Credit Sale / Collection Book

Software Updated as on 25/03/2019

The most frequently required feature for most business is undoubtedly the Collection Book and Outstanding Statement. In petrol-pump business there is a peculiar requirement of product and vehicle details in the collection book is different from other business. For normal business traders are just interested to know bill wise collection details. But, in petrol-pump business again the bills are generated periodically (weekly, fortnightly and monthly or even daily) that too with vehicle details is somewhat different than normal traders. So, we have come out with the Collection book with Billed and un-billed sale with Product and Vehicle details columns so that it becomes easy to identify indents for which the invoice already generated and so on…

Statement of Account

You can also get Summary Report with Option for Daily Total and Monthly Outstanding and Collection in Summarized format for overall account movement view of customer.

Day Total Summary

Monthly Collection – Sale Summary

The Module can be accessed from Reports->Petrol Pump->Customerwise Credit Sales form. On the form New Tab is created “Dues vs Collection” and when you click you will find the screen below:

The Interface is simple Just click on a Customer and Click on the View “Detailed” and Click on Print Button to see report shown above or Click on “Day Total” Tab and click on Print button to View Summary Report with Day Total and Click on Monthly Summary and then Click on Print Button to Print Monthly Account Movement. You can also click on Export button to Export the data in Excel format. By Default the Report is for the financial accounting year but one can change the Date Range to print the Report for the specified period and Click on <Show All> to View Reports for all the Customers. Please note the <ReProcess> Button, this is provided to Refresh the Data and ReProcess all the transactions to fetch any new data Entered or Altered after the last processing. However if there are few transactions then it automatically refreshes and reprocesses as the time for process is in fractions but if the transactions are in bulk then it asks users to confirm the process.

Other Major change is for GST. The GSTR1 option in Reports->Sales->Sales Register (Credit Sales) the Export feature already provided was just used to export the credit invoices and for Cash Sales for GST purpose one was required to export separately from Sales->Cash Sales->History Button and then Click Export for Non-Fuel Items… is now integrated in the GSTR1 already provided in Sales Register, it now exports the Credit and Cash Sale Details in Separate Sheets in Excel Workbook.

One common requirement by many customer was to get rid off the duplicate items created by mistake. At times the same item is created with different names as 2T 1/2Ltr and 15W40 500ml or 2T 40ML and POUCH 40 ML and so on… Software does not allow to delete the item as long as there are transactions for the item in the database. The best practice is Items should not be allowed to be created by normal users the Items should be created by only the Administrator. However to solve the above problem we have added new feature to Merge the duplicate items as shown below:

Just select the Item to be Removed from the Left hand side Listbox (Source Item) and click on the Item in the Right hand side Listbox (Targe Item) to which the Item selected is required to be merged and then Click on <Merge Item> button on the bottom of the screen. This will safely merge all the transactions with Source Item to Target Item and retain only the Target Item.

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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.

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:

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.

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:

 

More Reports Exported to Excel

Purchase Register : New Reports added with option (Item Column) for  Fuel Items Quantity and Amount Columns to be printed along with the oil and accessory amount shown in separate column as shown in the Image below:

Fuel Item Columns are also provided in Vendor-wise report as an option.

Also please note that Export Button provided besides the Date period selection to export the purchase register directly to excel without preview. Also please observe (in the image shown below) the Tax Head and separate Tax Amount columns for CGST and SGST duly calculated and shown separately so as to sum up easily for each tax head. The software will dynamically create all the tax columns depending on the tax heads involved for the corresponding period selected.

 

Export Button Provided in Reports->Accounts->Ledger Accounts: One can just select the period (as shown in above screen) as just click on the <Excel> button in red box above. All the Transactions/Vouchers for the selected period will be exported to Excel as shown below:

Please note that All Debit Account and Credit Account effect for each Voucher will be exported as highlighted in the grid above. However, if user chooses the Transactions to be exported for a particular Ledger Account (Lets say HDFC BANK A/c in the e.g. below) then It will export all the corresponding ledger for the given voucher as shown in the grid below with Debit and Credit Amount column as shown in the image below:

<Export to Excel> Button Provided (as shown in image below) in Voucher->All Voucher (Tab) : To Export voucher to excel only for the specified voucher type (Only Credit Voucher-Receipt Voucher, Debit Voucher-Payment Voucher, Journal Voucher, Contra Voucher or All voucher) and for the selected month (or for entire year) as selected by user.

 

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.

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:

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.

 

Dynamic Voucher Entry

Voucher Entry Redefined: The Improvised, Efficient, Optimized, Faster Voucher Entry for advanced user (familiar with Tally Accounting Software or Accountants). New Tab introduced with name <Dynamic Voucher Entry> leaving old good voucher entry untouched for those who wants to continue using the same old interface.  New Interface looks as shown below :

The beauty of this module is that you don’t need to select the voucher type like “Receipt”, “Payment”, “Contra” or “Journal” as required in old interface. It will automatically decide based on the entry passed. So, it will speed up as number of keypress is reduced. Secondly  you can continue with the same debit account (the bank in which the cheque is deposited) and just change credit account (from the payment is received) and keep pressing enter to add the data in the grid.

You can simply Reverse the ledgers selected by clicking on <[z]> button between the Debit Account frame and Credit Account frame.

You can also click on <Reset> button if you want to clear both the ledgers selected in Debit and Credit.

You can also Export the data (for record purpose or repeat the entry for future date) so entered and seen in the grid before saving by pressing the <Save Bulk Entry>. After saving the cursor is positioned to <Clear Data>, just pressing <Enter> will clear all the data from the grid or click on Clear Data to clear the data after saving.

You can also Import the Data from Excel sheet, just click on <Import Data> button to import the already saved data in Excel sheet. To get the column specification you can either click on <?> button, which will guide you through the details of columns required in the excel sheet and one can get Excel sheet automatically created with sample data on confirming to create excel sheet from <?> button. Also you can just enter the data by selecting the Debit and Credit ledger and filling the amount and pressing <Add> button to add data in the grid and click on <Export to Excel> as explained above.

Import Data will ask you to confirm the Excel file in which your data is stored. The excel file should be Excel 97/2003 format, once the file is selected it will ask you the name of the Excel Sheet from which you wish to import the data. On success, it will populate the data in the grid with details as shown below:

• Column#1: Debit Account Code / Ledger Code assigned to account
• Column#2: Credit Account Code / Ledger Code assigned to account
• Column#3: Voucher Date
• Column#4: Voucher Amount
• Column#5: Reference Number/Cheque Number/Document No., etc.,
• Column#6: Narration

You can <Double Click> in the grid to remove any garbage or any entry which you wish to Remove/Delete before saving the data.

GST Billing

How to Activate GST Billing
In the Administration->Configuration Screen->Tax there are two CheckBoxes as shown below :

The software can generate 1,2 or 3 Invoices per customer/vehicle depending on the items in the unbilled slips/indents.  Please note in the above Image the following two check boxes

[ ] Make Separate Sales Invoice for Goods and Services (A/c Op. Charges) ?

[ ] Make Separate Invoice for Items under Vat (Tax Free) and Taxable Items ?

In many cities there is a component of additional charges called AOC (Account Operation Charges) or Account Processing Charges just like what bank charges to maintain your account and get services from bank. In this case dealer charges from 0.5% upto 3.0% of AOC on the bill amount for offering facility to buy fuel on credit and pay at the end of the month against the generation of bill. This AOC charges falls under the Services and has a HSN code which needs to be shown as an Item in the Invoice. To Generate the accurate GST Invoice please make sure to enter correct HSN code for all the items with GST Tax Slab Rate as shown in the following Image.

Before Generation of Invoice, also one must make sure that Correct State Name and GST Number for the Customer must be assigned to Customer and GST Number must be assigned to Dealer/Outlet in Administration->Company Information.  Because IGST or CGST/SGST allocation will depend on the GST Number of Customer and Dealer. If the first two characters of GST Number of Customer and Dealers is the same then CGST/SGST will be charged for intra state supplies or IGST for inter state supplies where the location of supplier and place place of supply are in different states.

For the sack of simplicity and ease of filling GSTR-1 returns some chartered accountants suggest that separate invoices should be made for

• Taxfree Items
• Taxable Items (Goods)
• Taxable Items (Services)

So, if one Tick Marks () for both above checkboxes then system will automatically generate seperate invoices for Taxfree Items, Taxble Items(Goods) and Taxable Items (Services-AOC)

However, it is not mandatory to generate separate invoices as mentioned above and some people prefer to generate just the single invoice for all above items by not marking Tick (√) in any of the above checkboxes.

There are two major reasons why dealers would prefer the single invoice:
1. Seperate invoices will add to the running cost of maintaining accounts and printing cost.
2. Customers would pay for only fuel items bill and purposely ignore the AOC invoice as the same was not purchased by them or by mistake will pay only for fuel items bill. To avoid this all the invoices has to be stapled along with a chit clearly mentioning the total amount payable with invoice number and amount shown separately and totalled…

Similarly one can selectively choose to club invoice for AOC and Fuel Items and Separate Invoice for Oil/Lubricants and so on…

Maintain Separate Invoice Series : For different Items in Indents each with separate invoice with auto increment of series for the type of invoice.

• Fuel Invoices as F001,F002,F003…
• AOC Invoices as A001,A002,A003… and for
• Oil Items as O001,O002,O003… and so on…

by activating the rule in configuration screen as shown below:

 

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.