Financial Accounting System, Customized Accounting, Software Solutions Provider

You can get help of following topics in this chapter ….

Config.sys file setting

Now, you need to specify some settings in config.sys,

First of all open Config.sys & type followings…

Files=100

Buffers=30

Save it & exit.

Autoexec.bat file setting

Check for the set command

Type set at your prompt & then type

Set Pll=\clip5

Set clipper=F150V11

What the DCFAS Package contains…..

DCFAS comes to you on a single floppy diskette with the following files:

FS.EXE	DCFAS Main Programme file
OVL Files	Supported files
DCFAS.BAT	Batch File to run the Program.

Go to your C:\ Directory & type DCFAS to start the Accounting Software…Like…

C:\> DCFAS

Here, Your program starts ……

First of all you will see our Introduction screen, where, can see the FAS Screen where you have to press any key from your keyboard. Then you can see four windows screen Home Page or Main Menu.

as per figure 1.1 The Main Screen

Where, four titles are highlighted. You can move it by arrow keys or by pressing first character of the titles. Like they’re Master, Transaction, Reports, Utilities … you can press first ch. Like M for Masters, T for Transaction & so on.

Common Menu

As you can see in the picture 4.0 these buttons will come when you are on the already generated entry. You can move from one option to another by pressing arrow keys or by pressing first letter itself.

Menu Items	Shortcut Keys	Description
Edit	press E	you can Edit/Change Current Entry
Delete	press D	You can delete this entry
Last	press L	You can go at the last entry
Next	press N	You can move to next entry
Previous	press P	You can go to the previous
Find/new	press F	You can directly go to that number which You’ll enter here or if you want to generate a new entry then give enter .

First all go to Masters by arrow keys or by pressing first letter

M as per figure 1.2 Master View …

ACCOUNT OPTION

Data Entry

You can create some basic accounts, where you’ll find four Account Groups : Assets, Liabilities, Income, Expense. You can select Account Group by pressing first alphabet or by arrow keys. So, Select any Account Group, to create accounts.

Fields	Description
Account Group	It will show you the Selected Group name only.
Description	A/C. Name or select by help[F1]
Cr. Interest	Enter Credit Interest Rate in %
Db. Interest	Enter Debit Interest Rate in %
Monthly Ledger	Do you want monthly ledger of this account?
B/S Group Code	Enter Balance Sheet Group Code in which this account belongs to. (For more details refer B/S Structure’s coding method point on page no.10)
Rel.B/S. Code	Enter Relation balance sheet code & this code must be opposite of previous B/S. Group code. If balance change then this account will come in this given Rel.B/S. group code.
Opening Credit	Enter Credit opening balance (if this account is credited)
Opening Debit	Enter Debit opening balance(if this account is debited)

Then, it will ask you for previous year’s credit & debit balance so, there give enter 2 times Now it will ask you for the confirmation then give Yes if you’ve created right account otherwise give No then it will ask you everything again.

Edit:	Once you have created an account then you can change it also. To change an account you can use Edit (Common Buttons) & step - PAGE4 -by-step it will prompt you for the fields. At last, when you complete give yes in confirmation. Then your account will automatically be updated.
Delete:	If you want to delete a particular account then go to that account by the help or by Next/Previous (common buttons). Stay on that record & go to delete button by arrow keysthen press Enter or D for Delete.

HOW TO OPEN BASIC & COMPULSORY ACCOUNTS:

Group Name	Short Keys	Name of the Accounts
Assets :	[Alt+A]	Cash on Hand
		Sundry Debtors
Liabilities :	[Alt+L]	Sundry Creditors
		Sundry Depositors
Income :	[Alt+I]	Sales A/c.
Expense :	[Alt+E]	Purchase A/c.

These are some basic accounts, which are generally used for normal accounting..

First of all you’ve created cash on hand account in assets group so, the software will automatically generate the other account, which is Contra A/C. (do not Delete). If you’ve created basic accounts successfully now, you can come out in Main Menu by ESC key.

List Of Accounts

It will show you the list of all accounts as per your requirements.

First of all it will ask you if you want Account Listing With Opening Balances or Normal.

With Opening Balances : So, from this option you can view your Opening Balances of current year. If it’s not tally then check out last year’s Balance Sheet.

Normal Listing : List for all the accounts with Balance Sheet codes & account name.

Then, it will ask you for,

Group Wise :	If you want account listing by group wise like:- Assets, Liabilities, Income and Expense.
B/S Code wise :	If you have given B/S groups to all the accounts then you can see the listing by group wise otherwise, those accounts will be appear in the blank B/S group.

Change Account Name

If you’ve entered wrong spelling or name of the Account & now you want to change it then go to change Account name option. First of all from the help[F1], select the Account from the specific group. It’ll show you old account name. Press enter here so you can change the account name & write new name. It’ll be automatically change in the whole software means in all the entries which you’ve done anywhere.

PARTY OPTION

Now if you want to create parties then go to Master menu, Party, Data Entry…

Where you can see three types of groups, which are:

Creditors : [Alt+P]	means Purchase Parties
Debtors : [Alt+S]	means Sales Parties
Depositors : [Alt+Z]	means depositors

Data Entry

If you want to Create Debtors Parties choose “Debtors”

Fields	Description
Party Name	Enter party’s name here
Party’s Full Name	Enter party’s full name here. (It’ll ask you for
	the confirmation to create a new party then give Yes )
Address-1	Enter full address of the Party (optional)
Address-2	Enter full address of the Party (optional)
Address-3	Enter full address of the Party (optional)
City	Enter city name
Pin	Enter Pin code No.
A/C. Name	Enter Control Account name (Sundry Debtors)
	which you can select from help [F1] & by selecting Assets
	Group by pressing [Alt+A] .
Rel. A/c.Name	Enter Opposite account name from the previous field. Generally debtor party Sales Party) has debit balance but in some case (Some parties are common for Sales & Purchase then, it has Credit balance also. There you can not tell that this party is my debtor or creditor exactly because it depends on the current balance & it will be changed by the next transaction) In this Case if you’re giving any relational code here then this party whose balance is now Debit will be counted in the Sundry debtors group but if it is Credit then it will be counted in Sundry Creditor Group automatically. You don’t need to create another party in Creditors list.
S.T.No.	Enter Sales Tax No.
C.S.T. No	Enter Central Sales Tax No.
P.A. No.	Enter Permanent Account No.
GIR No.	Enter GIR No.
Due days	Enter payment Due Days for the party.
Cr. Interest	Enter Credit Interest Rate
Dr. Interest	Enter Debit Interest Rate
	If you’ve entered last three fields & when you go for the interest calculation of the party then it will count interest for the late payment as per the Interest rate you’ve given & from the due days you’ve given.
Opening Credit	Enter Opening balance if it is credit
Opening Debit	Enter Opening balance if it is Debit
Cont. Per.	Enter Contact Person’s Name here
STD Code	Enter STD code (if not local) of party’s phone no.
Phone_O	Enter Party’s Office Phone no.
Phone_F/G	Enter Party’s Factory or Godown no.
Phone_R	Enter Party’s Residence phone no.
Pgr/Mbl	Enter Party’s Pager or Mobile no.
Fax No.	Enter party’s Fax No.
E_mail no.	Enter party’s E_mail no.
Reg.no.	Enter S.T./ C.S.T. No. which will be printed in register.
Reg.Date	Enter S.T./ C.S.T. Date which will be printed in register.
Current Balance	It will Only show you the current balance of the party after all the transaction.

Then Other box will appear which will ask you for the excise details if needed.

Range	Enter Excise Range
Division	Enter Excise Division No.
Ex.Regno.	Enter Excise Registration No.
P.L.A. No.	Enter P.L.A. No.

& Finally it will ask you for the confirmation then give Yes. If you’ll give No then it will take you again from first line. Now you know how to create a new party

List Of Party

You can see the listings of all the parties from party listing option … there, it will ask you as follows;

With old bill (op.) :	Means it will show you the opening balance as per the last year’s old bills
Normal Listing :	It’ll show you listing with out old bill details.
With Op. Bal. :	Do you want the listing with opening balance or without opening balance ? If you’ve given Yes then it’ll show you all the parties with their opening balances & if No then it’ll only show you GroupWise party listing.

Change Party Name

If you’ve entered wrong spelling or name of the party & now you want to change it then go to change party name option. First of all from the help[F1], select the party from specific group & it’ll show you old name first, by pressing enter you can change the name of the selected party

So simple. !!!

Address / Phone List

If you need listing of parties with address & phone nos. then go to this option, which will give you a perfect listing as per your requirements. It will display Name of the party, address, Office phone, factory, Godown, pager, mobile & residence phone nos.

Label Printing

This option will help you to get label printing for Parties address as per group or selected or by range or all the parties of any group (alphabetically)

DAYBOOK OPTION

Daybook is like your register book, which you’re maintaining daily & doing all the entries of the year. Your registers (Chopda) book are called Sales Book, Purchase Book, Bank Book….etc. Same way here So, you’ve to create the same book here so, go to the daybook option, then data entry and then select the bank book or cash book first.

How to create a book ?

Data Entry

Bank Book / Cash Book

Daybook Code :	Now create the new bank as per the next number in help & if you’re creating this daybook for the first time then give B1 otherwise the coding will be B1, B2, B3…..B9 for bank, & if you’re creating daybook of Cash then the coding will be C1, C2, C3…C9 etc.. You can take help also to get next number.
Description :	Enter Bank/Cash name in daybook name with account no. like Bank of Baroda – 7415
Abbreviation :	Enter abbreviation of the bank so when we’ll see any party ledger, we can identify the entry by abbreviation that this is the bank entry of MMCB.
Account Name :	Now give Account Name from the help [F1],select the bank from Assets by pressing [Alt+A] & then select bank name or Cash A/C. & give enter. So, it will come in Account Name option.
Receipt Prefix :	Already given R by default
Payment Prefix :	Already given P by default
Receipt No.:	It will show you the current no. of receipts
Payment No.:	It will show you the current no. of payments
Voucher Total :	Do you want voucher total [If multiple entries in one voucher] you have entered more than one chq. In one receipt then it
Receipt Details :	If you want to enter cash receipt details & print them then give y here otherwise give N.

Sale Register / Purchase Register / Credit Note Register / Debit Note Register

In this daybook everything will remain same as above

The only change will be,

1. Daybook Code : If you’re creating this daybook for the first time then give Daybook Code

S1, S2, S3…..S9 for Sales,

P1, P2, P3…P9 for Purchase,

CR for Credit Note Register,

DB for Debit Note Register & you can take help [F1]also to get next number.

2. Sign : If you are in purchase daybook then give D because Purchase always debited in account & if you’re in Sale Daybook then give C because Sale always credited in account.

3. With accounting means : Product wise means you are going to maintain stock register or not? If Yes then press Y.

Journal Voucher Register / Issue Register Order Register / Petty Cash / Receipt Book

Fields	Description
Daybook Code :	J1-Journal Voucher
	O1-Order Register
	E1-Petty Cash Register
	I1 – Issue Register for Stock Only
	R1– Receipt Register for Stock Only
Name :	Description of the daybook
Abbreviation :	J.V. for Journal Voucher
	ORDR for Order register.
	PETY for Petty Cash register
	ISSR for Issue register.
	RCPT for receipt Register
Voucher prefix	already given
Voucher No.	It will show you the current no. of the entry for that daybook

& TIPS: you can create more than one daybook of same types, i.e. if you are traders, you requires debit sales & cash sales register separately then you can create more than one daybooks of same type. You can view all daybooks of of same type through Next, Previous (Common Buttons)

List Of Daybooks

You can view daybook listing also from second option of daybook listing so, you can see the Daybook Code, Control Account Name, Abbreviation, & in which daybook how many entries have been done.

What are Tax Codes & Column Codes ?

Tax codes are used for taxation purpose means extra code details for that daybook like for an example,

Exp. : If you are purchasing some goods from your own city (Gujarat) so, it’ll be a local purchase for you, but if you are purchasing some goods from outside city (Gujarat) so, it will be O.G.S. purchase for you & that’s why you have to pay some charges for that.

So, Now to identify which type of sale, purchase, credit note or debit note you need to specify the tax codes.

Column codes are used for columnar purpose means extra charges for that daybook like for an example,

Exp. : If you are selling some goods at your cost & then you are giving some discount or adding some charges like G.S.T. or C.S.T. on that bill, then it will be Column codes.

The third option will show you the list of all the column codes or Tax codes or both which you have created for some registers.

Tax Codes

Data Entry

In this Option it will ask you for followings;

Fields	Description
Daybook Code	for which daybook you are generating the tax codes.
Tax Code No.	if you want to create new tax code then give no.
Description	Enter the full description of the tax code.
Form cd Name	Enter the description of this code for form cd name.

Column Codes

Data Entry

In this Option it will ask you for followings;

Fields	Description
Daybook Code	for which daybook you are generating this codes.
Column Code No.	if you want to create new column code then give no.
Description	Enter the full description of the column code.
Invoice description	Enter description for invoice printing as you need.
Cal.tax.	Calculate on which value means if you want to
	calculate it on last total or gross value or undefined
	value or previous value or products total etc…
Rate	if you’ve give on last total it will ask you for the %
Round decimal	Round the amount up to how many decimals
Account name	Select Account Name from the help because this
	column code will going to affect on this given account
	means if you are creating c new column code for sales
	daybook then you have to give here the name of the
	account (Sales A/C. from income group)
Sign	Choose the sign add or less which will affect the
	previous selected account name means if you give
	add then it will be automatically added in the given
	account.
Inv. Line no.	Enter the line no. for pre-printed invoice printing.

List Of Codes

With this option you can view only tax codes listing or only column codes listing or both the listings together. So, you can view in which daybook how many codes are created & they’ll affect which account & how many codes will be added and less from the account .

BALANCE SHEET STRUCTURE

Balance sheet structure is a heart of any accounting system. Here we made it so easy for you to open/create B/S groups & sub groups as per your requirements. You have to create these groups only once & It will be carry forward to the next year. You can assign these groups to any accounts (From Assets/Liabilities/Expense/Income) So your balance sheet will appear as you want.

In the balance sheet group shown as below, you’ll notice that under Fixed Assets, we have two categories movable Assets & immovable Assets. And within each category, there are two accounts each.

You’ll agree that Main Groups & Sub Groups gives far better presentation of accounts – rather than a list of all the individual ledger accounts one after the other. Any organization would always present there accounts in a structured & grouped manner as in out example. DCFAS provides you several levels of grouping & sub grouping

Data Entry

[CODING METHOD]

In DCFAS, there are some fixed codes for three groups, which are Trading, Profit & Loss & balance Sheet.
Trading A/c. code will starts from 1 which stands for Trading A/C.

Income code will starts form 1 so your code will be 11

Expense code will starts from 2 so your code will be 12

Profit & Loss A/c. code will starts from 2 which stands for P&L.

Income code will starts form 1 so your code will be 21

Expense code will starts from 1 so your code will be 22

Balance Sheet code will starts from 3 which stands for balance sheet.

Liabilities code will starts from 1 so your code will 31 be

Assets code will starts from 2 so your code will be 32

Generally, some accounts like Purchase a/c., Exp. Related to trading (jakat, majoori, octroi), opening stock, Sales a/c. closing stock. Etc.. are displayed in trading a/c..

Here, you have to tell the computer that these accounts belongs to trading account & in income side. Therefore, you’ve to give them codes step-by-step.

Now you can start coding by 1,2,3 up to 9 or A,B,C up to Z.

Give this code to your account in account master B/S. group code like, 211 for interest income.

Example of Balance Sheet Structure

1--Trading

11--Income

111--Sales a/c.

112--Opening stock

113-- ……119 or 11A…..11Z

12--Expense

121--Purchase A/c.

122--Closing Stock

123 – to 129 or 12A….. 12Z.

2--Profit & Loss

21--Income

211--Interest Income

212--Kasar & Vatav

22--Expense

221--Freight expense

222--Tea Exp.

223--Telephones Exp.

3--Balance Sheet

31--Liabilities

311--Capital or proprietor account

312--Sundry Creditors

313--Current Liabilities

32--Assets

321--Fixed Assets

3211--Movable Assets

32111--Vehicles

32112--Office equipments

3212--Immovable Assets

32121--Land

32122--Office Building

322--Current assets, loans and advances

333--Sundry Debtors

334--Cash & ban balances

So, by this example you can code to your accounts in SUCH manner.

List Of B/S Codes

By this option you can see the balance sheet structure listing,

As you have given the codes to all your accounts you can view them here.

PRODUCT OPTION

These option will help you to manage your accounts with stock details.

There are three options :

Category Master

To divide products group wise you can use this master. You can create some categories like ,

For Manufacturing Company product categories are as follows;

1. Raw Materials

2. Semi Finished Goods

3. Finished Goods

Or for traders of pipe merchant categories are as follows;

1. Flat

2. Round

3. Square

Data Entry

As per example you can create your business related categories ……

In Data Entry Option it will ask you for

Fields	Description
Category code	Enter Category Code no.
Addi. Description	Give Addition Description for this code

List Of Category

In this option it will give you the list of all the categories which you have created.

Product Master

To manage product or item stock you can create your products details with particular code, which is used for stock maintenance. Here, it will ask you as below,

Data Entry

Fields	Description
Product code	Give product’s code here
Description	Enter product’s description
Category code	give Category of that product here
Unit of meas.	Enter unit in which this product is measured (kgs., pcs.)
Packing	enter normal packing size for this product
Sales Rate	enter sales rate of this product
Purchase Rate	enter purchase rate of this product
Per quantity	enter quantity for sales & purchase rate is given for.

i.e. : There are some examples of some products with their codes details

For pipe merchant, they are maintaining stock with sizes therefore, we’ve given product code as follows;

CODE	DESCRIPTION	CATEGORY
025R	25 MM ROUND TYPE BARS	Round
015F	15 MM Flat type bars	Flat

List Of Products

In this option it will give you the list of all the products, which you have opened or generated. But it will ask you if you want the listing category wise or code wise so here you can select any option as per your requirements. If you want to view the listing category wise then select it.

Opening Stock

In this Option you can enter last year’s opening stock detail. If you are using this software for the first time, then you have to enter it manually otherwise it will be automatically carry forward to next year as a closing stock.

Data Entry

In this Option you’ll be asked for the followings;

Fields	Description
Product code	Select the product from help by pressing F1
Product rate	Enter product’s rate whose stock you’re going to enter next.
Opening stock	Enter opening stock / quantity of this product

List Of Opening Stock

Here, you can view product wise rate wise opening stock report for all products & get grand total of opening stock at the end of the report.

Note :

You can create these types of products as per your requirement. If you business method is different from others in maintaining stock then you can maintain it here also. There is no need to change your calculation method to do accounting on computers. Here, you can maintain your stock ….Category wise, Size wise, Class wise, Material wise, Color wise in this software only while in other software you can’t maintain this type of stock. In that case you’ve to change your coding style because of there software limitations. Here, you don’t need to worry about it because we are going to adjust as per your coding style & method to maintain stock.

Additional Features working in main menu :

1. For Help [ F1]

2. Online account Ledger or party ledger facility [F2]

3. Online Trial Balance [ F3]

4. Exit from software [F5]

5. Work in DOS [F9]

6. Calculator [F10]