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.

Advertisement

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:

 

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.

New Reports and Modules.

Now you can see running total  for fuel items while entering the nozzle reading for fuel items, which earlier was possible only after seeing the Shift Analysis Report or MIS page. In the Meter Reading Entry Form there is a new toggle button at the bottom called / as shown in the image below:

Show/Hide Item Sales Summary for Meter/Nozzle Sale Entered

Now you can also auto print the cash sale bill/receipt, which earlier required you to first save and then print/preview the last invoice. With New button now it first saves then automatically fires the receipt to the printer, one must make sure that the printer is turned on.

Incorporated two new Tax introduced by Indian Government called SWC – Swtchh Bharat Cess and KKC – Krishi Kalyan Cess applicable on service tax. This is applicable to the petrol-pump dealers charging Processing Fees or Account Handling Charges or Account Processing Charges, etc., on the Bill amount towards the credit facility given to the customers for bill payment as a normal practice in Mumbai.

Configuration for SBC & KKC on Service Tax

With New version now you can print sales register as per meter reading with the nozzle-wise, Item-wise and Tank-wise sales reports for the selected period from Reports->Sales->Sales Register (Slips) as shown below:

Meter Reading Sales Reports

Please find below the preview of the reports for your reference:

Nozzle-wise, Item-wise Sales Report Preview

Also added much needed reports for Credit Card sales as demanded by many customers…

Credit Card Sales Reports

Now you can enter the Cash Transfer by Cashier/DSM/Supervisor without the denomination but with date and time details and frequency / number of times cash transferred to tally the cash for the DSM, vis-a-vis the the fuel dispensed on credit/cc/pc basic. Please note that one can invoke this modules from Meter Reading form by clicking on the button on the Meter Reading Entry form.

Enter Cash Denomination Summary

Also please note that now it will correctly fetch the Receipt/Payment by DSM from the voucher for the selected shift and also correctly fetches all the Credit/CC/PC indent for the respective nozzles, which earlier used to duplicate, which user required to manually set to zero (0). Also now when you manually change the quantity the value automatically calculated as per the prevailing rate and similarly quantity would be automatically calculated if user enters the value for credit/cc/pc column. This has resulted in using the ArtRM software and this form practically to actually tally cash efficiently.

Monthly P&L: The much needed and required almost by every pump dealers to check the profitability and expenses incurred at every pump, which earlier used to take lot of time to process and required to select the period or click on many keys to find the profit or loss.

Monthly Profit & Expenses Summary

The ArtRM, instantly processes and populates the Profit and Expenses details for every month and also allows to export the same to Excel.

Shift Report: Additional New Reports added in Reports->Petrolpump->Daily Shift Analysis->Day Analysis (Shifts-Clubbed) as shown below and also for the individual shifts in Shift-wise Report tab.

Daily Shift Analysis Reports

 

Few Updates…

The Software has been updated to optimize and give better experience of performance.

In Reports->Automation Analysis module earlier the Lost Customer used to take lot of time to generate report, now it is optimized to give faster result with accuracy.

Reports->Inventory->Stock/Product Ledger-><Stock Ledger>. Pressing <Stock Ledger> button used to ask a question, which was confusing and people used to get misled and not decide whether to click yes/no. Now software automatically decided it needs to be ReProcessed or give report from last processed. In fact you can now over-ride to Re-Process the data to give updated result. Earlier it used to take lot of time to process all the items sometimes even 15-30 minutes, Now it is optimized and gives result lightening fast and almost instantly. In-fact now one can generate daily stock movement report without wasting any time.

Reports->Accounts->Ledger Accounts is also optimized to automatically decide if it requires to fetch the data again. If you do not change the Date selection period and ledger that you want to print but wish to select different format would earlier reprocess every time you chose to select different format or just plan to print ledger with Narration or without, but now it will instantly print the result if you choose to view report with different combination of choice.

Reports->Sales->Sales Analysis is also updated to allow you to export only monthly summary data, which earlier would export all the transaction for the selected month(s) and would take too long depending on the number of transactions, now warns you of time it would take and omit exporting transactions detail thereby finishing task swiftly.

Reports->Sales->Sales Register (Credit Sales), which earlier allowed you to select only specific month, now allows you to select any period for all or selected customer and may be get details of all the bills of a particular customer in entire year and so on….

sales register

Reports->Sales->Sales Register (Credit Sales), <Sales Register Tab> is also updated with two more options a) Customer wise Item Value (Invoice_No) and b) Customer wise Item Qty (Invoice No) to extract and export customer-wise lifting details invoice wise as shown in image below:

Invoice Item Details

Just click on the Customer Name in the Top Grid and it will list out all the Invoices for the customer with Item details in every Invoice and Just click on Export to Excel button at the bottom of the screen to export all the Invoices details as you see on the screen.

Reports->Accounts->Tax Details->Sales Tax Details, now gives Yearly/Monthly Tax analysis for purchase as well as sales along with the Category-wise, Tax% wise and Item-wise tax calculation as shown in the screen below:

Vat Tax Analysis

Just Click on Export to Excel button at the bottom of the screen to analyse the data and use for tax submission.

All above requirements are also very much useful for auditing purposes.

Daily MIS on TIPS Page and Improved Workflow.

13th January, 2014

Greetings!

Wish you all a Very Happy New Year.

With the new update, now you need not worry about the Date Selection while entering Meter Reading Entry, Slip Entry, Voucher, Dip, etc., Whatever Date and Shift is selected on the TIPS page will now be set for the respective from called from TIPS page. Earlier user would forget to Select the Date/Shift and data would get entered for different Date/Shift, which requried to be Edited and so on…

Also New, Button <MIS> is Introduced Next to Date/Shift selection on the TIPS page as shown below:

Daily MIS on TIPS

When you click on MIS button you will see All the Transaction for the selected Date/Shift with Opening Cash Balance for the Selected Date/Shift and actual Cash Receipt/Payment duly Added/Subtracted from the opening balance and available Cash Balance duly computed shown at the bottom-left of the screen as shown below:

Daily MIS with Cash Balance

Also find new Grids, Item-wise Sales summary and Sale Type Wise Item-wise Sales Summary below the Meter Reading Grid. The best part is that all the Information displayed on the form can be exported to Excel by just pressing the <Export to Excel> Button on Bottom-Left of the Screen. Please find below the screen dump of Excel Export Screen of MIS:

Daily MIS Export to Excel

Bulk Voucher Posting and Merge Account Ledger…

Greetings!

Release Date: 11th Nov, 2013.

Ver: 2.1.100

Club Accounts

Now you can merge two ledger with ease. There are times when user by mistake creates the same ledger account twice and after having entered vouchers in both ledgers realizes to club them and get rid off one.

To Merge two accounts and get rid off one ledger Just go to Masters->Account->Ledger Master. On the Ledger Master form you will find new Tab <Merge Ledger> as shown below.

In the “Transfer Transaction From Source Ledger” frame, Just Select the Account you wish to get rid off

and

Select the Account with which you wish to merge/club In the “Merge Transaction with the Existing Ledger” frame

On Selecting the respective ledger it will show you the Ledger Entity Type, Number of entries found and opening balance entered, if any.

On Clicking the <Merge> button it will ask you to confirm the action and finally before deleting the Source Ledger, it will again ask you to confirm the deletion of the ledger.

Bulk Voucher Posting

Voucher->Auto Post Voucher Tab

At petrol-pumps daily there are repetitive work and regular expenses which is some times forgotten just due to work-load. Also at the month-end there are regular expense vouchers like salary payment which is really cumbersome for petrol-pump as there are 15-25 pump boys and entering voucher for each of them is really time taking.

We have tried to simplify the above process by allowing user to select the multiple ledger accounts and create the list of expenditure for which you wish to automatically post the voucher as shown below:

Just Select the ledger in “Create Expense List for Auto Voucher Posting” frame and Click on [ -> ]  or  [ <- ] button to select and un-select the ledger from the list and then cilck on <Bulk List> button to populate the list in “Bulk Post Pre Defined Payment Voucher” frame as shown above. The Voucher Date will make sure the voucher is posted on the date entered. Just make sure you enter the correct value and Click on <Save Bulk Voucher> button to save the list and also save each account as a separate voucher.

Pressing <Clear> button will clear the list and allow you to generate the fresh list.

Density Calculation and Fund Flow Management.

Major Changes in the New Version is introduction of Density Calculation and Fund Flow Management. Apart from the above there are many updates to improve the efficiency as listed below :

SMS Re-activated with Improved delivery and reporting.  Now you can Send SMS to Customers to Notify about the Invoice Generation with Payment for the Invoice as configured in Administration -> Configuration Screen.

At times during the Meter Reading Entry it would give message Stock Not Enough to continue and would not allow to continue meter reading. The solution to this was, user required to run Utilities->Housekeeping->Batch Process ->Correct Batch for Fuel Items to fix the Inventory for fuel items There was a bug in updating stock is now fixed.

New Report introduced (rptStkAdj.rpt) for “other sales” to print sales entered through other sales. Also provided to export data for other sales to Excel.

Run-time / On-screen Variation Calculation in Dip Stock now automatically carries forward the previous days / shifts closing dip as opening and correctly calculates the

variation based on
opening dip
(add) + purchase for the day
(minus) – sales for the day
(equals) = closing stock as computed
(minus) – closing dip
(equals) = variation in stock between closing dip and computed stock based on opening dip

Earlier it was carrying forward the closing stock as computed instead of closing dip of previous shift.

Now variation can be auto posted to P&L with ledger posting for daily variation, if checked as “Auto Post Variation” in configuration screen.  Also Editing / Deleting the Dip Entry Modifies or Deletes the Variation as the case may be.

Operating Charges Calculation : Earlier normal A/c Processing Charges worked fine but would give wrong result when to be shown as rounded off or minimum operating charges provided. Now it correctly calculates for all different combination and will even allow you to enter negative a/c processing charges to offer discount for specific customers.

Actually, with recent update even editing old Invoice would automatically fix the missing accounting entry and for missing voucher keys.

Improved Network Management

With New version software automatically creates the defaultDB.ini file in the application path. All user need to do is specify the server database path in the defaultDB.ini file to work in Multi-user mode.

TIPS Introduced :

On start of software, now it automatically takes you to the tip page which can be turned on by turning off / knock-off “Show me Tips every time I start the Software”. Alternatively you can also Press F1 anytime to call Tips. Tips page give you vital information about functionality and how to take backup, update the software and allows you to call frequently used menu’s all from one place. It also guides you to work in chronology of order given and displays online status of work not done. It is actually a Dashboard for daily task to be done and full-fledged online help on each menu items.

Tools, Tips and Techniques

It is not just the Tips and online HelpDesk, In fact, it helps a lot and increases efficiency by working in Dashboard with Workflow system. Actually entire software is updated to take you through the next step. Which means in Stock-In form, when you click on Save the cursor automatically tuns focus to Meter Reading and when you again click Enter it will actually close the Stock-In form and Open the Meter Reading Form and Similarly when you save Meter Reading, it takes you to Credit Slip Sale Entry and from Dip to Auto Cash Sales and so on…

15/08/2013

Sales Register (Credit Slips) : New Tab Introduced for New set of sales analysis
Reports->Sales->Sales Register (Credit Sales). It now allows you to generate cross-tab reoprt to show customer-wise, Item-wise, Category-wise, Sub-Category-wise sales with monthly total to generate report in matrix format.

Sales Register Analysis

With this now you can have Report on Testing for Particular Nozzle in a month and total monthly summarized as required.

You can now have Sales Report in Matrix format for All the Items as columns dynamically. To see this just click on Item-wise Sales Details – Qty/Value (Slip) and Just click on the Month in the Header Column to see the Cross-tab/Matrix layout report for all the Items for the selected month in the grid below the header grid as shown below:

Item-wise Sales Register from Slips

Meter Reading Optimized : Meter Reading is now optimized to display nozzles faster then earlier.

Auto Vehicle Creation : At times you don’t want software to automatically create vehicle by clicking on alter to create with Yes/No message box as it can lead to wrong vehicle being created for the customer it does not belong to. Now Auto Vehicle creation can be disabled through Administration->configuration Screen->General Tab and knock-off the Allow to Create Vehicles by anybody at Run-time.

Stock-In / Purchase Entry Perfected :

All fields like Quantity, Rate, Discount, Tax, LFR, Octroi, Other Charges etc,. rounded to Six Digit to arrive at the actual Item Total and Actual Cost of Aquisition as per the Purchase Invoice. Also Divide by zero and overflow error fixed for (stock-in) in above calculation. To Reflect the above the Purchase Register is also updated to show above columns.

21/09/2013
Invoice Printing : Bug fixed for printing Invoice with customer range selection. It worked fine for Selecting Invoice by Invoice Number range. This is particularly very important if you wish to re-print invoices for a particular customer during the year.

Also the Customer Selection is by Customer Name instead of Account Number in most of the forms where customer is required to be selected like, Invoice Generation, Customer History, etc.,

Dynamic Trading and Profit and Loss Account and Balance Sheet for the specified period. New <Analyse> Tab is added to Reports->Accounts->Profit and Loss Statement form.  Just select the date range / period to filter the transaction. It not only shows the accurate Gross Profit and Net Profit but also gives the working on the screen in the grid just below the Trading Account Grid as shown below:

Trading Account

 Just click on <Profit & Loss A/c> Tab to view the Net Profit Calculation after deducting all the expenses for the selected date range as shown below:

Profit & Loss A/c

Similarly, just click on <Balance Sheet> tab to compute balance sheet and paint it in T-Format with summary for sub-groups as shown below:

Balance Sheet

The beauty is you can export all to excel by just clicking on the <Export to Excel> button on each tab.
06/10/2013
1. As such software automatically posts the Bill Entry and Rounding entry or account processing charges separately, but at times you just want Customer Ledger to be printed by Clubbing A/C PROCESSING CHARGES with Bill Details. This can now be done selectively for a particular customer ledger by Turining on the Check-box / knock-on the “Club A/c Processing Charges” option in Report->Accounts->MIS form before cilcking on to <Ledger> button to print / preview the ledger.
2. On Meter Reading Form when you click <Denomination> button you can enter cashier-wise sales and collection. Earlier it was very cumbersome to enter the nozzle name/description as it required the exact name/number which resulted in repetitive error especially for new users. Now F2-Funciton key is provided to select the nozzle on <Fuel Sales Detail> tab on Denomination form. You just need to Select the correct date/shift and cashier from the combo box and click F2 to bring the meter details and just click on <Fetch Data> button to fetch all the credit, credit-card, petro-card sale for the selected cashier automatically.  Also fixed various other error when user clicked outside the row selection, etc.,

Also New Report (slipchklstSalesman.rpt) introduced to Print Slip Transaction Check-list for the Specified Cashier.

09/10/2013

a) Update Opening Balance from previous year is now updated to take care of clearing the opening batch table and match exact stock as stored as closing stock in previous year. Also Item pricing not carried forward properly through Update Opening Balance from previous year can Now be Fixed  by clicking on Housekeeping->Batch Update->Update Item pricing changed to fix opening and purchase bill cost price.

b) Update opening balance from previous year would work fine if database is residing in the application path i.e. where the application is running but would fail if database path for server is specified different than the application. Now fixed.

21/10/13

Density Table Lookup is now introduced. Density is now calculated based on the Extract of ASTM Table 53B (1980 Edition) at 15degree centigrade for Hydrometer Reading Range from 670-1050 and Temperature Range from 0-50 degree centigrade. In Stock-In form just enter the Hydrometer Reading and Temperature in the “Load Density as per Hydrometer” to get the Density from the Density Chart. All you need to make sure is keep “density.qss” file in the database /server path as speicified in your defaultDB.ini

30/10/13

Fund Flow Statement is a very crucial requirement at petrol-pump as owner really needs to know where the money is coming from and where is is used for or going to.  We have tried to still refine the fund-flow by allowing you to select the Cash, Bank or Both type of transactions, where cash is hard cash. After selecting the Cash/Bank, just select the Date Range for which you wish the fund flow to be generated and Click on <Process> button to generate the report.

Fund Flow Statement

Just double-click on any account head to further drill down the monthly summary for the selected account and then click on the particular month on the <Monthly Summary> tab to view the date-wise details of ledger for the selected account as shown below:

Fund Flow Drill-Down

The proof of pudding is in eating it.

So just download and try for yourself.

Wish you all a Very Happy Diwali…and Prosperous New Year.

Regards,

User Access Changed to Revoke Edit/Delete Records.

6th Nov, 2012

Important Security Fix to Protect Editing and Deletion of Transaction by Users.

Now, you can disable your users from editing or deleting of transactions by Revoking Edit/Delete rights through Employee Master as shown in below given screen.

Apply / Revoke Edit/Delete rights for Users

Just Click on <List of Employees>and Click on the Name of Employee in the Grid and Click on Edit to Change the Access Rights for the Employee.

On Removing the <CheckBox> Edit/Delete Records the Employee logging with his/her username, password will not be able to edit or delete any record for any Master or Transaction.

The Employee to whom the rights are given and Default Admin user will be able to edit or delete records.

Other Changes Include, change of background color for the row/record which you wish to edit/delete is now same for all the modules, which was not visible earlier in various modules. Also Edit/Delete button is now Switched On and Off correctly on Single Click and Double Click through out all the modules.

* Also Customer Selection by Name in Slip Entry is fixed to select the Customer by Name if set in Configuration Screen instead of Default selection by Account Number.

Now, you can easily find the difference in Sale as per Meter Reading and as per the sale entered through Slip/Indents/Coupons.  Ideally, you Sale as per Slips should tally with the Meter Sale, but if there is any descripancy then so far it was difficult to find the mistake in particular day/date/shift. With the New Tab introduced in Report->Sales->Sales Analysis, now you can easily find the descripancy in a particular month with just a single click as shown below:

Meter Sale v/s Slip Sale

Just Click on Meter Reading Tab on Top Left.

then Click on the Particular Month for which you wish to View descripancy, if any.

then Click on <Daily Meter Sale vs Slip Sale> Tab next to <Daily Meter Sale – Itemwise > to see the date wise descripancy.  If there is any descripancy then you will see it in the last Column <Diff>.

Ideally, the Diff should be 0.00 or at most less than Rs.1.00, but if the diff is in thousands then either of the following:

Either the Auto Cash Sale entry for the day / shift is not entered

or

There may be a change in selling rate in slip as against the rate in Meter Entry

or

The Slip sale is entered or edited after the Auto Cash Sale is done and so on.

Ledger code can now be Edited/Updated!

Version 2.1.55

Since, quicksoft ArtRMPP – petrolpump management software is creating separate database for each year, at times there are issues relating to ledger synchronization and this feature update is to handle that issue.  There are pros and cons of having separate database file for different accounting years. With separate database for each accounting year there is a safety of data, it is also faster to work on less amount of data for the chosen year as compared to several years data to be queried. From statutory point of view also it is advisable to not allow to edit/update balances or stock after the finalization of balance sheet and so on.

However, when new year gets created ArtRMPP software allows to transfer all the ledger and item stocks to new year on 31st March or 1st April of next year so that one can start working in the new year immediately and avoid back-log. By practice, the provisional trial balance is carried forward to new year on 1st April as some expense voucher, journal entries and adjustment entries are being posted at a later date, even some provisional and outstanding entries are required to be posted over a period of time.

So far, it was not possible to assign code to ledger by users as it was protected and automatically assigned by system.  But because new ledgers are created in new financial year as well as previous financial year, which lead to descripancy.

We will explain above with an example: Let’s say accounting year (1-4-2011 – 1-4-2012) had 235 ledgers, which when carried forward to (1-4-2012  to 31-03-2013)  all the 235 ledger gets carried forward and if there are no new ledger codes created in either of year then there is no problem in again carrying forward closing balance from previous years database, which is possible through Administration->Update Oepning Balance from Previous Year (closing balance) option.

The problem was when in the new year say a New customer ABC is created, which automatically get 236 ledger code assigned and similarly in previous year say a ledger required to be created say OUTSTANDING EXPENSES… which also get ledger code 236, so when user updates opening balance from previous year the wrong balances get carried forward for ledger code 236 as ledger ABC would have balance of OUTSTANDING EXPENSES… With Version (2.1.55) you can now create new ledger with ledger code of your choice and even edit the existing code to new ledger code of your choice and system will change ledger code for any existing data in the system as shown below:

ledger code validation

In fact, user need not worry about new ledger code, as system automatically assigns new available ledger code as earlier, but simply allows user to edit/change which earlier was not available.

Ideally, in the New Financial Year, one should create just one ledger with value 1001 instead of 236 as the first new ledger to be created and after that all new ledgers will be created with ledger code 1002, 1003, 1004… and so on. So, when you update opening balance from previous year all the new ledgers created in previous year 236,237,238… will automatically get transferred correctly without any problem.