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.

 

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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

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.

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

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

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!!!

Product Sales Analysis and Customer Analysis introduced.

New Feature introduced for Product wise Sales Analysis and Customer Analysis on product purchased by customers.

Just Click on Report->Inventory->Stock/Product Ledger.

to See the two new tabs added in the Stock Ledger form.

SALES ANALYSIS

For Item-wise Sales Analysis you may click on <Sales Analysis> Tab to see the following screen.

Item-wise, Sales type wise Sales Analysis

Product Sales Analysis

Please observe the TreeView populated with Items/Products on the Top Left Corner. Just Click on the Item or Category.

For e.g. You can click on Category FUEL ITEMS or ULP, HSD, etc., under the Fuel Items Category to see the Monthly summary for the Item/Category selected below the TreeView / Bottom Left Corner of the Screen.  Also you will find the Sales Type wise summary and Transactions for all the sales type below the summary grid for full financial year 1st April, 2011 to 31st March 2012 in the above screen. Also it gives the list of Customers who have purchased the selected product in the order of value highest to lower.

Just Click on a particular Month Grid (on lower left corner) to view the Sales Type wise Summary for the particular month and the transactions for the said month.

Now, you can also click on particular Sales Type to view the transactions for the selected Sales Type in the Transaction grid below the Sales Type summary grid.

Just click on the Excel <Button> with icon/logo  <X> ( a  logo for Excel) displayed to the left of Total on lower left of the screen to export all the grids in different sheets as shown below:

Sales Transaction Export to Excel

Sales Transaction Export to Excel

Please observe the Sheets at the bottom of the  image shown above.

Monthly_Movement showing the Monthly Sales summary

Sales_SlipType-wise showing the summary of Sales for the Sales Type

Transaction_Detail shown in the above image

and

Customer_Lifting showing the Customer-wise total purchase by each customer in the order of highest to lower.

CUSTOMER ANALYSIS

Just click on the Tab <Customer-wise Item-wise> to see the following screen:

Customer wise Sales Analysis showing Item-wise lifting.

Customer wise Sales Analysis showing Item-wise lifting.

Please observe the TreeView populated with Items/Products on the Top Left Corner. Just Click on the Customer to see the Monthly summary for the Selected Customer  below the TreeView / Bottom Left Corner of the Screen.  Also you will find the Item-wise lifting summary and Transactions for the All Items just below the summary grid for full financial year 1st April, 2011 to 31st March 2012 in the above screen.

Just Click on a particular Month Grid (on lower left corner) to view the Item-wise lifting/sales  Summary for the particular month and the transactions for the said month.

Now, you can also click on particular Item  to view the transactions for the selected Item  in the Transaction grid below the Item-wise Sales summary grid.

Please observe the Radio Button option

  • Date-wise
  • Vehicle-wise

on the center of the screen above.

Just click on the desired option to view/export data date-wise or vehicle wise as shown in the excel sheet image below:

Just click on the Excel <Button> with icon/logo  <X> ( a  logo for Excel) displayed to the left of Total on lower left of the screen to export all the grids in different sheets as shown below:

Customer-wise Sales Analysis Exported to Excel

Customer-wise Sales Analysis Exported to Excel

Top of the are in the above excel sheet image shows dump of transaction exported date-wise and bottom of the image shown in coloured shades showing vehicle-wise, date-wise export of transaction along with the following sheets.

Monthly_Movement

and

Item-wise lifting

Whats New

30/09/2010
Introduced new features Whats New.

The New features Whats New is accessible from Menu Help->Whats New.

As the name suggests, Whats New pertains to what is new in the software or the new updates available in the software. Every time any changes or update in the software or fixing of bug in the software is now updated and uploaded on the blog, which can be viewed from the software by clicking on the whats new menu item.

So now, you can click on Whats new before downloading the software to check if any important changes/updates in the software useful for you, then you can download or continue using the same last version.

In fact, whats new takes you to in-built web browser now provided in the Quicksoft ArtRMPP software. So now, you don’t need to come out of the software to surf or visit any site or for google search, etc., When you click on whats new, it by default takes you to the https://artrmpp.wordpress.com a blog site created specifically to upload the changes in the petrol-pump software and notify existing customers of updates in the software, which otherwise was very difficult and time consuming to inform to all the customers. Informing all the customers would also be costly and highly time consuming if to be informed by calling each of them, even mailing would not reach to all the customers as people use multiple email accounts and so on.

In the browser, we have also provided the Bookmark Button button next to Go Button to save the url surfed by you just like add to favourite provided in Internet Explorer. Also you can goto any of your favourite site by clicking on the My favourite button in the tool bar. By default following sites are added in the My Fvourite
https://artrmpp.wordpress.com
http://www.quicksoftservices.com
http://www.petrolpump.co.in
http://www.google.com
http://www.teamviewer.com
http://www.iocl.com
http://www.hindustanpetroleum.com
http://www.bharatpetroleum.in
http://www.ril.com
http://www.essar.com
http://www.petrolplaza.com

Also there is a Quicksoft Services logo/button provided to switch to http://www.quicksoftservices.com

Mass Mailing / Mail Merge
Now you can send mail to your customers, suppliers or employees the email from inside the software by clicking on the Utilities->Mail Merge menu item. In fact, in the previous version also the Mail Merge was working to send the email, but it was using the cumbersome MAPI protocol, the Mail API Protocol would use the Mail Outlook which was also slow and not very reliable to send the mail through vb application. So now, we have changed it to use built in CDO protocol to send the email.

Just Select the customer, suppliers or employees to whom you would like to send the email. Click on the particular customer for which the email address is already entered in the customer master. As soon as you click on the customer it would display the email address for the selected customer in the text box. Next enter the text you would like to send and select the attachment / file to be send as attachment and select text format for body text as HTML or Text format. You can also copy paste you HTML code in the body text area to send the text as HTML message.

Click on the Send Message to send the email.

Loss on Sale of Lube

29/09/2010

While entering the Slip/Indent entry at times it is required to know, if there is no loss on sale of lube or fuel. ArtRMPP, now shows the alert for any loss on sale of every item that is being sold so as to correct the selling price or at-least have knowledge on loss that will be incurred. At the time of saving transaction also the ArtRMPP will show warning on loss that will be incurred if transaction is saved. However, user can change the selling price to minimize the loss or abandon the transaction altogether. If out of lets say three items in the bill say there is a loss in two items as given below but profit in one item will be calculated and will be notified of actual loss on bill

1. MAK 2T 5L -1200
2. ULP +200
3. MAK ELITE 1L -100

Will give the total loss of Rs.1100/-

Delete Fuel Item Pricing
Now it is possible to delete a particular Fuel Item pricing entry for a particular item for a given date. If user finds that there are wrong fuel item pricing entered in the system and would like to correct then it is now possible to remove the wrong fuel item pricing entry. Also you can search the Fuel Item Pricing for a particular item or for the particular date for all the item and so on.

Just double click on the Item for which the Item Pricing entry is to be removed and then click on the delete button to delete the entry.

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