Frequently Asked Questions :
Q] How do i create a supplier code for a new supplier?
A] You must first create a ledger code in COA Setup module (must be unique for each supplier)
Create supplier profile in the Creditor Setup module (assign the newly created ledger code)
You may not change or delete supplier profile, if there is transaction posted in this supplier code
(Caution : Do not post journal entry from Journal Entry Screen into this supplier account code)
Q] How do i issue a GRN when i receive stock from supplier?
A] You must create your inventory profile in the inventory setup module first, before you can issue GRN.
1) Create your stock item profile in the inventory setup module
2) You must assign a costing mechanism, a shipping, payable, sales and cost of sales code for each stock
Item.
3) After creating your inventory profile, you can start issuing GRN from GRN module.
4) Select supplier code from the GRN module, next, drag and drop the stock item from the 1st listbox into
the 2nd listbox.
5) Specify quantity received and purchase price for each stock item (pricing is rounded to 2 decimal places)
6) Specify date received and name of the user who will issue the GRN form.
7) Post GRN and system will assign a GRN number for each GRN issued.
Q] How do i issue a purchase order to my supplier?
A] Currently, DES do not contain purchase order module. You may issue your purchase order manually or
from a third-party application.
Q] How do i process a purchase invoice received from a supplier?
A] If the purchase invoice received is for stock item:
1) Go to purchase invoice module, select the supplier name
2) Drag and drop each stock item from 1st listbox to 2nd listbox (for items that have been invoiced by your supplier)
3) Specify the quantity to be invoiced, purchase price and description for each stock item.
4) Specify date of processing the purchase invoice and name of the user who will process the purchase invoice form.
5) Post purchase invoice and system will assign a journal number for each processed invoice.
If the purchase invoice received is for purchase of items, not for resale purpose:
1) Go to Purhcase invoice adjustment module,select the supplier name
2) Drag and drop account code to capture the purchase expenses from the chart of account listbox to the 2nd listbox.
3) Specify amount to debit or credit (negative) and description for each account code dragged into the 2nd Listbox.
4) Specify date of processing the purchase invoice adjustment and name of the user who will process the purchase
invoice adjustment.
5) Post purchase invoice adjustment and system will assign a journal number for each processed adjustment.
Q] How do i process a purchase credit note issued by my supplier?
A] If the purchase credit note issued is for stock item that already been GRN and invoiced by supplier:
1) Go to purchase credit note module, select the supplier name
2) Drag and drop the invoiced stock item from the 1st listbox to the 2nd listbox
3) Specify quantity subject to credit note for each dragged stock items
4) Specify date of processing the purchase credit note and name of the user who will process the Purchase credit note.
5) Post purchase credit note and system will update the inventory balance, accounts payable balance.
If the purchase credit note issued is for stock item that already been GRN but not invoiced yet:
1) Go to Stock Adjustment module, display the stock items by selecting the costing mechanism
2) Drag and drop stock items from 1st listbox to 2nd listbox
3) Specify quantity (negative) to return to supplier and original purchase price for each stock item dragged into 2nd
listbox.
4) Specify the account code to debit out from your payable account code (normally defined in the inventory setup
module).
5) Specify date of processing the stock adjustment and name of the user who will process the stock adjustment.
6) Post stock adjustment and system will update the inventory balance and GL balance.
If the purchase credit note issued is for purchase of expenses/item (not for resale purpose) :
1) Go to purchase adjustment module, select supplier name
2) Drag and drop account code from 1st listbox to 2nd listbox
3) Specify debit/credit amount and description for each account code dragged into 2nd listbox
4) Specify date of processing the purchase adjustment and name of the user who will process the Purchase adjustment.
5) Post purchase adjustment and system will update the accounts payable balance and GL balance.
Q] How do i create a stock item profile for my inventory?
A] Go to inventory setup module :
1) Create category name for each stock item (e.g. Hardware/software/Network)
2) Define costing mechanism (FIFO/AVEG), default posting code for shipping, payable, sales, cost of sales code.
3) Create product code, name and description for each stock item.
4) Assign the newly created category code, costing mechanism and default posting account code to each stock item.
(Close and reopen inventory setup, if you have just created a new category or account setting code)
Q] How do i adjust my inventory balance, if there is variance between physical and
system quantity?
A] Go to stock adjustment module, select the costing mechanism to display stock items balance
1) Drag and drop stock item subject to adjustment into 2nd listbox.
2) Adjust quantity (negative-to reduce) or unit cost for each stock item selected
[to adjust quantity only : specify 0 for unit cost]
[to adjust unit cost only : specify 0 for quantity]
[to adjust both quantity and unit cost : specify quantity and unit cost to reduce or increase only]
3) Specify date of processing the stock adjustment and name of the user who will process the stock adjustment.
4) Post stock adjustment and system will update the inventory balance and GL balance.
Q] How do i issue a delivery order to my customer?
A] You need to create a customer profile in the Customer Setup module, before you can begin to issue delivery order.
1) Go to delivery order module, select customer name
2) Drag and drop the stock items to be delivered from 1st listbox to 2nd listbox
3) Specify quantity to deliver, selling price and description for each stock item dragged into the 2nd listbox
(selling price rounded to 2 decimal places).
4) Specify date of processing the delivery order and name of the user who will process the delivery order and the customer's
purchase order number.
5) Post delivery order and system will update the inventory balance and GL balance.
Q] How do i issue an invoice to my customer?
A] Go to sales invoice module, select the customer name :
1) Drag and drop the stock items to be invoiced from 1st listbox into the 2nd listbox
2) Specify quantity to be invoiced, selling price and description for each stock item dragged into the 2nd Listbox.
3) Specify date of processing the sales invoice and name of the user who will process the sales invoice
4) Post sales invoice and system will assign a sales invoice number.
Q] How do i issue a credit note to my customer?
A] If credit note is for stock items that has been delivered and invoiced to customer:
1) Go to sales credit note module, select customer name
2) Drag and drop stock items subject to credit note, from 1st listbox to 2nd listbox
3) Specify quantity to credit note, and description for each stock item
4) Specify date of processing the sales credit note and name of the user who will process the sales credit Note.
5) Post sales credit note and system will assign a sales credit note number.
If credit note is for stock items that has been delivered, but not invoiced yet to customer :
1) Go to Stock Adjustment module, display the stock items by selecting the costing mechanism
2) Drag and drop stock items from 1st listbox to 2nd listbox
3) Specify quantity returned from customer and original selling price for each stock item dragged into 2nd listbox.
4) Specify the account code to credit out from your shipping account code (normally defined in the inventory setup module)
5) Specify date of processing the stock adjustment and name of the user who will process the stock adjustment.
6) Post stock adjustment and system will update the inventory balance and GL balance.
Q] How do i process collection from customer?
A] Follow the procedure below :
1) Go to Cash receipt module, select bank name
2) Select customer name of the payee
3) Drag and drop invoice line items from 1st listbox into 2nd listbox
4) Specify amount payable by customer
5) Specify cheque number, date of processing the receipt and user name
6) Post receipt and system will update the accounts receivable and GL balance
Q] How do i process payment to supplier?
A] Follow the steps below :
1) Go to cash payment module, select bank name
2) Select supplier name
3) Drag and drop invoice line items from 1st listbox into 2nd listbox
4) Specify amount payable to supplier
5) Specify cheque number, date of processing the payment and user name
6) Post payment and system will update the accounts payable and GL balance
Q] How do i perform fund transfer between two bank code?
A] Perform the following procedures :
1) Go to cash adjustment module, select bank name for the transferer
2) Drag and drop a suspense account into 2nd listbox, to temporary place the transferring amount
3) Specify amount to transfer into the suspense account, and post the entry
4) Click new button to refresh the cash adjustment screen
5) Select bank name for the transferee
6) Drag and drop the earlier suspense account into 2nd listbox
7) Specify amount to transfer out from the suspense account, and post the entry
Q] How do i process bank charges?
A] Perform the following procedures :
1) Go to cash adjustment module, select bank name
2) Select bank charges account code from the chart of account listbox and drag into 2nd listbox
3) Specify date, user name, description and amount to book into the bank charges
Q] How do i process interest received from bank deposit?
A] Perform the following procedures :
1) Go to cash adjustment module, select bank name
2) Select interest income account code from the chart of account listbox and drag into 2nd listbox
3) Specify date, user name, description and amount to book into the interest income account code
Q] How do i close my current year accounts?
A] Go to close account module to transfer your current year earnings to retained earnings :
1) Drag the amount display in the 1st listbox and drop the amount into the 2nd listbox
2) Change the date to your last closing date
3) If the amount to transfer into retained earnings does not equal to the current year earnings, as reflected in your profit and loss statement, change the amount to the amount displayed in your profit and loss statement.
4) Specify a description for the amount and select user name for this posting.
5) Post the entry and the system will assign a journal number
Q] How do i post journal entry into DES?
A] Before you can begin posting entry into DES, you must first :
1) Create the required account code in the COA setup module
2) Account code created in COA setup module can not be amended or deleted, if there is transaction posted in GL.
3) Go to journal entry module, select account code from the 1st listbox
4) Drag the selected account code and drop into the 2nd listbox
5) Specify posting date, debit/credit (negative) amount and description for each line of account code selected.
6) Post your entry and system will assign a journal entry number
Q] How do I create a new set of database for my Business/Company?
A] Follow the following Procedures :
1] Log into Enterprise Manager from SQL Server
2] Go to Tools, choose SQL Query Analyzer
3] Select des as your default database
4] On the blank query form, type : delete from Journal_T
5] Click on Execute Query, to remove all data in Journal_T
6] Next, delete from [All Tables], except for the following tables (cannot be deleted)
1) Type_t
2) Category_t
3) Sub_Category_t
7] Log on to DES, and start creating a new COA, Inventory, AR, AP and Cash code
Q] Does DES support foreign currency transaction?
A] Currently, DES does not support foreign currency transaction.We are currently developing this feature, and
will incorporate this feature as part of our core module in the future
Q] Does DES support fixed asset management?
A] Currently DES does not support fixed asset management.However, this features may be developed as an
enhancement in the future.
Q] Does DES includes bill of material assembly module?
A] Currently, DES is not supporting manufacturing module. This features may or may not be developed in the future.
Q] Does DES include features for VAT, sales tax and service tax?
A] These features would be customised, based on user’s regional tax framework.
Q] I have posted a journal to an earlier year than the current year, But when I run a Trial Balance
in current year, the debit and credit balance is out?
A] For every posting of journal to a profit and loss account code, would need to be transferred to the retained
earnings b/f (balance sheet item). If you post a journal that consist a mixture of debit or credit amount that
goes into a profit and loss account code, you will have to re-close the book, by transferring the net amount
(debit/credit balance) to the retained earnings b/f account code, in the year the journal is posted.
Q] I have posted a journal(sales) that goes into a customer account code, but when I run ageing
report, I do not see the sales amount being reflected in the ageing report?
A] All journal posting from Journal Entry module is only allowed for those account code not assigned
as a sub-ledger code in the Cash/AR/AP/Inventory sub-module. If you have created a customer code
from your GL Setup screen, and have categorised this code as a debtor code, you must not post
any journal directly into this code from your Journal Entry module. All adjustment (debit/credit
entry) must be performed from AR Adjustment screen. This ruling applies to Cash/AP and Inventory module.
Q] I have a freight and cargo insurance charges, Can I include these cost in my customer billing?
A] In order to bill customer for service charges (example: insurance, freight, tax), go to AR Adjustment screen,
and perform a journal entry for the above charges. These service charges will be reflected in your ageing
report and statement of account, appearing as an adjustment type journal (‘ADJ’). However, you may need
to raise a separate invoice/debit note manually for these charges.There are plans, in the future, to include
services charges as a line item, in the Sales invoice screen.
Q] I have received an advance payment from a customer, how do I record this receipt?
A] If no billing is raised to customer yet,we suggest such advance payment, to be recorded as a prepayment
in your company’s book. The following is the suggested journal entry procedures :
Step 1 :
Cash Adjustment Screen :
Dr Bank (BS) XX
Cr Customer Advance-Prepayment (BS) XX
(Recording of customer advance payment as liability)
Step 2 :
Sales Invoice Screen :
Dr Customer (BS) XX
Cr Revenue (PL) XX
(Recording of invoice raised to customer)
Step 3 :
AR Adjustment Screen :
Dr Customer Advance-Prepayment (BS) XX
Cr Customer (BS) XX
(Recording of set-off prepayment against invoiced amount)
Q] I have a customer, who is also our supplier of goods. How can I perform a contra of amount
owing from this customer against the amount owing to this same customer?
A] You must maintain two separate account code, both as customer and supplier code, if a customer also
supply goods to your company. To peform contra between payable and receivable balance, perform the
following journal entry procedure :
Step 1 :
AR Adjustment Screen
Dr Clearing (BS) XX
Cr Customer (BS) XX
(Recording of transferring of receivable to a suspense account)
Step 2 :
AP Adjustment Screen
Dr Creditor (BS) XX
Cr Clearing (BS) XX
(Recording of transferring of payable to a suspense account)