Options (Acc)

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Menu: Tools | Options...

Introduction

Settings for the following:
1. General
2. BarCode
3. Miscellaneous
4. Unit Price
5. General Ledger
6. Customer
7. Supplier
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General

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

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

Others setting.
Tools-Options-05.jpg


To set the display format

To understand the display format. See the below picture:
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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.
Tools-Options-05c.jpg


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.
Tools-Options-05d.jpg


Show Document Project

1. Tick this option to enable to select the document project.
2. See the example in the screenshot below.
Tools-Options-05e.jpg


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.
Tools-Options-05f.jpg


Prompt Duplicate Cheque Number

To alert a message if duplicate cheque number are try to save in Payment Voucher/Official Receipt.
Tools-Options-05g.jpg


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.
Tools-Options-05h.jpg


Post Audit Trail for Stock/Sales/Purchase Detail

To audit log the changes has been made in Sales and Purchase detail.
Tools-Options-05i.jpg


Default UOM

Default the base UOM when create new item in Maintain Stock Item.
Tools-Options-05j.jpg


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

Tools-Options-06a.jpg


Purchase

Tools-Options-06b.jpg


Stock

Tools-Options-06c.jpg


Cash Sales

Tools-Options-06d.jpg


Cash Purchase

Tools-Options-06e.jpg


General Ledger

It is important to define the setting correctly in the new database created.
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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.
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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.
Tools-Options-08.jpg


Default Control Account

Default control account when create new customer in Maintain Customer.
Tools-Options-08b.jpg


Default Credit Terms

Default credit terms when create new customer in Maintain Customer.
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Default Credit Limit

Default credit limit value when create new customer in Maintain Customer.
Tools-Options-08d.jpg


Default Output Tax

Default output tax code when create new customer/sales documents entry, eg. customer invoice, customer debit note, etc.
Tools-Options-08e.jpg


Customer Account Code Format

1. To Define the customer code format.
2. Format explanation as per below.
Tools-Options-08f.jpg
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"
Tools-Options-10a.jpg
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,...
Tools-Options-08j.jpg


Use Cash Sales No. for Payment Received

Use Cash Sales No as the official receipt no for cash sales only.
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One Cent Different Rounding (Local Currency Fields) for all AR/SL Documents (Recommended)

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.
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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.
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Supplier

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

Default control account when create new supplier in Maintain Supplier.
Tools-Options-09b.jpg


Default Credit Terms

Default credit terms when create new supplier in Maintain Supplier.
Tools-Options-09c.jpg


Default Credit Limit

Default credit limit value when create new supplier in Maintain Supplier.
Tools-Options-09d.jpg


Default Input Tax

Default input tax code when create new supplier/purchase documents entry, eg. supplier invoice, supplier debit note, etc.
Tools-Options-09e.jpg


Supplier Account Code Format

1. To Define the supplier code format.
2. Format explanation as per below.
Tools-Options-09f.jpg
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"
Tools-Options-10b.jpg
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,...
Tools-Options-09h.jpg


Use Cash Purchase No. for Payment Paid

Use Cash Purchase No as the payment voucher no for cash purchase only.
Tools-Options-09g.jpg