FREE ACCOUNTING SOFTWARE

On Log-in with the right Admin password 12345, the application opens up with the Form KEYBOARD, The main items on the KEYBOARD can be listed as below,

• PURCHASE
• SALES
• RECEIPTS
• PAYMENT
• LEDGER
• STATEMENT
• ADMIN

Now, let us go through the above mentioned items one by one,

PURCHASE REGISTER of the Free Accounting Software

On clicking the PURCHASE button the PURCHASE REGISTER opens up, this form serves as a Purchase Register, where Purchase Orders can be made or Purchase Invoice registered,

In order to register a Purchase, A Vendor / Supplier account should be created and the Purchasing materials added. In order to register a Vendor / Supplier click on the VENDORS button on the bottom of the form,

The CONTACTS form will open up, click on the ADD button to add a new Vendor / Supplier or select a Vendor / Supplier name and click on the Edit button to edit an already registered Vendor / Supplier,

The Contact form can also be used as a Contact Management Solution.

In order to register Materials, click on the MATERIALS button on the bottom of the form, the MATERIALS form will open up.

Click on the ADD button to add new Material or select a Material and click on the Edit button to edit an already registered Material, In the MATERIAL REGISTER Combo fields like Category, brand, location etc, will require item to be added before the items can be selected in the Combo fields. Just click on the button with the field names on the left of these fields to add a new item to the combo fields.

Returning to the PURCHASE REGISTER, Select Vendor / Supplier in the Vendor ID field and continue with entering data in all the other fields such as

• Date – Date of Purchase
• No. – Purchase Order Number
• Vendor Ref. – Vendors / Suppliers Quotation ref. etc.
• Bill nO. – Purchase Bill Number, if Purchase bill is entered
• bD – Purchase Bill Date, if Purchase bill is entered.
• Note. – Notes if any
• Tr. – Type of Purchase Transaction, Cash, Credit etc.

After entering data in all the above fields, press tab or enter to come down to the Subform, where the Material details are to be entered. Select the Material Code from the Combo field and all other details of the materials will be auto filled, enter the Purchase quantity and tab on to the next field to select the next material code. Select and enter all materials required with their respective ordering quantity.

The details in the Tax % (T%), Discount % (D%) and Cost field can be edited and changed to meet requirements directly without going into the Materials form.

After entering all the Materials and their required quantities click on REFRESH button, and then click on the Job or Local button in the Purchase Order section on the Ribbon (A collection of button on the top portion of the Program) to preview and print Job or Local Purchase Order.

If you have entered a Purchase Bill and do not need a Purchase Order, click on the PURCHASE LOG button on the right side of the PURCHASE REGISTER to preview and print a Purchase log.

The PURCHASE REGISTER and the Ribbon contains some other reports, the details of which are as below

Location – PURCHASE REGISTER FORM:

• DAILY PURCHASE (report) – Returns the total daily purchase of the day

Location – RIBBON:

• SERACH (form) – Returns all material details for Search including stock, price etc.
• PURCHASE (form) – Returns all the Purchase made todate
• DELIVERY (form) – Returns the delivery status of the materials ordered.
• VENDOR (form) – Returns the monthly purchase from each vendor / supplier for each year
• GRV (report) – Returns the Goods Receipt Voucher.

It is important to note that all materials purchased through the MATERIAL REGISTER will be added to stock only when the materials are marked as delivered, by default all materials are marked as delivered, In order to make it undelivered click on Ribbon > Delivery > Change and untick the checkbox in the Delivered Column.

In order to edit an already entered Purchase, Select the Purchase Order in the black coloured combo box on the top right of the PURCHASE REGISTER and click on Edit, this will open up the selected Purchase Order or Purchase bill for editing.

After a Purchase Order or Purchase Bill is finalized the Purchase can be signed and locked for further editing by Signing the Purchase Order, this can be done by following the path KEYBOARD > ADMIN > Sign Purchase Orders, The Signing process can be done only by a User with access to the Admin Tab on the Keyboard… more

SALES REGISTER of the Free Accounting Software

On clicking the SALES button the SALES REGISTER opens up, this form serves as a SALES Register, where sales invoices can be made,

In order to make a sale, A Customer account should be created, In order to register a Customer click on the CUSTOMERS button on the bottom of the form,

The CONTACTS form will open up, click on the ADD button to add a new Customer or select a Customer name and click on the Edit button to edit an already registered Customer,

The Contact form is the same form used to register Vendor / Supplier earlier and can also be used as a Contact Management Solution.

Returning to the SALES REGISTER, Select Customer in the Customer ID field and continue with entering data in all the other fields such as

• Date – Date of Sales
• No. – Invoice Number
• Ref/Others. – Customer LPO ref. etc.
• Note. – Notes if any
• Sm. – Name of Salesman
• Tr. – Type of Purchase Transaction, Cash, Credit etc.

After entering data in all the above fields, press tab or enter to come down to the Subform, where the Material details are to be entered. Select the Material Code from the Combo field and all other details of the materials will be auto filled, enter the sales quantity and tab on to the next field to select the next material code. Select and enter all materials required with their respective ordering quantity.

Ticking the Deduct column will change the invoice amount into minus amount transforming the invoice into a Credit Note. The details in the Tax % (T%), Discount % (D%) and Price field can be edited and changed to meet requirements directly without going into the Materials form.

After entering all the Materials and their required quantities click on REFRESH button, and then click on any of the required invoice buttons on the SALES REGISTER or on the Ribbon (A collection of button on the top portion of the Program) to preview and print the Sales Invoice required.

The SALES REGISTER and the Ribbon contains some other reports, the details of which are as below

Location – SALES REGISTER FORM:

• DAILY SALES (report) – Returns the total daily sales of the day
• TRANSACTIONS (report) – Returns all the transactions for the day

Location – RIBBON:

• SERACH (form) – Returns all material details for Search including stock, price etc.
• SALES (form) – Returns all the sales made todate
• DELIVERY (form) – Returns the delivery status of the materials sold
• CUSTOMER (form) – Returns the monthly sales to each customer for each year
• SALESMAN (form) – Returns the monthly sales made by each salesman for each year

For all the other reports on the SALES REGISTER and Ribbon, the caption on the Report is self explanatory… more

RECEIPTS REGISTER of the Free Accounting Software

On clicking the RECEIPTS button the RECEIPT REGISTER opens up, Accounts Receivable is made easier and dealt with in this form.

Select the name of the Customer from which money is received in the Received From combo field on the top left of the RECEIPT REGISTER and tab on to enter the Total Receipt Amount, Remarks and proceed to the subform.

All the invoices made through the SALES REGISTER will be available in the subform, select the invoice against which money is received and fill in the receipts and book column with the amount received and mode of receipt respectively.

The RECEIPT REGISTER and the Ribbon contains reports, the details of which are as below

Location – RECEIPT REGISTER FORM:

• STATEMENT OF RECEIVABLES (report) – Returns the complete Statement of Receivables for the selected customer
• RECEIVABLES SUMMARY (report) – Returns the summary of receipts from all customers

Location – RIBBON:

• VOUCHER View (report) – Returns the receipt voucher
• VOUCHER List (report) – Returns the list of all receipt vouchers

For all the other reports on the ribbon of RECEIPT REGISTER, the caption on the Report is self explanatory… more

PAYMENT REGISTER of the Free Accounting Software

On clicking the PAYMENT button the PAYMENT REGISTER opens up, Accounts Payable is made easier and dealt with in this form.  Select the name of the Vendor / Supplier to which money is paid in the Paid To combo field on the top left of the PAYMENT REGISTER and tab on to enter the Total Paid Amount, Remarks and proceed to the subform.

All the Purchase Orders / Purchase Invoice made or entered through the PURCHASE REGISTER will be available in the subform, select the order / invoice against which the payment is made and fill in the payments and book column with the amount paid and mode of payment respectively.

The PAYMENT REGISTER and the Ribbon contains reports, the details of which are as below

Location – PAYMENT REGISTER FORM:

• STATEMENT OF PAYABLES (report) – Returns the complete Statement of Payables for the selected vendor / supplier
• PAYABLES SUMMARY (report) – Returns the summary of payments to all vendors / suppliers

Location – RIBBON:

• VOUCHER View (report) – Returns the payment voucher
• VOUCHER List (report) – Returns the list of all payment vouchers

For all the other reports on the ribbon of PAYMENT REGISTER, the caption on the Report is self explanatory… more

GENERAL LEDGERS of the Free Accounting Software

On clicking the LEDGER button the GENERAL LEDGERS opens up, expenses and other incomes related to the business are recorded and accounted through this form.

Enter the date of the transaction in the box on the extreme left and tab on to proceed to the subform where the details of expenses or incomes are entered

Select the respective account head from the Code Combo box and proceed to enter the particulars, nature of transaction and amount in their respective fields’ viz. Particulars, Book, Income or Expense.

The GENERAL LEDGER and the Ribbon contains reports, the details of which are as below

Location – GENERAL LEDGER FORM:

• ACCOUNT BALANCE (report) – Returns the summary of all Account Heads (Salary, Rent, etc.)
• BOOK BALANCE (report) – Returns the summary of all Book Heads (Cash, Bank, etc.)
• DAILY JOURNAL (report) – Returns the transaction journal for the day

Location – RIBBON:

• VOUCHER View (report) – Returns the journal voucher
• VOUCHER List (report) – Returns the list of journal vouchers

New Account Heads and Book Heads can be registered by clicking on the Account Register and Book Register buttons on the bottom of the GENERAL LEDGERS Form… more

REPORTS AND STATEMENTS of the Free Accounting Software

On clicking the STATEMENT button the STATEMENTS & REPORTS opens up, this form contains a variety of reports which can be accessed by clicking on their respective buttons; the reports on the Form are as below:

• ITEM LIST
• PRICE LIST
• STOCK UPDATE
• STOCK RE-ORDER
• SALES STATEMENT
• PURCHASE STATEMENT
• SALES TAX
• PURCHASE TAX
• DAY BOOK & YEAR BOOK… more

ADMINISTRATION of the Free Accounting Software

On clicking the ADMIN button the ADMINISTRATION form opens up, this is the form where new user accounts are created, click on ADD USER and fill in the required fields to add new user. Existing users and their permissions can be edited by selecting the user in the box on the bottom right and clicking on the OPEN button. The ADMIN form also provides links to open signature forms where sales invoice, purchase orders, receipt vouchers, payment vouchers and journal vouchers can be signed to restrict further editing by users other than with Admin Access… more