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:

 

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.

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.

SMS Templates introduced.

24-May-2012

As per the latest notification issued by TRAI (Telecom Regulatory Authority of India) i.e. on 5th September 2011,  which will govern telemarketing in India including SMS, voice and data.

The new TRAI regulation gives the guidelines for sending Information to its    customer(s)

•        i. in Transactional mode: 24×7
•       ii. in Promotional mode: 9:00am to 9:00pm

For Sending SMS in Transactional mode it is mandatory to register the template for sending message with the service provider.  Therefore new SMS template is introduced in the Administration->Configuration Screen->SMS Tab.

Also the Utilities->Mail Merge screen is now changed to select the template using which the SMS needs to be sent. User can now create Excel sheet containing the columns namely, Mobile No, Dynamic Text1, Dynamic Text2 to store the dynamic text to be sent to different mobile numbers and import the same by clicking the <Import Excel> button in Import Contact frame.

Earlier Bank Rconcilliation module (Reports->Accounts->Bank Reconcilliation) required user to Click on <Update / Reconcile> button to save the cheque clearance flag marked by user for the selected Bank/Month before printing the Report.

Also, there was a glitch as reported by customer. When a Cheque for lets say April was marked as cleared in May and when coming back to April, it was not showing as cleared instead of Uncleared is now fixed.

Ledger Printing: 

New, Checkbox introduced for omitting the ledger for printing, having no transaction for the selected period and opening and closing balance being ‘0’. Also the code is optimized to print ledger faster than earlier.

 

Dynamic Purchase Register.

New Purchase Register format introduced, Just click on  Reports->Purchase->Billwise Purchase Register to see new options for the purchase register as shown in the image below:

Purchase Register Options

Just click the Check Boxes to select the columns and item details as desired with tax columns dynamically appearing for different tax applied on different items.  Please note that when you click on Print-Preview button it displays the form to navigate the report between the pages and also generates the report in scratchpad folder for viewing in Notepad/Word format and print as desired.

Now Purchase Register can generate dynamic columinar report for different tax columns as shown in the image below:

Purchase Register with Dynamic Tax Columns

 

System Date format dd/MM/yyyy introduced.

Effective from 1st March, 2012, ArtRMPP now accepts and allows to install the software without changing system setting to MM/dd/yyyy format as was mandatory prior to 1st March, 2012. Earlier, user was required to go to Control Panel -> Regional Settings -> Customize -> Date -> Short Date Format to be set as MM/dd/yyyy, because that was the default date format for storing the dates in MS-Access. This was really cumbersome and strong reason for rejection by user to use ArtRM as they had to manage and swtich between dd/MM/yyyy (for Tally and some other software) and MM/dd/yyyy format for ArtRMPP.

With Public demand, we have made all effort to manage the date setting in the software and not penalize customer to manage above date settings. Now user can freely use any system date setting of their choice. The software will work perfectly with dd/MM/yyyy or MM/dd/yyyy or dd/MMM/yyyy or yyyy/MM/dd format or any other format without any problem.

Cheers!!!

Meter Reading Before and After Decanting.

Meter Reading for the Load.

Purchase Entry Form with Load Reading Button

New Button <Load Reading> introduced in Stock-In entry form as shown above to call new form for recording meter reading and Dip entry before and after decanting of loads. Software also alerts users to enter Load Reading on click of <Save> Button for Stock-In. When user chooses to record the Load Reading it will open the new form as shown below:

 

Dip Reading for the Selected Load

 

All user has to do is select the Gan (Goods Acceptance Note) number for the load of the day to select the load for which he/she wishes to enter the Dip and Meter Reading before and after decanting of load as shown in the above and below given image. Please note the Dip entry in above image. It allows user to enter the Dip in CM (Centimeter) as in the dip stock entry form and automatically get the Volume / Dip Stock from the Calibration Chart. Also note that as soon as you enter the Dip in CM for Opening Dip before decanting and Dip after decanting, it shows the variation if any as shown in above image.

 

Meter Reading before decanting of load

 

Please note that Meter Reading before decanting of next load and Closing Dip Entry before decanting of the next load is automatically retrieved from the next load entry if recorded. One can freely Select the load for which he/she wishes to record the reading and save them and switch from Next load to previous load to edit/update/refresh the reading from the next load. All user has to do is just delete the next load data and press enter to refresh the reading from the next load.  Also please note that user has to enter Testing manually (for now) which will be automatically retrieved from between the meter reading of the shifts.

 

View / Print Loads to generate Report

 

Just click on View/Print tab to view the load reading saved for different load/shifts. Just click on the Gan_No / Gan_Date of the load for which you wish the report to be generated. As soon as you click on the row, it will highlight in red as shown in the image above. Just click on the Print Preview button to generate the report as shown in the image below:

 

Stock Variation Gain/Loss between the Load

Search provided in History – Credit Slips/Indents

Now you can Search Billed Slips/Coupons/Indents/Parchi in ArtRMPP

There are times when you want to search the Slip Details after it is being billed. If the Invoice/Bill is not generated for the Slip then one can view/edit as given under:

In ArtRMPP, if the bill is not prepared all the slips can be edited/viewed in the Credit Slips -> <Slip Details> Tab by keying in the Slip No or Account Number in the search box, but if the bill is made for the slip then it is locked for editing and is hidden from the <Slip Details>.

But if the bill is generated and you don’t know which account it was posted to, then you can just click on <History> button on the bottom of the Slip Entry form to view all the slips billed and un-billed. So far there was no search option in the history screen, is now provided to help you search billed/unbilled slip as shown in the following image:

Search on History of Slips Billed/Un-Billed

 

You can now search by

• Slip No
• Vehicle Number
• Customer Name
• Item sold to customer in the slip

Make sure you select option [All] in the A/c No.  so as to make search successful.