Financial Accounting

Contents
Financial Accounting .............................................................................................. 3

Ledger .............................................................................................................. 4
Sub-Ledger ........................................................................................................ 6
Cash and Bank Books ............................................................................................ 8
Cash Book ......................................................................................................... 8
Bank Book ....................................................................................................... 11
Petty Cash Book ............................................................................................... 12
Columnar Petty Cash Book ................................................................................ 14
Day Book ........................................................................................................ 14
Bank Reconciliation ........................................................................................... 16
Bank Reconciliation Statement ........................................................................... 19
Sales Reports ..................................................................................................... 21
Sales Register .................................................................................................. 22
Sales Returns Register ...................................................................................... 24
Summary Sales Book ........................................................................................ 25
Columnar Sales Book ........................................................................................ 26
Purchase Reports ................................................................................................ 27
Purchases Register ........................................................................................... 28
Purchases Returns Register ............................................................................... 30
Summary Purchases Book ................................................................................. 30
Columnar Purchases Book ................................................................................. 31
Registers ............................................................................................................ 32
Journal Entries Register ..................................................................................... 33
Opening Balance Register .................................................................................. 34
Entry Journal ................................................................................................... 35
PDC Receipts Register ....................................................................................... 37
PDC Payments Register ..................................................................................... 38
Final Accounts .................................................................................................... 40
Provisional Entries ............................................................................................ 41
Trial Balance .................................................................................................... 44
Profit & Loss .................................................................................................... 46
Trading Account ............................................................................................... 49
Trading & Profit and Loss Account ....................................................................... 51
Balance Sheet .................................................................................................. 53
Vertical Format ................................................................................................ 54
Horizontal or Plain Format ................................................................................. 54
Schedules ........................................................................................................ 56
Funds Flow ...................................................................................................... 58
Cash Flow ........................................................................................................ 60
Budget Report .................................................................................................. 62
Fixed Assets Schedule ....................................................................................... 64
Receivables and Payables Analysis ........................................................................ 68
Sales and Purchase Analysis ................................................................................. 70
Party-wise Sales ............................................................................................... 71
Product-wise Sales ........................................................................................... 73
Sales Analysis .................................................................................................. 75
Party-wise Purchases ........................................................................................ 77
Product-wise Purchases ..................................................................................... 79
Purchases Analysis ........................................................................................... 81
Miscellaneous Analysis ......................................................................................... 83
Peak & Low Balances ........................................................................................ 84
Comparative Analysis ........................................................................................ 84
Transaction Type Analysis ................................................................................. 87
ABC Analysis .................................................................................................... 88
Interest Calculation .......................................................................................... 90
Foreign Currency Fluctuation ............................................................................. 91
Ratio Analysis .................................................................................................. 92
Masters Information ............................................................................................ 95
Mailers ............................................................................................................ 96
Product Labels ................................................................................................. 97
Products‟ Rates ................................................................................................ 99
Masters Information ....................................................................................... 101
Checklist .......................................................................................................... 103
Financial Accounting
The Financial Accounting Module in Focus comprises all the Reports related to this
Module. The Reports are grouped under suitable sub-Menus, which we shall see in more
detail a little later in this chapter.
The Financial Accounting Menu is displayed when the user select this option from the
Main Menu.
The available options of the Financial Accounting Menu are listed below.
 Ledger
 Sub-Ledger
 Cash and Bank Books
 Sales Reports
 Purchase Reports
 Registers
 Final Accounts
 Receivables and Payables Analysis
 Sales and Purchase Analysis
 Miscellaneous Analysis
 Masters Information
 Check List
Let us now study the above Reports in greater detail. If the user has not already gone
through the chapter entitled Reporting Basics, he might want to read it now, so as to
have a better understanding of how to use the Reporting Features of Focus effectively.
Ledger
The Ledger Report in Focus allows the user to view the transactions of multiple Accounts
or Accounts Groups in a Statement of Account format for a selected Date Range.
The Ledger Parameters window is displayed when selected from the Financial Accounting
option of the Main Menu.
The List of Accounts, as available in the Account Master, is displayed in the Tree Panel.
Select a single Account, a Group of Accounts or Multiple Account Groups from the Tree
Panel, whose transaction data is to be viewed in the Report, by double clicking the same.
Click Select All Items to view the Report for all the Accounts listed in the Tree Panel.
Click Unselect All to cancel the previous selection and start selecting the Accounts
afresh.
Next, select the Date Range in the Report Dates box. The Transactions, whose dates fall
within the selected Date Range, will be displayed in the Report.
If the user is selecting a large number of Accounts for printing, he might want to print an
Index of the List of Accounts included in the Report. Select the Print Index checkbox.
When the user select an Account Group/Groups, by default, Focus includes all the
Accounts falling within that Group, in the Report, even if there are no transactions within
the selected period. This would make the Report lengthy and bulky, if the Number of
Accounts is large. To avoid this and select only those Accounts, for which there are
transactions input during the selected Date Range, select the Moved Accounts Only
checkbox. This will exclude all the Accounts from the Report, for which there have been
no transactions input during the selected period.
From the Output box, select the Output location. Note that the default Report Output
option is set to Screen, so the user can view the Reports and check the information,
before printing or exporting the Report data.
If the user wants each Account to be printed on a separate page, select the Start New
Accounts on Fresh Pages checkbox. Lastly, select the Report Layout from the Layout
combo.
Select the Customize Report button if the user wishes to create different Report
Layouts or modify the existing Report Layout. The user can also filter the information to
be displayed in the Report, by selecting the Set Report Filters button. For more
information on how this is done, please refer to the chapter entitled Reporting Basics.
Click OK to view/print the Report or click Cancel to close the Ledger Parameters window
and return to the Main Menu.
A sample Ledger Report is displayed below.
Transactions of any type of Account can be viewed or printed in the Ledger Report. The
basic report format would be Transaction Date, Voucher Number, Account-2 Name, Debit
Amount, Credit Amount and Balance. The Account Name appears at the top on a
separate line and below this the transactions for that Account are displayed.
Click Previous Page or Next Page buttons to scroll through the Report. If the user
wishes to jump to a specific Account or transaction in the Report, use the Find button to
enter the search criteria and move to the required item in the Report. Click Find Next
to move to the next occurrence of the same item in the Report. Finally, if the user
wishes to view more specific information, click the Filter Report button to enter the
Filter Condition(s) and view only the required Account data.
Click Close in the Report to close the Ledger Report window and return to the Main
Menu.
There are various styles in displaying the Ledger, which are described in detail in the
Section on Accounts Tree-Properties in the chapter entitled Getting Started – Create
Masters. They include displaying multiple amounts of a single voucher as a consolidated
entry, displaying summary balances, etc. The user may refer to the above Section for
more information on the same.
Sub-Ledger
The Sub-Ledger is used to view the transactions of any one Account or Account Group,
unlike the Ledger option, where multiple Accounts or Account Groups can be selected for
viewing the transactions data.
The Sub-Ledger Parameters window is displayed when selected from the Financial
Accounting option of the Main Menu.
Select the Account or Account Group from the Account combo. Select the Date Range
and Report Layout. By default, the Report will be output to the Screen. Click OK to
view the Report. The basic Report format is the same as the Ledger Report.
Click Close in the Report to close the Sub-Ledger Report window and return to the Main
Menu.
Cash and Bank Books
The Cash and Bank Books Menu is displayed when selected from the Financial
The following Reports are included in the Cash and Bank Books Menu.
 Cash Book
 Bank Book
 Petty Cash Book
 Day Book
 Bank Reconciliation
 Bank Reconciliation Statement
The above reports are described on the following pages.
Cash Book
The Cash Book records all the transactions passed through the Cash Account. This
report is useful to tally the physical Cash Balances on a Daily or Monthly basis as well as
to study the Cash movements (Receipts and/or Payments) during the selected period.
The Cash Book Parameters window is displayed when selected under the Cash and Bank
Books option from the Financial Accounting Menu.
Select the Cash Account from the Account combo. Select the Report Dates and the
Layout for the Report. Select when the Balances should be drawn up and displayed in
the Report, from the options in the Balancing box.
The default Balancing option is Daily. For each Day that the user has Cash
movements, the Opening Cash Balance brought forward and the Closing Cash Balance
carried forward is displayed separately. For the Monthly option, the Balances would be
displayed at the beginning and end of the Month respectively. If the user selects None,
the Opening Cash Balance brought forward is displayed once at the beginning of the
Report and the Closing Cash Balance is displayed only at the end of the Report, with the
transactions listed in between Date-wise.
The difference between a Ledger/Sub-Ledger report and a Cash/Bank book is in the

method of Balancing. In the Ledger, Balancing is done line-wise and the Balance is
brought forward once after each page only. In the Cash/Bank book the Balance is
brought forward every day or every month, depending on the method of Balancing
selected in the Report Dialog box.
Click OK to view the Report or click Cancel to close the Cash Book Parameters window
A sample Cash Book Report is shown as follows:

The Cash and Bank Books reports show the user, the transactions entered for the
Cash/Bank Account that is selected while taking the report. The user can maintain
multiple Cash/Bank Accounts in Focus and select a specific Cash/Bank Account, for which
he need to take the report.
Click Close in the Report to close the Cash Book Report window and return to the Main
Menu.
Columnar Cash Book
The Columnar Cash Book gives the user a report that shows the transactions of all the
Cash/Bank Accounts selected, in separate columns for each Cash/Bank Account. This
report provides Balances in each Cash/Bank Account in a single report and the Total
Debits/Credits entered in each Account every day or every month. The report would
have to be customized to include the additional columns and the user would have to
select the Accounts that he wishes to include in the report.
Analytical Reports for Cash/Bank Accounts
Analytical reports give the user a summarized analysis of Cash/Bank transactions. A

common analytical report based on Cash/Bank Accounts is the Cash Flow statement.
The report in Focus can be taken from the menu \Financial Accounting\Final
Accounts\Cash Flow. This report shows, both, the past performances of Cash/Bank inflow
and outflow and also gives the user the forecast of the expected Cash Flow. The inflow
of Cash/Bank Balances is forecast, based on the Receivables, considering the Due Dates
of Receivables and Sales Orders on one side and the outflow of Cash/Bank Balances,
based on the Due Dates of Payables and Purchase Orders. The past Cash Flow reports
are based on the Cash/Bank inflow and outflow from each Group head. The report
includes all Accounts of Cash and Bank type for the purpose of analysis.
Bank Book
The Bank Book displays all the transactions entered for a specific Bank Account or for a
Group of Bank Accounts.
The Bank Book Parameters window is displayed when selected under the Cash and Bank
Select the Bank Account from the Account combo. Select the Report Dates and the
Click OK to view the Report or click Cancel to close the Bank Book Parameters window
and return to the Main Menu. A sample Bank Book Report is displayed below.
Click Close in the Report to close the Bank Book Report window and return to the Main
Menu.
Petty Cash Book

The Petty Cash Book records all expenses, which are input through the Petty Cash
Vouchers and paid from the Petty Cash Account on a day-to-day basis. These entries
are maintained separately from the Cash Book.
The Petty Cash Book Parameters window is displayed when selected under the Cash and
Bank Books option from the Financial Accounting Menu.
Select the Petty Cash Account in the Account combo. Select the Report Dates and the
Click OK to display the Report or click Cancel to close the Petty Cash Book Parameters
window and return to the Main Menu. A sample Petty Cash Book Report is displayed
below.
Click Close in the Report to close the Petty Cash Book Report window and return to the
Main Menu.
Columnar Petty Cash Book
The Columnar Petty Cash Book report gives the user the Petty Cash paid on various
Accounts with each Expense Account being shown in a separate column.
Customize the report to select the various Expense Accounts that the user wishes to see
in the report. The Petty Cash paid on Accounts not selected in this report, would be
shown in the Miscellaneous Expense column. At a glance, this report would give the user
the Petty Cash paid on each Account and the Total Petty Cash expenses incurred by the
Company.
Click Close in the Report to close the Petty Cash Book Report window and return to the
Main Menu.
Day Book
The Day Book Parameters window is displayed when selected under the Cash and Bank
Select the Report Dates and the Layout for the Report. Click OK to view the Report or
click Cancel to close the Day Book Parameters window and return to the Main Menu.
The Day Book is a summary of all the transactions for any given day, showing the Total
Debits and Credits posted Account-wise. The Opening Cash Balance is brought forward
at the beginning of each Day. The Debits and Credits are bifurcated to show the
Amounts affecting Cash, Bank and Other Accounts separately. However, for Amounts
affecting Cash and Bank, the entry to the Contra Account is not shown separately.
Rather, it is shown cumulatively in the Closing Cash Balance carried forward for the day.
This Cash Balance of the previous day is brought forward for the next day.
The Day Book Report is useful in tallying the Transactions for any given day, thereby
ensuring that the requisite entries for that day are accounted and the Cash and Bank
balances are tallied with the records.
A sample Day Book report is displayed below.
Click Close in the Report to close the Day Book Report window and return to the Main
Menu.
Bank Reconciliation
Bank Reconciliation is often necessary to check whether the Balance shown as Due From
or Due To the Bank in the Company‟s records, matches with the Balance shown in the
Bank‟s records. If it does not match, then the entries posted by the Bank in the Pass
Book or Bank Statement is checked with the entries raised in the Company‟s records.
The Bank Reconciliation Feature provided in Focus allows the User to reconcile the
entries by toggling the status of the entries from „Outstanding‟ to „Cleared‟ and entering
the Clearance Date on which the entry appears in the Bank‟s Pass Book or Statement.
The Bank Reconciliation Parameters window is displayed when selected under the Cash
and Bank Books option of the Financial Accounting Menu.
Select the Bank Account from the Cash/Bank Account combo. Select the Starting Date
and Ending Date of the period for which the Bank entries must be displayed for
reconciliation. Select the Sort Order of the entries from the Sort Order combo. If there
are multiple entries in Receipt voucher and the user want only the Total of the Receipt
voucher to be displayed as a single Amount, select the Show Consolidated Amounts
for Bank Deposits checkbox.
Click Customize if the user wishes to customize the display of the Bank entries for
reconciliation. The Report Customization window is displayed, wherein the user can
select the Data Fields as Columns in the Report.
Click OK to view the Bank Reconciliation report or click Cancel to close the Bank
Reconciliation Parameters window and return to the Main Menu.
A sample Bank Reconciliation Report displaying the entries for reconciliation is displayed
below.
In the Report, the user can change the Sort Order of the entries displayed at any time by
selecting the same from the Display Order combo at the top of the Report window.
Below the Display Order combo, the list of Entries for the selected period are displayed,
showing the Date of entry, Voucher Number, Contra Account Name, Cheque Number,
Amount, Entry Status and Clearance Date.
The following Command Buttons are displayed at the bottom of the Bank Reconciliation
Report window:
 Report: Click if the user wishes to view or print the Bank Reconciliation
Statement, when the have completed the reconciliation. Alternatively, the user
can select the Bank Reconciliation Statement option from the Cash and Bank
Books Menu.
 Cancel: Click to close the Bank Reconciliation Report window and return to the
Main Menu.
 Page Up: Use this to scroll upwards to view the previous page of transactions.
 Page Down: Use this to scroll downwards to view the next page of
transactions.
 Backtrack: Click this button to move backwards into the actual voucher of the
entry over which the cursor is positioned. Any modification made in the voucher
will be reflected in the Report.
 Toggle Status: Click this button to change the Status of the entry over which
the cursor is positioned from Outstanding to Cleared or vice versa.
 Refresh: Click this button to view the updated details of an entry, after the
user backtracks to an entry and made modifications in the voucher.
To change the Status of an entry, select the entry by clicking anywhere in that
row. The highlight cursor will now be positioned over the entry. Click Toggle Status
and the status of the entry in the Status column will be changed from Outstanding to
Cleared. The Clearance Date field is activated when the status of the entry is changed to
Cleared, allowing the User to enter the Clearance Date (i.e. the Date of the entry
appearing in the Bank Statement). If the previous status is Cleared and the user click
Toggle Status, the status of the entry is changed back to Outstanding.
Below the list of entries and just above the Command Buttons, the effect of the
Reconciliation of entries is displayed in the four fields entitled Book Balance, Outstanding
Debits, Outstanding Credits and Net Balance. Each time the Status of an Outstanding
entry is changed to Cleared, the balances in these fields are immediately updated. The
Book Balance is the Closing Balance of the Bank Account as per the Company‟s records.
The total of the un-reconciled Debit and Credit entries are displayed in the Outstanding
Debits and Outstanding Credits fields. The Net Balance is computed by adding/
subtracting these fields to the Book Balance (depending on whether the latter is a Debit
or Credit Balance), to give the Balance as per the Bank Statement.
When the user finishes changing the status of the entries that are cleared, click the
Report button to view the Bank Reconciliation Statement directly otherwise, click
Cancel to close the Bank Reconciliation Report window and return to the Main Menu.
The user can subsequently select the Bank Reconciliation Statement option from the
Cash and Bank Books Menu, to view or print the Statement when required.
When the user view/print the Bank Reconciliation Statement, Focus would include all
those entries from the list displayed that have the Status as „Outstanding‟. Thus the
report would help the user in checking the Available Balance as per Bank Book and the
Actual Balance in the Bank as of any date.
Bank Reconciliation Statement
The Bank Reconciliation Statement displays the un-reconciled entries that have not been
posted, either in the Bank‟s Statement or in the Company records, due to which there
would be a difference between the Bank Account Balance as per the Company‟s records
and that of the Bank.
The Bank Reconciliation Statement Parameters window is displayed when selected under
Cash and Bank Books from the Financial Accounting Menu.
Select the Bank Account from the Account combo. Select the Report Dates and the Lahe
hast for the Report. Click OK to view the Bank Reconciliation Statement or click Cancel
to close the Bank Reconciliation Statement Parameters window and return to the Main
Menu. A sample BRS is displayed below.
Click Close in the Report to close the Bank Reconciliation Statement Report window and
return to the Main Menu.
Sales Reports
The Sales Reports Menu is displayed when selected from the Financial Accounting option
of the Main Menu.
Three Reports are provided in this Menu:
 Sales Register
 Sales Returns Register
 Summary Sales Book
Let us briefly review the above reports.

Sales Register
The Sales Register lists all the Transactions Details of the Sales Invoices raised during a
selected period.
The Sales Book Parameters window is displayed when selected under the Sales Reports
option from the Financial Accounting Menu.
Select the Sales Account or Sales Account Group from the Account combo. Select the
Report Dates and the Layout for the Report, from the Layout combo.
Click OK to view the Sales Register Report or click Cancel to close the Sales Book
Parameters window and return to the Main Menu.
The Sales Register for the selected Sales Account will be displayed in the Sales Book
Report window. By default, the Transactions are displayed in Date Order sequence with
sub-Totals for the numeric columns displayed at the end of each Month, commencing
from the beginning of the Report period. This report gives the user, details of each
Invoice with the Invoice Number, Invoice Date, Customer Name, Items, Quantity of each
Item, Rate entered for each Item and Gross Amount of each Item.
Apart from these columns in the Standard report, the user may customize the Report, by
clicking Customize Report, to add other columns that the user wishes to see in the
report. The user can also filter the transactions for a particular Account or Product, by
clicking the Set Report Filter button and entering the appropriate Filter conditions.
The Sales Register is sometimes also called the Sales Daybook due to the fact that most
of the Companies view this report on a daily basis to see the Sales of each day. The
user may also customize this report to see the Profitability on each Product.
A sample Sales Register Report is displayed below.
Click Close in the Report to close the Sales Book Report window and return to the Main
Menu.
Sales Returns Register
The Sales Returns Book window is displayed when selected under the Sales Reports
option of the Financial Accounting Menu.
Select the Sales Account from the Account combo. Select the Report Dates and the
Report Layout from the Layout combo. Click OK to view the Report.
This report is similar to the Sales Register with the only difference being that instead of
Sales Invoices, it gives the user details of Sales Returns entered during the period for
which he is taking the report. The information included is the Return Date, the Customer
Name, the Product, Quantity, Rate and Gross. The Report is customizable, if any other
information is required.
Click Close in the Report to close the Sales Returns Book Report window and return to
the Main Menu.
Summary Sales Book

The Sales Book Parameters window is displayed when selected under the Sales Reports
option from the Financial Accounting Menu.
Select the Sales Account from the Account combo. Select the Report Dates and the
This is a Summary report when compared to the Sales Register. It displays only a list of
Invoices, with the Date, Customer Name and Net Amount of the Invoice. The Product
details are not given in this report. This report is an ideal one to see the Invoice wise
Sales or the Total Sales for a specific period. The user may filter this report to view all
Invoices raised in the name of a specific Customer.
Click Close in the Summary Sales Book Report window to close the same and return to
the Main Menu.
A sample Summary Sales Report is displayed on the previous page.
Columnar Sales Book

The Columnar Sales Book gives the user, the Total Amount of each Invoice in different
columns for different Sales‟ Accounts. If the user have different Sales Accounts like
Category-wise Sales Accounts, Salesman-wise Sales Account, Branch-wise Sales
Account, etc, select the various Sales Accounts that the user wish to see in different
columns.
The Summary Sales Book Report can be customized to display the Invoice Number,
Date, Customer Name, Sales Account and the Amount (Value) columns for various Sales
Accounts that the user have selected, while taking the report. The Amounts for each
Invoice would be shown in the relevant Sales Account columns that are selected in the
Invoice entry.
Purchase Reports
The Purchase Reports Menu is displayed when selected under the Financial Accounting
The following Reports are available in this Menu:
 Purchases Register
 Purchases Returns Register
 Summary Purchases Book
We shall take a brief look at the above Reports.

Purchases Register
The Purchases Register lists all the Transactions Details of the Purchases Vouchers raised
during a selected period.
The Purchases Book Parameters window is displayed when selected under the Purchases
Reports option from the Financial Accounting Menu.
Select the Purchases Account or Purchases Account Group from the Account combo.
Select the Report Dates and the Layout for the Report, from the Layout combo.
Click OK to view the Purchases Register Report or click Cancel to close the Purchases
Book Parameters window and return to the Main Menu.
The Purchases Register for the selected Purchases Account will be displayed in the
Purchases Book Report window. By default, the Transactions are displayed in Date
Order sequence with sub-Totals for the numeric columns displayed at the end of each
Month, commencing from the beginning of the Report period. This report gives the user,
details of each Purchase Voucher with the Voucher Number, Voucher Date, Customer
Name, Items, Quantity, Rate and Gross Amount of each Item.
Apart from these columns in the Standard report, the user may customize the Report, by
clicking Customize Report, to add other columns that he has wish to see in the report.
The user can also filter the transactions for a particular Account or Product by clicking
the Set Report Filter button and entering the appropriate Filter conditions.
A sample Purchases Register Report is displayed below.

Click Close in the Report to close the Purchases Book Report window and return to the
Main Menu.
Purchases Returns Register
The Purchases Returns Book window is displayed when selected under the Purchases
Reports option of the Financial Accounting Menu.
Select the Purchases Account from the Account combo. Select the Report Dates and the
This report is similar to the Purchases Register with the only difference being that
instead of Purchase Vouchers, it gives the user details of Purchases Returns entered
during the period for which the user are taking the report. The information included is
the Return Date, the Customer Name, the Product, Quantity, Rate and Gross. The
Report is customizable, if any other information is required.
Summary Purchases Book

The Purchases Book Parameters window is displayed when selected under the Purchases
Reports option from the Financial Accounting Menu.
Select the Purchases Account from the Account combo. Select the Report Dates and the
This is a Summary report when compared to the Purchases Register. It displays only a
list of Purchase Vouchers with the Date, Customer Name and Net Amount of the Invoice.
The Product details are not given in this report. This report is an ideal one to see the
Voucher-wise Purchases or the Total Purchases for a specific period. The user may filter
this report to view all Purchase Vouchers raised in the name of a specific Customer.
Columnar Purchases Book
The Columnar Purchases Book gives the user, Total Amount of each Purchase Voucher in
different columns for different Purchases Accounts. If the user has different Purchases
Accounts like Category-wise Purchases Accounts, Branch-wise Purchases Account, etc.,
select the various Purchases Accounts that the user wishes to see in different columns.
The Summary Purchases Book Report can be customized to display the Voucher Number,
Voucher Date, Vendor Name, Purchase Account and the Amount (Value) columns for
various Purchases Accounts that the user have selected, while taking the report. The
Amounts for each Voucher would be shown in the relevant Purchases Account columns
that are selected during data entry.
A sample Columnar Purchase Book Report is displayed below.

Registers
The Registers Menu is displayed when selected under the Financial Accounting option of
the Main Menu.
The following Reports are provided in Focus under the Registers Menu.
 Journal Entries Register

 Opening Balance Register
 Entry Journal
 PDC Receipts Register
 PDC Payments Register
Let us look at these Reports in more detail.

Journal Entries Register
The Journal Entries Register displays details of all the Journal Entries entered for a
selected period.
The Journal Entries Register Parameters window is displayed when selected under the
Registers option of the Financial Accounting Menu.
Select the Report Dates and the Report Layout from the Layout combo. Click OK to view
the Report.
The Journal Entries Register is displayed with the following columns: Journal Entry Date,
Journal Entry Voucher Number, Account, Debit Amount and Credit Amount. The user
can customize the report to add other information like the Remarks or Narration as
required. A sample Journal Entries Register Report is displayed below.
Click Close in the Report to close the Journal Entries Register Report window and return
to the Main Menu.
Opening Balance Register

The Opening Balance Register Parameters window is displayed when selected under the
Select the Report Dates and the Report Layout from the Layout combo. Click OK to view
the report. The Standard report from this option displays all the Opening Balances
entered in the Opening Balance vouchers. The user also has the option to filter the
report to view/print the Opening Balances of a specific Group/Account.
The Opening Balances entered are also shown in the Ledger and Sub-Ledger report of
the Accounts for which Opening Balance exists, if the report is taken from Starting Date
of the Accounting Year. The Opening Balance is also shown in the Final reports like
Balance Sheet and Schedules, with the current Balance column for comparison.
A sample Opening Balances Register Report is displayed below.
Click Close in the Report to close the Opening Balance Register Report window and
Entry Journal
The Entry Journal records all the transactions that are posted each day. The Debits and
Credits for each Voucher are recorded separately. This makes for an effective checklist
or audit trail.
The Entry Journal Register Parameters window is displayed when selected under the
Select the Report Dates and the Layout for the Report from the Layout combo box. Click
OK to view the report.
The basic report format gives the user the Entry Journal Date, Entry Journal Voucher
Number, Account Debited or Credited and the Amount. The report layout can be
customized as required. A sample Entry Journal Report is displayed below.
Click Close in the Report to close the Entry Journal Report window and return to the
Main Menu.
PDC Receipts Register
The PDC Receipts Register displays a listing of all the Post-Dated Cheques received from
the Customers during a selected period.
The PDC Register Parameters window is displayed when selected under the Registers
Select the Report Dates and the Report Layout from the Layout combo. From the
Include box, the user can select the entries to be displayed in the Report. The options
are All PDCs, Converted PDCs or only Unconverted PDCs. Click OK to view the Report.
The PDC Receipts Register displays the Transaction PDC Receipt Date, PDC Receipt No.,
Customer Name, Bank Account and the Amount. Click Close in the Report to close the
PDC Register Report window and return to the Main Menu.
PDC Payments Register
The PDC Payments Register displays a listing of all the Post-Dated Cheques issued to the
Vendors during a selected period.
The PDC Register Parameters window is displayed when selected under the Registers
Select the Report Dates and the Report Layout from the Layout combo. From the
Include box, the user can select the entries to be displayed in the Report. The options
are All PDCs, Converted PDCs or only Unconverted PDCs. Click OK to view the Report.
The PDC Payments Register displays the Transaction PDC Payment Date, PDC Payment
Voucher No., Vendor Name, Bank Account and the Amount. Click Close in the Report to
close the PDC Register Report window and return to the Main Menu.
Final Accounts
Final Accounts Reports are usually those Reports, which are generated at the end of the
Financial Year and portray the Financial Status of the Company as at the end of the
Accounting Period.
The Final Accounts Menu is displayed when selected from the Financial Accounting option
of the Main Menu.
Focus provides the following Reports as part of the Final Accounts Reports Menu.
 Trial Balance
 Profit and Loss
 Trading Account
 Trading with Profit & Loss
 Balance Sheet
 Schedules
 Funds Flow
 Cash Flow
 Fixed Assets Schedule
Let us study the above Reports in more detail.

Provisional Entries
While taking Interim Final Accounts Reports, one may not be able to account for all the
outstanding or pending entries in respect of certain Assets, Liabilities, Incomes or
Expenditure. This would be due to either non-receipt of Bills/Invoices or Bank Advices,
inadequate information available, etc. In these circumstances, the Final Accounts
Reports must be taken only after including an approximate or estimated figure for the
Amounts involved, thereby giving as accurate Financial Reports as is possible.
For this purpose, Focus provides an option to enter Provisional Entries for the Final
Accounts Reports, wherein although the entries are not physically posted to the
Accounts, the amounts affecting those Accounts in respect of items, which would
materially affect the financial position of the Company, are considered and included in
the Reports.
We may understand Provisional Entries as those items, which are taken into account
during the processing of Final Accounts Reports, without actually having posted the
entries for those items to the respective Account books. Thus, even though no
transactions are actually posted to the Ledgers for these items, the Account Balances for
these items will be affected by the values shown against them in the Provisional Entries
window.
The Provisional Entries window is displayed when the user select Provisional Entries
from the Report Parameters window of the Final Accounts Reports.
In the line-wise entry box, select the Account to be debited or credited from the combo
displayed in the Account to Post column. Enter the Amount and select Debit or Credit in
the Dr/Cr Column. The user must ensure that the Total Debit and Total Credit Amounts
entered must tally or he would have a difference in the Trial Balance! Generally, entries
for estimated Interest Income or provisions for various Expenses etc. are included here.
A sample entry is displayed below.
To the right of the line-wise entry box, the user is provided options to take into account
the Opening Stock Value and the Closing Stock Value. Tick the Include Stocks
Value checkbox to activate this option and select the Debit Account and Credit Account
in which the Stock Values should be shown.
Lastly, the user has three radio buttons in the Depreciation box, for selecting either
Detailed or Consolidated entries for Depreciation calculations. Select N/A if the user
does not want to include provisional Depreciation calculations, while taking the Reports.
Click OK to save and include the items entered in the Provisional Entries window or click
Cancel to close the Provisional Entries window and return to the Report Dialog, without
saving the items the user have entered. If the user click OK, the Amounts the user have
entered therein would affect ALL the Final Accounts Reports.
Balance Sheet with Provisional Entry
If the user wish to view/print the Final Accounts Reports without the Provisional Entries
included, he can simply select the Ignore Provisional Entries checkbox, which is
displayed at the top of the Provisional Entries window.
With the checkbox selected as shown above, the Provisional Entries, which have been
entered, would still be retained but they would not be considered during processing of
the Final Accounts Reports. The Balance Sheet generated after selecting Ignore
Provisional Entries is shown below, where the Provision entry does not appear.
Balance Sheet with Ignore Provisional Entries selected

Trial Balance
A Trial Balance is a summarized General Ledger, displaying all the General Ledger
Accounts with their Balances. A Trial Balance shows the user, Total Debits and Total
Credits that have been entered into the Company and the Year-to-Date Balance, which
could be either debit or credit depending upon whichever is higher - the Total Debits or
Total Credits. This is the first report the user take before proceeding to other Final
reports.
The Trial Balance Parameters window is displayed when selected from the Final Accounts
The Reporting Level refers to the different levels defined in the Accounts Tree, from 0
to 7. As explained in the chapter entitled Getting Started – Create Masters, different
Groups of Accounts can be created at different levels, with the Reports displaying
information for selected Accounts or Account Groups. For instance, assume that Sundry
Debtors Group is at Level 1 and all the individual Customer Accounts are grouped under
this Head at Level 2. If the user selects the Report for Level 1, the balances of all
individual Customer Balances would be consolidated and displayed against the Sundry
Debtors Group Head, as a single entry in the report. But if the user selects the Report
for Level 2, the individual Customer Accounts would also be displayed with their
respective Balances. Note that through the Properties option in the Accounts Tree, the
user can hide the Accounts under a Group from appearing in the Reports, irrespective of
the Level at which the user may take the Report.
To select the Reporting Level, slide the bar and position it at the desired level. The left-
most position on the sliding bar is Level 0 and the right-most position is Level 7.
Select the Report Dates and the Layout for the Report from the Layout combo. Select
the format for the Report from the Format box. The Horizontal and Plain formats display
the list of Accounts/Account Groups in the same sequence as defined in the
Accounts Master Tree. In the Vertical format, the Accounts/Account Groups having
Debit Balances are listed first and totalled. Below this, the Accounts/Account Groups
having Credit Balances are then displayed and totalled. The user can, of course,
customize the report as per the requirements, by selecting Customize Report.
To view the Month-wise balances in the Trial Balance Report, select the Month-wise
Columns checkbox. The user can also view the Tag-wise Balances (i.e. Region-wise or
Department-wise as defined in the Tag Trees) by selecting the Tag-wise Columns
checkbox. If the user selects Month-wise Columns or Tag-wise Columns checkboxes, the
fields for these values will be available under the Report Specific group of Variables
displayed in the Customize Report window. The user would have to customize the
Report to view these columns in the Report. Click OK to view/print the Trial Balance
Report.
Focus always shows the user a perfectly balanced Trial Balance. The reason is Focus
takes care of the double entry aspect while posting and saving every voucher. The
Opening Balance voucher, which is the only voucher where this aspect is ignored, takes
the difference of debit/credit to the Opening Balance Difference Account. If the user see
that Account appearing in the Trial Balance, then surely the Opening Balances he has
entered are not complete. Either the user has missed a few entries or the previous
Balance Sheet, from where the user has entered the Opening Balances, was not tallied!
A sample Trial Balance in its traditional format is displayed below.
Trial Balance Report with a Reporting Level of 7
Note that the Opening Balances entered or brought forward from the previous year, are
also shown in the Trial Balance as Last Year’s Details for purpose of comparison with the
Current Year‟s Balances.
Click Close in the Report to close the Trial Balance Report window and return to the
Main Menu.
Profit & Loss
The Profit & Loss Account Statement is the report that shows the performance of the
Company with respect to the Net Profit/Loss made by the Company. This Statement
includes the total Sales revenue, Cost of Goods sold (Purchases less Closing Stock),
Income and Expenses balances. The balancing figure for the Income and Expenses is
the Profit or Loss for the period for which the user is taking the report. If the Total
Income of the Company were greater than the Total Expenses incurred by the Company
during the period, the balancing figure would be a Profit, which would be equal to the
difference of the Income and Expenses. On the other hand, if the Total Expenses is
greater than the Total Income, then the balancing figure is a Loss, to the extent of the
difference between Income and Expenses. Focus allows the user to take the Profit &
Loss Statement for any period starting from any date and ending on any date.
The format in which the Profit & Loss Statement would appear depends on the grouping
and placement of Income/Expense Accounts in the Accounts Tree. To get a perfect view
of the Profit & Loss Account place the group of Sales Accounts first, then place the „Cost
of Goods Sold‟. After this, place other Expense Groups like Administrative Expenses,
Financial Expenses, etc. The group „Cost of Goods Sold‟ consists of „Opening Stock‟,
„Purchase Account‟ and „Closing Stock Account‟ if the user have decided to take the
Purchases of items into the Profit and Loss Account.
If the user takes the Purchases directly into Balance Sheet by debiting the Inventory
Account, then Cost of Goods Sold would be a detail account. The Cost of Goods Sold
Account should be debited either through each Sales Invoice, by adding an extra column
in Sales Invoice or by passing a Journal entry debiting Cost of Goods Sold and crediting
the Balance Sheet Inventory Account.
The Profit and Loss Parameters window is displayed when selected from the Final
Accounts option of the Financial Accounting Menu.
To view the Month-wise balances in the Profit and Loss Statement, select the Month-
wise Columns checkbox. The user can also view the Tag-wise Balances (i.e. Region-
wise or Department-wise as defined in the Tag Trees) by selecting the Tag-wise
Columns checkbox. If the user selects Month-wise Columns or Tag-wise Columns
checkboxes, the fields for these values will be available under the Report Specific group
of Variables displayed in the Customize Report window. The user would have to
customize the Report to view these columns in the Report. Click OK to view/print the
Profit and Loss Statement.
A sample Profit and Loss Statement is displayed below.

Note that figures for the Last Year will be displayed for comparison with current figures,
only if the Previous Year‟s Accounts have been closed in Focus.
Click Close in the Report to close the Profit and Loss Report window and return to the
Main Menu.
Trading Account
The Trading Account Statement is a report that shows the user the Gross Profit/Loss
for the operations of the Company. This statement includes only the Sales Income,
Purchases Expenses and Direct Costs like Freight, Octroi, etc. It excludes Other Incomes
and Indirect Expenses, which are directly accounted in the Profit and Loss Statement.
The Trading Account Parameters window is displayed when selected from the Final
The Sales and Purchases Accounts are selected for this Report by default. However, the
user can select the other Direct Costs to be included in the Report from the Accounts
Tree box displayed in the Parameters window shown above.
Click OK to view/print the Report or click Cancel to close the Trading Account
Parameters window and return to the Main Menu.
A sample Trading Account Report is displayed below.
Click Close in the Report to close the Trading Account Report window and return to the
Main Menu.
Trading & Profit and Loss Account
The Trading & Profit and Loss Account Statement is a combined Report, which includes
both, the Trading Account and the Profit and Loss Statement in a single Report format.
The Trading Account Statement is first displayed with the resultant Gross Profit/Loss.
The Other Incomes and Indirect Expenses are then adjusted against the Gross Profit/
Loss to give the Net Profit/Loss of the Company for the selected period.
The Profit and Loss Parameters window is displayed when selected from the Final
To view the Month-wise balances in the Trading & Profit and Loss Statement, select the
Month-wise Columns checkbox. The user can also view the Tag-wise Balances (i.e.
Region-wise or Department-wise as defined in the Tag Trees) by selecting the Tag-wise
Columns checkbox. If the user selects Month-wise Columns or Tag-wise Columns
checkboxes, the fields for these values will be available under the Report Specific group
of Variables displayed in the Customize Report window. The user would have to
customize the Report to view these columns in the Report. Click OK to view/print the
Trading & Profit and Loss Statement.
A sample Trading & Profit and Loss Statement is displayed below.

Click Close in the Report to close the Trading & Profit and Loss Report window and
Balance Sheet
This is the final report that is taken at the end of every period and also at the end of
Accounting Year. It sets forth clearly the Assets and Liabilities of the Company as at a
given date. As Focus allows the user to keep the financial accounts open for any period,
the balances of the Accounts comprising the Balance Sheet are carried forward to the
next financial period, only when the user perform the Finalization of Accounts, i.e. by
Closing the Accounts for the current period.
The Balance Sheet Parameters window is displayed when selected from the Final
the format for the Report from the Format box. To view the Month-wise balances in the
Balance Sheet Statement, select the Month-wise Columns checkbox. You can also
view the Tag-wise Balances (i.e. Region-wise or Department-wise as defined in the Tag
Trees) by selecting the Tag-wise Columns checkbox. If the user selects Month-wise
Columns or Tag-wise Columns checkboxes, the fields for these values will be available
under the Report Specific group of Variables displayed in the Customize Report window.
The user would have to customize the Report to view these columns in the Report. Click
OK to view/print the Balance Sheet.
Focus allows the user to take the Balance Sheet for any period between a date ranges.
The balances picked up in the Balance Sheet would be both, for the period specified and
from the starting date of the financial year. Different formats of the Balance Sheet are
provided in Focus. These formats are described below.
Vertical Format
The vertical format of the Balance Sheet shows the Sources of Funds first and below
that, the Application of Funds. The Sources of Funds include the Capital and Reserves,
Secured and Unsecured Loans and Other Payables. The Application of Funds includes
Fixed Assets, Deposits and Current Assets. The sequence in which each group would
appear in the Report depends on the position of Account Groups in the Accounts Tree.
The user can change the position to suit the requirements, by moving the Account
Groups in the Accounts Tree. Note that the Opening Balances entered or brought
forward from the previous year, are also shown in the Balance Sheet as Last Year’s
Details, for purpose of comparison with the Current Year‟s Balances.
A sample Balance Sheet in Vertical Format is displayed below.
Balance Sheet – Vertical Format
Horizontal or Plain Format

The traditional style of the Balance Sheet shows the Account Names in the first column
on the left hand side. The balances of the Asset and Liability Accounts are displayed in
separate columns against each Account, to the right of the Account Names. This format
is commonly used to compare/verify balances between two Final reports e.g. the Balance
Sheet compared with the Trial Balance.
A sample Balance Sheet in Horizontal/Plain Format is displayed below.

Balance Sheet - Horizontal/Plain Format
Click Close in the Report to close the Balance Sheet Report window and return to the
Main Menu.
Schedules
This report lists the balances of immediate sibling Accounts belonging to a selected
Account group. The user has the option to select a group(s) of any level in this report.
Schedules are required when the user take the Balance Sheet at a higher Report Level
grouping, leaving the details to be shown in separate appendices. Most often the details
of Accounts Receivable and Accounts Payable are not shown in the Balance Sheet. Only
the consolidated Receivables and Payables balances are shown in the Balance Sheet,
while the details of how the figure is arrived at are given in the Schedules report.
The Schedules Parameters window is displayed when selected from the Final Accounts
Select the Account Group for which the Schedule is required. Select the Report Dates
and the Layout for the Report from the Layout combo. Click OK to view/print the
Report.
The user can take separate Schedules reports for each Account Group, to support the
Balance Sheet figures. The user can also use Schedules for MIS purposes, to extract a
list of Expenses under each Expenditure Account Group. Schedules can be taken for any
given period falling under the accounting date range. The report can also be filtered to
show Balances of any Group pertaining to a specific Tag like Division, Branch or
Salesman. Further, the user can filter this report, to analyze all the Customers whose
balances are over a specific amount.
A sample Schedules Report is displayed below.

Click Close in the Report to close the Schedules Report window and return to the Main
Menu.
Funds Flow
The Funds Flow Statement gives the user an analysis of sources and applications of
funds. The report takes all the Balance Sheet Accounts and shows the net inflow as
Sources of funds and the net outflow as Application of funds.
The Funds Flow Parameters window is displayed when selected from the Final Accounts
the format for the Report from the Format box. In the Vertical format, the increase in
Credit Balances forms the Sources of Funds, while the increase in Debit Balances shows
the Application of Funds. The user can, of course, customize the report as per the
requirements, by selecting Customize Report.
Click OK to view/print the Report or click Cancel to close the Funds Flow Parameters
window and return to the Main Menu.
A sample Funds Flow Report is displayed below.

Click Close in the Report to close the Funds Flow Report window and return to the Main
Menu.
Cash Flow
The Cash Flow statement shows the inflow and outflow of Cash. Focus takes the
Opening Cash and Bank balances, to which it adds the Receipts (inflow) and deducts
Cash/Bank Payments (outflow) under various Account Heads. The Report gives details
of Accounts from where Cash has come into the business (inflow) and the Accounts from
where Cash has been applied (outflow). The Opening Cash and Bank Balances plus
inflow minus outflow would give the user the Closing Cash and Bank Balances.
The Cash Flow Parameters window is displayed when selected from the Final Accounts
the format for the Report from the Format box. In the Vertical format, the
Accounts/Account Groups from where Cash has been received are displayed first under
Cash Inflow. Below this, the Accounts/Account Groups to which Cash has been applied
or utilized are grouped together under Cash Outflow. The Opening and Closing Cash and
Bank Balances are also shown. The user can, of course, customize the report as per the
requirements, by selecting Customize Report.
Click OK to view/print the Report or click Cancel to close the Cash Flow Parameters
A sample Cash Flow Report is displayed below.

Click Close in the Report to close the Cash Flow Report window and return to the Main
Menu.
Budget Report
The Budget Report gives the user a comparison between the actual Balance of an
Account and the Budgeted figure, with the Variance between these figures.
Budgets definition is done through the \Company\Create Masters\Budgets option. The

Budgets can be defined for each Account, either with an Overall figure or with separate
figures Department-wise. Further, the user can either enter an Annual Budget figure,
which will be automatically apportioned equally for each month, or Monthly Budget
figures, if they differ from month to month. The latter is common for a Sales Budget,
where the figures for seasonal months are higher when compared to those for off-season
months. Please refer to the chapter entitled Getting Started – Create Masters for more
information on this topic.
The Budgets Parameters window is displayed when selected from the Final Accounts
Select the Report Dates and the Report Layout from the Layout combo box. Select the
period or frequency of the Budget figure to be calculated and displayed in the Report
from the Budget box. Options are Annual, Quarterly or Monthly. Click OK to view/print
the Report.
Focus picks up the Annual Budget till date, if the user defines the report period from
Starting Date till a specific Date midway through the year and divides the Annual Budget
figure by the number of days to the Report ending Date, to arrive at a Budget figure till
the Report date. If the user defines the period for a specific Starting Date, which is
different from the Starting Date of the Accounting year, then Focus picks up the Budget
Amounts entered for that month. The report for a selected Account/Group shows the
Current Balance, Budgeted figure and Variance between the two.
A sample Budget Report is displayed below.

Click Close in the Report to close the Budgets Report window and return to the Main
Menu.
Fixed Assets Schedule
The Fixed Assets Schedule Report in Focus is designed to provide a detailed report on
the Fixed Assets defined in the Accounts Tree.
Based on the Method of Depreciation selected for the Asset, Focus calculates and
displays the Depreciation for the period selected in the Report Parameters.
The Fixed Assets Schedule Report Parameters window is displayed when selected under
the Final Accounts option of the Financial Accounting Menu.
Select the Report Dates and the Report Layout from the Layout combo. Click OK to
view/print the Report.
The Fixed Assets Schedule Report includes the following details: Asset Name,
Depreciation Method, Rate of Depreciation, Original Asset Value, Depreciation Brought
Forward from previous years, Opening Asset Value, Additions, Deletions, Net Asset Value
(used for calculating the Depreciation for the current year), Depreciation for the Year
and Closing Asset Value.
The Depreciation for the Year as calculated and displayed in the Report can be picked up
in the Final Accounts as a Provisional Entry. Alternatively, the user can actually raise
appropriate Journal Entries with the Depreciation Amounts calculated and displayed in
the Fixed Assets Schedule.
A sample Fixed Assets Schedule Report is shown below.

Click Close in the Report to close the Fixed Assets Schedule Report window and return
to the Main Menu.
It may be noted here that this Report is provided as an alternative to those Users, who
do not opt to use the Fixed Assets Module, which is a separate Add-on Module in
Focus. With this Module, the User can maintain complete and detailed records of Fixed
Assets, to monitor Asset Usage, Asset Maintenance and Repair, Asset Transfers and
Disposals. Several Methods of Depreciation are inbuilt to provide accurate Depreciation
calculations as required. For more information, please refer to the chapter entitled Fixed
Assets.
Receivables and Payables Analysis
The Receivables and Payables Analysis Menu is displayed when selected under the
Financial Accounting option of the Main Menu.
The Menu displayed above comprises the following Reports:
 Listing of Outstanding Bills

 Bill-wise Analysis
 Due Date-wise Analysis
 Ageing Analysis
 Bill-wise Ageing
 Due Date-wise Bill-wise Ageing
 Due Date-wise Ageing
 Overdue Analysis
 Overdue Summary
For more information on the above Reports, kindly refer to the chapter entitled
Accounts Receivable/Payable, where a complete explanation of how the Accounts
Receivable module works in Focus is given, together with a description of the above
Reports.
Sales and Purchase Analysis
The Sales and Purchase Analysis Menu is displayed when selected under the Financial
The following Reports are included in the Sales and Purchase Analysis Menu.
 Party-wise Sales
 Product-wise Sales
 Sales Analysis
 Party-wise Purchases
 Product-wise Purchases
 Purchases Analysis
A more detailed description of the above Reports is available on the following pages.
Party-wise Sales
This report shows a summary of Customer-wise Sales done during a selected period.
The Party-wise Sales Analysis Parameters window is displayed when selected under the
Sales and Purchase Analysis option of the Financial Accounting Menu.
Select the Sales Account/Sales Account Group from the Account combo. Select the
Report Dates and the Report Layout from the Layout combo. Click OK to view/print the
report.
The report is sorted Customer-wise and includes the Products sold with the total
Quantity and Value. For each customer, the Total Sales Value is shown. The Total
Quantity and Value of each Product is calculated, taking into consideration the Sales
Invoices and Sales Returns.
For example, assume the user sells two Products and he wish to see the sales of each
Product to a specific Customer or group of Customers. The Party-wise Sales Report
would show the user what Quantity of each Product a Customer has bought. This would
give the user an idea of which Product is more popular with which Customer.
Accordingly, the user may plan on increasing the Sales of other Products to the
Customer through other promotional schemes.
A sample Party-wise Sales Analysis Report is displayed below.

Click Close in the Report to close the Party-wise Sales Analysis Report window and
Product-wise Sales
This report shows a summary of Product-wise Sales made to various Customers over a
given period.
The Product-wise Sales Analysis Parameters window is displayed when selected under
the Sales and Purchase Analysis option of the Financial Accounting Menu.
report.
The Report is sorted Product-wise. For each Product, it displays the Quantity and Value
of Sales made to various Customers. After each Product, the Total Quantity and Total
Sales Value are shown. The Quantity and Value of each Product for each Customer
would be the sum of all the Invoices raised for that Customer.
A sample Product-wise Sales Analysis Report is displayed below.

Click Close in the Report to close the Product-wise Sales Analysis Report window and
Sales Analysis
This Report shows the Quantum and Value of Sales entered for Tags, selected in the
Sales Invoices.
The Sales Analysis Parameters window is displayed when selected under the Sales and
Purchases Analysis option from the Financial Accounting Menu.
report.
The Report, which depends on the number of Tags the user have selected in the Sales
Invoice, would give him the analysis of each Tag separately, showing the Product-wise
Quantity and Value of Sales done.
For example, assume that the user is using the Salesman Tag. This implies that the user
is entering the name of his Salesman in every invoice in the Salesman Tag. At the end
of the month, the user wish to see the Total Quantity of each Product sold and the Total
Value of Sales done by each Salesman. The Sales Analysis report selected for the Tag
Salesman would give him the required report.
A sample Sales Analysis Report is displayed below.

Click Close in the Report to close the Sales Analysis Report window and return to the
Main Menu.
Party-wise Purchases
This report shows the user the Vendor-wise breakup of Purchases made over a given
period.
The Party-wise Purchases Analysis Parameters window is displayed when selected under
the Sales and Purchase Analysis option of the Financial Accounting Menu.
Select the Purchases Account/Purchases Account Group from the Account combo. Select
the Report Dates and the Report Layout from the Layout combo. Click OK to view/print
the report.
The report is sorted Vendor-wise and includes the Items purchased with the Quantity
and Value. For each Vendor, the Total Purchases Value is shown. The Total Quantity
and Value of each Item is calculated, taking into consideration the Purchase Vouchers
and Purchase Returns.
A sample Party-wise Purchases Analysis Report is displayed below.

Click Close in the Report to close the Party-wise Purchases Analysis Report window and
Product-wise Purchases
This Report shows the different Vendors from whom an Item is purchased during a given
period.
The Product-wise Purchases Analysis Parameters window is displayed when selected

under the Sales and Purchase Analysis option of the Financial Accounting Menu.
Select the Purchases Account/Purchases Account Group from the Account combo. Select
the report.
The Report is sorted Product-wise. For each Product, it displays the Quantity and Value
of Purchases made from various Vendors. After each Product, the Total Quantity and
Total Purchases Value are shown. The Quantity and Value of each Product for each
Vendor would be the sum of all the Purchase Vouchers raised for that Vendor, less any
Returns.
A sample Product-wise Purchases Analysis Report is displayed below.

Click Close in the Report to close the Product-wise Purchases Analysis Report window
Purchases Analysis
This Report shows the Quantum and Value of Purchases entered for Tags, selected in the
Purchases Vouchers.
The Purchases Analysis Parameters window is displayed when selected under the Sales
and Purchases Analysis option from the Financial Accounting Menu.
Select the Purchase Account/Purchases Account Group from the Account combo. Select
the report.
The Report, which depends on the number of Tags the user have selected in the
Purchases Vouchers, would give him the analysis of each Tag separately, showing the
Product-wise Quantity and Value of Purchases made.
A sample Purchases Analysis Report is displayed below.

Click Close in the Report to close the Purchases Analysis Report window and return to
the Main Menu.
Miscellaneous Analysis
The Miscellaneous Analysis Menu is displayed when selected under the Financial
Various Analytical Reports are grouped under this Menu.
 Peak and Low Balances

 Comparative Analysis
 Transaction Types Analysis
 ABC Analysis
 Interest Calculation
 Foreign Currency Fluctuation Analysis
 Ratio Analysis
We shall briefly review these Reports on the following pages.

Peak & Low Balances
The Peak and Low Balances Parameters window is displayed when selected under the
Miscellaneous Analysis option of the Financial Accounting Menu.
Select the Report Date and Report Layout from the Layout combo box. Also, select the
Account/Account Groups from the Accounts Tree displayed. Click OK to view/print the
Report.
The Report displays the Highest and Lowest Balances of the selected Accounts and the
Dates of those Balances. This report would be useful if the user wish to see the highest
or lowest Cash/Bank Balance during the Accounting year. It would also be useful if the
user wish to see the highest and lowest Balances pending from/to the
Customers/Vendors. This report is also useful from an audit viewpoint to pinpoint or
track unusual movements in certain Accounts.
A sample Peak and Low Balance Report is displayed below.
Click Close in the Report to close the Peak and Low Balances Report window and return
to the Main Menu.
Comparative Analysis
The Comparative Analysis Parameters window is displayed when selected under the
Select the Report Date and Report Layout from the Layout combo box. Also, select the
Report.
This report analyzes the monthly balances and transaction amounts of the selected
Accounts. This report would be useful if the user decide to see the trend of the Sales or
a trend of Customer balances on a monthly basis.
A sample Comparative Analysis Report is displayed below.

Click Close in the Report to close the Peak and Low Balances Report window and return
to the Main Menu.
Transaction Type Analysis
The Transaction Analysis Parameters window is displayed when selected under the
Select the Report Dates and Report Layout from the Layout combo box. Also, select the
Report.
This report provides the user with the composition of Account Balances, which is arrived
at by summing up the Transaction Amounts of various Voucher Types, posted to the
Accounts. For example, the user can see the Total Amount debited in a Customer
Account through Sales Invoices, Debit Notes and Payment vouchers and the Total
Amount credited to the same Account through Receipts, Purchases, Credit Notes, etc. At
the end of all the different voucher types columns, the Net Balance of each Account is
displayed.
Click Close in the Report to close the Transaction Analysis Report window and return to
the Main Menu.
ABC Analysis
The ABC Analysis Parameters window is displayed when selected under the Miscellaneous
Analysis option of the Financial Accounting Menu.
Report.
This report displays the selected Accounts in descending order of their Balances. This
report is useful if the user wish to see the Balances due from customers with the highest
Balance pending to be listed at the top. This can be achieved by selecting the Accounts
Receivable group of Accounts to view in the Report.
A sample ABC Analysis Report is displayed below.
Click Close in the Report to close the ABC Analysis Report window and return to the
Main Menu.
Interest Calculation
The Interest Calculation Parameters window is displayed when selected under the
Select the Report Dates for the period for which the Interest Calculation is required.
Select the Report Layout from the Layout combo. Select the Accounts for which the
Interest will be calculated. In the Interest From box, select the Bill Date or the Due
Date as the starting point from which Interest will be calculated for the selected
Accounts. Enter the Rate at which Interest is to be calculated in the Interest Rate field.
Click OK to view/print the Interest Calculation Report.
The Report displays the Account Name and the Amount of Interest, which is calculated
on the closing Daily Balances of the Account. A sample Interest Calculation Report is
shown below.
Click Close in the Report to close the Interest Calculation Report window and return to
the Main Menu.
Foreign Currency Fluctuation
The Foreign Exchange Fluctuation Analysis Parameters window is displayed when
selected under the Miscellaneous Analysis option of the Financial Accounting Menu.
Report.
The Foreign Currency Fluctuation report calculates the Amount of Exchange difference in
the Account that has entries posted in foreign currency. This function is exclusively
useful to those Companies that are using the multi-currency feature of the software.
The difference posted to the Account would arise due to the changes in the Exchange
Rate in the currencies that are used. Thus, if a Sales Invoice and Receipt against the
Invoice is raised on different Dates, at different Exchange Rates, the difference in the
Ledger posted due to the Exchange Rate difference can be found out using this report.
A sample Foreign Exchange Fluctuation Analysis Report is displayed below.
Click Close in the Report to close the Foreign Exchange Fluctuation Analysis Report
Ratio Analysis
This option allows the user to define the ratios of his choice, based on the structure of
the Accounts Tree that has been designed. The user can select Account Groups or
detailed Accounts and also combine more than one Account to arrive at an expression on
both sides of the Ratio.
The Create Ratio window is displayed when selected under the Miscellaneous Analysis
A Ratio Table listing all the Ratios, which have been defined previously, is displayed in
the window. Four Command Buttons are also displayed beside the Ratio Table: Add,
Edit, Delete and Cancel.
To add a new Ratio, click the Add button. The Create Ratio window is displayed as
shown below.
Enter the Name and Alias for the Ratio. To select Variables for the Ratio, click Variable
List. The Variable List window is displayed as shown below.
Select the Variable from the Variables combo and then select the Account Group/Account
from the Account combo. Click OK to add the Variable to the Ratio expression or click
Cancel to close the Variable List window and return to the Create Ratio window.
Multiple variables can be combined in a Ratio, by using an appropriate Operator, which

can be selected from the Operator combo and clicking the Add button, to add the
Operator to the Ratio expression.
Repeat the above procedure until the Ratio definition is complete. Click OK to save the
Ratio defined or click Cancel to close the Create Ratio window. If the user clicked OK,
the Ratio defined will be added to the Ratio Table of stored Ratios.
To edit an existing Ratio, select the Ratio from the Ratio Table by clicking anywhere
in the row where the Ratio is displayed. Click the Edit button and the Create Ratio
window is displayed with the Ratio expression, to allow the User to modify the same.
Click OK to save the changes or click Cancel to close the Create Ratio window without
updating the modifications.
To delete an existing Ratio, select the Ratio from the Ratio Table as explained
above and click the Delete button. Focus prompts the user to confirm the deletion and
then removes the Ratio from the Ratio Table.
Click Cancel to close the Create Ratio window and return to the Main Menu.
Masters Information
The Masters Information Menu is displayed when selected from the Financial Accounting
The following options are available in the above Menu displayed.
 Mailers
 Product Labels
 Products’ Rates
 Masters Information
Let us see how we can utilize the information available through these options.
Mailers
Mailers are common correspondence sent out to Customers periodically for various
purposes like Payment Reminders, Promotion of Schemes, etc. Similar to Document
printing, this requires a Print Layout that must be designed once. The user can have
different Print Layouts for different types of Mailers.
The Mailers window is displayed when selected from the Masters Information option of
the Financial Accounting Menu.
Select the Date on which the Mailer is to be printed and the Accounts/Account Groups for
which it should be printed. Click OK to continue.
The Print dialog is displayed, wherein the user can select the Print Layout from the Name
combo. The user can create a new Layout or Modify the existing selected Layout by
clicking the Create or Modify buttons. The Document Design window will be displayed,
wherein the user can proceed to create a new Layout design or modify an existing one.
Please refer to the chapter entitled Document Printing for more details on designing a
Print Layout for the Mailers.
Enter the Number of Copies to be printed for each Account selected. The user can select
and modify the Printer properties by clicking the Printer button.
Click OK to print the Mailer or click Cancel to close the Print dialog and return to the
Main Menu.
Product Labels
Product Labels can be printed in user-designed formats as required. Similar to the
Mailers described above, the Print layout for a Product Label must be designed once.
Multiple Print Layouts can be designed for different types of Labels having different
formats.
The Labels window is displayed when selected under the Masters Information option of
Select the Date on which the Label is to be printed and the Products/Product Groups for
which it should be printed. Click OK to continue.
The Print dialog is displayed, wherein the user can select the Print Layout from the Name
combo. The user can create a new Layout or Modify the existing selected Layout by
clicking the Create or Modify buttons. The Document Design window will be displayed,
wherein the user can proceed to create a new Layout design or modify an existing one.
Please refer to the chapter entitled Document Printing for more details on designing a
Print Layout for Product Labels.
Enter the Number of Copies to be printed for each Product selected. The user can select
and modify the Printer properties by clicking the Printer button.
Click OK to print the Labels or click Cancel to close the Print dialog and return to the
Main Menu.
Products’ Rates
This option displays the Buying and Selling Rates as defined in the Product Master.
The Rates window is displayed when selected under the Masters Information option of
Select the Products/Product Groups for which the Rates are to be displayed. Select the
Report Layout from the Layout combo. Click OK to view/print the Report.
The Buying and Selling Rates for each selected Product are displayed in historical Date
order of which they have been defined in the Master. This serves as a useful reference
from an Audit viewpoint, when checking whether the correct Rates have been applied in
Sales Invoices or Purchase Vouchers. A sample Products‟ Rates Report is displayed
below.
Click Close in the Report to close the Rates window and return to the Main Menu.
Masters Information
This option allows the User to view/print all the information recorded in the Masters,
which includes the Accounts Master, the Products Master and the Tags Masters.
The Tree window is displayed when selected under the Masters Information option of the
Financial Accounting Menu.
Select the Report Dates and the Report Layout from the Layout combo. Also, select the
Accounts/Products/Tags from the Tree displayed, for which the details are to be printed
or displayed in the Report. Click OK to continue.
Depending on the Report Layout, the relevant information for the selected Master items
will be displayed. The Report can be customized to display only selected fields from the
Master. The Report can also be filtered to view specific items as required.
A sample Accounts Information Report is displayed below.

Checklist
The Checklist Report provides details of every Transaction operation in Focus.
The Checklist Parameters window is displayed when selected under the Financial
Select the Report Dates and the Report Layout from the Layout combo. Select the Sort
Order for the Report from the Sorting combo. Click OK to continue.
The Checklist Report window is displayed with a Display Order combo, the Report details
and Command Buttons, which are similar to the Bank Reconciliation Report window
(described earlier in this chapter).
The user can change the Display Order of the Report items any time by changing the
Sort Order in this combo. The Security details of an entry comprising the Date and Time
a Voucher was posted and the User Login Name, who has posted the entry, is displayed
against each item in the Report. Apart from this, other details of the entry like the
Date, Amount, Account Debited/Credited, etc. are also displayed.
Every transaction displayed in the Report has a default Status as “Unchecked”. After
positioning the cursor over this item, click Toggle Status to change the Status of this
item to “Checked”.
This Report may be used primarily for Audit purposes, where the accuracy and
authenticity of each Transaction is checked against the appropriate Document.
A sample Checklist Report is displayed below.

Financial Accounting

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Financial Accounting

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Financial Accounting .............................................................................................. 3

A sample Ledger Report is displayed below.

The above reports are described on the following pages.

The difference between a Ledger/Sub-Ledger report and a Cash/Bank book is in the

A sample Cash Book Report is shown as follows:

Columnar Cash Book

Analytical Reports for Cash/Bank Accounts

Analytical reports give the user a summarized analysis of Cash/Bank transactions. A

Petty Cash Book

Columnar Petty Cash Book

A sample Day Book report is displayed below.

Three Reports are provided in this Menu:

Let us briefly review the above reports.

Summary Sales Book

A sample Summary Sales Report is displayed on the previous page.

Columnar Sales Book

The following Reports are available in this Menu:

We shall take a brief look at the above Reports.

A sample Purchases Register Report is displayed below.

Summary Purchases Book

A sample Columnar Purchase Book Report is displayed below.

 Journal Entries Register

Let us look at these Reports in more detail.

Opening Balance Register

A sample Opening Balances Register Report is displayed below.

Let us study the above Reports in more detail.

Balance Sheet with Provisional Entry

Balance Sheet with Ignore Provisional Entries selected

A sample Trial Balance in its traditional format is displayed below.

Trial Balance Report with a Reporting Level of 7

A sample Profit and Loss Statement is displayed below.

A sample Trading & Profit and Loss Statement is displayed below.

A sample Balance Sheet in Vertical Format is displayed below.

Balance Sheet – Vertical Format

Horizontal or Plain Format

A sample Balance Sheet in Horizontal/Plain Format is displayed below.

A sample Schedules Report is displayed below.

A sample Funds Flow Report is displayed below.

A sample Cash Flow Report is displayed below.

Budgets definition is done through the \Company\Create Masters\Budgets option. The

A sample Budget Report is displayed below.

A sample Fixed Assets Schedule Report is shown below.

The Menu displayed above comprises the following Reports:

 Listing of Outstanding Bills

A sample Party-wise Sales Analysis Report is displayed below.

A sample Product-wise Sales Analysis Report is displayed below.

A sample Sales Analysis Report is displayed below.

A sample Party-wise Purchases Analysis Report is displayed below.

The Product-wise Purchases Analysis Parameters window is displayed when selected

A sample Product-wise Purchases Analysis Report is displayed below.

A sample Purchases Analysis Report is displayed below.

Various Analytical Reports are grouped under this Menu.

 Peak and Low Balances

We shall briefly review these Reports on the following pages.

A sample Peak and Low Balance Report is displayed below.

A sample Comparative Analysis Report is displayed below.

A sample ABC Analysis Report is displayed below.

A sample Foreign Exchange Fluctuation Analysis Report is displayed below.

Multiple variables can be combined in a Ratio, by using an appropriate Operator, which

The following options are available in the above Menu displayed.

A sample Accounts Information Report is displayed below.

A sample Checklist Report is displayed below.

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