integrated orion lite user manual

ORION Lite User Manual

3i Infotech Ltd

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3i Infotech Ltd Page 2

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3I INFOTECH LTD...............................................................................................................................9

GETTING STARTED..........................................................................................................................10

Who should read this manual? .......................................................................................................11 Assumptions....................................................................................................................................11

LOGGING INTO THE APPLICATION ...........................................................................................12

VISUAL INTERFACE ........................................................................................................................15

MENUBAR AND TOOLBARS..................................................................................................................16 BUTTONS.............................................................................................................................................19

Command Buttons ..........................................................................................................................19 Check Boxes ...................................................................................................................................19

LIST BOXES.........................................................................................................................................20 Single Selection List Box ................................................................................................................20 Drop down List Box........................................................................................................................20 List of Values .............................................................................................................................20

MESSAGE BOXES.................................................................................................................................22 COMMENTS DIALOG BOX....................................................................................................................23 FREEZE................................................................................................................................................24 BI-LINGUAL MODE..............................................................................................................................24 FLEXI-FIELDS......................................................................................................................................24

ACCOUNTS MODULE.......................................................................................................................25

COMPANY MASTER .............................................................................................................................26 DIVISION DEPARTMENT MASTER ........................................................................................................28 MAIN ACCOUNTS MASTER..................................................................................................................30

What are Account Codes? ..............................................................................................................30 What are Main Accounts, Sub Accounts and Control Accounts? ...................................................31

CHART OF ACCOUNTS GROUPING .......................................................................................................32 SUB ACCOUNT MASTER UPDATE ........................................................................................................34

Valid Control Accounts ..................................................................................................................35 Applicable Currencies ....................................................................................................................36

ACTIVITY CODES.................................................................................................................................36 ANALYSIS CODES................................................................................................................................38 TRANSACTION CODES .........................................................................................................................40 CURRENCY MASTER UPDATE..............................................................................................................44 ACCOUNTS CATEGORY........................................................................................................................46 DUPLICATE DELETE FORMAT..............................................................................................................47 CONSOLIDATION GROUPING................................................................................................................48 DEFAULT ACCOUNT SET-UP................................................................................................................49 SETUP..................................................................................................................................................50

Parameter Master Setup.................................................................................................................50 BUDGET ENTRY...................................................................................................................................51 BUDGET TRANSFER.............................................................................................................................54 ACCOUNTING PERIOD..........................................................................................................................55 ACCOUNT OPEN BALANCE ENTRY ......................................................................................................57 GENERAL LEDGER TRANSACTIONS ..................................................................................................59

Voucher Details ..............................................................................................................................62 Annotation ......................................................................................................................................66

GL TRANSACTION (UNPROCESSED) DELETION ...................................................................................67 PDC RECEIPTS ENTRY ........................................................................................................................68 PDC RECEIPT CONFIRMATION ............................................................................................................72 PDC ISSUE ENTRY ..............................................................................................................................74 PDC ISSUE CONFIRMATION.................................................................................................................75 REVERSE JV ........................................................................................................................................76

Reverse JV Details..........................................................................................................................76



CORRECTION JV..................................................................................................................................78 FIXED JV.............................................................................................................................................80 ALLOCATION JV..................................................................................................................................82

Allocation Specification Block........................................................................................................83 Monthly Allocation Block - Allocation JV ......................................................................................84

ACCOUNTS QUERIES.......................................................................................................................85

UNPOSTED TRANSACTIONS QUERY.....................................................................................................86 POSTED TRANSACTIONS QUERY..........................................................................................................88 ACCOUNT BALANCE QUERY ...............................................................................................................89 OPEN ENTRY STATUS QUERY SCREEN ................................................................................................90 OPEN ENTRY OUTSTANDING FOREIGN CURRENCY...........................................................................93 CHART OF ACCOUNTS ZOOM QUERY ..................................................................................................94

BUY MODULE.....................................................................................................................................96

REGION/COUNTRY/CITY .....................................................................................................................99 Region Block...................................................................................................................................99 Country Details ............................................................................................................................100 City ...............................................................................................................................................100

SUPPLIER CATEGORY CODES ............................................................................................................101 SUPPLIER MASTER ............................................................................................................................102

More Information .........................................................................................................................104 Payment Mode..............................................................................................................................105 Supplied Group of Items...............................................................................................................105 Supplied Items ..............................................................................................................................106 Applicable Currencies ..................................................................................................................106

SERVICE TYPE DETAILS ....................................................................................................................107 MASTER LISTINGS.............................................................................................................................108

Region Master Listing ..................................................................................................................108 PURCHASE TRANSACTIONS PURCHASE ORDER DETAILS ................................................................112

Top Remarks.................................................................................................................................117 Bottom Remarks............................................................................................................................117

SHIPMENT ADVICE ............................................................................................................................117 QUERIES............................................................................................................................................123 PURCHASE ORDER HISTORY DETAILS BY ITEM..................................................................................123 PURCHASE ORDER STATUS ...............................................................................................................126 SUPPLIER STATUS..............................................................................................................................128

Total Outstanding.........................................................................................................................129 Last 12 Months Purchases............................................................................................................129 Outstanding in Accounts...............................................................................................................130 PDCs Issued .................................................................................................................................130 Unposted GRN..............................................................................................................................131 Unposted Supplier Return ............................................................................................................131 Pending Purchase Order ..............................................................................................................132

STOCK................................................................................................................................................133

ITEM MASTER ...................................................................................................................................134 UOM Details ................................................................................................................................138 Item Group ...................................................................................................................................142 Item Type ......................................................................................................................................144 Analysis Codes..............................................................................................................................146 Stores Location.............................................................................................................................147 Expense Codes..............................................................................................................................149 Stock Adjustment & Reason Code ................................................................................................150 Unit of Measure............................................................................................................................151 Item Grade....................................................................................................................................153 Equipment Codes..........................................................................................................................154 Make Codes ..................................................................................................................................155 Cost Center Codes........................................................................................................................156 Employee Master ..........................................................................................................................157



SETUP SCREENS.................................................................................................................................158 Applicable Users ..........................................................................................................................160 Purchase Return Setup .................................................................................................................160 Location Transfer In...................................................................................................................161 Location Transfer Out ..................................................................................................................162 Adjustment Setup ..........................................................................................................................163 Physical Stock Setup.....................................................................................................................164

TRANSACTIONS .................................................................................................................................165 Goods Receipt Note ......................................................................................................................165 Goods Receipt Note Costing.........................................................................................................169 Expense Details ............................................................................................................................171 Goods Receipt Note Non Stock ..................................................................................................173 Purchase Return to Supplier.........................................................................................................174 Location Transfer Out ..................................................................................................................177 Stock Adjustment ..........................................................................................................................179 Account Details ............................................................................................................................181 Stock Take Sheet ...........................................................................................................................183 Physical Stock Entry.....................................................................................................................185 Material Issue - Temporary..........................................................................................................186 Material Return ............................................................................................................................189

TRANSACTION LISTING .....................................................................................................................192 Purchase Returns to Supplier .......................................................................................................192 Location Transfer out Listing .......................................................................................................194 Location Transfer In Listing.........................................................................................................195 Adjustment Listing ........................................................................................................................196 Material Issue Listing...................................................................................................................197

QUERIES............................................................................................................................................198 Stock Value ...................................................................................................................................199 Stock Ledger Confirmed ............................................................................................................200 Item Details Queries.....................................................................................................................201 Stock Details.................................................................................................................................202 12 Month Sales DHS ....................................................................................................................203 Pending Purchase Order ..............................................................................................................204 Location Stock Confirmed ............................................................................................................205 Purchase Order History ...............................................................................................................206 Location Stock Confirmed and Unconfirmed ...............................................................................207 Pending Shipment.........................................................................................................................208 Stock Ageing .................................................................................................................................209 Pending Sales Order.....................................................................................................................210 Stock Movement............................................................................................................................211 Sales Order History......................................................................................................................212 Confirmed Stock Ledger Query ....................................................................................................213 Last Twelve Month Sales Quantity ............................................................................................214 Unconfirmed Stock Ledger Query ................................................................................................215 12 Months Purchases Quantity..................................................................................................215

MASTER LISTINGS.............................................................................................................................216 Item Master Listing.......................................................................................................................216 Itemwise UOM wise Confirmation ...............................................................................................217 Item Group Listing .......................................................................................................................218 Item Type ......................................................................................................................................218 Location Master Listing ...............................................................................................................219 Item Grade Code ..........................................................................................................................219 Expense Code Listing ...................................................................................................................220 Equipment Listing.........................................................................................................................221 Make Codes Listing ......................................................................................................................222 Document Setup Listing................................................................................................................223

SELL....................................................................................................................................................224

SALESMAN ........................................................................................................................................226 Applicable Companies..................................................................................................................227



CUSTOMER GROUP............................................................................................................................228 PAYMENT TERMS ..............................................................................................................................229

Approval Level..............................................................................................................................231 CUSTOMER MASTER..........................................................................................................................232

Applicable Companies..................................................................................................................234 Applicable Terms of Payment.......................................................................................................235 Applicable Currencies ..................................................................................................................236 Price List Master ..........................................................................................................................237 Stock Details.................................................................................................................................238 Non Stock Details .........................................................................................................................239

PRICE DISCOUNT ...............................................................................................................................240 SALES PROMOTION............................................................................................................................241 CREDIT CONTROL LEVEL ..................................................................................................................243 CREDIT CONTROL RULE....................................................................................................................245 WAC BASED PRICE GENERATION.....................................................................................................246 GRN BASED PRICE GENERATION......................................................................................................248 CUSTOMER PRICE LIST DETAILS .......................................................................................................250 KEY OPERATIONS..............................................................................................................................250

Stock Items Details .......................................................................................................................252 Non Stock Items Details................................................................................................................253

SALES QUOTATION SETUP.................................................................................................................254 SALES ORDER SETUP.........................................................................................................................256 DELIVERY NOTE SETUP.....................................................................................................................257

Applicable Users ..........................................................................................................................258 INVOICE SETUP..................................................................................................................................259 SALES RETURN SETUP.......................................................................................................................260 SALES/DISCOUNT ACCOUNT SETUP ..................................................................................................261 CUSTOMER ACCOUNT SETUP ............................................................................................................264 MASTER LISTINGS.............................................................................................................................267

Salesman Master Listing ..............................................................................................................267 Customer Group Master Listing...................................................................................................268 Payment Terms Master Listing.....................................................................................................269 Customer Master Listing ..............................................................................................................270 Item Price List ..............................................................................................................................271 Price Discount Listing ..................................................................................................................271 Sales Promotion Listing................................................................................................................272 Sales Account Setup......................................................................................................................273 Customer Account Setup...............................................................................................................273

SALES TRANSACTIONS ......................................................................................................................274 QUOTATION.......................................................................................................................................274

Item Details ..................................................................................................................................276 Expenses .......................................................................................................................................279

SALES ORDER....................................................................................................................................281 DELIVERY NOTE................................................................................................................................283 SALES INVOICE..................................................................................................................................285 SALES RETURN..................................................................................................................................289 DOCUMENT PRINTING .......................................................................................................................291 QUERIES............................................................................................................................................293

Total Outstanding.........................................................................................................................294 Last Twelve Months......................................................................................................................295 Outstanding Status........................................................................................................................296 PDCs in hand ...............................................................................................................................297 Unposted Invoices ........................................................................................................................298 Pending Sales Order.....................................................................................................................299 Pending Delivery note for Invoicing.............................................................................................300 Monthwise Sales ...........................................................................................................................301 Confirmed Invoice ........................................................................................................................302 Confirmed Invoices.......................................................................................................................303 Confirmed Sales return.................................................................................................................304 Bounced Cheques .........................................................................................................................305



Confirmed Sales Return................................................................................................................306 Unposted Sales Return..................................................................................................................307 Processing Stock Confirmation .................................................................................................308 Financial Entries Generation.......................................................................................................310

MASTER LISTINGS.............................................................................................................................312 Salesman.......................................................................................................................................312 Customer Group ...........................................................................................................................313 Terms............................................................................................................................................314 Customer ......................................................................................................................................314 Price List ......................................................................................................................................315 Price Discounting Master.............................................................................................................316 Salesman listing............................................................................................................................317 Sales Account Setup......................................................................................................................318

PROCESSING....................................................................................................................................319

ACCOUNTS PROCESSING ...................................................................................................................320 Month End Processing .................................................................................................................320 Month Closing ..............................................................................................................................322 New Year Processing....................................................................................................................323 Year Closing .................................................................................................................................325

STOCK PROCESSING ..........................................................................................................................326 Stock Confirmation ......................................................................................................................326 Financial Entries Generation.......................................................................................................328 Inventory Month Closing ..............................................................................................................330

GENERAL LEDGER REPORTS.....................................................................................................331

VOUCHER LISTING DETAILS..............................................................................................................332 LIST OF UNPROCESSED TRANSACTIONS.............................................................................................334 LIST OF PROCESSED TRANSACTIONS .................................................................................................336 JOURNAL AND OTHER DAYBOOKS ....................................................................................................338 GENERAL LEDGER (FOREIGN / LOCAL CURRENCY) ...........................................................................340 GENERAL LEDGER - LOCAL CURRENCY DETAILS .............................................................................342 SUB LEDGER (FOREIGN / LOCAL CURRENCY) ....................................................................................344 SUB LEDGER - LOCAL CURRENCY DETAILS ......................................................................................346 BANK / CASH BOOK...........................................................................................................................348 BANK / CASH POSITION REPORT (LC)................................................................................................350 BANK / CASH POSITION REPORT (FC) ................................................................................................352 MAIN ACCOUNTS TRIAL BALANCE ...................................................................................................354 MAIN ACCOUNTS TRIAL BALANCE BY DIVISION / DEPARTMENT ......................................................355 SUB ACCOUNTS TRIAL BALANCE......................................................................................................357 CONSOLIDATED ACCOUNTWISE SUMMARY.......................................................................................359 ACCOUNTWISE TRANSACTION TYPEWISE TOTALS ............................................................................361 MISSING VOUCHER NUMBER LIST ....................................................................................................363

MIS / BUDGETING REPORTS .......................................................................................................364

BALANCE SHEET ...............................................................................................................................365 SCHEDULE TO BALANCE SHEET DETAILS..........................................................................................366 INCOME AND EXPENSE SHEET DETAILS ............................................................................................367 SCHEDULE TO INCOME AND EXPENSES STATEMENT DETAILS...........................................................368 BALANCE SHEET WITH BUDGETS DETAILS........................................................................................369 INCOME AND EXPENSE STATEMENT WITH BUDGETS DETAILS ..........................................................370 BUDGET VARIANCE REPORT DETAILS...............................................................................................371 GROUP INCOME AND EXPENSE STATEMENT DETAILS .......................................................................372 GROUP BALANCE SHEET DETAILS ....................................................................................................373 ACTIVITY ANALYSIS REPORT - DETAILED.........................................................................................374 ACTIVITY ANALYSIS REPORT - SUMMARY ........................................................................................376

BUY REPORTS..................................................................................................................................378

PENDING PURCHASE ORDER..............................................................................................................379 SUPPLIER WISE PENDING PURCHASE ORDER ....................................................................................381



ITEM WISE PENDING PURCHASE ORDER ...........................................................................................383 GOODS IN TRANSIT ...........................................................................................................................385 FOREIGN EXCHANGE COMMITMENT STATEMENT .............................................................................388 PURCHASE PRICE COMPARISON ........................................................................................................390 SCHEDULE VS ACTUAL DELIVERY....................................................................................................392 FIVE YEAR SUPPLIER-WISE PURCHASE.............................................................................................393 LEAD TIME VARIANCE ......................................................................................................................394

STORES REPORTS ..........................................................................................................................396

STOCK LEDGER .................................................................................................................................397 LOCATION WISE STOCK VALUATION ................................................................................................400 COMPANY WISE STOCK VALUATION ................................................................................................403 LOCATION WISE STOCK MOVEMENT ................................................................................................406 COMPANY WISE STOCK MOVEMENT.................................................................................................409 LOCATION WISE STOCK AGEING.......................................................................................................412 COMPANY WISE STOCK AGEING .......................................................................................................416 PHYSICAL STOCK VARIANCE REPORT ...............................................................................................420 ADJUSTMENT TYPE WISE LIST OF ADJUSTMENTS.............................................................................421 ADJUSTMENT TYPE WISE ADJUSTMENT SUMMARY ..........................................................................423 SLOW MOVING REPORT ....................................................................................................................424 SHELF LIFE EXPIRY...........................................................................................................................428 ABC ANALYSIS.................................................................................................................................431 INTERSTORE TRANSFER SUMMARY BY RECEIVING LOCATION .........................................................432 INTERSTORES TRANSFER SUMMARY BY ISSUE LOCATION ................................................................433 5 YEAR CONSUMPTION REPORT ........................................................................................................434 ISSUE TO CHARGE AREA...................................................................................................................436 OUTSTANDING TEMPORARY ISSUES ..................................................................................................438 GOODS RECEIPT COSTING SHEET......................................................................................................440

SALES REPORTS .............................................................................................................................442

PENDING SALES ORDER (CUSTOMER WISE)......................................................................................443 PENDING SALES ORDER (ITEM WISE)................................................................................................445 PENDING DELIVERY NOTE FOR INVOICE...........................................................................................448 SALES REGISTER ...............................................................................................................................450 STOCK STATUS / SALES PRICE ENQUIRY ...........................................................................................452 SALES ANALYSIS REPORT .................................................................................................................453

ACCOUNTS RECEIVABLE REPORTS.........................................................................................456

STATEMENT OF RECEIVABLES (BASE CURRENCY) DETAILS..............................................................457 STATEMENT OF RECEIVABLES BY CURRENCIES ................................................................................458 DEBTORS AGED ANALYSIS - DETAILED ............................................................................................460 DEBTORS AGED ANALYSIS SUMMARY ...........................................................................................462

PDC REPORTS..................................................................................................................................464

PDCS RECEIVED DURING PERIOD......................................................................................................465 PDCS RECEIVED DUE TO BE BANKED DETAILS ...............................................................................466 PDCS ON HAND DETAILS.................................................................................................................467 PDCS ISSUED DURING A PERIOD DETAILS.......................................................................................468 PDC'S DUE FOR PAYMENT DETAILS..................................................................................................469

ACCOUNTS PAYABLE REPORTS................................................................................................470

STATEMENT OF PAYABLES (BASE CURRENCY) .................................................................................471 STATEMENT OF PAYABLES BY CURRENCIES......................................................................................473 CREDITORS AGE ANALYSIS SUMMARY DETAILS ..............................................................................475 CREDITORS AGE ANALYSIS DETAILED..............................................................................................476 SUPPLIER INVOICES DUE FOR PAYMENT ...........................................................................................478 INVOICES CLEARED FOR PAYMENT ...................................................................................................479 PAYMENT VOUCHER CUM CHEQUE ...................................................................................................480 REMITTANCE ADVICE .......................................................................................................................481 DIRECT PAYMENTS LIST ...................................................................................................................482



ADVANCED FEATURES.................................................................................................................484

MENU MANAGER ..............................................................................................................................485 USER GROUP MAINTENANCE ............................................................................................................486 USER MAINTENANCE ........................................................................................................................487 MENU SCREENS MAINTENANCE........................................................................................................490 USER GROUP V/S MENU OPTION ......................................................................................................492 USER PASSWORD CHANGE ................................................................................................................493 BOILER PLATE TEXT MAINTENANCE.................................................................................................495 HINT AND LABEL MAINTENANCE......................................................................................................496 WINDOW TITLE MAINTENANCE ........................................................................................................497



3i Infotech Ltd This software was not developed for use in any nuclear, aviation, mass transit, medical, or other inherently dangerous applications. It is the customer's responsibility to take all appropriate measures to ensure the safe use of such applications if the programs are used for such purposes. This software/documentation contains proprietary information of 3i Infotech; it is provided under a license agreement containing restrictions on use and disclosure and is also protected by copyright law. Reverse engineering of the software is prohibited. The information in this document is subject to change without notice and it is not warranted that the document is totally error free. If you find any problems in the documentation, please report them to us in writing. Oracle, SQL*DBA, SQL*Forms, SQL*Menu, SQL*Net, and SQL*Plus are registered trademarks of Oracle Corporation. Oracle7, Oracle MultiProtocol Interchange, Oracle Names and Oracle Network Manager are trademarks of Oracle Corporation. Windows, Windows NT, and Windows 95 are trademarks or registered trademarks of Microsoft All other products or company names are used for identification purposes only.



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efore you start working with the application, it is necessary that you must be aware of certain concepts and basic functionalities. These functionalities are essentially important because, throughout the application we have used the concepts that have

been explained in this manual. Therefore, it is suggested that you read this manual thoroughly before you start working with the application. You may already be aware of concepts discussed in this chapter. In that case you can afford to skip this chapter completely.

Who should read this manual? As an end user you can use this manual to understand the basic concepts and the framework on which the product works.

Assumptions This documents assumes that you, Are familiar with Windows 95 For additional information, you are requested to consult the documentation for Windows 95 and Oracle Ver 7.x. This document also assumes that you as an end user are familiar with usage of menus, toolbars, fields text boxes. However these concepts have been explained under subsequent headings. This document is not intended to serve as a guide to your business nor does it try to explain the concepts of any business.

Document Conventions This document uses the following conventions Example Description Press ENTER key Capital letters denote the names of keys in the keyboard. A plus sign

indicates a combination of keys, e.g., Press CTRL+ALT+DEL Click Group Bold letters preceded by the words Click or Press indicates that you need

to click with the mouse or press the TAB key to go to that field. In places where they are not preceded by these words, bold letters are used for emphasis.

Press [Clear] The square brackets enclose a button that is available on the screen Blocks Italicized items denote that these items need special attention from you.

Italicized items are also explained in the glossary. Note Additional useful information is displayed under the head Note.

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When you click on the applications icon on your desktop, the Logon Window will be displayed. The Logon Window is the main window through which you gain access to other screens and blocks of the application. The Logon screen is displayed below.

All the following fields require your input before you start working with the application. Each of these fields are explained below in detail.

User ID Enter the User ID. User ID is a unique code that distinguishes each user. If you are installing the application for the first time, ask your systems administrator for the User ID. Default User ID is available for you when you install the application for the first time. If you already have a User Id defined by your systems administrator, then enter the User ID.

Password Enter the password. A password is a word, phrase, or string of characters that must be entered to gain access to a protected area. A password can contain any combination of letters, numbers, spaces, and symbols. As you type the password, the application displays an asterisk (*) for each character you type. Passwords are case sensitive, therefore you must type uppercase and lowercase letters correctly when you set and enter passwords. It is advisable to keep passwords and other related information in a safe place. Remember that if you forget or lose your password, the system will not authenticate you as a user. The password you type at the time of creating a User ID must be entered here. If you are installing the application for the first time, then ask your systems administrator to provide you with the password.



Once you have entered the necessary information, press the Enter key in your keyboard. Note The system will authenticate you as a user, if the information entered by you is correct. Otherwise the system will display an error message. The rights and privileges applicable for you will be effected when you log into the system. For a detailed information, please refer to the menu definition and the user rights user manuals.



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s you work with the modules, you may use menus, toolbars and drop down menus. Usage of this differs from application to application. Therefore, the menus, toolbars and icons in this application may be different from what you have seen in other applications.

As a result, the graphical interface of the screen has been explained below in detail. Throughout this software certain usage conventions are followed. Many of these conventions are common for all software that works under Windows x environment. If you are new to Windows 95 / 98 we strongly suggest that you read a book on Windows x first.

Menubar and Toolbars When you load this application, a menu is displayed on top of the screen. These menus have a number of commands and are displayed in a horizontal fashion in what is called a menu bar. These commands are represented by a menu title. Each menu title is composed of a drop down menu items. To choose a menu, take the mouse pointer to the menu title and click on it. Doing this displays the associated drop down menu. Drag the mouse pointer downwards and release the mouse button with the pointer over a menu item chooses the command associated with that menu item. The common set of commands, options and menu items are grouped together into a toolbar at the top of the screen. The toolbar is a panel that contains a set of controls that provide quick access to specific command or options. These commands or options are those that are used most frequently within the application. To choose a toolbar take the mouse pointer to it and click on it with the mouse button. The toolbar is displayed below.

The toolbar along with its icons are explained below.

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The toolbar is divided into six different parts. They are, The first part is called the Navigation, which contains icons specific to navigation of records. These icons are individually displayed below followed by their descriptions. Icon Description

Scroll up one record

Scroll down one record

Go to Previous Record

Go to Next Record

Go to First Record

Go to Last Record

The second part of the toolbar is called Block Access, which contains icons specific to access of blocks. These icons are individually displayed below followed by their descriptions. Icon Description

Go to the Previous Block

Go to the Next Block

The third part of the toolbar consists of a single icon that represents the Query function. This icon along with its description is displayed below. Icon Description

Enter Query



The fourth part consists of icons that represent the database functions. These icons are individually displayed below followed by their descriptions. Icon Description

Save the current record

Exit from the current screen

The fourth part of the toolbar consists of icons that represent the record manipulation functions. These icons are individually displayed below followed by their descriptions. Icon Description

Delete the Current Record

Create a New Record

Create a Duplicate record

The fifth part of the toolbar is called the Miscellaneous part that consists of various icons that represent functions such as printing, getting help etc. These icons are individually displayed below followed by their descriptions. Icon Description

Clear contents in the fields

Displays Keyboard shortcuts that are available

Print the current data

Toggle to bi-lingual mode and vice-versa

Get Context Sensitive Help*

* Currently not available



Buttons Buttons are controls that start an action or change a property. There are three types of buttons used in the system: command buttons, option buttons, and check boxes.

Command Buttons Most interactions with you as a user are handled using windows. These windows provide you with some specific options and choices and ask for your input. All windows commonly include command buttons. When you press a button, a specific action will be performed by the system. The labels on top of the button specify the action that will follow. The default option is displayed with a box around the characters within the button. This is known as focus. Just pressing the ENTER key will activate the button that has a focus. If you are using your mouse, move the mouse pointer to the top of the desired button and press the left button on the mouse. If you are using your keyboard, press the TAB key to take the cursor to the required button. Once the button has focus, press the ENTER key.

Option or Radio Buttons A radio button represents a single choice from within a set of mutually exclusive choices in other words, only one option can be set. Radio buttons appear as a set of small circles with an accompanying label. When the choice is not set, the circle is empty. When the choice is set that circle has a black dot within it. When a screen is displayed with radio buttons, usually the default choice is already set. You can either accept it or change the choice by clicking on the circle of your choice. If you are using your mouse, move the mouse pointer to the top of the selected circle and press the left button. If you are using the keyboard, press the arrow keys until the choice has a focus. A dot appears on the selected radio button.

Check Boxes Like radio buttons, check boxes support options that are either on or off. The difference is that check boxes offer independent or non-exclusive choices. Some check boxes have multiple settings that appear just below the check box. You can select a Check Box to toggle an option or specify a setting. Since the options are independent, you can select more than one check box in a group. An example of a check box is displayed alongside. A check box appears as a square box with accompanying label. When the choice is set, a check mark appears in the box. When the choice is not set, the check box is empty. If you are using your mouse move the mouse pointer to the top of the selected box and press the left button on the mouse. If you are using your keyboard press the TAB key till the choice has a focus, and then press the spacebar. A tick mark appears on the selected check box.



List Boxes A list box is a convenient, pre-constructed control for displaying a list of choices to you. You can choose one of the items in the list box as your entry and that value is transferred to the field from which the list box was triggered. Primarily the system uses two types of list boxes a Single Selection List Box, a Drop Down List Box.

Single Selection List Box Certain fields need information from a list of data that already exists in the database, or, from a small set of data items. When you are entering data in these fields you just have to select from a list that is displayed to you. A single selection list box supports these fields. At the end of the field you will find a button with a down arrow printed on it. When you press the arrow, all possible information for that field is shown in a small window just below the field. You can move up and down the list using the shaded scroll bars on the right side of the window. To move drag the box or click the mouse pointer anywhere on the bar.

Drop down List Box The drop down list box is similar to the single selection list box, except that the list is provided on demand. In its closed state, the control displays the current value for the field. When you click on the down arrow, all possible values will be displayed for you to select from.

List of Values Certain fields and items in the application have unique codes. Examples of this are Customer Code, Customer Class etc. These codes are the basis on which related information is accessed from the databases. Therefore, when you are entering such unique data, the system can accept only correct values. Since the number of items is very large, it is not possible to remember all of them. In almost all the screens, the application assists you in location or selecting the exact code you want. The application does this by prompting all the values in a separate window called List of Values or LOV. The LOV screen is shown alongside. Fields which have List of Values, display a down arrow button adjacent to the field. You can either click on the button or Press to display the List of Values screen. You can now press the Find button or Press the function key to invoke the code or other related information for that field. For example, if you have displayed list of values for customer, the List of Values screen will then display the customer code and its description. You can move up and down the LOV using the shaded scroll bars on the right side of the LOV window. To move drag the box or click the mouse pointer anywhere on the bar. Once you have reached the row containing the value you are looking for, you can select the value in one of two ways. One way is to click on the row containing the value and pressing the



[OK] button. Another way is to double click on the row containing the value you need. The selected value will be transferred to the field in the main screen. The LOV screen is divided into two parts. The first part displays the primary or key fields and the second part displays the other related information. You can use the List of Values powerful search facility that helps you to search for the information you want. The usage of search facility is best explained with the help of an example. There are two check boxes available for you to search. Select the appropriate check box to search for any specific information. For example you may want to see all the code numbers sorted according to the code. In that case, you must click the Code check box. The relevant information will be fetched and displayed. Let us say you want all code numbers starting with CO. To do this, just enter %CO% and press the Find button. All code numbers for the year 1998 will now be displayed. The Sort By field is a display only fields and displays the value depending on the check box selected. For example in the above List of Values, if you have selected only code, then the system Sort By field display the value as 2. If you have selected both Code and Description check boxes, the Sort By field will display the value as 21. To exit without making any changes, click on the [Exit] button in the List of Values screen. Note The List of Values screen is a display only query screen. New codes cannot be entered in this screen.



Message Boxes A message box is another secondary window that displays a message usually about a particular situation or condition. Message boxes are of two types: Of the type that has a simple message that requires no confirmation or choice from you.

These message boxes usually have just an OK command button that you use to acknowledge that you have read the message.

Of the type that requires you to make a choice or confirm the action that will take place

after your confirmation. These message boxes will have three command buttons one (Yes) to confirm the action, one (No) to negate the action, and a third (Exit or Cancel) to cancel the operation.

Message boxes typically include a graphical symbol that represent what type of message is being presented. The understanding of these symbols is important. Though message boxes would generally not allow any destructive situation, if the message and its severity is not read properly, it could generate a wrong output. Let us assume you are taking a long report and the printer runs out of paper. ORION Lite will then give a warning message and give you time to add paper to the printer. If this is not read properly and you press the [Cancel] button, the complete report may have to be taken again!



Comments Dialog Box In many cases you may want to enter some additional information as comments. This information could later be used as a reference. Therefore, to enter your comments, the application uses a Comments Dialog Box. Pressing on the [Call Out] icon activates the Comments Dialog Box. Important fields have these icons adjacent to the fields. You can enter a maximum of 2000 alphanumeric characters in this field. An additional functionality has been provided in this dialog box. for you to search specific words. In that case you make use of the powerful search facility. To search for any specific word, press the Search button. The Search window will now be displayed. The Search window consists of three fields and three command buttons. In the first enter the search criteria. For example in the screen shown alongside, if you want to search for the word comments, just type comments in the search criteria dialog box. If the word is found, the entire paragraph will be displayed. If the word is not found, the system will display a message. You can also replace the existing word comments with a new one by using the Replace option. To replace the existing word with a new word, just type in the new word in the Replace field and click the Replace button. The word once found will be automatically replace the existing one and the new word will be displayed. To save the changes in the Comments Dialog box, press the [OK] command button. Doing this will close the Comments Dialog box after saving the changes you have made. To discard any changes, press the [Cancel] button. The dialog box will immediately close without reflecting the changes you have made.



In addition to the above-explained topics, you must also be familiar with certain important concepts that we will be using often in the application. They can be broadly classified as Freeze and Bi-lingual. Both are explained below.

Freeze Freeze icon is used to freeze any master codes. This code becomes unusable for any new transaction entry. A frozen code can made active by using UnFreeze icon.

Bi-lingual Mode The application provides you with a facility to enter information in any foreign language. To enter information in any foreign language, click on the Bi-lingual button or the [Toggle] button in the toolbar.

Flexi-Fields The application provides you with a facility to add additional fields for certain screens where you enter additional information. You can mass customize and define upto thirty Flex- Fields. These flex fields are invoked with the help of the Flex-Key icon, which is displayed on the right-hand corner of the screen. Once you click on this screen, the Flex-Fields for the screen, if any is displayed.



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he Accounts Module has various masters, which are critical to the functioning of ORION Lite. It is necessary that you must thoroughly setup this module before you start working with other modules. The account module includes maintenance of information relating to accounting years,

various accounts that will be used in the transactions, hierarchical pattern of the accounts, grouping of accounts, creating of opening balances and many more. Apart from this, the Accounts Module gives you a variety of reports. From the ORION Lite Main menu, click on Accounts option. The Accounts Menu will now be displayed. In the Accounts Menu, click on Account Masters. The various masters under the Accounts Menu will now be displayed.

Company Master Now, click on Company Master Update. The Company Master Update screen will now be displayed. The screen as displayed is shown below.

The Company Master Update screen has various fields. Each of which is explained below in the order they appear. Note: ORION Lite is setup for you to work with a single company. Consequently multiple companies cannot be setup. However you can change the name of the company and other related details. But, the Company code will remain constant. It is setup by default when you install ORION Lite

Company Code For a new company enter the Company Code. The Company code is a unique code that distinguishes each company from another. Duplicate codes cannot be entered in this field. If you enter a duplicate code, ORION Lite will then display an error message.

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Company Name Enter the name of the Company. The value in this field is a meaningful text that describes the company code.

Company Short Name Enter the Company Short Name where the company long name cannot be used in reports. By default the first fifteen characters of the long description will be displayed. You can however change the Short Name.

Header Enter the header that can be used in reports. This identifies the title or the section head of a report.

Control Account Code Select the Control Account from the List of Values. You can only select those Control Accounts that you have entered in the Main Accounts screen. You must also ensure that main accounts must not be selected, as main accounts cannot become control accounts.

Address Enter the communication address of the company.

Default Division Select the Default Division from the List of Values. Only Divisions that you have entered in the Division Master can be selected here. If you enter an invalid division code, the system will display an error message. Once you select the Division code, the description or the name of the division will be automatically displayed.

Default Department Select the Default Department from the List of Values. Only Departments that you have entered in the Department Master can be selected here. If you enter an invalid Department Code, the system will display an error message. Once you select the Department Code, the Description or the name of the Department will be automatically displayed.

Accounting Year Enter the Accounting Year. You can enter values ranging between 2 and 99.



Division Department Master You may have various divisions and departments within your company. Therefore it is necessary that you enter the necessary information about the division and department. The information tou enter is reflected in the Company Master Update screen. To open the Division Department Master screen, click on the Division Department Master option from the Accounts Masters menu. The Division Department Master screen will now be displayed.

The screen is divided into two blocks. The first block stores basic information relating to the division. The second part stores basic information relating to department. Each of these blocks has variious fields. Each of which is explained below in the order they appear.

Division Code Enter the Division Code. The Division Code is a unique code that distinguishes each division. If you want to select a division code, you can select it from the List of Values. Once you select an existing code from List of Values, the other related details in the first block will be automatically displayed

Division Name Enter the name of the Division. The Division name is a meaningful text that identifies the division.

Division Short Name Enter a short name to be used in reports. A short name can be used when the Long Name cannot be used. By default part of the Long Name gets defaulted in the Division Short Name field.

In Charge Person Enter the name of the person in charge of the division.

Header Enter the header number to be used in reports. This header is a section head or a title of the report.



You can now start entering the Department information in the next block. The various fields in this block are explained below in the order they appear.

Department Code Enter the Department code. Department Code is a unique code that distinguishes each department. You can also select an existing department code from the List of Values. Selecting an existing Department Code will automatically display the description.

Department Short Name Enter a short name to be used in reports. A short name can be used when the Long Name cannot be used. By default part of the Long Name gets defaulted in the Department Short Name field.

In Charge Person Enter the name of the person in charge of the department.

Header Enter the header number to be used in reports. This header is a section head or a title of the report.



Main Accounts Master The Main Accounts Master information stores information about the various account heads and groups. In all transactions you make, ORION Lite interacts with the Main Accounts master. Therefore, please ensure that you have defined a proper hierarchical pattern of how you want your account profile to be setup. It is suggested that you contact you accounts department and then start entering the information. In the Accounts Module main menu, click on the Main Accounts Master menu option. The Main Accounts Master screen will now be displayed.

Before you start working with this screen, it is recommended that you learn the following concepts. If you are already familiar with concepts explained below, you could afford to skip this section completely.

What are Account Codes? Account Codes are basically different account heads that you use in your daily accounting transactions. ORION Lite has four types of accounts on which you can classify each account head. The account types are, Assets Liabilities Income Expense For example all credit items can either be a liability or income whereas all debit items can either be an asset or an expense. If you are entering Conveyance expense, then it is classified under the type Expense. Whereas Plant and Machinery will belong to account type Assets.



What are Main Accounts, Sub Accounts and Control Accounts? To put it simple, Main Accounts are accounts without any sub accounts. Valid examples are Land, Closing Stock etc. On the other hand Sub Accounts are called Sub Ledger accounts. For example, you may have a main account called Staff Loans and have various sub accounts for individual employees. Each of these sub accounts are grouped together to form a Control Account. For example Loans Advanced control account may contain loans advanced to the entire staff of your company. To elaborate, Control Account has one or more sub accounts. A sub account can also belong to one or more control accounts.

Main Account Code Enter the Main Account Code. The Main Account uniquely identifies each main account. If you want to select an existing main account, you can select it from the List of Values. The description of the main account will be automatically displayed.

Main Account Name Enter the name of the Main Account. This is a meaningful text that describes the main account.

Short Description Enter a short description. This short description is used in reports. Short Description is used when long name cannot be used.

Account Category Select the Account Category from the List of Values, e.g. BA,CA,DR,CR. By default ORION Lite displays a list of Account Categories. You can select the appropriate category. If you enter an invalid Account Category, the system will display an error message.

Main Account Click here if the Account is a Main Account. Do not click if the Account is a Control Account.

Open Entry Click here if the Account is a Open Entry Account. Clicking this Check Box ensures that outstanding balances are maintained for the Main Account / Control Account Sub Account.



Account Type Select the desired option depending on the account.

Activity Code Select the Activity Code from the List of Values. Only existing Activity Codes can be selected. If you enter an invalid code, the application will display an error message. For more information, see in this manual under heading What are activity codes.

Extended name Enter the extended name. This is used for reference purposes only. After having entered the necessary information, you can save the records by clicking on the save icon. Once you have saved the necessary information, you can click on the next block icon. Clicking on the next block icon will display the Applicable Currencies block. The Applicable Currencies as displayed is shown alongside. The Applicable Currency shown alongside has two fields. You can select the Applicable Currency for the account you have created. The Currency Code must be selected from the List of Values. By default the base currency is displayed in the List of Values. Multiple Currencies will also be displayed, if you have created the same in the currency master. Once you select the Applicable Currency code, the name of the currency will be automatically displayed. If you enter an invalid Currency code, the system will display an error message. Currencies cannot be selected for Control Accounts. Instead this has to be done at Sub Account Level.

Chart of Accounts Grouping After you have created the various main accounts, accounts and control accounts, you may also want to group the accounts. For example you want all Fixed Assets namely Land, Building and Plant and Machinery to be displayed under the head Fixed Assets. Furthermore you may want to display the grand total of fixed assets under heading assets. Accordingly, you can enter the various accounts and group them. This option has to be used for creating Format IDs for Balance Sheet and Income & Expense Statement. Note: Chart of Accounts grouping must be done with the help of Accounting experts. Improper setup may produce erroneous results.



From the Accounts Master main menu, click on Chart of Accounts Grouping menu option. The Chart of Accounts Grouping screen will now be displayed.

The screen shown above has two blocks. The first block displays the COA ID and its description. The second block stores the level details. The fields in the both the blocks have been explained below in the order they appear.

COA Format ID Enter the Chart of Account ID. This ID uniquely distinguishes each Chart of Accounts grouping. If you want to select an existing COA Format ID, you can select it from the List of Values.

COA Format Description Enter the Chart of Account format description. This description is a meaningful text that identifies the chart of account.

Level Code Enter the Level Code. The Level Code is usually a hierarchical pattern code. It is suggested you enter the level in increments of ten. Doing this will display the Level description in the profit and Loss account and balance sheet in a proper format. You can also select an existing Level Code from the List of Values.

Level Description Enter the name of the Level. For example Fixed Assets can be one level. The value in this field is a meaningful text that identifies the level.



Parent Number Enter the Parent Number. The Parent Number identifies the Level number to which this Level Description belongs. Level numbers and parent number cannot be the same. For example if you have entered the level number as 10 for Fixed Assets, then the Parent Number must be a number other than 10.

Note Number Enter the Note Number. This Note number is used for reference purposes.

Account Type Select the desired option. The various options are Asset, Liability, Income, Expense and others. By default the others option will get selected when you enter a value in the Parent Number field. In many cases you may also want a Total for the Level. In that case select the Total Y/N check box. If you do not want the Total remove the selection

Sub Account Master Update The Sub Account Master Update screen allows you to set up individual sub accounts. Please ensure that you set up your Control accounts before you start entering information in the Sub Account Master.

Sub Account Code Enter the Sub Account Code. The Sub Account code is a uniquely distinguishing code that identifies each Sub Account code. Duplicate codes cannot be entered. The system will display an error message if you enter a duplicate code.



Sub Account Name Enter the name of the Sub Account. The value in this field is meaningful text that describes the Sub Account.

Short Name Enter the Short Name. A short name can be used whenever the long name cannot be used in reports. By default part of the Sub Account Name is defaulted in this field.

Notes Enter any additional remarks, if any. The value in this field can be used for future reference. You can now click on the next block icon. Doing this will take the cursor to Valid Control Accounts block.

Valid Control Accounts The Valid Control Accounts block can be used to enter the control account to which the sub account belongs. The Valid Control Accounts block has various fields. Each of which is explained below in the order they appear.

Main Account Select the Main Account from the List of Values. The Main Account you select must be already available in the List of Values. The main account you entered in the Main Account master will be displayed in the List of Values. If you select an invalid Main Account, the system will display an error message.

Main Account Name The name of the Main Account will be automatically displayed once you have selected the Main Account code. The value in this field is display only.

Sub Account Name The name of the Sub Account is displayed automatically once you enter the name of the Sub Account name in the previous block.



Applicable Currencies Once you have entered the necessary information in the Sub Account screen, it is necessary for you to enter the Applicable Currencies for the selected Sub Account. The Applicable Currencies block as displayed is shown alongside. In the Applicable Currencies, select the currency that is applicable for the Sub Account. You can select the Currency Code from t

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