Few Updates and Optimization

Auto Generate Nozzle Wizard: When you first install the software and start creating items, tanks… Now, you can automatically create all the nozzles and tanks through the <Auto Generate> Wizard button in Master->Sales->Pump Nozzle Master. It will ask you How many Tanks and Nozzles for each tank installed for every fuel items. You must have the reading for all the nozzles handy before clicking on this button as it will ask you to enter the meter start to create all the nozzles dynamically, this can save lot of time as compared to manually entering each nozzle and selecting fuel type and tank etc.,

Batch Process: Now you can <Re-generate and Re-Post Invoice> to fix descripancy of posting for GST, AOC or Round off as the case may be.. Also Ledger posting is done if not posted correctly….

<GST/VAT Posting for Cash/Oth Sale> to fix and Post OUTPUT GST effect in the ledger the Cash Sale and other sale for OUTPUT CGST and OUTPUT SGST which was not auto posted earlier. This will work only if “Auto Post Input/Output GST?VAT Entries” in configured to be Ticked (√) in Configuration Screen->Rules Tab. However it was posting correctly for Credit Sale.

<GST/VAT Ledger Posting for Purchase> provided to fix the INPUT CGST/SGST/IGST effect in the Ledger for the purchase if the Tax Item selected during the purchase. Earlier it was calculating but only showed in the purchase register. Now you can Re-post freely without having to Edit the Entries to correct the effect depending on the Tax Type as VAT/GST or exempted as the case may be.

Meter Reading: Now you can also import the meter reading from Excel file for the day/shift and also export the data for the shift/day so entered manually or as stored for previous date by editing the shift and just click on <Export to excel> button… To be able to import data from excel the data in the sheet has to be as per the column specified by the software. To know the column specification you can export data for any date /shift and just Re-Enter the Opening and Closing Meter value in the sheet so exported.  Basically 1st Column should be the Nozzle name as created in the nozzle master and 2nd and 3rd column is Meter Start and Meter Close respectively.

25th May, 2018: Miscellaneous Updates to Optimize the Process
Batch Process Accounts is now optimized to finish the batch processing job in 1/10 the time it was taking earlier or it now completes the task 10 times faster

Auto Complete now done for most combo box selection so you don’t have to key in entire description/account in the combo box control…

Now you can View/Edit data for Every Transaction for the specified month instead of entire year earlier. Month Filter is provided in all the View Tabs for all the modules. However, you can click on <All> option to view transactions for entire year.

Rate register can now be Exported and printed in Tabular format for fuel items. Just click on <Export> button at the bottom of the form on the Fuel Item Pricing (Change Rate) form. Month filter is provided to export Rate Register only for the specified month..

Auto Cash Sale:  now validates if your slip sales (cash/credit/credit card/petro card) is more than Meter sales and will not allow to save if slip sale is more than meter sale as it can lead to wrong cash balance… Also now you can find the Item-wise sale for each shift v/s the Item-wise Meter Sale and easily find discrepancy from Reports->Sales->Sales Analysis->Meter Reading->Meter vs Slip (Item) Tab for the selected month in Meter Reading Grid on the left.

08 June 2018:
Transfer Slip(s) from One Customer to Another (Customer A to Customer B):
Due to great public demand and new module is introduced to take care of transferring all the Indents/Slips from one account/customer to another account/customer. This option can be invoked by clicking on Sales Menu->Slip Entry -> Bulk Update menu item. It will first authenticate by asking user to enter Administrators Username and Password, because the bulk update if left open can cause huge impact so only the authorized person can access this utility.

The module allows to select the source customer “Customer A” from where the slips are to be moved/transferred to target customer “Customer B”  and then select the period for which the slips to be marked for transfer as shown in the Image below.  Here the slips are intended to be moved from A/c#212 to A/c#3.

Bulk Transfer Slips.jpg

Please note that there is Month filter provided so as to select the slips/indents for the selected month, however, you can also select All for the month to ignore the month filter. You can select all the slips under the selected period/range or only mark selected slips for which you wish to do transfer.

To ensure that the above transfer of slips is safe and without any discrepancy or error we have made it mandatory that only those slips can be transferred for which invoice has not been generated. If you wish to transfer the slips for the Invoice already generated then you don’t have any other option but to delete the said invoice first. Secondly, we have to make sure that the Slips having Vehicle reference being transferred does not exist for the same customer in slips other date range than specified. If you accidentally move the slips with vehicle numbers/reference to another customer and other slips not moved/transferred can cause undefined reference error for vehicles and hence not permissible to transfer slips using MOVE method, other way is transfer slips by COPYing the vehicle numbers/reference to “customer B” but this will duplicate the vehicle numbers in the slips being transferred to “Customer A” as well as “Customer B”

10 June 2018
Set Credit Card to Active/Inactive : There are times when you stop/surrender transaction with particular Merchant Bank or Credit Card Machine in such a case you don’t want it to be shown in future credit card sales transaction entry so as to stop accidentally selecting the surrendered card/machine and avoid future editing and so on. So, now you can Activate or Inactivate the particular credit card from Master->Sales->Credit Card Master and click on the Card which you wish to edit flag. click on edit and inactivate/activate as the case may be… Save and check the effect in Sales->Credit Card Sales.

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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.

Demonstration of Master Modules in Hindi

After Installing the Quicksoft ArtRMPP for petrolpump, most of the time users need initial help on what to do first and how use the software and navigate. To help the first time users, we have created this video clip in Hindi language published on youtube to understand the process of creating company/outlet information and necessary master in a simple step by step procedure.

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

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.

Installation Procedure Clip on Youtube.

Quicksoft Petrol-pump Software Installation Procedure on Youtube.

The most frequently asked question is, How do I Install the petrol-pump software on my pc and where can I get the software from?

For those who is interested in watching the clip/movie rather than going through the detailed instructions (text), here is installation procedure on youtube in a very simple and easy to understand language.

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

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 MIS

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

Tax Invoice for Lube/Oil Sale

25/09/2010

At many petrol-pump outlets the Oil/Lube is sold in bulk or wholesale unlike the retail sale of oil. In such case it is required to issue Tax Invoice.

Quicksoft ArtRMPP now takes care of Tax Invoice generation. To be able to generate tax invoice and not disturb regular invoice as most users do not need tax invoice, we have provided this feature in
Administration->Configuration Screen->Invoice Tab.

You simply need to enable Tax Invoice by checking on the “Allow me to generate Tax Invoice by selecting Invoice type in Slip Entry” check-box. By Checking on the Check-box when you goto slip entry through credit slip or credit slip cum invoice option, it will now display the Invoice type frame above the save button for every transaction with default set to “Regular Invoice”, if you want the invoice being generated to be “Tax Invoice” then you need to select the Tax Invoice Radio Button. So when you print the invoice it will use the Tax Invoice file name specified in the Configuration Screen.

23/09/2010

Now you don’t need to goto Invoice form to edit/delete the “Slip Cum Invoice”, you simply need to click on “Slip Details” tab and select the Invoice you wish to edit/delete. Earlier version did not display the invoice generated in slip details. Please note that this feature is available only for Slip Cum Invoice i.e. Invoice generated for the slip right through slip entry form or invoice generated for the slip on the same day unlike Invoice generated for slips through invoice form.

Also lease note that Credit Slip Entry form will still not show the invoice generated as they are supposed to be edited/deleted through Invoice form. Slip Details tab will show only the slips for which the invoice is not generated. The slips get locked for which the invoices have been generated.

Department-wise billing: Now you can also generate Multiple Invoice for different departments for the same account/customer/party. All you need to do is while defining the vehicles for the customer you have to specify the department code/name for the vehicle for which it belongs to and also specify “Department-wise billing” as “Yes” in the customer master so as to generate different bills for the same account as the same customer would be making payment for all the departments.

Vehicle-wise Subtotal: If there are multiple vehicles for the customer and if customer wishes the single invoice to be generated for the multiple-vehicles but wants the subtotal to be printed for different vehicles then you just have to specify “Vehicle-wise Subtotal” as “Yes”. Otherwise it will print the Slip-Date/Slip No wise printing and not the vehicle-wise.

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