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UNIT-1
LESSON-1 PRINCIPLES OF ACCOUNTING
Contents:
1.0 Aims & Objectives
1.1 Introduction
1.2 Accounting Concept
1.3 Accounting Conventions
1.4 Principles of Accountancy
1.4.1 Accounting Terms
1.5 Let Us Sum Up

1.0 AIMS & OBJECTIVES


After reading this lesson you will be able to understand:
1. Meaning and definition of Accounting.
2. Various Accounting concepts and conventions.
3. Journal and Ledger.
4. Rules for debit and credit.
1.1 INTRODUCTION
In the ancient period the size of business was very small and the business did
not use to calculate profit or loss. But due to increase in the population the demand
increased and consequently production also increased. Later on industrial revolution
took place and the size of business also increased. It was difficult to remember all the
transactions. Therefore, the system of writing the accounts was started during the year
about 4,500 yrs. B. C.
In the modern age in accounting double entry system is used which is
propounded by Luca Pacioli of Italy during the year 1340 A. D.

Meaning and definition


The meaning of accounting is to collect, enter, classify and present the financial
data. In other words, accounting means to record business transactions, to extract
balance of each account, to prepare financial statement, to analyse or calculate profit
or loss and ascertain financial position. The definition of accountancy is given by Eric
L. Kohlen as under:
"The procedure of analysing, classifying and recording transactions in
accordance with a preconceived plan for the benefit of (a) providing a means by which
an enterprise can be conducted in an orderty fashion and (b) establishing a basis for
reporting the financial condition of enterprise and the results of its operation."
- Eric C. Kohlen
According to American Institute of certified Public Accountants the definition
of Accountancy is given as under:
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"The art of recording classifying and summarising in a significant manner and


in terms of money, transactions and events, which are in part at least, of a financial
character and interpreting the results there of."
- American Institute of Certified Public Accountants Accounting Concept

1.2 ACCOUNTING CONCEPT


Accounting concept generally means a 'Notice' only or mental idea about
something. For example, most, Income and Capital, Debit and Credit, Assets and
Liabilities etc. are concepts i.e, basic assumptions on which science of accounting is
based. In other words, concepts means such ideas which are coupled with different
accounting procedures, eg. Reserve and Provisions, Depletion and Amortisation etc.
The following are some of the acceptable concepts.
1. Business Entity Concept
2. Going Concern Concept
3. Money Measurement Concept
4. Cost Concept
5. Accounting Period Concept
6. Dual Aspect Concept
7. Matching Concept
8. Verifiable and Objective Evidence Concept.
1. Business Entry Concept
Under this according it is assumed that the business unit is distinct and
completely separate from its owners. For accounting purposes, the business enterprise
exists in its own right. As a result, transactions should be recorded in the books of
accounts with such persons and individuals together with the owners. A proprietor of
the business is assumed separate from the business. All transactions are recorded in
the books of the business and in the books, a proprietor is also taken as the creditor of
the business. The capital invested by the proprietor in the business is considered as the
inflow of cash to business, which is recorded in the books of the business.
Thus, according to this concept, suggested that the affairs of the business must
not be mixed up with the private affairs of owners or other persons associated with it.
As such, this concept helps to give a true picture of the financial conditions of a
business enterprise.
2. Going Concern Concept
This concept assumes that the future of a business enterprise is to be prolonged
or extended indefinitely or the business entity has a continuity of life. In other words a
business is viewed as mechanism for continuous additions of value to the resources or
utility used by such unit. The profit or loss of the business is measured by the
difference between the value of its output (sales/services) and the cost of such output.
This concept recognises the value of the assets and liabilities of the business on
the basis of their productivity and not on the basis of their current realisable value.
Besides, under this concept prepaid expenses are considered as assets since the
benefits will be utilised in future when the business entity will continue. This concept
helps the business undertakings to make contracts with specific business unit for
future business dealings.
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3. Money Measurement Concept


In accounting, all transactions are expressed and interpreted in terms of money.
The benefit of this expression is that it provides a common unit of measurement by
means of which all the facts about a business can be expressed in terms of quantities
which can either be added or subtracted. So, accounting helps to express all economic
activities in terms of money. Therefore fixed assets, like land, furniture and fixtures
are expressed in terms of money and not in the terms of area or quantity for recording
in accounts like other assets eg. cash in hand and cash at bank, which are always
expressed in terms of money.
That is, in other words, a fact or an event which cannot be expressed in terms
of money are not recorded in the books of accounts eg. Human genius, which may be
capable of being highly productive but it is not recorded in the books of accounts as it
cannot be expressed in the terms of money.
4. Cost Concept
According to cost concept assets should be accounted for at the price which it
is acquired less depreciation. The price of asset is not affected due to any change of
conditions or happening of any reason.
Example-Suppose a second hand scooter is purchased for Rs. 10,000 and Rs.
2,000 spent on its .repairing. The rate of depreciation is 159%. At the end of the year
the scooter will be valued at Rs.10,200 (10,000 + 2,000 - 1,800). if the market value
of the same scooter may became Rs. 9,000 or Rs. 12,000 it will not be recorded at this
value.
5. Accounting period concept
The important objective of maintaining accounts is also to calculate profit or
loss of the business on the basis of which an entrepreneur may understand that how far
his labour has been successful. Besides this how much money he should withdraw
from business for his household purpose. If he has taken more than the profit it means
he has withdrawn his capital. For all these he has also to know the profit for a certain
period. The profit can be calculated for 'three months,, six months or one year but
universally it is accepted that profit should be calculated for one year. The Govt.
banks, companies closes their accounts annually. Now a days they closes their
accounts on every 31st March.
6. Dual aspect concept
This concept is the backbone of modern system of maintaining accounts.
According to this concept any business transaction has two sides, one is called debit
side and other is called credit side. This is why every time total debit is equal to total
credit and also total assets equal to total liabilities and capital.
Total assets = Total liabilities + Capital
or
Capital = Total assets - Total liabilities
7. Matching concept
As discussed in period concept that calculation of profit or loss is important. It
is also important for the accountant to record all income and expenditure in seperate
heading so that the businessman may control the expenditure and increase his income.
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Under matching concept the accountant may consider all expenditure in one side and
all income in other side and by comparing both sides profit or loss can be calculated.
8. Verifiable objective evidence concept
Under this concept each entry must have documentary proof so that it can be-
verified as and when required. An auditor has to give certificate of the accuracy of the
accounts. He does so after verifying the entries on the basis of documentary proof.
These documentary proofs are papers, letters, agreements, cash, memo, invoice, bills,
money receipts, agreement papers, etc.

1.3 ACCOUNTING CONVENTIONS


Convention is called customs. A process which is initially performed by one
person and latter it is followed by other persons of the society which become customs
after a long time. These customs have no any specific rule or any reason behind
performing this custom. For example the Hindu married women put sindur or put on
mangalsutra why she does so, there is no perfect answer of this questions. In the same
way during marriage or sradha many processes are performed, there is no perfect
reason behind performing all these. In the same way the left part of the account is
called debit side and the right side of the account is called credit side. There is no
perfect reason for naming the particular side. This is simply a tradition or custom.
There are some important customs of accounting which are given below:
1. Convention of disclosure
Under this convention the facts should be fully disclosed and no any aspect of
this should be hidden. In other words profit or loss should be calculated honestly and
assets and liabilities should also be disclosed at its real value.
In sole trade or partnership it is not compulsory to maintain account or to
calculate profit or loss but for the view point of creditors, investors, lender and tax
imposing authorities accounts must be maintained and profit or loss must be
calculated honesty and correctly. In case of joint Stock Company, the accounts must
be prepared and books and account must be maintained as per companies Act.
2. Convention of Materiality
The meaning of this convention is that to pay attention on the material fact and
leave unimportant facts. According to this convention these facts must be disclosed
which affect the interest and decisions of investors. If material facts are not revealed
the interest of investors will be affected adversity.
3. Convention of Consistency
Convention of consistency explains that the process, customs, principles and
policy of the business should be maintained consistently i.e. the same procedure
should be followed in all the years so that one year's figure of any item can be
compared with other year. For example if it is the convention to maintain account for
basic salary and dearness allowance separately it should be followed in all the years.
Basic salary should not be attached with D. A. However, it must never mean that one
should not adopt superior procedure in order to achieve greater degree of efficiency.
There should be sufficient ground to adopt the new method.
4. Convention of Conservation
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The convention to make provisions for all unseen (probable) losses and to leave
all probable income come under convention of conservation. The example of such
conventions are as follows :
(i) To make provision for bad debt or discount on debtors.
(ii) To show closing stock at 'market price and book value which ever is lower principle.
(iii) To make provision for loss on investment due to fluctuation in price.
(iv) To show the assets of less value in Profit & Loss A/c and in Balance sheet.
(v) To change depreciation on fixed asset by reducing method and not fixed installment
method.
(vi) To write off goodwill or patent etc.
Check Your Progress 1
List out any two Accounting conventions
Notes: a) Write your answer in the space given below
b) Check your answer with the one given at the end of this Lesson (pp.19)

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1.4 PRINCIPLES OF ACCOUNTANCY


According to double entry system of maintaining accountancy, entry is made in
two different accounts in two different sides.
The principle of Journal explains as to which account is to he debited or which
account is to be credited. For this point of view all the accounts are divided into three
heads (categories)
(1) Real Account (Account of assets)
(2) Nominal Account (Account of income & expenses)
(3) Personal Account (Accounts of individual)
When it is decided that which account is to debited or which account is be
credited of this decision is written in a separate register which is called journal book
and whatever written in this register is called journal entry.
After passing out journal entries the decision is followed this is called posting.
1.4.1 ACCOUNTING TERMS
Assets are properties of every description belonging to a trader. e.g., cash,
stock, buildings, machinery, furniture etc.
Liabilities are debts owing to others by the trader e.g., loan from B.
Capital. It is the amount with which a trader starts the business. In the example
given Mr. A started business with Rs.50,000. On July 1, 1970, Mr. A's capital is
Rs.50,000. But on July 31} 1970, his capita 1 is Rs.54,000 since he has earned a profit
of Its Rs.4,000. In a running business the excess of Assets over Liabilities is known as
capital.
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Mr. A's Assets on 31-7-70 = 74,000


Mr. A's Liabilities on 31-7-70 = 20,000
Mr. A's Capital = 54,000
Assets - Liabilities = Capital
(To outsiders) (is the liability
to the proprietor)
Hence Capital and Liabilities are shown on the left hand side of the Balance Sheet and
Assets alone. appear on the right hand side Capital is a liability of the business to its
proprietor.
Transaction. It is a transfer of money or moneys worth from one account to
another account. When the trader purchased buildings for Rs.20,000, he acquired a
new asset viz.-Buildings valued at Rs.20,000 and his cash decreased by Rs.20,000.
This transaction has affected two accounts viz., Cash and Buildings in the opposite
direction. Buildings increased and cash decreased.
Goods. Commodities bought for the purpose of resale are termed i goods. Mr.
A buying cloth for resale purposes can be termed and purchase of goods. But purchase
of Buildings is not ordinarily meant for resale but for use in business.
Fixed Assets. Assets meant to remain in business for use and not for resale e.g.
A cloth shop owner purchases Buildings, Typewriter, Show cases, Godrej fittings.
These are the fixed assets of the businessman.
Current Asset. Assets meant for conversion into cash, e.g., A cloth shop
owner buys cloth (Goods) for resale. Stock of cloth is the current Asset of the business
man.
Account (A/c). A clear record of transactions affecting a person, an asset or
profit or loss is known as an account.
For Cash or on Credit. Current Assets, and Fixed Assets can be bought for
cash or on credit. In case of cash transactions payment s made on delivery. Purchase
or sale of goods on credit means to receipt the goods or part with it without any
payment of cash at the time.
Debtor and Creditor. Debtor is ,a person who owes money to the business
e.g. . Sold goods to B for Rs.1,500 on credit,. B is a Debtor.
Creditor is a person to whom the business owes money, e.g. Purchased goods from C
for Rs.3,000'on credit. C is a creditor.
Debit and Credit. A transaction affects two accounts in the opposite direction.
The account which receives the benefit is Debited and an account which gives the
benefit is Credited.
To Debit an account means to record the transaction on the left land side i.e:
"Debit" side of that account.
To Credit an Account means to record the transaction on the right hand side
i.e., "Credit" side of that account.
Ledger is the main book of account. It contains all the accounts of the business
in a well arranged form.
Journal is a book of first entry. Business transactions are first entered in the
Journal before they are taken to the appropriate accounts and the Ledger.
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The object of Book-keeping is to keep a complete record of all the transactions


that take place in the business, practically every business.
1. Deals with other persons, firms, companies.
2. Possesses assets like cash, stock, buildings, furniture, etc.
3. Pays expenses such as salaries, rent, advertising etc. and' receives incomes such
as commission, interest etc.
It is therefore- necessary to keep:
1. An account of each person, firm or company with which the business deals.
The accounts under this class are known as Personal Accounts e.g. If Mr. A the cloth
dealer has dealings with four wholesalers and has twenty customers to whom he sells
on credit, the trader must operate an account for each one of them separately.
2. An account for each asset. The accounts under this class are known as Real or
Property Accounts.
3. An account for each expense and gain. The accounts under .his class are known
as Nominal or Fictitious Account.
An account is a statement in the Ledger which records the transactions relevant
to the person, asset, expense or profit named in the heading. Accounts can be divided
into :
A. Personal Accounts.
B. Impersonal Accounts.
Impersonal Accounts can be further divided into Real and Nominal Thus there are
three kinds of accounts maintained:
1. Personal Accounts.
2. Real Accounts, and
3. Nominal Accounts.
Accounts of persons with whom the business deals are known as Personal
Accounts. . The word person is used in a special sense here. It includes individuals,
partnerships, companies, co-operatives, and State enterprises e.g. Capital Account,
Drawings Account, Bank Account, Chitra & Co. Account, E.LD. Parry & Co. Ltd.
Account etc.
Accounts in which the business records the real things owned by it i.e. the Assets
of the Business are known as Real Accounts e.g. Buildings Account, Car Account,
Machinery Account, Furniture and Fittings Account etc.
Accounts which record expenses, losses, incomes and gains of the business are
known as Nominal Accounts e.g. Rent Account, Salaries Account, Telephone Bill
Account, Postage Account, Advertising Account, Commission Received Account,
Interest Received Account etc.
Check Your Progress 2
What is a Journal?
Notes: a) Write your answer in the space given below
b) Check your answer with the one given at the end of this Lesson (pp.19)
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Accounts
The proprietor may bring money into his business or withdraw money from the
business for his household expenses. Hence two accounts are maintained in the Books
of Accounts to show the position of the proprietor in relation to the business. The
amounts invested by the proprietor are recorded in Capital Account and the sums
withdrawn for personal use are recorded in Drawings Account. Real accounts can be
classified into two:
1. Assets meant for use in business e.g. Buildings, Machinery, Furniture etc.
2. Goods meant for resale. The trader buys goods, sells goods occasionally returns
goods to his suppliers because the goods are defective or not according to sample and
may also receive defective goods from his customer. He may also have some unsold
goods on a given date.
Goods
The balance of unsold goods is known as Stock. Hence it is clear that, a trader
would like to maintain five separate accounts in respect of goods in order to have a
complete picture of commodities or merchandise resale.
And account has two sides, the left hand side known as ‘Dr’ or ‘Debit’ side and
the right hand side known as ‘Cr’ or ‘Credit’ side. The benefits received by the
account are recorded on the left hand side and the benefits imparted by the account are
recorded on the right

Principle of Double Entry


A business transaction is a transfer of money or moneys worth from one
account to another. A transfer necessarily requires two accounts. For a complete
record of the transaction, it should be presented in both the accounts. A business
transaction affects two accounts in the opposite directions. If one account receives a
benefit there should be another account to impart the benefit. The principle of double
Entry is based on the fact that there can be no giving without receiving can there be
receiving without some one giving. The receiving aspect is known as ‘Debit’ and is
entered on the Debit side of the account. The giving aspect is known as ‘Credit’ and is
entered on the Credit side of the account. The principle under which both Debit and
Credit aspects are recorded is known as the principle of Double Entry. Every debit
must have a corresponding credit and Vice versa. If the accounts are not maintained
under this system, then the records are incomplete and known as Single Entry which is
un-scientific. Double Entry is the only scientific System of maintaining books of
accounts.

Double Entry Single Entry


1 For every Debit there is a corresponding Debits and Credits do not agree.
credit and vice versa
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2 Maintains a complete record of An incomplete record. Only personal


a. Personal Accounts accounts and cash accounts are
b. Real Accounts maintained.
c. Nominal Accounts
3 A balance sheet and profit loss statements A balance sheet and profit and loss
can be prepared conveniently since the statement cannot be conveniently
books of accounts present a complete prepared since the since the
picture. accounting records are incomplete.
4 Double Entry is the only scientific system Single entry is not a system. It is
of keeping books of accounts. incomplete and unscientific.

Advantages of the Double Entry System


1. A business can know at any time how much profit it has earned or how much loss it
has suffered in a particular period.
2. The Balance Sheet can be prepared which will disclose the Fixed and Current
Assets of the business, on the right hand side and the Liabilities and Capital on the left
hand side. A comparative study of the balance sheets will show the progress of the
business.
3. The account books will reveal the amount due by customers. Reminders can be sent
to the debtors who do not settle their accounts promptly.
4. The trader can ascertain from the account books the sums he owas his creditors and
make proper arrangements to pay them promptly.
5. Under the Double Entry system ‘Every debit has a corresponding credit’. The
arithmetical accuracy of the books can be tested by preparing a statement called Trial
Balance.
6. It prevents and discovers errors and frauds.
7. The businessman can satisfy the tax authorities if he maintains his account books
properly under the Double Entry system.

RULES FOR DEBIT AND CREDIT


Personal Accounts : Debit the Receiver Credit the Giver.
Real Accounts : Debit what comes in Credit what goes out.
Nominal Accounts : Debit Expenses and Losses Credit Incomes and Gains.
It is important to note that the above rules should be interpreted from the
business point of view and not from the proprietor's point of view.
Journal
L.F means Ledger Folio. The transactions of recorded in the Journal will be
posted to the appropriate accounts in the ledger. The Ledger Folio column is meant for
recording the page number of the concerned account in the ledger. Similarly in the
Ledger Accounts there will be found a column named J.F. or Journal 1imu referring to
the page number in the Journal from where the, transaction has emerged.
Journalising is the process of analysing the business transaction under the
heads of debit and credit and recording them in the Journal. When faced with any
transaction ask yourself the questions:
A. What are the accounts affected? -Name them.
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B. What class of accounts are they? Identify them e.g. Personal, Real or Nominal.
C. Apply the rules for debit and credit.
In journalizing a transaction, the debit aspect is shown first with the
observation “Dr” after the name of the account and the credit aspect is shown as
second item with the word “To” at the beginning. A brief description known as
“Narration” is given at the end of every entry in the Journal.
Example 1.
1st July 1970 : Received cash from Muthu Rs.500
First Step : What are the accounts affected? Cash and Muthu
Second Step : Classify the accounts. Cash is real account. Muthu is personal
account
Third Step : According to Rule No.2 cash Account should be debited because
cash comes into the business.

Date Particulars L.F Dr. Cr.


1970 Rs. P. Rs. P.
July 1 Cash Account Dr. 2 500 -
To Muthu Account 41 500 -
(Being cash received from
Muthu)

According to Rule No.1 Muthu Account should be credited since Muthu has
given benefit.
The Ledger Folio column indicates 2 against Cash Account which means that
Cash Account is found on page 2 in the ledger, and this debit of Rs. 500 to cash A/c
can be seen on that page. Similarly 41; against Muthu A/c indicates the page number
in which Muthu Account is found and the credit of Rs. 500 indicated therein.

Example 2.
July 3, 1970 : Paid Cash to Hari Rs. 300. -
First Step : Cash Account and Hari Account.
Second Step : Cash is a Real Account. Hari is a Personal Account.
Third Step : Cash goes out and hence Cash A/c should be credited.
Hari receives a benefit and hence Hari Account
should be debited.

Date Particulars L.F Dr. Cr.


1970 Rs. P. Rs. P.
July 3 Hari Account 35 300 -
Dr. 2 300
To Cash Account -
( (Being cash paid to
Hari)
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Example 3.
July 7, 1970 : Bought goods for cash Rs. 560.
First Step : Purchases Account and Cash Account.
Second Step : Purchases and Cash Accounts are real accounts.
Third Step : Purchases A/c should be debited since goods have come into business
and Cash A/c should be credited since cash has gone out.

Date Particulars L.F Dr. Cr.


1970 Rs. P. Rs. P.
July 7 Purchase Account Dr. 560 -
To Cash Account 560
(Being cash Purchase of -
goods)

Example 4:
July 9, 1970 : Cash sales Rs. 600.
First Step : Cash Account and Sales Account
Second Step : Both are Real Accounts.
Third Step : Cash Account should be debited because cash comes in and Sales
Account should be credited because goods have gone out of the
business.

Date Particulars L.F Dr. Cr.


1970 Rs. P. Rs. P.
July 9 Cash Account Dr. 600 -
To Sales Account 600 -
(Being cash sales)

Example 5:
July10, 1970 : Sold goods to Selvan on credit Rs.1,100.
First Step : Sales and Selvan.
Second Step : Sales is a Real Account. Selvan is a Personal Account.
Third Step : Sales Account should be credited since goods go out of the business
and Selvan Account should be debited since he receives a benefit.

Date Particulars L.F Dr. Cr.


1970 Rs. P. Rs. P.
July 10 Selvan Account Dr. 1100 -
To Sales Account 1100 -
(Being credit sales to selvan)
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Example 6:
July 1, 1970 : Kannan commenced business with Rs. 15,000.
It is important to note that the business is treated as a separate entity from the
am the businessman. All transactions of the business have to be analysed from the
business point of view and not from the proprietor’s point of view. The amount with
which a trader starts the business is known as Capital. The business has received Rs.
15,000 cash. Ask the question: "Who has given the sum to the business ?" Obviously
the Proprietor Kannan. This aspect of the double entry is therefore recorded in Kannan
Capital Account.
First Step : Capital Account and Cash Account.
Second Step : Capital is & Personal A/c. Cash is a Real A/c.
Third Step : Capital Account is to be credited since the proprietor is a giver and
Cash Account to be debited.

Date Particulars L.F Dr. Cr.


1970 Rs. P. Rs. P.
July 1 Cash Account Dr. 15000 -
To Kannan-Capital Account 15000 -
(Being the amount invested in
business)

Example 7.
July 2, 1970 : Paid into Bank:
Or
Opened a Current Account with Central Bank Rs. 14,000.
First 'Step : Central Bank Account and Cash Account.
Second Step : Bank account is a Personal A/c. Cash is a Real A/c.
Third Step : Since Central Bank has received Rs. 14,000, Central
Bank Account should be debited and since cash has gone out of the business, Cash
Account should be credited.

Date Particulars L.F Dr. Cr.


1970 Rs. P. Rs. P.
July 2 Central Bank Account Dr. 14000
To Cash Account 14000
(being the amount paid into
central bank for opening a
current Account)

The student should bear in mind that a trader has two alternatives for making
business payments. He can pay cash or issue a cheque (an order on the bank for
payment of money) to the party.
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Example 8
July 31, 1970 : Paid Rent by cheque Rs. 250.
First Step : Rent and Bank.
Second Step : Rent is a Nominal Account, Bank is a Personal account.
Third Step : Rent being an expense it should be debited. Bank Account should be
Credited.

Date Particulars L.F Dr. Cr.


1970 Rs. P. Rs. P.
July 31 Rent Account Dr. 250 -
To Bank Account 250 -
(Being the rent for the month of
July 1970 paid by cheque No….)

Example 9.
July 31, 1971: Paid Salaries in Cash Rs. 420.
First Step : Salaries and Cash.
Second Step : Salaries Account is Nominal and Cash is Real Account.
Third Step : Salaries Account to be debited and Cash Amount to be credited.

Date Particulars L.F Dr. Cr.


1970 Rs. P. Rs. P.
July 31 Salaries Account Dr. 420 -
To Cash Account 420 -
(Being salaries for the month of
July paid in cash)
Example 10.
July 31, 1970 : Received Commission Rs. 750.
First Step : Commission and Cash.
Second Step : Commission Account is a gain i.e. a Nominal Account, cash is a Real
account.
Third Step : Commission Account to be credited and Cash Account to be debited.

Date Particulars L.F Dr. Cr.


1970 July Rs. P. Rs. P.
31 Cash Account Dr. 750 -
To Commission Account 750
(Being Commission received) -
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Illustration. Journalize the following transactions :


1969
April 1 Arul commenced business with 21,000
,, 2 Bought goods for Cash 9,200
,, 4 Sold goods to Kannan on Credit 5,600
,, 5 Purchased goods from Mani 3,600
,, 9 Received Cash from Kannan 3,600
,, 11 Paid Mani on account 2,100
,, 16 Sold goods to Manohar 3,500
,, 21 Cash Sales 7,50
,, 26 Paid Mani 1,200
,, 29 Received Cash from Manohar 3,500
,, 30 Paid Rent 450
,, 30 Paid Salaries to Office Staff 700
When goods are bought by, the trader
Debit Purchases Account.
When Assets are bought by the trader
Debit the appropriate Asset Account.
When Expense Material is bought
Debit the appropriate Nominal Account.

The account to be credited will depend on whether it is a cash or a credit transaction.


If bought for cash, Cash Account will be credited. If it is a credit transaction the
Personal Account is credited.

Date Particulars L.F Dr. Cr.


1969 Rs. P. Rs. P.
April 1 Cash Account Dr. 21000 -
To Capital Account 21000 -
(Being the amount invested in
Business)
2 Purchases Account Dr.
To Cash Account 9200 -
(Being cash purchases of 9200 -
goods)
4 Kannan Account Dr. 5600 -
To Sales Account 5600 -
(Being credit sales of goods)
5 Purchases Account Dr.
To Mani Account 3300 - 3300 -
(Being credit purchase of
goods)
9 Cash Account Dr.
To Kannan Account 3600 -
(Being Cash received from 3600 -
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kannan)
11 Mani Account Dr.
To Cash Account 2100 -
(Being cash paid to mani) 2100 -
16 Manohar Account Dr.
To Sales Account 3500 -
(Being credit sales) 3500 -
21 Cash Account Dr.
To Sales Account 7500 -
(Being cash sales) 7500 -
26 Mani Account Dr.
To Cash Account 1200 -
(Being cash paid to mani) 1200 -
29 Cash Account Dr.
To Manohar Account 3500 -
(Being cash received from 3500 -
Manohar)
30 Rent Account Dr.
To Cash Account 450 -
(Being the rent for the month 450 -
of march paid)
30 Salaries Account Dr.
To Cash Account 700 -
(Being Salaries for the month 700 -
of march paid)

LEDGER
The Ledger is the main book of account. The Journal is a subsidiary book. The
word subsidiary means ‘giving additional help to. The journal helps a businessman to
take the various transactions to the right place, i.e., to the appropriate accounts. The
journal is the base, the ledger the middle of the pyramid. The Balance Sheet and Loss
statements can be prepared from the main book of account, viz., Ledger. Journalising
the numerous businesses will not enable the businessman to know his profit or loss;
his assets and liabilities. The recordings in the journal have to be processed farther to
have a full picture of the business. Recording the business transactions under the
heads of debit and credit is known as Posting. Processing these transactions further
and taking them to the appropriate accounts is known as Posting. You have often seen
a traffic constable regulating the traffic in a busy road junction. Cars, Lorries, Cycles
and, carts all wait for the constable's signal and then they proceed to their destinations.
The work of the Journal is similar to the constable in that it merely tells the account to
be debited and the account to be credited. But nevertheless this is an important It calls
for judgement. Then the entries are posted under appropriate accounts. All similar
transactions must be brought together. Transactions relating to cash are grouped under
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Cash Account. Similarly the transactions with customers and suppliers (debtors and
creditors) are grouped under appropriate personal accounts. Transactions connected
with various assets are recorded under each asset account separately. The expenses
and incomes of the business are recorded under appropriate nominal accounts. Ledger
is the main book of the business containing Personal, Real and Nominal accounts of
the business. But transactions are not normally recorded in the ledger directly. They
are first entered in the Journal and then posted to the concerned accounts in the ledger.
The journal is the starting point for the second book of account, the ledger.
The normal ledger is a bound volume with pages numbered consecutively. In a
big business it is impracticable to keep the ledger book. "Loose-leaf" ledger now takes
the place of a bound book. In a "Loose-leaf" ledger the pages are secured in a binder
and usually locked with a key. Additional pages may be inserted and those which are
fully written may be removed. The system has the w6,oa+me that new accounts may
be inserted when necessary, completed accounts can be removed; and the accounts
may be arranged and re-arranged in the desired order."

Relation between Journal and Ledger


1. The Journal is a subsidiary book; the Ledger is the main book of account.
2. Transactions are first entered in Journal; subsequently these entries are posted to the
appropriate accounts in the ledger.
3. The Journal is a daily record. Business transactions are entered in this book in the
order of dates. Posting from the journal is done periodically, may be weekly or
fortnightly as per the convenience of the business.
4. Entering the transactions in the journal is, called Journalising; the act of recording
in the ledger is called Posting.

Illustration 2. Journalise the following transactions and post to proper accounts:


1970
Jan. 1. B.Balan started business with a capital of ... 10,000
,, 4 Bought goods from V.Velan … 6,750
,, 7 Cash Purchases ... 3,000
,, 10 Cash Sales … 4,000
,, 13 Bought goods from V.Velan … 2,000
,, 18 Paid Cash to V.Velan … 2,850
,, 24 Paid V.Velan on account … 2,400
,, 30 Paid Salaries … 1,250

Date Particulars L.F Dr. Cr.


1970 Rs. P Rs. P
Jan. 1 Cash Account Dr. 10000 -
To Capital Account 10000
(Being the cash invested in -
business)
4 Purchases Account Dr. 6750 -
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To V.Velan Account 6750


(Being credit purchases of
goods)
7 Purchases Account Dr. 3000 - -
To Cash Account 3000
(Being cash purchases)
10 Cash Account Dr. 4000 -
To Sales 4000
(Being Cash sales)
13 Purchases Account Dr. 2000 - -
To V.Velan Account 2000
(Being credit purchases of
goods)
18 V.Velan Account Dr. 2850 -
-
To Cash Account 2850
(Being cash paid to Velan on
account)
24 V.Velan Account Dr. 2400 -
To Cash Account 2400 -
(Being cash paid to Velan on
account)
30 Salaries Account Dr. 1250 -
To Cash Account 1250
(Being salaries paid for the
month of Jan.1970) -

Ledger of B. Balan
General Ledger
Capital Account
Dr. Cr.
Date Particulars Amount Date Particulars Amount
J.F

J.F

Rs. P 1970 Rs. P


Jan. 1 By Cash 10000 -
Cash Account
Dr. Cr.
Date Particulars Amount Date Particulars Amount
J.F

J.F

1970 Rs. P 1970 Rs. P


Jan. 1 To Capital 10000 - Jan. 7 By Purchases 3000
10 To Sales 4000 18 By V.Velan 2850
24 By V.Velan 2400
30 By Salaries 1250
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Purchases Account
Dr. Cr.
Date Particulars Amount Date Particulars Amount

J.F

J.F
1970 Rs. P Rs. P
Jan. 4 To V.Velan 6750
7 To Cash 3000
13 To V.Velan 2000

Sales Account
Dr. Cr.
Date Particulars Amount Date Particulars Amount
J.F

J.F
Rs. P 1970 Rs. P
Jan. 10 By Cash 4000
-

Salaries Account
Dr. Cr.
Date Particulars Amount Date Particulars Amount
J.F

1970 Rs. P J.F Rs. P


Jan30 To Cash 1250 -

V.Velan Account
Dr. Cr.
Date Particulars Amount Date Particulars Amount
J.F

J.F

1970 Rs. P 1970 Rs. P


Jan. 19 To Cash 2850 Jan. 4 By Purchases 6750
24 To Cash 2400 Jan 13 By Purchases 2000

1.5 LET US SUM UP


1. The meaning of accounting is to collect, enter, classify and present the financial
data.
2. Accounting concepts means such ideas which are coupled with different
accounting procedures, e.g. Reserve and Provisions, Depletion and Amortization
etc There are several accounting concepts such as: Business Entity Concept, Going
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Concern Concept, Money Measurement Concept, Cost Concept, Accounting


Period Concept, Dual Aspect Concept, Matching Concept, Verifiable and
Objective Evidence Concept.

3. The principle of Journal explains as to which account is to he debited or which


account is to be credited. For this point of view all the accounts are divided into
three heads (categories)
(1) Real Account (Account of assets)
(2) Nominal Account (Account of income & expenses)
(3) Personal Account (Accounts of individual)

4. Journal is a book of first entry. Business transactions are first entered in the
Journal before they are taken to the appropriate accounts and the Ledger.
5. Ledger is the main book of account. It contains all the accounts of the business in a
well arranged form.
6. To Debit an account means to record the transaction on the left land side i.e:
"Debit" side of that account.

1.6 LESSON END ACTIVITY


Journalise the following transactions ;
Rs.
,, 1. Sold goods to Raghavan for cash 950
,, 2. Sold goods to Mukundan 700
,, 3. Cash Sales 1,200
,, 4. Murty bought goods 350
,, 5. Sold old Machinery 1,400

Check your progress: Model Answers


1. Your answer may include any of the following:
i. Convention of disclosure
ii. Convention of Materiality
iii. Convention of Consistency
iv. Convention of Conservation
2. Journal is a book of first entry. Business transactions are first entered in the Journal
before they are taken to the appropriate accounts and the Ledger
SUGGESTED READINGS/ REFERNCES:
1.Financial Accounting-Dr.Arun Kumar Sinha-New central Book Agency,Calcutta
2. Principles of Accountancy-K.L.Nagarajan et al- Eurasia Publishing House, New
Delhi.
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LESSON 2- INTRODUCTION TO E.X. NEXT GENERATION


Contents:
2.0. Aims & Objectives
2.1 Introduction
2.2 What's New in EX NGN?
2.3 What Do You Need to Run EX NGN?
2.4 How to Install E.X. NGN?
2.5 Previewing and Printing Documents and Reports
2.6 Logging off EX NGN
2.6 Let Us Sum Up

2.0 AIMS & OBJECTIVES


After reading this lesson, you will be able to understand:
1. What is E.X. Next generation.
2. The salient features of E.X. Next generation.
3. Installing E.X. Next generation

2.1 INTRODUCTION
Welcome to E.X. Next Generation (EX NGN), the world's friendliest business
accounting software. Whether you plan to manage your personal accounts or the
finances of your business, you can use E.X. NGN to simplify record keeping, and
track the progress of your financial goals.
You can manage a number of accounts, maintain customer and supplier
information, design your own documents such as vouchers, invoices, and bills, enter
transaction details, reconcile bank statements, and prepare a trading account.
You can generate all the regular reports - final reports such as Balance Sheet,
Trial Balance and Profit and Loss Statement, Account and Group Balances, Customer
and Supplier Reports, Stock Reports, and Tax Reports. You can also generate analysis
reports such as Income and Expense Analysis, Sales and Purchases Analysis, and
Cost-centre wise Analysis to help you take crucial business decisions.
You'll work in windows that resemble registers, ledgers, invoices, and other
paper forms that you're probably used to. You can display all your transactions, or
only specific transactions - for instance, the customers to whom you've sold items for
more than Rs. 50,000 for a specific period, or the deposits made during the past six
months - and print reports that summarize your transactions.
In E.X. NGN, you can perform your basic tasks - setting up your company
details, accounts, items, and register columns; entering transactions; and generating
your Journal, Ledger, Trial Balance, Profit and Loss Statement, and Balance Sheet - in
less than an hour! And you can perform all the advanced tasks in less than a day!
Maintaining your financial information was never so easy!
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2.2 WHAT'S NEW IN EX NGN?


EX NGN provides several new features. This section highlights, some of the
new and enhanced features, and many of the improvements over EX Version 3.0.
Document Designer
EX NGN provides absolute flexibility in designing documents. With Document
Designer, you can create documents and custom design existing documents. You can
specify the size and colour of the document, define the position and size of the fields,
and assign labels to the fields. If you need to record additional information, you can
also define your own fields.
Folders
Folders provide a snapshot analysis of your items, customers, and suppliers.
From the Item Folder, you can obtain all the details of items such as stock
information, sales, purchases, sales returns, purchases returns, and customer and
supplier analysis.
From the Customer/Supplier Folder, you can obtain all the details of customers
and suppliers such as sales and purchases, receipts and payments, open debits and
credits, and monthly summary of transactions.
Templates
EX NGN provides 32 built-in templates for common business types such as
manufacturer, trader, retailer, and distributor. These templates have been designed
after extensive research to provide the accounting framework and document layouts
that best suit the line of business you're in. Using these templates, you can record your
transactions rightaway, saving you time and effort.
Smart Finder
With Smart Finder, you have the flexibility to view exactly the information you
want. Using a set of filtering criteria, you can filter information about your customers,
suppliers, items, and documents.
For example, if you want to view the customers who have purchased a specific
item for more than Rs.10,000, or items that have sold more than 50,000 units in the
last quarter, you can specify the relevant criteria and generate the report.
Object Linking and Embedding
EX NGN supports Object Linking and Embedding (OLE) automation. OLE
provides an interface for other applications to be integrated with EX NGN.
Let's say, you have a payroll application for maintaining salary in another
software that is OLE-compliant, and you want to enter a payment voucher. After
entering a payment voucher, you want to post the salary in E.X. NGN. You can link
accounts to EX NGN, and post the corresponding details.
OLE also allows you to export data from E.X.NGN to MS-Word, Excel,
Access, and other OLE-compliant applications
Drilling Down to the Source Document and Making Changes
From most reports, you can drill down to the ledger and to the source
document. And you can make changes to the details in the documents to which you
drill down.
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Saving a Company as a Template


E.X.NGN saves a company as a template so that you can set up another
company based on that template. Companies saved as templates are listed as
accounting models. All details in the template are automatically copied to the new
company.
Access Rights and Task Rights
In E.X. NGN, the System Administrator (who is given all the rights) can assign
access rights and task rights to users. This feature ensures that only authorised users
view, enter or make changes to records.
Custom Fields
In E.X.NGN, you can define up to ten custom fields for accounts and items.
These fields can be used for entering additional information, or as filtering criteria.
Multiple Charges
E.X.NGN provides for setting up multiple charges. If an item attracts more
than one charge - let's say Central Sales Tax, State Sales Tax, and Octroi - the
provision for multiple charges helps you to calculate all types of charges in one place
and post them to your sales and purchase tax registers.
Credit Limit for Customers and Suppliers
In E.X.NGN, you can define the credit limit for customers and suppliers.
E.X.NGN displays a message if the credit limit exceeds the limit you've defined.
Cost Budgeting
While setting up income and expense accounts, you can specify how much you
expect to receive or spend under each account. Using E.X.NGN, you can generate the
Budget Variance Report, where you can check the actual income and expenses against
your budget to know how well you're meeting your financial goals.

Bank Reconciliation
When the bank statement arrives, you can quickly balance and reconcile the
statement with your records. Instructions on your screen guide you through the
balancing process.
Automatic Computation of Stock
E.X.NGN provides two stock valuation methods - Weighted Average, and
Moving Weighted Average. On selecting one of these methods, E.X.NGN
automatically computes the stock position of the items in your inventory.
Consolidation of Multiple Companies
E.X.NGN allows you to consolidate by account balances and by stock. You can
consolidate the accounts of your companies right up to the Trial Balance, Profit and
Loss Statement or Balance Sheet level.
T-format Balance Sheet
E.X.NGN displays the balance sheet in the `Report' format (where liabilities
are listed below assets). When you preview or print, the Balance Sheet is in the
‘Tabular’ format (where liabilities are listed on one side, and assets on the other).
Analysis Categories and Analysis Reports
In E.X.NGN, you can define up to five levels of analysis categories. Based on
the analysis categories you define, you can generate Analysis Reports such as Income
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and Expense Report, Sales and Purchases report, Cost-centre wise Report, Account
wise Report, and Item wise Report.

Check Your Progress 1


Bring out any four characteristics of E.X.NGN
Notes: a) Write your answer in the space given below
b) Check your answer with the one given at the end of this Lesson (pp.37 &36)
…………………………………………………………………………………………

…………………………………………………………………………………………

…………………………………………………………………………………………

…………………………………………………………………………………………

2.3 WHAT DO YOU NEED TO RUN EX NGN?


To run E.X.NGN, you need:
§ 486 or higher processor with minimum 16 MB of RAM (32 MB of RAM
recommended)
§ Hard disk drive with a minimum of 100 MB of free disk space
§ VGA or higher resolution monitor (256-colour SVGA recommended)
§ Windows 95 or Windows NT
If you’re using a CD-ROM for setting up E.X.NGN, in addition to the
requirements mentioned above, you need a double-speed CD-ROM drive

2.4 HOW TO INSTALL E.X. NGN?


If you're upgrading from an earlier version of E.X., we recommend that you
take a back-up of your existing E.X. data files before installing E.X. NGN.
Before you install E.X.NGN, make sure to turn off any virus protection
programs that may be running on your computer. Some virus protection programs
interfere with installation.
You can install E.X. NGN from floppy disks or a CD-ROM.
In the installation package, you'll find a small box containing the ‘dongle’.
Before you install E.X. NGN, you must install the dongle.
Note Make sure that the dongle is properly attached. You can't use E.X. NGN, unless
the dongle is attached, at all times.

Ø To install the Dongle


1. Switch off your computer.
2. Plug the dongle into the parallel port to which your printer is connected.
3. Connect your printer to the back of the dongle.
Note Connecting your printer to the back of the dongle will not interfere with your
printing operations.
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Ø To install EX NGN
1. Make sure that no other application is running.
2. Do one of the following.
§ If you're installing from floppy disks, insert E.X. Next Generation Disk 1 in the
drive.
§ If you're installing from CD-ROM, insert E.X. Next Generation CD-ROM in
the drive.
3. Click the Start button, point to Settings, and then click Control Panel.
4. Double-click Add/Remove Programs.
5. Click Install.
6. Follow the instructions on the screen.
You need to register your copy of E.X. NGN, specifying your name, your
organisations name, and the product serial number. The product serial number is the
number printed on the floppy disk box.
You also need to specify the type of installation you want. E.X.NGN provides
three installation options - Complete, Typical, and Custom.
Ø Complete Installation
Custom installation is recommended for users who want to install all the
components, along with the default templates that E.X.NGN provides.
The disk space required is 70 MB.
Ø Typical Installation
Typical installation is recommended for users who already have the Database
Drivers installed in their system.
The disk space required is 28 MB.

Ø Custom Installation
Custom installation is recommended for users who don't have sufficient disk
space to set up all the components.
In Custom Installation, you must install the following components - Program
Files, Designer Files, Crystal Files, and Report Files. The optional components are
Database Driver components, and Template Files. Select the Database Driver
components if you don't have the drivers installed, and Template Files if you want to
install the built-in templates.

Check Your Progress 2


Bring out the types of installation of E.X.NGN
Notes: a) Write your answer in the space given below
b) Check your answer with the one given at the end of this Lesson (pp.37 &
38)
…………………………………………………………………………………………

…………………………………………………………………………………………

…………………………………………………………………………………………
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…………………………………………………………………………………………

Starting E.X.NGN
Ø To log on to EX NGN
§ Click the Start button, point to Programs, then point to E.X. Next Generation, and
click E.X. Next Generation. The Logon dialog box appears.

Type Type
admin admin

After entering the


User Name,
Password and date,
Click OK

Enter the date

Note
§ The date field, by default, takes the system date. You can, however, enter a date
other than the default displayed. For more information on how to select the date,
see “Selecting a Date,” page 26.
§ After you log on to E.X.NGN, you can change the password for the user called
‘admin’. You can also can set up set up users and assign and assign them unique
User Names and Passwords. After you set up your company, you can select the
company in the Logon dialog box.

What's on the E.X. NGN Main Screen?


This section provides an overview of the major elements on the E.X.NGN main
screen such as menus, toolbars, and status bar. The following illustration identifies
each part of the E.X.NGN main screen.
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Window
Close Button
Title
Maximize
Control Button
Menu Box Menu
Bar Title Bar Minimize
Button

Status Bar Work Space


Control Menu Box
Use Control Menu commands to resize, move, maximise, minimise, and close
windows.
Window Title
Depending on the window that you are working in, the window title displays
the name of the application (E.X. Next Generation), the company name, and the
window name. If a document has not been saved, a place holder such as ‘Untitled’
usually appears as part of the window title.
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Menu Bar
Lists the available menus. Each menu contains a list of commands or actions
that you can carry out. The menu names that are displayed depend on the type of
window you are in.

Title Bar
Shows the name of the window. If more than one window is open, the title bar
for the active window (the one in which you are working) is of a different colour than
the other title bars.
Minimize Button
Reduces the active window to an icon.
Maximize Button
Enlarges the active window so that it fills the entire desktop. When the window
enlarges, the window title appears in the title bar of the main screen.
Restore Button
Returns a window to the size it was before it was minimised or maximised.
Close Button
Closes the active window.
Workspace
This is the largest part of the screen. Windows for tasks appear in the
workspace. The menu bar, toolbar, and status bar are always displayed, unless
specifically deselected.
Status Bar
Displays information about the currently selected command, window, or dialog
box. The status bar is displayed by default. To hide the Status bar, from the View
menu, deselect the Status bar.
Toolbar
Click the buttons on the toolbar to choose commands quickly. For more
information, see "Command Buttons,". You can add or remove the toolbar buttons.
For information on how to add and remove toolbar buttons, see "Changing the Way
Your Desktop Looks,”.

Using Dialog Boxes


When you choose a command, a dialog box appears so that you can select
options. If an option appears dimmed, it is not currently available.
Some dialog boxes provide sets of options, each on a separate tab. For
example, the New Item dialog box has five tabs - General, Purchase, Sales, Charges,
and Custom Fields.
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Field
Tabs

List Box

Command
Buttons

Although it's usually easier to use the mouse while you work in a dialog box,
you can also move from one tab to another, select options, or fill in information with
the keyboard. To move from one tab to another, press CTRL + TAB. To move among
options, press TAB, or press ALT and the letter underlined in the field name. For
example, in the Purchase tab, press ALT and the letter ‘U’ to move to the `Unit' field.

Command Buttons
Click a command button to carry out an action or display another dialog box.
Here are the command buttons in EX NGN.
Click To
Close Save and exit from a window/dialog box
Help Display onscreen help
Refresh Update the contents of the window
Modify Change some or all of the details displayed
Delete Delete some or all of the displayed details
New Enter information about a new entity
Cancel Exit from a window/dialog box without saving
Back Go to the previous dialog box
Next Go to the following dialog box
A command button followed by an ellipsis (...) opens another dialog box.
The black border around a button indicates that it is the default, and it will be chosen
automatically if you press ENTER.
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All toolbar buttons are also command buttons. ~The toolbar buttons are explained
below.

Click To
General Toolbar
Set up a new company
Open an existing company
Preview before printing
Print a document
Set up, modify details of, or delete a user
Export company details
Consolidate details of companies
Set up options
Setup Toolbar
Set up Chart of Accounts
Set up items
Set up Narrations
Set up Charges
Set up Sales Register Columns
Set up Purchase Register Columns
Set up Analysis Parameters
Set up Account Custom fields
Set up Item Custom fields
Enter Transactions
Adjust Open Debits against Credits
Reconcile the Bank Statement
Folders
View Customer details
View Supplier details
View Item details
View the Journal
View the Ledger
Selecting Commands
A command is an instruction that you give to EX NGN, to perform an activity. You
can select a command by:
· Clicking a toolbar button with the mouse
· Selecting a command from a menu
· Using the shortcut menu
· Using the shortcut keys

Using Toolbar Buttons


E.X.NGN includes toolbars to help you perform your tasks quickly. For
example, to print a report, just click the Print button on the General toolbar.
Selecting Commands from Menus
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Commands are grouped in menus. Some commands carry out an action


immediately. Others display a dialog box so that you can select options.

Selecting a Command Using the Mouse


Click the name of the menu on the menu bar, and then click the command
name. To close a menu without selecting a command, click outside the menu.
Selecting a Command Using the Keyboard
Press ALT or F10 to make the menu bar active, and then press the key
corresponding to the underlined letter in the menu name. To select a command, press
the key for the underlined letter or number in the command name. To close a menu
without selecting a command, press ESC.
Selecting Commands from Shortcut Menus
When you point to or select certain accounts, items, or transactions in E.X.
NGN, you can display a shortcut menu. Shortcut menus contain a combination of
commands, depending on the position of the pointer and the task you are carrying out.
Shortcut menus are a quick and handy way to access the commands you need.
To display the shortcut menu, position the insertion point where you want to
work, and then click the right mouse button or press sxIFr+F1o. To close the shortcut
menu without selecting a command, click outside the shortcut menu, or press ESC.
Note Throughout this guide, `right mouse menu' refers to the options available when
you click the right mouse button.

Using Shortcut Keys


You can select some commands by pressing the shortcut keys listed on the
menu to the right of the command. For example, to open the Chart of Accounts
window, press CTRL+A, or to open the Documents window, press F12.
Using the Mouse
This section gives basic information about using the mouse, and describes the
mouse pointer shapes.
Pointing, Clicking, and Dragging
The following table explains the basic terms associated with using the mouse.

To Do this

Point Position the mouse pointer until the tip of the pointer rests
on what you want to point to on the screen.
Click Press and immediately release the mouse button without
moving the mouse.
Double-click Point to an item, and press the mouse button twice in rapid
succession and release it.
Drag Point to an item. Press and hold the mouse button to a new
location. Then release the mouse button.
Mouse Pointer Shapes
The mouse pointer changes shape, depending on what you're pointing to, or the
task you're working on. For example, if you click text, the pointer looks like an I-
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beam. When you point to a menu or a toolbar, the pointer becomes a left pointing
arrow. The following table lists the common pointer shapes.
Pointer Location Action
Text area Type, select or enter text

Menu bar, inactive Choose commands, click buttons,


window, scroll bar, drag
toolbar, or ruler

`Within a selection Drag the selection to a new


when you hold location where you want to `drop'
down the mouse or `insert' it by releasing the
button
.
Along the sides, Drag to resize a window and
top, or bottom fields, columns and rows in a
corners window, and in a document layout

Within a selection Drill down to the ledger or to the


Z in reports in the source document.
'Onscreen and
Drill Down' mode

Changing the Way Your Desktop Looks


E.X.NGN allows you to alter the way your desktop looks by letting you size
windows, display, or remove the toolbar and status bar, and arrange windows.
Displaying or Hiding the Toolbars and the Status Bar
You can display or hide the toolbars as you work. For example, you can hide
the Folders Toolbar until you set up your items, customers, and suppliers. Likewise, if
you do not need status bar information, you can hide the status bar.
To hide a toolbar, in the View menu, deselect the toolbar you don't want to
view. To hide the status bar, in the View menu, deselect the status bar. If no toolbars
are displayed, from the View menu, select the toolbars that you want to display.
Ø Customising the Toolbar
You can customise toolbars to suit your needs. Let's say you are a service
organisation, and you don't deal with items. You can remove the Items button.
Likewise, you can remove the buttons that you do not need or the ones that you rarely
use.
Ø To customise the toolbar
1. From the Edit menu, select Customise. The Customise dialog box appears.
2. To add a toolbar button, do the following:
i) In the dialog box, select a toolbar category. The associated buttons appear.
ii) Click the button you want to add, drag the button to the corresponding tool bar
and release the mouse button.
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3. To remove a toolbar button, do the following:


§ Click the toolbar button you want to remove, drag the button to the customise
dialog box, and release the mouse button.

Sizing Windows
E.X.NGN allows you to switch from one task to another. As a result, you may
have a number of windows open at the same time. You can change the size of the
window to see more than one window simultaneously, or adjust the size to see only a
portion of the window's contents.
There are two ways in which you can size a window.
Ø To size a window
§ Use the maximise, minimise and restore buttons at the top right corner of the
screen. For more information see, "What's on the EX NGN Main Screen," page 13.
§ Point to the border of the window, and when the pointer changes shape, drag the
border to increase, or reduce the size of the window.

Moving a Window or Dialog Box


If a window or dialog box is not visible, move the other windows or dialog
boxes one by one until the window or dialog box is visible.
Ø To move a window or dialog box
§ Click the title bar of the window or dialog box and drag it to the desired location.
Sizing Columns
If the information contained in a column exceeds its defined width, only part of
the information is displayed. You can extend the width of the column to see all the
information.
Ø To change the size of a column
§ Point to the inner side of the column and drag it to the desired width.

Understanding Messages
Messages displayed in EX NGN are either informative or interactive messages.
An information message is displayed on the status bar at the bottom of the
window. It provides information about the window, dialog box, or field on which your
mouse pointer is currently positioned.
Interactive messages are of three types.

Name Description Example


Information Provides details The user name or
about the results password is not
of a command. valid.

Warning Informs you of a Are you sure you


situation that may want to delete this
require a decision. account?
Critical Informs you about A fatal error has
a situation that occurred. If the
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requires intervention problem persists,


or correction before contact the Support
work can continue. Desk.

What Are the Conventions Used?


Before you start using E.X. NGN, it's important to understand the
typographical conventions and terms used in the guide.
Typographic Conventions
Here are the typographic conventions used in this guide.
This Represents
Bold type Button, menu option
Note Important message
Tip Helpful message which provides alternative methods of
performing a task. A tip is set apart from the main text by
shading.
Ø A procedure follows.

Keyboard Conventions
All key names are shown in small capital letters. For example, the Control key
is shown as CTRL, and the Insert key is shown as INSERT.

Keys Commands
ALT+C Keeping the ALT key pressed, press the letter c. Then release
both keys.
ALT+C,P Keeping the ALT key pressed, press the letter C. Release both
keys and press the letter P.
ENTER `Press ENTER' means that you can press ENTER or RETURN.
Arrow Keys You can use the UP, DOWN, RIGHT and LEFT arrow keys to
move the insertion point in a window.
PAGE UP and You can use PAGE UP and PAGE
PAGE DOWN DOWN to move the insertion point by one page.
TAB You can use TAB to move to the next field or command button in
a dialog box.

Mouse Conventions
We assume that you are using a mouse for working. This guide, therefore, uses
mouse-related terminology. (If you're not using a mouse, on the keyboard, you can
press SxtFr+F1o and carry out all the mouse-related tasks).

Using Onscreen Help


EX Next Generation comes with 'EX NGN Help,' a complete online reference
tool to enable you to quickly get information on a specific topic. You can also get
context-sensitive help on windows and dialog boxes.
Ø To access EX NGN Help
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1. From the Help menu, click EX NGN Help Topics.


2. Do one of the following:
§ To obtain an overview of what's in Help, choose the Contents tab.
§ To obtain information on a specific topic, choose the Index tab.
3. Do one of the following:
§ If you have chosen Contents, open the books, and select the topic you want to
view, and click Display.
§ If you have chosen Index, select the index entry, and click Display.
Note To get context-senstive help on windows and dialog boxes, press Fl.

Selecting a Date
EX NGN provides a calendar wherever you'll have to enter a date. Using the
calendar, you'll be able to know the day on which a particular date falls, and you can
plan your payments and receipts. For example, you may like to ensure that a particular
due date doesn't fall on a Sunday.
Selecting a date has a lot' of significance in EX NGN. For example, the logon
date must be within the current financial year, or in the previous financial year (if you
haven't closed the books for that year). If you want to enter post-dated transactions,
you can log on with a future date (a date within the current financial year, but after
today's date, that is the system date).
Setting Up Options
In E.X.NGN, you can, at the outset, set up options that are applicable to
documents and reports. For example, you can set up an option for EX NGN to prompt
you when cash/bank balance goes negative, or when the customer's credit exceeds the
limit. Or, you can set up the option to display the border in all documents, or the
header information in all reports.
If, at a later stage, you want to change the options that you've set up, you can
reset the options.
The options are categorised as General, Print, Report and Analysis Categories.

Setting Up General Options


You may like to define the number of account levels you want to view. Or, you
may want to include accounts with zero balances. You can set these options in the
General tab.
Ø To set up general options
1. From the Company menu, select Options. The Options dialog box appears.
2. Choose the General tab, and select the options.
§ Levels displayed in the Chart of Accounts.
§ Prompt when Cash/Bank balance goes negative.
§ Prompt when Customer's Credit exceeds the limit.
§ Prompt when Stock Quantity goes negative.
§ Include accounts with zero balance in the Opening Trial Balance.
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Setting Up Print Options


You may like to print the column labels in your documents. Or, you may like to
print the background colour that you've defined for your documents. You can set these
options in the Print tab.
Ø To set up print options
1. From the Company menu, select Options. The Options dialog box appears.
2. Choose the Print tab, and select the options.
Border Select this option to print the border in your documents.
Labels Select this option to print the labels in your documents.
Background Select this option to print the background
Colour colour that you've defined for your documents.
Table options
Column Labels Select this option to print the column labels in your documents.
Horizontal Grid Select this option to print the horizontal grid in your documents.
Vertical Grid Select this option to print the vertical grid in your documents.

Setting Up Report Options


You may like to view and print the company name, or the name of the report
on every page of the report. Or, you may like to view and print the selection criteria
that you've defined for the report.
Note You can specify different options for different reports. You can also
change the options while viewing a report, but the changed options will apply only to
the report next generated.
Ø To set up report options
1. From the Company menu, select Options. The Options dialog box appears.
2. Choose the Report tab, and select the options.
On Screen
Horizontal Grid Select the check box if you want to view and print horizontal
lines in the table.
Vertical Grid Select the check box if you want to view and print vertical lines
in the table.
Analysis Select the check box to display the selection
Categories criterion `Analysis Categories,' wherever applicable.
User Defined Fields Select the check box to display the selection criterion `User
defined field,' wherever applicable.
Header Select the check box if you want the header to be displayed in the
report.
Selection Criteria "Select the check box if you want the selection details to appear
in the report.
For example, if you select `9' as the level up to which the
accounts are to be displayed and `include zero balance accounts,'
this information appears in the report.
Days for Dues/ Specify the days for dues and
Ageing overdues.
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You can specify four values. Typing a value in the first field is
compulsory. The other fields can be blank or have zero as the
value.
Note If you want to specify more than one date, the dates must be
in the ascending order.

Setting Up the Analysis Categories Option


While entering details in documents, you may like to display the analysis
categories at the header level or at ,the line level. You can set this option in the
Analysis Categories tab. \
Ø To set up analysis categories option
1. From the Company menu, select Options. The Options dialog box appears.
2. Choose the Analysis Categories tab, and select the options.
Header Select this option to display the analysis categories at the header
level.
Detail Select this option to display the analysis categories at the line
level.

2.5 PREVIEWING AND PRINTING DOCUMENTS AND REPORTS


In EX NGN, you can preview and print all documents and reports.
Ø To preview documents and reports
§ In the E.X.NGN main screen, from the Company menu, select Preview. The
document is displayed in the format in which it will be printed.
Ø To print documents and reports
1. In the E.X.NGN screen, from the Company menu, select Print. The Print dialog
box appears.
2. Enter the details in the fields.
Printer
Name Displays the name of the printer to which your computer is
connected.
Status Displays whether the printer is active.
Type Displays the printer specification.
Where Displays the location of the printer.
Print to file Select this check box to print a document or report to a file
instead of the printer.
Print Range
All Select this option to print all the pages.
Pages Type the page numbers - from and to -
that you want to print.
Copies
Number Enter the number of copies you want to print.
Collate Pages Select this check box to organise pages when you print multiple
copies of a document or a report. A complete copy of the
document or report is printed before the first page of the next
copy is printed.
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2.6 LOGGING OFF EX NGN


After using a company, you can:
§ Close the company
§ Log off EX NGN
§ Exit E.X. NGN
When you close the company, you come out of the company for which you
have been designing documents.
When you log off EX NGN, the company that you have been using is closed,
but you don't exit E.X.NGN. You can select another company and work on it, but
you'll have to log on once again for that company. When you exit E.X.NGN, you quit
the program.
Ø To close the company
§ In the E.X. NGN main screen, from the Company menu, select Close.
Ø To log off E.X. NGN
§ In the EX NGN main screen, from the Company menu, select Log off.
Ø To exit E.X. NGN
§ In the EX NGN main screen, from the Company menu, select Exit.

2.7 LET US SUM UP


1. EX NGN provides several new features such as: Document Designer, Folders,
Templates, Smart Finder, Object Linking and Embedding, Drilling Down to the
Source Document and Making Changes, Saving a Company as Template etc.
2. E.X.NGN provides three installation options - Complete, Typical, and Custom.
3. EX NGN allows you to preview and print all documents and reports

Check your progress: Model Answers


1. Your answer may include any of the following:
i. Document Designer
ii. Folders
iii. Templates
iv. Smart Finder
v. Object Linking and Embedding
vi. Drilling Down to the Source Document and Making Changes
vii. Saving a Company as a Template
viii. Access Rights and Task Rights
ix. Custom Fields
x. Multiple Charges
xi. Credit Limit for Customers and Suppliers
xii. Cost Budgeting
xiii. Bank Reconciliation
xiv. Automatic Computation of Stock
xv. Consolidation of Multiple Companies
xvi. T-format Balance Sheet
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xvii. Analysis Categories and Analysis Reports

2. E.X.NGN provides three installation options - Complete, Typical, and Custom.

SUGGESTED READINGS/REFERENCES:
1. EX-NEXT GENERATION- Users Guide, Tata Consultancy services,Mumbai
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UNIT-2
LESSON-3 STEP BY STEP GUIDE TO E.X
Contents:
3.0 Aims & Objectives
3.1 Introduction
3.2 Step-1 Setting Up Your Company Details
3.3 Step-2 Setting Up an Account
3.4 Step-3 Setting Up an Item
3.5 Step-4 Setting Up a Tax Register Column
3.6 Step-5 Entering Your First Document
3.8 Step-7 Generating the Ledger
3.9 Step-8 Generating the Standard Trial Balance
3.10 Step-9 Generating the Standard Profit And Loss Statement
3.11 Step-10 Generating the Standard Balance Sheet
3.12 Let Us Sum Up

3.0 AIMS & OBJECTIVES


After reading this lesson you will be able to understand how to:
1. Set up Your Company Details
2. Set up an Account
3. Set up an Item
4. Set up a Tax Register Column
5. Generate the Ledger
6. Generate the Standard Trial Balance
7. Generate the Standard Profit And Loss Statement
8. Generate the Standard Balance Sheet
3.1 INTRODUCTION
In E.X.NGN, you can, at the outset, set up options that are applicable to
documents and reports. For example, you can set up an option for EX NGN to prompt
you when cash/bank balance goes negative, or when the customer's credit exceeds the
limit. Or, you can set up the option to display the border in all documents, or the
header information in all reports.
If, at a later stage, you want to change the options that you've set up, you can
reset the options.

3.2 STEP-1 SETTING UP YOUR COMPANY DETAILS


Whether you plan to manage the finances of your business or your personal
accounts, you must first set up your company details.
Ø To Set up your Company details
1. Start E.X.NGN and log on as the user named 'admin' and with password 'admin'.
2. From the Company menu, select New. The New Company dialog box appears.
Enter the details in the fields.
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Company Name Type the name of your company. The name


must be unique.
Short Name Type a short name for your company. For example, if you set up
a company `Global Trading Company,' you can assign it the short
name, 'GTC'.
Address Type the address of your company.
Phone Type the telephone number of your
Number company.

Fax Number Type the fax number of your company.


E-mail Address Type the e-mail address of your company.

3. Click Next.
Enter the details in the fields.
Financial Year
Start Date Enter the start date of your company's financial year.
Note After your company is set up, you can't modify the start
date.
End Date Enter the end date of your company's financial year. The period
of the financial year must be between 3 and 18 months.
Sales Tax Registration
CST Type the Central Sales Tax Registration
Number Number of your company.
SST Type the State Sales Tax Registration
Number Number of your company.
Other Details
Stock Valuation Select `Weighted Average' or `Moving
Method Weighted Average'.
If you want to manually value the stock of your company, select
`None'.
4. Click Next.
E.X. NGN provides built-in templates for several business types. For example, if
you select `Trader' as your business type, the template provides the basic framework
of accounts commonly used by traders.
Enter the details in the fields.
Business Select the business type that best
Type describes your business.
If you want to create your own set of accounts, select `None'.
Account Displays the set of accounts that E.X.NGN provides for the
business type you've selected.
5. Click Next.
Enter the details in the field.
File Location Select the directory where you want to save
your company data.
6. Click Finish.
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Your first company is now ready. The next step is to set up your name of the
folder accounts.

3.3 STEP-2 SETTING UP AN ACCOUNT


You'll probably want to start setting up accounts under the four main groups-
Assets, Liabilities, Income, and Expense. For instance, to set up an expense account
‘Conveyance,' here's how you go about it.

Ø To set up an Account
1. From the Setup menu, select Chart of Accounts. The Chart of Accounts window
appears.

2. Click New. The Select Account Type dialog box appears.


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3. Select Account.
4. Select Expense as the Account Type, and click OK. The New Account dialog box
for the selected account type appears.
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5. Enter the details in the fields.


General tab
Name Type the name of the account. The name should be unique.
Type Displays the type of account, based on your selection in the
Select Account Type dialog box. In this case, displays `Expense'
as the account type.
You can't change the account type.
Sub-group Indicates the group under which the account is categorised.
of This group is what you've selected in the Chart of Accounts. In
this case, displays ‘Expense’ as the group. You can, however,
select another group from the list box.
Analysis Categories Lists the analysis categories that you've set up. Select the
categories you want to set up for the account. These categories
are displayed when you select the account while entering details
in a document.
Opening Balance Enter the opening balance for the new account. For more
information, see "Modifying an Opening Balance,”.
Sign Displays the default sign (Dr) for the opening balance, based on
the account type selected. You can, however, select the option
other than the default displayed.
Budget tab
Month Displays the months for the current financial year.
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Amount
Alongside each month, type the amount you are budgeting.
E.X.NGN automatically takes the debit sign (Dr) for expense,
and the credit sign (Cr) for income. These signs are used in the
budget reports.
6. Click OK.

3.4 STEP-3 SETTING UP AN ITEM


Items are materials that you buy from your suppliers, or sell to your customers.
In EX NGN, you can set up any number of items. You can specify the selling price
and buying rate for each item. You can also specify:
§ Opening stock quantity for an item, and its value
§ Minimum stock to be maintained for each item
Ø To set up an Item
1. From the Setup menu, select Items. The Setup Items window the items window
appears.

2. Click New. The New Item dialog box appears.


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3. Enter the details in the fields. For information on the fields, see "Entering Details
in the New Item Dialog Box," given after this procedure.
4. After entering the details, do one of the following:
§ To save the item details and return to the Setup Items window, click OK.
§ To save the item details and set up another item, click Another.

Entering Details in the New Item Dialog Box


v General tab
Name Type the name of the item. The name must be unique.
Description Type a description for the item.
When you record a transaction on the item,
the description is included in the document.
Stock Information
Opening Quantity Type the opening stock quantity of the item
for the current financial year, in selling units.
Opening Value Type the value of the opening stock for the current financial year.
Minimum Quantity Type the minimum stock quantity you want to maintain for the
item.
v Purchase tab
Rate Type the purchase rate of the item. For example, if you buy an
item for Rs. 100 per kg, the rate is 100 and the unit (see the next
field) is kg.
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Unit Type the unit in which you buy the item.


Account Select the purchase account that is affected by the purchase of the
item.
Column in Tax Select the register column in which the net
Register amount for a purchase transaction on the item is entered. For
information on how to set up a Purchase Tax Register Column,
see "Setting Up a Tax Register Column,"
Unit Information Displays the conversion multiplier to indicate how many `Sales'
units make one `Purchase' unit. For example, if the purchase unit
is kg, and the sales unit is gm. The conversion multiplier is 1000.
v Sales tab

Rate Type the sales rate of the item. For example, if you want to sell
an item for Rs. 200 per kg, the rate is 200 and the unit (see the
next field) is kg.
Unit Type the unit in which you sell the item.
Account Select the sales account that is affected by the sale of the item.
Column in Tax Select the register column in which the net
Register amount for a sales transaction on the item is entered. For
information on how to set up a Sales Tax Register Column, see
"Setting Up a Tax Register Column," .
Unit Information If the sales unit is different from the purchase unit, type the
conversion multiplier to indicate how many `Sales' units make
one `Purchase' unit. For example, if the purchase unit is kg, and
the sales unit is gm, the conversion multiplier is 1000.
v Charges Tab
Type Displays the charge types that EX NGN provides.
Category Select the charge categories that are applicable to the item. The
categories are those that you've set up.

Rate Displays the charge rate of the selected charge category.

S (Rate Inclusive Select the check box if the selling rate


of Sales Tax) is inclusive of tax. can't select these check
(Rate Inclusive Select the check box if the purchase rate
of Purchase Tax) is inclusive of tax.
v Custom Fields tab
Custom Field Lists the custom fields that you've set up.
Value Type a value for each custom field

3.5 STEP-4 SETTING UP A TAX REGISTER COLUMN


The sales Tax Register summarises your sales transactions, and the purchase
Tax Register summarises your purchase transactions.
E.X.NGN provides the following seven columns for the Sales Tax
Register and Purchase Tax Register:
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§ Sr.No.
§ Document Date
§ Document Number
§ Party Name
§ Document Amount
§ Others

Ø To set up a Tax Register Column


1. From the setup menu, do one of the following:
§ To set up a Sales Register Column, point to Register Columns, and click Sales.
The Setup Sales Tax Register Columns dialog box appears.
§ To set up a Purchase Register Column, point to Register Columns, and click
Purchase. The Setup Purchase Register Columns dialog box appears.

2. Choose the Column tab. E.X.NGN displays the list of seven register columns
provided.
3. Click New. The Add Sales Tax Register Column or Add Purchase Tax Register
Column dialog box appears.
4. Type the name of the new register column, and click OK. EX NGN displays the
name of the new register column at the bottom of the list.
5. To add more columns, repeat Steps 3 and 4.
6. Click Close.
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3.6 STEP-5 ENTERING YOUR FIRST DOCUMENT


E.X. NGN gives you the flexibility to use different types of documents
(vouchers, invoices, receipts, bills, etc.) depending on the transaction you want to
record. Now, you'll learn how to enter details in your first document - let's say a
Journal Voucher.

Ø To enter details in a Journal Voucher


1. From the Activities menu, select Enter Documents. The Documents window
appears.
2. In the Document Type list, double-click the document type - Journal Voucher, and
select the default document - Journal Vouchers (JV).
3. Click New. The document layout appears.

4. Enter the details in the fields.


Date Displays today's date (that is, the logon the date, see date) as the date of
transaction. You can, however, change the date.
Journal No. Displays the document series number in the following format:
Doc. Type Code - Doc. Series - Doc. No. Doc. Letter.
E.X. NGN, by default, generates the document series number on a daily
basis. You can, however, change the document series number.
Narration Type a narration.
Account Enter the account that is debited.
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To select the account, do the following:


i. In the Account column, press F2.
The Account List appears.
ii. From the Account List, select the account you want.
Debit Type the debit amount.
Go to the next line, type a narration, and select the account that is
credited.
Credit Type the credit amount.
Total Credit Displays the total credit amount.
Total Debit Displays the total debit amount.
5. After entering the details, do one of the following:
§ To preview the document, click Preview.
§ To save the document and return to the Documents window, click Save.
§ To save and print the document, click Save & Print.

What's Next?
After entering transaction details in documents, you can generate the Journal,
Ledger, Trial Balance, Profit and Loss statement, and Balance Sheet.

3.7 STEP-6 GENERATING THE JOURNAL


You can generate a Journal to view daily transactions such as sales, purchases,
receipts and payments entered in documents.
The Journal provides the following details:
§ Document number, series, and date
§ Account and narration
§ Credit amount and debit amount
§ Quantity, unit, and rate
§ Date wise total amount transacted
§ Document wise total amount

Ø To generate the Journal


1. From the Reports menu, point to Journal, and click Detailed. The journal dialog
box appears.
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2. Enter the details in the tabs.


Document tab
Type Displays the complete list of document types available in EX
NGN. Select the documents you want.

Note Selecting a document type automatically selects all the


documents entered under it.
Click Select All to select all document types. Click Deselect All
to clear all document types.
Series If you've selected only one document type in the Type group box,
displays the document series of the document type.
Number
From Type the document number from which you want to
generate the report.
To Type the document number up to which you want to generate the
report.
Date tab
Date Selection Select an option to specify the date range for which you want the
report.
Week to Date: From start of the current week to today's date.
Month to Date: From start of the current month to today's date.
Previous Month: For the previous month.
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Quarter to Date: From start of the current quarter of the financial year to today's
date.
Year to Date -
Current: From start of the current financial year to today's date.
Previous Year: For the previous year.
Year to Date -
Previous: From start of the previous financial year to today's date (if the
books of the previous year have not been closed).
Custom: From and to a date that you specify.
Note You can't enter a future date.
From This field is available if you had selected 'Custom'. Select the
date from which you want to generate the report.
To This field is available if you had selected `Custom'. Select the
date up to which you want to generate the report.
Description Displays a description for the option selected in the Date
Selection field.
Amount tab
Operators Select an option. The available options are - Between, Equal to,
Greater than, and Less than.
Amount Type the amount for which you want the report.
If you've selected `Between' as the operator in Amount 1, type
the amount from which you want the report, and in Amount 2
type the amount up to which you want the report.
View Mode tab
Onscreen and Select this option to display the report
Drill Down in the format in which it will be printed. In this mode, you can
drill down to the source document and modify details.
Print Preview Select this option to display the report in the format in which it
will be printed. In this mode, you can only view the report. You
can't drill down to other details or make changes.
Print Select this option to print the report.
3. Click OK. The Journal appears.
RK Enterprises 15 Dec, 2005
Journal for the Period 01 Apr, 2005 to Dec, 2005
(All Amounts in Rs.)

Document
Account/ Narration Debit Credit Quantity Unit Rate Other Debits
Number
Sales (SL)
08 Apr.1997
0804 1997-1 Sales / Freight 6720.00
104640.00
Sales / Carpets 2.00 Each Raj
intricate 60000.00 Total : 61200.00
Raj
Sales / CST 2% 1200.00
Sales / Carpets-Coarse 36000.00 3.00 Each Raj
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Total : 36720.00
Raj
Sales / CST 2% 720.00

Date Total 104640.00 104640.00 Mike


17 Apr, 1997 4.00 Dozen 3,000.00 Total : 12,000.00
1704197-1 12000.00
Sales / Coir Bags 12000.00
12000.00 12000.00

18 Apr, 1997
18041997-1 14,980.00
Sales/ Freight 980.00 Thambi
14,000.00 780.00 Bot. 20.00 Total : 14,000.00
Sales/ Herbal Tea 14,980.00 14,980.00 Thami

Check Your Progress 1


What are the details provided by generating a Journal
Notes: a) Write your answer in the space given below
b) Check your answer with the one given at the end of this Lesson (pp.61)

…………………………………………………………………………………………

…………………………………………………………………………………………

…………………………………………………………………………………………

…………………………………………………………………………………………

3.8 STEP-7 GENERATING THE LEDGER


You can generate a Ledger to view the summarised or detailed classification of
accounts.
The Ledger provides the following details:
§ Account
§ Opening balance and closing balance for each account, along with
the credit or debit sign
§ Document date
§ Document series and number
§ Narration
§ Each transaction amount in the corresponding debit column or credit column
§ Running balance

Ø To generate the Ledger


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i. From the Reports menu, point to Accounts Reports, and select Ledger. The Ledger
dialog box appears.

ii. Enter the details in the tabs.


Accounts tab
Select
Accounts Click to select accounts by type. The
by type Accounts group box displays the various account types. All
individual accounts under the type are automatically selected for
report generation. You can clear selections in the Accounts group
box.
Individual Click to select accounts individually.
accounts The Account Types group box displays all individual accounts as
they appear in the Chart of Accounts.
Moved accounts Select to generate the report only for
only accounts that have been moved (that is, the accounts that have
been transacted on).
Date tab
Date Selection Select an option to specify the date range for which you want the
report.
Week to Date: From start of the current week to today's date.
Month to Date: From start of the current month to today's date.
Previous Month: For the previous month.
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Quarter to Date: From start of the current quarter of the financial year to today's
date.
Year to Date -
Current: From start of the current financial year to today's date.
Previous Year: For the previous year.
Year to Date -
Previous: From start of the previous financial year to today's date (if the
books of the previous year have not been closed).
Custom: From and to a date that you specify.
Note You can't enter a future date.
From This field is available if you had selected `Custom'. Select the
date from which you want to generate the report.
To This field is available if you had selected `Custom'. Select the
date up to which you want to generate the report.
Description Displays a description for the option selected in the Date
Selection field.
View Mode tab
Onscreen and Select this option to display the report
Drill Down in the format in which it will be printed. In this mode, you can
drill down to the source document and modify details.
Print Preview Select this option to display the report in the format in which it
will be printed. In this mode, you can only view the report and
can't drill down to other details or make changes.
Print Select this option to print the report.
iii. Click OK. The Ledger appears.

RK Enterprises 15 Dec, 2005


Ledger for the Period 01 Apr, 2005to Dec, 2005
(All Amounts in Rs.)

Document Running
Amount Narration Debit Credit
Date Number Balance
Company Cars Opening balance 800000.00 Dr
30 Sep, 1997 JV 30091997 1 Half yearly Depreciation 8000.00 792000.00 Dr
Total / Closing balance 8000.00 792000.00 Dr

Computers, Printers 30 Sep, 1997 JV 30091997 1 Opening balance 600000.00 Dr


and Copiers
Half yearly Depreciation 6000.00 594000.00 Dr
Total / Closing balance 6000.00 594000.00 Dr
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Manhatten Supermart Opening balance 50000.00 Dr


57000.00 7000.00 Dr
27 Jun, 1997 R C27061997 1 Received against Credit S 187360.00 Dr
30 Jun, 1997 SL 30061997 1 194360.00 194360.00 7000.00 Dr
25 Sep, 1997 R C25091997 1 Received against Credit S 218500.00 211500.00 Dr
21 Oct, 1997 SL 21101997 1
Total / Closing Balance 412860.00 251360.00 211500.00 Dr

3.9 STEP-8 GENERATING THE STANDARD TRIAL BALANCE


You can generate the Standard Trial Balance to view the debit and credit
balances of accounts, and to check their arithmetical accuracy as on a particular date.
Ø To generate the Standard Trial Balance
i. From the Reports menu, point to Trial Balance, and click Standard. The Standard
Trial Balance dialog box appears.

ii. Enter the details in the tabs.


Account tab
Display accounts Select the level up to which you want to
up to level view the accounts.
Include accounts Select to display accounts with zero
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with zero balance balance.


Date tab
Date Select the date as on which you want the report.
View Mode tab
Onscreen and Select this option to display the report,
Drill Down in the format in which it will be printed. In this mode,
you can drill down to the sour.: document and modify details.
Print Preview Select this option to display the report in the format in which it
will be printed. In this mode, you can only view the report and
can't drill down to other details or make changes.
Print Select this option to print the report.
iii. Click OK. The Standard Trial Balance appears.

RK Enterprises 15 Dec, 2005


Trial balance as at 15 Dec, 2005
(All Amounts in Rs.)

Account Debit Credit


Assets
Fixed Assets
Building 20000000.00
Company Cars 792000.00
Computers, Printers and Copiers 594000.00
Furniture and office decor 500000.00
Current Assets
Customers 3377982.00
Bank and Cash 4508661.90
Receivable 957320.00
Liabilities 1215620.00
Profit and Loss – Previous year
Capital
Share of Global Enterprise 17500000.00
Employees Equity 7500000.00
Miscellaneous Expenses
Client Entertainment 16000.00
Sponsorships 80000.00
Legal Fees 50000.00
Depreciation 14000.00
Repair and Maintenance 16000.00
Total 36895368.90 36895368.90
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3.10 STEP-9 GENERATING THE STANDARD PROFIT AND LOSS


STATEMENT
You can generate the Profit and Loss Statement to obtain a global view of your
company's income, expense and net profit or loss for a specific period.
Ø To generate the Standard Profit and Loss Statement
i. From the Reports menu, point to Profit and Loss, and click Standard. The Profit
and Loss dialog box appears.

ii. Enter the details in the tabs.


Account tab
Display accounts Select the level up to which you want to
up to level view the accounts.
Include accounts Select the check box to display accounts
with zero balance with zero balance.
Date tab
Date Select the date as on which you want the report.
View Mode tab
Onscreen and Select this option to display the report
Drill Down in the format in which it will be printed. In this mode, you can
drill down to the source document and modify details.
Print Preview Select this option to display the report in the format in which it
will be printed. In this mode, you can only view the report and
can't drill down to other details or make changes.
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Print Select this option to print the report.


iii. Click OK. The Standard Profit and Loss Statement appears.

RK Enterprises 15 Dec, 2005


Profit and Loss for the period 01 Apr, 2005to 15 Dec, 2005
(All Amounts in Rs.)

Account Total
Income
Trading Income
Sales 7456594.90
Closing Stock 0.00
Brokerage earned 16500.00
Stock Transfers 0.00
Total Trading Income 7473094.90

Miscellaneous Expenses
Client Entertainment 16000.00
Sponsorships 80000.00
Legal Fees 50000.00
Depreciation 14000.00
Repair & Maintenance 16000.00
Total Miscellaneous Expenses 176000.00
Total Expense 6165405.00
Profit 1929689.90

3.11 STEP-10 GENERATING THE STANDARD BALANCE SHEET


You can generate the Standard Balance Sheet to view your company's assets,
liabilities, and equity as of a particular day.
Ø To generate the Standard Balance Sheet
i. From the Reports menu, point to Balance Sheet, and click Standard. The Standard
Balance Sheet dialog box appears.
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ii. Enter the details.


Account tab
Display accounts Select the level up to which you want to
up to level view the accounts.
Include accounts Select the check box to display accounts
with zero balance with zero balance.
Date tab
Date Select the date as on which you want the report.
View Mode tab
Onscreen and Select this option to display the report
Drill Down in the format in which it will be printed. In this mode, you
can drill down to the source document and modify details.
Print Preview Select this option to display the report in the format in which it
will be printed. In this mode, you can only view the report and
can't drill down to other details or make changes.
Print Select this option to print the report.
iii. Click OK. The Standard Balance Sheet appears.

RK Enterprises 15 Dec, 2005


The white Mansion
th
16 Street (West), New Delhi-110 002.
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Balance Sheet as at 15 Dec, 2005


(All Amounts in Rs.)
Total Total
Liabilities Assets 0.00
Profit and Loss- Previous 1215620.00 Opening Balance
year Difference Account
Profit and Loss- Current 1929689.90 Fixed Assets
year
Capital Building 20000000.00
Share of Global Enterprise 17500000.00 Company Cars 792000.00
Employees Equity 7500000.00 Computers, Printers and 594000.00
Copiers
Total Capital 25000000.00 Furniture and Office
Décor 500000.00
Total Fixed Assets 21886000.00
Suppiers Current Assets
Local Customers
Coir Export House 0.00 International Customers 2931030.00
Carpet Mark 214200.00 Local Customers 446952.00
Hyderabad Pearl 0.00 Total Customers 3377982.00
Weavers Association 339774.00 Bank and Cash
Total Local 553974.00 Cash 365861.00
Foreign Bank Accounts 4142800.90
Lanka Exports Council 235200.00 Total Bank and Cash 4508661.90
Singapore Curfo Ple.Ltd 1469720.00 Receivables
Triangle Traders 325760.00 Loans to employees 400000.00
Total Foreign 2030680.00 Tax Refund 557320.00
Total Suppliers 2584654.00 Total Receivables 957320.00
Payables Stock
Master Card 0.00 Stock in hand 0.00
Total Payables 0.00 Godown Stock 0.00
Total Stock 0.00
Total Current Assets 8843963.90

Total Liabilities 30729963.90 Total Assets 30729963.90

Check Your Progress 2


What are the details provided by generating a Balance Sheet?
Notes: a) Write your answer in the space given below
b) Check your answer with the one given at the end of this Lesson (pp.61)

…………………………………………………………………………………………

…………………………………………………………………………………………

…………………………………………………………………………………………

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3.12 LET US SUM UP


1. Several steps are involved in setting up E.X.NGN such as :Setting up your company
details, Setting up an account, Setting up an item, Setting up a tax register column,
Entering your first document, Generating the ledger, Generating the standard trial
balance, Generating the standard profit and loss statement, Generating the standard
balance sheet

Check your progress: Model Answers


1. The Journal provides the following details:
i. Document number, series, and date
ii. Account and narration
iii. Credit amount and debit amount
iv. Quantity, unit, and rate
v. Date wise total amount transacted
vi. Document wise total amount

2. You can generate the Standard Balance Sheet to view your company's assets,
liabilities, and equity as of a particular day.
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LESSON-4 DOCUMENTS AND VOUCHERS


Contents:
4.0 Aims & Objectives
4.1 Introduction
4.2 Entering Details in a Document
4.3 Entering Details in Fields
4.4 Entering Details in Document Type - Sales
4.5 Entering Details in Document Type - Purchases
4.7 Entering Details in Document Type - Purchases Returns
4. 8 Entering Details in Document Type - Journal Vouchers
4. 9 Entering Details in Document Type - Deposits
4.10 Entering Details in Document Type - Withdrawals
4.11 Entering Details in Document Type - Transfers
4.12 Entering Details in Document Type - Receipts
4.13 Entering Details in Document Type - Payments
4.14 Entering Details in Document Type - Others
4.15 Let Us Sum Up

4.0 AIMS & OBJECTIVES


After reading this lesson you will be able to understand how to:
1. Enter Details in a Document
2. Enter Details in Fields
3. Enter Details in Document Type - Sales
4. Enter Details in Document Type - Purchases
5. Enter Details in Document Type - Purchases Returns
6. Enter Details in Document Type - Journal Vouchers
7. Enter Details in Document Type - Deposits
8. Enter Details in Document Type - Withdrawals
9. Enter Details in Document Type - Transfers
10. Enter Details in Document Type - Receipts
11. Enter Details in Document Type - Payments
12. Enter Details in Document Type - Others

4.1 INTRODUCTION
In E.X.NGN, documents refer to paper forms such as Vouchers, invoices, receipts,
and bills. E.X. NGN gives you the flexibility to use different types of documents,
depending on the transaction you want to record. For example, if you want to prepare
an invoice for the customer, you can use the Sales document.

4.2 ENTERING DETAILS IN A DOCUMENT


You can enter the details in a document for the current financial year on today's
date (that is, the logon date), or on a previous date. If you've not closed the books of
accounts of the previous financial year, you ca: enter the details in a new document
for that year.
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E.X.NGN simultaneously keeps open the accounts of up to two financial years.


If you enter details in a document for the previous financial year, the opening balances
for the current financial year are adjusted accordingly.
Before entering transaction details in documents, make sure that you've set up
the details given in the following table:

Set up Purpose
Accounts To automatically post
transaction details to the
respective accounts
Items To select the item for a sales
or purchase transaction
Register To generate sales tax register
Columns or purchase tax register
Charge To automatically calculate
Categories and post charge details
to the respective accounts
and register columns
Narrations To select narrations for a
transaction
Analysis To obtain analytical
Categories information on your business
operations
Ø To enter details in a Document
1. From the Activities menu, select Enter Documents. The Documents window
appears.
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2. To display the documents under the document type, from the Document Type list,
double-click the document type.
3. Select the document in which you want to enter the details. The list of documents
you've entered appears.
Note The default document layouts for each document type are listed. You can,
however, modify the default document layouts and rename these layouts. The
document layouts you've designed are also listed. Click New. The document layout
appears.
4. Select the Header Account.
Note For document types - Cash/Bank Transactions and Journal Voucher, there
are no header accounts. When you select a header account, the details that you've
entered while setting up the account are automatically picked up. You can't modify
these details.
5. Enter the transaction details in the fields. For information on the fields, see
"Entering Details in Fields," given after this procedure.
6. Do one of the following:
§ To save the document, click Save.
§ To preview the document, click Preview.
§ To save and print the document, click Save & Print.

When you save a document, you can have EX NGN display a message if:
§ Stock quantity of an item goes negative
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§ Credit limit of a customer is exceeded


§ Cash or bank balance goes negative

Likewise, if you want to adjust open debits and open credits, you can have E.X. NGN
display the Adjust Open Debits-Credits dialog box.

4.3 ENTERING DETAILS IN FIELDS


There are up to six categories of fields in a document:
§ Document
§ Table
§ Sub Totals
§ Charge Types
§ Cheque Details
§ Other Fields
A document type may not have all the fields in a category, or may not have a
category. The following section explains how to enter details in the default document
layouts for the document type ‘None’.
Check Your Progress 1
What are the categories of fields in a document?
Notes: a) Write your answer in the space given below
b) Check your answer with the one given at the end of this Lesson (pp.85)

…………………………………………………………………………………………

…………………………………………………………………………………………

…………………………………………………………………………………………

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4.4 ENTERING DETAILS IN DOCUMENT TYPE - SALES


EX NGN provides four default document layouts for the document type -
Sales.
§ Sales Cash/Cheque (SLC and SOC)
§ Sales Credit (SLR and SOR)

Document Fields
Header Account Displays the name of the header account you've selected.
Invoice Date Enter the date of the invoice. Displays, by default, today's date
(that is, the logon date) as the invoice date.
Contact Name Displays the name of the contact person. If you select Cash or
Bank as the header account, you can type the name of the contact
person.
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Billing Address Displays the address to which the bill is to be sent.


Invoice No. Displays the document series number in the following format:
Doc. Type Code - Doc. Series - Doc. No. - Doc. Letter.
E.X. NGN, by default, generates the document series number on
a daily basis. You can, however, change the document series
number.
Delivery Challan Type the number specified in the delivery challan
No.
Delivery Challan Enter the date specified in the delivery
Date challan. Displays, by default, today's date (that is, the logon date)
as the delivery challan date.
Narration Enter a header level narration for the transaction.
For information on selecting a narration from the Narration List,
see "Selecting an Item or a Narration" page 149.
Cheque No. Type the cheque number.
Note This field is available only for layouts - Sales Cash (SOC)
and Sales Cheque (SLC).
Dated Enter the date given on the cheque.
Displays, by default, today's date (that is, the logon date).
Note This field is available only for layouts - Sales Cash (SOC)
and Sales Cheque (SLC).
Drawn on Type the name of the bank on which the cheque is drawn.
Note This field is available only for layouts - Sales Cash (SOC)
and Sales Cheque (SLC).
Company CST Displays your Company's Central Sales Tax Number
Number
Company SST Displays your company's State Sales Tax Number
Number
Amount in Words Displays the grand total amount in words.
Due On Displays the document date as the due date. But, if you've
specified the number of days of credit, EX NGN adds the number
of days of credit to the document date, and displays the due date.
You can, however, modify the due date.
Note This field is available only for Sales Credit (SLR and SOR)
layouts.
Table Fields
Item Enter the name of the item sold, or a narration for the transaction.
In this column, only the first 25 characters are displayed.
After you select an item or a narration, EX NGN picks up the
details (such as unit, rate, and charge category) that you've set up
for the item or narration.
Quantity Enter the quantity of the item sold.
The quantity is the number of items (measured by the unit for the
item) transacted. For example, if the unit for the item is kg, a
quantity of 3 means 3 kgs.
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Note If you've entered a narration in the Name column, this


column doesn't take a value.
Unit Displays the sales unit that you've defined while setting up the
item. You can change the unit if the item is not transacted on.
Note If you've entered a narration in the Item column, this
column doesn't take a value.
Rate Displays the rate per unit of the item that you've defined while
setting up the item. You can, however, change the rate.
The rate can also be zero. For example, when you give items as
samples, the rate is zero.
Note If you've entered a narration in the Item column, this
column doesn't take a value.
Amount Displays the amount for the transaction. The amount is the
quantity transacted multiplied by the rate.
If you've entered a narration in the Item column, type the amount.
The amount can be zero, only if the rate is zero.
If you didn't tag an account to an item or a narration while setting
up the item or narration, tag an account to the amount. You can
also change the account you've tagged to the item or narration. If
you've typed the item name or narration, tag an account to the
amount.
You can change the register column you've tagged to the item or
narration. If you've typed the item name or the narration, you can
tag a register column to the amount.
You can also tag analysis categories to the amount.
Discount Displays the discount that you've specified.
Note This field is available only for Sales Credit (SLR and SOR)
layouts.
Net Amount Displays the net amount (amount minus the discount).
Note This field is available only for Sales Credit (SLR and SOR)
layouts.
Sub Total Fields
SST/CST Type the SST or CST amount. If you've tagged a charge category
to the item or a narration, displays the State Sales Tax or Central
Sales Tax amount using the default formula.
If you didn't tag a charge category to the item or narration while
setting them up, you can tag a'charge category.
You can change the charge category you've tagged to the item or
narration, and the account tagged to the charge type. You can
also tag analysis categories to the charge amount.
Note This field is available only for layouts - Sales Cash (SOC)
and Sales Cheque (SLC).
Total Displays the total of the amounts in the table.
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4.5 ENTERING DETAILS IN DOCUMENT TYPE - PURCHASES


E.X. NGN provides two default document layouts for the document type - Purchases.
§ Purchases Cash/Cheque (PLC and POC)
§ Purchases Credit (PLR and POR)
§ Purchases Cash/Cheque or Credit (PUR)

Document Fields
Header Account Displays the name of the header account you've selected.
Purchase Date Enter the date of the transaction. Displays, by default, today's
date (that is, the logon date) as the date of the transaction.
Note This field is available only for layouts - Purchases Cash
(PLC) and Purchases Cheque (POC).
Contact Name Displays the name of the contact person. If you select Cash or
Bank as the header account, you can type the name of the contact
person.
Purchase No. Displays the document series number in the following format:
Doc. Type Code - Doc. Series - Doc. No. - Doc. Letter.
EX NGN, by default, generates the document series number on a
daily basis. You can, however, change the document series
number.
Narration Enter a header level narration for the transaction.
Supplier Bill No. Enter the date specified in the supplier's bill.
Supplier Bill Date Enter the date specified in the supplier's bill. Displays, by default,
today's date (that is, the logon date) as the supplier bill date.
Due On Displays the document date as the due date. But, if you've
specified the number of days of credit, EX NGN adds the number
of days of credit to the document date, and displays the due date.
You can, however, modify the due date.
Note This field is available only for layouts - Purchases Credit
(PLR and POR) and Purchases Cash/Cheque or Credit (PUR).
Cheque No. Type the cheque number.
Note This field is available only for Layouts Purchases Cash
(PLC) and purchases cheque (POC).
Dated Enter the date given on the Cheque. Displays, by default, today’s
date (that is, the logon date) as the cheque date.
Note This field is available only for layouts – Purchases Cash
(PLC) and Purchases Cheque (POC)
Drawn on Type the name of the bank n which the cheque or demand draft is
drawn.
Note This field is available only for layouts- Purchases Cash
(PLC) and Purchases Cheque (POC).
Amount in Words Displays the grand total amount in words.
Table Fields
Item Enter the name of the item purchased, or a narration for the
transaction.
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After you select an item or a narration, E.X.NGN picks up the


details (such as unit, rate, charge category) that you’ve set up for
the item or the narration.
Description Displays the description for the item or the narration if you’ve
not specified a description while setting up an item, type the
description.
Note This fields is available only for Purchases Cash/Cheque or
Credit (PUR) layout.
Quantity Enter the quantity of the item purchased.
The quantity is the number of items (measured by the unit for the
item) transacted. For example, if the unit for the item is kgs, a
quantity of 3 means 3 kgs.
Note If you've entered a narration in the Item column, this
column doesn't take a value.
Unit Displays the purchases unit that you've defined while setting up
the item. You can change the unit if the item is not transacted on.
Note If you've entered a narration in the Item column, this
column doesn't take a value.
Rate Displays the rate per unit of the item, which you defined while
setting up the item. You can, however, change the rate.
The rate can also be zero. For example, when you receive items
as samples, the rate is zero.
Note If you've entered a narration in the Item column, this
column doesn't take a value.
Amount Displays the amount for the transaction. The amount is the
quantity transacted multiplied by the rate.
If you've entered a narration in the Item column, type the amount.
The amount can be zero only if the rate is zero.
If you didn't tag an account to an item or a narration while setting
up the item or narration. tag an account to the amount. You can
also change the account you've tagged to the item or narration. If
you've typed the item name or narration, tag an account to the
amount.
You can change the register column you've tagged to the item or
narration. If you've typed the item name or the narration, you can
tag a register column to the amount.
You can also tag analysis categories to the amount.
Sub Total Fields
SST/CST Type the SST or CST amount. If you've tagged a charge category
to the item or narration, displays the State Sales Tax or Central
Sales Tax amount using the default formula.
If you didn't tag a charge category to the 'item or narration while
setting them up, you can tag a charge category.
You can change the charge category you've tagged to the item or
narration, and the account tagged to the charge type.
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You can also tag analysis categories to the charge amount.


Total Displays the grand total of the amounts in the table.

4.6 ENTERING DETAILS IN DOCUMENT TYPE - SALES RETURNS


For the document type `Sales Returns,' EX NGN provides the default document layout
- Sales Returns (ROS).
Document Fields
Header Account Displays the name of the header account you've selected.
Date Enter the date of transaction. Displays, by default, today's date
(that is, the logon date) as the date of the transaction.
Contact Name Displays the name of the contact person.
Billing Address Displays the address to which the bill was sent.
Ref. No. Displays the document series number in the following format:
Doc. Type Code - Doc. Series - Doc. No. - Doc. Letter.
EX NGN, by default, generates the document series number on a
daily basis. You can, however, change the document series
number.
Ref. No. Type the number specified in the reference document.
Ref. Date Enter the date specified in the reference document.
Displays, by default, today's date (that is, the logon date) as the
reference document date.
Narration Enter a header level narration for the transaction.
Amount in Words Displays the grand total amount in words.
Table Fields
Item Enter the name of the item that the customer has returned, or a
narration for the transaction.
After you select an item or a narration, EX NGN picks up the
details (such as unit, rate, charge category) that you've set up for
the item or narration.
For information on selecting an item or a narration from the Item-
Narration List, see "Selecting an Item or a Narration" page
Quantity Enter the quantity of the item returned.
The quantity is the number of items (measured by the unit for the
item) transacted. For example, if the unit for the item is kgs, a
quantity of 3 means 3 kgs.
Note If you've entered a narration in the Item column, this
column doesn't take a value.
Unit Displays the sales unit that you've defined while setting up the
item. You can change the unit if the item is not transacted on.
Note If you've entered a narration in the Item column, this
column doesn't take a value.
Rate Displays the rate per unit of the item, which you defined while
setting up the item. You can, however, change the rate.
Note If you've entered a narration in the Item column, this
column doesn't take a value.
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Amount Displays the amount for the transaction. The amount is the
quantity transacted multiplied by the rate.
If you've entered a narration in the Item column, type the amount.
If you did not tag an account to an item or a narration while
setting up the item or the narration, tag an account to the amount.
You can also change the account you've tagged to the item or the
narration. If you've typed the item name or narration, tag an
account to the amount.
You can change the register column you've tagged to the item or
the narration. If you've typed the item name or narration, you can
tag a register column to the amount.
You can also tag analysis categories to the amount.
Sub Total Fields
Total Displays the grand total of the amounts in the table.

4.7 ENTERING DETAILS IN DOCUMENT TYPE - PURCHASES


RETURNS
For the document type `Purchases Returns,' E.X.NGN provides the default
document layout - Purchases Returns (ROP).
Document Fields
Header Account Displays the name of the header account you've selected.
Date Enter the date of the transaction. Displays, by default, today's
date (that is, the logon date) as the date of the transaction.
Billing Address Displays the address to which the bill was sent.
Document No. Displays the document series number in the following format:
Doc. Type Code - Doc. Series - Doc. No. - Doc. Letter.
EX NGN, by default, generates the document series number on a
daily basis. You can, however, change the document series
number.
Ref. No. Type the number specified in the reference document.
Ref. Date Enter the date specified in the reference document.
Displays, by default, today's date (that is, the logon date) as the
reference document date.
Contact Name Displays the name of the contact person.
Narration Enter a header level narration for the transaction.
Amount in Words Displays the grand total amount in words.
Table Fields
Name Enter the name of the item that you've returned, or a narration for
the transaction.
After you select an item or a narration. E.X.NGN picks up the
details (such as unit, rate, charge category) that you've set up for
the item or the narration.
Quantity Enter the quantity of the item returned.
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The quantity is the number of items (measured by the unit for the
item) transacted. For example, if the unit for the item is kgs, a
quantity of 3 means 3 kgs.
Note If you've entered a narration in the Item column, this
column doesn't take a value.
Unit Displays the purchase unit that you've defined while setting up
the item. You can change the unit if the item is not transacted on.
Note If you've entered a narration in the Item column, this
column doesn't take a value.
Rate Displays the rate per unit of the item, which you defined while
setting up the item. You can, however, change the rate.
Note If you've entered a narration in the Item column, this
column doesn't take a value.
Amount Displays the amount for the transaction. The amount is the
quantity transacted multiplied by the rate.
Note If you've entered a narration in the Item column, type the
amount.
If you did not tag an account to an item or a narration while setting up the item
or the narration, tag an account to the amount. You can also change the account you've
tagged to the item or the narration. If you've typed the item name or the narration, tag
an account to the amount.
You can change the register column you've tagged to the item or narration. If you've
typed the item name or narration, you can tag a register column to the amount.
You can also tag analysis categories to the amount.
Sub Total Fields
Total Displays the grand total of the amounts in the table.

4.8 ENTERING DETAILS IN DOCUMENT TYPE - JOURNAL


VOUCHERS
For the document type `Journal Vouchers,' EX NGN provides the default
document layout - Journal Vouchers (JV).
Document Fields
Date Enter the date of the transaction. Displays, by default, today's
date (that is, the logon date) as the date of the transaction.
Journal No. Displays the document series number in the following format:
Doc. Type Code - Doc. Series - Doc. No. - Doc. Letter.
EX NGN, by default, generates the document series number on a
daily basis. You can, however, change the document series
number.
Table Fields
Narration Enter a narration for the transaction.
After you select a narration, EX NGN picks up the details (such
as account) that you've set up for the narration.
Account Name Enter the name of the line account. If you've tagged an account to
the narration, EX NGN displays that account name.
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You can tag analysis categories to the line account.


Debit Type the debit amount, and tag an account to it.
You can also tag analysis categories to the debit amount.
Credit Type the credit amount, and tag an account to it.
You can also tag analysis categories to the credit amount.
Sub Totals fields
Total Debit Displays the total debit amount.
Total Credit Displays the total credit amount.

4.9 ENTERING DETAILS IN DOCUMENT TYPE - DEPOSITS


For the document type `Deposits,' EX NGN provides the default document
layout - Deposits (DEP). You can enter only one transaction in the document.
Document Fields
Account Displays the name of the header account you've selected.
Date Enter the date of the transaction. Displays, by default, today's
date (that is, the logon date) as the date of the transaction.
Document No. Displays the document series number in the following format:
Doc. Type Code - Doc. Series - Doc. No. - Doc. Letter.
EX NGN, by default, generates the document series number on a
daily basis. You can, however, change the document series
number.
Narration Enter a header level narration for the transaction.
Amount in Words Displays the amount in words.
Table Fields
Narration Enter a narration for the transaction.
After you select a narration, EX NGN picks up the details (such
as account) that you've set up for the narration.
Account Enter the name of the line account. If you've tagged an account to
a narration, EX NGN displays that account name.
You can tag analysis categories to the line account.
Amount Type the amount.
The line account is tagged to the amount by default. You can,
however, change the tagged line account.
You can also tag analysis categories to the amount.

4.10 ENTERING DETAILS IN DOCUMENT TYPE - WITHDRAWALS


For the document type `Withdrawals,' E.X.NGN provides the default document
layout - Cash Withdrawal (WTD). You can enter only one transaction in the
document.

Document Fields
Account Displays the name of the header account you've selected.
Date Enter the date of the transaction. Displays. by default, today's
date (that is, the logon date) as the date of the transaction.
Document No. Displays the document series number in the following format:
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Doc. Type Code - Doc. Series - Doc. No. - Doc. Letter.


EX NGN, by default, generates the document series number on a
daily basis. You can, however, change the document series
number.
Cheque No. Type the cheque number.
Cheque Date Enter the date specified on the cheque. Displays, by default,
today's date (that is, the logon date) as the cheque date.
Narration Enter a header level narration for the transaction.
Amount in Words Displays the amount in words. Table Fields
Narration Enter a narration for the transaction.
After you select a narration, EX NGN picks up the details (such
as account) that you've set up for the narration.
Account Enter the name of the line account. If you've tagged an account to
a narration, EX NGN displays that account name.
You can tag analysis categories to the line account.
Amount Type the amount.
The line account is tagged to the amount by default. You can,
however, change the tagged line account.
You can also tag analysis categories to the amount.

4.11 ENTERING DETAILS IN DOCUMENT TYPE - TRANSFERS


E.X.NGN provides two default document layouts for the document type -
Transfers.
§ Transfers - Bank Transfer (BT)
§ Transfers - Cash Transfer (CT)
Document Fields
Account Displays the name of the header account you've selected.
Date Enter the date of the transaction. Displays, by default, today's
date (that is, the logon date) as the date of the transaction.
Document No. Displays the document series number in the following format:
Doc. Type Code - Doc. Series - Doc. No. - Doc. Letter.
EX NGN, by default, generates the document series number on a
daily basis. You can, however, change the document series
number.
Narration Enter a header level narration for the transaction.
Reference No. Type the number specified in the reference document.
Note This field is available only for Bank Transfer (BT) layout.
Ref. Date Enter the date specified on the reference document. Displays, by
default, today's date (that is, the logon date) as the date of the
reference document.
Note This field is available only for Bank Transfer (BT) layout.
Cheque No. Type the cheque number.
Note This field is available only for Bank Transfer (BT) layout.
Cheque Date Enter the date specified on the cheque. Displays, by default,
today's date (that is, the logon date) as the cheque date.
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Note This field is available only for Bank Transfer (BT) layout.
Drawn on Type the name of the bank on which the cheque is drawn.
Note This field is available only for Bank Transfer (BT) layout.
Amount in Words Displays the grand total amount in words. Table Fields
Narration Enter a narration for the transaction.
After you select a narration, EX NGN picks up the details (such
as account) that you've set up for the narration.
Account Enter the name of the line account. If you've tagged an account to
a narration, EX NGN displays that account name.
You can tag analysis categories to the line account.
Amount Type the amount.
The line account is tagged to the amount by default. You can,
however, change the tagged line account.
You can also tag analysis categories to the amount.

4.12 ENTERING DETAILS IN DOCUMENT TYPE - RECEIPTS


E.X.NGN provides four default document layouts for the document type -
Receipts.
§ Single Bank Receipt (SBR)
§ Multiple Bank Receipt (MBR)
§ Single Cash Receipt (SCR)
§ Multiple Cash Receipt (MCR)

Document Fields
Date Enter the date of the transaction. Displays, by default, today's
date (that is, the logon date) as the date of the transaction.
Bank Receipt No. Displays the document series number in the following format:
Doc. Type Code - Doc. Series - Doc. No. - Doc. Letter.
EX NGN, by default, generates the document series number on a
daily basis. You can, however, change the document series
number.
Note This field is available only for layouts - Single Bank
Receipt (SBR) and Multiple Bank Receipt (MBR).
Cash Receipt No. Displays the document series number in the following format:
Doc. Type Code - Doc. Series - Doc. No. - Doc. Letter.
EX NGN, by default, generates the document series number on a
daily basis. You can, however, change the document series
number.
Note This field is available only for layouts - Single Cash
Receipt (SCR) and Multiple Cash Receipt (MCR).
Received with Type the total amount in words.
thanks a sum of
Note This field is available only for layouts - Single Bank receipt
(SBR) and Single Cash Receipt (SCR).
Ref. Date Enter the date specified on the reference document. Displays, by
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default, today's date (that is, the logon date) as the date of the
reference document.
Note This field is available only for layouts - Multiple Bank
receipt (MBR) and Multiple Cash Receipt (MCR).
Reference No. Type the number specified in the reference document.
Note This field is available only for layouts - Multiple Bank
receipt (MBR) and Multiple Cash Receipt (MCR).
Account Displays the name of the header account you've selected.
Note This field is available only for layouts - Multiple Bank
receipt (MBR) and Multiple Cash Receipt (MCR).
Narration Enter a header level narration for the transaction.
Note This field is available only for layouts - Multiple Bank
receipt (MBR) and Multiple Cash Receipt (MCR).
Amount in Words Displays the amount in words.
Note This field is available only for layouts - Multiple Bank receipt
(MBR) and Multiple Cash Receipt (MCR).
By Cheque Type the cheque number.
Note This field is available only for Single Bank Receipt (SBR)
layout.
Dated Enter the date specified on the cheque. Displays, by default,
today's date (that is, the logon date) as the cheque date.
Note This field is available only for Single Bank Receipt (SBR)
layout.
On Type the name of the bank on which the cheque is drawn.
Note This field is available only for Single Bank Receipt (SBR)
layout.
Table Fields
Narration Enter a narration for the transaction.
After you select a narration, EX NGN picks up the details (such
as account) that you've set up for the narration.
This field is available only for layouts - Multiple Bank receipt
(MBR) and Multiple Cash Receipt (MCR).
From Displays, by default, the line account tagged to the narration. You
can, however, change the line account.
You can tag analysis categories to the line account.
Note This field is available only for layouts - Single Bank receipt
(SBR) and Single Cash Receipt (SCR).
Amount Type the amount.
The line account tagged to the narration is tagged to the amount
by default. You can, however, change the tagged line account.
You can also tag analysis categories to the amount.
Account Displays, by default, the line account tagged to the narration. You
can, however, change the tagged line account.
You can tag analysis categories to the line account.
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Note This field is available only for layouts - Multiple Bank


Receipt (MBR) and Multiple Cash Receipt (MCR).
Towards Enter a narration for the transaction.
After you select a narration, EX NGN picks up the details (such
as account) that you've set up for the narration.
Note This field is available only for layouts - Single Bank
Receipt (SBR) and Single cash receipt (SCR).
Sub Total Fields
Total Displays the total amount.
Note This field is available only for layouts - Multiple Bank
receipt (MBR) and Multiple Cash Receipt (MCR).

4.13 ENTERING DETAILS IN DOCUMENT TYPE - PAYMENTS


EX NGN provides four default document layouts for the document type -
Payments.
§ Single Bank Payment (SBP)
§ Multiple Bank Payment (MBP)
§ Single Cash Payment (SCP)
§ Multiple Cash Payment (MCP)
Document Fields
Date Enter the date of the transaction. Displays, by default, today's
date (that is, the logon date) as the date of the transaction.
Bank Payment No. Displays the document series number in the following format:
Doc. Type Code - Doc. Series - Doc. No. - Doc. Letter.
EX NGN, by default, generates the document series number on a
daily basis. You can, however, change the document series
number.
Note This field is available only for layouts - Single Bank
Payment (SBP) and Multiple Bank Payment (MBP).
Cash Payment No. Displays the document series number in the following format:
Doc. Type Code - Doc. Series - Doc. No. - Doc. Letter.
EX NGN, by default, generates the document series number on a
daily basis. You can, however, change the document series
number. For more information, see `Series Type' under
"Properties Specific to Some Fields," page 354.
Note This field is available only for layouts - Single Cash
Receipt (SCR) and Multiple Cash Payment (MCP).
Paid a sum of Type the total amount in words.
Note This field is available only for layouts - Single Bank
Payment (SBP) and Single Cash Payment (SCP).
Reference No. Type the number specified in the reference document.
Note This field is available only for layouts - Multiple Bank
Payment (MBP) and Multiple Cash Payment (MCP).
Ref. Date Enter the date specified on the reference document. Displays, by
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default, today's date (that is, the logon date) as the date of the
reference document.
Note This field is available only for layouts - Multiple Bank
Payment (MBP) and Multiple Cash Payment (MCP).
Account Displays the name of the header account you've selected.
Note This field is available only for layouts - Multiple Bank
Payment (MBP) and Multiple Cash Payment (MCP).
Narration Enter a header level narration for the transaction.
Note This field is available only for layouts - Multiple Bank
Payment (MBP) and Multiple Cash Payment (MCP).
Amount in Words Displays the amount in words. Table Fields
Narration Enter a narration for the transaction.
After you select a narration. EX NGN picks up the details (such
as account) that you've set up for the narration.
Note This field is available only for layouts - Multiple Bank
Payment (MBP) and Multiple Cash Payment (MCP).
To Displays, by default, the line account tagged to the narration. You
can, however, change the line account.
You can tag analysis categories to the line account.
Note This field is available only for layouts - Single Bank
Payment (SBP) and Single Cash Payment (SCP).
Account Displays, by default, the line account tagged to the narration. You
can, however, change the line account.
You can tag analysis categories to the line account.
Note This field is available only for layouts - Multiple Bank
Payment (MBP) and Multiple Cash Payment (SCP).
Amount Type the amount.
The line account tagged to the narration ic tagged to the amount
by default. You can_ however, change the tagged line account.
You can also tag analysis categories to the amount.
By Cheque Type the cheque number.
Note This field is available only for Single Bank Payment (SBP)
layout.
Dated Enter the date specified on the cheque. Displays, by default,
today's date (that is. the logon date) as the cheque date.
Note This field is available only for Single Bank Payment (SBP)
layout.
On Type the name of the bank on which the cheque is drawn.
Note This field is available only for Single Bank Payment (SBP)
layout.
Towards Enter a narration for the transaction.
After you select a narration, EX NGN picks up the details (such
as account) that you've set up for the narration.
Note This field is available only for layouts - Single Bank
Payment (SBP) and Single Cash Payment (SCP).
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Sub Total Fields


Total Displays the total amount.
Note This field is available only for layouts - Multiple Bank
Payment (MBP) and Multiple Cash Payment (MCP).

Check Your Progress 2


What are the default document types for payments?
Notes: a) Write your answer in the space given below
b) Check your answer with the one given at the end of this Lesson (pp.85)

…………………………………………………………………………………………

…………………………………………………………………………………………

…………………………………………………………………………………………

…………………………………………………………………………………………

4.14 ENTERING DETAILS IN DOCUMENT TYPE - OTHERS


EX NGN provides two default document layouts for the document type -
Others.
§ Debit Note (DRN)
§ Credit Note (CRN)
Document Fields
Account Displays the name of the header account you've selected.
Date Enter the date of the transaction. Displays, by default, today's
date (that is, the logon date) as the date of the transaction.
Debit Note No. Displays the document series number in the following format:
Doc. Type Code - Doc. Series - Doc. No. - Doc. Letter.
EX NGN, by default, generates the document series number on a
daily basis. You can, however, change the document series
number.
Narration Enter a header level narration for the transaction.
Table Fields
Narration Enter a narration for the transaction.
After you select a narration, EX NGN picks up the details (such
as account and charge category) that you've set up for the
narration.
Account Name Enter the name of the line account.
You can tag analysis categories to the line account.
Amount Type the amount.
The line account tagged to the narration is tagged to the amount
by default. You can, however, change the tagged line account.
You can also tag analysis categories to the amount.
Total Displays the grand total of the amounts in the item table.
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Amount in Words Displays the grand total amount in words.


Credit Note No. Displays the document series number in the following format:
Doc. Type Code - Doc. Series - Doc. No. - Doc. Letter.
EX NGN, by default, generates the document series number on a
daily basis. You can, however, change the document series
number.
Date Enter the date of the transaction. Displays. by default, today's
date (that is, the logon date) as the date of the transaction.
Reference No. Type the number specified in the reference document.
Ref. Date Enter the date specified on the reference document. Displays, by
default, today's date (that is, the logon date) as the date of the
reference document.
Total Displays the total amount.
Reference No. Type the number specified in the reference document.
Ref. Date Enter the date specified on the reference document. Displays, by
default, today's date (that is, the logon date) as the date of the
reference document.

Selecting an Item or a Narration


From the Item-Narration List, you can select the items and narrations that
you've set up. When you select an item or a narration, the details (such as unit, rate,
and account name) that you've set up are automatically picked up.
Ø To select an Item or a Narration
1. Place the cursor in the Item or Narration column.
2. From the right mouse menu, select Item/Narration.
3. In the Item-Narration List, double-click the item or narration you want.

Ø Selecting an Account
From the Account List, you can select the accounts you've set up.
Ø To select an Account
1. Place the cursor in the Account or Account Name column.
2. From the right mouse menu, select Account.
3. In the Account List, double-click the account you want. ,

v Tagging
There are at least two accounts that are affected by each transaction.
Let's say you've sold computers to a customer on credit. The transaction affects
the following two accounts - the customer's account that is debited, and the sales
account that is credited. When you select the customer as the header account, the
details you've set up for the customer are picked up in the relevant fields (such as
contact name, billing and shipping addresses, and credit limit). You cannot modify
any of the account details that are picked up. After entering transaction details in the
document, the transaction amount is debited to the customer's account, and the
customer account details are updated. For the corresponding credit entry, you need to,
at the line level, tag the sales account to the transaction amount.
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Or, let's say you buy goods on credit. The supplier's account that is credited is
selected as the header account, and the purchases account that is debited is selected as
the line account.
You can, while defining document properties, select the following account
types as header accounts:
· Customer
· Customer/Supplier
· Credit Card (Sales)
· Credit Card (Purchases)
· Cash
· Bank
You can select header accounts while defining document properties.

Note Tagging a header account is mandatory.


Ø To tag a Header Account
· From the Header Account list box, select the header account you want to tag.
The header accounts displayed are those you that had selected while defining
the document properties.
You can tag analysis categories to the header account you've selected.
Ø To tag an Analysis Category to a Header Account
1. After you select a header account from the Header Account list box, from the right
mouse menu, select Analysis Category. The Analysis Categories dialog box
appears.
2. Select the option you want to tag, and press ENTER.
While setting up an item or a narration, you may have tagged each item or
narration to an account (called `line account') and a register column. When you select
the item or narration in the Item or Narration column, the details of the transaction are
posted to the line account, and to the register column.
If, at the time of setting up an item or a narration, you didn't tag a line account
or register column to them, EX NGN provides for tagging even while entering
document details. You can, at the time of entering document details, change the line
account or register column tagged. If you type (instead of selecting from the Item-
Narration list) the item or narration in the Item column, you need to select the line
account and register column you want to tag.
Note Tagging a line account is mandatory.
You can, while defining document properties, select the following account
types as line accounts:
· Asset
· Liability
· Income
· Expense
· Customer
· Supplier
· Customer-Supplier
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· Credit Card (Sales)


· Credit Card (Purchases)
· Cash
· Bank

You can also tag an analysis category to an item and a narration. By tagging,
you can generate analysis reports on the transaction. For example, if you've sold
computers to a customer, you can tag an analysis category, say `Sales Region' to the
item. And, you can generate a report on the region wise sale of computers.
Ø To tag an Account, a Register Column and an Analysis Category to the
Transaction Amount
1. Place the cursor in the Amount column.
2. From the right mouse menu, select Account, Register Column, o r Analysis
Category. The Account List, Register Columns List or Analysis Categories dialog
box appears.
The line accounts displayed are those that you had selected wink defining
document properties.
3. Select the option you want to tag, and press ENTER.

Ø To tag a Charge Category to an Item or a Narration


While setting up an item or a narration, if you had tagged a charge category,
E.X.NGN automatically computes the charge amount using the formula you had
specified while designing the document. If you didn't do so, you can tag a charge
category even while entering details in documents. You can also change the tagged
charge category.
1. Place the cursor in the Charge Type column.
2. From the right mouse menu, select Charges. The Tax List dialog box appears.
3. Select the charge category you want to tag, and press ENTER.

Ø To tag an Account and Analysis category to the Charge Amount


While setting up a charge category, if you've tagged an account to the charge
category, EX NGN automatically picks up the charge details - account and register
column. You can, at the time of entering transaction details in a document, change the
tagged account. You can also tag analysis categories to the charge type.
1. Place the cursor in the Charge Type column.
2. From the right mouse menu, select Account or Analysis Category. The Account
List or Analysis Categories dialog box appears.
3. Select the option you want to tag, and press ENTER.

v Viewing the List of Documents


After you've entered details in a number of documents, you may like to view
the list of documents in one place. In the Documents window, when you select a
document type, the list of documents entered is displayed.
You can view the following details for each document type (except Journal
Vouchers, and Cash/Bank Transactions):
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· Date on which the document was entered


· Document number
· Transaction amount
Note For document types `Journal Vouchers' and 'Cash/Bank Transactions, only the
date and document number are displayed. For document type `Others', along with the
transaction amount, the Dr/Cr sign is also displayed.
Ø To view details of Documents entered
· From the Activities menu, select Enter Documents. The Documents window
appears.

v Filtering the List of Documents


With E.X.NGN, you've the flexibility to display exactly the documents you
want to view, in the order you want. You can do this by specifying filtering criteria.
You can filter documents, based on a date range, document number, or both date
range and document number.
Ø To filter the list of Documents displayed
1. In the Documents window, select the document type for which you want to filter
the list of documents.
2. From the right mouse menu, select Change Selection. The Documents Filter dialog
box appears.
3. Enter the options.

Date Range
From Enter the date from which you want the documents displayed.
You cannot enter a future date.
To Enter the date up to which you wan! the documents displayed.
You cannot enter a future date.
Document Number
Series Displays the complete list of document series in the following
format:
Doc. Type Code - Doc. Series - Doc. No. - Doc. Letter.
From Displays `1' as the document number from which you want the
documents displayed.
You can, however, change the number.
To Type the document number up to which you want the documents
displayed.
After you specify filtering criteria, only the documents filtered
are displayed (at all times). To view the other documents, you'll
have to re-define the filtering criteria.

v Sorting the List of Documents


You can sort the list of documents displayed, based on date, document number,
and amount.
· By date
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- the earliest entered document first


- the latest entered document first
· By document number
- the first number first
- the last number first
· By amount
- the lowest amount first
- the highest amount first
Ø To sort the list of Documents by date
· In the Documents window, click in the Date column heading.
The document details, by default, are re-arranged with the earliest document
entered first (that is, in the ascending order).
If you want the details to be arranged in the descending order, click the Date
column heading again.
Ø To sort the list of Documents by document number
· In the Documents window, click the Document Number column heading.
The document details are re-arranged with the first series number first (that is, in
the ascending order).
If you want the details to be arranged in the descending order, click the Document
Number column heading again.
Ø To arrange the list of Documents by amount
· In the Documents window, click the Amount column heading.
The document details are re-arranged with the lowest transacted amount first (that
is, in the ascending order).
If you want the details arranged in the descending order, click the Amount column
heading again.

v Modifying Details Entered in a Document


After entering details in documents, you can, at any time, modify the details
you've entered. If you haven't closed the books of the previous financial year, you can
modify details entered in a document prepared on any date in that financial year.
When you modify details entered in a document, EX NGN changes the account
balances affected, and the stock quantity (for transaction on items).
Note When you modify details entered in a document, EX NGN doesn't prompt you
if, as a result of the modifications effected, the stock quantity of an item goes
negative, or if the credit limit of a customer is exceeded.
Ø To modify details of a Document
1. From the Activities menu, select Enter Documents. The Documents window
appears.
2. To display the documents, from the Document Type list, double click the
document type.
3. To display the list of documents entered, select the document type.
Note If you've specified filtering criteria, the complete list of documents you've
entered isn't displayed. If you don't find the details of the document you want, re-
define the filtering criteria.
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4. Select the document for which you want to modify the details entered, and click
Edit.
5. Modify the details.

v Deleting a Document
You can delete a document entered on any date in the current financial year. If
you've not closed the books of the previous financial year, you can also delete a
document entered in that year. E.X. NGN changes the account balances affected, and
the stock quantity (for transactions on items).
Note You can select multiple documents and delete them.
Ø To delete a Document
1. From-the Activities menu, select Enter Documents. The Documents window
appears.
2. To display the documents, from the Document Type list, double click the
document type.
3. To display the list of documents entered, select the document type.
Note If you've specified filtering criteria, the complete list of documents you've
entered isn't displayed. If you don't find the details of the document you want, re-
define the filtering criteria.
4. Select the document you want to delete, and click Delete. EX NGN prompts you
to confirm the deletion.

4.15 LESSON END ACTIVITY


Visit a company and see how documents are maintained

Check your progress: Model Answers


1. There are up to six categories of fields in a document:
i. Document
ii. Table
iii. Sub Totals
iv. Charge Types
v. Cheque Details
vi. Other Fields

2. EX NGN provides four default document layouts for the document type -
Payments.
§ Single Bank Payment (SBP)
§ Multiple Bank Payment (MBP)
§ Single Cash Payment (SCP)
§ Multiple Cash Payment (MCP)
§
SUGGESTED READINGS/REFERENCES:
1. EX-NEXT GENERATION- Users Guide, Tata Consultancy services,Mumbai
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UNIT-3
LESSON 5- REPORTS
Contents:
5.0 Aims & Objectives
5.1 Introduction
5.2 Selecting an Account
5.3 Selecting an Amount
5.4 Selecting a Customer/Supplier
5.5 Selecting a Date
5.6 Selecting a Document
5.7 Selecting the View Mode
5.8 Selecting an Item
5.9 Selecting an Item/Narration
5.10 Selecting an Analysis Category
5.11 Selecting a Register Column
5.12 Selecting the Interest Rate
5.13 Selecting the Transaction List
5.14 Selecting a Charge
5.15 Selecting a Cash/Bank Account
5.16 Let Us Sum Up

5.0 AIMS AND OBJECTIVES


After reading this lesson, you will be able to understand:
1. Steps that must be followed before generating reports
2. Exporting Reports to Other Formats
3. Printing a Report

5.1 INTRODUCTION
Using E.X.NGN, you can generate a number of reports, each of which you can
customise to show exactly the information you want, organised the way you want it.
You can customise a report on the basis of several parameters.
For example, you can, using date as a parameter, generate the Balance Sheet as
on September 30, December 25, March 31, or as on any other date.
You can view all the reports on screen. From select reports, you can drill down
to the source document. You can preview the reports before printing, or print them
straightaway. Before generating a report, you can specify the view mode in which you
want the report.
In addition to displaying and printing reports, you can export reports to various
data formats such as comma separated, tab separated and data interchange, and to
popular programs such as MS-Excel, Lotu s 1 -2-3, Word for Windows, for
incorporating in your business plan or other document.
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In this Lesson, you'll learn about all the selection criteria available for different
reports. When you select a report from the Reports menu, the report selection dialog
box appears. The dialog box contains a combination of tabs, based on the report
you've selected. For example, if you select Receipts and Payment Statement, the tabs
available are Date and View Mode. If you select Customer List, the tabs available are
Customer and View Mode.
Even after generating a report on screen, you can re-define the selection
criteria. For example, if you've generated an Item List selecting all the items, and later
you want to limit the selection to a few items, you need not exit from the Item List.
Here's the list of the tabs in the different report selection dialog boxes:
· Account
· Amount
· Customer/Supplier
· Date
· Document
· View Mode
· Item
· Analysis Category
· Register Columns
· Interest Rate
· Transaction List
· Charge
· Cash/Bank
· Item/Narration
Check Your Progress 1
What are the various selection dialog boxes available for generating reports?
Notes: a) Write your answer in the space given below
b) Check your answer with the one given at the end of this Lesson (pp.95)
…………………………………………………………………………………………

…………………………………………………………………………………………

…………………………………………………………………………………………

…………………………………………………………………………………………

5.2 SELECTING AN ACCOUNT


The accounts selection criteria depend on the type of report selected. The
criteria for final reports such as Balance Sheet, Trial Balance and Profit and Loss
Statement are different from other reports.
For final reports, you can select the level up to which you want to display the
accounts, and for other reports, you can select the accounts based on which you want
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to generate the report. You can select the account type, or the individual accounts, and
further filter the selected accounts, based on moved accounts.

Ø To select an Account for generating final reports


· In the Account tab of the report selection dialog box, select the options. The
options are explained below.
Display accounts Select the level up to which you want to
up to level view the accounts.
This field can have a value between 0 and 9. For example,
if you select 0, only the basic accounting heads - assets,
liabilities, income and expense are displayed along with
the corresponding values.
Include accounts Select the check box if you want accounts
with zero balance with zero balances also to be displayed.

Ø To select an Account for generating other reports


· In the Account tab of the report selection dialog box, select the options. The
options are explained below.
Select
Accounts Click to select accounts by type. The
by type Accounts group box displays the various account types. All
individual accounts under the type are automatically selected.
You can deselect the accounts that you don't need.
Individual Click to select accounts individually.
accounts The Accounts group box displays all individual accounts as they
appear in the Chart of Accounts.
Moved accounts Select to generate the report only for
only accounts that have been transacted on.
Note This option is available only while generating the Ledger
and Account Interest Calculation reports.
5.3 SELECTING AN AMOUNT
You can select the amount, based on which you want to generate a report. The criteria
you can specify are:
· Between a specified range
· Equal to a specified amount
· Less than a specified amount
· More than a specified amount
Ø To select an Amount for generating reports
· In the Amount tab of the report selection dialog box, select the amount for which
you want the report.
Amount
Operators Select an option. The available options are - Between, Equal to,
Greater than and Less than.
Amount Type the amount for which you want the report.
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If you have selected `Between' as the operator, in Amount 1, type


the amount from which you want the report, and in Amount 2
type the amount up to which you want the report.

5.4 SELECTING A CUSTOMER/SUPPLIER


You can select the customer/supplier, based on whom you want to generate the
report. You can select the account type, or the individual accounts, and further filter
the selected accounts on moved accounts.
Ø To select a Customer/Supplier for generating reports
· In the Customer/Supplier tab of the report selection dialog box, select the
customers/suppliers for whom you want the report.
Select
Accounts Select the type (Customers, Suppliers,
by type Customer-Supplier, Credit Card [Sales], or Credit Card
[Purchases]).
Individual Click to select accounts individually. The
accounts Account Types group box displays all individual accounts. All
accounts are automatically selected. You can deselect the
accounts that you don't need.
Custom Fields Click Custom Fields, and select the value of the Custom Fields.

5.5 SELECTING A DATE


You can generate a report as on a date or for a date range. Here's the list of
reports you can generate as on a date:
· Balance sheet (standard and comparative)
· Profit and Loss (standard and comparative)
· Trial Balance (standard)
· Stock Position
You can generate all the other reports for a date range.
Ø To generate a report as on a specified date
· In the Date tab of the report selection dialog box, enter the date as on which you
want the report.
Note You can't enter a date after the end date of the current financial year.
Ø To generate a report for a date range
· In the Date tab of the report selection dialog box, select the options. The options
are explained below.
Date Selection Select an option to specify the date range for which you want the
report.
Week to Date: From the start of the current week to today's date.
Month to Date: From the start of the current month to today's date.
Previous Month: For the previous month.
Quarter to Date: From the start of the current quarter of the financial year to
today's date.
Year to Date From the start of the current financial year to
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Current: today's date.


Previous Year: For the previous year.
Year to Date From the start of the previous financial year
Previous: to today's date (if the books of the previous
year have not been closed).
Custom: From and to a date that you specify.
Note You cannot enter a date after the end date of the current
financial year.
Description Displays a description for the option selected in the Date
Selection box.
From This box is available if you've selected 'Custom'. Select
the date from which you want to generate the report.
To This box is available if you've selected
`Custom'. Select the date up to which you, want to generate the
report.
Report Period Select the periodicity with which you want to
generate the report for the specified date ' range. The periodicity
can be Monthly, Daily, or Quarterly.
5.6 SELECTING A DOCUMENT
You can select the documents for which you want to generate a report. The
criteria you can specify are:
· Document type
· Document series numbers

Ø To select a Document for generating reports


· In the Document tab of the report selection dialog box, select the options. The
options are explained below.
Type Displays the complete list of document types available in
E.X.NGN. Select the documents you want. When you select a
document type, all the documents entered under it are
automatically selected.
Note For Tax reports, only one document type can be selected at
a time. If you select another document type, the previous
selection is cleared.
For all other documents, you can select multiple document types.
That is, you can select any number of document types at the same
time.
Document Series
Series If you've selected only one document in the Document Type box,
select the document series. If you do not select a series, all the
series for the document are automatically selected.
Number
From Type the document number from which you want to generate
reports.
To Type the document number up to which you want to generate
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reports.
User Defined Fields If you've selected only one document name in the Document
Type box, click User Defined Fields and select the User Defined
Type and the corresponding value.
Note This option is available only for the reports - Transaction
List, Customer Transaction Analysis and Supplier Transaction
Analysis.

5.7 SELECTING THE VIEW MODE


You may like to view the report on screen and drill down to the source
document, or to preview the reports, or to print them straightaway. You can specify
the view mode in which you want the report.
You can drill down to the source document from reports such as final reports,
Account Balance, Customer and Supplier reports. Some reports such as Analysis
Reports and Missing Documents can only be previewed or printed. The 'Onscreen and
Drill Down' option is not made available for these reports.
Ø To select the View Mode for generating reports
· In the View Mode tab of the report selection dialog box, select an option. The
options are explained below.
Onscreen and Displays the report in the format in which it
Drill Down will be printed. You can drill down to the source document from
this mode, and modify details.
Print Preview Displays the report as it will be printed. You can only view the
report and cannot drill down to other details or make changes.
Print Prints the report.
Note If you generate the report in the `Onscreen and Drill Down'
mode, you can change to the `Print Preview' mode. But, if you
generate a report in the `Print Preview' mode, you can't change to
the `Onscreen and Drill Down' mode. To change the view mode,
from the right mouse menu, select the mode to which you want to
change.

5.8 SELECTING AN ITEM


You can select the item, based on which you want to generate a report. You can
select the items, and further filter the selected item, based on below minimum
quantity, moved items, and custom fields.
Ø To select an Item for generating reports
· In the Item tab of the report selection dialog box, select the options. The options
are explained below.
Select
Items Displays all the items set up. Select the items for which you want
to generate reports. All the items are automatically selected. You
can deselect the items that you don't need.
Custom Fields Click Custom Fields, and select the value of the custom fields.
Moved Items Select the check box to generate a report on items that have been
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transacted on.
Below Minimum Select the check box to generate a report on
Quantity items below the minimum stock quantity specified.

5.9 SELECTING AN ITEM/NARRATION


This tab is applicable only when you generate the Transaction List. You can
select both item and narration, based on which you want to generate a report. You can
select the items, and further filter the selected item, based on below minimum
quantity, moved items, and custom fields.

Ø To select an Item/Narration for generating reports


· In the Item/Narration tab of the report selection dialog box, select the options. The
options are explained below.
Select
Item/Narration Displays all the items and narrations that you've set up. Select the
items/narrations for which you want to generate reports. All the
items and narrations are automatically selected. You can deselect
the items and narrations that you don't need.
Custom Fields Click Custom Fields, and select the value of the custom fields.

5.10 SELECTING AN ANALYSIS CATEGORY


You can select the analysis categories, based on which you want to generate a
report.
Ø To select an Analysis Category for generating reports
· I n t h e Analysis Categories tab of the report selection dialog box, select the
category and the corresponding value, based on which you want the report.
Categories Displays the categories that you've set up. When you select a
category, the corresponding values are displayed in the `Values'
group box.
Values Select a value.
Note You can select multiple values.

5.11 SELECTING A REGISTER COLUMN


You can select the register column, based on which you want to generate a
report.
Ø To select a Register Column for generating reports
· In the register column tab of the report selection dialog box, select the register
column, based on which you want the report.

5.12 SELECTING THE INTEREST RATE


You can select the interest rate, based on which you want to generate a report.
Ø To select the Interest Rate for generating Customer/ Supplier Interest
Calculation Report
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· In the Interest Rate tab of the report selection dialog box, enter the percentage rate
per annum, based on which you want the report.
Ø To select the Interest Rate for generating Account Interest Calculation report
· In the Interest Rate tab of the report selection dialog box, enter the options. The
options are explained below.
Credit Balance Select to calculate the interest on all outstanding credit balances.
Debit Balance Select to calculate the interest on all debit balances.
Credit and Debit Select to calculate the interest on all
Balances outstanding debit and credit balances.
Rate of Interest
For Credit Balance This field is available only if you have selected Credit Balance,
or Credit and Debit Balances. Specify the percentage rate and the
number of days for the credit balance.
For Debit Balance This field is available only if you have selected Credit Balance,
or Credit and Debit Balances.
Specify the percentage rate and the number of days for the credit
balance.

5.13 SELECTING THE TRANSACTION LIST


You can specify the order in which you want to generate the transaction list.
You can specify the order of the transaction list, based on:
· Account
· Item
· Document Type
· Date
Note You must first select the document for which you want to specify the order of
the transaction list.
Ø To select the Transaction List for generating reports
· In the Transaction List tab of the report selection dialog box, select the order in
which you want the report.

5.14 SELECTING A CHARGE


You can specify the charge category, based on which you want to generate a
report. You can also select multiple charge categories.
Ø To select the Charge for generating reports
· In the Charges tab of the report selection dialog box, select the options.
Select
Type Select a charge type. If you select `All,' all the charge types are
selected.
Category Displays the charge categories for the charge type selected. Select
the charge categories.

5.15 SELECTING A CASH/BANK ACCOUNT


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You can select cash or bank account, based on which you want to generate the
cash/bank book.
Ø To select a Cash/Bank account for generating reports
· In the Cash/Bank tab of the report selection dialog box, select the options. The
options are explained below.
Select
Accounts Click to select accounts by type. In the
By type Account Types group box, select Cash or Bank.
Individual Click to select accounts individually. The
accounts Account Types group box displays all the Cash and Bank
accounts. All accounts are automatically selected. You can
deselect the accounts that you don't need.

Ø Exporting Reports to Other Formats


In E.X.NGN, you can export reports to various data formats such as comma
separated, tab separated and data interchange, and to popular programs such as MS-
Excel, Lotus 1-2-3, and MS-Word, for incorporating in your business plan or other
documents.
Ø To export reports to other formats
1. In the Print Preview mode of the report, click Export. The Export dialog box
appears.
2. Select the options, and click OK.
Format Select the format to which you want to export the report. You can
export to a data format such as comma separated, tab separated or
data interchange, or to popular programs such as MS-Excel,
Lotus 1-2-3, or MS-Windows.
Destination Select the destination to which you want to export the file. The
destination can be a Disk File or Microsoft Mail.
Note When you export a report to an MS-Word or MS-Excel file,
the header information is not displayed.

Ø Drilling Down from Reports


From select reports, you can drill down to details such as the ledger and the
source document. You can also modify the details in the source document.
The details that you can drill down to are report-specific. The following
procedure explains the details you can drill down to from a Balance Sheet.
Note To drill down to other details, you must be in the `Onscreen and Drill
Down' mode.
Ø To drill down from a report
1. On the Balance Sheet, place the cursor on an account. The zoom lens appears.
2. Click the account. A rectangular box encloses the account.
3. Double-click on the account selected. The Ledger for the selected account appears.
4. Place the cursor on the document number of the document you want to drill down
to. The zoom lens appears.
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5. Click the document number. A rectangular box encloses the document number
box.
6. Double-click the document number. The source document of that transaction
appears.
7. To exit from the document and return to the Ledger, from the right mouse menu,
click Close.
8. To exit from the ledger and return to the Balance Sheet, from the right mouse
menu, click Close.

Ø Printing a Report
You can print a report at any time. You can print a report from the View Mode
tab (without displaying the report on screen), or from the report displayed on screen.
You can also print the Ledger and the source document to which you drill down to
from the report.
Ø To print a report from the View Mode tab
1. In the View Mode tab of the report selection dialog box, select Print, and click
OK. The Print dialog box appears.
2. Select the options, and click OK. The report is printed.
Ø To print a report displayed on screen
1. From the Company menu, select Print. The Print dialog box appears.
2. Select the options, and click OK. The report is printed.
Ø To print a Document to which you have drilled down
1. In the document, click Print. The Print dialog box appears:
2. Select the options, and click OK. The report is printed.

5.16 LET US SUM UP


1. Different types of reports can be prepared by selecting various dialog boxes.

2. Reports can be exported to various data formats such as comma separated, tab
separated and data interchange, and to popular programs such as MS-Excel, Lotus 1-
2-3, and MS-Word, for incorporating in your business plan or other documents.

3. You can print a report from the View Mode tab (without displaying the report on
screen), or from the report displayed on screen.

Check your progress: Model Answers


1.
i. Account
ii. Amount
iii. Customer/Supplier
iv. Date
v. Document
vi. View Mode
vii. Item
viii. Analysis Category
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ix. Register Columns


x. Interest Rate
xi. Transaction List
xii. Charge
xiii. Cash/Bank
xiv. Item/Narration

SUGGESTED READINGS/REFERENCES:
1. EX-NEXT GENERATION- Users Guide, Tata Consultancy services,Mumbai
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LESSON 6- GENERATING REPORTS


Contents:
6.0 Aims And Objectives
6.1 Introduction
6.2 Generating The Cash/ Bank Book
6.3 Generating The Ledger
6.4 Generating The Journal
6.4.1 Generating The Accounts Summary
6.4.2 Generating The Items Summary
6.4.3 Generating The Narrations Summary
6.5 Generating The Standard Balance Sheet
6.6 Generating The Standard Trial Balance
6.6.1 Generating The Opening Trial Balance
6.7 Generating The Profit And Loss Statement
6.8 Generating The Receipts And Payments Statement
6.9 Generating The Account Balance Statement
6.10 Generating The Group Balance Statement
6.12 Generating The Account Interest Calculation
6.13 Generating The Accounts Movement Report
6.14 Generating Customer/Supplier Reports
6.15 Generating Stock Reports
6.16 Generating Tax Reports
6.17 Generating Analysis Reports
6.18 Generating The Missing Documents Report
6.19 Generating The Budget Variance Statement

6.0 AIMS AND OBJECTIVES


After reading this lesson you will be able to understand:
1. How to generate various kinds of reports.

6.1 INTRODUCTION
Using E.X.NGN, you can generate a number of reports, each of which you can
customize to show exactly the information you want, organized the way you want it.
You can customize a report on the basis of several parameters.
For example, you can, using date as a parameter, generate the Balance Sheet as
on September 20, December 21, March 31, or as on any other date.
You can view all the reports on screen. From select reports, you can drill down
to the source document. You can preview the reports before printing, or print them
straightaway.

6.2 GENERATING THE CASH/ BANK BOOK


The Cash Book provides information on transactions affecting cash accounts,
and the Bank Book provides information on transactions affecting bank accounts.
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You can generate the Cash Book or Bank Book, or both Cash Book and Bank
Book for:
§ One or more cash or bank accounts
§ A specified date range

The Cash/Bank Book provides the following details:


§ Opening balance, along with the credit or debit sign
§ Document series, and number
§ Account name and, narration
§ Cheque details
§ Receipts and payments for the document
§ Amount allocated to the accounts to which they are posted, along with the credit
sign or debit sign
§ Running balance
§ Total/Closing balance, along with the credit sign or debit sign

From the Cash/Bank Book, you can drill down to the source document. You can also
modify the source document.
Ø To generate the Cash/Bank Book
1. From the Reports menu, point to Account Reports, and select Cash/Bank Book.
The Cash/Bank Book dialog box appears.
2. To generate the Cash/Bank Book, specify:
§ An account, a set of accounts, or an account type
§ Date range
§ View mode.
3. Click OK. The Cash Book/Bank Book appears.

6.3 GENERATING THE LEDGER


The Ledger provides the summarised or detailed classification of accounts.
The Ledger provides the following details:
§ Account name
§ Document date
§ Document series, and number
§ Narration
§ Opening balance and closing balance for each account, along with
§ the credit sign or debit sign
§ Each transaction amount, in the debit column or credit column
§ Running balance
From the Ledger, you can drill down to the source document. You can also modify the
source document.
Ø To generate the Ledger
1. From the Reports menu, point to Account Reports, and select Ledger. The Ledger
dialog box appears.
2. To generate a Ledger, specify :
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§ An account, a set of accounts, or all accounts


§ Moved accounts only
§ Date range
§ View mode
3. Click OK. The Ledger appears.
The Journal is the book of first entry of a transaction. Daily transactions such
as purchases, sales, receipts, and payments are entered in the Journal.
In EX NGN, posting of documents is transparent. After you enter the document
details, the corresponding journal entries are made, and the transactions from the
Journal are posted to the respective accounts in the Ledger. For example, in a Sales
Journal, a sale is credited to the sales account and debited from the customer's
account.
You can generate the Journal for each transaction type. You can generate the
Detailed Journal, Accounts Summary, Items Summary, and Narrations Summary.
RK Enterprises 15 Dec, 2005
Ledger for the Period 01 Apr, 2005to Dec, 2005
(All Amounts in Rs.)

Document Running
Amount Narration Debit Credit
Date Number Balance
Company Cars Opening balance 800000.00 Dr
30 Sep, 1997 JV 30091997 1 Half yearly Depreciation 8000.00 792000.00 Dr
Total / Closing balance 8000.00 792000.00 Dr

Computers, Printers 30 Sep, 1997 JV 30091997 1 Opening balance 600000.00 Dr


and Copiers
Half yearly Depreciation 6000.00 594000.00 Dr
Total / Closing balance 6000.00 594000.00 Dr

Manhatten Supermart Opening balance 50000.00 Dr


57000.00 7000.00 Dr
27 Jun, 1997 R C27061997 1 Received against Credit S 187360.00 Dr
30 Jun, 1997 SL 30061997 1 194360.00 194360.00 7000.00 Dr
25 Sep, 1997 R C25091997 1 Received against Credit S 218500.00 211500.00 Dr
21 Oct, 1997 SL 21101997 1
Total / Closing Balance 412860.00 251360.00 211500.00 Dr

Check Your Progress 1


What are the details provided by a Ledger?
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Notes: a) Write your answer in the space given below


b) Check your answer with the one given at the end of this Lesson (pp.131)
…………………………………………………………………………………………

…………………………………………………………………………………………

…………………………………………………………………………………………

…………………………………………………………………………………………

6.4 GENERATING THE JOURNAL


The Journal provides the following details:
§ Document number, series, and date
§ Account and narration
§ Credit amount and debit amount
§ Quantity, unit, and rate
§ Date wise total amount transacted
§ Document wise total amount

Note The documents are displayed in the alphabetical order.


From the Journal, you can drill down to the source document. You can also modify
the source document.
Ø To generate the Journal
1. From the Reports menu, point to Journal, and click Detailed. The Journal dialog
box appears.
2. To generate the Journal, specify:
§ Date range
§ Document type, series, and number
§ Amount
§ View mode
3. Click OK. The Journal appears.

RK Enterprises 15 Dec, 2005


Journal for the Period 01 Apr, 2005 to Dec, 2005
(All Amounts in Rs.)

Document
Account/ Narration Debit Credit Quantity Unit Rate Other Debits
Number
Sales (SL)
08 Apr.1997
0804 1997-1 Sales / Freight 6720.00
104640.00
Sales / Carpets 2.00 Each Raj
intricate 60000.00 Total : 61200.00
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Raj
Sales / CST 2% 1200.00
Sales / Carpets-Coarse 36000.00 3.00 Each Raj
Total : 36720.00
Raj
Sales / CST 2% 720.00

Date Total 104640.00 104640.00 Mike


17 Apr, 1997 4.00 Dozen 3,000.00 Total : 12,000.00
1704197-1 12000.00
Sales / Coir Bags 12000.00
12000.00 12000.00

18 Apr, 1997
18041997-1 14,980.00
Sales/ Freight 980.00 Thambi
14,000.00 780.00 Bot. 20.00 Total : 14,000.00
Sales/ Herbal Tea 14,980.00 14,980.00 Thami
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6.4.1 Generating the Accounts summary


The Accounts Summary provides an accountwise summary of the credit and
debit details for a particular document or document type.
§ The Accounts Summary provides the following details:
§ Document category, and transaction type
§ Account name
§ Debit amount and credit amount for each account
§ Total debit and total credit
From the Accounts Summary, you can drill down to the source document. You
can also modify the source document.
Ø To generate the Accounts Summary
1. From the Reports menu, point to Journal, a n d c l i c k Accounts
Summary. The Accounts Summary dialog box appears.
2. To generate the Accounts Summary, specify:
§ Date range
§ Document type, series, and number
§ View mode
3. Click OK. The Accounts Summary appears.

6.4.2 Generating the Items summary


The Items Summary provides an item wise summary of the quantity and value
of all transactions for a particular document type. The Items Summary can be
generated for the document types - Sales, Purchases, Sales Returns, and Purchases
Returns.

The Items Summary provides the following details:


§ Document type
§ Item name
§ Quantity, unit, and amount
§ Total amount of the items
From the Items Summary, you cannot drill down to the source document.
To generate the Items Summary
From the Folders menu, point to Journal, and click Items Summary. The Item
Summary dialog box appears.
To generate the Items Summary, specify:
§ Date range
§ Document type, series, and number
§ View mode
· Click OK. The Items Summary appears.

6.4.4 Generating the Narrations Summary


The Narrations Summary provides a summarised account of the credit and
debit details for a particular narration. This report summarises only the standard
narrations that you've set up.
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The Narrations Summary provides the following details:


§ Document type, and narration
§ Debit amount and credit amount
§ Total debit amount and credit amount
From the narration summary, you can drill down to the source document. You can
also modify the source document.
To generate the Narrations Summary
From the Reports menu, point to Journal, and click Narrations Summary. The
Narration Summary dialog box appears.
To generate the Narrations Summary, specify:
§ Date range
§ Document type, series, and number
§ View mode
Click OK. The Narrations Summary appears.

6.5 GENERATING THE STANDARD BALANCE SHEET


The Balance Sheet summarizes what you own and what you owe your assets and
liabilities. It is the statement that presents the financial position of your organization.
E.X.NGN maintains up-to-date account balances, and you can generate the
Balance Sheet as on any date you want. You can also generate the Comparative
Balance Sheet to compare the previous financial year's Balance Sheet with the current
financial year's Balance Sheet as on a particular date.
From the Balance Sheet (Standard and Comparative), you can drill down to the
Ledger, and from the Ledger to the source document. You can also modify the source
document.
Ø Generating the Standard Balance Sheet
The Standard Balance Sheet is the statement of assets and liabilities of an
organization for the current financial year as on a particular date.
The Standard Balance Sheet, by default, is displayed in the `Report' format.
But, when you preview or print, the Standard Balance Sheet is in the `Tabular' format.
Ø To generate the Standard Balance Sheet
From the Reports menu, point to Balance Sheet, and click Standard. The Balance
Sheet - Standard dialog box appears.
To generate the Standard Balance Sheet, specify:
§ Number of account levels you want to view
§ Whether you want to include accounts with zero balances
§ Date as on which you want the report
§ View Mode
· Click OK. The Standard Balance Sheet appears.

RK Enterprises 15 Dec, 2005


The white Mansion
th
16 Street (West), New Delhi-110 002.
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Balance Sheet as at 15 Dec, 2005


(All Amounts in Rs.)
Total Total
Liabilities Assets 0.00
Profit and Loss- Previous 1215620.00 Opening Balance
year Difference Account
Profit and Loss- Current 1929689.90 Fixed Assets
year
Capital Building 20000000.00
Share of Global Enterprise 17500000.00 Company Cars 792000.00
Employees Equity 7500000.00 Computers, Printers and 594000.00
Copiers
Total Capital 25000000.00 Furniture and Office
Décor 500000.00
Total Fixed Assets 21886000.00
Suppliers Current Assets
Local Customers
Coir Export House 0.00 International Customers 2931030.00
Carpet Mark 214200.00 Local Customers 446952.00
Hyderabad Pearl 0.00 Total Customers 3377982.00
Weavers Association 339774.00 Bank and Cash
Total Local 553974.00 Cash 365861.00
Foreign Bank Accounts 4142800.90
Lanka Exports Council 235200.00 Total Bank and Cash 4508661.90
Singapore Curfo Ple.Ltd 1469720.00 Receivables
Triangle Traders 325760.00 Loans to employees 400000.00
Total Foreign 2030680.00 Tax Refund 557320.00
Total Suppliers 2584654.00 Total Receivables 957320.00
Payables Stock
Master Card 0.00 Stock in hand 0.00
Total Payables 0.00 Godown Stock 0.00
Total Stock 0.00
Total Current Assets 8843963.90

Total Liabilities 30729963.90 Total Assets 30729963.90

Ø Generating the Comparative Balance Sheet


You can generate the Comparative Balance Sheet to compare the performance
of the current year with that of the previous year.
If the books of accounts of the previous financial year are not closed, the
current financial year's Balance Sheet as on a date is given alongside the previous
financial year's Balance Sheet as on the same date. If the books of accounts of the
previous financial year are closed, you can generate the Comparative Balance Sheet
only as on the month end of the corresponding month in the current financial year. For
example, you can't generate a Comparative Balance Sheet of the two years as on July
4. You can, however, generate it as on July 31.
In the Balance Sheet that is displayed, the amount of the previous financial year
is shown alongside the amount of the current financial year. The total amount of the
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previous financial year is shown alongside the total amount of the current financial
year.
Ø To generate the Comparative Balance Sheet
From the Reports menu, point to Balance Sheet, and click Comparative. The Balance
Sheet- Comparative dialog box appears.
To generate the Comparative Balance Sheet, specify:
§ Number of account levels you want to view
§ Whether you want to display accounts with zero balances
§ Date
§ View mode
Click OK. The Comparative Balance Sheet appears.
Check Your Progress 2
What are the two types of Balance sheets generated by E.X.NGN?
Notes: a) Write your answer in the space given below
b) Check your answer with the one given at the end of this Lesson (pp.131)
…………………………………………………………………………………………

…………………………………………………………………………………………

…………………………………………………………………………………………

…………………………………………………………………………………………

6.6 GENERATING THE STANDARD TRIAL BALANCE


The Trial Balance totals the debit and credit balances of all accounts, to check their
arithmetical accuracy as on a particular date.
EX NGN maintains up-to-date account balances, and you can generate your
Trial Balance as on any date you want. You can also generate an Opening Trial
Balance Statement to view the debit and credit balance of each account as on the first
day of the current financial year.
From the Standard Trial Balance, you can drill down to the Ledger, and from
the Ledger to the source document. You can also modify the source document.

Ø Generating the Standard Trial Balance


The Standard Trial Balance is the list of account balances, displaying the debit
and credit balances. It establishes the arithmetical accuracy of the transaction details
posted to the books of accounts from the documents.
Ø To generate the Standard Trial Balance
From the Reports menu, point to Trial Balance, and click Standard. The Trial
Balance - Standard dialog box appears.
To generate the Standard Trial Balance Statement, specify:
§ Number of account levels you want to view
§ Whether you want to include accounts with zero balances
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§ Date as on which you want the report


§ View mode
§ Select the details.
Click OK. The Standard Trial Balance appears.

RK Enterprises 15 Dec, 2005


Trial balance as at 15 Dec, 2005
(All Amounts in Rs.)

Account Debit Credit


Assets
Fixed Assets
Building 20000000.00
Company Cars 792000.00
Computers, Printers and Copiers 594000.00
Furniture and office decor 500000.00
Current Assets
Customers 3377982.00
Bank and Cash 4508661.90
Receivable 957320.00
Liabilities 1215620.00
Profit and Loss – Previous year
Capital
Share of Global Enterprise 17500000.00
Employees Equity 7500000.00
Miscellaneous Expenses
Client Entertainment 16000.00
Sponsorships 80000.00
Legal Fees 50000.00
Depreciation 14000.00
Repair and Maintenance 16000.00
Total 36895368.90 36895368.90

6.6.1 GENERATING THE OPENING TRIAL BALANCE


You can generate an Opening Trial Balance Statement to view the debit
balance and credit balance of each account as on the first day of the current financial
year.
From the Opening Trial Balance, you can't drill down to other details.
Ø To generate the Opening Trial Balance
From the Reports menu, point to Trial Balance, and click Opening. The Opening
Trial Balance dialog box appears.
To generate the Opening Trial Balance, specify:
View mode
Click OK. The Opening Trial Balance appears.
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6.7 GENERATING THE PROFIT AND LOSS STATEMENT


The Profit and Loss Statement indicates whether your company is running at a
profit or loss, during a specific period.
You can generate a Profit and Loss Statement for a specific period. If you've
not closed the books for the previous financial year, you can generate a comparative
statement in which the previous financial year's statement is given alongside the
current financial year's statement for the date range specified.
From the Profit and Loss Statement (Standard and Comparative), you can drill
down to the Ledger, and from the Ledger to the source document. You can also
modify the source document.

Ø Generating the Standard Profit and Loss Statement


The Standard Profit and Loss Statement provides details on income and
expense accounts. It also presents the total profit or total loss for a specified date
range.
To generate the Standard Profit and Loss Statement
From the Reports menu, point to Profit and Loss, and click Standard. The Profit
and Loss - Standard dialog box appears.
To generate the Profit and Loss statement, specify:
§ Number of account levels you want to view
§ Whether you want to include accounts with zero balances
§ Date range
§ View mode
Click OK. The Profit and Loss Statement appears.
RK Enterprises 15 Dec, 2005
Profit and Loss for the period 01 Apr, 2005to 15 Dec, 2005
(All Amounts in Rs.)

Account Total
Income
Trading Income
Sales 7456594.90
Closing Stock 0.00
Brokerage earned 16500.00
Stock Transfers 0.00
Total Trading Income 7473094.90

Miscellaneous Expenses
Client Entertainment 16000.00
Sponsorships 80000.00
Legal Fees 50000.00
Depreciation 14000.00
Repair & Maintenance 16000.00
Total Miscellaneous Expenses 176000.00
Total Expense 6165405.00
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Profit 1929689.90

Ø Generating-the Comparative Profit and Loss Statement


You can generate a Comparative Profit and Loss Statement in which the Profit
and Loss Statement for the previous financial year is given alongside the Profit and
Loss Statement for the current financial year for a specified date range.
To generate the Comparative Profit and Loss Statement
On the Reports menu, point to Profit and Loss, and click Comparative. The Profit
and Loss - Comparative dialog box appears.
To generate the Profit and Loss statement, specify:
§ Number of account levels you want to view
§ Whether you want to include accounts with zero balances
§ Date range
§ View mode
Click OK. The Comparative Profit and Loss Statement appears.

6.8 GENERATING THE RECEIPTS AND PAYMENTS STATEMENT


The Receipts and Payments Statement provides an account wise summary of
all transactions on cash accounts and bank accounts, except deposits, withdrawals, and
transfers.
You can generate a Receipts and Payments Statement for a date range. The
receipts and payments for the specified date range are displayed side by side.

The Receipts and Payments Statement provides the following details:


§ Account name
§ Accountwise receipts
§ Accountwise payments
§ Opening balance of Cash account and Bank account
§ Closing balance of Cash account and Bank account
§ Total receipts
§ Total payments
§ Total opening balance
§ Total closing balance

From the Receipts and Payment Statement, you can't drill down to the source
document.
Ø To generate the Receipts and Payments Statement
From the Reports menu, select Receipts and Payments Statement. The Receipts
and Payments Statement dialog box appears.
To generate the Receipts and Payments Statement, specify:
§ Date range
§ View mode
Click OK. The Receipts and Payments Statement appears.
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RK Enterprises 15 Dec, 2005


Receipts and Payments Statement
For the period Apr, 2005 to 15 Dec, 2005
(All Amounts in Rs.)

Account Opening Receipt Payment Closing


Balance Balance
Air and Rail Travel 0.00 23,000.00
Fax, Phone, Mail 0.00 27,022.00
Salary 0.00 16,59,610.00
Local Conveyance 0.00 15,459.00
Passport, Visa, Forex 0.00 13,000.00
Insurance Premium Paid 0.00 5,780.00
Electricity & Office 0.00 2,255.00
Maintenance
Bank Charges 0.00 4,500.00
Client Entertainment 0.00 16,000.00
Sposor ships 0.00 80,000.00
Legal Fees 0.00 50,000.00
Repair & Main tenance 0.00 16,000.00
Cash in hand 3,39,320.00
Office petty Cash 26,541.00
National Bank 40,70,410.90
Union Bank Current A/C 72,390.00
Union Bank O/D A/C 0.00
Total 49,05,300.00 45,78,497.90 49,75,136.00 45,08,661.90

6.9 GENERATING THE ACCOUNT BALANCE STATEMENT


The Account Balance Statement provides the monthly balance of an account
for the current financial year and previous financial year.
The Account Balance Statement provides the following details:
§ Account name
§ Month
§ Opening balance for the current financial year, along with the credit or debit sign
§ Opening balance for the previous financial year, along with the credit or debit sign
§ Month wise debit amount and credit amount for the current year
§ Month wise debit amount and credit amount for the previous year
§ Total account balance for the current financial year
§ Total account balance for the previous financial year
§ Closing balance

From the Account Balance Statement, you can drill down to the Ledger, and from the
Ledger to the source document. You can also modify the source document.
To generate the Account Balance Statement
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From the Reports menu, point to Account Reports, and select Account Balance
Statement. The Account Balance Statement dialog box appears.
To generate the Account Balance Statement, specify:
§ An account, a set of accounts, or an account type
§ View mode
Click OK. The Account Balance Statement appears.

6.10 GENERATING THE GROUP BALANCE STATEMENT


The Group Balance Statement provides the break-up of the current balance of a
group as on a particular date. You can select only one account group at a time to view
the break-up of its current balance.

§ The Group Balance Statement provides the following details:


§ Group name
§ Accounts or sub-groups under the group
§ Debit and credit balances
§ Current balance, along with the credit sign or debit sign
From the Group Balance Statement, you can drill down to the individual
accounts, and from the account to the source document. You can also modify the
source document.
To generate the Group Balance Statement
From the Reports menu, point to Account Reports, and select Group Balance
Statement. The Group Balance Statement dialog box appears.
To generate the Group Balance Statement, specify:
§ Account group
§ Date as on which you want the report
§ View mode
Click OK. The Group Balance Statement appears.
The Account Interest Calculation Report tracks the outstanding on accounts,
and calculates the interest due from or due to the respective accounts.
§ The Account Interest Calculation Report displays:
§ Date on which the document was entered
§ Document number
§ Credit amount or debit amount specified in the document
§ Credit balance or debit balance
§ Days for which the interest is being charged
§ Interest amount applicable

6.12 GENERATING THE ACCOUNT INTEREST CALCULATION


From the Account Interest Calculation Report, you can drill down to the source
document. You can also modify the source document.
To calculate the interest due from or due to accounts
1. From the Reports menu, point to Account Reports, and select Interest Calculation.
The Interest Calculation Report dialog box appears.
2. To generate the Account Interest Calculation Report, specify:
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§ Interest rate
§ An account or a set of accounts
§ Date range
§ Credit or debit balances, or both credit and debit balances
3. Click OK. The Account Interest Calculation Report appears.
You can generate the Accounts Movement Report to view the break-up of the
debit amount and credit amount for a specific period. The breakup presents the
opening debit amount and the opening credit amount, along with the transacted debit
amount and credit amount.

6.13 GENERATING THE ACCOUNTS MOVEMENT REPORT


From the Accounts Movement Report, you can drill down to the Ledger, and
from the Ledger to the source document. You can also modify the source document.
To generate the Accounts Movement Report
1. From the Reports menu, point to Accounts Reports, and click Accounts
Movement. The Accounts Movement dialog box appears.
2. To generate the Accounts Movement Report, specify:
§ Number of account levels you want to view
§ Whether you want to include accounts with zero balances
§ Date range
§ View mode
3. Click OK. The Accounts Movement Report appears.

6.14 GENERATING CUSTOMER/SUPPLIER REPORTS


You can generate a number of analytical reports on the transactions with your
customers and suppliers.
From these reports, you can drill down to other details. You can also modify
the source document. The details to which you can drill down are report-specific, and
are explained while examining individual reports.

Ø Generating the Dues Receivable/Dues Payable Report


The Dues Receivable Report gives details of the money to be received from
customers, and the Dues Payable Report gives details of the money to be paid to
suppliers.
You can generate the Dues Receivable Report, based on customer or due date,
and you can generate the Dues Payable Report, based on supplier or due date.
The Dues Receivable/Dues Payable Report provides the following details:
§ Accounts on which money is due or overdue for receipt/payment
§ List of documents under each account, giving the break-up of the dues or overdues
to be received/paid, along with the document number and date
§ Sub-total of money overdue
§ Money due for receipt/payment for specified periods (in days), on each account
§ Sub-total of money due for each period
§ Unadjusted credit amount or debit amount
§ Cumulative outstanding amount, along with the credit sign or debit sign
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You can specify the ageing period for the dues to be received/paid. For
example, if you set periods of 15 days - such as i-15, 15-30, 30-45, and 45-60 - the
report provides information on the amount due for receipt/ payment in each period,
along with the total dues on the account.
From the Dues Receivable/Dues Payable Report, you can drill down to the
Adjustments Report and the source document. You can also modify the source
document.
Ø To generate the Dues Receivable/Dues Payable Report
1. From the Reports menu, do one of the following:
§ To generate the Dues Receivable Report sorted by customer, point to Customer
Reports, and then to Dues Receivable, and click By Customer. The Dues
Receivable dialog box appears.
§ To generate the Dues Receivable Report sorted by due date, point to Customer
Reports, and then to Dues Receivable, and click By Due Date. The Dues
Receivable dialog box appears.
§ To generate the Dues Payable Report sorted by supplier, point to Supplier Reports,
and then to Dues Payable, and click By Supplier. The Dues Payable dialog box
appears.
§ To generate the Dues Payable Report sorted by due date, point to Supplier Reports,
and then to Dues Payable, and click By Due Date. The Dues Payable dialog box
appears.
2. To generate the Dues Receivable/Dues Payable Report, specify:
§ Accounts or account types (Customer, Supplier, Customer
§ Supplier, Credit Card [Sales] or Credit Card [Purchases])
§ Custom fields
§ Date range (for reports based on a due date)
§ View mode
For information on how to select the details, see

Ø Generating the Summary of Dues Receivable/Dues Payable

The Summary of Dues Receivable/Dues Payable provides information on:


§ Accounts on which money is due or overdue for receipt/payment
§ Money overdue for receipt/payment
§ Money due for receipt/payment for specified periods (in days),
§ On each account
§ Unadjusted credit or debit amount
§ Cumulative outstanding amount

You can specify the ageing period for the dues to be received/paid. For
example, if you set periods of 15 days - such as 1-15, 15-30, 30-45, an, 45-60 - the
report provides information on the amount due for receipt payment in each period,
along with the total dues on the account.
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From the Summary of Dues Receivable/Dues Payable, you can drill down to
the Dues Receivable/Dues Payable Report, and from the Due: Receivable/Dues
Payable Report to the Adjustments Report and the source document. You can also
modify the source document.
To generate the Summary of Dues Receivable/Dues Payable
1. From the Reports menu, do one of the following:
§ To generate the Summary of Dues Receivable, point to Customer Reports, and
click Summary of Dues Receivable. The Summary of Dues Receivable dialog box
appears.
§ To generate the Summary of Dues Payable, point to Supplier Reports, and click
Summary of Dues Payable. The Summary Dues Payable dialog box appears.
2. To generate the Summary of Dues Receivable/Dues Payable, specify:
§ Accounts or account types (Customer, Supplier, Customer
§ Supplier, Credit Card [Sales] or Credit Card [Purchases])
§ Custom fields
§ View mode
3. Click OK. The Summary of Dues Receivable/Dues Payable appears.

Ø Generating the Ageing Receivables/Ageing Payables Report


The Ageing Report provides complete information about amounts that are
overdue on each account.
You can generate the Ageing Receivables Report, based on customer or due
date, and you can generate the Ageing Payables Report based on supplier or due date.
The Ageing Receivables/Ageing Payables Report provides the following
details:
§ Accounts on which money is due or overdue for receipt/payment
§ List of documents under each account, giving the break-up of the dues or overdues
to be received or paid, along with the document number and date
§ Sub-total of money due
§ Money overdue for receipt/payment for specified periods (in days), on each
account
§ Unadjusted credit amount or debit amount
§ Cumulative outstanding amount, along with the credit sign or debit sign

You can specify the ageing period for the dues to be received/paid. For
example, if you set periods of 15 days such as 1-15, 15-30, 30-45, and 45-60 - the
report provides information on the amount due for receipt/ payment in each period,
along with the total dues on the account.
From the Ageing Receivables/Ageing Payables Report, you can drill down to
the Adjustments Report and to the source document. You can also modify the source
document.
To generate the Ageing Receivables/Ageing Payables Report
From the Reports menu, do one of the following:
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§ To generate the Ageing Receivables Report by customer, point to Customer


Reports, and then to Ageing Receivables, and click By Customer. The Ageing
Receivables dialog box appears.
§ To generate the Ageing Receivables Report by due date, point to Customer
Reports, and then to Ageing Receivables, and click By Due Date. The Ageing
Receivables dialog box appears.
§ To generate the Ageing Payables Report, point to Supplier Reports, and then to
Ageing Payables, and click By Supplier. The Ageing Payables dialog box
appears.
§ To generate Ageing Payables Report, point to Supplier Reports, and then to
Ageing Payables, and click By Due Date. The Ageing Payables dialog box
appears.
2. To generate the Ageing Receivables/Payables Report, specify:
§ Accounts or account types (Customer, Supplier, Customer Supplier, Credit Card
[Sales] or Credit Card [Purchases])
§ Custom fields
§ Date range (for reports based on due date)
§ View mode
3. Click OK. The Ageing Receivables/ Ageing Payables Report appears.

Ø Generating the Summary of Ageing Receivables/Ageing Payables


The Summary of Ageing Receivables/Ageing Payables provides the following details:
§ Accounts on which money is due or overdue for receipt/payment
§ Money overdue for receipt/payment for specified periods (in days), on each
account
§ Sub-total of money due
§ Unadjusted credit or debit amount
§ Cumulative outstanding amount

You can specify the ageing period for the dues to be received/paid. For example, if
you set periods of 15 days - such as 1-15, 15-30, 30-45, and 45-60 - the report
provides information on the amount due for receipt/ payment in each period, along
with the total dues on the account. For information about how to specify the ageing
period, see "Setting Up Report Options," page 29.

From the Summary of Ageing Receivables/Ageing Payables, you can drill down to the
Ageing Receivables/Ageing Payables Report, and from the Ageing
Receivables/Ageing Payables Report to the Adjustments Report and the source
document. You can also modify the source document.

Ø To generate the Summary of Ageing Receivables/Ageing Payables


1. From the Reports menu, do one of the following:
§ To generate the Summary of Ageing Receivables, point to Customer Reports and
click Summary of Ageing Receivables. The Summary of Ageing Receivables
dialog box appears.
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§ To generate the-Summary of Ageing Payables, point to Supplier Reports and click


Summary of Ageing Payables. The Summary of Ageing Payables dialog box
appears.
2. To generate the Ageing Receivables Summary/Ageing Payables Summary, specify:
§ Accounts or account types (Customer, Supplier, Customer Supplier, Credit Card
[Sales] or Credit Card [Purchases])
§ Custom fields
§ View mode
3. Click OK. The Summary of Ageing Receivables / Aging Payables appears.

Ø Generating the Outstanding Statement


The Customer Outstanding Statement gives you information on how much your
customers owe you, and the Suppliers Outstanding Statement gives you information
on how much you owe your suppliers. The Outstanding Statement gives the following
details:
§ Customer/Supplier account
§ Documents under the account, along with the document date, number, and
document amount (along with the credit or debit sign)
§ Adjusted amount
§ Outstanding on the document, along with the credit sign or debit sign
§ Total outstanding, along with the credit sign or debit sign

From the Outstanding Statement, you can drill down to the Adjustments Report,
Outstanding with Adjustments, and the source document. You can also modify the
source document.

Ø To generate the Outstanding Statement


1. From the Reports menu, do one of the following:
§ To generate the Customer Outstanding Statement, point to Customer Reports, and
click Outstanding Statement. The Customer Outstanding Statement dialog box
appears.
§ To generate the Supplier Outstanding Statement, point to Supplier Reports, and
click Outstanding Statement. The Supplier Outstanding Statement dialog box
appears.
2. To generate the Outstanding Statement, specify:
§ Accounts or account types (Customer, Supplier, Customer
§ Supplier, Credit Card [Sales] or Credit Card [Purchases])
§ Custom fields
§ View mode
3. Click OK. The Outstanding Statement appears.

Ø Generating the Customer Statement


The Customer Statement is a statement of settlement sent to a customer giving details
of outstanding. This Statement has two parts - the Customer Statement and the
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Remittance Advice. The Customer Statement is retained by the customer, and the
Remittance Advice is sent back after entering particulars of payment.

In EX NGN, you can have details of only one customer on a page. If you select more
than one customer, the Customer Statement for each customer is generated on a new
page.
From the Customer Statement, you cannot drill down to other details.

The Customer Statement part provides the following details:


§ All outstanding documents under the account, along with the document date,
number and amount.
§ Due date for each document, along with the credit or debit sign
§ Outstanding amount for each document
§ For each account, the specified periods (in days) by which money is overdue
§ Total unadjusted credit amount
§ Total outstanding, along with the credit sign or debit sign

The Remittance Advice part provides the following details:


§ All outstanding documents under the account, along with the document date and
number
§ Outstanding amount for each document, along with the credit sign or debit sign
§ Total outstanding, along with the credit sign or debit sign
§ Payment particulars such as the cheque number, cheque date, and the bank on
which the cheque is drawn
. .
Ø To generate the Customer Statement
1. From the Reports menu, point to Customer Reports, and click Customer
Statement. The Customer Statement dialog box appears.
2. To generate the Customer Statement, specify:
§ Accounts or account types (Customer, Customer-Supplier, Credit Card [Sales]
§ Custom fields
§ View mode
3. Click OK. The Customer / Suppliers statement appears.

Ø Generating the Customer/Supplier List


The Customer/Supplier List gives the following details:
§ Customer/supplier name
§ Contact person
§ Shipping address and billing address, along with telephone, telex, and fax numbers
§ Number of days of credit
§ Credit limit
§ CST and SST number (Establishment number for Credit Card)

From the Customer/Supplier List, you cannot drill down to other details.
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Ø To generate the Customer/Supplier List


1. From the Reports menu, do one of the following:
§ To generate the Customer List, point to Customer Reports, and click Customer
List. The Customer List dialog box appears.
§ To generate the Supplier List, point to Supplier Reports, and click Supplier List.
The Supplier List dialog box appears.
2. To generate the Customer/Supplier List, specify:
§ Accounts or account types (Customer, Customer-Supplier, Credit Card [Sales] or
Credit Card [Purchases)
§ Custom fields
§ View mode
For information on how to select the details, see
3. Click OK. The Customer / Supplier List appears.

Ø Generating the Interest Calculation Report


The Interest Calculation Report tracks the outstandings for each customer/supplier
account, and calculates the interest due from or due to the respective account.

The Interest Calculation Report provides the following details:


§ Account name
§ For each document, the document number and date Running balance, along with
the due date
§ Document amount
§ Number of days for which interest is calculated
§ Interest charged
§ Total amount under each account

From the Interest Calculation Report, you cannot drill down to detail
Ø To generate Interest Calculation Report
1. From the Reports menu, do one of the following:
§ To generate the Customer Interest Calculation Report, point to Customer Reports,
and click Interest Calculation. The Customer Interest Calculation Report dialog
box appears.
§ To generate the Supplier Interest Calculation Report, point to Supplier Reports,
and click Interest Calculation. The Supplier Interest Calculation Report dialog box
appears.
2. To generate the Interest Calculation Report, specify:
§ Account or account types (Customer, Supplier, Customer-Supplier, Credit Card
[Sales] or Credit Card [Purchases])
§ Custom fields
§ Date range
§ Interest rate per annum
§ View mode
3. Click OK. The Interest Calculation Report appears.
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Ø Generating the Transaction Analysis Report


The Transaction Analysis Report gives you details of all the transactions for a selected
customer/supplier, or for a set of customers/ suppliers. You can filter the details, based
on certain selection criteria.

The Transaction Analysis Report provides the following details:


§ Account name, along with document date, number and narration
§ Document amount, along with credit or debit sign Quantity, unit and rate, if
applicable
§ Total transacted amount
§ Other details such as user defined fields, and analysis values
From the Transaction Analysis Report, you can drill down to the Adjustments Reports
and the source document. You can also modify the source document.

Ø To generate the Transaction Analysis Report


1. From the Reports menu, do one of the following:
§ To generate the Transaction Analysis Report for customer accounts, point to
Customer Reports, and click Transaction Analysis. The Customer Transaction
Analysis dialog box appears.
§ To generate the Transaction Analysis Report for supplier accounts, point to
Supplier Reports, and click Transaction Analysis. The Supplier Transaction
Analysis dialog box appears.
2. To generate the Transaction Analysis Report, specify:
§ A document, a set of documents, or all documents
§ Accounts or account types (Customer, Supplier, Customer-Supplier, Credit Card
[Sales] or Credit Card [Purchases])
§ Custom fields
§ Date range
§ Items
§ Narrations
§ Analysis categories
§ Charges
§ Amount
§ View mode
3. Click OK. The Transaction Analysis Report appears.

Ø Generating the Items Summary


The Items Summary gives details of the items sold to a customer and those purchased
from a supplier.

The Items Summary gives the following details:


§ Customer/Supplier name
§ List of items sold/purchased
§ Sales/purchase quantity
§ Sales/purchase unit
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§ Net sales/purchase of each item


§ Total value of all items sold to the customer/purchased from the supplier

From the Items Summary, you cannot drill down to other details.

Ø To generate the Items Summary


1. From the Reports menu, do one of the following:
§ If you want the Customer Items Summary, point to Customer Reports, and click
Items Summary. The Customer Items Summary appears.
§ If you want the Supplier Items Summary, point to Supplier Reports, and click
Items Summary. The Supplier Items Summary appears.

2. To generate the Items Summary, specify:


§ Accounts or account types (Customer, Supplier, Customer Supplier, Credit Card
[Sales] or Credit Card [Purchases])
§ Items
§ Custom fields
§ View mode
3. Click OK. The items Summary appears.

RK Enterprises 15 Dec, 2005


Items Summary for the period 01 Apr, 2005to 15 Dec, 2005
(All Amounts in Rs.)

Item Name Quantity Unit Account


Sales (SL)
Carpets-Intricate 42.000 1304000.00
Carpets-Coarse 35.000 488000.00
Mixed Spice 240.000 156600.00
Coir bags 31.000 93000.00
Shell ornament set 109.000 436000.00
Shell bangies 130.000 195000.00
Shell Chain 158.000 400000.00
Shell Rings 340.000 935000.00
Herbal Tea 2995.000 62900.00
Almonds 1535.000 32100.00
Clove oil 127.000 35395.00
Handloom Shirts 80.000 16600.00
Silk Ties 355.000 37400.00
Dry Fruit packs 177.000 142750.00
Baims 1842.000 165876.00
Stone Statues 21.000 1760000.00
Brass Figures 17.000 63775.00
Wooden Carvings 35.000 624000.00
Rose extrace 227.000 158700.00
Jaggran extract 42.000 275000.00
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Total 7382096.00

6.15 GENERATING STOCK REPORTS


You can maintain details of total sales and purchases of items (in the open
financial year) till date. You can also maintain a Stock Ledger of all transactions for
each item.

At the end of a financial year, EX NGN automatically calculates the opening stock
levels for the next financial year, for all items. EX NGN evaluates stock using either
the weighted average method or the moving weighted average method, depending on
the option you had selected while setting up your company.

Note If you had selected `None' as the stock valuation method, EX NGN does not
calculate the stock value.

From select reports, you can drill down to other details. The details to which you can
drill down to are report-specific, and are explained while examining individual
reports.

Ø Generating the Item List


The Item List displays all the items you've set up in EX NGN, along with the details
of stock quantity and value. You can generate the Item List for a set of items, or for all
items. You can also specify whether you want to include moved items and items
below the minimum stock quantity.

The Item List provides the following details:


§ Item name and description
§ Opening Stock quantity and value
§ Purchase unit and rate
§ Sales unit and rate
§ Minimum stock quantity
§ Stock in hand (quantity)

From the Item List, you can't drill down to other details.
Ø To generate the Item List
1. From the Reports menu, point to Stock Reports, and click Item List. The Item List
dialog box appears.
2. To generate the Item List, specify:
§ A set of items, or all the items
§ Custom fields
§ Whether you want moved items only
§ Whether you want items below the minimum stock quantity only
§ View mode
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3. Click OK. The Item List appears.

RK Enterprises 15 Dec, 2005


Item List
(All Amounts in Rs.)

Minimum
Rem Stock in
Opening stock Purchases Sales Stock
Name/Description Hand
Quantity
Quantity Value Unit Rate Unit Rate
Almonds 100.000 10,000.00 Kg 200.0000 Pack 20.0000 0.000 105.000
Batms 0.000 0.00 Pack 300.0000 Box 90.0000 0.000 18.000
Brass Figures 100.000 10,000.00 Each 0.0000 Each 0.0000 0.000 100.000
Carpets-Intricate 1,000.000 20,000.00 Each 10,000.0000 Each 30,000.0000 1.000 1,002.000
12x12 Ft
Carpets –Coarse 0.000 0.00 Each 6,500.0000 Each 12,000.0000 0.000 20.000
Clove Oil 1,000.000 15,000.00 Itr 2,000.0000 Bot 200.0000 150.000 1,000.500
Coir Bags 0.000 0.00 Dozen 2,000.0000 Dozen 3,000.0000 6.000 3.000
Dry Fruit pack 0.000 0.00 Tin 2,000.0000 Pack 750.0000 0.000 3.000
Handloom shirts 0.000 0.00 Box 2,550,0000 Pcs 195.0000 0.000 0.000
Herbal Tea For 0.000 0.00 Kg 45.0000 Bot 20.0000 0.000 5.000
diabetics

Ø Generating the Item Customer Summary


The Item Customer Summary provides all the information on the customers to whom
items have been sold. You can generate the Item Customer Summary for a set of
items, or all the items. You can also specify whether you want to include items below
the minimum stock quantity.

The Item Customer Summary gives the following details:


§ Item name
§ Customer name
§ Sales quantity, unit, rate, and value
§ Total quantity, unit, rate, and value
From the Item Customer Summary, you can't drill down to other details.

Ø To generate the Item Customer Summary


1. From the Reports menu, point to Stock Reports, and click Customer Summary. The
Item Customer Summary dialog box appears.
2. To generate the Item Customer Summary, specify:
§ A set of customers, or all customers
§ Custom fields for customers
§ A set of items, or all the items
§ Custom fields for items
§ Whether you want items below minimum stock quantity only
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§ View mode
3. Click OK. The item Customer Summary appears.

Ø Generating the Item Supplier Summary


The Item Supplier Summary provides all information on the suppliers from whom
items have been purchased. You can generate the Item Supplier Summary for a set of
items, or all the items. You can also specify whether you want to include items below
minimum stock quantity.

The Item Supplier Summary gives the following details:


§ Item name
§ Supplier name
§ Purchase quantity, unit, rate, and value
§ Total quantity, unit, and value
From the Item Supplier Summary, you can't drill down to other details

Ø To generate the Item Supplier Summary


1. From the Reports menu, point to Stock Reports, and click Supplier Summary. The
Item Supplier Summary dialog box appears.
2. To generate the Item Supplier Summary, specify:
§ A set of suppliers, or all suppliers
§ Custom fields for suppliers
§ A set of items, or all the items
§ Custom fields for items
§ Whether you want items below minimum stock quantity only
§ View mode
3. Click OK. The item Supplier Summary appears.

Ø Generating the Stock Position Report


You can generate the Stock Position Report for a set of items, or all the items, as on
any date.
The Stock Position Report gives the following details:
§ Item name
§ Opening quantity, unit, and value
§ Purchase quantity, unit and value
§ Sales quantity, unit and value
§ Closing quantity, unit and value
From the Stock Position report, you can also drill down to the Stock Ledger, and from
the Stock Ledger to the source document. You can also modify the source document

Ø To generate the Stock Position Report


1. From the Reports menu, point to Stock Reports, and click Stock Position. The
Stock Position dialog box appears.
2. To generate the Stock Position Report, specify:
§ An item or a set of items
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§ Custom fields
§ Whether you want moved items only
§ Whether you want items below the minimum stock quantity only
§ Date as on which you want the report
§ View mode
3. Click OK. The stock Position Report appears.

Ø Generating the Stock Ledger


The Stock Ledger is the list of all transactions carried out on items. You can generate
the Stock Ledger for a set of items or all items, for a date range.

The Stock Ledger gives the following details:


§ Item name and specification
§ Document date and number
§ Purchase quantity, unit, rate, and value for each document
§ Sales quantity, unit, rate, and value for each document
§ Balance quantity, unit, rate, and value
§ Total or Closing balance
§ Grand total

Note The Grand Total is displayed only in the Print Preview mode.
From the Stock Ledger, you can drill down to the source document. You can also
modify the source document

Ø To generate the Stock Ledger


1. From the Reports menu, point to Stock Reports and click Stock Ledger. The Stock
Ledger dialog box appears.
2. To generate the Stock Ledger, specify:
§ An item, a set of items, or all the items
§ Custom fields
§ Whether you want moved items only
§ Whether you want items below minimum stock quantity only
§ Date range
§ View mode
3. Click OK. The stock ledge appears.

6.16 GENERATING TAX REPORTS


You can generate the Sales Tax Register and Purchase Tax Register at any
time. You can also generate the Sales Tax Summary and Purchase Tax Summary.
While entering sales or purchase documents, you would have tagged the net
amount and charges to the column heads in the tax registers. EX NGN automatically
picks up the details of the transaction in the respective columns in the tax register.
Generating the Sales Tax Register/ Purchase Tax Register
You can generate a Sales Tax Register/Purchase Tax Register, based on the charge
types you've defined.
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The Sales Tax Register/Purchase Tax Register provides the following details:
§ Document date and number
§ Customer/Supplier name
§ Document amount
§ Net amount
§ Amount allocated to the Charge column

From the Sales Tax Register/Purchase Tax Register, you can't drill down to other
details.
Ø To generate the Sales Tax Register/Purchase Tax Register
1. From the Reports menu, do one of the following:
§ To generate the Sales Tax Register, point to Tax Reports, and click Sales Tax
Register. The Sales Tax Register dialog box appears.
§ To generate the Purchase Tax Register, point to Tax Reports. and click Purchase
Tax Register. The Purchase Tax Register dialog box appears.
2. To generate the Sales Tax Register/Purchase Tax Register, specify:
§ Register columns
§ Document type, series, and number
§ Date range
§ View mode
Note For Sales Tax Register, only documents pertaining to Sales and Sales Returns
are displayed. For Purchase Tax Register, only documents pertaining to Purchase and
Purchase Returns are displayed.
3. Click OK. The Sales Tax Register / Purchaser Tax Register appears.

Ø Generating the Sales Tax Summary/ Purchase Tax Summary


You can generate the Sales Tax Summary/Purchase Tax Summary, based on the
charge types that you've defined.
The Sales Tax Summary/Purchase Tax Summary provides the following details:
§ Document amount
§ Net amount
§ Tax or discount amount
§ Other details
From the Sales/Purchase Tax Summary, you can drill down to the Sales Tax
Column/Purchase Tax column details.

Ø To generate the Sales Tax Summary/Purchase Tax Summary


1. From the Reports menu, do one of the following:
§ To generate the Sales Tax Summary, point to Tax Reports, and click Sales Tax
Summary. The Sales Tax Summary dialog box appears.
§ To generate the Purchase Tax Summary, point to Tax Reports, and click Purchase
Tax Summary. The Purchase Tax Summary dialog box appears.
2. To generate the Sales Tax Summary/Purchase Tax Summary, specify:
§ Register columns
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§ Document type, series, and number


§ Date range
§ View mode
Note For Sales Tax Summary, only documents pertaining to Sales and Sales Returns
are displayed. For Purchase Tax Summary, only documents pertaining to Purchases
and Purchases Return are displayed.
3. Click OK. The Sales Tax Summary / Purchase Tax Summary appears.

6.17 GENERATING ANALYSIS REPORTS


Analysis Reports provide summarised or detailed information on your business
operations, based on the parameters you define. You can analyse, based on a set of
accounts or items, and generate reports for a specific period.
From the Analysis Reports, you can't drill down to other details.
Ø Generating the Income/Expense Analysis Report
You can generate the Income Analysis/Expense Analysis Report to track where
your money comes from, and where it goes. In EX NGN, you can generate the
Income/Expense Analysis Report, based on the categories you define.

Let's say you've defined a category `Sales Person,' and parameter values as
names of salesmen across locations. And you want to know how much income is
generated or how much expenses are incurred by the sales persons in locations (let's
say Europe, Africa and Middle East). You need to select a date range, and the names
of the sales persons in these locations to get the Income Analysis/Expense Analysis
Report for the parameters defined.

The Income/Expense Analysis Report provides the following details:


§ Account name
§ Income and expenses against each account, based on the periodicity specified
§ Total (row-wise)

Ø To generate the Income/Expense Analysis Report


1. From the Reports menu, point to Analysis Reports, and click Income/Expense
Analysis. The Income/Expense Analysis Report dialog box appears.
2. To generate the Income/Expense Analysis Report, specify:
§ Accounts under Income or Expenses, or both
§ Date range and periodicity (monthly, daily, or quarterly)
§ Analysis categories
§ View mode

Note
§ As this report captures all transacted accounts, Depreciation and Closing Stock are
also listed. If you have these accounts listed, deselect them.
§ Specifying analysis categories is not mandatory. You can use these categories as a
filtering criterion.
3. Click OK. The income/ Expense Analysis Report appear.
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Ø Generating the Sales/Purchases Analysis Report


You can generate the Sales/Purchases Analysis Report to obtain details of all the sales
and purchases you have made. You can also generate the report based on the
parameters you've defined.

Let's say, you've defined a category `Marketing Manager.' And you want to know how
many items have been sold by your marketing managers across locations. You can
select a date range, the category as `Marketing Manager' and the names of locations
(let's say Africa, Europe, and Middle East) as values to get the sales analysis report for
the parameters defined.

The Sales/Purchases Analysis Report provides the following details:


§ Item name
§ Sales and purchases for each item, based on the periodicity specified
§ Item total

Ø To generate the Sales/Purchases Analysis Report


1. From the Reports menu, point to Analysis Reports, and click Sales/Purchases
Analysis. The Sales Analysis/Purchases Analysis Report dialog box appears.
2. To generate the Sales/Purchases Analysis Report, specify:
§ An item, a set of items, or all items
§ Date range and the periodicity (monthly, daily or quarterly)
§ Document type - Sales or Purchases
§ Analysis categories
§ View mode
Note
§ You can select only Sales or Purchases as the document type.
§ Specifying categories is not mandatory. You can use these categories as a filtering
criterion.
3. Click OK. The Sales/Purchases Analysis Report appears.

Ø Generating the Cost-centre wise Analysis Report


You can generate a Cost-centre wise Analysis Report to obtain details of the cost
incurred under specific heads by cost centres. To generate this report, you need to
define category and values for rows and for columns.

Let's say you've defined the analysis categories - Cost Centre, and Expenses. And
you've defined values for `Cost Centre' as Finance and Marketing, and values for
`Expenses' as Entertainment and Travel. You can define the category for row as
`Expense' and the values as `Entertainment' and `Travel,' and the category for column
as ‘Cost Centre’ and values as `Finance' and `Marketing' to get the Cost-centre wise
Analysis Report for the parameters defined.

The Cost-centre wise Analysis Report provides the following details:


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§ Item name
§ Cost incurred by each cost centre
§ Cost incurred under each cost head
§ Column total
§ Row total
§ Grand total

Ø To generate the Cost-centre wise Analysis report


1. From the Reports menu, point to Analysis Reports, and click Cost-centre wise
Analysis. The Cost-centre wise Analysis Report dialog box appears.
2. To generate the Cost-centre wise Analysis Report, specify:
§ Date range
§ Analysis categories for the row
§ Analysis categories for the column
§ View mode
3. Click OK. The Cost-centre wise Analysis Report appears.

Ø Generating the Account wise Analysis Report


You can generate the Account wise Analysis Report to obtain details of accounts,
based on the parameters you define.

Let's say you've defined analysis categories - Cost Centre, and Expenses. And
you've defined values for ‘Cost Centre’ as Finance and Marketing. If you want to
know how much you've spent under all account heads in cost centres ‘Finance’ and
‘Marketing’, you can generate an Account wise Analysis Report. You need to select
all the accounts, specify a date range, select category `Cost Centre' and values
`Finance' and `Marketing' to get the Account wise Analysis report for the parameters
defined.

The Account wise Analysis report provides the following details:


§ Account names
§ Amount for each category value defined
§ Row total for each account head
§ Column total for value defined
§ Grand total

Ø To generate the Account wise Analysis Report


1. From the Reports menu, point to Analysis Reports, and click Account wise
Analysis. The Account wise Analysis Report dialog box appears.
2. To generate the Account wise Analysis Report, specify:
§ An account, a set of accounts or an account group
§ Date range
§ Analysis categories
§ View mode
3. Click OK. The Account wise Analysis Report appears.
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Ø Generating the Item wise Analysis Report


You can generate the Item wise Analysis Report to obtain details of items, based on
the parameters you define.

Let's say you've defined a category `Sales Region,' and values as Africa, America,
Europe, Local, Middle East, and S.E. Asia. If you want to compare the sales of items
across various locations, you can generate an Itemwise Analysis Report. You need to
select the items, select the category `Sales Region,' specify a date range, and define
the values as Africa, America, Europe, Local, Middle East and S. E. Asia to get the
Item wise Analysis Report for the parameters defined. The Item wise Analysis Report
provides the following details:
§ Item name
§ Value of each item sold for the defined category value, and totals
§ Item total
§ Grand total

Ø To generate the Item wise Analysis Report


1. From the Reports menu, point to Analysis Reports, and click Item wise Analysis.
The Item wise Analysis Report dialog box appears.
2. To generate the Item wise Analysis Report, specify:
§ An item, a set of items, or all items
§ Whether you want items below minimum stock quantity only
§ Custom fields to sort on items
§ Date range
§ Analysis categories
§ View mode
Note Specifying Analysis Categories is mandatory.
3. Click OK. The Item wise Analysis Report appears.
The Transaction List is a report of transactions, based on a set of criteria specified by
you. You can generate the Transaction List for one or more document types filtered by
account, item/narration, analysis categories, charges, amount, and date.

For example, if you want to generate a report on the sales to a customer (in a specified
period) for a set of items that are fragile (let's say you've defined `fragile' as a custom
field for items), you can generate the Transaction List, based on the parameters - sales,
customer, items defined as fragile, and date range.

The Transaction List provides the following details:


§ Account
§ Document date
§ Document, series, and number
§ Document type total
§ Item or narration
§ Credit amount and debit amount
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§ Quantity, unit, and rate


§ Other details such as analysis values

Ø To generate the Transaction List


1. From the Reports menu, select Transaction List. The Transaction List dialog box
appears.
2. To generate the Transaction List, specify:
§ An account, a set of account, or an account type
§ Item, narration, or both
§ Charge category
§ Analysis category
§ Date range
§ Credit amount, or debit amount
§ View mode
3. Click OK. The Transaction List appears.

6.18 GENERATING THE MISSING DOCUMENTS REPORT


While entering transaction details in documents, you may not have entered the
documents serially. For example, in a document series, you may have entered
documents 1, 2, and 10. You can generate the list of Missing Documents (3 to 9).

You can generate a list of Missing Documents for one or more document types. The
Missing Documents Report provides the following details:
§ Document type
§ Document series
§ Document numbers

Note If contiguous documents are missing, in the document number column, the range
(not individual document numbers) is given. For example, if document numbers AFL-
1 7101997-3 to AFL-1 7101997-9 are missing, the range 3-9 is given in the document
number column.

Ø To generate the Missing Documents Report


1. From the Reports menu, select Missing Documents. The Missing Documents
Report dialog box appears.
2. To generate the Missing Documents Report, specify:
§ Document type
§ View Mode
3. Click OK. The Missing Documents Report appears.

6.19 GENERATING THE BUDGET VARIANCE STATEMENT


Budgeting is one of the important tools for planning and tracking your finances. While
setting up your income and expense accounts, you may have set up the monthly
budget (how much you expect to receive or spend in each month) for each account.
After you've set up the budget, you need a way to track your performance - a way to
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check your actual income and expenses against your budget to see how well you're
meeting your financial goals.

You can generate the Budget Variance Statement to compare the total income or
expenses in each account with the amount you've budgeted. From the report, you can
know whether the variances are favourable or adverse.

From the Budget Variance Statement, you can't drill down to other details.

The Budget Variance Statement provides the following details:


§ Account name
§ Months for which you've budgeted
§ Actual amount
§ Budgeted amount
§ Budget variance in absolute figures
§ Percentage of budget variance

Ø To generate the Budget Variance Statement


1. From the Reports menu, select Budget Variance Statement. The Budget Variance
Statement dialog box appears.
2. To generate the Budget Variance Statement, specify:
§ An account, a set of accounts, or an account type
§ View mode
3. Click OK. The Budget Variance Statement appears.

RK Enterprises 27 Dec, 2005


Budget Variance Statement
(All Amounts in Rs.)

%
Account Month Actuals Budgeted Variance
Variance
Repair &
Maintenance
2005, Apr 8,000.00 Dr 0.00
2005, July 8,000.00 Dr 0.00
Salary 2005,Apr 2,00,200.00Dr 2,00,000,00 Dr 200.00 0.10
2005, May 2,00,300.00Dr 2,00,000,00 Dr 300.00 0.15
2005, June 1,98,000.00Dr 2,00,000,00 Dr No Over
Budget
2005,July 2,00,010.00Dr 2,00,000,00 Dr 10.00 0.01
2005, Aug 2,00,000.00Dr 2,00,000,00 Dr 0.00 0.00
2005, Sep 2,00,350.00Dr 2,00,000,00 Dr 350.00 0.18
2005, Oct 4,60,750.00Dr 2,00,000,00 Dr 60,750.00 15.19
Sales 2005, Apr 5,40,831.00 Cr 5,00,000.00Cr 40,831.00
2005, May 7,60,435.00Cr 7,00,000.00Cr 60,435,00
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2005, June 7,94,570.00Cr 7,00,000.00Cr 94,570.00


2005, July 10,28,915.00Cr 10,00,000.00Cr 28,915.00

6.20 LET US SUM UP


1. Using E.X.NGN, you can generate a number of reports, each of which you can
customize to show exactly the information you want, organized the way you want it.
2. The Cash Book provides information on transactions affecting cash accounts, and
the Bank Book provides information on transactions affecting bank accounts.
3. The Ledger provides the following details: Account name, Document date,
Document series, and number, Narration, Opening balance and closing balance for
each account, along with the credit sign or debit sign, Each transaction amount, in the
debit column or credit column, Running balance.
4. The Journal provides the following details: Document number, series, and date,
Account and narration, Credit amount and debit amount, Quantity, unit, and rate, Date
wise total amount transacted, Document wise total amount
5.In such a way Balance sheet, Receipts and payments Account etc are generated and
it is useful for the user by providing numerous information.

Check your progress: Model Answers

1. The Ledger provides the following details:


i. Account name
ii. Document date
iii. Document series, and number
iv. Narration
v. Opening balance and closing balance for each account, along with
vi. the credit sign or debit sign
vii. Each transaction amount, in the debit column or credit column
viii. Running balance

2. Standard and Comparative

SUGGESTED READINGS/REFERENCES:
1. EX-NEXT GENERATION- Users Guide, Tata Consultancy services, Mumbai
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UNIT-4
LESSON 7-CUSTOMER SUPPLIER FOLDER
Contents:
7.0 Aims & Objectives
7.1 Introduction
7.2 Viewing the Customer Details/Supplier Details
7.3 Viewing the Ledger
7.4 Viewing the Transaction Analysis Report
7.5 Previewing and Printing Customer/Supplier Details
7.6 Let Us Sum Up

7.0 AIMS & OBJECTIVES


After reading this lesson, you will be able to understand:
1. What is a customer/Supplier folder.
2. Viewing customer/supplier folder.

7.1 INTRODUCTION
After setting up a number of customers and suppliers, you may want to View
all the details of a specific customer or supplier in one place. The Customer Folder
displays all customer details. The Supplier Folder displays all suppliers’ details.
Let's say a customer seeks clarification on a bill you've sent. You need not open
the relevant document to see the details of the transaction. You can view all the
necessary information in the Customer Folder itself.
The Customer Folder/Supplier Folder displays the following details:
· List of customers/suppliers you've set up
· Items Summary that gives details of item wise sales to the customer or purchases
from the supplier
· Financial Summary that gives details of the month wise:
- Sales to a customer in terms of net sales, receipts, and cumulative outstanding, or
- Purchases from the supplier in terms of net purchases, payments, and cumulative
outstanding
· Dues, Ageing, Outstandings, Ledger, and Customer Statement
· Documents for sales or purchase, receipts or payments, and sales returns or
purchase returns
· Open debits and open credits
· Monthwise summary of debits and credits, along with the balance for the current
financial year
Using the Customer Folder/Supplier Folder, you can filter customer/ supplier
details, and drill down to the source document. You can also modify the source
document. You can generate analytical reports that give you a complete picture of
your transactions with your customers/ suppliers, and print these reports.
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7.2 VIEWING THE CUSTOMER DETAILS/SUPPLIER DETAILS


The Customer Folder/Supplier Folder displays details of customers suppliers.
These details give you a complete understanding of the transactions you've had with
your customers/suppliers.
Ø To view details of a customer/supplier
1. From the Folders menu, do one of the following:
· To view customer details, select Customer. The Customer Folder window
appears.
· To view supplier details, select Supplier. The Supplier folder window appears.
2. In the Name pane, select a customer/supplier.
3. Depending on the information you want to view, choose one of at tabs on the right
side of the folder. The following section the tabs.

Summary Information tab


When the Customer/Supplier Folder window appears, this tab is shown
selected. The details are described below.
Item Summary
For the customer/supplier selected, this pane displays details of itemwise
sales/purchases. The details displayed are:
· Item sold/purchased
· Quantity of the item sold/purchased
· Unit of the item sold/purchased
· Net sales/purchases of the item
Financial Summary
For the customer/supplier selected, this pane displays details of monthwise
sales/purchases, for the current financial year and the previous financial year. The
details displayed are:
· Net sales/purchases
· Total receipts/payments
· Cumulative outstandings
Fact Sheet tab
This tab displays dues, ageing, and financial information. The details displayed
are described below
Ageing Summary
For the customer/supplier selected, this pane displays the dues and ageing
details of outstandings. The details displayed are:
· Unadjusted credit/debit
· Period
· Dues receivable/payable for each period
· Ageing receivables/payables for each period
Financial Information
For the customer/supplier selected, this pane displays month-to-date and year-
to-date figures for net sales/purchases and receipts/payments for the current financial
year and the previous financial year.
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Sales/Purchase tab
For the customer/supplier selected, this tab displays the details of iaier'
purchase. The details displayed are:
· Date on which the item was sold/purchased
· Number assigned to the document in which the details were entered
· Item sold/purchased or narration
· Amount
· Quantity of the item sold/purchased
· Unit of the item sold/purchased
· Rate of the item sold/purchased
Receipts/Payments tab
For the customer/supplier selected, this tab displays details of receipts/
payments. The details displayed are:
· Date of receipt/payment
· Number assigned to the document in which the details were entered
· Narration
· Amount received/paid
Sales Returns/Purchase Returns tab
For the customer/supplier selected, this tab displays details of items returned to
you/items that you've returned.
The details displayed are:
· Date on which the item was returned
· Number assigned to the document in which the details
· were entered
· Item returned or narration
· Amount
· Quantity of the item returned
· Unit of the item returned
· Rate of the item returned
Open Dr/Cr tab
For the customer/supplier selected, this tab displays details of all the open
debits and open credits, along with the details of the corresponding documents. You
can match any open sales/purchase entry against the corresponding receipts/payments
entry. For information on viewing adjustment details and matching documents, see
"Viewing Adjustment Details," page 184 and "Matching Documents," page 184.
Monthly Summary tab
For the customer/supplier selected, this tab displays the debit and credit details
and the total debit balance or credit balance for each month of the current financial
year and the previous financial year. The opening balance for the account is also
displayed.
Filtering Customer/Supplier Details
Let's say you want a list of the items returned by a customer, based on certain
analysis categories. Or, you want a list of the items returned to a supplier on a
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particular date. You can select the appropriate criterion, and filter the
customer/supplier details in the Customer Folder/Supplier Folder.
Here's a list of the details that you can filter, and the corresponding filtering criteria:
Details you can filter Filtering criteria
List of customers/suppliers Accounts by type
in the Name pane Individual accounts Custom Fields
List of items in the Individual items
Item Summary Item- Custom Fields
List of documents Document Type
of type - Document - Series and Number
Sales/Purchases, and Document -User Defined Fields
Sales Returns/ Date
Purchase Returns Item/Narration
Analysis Category
Charge
Amount
List of documents Document Type
of type- Document- Series and Number
Receipts/Payments Document-User Defined Fields
Date
Analysis Category
Amount

Ø To alter the list of customers/suppliers


1. In the Name pane, from the right mouse menu, select Change Selection. The
Customer List/Supplier List dialog box appears.
2. Do the following:
Select To
Accounts by type Select an account type - Customer/ Supplier, Customer-
Supplier, or Credit Card (Sales)/Credit Card (Purchase).
Individual account Select the particular account.
Custom Fields Generate a report for accounts, based based on the custom
fields you've defined.

Ø To filter the list of items in the Item Summary


1. From the Name pane, select the customer/supplier for whom you want to view the
Item Summary.
2. In the Item Summary pane, from the right mouse menu, select Change Selection.
The Customer Items Summary/Supplier Items Summary dialog box appears.
3. Select the items you want, and do the following:
Select To
Custom Fields Generate a report for items based on the custom fields
you've defined.
Ø To filter the list of documents in the Sales/Purchases and Sales Returns/Purchase
Returns tabs
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1. From the Name pane, select the customer/supplier for whom _%-OL want to view
the documents.
2. In the Sales/Purchases pane, from the right mouse menu, select Change Selection.
The Customer Transaction Analysis/Supplier Transaction Analysis dialog box
appears.
3. Select the documents you want, and do the following:
Select To
Document Generate a report for documents
-User Defined Fields based on user defined field,
Document - Series and Generate a report for documents,
Number based on a document series and a
document number range in that
series.
Date Generate a report for
documents, based on a date range.
Item/Narration Generate a report for documents,
based on items/narrations.
Analysis Category Generate a report for documents,
based on the analysis categories
you've defined.
Charge Generate a report for documents
based on the charge categories
you've defined.
Select To

Amount Generate a report for documents, based on the transaction


amount.
Ø To filter the list of documents in the Receipts/Payments tab
1. From the Name pane, select the customer/supplier for whom you want to view the
documents.
2. In the Receipts/Payments pane, from the right mouse menu, select Change
Selection. The Customer Transaction Analysis/Supplier Transaction Analysis
dialog box appears.
3. Select the documents you want, and do the following:
Select To
Document Generate a report for documents
-User Defined Fields based on user defined field,
Document - Series and Generate a report for documents,
Number based on a document series and a
document number range in that
series.
Date Generate a report for
documents, based on a date range.
Analysis Category Generate a report for documents,
based on the analysis categories
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you've defined.
Select To
Amount Generate a report for documents, based on the transaction
amount.

Matching Documents
You can match any open sales/purchase entry against the corresponding
receipts/payments entry. You can also view the past adjustments.
Ø To match documents
1. From the Name pane, select the customer/supplier for whom you want to match
documents.
2. Choose the Open Dr/Cr tab. The Open Debits and Open Credits panes appear.
3. In the Open Debit/Open Credits pane, from the right mouse men-select Match
Documents. The Adjust Open Debits-Credits dialog box appears.
4. Enter the adjustment amount against the outstandings displayed and press ENTER.
5. Do one of the following:
· To save the adjustments, click Finish.
· To exit from the Open Debits-Credits dialog box without adjusting the amount and
return to the Customer Folder/ Supplier Folder window, click Cancel.

Viewing Adjustment Details


You can view the adjustment details for any document selected from the following
tabs:
· Sales/Purchases
· Receipts/Payments
· Sales Returns/Purchase Returns
Ø To view adjustment details
1. From the Name pane, select the customer/supplier for whom you want to view
adjustment details.
2. Choose one of the tabs -Sales/Purchases, Receipts/Payments or Sales
Returns/Purchase Returns.
3. Select the document for which you want to view adjustment details.
4. From the right mouse menu, select Adjustment Details. The Adjustments Report
appears.
To exit from the Adjustments Report and return to the Customer
Folder/Supplier Folder window, from the right mouse menu, select Close.

Viewing the Dues Receivable/Dues Payable Report


From the Customer Folder/Supplier Folder, you can view the Dues
Receivable/Dues Payable Report for a specific customer/supplier.
Ø To view the Dues Receivable/Dues Payable Report
· From the Name pane, select the customer/supplier for whom you want to view the
Dues Receivable/Dues Payable Report, and from the right mouse menu, select
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Dues Receivable/Dues Payable. The Dues Receivable/Dues Payable Report for the
selected customer/ supplier appears.
To exit from the Dues Receivable/Dues Payable Report and return to the
Customer Folder/Supplier Folder window, from the right mouse menu, select Close.

Viewing the Ageing Receivables/Ageing Payables Report


From the Customer Folder/Supplier Folder, you can view the Ageing
Receivables/Ageing Payables Report for a specific customer/supplier.

Ø To view the Ageing Receivables/Ageing Payables Report


· From the Name pane, select the customer/supplier for whom you want to view the
Ageing Receivables/Ageing Payables Report and from the right mouse menu,
select Ageing Receivables/Ageing Payables. The Ageing Receivables/Ageing
Payables Report for the selected customer/supplier appears.

To exit from the Ageing Receivables/Ageing Payables Report and return to the
Customer Folder/Supplier Folder window, from the right mouse menu, select Close.

Viewing the Outstandings Statement


From the Customer Folder/Supplier Folder, you can view the Outstandings
Statement for a specific customer/supplier.
Ø To view the Outstandings Statement
· From the Name pane, select the customer/supplier for whom you want to view the
Outstandings Statement, and from the right mouse menu, select Outstandings
Statement. The Customer Outstandings/Supplier Outstandings statement for the
selected customer/supplier appears.

To exit from the Outstandings Statement and return to the Customer


Folder/Supplier Folder window, from the right mouse menu, select Close.

Viewing the Customer Statement


From the Customer Folder, you can view the Customer Statement for a specific
customer.
Ø To view the Customer Statement
· From the Name pane, select the customer for whom you want to view the
Customer Statement, and from the right mouse menu, select Customer Statement.
The Customer Statement for the selected customer appears.

7.3 VIEWING THE LEDGER


From the Customer Folder/Supplier Folder, you can view the Ledger of a
specific customer/supplier.
Ø To view the Ledger
1. From the Name pane, select the customer/supplier whose Ledger you want to
view.
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2. From the right mouse menu, select Ledger. The Ledger of the selected
customer/supplier appears.
To exit from the Ledger and return to the Customer/Supplier Folder window,
from the right mouse menu, select Close.
Viewing the Dues Transaction Analysis Report
From the Customer Folder/Supplier Folder, you can view the Customer Dues
Transaction Analysis Report/Supplier Dues Transaction Analysis Report for a specific
customer/supplier.
Ø To view the Dues Transaction Analysis Report
1. From the Name pane, select the customer/supplier for whom you want to view the
Dues Transaction Analysis report.
2. Choose the Fact Sheet tab, and in the Dues column of the Ageing Summary pane,
select the amount for which you want to view the transaction analysis.
3. From the right mouse menu select Dues Transaction Analysis. Dues Transaction
Analysis Report for the selected customer/ supplier appears.

To exit from the Dues Transaction Analysis Report and return to the
Customer/Supplier Folder window, from the right mouse menu select Close.

Viewing the Ageing Transaction Analysis Report


From the Customer Folder/Supplier Folder, you can view the Ageing
Transaction Analysis Report for a specific customer/supplier.
Ø To view the Ageing Transaction Analysis Report
1. From the Name pane, select the customer/supplier for whom you want to view the
Ageing Transaction Analysis Report.
2. Choose the Fact Sheet tab, and in the Ageing column of the Ageing Summary pane
select the amount for which you want to view the transaction analysis.
3. From the right mouse menu, select Ageing Transaction Analysis. The Ageing
Transaction Analysis report for the selected customer, supplier appears.

To exit from the Ageing Transaction Analysis Report and return to the
Customer/Supplier Folder window, from the right mouse menu, select Close.

7.4 VIEWING THE TRANSACTION ANALYSIS REPORT


From the Customer Folder/Supplier Folder, you can view the Transaction
Analysis Report for a specific customer/supplier. You can view the Transaction
Analysis Report for Net Sales/Net Purchases and Receipts/Payments.
Ø To view the Transaction Analysis Report
1. From the Name pane, select the customer/supplier for whom you want to view the
Transaction Analysis Report.
2. Choose the Fact Sheet tab, and in the Net Sales/Net Purchases or
Receipts/Payments column of the Financial Information pane, select the amount
for which you want to view the transaction analysis.
3. From the right mouse menu, select Transaction Analysis. The Transaction
Analysis report for the selected customer/supplier appears.
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To exit from the Transaction Analysis Report and return to the


Customer/Supplier Folder window, from the right mouse menu, select Close.

Viewing the Monthly Ledger


From the Customer Folder/Supplier Folder, you can view the Monthly Ledger
for a specific customer/supplier.
Ø To view the Monthly Ledger
1. From the Name pane, select the customer/supplier for whom you want to view the
monthly Ledger.
2. Choose the Monthly Summary tab, and select the month for which you want to
view the Ledger.
3. From the right mouse menu, select Ledger. The Monthly Ledger for the selected
customer/supplier appears.
To exit from the monthly Ledger and return to the Customer/ Supplier Folder
window, from the right mouse menu, select Close.

Drilling Down to the Source Document


E.X.NGN enables you to drill down to specific documents from the
Customer/Supplier Folder window. You can also modify the details entered in the
document.
You can drill down to the source document from the following reports or tabs:
· Dues Receivable/Dues Payable Report
· Ageing Receivables/Ageing Payables Report
· Outstandings Statement
· Ledger
· Dues Transaction Analysis Report
· Ageing Transaction Analysis Report
· Transaction Analysis Report
· Monthly Ledger
· Adjustments Report
· Sales/Purchase, Sales Returns/Purchase Returns, Receipts/Payments, and Open
Dr/Cr tabs

Ø To drill down to the source document from reports


1. In the report, place the cursor on the document number of the document you want
to drill down to. The zoom lens appears.
2. Click the document number. A rectangular box encloses the document number
box.
3. Double-click the document number. The source docume n t a p p e a r s
To exit from the source document and return to the report, click Cancel.

Ø To drill down to the source document from the tabs


1. Choose a tab - Sales/Purchases, Sales Returns/Purchase Returns
Receipts/Payments, or Open Dr/Cr.
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2. In the Sales/Purchases, Sales Returns/Purchase Returns, Receipts Payments, Open


Debits, or Open Credits pane, select the document you want to view.
3. Double-click the selected document. The source document appears.

To exit from the source document and return to the Customer Folder/Supplier
Folder window, click Cancel.

7.5 PREVIEWING AND PRINTING CUSTOMER/SUPPLIER DETAILS


You can print all customer/supplier details displayed. Before printing a report,
you can view it to see how it will look when printed.
From the Customer Folder/Supplier Folder window, you can preview and print
the following:
· List of Customers/Suppliers
· Item Summary
· Financial Summary
· Transaction Analysis - Sales/Purchase
· Transaction Analysis - Receipts/Payments
· Transaction Analysis - Sales Return /Purchase Return
· Monthly Summary
· Dues Receivable
· Ageing Receivable
· Outstandings Statement
· Customer Statement
· Ledger

Ø To preview or print customer/supplier details


· To preview the report, from the Company menu, select Print Preview.
· To print the report, from the Company menu, select Print.

Check Your Progress 1


Bring down the customer/supplier folders that can be printed.
Notes: a) Write your answer in the space given below
b) Check your answer with the one given at the end of this Lesson (pp.142)
…………………………………………………………………………………………

…………………………………………………………………………………………

…………………………………………………………………………………………

…………………………………………………………………………………………
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7.6 LET US SUM UP


1. The Customer Folder displays all customer details. The Supplier Folder displays
all suppliers’ details.
2. You can match any open sales/purchase entry against the corresponding
receipts/payments entry. From the Customer Folder/Supplier Folder, you can view
the Dues Receivable/Dues Payable Report, Ageing Receivables/Ageing Payables
Report, Outstanding Statement, Customer Dues Transaction Analysis
Report/Supplier Dues

Check your progress: Model Answers


1. You can preview and print the following customer/supplier folders
i. List of Customers/Suppliers
ii. Item Summary
iii. Financial Summary
iv. Transaction Analysis - Sales/Purchase
v. Transaction Analysis - Receipts/Payments
vi. Transaction Analysis - Sales Return /Purchase Return
vii. Monthly Summary
viii. Dues Receivable
ix. Ageing Receivable
x. Outstandings Statement
xi. Customer Statement
xii. Ledger

SUGGESTED READINGS/REFERENCES:
1. EX-NEXT GENERATION- Users Guide, Tata Consultancy services,Mumbai
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LESSON 8 –USING SMART FINDER


Contents:
8.0 Aims & Objectives
8.1 Introduction
8.2 Filtering Customer Details
8.3 Filtering Supplier Details
8.4 Filtering Item Details
8.5 Filtering Document Details
8.6 Let Us Sum Up

8.0 AIMS & OBJECTIVES


After reading this lesson you will be able to understand:
1. Smart finder and its uses.
2. Filtering various details using smart finder.

8.1 INTRODUCTION
Who are the customers who have purchased a specific item for more
Rs.10,000? Which are the items that have sold more than 50,000 units in the last
quarter? Who are the suppliers from whom you've purchased a specific item in the last
one month?
When you have these kind of questions, Smart Finder helps you have the
answers at your fingertips. With Smart Finder, you can make smart queries to obtain
exactly the information you want on customers, suppliers, items, and documents.
Smart Finder helps you to filter the information available on customers, suppliers,
items, and documents, based on the selection criteria you define.
Check Your Progress 1
Bring out the use of smart finder
Notes: a) Write your answer in the space given below
b) Check your answer with the one given at the end of this Lesson (pp.149)
…………………………………………………………………………………………

…………………………………………………………………………………………

…………………………………………………………………………………………

…………………………………………………………………………………………

8.2 FILTERING CUSTOMER DETAILS


Let's say you want the list of customers to whom you've sold more than 50,000
units of an item between October 15 and December 15. You can specify the relevant
selection criteria and generate the report.
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In EX NGN, you can filter details of customers, based on the following criteria:
· Document types - Sales and Sales Returns
· Amount
· Date range
· Items
· Item quantity
· Custom fields
Ø To filter Customer details
1. From the Folders menu, point to Smart Finder and select Customers. The Smart
Finder - Customer dialog box appears.
2. Enter the details in the fields.
Sales tab
Sales Select this option to generate a report on the items sold to
customers.
Sales Returns Select this option to generate a report on the items returned by
customers.
Amount From the list box, select an option, and type the value in the field
alongside: Equal To: A specific amount, based on which you
want to generate the report. Between: The amount range, based
on which you want to generate the report. Greater Than: The
amount greater than a value, based on which you want to
generate the report. Less Than: The amount less than a value,
based on which you want to generate the report.
None: All the amounts for which you want to generate the report.
Date From the list box, select an option, and enter the value in the field
alongside:
Equal To: A specific date, based on which you want to generate
the report.
Between: The date range, based on which you want to generate
the report.
Greater than: The date after which you want to generate the
report.
Less than: The date before which you want to generate the report.
None: All the dates for which you want to generate the report.
Item tab
Items Click to select the items from the item list. You can select an
item, a set of items, or all the items.
Quantity From the list box, select an option, and enter the value in the field
alongside:
Equal To: A specific quantity, based on which you want to
generate the report.
Between: The quantity range, based on which you want to
generate the report.
Greater than: The quantity above which you want to generate the
report.
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Less than: The quantity below which you want to generate the
report.
None: All the items for which you want to generate the report.
Custom Field tab Select the custom fields and the corresponding values.
3. Click Find. The Smart Finder report for customers, for the criteria specified,
appears.

8.3 FILTERING SUPPLIER DETAILS


Let's say you want the list of suppliers from whom you've bought more than
25,000 units of an item, between October 15 and December 15. You can specify the
relevant selection criteria and generate the report.
In EX NGN, you can filter details of suppliers, based on the following criteria:
· Document types - Purchases and Purchase Returns
· Amount
· Date
· Items
· Item quantity
· Custom fields
Ø To filter Supplier details
1. From the Folders menu, point to Smart Finder and select Suppliers. The Smart
Finder-Supplier dialog box appears.
2. Enter the details in the fields.
Purchases tab
Purchases Select this option to generate a report on the items purchased
from suppliers.
Purchase Returns Select this option to generate a report on the items returned to
suppliers.
Amount From the list box, select an option, and type the value in the field
alongside:
Equal To: A specific amount, based on which you want to
generate the report.
Between: The amount range, based on which you want to
generate the report.
Greater Than: The amount greater than a value, based on which
you want to generate the report.
Less Than: The amount less than a value, based on which you
want to generate the report.
None: All the amounts for which you want to generate the report.
Date From the list box, select an option, and enter the value in the field
alongside:
Equal To: A specific date, based on which you want to generate
the report.
Between: The date range, based on which you want to generate
the report.
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Greater than: The date after which you want to generate the
report.
Less than: The date before which you want to generate the report.
None: All the dates for which you want to generate the report.
Item tab
Items Click to select the items from the item list. You can select an
item, a set of items, or all the items.
Quantity From the list box, select an option, and enter the value in the field
alongside:
Equal To: A specific quantity, based on which you want to
generate the report.
Between: The quantity range, based on which you want to
generate the report.
Greater than: The quantity above which you want to generate the
report.
Less than: The quantity below which you want to generate the
report.
None: All the items for which you want to generate the report.
Custom Field tab Select the custom fields and the corresponding values.
3. Click find. The Smart Finder report for suppliers, for the criteria specified,
appears.

8.4 FILTERING ITEM DETAILS


Let's say you want the list of fragile items (let's say you've defined `fragile' as a
custom field) that have sold more than 50,000 units between October 15 and
December 15. You can specify the relevant selection criteria and generate the report.
In EX NGN, you can filter item details, based on the following criteria:
· Document types - Sales, Purchases, Sales Returns, and Purchase
· Returns
· Customers or Suppliers
· Date range
· Item quantity
· Item value
· Custom fields
Ø To filter Item details
1. From the Reports menu, point to Smart Finder and select Items. The Smart Finder-
Items dialog box appears.
2. Enter the details in the fields.
Item tab
Document Type Select a document type - Sales, Purchases, Sales Returns, or
Purchases Returns.
Quantity/ You can filter on either quantity or value.
Value From the list box, select an option, and type the value in the field
alongside:
Equal To: A specific amount, based on which you want to
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generate the report.


Between: The amount range, based on which you want to
generate the report.
Greater Than: The amount greater than a value, based on which
you want to generate the report.
Less Than: The amount less than a value, based on which you
want to generate the report.
None: All the amounts for which you want to generate the report.
Note If you select Sales as the document type, Quantity
represents `Total Sales Quantity' and Value represents 'Total
Sales Value'. If you select Purchases as the document type,
Quantity represents `Total Purchases Quantity' and Value
represents `Total Purchases Value'.
Customer/Supplier tab
Customer/ From the customer/supplier list, select the
Supplier customers to whom you've sold the items or the suppliers from
whom you've bought the items.
Date From the list box, select an option, and
Range enter the value in the field alongside:
Equal To: A specific date, based on which you want to generate
the report.
Between: The date range, based on which you want to generate
the report.
Greater than: The date after which you want to generate the
report.
Less than: The date before which you want to generate the report.
None: All the dates for which you want to generate the report.
Custom Field Select the custom fields and the
tab corresponding values.
3. Click Find. The Smart Finder report for items, for the criteria specified, appears.

8.5 FILTERING DOCUMENT DETAILS


Let's say you want the list of documents of a particular document type, with
amount greater than Rs.50,000, and transacted in the last three weeks. You can specify
the relevant selection criteria and generate the report.

In EX NGN, you can filter document details, based on the following criteria:
· Documents
· Amount
· Date
· Account
· Items
· Charges
· User defined fields
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Ø To filter Document details


1. From the Reports menu, point to Smart Finder and select Documents. The Smart
Finder-Document dialog box appears.
2. Enter the details in the fields.
Document tab
Document Type Select the document type you want. You can select only one
document type at a time.
Series Select a document series of the document type selected.
Number
From Type the document number from which you want to generate the
report.
To Type the document number up to which you want to generate the
report.
Amount tab
Amount From the list box, select an option, and type the value in the field
alongside:
Equal To: A specific amount, based on which you want to
generate the report.
Between: The amount range, based on which you want to
generate the report.
Greater Than: The amount greater than a value, based on which
you want to generate the report.
Less Than: The amount less than a value, based on which you
want to generate the report.
None: All the amounts for which you want to generate the report.
Date tab
Date Select an option for which you want the report, and select a value
(from 1 to 10). The options are:
· In the previous weeks
· In the previous months
· In the previous quarters
· Custom Date
If you select Custom Date, the date fields are made available.
From the list box, select an option, and type the value in the field
alongside.
Equal To: A specific date, based on which you want to generate
the report. Between: The date range, based on which you want to
generate the report. Greater than: The date after which you want
to generate the report.
Less than: The date before which you want to generate the report.
None: All the dates for which you want to generate the report.
Account tab
Type All the accounts types are, by default, shown selected. Select one
or more account types.
Accounts Displays the accounts, based on the account type selected. All the
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accounts are, by default, shown selected. Select one or more


accounts.
Item tab
Items Click to select the items from the item list. You can select an
item, a set of items, or all the items. You can also select the
custom fields that you've defined.
Quantity From the list box, select an option, and enter the value in the field
alongside:
Equal To: A specific quantity, based on which you want to
generate the report.,
Between: The quantity range, based on; which you want to
generate the report.
Greater than: The quantity above which you want to generate the
report.
Less than: The quantity below which you want to generate the
report.
None: All the items for which you want to generate the report.
Charge tab
Type Select a charge type. If you select `All,' all the charge types are
selected.
Categories Displays the charge categories for the charge type selected. Select
the charge categories.
User Defined Displays the user defined fields that you
Fields tab had set up while designing documents. Select the user defined
fields and the corresponding values.
3. Click Find. The Smart Finder report for documents, for the criteria specified,
appears.
Only the System Administrator is authorised to design the document layouts.
8.6 LET US SUM UP
1. Smart Finder helps to filter the information available on customers, suppliers,
items, and documents, based on the selection criteria..
2. Purchases and Purchase Returns, sales and sales return, Amount, Date, Items, Item
quantity and Custom field information can be obtained.
Check your progress: Model Answers
1. Smart Finder, is used to make smart queries to obtain exactly the information you
want on customers, suppliers, items, and documents. Smart Finder helps you to filter
the information available on customers, suppliers, items, and documents, based on the
selection criteria you define.
8.7 LESSON END ACTIVITY
Prepare the details of 10 customers of a bank and try to filter the details based on
the criteria listed above.
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UNIT-5
LESSON 9-USER MANAGER
Contents:
9.0 Aims & Objectives
9.1 Introduction
9.2 Setting up a User
9.3 Modifying Details of A User
9.4 Deleting a User
9.5 Let Us Sum Up

9.0 AIMS & OBJECTIVES


After reading this lesson you will be able to understand:
1.Who is a User.
2.How to set up a user.
3.Modifying the user and deleting it.

9.1 INTRODUCTION
A ‘User' represents a person who has access to your company, and is authorized to
perform a set of tasks. When you install EX NGN, a user named 'admin' is created by
default. This 'admin' user is the System Administrator (SA) who can perform all the
tasks for your company.
It may be difficult for one person to manage all the tasks, especially tasks such
as entering details in different documents that must be performed on a day-to-day
basis. The SA can define users for your company, and assign tasks to them. By
assigning a password and a set of tasks to each user, you can ensure that only
authorized users gain access to the company, and perform only those tasks for which
they are given permission. In EX NGN, your financial information is confidential and
secure.
9.2 SETTING UP A USER
You can define users for your company. Or, if you've set up more than one
company, you can define users for some or all the companies at the same time.
Ø To set up Users for a single company
i. Log on to EX NGN as the user named 'admin,' and with password `admin,' and in
the Company list box, select the name of the company for which you want to set
up users.
ii. From the Company menu, select User Manager. The User Manager window
appears.
iii. Click New. The New User dialog box appears.
iv. Enter the details in the fields.
Details tab
User Name Type the name of the user. Do not type the name of an existing
user.
The user must type this name to log on to E.X. NGN.
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Full Name Type the full name of the user.


Password Type a password for the user. The user must type this password
to log on to EX NGN.
Confirm Password Re-type the password exactly as you've typed in the `Password'
field.
Task List tab
This tab lists all the tasks that you can assign to a user. Depending on the activities
you want a user to perform, you can assign tasks to that user.
To Do
Assign all the listed tasks C1ick Select All
Clear the selection for Click Deselect All
assigning a new set of tasks
Assign a set of tasks From the task list, select the tasks
individually
v. After entering the details, do one of the following:
§ To save the details of the user and return to the User Manager window, click
OK.
§ To save the details of the user and set up another user, click Another.
Ø To set up Users for multiple companies
1. Log on to EX NGN as the user named 'admin,' and with password `admin,' and in
the Company list box.
2. From the Company menu, select User Manager. The User Manager window
appears.
3. Click New. The New User dialog box appears.
4. Enter the details in the fields.
Details tab
User Name Type the name of the user. Do not type the name of an existing
user.
The user must type this name to log on to E.X. NGN.
Full Name Type the full name of the user.
Password Type a password for the user. The user must type this password
to log on to EX NGN.
Confirm Password Re-type the password exactly as you've typed in the `Password'
field.

Company List tab

Companies Select the company for which you want to assign tasks to
the user.

Task List Select the tasks you want to assign to the default, assigned to the
user. For more information, see "Task List userr tab,”.
5. After entering the details, do one of the following:
§ To save the details of the user and return to the User Manager window, click OK.
§ To save the details of the user and set up another user, click Tax Reports Another.
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Check Your Progress 1


Who is a User? How you can set up the details of user for a single company?
Notes: a) Write your answer in the space given below
b) Check your answer with the one given at the end of this Lesson (pp.153)
…………………………………………………………………………………………

…………………………………………………………………………………………

…………………………………………………………………………………………

…………………………………………………………………………………………

9.3 MODIFYING DETAILS OF A USER


After you've set up a user, you may want to assign new tasks, or change the password.
You can, at any time, modify the details of users, except the User Name.
Ø To modify details of Users for a single company
1. Log on to EX NGN as user named 'admin,' and password `admin,' and in the
Company list box, select the name of the company for which you want to modify
the details of users.
2. From the Company menu, select User Manager. The User Manager window
appears.
3. Select the user whose details you want to modify, and click Edit. The Edit User
dialog box for that appears.
4. Modify the details, and click OK. For information on the fields, see the procedure
"To set up users for a single company,".
Ø To modify details of Users for multiple companies
1. Log on to EX NGN as user named `admin' and with password 'admin,' and don't
select a company in the Company list box.
2. From the Company menu, select User Manager. The User Manager window
appears.
3. Select the user whose details you want to modify, and click Edit. The Edit User
dialog box for that user appears.
4. Modify the details, and click OK. For information on the fields, see the procedure
"To set up users for multiple companies,".

9.4 DELETING A USER


If a user is transferred to another department, or leaves your company, you may
assign the tasks that the user performed to another person - You can delete the users
you no longer need.
Ø To delete a User
§ In the User Manager window, select the user you want to delete and click Delete.
EX NGN prompts you to confirm the deletion.
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9.5 LET US SUM UP


1. In EX NGN, by setting up a user your financial information is confidential and
secure.
2. A user can be set up for a single or multiple companies.
3. A user can be modified and deleted whenever needed.

9.6 LESSON END ACTIVITY


Set up a password of your own and see how it works.

Check your progress: Model Answers

1. A ‘User' represents a person who has access to your company, and is authorized to
perform a set of tasks. When you install EX NGN, a user named 'admin' is created by
default. This 'admin' user is the System Administrator (SA) who can perform all the
tasks for your company.
To set up Users for a single company
a. Log on to EX NGN as the user named 'admin,' and with password `admin,' and in
the Company list box, select the name of the company for which you want to set
up users.
b. From the Company menu, select User Manager. The User Manager window
appears.
c. Click New. The New User dialog box appears.
d. Enter the details in the fields.

SUGGESTED READINGS/REFERENCES:
1. EX-NEXT GENERATION- Users Guide, Tata Consultancy services,Mumbai
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LESSON 10 – ANALYSIS PARAMETERS


Contents:
10.0 Aims & Objectives
10.1 Introduction
10.2 Setting up an Analysis Category
10.3 Defining Values for Analysis Categories
10.4 Modifying Details of an Analysis Category
10.5 Deleting an Analysis Category
10.6 Let Us Sum Up

10.0 AIMS & OBJECTIVES


After reading this lesson you will be able to understand:
1.Analysis Parameters.
2.How to define an analysis parameter, modify and delete it

10.1 INTRODUCTION
Analysis categories or parameters are criteria that you specify to obtain
analytical information on your business operations.
Let's say you want to examine how much you've spent on your Cost Centres
under specific heads such as Entertainment, Fax/Phone, and Travel for a specific
period. You can analyse your expenditure by defining categories and values.
You can define `Cost Centre' and `Expenses' as analysis categories and assign
values for:
§ Cost Centre as Administration, Finance, Marketing, and Operations
§ Expenses as Entertainment, Fax/Phone, and Travel
You can set up as many analysis categories as you want. For each category,
you can have up to five sub-levels, including the main category.
The values at each level are the values for the corresponding category. You can
have up to five levels of values. However, you can have any number of values at each
level.
You can generate analysis reports, based on the categories you define. You can
generate the following analysis reports:
§ Income/Expense Analysis
§ Sales/Purchases Analysis
§ Cost-centre wise Analysis
§ Account wise Analysis
§ Item wise Analysis

10.2 SETTING UP AN ANALYSIS CATEGORY


You can set up any number of analysis categories. For each category, you can
have up to five sub-levels, including the main level.
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To set up an analysis category, you need to first define a category, and then
assign values to it.

Defining Analysis Categories


You can define analysis categories at the main level and at the sublevels.
You can define up to five levels of analysis categories, including the main
level. At the main level, you can have any number of analysis categories. However, at
each sub-level, you can have only one analysis category. The analysis category at the
last level can be tagged to an account or a document.

For example, if you've defined the main level as `Sales Region,' and the sub-
levels as `Marketing Manager' and `Sales Person,' you can tag `Sales Person' to an
account or a document.

Note You can't define an analysis category under a sub-level, if the analysis
category at that sub-level has already been tagged to an account or a document. For
example, you can't define a sub-level under `Sales Person,' if a particular sales person
is tagged to an account or a document.

Ø To define an Analysis Category at the main level


1. From the Setup menu, select Analysis Categories. The Setup Analysis Categories
window appears.
2. Click New Category. A rectangular frame with an insertion pointer appears.
3. In the rectangular frame, type the name of the analysis category.
Ø To define an Analysis Category at a sub-level
1. From the Setup menu, select Analysis Categories. The Setup Analysis Categories
window appears.
2. Select the analysis category under which you want to define the sub-level.
3. Click Child Category. A rectangular frame with an insertion pointer appears.
4. In the rectangular frame, type the name of the analysis category.

10.3 DEFINING VALUES FOR ANALYSIS CATEGORIES


You can define values at the main level and at the sub-levels.
The values at each level are the values for the corresponding analysis category.
You can define only up to five levels of values. However, you can have any number
of values at each level.
Ø To define a Value at the main level
1. From the Setup menu, select Analysis Categories. The Setup Analysis Categories
window appears.
2. Select the analysis category for which you want to specify a value.
3. Click New Value. A rectangular frame with an insertion pointer appears.
4. In the rectangular frame, type the value.

Ø To define a Value at the sub-level


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1. From the Setup menu, select Analysis Categories. The Analysis Categories
window appears.
2. Select the analysis category for which you want to specify a value.
3. Click Child Value. A rectangular frame with an insertion pointer appears.
4. In the rectangular frame, type the value.

10.4 MODIFYING DETAILS OF AN ANALYSIS CATEGORY


You can modify the analysis categories and values that you've defined. But, if
you've tagged the analysis category to an account or a document, you can't modify the
analysis category or a value.
When you modify an analysis category or a value, the modification is
automatically reflected wherever it is tagged.
Ø To modify an Analysis Category or a Value
1. From the Setup menu, select Analysis Categories. The Setup Analysis Categories
window appears.
2. Select the analysis category or value that you want to modify, and click Edit. A
rectangular frame, with an insertion pointer, encloses the selection.
3. In the rectangular frame, type the new name of the analysis category or value.

Check Your Progress 1


1. When you cannot modify an analysis category?
Notes: a) Write your answer in the space given below
b) Check your answer with the one given at the end of this Lesson (pp.157)
…………………………………………………………………………………………

…………………………………………………………………………………………

…………………………………………………………………………………………

…………………………………………………………………………………………

10.5 DELETING AN ANALYSIS CATEGORY


You can delete the analysis categories and values that you no longer need. But,
if you've tagged the analysis category to an account or a document, you can't delete an
analysis category or a value.
Note When you delete an analysis category or a value, all the sub-levels under the
category or value are deleted.
Ø To delete an Analysis Category or a Value
1. From the Setup menu, select Analysis Categories. The Setup Analysis Categories
window appears.
2. Select the analysis category or value that you want to delete, and click Delete
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10.6 LET US SUM UP


1. An analysis category is a criterion that you specify to obtain analytical information
on your business operations.
2. We can define up to five levels of analysis categories, including the main level. At
the main level, we can have any number of analysis categories. However, at each sub-
level, we can have only one analysis category. The analysis category at the last level
can be tagged to an account or a document.

10.7 LESSON END ACTIVITY


Analyse the income and expenditure of a business concern

Check your progress: Model Answers


1. If you've tagged the analysis category to an account or a document, you can't
modify the analysis category or a value.

SUGGESTED READINGS/REFERENCES:
1. EX-NEXT GENERATION- Users Guide, Tata Consultancy services,Mumbai
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LESSON 11- DOCUMENT DESIGNER


Contents:
11.0 Aims & Objectives
11.1 Introduction
11.2 Starting Document Designer
11.3 Designing a Document
11.4 Saving A Document Layout
11.5 Setting Properties for Fields
11.6 Print Alignment
11.7 Let Us Sum Up

11.0 AIMS & OBJECTIVES


After reading this lesson you will be able to understand:
1.Meaning of document and how to design it.

11.1 INTRODUCTION
In EX NGN, documents refer to paper forms such as vouchers, invoices,
receipts, and bills. Each document that you use has a default layout - that is, its own
arrangement of fields and columns for entering information. If the layout of a
particular document type doesn't meet your needs, you can create your own custom
layout.
Here are a few examples of what you can do with a custom layout:
§ Place your company logo at the top of the document and put your company name
and address in a special font immediately below the logo.
§ Enlarge a field so that it can hold more information. For example, if you're using a
field to enter addresses, you can increase the length of the field so that it can hold a
longer address.
§ Place new fields in your documents.

11.2 STARTING DOCUMENT DESIGNER


Before designing documents for a company, you need to close the company
you're using in EX NGN. For example, if you're using a company named `RK
Enterprises,' you must first close that company, and then start Document Designer.
Ø To start Document Designer
1. Click the Start button, point to Programs, and then to EX Next Generation, and
click Document Designer. The Logon dialog box appears.
Note EX NGN provides `admin' as the default User Name and Password for the SA.
You can, however, change the default password.
Selecting the Document Type
EX NGN provides 12 document types. If you want to design a special
document type that EX NGN does not provide, you can do so under `Others'.
Here are the document types that EX NGN provides.
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Receipts An acknowledgement of money received (in cash or by cheque),


usually from a customer.
Payments Money you have paid (in cash or by cheque), usually to a
supplier.
Sales Goods sold to a customer.
Purchase Goods bought from a supplier.
Sales Goods that a customer returns to you. You
Returns can record the reasons as a narration.
Purchase Goods that you return to your supplier.
Returns You can record the reasons as a narration.
Cash/Bank All transactions that you have had with
Transactions your banks, and all cash and cheque transactions.
Deposits Deposits (in cash or by cheque) in your bank accounts.
Withdrawals Withdrawals (in cash or by cheque) from your bank accounts.
Transfers Money transferred from one bank account to another.
Journal Vouchers Documents that record journal entries.
Others A special document in which you may want to record
transactions.
Each document type can have several documents designed under it, for
indicating .the kind of transaction to be recorded. For example, under `Sales,' you can
design documents such as `Sales on cash' and `Sales on credit'. Each document is
unique, as the information you enter in the document is different.

Ø To select the Document Type


1. From the Company menu, select New Document. The New Document dialog box
appears.
2. Choose the tab of the document type for which you want to design a document
layout. The default layout for the document type is shown selected.
You can, however, modify the default layout.
3. Click OK. The document layout window for the selected document type appears.

11.3 DESIGNING A DOCUMENT


The Document Designer window is where you design your document. The
main tasks for designing a document are:
§ Defining Document Properties
§ Setting Up Fields
§ Selecting Fields
§ Moving Fields
§ Resizing Fields
§ Aligning Fields
§ Deleting Fields
§ Setting the Tab Order
§ Zooming In and Zooming Out of the Document Layout, page
§ Saving Document Layout
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Check Your Progress 1


What are the main tasks for designing a document?
Notes: a) Write your answer in the space given below
b) Check your answer with the one given at the end of this Lesson (pp.182 &
183)
…………………………………………………………………………………………

…………………………………………………………………………………………

…………………………………………………………………………………………

…………………………………………………………………………………………

Defining Document Properties


While designing a document layout you can define properties such as the
document margins and orientation, and the header and line accounts you want to tag to
the document.
Selecting a Header Account
Based on the document type, you can select the following account types as
header accounts:
§ Customer
§ Customer/Supplier
§ Credit Card (Sales)
§ Credit Card (Purchases)
§ Cash
§ Bank
The header accounts you select are displayed when you enter details in a
document.
Ø To select a Header Account
1. From the Layout menu, select Properties. The Edit Properties dialog box appears.
2. Choose the Header Accounts tab.
3. Select the header accounts.
4. Click OK.
Note Selecting a header account is mandatory.
Selecting a Line Account
Based on the document type, you can specify the following account types as
line accounts:
§ Asset
§ Liability
§ Income
§ Expense
§ Customer
§ Supplier
§ Customer-Supplier
§ Credit Card (Sales)
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§ Credit Card (Purchases)


§ Cash
§ Bank
The line accounts you select are displayed when you enter details in a
document.
Ø To select a Line Account,
1. From the Layout menu, select Properties. The Edit Properties dialog box appears.
2. Choose the Line Accounts tab.
3. Select the line accounts.
4. Click OK.

Note Selecting a line account is mandatory.

Setting Up Page Size, Orientation, and Margins


EX NGN provides default settings for the page size,, orientation, and margins
of the document. If you want to make changes to the settings, you can do so at any
time.
However, if you know the settings you want, we recommend that you define
the options before you start designing the document. The positioning of fields, and the
size of the item table depend on the page size and margins of the document.
Page Size
You can select one of the standard paper sizes listed, or customise the paper
size to suit your requirement. If you are customising, make sure that your printer can
feed the customised paper size through its mechanism.
Orientation
Pages can be oriented vertically (portrait), or horizontally (landscape). The
following figure illustrates the orientation.
Margins
Margins determine the distance between the text and the edges of the paper.
You can set the top, bottom, left, and right margins for a document.

Ø To set up page size and orientation


1. From the Layout menu, select Properties. The Edit Properties dialog box appears.
2. Choose the Page Setup tab.
3. Enter the details in the fields, and click OK.
Layout Size Select the paper size.
Height Displays, by default, the height of the paper size. You can,
however, increase or decrease the paper size.
Width Displays, by default, the width of the paper size. You can,
however, increase or decrease the paper size.
Portrait If you want the layout to be oriented vertically, click Portrait.
Landscape If you want the layout to be oriented horizontally, click
Landscape.
Ø To set up margins and define Document background colour
1. From the Layout menu, select Properties. The Edit Properties dialog box appears.
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2. Choose the Margin Setup tab.


3. Specify the top, bottom, left, and right margins.
4. If you want to define the background colour, click Change. The Color dialog box
appears.
5. Select a colour, and click OK.
6. Click OK.
Selecting the Save Option
After you design a document, you'll want to enter transaction details in the
document. When you open the document in EX NGN, sometimes the document layout
may not appear the way you had designed it. In such cases, you'll have to close EX
NGN and start Document Designer to recover the layout. You can recover the layout
(fully or partially), depending on the save option you had specified at the time of
designing the document layout. For information about recovering a document layout,
see "Recovering the Document Layout," page 357.
Ø To select the Save Option
1. From the Layout menu, select Properties. The Edit Properties dialog box appears.
2. Choose the Save Option tab.
3. Select an option, and click OK.
Full Save Select this option to recover all properties specified in the Field
Properties box.
Partial Save Select this option to recover all properties, except user-defined
properties such as Background Color, Font, and Print Flag.

Setting Up Fields
The document layout window displays a few mandatory fields, based on the
type of document you had selected. You can't delete these fields, but you can
reposition or resize them.
The document layout window displays the Field List box from which you can
select the fields you want. You can enter values in these fields when you enter details
in the document.
The Field List box has up to six categories of fields:
§ Document
§ Table
§ Sub Totals
§ Charge Types
§ Cheque Details
§ Other Fields
The fields listed in the box vary according to the type of document selected.
Some document types may not have all the fields in a category, or the category itself.
For example, a Journal Voucher does not have charge type fields. A sample
document layout is shown here and the various fields explained.

Document
This category contains fields to record details such as date, company name and
address, document number, and payment mode.
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Here are the fields under the category - Document. The fields are listed
alphabetically.

Use this field TO


Account Balance Display the balance amount of the header account.
Amount in Words Display the grand total amount in words.
Company Address Display the address of the company for which you are
entering document details.
Company Fax Display your company's fax number. Number
Company CST Display your company's central sales tax
Number registration number.
Company E-mail Display your company's e-mail address. Address
Company Name Display your company's name.
Company Phone Display your company's telephone number. Number
Company SST Display your company's state sales tax
Number registration number.
Credit Limit Display the maximum amount you can extend as credit to
the account.
Delivery Challan Enter the date specified in the delivery
Date challan.
Delivery Challan Type the number specified in the delivery
Number challan for items delivered.
Document Date Enter the date of the transaction.
Document Number Display the number of the document.
The document number is displayed in the following
format:
Doc. Type Code - Doc. Series - Doc. No. - Doc. Letter.
The document series number can be generated by the
system on a daily, monthly or yearly basis, or manually,
according to the property you specify for the field. For
more information, see `Series Type' under "Properties
Specific to Some Fields," page 354.
Due Date Enter the due date.
Header Account Display the name of the header account.
Narration Type a narration for the transaction.
Purchase Order Enter the date specified in the purchase
Date order.
Purchase Order Type the number of the purchase order.
Number
Reference Enter the date specified in the reference
Document Date document.
Reference Type the number specified in the reference
Document document.
Number
Sales Order Date Enter the date specified in the sales order.
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Sales Order Type the number of the sales order.


Number
Sales Person Type the name of the sales person.
User Defined Field Record details other than the default fields that EX NGN
provides. This field can take values of type - string,
numeric, date, and amount.
Communication
Billing address Display the address to which the bill is to be sent.
Contact Name Display the name of the contact person for the account.
Custom Fields The custom fields defined for accounts are contained in
this sub-category.
Shipping Address Display the address to which the goods are to be sent.
Table
The details entered in the table depend on the nature of the transaction. For example,
for a sales or purchase transaction, you enter details such as:
§ Item that you are transacting on, or a narration
§ Quantity of item (sold or purchased)
§ Unit of item (sold or purchased)
§ Sales rate or purchase rate of each unit
§ Total amount (Item.Quantity * Item. Rate)

And for transfer of money from one bank to another, you enter details such as:
§ Narration, to indicate the reason for transfer
§ Amount
§ Account Name
§ Service charges (specified in a User Defined Field)
Here are the columns under the category - Table. The columns are listed
alphabetically.
Use this field To
Account Name Enter the name of the line account.
Amount Display the amount for the transaction. The amount is the
quantity transacted multiplied by the rate per unit.
Credit Amount Type the credit amount.
Debit Amount Type the debit amount.
Description Display the description for the item or narration, as defined while
setting up the item or narration details.
Name Enter the item name or a narration for the transaction.
Narration Enter a description for the transaction, as defined while setting up
the narration.
Quantity Enter the quantity of items transacted.

The quantity is the number of items (measured by the unit for the
item) transacted. For example, if the unit for the item is kgs, a
quantity of 3 means 3 kgs.
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Rate Display the rate per unit of the item, as defined while setting up
the item.
Table User Record details other than the default fields
Defined Field that EX NGN provides. This field can take values of type --
string, numeric, amount and date.
Unit Display the sales or purchase unit for the item, as defined while
setting up the item.

Sub Totals
Here are the fields under the category - Sub Totals. The fields are listed
alphabetically.

Use this field TO


Grand Total Display the grand total of the amounts in t h e
Amount column of the table.
Sub Total Record details other than the default fields
User Defined Field that EX NGN provides. This field can take values of type string,
numeric, amount and date.
Total Credit Display the total credit amount.
Total Debit Display the total debit amount.

Charge Types
You can, in a table, add columns for each charge type and the corresponding charge
rate. EX NGN calculates the charge amount payable, based on the transaction amount
and the charge rate defined for the charge type. You can specify the formula for
calculating the charge amount. For information on how to specify the formula, see the
section ‘Formula’ under "Properties Specific to Some Fields," page 351.

When you add a column for a charge type to a table, EX NGN prompts you to add a
column that displays the corresponding charge rate.

Here are the fields under the category - Charge Types. The fields are listed
alphabetically.

Use this field To


CST Display the central sales tax for the item calculated at the rate you
had defined.
Discount Display the discount specified for the item calculated at the rate
you had defined.
Excise Display the excise duty for the item calculated at the rate you had
defined.
Freight Display the freight charges for the item calculated at the rate you
had defined.
Octroi Display the octroi for the item calculated at the rate you had
defined.
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Use this field To


Others Display the charge amount payable for a charge you have
specified. The amount is calculated at the rate you had defined.
SST Display the state sales tax for the item calculated at the rate you
had defined.
VAT Display the value added tax for the item calculated at the rate you
had defined.

Cheque Details
This category contains fields to record details such as cheque date and cheque
number.
Here are the fields under the category - Cheque Details. The fields are listed
alphabetically.

Use this field To


Cheque Date Enter the date specified on the cheque.
Cheque Number Type the cheque number.
Drawn on Bank Type the name of the bank on which the cheque is drawn.

Other Fields
This category contains fields such as logo and page number.
Here are the fields under the category - Other Fields. The fields are listed
alphabetically.

Use this field To


Logo Display your company's logo.
Page Number Display the page number.
Rectangle Insert a rectangular box.
Text Insert a text box.
Ø To display the Field List box
§ From the View menu, select Field List. The Field List box appears.

Selecting Fields
You must first select a field to resize, move, align, or delete it. select one or more
fields.

Ø To select a field
§ Click anywhere in the field.
The field is outlined in blue, along with small black rectangles called sizing
handles
Ø To select adjacent fields
1. Click anywhere outside the furthermost field.
2. Keeping the mouse button pressed, drag the pointer so that the rectangle that
forms covers the fields that you want to select.
3. Release the mouse button.
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To select non-adjacent fields


§ Press the SHIFT key, and keeping the key pressed, click the fields you want to
select.

Ø To deselect fields from a selected group


After you have selected a group of fields, you can deselect one or more fields from the
selection. For example, after selecting five fields you realise that you want only three
of them, you can remove the two fields you do not want.
§ Press the SHIFT key, and keeping the key pressed, click the fields you want to
deselect.
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Viewing the Ruler


You can use the ruler as a reference for setting up, moving, and resizing fields.
For example, if you want to set up a field of dimensions 5 cm by 1 cm, you can view
the ruler, and size the field accordingly.

Ø To view the Ruler


§ In the View menu, select Ruler. The Ruler appears.

Moving Fields
You can move one or more fields from one position in the document to another
to arrange the fields in a layout.

Ø To move a field to another position


When you move a field, be careful not to drag any of the sizing handles. When you
release the mouse button after moving a field, the sizing handles are displayed.

Resizing Fields
You can resize the fields to the dimensions you want. For example, you can make the
field ‘Company Name’ larger than the other fields.

Changing the Size of a Field


You can change the size of a field to the dimensions you want.
To change the size of a field
1. Select the field for which you want to change the size.
2. Position the mouse pointer on a sizing handle. The pointer becomes a bi-
directional arrow.
3. Click the mouse button, and keeping the button pressed, drag the handle until
the field is stretched to the size you want.
The corner handle resizes the field, both in height and width.
The side handle resizes the field in one direction.
4. Release the mouse button. The field resizes accordingly.

Resizing Fields to the Grid


If you had resized the fields while the Snap-to-Grid command was deselected, your
fields may be differently sized. You can uniformly resize them to the grid.

To resize fields to the grid


1. Select the field you want to resize to the grid.
2. From the View menu, select Grid. The grid appears.
3. From the Format menu, select Snap-to-Grid.
4. Stretch the sizing handle of the border you want to resize, in the
desired direction. The selected border is resized to the grid.

Resizing Fields to a Reference Field


You can resize fields of different sizes to a uniform size.
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For example, if there are three fields, each of different dimensions, you can resize all
of them to the dimensions of one of them. The field selected last is the reference field.

Ø To resize fields to a reference field


1. Select the fields you want to uniformly size.
2. From the Format menu, do one of the following:
§ To make the width of all the fields the same as the width of the reference field,
point to Make Same Size, and click Horizontal.
§ To make the height of all the fields the same as the height of the reference field,
point to Make Same Size, and click Vertical.

Resizing Fields to the Largest or the Smallest Field in a Selection


You can resize fields to the largest or the smallest field in a selection.

Ø To resize fields to the largest or smallest field in a selection


1. Select the fields you want to resize.
2. From the Format menu, do one of the following:

§ To make the width of all the fields the same as the width of the largest field in the
selection, point to Grow, and click Horizontal.
§ To make the height of all the fields the same as the height of the largest field in the
selection, point to Grow, and click Vertical.
§ To make the width of all the fields the same as the width of the smallest field in
the selection, point to Shrink, and click Horizontal.
§ To make the height of all the fields the same as the height of the smallest field in
the selection, point to Shrink, and click Vertical.

Aligning Fields
While setting up, repositioning, or resizing fields, you can align fields using the Grid
and the Snap-to-Grid commands.

Editing Grid Settings


You can edit the grid settings to align or resize the fields to a specific interval.
You can also specify the grid style and colour.

Ø To edit grid settings


1. From the Layout menu, select Grid Settings. The Grid Settings dialog box appears.
2. Enter the options.

Grid Style Select the style in which you want the grid to appear on screen.
For example, if you want only dots, select `Dots only'.
Grid Interval Specify the spacing of the grid. The value must be between 50
and 300.
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Grid Colour Type the RGB (Red, Green, Blue) values for the colour in which
you want the grid to appear. The value for each colour must be
between 0 and 255.

Aligning Fields to the Grid, or to Each Other


You can improve the appearance of a document by ensuring that the fields in
the same row are aligned horizontally, and those in the same column are aligned
vertically. You can align fields to the grid, or to each other.

Ø To align a field to the Grid


1. Select the field you want to align to the grid.
2. From the View menu, select Grid. The grid appears.
3. From the Format menu, select Snap-to-Grid.
4. Move the field in the desired direction. The left border aligns with the grid.

Ø To align fields to each other


When you align fields to each other, select only those fields that are beside each other,
or one above the other. EX NGN will align the selected fields with the field selected
last.
1. Select the fields you want to align.
2. From the Format menu, point to Align, and select an option.

Left Aligns the fields with the left border of the field selected last (for fields
one above the other).
Right Aligns the fields with the right border of the field selected last (for fields
one above the other).
Top Aligns the fields with the top border of the field selected last (for fields
beside each other).
Bottom Aligns the fields with the bottom border of the field selected last (for
fields beside each other).

Spacing Fields Evenly


After carrying out tasks such as setting up, moving, resizing and aligning fields, some
of them may be too close to each other, and a few others far apart. You can space the
fields evenly.

Ø To space fields evenly


1. Select the fields you want to space evenly. (Select at least three fields.)
2. From the Format menu, do the following:
§ To make the horizontal spacing between the fields equal, point to Space
Evenly, and click Horizontally.
§ To make the vertical spacing between the fields equal, point to Space Evenly,
and click Vertically.
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Deleting Fields
After setting up fields, if you decide that you do not want some of them, you
can delete them. But, you can't delete the mandatory fields in the document.
Ø To delete a field
1. Select the field you want to delete.
2. From the Layout menu, choose Delete Control.

Setting the Tab Order


Using the keyboard, you can move from field to field using the TAB key. While
entering details in a document, you may want to move from one field to the next in a
sequence. To specify the sequence, you need to set the tab order. Fields in which EX
NGN automatically pick-s up the details are not included in the tab order. If you add
new fields to the document layout, these fields are placed last in the sequence. You
can, however, set a new tab order.

Ø To set the tab order


1. In the Layout menu, select Tab Order. The existing tab order is displayed.
2. Double-click the field you want to enter first, and then click the other fields in the
sequence you want to enter.

Zooming In and Zooming Out of the Document Layout


Document Designer, by default, displays a document layout at 100%
magnification. But, you can change the magnification level to 75% or 50%.

Ø To specify the magnification level


§ From the View menu, point to Zoom, and click the magnification level at which
you want to view the document layout.

11.4 SAVING A DOCUMENT LAYOUT


You need to save the layout of each document that you design. You must give a
name for the document, and specify the document type.

Ø To save a Document Layout


1. From the Company menu, select Save. The Save Layout dialog box appears.
2. Type the details in the fields, and click OK. The following table explains the fields.

Document Name Type a name for the document. Do not type the name of
an existing document layout.
For example, Sales on cash, or Sales on credit.
Document Type Type a short name for the document type. Do not type the
name of an existing document type.

11.5 SETTING PROPERTIES FOR FIELDS


Now that you've learnt how to set up fields in your document, define their size,
and decide on their position, the next step is to set properties for fields.
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EX NGN provides default properties for all fields. For example, the font of the
text in each field is Arial, and the font size is nine points. This font and font size is
what you see on screen and in print. You can, however, change the default settings of
the fields.

In many cases, you'll find that the default settings suit your requirements. You
don't need to set a value for each property of a field every time. You need to set a
value for a property only when you want the value to be different from the default
settings.

The procedure for setting properties for each field is explained after the
following sub-section on Field Properties Box.

Field Properties Box


You can set properties for all the fields in the document. The properties listed in
the Field Properties box vary according to the field selected. For example, when you
select a field related to date, the property `Date Format' is listed in the Field Properties
box. This property is not listed for a field such as Contact Name.

Ø To display the Field Properties box


§ In the View menu, select Field Properties. The Field Properties box appears.

Ø To view properties of fields


1. In the View menu, select Field Properties. The Field Properties box appears.
2. Select the field for which you want to view the properties. The properties for the
selected field are displayed.

Ø To change properties of fields


1. Select the field for which you want to change the properties.
2. In the View menu, select Field Properties. The Field Properties box displays the
property names and their corresponding values for the selected field.
3. Click the property name for which you want to change the value.

If this happens Do this


A list box appears Click the list box to display the options, and select an
option
A button with ellipsis (...) Click the button to display
appears the dialog box options, and select the options
The cursor moves to the Delete the existing value,
value field and type the new value.

4. Enter a new value for the property.


5. Press ENTER. EX NGN saves the changes.
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Properties Common to All Fields


The properties common to all the fields in a document are:
§ Name
§ Font
§ X Position
§ Y Position
§ Width
§ Height
§ Print Alignment
§ Print Flag

Name
Name indicates the name of the field you've selected. You can change the name of the
field.

If the field is a label field, the change you make to the name is shown in the document
while entering details in the document, and when you print the document.

If the field is a value field, its default name is the label name. This name helps you to
identify the value field. If you rename the value field, the change is reflected on
screen, but not in print. Instead, the value you enter in the field is printed.

For example, in a field such as Date, the field label is `Date' and the value field name
is also ‘Date’. You may change the label name to `Date of Transaction', and the
change is shown on screen and in print. You may also rename the value field to `Date
of Transaction,' but what you'll see on screen and in print is the actual date in the
specified format, let us say September 18, 1997.

To rename a field
1. Select the field you want to rename.
2. In the View menu, select Field Properties.
3. Click Name.
4. Delete the existing name, and type the new name.

Font
You can set the following attributes of a font:
§ Font type, such as Arial, or Times New Roman
§ Font style, such as Regular, Italic, Bold, or Bold Italic
§ Font size
§ Effects, such as underlining or strike through
§ Font colour

The default attributes for the fields are:


Font type - Arial
Font style - Regular
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Font size - 9
Effects - None
Font colour - Black

Ø To define a font for a field


1. Select the field for which you want to define a font.
2. In the View menu, select Field Properties.
3. Click Font.
4. Click the button. The Font dialog box appears.
5. Select the options, and click OK.

X Position and Y Position


The X Position and Y Position properties indicate the position of the field in relation
to the left margin (X axis) and the top margin (Y axis). The position is indicated as the
distance from the margins in millimetres.

You can reset the position of a field by changing the distance values of the properties.
To reposition a field along the X axis and Y axis
1. Select the field you want to reposition.
2. In the View menu, select Field Properties.
3. Click X Position or Y Position.
4. Delete the existing value, and type the new value.

When you type a new value for:


§ X Position, the field moves horizontally in relation to the left margin
§ Y Position, the field moves vertically in relation to the top margin

Check Your Progress 2


What is meant by X Position and Y position?
Notes: a) Write your answer in the space given below
b) Check your answer with the one given at the end of this Lesson (pp.182 &
183)
…………………………………………………………………………………………

…………………………………………………………………………………………

…………………………………………………………………………………………

…………………………………………………………………………………………

Width and Height


The Width and Height properties indicate the width and height of the field, in
millimetres.
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You can change the width and height of the field by changing the values of the
properties.
Ø To resize a field in terms of width and height
1. Select the field for which you want to change the width or height.
2. In the View menu, select Field Properties.
3. C1ickWidthorHeight.
4. Delete the existing value and type the new value.

11.6 PRINT ALIGNMENT


You can align the text in the field to the left, centre or right.
The text is printed in the manner in which it is aligned, and exactly as shown on
screen.

Ø To align the text in a field


1. Select the field for which you want to align the text.
2. In the View menu, select Field Properties.
3. Click Print Alignment.
4. Click the list box. The alignment options are displayed.
5. Select an option.

Left Aligns the text in the field to the left margin of the field.
Centre Aligns the text in the field to the centre, in relation to the left and right
margins of the field.
Right Aligns the text in the field to the right margin of the field.

Print Flag
There are two types of print flags - one for fields and the other for tables. This sub-
section describes the options available for fields. You can indicate whether you want
the field to be printed on:
§ All pages
§ None of the pages
§ Only the first page
§ Only the last page

Ø To indicate the pages on which you want the field to be printed


1. Select the field for which you want to specify the pages on which it should be
printed.
2. In the View menu, select Field Properties.
3. Click Print Flag.
4. Click the list box. The print flag options are displayed.
5. Select an option.

All Pages The field is printed on all the pages of the document.
No The field is not printed on any of the pages of the document. It is
shown only on the screen.
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First Page The field is printed only on the first page of the document.
Last Page The field is printed only on the last page of the document.

Properties Specific to Some Fields


Some fields in the document have properties that are specific to them. The Field
Properties box lists these properties after the properties that are common to all fields.

The following sub-section lists the properties alphabetically and describes each
property.

Background Color
You can set the background colour for label fields, and tables. The colour you define
is shown on the screen, and is printed if you use a colour printer.

Ø To set the background colour for label fields and tables


1. Select the label field or table for which you want to set the background colour.
2. In the View menu, select Field Properties.
3. Click Background Color.
4. Click the button. The color dialog box appears.
5. Select a colour, and click OK.

Caption
You can change the caption of the columns in a table.

Ø To change the caption of a column


1. Select the column for which you want to change the caption.
2. In the View menu, select Field Properties.
3. Click Caption.
4. Delete the caption, and type the new caption.

Captions Visible
You can view or hide the captions in a table, on screen, and in print.

Ø To view or hide captions in a table


1. Select the table.
2. In the View menu, select Field Properties.
3. Click Captions Visible.
4. Do one of the following:
§ If you want the captions to be visible, click Yes.
§ If you don't want the captions to be visible, click No.

Column Visible
You can hide the columns in a table. When you hide a column, you'll not be
able to view the column on screen, but it will be printed.
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Ø To view or hide columns in a table


1. Select the you want to view or hide.
2. In the View menu, select Field Properties.
3. Click Column Visible.
4. Do one of the following:
§ If you want to view the columns, Click Yes.
§ If you want to hide the columns. Click No.

Column Width
You can change the width of the columns in a table.
Ø To change the column width in a table
1. Select the column for which you want to change the column width.
2. In the View menu, select Field Properties.
3. Click Column Width.
4. Delete the existing value, and type the new value.

Data Size
You can specify the number of digits for the data to be entered in a column.
1. Select the column for which you want to specify the data size.
2. In the View menu, select Field Properties.
3. Click Data Size.
4. Delete the existing value, and type the new value.
Note The data size can be up to seven digits.

Date Format
You can set the format of the date.

Ø To set the date format


1. Select the date field for which you want to specify the date format.
2. In the View menu, select Field Properties.
3. C1ickDateFormat.
4. Click the button. The Date Format dialog box appears.
5. Enter the options.

Format
Long Select this option to specify day, date, month, and year. The order
of date, month, and year depends on the order that you've
selected. `Day' is always shown first.
Short Select this option to specify date, month, and year. The order of
date, month, and year depends on the order that you've selected.

Order
MDY Select this option to specify the date in the order - month, date, and year.
DMY Select this option to specify the date in the order - date, month, and year.
YMD Select this option to specify the date in the order - year, month, and date.
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Day Leading Zero Select this option to include a zero before a single digit date.
For example, 07, instead of 7.
Century Select this option to specify all four digits of a year.
For example, 2005, instead of 05.
Day Format This option is available only if you've selected the option ‘Long’
under ‘Format’ Select this option to give the full form of the day.
For example, Wednesday, instead of Wed.
Month Format Click the scroll arrow to select the month format. You can
specify the month format in one of the following ways - 1, 01,
Jan., or January.
Separator If you've selected the option `Long' under ‘Format’ three
separator fields are made available. If you've selected the option
‘Short’ under ‘Format’ two separators are made available.

For example, Separator 1 separates the day and the order in


which the date, month and year have been specified.

The separators can be a slash (/), comma (,), hyphen (-), period (),
or an apostrophe (').
Formula
You can define the formula to be used for calculations in charge type and user defined
fields in tables. You can also view the formula for the ‘Amount’ column in the table.
You can't, however, modify the Amount formula- ‘Item. Quantity * Item. Rate’.

Ø To display the Enter Formula dialog box


You need to access the Enter Formula dialog box to define the formula.
1. Select the Charge Type or User Defined Field for which you want to define the
formula.
2. In the View menu, select Field Properties.
3. Click Formula.
4 Click the button. The Enter Formula dialog box appears.

Ø To enter the formula


The procedure for entering a formula is explained with an example.
Let's say you want to define the formula for the CST column as ‘Quantity* CST
Rate/100’. Do the following:
1. In the Enter Formula dialog box, click Quantity. The formula box displays {Item
Quantity}.
2. Click the operand *. The formula box displays {Item.Quantity}*
3. Click CST Rate. The formula box displays { Item.Quantity }* { Item.CST Rate } .
4. Click the operand/. The formula box displays {Item.Quantity} * { Item.CST Rate)/.
5. Click 100, using the numeric pad. The formula box displays {Item.Quantiry}*
{Item.CSTRate }/100.
6. Click OK. The formula is displayed in the Field Properties box.
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Grid Type
You can set the type of grid for the table.
Ø To select the grid type
1. Select the entire table for which you want to specify the grid type.
2. In the View menu, selectField Properties.
3. Click Gridlype.
4. Click the list box. The options are displayed.
5 Select an option.

Vertical Select this option to have vertical grid lines in the table.
Horizontal Select this option to have horizontal grid lines in the table.
Both Select this option to have both vertical and horizontal grid lines in the
table.
None Select this option if you do not want grid lines in the table.

Header Background
You can define the background colour for table headings.

Ø To define the background colour for table headings


1. Select the table for which you want to define the background colour for the table
headings.
2. In the View menu, select Field Properties.
3. C1ickHeaderBackground.
4. Click the button. The Color dialog box is displayed.
5. Select a colour, and click OK.

Maximum Rows
You can set the maximum number of rows in a table.
Ø To set the maximum number of rows in a table
1. Select the table.
2. In the View menu, select Field Properties.
3. Click Maximum Rows.
4. Delete the existing value, and type the new value.

Print Flag
EX NGN provides two types of print flags - one for fields, and the other for tables.
This sub-section describes the options available for tables.
You can indicate whether you want the column to be printed on
§ All pages
§ None of the pages
Ø To indicate whether a column should be printed on all pages
1. In the table, select the column for which you want to specify the pages on which it
should be printed.
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2. In the View menu, select Field Properties.


3. Click Print Flag.
4. Do one of the following:
§ If you want to print on all pages, click Yes.
§ If you don't want to print on all pages, click No.

Print Mask
The print mask displays the format in which the data will appear in a numeric field.

Series Type
You can define a series type for the document number.
Ø To define a series type for a Document Number
1. Select the Document Number field.
2. In the View menu, select Field Properties.
3. Click Series type.
4. Click the button. The Document Series dialog box appears.
5. Select an option.

Series Generation
Daily Select this option to set the series type every day.
Monthly Select this option to set the series type every month.
Yearly Select this option to set the series type every year.
Manual Select this option to specify a unique series type.
For example, if you want the name of the person who has entered details
in a document to appear in the printed document, you can specify it
here.

String Length
You can specify the length of the string for the fields that contain text.

Ø To specify the string length


1. Select the user defined field.
2. In the View menu, select Field Properties.
3. Click String Length.
4. Delete the existing value, and type the new value.

UDF Type
A User Defined Field (UDF) is an add-on field in a document, table, or sub total table.
You can introduce a UDF to include fields not listed in the field list, and specify a
unique name for it. You need to specify a UDF type. The UDF can be of type - string,
numeric, date, or amount.

Ø To set the OF type


1. Select the UDF field for which you want to set the UDF type.
2. In the View menu, select Field Properties.
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3. Click UDF Type.


4. Click the list box. The options are displayed.
5. Select an option.

String Select this option to enter text as a value. When you select ‘String’ the
property ‘String Length’ is added to the list of properties.
Numeric Select this option to enter a number as the value. When you select
‘Numeric’ the property ‘Formula’ is added to the list of properties.
Date Select this option to enter a date. When you select ‘Date’ the property
‘Date Format’ is added to the list of properties.
Amount Select this option to enter an amount as a value. When you select
‘Amount’ the property ‘Formula’ is added to the list of properties.

Modifying the Document Layout


After designing a document, let's say, you want to resize some fields, or modify their
properties. You can, at any time, modify a document layout. But, after you have
entered transaction details in the document, you can't add charge type fields, or
modify the properties of charge type fields in a document layout.

Ø To modify a Document Layout


1. From the Company menu, select Modify Document. The Modify Document dialog
box appears.
2. Choose the tab of the document type for which you want to modify the document
layout.
3. Select the document layout you want to modify.
4. Click OK.

Deleting the Document Layout


You can delete the document layouts that you no longer need. But, if you have entered
transaction details in the document, you can't delete a document layout.
Ø To delete a Document Layout
1. From the Company menu, select Delete Document. The Delete Document dialog
box appears.
2. From the document type list, choose the document layout you want to delete.
3. Click Delete.
EX NGN prompts you to confirm the deletion.

Recovering the Document Layout


If the document designed is corrupted, you can recover the layout (fully or partially),
depending on the save option you had specified while designing documents. .

Ø To recover the Document Layout


1. From the Company menu, select Recover Document. The Recover Document
dialog box appears.
2. Select the document layout you want to recover.
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3. Click Recover. The recovered document layout is displayed.

Logging off Document Designer


After designing a document, you can:
§ Close the company
§ Log off Document Designer
§ Exit Document Designer

When you close the company, you come out of the company for which you have been
designing documents.

When you log off Document Designer, the company for which you have been
designing documents is closed, but you do not exit Document Designer. You can
select another company and design a document for it, but you'll have to log on once
again for that company.

When you exit Document Designer, you quit the program.


Ø To close the Company
§ From the Company menu, select Close.
Ø To log off Document Designer
§ From the Company menu, select Log off.
Ø To exit Document Designer
§ From the Company menu, select Exit.

11.7 LET US SUM UP


1. In EX NGN, documents refer to paper forms such as vouchers, invoices, receipts,
and bills. Each document that you use has a default layout - that is, its own
arrangement of fields and columns for entering information.
2. The Document Designer window is where you design your document. The main
tasks for designing a document are:
a. Defining Document Properties
b. Setting Up Fields
c. Selecting Fields
d. Moving Fields
e. Resizing Fields
f. Aligning Fields
g. Deleting Fields
h. Setting the Tab Order
i. Zooming In and Zooming Out of the Document Layout, page
j. Saving Document Layout

Check your progress: Model Answers


1. The main tasks for designing a document are:
i. Defining Document Properties
ii. Setting Up Fields
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iii. Selecting Fields


iv. Moving Fields
v. Resizing Fields
vi. Aligning Fields
vii. Deleting Fields
viii. Setting the Tab Order
ix. Zooming In and Zooming Out of the Document Layout, page
x. Saving Document Layout

2. The X Position and Y Position properties indicate the position of the field in
relation to the left margin (X axis) and the top margin (Y axis). The position is
indicated as the distance from the margins in millimeters.

SUGGESTED READINGS/REFERENCES:
1. EX-NEXT GENERATION- Users Guide, Tata Consultancy services,Mumbai