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Monday, November 23, 2009

FACT

Fact is business accounting software developed by Vedica Company of Singapore 1987. In this software we will learn to create company, modify company and delete of company. We will also learn to create ledger and voucher entry of all transactions (accounting and inventory), when we entry the voucher, the software will make the final reports automatically. Fact accounting has also demo and full version. Full version is used for entry of actual transaction of the company and demo version is used to learn about the entry
Note default user manager
Password blank (no password)

Creating new company in fact
1. Open fact program with user name and password( user name “manager”, password(blank)
2. Click on new of account menu
3. Type initial
4. Type company name and other details
5. Choose ar/ap
6. Choose company sample
7. Click on save


Opening a Company
F Select Account
F Select Open
F Select the Company (Press Enter)
F User - Type user name (Manager) (Press Enter)
F O.K.

Modify of Company
F Select Account
F Select Modify
F Type initial or we can select from the list1)
F After modifying select Save (F


Deleting a Company
It is actually not equal to throwing a company out of the system but it is rather throwing a company from the list. If we really required deleting, we can delete by window system.
F Select Account
F Select Delete
F Select the Company
F Then O.K.

Restoration
F Select Account
F Select New
F Type delete initial of Company
F Type the name of Company


Creating a LEDGER (APART from cash and bank a/c)
F Select Master
F Select chart of account
F Select general ledger
(Creation box will be appear)
F Select Add
F Type General ledger Code
For Eg. E001, I001
F Description: Name of Ledger
F Select Profit/Loss Account or Balance Sheet Type
F Cash/Bank Book – Yes
F It active only in balance sheet
F Type initial of Bank/Cash
F Cash or Bank code: Two digit only
F Minimum Balance:
F Alternate General ledger (G) code:
1 Save
Creating a ledger of cash a/c
F Select Master
F Select chart of account
F Select general ledger
(Creation box will be appear)
F Select Add
F Type General ledger Code
For Eg. E001, I001
F Description: Name of Ledger(cash a/c)
1 Balance Sheet Type
2 Choose cash and bank balance from b/l subgroup
3 Cash/Bank Book – Yes
4 Choose yes from cash book
F Type initial of Bank/Cash
F Cash or Bank code: Two digit only
F Minimum Balance:
F Alternate General ledger (G) code:
5 Save
Creating a ledger of bank a/c
F Select Master
F Select chart of account
F Select general ledger
(Creation box will be appear)
F Select Add
F Type General ledger Code
For Eg. E001, I001
F Description: Name of Ledger(Himalayan bank a/c)
F Balance Sheet Type
6 Cash/Bank Book – Yes
7 Choose no from cash book
F Type initial of Bank/Cash
F Cash or Bank code: Two digit only
F Minimum Balance:
F Alternate General ledger (G) code:
8 Save


To View General Leger
F Select Ledger Menu
F Select listing of Master
F Select general ledger code
9 O.K.
Entry of journal voucher
1. Click on journal of entry menu.
2. click on ledger
3. click on add tab
4. type the voucher no. narration, and date
5. click on gl code
6. press f1 select required debit ledger
7. type the debit amount
8. click on gl code of serial no2 select credit ledger
9. click on save.or press alt+s
Entry of receipt voucher
1. click on vouchers receipt/payment of entry menu
2. click on one dr/cr or many dr,cr
3. click on add tab
4. select default
5. choose required voucher type e.g receipt
6. type the voucher no. and date
7. click on gl code and select credit ledger
8. click on bank/cash box
9. select debit ledger
10.press enter type the amount
11.click on save
Entry of payment voucher
1. click on vouchers receipt/payment of entry menu
2. click on one dr/cr or many dr,cr
3. click on add tab
4. select default
5. choose required voucher type e.g payment
6. type the voucher no. and date
7. click on gl code and select debit ledger
8. click on bank/cash box
9. select credit ledger
10.press enter type the amount
11.click on save
Entry of contra voucher
1. click on vouchers receipt/payment of entry menu
2. click on one dr/cr
3. click on add tab
4. select default
5. choose voucher type payment
6. type the voucher no. and date
7. click on gl code and select contra ledger or type 1000
8. click on bank/cash box
9. select credit ledger
10.click on (to bank/cash) box select debit
11.press enter type the amount
12.click on save
Display of journal voucher
1. click on journal book of ledger menu
2. choose opening option option
3. define the date range
4. choose output eg. Text or graphic
5. click on ok.
Display of receipt voucher
1. click on cash bank reports of ledger menu
2. click on receipt register
3. Choose opening option e.g. include opening, exclude opening etc.
4. define the period
5. check or uncheck show details
6. choose sort by option
7. click on ok
Display of payment voucher
8. click on cash bank reports of ledger menu
9. click on payment register
10.choose opening option e.g. include opening, exclude opening etc.
11.define the period
12.check or uncheck show details
13.choose sort by option
14.click on ok
Display of ledger reports
15.click on general ledger of ledger menu
16.click on normal
17.define the period
18.choose required currency
19.check or uncheck running total, month total
20.choose output option
21.click on ok
Display of cash book and bank books
22.click on cash/ bank reports of ledger menu
23.click on books reconciliation
24.define the period
25.choose required currency
26.choose cash or bank option
27.choose output option
28.click on ok

Display of Trail balance
29.click on trail balance of ledger menu
30.click on normal or date to date or GroupWise
31.type the required date
32.check on closing stock
33.choose required currency
34.choose output option e.g. text or graphic
35.click on ok
Display of Profit and loss a/c
36.click on profit and loss a/c of ledger menu
37.click on complete
38.type the date
39.check uncheck show details
40.check on closing stock
41.choose currency option
42.choose output option
43.click on ok
44.click on yes of the message
Display of Balance sheet
45.click on balance sheet of ledger menu
46.click on complete
47.type the date
48.check uncheck show details
49.check on closing stock
50.choose currency option
51.choose output option
52.click on ok
53.click on yes of the message

Display of payment register
1. click on payment register of AR/AP menu
2. click on customer / vendor
3. choose opening option
4. define the period
5. click on show details
6. choose the output option
7. click on ok


Inventory voucher: The voucher related to stock is called inventory voucher.
It is involved with product or stock item; there are four types of inventory voucher.

1. Purchase voucher.
2. Debit note on purchase return.
3. Sales voucher.
4. Sales returned on credit note.

1. Purchase voucher:
If we purchase good for resale (trading point of view) that voucher is called purchase voucher.
Example:
1. Purchase of following items on credit from xyz supplier for resale
Sony color TV 10 sets @ 20000
L.G color TV 20 sets @ 50000
Samsung color TV 20 sets @ 10000

Purchase a/c Dr
Sony COLOUR TV 10@20000=
LG COLOUR TV 10@50000 =
SAMSUNG COLOUR TV 20@10000=
TO xyz supplier a/c
(BEING PURCHASE OF VARIOUS ITEMS )


2. Debit Note on purchase return :
This voucher is use the time of purchase returned to the supplier whose entry is opposite of purchase voucher .
Example:
Purchase returned to the XYZ supplier of following items.
Sony color TV 2 sets @ 20000
LG color TV 2 sets@ 50000
Samsung color TV 2 sets @ 10000


xyz supplier a/c Dr.
To purchase returned a/c
Sony color TV 2 sets @ 20000
L.G color TV 2sets @ 50000
Samsung color tv 2 sets @ 40000
(BEING PURCHASE RETURNED )




3. sales voucher:
If we sell good for trading point of view ( which goods where purchased for Resale) that voucher is called sales voucher.

Examples:
Sales of following items on credit to the ABC company.
Sony color tv 5 sets @ 25000
LG color tv 5 sets @55000
Samsung color tv 5 sets @ 15000

ABC company ……..Dr 47500
To sales a/c …………………47500
Sony color tv 5 sets @ 25000=
LG color tv 5 sets @55000=
Samsung color tv 5 sets @ 15000=
(BEING SALES TO ABC COMPANY)


4.sales returned or credit note:
This voucher is credited at the time of sales returned by the customer the voucher entry of sales returned is opposite entry of sales.

The following item one returned by ABC Company.
Sony color tv 1sets@25000
LG color TV 1sets @ 55000
Samsung color TV 1 set @ 15000

Sales returned A/C Dr 95000
Sony color tv 1sets@25000
LG color TV 1sets @ 55000
Samsung color TV 1 set @ 15000

To ABC company 95000

(BEING SALES RETURNED FROM ABC COMPANY)



Here looking at the above transactions there are not only ledgers but also stock items ,stock group and sub group

Stock group : computer/television
Stock subgroup: computer/desktop/laptop
Stock subgroup: television/colour/b/w
Units of measure : sets
Stock items : sony,lg, ibm,tvm etc



Creating stock items
1. create the ledger of purchase , sales, purchase return and sales return

1. click on item product of master menu
2. click on products
3. click on add tab
4. type the item code no. name of item in description box e.g sony, IBM, tvm etc.
5. choose no from service item
6. type the unit of stock items
7. choose purchase, sales, purchase return and sales return from the related box
8. click on save

Grouping of stock items
1. click on item/product of master menu
2. click on grouping
3. click on insert
4. type the name of group e.g computer.tv
5. click on save
6. click on required group
7. click on next
8. click on insert
9. type the name of subgroup
10. click on save
11. click on required subgroup
12. click on next
13. tag on required stock item
14. click on save
Entry of purchase voucher
1. click on purchase of entry menu
2. click on invoice
3. click on add tab
4. click on default
5. click on select
6. type invoice no.
7. goods received no.
8. order no., party invoice no.
9. choose cash a/c or vender name from vender box.(press enter for cash purchase or press f1 to select vender name
10. click on product box.
11. press f1
12. select required product
13. type quantity and rate
14. use this process for another items
15. click on save

Entry of sales voucher
16. click on sales of entry menu
17. click on invoice
18. click on add tab
19. click on default
20. click on select
21. type invoice no.
22. goods received no.
23. order no., party invoice no.
24. choose cash a/c or customer name from customer box(press enter for cash sales or press f1 to select customer)
25. click on product box.
26. press f1
27. select required product
28. type quantity and rate
29. use this process for another items
30. click on save

Entry of purchase return (debit note)
31. click on purchase of entry menu
32. click on return tab
33. click on add tab
34. click on debit note no.
35. type ref. inv no.
36. choose cash a/c or supplier name from vender box.
37. click on product in invoice box.
38. select required item
39. type the quantity
40. click on save
Entry of sales return (credit note)
41. click on sales of entry menu
42. click on return tab
43. click on add tab
44. type sales return no.
45. type the date
46. choose ref. inv no.
47. choose cash a/c or customer a/c from customer box.
48. click on product on invoice box.
49. press f1 and select required item
50. type the quantity
51. click on save

For Opening Balance of General Ledger
F Select Master
F Select Opening Balance
F Select General Ledger
F Plus(+) in Asset side & Minus (-) in Liabilities
F Save

Creation of Salesman or Agent
F Select Master
F Select Salesman/Agent
F Select Add
F Type Code number
F Type name of Agent, Address, Postal Codes Commission Percent
F Save
To View
F Select AR/AP
F Select Listing of Master
F Select Salesman/Agent



Process of VAT(Purchase case)
1. create the ledger of vat
2. click on preferences of account menu
3. click on system control
4. click on purchase tab
5. click on invoice terms
6. click on add
7. type the code no.
8. description: vat
9. click ledger code
10. choose (+) plus sign
11. choose none from category
12. click on save

Process of VAT(sales case)
1. click the ledger of VAT(B/S,current liablities)
2. click on preferences of Account menu
3. click on system control
4. click on sales tab
5. click on invoice terms
6. click on Add
7. type the code no.
8. Description: VAT
9. click ledger code
10. choose (+) plus sign
11. choose none from category
12. click on save

Process of discount case
1. create the ledger of discount receipt(other income)/discount given(other exp) accordingly
2. click on preferences of Account menu
3. click on system control
4. click on Purchases tab
5. click on invoice terms
6. click on Add tab
7. Description: discount
8. click the ledger code
9. Discount received – in case of purchase
10. Discount given – in case of sale
11. click on save

Entry of purchase voucher having VAT and Discount
1. click on purchase of Entry menu
2. click on invoice
3. click on Add tab
4. select Default
5. click on select
6. type the inv no.,GRN no.
7. type vendor/customer
8. select required item, type qty and rate
9. click on terms
10. select VAT or discount ledger accordingly
11. type percentage or amount
12. click on ok
13. click on save

Entry of sales voucher having Vat and discount
1. click on sales of Entry menu
2. click on invoice
3. click on Add tab
4. select default
5. click on select
6. type invoice no.,GRN no.
7. type vendor/customer
8. select required item, type qty and rate
9. click on terms
10. select VAT or Discount ledger accordingly
11. type percentage or amount
12. click on ok
13. click on save

Creating Vendor/customer
1. click on vendor/customer of Master menu
2. click on customer or vendor
3. click on Add tab
4. type code no.
5. type all details of customer/vendor
6. click on save

Display of stock position
1. click on Material In/Out of Inventory menu
2. click on Products or Stock ledger
3. define the period and output option
4. click on ok
5. tag the required item
6. click on ok
Display of customer/vendor Query
1. click on Query of AR/AP menu
2. click on customer/vendor as required


Display of purchase register(Order,D/O,Invoice)

1. click on Purchase register of AR/AP menu
2. Click on required category
3. click on invoice
4. choose opening option
5. define the period
6. check or uncheck show details, total quantity
7. choose product option
8. choose cash or credit or both
9. choose output option eg. Text or graphics mode
10. choose outpit to option eg. Print preview, word, excel etc
11. click on ok


































Display of sales register
1. click on sales register of AR/EP menu
2. click on required option eg. Invoice
3. click on invoice
4. choose opening option
5. define the period
6. check or uncheck show details, total quantity
7. choose product option
8. choose cash or credit or both
9. choose output option eg. Text or Graphics mode
10. choose output to option eg. Print preview, word, excel, etc
11. click on ok




Entry of payment to the supplier

1. click on voucher receipt/payment of Entry menu
2. click on vendor
3. click on Add tab
4. choose payment or receipt
5. type voucher no.
6. choose credit ledger from the bank/cash a/c
7. choose vendor mame from the vendor option
8. choose bank charge if you select bank a/c
9. click on document no.
10. select the invoice no.
11. click on save

Entry of receipt from customer

1. click on voucher receipt/payment of Entry menu
2. click on customer
3. click on Add tab
4. choose receipt
5. type voucher no.
6. choose debit ledger from the bank/cash option
7. choose customer name from the customer option
8. type the amount
9. click on document no. from the document no. option
10. click on save

Display of receipt register

1. click on receipt register of AR/AP menu
2. click on customer/vendor
3. choose opening option
4. define the period
5. click on show details
6. choose the output option
7. click on ok

Display of payment register
Party journal

It is used at the time of payment from receivable to payable.
1. click on journal of Entry menu
2. click on party journal
3. click on Add tab
4. type voucher no., date and amount
5. click on debit option, choose receivable
6. click on credit option, choose giver
7. define the description
8. click on save

Display of VAT reports

1. click on Nepal VAT reports of AR/AP menu
2. click on required document type eg. VAT purchase register, VAT sales register, VAT debit register, VAT credit register
3. define the date
4. choose VAT register from term code
5. choose output option and output to option
6. click on ok

Backup of company data

1. click on backup of Housekeep menu
2. click on To option
3. press F1, select required drive
4. click on required folder
5. click on select
6. click on password code
7. type the password
8. click on start
9. click on ok



Restore of backup data

1. Open a new co.
2. click on data restoration of Housekeep menu
3. click on restore from and choose required source
4. click on backup
5. click on ok
6. click on restore
7. type the password
8. click on restart

Creation of salesman or Agent

1. click on salesman/agent of Master menu
2. click on Add tab
3. type the agent name and other details
4. type the commission of agent
5. click on save

Display of salesman/agent commission

1. click on MIS report of Master menu
2. click on salesman/agent statement
3. define the period
4. choose For option
5. choose Report on option
6. choose salesman option
7. click on ok
8. check on required agent name
9. click on ok

Display of purchase analysis

1. click on MIS report of AR/AP menu
2. click on Analysis purchase
3. define the period, sorted by option, choose purchase agent option
4. check/uncheck show details, invoice details, include returns, choose output option, output to option
5. click on ok

Display of sales Analysis

1. click on MIS report of AR/AP menu
2. click on Analysis-sales
3. define the period, sorted by option, choose sales agent option
4. check/uncheck show details, invoice details, include returns, choose output option, output to option
5. click on ok

Display of Top customers by Sale value


1. click on MIS report of AR/AP menu
2. click on Top customer by Sale value
3. define period
4. define amount criteria
5. check/uncheck show details, invoice detail
6. choose include or exclude cash sales
7. check/uncheck include returns
8. click on ok

Display of Top Vendor by Purchase value

1. click on MIS report of AR/AP menu
2. click on Top vendor by sale value
3. define the period
4. define amount criteria
5. check/uncheck show details invoice detail
6. choose include or exclude cash sales
7. check/uncheck include return
8 click on ok

Display of Purchase order position

1. click on MIS report of AR/AP menu
2. click on Purchase order position
3. choose opening option, date range, report option
4. choose output option
5. click on ok


Display of Sales order position

1. click on MIS report of AR/AP menu
2. click on Sales order position
3. choose opening option, date range, report option
4. choose output option
5. click on ok


Display of Revenue Expenditure Graph

1. click on MIS Reports of AR/AP menu
2. click on Revenue Expenditure Graph
3. select required month, select required group
4. choose Report on option
5. choose Graph type
6. click on ok
7. tag on required PL group
8. click on ok


Setting of credit limit to the customer

1. click on Vendors/Customers of Master menu
2. click on customer
3. click on Add or Modify
4. choose customer credit control option
5. type credit days and limit value
6. click on save


Voucher entry of sales to the customer having credit limit

1. click on sales of Entry menu
2. click on Invoice
3. click on Add or Modify
4. choose required customer from the customer option
5. select required product
6. type quantity and rate

Note:
We cannot save our entry until and unless amount is greater than the credit limit value and the transaction must be greater than credit limit value.

Creating Templates of vouchers

1. click on Templates of Master menu
2. click on required voucher types eg. One dr/cr
3. click on Add tab
4. type the template name eg. Payment
5. choose payment / receipt from pay / receipt option
6. choose debit ledger from the A/C option
7. choose credit ledger from the cash / bank option
8. type the narration and amount
9. save the voucher

Voucher Entry using Templates

1. click on voucher receipt / payment, click on required voucher type
2. click on Templates tab
3. choose templates name
4. click on ok
5. type voucher no. and save the data

Setting of Interest rate to the customer / General ledger / Vendor

1. click on Interest rates of Master menu
2. click on required option eg. Customer
3. click on required customer name
4. type the interest rate, compounding start and compounding option i.e Yearly
5. click on save

Display of Interest Calculation

1. click on Special Reports of AR/AP menu
2. click on Interest sales invoice
3. choose opening option, date range and output option
4. click on ok
5. tag on required customer name
6. click on ok

Display of Due Date – Sale Invoice

1. click on MIS Reports of AR/AP menu
2. click on Due Date – Sale Invoice of MIS Report
3. choose opening option, date range, only overdues
4. choose output option
5. click on ok
6. tag on required party name
7. click on ok

Display of Due Date – Purchase Invoice

1. click on MIS Reports of AR/AP menu
2. click on Due Date – Purchase Invoice of MIS Report
3. choose opening option, date range, only overdue
4. choose output option
5. click on ok
6. tag on required party name
7. click on ok


Display of Analysis – Sales (Top ‘N’ Customer)

1. click on MIS Reports of AR/AP menu
2. click on Analysis – Sales of MIS Report eg. Analysis – Sales (Top ‘N’ Customer)
3. define the period
4. choose cash sales option, sorting order, sorted on option, Graph option, output option
5. click on ok

Creating Document class (Sub ledger)

1. click on Document class of Master menu
2. click on code
3. click on Add tab
4. click on required class code
5. click on required segment eg. Type the code name
6. type the description
7. click on save

Entry of Voucher having Document class

1. click on voucher Receipt / Payment
2. click on Many Dr / Cr
3. click on Add tab
4. choose required voucher type
5. choose debit ledger if voucher receipt or credit ledger if voucher payment
6. click on GL code, select required ledger
7. click on Document class, select required ledger
8. type the amount
9. repeat same process for other sub ledger
10. click on save

Display of Document class report

1. click on General ledger
2. click on normal
3. define the period, choose currency option, output option
4. click on Filter
5. click on required sub ledger
6. click on ok
7. choose required ledger
8. click on ok

Cost Centre

In the Fact Program, the concept of cost centre is not similar as Tally. Here, cost centre means department of manufacturing company where raw materials are sent for various purposes eg. Cutting Department, Finishing Department

Creating cost centers

1. click on cost centre of Master menu
2. click on Add tab
3. type code no.
4. type cost centre name eg. Cutting Department, Finishing Department
5. type address and other details
6. click on save

Creating Raw Material items

1. create the ledger of purchase, sales, purchase return, sales return
2. click on item product of Master menu
3. click on products
4. click on Add tab
5. type the item code no., name of item in description box eg. Cotton cloth, woolen cloth etc
6. choose no from service items
7. type the unit of stock items
8. choose purchase, purchase return, sales, sales return from the related box
9. click on save

Entry of Raw Material issue to the Cost Centre

1. click on Inventory Issue of Entry menu
2. click on raw materials issue
3. click on Add tab
4. type issue no., select required customer
5. select required item
6. type the quantity
7. click on save

Entry of Raw Materials Return from Customer

1. click on Inventory Issue of Entry menu
2. click on Return
3. click on Add tab
4. type issue no.
5. select required cost centre name
6. select required item
7. type the quantity
8. click on save

Memo:
Memo is the calculation of raw materials and amount to make finished goods.


Entry of Finished Goods received ( from cost centre)

1. click on Finished Goods of Entry menu
2. click on Received
3. click on Add
4. type Document no., date
5. select cost centre name
6. select required item from Product option
7. type quantity
8. click on save

Entry of Finished Goods returned to the cost centre

1. click on Finished Goods of Entry menu
2. click on returned
3. click on Add tab
4. Type Document no., date, and select reference no.
5. select required item from Product option
6. type quantity
7. click on save


Questions related to raw materials purchased
1. various items purchased from abc company
cotton cloth 150 meter @150
silk cloth 250 meter@ 500
resham cloth 350 meter @ 400

2. various items are sent to cutting departmentcotton cloth 150 meter @150
silk cloth 250 meter@ 500
resham cloth 350 meter @ 400

3. various returned from cutting depardtment
cotton cloth 150 meter @150
silk cloth 250 meter@ 500
resham cloth 350 meter @ 400

4. various finished goods are received from finishing department
cotton shirt 20 pcs
resham shirts 30 pcs
silk shirts 20 pcs

5. various finished goods are returned to finishing department department
cotton shirt5 pcs
resham shirts 5pcs
silk shirts 5 pcs






Display of Issues Register

1. click on Issues Register of Inventory menu
2. click on Issues / Return
3. define the period, sorted by option, output option
4. click on save

Display of Finished Goods Register (Received / Returned)

1. click on Finished Goods Register of Inventory menu
2. click on Received / Returned
3. define the period, sorted by option, output option
4. click on save

Entry of opening balance of Ledger, Customer, Vendor, Items or Products

1. click on opening balance of Master menu
2. click on General Ledgers, Customers, Vendors
3. click on required ledger
4. type the balance amount
5. click on save

Transfer of ledger and account groups from one company to another company

1. create a new company and open it
2. click on copy codes from another a/c of Master menu
3. click on selected company and select the required company
4. click on mark all
5. click on ok
6. click on Tag all
7. click on ok
8. repeat same process until end

Creating Memo

1. click on Memos of Inventory Issues of Entry menu
2. click on Add tab
3. type memo no., description
4. click on Product
5. select the product name to be made
6. type the quantity in quantity box normally 1
7. click on Product below the Document class
8. select required product name
9. select required cost centre name
10. type quantity
11. click on save
12. click on show cost to view cost of final product

Creating company with Design view

1. create a new company choosing the sample data (Blank a/c for Advance Users)
2. log on the company with user and password
3. Create the primary ledger eg. Cash a/c, purchase a/c, purchase return a/c, sales a/c sales return a/c, sundry debtors, sundry creditors, contra a/c, opening stock P/L, closing stock P/L, closing stock B/S, Profit and Loss a/c(B/S)

Arranging of Primary ledger from System Control

1. click on Preferences of Account menu
2. click on System Control
3. click on P/L and Cash Book
4. choose related ledger from given option
5. click on Stock tab
6. choose related ledger
7. click on Sales tab
8. choose related ledger
9. click on Sales return tab
10. choose related ledger
11. click on Purchase tab
12. choose related ledger
13. click on save

Designing of Profit and Loss A/c

1. click on Chart of Account of Master menu
2. click on Profit and Loss layout
3. click on Add tab
4. type the layout name
5. press tab
6. click on next
7. click on Add tab
8. choose page title from type
9. type the description eg. Statement of P/L
10. click on save
11. click on Add tab
12. choose income from the type
13. type the description eg. Income
14. click on Add
15. choose expenditure from the type
16. type the description i.e Expenditure
17. click on save
18. click on Add, choose income
19. type direct income, indirect income, sales, sales return in description
20. click on expenditure
21. click on Add, choose expenditure
22. type direct exp, indirect exp, purchase, purchase return in description
23. click on sales
24. click on P/L subgroups
25. click on Add
26. type sales, sales return
27. click on purchase
28. click on P/L subgroups
29. type purchase, purchase return
30. click on save
31. click on Add tab
32. choose Defined Total from Type option
33. type Total of Income
34. click on required group eg. Direct income + Indirect income + Sales
35. click on income
36. click on save
37. click on Add tab
38. choose Defined Total from Type option
39. type total of expenditure
40. click on required group eg. Direct exp + Indirect exp + Purchase
41. click on expenses
42. click on save
43. click on Add tab
44. choose Net Total from the type
45. type Net Profit or Loss in description
46. choose required group eg. Total of income(+), Total of expenditure(-)
47. click on Income
48. click on save

Designing of Balance Sheet

1. click on Chart of A/c of Master menu
2. click on B/S Layout
3. click on Add tab
4. type Layout name eg. Default
5. press tab, click on next
6. click on Add tab
7. choose page title from the type option
8. type B/S in description
9. click on save
10. click on Add
11. choose liabilities
12. type required liabilities group eg. Capital a/c, reserve and surplus, current liabilities, sundry creditors, secured loan, unsecured loan, bank overdraft, debenture
13. click on Add tab
14. choose Assets from the type
15. type cash and bank balance, sundry debtors, closing stock, preliminary exp, Assets, Advance given, investment
16. click on cash and bank balance
17. click on Subgroup
18. type cash a/c, bank a/c
19. click on Add tab
20. choose Defined Total
21. Type Total of Assets in description
22. choose required groups eg. Cash and bank balance + sundry debtors + closing stock + prepaid exp + advance given + investment
23. select Asset
24. click on save
25. click on Add tab
26. choose Defined Total from type
27. type total of liabilities in description
28. choose required groups eg. Reserve and surplus + current liabilities + sundry creditors + secured loan + unsecured loan + bank overdraft + Advance taken
29. select liabilities
30. click on save

Modify of Primary Ledgers

1. click on Chart of A/c of Master menu
2. click on General ledger
3. Click on Modify eg. Cash

Setting of Special rates of Items for Customers or Vendor

1. click on Item / Product of Master menu
2. click on Special rates, customers/vendors normally customer
3. click on Add tab
4. Type scheme no.
5. choose product option
6. define the period
7. choose basis option, period option
8. type quantity, type the rate
9. click on customer
10. click on save

Display of Special rates listing

1. click on Listing of Master of Inventory menu
2. click on Special Rate Listing
3. choose For option
4. choose output option
5. click on ok
6. tag on scheme name
7. click on ok

Process of Expiry Dates of Items

1. click on Preference of A/c menu
2. click on System Control
3. click on Stock tab
4. check on activate Batch wise inventory
5. click on save

Note:
We can enter batch no. and expiry dates at the time of purchase entry.



Display of Batch wise Reports

1. click on MIS Report of Inventory menu
2. click on Batch wise Expiry Date Report
3. type the expiry date
4. choose product option, All/Selective, output option
5. click on ok
6. tag on required item name
7. click on ok

Printing of voucher

1. click on Document Printing of ledger menu
2. click on voucher
3. Choose voucher option eg. By date, By document no.
4. Click on select document if you select document no.
5. tag on required document no,
6. click on ok
7. define number of copies
8. click on print

Creating new user

1. click on Preferences of A/C menu
2. click on user maintenance
3. click on Add tab
4. type user name
5. type password
6. check / uncheck given option
7. click on save

Changing the password

1. click on company with required user
2. click on Preference of A/C menu
3. click on password
4. type old password
5. type new password
6. re-enter new password
7. click on ok

Creating currency

1. click on currency rates of Entry menu
2. click on Add tab
3. type the code, description and unit value
4. click on save

Setting of currency rates

1. click on currency rates of Entry menu
2. click on required currency
3. click on Add of currencies
4. type the date, unit, buying rate and selling rate
5. click on save eg. Rs. 1
6. choose Lock option
7. click on ok

Creating Performa Invoice / Quotation

1. click on Proforma Invoice of Entry menu
2. click on Service Item or stock item
3. click on Add tab
4. type proforma no., date, valid upto date, required customer, required agent
5. select required item from the product, required quantity, rate
6. click on save

Printing of Inventory voucher and Receipt / Payment from Customer / Vendor

1. click on Document printing of AR / AP menu
2. click on required option eg. Purchase invoice, sales invoice, customer payment, vendor receipt
3. choose required option of voucher eg. Date no., selective
4. click on select document if you select selective
5. define no. of copies
6. click on print

Printing of Production items

1. click on Document printing of Inventory menu
2. click on required option eg. Finished Goods received , received return
3. choose required option of voucher eg. Date no., selective
4. click on select document if you select selective
5. define no. of copies
6. click on print

Display of Raw Materials Reports

1. click on Raw materials Reports of Inventory menu
2. click on consumption
3. define the period, product option, sorted by option
4. check / uncheck given option eg. Include return, show details
5. choose output option
6. click on ok

Process of Reindex

1. click on Reindex of Housekeep menu
2. click on A/C or System
3. tag on required modules
4. click on save

Process of Recalculate Balance

1. click on Recalculate balance of Housekeep menu
2. tag on required modules
3. click on start
4. click on Yes of the message

Process of Diagnostics

1. click on Diagnostics of Housekeep menu
2. tag on required modules
3. click on save

Display of System Information

1. click on System Information of Housekeep menu
2. click on General
3. type required information
4. click on next, next

Process of Year ending i.e. carrying forward to next year

1. click on Year ending of Housekeep menu
2. click on Yes of the message
3. type the year ending date
4. check on closing stock
5. choose stock taking
6. check for negative stock
7. check on backup data before running or ending
8. click on start
9. choose the location if we select backup


End of Fact Note






































FACT
– Type name of Company, Address, Short name, Income tax no.
– Install AR/AP (Type yea is we wish to install AR/AP & Inventory.
– Install Sample Date: Select none
– Then Save (Alt+S)

Preference
 Select Account
 Select Preference
 Select System control
(a) Account Code Type
 Select Alpha or Numeric
(b) Customer vendor code type
 Select Alpha & Numeric
 Save
 Close

Opening a Company
 Select Account
 Select Open
 Select the Company (Press Enter)
 User - Type user name (Manager) (Press Enter)
 O.K.

Modify a Company
 Select Account
 Select Modify
 Type initial or we can select from the list (F1)
 After modifying select Save


Deleting a Company
It is actually not equal to throwing a company out of the system but it is rather throwing a company from the list. If we really required to delete, we can delete by window system.
 Select Account
 Select Delete
 Select the Company
 Then O.K.

Restoration
 Select Account
 Select New
 Type delete initial of Company
 Type the name of Company
 Save it

Initials
Enter (meaningful) Initials within three characters for the Account you are installing. This is the unique identifier by which the Account will be referred by the System during any time when the Account is accessed.
Concepts - General Ledger Accounts

After an Account is installed, the first thing you need to do is to set up the Chart of Accounts. Before you proceed doing so, what you need is to make a list of your General Ledger Accounts.

Coding Structure
FACT does not have pre-set Codes for Assets, Liabilities, Income & Expenses. You may assign any code to any General Ledger Account. But it is a good practice to broadly club the same type of General Ledger Accounts for easier identification and ease of use.


Creating a LEDGER (APART from cash and bank a/c)
 Select Master
 Select chart of account
 Select general ledger
(Creation box will be appear)
 Select Add
 Type General Ledger Code
For Eg. E001, I001
 Description: Name of Ledger
 Select Profit/Loss Account or Balance Sheet Type
 Cash/Bank Book – Yes
 It active only in balance sheet
 Type initial of Bank/Cash
 Cash or Bank code: Two digits only
 Minimum Balance:
 Alternate General ledger (G) code:
2 Save
Creating a ledger of cash a/c
 Select Master
 Select chart of account
 Select general ledger
(Creation box will be appear)
 Select Add
 Type General Ledger Code
For E.g. E001, I001
 Description: Name of Ledger (cash a/c)
5 Balance Sheet Type
6 Choose cash and bank balance from b/l subgroup
7 Cash/Bank Book – Yes
8 Choose yes from cash book
 Type initial of Bank/Cash
 Cash or Bank code: Two digits only
 Minimum Balance:
 Alternate General ledger (G) code:
6 Save
Creating a ledger of bank a/c
 Select Master
 Select chart of account
 Select general ledger
(Creation box will be appear)
 Select Add
 Type General Ledger Code
For E.g. E001, I001
 Description: Name of Ledger (Himalayan bank a/c)
 Balance Sheet Type
8 Cash/Bank Book – Yes
9 Choose no from cash book
 Type initial of Bank/Cash
 Cash or Bank code: Two digits only
 Minimum Balance:
 Alternate General ledger (G) code:
9 Save


To View General Leger
 Select Ledger Menu
 Select listing of Master
 Select general ledger code
10 O.K.
Entry of journal voucher
10. Click on journal of entry menu.
11. click on ledger
12. click on add tab
13. type the voucher no. narration, and date
14. click on gl code
15. press f1 select required debit ledger
16. type the debit amount
17. click on gl code of serial no2 select credit ledger
18. click on save.or press alt+s
Entry of receipt voucher
12. click on vouchers receipt/payment of entry menu
13. click on one dr/cr or many dr,cr
14. click on add tab
15. select default
16. choose required voucher type e.g. receipt
17. type the voucher no. and date
18. click on gl code and select credit ledger
19. click on bank/cash box
20. select debit ledger
21. press enter type the amount
22. click on save
Entry of payment voucher
12. click on vouchers receipt/payment of entry menu
13. click on one dr/cr or many dr,cr
14. click on add tab
15. select default
16. choose required voucher type e.g. payment
17. type the voucher no. and date
18. click on gl code and select debit ledger
19. click on bank/cash box
20. select credit ledger
21. press enter type the amount
22. click on save
Entry of contra voucher
13. click on vouchers receipt/payment of entry menu
14. click on one dr/cr
15. click on add tab
16. select default
17. choose voucher type payment
18. type the voucher no. and date
19. click on gl code and select contra ledger or type 1000
20. click on bank/cash box
21. select credit ledger
22. click on (to bank/cash) box select debit
23. press enter type the amount
24. click on save
Display of journal voucher
6. click on journal book of ledger menu
7. choose opening option option
8. define the date range
9. choose output e.g. Text or graphic
10. Click on ok.
Display of receipt voucher
8. click on cash bank reports of ledger menu
9. click on receipt register
10. Choose opening option e.g. include opening, exclude opening etc.
11. define the period
12. check or uncheck show details
13. choose sort by option
14. click on ok
Display of payment voucher
15. click on cash bank reports of ledger menu
16. click on payment register
17. Choose opening option e.g. include opening, exclude opening etc.
18. define the period
19. check or uncheck show details
20. choose sort by option
21. click on ok
Display of ledger reports
22. click on general ledger of ledger menu
23. click on normal
24. define the period
25. choose required currency
26. check or uncheck running total, month total
27. choose output option
28. click on ok
Display of cash book and bank books
29. click on cash/ bank reports of ledger menu
30. click on books reconciliation
31. define the period
32. choose required currency
33. choose cash or bank option
34. choose output option
35. click on ok

Display of Trail balance
36. click on trail balance of ledger menu
37. click on normal or date to date or GroupWise
38. type the required date
39. check on closing stock
40. choose required currency
41. choose output option e.g. text or graphic
42. click on ok
Display of Profit and loss a/c
45. click on profit and loss a/c of ledger menu
46. click on complete
47. type the date
48. check uncheck show details
49. check on closing stock
50. choose currency option
51. choose output option
52. click on ok
53. click on yes of the message
Display of Balance sheet
54. click on balance sheet of ledger menu
55. click on complete
56. type the date
57. check uncheck show details
58. check on closing stock
59. choose currency option
60. choose output option
61. click on ok
62. click on yes of the message



Inventory voucher: The voucher related to stock is called inventory voucher.
It is involved with product or stock item; there are four types of inventory voucher.

1. Purchase voucher.
2. Debit note on purchase return.
3. Sales voucher.
4. Sales returned on credit note.


Creating stock items
create the ledger of purchase , sales, purchase return and sales return

click on item product of master menu
click on products
click on add tab
Type the item code no. name of item in description box e.g. Sony, IBM, tvm etc.
choose no from service item
type the unit of stock items
choose purchase, sales, purchase return and sales return from the related box
click on save

Grouping of stock items
click on item/product of master menu
click on grouping
click on insert
type the name of group e.g. computer’s
click on save
click on required group
click on next
click on insert
type the name of subgroup
click on save
click on required subgroup
click on next
tag on required stock item
click on save
Entry of purchase voucher
click on purchase of entry menu
click on invoice
click on add tab
click on default
click on select
Type invoice no.
Goods received no.
Order no., party invoice no.
choose cash a/c or vender name from vender box.(press enter for cash purchase or press f1 to select vender name
Click on product box.
press f1
select required product
type quantity and rate
use this process for another items
click on save

Entry of sales voucher
click on sales of entry menu
click on invoice
click on add tab
click on default
click on select
Type invoice no.
Goods received no.
Order no., party invoice no.
choose cash a/c or customer name from customer box(press enter for cash sales or press f1 to select customer)
Click on product box.
press f1
select required product
type quantity and rate
use this process for another items
click on save

Entry of purchase return (debit note)
click on purchase of entry menu
click on return tab
click on add tab
Click on debit note no.
Type ref. inv no.
Choose cash a/c or supplier name from vender box.
Click on product in invoice box.
select required item
type the quantity
click on save
Entry of sales return (credit note)
click on sales of entry menu
click on return tab
click on add tab
Type sales return no.
type the date
Choose ref. inv no.
Choose cash a/c or customer a/c from customer box.
Click on product on invoice box.
press f1 and select required item
type the quantity
click on save





For Opening Balance of General Ledger
 Select Master
 Select Opening Balance
 Select General Ledger
 Plus (+) in Asset side & minus (-) in Liabilities
 Save

Creation of Salesman or Agent
 Select Master
 Select Salesman/Agent
 Select Add
 Type Code number
 Type name of Agent, Address, Postal Codes Commission Percent
 Save
To View
 Select AR/AP
 Select Listing of Master
 Select Salesman/Agent



Process of VAT (Purchase case)
create the ledger of vat
click on preferences of account menu
click on system control
click on purchase tab
click on invoice terms
click on add
Type the code no.
description: vat
click ledger code
choose (+) plus sign
choose none from category
click on save

Process of VAT (sales case)
13. click the ledger of VAT(B/S,current liabilities)
14. click on preferences of Account menu
15. click on system control
16. click on sales tab
17. click on invoice terms
18. click on Add
19. Type the code no.
20. Description: VAT
21. click ledger code
22. choose (+) plus sign
23. choose none from category
24. click on save

Process of discount case
12. create the ledger of discount receipt(other income)/discount given(other exp) accordingly
13. click on preferences of Account menu
14. click on system control
15. click on Purchases tab
16. click on invoice terms
17. click on Add tab
18. Description: discount
19. click the ledger code
20. Discount received – in case of purchase
21. Discount given – in case of sale
22. click on save

Entry of purchase voucher having VAT and Discount
14. click on purchase of Entry menu
15. click on invoice
16. click on Add tab
17. select Default
18. click on select
19. Type the inv no., GRN no.
20. type vendor/customer
21. select required item, type qty and rate
22. click on terms
23. select VAT or discount ledger accordingly
24. type percentage or amount
25. click on ok
26. click on save

Entry of sales voucher having Vat and discount
14. click on sales of Entry menu
15. click on invoice
16. click on Add tab
17. select default
18. click on select
19. Type invoice no., GRN no.
20. type vendor/customer
21. select required item, type qty and rate
22. click on terms
23. select VAT or Discount ledger accordingly
24. type percentage or amount
25. click on ok
26. click on save

Creating Vendor/customer
7. click on vendor/customer of Master menu
8. click on customer or vendor
9. click on Add tab
10. Type code no.
11. type all details of customer/vendor
12. click on save

Display of stock position
7. click on Material In/Out of Inventory menu
8. click on Products or Stock ledger
9. define the period and output option
10. click on ok
11. tag the required item
12. click on ok
Display of customer/vendor Query
3. click on Query of AR/AP menu
4. click on customer/vendor as required


Display of purchase register (Order, D/O, Invoice)

12. click on Purchase register of AR/AP menu
13. Click on required category
14. click on invoice
15. choose opening option
16. define the period
17. check or uncheck show details, total quantity
18. choose product option
19. choose cash or credit or both
20. choose output option e.g. Text or graphics mode
21. choose output to option e.g. Print preview, word, excel etc
22. click on ok

Display of sales register
12. click on sales register of AR/EP menu
13. click on required option e.g. Invoice
14. click on invoice
15. choose opening option
16. define the period
17. check or uncheck show details, total quantity
18. choose product option
19. choose cash or credit or both
20. choose output option e.g. Text or Graphics mode
21. choose output to option e.g. Print preview, word, excel, etc
22. click on ok




Entry of payment to the supplier

12. click on voucher receipt/payment of Entry menu
13. click on vendor
14. click on Add tab
15. choose payment or receipt
16. Type voucher no.
17. choose credit ledger from the bank/cash a/c
18. choose vendor name from the vendor option
19. choose bank charge if you select bank a/c
20. Click on document no.
21. Select the invoice no.
22. click on save

Entry of receipt from customer

11. click on voucher receipt/payment of Entry menu
12. click on customer
13. click on Add tab
14. choose receipt
15. Type voucher no.
16. choose debit ledger from the bank/cash option
17. choose customer name from the customer option
18. type the amount
19. click on document no. from the document no. option
20. click on save

Display of receipt register

8. click on receipt register of AR/AP menu
9. click on customer/vendor
10. choose opening option
11. define the period
12. click on show details
13. choose the output option
14. click on ok

Display of payment register