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Frequently Asked Questions
Group Users

Frequently Asked Questions?

What is SaaS

What is SaaS? +

SaaS is an "on-demand software", in which software and its associated data are hosted centrally (typically in the internet) and are accessed by users using a web browser over the Internet.

SaaS has become a common delivery model for most business applications, including Accounting, Collaboration, Customer Relationship Management(CRM), Enterprise Resource Planning(ERP), Invoicing, Human Resource Management(HRM), Content Management(CM) and Service Desk Management.

The simplest example of a SaaS is our webservices like gmail, yahoomail, hotmail etc which we access for our mail communications on a remote server.

What is BUSINESS CENTRAL all about? +

BUSINESS CENTRAL is a SaaS which has been designed exclusively for the small and medium Business segment. As user can enter, store, access data and generate related reports.

How does BUSINESS CENTRAL work? +

All the data is stored in a centralized location, on a centralized server. The application functions through a web browser such as Mozilla Firefox(Preferably) or Google Chrome. A registered user is assigned username & password which authenticate him to access and work on his account details.

Is my data secure on BUSINESS CENTRAL ? +

All our data is hosted with Wowrack Managed Hosting Solution, Seattle, USA which delivers industry leading dedicated server and runs on Certified Cisco backbone network.

I am already using an accounting package. Why should I use BUSINESS CENTRAL? +

The BUSINESS CENTRAL web apps has been built for the enthusiastic small/medium business who want to look at multiplying their business YoY. Considering their limited time and resources, we have features which throw analytics based on their daily/weekly/monthly transactions. Besides, we have calendar with auto SMS to user & client as well for reminders on meetings / payments, auto mails etc all of which are way beyond a redundant accounting package.

The whole application is user friendly and also has ability to guide and set up the complete system for a new business.

I am currently using an accounting package/manual process on excel sheet. How will I then use BUSINESS CENTRAL? +

Of Course, the existing data can easily be migrated into the BUSINESS CENTRAL . The existing data can be copied into the predefined templates and added into the site, thus start using the application.

What are the advantages of using BUSINESS CENTRAL? +

BUSINESS CENTRAL is a unique both as an application and also among the other brands. This application would make an entrepreneur independent, easy and immediate access to data, financial updates of his business. The analytics help him look at his data from different perspectives and enable him with info for taking his business plan forward. The auto mail, auto SMS features would impress his customer / vendor with its reminders, acknowledgements etc. The info center gives news updates from user's favorite publications and the stock updates available for the stock market freaks. Also the application has no distractions in terms of advertisements and pop ups of different companies and services in any of its pages through out the site.

Most of all, availability of a 24x7 support team which would help the user with info and update with an objective to make his business successful and the usage of the application a pleasant experience.

System Requirements: +

  • Browser's Preferred Mozilla Firefox or Google Chrome mandatory.
  • MS Office (To View Word documents, Excel and Powerpoint)(mandatory)
  • Adobe Flash Player (To View Graphs download the link and install it)..................... Click to download
  • Adobe Acrobat Reader (To Print Selected download the link and install it).............. Click to download
  • Firefox (To download firefox link and install it)........................................................ Click to download firefox
  • True type Fonts (To View Barcode Reader download and paste as shown below).. Click to download
  • After downloading .TTF file. Path location to paste is as follows Click Start - > Control Panel -> Fonts -> paste in it.

To Read Rules of Accounting Principles:Click

Income Statement +

The Income Statement (Also called the "Profit and Loss" Statement) The income statement shows the financial results of operations for a period of time. Think of it as a "diary" of what transpired for, say, a 12-month period . From the income statement, one can determine the level of profit or loss because amounts received from selling goods and services and other items of income are matched against all the costs and expenses incurred in the delivery of these goods and services. The major elements of an income statement are:

  • Net Sales - represents the primary source of money received by the business from its customers for goods sold or services rendered. The net sales item covers the amount received after taking into consideration returned goods and allowances for reduction of prices.
  • Cost of Sales and Operating Expenses - all costs incurred in the factory (including depreciation) in order to convert raw materials into finished products.
  • Operating Profit - net sales less all operating costs
  • Interest Income - additional source of revenue from investments
  • Interest Expense - interest paid to creditors
  • Provision for Income Tax - amount due to BIR

Balance Sheet +

The balance sheet presents the financial position of a business as of a specific date, much like a "snapshot" (e.g., As of December 2005). It is a report on the financial resources (assets) available to the business to carry out its economic activities as well as claims (liabilities) against its resources. The difference between assets and liabilities is the owner's equity. This follows the fundamental accounting equation: Assets = Liabilities + Owner's Equity.

The main elements of the balance sheet are:

Assets - economic resources of a business such as buildings, equipment, land, motor vehicles, amounts owed by customers (accounts receivable), patents and bank deposits. Liabilities - economic obligations to pay definite or reasonably certain amounts at a time in the future. They are claims against the business by creditors. Owner's Equity - residual interest of the owners in the business.

The specific elements of the balance sheet are: Current Assets - include cash and those assets which in the normal course of business will be turned into cash generally within a year from date of balance sheet. These consist of cash, marketable securities (or temporary investments), accounts receivable, inventories and prepaid expenses (payments made in advance, such as insurance, from which the business has not yet received benefits). Therefore, current assets are mostly working assets in the sense that they are constantly being converted to cash. Fixed Assets - also referred to as property, plant and equipment, these represent those assets not intended for sale that are used over and over again in order to manufacture the product, display it, warehouse it, transport it. Fixed assets generally consist of land, buildings, machinery, and office equipment. Depreciation - defined for accounting purposes as the decline in useful value of a fixed asset due to wear and tear from use and passage of time. Fixed assets may also suffer a decline in useful value from obsolescence because new inventions and more advanced technologies are introduced. The cost incurred to acquire the property, plant and equipment must be spread over the expected useful life. The usual method used is straight-line depreciation. Land is not subject to depreciation. Current Liabilities - generally includes all debts that fall due in the coming year. Payments made on current debts generally come from a business current assets. Accounts Payable - represents the amounts that the business owes to its regular business creditors from whom it has bought goods or services. Notes Payable - money owed to a bank or other lender (wherein a written promissory note has been given by the borrower). Accrued Expenses Payable - may include salaries and wages payable to employees, interest on funds borrowed from banks, insurance premiums and similar items. To the extent that the amounts owed are unpaid as of the balance sheet date, these expenses are grouped as a total under accrued expenses payable. Income Taxes Payable - amounts owed and due to the BIR Long-term Liabilities - debts due after one year from the date of the financial report

It would do well to prepare the income statement and the balance sheet on a regular basis to guide the entrepreneur on critical decisions that must be made with regard to the business. There are a number of technology solutions available to aid the entrepreneur in generating these financial reports. Powered by ICICI SME ToolKit

Bank details of Business Central for making payment +

Beneficiary : BUSINESS CENTRAL
11B, Kakatheeya Nagar,
Address Street No 1, Habsiguda, Secunderabad -500 007
Bank : S B I (16514) - Habsiguda Branch, H.No.1-2-11/1, Kakatheeya Nagar,
Branch Address : Street No. 2, Habsiguda Hyderabad 500 007
Account No : 33015037600
RTGS/NEFT/IFSC CODE : SBIN0016514

View Customer +

Add a Customer

Add a Customer.

Home > Sales&Purchases > Sales/Customers > Manage List > Customer List

  • In Add Customer, Enter details as per the fields provisioned.,
  • After filling the fields, Click on "Add Customer".
  • Once done click on "f5" button to Refresh the web page and add customer data.
  • If you want to add multiple list of Customers, Click "here" link you will downlaod excel sheet, based on fields provided fill in and upload it.
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Editing Customer Information

Editing Customer Information.

Home > Sales&Purchases > Sales/Customers > Manage List > Customer List

  • Click the customer name / field for editing in the Edit Customer.,
  • Modify the field.
  • Click on Refresh button under Edit Customer.
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Journal Entry +

How to make journal entry?

Making a Journal Entry.

Home > Accounting > Transaction > Journal Entry

  1. Open Journal Entry from the Accounting menu.
  2. Select the account in which your debit or credit transaction is done.
  3. Description is optional. This appears on reports showing transaction details.
  • If the Account is Account Payable, then the Debit line must be a Vendor.
  • If the Account is Account Receivable, then the Debit line must be a Customer.
  1. Click on Make Entry.
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How do journal entries affect accounts?

How do journal entries affect accounts?

Home > Accounting > Transaction > Journal Entry

Journal entries affecting accounts
Account Type Debit Credit
Bank + -
Accounts Receivable + -
Fixed asset + -
Other asset + -
Accounts Payable - +
Credit card - +
Other current liability + -
Long term liability - +
Equity - +
Income - +
Other Income - +
Expense + -
Other expense + -
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How to cancel the prepayment received from the customer?

Making a Journal Entry

Home > Accounting > Transaction > Journal Entry

  1. Open Journal Entry from the Accounting menu.
  2. You might reverse a journal entry to correct a mistake without deleting the original entry.
  3. For reversing a journal entry, you may want to create a new entry with the following,
* Reverse the Debit and Credit amounts from the original transaction. * Other information such as Account, Description and Name is same as the original transaction. ×
What is the use of a Journal Entry?

What is the use of a Journal Entry?

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How to add new rows in Journal Entry?

Adding rows in a Journal Entry

Home > Accounting > Transaction > Journal Entry

  1. By default there will be 2 rows
  2. To add rows click on Add Rows
  3. It will list another 2 rows
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View Vendor +

Add a Customer

Adding a new supplier

Home > Sales& Purchases > Purchases/Suppliers > Manage List > View Suppliers

  1. In Add suppliers, Enter details as per the fields provisioned.
  2. After filling the fields, Click on "Add Supplier"
  3. If you want to add multiple list of Suppliers, Click "here" link you will downlaod excel sheet, based on fields provided fill in and upload it.
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Edit supplier Contact List

Edit supplier Contact List

Home > Sales& Purchases > Purchases/Suppliers > Manage List > View Suppliers

  1. Click the customer name / field for editing in the Edit Supplier.
  2. Modify the field.
  3. Click on Refresh button under Edit Supplier.
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Bank Reconciliation +

What is bank reconciliation?

What is bank reconciliation?

Home > Accounting > Transaction > Bank Reconciliation Statement

Bank Reconciliation is the process of matching and comparing figures from the accounting records against those presented in the bank statement. The statement of account from a bank would have been hand written by a clerk and checked carefully by the bank manager. The statement can be taken as a reliable source, as banks' primary business is to ensure that their ledgers correctly tracked the flow of funds.

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How to reconcile a bank account?

Reconciling a bank account

Home > Accounting > Transaction > Bank Reconciliation Statement

Reconciling a bank account is also called as balancing an account.

  • Open Reconcile from the Transaction menu.
  • Fill in the details.
  • Select the date range of the dates.
  • Enter the closing balance amount.
  • When the reconcile starts, it will list all the transactions.
  • Check the transaction with the bank statement by selecting the checkboxes present and click on Validate.
  • If any transaction is missing from the statement then add that entry and click validate again.
  • Print Reconcile statement using "Print" option.
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Bank Account +

How to create a bank account?

Creating new Bank Account

Home > Accounting > Settings > Bank Accounts

  1. To create a new bank account, Add New Bank Account
  2. Account Name in Short form we can write(If State Bank Of India) it as SBI(User can view at Customer Payment Screen)
  3. Account Type denotes the type of bank account you maintain within the bank.
  4. Bank Account GL Code, generally we keep it as Cash at Bank or else user keeps Bank name. They can create Bank Name under Accounting -> Settings -> Chart of Accounts setup - > Under Add Chart Of Account, select Account Type as Current Assets and then add Bank Name then add Bank name for GL Code
  5. Enter Bank Account Number and enter Opening Balance as on created date
  6. Enter Bank address and click on Add New User can view List of Bank Accounts
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How to create new account type?

Creating new Account type

Home > Accounting > Settings > Bank Accounts

Four accounts are default under banking,

  • Savings Account
  • Checking Account
  • Current account
  • Credit account
  • Cash account

If you want to create an account type, other than the above four accounts then use the following.

* To create new account type, Select Accounting -> Setting -> Chart of accounts setup -> Add new. * In Add New account, fill all the details. * To create an account type under bank, In the Account Section select "Current assets" and the account type as "bank".

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How to set default bank account?

Setting default bank account

Home > Accounting > Settings > Bank Accounts

  1. To create a new bank account, Select Banking -> Create new account.
  2. Fill all the details.
  3. . Account type: Denotes the type of bank account you maintain within the bank.
  4. Go under GL under "setting" under accounting where in you can create your own default bank account.
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How to set default check account?

Setting default check account

  • You can set default check account as follows,
  • To create a new bank account, under setting -> Create new account.
  • Fill all the details.
  • Account type: Account type is the type of your bank account and chooses account type as checking account.
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Charts of Accounts +

What are chart of accounts?

Chart of Account

Home > Accounting > Settings > Chart Of Account Setup

A list of ledger account names and numbers arranged in the order in which they customarily appear in the financial statements. The chart serves as a useful source for locating a given account within the ledger. The numbering system for the chart of accounts must leave room for new accounts. A range of numbers is assigned to each financial statement category.

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How to add a chart of account?

Add a chart of account

Home > Accounting > Settings > Chart Of Account Setup

  1. ID's to the chart of accounts are by default, you cannot change the ID's for the given chart of accounts, and however you can add your own ID when you are creating a new account.
  2. Once done adding new account then click on Add COA.
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Profit and Loss +

What is Profit & Loss Account?

What is Profit & Loss Account?

Home > Accounting > Reports > Profit & Loss Statement

An income statement (sometimes called a Profit and Loss Account) lists your revenues and expenses, and tells you the profit or loss of your business for a given period of time.

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How to ascertain Profit or Loss of a business?

How to ascertain Profit or Loss of a business?

  1. The Profit and Loss statement reveals your income you made and the expenses that you spend for.
  2. To know whether your business is running with a profit or loss choose Profit & Loss Account from the Reports menu under accounting.
  3. By default, the report shows the data for all dates. You can limit the report by choosing different dates from the Dates option field.
  4. Then click the List "Report" option to view the data for the selected period.
  5. .You can either print the report using Print option or export the report to Excel Spreadsheet and save it.
  6. You can also print this report by clicking the Print option.
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How to pull up the report according to the date?

To pull up the report according to the date

Home > Accounting > Reports > Profit & Loss Statement

  • Click on Select Date Format
  • Select the period from the drop down, the Start Date & End Date get selected automatically
  • For any specific Period select Custom Date from the dropdown and specify the Start Date & End Date
  • Click on GET RESULTS
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Trading +

What is Trading account?

What is Trading account?

Home > Accounting > Reports > Trading Statement

The purpose of the trading account is to show the gross profit on the sale of goods. Gross profit is the difference between the sale proceeds of goods and what those goods cost the seller to buy, or cost of sales. The cost of sales for this purpose includes the amount which has been debited for them to the purchases account plus the cost of getting them to the place of sale, which is usually the seller's premises, i.e., the carriage inwards of those goods.

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Trading account report?

Trading Account Report

  1. To know what is your business worth chooses trading account from Reports menu under accounting.
  2. By default, the report shows the data for all dates. You can limit the reports to different set of dates by choosing different dates from the Dates option field.
  3. Then click the List Report option to view the data for the selected period.
  4. You can either print the report using Print option or export the report to Excel Spreadsheet and save it.
  5. You can also print this report by clicking the Print option.
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Search Purchase +

How to search a purchase order?

How to search a purchase order?

There are 5 options to search a Purchase Order

  1. By Purchase Order status - Check on the relevant box, if it is a New Purchase Order or Purchase Order Received
  2. Purchase Order No - If Purchase Order no. is known, same can be keyed in.
  3. Supplier name - Select the supplier name from the drop down menu
  4. Unpaid - Unpaid accounts can be selected by checking the unpaid field
  5. Supplier invoice no. - Enter the Supplier invoice no.
  6. After choosing any of the above one, click on Search Button
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How to make a payment of the purchase order?

How to make a payment of the purchase order?

  • Please click on the "To receipt" of selected order in Search Purchase page, it will take to another page over that page, please click on "Convert Receipt" to receive payment receipt.
  • Then click on "Make payment" in Search Purchase page of selected order.
  • After that please fill in from Bank Account,Payment Mode [If Payment mode is Cheque, enter Cheque No. and Bank Charges if applicable], Date of Payment and Amount Paid and click on "Add Payment"
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Search Customer Transaction +

Search customer transaction

Search Customer Transaction

Home > Sales & Purchases > Sales/Customers > Transactions > Search Customer Transaction

There are 5 options to search a transaction

  • By transaction status - Select Sales Quote / Order / invoice.
  • Transaction No - If transaction no. is known, same can be keyed in.
  • Customer name - If the customer name is known, same can be selected
  • Transaction Date - If you know the specific date select and Search
  • Delivery Date - If you know the specific date select and Search
  • Unpaid - If customer amount is due, click on this checkbox and click Search
  • After choosing any of the above one, click on Search Button.
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Print selected transaction

Print selected transaction

Home > Sales & Purchases > Sales/Customers > Transactions > Search Customer Transaction

  • Select transactions.
  • Check the transactions that need to be printed.
  • Click on "Print Transactions" to print.
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Mail selected transaction

Mail selected transaction

Home > Sales & Purchases > Sales/Customers > Transactions > Search Customer Transaction

  • Select transactions.
  • Check the transactions that need to be mailed.
  • Click on "Mail Transactions" to mail.
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How to Receive transaction payment

Receive transaction payment

Home > Sales & Purchases > Sales/Customers > Transactions > Search Customer Transaction

  • Select Checkbox of Invoice transactions to receive payments.
  • Click on Receive Payment it will take Payments screen.
  • Select the bank from which you want to proceed payment and fill the date of deposit of amount.
  • Select payment mode (If Cheque payment Bank Charges are Applicable else with Cash no need to give Bank Charges) and fill in Amount Paid details and Click on Add Payment.
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How to View transaction

View transaction

Home > Sales & Purchases > Sales/Customers > Transactions > Search Customer Transaction

  • To view the transaction out of the list of transaction.
  • Check the transaction as required(column 1,left)
  • Click on view.
  • Page available in editable format.
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How to Edit transaction

Edit transaction

Home > Sales & Purchases > Sales/Customers > Transactions > Search Customer Transaction

  • To edit the transaction out of the list of transaction
  • Check the transaction as required(column 1,left)
  • Click on edit.
  • Page available in editable format.
  • Edit the required fields and click on update.
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How to search Sales order

Search Sales order:

Home > Sales & Purchases > Sales/Customers > Transactions > Search Customer Transaction

  • Under Sales/Customers, go under Customers and create a Sales order with the products and click on create.
  • Once you have done with creating the Sales order a "Transaction ID" is created.
  • From the drop down box you can "Search Purchase order" select your Suppliers name and just a give date on which you want to select the transaction and click on "Search"
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Customer Sales +

How to Create an Quotes/Order/Invoice?

How to create an Quote/Order/Invoice?

Home> Sales&Customers > Sales/Customers > Transaction > Create sales quote / sales order/invoice order

  • Select customer, date, status, valid date, payment details.
  • Add product by clicking "+" and it will open another window then add Quantity of products and SUBMIT and close window.
  • Click on Create after loading all products.
  • After that enter "Tax Details" by clicking Check Box beside tax names.
  • Click on Print or Mail option as desired.
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How to select a customer for Invoicing?

How to select a customer for Invoicing?

Home> Sales&Customers > Sales/Customers > Transaction > Create sales quote / sales order/invoice order

  • Click on Customer and select from the drop down menu or type the first alphabet of the customer's name.
  • If the customer is not available in the list, Click on Sales/Customers > Manage List > Customer List in that fill all the details under Add Customer and Click on "ADD CUSTOMER" button.
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How to enter Tax Details?

How to enter Tax Details?

Home> Sales&Customers > Sales/Customers > Transaction > Create sales quote / sales order/invoice order

Under Home -> Accounting -> Transaction setting

  • Click checkbox and fill Taxtype % orvalue for sales or purchases whichever taxes are required.
  • Click "Adjust" to freeze the fields.
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How to apply discount to an Invoice?

How to apply discount to an Invoice?

Home> Sales&Customers > Sales/Customers > Transaction > Create sales quote / sales order/invoice order

  • Select customer, date, status, valid date, payment details.
  • Update discount against the "Discount" field.
  • Choose between "value" or "%" based on the amount or the percentage discount respectively.
  • The discount automatically reflects in the "Total".
  • After applying discount if user wants to change any product quantity user must once again apply discount to reflect in total.
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How is payment made?

How is payment made?

Home> Sales&Customers > Sales/Customers > Transaction > Create sales quote / sales order/invoice order

Sl. No. Payment Terms Code Payment Terms Description
1 Net monthly Payment due on last day of the month following the one in which
account the invoice is dated
2 Net 7 Payment seven days after invoice date
3 Net 10 Payment ten days after invoice date
4 Net 30 Payment 30 days after invoice date
5 Net 60 Payment 60 days after invoice date
6 Net 90 Payment 90 days after invoice date
7 EOM End of month
8 21 MFI 21st of the month following invoice date
1 per cent 10 Net 1 per cent discount if payment received within ten days otherwise
9 30 payment 30 days after invoice date
10 COD Cash on delivery
11 Cash account Account conducted on a cash basis, no credit
12 Letter of credit A documentary credit confirmed by a bank, often used for export
13 Bill of exchange A promise to pay at a later date, usually supported by a bank
14 CND Cash next delivery
15 CBS Cash before shipment
16 CIA Cash in advance
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Preview Quotes/Order/Invoice

Preview Invoice

Home> Sales&Customers > Sales/Customers > Transaction > Create sales quote / sales order/invoice order

  • After entering all the details in the order /invoice, click on create
  • This reflects further "print" / "mail" options.
  • Click "Print" button.
  • This reflects a "Print preview"PDF page
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How to send Quote/Order/Invoice through mail

Sending Quote/Order/Invoice by mail

Home> Sales&Customers > Sales/Customers > Transaction > Create sales quote / sales order/invoice order

  • Select customer, date, status, valid date, payment details.
  • Update product details in the field as per required quote, add rows for additional products.
  • Click on create.
  • Click on print or mail option as desired.
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How to add additional delivery address for customer?

Procedure to add new delivery address

Home> Sales&Customers > Sales/Customers > Transaction > Create sales quote / sales order/invoice order

In Create Quote page,

  • Select Customer
  • Select the Delivery type and choose "Delivery".
  • Select Delivery To, If the address is new, click on "Add address" and enter all details.
  • If the address is different Click on "Change Address" and enter all details.
  • Click on "Submit"
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How does calculations work in this screen?

How does calculations work in this screen?

Home> Sales&Customers > Sales/Customers > Transaction > Create sales quote / sales order/invoice order

  • Firstly, user should enter customer details, then products details
  • We get Subtotal enter discount if specified (Value/Percentage) and specify date and enter delivery type
  • Enter tax details, service tax will be calculated first as per percentages mentioned in Accounting -> Transaction Settings, then CST and other taxes will be calculated,
  • If Product(s) had individual taxes it will also applies including all tax and shows in Total Taxes
  • Note: If sales order/invoice is cform, firstly add discount if required then click on cform now CST is calculated as 2% and assign cform a number to it.
  • Order comments can be done before or after sales order/invoice.
  • Delivery charges (if order type is Delivery) it includes and shows in Total.
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