|
Utility
Utility is the main option for any
accounting system. Whose options are:
Data Maintenance
Backup / Restore
Interest
Calculation
Bill History
Year End Process
Miscellaneous
Reports
Data Maintenance
Re-Organization
Posting Correction
Data Checking
Data Merging
Data Re-sequence
Company Detail
First of all let’s take a look at
Re-organization.
Re-Organization
By this option, your data will be
organized in order & if there is some corruption detected then, it will repair
the data and organize it.
|
All / Common / Individual file
(A/C/I) ? |
Give “A” for all
“C” for Common files
“I” for Individual files. |
|
Close All nodes for Re-organization |
If you’re having LAN system and you
want to run this option then, no user should be using DCFAS program means
all of them should be out of DCFAS programme. Only main server can run this
option. |
|
ESC–to cancel the process & Press any
key to continue the process. |
Posting
Correction
Posting correction will check all the
effects of debit & credit of each transaction & if there is some error found in
it then it will give missing effect automatically.
|
Close All nodes for Posting
Correction |
If you’re having LAN system and you
want to run this option then, no user should be using DCFAS program means
all of them should not be using DCFAS programme. Remember, only main server
can run this option. |
For Example, if you are working in sales
transaction and you are standing in the middle of the product portion. In
between due to voltage fluctuation the computer restarts again or shut down then
your data (Only that sales entry which you were doing) is not saved properly.
Here, as per accounting method the party should be debited and sales A/c. will
be credited for some of amount. But because of fluctuation you could not
complete the entry up to Confirmation Yes or NO? Then this posting correction
option will give both effects, to debit the party & to credit the sales a/c.
Data Checking
Data checking option is very useful to
check the duplicate or wrong data. Sometimes we do mistakes & we eve don’t know
about it but this option checks all the data & will give us the list of errors
as a report. We should run this option when we run re-organization and posting
correction. Don’t forget that this option also can be used only on main server
computer. By this option we could also get messages like :
|
Problems or Error Message |
Solutions |
|
Opening balance is not tally. |
Check Trial balance for that and
tally last year’s balance sheet with this year’s opening balances. |
|
Not tally…Outstanding bills V/s
Opening of some party. Please check… |
Check that party from Master - Party
- Data entry and check adjusted bills against opening bal. of this year. |
Data Merging
Data Merging means to merge two accounts
in one account or to merge two parties in one party. Merging means it will
transfer all entries of one account/party/product to another
account/party/product’s account. For this, you must have to decide that which
account/party/product you want to remove & which account/party/product to merge
with. So, check that that account/party/product should not have any opening
balance otherwise it won’t be merged. If there is opening balance then write it
down the exact amount on paper. Then edit that party and make it’s opening
balance zero. Now, you can merge this account/party/product with another. When
you will select Merge option it will ask you,
|
MERGE ACCOUNT/PARTY
MERGE PRODUCT |
Select one from the menu as per your
requirements. |
|
Select Account Name/Party Name:
OR
Select product code
Use [F1] for help |
Here, you have to select the name of
the account/party/product which you want to merge or remove. This
account/party/product must not have opening balances. |
|
Transfer to Account/Party
OR
Transfer to product code
Use [F1] for help |
Here, you have to select that account
or party or product name where all the entries of above selected
account/party/product will be transferred. This account/party/product can
have opening balance. |
You can’t transfer this
account/party/product because they have opening balance so, first of all remove
the opening balance & then run this option. After merging with
account/party/product, delete that account/party/product from Master and edit
that final account/party/product and add that opening balance which was in the
older account/party/product.
Example,
I’ve opened a party named Calcutta motors
Pvt. Ltd. In debtors and also in creditors. But debtor’s party contains opening
balance of Rs. 5000 Db. Now, I have sold some goods to the debtor’s party and
also purchased from them. Then I’ve paid some amount of rupees to creditor’s
party and also received some. Now, there are two parties accounts opened for one
party. First of all, you have to decide that which party to remove and which to
continue. If you want to remove debtor’s party then edit that party from master
– party- data entry – debtors & write it’s name and opening balance on the
paper. Now, make that opening balance to zero and go to the utility window.
Select data maintenance from there and select data merging from there. Now,
select Merge Account/Party option and first of all select that party which you
want to remove or merge with another. Here, select Calcutta Motors Pvt. Ltd.
from debtor’s listing by pressing ALT+S then select the final party where you
want to merge or transfer all the entries from creditor’s listing by pressing
ALT+P. After selecting both parties correctly it will ask your confirmation. If
you’re sure about your selection then give “Y” yes otherwise give “N” No so, you
can change the selection and correct your mistake. After confirming yes it will
merge that first selected party with another party. Now, it will ask you if you
want to merge more account/party? Give no if you don’t want to otherwise give
yes.
Finally your debtor’s party is merged
with creditor’s party. All the transactions are transferred to creditor’s
party. Now all you need to do is that go to master –party – data entry –
Creditor and select that party. Edit that party and enter the opening balance of
5000 db. which you have written on the paper before merging party..
Data Re -
Sequence
Warning: Don’t use this option
without backup of your data or just for trial purpose.
Que : Why should we take backup before
using this option?
Ans : Suppose you have run this option
without taking backup of your data and now after re-sequencing of all the
voucher nos. are changed (date wise renumbering will be done) and now you want
to cancelled that process or you want that original data back then this action
cannot be undone. But if you have taken backup before re-sequencing then only
the last data can be restored or recover otherwise your last data will be lost.
By selecting this option daybook help
will come on the screen, from where select that particular daybook for which you
want to do re-sequencing. Remember that this option will renumber all your
entries and sort it date wise. So, all your entry nos. will be changed & once it
is done then it cannot be undone.
After re-sequencing your selected daybook
it will automatically run re-organization (indexing).
Company Detail
By this option you can change your
company detail where the options are,
|
Company Name / Firm Name |
Enter company name or firm name here, |
|
Address-1 |
Enter first line of the address |
|
address–2 |
Enter second line of the address |
|
City |
Enter City name |
|
Pin code |
Enter pin code here |
|
Phone No. (O) |
Enter office phone Nos. |
|
Phone (Resi.) |
Enter Residence phone nos. |
|
Fax No. |
Enter Fax no. |
|
Telex No. |
Enter Telex no. |
|
Sales Tax No. |
Enter your Sales Tax No. |
|
C.S.T. No. |
Enter Central Sales Tax No. |
|
Permanent account no. |
Enter your Income tax PAN no. |
|
Ward No. |
Enter ward no. |
|
Excise No. |
Enter Excise no. |
|
TDS A/c. No. |
Enter your TDS A/c. No. |
|
Signature line-1 |
Enter first line signature. |
|
Signature line-2 |
Enter second line of signature |
|
Quantity Picture |
Generally it is 9999999.99 |
|
Password |
Enter password to start the company.
Warning : Don’t try to change the password without permission. B’cos once it
changed and if you forgot the password then the company cannot be opened.
Generally, nothing is written
here-blank |
|
P&L B/S. Code |
Enter the code where profit or loss
will be transferred from P&L to Balance sheet..
Given code account will be added if
there is profit otherwise it will be deducted from the given account. |
|
Stock |
Want to maintain the Inventory -
product wise stock? Give Yes or No. |
|
Excise |
Want to maintain the excise reports
like RG-I,RG-II etc… |
|
Abriviation |
Enter short name of your co. in max.
4 letters. |
|
Printer |
Enter your printer can print max.
columns. It can be 80 or 132 or 136 etc. |
|
Confirm (Y/N) ? Give Y for yes or N
for No |
Backup / Restore
Backup
Backup and Restore are very important
options for all of us. With Backup option you can take backup of your data on
Hard Disk or Floppy Disk. Means when sometimes hard disk of your computer break
down or some virus effected some files and because of any reason your data is
lost, then you are helpless and obviously it will be your turn to cry. But with
Backup option you don’t need to cry and you won’t feel helpless. This option
takes a copy of your whole data in compression format, which is called zip
format. It actually compresses the files so the file can occupy minimum size.
Now, once you’ve got the backup successfully then you can sleep tension free.
Remember, you should take backup everyday or every alternate day. If you want to
take backup select the backup option from the given menu. Now it will ask you,
|
Backup on Drive: |
Here, type “C” if you want to take
backup on your hard disk or give “A” or “B” if you want to take backup on
your floppy disks 1.2 or 1.44 (whatever you have) |
|
Directory Name : |
If you want to take backup on your
hard disk then only it will ask you the directory name here. Give directory
name where you want to place the backup file, otherwise leave it blank. |
|
Password : |
Give “N” if you don’t want to give
password otherwise give “Y”. If you will give yes here then it will ask you
the password two times. Give same password both the times to confirm it. |
|
Confirm “Y/N” ? |
Give “Y” if you’re sure about above
selections otherwise give “N” |
|
Generation of backup file name. |
|
Before taking backup let’s assume
that your company name is Demo Company financial year is 2000-2001,your
company code is 05 and the abbreviation is “DEMO”. Here, we need to assume
this because the backup will generate a file whose name ends with .DTC
extension and starts like this:
Last two letters of starting
financial year, which is 2000 here. So, take 00 from it.
Two letter company code, which is 05
here.
Abbreviation of the company, which is
DEMO here.
Now the backup file name will be
0005DEMO.DTC and it will be stored in ZIPS folder (directory) automatically
or in the given directory, which you have given in above option. |
|
It will show a message like this,
Warning !!!
This option will take the backup for
Demo Company [2000-2001] on drive
C:\ZIPS\0005DEMO.DTC …
Press a key to start the backup on
drive C:\ZIPS |
|
Now, press any key to start backup….
It will take you to dos prompt where on the top position a message is shown
like this,
Give Following Command...
To take a BACKUP of Given Company
DEMO COMPANY [2000-01]
Type ZIPBACK and Press <ENTER>
Here, you are not working in the
Dcfas programme any more. Means you’re out of it. Now, type ZIPBACK on the
dos prompt like this and press enter. It will automatically take backup. Do
as per instructions given by the programme.
C:\dcfas>ZIPBACK
After all the process is done a
message will come on your screen if the backup is taken successfully,
BACKUP SUCCESSFULLY COMPLETED
for
DEMO COMPANY [2000-01]
Otherwise it will tell you that the
backup is not taken successfully. Now you will be on the C prompt. If you
want to go in DCFAS again then start it again. |
Restore
Restore means to put the data back in the
computer, which you’ve taken by backup option. Suppose you’ve taken backup of
your data today on floppy diskette two times. After 3 days your hard disk fails
because of some reason. Then what will you do? You have lost all the data and
now you have to do all the entries again from the beginning. But don’t worry
we’ve got 2 backup sets of floppy diskette. All you have to do is just put that
diskette in the floppy drive and select restore option. By this option you can
get your data back bur remember it is 3 days older so, you just have to do
entries of only 3 days because the backup is taken 3 days before. So, it’s good
to take backup everyday. To restore the data it will ask you like,
|
Restore from Drive: |
Here, type “C” if you want to restore
from your hard disk or give “A” or “B” if you want to restore from your
floppy disks 1.2 or 1.44 (whatever you have) |
|
Directory Name : |
If you want to restore from your hard
disk then only it will ask you the directory name option here. Give
directory name from where you want to restore the data otherwise, leave it
blank. |
|
Password : |
It will ask for a password if you’ve
taken last backup with password. Enter that password here then only you can
restore your data. Remember that the password should be same otherwise you
won’t be able to get that data. |
|
Confirm “Y/N” ? |
Give “Y” if you’re sure about above
selections otherwise give “N” |
|
If you’ve given “Y” [YES”] then It
will show you a message like this,
Warning!!!
This option will restore the data
For Demo Company [2000-2001] from
Drive C:\ZIPS\0005DEMO.DTC …
Press a key to start the restore from
drive C:\ZIPS |
|
Now, press any key to restore…. It
will take you to dos prompt where on the top position a message is shown
like this,
Give Following Command...
To RESTORE DATA of Given Company
DEMO COMPANY [2000-01]
Type ZIPREST and Press <ENTER>
Here, you are not working in the
Dcfas programme any more. Means you’re out of it. Now, type ZIPREST on the
dos prompt like this and press enter. It will automatically Restore the
data. Do as per instructions given by the programme.
|
|
C:\dcfas>ZIPREST
After all the process is done a
message will come on your screen if the RESTORE is done successfully,
DATA RESTORE SUCCESSFULLY
COMPLETED
for
DEMO COMPANY [2000-01]
Otherwise it will tell you that the
data is not restored successfully. Now you will be on the C prompt. If you
want to go in DCFAS again then start it again. |
Interest
Calculation
Interest calculation option will only
calculate interest and if you want to generate J.V. automatically then it will
do that also. By selecting this option it will ask you like
|
Detail / Summary |
Select as per your requirements. |
|
Generate J.V. automatically (Y/N) ? |
Give “Y” if you want to generate
otherwise give “N”. |
|
If you’ve given “Y” here then it will
ask you to select an interest account. If you want to debit the interest
account then select from Expense or if you want to credit the interest
account then select from Income. Means, if it is receivable interest than
select the interest account from Income group. |
|
It will ask you “Interest J.V. will
be generated (Y/N) ? |
|
Enter No. days in this year ? |
Enter 365 or 366 |
|
On balance / Cr-Db wise |
Select as per your requirements.
Generally bank use on balance method to calculate interest and depositors
use credit-debit wise interest calculation method. |
|
Interest type |
Give “C” here to calculate common
interest percentage for all otherwise give “I” to calculate interest as per
party master. |
|
Credit rate |
Enter interest rate applicable for
credit interest only. |
|
Debit rate |
Enter interest rate applicable for
debit interest only. |
|
Balance Check |
Give Yes or No as per your
requirement. |
|
Balance amount |
If you have given “Y” in balance
check then only it will ask you for this option .If the balance amount is
less than entered amount then interest will not be calculated for that
balance. |
|
Account Ledger / Party ledger |
Want to select account or party? |
|
All / Selective / Range / Control
A/c. |
Select any option as per your
requirements. |
|
Confirm Y/N ? |
Give “Y” or “N” |
|
Date Ranges |
Give starting date and ending date
period. Interest will be calculated as per starting date means it will start
counting interest from this date. |
In this report, it will show you product
column at the end. Product means actual amount on which interest will be
calculated. Amount of each transaction will be multiplied by days and divided by
days of year (generally 365). At the end of that ledger it calculates the
interest by given % rate. Which is actual interest amount.
Bill History
Bill history option is very useful for
all of us. There are some options, which are:
Outstanding
Form Status
Outstanding Letter
Sal-Pur Monthly
Interest Calculation
Pay. Col. List
Outstanding
By this option, you can get the
information about your receivable or payable outstanding bills and also count
interest on late payment. Here, it will ask you for,
|
Bill To Bill / FIFO |
|
By selecting Bill To Bill option you
can get the actual outstanding detail of all the bills only when you’ve
adjusted bills against receipt or payment. But if you’ve not adjusted any
bills then it will display all the detail unadjusted as a list.
By selecting FIFO option you can get
the outstanding detail of all the bills. Here, you it won’t need adjustment
against bills. It will work on first in first out method. Means if our
debtor has paid us some amount against his some bills. Then by this method
it will adjust this amount against his first bill so, that’s why FIFO is
used to get outstanding. |
|
Receivable / Payable |
|
Here, select receivable when you want
to see the details of only receivable outstanding means only sales parties
outstanding. Same way select payable for purchase parties outstanding
report. |
|
By Invoice Date / By L. R. Date |
Outstanding will be calculated by
your selection from invoice date or L. R. Date |
|
By Aging
Monthly
Without Aging
Bank Statement
Outstanding List Party wise |
Now, we’ll talk about all the options
turn by turn. Let’s see from the beginning.
|
|
BY AGING. |
|
Party selection = All / Selective /
Range / Control A/c. |
|
Want aging analysis (Y/N)? |
Give “Y” here if you want columns of
days like 30 to 60 days outstanding report. Give periods in days like 1-30,
30-60, 60-90, and 90 to blank. It will display outstanding in columns so
that you can get actual information. But it you don’t want to then give “N”
here. |
|
Up to Date: |
Give up to date so it will calculate
all the bills whose invoice date matches to this given date and all the
bills whose dates cross this limits will not be counted here. |
|
As On Date: |
Enter as on date for outstanding due
days calculation. |
|
Bill to bill process (Y/N) ? |
Enter “N” for actual process and “Y”
to calculate as per date. |
|
Daybook Help |
Select your daybook if you want to
see outstanding for any particular daybook otherwise give “ESC” key for
selection of all daybooks.(recommended) |
|
Party wise detail/ summary |
Give “D” for detail of all
transactions and “S” for party wise summary. |
|
Print unadjusted voucher details? |
If you give “Y” here then all the
bills of that party which are not adjusted will be also displayed below
under title of “Unadjusted Voucher Details…” & by giving “N” you won’t get
that details displayed. |
|
Print phone details of party? |
If you want to print phone details of
party then “N” , otherwise “N”. |
|
Print All/Due outstanding invoice
(A/D)? |
Give “A” for all and “D” for due. |
|
Print credit balance party ? |
Give “Y” or “N” as per your
requirements. |
|
Confirm All Details? |
Give Yes or No. |
|
|
|
|
After all these process and confirming
“Yes” you will be able to get the bill to bill outstanding report. Your report
will be displayed with aging analysis on the right hand side of the report.
Unadjusted voucher details will be displayed below.
|
Monthly |
|
Party Selection : All / Selective /
Range / Control A/c. |
|
Date Ranges: |
Enter Starting and ending date here. |
|
Daybook Help |
Select daybook from help; otherwise
give “Esc” key for all daybooks. |
|
Confirmation ? |
Give “Yes” or “No” |
Here, you can see the report
horizontally. It will display name of the party, before 01/04/-- (starting
financial year’s date), April, May, June and so on….up to ending date’s month.
It will also show you the total outstanding of all the months in the last column
of the report. At the end of the report it will display the grand total monthly
outstanding and total of total outstanding.
|
WITHOUT AGING |
|
The options will be same as “BY
AGING” option but the only difference is that you cannot differentiate
columns of days like 30 to 60, 60 to 90 etc. Otherwise, the report will be
the same. |
|
BANK STATEMENT |
|
Bank Statement option is also same as
above but here it will ask you due days option. Where you have to give you
no. of days. By this option you can get the report of those parties whose
outstanding is due below entered days not more than that. So, you can get
exact information of parties and how many due days of outstanding. |
|
OUT.LIST PARTYWISE |
|
This option is also same as above
options but here you will get party wise outstanding report and it will be
printed on new page every time when party changes. It is generally used to
send outstanding details to party. |
Form Status
This option is used to maintain the form
details (invoice wise). You have to enter the form received or given detail, so
you’ll get the report of form received / not received list and form given/not
given list (party wise invoice wise). Here it will ask you like,
|
Daybook |
Select the daybook from the given
help for which the form is received/given against invoices. |
|
Form help |
Select the form no. for which the
form is received/given against invoices. |
|
Confirmation |
Give “Y” for yes or “N” for no here. |
|
Selected Form Menu
Data Entry
Form Recd.
Form not
Recd.
Not Recd.
Letter |
|
Data Entry |
|
By this option you can maintain party
wise invoice wise received / given form details. Here it will ask you for, |
|
Party Name |
Select party form the help by [F1]
key. |
|
Form no. |
Give your form sequence no. |
|
Date |
Enter the date of form recd./given. |
|
Invoice No. |
You can get the invoice details of
that selected party from the help. It will display the list in the help if
transactions exist otherwise it’ll show you blank help means no transaction
exist for that selected party. Select the invoice by pressing enter for
which you’re receiving/giving the form. |
|
Invoice date |
It will only show you the invoice
date. |
|
Invoice Amount |
It will only show you the invoice
amount. |
|
Select one/multiple invoices if the
form is recd./given against multiple invoices. Use [F3] to add invoice
details and [F5] to delete invoice details. Use arrow keys or PGUP or PGDN
keys to move up and down. To come out from the entry give ESC key. |
|
Confirm (Y/N)? |
It will ask you for the confirmation.
Give YES to save the form detail entry or give NO to change the details
again. |
|
Form Received. |
|
Party Selection Menu
All/selective/range/control a/c. |
Select suitable option from the menu. |
|
Confirm all the details ? |
Give “Y” if you are confirm or “N” if
you are not. |
|
Print with product details? |
If you give “Y” here then it’ll print
the products detail of all that invoices against which the form is received.
Otherwise give “N” to see only the net amount of the invoices. |
|
Date Ranges |
Give starting and ending date period
to see the received form details between that given period. |
|
Form Not Recd. |
|
All the options are same as above
“Form Recd.” option. |
|
Not Recd. Letter |
|
Party Selection Menu
All/selective/range/control a/c. |
Select suitable option from the menu. |
|
Print with product detail? |
Give “Y” if you want Invoices with
it’s products detail otherwise give “N” to see only the net amount of
invoices. |
|
Date Ranges |
Give starting and ending date period
to see that how many forms are not recd. between that given periods. |
|
Letter Date |
Given letter date here to print it on
the top of the letter. |
|
Now you can see the letter, which you
can print it on printer directly. Each party’s letter will be printed on new
page automatically. |
Outstanding
Letter
Here, you can get your outstanding letter
typed automatically by the programme itself. It is used when you’ve to remind
some party that there is some payment due and you’ve to do it as soon as
possible then this type of letter is written by the programme with outstanding
details. All the options are same as outstanding option but here it will ask you
some more which are,
|
Letter no. |
Enter your letter no. as you
maintain. |
|
Letter date |
Enter your letter date. For
outstanding letter. |
|
File/Printer (F/P)? |
Enter “F” to print in the file and
enter “P” to print the letter on printer. |
|
If you’ve pressed “F” here to print
the letter in the file then the report will be printed in your Dcfas
directory by the name outstand.txt . You can see that report from here also
by pressing [F9] you can work in dos mode temporary. Type edit outstand.txt
/ ne outstand.txt on the DOS prompt. You can change the report and save
before exit. To come back in the DCFAS programme type “EXIT” on the DOS
prompt. |
Sales Purchase Monthly
By this option you will be able to get
monthly sales or monthly purchase of parties. Here it will give you some options
like,
|
Monthly / Detail |
Give “M” for monthly and “D” for
detail. |
|
Sales / Purchase |
Select any one as per your
requirements. |
|
By invoice date / By L.R. date |
Select any one as per your
requirements. |
|
Party selection
All
Selective
Range
Control A/c. |
Select option as per your
requirements. |
|
Starting & Ending date |
Enter from & to date period |
|
Daybook help |
Select any one daybook or give “ESC”
to select all daybooks. |
|
Confirm all details (Y/N)? |
Give Yes for confirmation. |
|
Here, you will get the party wise
monthly report of sales or purchase whatever you’ve selected. In the report
you can see name of the party on the left side first column then month wise
total sales/purchase will be displayed. In the last column it’ll show you
the total sales/purchase of all the month. At the end it will show you moth
wise total of sales/purchase of all the parties. By this figure you can get
the amount of monthly total sales/purchase and in the last column it will
show you the net total of sales/purchase, which is a total of all the month
and all the parties. |
Interest
Calculation
By this option you can calculate interest
for any parties. It will ask you like,
|
Receivable / Payable |
Select that you want to count the
interest for receivable parties or for payable. |
|
By invoice date / By L.R. date |
Select any one as per your
requirements. |
|
Up to date |
Enter date for outstanding report up
to invoice date |
|
As on date |
Enter date for outstanding due days
calculation. |
|
Interest rate |
Enter rate in % . |
|
Grace days |
Enter grace days. Which is going to
plus in payment mode days. Ex: If you’ve sold some goods to a party with 10
days payment mode and you give 5 here in grace days then it will calculate
interest from 15 days after from bill date. |
|
G/C |
Enter “G” for grace days plus due
days
Enter “C” for common days only
entered days. |
|
Party |
Select blank for all the parties
otherwise you can select the parties from the given help by pressing [F1]. |
|
Daybook help |
Select any one daybook or give “ESC”
key to select all the daybooks. |
|
Calculate cr.interest if the payment
received before due days? |
Generally give “N” here. B’cos in
accounting method interest is only calculated for late payment of the party
or we’ve to pay interest for out late payment. |
|
Confirm all the details? |
Give “Y” for yes and “N” for no. |
Here, in the report you can see that
interest is calculated for each party. In the last column the interest amount
will be displayed and at the end you can get the grand total of inv.amount,
recd.amount, balance amount and total interest amount
Pay. Col. List
Pay. Col. List option gives the report of
due receivable/payable outstanding between given date periods. By this option
you can remind for the due outstanding invoices to the party on it’s due date.
|
Sales/Purchase |
Select option as per your
requirements. |
|
By Invoice date / By L.R. date |
Select option as per your
requirements. |
|
Starting & Ending Date period |
Give staring and ending dates here. |
|
Daybook help |
Select any one daybook from the given
help or press “ESC” key to select all the daybooks. |
|
Confirm (Y/N)? |
Give “Y” for yes and “N” for no. |
YEAR END PROCESS
YEAR END PROCESS option is generally used
at the end of the year. In this option you will find a menu with some options,
which are:
New year creation
Closing J.V.
Closing Bal. Transfer
Stock Transfer
Revoke J.V.
Delete Company
We’ll discuss all the options here. Let’s
start from the New Year Creation option first.
New year
creation
This option is used to create New Year
for the selected company. By this option new financial year will be created for
current company (In which you are actually standing). Here it will ask you for,
|
Confirm (Y/N)? |
Give “Y” to confirm and create new
year for the current company. |
|
Attention…!
First of all close all the terminals
before you start the process ! |
Before running this option no user
should be working in the DCFAS programme, if working then please come out of
it and then only run this option otherwise it may create a problem. |
|
Then it will ask you for the next
financial year’s starting date and ending date. |
|
Confirm YES or No ? = Give “YES” if
you are sure otherwise give “NO” |
|
ADD MASTER’S to new company?
Want to copy the masters from the
given old company YES or NO? |
Give “YES” to copy master’s from the
current company. It is asking you to copy master’s means to copy all the
accounts, parties, daybooks, codes, products and B/S codes to new year’s
company? If you don’t want to copy then give “NO” here. |
|
After giving yes it will do
reorganizing (Indexing) automatically. Now come out of the programme and
start DCFAS again then only you can see the new year for that company listed
in the company list. |
Closing J.V.
Closing J.V. is the only option, which
generates closing J.V. automatically to get the profit or loss at the end of the
year. Here it creates a new daybook of J.V. named “Closing J.V. Daybook” and
generates J.V. for expense and income. It gives opposite effects against profit
& loss account means all the expenses accounts will be credited and profit and
loss account will be debited same way all the income accounts will be debited
and profit and loss account will be credited. So, you’ll be able to get your
exact profit or loss at the end of the year. At last your actual profit or loss
will be transferred to your capital account. To transfer it automatically go to
the utility menu first and choose first option there which is data maintenance.
Now select Company Detail option and edit the details where it will ask you for
P&L and Bal. Code. Give the B/S. code which is created for Capital a/c. only. If
not exist then open it in the liability group and give that no. here then only
it will generate your profit/loss J.V. to Capital a/c. Otherwise, you’ve to do
it on your own.
Here it will ask you for,
|
Start the process of Journal Vouchers
for Profit & Loss A/C.
YES or NO |
Give “YES” to proceed & generate
closing J.V. otherwise give “No” here to cancel the procedure. |
|
It will automatically generated by
the DCFAS programme which you can see by selecting Transaction – J.V. –
Closing J.V. Register. |
|
Here, it will ask you “Want to
generate J.V. for profit/loss against capital A/c.”
Give “Yes” or “No” as per your
requirements. If you want to distribute your profit or loss between partners
in exact ratio then do it on your own.
Select Profit & Loss A/C. ===>
(which will be in liability group) and Partner’s Capital A/C. from liability
group. |
Closing Bal.
Transfer
By this option you can transfer this
year’s closing balances to New Year as opening balance. Remember that this
option will only work out correctly when you’ve copied master at the time of New
Year creation. Otherwise some account’s balances will not be transferred. To
transfer balances it will ask you for,
|
Balance Transfer YES or NO? |
Give “Yes” to transfer balances to
the next year. |
|
Bill to Bill / FIFO |
|
In Bill to Bill process party’s
balance transferring process is depends on adjustment. All the invoices of
the party whose outstanding is due will be carry forward to the next year
only if you’ve adjusted all the receipts and payments of that party against
that party’s invoice. Then no unadjusted amounts will be there & if so, then
only all the invoices whose, outstanding is due will be carry forward to the
next year. If there are some Invoices (bills) found which are not adjusted
properly against party invoices then it will automatically transfer that
party’s balance by FIFO method. |
|
By invoice date / By L.R. Date |
Select your suitable option. |
|
If your Trial Balance is not tally
then this option will not run properly & it also tells you to run posting
and data-checking option. So first of all check your trail balance and then
run both of these options. Then try to transfer the balances. If still some
problem occurs then contact DATA CARE Computers. |
|
Now, the process of balance
transferring of all the parties and accounts will go on. Then it will show
you this message, “Balance Transfer Process Over”, means all the accounts
and parties balances are transferred correctly.
|
|
Note: In Some cases account’s or
party’s balances cannot be transferred due to description mismatch or code
not found in the new year then it will show you list of that
accounts/parties whose balance cannot be transferred.
Take a print of this report first and
then come out from this company. Now go to the new year of that company
where you’ve transferred the balances.
Now, open Master – Account or Parties
– Data Entry and open that listed account or parties on your own and make
sure to you’re opening right account or party under right group then only
enter opening balance as per printed report. After opening all the
account/parties correctly first of all check out the trail balance is tally
or not. If not then try to find out where is the difference. |
Stock Transfer
By this option you can transfer your
product’s closing stock to the next year as opening stock. Here, it will ask you
to start processing for transferring closing stock. Give “Yes” to proceed. It
will transfer the all the closing stock to the New Year.
Revoke J.V.
Here, to revoke J.V. means to cancel all
the closing J.V. which are generated before. This option is used if there are
some changes in balances of some account or party. When you want to change the
profit or loss after running closing J.V. option then to cancel the process of
closing J.V. you need to run this option. Here, it will ask you to delete the
previous generated Profit & Loss account’s Journal vouchers, give “Yes” if you
want to or give “No” if you don’t want to. If you’ve given “Yes” here then it
will delete all that J.V. but it won’t delete the Closing J.V. daybook. It will
still remain but totally empty. Next time when you run closing J.V. option then
it won’t need to create it again.
Delete Company
Delete Company is very very risky option,
which will erase all the data of your company in just a time. Do not ever try to
run this option without permission.
You need password to delete the company
otherwise you cannot delete it. This password is always hidden and unique. In
some cases you need to delete the company then remember to take backup of that
company first & then delete it. Once the company is deleted then nobody can get
it back without backup.
MISCELLANEOUS
REPORTS
Here you can get many options like,
Invoice & Voucher Printing
Sales Purchase Transactions
I.T. / S.T. Reports
Invoice & Voucher Printing è By this
option you can print of any invoices / vouchers. It will give you daybook help
here, so select any one from the help. Now, it will give you a menu with options
like,
|
Starting No |
Print invoice no. from |
|
Ending No. |
Print invoice no. up to |
|
File/Printer |
Want to print in a file or on a
printer |
|
On Stationary type |
Print on plain /pre-printed /
letter-head |
|
No. of copy |
Enter no. of copies to print. |
|
Selection for printing of
Invoice / Challan without rate /
Challan with rate / Way-bill |
Select one option from above given
options as per your requirements. |
|
Confirm (Y/N)? |
Give “Y” if you are sure about above
selection and want to print otherwise give “N”. |
|
