current working folder Re-Generate Use this to regenerate voucher numbers for a particular date Voucher range for a particular voucher. Numbers Re-Update Transaction Value Re-Update Stock Balance Debug vouchers Insert Location Transfer Balances Generates and update all item wise transaction value in transaction items. (Tvalue is updated) Use this to generate and re-update closing stock balance from opening balance. Use this to find any faulty vouchers, in case debit and credit total does not matches May be some time item(s) does not appear in item selection list. The reason is one or more location is not linked with the particular item. Use this to link all or particular location in items. Some time it is required to update closing balance and closing stock from previous financial year company as opening to current financial year. Use this in previous year company and select the new company in which balances has to be transferred. 2) Change Date : Use this to change the date 3) Change Year: Use this to change the year on every 1 st of April 4) System Users: Use this to create new users with different rights and passwords

13 Networking Visual Safe Server Side: Both data and wsafe folder should exist on server s hard disk Example data folder on server : D:\WSAFE\DATA Set path in set data path : D:\WSAFE\DATA Client Side: Copy complete wsafe folder from server into client s hard disk Rename the data folder in client s computer to backup Example : installed on C:\WSAFE FOLDER There should be no data folder on client s computer Goto system button on main screen Select the map drive Type the ip address of the server Type the drive letter Z or X upon your choice to create on a client computer Type the server drive (drive in which the wsafe\data folder exist) in Connect drive Go to system button, set data path enter path as Z:\WSAFE\DATA Above settings are for client computer (Note: server drive should be shared and allow file update should be checked) SHORTCUT EXE FILE- SAFE.EXE FOR OLD VERSION SAFEGST.EXE FOR NEW GST VERSION START USING SAFE USING THE SHORTCUT ON DESKTOP THANKS A LOT FROM SOFTZONE TEAM!! amit_vsoft@hotmail.com Web: Technical: Sales and Support:

14