aplus user manual.pdf

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Aplus Accounting for Windows

1

AAPPLLUUSS Retail Portal System

(RPS)

User Manual

TM




2

CHAPTER 1

Aplus USB Keylock Installation Guide

There are 3 type of Aplus Keylock:

Keylock Installation Rockey2 = No driver require. (Plug & Play)

Rockey4 Standalone = Rockey4 Driver require

Rockey4 Network = Rockey4 Driver and Net services required.

Rockey2 Rockey4 Standalone Rockey4 Network




3

Step to Rockey4 Keylock Driver Installation Step

1. Run Rockey4 keylock driver Setup. Click Next button to continue.

2.

Do Not change the default option during installation, just click next button to continue until

installation complete.

3. Setup completed, just click OK button to exit setup.

For standalone keylock (Blue colour keyock ), please restart computer.

For Network version keylock (Red colour keylock ), Do Not restart computer and please

continue to install Net Services program.

4. Plug-in the Rockey4 keylock into computer USB port and waiting for windows complete the

new hardware detection, then restart computer again. After restart, installation complete.




4

Step to Install Rockey4 Net Services program

Please make sure the USB Rockey4 keylock is not connected to your computer USB port before

start Net Services installation.

1.

Run Rockey4 Net Services program Setup. Click Next button to continue.

2. After installation complete, the service program will auto running in system tray.

3. Restart computer.

4. Plug-in the Aplus USB Rockey4 keylock to computer USB port.

5.

After the USB Rockey4 keylock is detected and ready to use, restart computer again.

6. Finish. You may run the Aplus software program at your main computer and client computer

now.

If program still reported for no authorization at client/workstation computer again, please check for

windows Firewall setting, and Clicfg.ini file setting.




5

Windows XP Firewall Setting.

1. Go to Control panel on the Main Computer (Computer attached Aplus Rockey4 Keylock)

2. Double click on Windows Firewall option. (Security Centre)

3.

Skip and exit this step if Windows Firewall is Off.

If Windows Firewall status is ON, then go to the Exceptions page.




6

4. Click Add port button to open the TCP and UDP Port 3152 for Aplus Rockey4 keylock.

5. Finish.

If any third party Antivirus or Firewall program installed, please open the 3152 TCP and

UDP port for Rockey4 Net Services program and set the all permission for the Aplus program.




7

Clicfg.ini File Setting

Clicfg.ini is a configuration file for the Rockey4 keylock. (Not effect to the rockey2 keylock.)

1. Enable

This option must set equal to Y.

2. Time Out

Time duration setting to seek Rockey4 key. For slow computer, recommended set to 5.

3. SearchFlag

Setting to set searching mode. Default is 0. Set to 1 for custom mode, user must define the IP

address of computer are connected the Rockey4 keylock at the search list.

4. SearchList

Set the Main computer IP here for custom SearchFlag mode.

1

2

3

4




8

CHAPTER 2

GENERAL LEDGER

In this chapter, you will learn about:

i. Setting your accounting Period

ii. Adding / editing / deleting Chart of Account

iii. Budgeting Entry / Editing Budget

iv. Adding / editing / deleting Account Group

v. Adding / editing / deleting Cost Centre

vi. Adding / deleting Particulars

vii. Editing Source Code

viii. Defining Batch Title

ix.

Changing Account Codex.

Delete Inactive Account

xi.

Servicing Table

xii. Currency Table

xiii. Cashier Table

xiv.

Salesman Table

xv.

Area Table

xvi. Class Table

xvii. Pay mode Table

xviii.

Tax Table

xix.

Term Table

Aplus Accounting for windows uses windows screen and its icon for you to

operate the modules and their options.

Screen




9

2.1 Accounting Period

Aplus Accounting uses a twelve-month accounting period in a fiscal year. The

system allows you to keep up to eight (8) fiscal years of data. To start off, you

must set your opening date.

How to set Fiscal Period for your account?

Click Setup System Setup Setup Fiscal Period

You cannot change the accounting period after you exit this screen and

having entered account transactions.

Screen

Opening Date

Eight (8) years accounting period

Click SAVE icon to

confirm accountingperiod




10

2.2 Chart of Accounts

Aplus General Ledger uses either numeric or alphanumeric account range to

define its chart of accounts. Chart of accounting is for organizing the accounting

entries of a business under the Balance Sheet and Income Statement. You may

use 4 digits or 16 characters length account code to suit your accounting system. You have to define each of your account according to its type and detail. You can

create your own chart of accounts one by one, if you like. Or, you can use Aplus

standard installation with its sample chart of accounts. Later you may delete the

unwanted accounts or modify its account’s name.

2.2.1 Account Type

a. Balance Sheet

Contain the asset, liability and equity accounts.

b. Expense / Purchase

Cost for purchase of goods or money paid to operate the

business, utilities & rent.

c. Income / Sales / Revenue

The money received for products and services sold.

d.

Profit / Loss (Accumulated)Accumulated earning from a business.

2.2.2 Account Details

1. Sales / Income / Revenue

2. Discount Allow / Sales Return

3. Opening Stock (P&L)

4.

Purchase / Cost of Goods Sold5.

Closing Stock (P&L)

6. Operating Expenses Group 1




10. Other Incomes

11.

Other Losses

12. Disposal of fixed asset (Gain/Loss)

13. Provision For Tax

14.

Propose Dividend15.

Adjustment After Net Profit




11

16. Cash

17. Bank

18. Fixed Assets

19. Accumulated Depreciation Account

20. Current Assets

21.

Trade Debtors22. Other Debtors

23. Stock (Balance Sheet)

24. Current Liabilities

25. Trade Creditors

26. Other Creditors

27. Long-Term Liabilities

28. Capital / Drawing Account

29. Accumulated Profit / (Loss)

30. Long Term Investment / Intangible Asset

31.

Proposed / Provision Dividends

32. Profit & Loss Adjustment

33. Prepayment

34. Accrual

35. Purchase of Raw Materials

36. Opening Stock - Raw Materials

37. Carriage Inwards / Freight

38. Closing Stock - Raw Materials

39. Direct Cost / Wages

40.

Direct Expenses41. Factory Overhead Expenses

42. Opening Work in progress

43. Closing Work in progress

44. Opening Stock - Packing Raw Materials

45.

Closing Stock - Packing Raw Materials

46. Purchase of Packing Raw Materials




12

2.2.3 Account Range

Account range is from 1000 to 9999 or 100000 to 999999. You may also set

your own account range. Account code can be defined in numeric or

alphanumeric. But maximum account code length is 16 characters.

1000 - 1399 CASH / BANK

1400 - 1499 OTHER ASSET

1500 - 1599 STOCK

1600 - 1799 FIXED ASSET

1800 - 1899 DEPRECIATION

1900 - 1999 CONTROL ACCOUNT

2000 - 2999 DEBTOR ACCOUNT

3000 - 3699 CREDITOR ACCOUNT

3700 - 3799 LIABILITY

3800 - 3899 CAPITAL

3900 - 3999 PROFIT & LOSS

4000 - 4499 SALES

4500 - 4999 SALES RETURN / DISCOUNT ALLOWED

5000 - 5999 REVENUE

6000 - 6299 PURCHASE

6300 - 6399 PURCHASE DISCOUNT RECEIPT

6400 - 6799 COST OF GOODS SOLD

6800 - 6899 OPENING STOCK

6900 - 6999 CLOSING STOCK7000 - 9999 EXPENSES

To assist you in speeding up your installation, Aplus Accounting provides a

sample chart of account. To suit your needs, you may add any new account, edit

account name or delete account where necessary.




13

2.2.4 Add / Edit / Delete /Print Chart of Account

At windows screen, clickChart of ccount

to obtain the below screen. This screen

allows you to add a new account into the system, edit the account’s particulars or

delete unwanted account. You may use this screen to print your chart of accounts.

ClickPICK

icon or press function [F2] to display chart of accounts on the screen.

Screen




14

2.3 Budget Entry

This option allows you to preset your budgeted amount to your selected accounts.

[Module] [General Ledger] [Budget Entry]

Screen




15

2.4 Group Account

Aplus General Ledger allows you to enter an unlimited number of account groups

for your accounting system.

[Module] [General Ledger] [Group Account]

Screen

Add new group

Delete group




16

2.5 Cost Centre

Aplus General Ledger allows you to enter unlimited cost centre for your

accounting system.

[Module] [General Ledger] [Cost Centre]

Screen

Add new cost centre

Delete cost centre




17

2.6 Particulars

Aplus General Ledger allows you to enter unlimited standard particulars into your

accounting system. It is very useful for repeated entries using common terms. . To

add new particular into table, just press [INS] key. Press [ENTER] to edit particular.

The items in the particular table are automatically arranged in alphabetical order.

[Module] [General Ledger] [Particulars]

Screen

Add new particular

Delete particular




18

2.7 Source Code

This source code allows you to mark each of the transaction you have keyed in

with a source. The source code can be easily defined as shown below from 0 to 9.

Later, you can print general ledger by source code.

[Module] [General Ledger] [Source Code]

Screen




19

2.8 Batch Title

Aplus accounting allows you to organize your accounts by entering transactions

by batches. There are 300 batch titles for you to define.

[Module] [General Ledger] [Batch Title]

Screen




20

2.9 Change Account Code

This option allows you to change your general ledger account code. All accounts

in the transactions will be automatically changed to new account code as you

confirmed.

[Module] [General Ledger] [Change Account Code]

Screen

Enter account code you

want to change

Enter new account code

Click Save to confirm




21

2.10 Delete Inactive Account

This option allows you to delete an inactive account.

[Module] [General Ledger] [Delete Inactive Account]

Screen

2.11 Table Setup

Table setup allows you to define country currency, salesman code, classes ofcustomers and payment mode for bank and credit charges.

1) Currency Table

2) Salesman Table

3) Area Table

4) Class Table

5) Paymode Table

6) Tax Table

7) Term Table




22

2.11.1 Currency Table

Currency table allows you to key in or store your foreign exchange rates into Aplus

Accounting System. The exchange rate will be automatically use to calculate the

gain or (loss) of any foreign currency account transaction such as invoices and

payment receipts.

[Module] [General Ledger] [Table Setup]

[Currency Table]

Screen




23

2.11.2 Salesman Table

Salesman table allows you to define your salesman code, employee payroll code

and sales distribution account. You can print any financial report by salesman.

[Module] [General Ledger] [Table Setup][Salesman Table]

Screen




24

2.14.3 Area Table

Area table allows you to define your customers and vendors by sales and

purchase area. It is useful when you want to print your customers’ account

statement and other financial reports by sales area.


[Area Table]

Screen




25

2.11.4 Class Table

You can classify your customers by their class of transactions or group.


[Class Table]

Screen




26

2.11.5 Pay mode Table

Pay mode table allows you to auto compute your bank and credit card charges.

Use pay mode formula to compute bank or credit card charges amount. To add

new pay mode into table, just move cursor down to empty column. To delete pay

mode from table, press [Ctrl] and [Del] key together.


[Pay mode Table]

Screen

Bank / credit card charges(Debited account)Bank account

Bank charges 3%




27

2.11.6 Tax Table

Tax table allows you to define tax formulae for sales tax or GST.

Click [Module] [General Ledger] [Table Setup]

[Tax Table]

Screen

Tax I.D.

Tax Particular

Tax Account

Tax Formula




28

2.11.7 Term Table

Term table allows you to define credit terms.

Click [Module] [General Ledger] [Table Setup]

[Term Table]

Screen




29

CHAPTER 3

DEBTOR LEDGER

This module allows you to create or enter your debtor information such as

debtor's name, address, telephone number, fax number, contact person and itscredit limit.

Screen




30

3.1 Debtor Enquiry

This screen is for you to do debtor enquiry, add new debtor's record, edit and

delete record, print debtor's accounts statement, print envelope, print standard

letter or quotation, view statement, etc.

[Module] [Debtor Ledger] [Debtor Enquiry]

Screen

Account Code

Company Name

Corresponding

address / InvoicinDelivery

address

Credit Limit




31

3.1.1 Button Function keys

Button Description Function Key

Display debtor's name by account code.F2 (by Code)

F3 (by Name)

Edit / change debtor's record. F 6

Add new debtor's account. F 7

Delete debtor’s account.

Save the editing/changing debtor’s record.

Cancel current action.

View debtor's statement of account on screen. F 4

Print debtor's statement of account. F 8

View debtor's unpaid bill of account on screen. F 11

Knock Off contra transaction. F 12

Print debtor’s address on envelop.

Close Debtor Enquiry Screen. ESC

Enter Payment from debtor.

Enter Invoice to debtor.

Enter Credit Note to debtor.

Enter Debit Note to debtor.




32

3.2 VIEW REPORT

This option allows you to view Debtor Journals on the screen, just select the

following options.

i.

Debtor Balance.ii. Debtor Ledger.

iii. Unpaid Invoices.

3.2.1 Debtor Balance

This option allows you to view Debtor Balance report.

[Module] [Debtor Ledger] [View Report][Debtor Balance]

Screen

Brought forward date Closing date

Account Balance




33

3.3.2 Debtor Ledger

This option allows you to view debtor’s ledger on the screen. You may select one

or more accounts for viewing. Starting and ending dates enable you to view

transactions by date range.

[Module] [Debtor Ledger] [View Report]

[Debtor Ledger]

Screen

Debtor’s Account

Debtor’s Name




35

3.3 REPORT

This option allows you to print the following debtor reports.

i. Debtor List

ii.

Unapplied Payment Itemiii. Statement of Account.

iv. Debtor Balance.

v. Debtor Ledger

vi. Debtor Ageing Summary Report.

vii. Top Sales Volume Report.

viii. Unpaid Invoice Report.

ix. Invoice Report

x. Payment Report

xi. Error Journal Report.

[Module] [Debtor Ledger] [Report]

Screen




36

3.3.1 Print Debtor List

This option allows you to print debtor list with or without address. You may print

this debtor list by sales area and by salesman.

[Module] [Debtor Ledger] [Print Report][Print Debtor List]

Screen




37

3.3.2 Print Unapplied Payment Item

This option allows you to print unpaid invoices by account code and period.

[Module] [Debtor Ledger] [Print Report]

[Print Unapplied Payment Item]

Screen




38

3.3.3 Print Statement of Accounts

This option allows you to print debtor’s monthly account statement. You can

either print all or a selected debtor. Brought forward date and closing date can be

defined before printing the statement of account. Post dated cheque payments

will be printed after the last transaction of the statement.


[Print Statement of accounts]

Screen




39

3.3.4 Print Debtor Balance

This option allows you to print debtor balance report by sales area and by

salesman.

[Module] [Debtor Ledger] [Print Report][Print Debtor Balance]

Screen




40

3.3.5 Print Debtor Ledger

This option allows you to print debtor ledger report by sales area and by salesman.

There is an option to print detail of journal with its narrations.

[Module] [Debtor Ledger] [Print Report][Print Debtor Ledger]

Screen




41

3.3.6 Print Ageing Summary

This option allows you to print debtor ageing summary report. You can select your

report printing either in Account or Customer's name order.

[Module] [Debtor Ledger] [Print Report][Print Ageing Summary]

Screen




42

3.3.7 Top Volume (Sales)

This option allows you to print top sales volume by period.


[Top Volume]

Screen

Number Debtors tolisting of Top Volume




43

3.3.8 Print Unpaid Invoice

This option allows you to print customer's outstanding or unpaid invoices report

by salesman and by sales area.

[Module] [Debtor Ledger] [Print Report][Print Unpaid Invoice]

Screen

With Foreign Currency




44

3.3.9 Invoice Report

This options allows you to print sales invoice journal by account code, salesman

and by period. Invoice transactions report can be printed either in date or invoice

number order.


[Invoice Report]

Screen

By Invoice Date

By Invoice Number




45

3.3.10 Payment Report

This option allows you to print customer’s payment journal. Payment or receipt

report can be printed either in receipt number or data order.

[Module] [Debtor Ledger] [Print Report][Payment Report]

Screen

By Voucher Date

By Voucher Number




46

3.3.11 Error Journal Report

This report highlights to you error(s) in your creditor report by listing the debtor

accounts whose balances do not tally with the “Unpaid Invoice” amount. To

rectify error(s) in this report; go to “debtor Enquiry”, select function [F11] for

“Unpaid Invoice” and [F6] to adjust the balance column figure accordingly.


[Error Journal Report]

Screen

Starting Account Code

Ending

Account Code By Sales Area




47

CHAPTER 4

CREDITOR LEDGER

This option allows you to enter or add your creditor's account into the system.

Screen




48

4.1 CREDITOR ENQUIRY

This option allows you to do Creditor enquiry, add new creditor's record, print or

view creditor's account statement, print envelope, print standard letter or

purchase order, etc.

[Module] [Creditor Ledger] [Creditor Enquiry]

Screen

* Information of buttons & function key please refer to the chapter 3 (Debtor

Enquiry, page 34)

Creditor’s Address

Account Code Company Name

Memo / otherdetail




49

4.2 VIEW REPORT

This option allows you to view all creditors’ account reports on the screen.

i. View Creditor Balance

ii.

View Creditor Ledgeriii. View Unpaid Invoice

4.2.1 View Creditor Balance

This option allows you to view creditor balance report on screen.

[Module] [Creditor Ledger] [View Report]

[View Creditor Balance]

Screen

Creditor’s Account Balance




50

4.2.2 View Creditor Ledger

This option allows you to view creditor ledger on screen.

[Module] [Creditor Ledger] [View Report]

[View Creditor Ledger]

Screen

Creditor Name

Creditor Account Code

Transaction references




51

4.2.3 View Unpaid Invoice

This option allows you to view all outstanding invoices due to your creditors on

the screen.

[Module] [Creditor Ledger] [View Report][View Unpaid Invoice]

Screen

CreditorAccount Code

Total due amount

Due amount

Payment amount

Invoice amount




52

4.3 PRINT REPORT

This option allows you to print creditor account reports.

i. Creditor List

ii.

Unapplied Payment Itemiii. Statement of Account.

iv. Creditor Balance.

v. Creditor Ledger

vi. Creditor Ageing Summary Report.

vii. Top Volume Report.

viii. Unpaid Invoice Report.

ix. Invoice Report

x. Payment Report

xi. Error Journal Report.

[Module] [Creditor Ledger] [Print Report]

Screen




53

4.3.1 Print Creditor List

This option allows you to print Creditor list with or without address.


[Print Creditor List]

Screen




54

4.3.2 Unapplied Payment Item

This option allows you to print unapplied item for payments.


[Unapplied Payment Item]

Screen




55

4.3.3 Print Statement of Account

This option allows you to print creditor account statements.


[Print Statement of Account]

Screen




56

4.3.4 Print Creditor Balance

This option allows you to print creditor account balance.


[Print Creditor Balance]

Screen




57

4.3.5 Print Creditor Ledger

This option allows you to print creditor ledger.


[Print Creditor Ledger]

Screen




59

4.3.7 Top Volume

This option allows you to print top purchase volume.


[Top Volume]

Screen

Number Creditors to

listing of Top Volume




60

4.3.8 Print Unpaid Invoice

This option allows you to print all unpaid invoice due to your creditors.


[Print Unpaid Invoice]

Screen

With foreign currency

Sales Area




62

4.3.10 Payment Report

This option allows you to print payment report.


[Payment Report]

Screen

By Voucher date

By Voucher number




63

4.3.11 Error Journal Report

This report highlights to you error(s) in your creditor report by listing the creditor

accounts whose balances do not tally with the “Unpaid Invoice” amount. To

rectify error(s) in this report; go to “creditor Enquiry”, select function [F11] for

“Unpaid Invoice” and [F6] to adjust the balance column figure accordingly.


[Error Journal Report]

Screen




64

CHAPTER 5

ENTRY

Aplus Accounting always makes entry easy for user.

There are four types of entry you can use to enter your account transactions.

1. Batch Entry

2. Cash Sales Entry

3. Cash Purchase Entry

4. Cash Book Entry

5. Debtor Entry

6. Creditor Entry

7.

Payroll Entry8.

Reprint Voucher

Screen




65

Batch

Batch enables you to enter transactions by batch number. You may define a

batch title for the type of transactions you intended to enter. Organize your batch

number and its title will enable you to trace and edit any transaction easily.

5.1 BATCH ENTRY

There are five options available for batch entry. Any posted batch of transaction

can be edited or deleted by using this option. All batch of transaction must be

posted to update the general ledger.

1. Opening Balance.

2. Quick Entry.

3.

Edit/Delete Posted Transactions.

[Entry] [Batch Entry]

Screen




66

5.1.1 Opening Balance

This option allows you to enter or edit your Opening Balance. Use function key

[F8] to print opening balance report. To clear all opening balance amount, just

click “Clean All” button.

[Entry] [Batch Entry] [Opening Balance]

ScreenTotal debited

amount

Total credited

amount

Debited amount

Credited amount

Print openingbalance report

Clear all

opening amount

Foreign currency amount

Account

Code




67

5.1.2 Quick Entry

For any equal debit and credit entry, "Quick Entry" is recommended. Once you

have entered the transaction date, reference, amount and its debit and credit

accounts, the computer will automatically split the debit and credit transactions

into two transactions in a single entry.

Furthermore, a multiple debit or credit entry makes your work more organized

and manageable. You can enter either the debit or credit account first before

working on other figures. For example, you can enter three debit entries such as

electricity, telephone and water charges first before you enter the lump sum of

credit amount to the credited account.

The system of entry will automatically monitor the balance of each batch before

you are allowed to post into the individual account.

Beside that, Aplus provides a useful facility to edit or delete un-posted

transactions as well as posted transactions.

Hence, it makes you work faster, easier and more efficient.

[Entry] [Batch Entry] [Quick Entry]

Screen




68

5.1.3 Edit / Delete Posted Transaction

Once you have entered transactions using batch entry, you must post the batch

of transactions to update the general ledger. Any unbalanced batch will not allow

to post.

[Entry] [Batch Entry] [Edit/Delete Posted Transaction]

Screen

Total credited amount

Total debited amount




69

5.2 CASH SALES ENTRY

This option allows you to enter cash bill transactions.

[Entry] [Cash Sales Entry]

Screen

Cash Bill Date

Cash Bill Number

Cash Bill Amount

Click here for multicredited account.




70

5.3 CASH PURCHASE ENTRY

This option allows you to enter cash purchase transactions.

[Entry] [Cash Purchase Entry]

Screen

Cash Purchase Receipt Date

Cash Purchase Receipt Number

Cash Purchase Amount

Click here for multidebited account.




71

5.4 CASH BOOK ENTRY

There are three types of computerized voucher printouts. Each entry has its own

format of entry. You can press <F1> for any assistance on this option.

1.

Payment Voucher.2. Receiving Voucher.

3. Contra / Credit Entry.

4. Edit / Delete Transactions.

[Entry] [Cash Book Entry]

Screen

Note:

All cash book entry transactions will be recorded in a daily batch. Daily batch

number will be automatically generated by computer. You must enter the

date of transactions in order to recall them.




72

5.4.1 Payment Voucher

For any payment of your expenses, this option allows you to print out your

payment voucher without having to know any accounting principle. The computer

will first ask which account is to be credited. (Example, by Cash, Bank, Credit

Card, etc. then followed by transaction reference, date and payment details.) Youcan enter unlimited numbers of debit side of your transactions. Batch number

can be user defined or computer generated.

[Entry] [Cash Book Entry] [Payment Voucher]

Screen

Accounting

period

Batch

Number

Credited account

Date of Transaction

Voucher number or computergenerated auto voucher

Amount to

be credited




73

5.4.2 Receiving Voucher

This option allows you to print Receiving Voucher in the event you receive cash or

funds. Just enter the account to be debited and the particulars of the transaction,

followed by the account to be credited. Daily cash sales transaction can be

entered easily by using this option.

[Entry] [Cash Book Entry] [Receiving Voucher]

Screen

Credited Account

Debited Amount

Debit Cash Account




74

5.4.3 Contra Voucher

The contra voucher is useful when you do inter-bank contra or cash transfer to or

from the bank. This option also allows you to print contra voucher for audit

purposes.

[Entry] [Cash Book Entry] [Contra Voucher]

Screen

Debit Bank

Credit Cash in hand

Credit amount




75

5.4.4 Edit / Delete Posted Transaction

This option allows you to edit any posted transaction or delete any unwanted

transaction. Select the accounting period and its batch to locate the wanted

transaction.

[Entry] [Cash Book Entry] [Edit/Delete Transaction]

Screen




76

5.5 DEBTOR ENTRY

This option allows you to enter all debtors’ transactions, such as, sales invoice,

receipts, debit or credit entry, contra account and edit or delete posted

transactions.

There are six options in debtor entry:

1. Receive Payment.

2. Invoice Entry.

3. Debit Note.

4. Credit Note Entry.

5. Contra Account.

6. Edit / Delete Transactions.

[Entry] [Debtor Entry]

Screen




77

5.5.1 Receive Payment

This option allows you to enter all your debtor’s payments and print its receipt.

Just select the debtor's account followed by its payment details. If there is any

bank charge, it will be automatically debited to its account.

[Entry] [Debtor Entry] [Receive Payment]

Screen

Debtor Account Receive amount

DebitedAccount

Receipt Voucher Number

Receipt Date

Cash / Cheque Number




78

5.5.2 Invoice Entry

This option allows you to enter your debtor’s sales invoices by month. Aplus

Accounting will assign a batch number for invoices by month. Just select your

debtor code and follow logical sequence; your invoice will be updated

automatically. Aplus invoice entry also provides multiple credit entry for accountposting.

[Entry] [Debtor Entry] [Invoice Entry]

Screen

Credit Account

Invoice Number

Invoice Amount

Invoice date

Debtor Account Code

Reference




79

5.5.3 Debit Note Entry

This option allows you to enter all your debtor’s transactions by Debit Notes.

[Entry] [Debtor Entry] [Debit Note Entry]

Screen

Debit NoteAmount

Debtor Account Code

Debit Note Date

Debit NoteNumber

Debit Account

Debit NoteParticular




80

5.5.4 Credit Note Entry

This option allows you to enter all your debtor’s transactions by contra accounts.

[Entry] [Debtor Entry] [Credit Note Entry]

Screen

Debit NoteAmount

Debtor Account Code

Credit Note Date

Credit Note

Number

Credit Account

Credit NoteParticular




81

5.5.5 Contra Account

This option allows you to enter all your debtor’s transactions by contra accounts.

[Entry] [Debtor Entry] [Contra Account]

Screen

ContraAmount

Debtor Account Code

Credit Note Date

Contra Account

Reference




83

5.6 CREDITOR ENTRY

This option allows you to enter all your creditor’s transactions such as purchase

invoice, payment, debit or credit note, contra account and edit or delete posted

transactions.

[Entry] [Creditor Entry]

Screen




84

5.6.1 Payment Entry

This option allows you to enter all payments to your creditor’s account. Just

select the creditors’ account follow by its payment details.

[Entry] [Creditor Entry] [Payment Entry]

Screen

PaymentAmount

Creditor Account Code

Payment Date

Cash / Bank Account

Particular

Payment Voucher

Number




85

5.6.2 Purchase / Debit Entry

This option allows you to enter all your creditor's Invoice and Debit note by month.

[Entry] [Creditor Entry] [Purchase/Debit Entry]

Screen

Purchase InvoiceAmount

CreditorAccount Code

Payment Date

Purchase / Debited Account

ParticularPurchase InvoiceNumber




87

5.6.4 Contra Account

This option allows you to enter your creditor's transaction by contra accounts.

[Entry] [Creditor Entry] [Contra Account]

Screen

Contra AmountCreditorAccount Code

Transaction Date

Credited Account

Particular

Reference




88

5.6.5 Edit / Delete Transactions

This option allows you to edit any transaction after being posted. Just select the

month when the transaction was posted then editing can be easily done.

[Entry] [Creditor Entry] [Edit/Delete Transactions]

Screen




89

5.7 Payroll Entry

This option allows you to do payroll entry.

[Entry] [Payroll Entry]

Screen

Accounting DateReference

Account CodeDebited Amount

Credited Amount




90

5.8 Reprint Voucher

This option allows you to reprint Payment Voucher & receipt.

[Entry] [Reprint Voucher]

Screen




91

CHAPTER 6

VIEW

This option allows you to view account balance and general ledger on the screen.

Screen




92

6.1 ACCOUNT REPORT

This option allows you to view all accounts or journals on screen. The five reports

are as follow:-

i.

By Accountii. By Group

6.1.1 Account Report by Account

This report gives you a seventy-two month analysis of the selected account.

[View] [Account Report] [By Account]

Screen




94

6.2 Account Balance

This report displays the account balance of each account you have in the system.

[View] [Account Balance]

Screen

Month of period

Account code

Accountdescription

Brought forward amount

Account balance

Credit

amount

Debit amount




95

6.3 General Ledger Account

This report allows you to view transactions of your selected account.. You may

select an accounting period by entering the starting and ending date to specified

range of transactions to view. The transactions can be displayed with or without a

brought forward balance.

[View] [General Ledger Account]

Screen

Account code

Balance

Transaction particular

Reference

Transaction date




96

6.4 View Batch of Transaction

This option allows you to view all transactions by batch number. It enables you to

check on previously posted batch of transactions.

[View] [View Batch of Transaction]

Screen

Account Year Batch No.

Transaction DateAccount

Reference

Reference #2

Particular




97

6.5 SEARCH / EDIT TRANSACTION

This is a powerful and versatile search option. You only have to specify any of the

following field and the system will help you to track down the transaction(s) you

need to edit or delete:

i. Batch

ii. Date

iii. Account

iv. Reference #1

v. Reference #2

vi. Particular

vii. Amount

viii. Cost centre

ix. Group

[View] [Search / Edit Transaction]

Screen

Screen




103

7.3 Profit Loss

Profit & Loss financial report can be printed on computer form or on screen for

preview purposes. Profit & Loss can be easily defined or modified by the user

using the [Utility] edit Profit & Loss option.

[Report] [Profit & Loss]

Screen

Profit & Loss Report Format

Account Period




104

7.4 Manufacturing Account

This option allows you to print manufacturing account.

[Report] [Manufacturing Account]

Screen




109

7.9 Batch Title Report

This option allows you to print batch title.

[Report] [Batch Title Report]

Screen




110

CHAPTER 8

UTILITY

There are nine options as follow:-

1. Data Maintenance.

2. Periodic Process.

3. Closing Stock Entry.

4. Lock Accounting Period.

5. Combine Account.

6. Consolidate

7. Report Generator

8. Backup Data.

9.

Restore Data.

Screen




111

8.1 Data Maintenance

There are four options allow you to maintain or recover your data.

1. Batch Checking.

2.

Period Checking.3. Data Recovery.

4. Unpaid invoices.

Screen




112

8.1.1 Batch Checking

This option helps you to trace any un-balanced batch in your transactions. The

respective un-balanced batch number will be displayed on the screen for your

reference.

[Utility] [Data Maintenance] [Batch Checking]

Screen

Accounting Fiscal Period

Batch number

Number transactionin batch

Batch title

Batch Balance




113

8.1.2 Period Checking

This option enables you to check periodic transactions balance.

[Utility] [Data Maintenance] [Period Checking]

Screen

Deference Amount between Total Debit& Total Credit of period.

Total Debit Amount

of period

Total Credit Amount

of period




114

8.1.3 Data Recovery

This option enables you to recover or recalculate journal balance with its ledger.

[Utility] [Data Maintenance] [Data Recovery]

Screen

Tick for clear

deleted transaction




115

8.1.4 Unpaid Invoice

This option allows you to recover all unpaid invoice. System will auto apply all

unapplied payment to unpaid invoice.

[Utility] [Data Maintenance] [Unpaid Invoice]

Screen




117

8.2.2 Closing Account

This option allows you to close your year end account.

[Utility] [Periodic Process] [Closing Account]

Screen




120

8.5 Combine Account

This option allows you to combine the transaction of account to another account.

[Utility] [Combine Account]

Screen

Source Account

Destination Account




121

8.6 Consolidate

This option allows you to consolidate the accounting transaction from other

branch/directory. There are 3 options to consolidate data.

1.

Export Via Diskette2. Import Via Diskette

3. Direct Consolidate

8.6.1 Export Via Diskette

This option allows you to export data to diskette.

[Utility] [Consolidate] [Export Via Diskette]

Screen




122

8.6.2 Import Via Diskette

This option allows you to import data from diskette.

[Utility] [Consolidate] [Import Via Diskette]

Screen




127

CHAPTER 9

SETUP

This option allows you to do system setup & house-keeping for your Aplus

Accounting System.

Screen




128

9.1 Setup Fiscal Period

Before you start using Aplus Accounting, you must enter the opening date for your

accounting period. Once accounting period is confirmed, you cannot change

when there is a transaction. Aplus Accounting keeps eight years account journals

for easy accessing.

[Setup] [Setup Fiscal Period]

Screen

First year accounting period

Second year

accounting period

Third year accounting period

Fourth year accounting period

Accountin month




129

9.2 Setup Company Information

From the setup menu, select Setup Company Information. Enter your company’s

name, address, E.P.F number, SOCSO number and income tax number.

[Setup] [Setup Company Information]

Screen

Company’s Name

Company’s other name

Company registration number

Company’s Address,Telephone & Fax Number




130

9.3 Counter / Default Setting

This option allows you to do system setup for your accounting system, its default

value and data backup and restore instructions. There are five pages in this

option.

[Setup] [Counter / Default Setting]

Screen




131

System Setup Page 2 Screen

Screen


Screen




134


Screen

Contents in Page 6 Descriptions

01. Bank Charge A/C Bank Charges Account Code.

02. Gain/Loss A/CGain/Loss Account Code for foreign currency

exchange.03. Cash Control A/C Auto posting of Cash Sales Bill after entry.

04. Sales Control A/CSales Account Code. Auto posting of Sales

Invoices after each entry.

05. Purchase Control A/C

Purchase Account Code. Auto posting of

Purchase Invoices transaction under [Creditor

Entry] ~> [Purchase/Debit Entry].

06. Bank Control A/C Bank Control Account Code.

07. Currency Symbol Currency Symbol. e.g.: RM for Ringgit.

08. Currency Word Currency Word. e.g.: Ringgit, Dollar.09. Debtor/Creditor Aging

FormatDefault Aging Format.

10. Debtor/Creditor Aging

BlockDefault Aging Block Day.

11. Cash Purchase A/C Purchase Account for Cash Purchase Entry

12. Cash Account Cash account for Cash Purchase Entry.

13. Cash Sales A/C Sales Account for Cash Sales Entry.

14. Cash Account Cash account for Cash Sales Entry.

15. Payroll Folder Aplus Elite Payroll System path.16. Branch I.D. I.D. of branch, used for consolidate option.




135


Screen

Backup Configuration :

-X Exclude example : -X*.zip –X*.bak

-&F Quickly format floppy disk.

-&W Delete all file in floppy disk.

-U Backup newly file only.

-S Password example : -saplus

Restore Configuration :

-O Overwrite-S Password example : -saplus




136

9.4 User Setup

This option allows the system administrator to add, edit and delete user’s access

level. The accessing option shown below is based on the module you purchased.

[Setup] [System Setup] [Change Password]

Screen




137

9.5 House Keeping

House-keeping option allows you to maintain your data files.

1. Index Database.

2.

Clear Marked Transaction.3. Clear All Transaction.

(i.e.: keep all account code except its transactions.)

4. Create New Accounting System.

9.5.1 Index Database

This option allows you to do index database.

[Setup] [House Keeping] [Index Database]

Screen




139

9.5.3 Clear All Transaction

This option allows you to clear all general ledger transactions except the chart of

account.

[Setup] [House Keeping] [Clear All Transaction]

Screen




140

9.5.4 Create New Accounting System

This option allows you to create a new company data.

[Setup] [House Keeping] [Create New Accounting System]

Screen




141

Chapter 10

MODULE

Aplus software uses the main screen for you to operate the module and its

options. You can either use “mouse” or the keyboard arrow key to move its cursorposition to its respective module and option. To exit from an option or module,

just press the <ESC> key several times until you see a message “Quit”, then

press <Y> to exit.

From the Module, you can manage your Stock items, Customer Account &

Supplier Account.

Screen




142

10.1 Stock Enquiry

This is the main screen where you can find the full detail of each stock. The bottom of the

screen consists of the function keys in which it represent the task you want.

[ Module ] [ Stock Enquiry ]

Screen

Option Sample Data / Description

Stock Code 001-002-001-001

~ Stock identity code. (Max character = 20)

Stock Code #2002-001-001-001

~ Stock Code No.2 usually use as Brand Code.

Stock Code #3EC0001

~ Stock Code No.3 usually use as Supplier Code.

Barcode001002001001

~ Stock Barcode. (only accept A~Z & 0~9)

No.1

~ Stock Number (generate by program).

Sales Account 4000~ Sales Account in General Ledger.




143

Purchase Account6000

~ Purchase Account in General Ledger.

GL Group ~ Account Group in General Ledger.

Costing ~ Cost Centre in General Ledger.

DescriptionLITEON CD-ROM 52X MAX

~ Stock’s Name (Max. character = 80).

Short DescriptionLITEON CD-ROM 52X MAX

~ Stock’s Short Name (Max character = 25).

Unit MeasurementUNIT

~ Stock’s Unit Measurement.

List Price68.00

~ Stock’s List price

Pickup“Y” = Enable or “N” = Disable.

~ Print Pickup bill for Cash Sales in POS System (PSM).

DepartmentHARDWARE

~ Stock’s department.

Model52X

~ Stock’s model

CategoryCD-ROM

~ Stock’s category

Family LITEON~ Stock’s family/Brand.

GroupSTORAGE DEVICE

~ Stock’s group.

ColourBLACK

~ Stock’s colour.

SizeLarge

~ Stock’s size.

Min Stock

10

~ Minimum stock on-hand.

Max Stock50

~ Maximum stock on-hand.

Reordering QTY20

~ Reordering quantity while on-hand less then.

On-Order20

~ On ordering quantity.

Slow-Moving2 (Day)

~ Stock’s not active days.

Cost60.00

~ Stock’s purchase price.




144

Selling Price68.00

~ Selling price A ~ E.

Offer Price614.88

~ Offer price.

Min Price613.00

~ Minimum selling price.

Cost CodeFJJJ

~ Secret code for cost price (set in system setup).

Selling Price A~E68.00

~ Selling price A, B, C, D & E.

Term / ClassCash, 7 Days, 14 Days

~ Period of payment.

Discount5%, 10%, 15%

~ Discount allow from the term / class.

Last Sales Date20/12/2003

~ DD/MM/YYYY

Last Sales Amount 999,999.99

Last Purchase Date15/12/2003

~ DD/MM/YYYY

Last Purchase Amount 999,999.99

M-T-D Quantity Sales Month to date sales quantity

M-T-D Sales Amount Month to date sales amount

Y-T-D Quantity Sales Year to date sales quantity

Y-T-D Sales Amount Year to date sales amount

Stock Details

(ALT + F5) Stock details or particular

Stock Assembly

(F11)Bill of material / parts / Sub-components




145

10.2 Customer Enquiry

To add New Debtor record, press function key <F7>, Debtor code can either be numeric

or alpha numeric. Function Key <F6> Edit is for changing or editing existing Debtor code

information like name, address, telephone, etc.

[ Module ] [ Customer Enquiry ]

Screen

10.3 Supplier Enquiry

To add New Creditor record, press function key <F7>. Creditor code can either be numeric

or alpha numeric. Function key <F6> Edit is for changing or editing existing Creditor code

information like name, address, telephone, etc.

[ Module ] [ Supplier Enquiry ]

Screen




146

10.4 Manager Desk

Manager Desk allows manager to setup stock offer price, costing, delete inactive stock

code & create new stock code by auto coding.

[ Module ] [ Manager Desk ]

Screen

10.12.1 Auto Coding

To generate the stock code by using the "Auto Coding" functions. This system has 5 type

of stock coding to cater for different company's need.

Stock Coding Type Description Example

1. Add Stock (3)

Category – Family – Counter

Coding by category & family.

Eg: 001-001-001-001

10. Add Stock (4)Category – Family – Group – Counter

Coding by category, family & group.Eg: 001-001-001-001

11. Add Stock (4b)

Family – Group – Colour – Counter

Coding by family, group & colour.

Eg: 001-001-001-001

12. Add Stock (Colour / Size)

Category-Family-Group-Colour-Size

Coding by category, family, colour & size.

(Non Counter)

Eg: 001001001001001

13. Add Stock ( C.S.C.B )Category-Family-Counter-Colour-Size Coding by category, family, counter, colour& size.




147

Add Stock (4)

This option enables you to auto generate four-segment stock code for new stock

item. To add new stock code press <F2> or chick on the side button to select

stock table classification list.

[ Module ] [ Manager Desk ] [ Add Stock (4) ]

Screen

Counter NumberGroup Code

Family Code

Category Code

Barcode

Cost Price

Stock Description

Selling PriceA ~ Z

Sale Account & PurchaseAccount in General LedgerClick “Save” to confirm adding new

stock code.




148

10.12.2 Delete Stock

This option allows you to delete inactive stock code.

[ Module ] [ Manager Desk ] [ Delete Stock ]

Screen




149

Chapter 11

ENTRY

This option is allow you to entering your stock transaction. From here, you canedit your updated stock transaction, doing stock adjustment and enter your

physical stock quantity when you checking your stock.

Screen




150

11.1 Stock In

This option allows you to do incoming stock such as purchase stock item, stock taking

and opening stock.

[ Entry ] [ Stock In ]

Screen

11.2 Stock Out

This option allows you to do outgoing stock such as sales.

[ Entry ] [ Stock Out ]

Screen




151

11.3 Sales Return

This option allows you to do sales return from your customer.

[ Entry ] [ Sales Return ]

Screen

11.4 Purchase Return

This option allows you to do purchase return to your supplier.

[ Entry ] [ Purchase Return ]

Screen




152

11.5 Stock Adjustment

This option allows you to do stock adjustment for its quantity.

[ Entry ] [ Stock Adjustment ]

Screen

11.7 Physical Quantity Entry

This option allows you to entering your physical quantity (actual on hand quantity) for your

stock item after checking stock.

[ Entry ] [ Physical Quantity Entry ]

Screen




153

Chapter 12

ISSUE

This option allows you to pick stock and issue bill to your customer or enter

purchase invoices receive from supplier. You may enter the invoice items firstbefore any posting to stock ledger and account respectively.

1. Cash Bill 2. Quotation

3. Sales Order 4. Proforma Invoice

5. Delivery Order 6. Sales Invoice

7. Transfer Note 8. Consignment Note

9. Credit Note 10. Debit Note

11.

Packing List 12.

Cash Purchase13. Purchase Order 14. Purchase D.O.

15. Purchase Invoice

Screen




154

12. 1 Cash Bill

This option allows you to issuing Cash Bill, reprint previous cash bill, update/posting reversed

cash bill, print cash bill report & preset cash bill.

12.1.1 Print Cash Bill

This option allows you to print the Cash Bill. Press function key <F12> to reverse cash bill

for editing.

[ Issue ] [ Cash Bill ] [ Print Cash Bill ]

Screen




155

12.1.2 Reprint

This option allows you to re-print the Cash Bill. Press <Delete> key to delete canceled

cash bill (Cash Bill must be reversed before deleted). Press <Space> bar to

select/unselect the cash bill, then press <F10> to re-print selected cash bill.

[ Issue ] [Cash Bill ] [ Reprint ]

Screen




156

12.1.3 Update Stock Card

This option allows you to update your stock master record. The physical stock quantity

will automatically adjusted according to the stock card transactions. Press <Space> bar

to select/unselect the cash bill, then press <F10> to process updating.

[ Issue ] [Cash Bill ] [ Update Stock Card ]

Screen




157

12.1.5 Report

This option allows you to print cash bill report.

[ Issue ] [Cash Bill ] [ Report ]

Screen




158

12.2 Delivery Order

This option allows you to issue Sales Delivery Order to customer.

12.10.1 Print Delivery Order

This option allows you to issue Delivery Order to customer. After finish enter stock item,press function key <F10> to print and update stock record. For edit updated Delivery

Order, press function key <F12> to reverse.

[ Issue ] [ Delivery Order ] [ Print Delivery Order ]

Screen




159

12.10.2 Reprint Delivery Order

To reprint D.O., press <Space> bar to select/unselect then press <F10> to print. Press

<Delete> key to delete canceled D.O. (D.O. must reversed before delete.)

[ Issue ] [ Delivery Order ] [ Reprint Delivery Order ]

Screen




160


This option allows you update Sales D.O. to stock record. Press <Space> bar to

select/unselect then press function key <F10> to process updating.

[ Issue ] [ Delivery Order ] [ Update Stock Card ]

Screen

12.10.4 Report

This option allows you to print Sales Delivery Order report.

[ Issue ] [ Delivery Order ] [ Report ]

Screen




161

12.3 Sales Invoice

This option allows you to issue Sales Invoice to customers.

12.11.1 Print Invoice

This option allows you to issue Sales Invoice to customer. Press function key <F10> toprint and update general ledger account. Press function key <F12> to reverse invoice for

editing.

[ Issue ] [ Sales Invoice ] [ Print Invoice ]

Screen




162

12.11.2 Reprint Invoice

To reprint invoice, press <Space> bar to select/unselect then press function key <F10>

to print. Press <Delete> key to delete canceled Invoice. (Invoice must reverse before

delete.)

[ Issue ] [ Sales Invoice ] [ Reprint Invoice ]

Screen


This option allows you update Sales D.O. to stock record. Press <Space> bar to

select/unselect then press function key <F10> to process updating.

* This option is same with [ Update Stock Card] in Sales D.O.

[ Issue ] [ Sales Invoice ] [ Update Stock Card ]

Screen




163

12.11.5 Report

This option allows you to print Sales Invoice Report.

[ Issue ] [ Sales Invoice ] [ Report ]

Screen




164

12.4 Credit Note (Sales Return)

This option allows you to do credit note for your customer in the event of sales return or cancel

invoice.

[ Issue ] [ Credit Note ] [ Credit Note (sales Return) ]

Screen




165

12.5 Debit Note

This option allows you to do debit note to your supplier or creditor in the event of any goods

return to them.

[ Issue ] [ Debit Note ] [ Debit Note (Purchase Return) ]

Screen




166

Chapter 13

REPORT

This option allows you to print stock report such as transaction report, stock value

report, sales analysis, sales summary report, salesman report & etc.

Screen




167

13.1 Price List

This option allows you to print stock price list.

[ Report ] [ Price List ]

Screen

13.2 Stock Report

This option allows you to print stock report.

[ Report ] [ Stock Report ]

Screen




168

13.4 Stock Taking List

This option allows you to print stock taking list.

[ Report ] [ Stock Taking List ]

Screen

13.5 Stock Value Report

This option allows you to print Stock Value Report.

[ Report ] [ Stock Value Report ]

Screen




169

13.6 Stock Card

This option allows you to print electronic stock card. This electronic stock card can be printed or

view on the screen.

[ Report ] [ Stock Transaction ] [ Stock Card ]

Screen

13.7 Transaction

This option allows you to print stock transaction by date.

[ Report ] [ Stock Transaction ] [ Transaction (List By Date) ]

Screen




170

13.8 Over Stock Report

This option allows you to print over stock report.

[ Report ] [ Stock Analysis ] [ Over Stock Report ]

Screen

13.9 Reorder Stock Report

This option allows you to print reorder stock report when the physical quantity less then

minimum stock level.

[ Report ] [ Stock Analysis ] [ Reorder Stock Report ]

Screen




171

13.10 Sales Analysis Report

This option allows you to print stock sales analysis report.

[ Report ] [ Sales Report ] [ Sales Analysis Report ]

Screen

13.11 Sales Summary

This option allows you to print stock sales summary by customer.

[ Report ] [ Sales Report ] [ Sales Summary (Customer) ]

Screen




172

13.12 Stock List

This option allows you to print stock item list.

[ Report ] [ Print Label ]

Screen




173

Chapter 14

UTILITY

This option allows you to maintenance stock database and backup for yoursystem.

Screen




174

14.1 Data Recovery

This option allows you to data recovery in the event of power failure.

[ Utility ] [ Data Recovery ]

Screen

14.2 Purge Deleted Transaction

This option allows you to clear the deleted transaction.

[ Utility ] [ Purge Deleted Transaction ]

Screen




175

14.3 Purge Old Transactions

This option allows you to clear or purge old stock transactions.

[ Utility ] [ Purge Old Transaction]

Screen

14.4 Change Stocks Code

This option allows you to change stock code.

[ Utility ] [ Change Stock Code ]

Screen




176

14.5 Print Barcode

This option allows you to print stock bar-code label from a barcode printer.

[ Utility ] [ Print Barcode ]

Screen

14.6 Import from Other System

This option allows you to import stock data from other system.

* Available import from Aplus ASM/ASK only.

[ Utility ] [ Import From Other System ]

Screen




177

14.7 Backup Data

This option allows you to do backup the stock control data into hard-disk or floppy

diskettes.

[ Utility ] [ Backup Data ]

Screen

14.8 Restore Data

This option allows you to do restoring data from your backup file or diskettes.

[ Utility ] [ Restore Data ]

Screen




178

Chapter 15

SETUP

This option allows you to do setup for your Stock control system.

Screen




179

15. 1 House Keeping

This option allows you to do house keeping for your database. Press <A> for do database

indexing, press <N> for clear all transactions, press <C> to create new data files (Stock

database will be deleted).

* Please always do backup before process option 2 & 11.

[ Setup ] [ House Keeping ]

Screen

15. 2 System Setup

This option allows you to add and edit Aplus stock system default setting.

15.10.1 System Setup Page 1

System Setup page 1 allows you to setup your company information and system path link

to Aplus General Ledger module (GL), Account Receivable (ARM) & Account Payable (APM).

[ Setup ] [ System Setup ]

Screen




180


This page allows you to setup Account Code, Invoice online Posting / Update Setting,

Term & Credit Limit, Cash Purchase Setting & Cash Bill Setting.

Screen

Setting Description

Option Description

Account Payable

Trade Creditor Control Account in General Ledger. Leave

it blank if your Stock Control System is not linked to Aplus

Account Payable System (APM) and General Ledger.

Account Receivable

Trade Debtor Control Account in General Ledger. Leave it

blank if your Stock Control System is not linked to Aplus

Account Receivable System (ARM) and General Ledger.

Purchase Control Account Purchase Account Code in General Ledger.

Sales Control Account Sales Account Code in General Ledger.

Sales Discount Account Sales Discount Account Code in General Ledger.Sales Tax Sales Tax Account Code in General Ledger.

Percent Sales Tax rate.

Invoice Online Posting

Account

Automatic update General Ledger Account upon printing

sales invoice.

Invoice Online Stock

Update

Automatic update Stock record upon printing sales

invoice.

Term & Credit Limit Control

Invoice Term & Customer Credit Limit Control. Default

setting is "Y" (Enable) to prevent issuing of D.O. & Invoice

to customers exceeding term & credit limit.

Below Cost Control Warning message for Selling Price below Cost Price.




181

Cash Purchases

Entry Code Cash Purchase Entry Code counter.

Cash Account Cash Account Code in General Ledger.

Purchase Account Cash Purchase Account in General Ledger.

Account BatchBatch Number in General Ledger for Cash Purchase

Transaction. The default value is 2915.

Cash Bill Setup

Cash Bill No. Cash Bill number counter.

Sales Account Cash Sales Account Code in General Ledger.

Account BatchBatch Number in General Ledger for Cash Sales

Transaction. The default value is 298.

Price Code Default Selling Price (A~E) for Cash Bill.

Online Posting Auto posting to Account after printing Cash Bill.

Online Update Auto updating of Stock record after printing Cash Bill.

Drawer Com Port

Communication Port for Cash Drawer.

0 = Drawer connect to printer.

1 = Drawer connect to COM1.


Auto OpenEnter "Y" for enable auto open drawer function. "N" to

disable.

Kick Code

Control Code to open Cash Drawer.

1. CHR(20)+CHR(7) {Default}

10. CHR(27)+"p"+CHR(0)

11. CHR(27)+"p"+CHR(0)+CHR(9)

* if drawer still can not open, please contact your

hardware manufacturer.

Paymode & AccountMode/Method of payment.

CS=Cash, CQ=Cheque, CC=Credit Card.

Account

General Ledger Account Code.

Example: 1000 for Cash account Code, 1100 for Bank

Account Code.




182


This page allows you to setup counter number for documents, such as Sales Invoice,

Sales Delivery Order, Purchase Order & etc. In addition, you can select your costing

method, setup barcode, Printer, Serial number & etc.

Screen

Setting Description

Option Description

Invoice No. Sales Invoice counter.

D.O. No. Sales Delivery Order counter.

P.O. No. Purchase Order counter.

Transfer No. Transfer Note counter.

Quotation No. Sales Quotation counter.Sales Order No. Sales Order counter.

Proforma Invoice Proforma Invoices counter.

Claim Note Claim Note counter.

Barcode Barcode counter.

Generate Barcode

Automatic generate Barcode function.

0 = Disable

1 = User Define

2 = Generate from Stock Code

3 = Generate from Stock No.

Add New Stock ControlAllows to adding new stock item while issuing bill ortransaction entry. The default setting is "N".




183

Generate Stock Code NOT APPLICABLE (Refer to Auto Coding function.)

Costing Method

Costing Method for stock value.

0 = User Define

1 = FIFO

2 = Average

Default Printer Setup

Press <Enter> to access Printer Port setting screen. The

default value is EPSON > LPT1.

Barcode Printer Port Barcode Printer Port setup (Example : COM2)

Barcode Format File Default Barcode Label Format for "Stock In" entry.

Currency Symbol Currency symbol of respective country.

Currency Word Currency word of respective country.

Multi Currency Multi Currency function.

Print Entry Journal"Y" Enable you to print Transaction Journal Report for Stock In,

Stock Out, Sales Return, Purchase Return & Stock Adjustment.

Invoice No By Term"Y" meaning Sales Invoice Number is according to the credit

term setup in Term Table.

Invoice Amount Control "Y" Disable printing of Sales Invoice with zero amounts.

Zero Item Amount

Control"Y" Disable printing of Sales Invoice item has zero amounts.

Zero Quantity control "Y" Disable printing of Sales Invoice zero quantity item.

Offer Price Invoice /

D.O.Enable Offer Price in Sales Invoice / D.O.

Offer Price Cash Bill Enable Offer Price in Cash Bill.

Serial No. Stock Serial Number counter.

Warranty Number Warranty Number counter.

Warranty Label

MessageDefault message print on warranty label.

Maximum Serial No.

While Issue BillingMaximum number of Serial No to listing in billing.

Auto Insert Serial No. Automatic insert Serial No. in billing.




184


This page allows you to setting backup & restore configuration.

Screen




185

15. 3 Table Setup

This option allows you to setup following table for the system.

i. Stock Classification

A. Department Table

B. Bin TableC. Model Table

D. Category Table

E. Family Table

F. Group Table

G. Colour Table

H. Size Table

ii. Location

iii. Salesman

iv. Area

v.

Termvi. GL Type

vii. Project

viii. Currency

Stock Classification

This option allows you to classify your stock item. You can classify your stock item by

Department, Category, Family, Group, Bin, Model, Colour & Size.

[ Setup ] [ Table Setup ] [ Stock Classification ]

Screen




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15. 4 Screen Format Setup

This option allows you to edit screen format of billing such as Cash Bill, Sales Invoice,

Purchase Order & etc.

Cash Bill

This is sample screen for editing cash bill screen format.

[ Setup ] [ Screen Format Setup ] [ Cash Bill ]

Screen




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CHAPTER 16

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Exploring The Menus

When Aplus RPSN is started you will see the Main Menu. Each selection has a pull-down menu

that provides access to a group of related commands.

Menu Options List

5. Serial Number

1. Serial Number Enquiry

2. Stock Balance

3. Print Serial Number List

4. Serial Number Report – By Date

5. Serial Number Report – By No.

6. Warranty Enquiry

7. Warranty Report

8. Purge Serial Number

{ For other option please refer to Accounting and Stock Control Manual. }




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Stock Enquiry

To using stock control with serial number control you must enable the function “Serial No.” and

enter the warranty period.

Note:

* Maximum Serial Number Length = 20 Character

Tick to enable Serial No. control.

Function Key F12 Serial No. to view Serial Number




189

Stock Entry

User must enter serial number while do the stock incoming or outgoing.

No. of serial numbermust equal to stock

quantity.




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Cash Bill/Invoicing

To issue cash bill, delivery order or invoice, you must enter/select the assign the serial no. from the

serial number table to every quantity.

To paste all serial no. selected into bill.

Auto insert serial

no. by range.Auto insert serial

no. one by one.




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Auto Pick

Auto insert serial number one by one will display all serial number itself on row by row.

Auto Pick - Range

Auto insert serial number by range will display from the starting serial number and ending serialnumber in single row only.




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Serial Number Enquiry

This option allows you to view all serial numbers for each product. Serial number transaction will

be show on right panel of window.

Serial No. column, green colour

represented as on-hand serial number and

white colour is outgoing serial number.

Stock transactions detail and

serial number status.I = Incoming/On-hand

O = Outgoing/Sales

Stock with serial

number control.




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Stock Balance Report (Serial Number)

This option allows you to print serial number balance report.

Serial Number List

This option allows you to print serial number listing.




194

Serial Number Report - By Date

This option allows you to print serial number list by sorting by date.

Serial Number Report - By No.

This option allows you to print serial number list by sorting by serial number.




195

Warranty Enquiry

This option allows you to view/search the outgoing serial number record.

Serial Number Warranty Report

This option allows you to print warranty report by sorting by date, account code or stock code.




196

Purge Serial Number

This option allows you to purge(clear) unwanted or pervious serial number record.




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CHAPTER 17 SYSTEM SETUP

17.1 System Setup

User able to setting the Cash bill counter number, default price code, printer, hardwarecontrol code, account code, barcode Printer Port, Costing method, Password for open

drawer / modify price and etc.

17.1.1

Billing Setting

User able to setting the Cash bill counter number, default price code, printer, hardwarecontrol code and account code.




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Option Description

Cash Bill No. Cash bill number counter. The default starting number is CS000001.

Salesman Control Enable record salesman for cash bill.

Edit Price Control Password control for cashier changing selling price.

Discount Control Password control for cashier enter discount.

Price Code Default price for cash bill. The default value is A. Printer Port Receipt Printer Port (local printer only). The default value is LPT1

Online Print Online printing Cash Bill. The default value is empty (Disable).

Format File Cash Bill format file. The default value is 1.Cashbill

Auto Cut Enable auto cutting of cash bill after printing of receipt. Applies to printer with autocut function.

Cut Code This is Control Code for Auto Cut function.1. CHR(27)+"i"+CHR(0)+CHR(9) {Default}

17. CHR(27)+"i"

3. CHR(27)+'d1'* if Auto Cut still no function, please contact your hardware manufacturer.

Scroll Up No of rows to scroll up after finish printing. The default value is 8.

Drawer Com Port Communication Port for drawer.0 = Drawer connect to printer.1 = Drawer connect to COM1.


Kick Code This is Control Code for open drawer.1. CHR(27)+"p"+CHR(0) {Default}

17. CHR(20)+CHR(7)

3. CHR(27)+"p"+CHR(0)+CHR(9) 4. CHR(27)+"p"+CHR(0)+CHR(9)+CHR(9)* if drawer still can not open, please contact your hardware manufacturer.

Post to GL Online Posting to Account, The default value is unselected (Disable). Appliesto printer with auto cut function.

Sales Account Sales Account. The default account is 4100(Cash Sales).

Sales Discount Sales Discount Account. The default account is 4500(Sales Discount).

Petty Cash A/C Petty Cash Account. The default account is 1000(Cash In Hand).

Sales Tax Sales Tax / Service Tax Account. you can setting default percentage for autocalculate from total amount. The default account is 3750(Sales Tax), percentage0%.* 0% = Skip this option.

Paymode Type CS for cash, CQ for cheque & CC for credit card.

Paymode Account Setting account code for the cash, cheque & credit card account.Paymode Description Description for the account code.




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17.1.2 System Setting

This option enables user to set Barcode Printer Port, Costing method, Password for opendrawer / modify price and etc.

Option Description

Stock Costing Stock costing method.

Currency Symbol Currency symbol of respective country.

Currency Word Currency word of respective country.

Password Password for open drawer, enter discount & change selling price.

Barcode Printer Port Barcode printer port.

Display Stand Com Port Communication Port Customer Display Stand.

Online Barcode Printing Online Zero Quantity Control Zero quantity control for issuing cash bill.

Cost Limit Barring stock item with selling price below cost.

Code#2 Duplicate Checking To prevent duplication of stock code 17.

Pos Stock Location Enter default location for Point of Sales.

Display Message Setting Message to appear on Customer Display.

Value, Type Setting the value and the type for RINGGIT MALAYSIA.




200

17.2 Cashier Setup

You must create cashier code to allow cashier access to POS screen. Just click on Setup then select Cashier Table.

To add the new Cashier just click on Add button, then enter the cashier code follow by

name & password. Click Save to confirm.




201

CHAPTER 18 Pos System

18.1 Cash In & Cash Out

To enter cash put into cash drawer, just enter the cash amount, cashier code then pressOK to confirm.




202

To enter cash taken out of the cash drawer, just enter the cash amount, cashier code then

press OK to confirm.




203

18.2 Open Cash Bill

To open cash bill, just press function key F2 to pick the stock item, then press enter toadd to the list. You can press function key F5 for item discount, F6 to change salesquantity, F7 to edit selling price, F9 to open drawer and CTRL + Delete to cancel item.

F2 = Pick Stock F5 = Discount F6 = Edit Quantity F7 = Edit Price

F8 = Reprint last bill F9 = Open Drawer

Ctrl + Delete = Delete Row Exit = Exit form POS




204

18.2.1 Function Key

F2 = Pick Stock You can pick stock by Stock code, name, model,barcode, stock number, category & etc.

F5 = Discount This function key allow you to enter discount for thisstock. You can enter by percent or discount amountdirectly.

F6 = Edit Quantity You can change the quantity directly for each item.

F7 = Edit PriceF7 is for changing selling price.

F8 = Reprint Cash Bill This function key allow you to reprint last cash bill.

F9 = Open Drawer This function key allows you to open the cash drawer.




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After finish entering all the items, press Enter key for the Total amount, press F6 forDiscount (if any), press Enter again for Sales Tax amount. At Cash column, key in theamount customer paid.




206

CHAPTER 19 Edit Cash Bill

To edit posted/updated cash bill just go to POS Menu > Utility > Print/Edit/DeleteCash Bill. The functions available in this option are :-

1. View or reprint Cash Bill.

2.

Delete Cash Bill permanently.3. Reverse updated & posted Cash Bill.4. Edit updated & posted Cash Bill.




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19.1 View Or Reprint Cash Bill.

To view the cash bill just select the cash bill from the list then click the View button toview it.

Screen will display the cash bill content, you can just click Print button to reprint this bill.




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19.2 Delete Cash Bill Permanently

To delete cash bill permanently just select the cash bill you want to delete and click on theDelete button.* Program will auto do reverse quantity from stock card & sales amount from generalledger.




209

19.3 Reverse Updated & Posted Cash Bill

To reverse cash bill just click on the Reverse button then click YES to confirm.




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19.4 Edit Updated & Posted Cash Bill

To edit Cash Bill, just click the Reverse button. After reversing the bill you canedit/change the bill content. Next, click the Save button to save and Post button toupdate stock & account.

* Before do posting please make sure the total amount on bill content is samewith the payment amount.




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BANK RECONCILIATION

This option allows you to do bank reconciliation for you bank account.

[Module] [Bank Reconciliation]

Screen




212

Click here for enter last year transaction

(Single Entry)

Cheque amount

Mark/Unmark Cheque

Cheque Number

Voucher Number



APLUS SOFTWARE LICENSING AGREEMENT

1. Aplus software is warranted by APLUS SOFTWARE SDN. BHD. For twelve (12) months from the date

of purchase after returning the software registration Card within 14 days from the date of purchase.

2. The Purchaser may use the Software on a single computer system and make one copy of the softwaresolely for backup purposes. The License is non-transferable.

3. The Purchaser acknowledges that the software is the sole and exclusive property of APLUS SOFTWARE

SDN. BHD. The purchaser agrees to take all possible steps to protect the software from reproduction or

distribution. The purchaser also agrees not to rent, lease, disassemble, de-compile or do a reverse

engineering of the software.

4. APLUS SOFTWARE SDN. BHD. shall not be liable for any loss or damage whatsoever that may be

caused arising directly or indirectly in connection with this agreement, the software and its use. APLUS

SOFTWARE SDN. BHD. expressly excludes liability for any consequential loss or damage to data and/or

aplus user manual.pdf

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