Financial Accounting System, Customized Accounting, Software Solutions Provider

Transactions

Additional features of creating new account/party from transactions itself.

Here, you’ll get an Additional feature of creating new accounts or parties from transactions itself means you don’t need to come out from transaction & go to masters & then select account or party to create new record

Create new account when you’re in transactions

All you have to do is just press F3 when you’re in help of account or party.

	If you’ll press F3 in account help then it will take you to the account masters where you can create a new account in any account groups.
	After creating a new account you can come out by pressing ESC key 2 times.
	So, your new account will be added in the help & now your position will be that new account name.

Create new party when you’re in Transactions

	If you want to create a new party press F3 when you’re in party’s help.
	It’ll take you to the party master where you can create debtors, creditors or depositors.
	After creating a new party you can come out to transactions by pressing ESC key 2 times
	So, now you are in transactions & at party name’s position where you’ll find that the new party is added in the party list just select that party. So simple, isn’t it?

All you have to do here is just select the transaction type, which you want to do. They are like ;

Sales

Purchase

Cash

Bank

Journal Voucher

Patty Cash

Others

Order Menu

Credit Note

Debit Note

Issue

Receipt

Issue/Receipt

Sales Transaction

Select the sales register (if multiple type of sales registers are created) If you’re using for the first time then you’ll find a fully design empty screen and prompting at the voucher no. with 00001. Press <Enter> here, it will ask you “Do you want to add Yes or No?” If you want to create a new record of sales then give Yes here & if you don’t want to add new records here then give No.

Tip :
1. If you want the help invoice no. wise then you can press F1
2. If you want help date wise then press ALT+F1

	If you’ve done some entries and you want to change it then just select the Voucher no. from help [F1] & press <Enter> then select Edit or press E here.(common buttons)
	If you want to delete it then just select the Voucher no. from help [F1] & press <Enter> then select delete or press D here.(common buttons)

Fields Description

Invoice Details :
Voucher No.	Enter for new record or select the no. from help
Invoice No.	Enter Invoice No.
Invoice Date	Enter Invoice Date of this financial year only
Account Name	Select the name of account if you’ve sold your goods Cash or to some depositor. Press F3 to create a new account from here only.
Party Name	Select the name of the party from help The list of the debtors will automatically be displayed or you can select it by Alt+S(Sales Party) but if it’s a creditor then press Alt+P (Purchase Party).
Party address	After entering party’s name it will prompt you for the address which will be stored in the party master automatically.
Description	You can enter your description for the party or for the transaction here & can take the help also by F1. If you want to include your description in the help for forever use then press F7 here so, it will be added in the help.
	If your description is same as last entry’s des. then press F2 here for duplicate.
	If you want to write more description then press F8 here so, a new box will appear where you can write anything (which will be printed in the invoice)
Due Days	Enter due days for this invoice means if you’ve entered 15 days & it’s payment won’t come within 15 days then it will automatically calculate the interest for late payment of the remaining days.

Products Details : [use arrow keys or PgUp, PgDn keys to move up & down]

Code	Enter the Product code here or press F1
Description	It will just display the product code’s description here.
Packing	Enter the product’s packing size here.
Quantity	Enter product Quantity here
Rate	Enter product Rate here
Amount	Displays the amount (Quantity*Rate)

You can come out from product detail by pressing CTRL+End or CTRL+W.

Tax Code Detail :

Sales type

Enter the sales type here if it is local or o.g.s.(whichever you’ve created in tax code’s for the sales register.) You can take help also by F1.

Column Codes Details :

Goods Value	It will automatically displays the total amount of all the products.& it will be transferred to the selected code(if multiple).
Other	You can select codes from help [F1] & they will be calculated as you’ve opened it.

Delivery Details :

Challan No.	Enter Challan No. Here.
Challan Date	Enter Challan Date here.
LR No.	Enter LR No.
LR Date	Enter LR Date
Doc through.	Enter document through which transporter (name).
Vehicle No.	Enter vehicle no.

At the end of the entry it will ask you for the confirmation so, give Yes here & if you want to change some details then you can edit after. But if you want to change it now then give No so, it will take you from Invoice No. again. But if you’ve give No & then press ESC in Invoice Details portion then your entry won’t be saved anymore. You have to do all over again.

Now your entry is successfully saved. At present you will be on the next No.’s entry if you have entered new entry but if you have edited or changed the record that you have created before ….. then you will be on the same record & can see the whole entry on screen.

Here you can view your entries step-by-step with next & previous buttons or you can delete the record or add-new records or find a particular sales invoice.

So, now you know how to do Sales Entries in Dcfas. If you need some help or want to change something then contact Data Care Computers. We’re always ready to help you.

Purchase Transaction

Select the purchase register (if multiple type of purchase registers are created)

If you’re using for the first time then you’ll find a fully design empty screen and prompting at the voucher no. with 00001. Press <Enter> here, it will ask you “Do you want to add Yes or No?” If you want to create a new record of purchase then give Yes here otherwise give No.

Tip :
1. If you want the help invoice no. wise then you can press F1
2. If you want help date wise then press ALT+F1

	If you’ve done some entries and you want to change it then just select the Voucher no. from help [F1] & press <Enter> then select Edit or press E here.(common buttons)
	If you want to delete it then just select the Voucher no. from help [F1] & press <Enter> then select delete or press D here.(common buttons)

Fields	Description

Invoice Details
Voucher No.	Enter for new record or select the no. from help
Invoice No.	Enter Invoice No.
Invoice Date	Enter Invoice Date of this financial year only
Account Name	Select the name of account from which you’ve purchased your goods by Cash or to some depositor. Press F3 to create a new account from here only.
Party Name	Select the name of the party from help The list of the creditors will automatically be displayed or you can select it by Alt+P(Purchase Party) but if it’s a debtors then press Alt+S (Sales Party).
Party address	After entering party’s name it will prompt you for the address which will be stored in the party master automatically.
Description	You can enter your description for the party or for the transaction here & can take the help also by F1. If you want to include your description in the help for forever use then press F7 here so, it will be added in the help.
	If your description is same as last entry’s des. then press F2 here for duplicate.
	If you want to write more description then press F8 here so, a new box will appear where you can write anything (which will be printed in the invoice)
Due Days	Enter due days for this invoice means if you’ve entered 15 days & it’s payment won’t given within 15 days then it will automatically calculate the interest for late payment given of the remaining days.
Products Details : [use arrow keys or PgUp, PgDn keys to move up & down]
Code	Enter the Product code here or press F1
Description	It will just display the product code’s description here.
Packing	Enter the product’s packing size here.
Quantity	Enter product Quantity here
Rate	Enter product Rate here
Amount	Displays the amount (Quantity*Rate)
You can come out from product detail by pressing CTRL+End or CTRL+W.
Tax Code Detail :
Purchase type	Enter the purchase type here if it is local or O.G.S.(whichever you’ve created in tax code’s for the purchase register.) You can take help also by F1.
Column Codes Details :
Goods Value	It will automatically displays the total amount of all the products.& it will be transferred to the selected code(if multiple).
Other	You can select codes from help [F1] & they will be calculated as you’ve opened it.
Delivery Details :
Challan No.	Enter Challan No. Here.
Challan Date	Enter Challan Date here.
LR No.	Enter LR No.
LR Date	Enter LR Date
Doc through.	Enter document through which transporter (name).
Vehicle No.	Enter vehicle no.

At the end of the entry it will ask you for the confirmation so, give Yes here & if you want to change some details then you can edit after also. But if you want to change it now then give No so, it will take you from Invoice No. again. But if you’ve give No & then press ESC in Invoice Details portion then your entry won’t be saved anymore. You have to do all over again.

Here you can view your entries step-by-step with next & previous buttons or you can delete the record or add-new records or find a particular purchase invoice.

So, now you know how to do Purchase Entries in Dcfas. If you need some help or want to change something then contact Data Care Computers. We’re always ready to help you.

Cash Entry

There are two types of transactions in cash entry. One is Cash Receipt & the second is Cash Payment. First of all select the cash book register & come in the cash transaction screen. Where you can see the current cash balance on the right corner online & after every Trans. it will be automatically updated. select receipt or payment from the menu by pressing <Enter> on that button.

Cash Receipt Entry & Payment Entry

In Cash receipts you can get cash from parties or from bank or gifts. It may be anything but not to worry when you are using Dcfas. In Cash receipt entries you’ll have to fill followings;

Fields	Description
Voucher No.	Enter the Voucher No. from help.
Voucher Serial No.	Enter Vou. Serial No.. If multiple transactions are exist in one voucher.
It will ask you for the confirmation here. “Do you want to Add (Y/N)? If you want to create a new cash receipt then press Yes.

Then only it will prompt you for the followings;

Voucher Date	Enter Voucher Date of current financial year.
A/C. Name	Select any account name if the transaction is made with bank/Proprietor/depositors etc. otherwise press ESC. & <Enter>
Party Name	Enter or Select a Party name from the help [F1] You can write initials (party name’s ) of two three words to find the of party name from the help.& if it isn’t there then create a new party by pressing F3 in the party help itself. So, it will take you to the party master where you can add a new party & come out from there with ESC key & select that newly created party. By selecting any party you’ll find the current balance of that party at a time.
Credit	It will be on when you’re in Cash Receipt Transaction. Because when cash comes in anyways it is always credited in account. You have to enter the amount here & after entering amount in Rs. You’ll see that amount in figures will be written on the right side automatically.
Debit	It will be on when you’re working Payment Entry. Because when cash goes out in anyways it is always debited in account.
Description	Here, you can write your own description or can select from the help also [F1]
Adjust ?	means Bill to Bill outstanding.
	It will be on when you’re in Cash Receipt. If you want to adjust this cash receipt amount against any purchase or sales invoices. If Y then by press Space here to see all the sales transactions made with this party only in this Financial Year. So that you can know that the how much is received, pending & adjusted. To come out from here press Ctrl+End.
	It will be on when you’re in Cash Payment. Where, you can write the invoice no. of your cash payment book.

At End of the entry it will ask you for the confirmation ……

Bank Entry

When you will select bank option from transaction menu a list of bank register opens & you’ve to select bank register. Where you’ll find a bank transaction screen & on the right corner you can see the balance of that bank Which should remain debit only. (If is goes credit then it must be a O.D. account)

In Bank Entry there are also two types of transactions. Transaction can be between :

Bank to Party or Party to Bank

Bank to Cash or Cash to Bank

Bank to Bank.

Where bank to bank or bank to cash trans. are most complicated but in Dcfas all you have to do is …… just you’ve to make a single effect on any side either in bank or in cash & the other will automatically be done by contra A/c. For example,

1.	If you’ve withdrawal some cash from bank, so generally you have to give two effects one is in cash (cash receipt) & the second is in bank (bank payment) but in Dcfas you just have to give only one effect at any side & the other effect will be given by the Contra A/c.
2.	Same-way, Contra A/c. will automatically generate Bank-to-Bank transaction when you’ll give one effect in bank, the other bank will be updated at a time.

Bank Receipt Entry & Payment Entry

You can do Bank Receipt Entries from sleep book & bank payment from Chq. Book. & you can tally them with pass book or monthly bank statement. In Bank Receipt entry you’ll be ask as follows;

Fields	Description
Voucher No.	Enter for the new Voucher No or you can take help also by pressing F1.
Voucher Serial No.	Enter Voucher Serial No.. If multiple cheque are in one Slip.

Here, it will ask you for the confirmation “Do you want to Add (Y/N)? If you want to add a new bank receipt then press Yes.

Then only it will prompt you for the followings;

Date	Enter Voucher Date of current financial year.
A/C. Name	Select any account name if the transaction is made with Cash/bank/Proprietor/depositors or any income etc. otherwise press ESC. & <Enter>
Party Name	Enter or Select a Party name from the help [F1] You can write initials (party name’s ) of two three words to find the party name in the help.& once you get it then select it by pressing <Enter>. But if it isn’t there then create a new party by pressing F3 in the party help itself. So, it will take you to the party master where you can add a new party & come out from there with ESC key & select that newly created party.

By selecting any party you’ll find the current balance of that party at a time on the right corner of the party name.

Credit	It will be on when you’re in Bank Receipt Entry. Because when Bank received something it is always debited & so the other side will be credited in account. It may be a party or cash a/c. or some income a/c. etc.
	You have to enter the amount here & after entering amount in Rs. You’ll see that amount in figures will be written on the right side automatically.
Debit	It will be on when you’re in Bank Payment Entry. Because when Bank gives something it is automatically less our account & when cash or cheque is given it is always credited in account & the other side will be debited. It may be a party or cash or any expense etc.
Description	Here, you can write your own description or can select from the help also [F1] When you are doing receipt entries you can write the name of the bank of the received cheque or cash deposited etc. & when you’re in payment entry you can write here extra description to whom & why the payment is given.
Cheque No.	Here, you can write chq. no when you’ve received a chq. from a party
	& you can press F3 for auto increment & F2 for duplicate.
Adjust ?	Means Bill to Bill outstanding of the party which is carry forward in this year.
	If you want to adjust the Bank receipt amount against sales invoices or with the opening balance which is carry forward from the last year.
	If you want to adjust the Bank Payment amount against any purchase invoice or with opening balance which is carry forward from the last year.

Bill-to-bill outstanding adjustment

you can see the other screen of bill-to-bill outstanding adjustment. Where, on the Inv. no. field press <Space> so, you can see all the Sales/Purchase transactions of this party in this Financial Year only. So from here you can know that the how much is received/paid, pending & adjusted. To come out from here press Ctrl+End or press ESC key.

Receipt Details

This option will come when you’re in Bank Receipt & if you have given Yes in receipt detail option in this bank’s daybook. It will ask you as follows;

Fields	Description
Receipt No.	Enter Receipt No. here.
Receipt Date	Enter Receipt Date here.
Cheque date	Enter Cheque Date here.
Bill Nos.	Enter Bill Nos. like 115,301,425
Bill Date	Enter Bill Date

At End of the entry it will ask you for the confirmation … If you want to change something then give No otherwise give Yes.

Journal Voucher

Do you know what is J.V. means? You must have heard of Hawala but friends in accounting terms Hawala is called J.V. (Journal Voucher).

There are two types of Hawala or J.V.. One is which you do for adjustments all the year & the second which is done at the end of the year to complete the year which is called closing J.V. This closing J.V. will be automatically be generated by the Dcfas.

If you’ve created daybook for the journal voucher then only it’ll be open otherwise you have to go in Master—Daybook—Data Entry--Journal voucher book type & create a new daybook as daybook code 1.& if you’ve created it then select J.V. from the transaction menu & select Journal voucher daybook or register.

Here, you can see a blank screen & you’re at voucher no. so press <enter> for new entry or if you want to change an entry then you can select it from help<F1> also.

Fields	Description
Voucher No.	Press <Enter> for new J.V. No. or you can select the entry by help[F1] also.
Voucher Date	Enter the date of current financial year.
J.V. Main Description	Enter the description for the J.V. here & save it with Ctrl+W or press ESC to exit without save.{unlimited description)
Name of A/C. or Party	Select the name of Account or Party from help[F1] & If you want to choose from any account group use following short commands which are;
Alt+A	for Assets
Alt+L	for Liabilities
Alt+E	for Expense
Alt+I	for Income
Alt+S	for Debtors (Sales parties)
Alt+P	for Creditors (Purchase Party)

Here, You can’t select any control account which is given in some daybook. Like Cash on Hand, Any Bank account, or Sundry Debtor or Creditor etc.

When you will select an account or a party then it will automatically display the current balance at the bottom left of the screen.

Remarks :	Enter remarks or you can select it from help [F1].
Debit :	Entered amount will be debited to the selected account or a party.
Credit :	Entered amount will be credited to the selected account or a party.

& Now if you’ve done all the entries in J.V. you can view them in J.V. register. From Report menu choose Books option & Daybook (Ind.) & then select Journal Vouchers to view the J.V. Register.

Note : You can do multiple entries here but it will remain in same date only & in the report you will not get this entry individually but with multiple entries.

Patty Cash Entry

In this Option you can maintain your patty cash (optional). If you want to maintain it then first you have to create patty cash daybook from master—daybook—data entry--patty cash book type. & here you have to open a code of no.1 . Give Daybook Name “Patty Cash Register”& give abbreviation will be PATY. Account name will be given Patty Cash A/c. from the Assets group.(if not exist then create new “Patty Cash A/c.” in Assets group). This account name is compulsory. & then it will ask you for the voucher no. but don’t change it let it be, give just <Enter> on it.

At the end it will ask you for the confirmation…

You’ve created a Patty Cash Daybook successfully. Now, go to column codes from codes option in master menu & select patty cash register here. Give No.1 on col. code no. This entry will be auto. Generated when you’ve created it’s daybook. Enter description as Cash Recd. Give Account name Cash on Hand from Assets groups. Give less sign here & on Inv. Line no. press <Enter>. Give Yes on Confirmation. Same way create expense’s column codes here & give their account name from Expense group & give sign of add.

Select Transaction—Patty Cash—daybook.

1.	Now if you want to make some entries in patty cash first of all you have to do cash payment to patty cash account so, one entry will be generated in patty cash register as cash recd. on the given date.
2.	Go to Patty Cash Register & give next no. there. Then only you’ll be able to fill up all the entries as follows;
Fields	Description
Vou.Date	Enter Voucher Date
Code	Enter code of expense or take help[F1]. Enter [00] to delete the column code. Here you can make many entries for the same date only.
Codes of Description	It will only show you the description of the column code which you have created in column codes of patty cash register.
Narration	Enter the narration here or select from help[F1].
Amount	Enter the amount of expense here which will be added directly (debited) in the particular expense account.

At the end of the entry when you’ll press ESC key to come out, it will ask you for the confirmation…..Give Yes to save it otherwise if you don’t want to do this entry then press No & ESC Key to cancel the entry.

Others

In this option there are multiple options like;

1	Order System
2	Credit Note
3	Debit Note
4	Issue
5	Receipt
6	Issue/Receipt

Order System [Purchase / Sales]

For more details you can directly contact DATA CARE COMPUTERS .....