Options (Acc)

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Introduction

Settings for the following:

1. General

2. BarCode

3. Miscellaneous

4. Unit Price

5. General Ledger

6. Customer

7. Supplier

General

Automation Server Registration - Use to register/communicate to the external application via Windows platform.

BarCode

To define the cash drawer setting with a compatible device, eg. cash drawer.

To define the barcode setting with a compatible device, eg. barcode printer.

Miscellaneous

Others setting.

To set the display format

To understand the display format. See the below picture:

Numbering Type	Display Format	Example
Accounting Value	#,0.00;(#,0.00)	Amount/DR/CR display format Positive value = 1,000.00 Negative value = (1,000.00)
Currency Rate	#,0.0000	Exchange Rate display format, eg. 1 USD = 4.2334 MYR
Stock Quantity	#,0.00;-#,0.00	Qty display format. Qty In = 2.00 units Qty Out = -2.00 units
Item Selling Price	#,0.00;-#,0.00	Sales Unit Price display format, eg. unit selling price = 25.53
Item Purchase Price / Costing	#,0.00; -#,0.00	Purchase Unit Price and Total Cost display format, eg. unit purchase price = 15.33

Merge Same Item Code

1. Tick this option to merge same items quantity and amount when you print the documents, eg. sales invoice, cash sales, etc.

2. Conditions:

a. Same item Code;

b. Same UOM;

c. Same Unit Price;

d. Sames Disc;

e. Same Tax Code.

Prompt Negative Stock Quantity Dialog Box

Tick this option the system will prompt alert message if the stock below quantity on hand or below re-order level or below minimum quantity in the sales documents.

Show Document Project

1. Tick this option to enable to select the document project.

2. See the example in the screenshot below.

Runtime Stock Costing Calculation for Stock Document

1. To enable to execute the costing calculation when print the stock documents reports (report name ended with Actual Cost) in the Stock Issue, Stock Adjustment and Stock Transfer (available in multiple warehouse module).

2. See the example of stock issue as shown in the screenshot below.

Prompt Duplicate Cheque Number

To alert a message if duplicate cheque number are try to save in Payment Voucher/Official Receipt.

Use Doc Date For Acceptable Transactions Date Checking

1. System will use document date instead of post date to check and allow to save the document based on the allow date set in Maintain Acceptable Transaction Date.

2. For instance, the document date = 01/01/2016 and post date = 17/02/2016. System will not allow to save this document fall outside the acceptable transaction date (ie. 01/02/2016 - 29/02/2016). See the screenshot below.

Post Audit Trail for Stock/Sales/Purchase Detail

To audit log the changes has been made in Sales and Purchase detail.

Default UOM

Default the base UOM when create new item in Maintain Stock Item.

Unit Price

To set the unit price priority apply to the sales/purchase/stock documents when select the item code for a customer/supplier.

Sales

Purchase

Stock

Cash Sales

Cash Purchase

General Ledger

It is important to define the setting correctly in the new database created.

Financial Start Period

To define the company Financial Start Date, eg. 01/01/2016 (system will be notified New Financial Start Date at 1st January every year).

System Conversation Date

System conversation date from other system or new company database setup.

Default Account

Default account use to auto posting by the system.

Default Account	Account	Explanation
Foreign Exchange Rate Gain Account	530-000	Foreign Exchange Rate Gain auto posting from Customer and Supplier Payment.
Foreign Exchange Rate Loss Account	980-000	Foreign Exchange Rate Loss auto posting from Customer and Supplier Payment.
Bank Charge Account	902-000	Bank charge auto posting from GL Cash Book Entry, Customer and Supplier Payment if enter at the bank charge field.
Contra Account	450-000	Applicable to Customer and Supplier Contra.
Sales Account	500-000	Default sales account in Sales Invoice and Debit Note if empty item code.
Cash Sales Account	500-000	Default cash sales account in Sales Cash Sales if empty item code.
Sales Returns Account	510-000	Default sales returns account in Sales Credit Note if empty item code.
GST-Output Tax Prepaid	GST-103	Applicable to 21 Days Rules and Non-Refundable Deposit.
GST-Sales Deferred Tax	GST-202	Applicable to Bad Debt Relief and Bad Debt Recovered related to Customer.
Purchase Account	610-000	Default purchase account in Purchase Invoice and Debit Note if empty item code.
Cash Purchase Account	610-000	Default cash purchase account in Purchase Cash Purchase if empty item code.
Purchase Return Account	612-000	Default purchase returns account in Purchase Returns if empty item code.
GST-Purchase Deferred Tax	GST-102	Applicable to Bad Debt Relief and Bad Debt Recovered related to Supplier.
GST-Payable (Kastam)	GST-KASTAM	RMCD accounts
Unclaimable GST Account	GST-301	Applicable to Mixed Supplies only.

Default Journal

1. To classify the transactions into the Journal created in Maintain Journal. Usually leave it as default.

2. It is very useful for applying the Journal of Transactions Listing and Summary report.

3. Below is the default journal list:-

Default Journal	Journal
Bank Journal	BANK
Cash Journal	CASH
Journal Entry	GENERAL
Foreign Bank Adjustmnent	BANK
Foreign Exchange Rate Gain /Loss	GENERAL
Customer/Supplier Contra	GENERAL
Customer Invoice	SALES
Customer Cash Sales	SALES
Customer Credit Note	SALES
Customer Debit Note	SALES
Supplier Invoice	PURCHASE
Supplier Cash Purchase	PURCHASE
Supplier Credit Note	PURCHASE
Supplier Debit Note	PURCHASE

Customer

It is important to define the Customer setting in the new database created.

Default Control Account

Default control account when create new customer in Maintain Customer.

Default Credit Terms

Default credit terms when create new customer in Maintain Customer.

Default Credit Limit

Default credit limit value when create new customer in Maintain Customer.

Default Output Tax

Default output tax code when create new customer/sales documents entry, eg. customer invoice, customer debit note, etc.

Customer Account Code Format

1. To Define the customer code format.

2. Format explanation as per below.

Ref	Code Format	Explanation
A	%.3s-	First number of digit from Customer Control Account code.
B	%.1s	First number of characters from Customer Name.
C	%.4d	Sequence running number.

Example 1:

a. Customer Control Account = 300-000

b. Customer Name = ALI BABA SDN BHD

Code Format	Result
%.3s-	300-
%.1s	A
%.4d	0001

c. Customer Code = 300-A0001

Example 2:

a. Customer Control Account = 3001-0000

b. Customer Name = ALI BABA SDN BHD

Code Format	Result
%.4s/	3001/
%.2s	AL
%.2d	01

c. Customer Code = 3001-AL01

Exceptional Customer Code Format (Regular Expression)

1. Copy and paste the below regular express line into Customer Format field (see the screenshot below).

"%.3s"-"(?i)\b(?!sykt\b|persatuan\b)(?![-.,\s]).{1,1}""%.4d"

Example 1:

a. Customer Name: SYKT ALI

b. Keyword excluded: sykt (non-case sensitive)

c. Customer Code= 300-A0001

Example 2:

a. Customer Name: PERSATUAN KLANG

b. Keyword excluded: persatuan (non-case sensitive)

c. Customer Code= 300-K0001

Default Customer Aging Format

1. Set a default customer aging format to show the aging result at Inquiry | Account Inquiry (Customer).

2. Customer aging format list:

a. Cust-Multi-F1-06 Mths Statement-Current,1 Mth,...

b. Cust-Multi-F2-06 Mths Statement-Current,1 Mth,...

c. Cust-Multi-F1-12 Mths Statement-Current,1 Mth,...

d. Cust-Multi-F2-12 Mths Statement-Current,1 Mth,...

Use Cash Sales No. for Payment Received

Use Cash Sales No as the official receipt no for cash sales only.

Perform Tax / Local Amount Rounding

1. Choose a method to calculate the tax amount consistently.

2. By default, it is always untick.

A. Once Cent Different: Untick (by Default)

It is total of tax amount from each detail amount multiply by GST 6%.

Total Tax Amount = 20.00 + 24.62 + 0.73 + 7.39 +1.94 = 54.68

Items	Amount	Tax	Tax Amount	Total
Item 1	333.33	SR	20.00	353.33
Item 2	410.37	SR	24.62	434.99
Item 3	12.13	SR	0.73	12.86
Item 4	123.15	SR	7.39	130.54
Item 5	32.26	SR	1.94	34.20
Total	911.24		54.68	965.92

B. One Cent Different: Tick

It is based on total document amount to multiply with GST 6%.

Total Tax Amount based on itemized = 20.00 + 24.62 + 0.73 + 7.39 + 1.94 = 54.68

Total Tax Amount based on total amount = 911.24 x 6% = 54.67

Differences = 54.68 - 54.67 = 0.01

Therefore, the system will perform auto rounding mechanism to the largest value (ie. item 2 = 24.62-0.01 = 24.61).

Items	Amount	Tax	Tax Amount	Total
Item 1	333.33	SR	20.00	353.33
Item 2	410.37	SR	24.61	434.98
Item 3	12.13	SR	0.73	12.86
Item 4	123.15	SR	7.39	130.54
Item 5	32.26	SR	1.94	34.20
Total	911.24		54.67	965.91

5 Cents Rounding (Sales Invoice)

This option will auto insert an items code RTN5Cents to adjust the total invoice amount if found the total amount not in simple rounding.

5 Cents Rounding (Cash Sales)

This option will auto insert an items code RTN5Cents to adjust the total cash sales amount if found the total amount not in simple rounding.

Supplier

It is important to define the Supplier setting in the new database created.

Default Control Account

Default control account when create new supplier in Maintain Supplier.

Default Credit Terms

Default credit terms when create new supplier in Maintain Supplier.

Default Credit Limit

Default credit limit value when create new supplier in Maintain Supplier.

Default Input Tax

Default input tax code when create new supplier/purchase documents entry, eg. supplier invoice, supplier debit note, etc.

Supplier Account Code Format

1. To Define the supplier code format.

2. Format explanation as per below.

Ref	Code Format	Explanation
A	%.3s-	First number of digit from Supplier Control Account code.
B	%.1s	First number of characters from Supplier Name.
C	%.4d	Sequence running number.

Example 1:

a. Supplier Control Account = 400-000

b. Supplier Name = ALI BABA SDN BHD

Code Format	Result
%.3s-	400-
%.1s	A
%.4d	0001

c. Supplier Code = 400-A0001

Example 2:

a. Supplier Control Account = 4001-0000

b. Supplier Name = ALI BABA SDN BHD

Code Format	Result
%.4s/	4001/
%.2s	AL
%.2d	01

c. Supplier Code = 4001-AL01

Exceptional Supplier Code Format (Regular Expression)

1. Copy and paste the below regular express line into Supplier Format field (see the screenshot below).

"%.3s"-"(?i)\b(?!sykt\b|persatuan\b)(?![-.,\s]).{1,1}""%.4d"

Example 1:

a. Supplier Name: SYKT TAN & SON

b. Keyword excluded: sykt (non-case sensitive)

c. Supplier Code= 400-T0001

Example 2:

a. Supplier Name: PERSATUAN BOLA SEPAK

b. Keyword excluded: persatuan (non-case sensitive)

c. Supplier Code= 400-B0001

Default Supplier Aging Format

1. Set a default supplier aging format to show the aging result at Inquiry | Account Inquiry (Supplier).

2. Supplier aging format list:

a. Supp-Multi-F1-06 Mths Statement-Current,1 Mth,...

b. Supp-Multi-F2-06 Mths Statement-Current,1 Mth,...

c. Supp-Multi-F1-12 Mths Statement-Current,1 Mth,...

d. Supp-Multi-F2-12 Mths Statement-Current,1 Mth,...

Use Cash Purchase No. for Payment Paid

Use Cash Purchase No as the payment voucher no for cash purchase only.