Dashboard Added.

Updated on 11/11/2018.

Greetings!!!

Dashboard button introduced and nicely placed on on Tips page for quick overview of petrol-pump.

The Dashboard is useful to give quick view of companies standing and monitor frequently referred items organized for quick and easy access. Any organisation/petrol-pump is interested to know where their money is blocked be it in Outstanding, Stock and Fund utilization etc., or sales increases or decreased and Dashboard is very handy to get the same as quick reference.

Dashboard Button

If Tips page is not visible just Click F1 on keyboard to open the Tips Page. When you first time click on Dashboard button it will automatically configure the frequently accessed information as shown below:

Dashboard Summary View

You can select the items you wish to appear on dashboard by clicking on the Configure Tab on the above screen. Also please note the Excel button, it will allow you to export all the data in all the box/frame in different sheet on a new workbook created on you desktop. When you click on Configure tab it will show the available items to choose from in all the six boxes/frames above as per your wish as explained in below given screen.

Dashboard Configuration

The Configure tab allows you to select the Item you wish to appear in each frame, after making the appropriate selection just click on Refresh Dashboard to apply the changes to respective box/frame on dashboard. Also please note the Help/Description on each item for which the data will be fetched is explained in the textbox window on configure tab.

Also in the updated version, please find new module to analyse the customer vehicle-wise lifting to be accessed from Reports->Sales->Customer Details (CRM)->Vehicle Lifting Tab. Just select the product, appropriate period and desired quantity lifted by customer in their vehicle click on process button to get the results as shown below:

Vehicle Analysis

 

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Few Updates and Optimization

Auto Generate Nozzle Wizard: When you first install the software and start creating items, tanks… Now, you can automatically create all the nozzles and tanks through the <Auto Generate> Wizard button in Master->Sales->Pump Nozzle Master. It will ask you How many Tanks and Nozzles for each tank installed for every fuel items. You must have the reading for all the nozzles handy before clicking on this button as it will ask you to enter the meter start to create all the nozzles dynamically, this can save lot of time as compared to manually entering each nozzle and selecting fuel type and tank etc.,

Batch Process: Now you can <Re-generate and Re-Post Invoice> to fix descripancy of posting for GST, AOC or Round off as the case may be.. Also Ledger posting is done if not posted correctly….

<GST/VAT Posting for Cash/Oth Sale> to fix and Post OUTPUT GST effect in the ledger the Cash Sale and other sale for OUTPUT CGST and OUTPUT SGST which was not auto posted earlier. This will work only if “Auto Post Input/Output GST?VAT Entries” in configured to be Ticked (√) in Configuration Screen->Rules Tab. However it was posting correctly for Credit Sale.

<GST/VAT Ledger Posting for Purchase> provided to fix the INPUT CGST/SGST/IGST effect in the Ledger for the purchase if the Tax Item selected during the purchase. Earlier it was calculating but only showed in the purchase register. Now you can Re-post freely without having to Edit the Entries to correct the effect depending on the Tax Type as VAT/GST or exempted as the case may be.

Meter Reading: Now you can also import the meter reading from Excel file for the day/shift and also export the data for the shift/day so entered manually or as stored for previous date by editing the shift and just click on <Export to excel> button… To be able to import data from excel the data in the sheet has to be as per the column specified by the software. To know the column specification you can export data for any date /shift and just Re-Enter the Opening and Closing Meter value in the sheet so exported.  Basically 1st Column should be the Nozzle name as created in the nozzle master and 2nd and 3rd column is Meter Start and Meter Close respectively.

25th May, 2018: Miscellaneous Updates to Optimize the Process
Batch Process Accounts is now optimized to finish the batch processing job in 1/10 the time it was taking earlier or it now completes the task 10 times faster

Auto Complete now done for most combo box selection so you don’t have to key in entire description/account in the combo box control…

Now you can View/Edit data for Every Transaction for the specified month instead of entire year earlier. Month Filter is provided in all the View Tabs for all the modules. However, you can click on <All> option to view transactions for entire year.

Rate register can now be Exported and printed in Tabular format for fuel items. Just click on <Export> button at the bottom of the form on the Fuel Item Pricing (Change Rate) form. Month filter is provided to export Rate Register only for the specified month..

Auto Cash Sale:  now validates if your slip sales (cash/credit/credit card/petro card) is more than Meter sales and will not allow to save if slip sale is more than meter sale as it can lead to wrong cash balance… Also now you can find the Item-wise sale for each shift v/s the Item-wise Meter Sale and easily find discrepancy from Reports->Sales->Sales Analysis->Meter Reading->Meter vs Slip (Item) Tab for the selected month in Meter Reading Grid on the left.

08 June 2018:
Transfer Slip(s) from One Customer to Another (Customer A to Customer B):
Due to great public demand and new module is introduced to take care of transferring all the Indents/Slips from one account/customer to another account/customer. This option can be invoked by clicking on Sales Menu->Slip Entry -> Bulk Update menu item. It will first authenticate by asking user to enter Administrators Username and Password, because the bulk update if left open can cause huge impact so only the authorized person can access this utility.

The module allows to select the source customer “Customer A” from where the slips are to be moved/transferred to target customer “Customer B”  and then select the period for which the slips to be marked for transfer as shown in the Image below.  Here the slips are intended to be moved from A/c#212 to A/c#3.

Bulk Transfer Slips.jpg

Please note that there is Month filter provided so as to select the slips/indents for the selected month, however, you can also select All for the month to ignore the month filter. You can select all the slips under the selected period/range or only mark selected slips for which you wish to do transfer.

To ensure that the above transfer of slips is safe and without any discrepancy or error we have made it mandatory that only those slips can be transferred for which invoice has not been generated. If you wish to transfer the slips for the Invoice already generated then you don’t have any other option but to delete the said invoice first. Secondly, we have to make sure that the Slips having Vehicle reference being transferred does not exist for the same customer in slips other date range than specified. If you accidentally move the slips with vehicle numbers/reference to another customer and other slips not moved/transferred can cause undefined reference error for vehicles and hence not permissible to transfer slips using MOVE method, other way is transfer slips by COPYing the vehicle numbers/reference to “customer B” but this will duplicate the vehicle numbers in the slips being transferred to “Customer A” as well as “Customer B”

10 June 2018
Set Credit Card to Active/Inactive : There are times when you stop/surrender transaction with particular Merchant Bank or Credit Card Machine in such a case you don’t want it to be shown in future credit card sales transaction entry so as to stop accidentally selecting the surrendered card/machine and avoid future editing and so on. So, now you can Activate or Inactivate the particular credit card from Master->Sales->Credit Card Master and click on the Card which you wish to edit flag. click on edit and inactivate/activate as the case may be… Save and check the effect in Sales->Credit Card Sales.

Auto Locking Data Entry

Fuel Station/Gas Station/Petrol-pumps are generally working 24×7 and normally there are shifts under which different people work. In a given situation the business goes on irrespective of owner/employer/manager present at the outlet. This warrants that the software system is highly secured so as to not allow anybody to manipulate the data by editing or deleting and fiddle around unrestricted. Many a times when owner has multiple outlets they would want work of the shift to be completed by the end of the day so that he can get reports by day end, this is possible only if work for the shift is finished immediately / within stipulated time and without any lethargy. Auto Locking forces the users/employees to finish work for the day/shift in stipulated time.

Quicksoft ArtRM-PP (The Art of Retail Management for Petrol-pump) is highly secured system with user based selective module access rights to only add/enter data or optionally allow user to Edit/Delete data if the right for the same is given. But, that is not enough, there are time when you want Edit/Delete right available to user only for the current date/shift and he should not be able to Edit/Delete the already tallied/audited data or it will be difficult to find what went wrong in the past entries.

In fact, with the daily rate change  it is all the more necessary to lock the previous days data entry or the user will enter the next days data in the previous day with new rate or same rate and so on. So, we introduced the Auto Locking System to Automatically lock the data entry for the shift after the specified number of hours as shown in the screen below:

Auto Locking Data Entry

So, if there are two shifts and the First Shift (6.00AM to 6.00PM – the shift timing can be set in the Masters->Employee->Shift Master for each shift) Ends at 6.00PM in the evening, then the system will allow to Add the data in the First Shift only till the 11:59:59PM (as Grace period specified is 6 hours), the moment system date/time exceeds 11:59:59PM it will not allow user to add any entry after that in the first shift. He/she will not be able to Edit/Delete (even if edit/delete right available to user) in the first shift or any data prior to the current date.  The Grace period can be set by administrator as the case may be from 1-24 hours. Please note that it is only restricted only to normal users. However, if Administrator has logged in then Auto Lock will not be applicable to Administrator.

If Administrator decides to lock Adding the data or Editing/Deleting data by mistake by him/her then he/she can Lock Add/Edit/Delete even for Administrator by providing the Date and Click on Lock Radio button in the “Lock Data Entry for Everybody (including Admin)” frame.  The system will not allow to Add/Edit/Delete prior to the date specified below the “Lock Entry Before” caption even for administrator.

In fact, in Configuration Screen->General Tab one can also lock data Add/Edit/Delete for user by turning on Tick for “Lock Slip Add/Edit/Delete after Auto Cash” option. This will be activated once the Auto Cash Entry / Day Close Entry for the day/shift is done. Which means once the day close is done, which means the cash is tallied then there should be no changes made as it can impact the closing cash balance which was tallied by accountant. However, voucher can be entered inspite of auto cash lock provided, but with Auto Lock option shown in above image even voucher entry will be locked.

 

GST Version

Effective from 1st July, 2017 the new version has been created to take care of GST requirement. The GST (Goods and Services Tax) Law warrants dealer to issue Bill/Receipt for the goods sold above Rs.200/- value clearly mentioning CGST (Central) and SGST (State) component/share of tax depending on the slab under which the item beling sold falls. As per the GST Law every dealer also has to file GSTR-1 and GST3B returns with CGST, SGST and IGST columns as the case may be.

With this there will be no new updates or release in the old version of software. The old version will be discontinued as far as new feature addition is concerned.

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