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| Globally Accessible Accounting and Inventory Control Application with you online store and e-payment interface. Internet or Web based Accounting and Inventory Control Application including a online store for your business with a shopping cart and credit card interface. Runs in an internet browser from any computer. | | Learn More | |
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HiTech Pharmaceuticals Sales, Stock and Accounts Manager
Customized For Pharmaceutical Trading Houses, Medical Stores
Complete with Invoicing, Inventory and Accounts
Distribution Invoices : Creating Distribution Invoices : Creating, How To Create Distribution Invoice, Sales Module,
To prepare Distribution Invoice give menu command Distribution Sales Invoice A window with the names of companies will be opened.
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Select the name of the company in the list and double click it or press the commandbutton OK. Invoice Window will opened for creating distribution invoiceof the selected company.
To prepare Government Distribution Invoice give menu command Distribution Invoice . Invoice Window will open for Invoice for distribution invoice.
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By default the date which is displayed is of last entry date and not the current system date. You can change it to your desire date.
To select a customer name in the invoice is very easy. You can type customer code or first part of the name of the customer in the text box marked Sold To. The customer name and address will appear in the invoice when you press tab for making the next entry. If the code or name you typed here does not match with any of the customers then the customer list will be automatically displayed. You can also press command button Find to display the List of Customers You can select a name from this list easily.Press command button OK. The customer name and address will appear in the invoice. The invoice due date will change accordingly if the Due Days are defined for that customer in the customer record. You can fill in the challan no., order no., order date etc. if applicable. You can also specify the sales a/c for this invoice by selecting a account name from the combo displaying account names.
You can select the name of Salesman from the drop down list box named Salesman. Who is dealing the selling of that products.
To select a product names in the invoice is also very easy. You can type product code in column 1 of the grid (item code) or first part of the name of the product in the column 2 of the grid (product). The product name, packing, M.R.P., Rate, Taxes and Manufacturer name will appear in the invoice when you press tab for making the next entry. If the code or name you typed in the columns do not match with any of the product then the product list will be automatically displayed. You can also press command button Products List or double click the grid in col 1 or 2 to display the List of Products . You can select multiple products by tagging them and specify their quantity in this list easily.Press command button OK. All the selected products and quantities with other details will appear in the invoice. The sub total will be calculated as per the rates and tax amount will be calculated as per the tax individually defined for each of the product item. You can change any of the value which is entered in the product grid like percentage tax, rate, batch no. or expiry. To delete any row from this grid press command button Del Row.
In sales bill the details of product shown are Code, Product Description, Unit, Qty, Free, Rate, Amount, CP Code, SP Code, VAT %, CST %, Disc %, Disc Amount, manufacturer's Name and Group of product.Discounts may be given in grid. You can enter Fr. Add, Fr. Less and Scheme %. Amount Paid is calculated after deduction of discount.
You can enter Number of invoice, Date and Due date under the heading Invoice No. Next headin is Ch./Ord. No., you have to enter here challan no., challan date, order no. and order date. You can select Challan No. and Order No. from the list by double click on the text boxes of challan no. and order no. respectively. List of challan no. and order no. will be displayed, double click on desired challan no. or order no. Selected challan or order will be displayed in bill. Noe next heading is Others, click on that it will display some options as Sales Out of State, 'D' Form Reeived, 'D' Form No. and Hire-Purchase Customer. If the product is selling to out of state then tick on check box Sales Out of Selling. If this memo is made for H/P Customer then the check box Hire-Purchase customer ticks autometically. Similarly, 'D' Form Recieved and 'D' Form # comes automatically when they are entered. If this invoice is Invoice for Sales Against 'D' Form then an option Sales Against 'D' Form checked automatically and the invoice no. comes with the prefix 'D'.
Adjustment of Credit / Debit Note / amount in the Invoice
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If you want to adjust an already prepared credit / debit note of the customer you can adjust its amount against the invoice. To do so press command button Credit Note. This window will be displayed. Check one of the two check boxes marked DEBIT NOTE or CREDIT NOTE. If the DR/CR Note is already prepared then enter its number in the text box marked CR / DR Note No. If this number is found then the amount will come automatically in the text box marked Amount and the net payable is calculated. You can also display a customerwise list of all debit / credit notes for a period by pressing the command button LIST. The following list will be displayed.
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The list will be prepared for a period starting from the start of the current financial year upto the current date. You can prepare the list for any period after entering the period and pressing the command button LIST in the list frame. You can find the Debit Credit Note you want to adjust in this list. After bringing this invoice in focus in this list press command button INSERT. This DR/CR Note no and amount will entered in the invoice. To close the list frame command button CLOSE.
Special Request to the Bankers
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If you want to special request to the bankers you can fill all the detailsin Bank Instruction format. To do so press command button Bank Instruction . This window will be displayed.In this window you haveentered following information like :
MTR No.,Dated,Name of the Transport,Discount Rs.,On or Before,Collect Rs., After,24% Int. From, Bankers,To close the frame command button OK.
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When you have entered required sale quantity and free quantity the total of which is more than the current stock of the item then No Stock Flag appears. In other words whenever the stock is about to become negative the no stock flag will show up to warn you that the stock of the shown item is about to become negative. The No Stock Flag will show the total quantity of the item in question along with the quantities in the stock at various locations. The product you selected will be highlighted. You have three options when you get a no stock flag. If you press command button Cancel then the requested item will be removed form the invoice. If you press command button Adjust then you'll get required free and sale quantity of the same product at diffrerent locations will be added automatically in the list until the required free and sale quantity is entered in the invoice or procducts at all the locations are finished. If the adjustment could not be done you will get a message. If you press command button Accept then the sale and free quantity you entered in the invoice will be accepted and the stock will become negative.
Inventory control module of Hitech Financial Accounting can work with the negative stocks. Whenever the item having negative stock is purchased the negative stock amount will be adjusted against the purchased quantity.
Fill the amount paid if any amount is paid by the customer. The memo will become cash memo if it is fully paid. You can also specify the details of the cheque if the payment is received by cheque as shown entry frame.
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You can enter the date, number and amount of the cheque along with the name of bank.This information is stored with the invoice.
When you have finished making entries then press command button New on the Memo Command Button Group / Panel to save this invoice and go on to make new invoice. You will asked whether you want to save the invoice. Answer Yes if you want to do so. The invoice will be saved and new invoice will be displayed. You can also click Edit Mode directly. If you want to make no more invoices press command button CLOSE . You will be asked if you want to save the invoice. After your response the invoice entry window will close and you will return to main program window.
At the bottom of the window there is shortcut panel. It contains list of functions keys to facilitates faster entry. On pressing various function keys the facilities we get are as follows. These commands can also be issued through the panel.
F2 : Select Customer. Instead of clicking on command button Find Cust we can directly display the list of customers by pressing this function key.
F3 : Show the list of products. Same as Find Prod .
F4 : New invoice. Instead of clicking on command button New invoice we can directly display the window for editing New invoice by pressing this function key. And you can close this window directly by pressing function key F10 : Close invoice Entry.
F5 : Switch to Edit mode or to Add Mode.
F6 : Print the current invoice.
F7 : Delete the current invoice.
F9 : Show the list of existing invoices. Works only in Edit Mode.
F12 : Popup the Calculator.
When you use tab key the cursor will move to different boxes and if the data is already written on that box and you try to enter any entry it will be overwritten.
When you use tab key the cursor will move to different boxes and if the data is already written on that box and you try to enter any entry it will be overwritten.
If you want to make no more invoices press command button CLOSE. You will be asked if you want to save the invoice. After your response the invoice entry window will close and you will return to main program window.
All invoices when they are saved are posted in the ledger automatically if the Post Ledger Automatically check box is checked in the invoicing preference setup.
As long as the invoice entry window is displayed you can do nothing else but making the invoice entry. The main menu will become accessible only when you close the invoice entry window.
To print the invoice please refer to : Printing Using Hitech Print Engine
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