Demonstration of Transactions Modules in Hindi

Once the masters created after Installing the Quicksoft ArtRMPP for petrolpump, it is important to navigate users and guide through work flow. This youtube video clip guides users through the daily transactions that happens on the petrol-pump. This is done in the form of Dashboard or Control panel with shortcut to every transactions to be entered on daily basis in chronology order.

Please visit http://www.quicksoftservices.com for further information or write to info@quicksoftservices.com for assistance.

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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

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.

Quicksoft PetrolPump Software Updated – Version 2.1.49

Version 2.1.49
Date Updated: 14th June, 2012

All Daily Transaction can now be exported to Excel.

Reports->Petrolpump->Daily MIS: All Petrol-pumps maintain their daily transactions on piece of paper or excel sheet, therefore we thought of providing them with the data on excel sheet so that they can easily verify the details and keep record of shift data in excel also.

Daily Entries

You can now select particular shift and export all the transaction mentioned below for the chosen shift

a) Meter Reading

b) Credit Sales Slip Details with Vehicle Details

c) Credit Card Sales

d) Petrol Card Sales

e) Credit Service (Fuel) Sales

f) Cash Sales (Fuel)

g) Cash Sales (Non-Fuel)

h) Credit Sales (Non- Fuel)

i) Credit Card / Petro Card Sales (Non-Fuel)

j) Credit Service Non-Fuel

k) Cash Receipt

l) Cash Payments

m) Purchase

n) Dip Entry for the Shift.

2.Bank Reconcilliation

can now be Printed without Clicking the Update Button. Now you can edit or delete the Uncleared cheques of the last year.

3. Purchase->Fuel Item Pricing

can now simply be Edited by Pressing Enter Key on the Last Column (Current Sell Price) . If Item Pricing for the Selected Date is already existing then system will just update the price and if the pricing does not exist for the chosen date then it will create the entry for the selected date. It will also warn you if you do not save before exiting.

4. Letter Head Printing:

Report->Sales->Customer Details (CRM)-> Misc Tab now allows you to print the Letter Head for the stationery chosen by user. Report file(s) needs to be sourced from quicksoft.

5. Cheque Printing:

Reports->Accounts->Voucher/Cheque Printing: Now you can print the Cheques as per your cheque size by clicking on Cheque Printing Tab on the form and select the date range and click on the transaction to print the cheque. You can simply key in the information for

a) Name of the Party

b) Cheque Amount  and

c) Cheque Date

Click on Print Preview Button to print the Cheque. Report to be sourced from quicksoft.

6. Meter Reading

is now Changed / Resized so as to not scroll and resize the columns which was earlier required. Also now you don’t need to use Mouse to use this module as it automatically positions to the Meter Closing/End.

7. Vehicle Master

was not opening, bug now fixed.

8. Customer Master:

New Account Number now automatically assigned to new customer and Mandatory field phone number is now brought on top frame so that user no longer need to press several Tab or Enter key to reach the phone number field. Just Enter the Name, Phone Number and press Alt-S to save the data.

9. Customer A/c Opening Form:

Customer Details Tab New button is provided to print the contract for credit custoemrs. Just click on “Credit A/c Contract” button to print the A/c opening form for credit customer.  Report to be sourced from quicksoft

Pump-boy/Salesman/Cashier-wise Sales and Collection.

Software updated to capture the salesman/cashier/pump-boy information for the following modules:

a) Credit Sales

b) Cash Sales

c) Credit Card Sales

d) Petro-card Sales

e) Cash Expenses and Cash Receipt

This feature is available by switching on the option by checking on the check-box -> Allow to Enter Salesman details for Sale/Cash  in

Administration->Configuration Screen->General Tab

Turn on Salesman-wise, pump-boy wise sale/expenses

By turning on option, it will now allow to accept salesman, pump-boy, cashier name in the above modules  as shown in the following screen.

Credit Sales Entry Screen

Same way you will find the Cashier name selection in voucher for Cash Receipt and Cash Payment – Expense vouchers.

Meter Reading module is also updated to Select pump-boy for the nozzle sale.

Various new reports will be provided to get cashier-wise / pump-boy wise details. Daily Shift Report (cashier / pump-boy wise / salesman wise).

The above was so far available in the system by keying in the salesman wise information in Meter Reading form <Denomination> button to key-in above sales information in the datagrid for the selected salesman/cashier/pump-boy. Also you could enter the cash receipt and payment in <Sales Summary> tab and enter in Cash Collection depsited with cashier/office with Denomination of notes and count as shown in image below:

Manual Salesman-wise Sales Entry Module

The advantage of manual entry for salesman meter reading / sales is you can enter two different sales man for the same nozzle in the same shift, which otherwise is not possible as unique salesman is assigned for meter reading for the given shift.

Note the <Fetch Data> button in the above image, Pressing this button will  fetch the data from the transaction for the salesman during the shift and refresh the figures in the Sales Summary Tab.

Import Meter Reading and Dip Data.

28/09/2010

Now, it is possible to Import the bulk meter reading data and dip entry data in the software without keying in manually. This is very useful particularly, in case when user intends to go online without entering data manually for past months.

Import Meter Reading Data
It is now also possible to Import Meter Reading Entry data. You will find a New Tab introduced in the Meter Reading and Dip Entry form. In the Import tab you will be asked to select the Excel File containing the Meter Reading Data / Dip Data, Click on button to select the excel file. After choosing the Excel File, user will be asked to select the Sheet containing the data for the Meter Reading/Dip Entry. By Default Excel Workbook has Sheet1, Sheet2 and Sheet3 but user may have renamed the excel sheet and therefore user will be asked to select the sheet name in which the data for the Meter Reading and Dip entry is stored. After choosing the Sheet, user has to click on the button to populate the data for the sheet in the Grid below the Populate button. If the data contained in the sheet is verified as correct then user has to click on to Import the data to the Shift Meter Reading.

Data contained in the Excel sheet should be as per the Specification given below:

Meter Reading Data

Column 1: Should contain the Shift Date, which should be in dd-MMM-yy format i.e. 01-APR-10
Column 2: Should contain the Shift_ID (1,2,3) as created in Shift Master.
Rest of the columns can contain the Meter Reading data as desired but the Column heading specification should be as given under:
e.g.
where stands for Nozzle Description as given in Nozzle Master for ULP/Petrol Nozzle Number 1 in above example. should be followed by to specify that the column contains the Meter Reading Data for the said nozzle.

Similarly for Testing data for the said nozzle you have to specify the column name as to contain the data for Petrol Nozzle 1 and so on.

Please note that the First row of the excel sheet should contain the Column Heading specifying the Data contained in the column, Second Row being the Opening Meter Reading for the First day in the sheet and third row containing the Meter closing for the first day and Meter Opening for the next day, fourth row onwards the closing meter reading data for the date in the first column and so on.

Import Dip Entry Data
Just as Import Meter Reading data mentioned above, it is now also possible to import Dip Entry data. To Import the Dip Entry data, procedure to be follow is exactly as mentioned in import meter reading data above.

1. Select the Excel File
2. Select the Excel Sheet to Import which contains the Dip Entry Data
3. Click on Button to populate the data contained in the selected sheet to preview before actually imprting data.
4. Click on Import Data button to Import the data.

Data contained in the Excel sheet should be as per the Specification given below:

Import Dip Reading Data

Column 1: Should contain the Shift Date, which should be in dd-MMM-yy format i.e. 01-APR-10
Column 2: Should contain the Shift_ID (1,2,3) as created in Shift Master.
Rest of the columns can contain the Dip Reading data as desired but the Column heading specification should be as given under:
e.g.

where stands for Tank Name as given in Tank Master for ULP/Petrol Tank in the above example. ULP should be followed by to specify that the column contains the Dip Stock Volume Data for the said Tank.

Similarly for importing the Dip Reading data for the said Tank you have to specify the column name as to contain the Dip Reading data in CM as per the calibration chart for Petrol Tank and so on.

Please note that the First row of the excel sheet should contain the Column Heading specifying the Data contained in the column, Second Row onwards being the Dip Reading data for the date in the first column and so on.