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GTC Business Applications

1. Sales Invoice Entry Sales Return Entry Sales Invoice Return Entry Vendor Invoice Entry Purchase Return Entry Delivery Note Entry Packing List Entry Pickup List Entry Stock Transfer Note Entry Stock Adjustment Entry Stock Take Entry Account Receivable Payment Entry Account Payable Payment Entry Languages gt English Traditional Chinese BIG5 Simplified Chinese GB Set Default Language Ctrl F2 Login as Other User Exit Figure 2 3 Main menu of GIS Main Menu of GTC Quotation amp Ordering System including The functions include Quotation Entry Sales Order Entry Purchase Order Entry Stock Transfer Note Entry and Stock Adjustment Language Set Default Language Login as Other User and Exit Quotation Entry To Browse Add Edit and Delete a quotation Sales Order Entry To handle customer s sales order Purchase Order Entry To handle the purchase from vendor Stock Transfer Note Entry Enhanced Edition only It is to transfer the stock from one warehouse to another warehouse Stock Adjustment It is for user to adjust the quantity of individual stock This function can be used when the actual stock quantity is different from book balance caused by yield stolen etc Stock Take Entry It is for user to input the stock take quantities of individual stock The System will compare with Stock On Hand 2 6 Chapter Two Functions and Operations quantities and adjust th
2. Footer BB Debit Note Entry Se Main Remark Note No DB003 GA Date 11 2012 Customer Code sT00 fez Shinning Time industrial Ltd ea Currency HKD Rate 1 0000 Unit 3 4 5 F Fotan Ind Centre Ref No 26 28 Au Pui Wan Street Prepared By May ri Fo Tan Shatin Hong Kong Contact MR Moses Chan Tel No 26935738 Debit Note Title Payment Terms Payment Method Job Code On Site Senice 120Days Cheque x AIC Code Remarks Description Amount 4200 On Site Senice China 8 000 00 Total Discount 0 00 0 00 Net Amount 8 000 00 Mo PF J oi E we il ii Print Search Add Edit Delete c Exit Footer includes Total Discount and Net Amount Total Discount Net Amount Remark This discount is calculated based on total amount of a Debit Note User can input the discount digit in this field It is automatically calculated It equals to total amount minus total discounts This amount will be debited to customer s A R automatically User can input detail description for each Debit Note Revision Modified Date Modified By The times of this record modified 0 will be marked for this record saved in first time The Application will automatically add 1 for each modification The Application will automatically update the latest modified time of this record The Application will automatically update the latest modified user name of this record GTC Business Applications
3. 2 5 Choosing and searching records To be more simplification and precision the Application uses put down menu for user to choose the desired data Here three examples date selection put down menu and dialog box are elaborated 2 5 1 Selecting a date In the Application user can press the downward arrow beside the date field to call a calendar For previous month left hand side arrow should be pressed For next month right hand side arrow should be pressed Finally use the mouse to choose the desired date 30 9 2011 v September 2011 Sun Mon Tue Wed Thu Fri Sat 1 E3 4 Se Ge 7 Be g WW tt 12 13 bW 152 16 1 18 19 20 21 22 24 25 26 27 28 29 Ei CSR 2379 2011 Figure 2 14 A calendar 2 5 2 Put down Menu Put down menu is usually used in searching item by number To press the arrow on right side the desired data will be displayed You can use the mouse to choose one Of course you can input the data in the field by using keyboard The Application will jump to the records related to the data your input For example if character 2 input the Application will automatically jump to the records with 2 as the beginning Account Code English Account Name Chinese Account Name Current Balance A 1010 Petty Cash BARS 10 427 00 1020 10 10 Hong Kong Bank Current Account EZRTZZPO 136 238 00 1020 10 20 BOC Current Account PARTES PO 16 200 00 1020 20 10 Hang Seng Bank Saving Account EERTREFPO 55 108 00 1020 20 20 Hon
4. by the Application A Stock Adjustment Entry 5 2 Main Remark Bill No SUH A Date 9 1 2012 Currency HKD Rate 1 0000 Warehouse WH001 X Job Code z Description Prepared by Ref No Item Stock Code Stock Name Quantity Unit Price Amount EDC001 Digital Camera EPSON PhotoPC 3000z tset 1 800 00 1 800 00 gt EDC002 Digital Camera EPSON PhotoPC 850z dset 1 350 00 1 350 00 Total Quantity 2 Total Amount 3 150 00 Hae neSe amp a A Pd il eae Print New Edit Delete Save Exit L Figure 19 1 Stock Adjustment Entry 19 2 Chapter Twenty Stock Take Chapter 20 Stock Take GIS GOS amp GRS 20 1 20 2 Under main menu use the mouse to choose Stock Take Entry or press AIt S C to Stock Take Entry interface Header Field Description Bill No It is up to 20 characters It must be unique Date It is to record the date of transaction and will be automatically filled in as current date To amend just by input directly or use the mouse to double click the button with triangle in this field to call a calendar to choose a desired date Warehouse Enhanced Edition only Please select the stock of the warehouse to be adjusted Ref No It is for user to input supplementary information It can be blank Prepared by It is to record the responsible staff for this stock adjustment Details The items can select from the existing records of Stock File or import from Text file It includes Item Stock Code Sto
5. Edit mar if Delete Cancel Figure 3 4 Charts of Accounts Budget Information Accounting Period GAS Accounting Period is the time range for one financial year It can be any number greater than one The default range is 12 months Please refer to the following figure 3 5 GTC Business Applications for SME 3 6 F Accounting Period Account Period 3 Start Date End Date 1 4 2012 31 3 2013 Jv OK Figure 3 5 Accounting Period set up When a new company data created you should key in Start Date for the financial year End Date is Start Date plus Accounting Period and will be calculated by the Application Year End executed before End Date is allowed After all records or transactions have been deleted by Utility Tools new Accounting Period will be requested to set up i Accounting Period S Period Start Date End Date Active gt 201204 1 4 2012 30 4 2012 7 201205 1 5 2012 31 5 2012 W 201206 1 6 2012 30 6 2012 le 201207 1 7 2012 31 7 2012 ed 201208 1 8 2012 31 8 2012 7 201209 1 9 2012 30 9 2012 7 201210 1 10 2012 31 10 2012 7 201211 1 11 2012 30 11 2012 v 2012142 1 12 2012 31 12 2012 7 201301 1 1 2013 31 1 2013 7 201302 1 2 2013 28 2 2013 7 201303 1 3 2013 31 3 2013 Fj v Adjust Accounting Period J Exit Figure 3 6 Accounting Periods User can control to Add Edit or Delete any t
6. amp oi print Search Rate Ref No P O No Figure 14 1 Purchase Return Entry It is the exchange rate between the selected currency and local currency To change it just by input the new rate directly To change the exchange rate permanently please go to Currency File It is for user to input supplementary information It can be vendor s sales order number or company s purchase order number It is to record the purchase order number and can be input by the user directly Warehouse Enhanced Edition only Prepared By Payment Terms Payment Method The Application will deduct the quantities of the stocks from the selected warehouse It is to record the salesman responsible to this Invoice It is the credit days from the vendor The Application will calculate the payment date based on this credit days and vendor s closing date please refer to Payment Terms File and Vendor File If this field is blank the payment date will be same as invoice date It is to record the method of payment Job Code Enhanced Edition only Ship Via Please select a job code for this transaction if applicable To record the delivery method for the goods 14 2 14 1 2 14 1 3 Detail Chapter Fourteen Purchase Return Entry Each invoice can contain many items including service items or remarks input by the user It includes Item Stock Code Description Quantity Unit Price Discount and Amo
7. Chinese Address Room 02 22 F Tai San House Kowloon City State State Country Fax No Pager No E Mail Commission 0 00 Modified Date 4 1 2012 16 38 09 Modified By SUPERVISOR History Figure 3 32 Employee File This page is to record all contact information related to an employee 15 months contact information by default is shown one year before the current day and 90 days after the current day The range to show can be set by user To view or edit the information please use mouse to double click the field of content 3 15 Warehouse File GIS GOS amp GRS Enhanced Edition only It is to record the information of warehouse At least one warehouse should be created in this Application Please select the warehouse for all transactions related to stocks 3 36 Chapter Three General Files Management Warehouse Code The code is up to 20 digits or characters To add a new record the Create Date English Name English Address Chinese Name Chinese Address code will be automatically filled in as the largest number plus one Under Insert mode the code can be altered After the record saved this field cannot be modified To be better management it should be added an appropriate character in front of the digit This field will be automatically filled in as current date To amend just by input directly or use the mouse to double click the button with triangle in this field
8. or can be chosen to adjust the price in amount or in percentage B Updete Vendor Stock Last Price eas Vendor Code AC001 f To SR001 l Stock Code EDC001 ke To SMT003 Z Stock Class DC To SCNR n Brand SamSung To SamSung X Adjust Unit Price tas Foreign Currency Large Unit Price 0 00 Local Currency Large Unit Price 0 00 Foreign Currency Small Unit Price 0 00 Local Currency Small Unit Price 0 00 Or adjust Large Unit Price 0 00 Round up to 2 decimal point Or adjust Small Unit Price 0 00 El Adjust Discount 0 00 vRun_ i Vendor Code Stock Code Stock Name Cur Large Unit Price Large Unit Price Small Unit L 4 Figure 3 44 Batch Update of Vendor Stock Last Purchase Price File Stock Selling Price It is to set up the selling price of stocks for the customers in different groups Note The Application will select the selling price according to the following sequence 1 Selling Price Quantity Discount 2 Stock Selling Price Table 3 Customer Stock Last Price 4 Standard Unit Price Stock Price Group It is to set up the price group here It applies to Stock Selling Price Table Stock Selling Price Table It is to set up the selling price of the stocks for different groups 3 53 GTC Business Applicatio ns for SME EB Stock Selling Price Table aa Stock Price Group Group A bd j eal td Stock Code Stock Name
9. 31 7 GTC Business Applications for SME iG Setup Firebird Database Server 2 0 Select Additional Tasks Which additional tasks should be performed Select the additional tasks you would like Setup to perform while installing Firebird Database Server 2 0 then click Next Run Firebird server as Run as an Application Run as a Service Start Firebird automatically everytime you boot up Install Control Panel Applet C Copy Firebird client library to lt system gt directory Generate client library as GDS32 DLL for legacy app support Figure 31 8 Select Additional Tasks All settings will be displayed for your checking when Next gt button be pressed iG Setup Firebird Database Server 2 0 Ready to Install Setup is now ready to begin installing Firebird Database Server 2 0 on your computer Click Install to continue with the installation or click Back if you want to review or change any settings Destination location C Program Files Firebird Firebird_2_0 Setup type Full installation of Server and development tools Selected components Server components Super Server binary Developer and admin tools components Client components Start Menu folder Figure 31 9 Ready to install Click Install gt to continue with the installation or click lt Back if you want to review or change any settings Setup will install Firebird Database on your computer Process bar will
10. Item Remark Delete an item Footer It is to input the number for each item or other information User can input the code directly or press the button beside the field to select the desired one from the existing records Stock name is automatically filled in when Stock Code has been selected User can modify stock name directly However the modified stock name is just for this record For non stock item input user can input the name in here The interface for input quantity will automatically displayed when the cursor moved to this field Both large unit quantity and small unit quantity will be displayed in Quantity field if the stock has large unit and small unit Otherwise only small unit quantity field will be displayed for user input The unit for large unit or small unit can be altered here Small unit price will be filled in the field of unit price if only small unit quantity input Otherwise large unit price will be filled The Application will check whether the stock has been sold If yes last selling price and standard unit price will be displayed You just choose the desired one Whatever you chose this price will be the last selling price for next sales This discount is defaulted as percentage Thus please just input the digit This amount is automatically calculated by the Application User cannot amend It equals to Quantity times Unit Price minus Discount Press F5 in Detail section of a quotation to call
11. The Firebird client might fail to connect the server if the database server is behind a software or hardware firewall that blocks port 3050 By default a Firebird server listens on port 3050 for TCP IP connection requests from clients Its registered port service name is gds_db You have to configure the firewall setting to allow communication at port 3050 You can use a different port a different port service name or both You might need to do this if port 3050 is required for another service There are several ways to override the defaults Both the server and the clients must be configured to override the port service name or number or both For detail information you can refer to the user manual of Firebird 31 12 Chapter Thirty Two Appendix Chapter 32 Appendix 32 1 How to enhance the performance of GTC Applications 32 2 32 2 1 The speed of CPU and the size of RAM is the most important factors to affect the performance of GTC Application Normally the faster speed of CPU can be the higher performance of GTC Application can be However data communication is very frequent when GTC Application executed Therefore the performance of Hard disk is more important than the speed of CPU At least 16MB RAM is required for GTC Application exclusive the requirement of Operating System To improve the method of data communication please refer to the followings 1 Anti Virus applications Anti Virus applications will automatica
12. a 4 i bid Print Search Edit Delete Exit Figure 5 1 Income Voucher Entry Rate It is the exchange rate between the selected currency and local currency To change it just by input the new rate directly To change the exchange rate permanently please go to Currency File 5 3 5 4 Chapter Five Income Voucher Entry Credit It is the total amount of credit side It should be same as total amount of debit side Otherwise the voucher cannot be saved If there is a balance when a new item added the Application will automatically fill the balance in appropriate side Job Code Enhanced Edition only Job Code for credit side Remark 1 amp 2 Itis detail description for each item and will be copied to next item automatically Delete an item Press Ctrl Del to delete an item at cursor position Footer Footer includes Remark Total Credit and Balance Total credit amount and balance is calculated by the Application automatically Remark is for user to input supplementary information for debit side Each line remark is up to 60 characters Revision The times of this record modified 0 will be marked for this record saved in first time The Application will automatically add 1 for each modification Modified Date The Application will automatically update the latest modified time of this record Modified By The Application will automatically update the latest modified user name of this record Other Functions P
13. fs Ss SS S FEE STSTHeS G58 8 8 Figure 3 36 To allow user enter into or execute a specific function To allow user insert a new record 3 40 User Security Maintenance Chapter Three General Files Management Edit To allow user edit the existing record Delete To allow user delete the existing record To delete an existing user please use the mouse to choose the desired one by pressing downward arrow beside user name and press Delete User button Note SUPERVISOR and the user executing the Application cannot be deleted 3 18 System Setup System Setup is designed for simplification of operation 3 18 1 1General Printing Print after Save The Application will automatically check this setting after each transaction e g Sales Invoice saved If there is Y in this field printing action will be automatically executed If there is no Vv in this field Ask before Printing and Show Print Dialog will not display r B System Setup lelak General Search Methods Display Format FTP Server Sales Memo Setup Printing V Print after Save Default Format Computer Form A5 Landscape X V Ask before Printing Paper Size as 210 x 297 mm KR V Show Print Dialog Export Default Directory f Default Host E Mail Last Export Date 10 4 2007 1
14. mail In order to use the email feature your email software must be MAPI compliant For example MS Outlook and MS Outlook Express are MAPI compliant Please contact the vendor of your email software to obtain more information about MAPI 32 1 GTC Business Applications for SME 32 2 2 32 2 3 32 3 32 3 1 32 3 2 compliance If you want to check your email software that is default email software of Operating System please go to Internet Options in Control Panel Network cabling and email account To send out an email please set up network cabling and open an email account firstly Otherwise the email will be placed in Out Box Not send out immediately If the email cannot send out immediately please check the following a Whether the network cabling is connected b Whether your email software can send and receive an email Try to send an email to yourself If you cannot receive the email please check the setting of network cabling and your email account c For MS Outlook Express please tick Send Message Immediately in Tools Options Send For MS Outlook please tick Send Message Immediately in Tools Options Send Questions and Answers What is the default user ID and password The default user ID and password is SUPERVISOR and PASSWORD respectively Does GTC support to display and record different countries characters simultaneously Yes From version 5 0 GTC adopts Unicode UTF8 sta
15. r A Vendor File 5 8 Contact Information Purchase Information Contact History Transaction CM0011 Carmen Hong Kong Co Ltd Remark Billing Reminder Modified Date 5 4 2008 21 16 07 Modified By SUPERVISOR Figure 3 25 Vendors Remark page 3 25 GTC Business Applications for SME 3 12 2 Billing Reminder The information will be automatically filled in the remark field of a vendor invoice Create Date This field will be automatically filled in as current date To alter just by input directly or use the mouse to double click the button with triangle in this field to call a calendar for choosing the desired date Opening Balance Setup The opening balance is not just a number It should include the content of an invoice invoice number invoice date invoice amount and paid amount The user should input all unpaid invoices when it is first time to GTC system To save the time user can group all unpaid invoices into one For example if there are ten unpaid invoices totally amounted 10 000 It can be represented by one invoice BSI07001 amounted 10 000 Under Insert or Edit mode press Insert button of the keyboard or double click this field by mouse to call the screen of Figure 3 26 Invoice Type It divides into Sales Invoice and Vendor Invoice Invoice Number It contains 20 digits or characters It must be unique Invoice Date Invoice date is the date to issue
16. s File In A P Payment Entry user can settle the vendor payment by different payment method Thus Account Code in Payment Method File should be selected appropriately If the account code not selected in Payment Method File this account will be used GTC Business Applications for SME 3 6 3 Stock Related Accounts Opening Stock This account is to record total value of Opening Stock for this financial year Closing Stock This account is to record total value of Closing Stock for each month end To input the value please choose Adjust Closing Stock Value under Utilities menu fg Control Accounts Sales Related Account Purchase Related Accour Opening Stock 1710 Closing Stock 1700 Modified Date 4 1 2012 15 07 38 Modified By SUPERVISOR Figure 3 9 Control Accounts Stock Related Account 3 6 4 Other Related Accounts Retained Earnings This account is to record Retained Earnings for past years After Year End is executed Retained Profit Loss for this financial year will be brought forward to this account Exchange Difference The account is to record the loss gain caused from foreign currency exchanged to local currency ts Control Accounts Purchase Related Account Stock Related Account Exchange Diff Income 4300 Retained Earnings 3800 Exchange Diff Expenses 4300 Modified Date 23 12 2011 16 18 54 Modified By SUPER
17. 0 00 Total Dis 1 0 00 0 00 Freight Charge 0 00 Deposit 0 00 Tax 2 0 00 0 00 Total Dis 2 0 00 0 00 Others Charge 0 00 Balance 8 536 00 E 3 z ae ee g o Bee Add E lt 2 Ss Figure 10 1 Sales Invoice Entry Rate It is the exchange rate between the selected currency and local currency To change it just by input the new rate directly To change the exchange rate permanently please go to Currency File Ref No It is for user to input supplementary information It can be customer s sales order number or company s purchase order number P O No It is customer s purchase order number Warehouse Enhanced Edition only If the warehouse be selected the Application will deduct the quantities of the stocks from this warehouse Sold by It is to record the salesman responsible to this Invoice The information is for the analysis of salesman s performance and calculation of commission It is the credit days for the customer The Application will calculate the payment date based on this credit days and customer s closing date please refer to Payment Terms File and Customer File If this field is blank the payment date will be same as invoice date Payment Terms Payment Method It is to record the method of payment If there is a deposit amount input the account related to the selected Payment Method will be used to debit If there is no an account code marked in the selected Payment Method this deposit amount will be debited
18. Choosing and Searching Records Function Keys Export reports by e mail Export reports to Excel file General Files Management Company Information File Currency File System Numbers File Chart of Accounts File GAS Accounting Period GAS Control Accounts GAS Tax File GIS GOS amp GRS Payment Terms File Payment Methods File Class File Customer File GAS GIS amp GOS Vendor File Stock File GIS GOS amp GRS Employee File Warehouse File GIS GOS amp GRS Enhanced Edition only Job File Enhanced Edition only User Security System Set Up Customer Stock Last Price File GIS amp GOS Vendor Stock Last Price File GIS GOS amp GRS Stock Selling Price Table GIS amp GOS Member File GRS Remark File User Log Control Other System Files 2 12 2 14 2 15 2 16 WW WWW WW WwW WwW WwW 1 RS eRe REDON W NR Re WWWWW WwW 1 k Li Li Li Li 1 BwWWWNNH SMIANEFWWNHNNY 3 41 3 51 3 52 3 54 3 55 3 57 3 58 3 58 Chapter 4 4 1 Chapter 5 5 1 Chapter 7 7 1 7 2 7 3 Chapter 8 8 1 8 2 8 3 Chapter 9 Chapter 10 10 1 10 2 10 3 10 4 10 5 Transfer Voucher GAS Header Details Footer Other Functions Income Voucher GAS Header Details Footer Other Functions Expenses Voucher GAS Header Details Footer Other Functions Debit Note GAS Main Remark Other Functions Credit Note GAS Main Remark Other functions Bank Reconciliation GAS He
19. Code Rate English Description Chinese 5 0000 38876 AT HKD 1 0000 Hong Kong Dollars bie JPY 0 6000 RE Aa Z RMB 0 9850 A RS AR USD 7 7800 4 Local Currency HKD Hong Kong Dollars New id Delete J Exit Figure 3 2 Currency File 3 3 System Numbers File System Numbers File records the initial number for every transaction For example if you want to set the next invoice number is S112038 you can just input S112038 in the relative field All transaction numbers will be incremental automatically Note Each type of transaction numbers should be differentiated The simple method is to add a character in front of number For example add SI in front of Sales Invoice number and add DN in front of Delivery Note number etc Chapter Three General Files Management 3 4 3 4 1 n Gl System Numbers File a Voucher Number Sales Number Purchase Number Stock Number Production Number Transfer Voucher No Income Voucher No Expenses Voucher No Gv001 1v001 Evo01 Acct Receivable Payment No Account Payable Payment No CP001 VP001 Debit Note No Credit Note No DB001 CR001 s OK K A Figure 3 3 System Numbers File Chart of Accounts File GAS Basic Information If default chart of accounts have been chosen when a company data is first time to be executed a series of chart of accounts built by the A
20. GIS GOS amp GRS vendors It is helpful for user to handle purchase transactions All the user need to do is to select the desired vendor the Application will automatically display all stocks which had been ordered from this vendor The information includes stock code stock name currency unit price discount rate quantity bill number and bill date B Vendor Stock Last Price rE Vendor Code ___ Vendor Name AC001 fe Arch Computer Service Center Ltd z gt Stock Code Stock Name gt EDC001 Digital Camera EPSON PhotoPC 3000z EDC002 Digital Camera EPSON PhotoPC 850z EDC004 Digital Camera EPSON PhotoPC 650 EDP003 Dot Matrix Printers EPSON FX 980 EDP004 Dot Matrix Printers EPSON FX 2180 X ia r Stock Code Stock Name EDC001 fe Digital Camera EPSON PhotoPC 3000z Curerncy Large Unit Price Large Unit Price HKD X 0 00 HKD 0 00 Small Unit Price Small Unit Price Discount Rate Quantity 1 800 00 1 800 00 0 00 3 Bill Number Date Vi001 10 4 2011 X K A if i Batch Update New Edit Delete Cancel Save it x Figure 3 43 Vendor Stock Last Purchase Price File 3 52 A 3 21 3 21 1 3 21 2 Chapter Three General Files Management Batch Update To facilitate the modification of selling price user can press Batch Update to call the interface of Update Vendor Stock Last Price Here user can set the range of stocks to update the price by Vendor Code Stock Code Class or Brand
21. It is the exchange rate between the selected currency and local currency To change it just by input the new rate directly To change the exchange rate permanently please go to Currency File User can input the amount in this field Each voucher can contain many items include Account Code Account Name Currency Rate Credit Job Code Enhanced Edition only and Remark It can be saved only debit and credit is balance Account Code Account Name It can be input by user directly or to select existing records from put down menu The most similar account code matched with input information will be shown Account Name is automatically filled in when Account Code has been selected Account Name cannot be altered in here Currency The currency will be filled as local currency It can be altered If the currency changed the exchange rate will be changed respectively 23 Income Voucher Entry Sr Voucher No Date Period Ref No Cheque No Job Code 1v002 A 6 1 2012 gt 201201 m Account Code Currency Rate Total Debit 1020 10 10 Hong Kong Bank Current Account HKD 1 0000 5 000 00 Account Code Account Name Currency Rate Credit 4010 Service Income HKD 1 0000 3 000 00 4200 Other Income HKD 1 0000 1 980 00 gt 4210 Interest Income HKD 1 0000 20 00 i Remark Total Credit 5 000 00 Balance 0 00 Revision 0 Modified Date 6 1 2012 16 23 31 Modified By SUPERVISOR eb ers eRe amp e
22. Revision Modified Date Modified By Press the button beside the field by the mouse to call dialog box for searching via customer code customer name or telephone number The date to deliver the goods To input directly or use the mouse to double click the button with triangle in this field to call a calendar to choose a desired date User can input detail description for each Quotation The times of this record modified 0 will be marked for this record saved in first time The Application will automatically add 1 for each modification The Application will automatically update the latest modified time of this record The Application will automatically update the latest modified user name of this record 23 4 23 4 Chapter Twenty Three Quotation Entry Other Functions Print Under Browse mode press the right key of the mouse to call functions menu The first function is to print quotation User can press F10 to call dialog box for printing or preview Modify Format Press F8 or right key of the mouse on Print Dialog Box to call Report Designer User should select the desired format before Report Designer executed Search records by incremental searching method To search a record press the button beside the field of Quotation No or press the right key of the mouse to call functions menu to select Search Quotation The fields for searching include Quotation No Customer Code and Reference No S
23. Test Connection Figure 2 1 Multi Company Control System Company short name Company short name is the name of a company data and used for the name of data path Please just use letter or number for company short name The requirement for creating a name of data path please refer to the requirement of your Operating System For example if demo is the company short name the database name will be demo fdb Note if Firebird Interbase is installed in Linux demo and Demo will be treated as two different names English Description Detail description in English for a company data Chinese Description Detail description in Chinese for a company data Database Information Local Server Please mark v if Firebird Interbase server and GTC applications are 2 1 GTC Business Applications for SME Server Name Protocol installed in same computer Otherwise please cancel Vv Computer Name or IP address of Firebird Interbase server installed e g FirstServer or 192 168 1 1 If Local Server be chosen Server Name and Protocol will be hidden Protocol is used for the communication between GTC Applications and Firebird Interbase server Please ensure that the client machine is able to see the host machine in the network For example if the server s IP address in the domain that is visible to the client is 192 168 1 1 go to a command shell and type the command ping 192 168 1 1 substituting this example IP addres
24. j gt Pi Figure 3 4 Modified Date 23 12 2011 15 58 23 Modified By SUPERVISOR 3 t i Add Edit Delete Cancel Save j Charts of Accounts Basic Information Currency The currency selected here will be filled as default currency of this account in voucher entry It can be altered Category It divides into Account Receivable Account Account Payable Account Bank Account and Normal Account A R Account and A P Account can be chosen in Customer File or Vendor File respectively Bank Account can be chosen in Bank Reconciliation Normal Account can be chosen in all transactions which are out of the above three categories Account Type Classification for the accounts which will be used to define the position of financial reports Opening Balance Current Balance Remark Budget Information It is the opening amount of an account for this financial year Opening balance plus total amount for all related transactions in this financial year Detail description for chart of accounts It includes the amount of Last Year Current Year and Budget The amount of Current Year will be filled by GTC Application automatically Different Amount and Rate are calculated by GTC Application compared with Budget and Current Year 3 4 Last Year Current Year Budget Diff Amount Diff Rate be Chart of Account File 5 l Basic Information Budget Information 1020 Bank Perio
25. modify the database file directly 31 4 2 Default user name and password of Firebird Interbase The default user name of Firebird Interbase is SYSDBA the password is masterkey actually masterke characters after the eighth are ignored In Firebird v 1 5 or newer version is installing on Linux Firebird s installer will generate a random SYSBDA password and store that in opt firebird SYSDBA password For security reason you should change SYSDBA s password immediately using the gesc command line utility The method of changing the password as following Under MS Windows NT 2000 XP Vista 7 platform a User is logged into the operating system as Administrator b Click Start button in MS Windows select Run and input CMD to run Command 31 10 c d e g h i Chapter Thirty One How to install Firebird Shell Use CD command to change current directory to Firebird Interbase s bin directory i e cd Program Files Firebird bin Type the following on Windows treating it as case sensitive gsec user sysdba password masterkey remark sysdba is default user masterkey is default password of sysdba You should now see the shell prompt for the gsec utility GSEC gt Type this command modify sysdba pw newpassw remark newpassw is the new password Press Enter The new password newpasw is now encrypted and saved and masterkey is no longer valid Type quit and press Enter to quit the gsec shell
26. 25 4 Chapter 26 26 1 26 2 26 3 26 4 26 5 Chapter 27 27 1 27 2 Stock Take GIS GOS amp GRS Header Details Footer Import from text file Account Receivable Payment GAS amp GIS Voucher Header Content Other functions Account Payable Payment GAS GIS amp GRS Voucher Header Content Other functions Quotation GOS Main Delivery Information Remark Other Functions Sales Order GOS Main Delivery Information Shipping Information Remark Other Functions Purchase Order GOS Main Delivery Information Remark Other Functions Sales Memo Entry GRS Header Details Footer Function Keys Operation Procedures Sales Memo Payment Voucher GRS Header Contents 20 1 20 1 20 2 20 2 21 1 21 2 21 3 22 1 22 2 22 3 23 1 23 4 23 4 23 5 24 1 24 4 24 4 24 5 24 5 25 1 25 4 25 4 25 4 26 1 26 2 26 3 26 4 26 6 Chapter 28 Chapter 29 Chapter 30 30 1 30 2 30 3 30 4 30 5 30 6 30 7 30 8 30 9 30 10 30 11 30 12 Chapter 31 31 1 31 2 31 3 31 4 Chapter 32 32 1 32 2 32 3 Stock Promotion Price Entry GRS Stock Selling Price by Shop GRS Enhanced Edition only Utilities Backup Data Restore Data Adjust Closing Stock Value Opening Balance Year End Database Tools Transaction Auditor Import Data from other company Location Import Data from other format file Import Transfer Voucher from Excel File Export Data to other compa
27. Bar Code Type Bar Code Length Width Height Dimension Description Large Unit E C Small Unit E C Each has Reorder Quantity Sales Order Qty Pur Order Qty Opening Stock Chapter Three General Files Management There are six types Code 128 Code 39 EAN 13 Interleaved 2 of 5 Postnet and UPC A The content for a bar code e g 4899628434108 etc Please fill in the relative figures for a stock s length width height These figures are used for the calculation of CBM The measurement unit divides into CM M and Inch It can be selected in System Setup It is for user to describe the volume of a stock e g 20x30x50cm Stock s large package e g box tone etc It can be empty if not applicable Stock s small package e g piece kg etc E stands for unit name in English whilst C stands for unit name in Chinese Please input the English unit name and Chinese unit name in relevant field English unit name will be used under English interface input Chinese unit name will be used under Chinese interface input If there is large unit this field is the quantities of small unit for each large unit It must be greater than 0 Default value is 1 It is calculated based on small unit When the quantity is lower than reorder quantity the Application will give warning Since it takes time to purchase goods from vendor and sell goods in between you should keep a certain level of stock Otherwise
28. Business Applications for SME Setup will install GTC Business Applications for SME Enhanced Edition 5 0 in the following folder To install into a different folder click Browse and select another folder You can choose not to install GTC Business Applications for SME Enhanced Edition 5 0 by clicking Cancel to exit Setup Destination Folder C GTC GBS50i Browse Cancel Figure 1 4 Destination Folders Default folder for GTC Applications installed is C gtc gbs50p Professional Edition or c gtc gbs50i Enhanced Edition Click Browse R button to install to another folder Otherwise click Next N to continue This installation program can create backup copies of all files replaced during the installation These files will be used when the software is uninstalled and a rollback is requested If backup copies are not created you will only be able to uninstall the software and not roll the system back to 4 previous state Do you want to create backups of the replaced files Yes C No Please select the directory where the replaced files will be copied Backup File Destination Directory C GTC GBS50i BACKUP Browse Cancel Figure 1 5 Destination Folders for Backup Files If Yes selected in Figure 1 5 the directory for backup file is required Otherwise the Application will go to next step 1 4 Chapter One Installation You are now ready to install GTC Bu
29. Customer Outstanding Invoice Report Specifies Due Days Customer Aging Report Customer Aging Detail Report Customer Aging Detail Report by Salesman Customer Aging Report by Due Date Customer Statement Multi Currency Customer Statement Customer Outstanding Invoice Statement Multi Currency Customer Outstanding Invoice Statement Account Receivable Payment History Account Receivable Payment History by Date Account Receivable Payment History by Invoice No Customer Information Report Customer Information Report by District Customer Contact History Report Customer Mailing Label Reports menu of GIS Report menu of GTC Quotation and Ordering System The categories of reports are Quotation Reports Sales Order Reports Purchase Order Reports Customer Vendor Reports Stock Reports and Staff Salesman Reports 2 8 Chapter Two Functions and Operations E GTC Quotation and Ordering System Enhanced Edition A gt Quotation Reports Sales Order Reports Purchase Order Reports Customer Vendor Reports Stock Reports Staff Salesman Reports Figure 2 7 2 4 3 File Maintenance menu A ra sal Sales Order List by Number Sales Order List by Customer Sales Order List by Salesman Sales Order List by Stock vv v Sales Order Status Report by Number Sales Order Status Report by Customer Sales Order Status Report by Salesman Sales Order Status Report by Delivery Date Sales Orde
30. Debit It is the total amount of debit side It should be same as total amount of credit side Otherwise the voucher cannot be saved If there is a balance when a new item added the Application will automatically fill the balance in appropriate side 6 2 6 3 6 4 Remark 1 amp 2 Delete an item Footer Chapter Six Expense Voucher Entry It is detail description for each item and will be copied to next item automatically Press Ctrl Del to delete an item at cursor position Footer includes Remark Total Debit and Balance Total debit amount and balance is calculated by the Application automatically Remark is for user to input supplementary information for credit side Each line remark is up to 60 characters Revision Modified Date Modified By The times of this record modified 0 will be marked for this record saved in first time The Application will automatically add 1 for each modification The Application will automatically update the latest modified time of this record The Application will automatically update the latest modified user name of this record Other Functions Print Under Browse mode press the right key of the mouse to call functions menu The first function is to print a voucher User can also press F10 or Print button to call dialog box for printing or preview Three formats A5 Landscape A4 Full Page Portrait and A4 Half Page Portrait can be selected To cal
31. F11 to modify discount amount or Ctrl F11 to modify discount rate ii If no total discount to be input please go to step 3 3 Payment 1 Cash Payment User can press F2 to input the amount paid by cash or press function key to input a special amount directly Alt F8 for 50 dollars Alt F9 for 100 dollars Alt F10 for 500 dollars Alt F11 for 1000 dollars 11 Credit Card Payment User can select different type of credit card by function key 4 When a sales memo has been finished please press F2 to save Sales Return 1 Press F12 to input the quantity returned by the customer Negative sign must be input 2 Input stock code directly or read by Bar Code Reader 3 After the stock has been selected i User can input total discount by pressing F11 to modify discount amount or Ctrl F11 to modify discount rate i1 If no total discount to be input please go to step 3 26 6 Chapter Twenty Six Sales Memo Entry 4 Payment User can press F2 to input the amount paid by cash or press function key to input a special amount directly Alt F8 for 50 dollars Alt F9 for 100 dollars Alt F10 for 500 dollars Alt F11 for 1000 dollars 5 When a sales memo has been finished please press F2 to save Note To modify other fields such as currency and salesman etc please refer to section Function Keys 26 7 Chapter 27 27 1 27 2 Chapter Twenty Seven Sales Memo Payment Voucher Sales Memo Paym
32. However the modified stock name is just for this record For non stock item input user can input the name in here The interface for input quantity will automatically displayed when the cursor moved to this field Both large unit quantity and small unit quantity will be displayed in Quantity field if the stock has large unit and small unit Otherwise only small unit quantity field will be displayed for user input The unit for large unit or small unit can be altered here Small unit price will be filled in the field of unit price if only small unit quantity input Otherwise large unit price will be filled The Application will check whether the stock has been bought If yes last purchase price will be filled in this field Otherwise standard purchase price in Stock File will be used This discount is defaulted as percentage Thus please just input the digit This amount is automatically calculated by the Application User cannot amend It equals to Quantity times Unit Price minus Discount Press F5 in Detail section of a purchase order to call an interface to input detail information for a stock or an item The information can t be edited under Browse mode Delete an item Press Ctrl Del to delete an item at cursor position Footer Footer includes Tax 1 amp 2 Total Discount 1 amp 2 Freight Charge Other Charge and Balance Tax 1 amp 2 Total Disc 1 The tax is automatically calculated by the Application b
33. Ledger Reports gt Chart of Accounts List E B chert ef Account Balance Report a AA Racerebie Reports gt Baily Iransacton Report Accoun Payable Reports gt Accotnt Detail Traneation Report Debit Note Credit Note Reports gt Multi Currency General Ledger Account Transaction Report Job Reports gt Account Summaty Transaction Report Staff Reports gt Trial Balance Profit and Loss Report Balance Sheet Report Profit and Loss Report Profit and Loss Report with Percentage Profit and Loss Report 12 Periods Reports menu of GAS The categories of reports are Account Receivable Reports Account Payable Reports Stock Sales Analysis Reports Sales Analysis by Class Reports Purchase Analysis Reports Purchase Analysis by Class Reports District Reports Job Reports Enhanced Edition only Brand Reports Delivery Note Reports Staff Salesman Reports and Tax Reports IE GTC Invoicing System Enhanced Edition Systems Reports Graphs Maintenance Utilities Account Receivable Reports Account Payable Reports Stock Reports Sales Analysis Reports Sales Analysis by Class Reports Purchase Analysis Reports Purchase Analysis by Class Reports District Reports Job Reports Brand Reports Delivery Note Reports Staff Salesman Reports Tax Reports Print Cheque Figure 2 6 Account Receivable Journal Report Account Receivable Summary Report Customer Balance Report Customer Outstanding Invoice Report
34. Measurement It is the total measurement of all items for this packing list It is automatically calculated by the Application The unit of the measurement is selected from the existing records 16 3 GTC Business Applications for SME 16 2 16 3 Total Weight Total gross weight and net weight of all items for this packing list It is automatically calculated by the Application The unit of the weight can be input by the user or selected from the existing records Shipping Information Port of Loading It is for user to input the name of port for loading the goods Port of Discharge It is to record the name of port for discharging the goods Sailing On Abort It is to record the salesman responsible to this Delivery Note ETA It is to record the estimated arrival time Ship Via To record the delivery method for the goods Vessel Voyage Name It is to record the name of vessel voyage Carrier To record the name of the carrier L C No It is to record the number of Letter of Credit B L No It is to record the number of Bill of Lading Payment Terms Itis to record the credit days Payment Method It is to record the method of payment Banker It is to record the information of the bank Remark Shipping Mark Itis for user to input the information of shipping mark Side Mark It is for user to input the information of side mark Remark User can input detail description here for each Packing List Revision The times of this record mod
35. POSIX the Classic server uses no RAM until a client connection is made On Windows a small utility service is listening for connection requests Each connection to the Classic server uses about 2MB The Classic server creates an individual cache per connection As an estimate allow 64MB of available RAM for a server and 16MB for a local client The more clients you add the more RAM will be used Resource usage on the Classic server grows by a fixed amount per client attachment on Superserver resources are shared and will grow dynamically as needed 2 Disk Space Firebird Server requires disk space ranging from 9MB 12MB depending on platform and architecture Firebird s client library requires 350KB disk space Firebird s DB administration utility requires 2 6MB disk space depending on the utility selected 3 Computer hardware requirement Minimum specifications depend on how you plan to use the system You can run a server and develop database schemas on a Pentium CPU with 64MB RAM But such a configuration would not provide much capability if deployed into a network Windows is more demanding on CDPU and memory than a Linux server running at the console level Firebird Supersever and Classic server can use shared memory multi processors on Linux On Windows SMP support is available only for Classic server On Windows for v 1 0 x and for v 1 5 Superserver the CPU affinity mask should be set to a single CPU on an SMP machi
36. Print button to print a payment record The default size for the receipt is AS To modify the size or the content of the receipt please press F8 or right key of the mouse on Print Dialog Box to call Report Designer Print Cheque Under Browse mode press Cheque button or right click the mouse to choose Print Cheque The information of date vendor and amount will be automatically filled Multi selection of unpaid invoices 1 Under Insert or Edit mode press F7 to select the invoices for settlement from all outstanding invoices of this vendor 2 Press Shift to select multiple contiguous records with the mouse or press Ctrl to select multiple records one by one with the mouse 3 Press OK the selected invoices will be added to this payment entry The payment amount can be edited Cheque Returned Under Browse mode right click the mouse to choose Cheque Returned After executed this function reverse entries are added to the original voucher The status can be cancelled by right click the mouse to choose Cancel Cheque Returned function After that the reverse entries are cancelled The status can t be cancelled if the invoices in this entry had been settled in another payment transaction and the payment amount exceeds the invoice s balance 22 3 Chapter Twenty Three Quotation Entry Chapter 23 Quotation Entry GOS 23 1 23 1 1 Under main menu use the mouse to choose Quotation Entry or press AIt S Q to Qu
37. Purchase Order Entry Rate It is the exchange rate between the selected currency and local currency To change it just by input the new rate directly To change the exchange rate permanently please go to Currency File Ref No It is for user to input supplementary information It can be blank Warehouse Enhanced Edition only The warehouse selected here will be used for in stock when vendor invoices issued It can be blank Prepared By It is to record the staff responsible to this Purchase Order Payment Terms Itis the credit days from the vendor Please refer to Payment Terms File and Vendor File Payment Method It is to record the method of payment Job Code Enhanced Edition only The job code assigned to this transaction It can be blank Ship Via To record the delivery method for the goods Detail Each Purchase Order can contain many items including service items or remarks input by the user It includes Item Stock Code Description Quantity Unit Price Discount and Amount 25 2 25 1 3 Item Stock Code Description Quantity Unit Price Discount Amount Item Remark Chapter Twenty Five Purchase Order Entry It is to input the number for each item or other information User can input the code directly or press the button beside the field to select the desired one from the existing records Stock name is automatically filled in when Stock Code has been selected User can modify stock name directly
38. Return Report The journal transaction automatically creates To record the delivered signed invoice with over payment These invoices will be shown in the group of Paid Invoice in Sales Invoice Return Report The journal transaction automatically creates The over payment amount will be credited to Other Income account To record the delivered signed invoice with payment in discount Please input the discount amount in the field of Payment Disc This discount amount will be debited to Sales Discount account These invoices will be shown in the group of Paid Invoice in Sales Invoice Return Report The journal transaction automatically creates Field description Please Input Invoice No User can input invoice no directly or scan the invoice no by barcode scanner Journal No Journal number contains 20 digits or characters and is automatically incremental The Application will firstly read the digit part of Journal No in System Number to check whether the number was used If not this number will be used as a Journal No Otherwise the Application will add one to this number Date It is to record the date of transaction and will be automatically filled in as current date To amend just by input directly or use the mouse to double click the button with triangle in this field to call a calendar to choose a desired date Total Payment The payment amount collects from the customers when the goods delivered Remaining outstandin
39. Sales Order The fields for searching include S O No Customer Code and Reference No Search records by advance searching method Press Search button or F4 to call an interface of Search Sales Order for advance searching method Most of the fields in sales order can be selected for advance searching Copy User can copy the content of the existing Sales Order or Quotation to a new Sales Order by pressing right key of the mouse to call functions menu for copying Decimal Point for unit price or quantity 24 5 GTC Business Applications for SME User can set decimal point maximum to 4 points for unit price or 5 points for quantity in System Setup Select the stocks from sales history User can select the stocks from sales history Please refer to the steps i Press Add to create a new sales order ii Select a designated customer iii Press F7 to call Stock Last Unit Price file of this designated customer iv Press Shift to select multiple contiguous records with the mouse or press Ctrl to select multiple records one by one with the mouse v Press OK the selected stocks will be added to the current transaction by selecting order The default quantity is 1 24 6 Chapter Twenty Five Purchase Order Entry Chapter 25 Purchase Order Entry GOS 25 1 25 1 1 Under main menu use the mouse to choose Purchase Order Entry or press AIt S P to Purchase Order Entry interface It divides into Main page and Remark pag
40. Small Pur Price 2 Search HKD 0 00 1 350 00 HKD 0 00 1 350 00 Aad Average Cost L Average Cost S Standard Cost L Standard Cost S 4 Edit HKD 0 00 1 350 00 0 00 1 500 00 EA Delete Taxable 5 Vendor Stock Code Ext E 3 32 Chapter Three General Files Management Figure 3 29 Stock s Purchase information Standard Cost L Standard Cost S Taxable Vendor Stock Code It is the standard cost price of large unit It is set and updated by the user It is the standard cost price of small unit It is set and updated by the user Users can set the costing method in System Setup according to their companies The gross profit for each sales transaction will be affected directly due to different costing method If there is a sales tax on this stock please mark Vv The stock code used by the vendor If it is different from yours you can input the vendor stock code in this field You can also change P O format by yourself to display vendor s stock code Quantity of Warehouse Enhanced Edition only This page is to display the stocks quantities in different warehouses All data in this page is automatically maintained by the Application except Opening Qty You should input the Opening Qty for each warehouse if applicable Press Insert to insert a row and press Ctrl Delete to delete a row r A Stock File eax Basic Information Sales Information Purchase Informat
41. To change the exchange rate permanently please go to Currency File It is for user to input supplementary information It can be customer s sales order number or company s purchase order number It is customer s purchase order number Warehouse Enhanced Edition only Sold by Payment Terms Payment Method If the warehouse be selected the Application will add the quantities of the stocks to this warehouse It is to record the salesman responsible to this Invoice The information is for the analysis of salesman s performance and calculation of commission It is the credit days for the customer The Application will calculate the payment date based on this credit days and customer s closing date please refer to Payment Terms File and Customer File If this field is blank the payment date will be same as invoice date It is to record the method of payment If there is a deposit amount input the account related to the selected Payment Method will be used to debit If there is no an account code marked in the selected Payment Method this deposit amount will be debited to the Sales Deposit account marked in Control Accounts Job Code Enhanced Edition only Ship Via Detail Please select a job code for this transaction if applicable To record the delivery method for the goods Each invoice can contain many items including service items or remarks input by the user It includes Item Stock Code Descrip
42. Year End in the new company data e g CO2011 Verify all financial reports Note All transaction files including Invoices and Vouchers will be deleted after Year End executed Please make sure you have at least one copy of data If there are any adjustments for previous year after Year End executed you can adjust the transactions directly in old company data e g CO2011 For the new company data you can just input the correct opening balance to the relative accounts in Chart of Accounts File If the adjustment involved A R and A P accounts please also adjust the opening balance for the relevant customers and vendors Database Tools Empty all transaction files This function is to delete all transaction files such as Sales Invoice Vendor Invoice Delivery Note AR Payment AP Payment and Stock Adjustment etc However all files under Maintenance will be reserved 30 4 30 6 2 30 6 3 30 6 4 30 6 5 30 6 6 30 6 7 30 6 8 30 6 9 Chapter Thirty Utilities Clear all data This function will clear all data including all transactions and all files under Maintenance When this function finished the database will be empty Delete Customer Opening Balance This function will delete all customers opening balance invoices and set the opening balance amount to zero The invoices issued in current financial year will not be affected This function can t be reverted Please use this function carefully Dele
43. altered lately Firstly the Application will show User Login interface default user name and password is SUPERVISOR and PASSWORD respectively And then the interface for Company Information Currency System Numbers Warehouse GIS amp GOS amp GRS Enhanced Edition only Tax File GIS amp GOS amp GRS and Accounting Period GAS will be shown Please input the information according to your company Exit Use the mouse to double click Exit icon on Functions bar or select Exit on main menu Note Please exit the Application before shut down the computer It may cause damage on data if the computer has been shut down or stop inappropriately before exit the Application Menu Main Menu GTC Business Applications for SME There are many functions in Main Menu Main Menu of GTC Accounting System including The functions include Transfer Voucher Entry Income Voucher Entry Expenses Voucher Entry Debit Note Entry Credit Note Entry Bank Reconciliation A R Payment Entry A P Payment Entry Language Set Default Language Login as Other User and Exit Transfer Voucher Entry It is for user to Read Add Edit and Delete a transfer voucher Income Voucher Entry To handle Income Voucher related with bank Expenses Voucher Entry To handle Expense Voucher related with bank Debit Note Entry To input the information of Debit Note and send notice to customers Credit Note Entry It is for user to input the information of Credit N
44. an item without stock code in Vendor Invoice Entry the purchase for this item will be classified as Remark Purchase and be debited to this account Freight Cost input in a vendor invoice will be debited into this account Other Charges input in a vendor invoice will be debited into this account Deposits of a vendor invoice will be credited to this account Total discount 1 amp 2 of a vendor invoice will be credited to this account Purchase tax of a vendor invoice will be recorded to this account r fg Control Accounts caza x Sales Related Account P Related Account Stock Related Account Other Relat Product Purchase 5010 X Other Cost 5020 X Service Purchase 5010 X Purchase Deposit 1030 X WIP Purchase 5010 X Purchase Discount 5030 X Material Purchase 5010 X Purchase Tax 5020 X Other Stock Purchase 5010 X Default Purchase Return 5120 X Remark Purchase 5020 X Account Payable 2000 X Freight Cost 5300 X AJP Payment 1020 10 10 X Modified Date 4 1 2012 15 07 38 Modified By SUPERVISOR A Figure 3 8 Default Purchase Return Account Payable A P Payment Control Accounts Purchase Related Account Default account for Purchase Return If the field of A P Account in Vendor s File is blank all A P related to the vendors will be recorded to this account Otherwise A P related to the relevant vendor will be credited to the A P Account filled in Vendor
45. an interface to input detail information for a stock or an item The information includes Stock Unit Cost Price and detail remark The information can t be edited under Browse mode The authority to browse or edit Stock Unit Cost Price can be set in User Security Maintenance Press Ctrl Del to delete an item at cursor position Footer includes Tax amp 2 Total Discount 1 amp 2 Freight Charge Other Charge and Balance 23 3 GTC Business Applications for SME 23 2 23 3 Tax 1 amp 2 Total Disc 1 Total Disc 2 Freight Charge Other Charge Balance Sales tax is automatically calculated by the Application based on default formula set by user Please refer to Tax File This discount is calculated based on quotation total amount User can just input the percentage or discount amount in relative field These two fields are co related When the percentage input discount amount will be automatically calculated Vise Versa This discount is calculated based on quotation total amount exclusive total discount 1 The freight charge related to this transaction Total discount 1 amp 2 are exclusive this amount All other charges about this transaction Total discount 1 amp 2 are exclusive this amount It is automatically calculated It equals to quotation total amount plus freight charge and other charge minus total discount amp 2 Delivery Information Ship To Delivery Date Remark Remark
46. be shown during the installation The following information about Firebird will be displayed 31 8 Chapter Thirty One How to install Firebird iG Setup Firebird Database Server 2 0 Information Please read the following important information before continuing When you are ready to continue with Setup click Next Introduction Intended Users Features in this release all platforms Bugs fixed in this release Installation Known Issues Reporting Bugs Requesting New Features o o o o o o o o Figure 31 10 Firebird s detail information Finish screen will be shown when you click Next gt Finally press Finish to finish the Setup 31 3 Install Firebird server under Unix Linux 31 3 1 Prepare the installation The requirements for installing Firebird server under Unix Linux a You will need to be root user to install Firebird b You will need to add localhost to your ect hosts equiv file c If there is a remote machine to access the database you need to add the remote machine name into ect hosts equiv file 31 3 2 Installation Steps a Linux rpm rpm Uvh FirebirdSS 1 x x nnn i386 rpm b Linux tar gz tar xzf FirebirdSS 1 x x nnn tar gz cd install install sh 31 9 GTC Business Applications for SME 31 3 3 Installer will do The Linux installations will a Attempt to to stop any currently running Firebird server b If a previous installation of Firebird exists then it and any associated fi
47. check whether Firebird installed If not please execute the installation program in the folder of Firebird under GTC installation folder Default folder is c gtc gbs50p Professional Edition or c gtc gbs50i Enhanced Edition Firebird installation program can also be downloaded from http www firebirdsql org d Select Full installation of server and development tools when Firebird installing e Server Name in Multi Company Control can be the name of this computer LocalHost or 127 0 0 1 Installation in client side a Execute GTC installation program in server b Select Yes to install the database program Firebird c Ifno message showed to install Firebird please check whether Firebird installed If not please execute the installation program in the folder of Firebird under GTC installation folder Default folder is c gtc gbs50p Professional Edition or c gtc gbs50i Enhanced Edition Firebird installation program can also be downloaded from http www firebirdsql org d Select Full installation of server and development tools when Firebird installing if there is a need to store the data in this computer Otherwise Minimum client install no server no tools should be selected e Server Name in Multi Company Control should be the name or IP address of the server If the data restored in the computer Server Name should be the name of this computer LocalHost or 127 0 0 1 To create a compan
48. code vendor name or telephone number Contact Contact person for this company Currency The currency will be filled as the selected vendor s default currency It can be altered If the currency changed the exchange rate will be changed respectively 25 1 GTC Business Applications for SME 25 1 2 ZA Purchase Order Entry Sh SE z za Z eee Main Delivery Information Remark PO No PO037 E Date 9 1 2012 Vendor Code CM0011 fex Carmen Hong Kong Co Ltd E Currency HKD Rate 1 0000 Unit 15 G F Mirror Tower Ref No 61 Mody Road Tsimshatsui East Warehouse WH001 eon binn d Delivery Date 9 1 2012 Contact Miss Chan Tel No 2170 2822 Prepared By Payment Terms Payment Method Job Code Ship Via May 30Days Cheque lt a item Delivery Date Stock Code Stock Name Description Quantity Unit Price Discount Amount 9 1 2012 EDC001 Digital Camera EPSON PhotoPC 3000z tset 2 500 00 0 00 2 500 00 9 1 2012 EDC002 Digital Camera EPSON PhotoPC 850z Aset 1 800 00 0 00 1 800 00 9 1 2012 EDC003 Digital Camera EPSON PhotoPC 800 tset 4 500 00 0 00 4 500 00 gt 9 1 2012 EDC004 Digital Camera EPSON PhotoPC 650 tset 2 000 00 0 00 2 000 00 Tax 1 0 00 0 00 Total Dis 1 0 00 0 00 Freight Charge 0 00 Tax2 0 0 0 00 Total Dis 2 0 00 0 00 Others Charge 0 00 Balance 10 800 00 marnes amp a A il Print Search Add Edit Delete ncel Exit Figure 25 1
49. data directory is c gtc gbs50p data Professional Edition or c gtc gbs50i data Enhanced Edition and the current date is 10 the default target directory will be c gtc gbs50p data 10 Professional Edition or c gtc gbsS0i data 10 Enhanced Edition Note The user must have the security permission of data folder for Read Write Add and Delete Default Host E Mail The e mail address is usually to be used for export This e mail address will be automatically filled in the field of Host E Mail in the function of Export Data from System Last Export Date The Application will automatically update the last export date in this field This information will be used as the beginning date in the next export data 3 18 1 3 General Warning Options Three warning options Prohibit Warning and Ignore can be selected If Prohibit is selected the designated action will be rejected by the Application exclusive the authorized user If Warning is selected a warning message will be shown for the user to confirm the designated action If Ignore is selected no any checking will be conducted for the designated action by the Application Customer over Credit Limit 3 42 Chapter Three General Files Management Prohibit and Warning are selected the Application will check whether the customer s outstanding balance is over the customer s credit limit The unauthorized user can t save this record whilst a warning message will be
50. field These two fields are co related When the percentage input discount amount will be automatically calculated Vise Versa Total Tax Total tax is automatically calculated by the System and based on default formula set by user Please refer to the chapter of Tax File Net Amount This amount is also automatically calculated by the System It equals to Total Amount minus Total Discount plus Total Tax China VAT exclusive 26 3 GTC Business Applications for SME 26 4 Paid It is to record the amount paid by customer Balance It is automatically calculated It equals to Net Amount minus Paid Amount Change Changed amount for cash payment Total Quantity The total quantities of all stock items for the whole cash memo Function Keys ESC To cancel or exit from Sales Memo Entry F2 To add or save a sales memo or a cash payment display interface for cash payment F3 To browse or edit a sales memo F4 To browse or delete a sales memo F5 To select a sales memo under Browse Mode F6 To browse or change the salesman F8 To modify the format of sales memo F9 To preview a sales memo F10 To print a sales memo F11 To modify total discount amount F12 To modify the quantity of a stock Alt F2 To show total amount in customer display Atl F3 Under insert edit mode to focus on the field of stock code Atl F4 To exit from Sales Memo Entry under browse mode Alt F5 To browse and select an existing record of the stocks Alt F7 Pai
51. file please select Load when or Skip if and set the appropriate criteria Note The field type should be consistent and convertible For example a string field should not import to a numeric field Import All necessary information needs to import the data has been already gathered Please click Execute to begin the import process after Import Mode has been selected 30 9 GTC Business Applications for SME 30 10 Append Add records to the destination table Update Update the record in destination with matching record from source Append Update Ifthe record exists in destination update it Otherwise add it Copy Delete all records in destination repopulate from the source The statistic information of imported records will be shown after the import process finished ES Import Data from Others Format File Import mode We ve gathered all the information the wizard needs to import your data Please click Execute to begin the import process Import mode Append add records to the destination table Update update record in destination with matching record from source Append Update if record exists in destination update it Otherwise add it Dele Sy dhe lteter ieee Copy delete all records in destination repopulate from the source O Append New add records only if they are not in destination table Figure 30 8 Import Data Import Mode Import Transfer Voucher from Excel File GTC Accounting
52. first time The Application will automatically add 1 for each modification Modified Date The Application will automatically update the latest modified time of this record Modified By The Application will automatically update the latest modified user name of this record 27 2 Chapter 28 Chapter Twenty Eight Stock Promotion Price Entry Stock Promotion Price Entry GRS User can input the promotion price for a series of stocks for a specific period here Field description Stock Code Stock Name Quantity Unit Price Discount Start Date End Date User can input the code directly or press the button beside the field to select the existing records Stock name is automatically filled in when Stock Code has been selected The quantity in here will be automatically filled in when the quantity is input directly to the second field in the left side of the bottom line The selling price for a stock The unit price is automatically filled in when Stock Code has been selected To amend please input directly here Please input the discount rate directly The beginning date for the promotion period The ending date for the promotion period r R Promotion Price List 2 8 Stock Code Stock Name UnitPrice Discount Start Date End Date gt EDC004 Digital Camera EPSON PhotoPC 6 2 400 00 0 00 9 1 2012 9 1 2013 EDC003 Digital Camera EPSON PhotoPC 8 4 980 00 0 00 9 1 2012 9 1 2013 EDC002 Dig
53. function has been executed Branch should inform head office to delete the transaction by manual if there is any transaction was deleted by branch 30 7 GTC Business Applications for SME 30 9 30 9 1 30 9 2 Import Data from Other Format File This function allows the data in other formats can be imported into GTC Applications database Supported formats include Paradox File dBase File Text File HTML File MS Excel File MS Word File Lotus 1 2 3 File QuattroPro File XML File MS Access Database File and ADO File The data can be imported only including the master data files such as Chart of Accounts Customer File Vendor File Stock File etc All transaction files such as invoices and vouchers cannot be imported Note 1 If the data is read from MS Access and ADO MS Access and ADO database engine or compiler must be installed firstly No database engine or compiler must be installed if the data read from other formats such as MS Excel Note 2 User should have certain knowledge of database structure and source database formats e A Import Data from Others Format File Select Target File Chart of Accounts File M Ya Start impot fLexit Figure 30 6 Import Data from Other Format File Select Target File The first step to import data from other format file is to select the target file The target file is one of the files under Maintena
54. go to Control panel of MS Windows Contact Contact person for this company Vendor Code Press the button beside the field by the mouse to call dialog box for searching via vendor code vendor name or telephone number Currency The currency will be filled as the selected vendor s default currency It can be altered If the currency changed the exchange rate will be changed respectively 14 1 GTC Business Applications for SME By Purchase Return Entry Se Main Remark Invoice No VROO1 Vendor Code CM0011 Unit 15 G F Mirror Tower Kowloon Hong Kong Contact Miss Chan fex Carmen Hong Kong Co Ltd ea 61 Mody Road Tsimshatsui East GA Date 9 1 2012 Currency HKD Rate 1 0000 Ref No PO No Warehouse WH001 lt Tel No 2170 2822 May tem m1 Prepared By Payment Terms 30Days Payment Method Job Code Ship Via Cheque Stock Code EDC002 EDC004 EDP003 Stock Name Description Quantity Digital Camera EPSON PhotoPC 850z tset Digital Camera EPSON PhotoPC 650 Aset Dot Matrix Printers EPSON FX 980 Iset Unit Price Discount Amount 1 800 00 0 00 1 800 00 2 000 00 0 00 2 000 00 1 650 00 0 00 1 650 00 Tax 1 0 00 Tax2 0 00 0 00 Total Dis 1 0 00 0 00 Total Dis 2 0 00 0 00 Freight Charge 0 00 Others Charge S A Add Edit Delete 0 00 Deposit 0 00 Balance 0 00 5 450 00 i Exit gt ne eg
55. link Pole Display Please mark Vv in this field if Pole Display supporting Chinese Pole Display can be shown by Stock Name or Stock Code This discount is offered based on total amount of a cash memo 4 levels can be set Discount rate will be applied by the Application if both discount rate and discount unit price are input 3 50 Chapter Three General Files Management 3 19 Customer Stock Last Price File GIS amp GOS This file keeps all information about the latest selling price of a stock for different customers It is helpful for user to handle quotations or sales transactions All the user need to do is to select the desired customer the Application will automatically display all stocks which had been sold to this customer The information includes stock code stock name currency unit price discount rate quantity bill number and bill date Batch Update To facilitate the modification of selling price user can press Batch Update to call the interface of Update Customer Last Selling Price Here user can set the range of stocks to update the price by Customer Code Stock Code Class or Brand or can be chosen to adjust the price in amount or in percentage a al B Customer Stock Last Sales Price lelak Customer Code Customer Name Buo01 fe Best Umbrella Limited j J io Lak ts Stock Code Stock Name S gt EDC001 Digital Camera EPSON PhotoPC 3000
56. must close the application or stop the service before continuing Figure 31 1 Installer remind to stop Firebird server If everything is ok you can see the welcome screen 31 3 GTC Business Applications for SME iG Setup Firebird Database Server 2 0 Welcome to the Firebird Database Server 2 0 Setup Wizard This will install Firebird 2 0 3 on your computer It is recommended that you close all other applications before continuing Click Next to continue or Cancel to exit Setup Figure 31 2 Welcome Screen License Agreement will be displayed when you click Next gt to continue Please press Yes if License Agreement is accepted Otherwise press No to exit the installation Information for installing Firebird will be displayed Click Next gt to continue the installation iG Setup Firebird Database Server 2 0 License Agreement Please read the following important information before continuing Please read the following License Agreement You must accept the terms of this agreement before continuing with the installation INTERBASE PUBLIC LICENSE Version 1 0 1 Definitions 1 0 1 Commercial Use means distribution or otherwise making the Covered Code available to a third party 1 1 Contributor means each entity that creates or contributes to the creation of Modifications 1 2 Contributor Version means the combination of the Original Code prior Modifications used by a Contributor
57. or 5 points for quantity in System Setup Select the stocks from purchase history User can select the stocks from purchase history Please refer to the steps i Press Add to create a new purchase order ii Select a designated vendor iii Press F7 to call Stock Last Unit Price file of this designated vendor iv Press Shift to select multiple contiguous records with the mouse or press Ctrl to select multiple records one by one with the mouse v Press OK the selected stocks will be added to the current transaction by selecting order The default quantity is 1 25 5 Chapter Twenty Six Sales Memo Entry Chapter 26 Sales Memo Entry GRS 26 1 Under main menu use the mouse to choose Sales Memo Entry or press F2 to Sales Memo Entry interface The interface divides into three parts Header Detail and Footer Header Header includes basic information of a Sales Memo Most of the contents can be selected from the existing files under Maintenance Field description Invoice No Invoice No contains 20 digits or characters and is automatically incremental Note Voucher Number should be unique to other Transaction Number To change Voucher Number for next voucher you should go to Transaction Numbers File in File Maintenance Date Time This field is the date to issue a sales memo and will be automatically filled in as current date The format is according to the date format of MS Windows To change the format please
58. part of Voucher Number in System Number to check whether the number was used If not this number will be used as an Invoice Number Otherwise the Application will add one to this number Note Voucher Number should be unique to other System Number To change Voucher Number for next voucher you should go to System Numbers File under Maintenance menu Date This field is the date to issue a voucher and will be automatically filled in as current date To amend just by input directly or use the mouse to double click the button with triangle in this field to call a calendar to choose a desired date The format is according to the date format of MS Windows To change the format please go to Control panel of MS Windows Period Accounting period is automatically set by the Application based on voucher date User cannot amend Ref No It is for user to input supplementary information This field contains up to 20 digits or characters Cheque No It can be up to 30 digits or characters Job Code Enhanced Edition only Job code for debit side Account Code It can be input by user directly or to select existing records from put down menu The most similar account code matched with input information will be shown Currency The currency will be filled as local currency It can be altered If the currency changed the exchange rate will be changed respectively 5 1 GTC Business Applications for SME Rate Debit Amount 5 2 Details
59. payment based on the selected invoice s currency Exchange Difference It is the exchange difference caused from the different currency of the invoice and this voucher It is calculated by the Application automatically Payment It is for user to key in the amount for this payment 21 2 21 3 Chapter Twenty One Account Receivable Payment Entry Note The currency should be same as voucher currency For example if voucher currency is Hong Kong Dollar the amount filled in this field should be the amount of Hong Kong Dollar Other functions Print Receipt Under Browse mode press 10 or right click the mouse to choose Print Receipt The default size for the receipt is A5 To modify the size or the content of the receipt please press F8 or right key of the mouse on Print Dialog Box to call Report Designer Multi selection of unpaid invoices 1 Under Insert or Edit mode press F7 to select the invoices for settlement from all outstanding invoices of this customer 2 Press Shift to select multiple contiguous records with the mouse or press Ctrl to select multiple records one by one with the mouse 3 Press OK the selected invoices will be added to this payment entry The payment amount can be edited Cheque Returned Under Browse mode right click the mouse to choose Cheque Returned After executed this function reverse entries are added to the original voucher The status can be cancelled by right click the mouse
60. quotation a sales order or a sales invoice is issued User can update the price in Customer Stock Last Price File Search by Client s Stock Code User can search the stock by client s stock code Please mark V to enable this function User should set up the information in Customer Stock Code Name File Stock Browse Order There are 4 options Last Selected Order Stock Code English Stock Name and Chinese Stock Name The setting here will be used for searching a stock in all sales transactions 3 18 2 2 Search Methods Purchase Entry Interface Search Vendor by Bar Code 3 45 GTC Business Applications for SME If this field be selected the Application will execute the search action until the user input search criteria and press Enter in Vendor Code field of Purchase Entry Interface There are hints if no matched records found Search Stock by Bar Code If this field be selected the Application will execute the search action until the user input search criteria and press Enter in Stock Code field of Purchase Entry Interface There are hints if no matched records found Search Vendor by The Application uses incremental searching method User can set the default field for searching the vendor via vendor code vendor name or telephone number Multi Stock Selection User can select more than one stock in incremental searching lookup box When set to True this property allows the ability to select multiple contiguou
61. related to a customer 15 months contact information is shown one year before the current day and 90 days after the current day The date range can be set by the user To view or edit the information please use mouse to double click the field of content 3 17 GTC Business Applications for SME s 84 Customer File ey Contact Information Selling Information Contact History Transaction Remark CM001 Ching Mee Metal Works DJ Sb be hat Date Time Content Contact Pers gt s il Exit a x A Figure 3 17 Customers Contact History Transaction All invoices with outstanding balance related to this customer will be displayed for browsing purpose IF 84 Customer File helak Contact Information Selling Information Contact History Transaction Remark CM001 Ching Mee Metal Works PRALEN Invoice No Date Cur Total Amount Paid Balance ja PETERA gt S1002 145 512011 HKD 8 780 00 5 000 00 3 780 00 Search Add Edit amp Delete Cancel Save SL Ext x Figure 3 18 Customers outstanding invoices 3 18 3 11 2 Chapter Three General Files Management Remark Remark It is for user to input the supplementary information for a customer we Customer File ey Contact Information Selling Information Contact History Transaction Remark CM001 C
62. so linked from libstde 5 0 or higher i Other OS Refer to Firebird distribution kits for details 31 2 Installation in MS Windows 32bit operating system 31 2 1 If Firebird Interbase has been installed Firebird s installer will try to detect if an existing version of Firebird or Interbase is installed and or running You must either STOP the current server and or remove the currently installed version before continuing If the Firebird Interbase server is running as an application you can close the application directly If the Firebird Interbase server is running as a service you can stop the service via Control Panel Services If you want to uninstall Firebird you can run uninstall Firebird in Firebird group in MS Windows s Start menu 31 2 2 Other Considerations a Firebird Server and any databases you create or connect to must reside on a hard driver that is physically connected to host machine You cannot locate components of the server or and database on a mapped drive a filesystem share or a network filesystem 31 2 Chapter Thirty One How to install Firebird b To install Firebird under MS Windows NT 2000 XP you have to log into the operating system as Administrator c Ifan existing newer version of GDS32 DLL exists you will be prompted to overwrite it It is recommended to answer YES if you are doing server install d After the Firebird server was installed you need to install Firebird
63. staff to this customer and will be filled in Sold By field of invoice by the Application automatically i al Customer File belak Contact Information Selling Information Contact History Transaction Remark CM001 Ching Mee Metal Works Gaited aiaat Payment Method Cash X Stock Price Group Sales Discount 0 00 Add Credit Status X Credit Limit 0 00 Edit AJR Account Opening Balance 3 780 00 E Delete Salesman Peter ba Current Balance 3 780 00 Cance Ship To JR001 Tax ID No Son Ship Via Fl Taxable District KLN iex Referee Industry Bank Account No Dealer ba Payment Term C O D Closing Date Invoice Date gt 2 Search Comission Rate 0 00 Create Date 11 2 2000 X Ship To Ship Via Figure 3 16 Customer s selling information Default address for delivery It can be same as this customer or different To do that user should input this delivery address in the field of bill address in Customer file under same customer name with different customer code Thus you can issue the invoice to delivery address directly and with many addresses for delivery Default delivery method for a customer 3 16 Chapter Three General Files Management District The location of a customer Referee The referee of a customer Industry The industry of a customer Bank A C No Customer s main banker account number Dealer Code The Code for d
64. the result of aging analysis Currency The currency used in the invoice Rate It is the exchange rate between the selected currency and local currency To change it just by input the new rate directly To change the exchange rate permanently please go to Currency File Salesman The salesman is responsible for this invoice User can select the desired one just by pressing the downward arrow Salesman Comm Rate Commission rate for dealers Dealer Code The Code for dealers User can select the desired one just by pressing the downward arrow Dealer Comm Rate Commission rate for dealers Invoice Amount Total invoice amount exclusive discount amount Paid The amount has been paid Balance Total invoice amount minus paid amount It is automatically calculated the Application i ry Opening Balance Setup So Invoice Type Invoice No Date Due Date Cur Rate Salesman Salesman Comm Rate Dealer Code Dealer Comm Rate Invoice Amount Paid Balance gt EEC 51002 15 5 2011 15 4 2011 HKD 1 0000 Peter 8 00 0 00 8 780 00 5 000 00 3 780 00 m New jl f Delete SL Ext Figure 3 20 Customers Opening Balance Setup Vendor File This file is to keep basic information for all vendors User can input the information directly or copy from other vendors To copy an existing vendor s record please add a new vendor profile firstly And then key in the new vendor code and press the button just besid
65. to GTC applications Export Data from the Application This function is to minimize the data traffic between head office and branches It can be done via email CD FTP or VPN etc Export Data to Other Format User can export the data to other formats supporting more than 10 2 10 2 4 5 2 4 6 Chapter Two Functions and Operations general file formats Help Backup Data Restore Data Se A Opening Balance Adjust Closing Stock Value Year End Database Tools Transaction Auditor Import Data gt Import Data from other Company Location Export Data ca Import Data from Other Format File a Import Transfer Voucher from Excel File Figure 2 10 Utilities Help Menu Contents Online Help s main directory will be shown here You can choose an appropriate item How to Use Help The descriptions for how to use Online Help are provided by Operating System About To show software name version copyright company name and contact method Speed Button There is a range of buttons in main window for the user to choose the desired functions directly To press the button by mouse the functions related to the buttons will be displayed Please refer to the following SBesekRACeaAGS S Figure 2 11 Speed Buttons of GAS MeAARARARAGZaRB A Figure 2 12 Speed Buttons of GIS wHhiAh ea wa Gta Figure 2 13 Speed Buttons of GOS 2 11 GTC Business Applications for SME
66. to Sales Return Field description Invoice No Invoice number contains 20 digits or characters and is automatically incremental The Application will firstly read the digit part of Invoice Number in System Number to check whether the number was used If not this number will be used as an Invoice Number Otherwise the Application will add one to this number Note Invoice Number should be unique to other System Number To change next Invoice Number you should go to System Numbers File under Maintenance menu Date This field is the date to issue an invoice and will be automatically filled in as current date To amend just by input directly or use the mouse to double click the button with triangle in this field to call a calendar to choose a desired date The format is according to the date format of MS Windows To change the format please go to Control panel of MS Windows Customer Code Press the button beside the field by the mouse to call dialog box for searching via customer code customer name or telephone number Contact Contact person for this company Currency The currency will be filled as the selected customer s default currency It can be altered If the currency changed the exchange rate will be changed respectively GTC Business Applications for SME 11 1 2 Rate Ref No P O No It is the exchange rate between the selected currency and local currency To change it just by input the new rate directly
67. to call a calendar to choose a desired date It is English description of the warehouse Three lines with maximum 60 characters each are available It is Chinese description of the warehouse Three lines with maximum 60 characters each are available City State Country Post Code User can key in relevant information in these fields Contact Person The responsible person of the warehouse Telephone No Telephone number of the warehouse Fax No Fax number of the warehouse E Mail E mail address of the warehouse Web Site Web site of the warehouse F Gh Warehouse File bea Warehouse Code __ Create Date 14 lt gt gt WH001 al 5 4 2008 y English Name Chinese Name dass Warehouse Ha MEd English Address Chinese Address f Delete Cancel ave City State City State Ex Country Country Post Code Contact Telephone No Fax No E Mail Web Site Modified Date 4 1 2012 16 38 48 Modified By SUPERVISOR x Figure 3 33 3 37 Warehouse File GTC Business Applications for SME 3 16 Job File Enhanced Edition only Job File is to record the information of the job If the job code has been created and been selected in the related transactions the reports of income expenses and profits for each job can be produced for management purpose Job Code Create Date Completed Date Completed English Name English Address Chinese Name The code is up to 20 digits or ch
68. to the one your printer driver supported such as A4 c Create a new format It is applicable to MS Windows 2000 XP Vista and 7 i click Control Panel gt Printers and Faxes select the printer by mouse ii In the printer windows choose File gt Server Properties to create new paper size iii Set a form name check the box for Create a new form input paper size click Save iv Click the OK button when finished v Select this new format in Report Designer Why there is no response when the reports printed by multifunction printer It is because the driver of these multifunction printers don t support Letter Size paper Please change Paper Size to A4 in General page of System Setup 32 3
69. version to enhance the performance If the data will be shared in network the permission of data folder for Read Write Add and Delete should be assigned Create a company data Set up Account Period carefully when create a company data Set up some basic information for Customers Vendors Stocks Payment Methods and Employee etc Install Firebird Interbase Server GTC application is a SQL database application Firebird Interbase server must be installed Firebird 2 1 4 18393 or newer version or Interbase 2007 or newer version is required Firebird Interbase server and any databases you create or connect to must reside on a hard drive that is physically connected to the host machine You cannot locate components of the server or any database on a mapped drive a file system share or a network file system If Firebird Interbase is installed in another computer following information should be collected i Server name Computer name or IP address e g FirstServer or 192 168 1 1 ii Data folder and database s file name in server the default file name of database is GBSI FDB For example C GTC GBS50i DATA GBSI FDB iii Firebird Interbase s user name and password any tools which need to connect Firebird Interbase s database file requires this information The user name of administrator of Firebird Interbase is SYSDBA and password is masterkey For security reasons we suggest to change the password of SYSDBA immediately iv If Firebi
70. 0 0 00 HKD 0 00 0 00 0 00 0 00 E Taxable S Batch Update Selling Price m i Batch Update Selling ave Figure 3 28 Batch Update Selling Price Stock s Sales information To facilitate the modification of selling price user can press Batch Update Selling Price to call the interface of Update Stock Selling Price Here user can set the range of stocks to update the price by Stock Code Class or Brand pe ec ec or co percentage Update Stock Selling Price Stock Cade EDCO01 can be chosen to adjust the price in amount or in Stock Class DC DC Brand SamSung SamSung Adjust Selling Price Foreign Currency Large Unit Price Foreign Currency Small Unit Price Or adjust Large Unit Price Or adjust Small Unit Price 10 00 v 0 00 Local Currency Large Unit Price 0 00 v Local Currency Small Unit Price Round up to 2 v decimal point 10 00 v E Change Selling Currency Currency Change To I exit Stock Code gt Stock Name Cur Large Unit Price Large Unit Price Small Unit Price Sm 3 31 GTC Business Applications for SME Purchase Information Currency The currency of a stock divides into two parts local currency and foreign currency User can set the default foreign currency here for each sto ck The unit price of foreign currency will be us
71. 0 00 0 00 Memo 1030 Cash Sales Receivable SERRE 0 00 0 00 Memo ai Figure 2 16 Search Dialog Box 2 5 3 2 Advance Search Advance Search is designed for user to search the record easily and quickly by the main data fields with different criteria Advance Search can be used for searching a record in Maintenance files and a record in transaction files j A Search Customer Record mE Customer Code English Company Name Chinese Company Name Contact Person Direct Line Tel No Fax No Search Option Partial Match Anywhere Partial Match at Beginning Exact Match arch Code English Name Chinese Name Figure 2 17 Advance Search for searching a customer 2 13 GTC Business Applications for SME 2 6 ai Search Debit Note aaa Field Name Search Value Debit Note No EA I Partial Match Anywhere and nA Debit Note No X l Partial Match Anywhere x C2 Search _B gt Expon Debit Note No Debit Note Date Reference No Due Date Customer Code English C lt a J OK X Cancel L d Figure 2 18 Advance Search for searching a debit note To search a record you should just input the search factor in appropriate data field and select one Search Option Press Search button the records matched with the search factor will be displayed Function Keys There are a series of function keys for user to call the desired function directly To press the
72. 00 tset 1 400 00 0 00 1 400 00 Tax 1 0 00 0 00 Total Dis 1 0 00 0 00 Freight Charge 0 00 Tax 2 0 00 0 00 Total Dis 2 0 00 0 00 Others Charge 0 00 Balance 9 780 00 ledge uac oi a a E i Print Search Add Edit Delete x Exit Figure 23 1 Quotation Entry Rate It is the exchange rate between the selected currency and local currency To change it just by input the new rate directly To change the exchange rate permanently please go to Currency File Ref No It is for user to input supplementary information e g purchase order number Warehouse Enhanced Edition only The warehouse selected here will be used for out stock when sales invoices issued It can be blank Sold by It is to record the salesman responsible to this Quotation Payment Terms Itis the credit days for the customer Please refer to Payment Terms File and Customer File Payment Method It is to record customer s payment method Job Code Enhanced Edition only The job code assigned to this transaction It can be blank Ship Via To record the delivery method for the goods 23 2 23 1 2 23 1 3 Details Chapter Twenty Three Quotation Entry Each quotation can contain many items including service items or remarks input by the user It includes Item Stock Code Description Quantity Unit Price Discount and Amount Item Stock Code Description Quantity Unit Price Discount Amount
73. 1 0 1 set EDP002 Dot Matrix Printers EPSON LQ 300 3 4 1 set EDP003 Dot Matrix Printers EPSON FX 980 1 1 0 set EDP004 Dot Matrix Printers EPSON FX 2180 1 1 0 set EDP005 Dot Matrix Printers EPSON LQ 580 1 2 1 set gt EDP006 Dot Matrix Printers EPSON LQ 870 0 1 1 set Total Quantity 2 warn Goe 8 A y 2 Ed I si Print Search New Edit Delete Exit Figure 20 1 Stock Take Entry 20 3 Footer Total Quantity is the sum of variance quantities and automatically calculated by the Application 20 4 Import from Text File Stock Take Entry supports the importation of stock take quantities from Text file which can be generated from Data Collector The content of Text file must include 1 the code or barcode of the stock 2 stock take quantity The stock doesn t exist in the Application will not be imported The code and the quantity can be separated by Tab Comma and Space Generally the file names are txt csv and prn respectively 20 2 Chapter 21 21 1 Chapter Twenty One Account Receivable Payment Entry Account Receivable Payment Entry GAS amp GIS Account Receivable Payment Entry is designed for inputting invoice payment It doesn t involve accounting knowledge The interface is friendly and simple The interface divides into two parts voucher header and contents Voucher Header Journal No Date Currency Rate Ref No Customer Code Customer Name Remark Ch
74. 2 32 48 Warning Options Customer Over Credit Limit Warning Over Vendor Credit Limit Warning z Over Maximum Selling Price Warning x Over Minimum SellingPrice Warning kA Over Reorder Quantity Warning X Stock Sales Costing Method Average Cost z E Enable User Log V Create general ledger transaction Assign system no before save Measurement Unit cm Measurement Type E Show last record in transaction Figure 3 37 System Setup General Ask before Printing 3 41 GTC Business Applications for SME The Application will automatically check this setting when printing action executed If there is VW in this field the print dialog will be displayed for user to choose print or not If there is no y in this field printing action will be automatically executed Show Print Dialog If there is VY in this field The Application will display Print Dialog Box before printing User can change the printer setting in here Default Format This format is usually used to print out Paper Size This paper size is used to print User can change the paper size temporarily in Print Dialog box If user has modified the report format the paper size cannot be changed in here 3 18 1 2 General Export Default Directory The directory for the Application to save the export data If it is blank default directory will be the sub directory of data directory For example if the
75. 243 413 70 L j Figure 9 1 Bank Reconciliation Chapter Ten Sales Invoice Entry Chapter 10 Sales Invoice Entry GIS 10 1 10 1 1 Under main menu use the mouse to choose Sales Invoice Entry or press Alt S I to Sales Invoice Entry interface The interface divides into three pages Main Delivery Information and Remark Main Main page includes three parts header detail and footer Header Header includes major content of a Sales Invoice Most of the contents can be selected from the existing files If no suitable record can be selected or to input a new record user can call the interface of maintenance files to add a new record by pressing F6 on the appropriate fields such as Customer Code Currency or Sold By etc To close the interface just by pressing Exit and the current record will be copied to Sales Invoice Field description Invoice No Invoice number contains 20 digits or characters and is automatically incremental The Application will firstly read the digit part of Invoice Number in System Number to check whether the number was used If not this number will be used as an Invoice Number Otherwise the Application will add one to this number Note Invoice Number should be unique to other System Number To change next Invoice Number you should go to System Numbers File under Maintenance menu Date This field is the date to issue an invoice and will be automatically filled in as current date To amend just
76. 4 00 Customer Code Customer Name Total Payment Payment Disc Over Payment ST001 Sunskind Technology Limited 864 00 0 00 0 00 Remark Bank Account Discount Account Other Income Account Revision 0 Modified Date 6 1 2012 17 13 38 Modified By SUPERVISOR ae oe CE E ee K a it tL Add Edit Delete Cance Save Exit K Figure 12 1 Sales Invoice Return Entry 12 2 Chapter 13 13 1 13 1 1 Chapter Thirteen Vendor Invoice Entry Vendor Invoice Entry GIS amp GRS Under main menu use the mouse to choose Vendor Invoice Entry or press AIt S V to Vendor Invoice Entry interface The interface divides into Main page and Remark page Main Header Header includes major content of a Vendor Invoice Most of the contents can be selected from the existing files If no suitable record can be selected or to input a new record user can call the interface of maintenance files to add a new record by pressing F6 on the appropriate fields such as Vendor Code Currency or Prepared By etc To close the interface just by pressing Exit and the current record will be copied to Vendor Invoice Field description Invoice No Date Vendor Code Contact Currency Invoice number contains 20 digits or characters and is automatically incremental The Application will firstly read the digit part of Invoice Number in System Number to check whether the number was used If not this number will be used as an Invoic
77. Currency Large Unit Price Small Unit Price Large Unit Price Small Unit Price gt SMP001 MP3 Player SamSung YP E32 HKD 7 500 00 850 00 7 500 00 850 00 SMP002 MP3 Player SamSung YP E64 HKD 11 000 00 1 300 00 11 000 00 1 300 00 SMP003 MP3 Player SamSung YP NEU64 HKD 17 500 00 2 100 00 17 500 00 2 100 00 _ Stock Code Stock Name SMP001 fe 243 MP3 Player SamSung YP E32 Curerncy Large Unit Price Small Unit Price Large Unit Price Small Unit Price HKD X 7 500 00 850 00 HKD 7 500 00 850 00 Batch Update RS New Delete Batch Update Figure 3 45 Stock Selling Price Table To facilitate the modification of selling price user can press Batch Update to call the interface of Update Stock Selling Price Table Here user can set the range of stocks to update the price by Price Group Table Stock Code Class or Brand or can be chosen to adjust the price in amount or in percentage BE Update Stock Selling Price Table eS Price Table Group Group A To GroupA X Stock Code EDC001 fe To SMT003 Zi Stock Class DC To SCNR Brand SamSung To SamSung i V Adjust Unit Price Foreign Currency Large Unit Price 0 00 Local Currency Large Unit Price 0 00 Foreign Currency Small Unit Price 0 00 Local Currency Small Unit Price 0 00 Or adjust Large Unit Price 0 00 ji 2 Round upto 2 decimal point Or adjust Small Unit Price 0 00 E Change Currency Currency AUD Change To AU
78. D Ext P EEEO EE Code Stock Name Cur Large Unit Price Large Unit Pice Small Unit r L Figure 3 46 Batch Update of Stock Selling Price Table 3 54 3 22 Member File Member Code Create Date Expiry Date Chinese Name Chapter Three General Files Management The code is up to 20 digits or characters To add a new record the code will be automatically filled in as the largest number plus one Under Insert mode the code can be altered After the record saved this field cannot be altered To be better management it should be added an appropriate character in front of the digit This field will be automatically filled in as current date To amend just by input directly or use the mouse to double click the button with triangle in this field to call a calendar to choose a desired date To record the date of the membership expired It is for user to fill in the member s Chinese name English Name _ It is for user to fill in the member s English name Sex It is for user to select female or male ID No It is for user to fill in the identity card number for this member Passport No It is for user to fill in Passport number for this member Birthday It is for user to fill in birthday for this member r A Member File rex Member Code Create Date Expiry Date poca v0001 AR 5 1 2012 4 1 2013 English Name Chinese Name Sex Y Add Amy Cheung RSS Female Edit 1 D No Passport
79. Discount Amount Item Remark Figure 11 1 Sales Return Entry The interface for input quantity will automatically displayed when the cursor moved to this field Both large unit quantity and small unit quantity will be displayed in Quantity field if the stock has large unit and small unit Otherwise only small unit quantity field will be displayed for user input The unit for large unit or small unit can be altered here Small unit price will be filled in the field of unit price if only small unit quantity input Otherwise large unit price will be filled The Application will check whether the stock has been sold If yes last selling price and standard unit price will be displayed Please choose the desired one Whatever you chose this price will be the last selling price for next sales This discount is defaulted as percentage Thus please just input the digit This amount is automatically calculated by the Application User cannot amend It equals to Quantity times Unit Price minus Discount Press F5 in Detail section of an invoice to call an interface to input detail information for a stock or an item The information includes Stock Unit Cost Price Order No and detail remark The information can t be edited under Browse mode The authority to browse or edit Stock Unit Cost Price can be set in User Security Maintenance 11 3 GTC Business Applications for SME 11 1 3 Delete an item Press Ctrl Del to d
80. English Stock Name Chinese Stock Name Digital Camera EPSON PhotoPC 850z 8 FHS EPSON PhotoPC 850z Add Color Size Packing Edit Class Brand Bill of Material Code DC EPSON X Cancel Gross Weight Net Weight Unit Bar Code Type Bar Code FR 0 00 0 00 v Code 39 gt 134679143123 Length Width Height Dimension Description ae it 0 00 0 00 0 00 CM Jl Exi Reorder Qty Sales Order Qty Pur Order Qty Opening Stock Stock On Hand Small Unit E C Z gt Bp v Each have 1 Be 5 0 0 3 3 Figure 3 27 Stock s basic information Active Please cancel v in this field if one stock had been stopped to sell However this record should not be deleted before Year End since this record may have linkage with other transactions e g sales invoices or vendor invoices English Stock Name Chinese Stock Name Color Size Packing Class Brand Bill of Material Code Gross Weight Net Weight Detail description of a stock in English with maximum 60 characters It is detail description of a stock in Chinese with maximum 60 characters Stock s color Stock s size Stock s packing e g 32X45X88 etc It is the classification of a stock It is useful for sales analysis purchase analysis and searching purpose It is the classification of a stock It is useful for sales analysis purchase analysis and searching purpose The number of Bill of Material Stock s weight including package Stock s net weight 3 28
81. GTC Business Applications User s Manual Version 5 0 Publisher Glorious Technology Company Limited COPYRIGHT 1997 2012 Glorious Technology Company Limited All rights reserved All GTC brands and product names are trademarks or registered trademarks of Glorious Technology Co Ltd Other product names are trademarks or registered trademarks of their respective holders Printed in China LICENSE AGREEMENT This software is protected by copyright law and international copyright treaty Therefore you must treat this software just like a book except that you may copy it onto a computer to be used and you may make archive copies of the software for the sole purpose of backing up our software and protecting your investment from loss The software may be moved from one computer to another so long as there is no possibility of it being used by more than one person at a time ADDING USERS You may add users by paying for a separate software package for each user you wish to add You may also add users by purchasing a site license so long as the number of persons who are able to use the software at one time is not more than the number of authorized users specified in our product or license TRANSFERRING THE SOFTWARE You may transfer all of your rights to use the software to another person provided that you transfer to that person all of the software diskettes if applicable and documentation provided in this product including t
82. If there is no an account code marked in the selected Payment Method this deposit amount will be credited to the Purchase Deposit account marked in Control Accounts 13 2 13 1 2 Chapter Thirteen Vendor Invoice Entry Job Code Enhanced Edition only Ship Via Detail Please select a job code for this transaction if applicable To record the delivery method for the goods Each invoice can contain many items including service items or remarks input by the user It includes Item Stock Code Description Quantity Unit Price Discount and Amount Item Stock Code Description Quantity Unit Price Discount Amount Item Remark Delete an item It is to input the number for each item or other information User can input the code directly or press the button beside the field to select the desired one from the existing records Stock name is automatically filled in when Stock Code has been selected User can modify stock name directly However the modified stock name is just for this record For non stock item input user can input the name in here The interface for input quantity will automatically displayed when the cursor moved to this field Both large unit quantity and small unit quantity will be displayed in Quantity field if the stock has large unit and small unit Otherwise only small unit quantity field will be displayed for user input The unit for large unit or small unit can be altered here
83. No Birthday P 2123456 6 P123456 6 5 1 1988 f Delete English Address Chinese Address c e City State City State Country Country Post Code Telephone No Fax No Pager No Mobile No E Mail Discount Rate 0 00 Modified Date 5 1 2012 16 39 23 Modified By SUPERVISOR Figure 3 47 Member File 3 55 GTC Business Applications for SME 3 23 English Address Three lines with maximum 60 characters each are available Chinese Address Three lines with maximum 60 characters each are available City State Country Post Code User can key in relevant information in these fields Telephone No Itis for user to fill in the member s telephone number Fax No It is for user to fill in the member s fax number Pager No It is for user to fill in the member s pager number Mobile No It is for user to fill in the member s mobile telephone number E Mail It is for user to fill in the member s E mail address Discount Rate Default discount rate for this member Modified Date The Application will automatically update the latest modified time of this record Modified By The Application will automatically update the latest modified user name of this record Remark File Remark File is for user to input the remarks used frequently Under insert or edit mode press Remark Code Enter or Remark Code Tab in remark field The content of Remark or Detail Remark input in Remark File will be automatic
84. PERVISOR Stock Adjustment Entry 5 1 2012 17 47 11 F SUPERVISOR Delivery Note Entry 5 1 2012 17 47 09 F SUPERVISOR Vendor Invoice Entry 5 1 2012 17 47 07 F SUPERVISOR Sales Return Entry 5 1 2012 17 47 05 F SUPERVISOR Sales Invoice Entry 5 1 2012 17 47 02 F SUPERVISOR Login Invoicing System 5 1 2012 17 46 58 F SUPERVISOR Logout Retailing System 5 1 2012 17 10 31 F SUPERVISOR User Security Control 5 1 2012 16 50 00 F Tia r x A 3 25 3 25 1 3 25 2 3 25 3 3 25 4 Figure 3 49 User Log Control Other System Files Credit Status File It is to record different types of credit status It can contain 40 characters Ship Via File It is to record different types of delivery methods It can contain 40 characters District File It is to record different sales districts It can contain 40 characters Unit of Measure File It is to record different types of unit for stocks or weights It can contain 8 characters 3 58 Chapter Three General Files Management System Files Credit Status gt High Low Middle Stock Price Group ea a New EA Delete Figure 3 50 Credit Status File 3 25 5 Customer Stock Code Name 3 25 6 It is for user to set up the stock code and name for the customers The Application supports to input customer s stock code in sales transaction entries such as Quotation Entry Sales Order Entry and Sales Invoice Entry Please mark v to enable the fun
85. Return to a new Purchase Return by pressing right key of the mouse to call functions menu for copying Decimal Point for unit price or quantity User can set decimal point maximum to 4 points for unit price or 5 points for quantity in System Setup Select the stocks from purchase history User can select the stocks from purchase history Please refer to the steps i Press Add to create a new invoice ii Select a designated vendor iii Press F7 to call Stock Last Unit Price file of this designated vendor iv Press Shift to select multiple contiguous records with the mouse or press Ctrl to select multiple records one by one with the mouse v Press OK the selected stocks will be added to the current transaction by selecting order The default quantity is 1 14 5 Chapter 15 15 1 15 1 1 Chapter Fifteen Delivery Note Entry Delivery Note Entry GIS The interface of Delivery Note divides into Main page and Remark page Main Main page includes three parts header details and footer Header Header includes major content of a Delivery Note Field description D N No Date Customer Code The number contains 20 digits or characters and is automatically incremental The Application will firstly read the digit part of Delivery Note Number in System Number to check whether the number was used If not this number will be used as a Delivery Note Number Otherwise the Application will add one to
86. S T to Stock Transfer Note Entry interface Stock Transfer Note Entry is to transfer the quantity of individual stock from one warehouse to another warehouse The total quantities of the stock will be the same Header Field Description Note No Date Ref No Currency Rate From To Remark Revision Modified Date Modified By Note number is up to 20 characters It must be unique It is to record the date of transaction and will be automatically filled in as current date To amend just by input directly or use the mouse to double click the button with triangle in this field to call a calendar to choose a desired date It is for user to input supplementary information It can be blank The currency will be filled as local currency It can be altered It is the exchange rate between the selected currency and local currency To change it just by input the new rate directly To change the exchange rate permanently please go to Currency File It is the warehouse for stock out The Application will deduct the quantity of the stocks from this warehouse It is the warehouse for stock in The Application will add the quantity of the stocks to this warehouse User can input detail description here for each Delivery Note The times of this record modified 0 will be marked for this record saved in first time The Application will automatically add 1 for each modification The Application will automati
87. Small unit price will be filled in the field of unit price if only small unit quantity input Otherwise large unit price will be filled The Application will check whether the stock has been bought If yes last purchase price will be filled in this field Otherwise the standard purchase price in Stock File will be used This discount is defaulted as percentage Thus please just input the digit This amount is automatically calculated by the Application User cannot amend It equals to Quantity times Unit Price minus Discount Press F5 in Detail section of an invoice to call an interface to input detail information for a stock or an item The information includes Purchase Order No and detail remark The information can t be edited under Browse mode Press Ctrl Del to delete an item at cursor position 13 3 GTC Business Applications for SME 13 1 3 Footer 13 2 Footer includes Tax amp 2 Total Discount 1 amp 2 Freight Charge Other Charge Deposit and Balance Tax 1 amp 2 Total Disc 1 Total Disc 2 Freight Charge Other Charge Deposit Balance Remark Invoice Remark Journal Remark Revision Modified Date Modified By The tax is automatically calculated by the Application based on default formula set by user Please refer to Tax File This discount is calculated based on invoice total amount User can just input the percentage or discount amount in relative field These two fields a
88. System supports to import vouchers from Excel File Item No Order No created by GTC Not need in Excel File Voucher No This number up to 20 digits or characters will be assigned as the voucher number and must be existed in each row When the number changed a new voucher will be created Voucher Date The date of the voucher it should be in date format in Excel File The date of last row will be applied for the date of a voucher if the voucher with same voucher number but different voucher date Ref No Supplementary information for a voucher This field contains up to 20 30 10 30 11 Account Code Chapter Thirty Utilities digits or characters The account to record each transaction and up to 20 digits or characters All accounts in Excel File must be existed in Chart of Account File Otherwise all transactions of the voucher will be rejected to import Job Code Enhanced Edition only Cheque No Currency Code Currency Rate Debit Amount Credit Amount Invoice No Invoice Date Due Date If the job code existed this transaction will be assigned to the relative Job Reports according to the related account type of the account Cheque number for each transaction and up to 30 digits or characters The currency code for each transaction and up to 4 digits or characters All currency code must be existed in Currency File Otherwise all transactions of the voucher will be rejected to import Any number g
89. The Application will automatically add 1 for each modification The Application will automatically update the latest modified time of this record The Application will automatically update the latest modified user name of this record Other Functions Print Under Browse mode press the right key of the mouse to call functions menu The first function is to print Purchase Order User can press F10 to call dialog box for printing or preview 25 4 Chapter Twenty Five Purchase Order Entry Modify Format Press F8 or right key of the mouse on Print Dialog Box to call Report Designer User should select the desired format before Report Designer executed Search records by incremental searching method To search a record press the button beside the field of P O No or press the right key of the mouse to call functions menu to select Search Purchase Order The fields for searching include P O No Vendor Code and Reference No Search records by advance searching method Press Search button or F4 to call an interface of Search Purchase Order for advance searching method Most of the fields in purchase order can be selected for advance searching Copy User can copy the content of the existing Sales Order or Purchase Order to a new Purchase Order by pressing right key of the mouse to call functions menu for copying Decimal Point for unit price or quantity User can set decimal point maximum to 4 points for unit price
90. This field is the date to issue a Packing List and will be automatically filled in as current date To amend just by input directly or use the mouse to double click the button with triangle in this field to call a calendar to choose a desired date The format is according to the date format of MS Windows To change the format please go to Control panel of MS Windows Press the field by the mouse to call dialog box for searching via customer code customer name or telephone number User can input the delivery address directly or press the button beside the field to select the desired one from the existing records Contact person for this company It is customer s telephone number It is customer s fax number 16 1 GTC Business Applications for SME Currency The currency will be filled as the selected customer s default currency It can be altered If the currency changed the exchange rate will be changed respectively Invoice No Sales Invoice No for this packing list Ref No It is for user to input supplementary information for this packing list P O No It is to record the purchase order number from the customer and can be input by the user directly Salesman It is to record the salesman responsible to this Packing List BB Packing List Entry So Main Shipping Information Remark Packing List No PLOO1 m Date 9 1 2012 Customer Code Bu001 G3 Best Umbrella Limited ea Ship To C
91. Type exit and press Enter to MS Windows s command shell Under Unix Linux platform a b c d e f g h j User is logged into the operating system as root Open Command Shell Use cddir command to change directory into Firebird s bin directory 1 cddir opt Firebird bin Type this command gsec user sysdba password masterkey remark sysdba is default user masterkey is default password of sysdba You should now see the shell prompt for the gsec utility GSEC gt Type this command modify sysdba pw newpassw remark newpassw is the new password Press Enter The new password newpasw is now encrypted and saved and masterkey is no longer valid Type quit and press Enter to quit the gsec shell Quit from command shell Note Firebird Interbase ignores all characters in a password pass the eighth character newpassw will works as will newpassword The Firebird kit does not come with a GUI admin tool There are excellent GUI tools available for use with a Windows or Linux client For a list of the better known admin tools for Firebird visit http www ibphoenix com If you changed password of SYSDBA or add a new user in Firebird you have to fill the user and password information in GTC Multi Company Controls System Note Glorious Technology Co Ltd and its reseller have not responsibility to support Firebird Interbase 31 11 GTC Business Applications for SME 31 4 3 Firewall
92. VISOR Figure 3 10 Control Accounts Other Related Account 3 10 Chapter Three General Files Management 3 7 Tax File GIS GOS amp GRS The Application supports different taxation for multi countries The following figure is a sample of Value Added Tax of China E Tax File Sy Tax Code Tax Rate English Description a gt VAT 17 00 Value Added Tax Country China Before Discount Accumulation G New m G Default Tax 1 VAT Value Added Tax i Delete J Ext Default Tax 2 Tax Code Tax Rate English Description Chinese Description Country Before Discount Accumulation Default Tax 1 amp 2 Figure 3 11 Tax File Short name given by users Tax Rate is defaulted as percentage Thus please just input the digit Detail description in English for a tax Detail description in Chinese for a tax Select an appropriate country for the taxation used For example choose China if China VAT is used If the taxation is calculated based on invoice amount before discount please mark v in this field If there are more than one type of taxes on one invoice and the later one is calculated based on invoice amount plus precious tax please mark v in this field Default Tax 1 is relative to the Sales Tax 1 of sales transactions Default Tax 2 is relative to the Sales Tax 2 of sales transactions Generally speaking Default Tax 1 is regional
93. ach financial period E By Adjust Closing Stock Value ail Account Period 201201 X Closing Stock Value 38 880 00 Jf OK X Cancel Figure 30 3 Adjust Closing Stock Value Opening Balance Chart of Accounts Opening Balance Opening balance for accounts can be input here or in Chart of Account File Here all detail accounts of Balance Sheet will be displayed Note 1 The total amount of debit side must equal to the total amount of credit side Otherwise it can t be saved 2 The accounts for Opening Stock and Closing Stock must be set up firstly 30 3 GTC Business Applications for SME 30 4 2 30 4 3 30 5 30 6 30 6 1 Customer Opening Balance To facilitate the process user can input the opening outstanding invoices for different customers here other than in Customer File Vendor Opening Balance To facilitate the process user can input the opening outstanding invoices for different vendors here other than in Vendor File Year End It is for bringing forward the balance to next financial year and to delete all transactions related the accounting Steps l To create a new company data e g CO2011 for a new financial year 2 In old company data e g CO2012 Execute Transaction Audit Utilities gt Transaction Audit Verify all financial reports Backup Data Utilities gt Backup Data 3 Execute Restore Data in the new company data e g CO2011 4 Execute
94. ad the digit part of Voucher Number in System Number to check whether the number was used If not this number will be used as an Invoice Number Otherwise the Application will add one to this number Note Voucher Number should be unique to other System Number To change Voucher Number for next voucher you should go to System Numbers File under Maintenance menu Date This field is the date to issue a voucher and will be automatically filled in as current date To amend just by input directly or use the mouse to double click the button with triangle in this field to call a calendar to choose a desired date The format is according to the date format of MS Windows To change the format please go to Control panel of MS Windows Period Accounting period is automatically set by the Application based on voucher date User cannot amend Ref No It is for user to input supplementary information This field contains up to 20 digits or characters Cheque No It can be up to 30 digits or characters Job Code Enhanced Edition only Job Code for credit side Account Code It can be input by user directly or to select existing records from put down menu The most similar account code matched with input information will be shown Currency The currency will be filled as local currency It can be altered If the currency changed the exchange rate will be changed respectively 6 1 GTC Business Applications for SME 6 2 Rate Credit Am
95. ader Details Footer Printing Sales Invoice GIS Main Delivery Information Shipping Information Remark Other Functions 6 1 6 2 6 3 6 3 10 1 10 4 10 5 10 6 10 6 Chapter 11 11 1 11 2 11 3 11 4 Chapter 12 Chapter 13 13 1 13 2 13 3 Chapter 14 14 1 14 2 14 3 Chapter 15 15 1 15 2 15 3 Chapter 16 16 1 16 2 16 3 16 4 Chapter 17 17 1 17 2 17 3 Chapter 18 18 1 18 2 18 3 18 4 Chapter 19 19 1 19 2 19 3 Sales Return GIS Main Delivery Information Remark Other Functions Sales Invoice Return GIS Vendor Invoice GIS amp GRS Main Remark Other Functions Purchase Return GIS amp GRS Main Remark Other Functions Delivery Note GIS Main Remark Other Functions Packing List Entry GIS Main Shipping Information Remark Other Functions Pickup List Entry GIS Header Detail Print Stock Transfer Note Entry GIS GOS amp GRS Enhanced Edition only Header Details Footer Other Functions Stock Adjustment GIS GOS amp GRS Header Details Footer 11 1 11 4 11 5 11 6 12 1 13 1 13 4 13 5 14 1 14 4 14 5 15 1 15 3 15 4 16 1 16 4 16 4 16 5 17 1 17 2 17 2 18 1 18 2 18 3 18 3 19 1 19 1 19 2 Chapter 20 20 1 20 2 20 3 20 4 Chapter 21 21 1 2122 21 3 Chapter 22 22 1 22 2 22 3 Chapter 23 23 1 23 2 233 23 4 Chapter 24 24 1 24 2 24 3 24 4 24 5 Chapter 25 25 1 25 2 25 3
96. ally pasted Remark Code The code is up to 20 digits or characters English Description This content will be pasted to the one line remark field It is up to 60 characters Chinese Description This content will be pasted to the one line remark field It is up to 60 Chinese characters English Detail Description This content will be pasted to multi line remark field Chinese Detail Description This content will be pasted to multi line remark field 3 56 Chapter Three General Files Management g al E Remark File leloj Code English Description Chinese Description gt BOC Bank of China 123 456 789 HBASR T 123 456 789 HSB Hang Seng Bank 123 456 788 THAESE F 123 456 788 4 r Remark Code BOC English Description Chinese Description Bank of China 123 456 789 HERIT 123 456 789 English Detail Description Chinese Detail Description Bank of China ABST AIC No 123 456 789 WERE 123 456 789 ee a ii Edit Delete Cancel Save Exit K A Figure 3 48 Remark File There are two types of remark for a remark code item remark and multi line remark The Applications will automatically copy the content of item remark to the field of item remark or the content of multi line remark to the field of multi line remark in every transaction Either English Description or Chinese Description will be copied to the relative field according to the language used 3 24 User Log Control The Application records the history
97. an invoice Due Date It is the payment date for an invoice It will influence the result of aging analysis Currency The currency used in the invoice Rate It is the exchange rate between the selected currency and local currency To change it just by input the new rate directly To change the exchange rate permanently please go to Currency File Salesman The salesman is responsible for this invoice User can select the desired one just by pressing the downward arrow Salesman Comm Rate Commission rate for dealers Dealer Code The Code for dealers User can select the desired one just by pressing the downward arrow Dealer Comm Rate Commission rate for dealers Invoice Amount Total invoice amount exclusive discount amount Paid The amount has been paid 3 26 3 13 Balance Chapter Three General Files Management Total invoice amount minus paid amount It is automatically calculated the Application H Opening Balance Setup eas r WEni Cla trees V027 Vendor Invoice VI07001 Invoice Type Invoice No Date Due Date Cur Rate Salesman Salesman Comm Rate Dealer Code Dealer Comm Rate Invoice Amount Paid Balance 20 12 201 19 1 2012 HKD 1 0000 May 0 00 0 00 4 950 00 0 00 4 950 00 14 3 2008 14 5 2008 HKD 1 0000 May 0 00 0 00 17 970 00 0 00 17 970 00 New f Delete SL Exit Figure 3 26 Opening Balance Setup Stock File GIS GOS amp GRS The file is to keep the information for st
98. an select a range of stocks here Batch Update To update the stocks unit price by batch 29 1 Chapter Thirty Utilities Chapter 30 Utilities 30 1 Backup Data There are two backup methods On Line Backup and Off Line Backup for Firebird Interbase SQL server On Line Backup is executed by the authorized person who should log in the database system and backup the data to backup file by API commands of Firebird Interbase The size of the backup file by this method will be much small Off Line Backup is to backup the database file e g GBSI FDB to other device All GTC Applications must be log out and Firebird Interbase server must be stopped before Off Line Backup be executed Do not use external proprietary backup utilities or file copying tools such as WinZip tar copy xcopy etc on a database which is running Not only will the backup be unreliable but the disk level blocking used by these tools can corrupt a running database On Line Backup is used in GTC Applications Actually there are many methods to backup the database Here only the method used by GTC Applications will be introduced To learn more about different backup methods please refer to the user manual of Firebird Interbase On Line Backup can be executed provided that a The backup function can be only executed on the computer with both GTC Applications and Firebird Interbase server installed b This function will be executed only without anyone e
99. and the Modifications made by that particular Contributor 1 3 Covered Code means the Original Code or Modifications or the combination O I do not accept the agreement Figure 31 3 License Agreement screen 31 4 Chapter Thirty One How to install Firebird iG Setup Firebird Database Server 2 0 Information Please read the following important information before continuing When you are ready to continue with Setup click Next IMPORTANT The ODS has changed since Firebird 1 5 See the notes below regarding the new ODS and installation over older versions of Firebird th Ree e EERE Re This document is a guide to installing this package of w Figure 31 4 Information screen iG Setup Firebird Database Server 2 0 Select Destination Location Where should Firebird Database Server 2 0 be installed ar Setup will install Firebird Database Server 2 0 into the following folder To continue click Next If you would like to select a different folder click Browse C Program Files Firebird Firebird 2 0 Atleast 2 3 MB of free disk space is required Figure 31 5 Select Destination Location Click Browse button to select the destination location Press Next gt to install Firebird to the default location 31 5 GTC Business Applications for SME iG Setup Firebird Database Server 2 0 Select Components Which components should be installed Select the components you want to insta
100. any Currency The currency will be filled as the selected customer s default currency It can be altered If the currency changed the exchange rate will be changed respectively 24 1 GTC Business Applications for SME Rate Ref No P O No Quotation No Bi Sales Order Entry Se Main Delivery Information Shipping Information Remark S0 No 0037 GN Date 971 2012 ronan Currency HKD Rate 1 0000 CM001 fe Ching Mee Metal Works Ra Ref No Room 4 10 F Hung To Industrial Building PO No 80 Hung To Road Kwun Tong Quotation No Warehouse WH001 lt Contact Mr Chak Wai Lam Tel No 23414583 Sold By Payment Terms Payment Method Job Code Ship Via Peter v COD Cash hd tem Delivery Date Stock Code Stock Name Description Quantity Unit Price Discount Amount 9 1 2012 EDCO02 Digital Camera EPSON PhotoPC 850z tset_ 6 200 00 0 00 6 200 00 2 9 1 2012 EDCO03 Digital Camera EPSON PhotoPC 800 tset 4 980 00 0 00 4 980 00 3 9 4 2012 EDCO04 Digital Camera EPSON PhotoPC 650 tset 2400 00 0 00 2 400 00 4 9 1 2012 EDPO01 Dot Matrix Printers EPSON LX 300 Jeet 1 000 00 0 00 1 000 00 DE 91 2012 EDP002 Dot Matrix Printers EPSON LQ 300 Iset 1 400 00 0 00 1 400 00 Taxt 0 00 0 00 Total Dis 1 0 00 0 00 Freight Charge 0 00 Tax 2 0 00 0 00 Total Dis 2 0 00 0 00 Others Charge 0 00 Balance 15 980 00 Warne ee amp 3 8 t i Print Search Add Edit Del
101. aracters To add a new record the code will be automatically filled in as the largest number plus one Under Insert mode job code can be altered After the record saved this field cannot be modified To be better management it should be added an appropriate character in front of the digit This field will be automatically filled in as current date To amend just by input directly or use the mouse to double click the button with triangle in this field to call a calendar to choose a desired date Completion date for the job If v marked in this field the Completion Date will be automatically filled as the current date It is English description of the job Three lines with maximum 60 characters each are available It is Chinese description of the job Chinese Address Three lines with maximum 60 characters each are available City State Country Post Code Contact Person Telephone No Fax No E Mail Web Site Modified Date Modified By User can key in relevant information in these fields The responsible person of the job Telephone number of the job place Fax number of the job place E mail address of the job place It is web site of the job place The Application will automatically update the latest modified time of this record The Application will automatically update the latest modified user name of this record 3 38 3 17 3 17 1 Basic Information History Chapter Three General Files Managem
102. arator is specified in the Number Format of the Regional Settings section in the Windows Control Panel To allow different formats for positive and negative values the format string can contain two sections separated by semicolons The first section applies to positive values and the second section applies to negative values For example the format string of 0 00 0 00 will display the value of 1234 56 as 1 234 56 for positive value and 1 234 56 for negative value The following table shows the effect of various format strings Format String Value Display Format 0 00 1234 5670 1 234 57 0 1234 56700 1 235 H O HHHH 1234 5670 1 234 567 Note The format string only affects the display format The calculation of the Applications will base on the value entered For example the display format for the value of 1234 567 will be 1 234 57 if the format 3 47 GTC Business Applications for SME string is 0 00 However the calculation of the Applications will base on 1234 567 3 18 2 4 Delete the setting of user interface Delete User Interface Size Setting The size of the user interface will be automatically recorded and used in next time To return to the original size press Delete User Interface Size Setting Delete Grid Column Setting The size and order of a grid e g items of Sales Invoice Entry will be automatically recorded and used in next time To return to the original setting press Delete Grid Column Set
103. armen Hong Kong Co Ltd BX Be ARAS English Address Chinese Address Edit Unit 15 G F Mirror Tower BARE RER if Delete 61 Mody Road Tsimshatsui East RES E f Delete Kowloon Hong Kong MEAs ans City State City State Save Country Country iE Post Code Class Overseas Contact Person Direct Line Tel No Fax No Miss Chan 2170 2822 2170 2822 2170 2824 AIC Contact Person Direct Line Tel No Fax No E Mail ___ Web Site met fe www canon com hk e x A Figure 3 21 Vendors Contact information Customer Please mark v if this vendor is also your customer 3 21 GTC Business Applications for SME Dealer Please mark v if this vendor is also a dealer English Company Name It is vendor s company name in English with maximum 60 characters English Bill Address Three lines with maximum 60 characters each are available Chinese Company Name It is vendor s company name in Chinese with maximum 60 characters Chinese Bill Address Three lines with maximum 60 characters each are available City State Country Post Code User can key in relevant information in these fields Class Itis to record the classification of vendors Main Contact Contact Person The name of main contact person of this company Direct Line Telephone number for the main contact person Tel No Telephone number of the company Fax No Fax number of the company A C Contact Contact Person The name of contact person of accounting department Direct Li
104. ased on default formula set by user Please refer to Tax File This discount is calculated based on purchase order total amount User can just input the percentage or discount amount in relative field These two fields are co related When the percentage input discount amount will be automatically calculated Vise Versa 25 3 GTC Business Applications for SME 25 2 25 3 25 4 Total Disc 2 Freight Charge Other Charge Balance This discount is calculated based on purchase order total amount exclusive total discount 1 The freight charge related to this transaction Total discount 1 amp 2 are exclusive this amount All other charges about this transaction Total discount 1 amp 2 are exclusive this amount It is automatically calculated It equals to purchase order total amount minus total discount 1 amp 2 Delivery Information Ship To Delivery Date Remark Remark Revision Modified Date Modified By Pick out the record from the existing customer list The customer information can printed on the purchase order to instruct the vendor shipped the goods directly to the customer The date to deliver the goods To input directly or use the mouse to double click the button with triangle in this field to call a calendar to choose a desired date User can input detail description for each purchase order The times of this record modified 0 will be marked for this record saved in first time
105. be shown for he authorized user to confirm this record Ignore is selected the Application will not conduct the comparison 3 18 1 4 General Others Stock Sales Costing Method There are three types of costing method Average Cost Standard Cost and Last Purchase Price for user s selection The gross profit for each sales transaction will be affected directly due to different costing method Authorized user can modify the cost of a stock in sales transaction Enable User Log Please mark v to enable the function of User Log After that any functions executed by any users will be recorded by the Applications The information including User Name Function Access Time Action Result Station and Record Number will be recorded and displayed 3 43 GTC Business Applications for SME Since the records for User Log take up much space please execute Delete function in User Log Control interface within certain period Create General Ledger Transaction The Application supports whether generate GL transactions from other modules Please cancel v if no GL transactions to be generated If the situation changed GL transactions can be generated just by marking Vv in this field and executing Transaction Auditor with v in the field of Rebuild Transactions Note Incomplete accounting information will be happened if this function be cancelled Please take a full consideration before cancel this function Measurement Uni
106. ber If Sales Return is copied from Sales Order this number will be automatically filled in Vehicle License No It is to record Vehicle License No for this invoice Salesman Commission Commission rate for salesman It equals to invoice net amount times salesman commission rate 11 4 11 3 Dealer Chapter Eleven Sales Return Entry User can press the button beside the field to call the existing records If user has input the dealer in Customer File this field will be automatically filled in Dealer Commission Rate Commission rate for dealer Remark Fy Sales Return Entry Ermm Main Delivery information Remark R001 5 Jade River Industrial Co ka Quotation No Unit 4 9 F Kwong Kin Trade Centre S O No No 5 Kin Fat Street Delivery Date Tuen Mun N T Hong Kong Vehicle Licence No Contact Ms Chan Y L Tel No 24641611 Dealer Salesman Commission 8 00 936 00 Dealer Comission Rate 0 00 0 00 tem Stock Code Stock Name Description Quantity Unit Price Discount Amount 1 EDC001 Digital Camera EPSON PhotoPC 3000z Aset 5 500 00 0 00 5 500 00 EDC002 Digital Camera EPSON PhotoPC 850z Aset 6 200 00 0 00 6 200 00 Tax 1 0 00 0 00 Total Dis 1 0 00 0 00 Freight Charge 0 00 Deposit 0 00 Tax 2 0 00 0 00 Total Dis 2 0 00 0 00 Others Charge 0 00 Balance 11 700 00 EEE amp si Ke A it Print Search Add Edit Delete v S Exit Figure 11 2 Sales Ret
107. by input directly or use the mouse to double click the button with triangle in this field to call a calendar to choose a desired date The format is according to the date format of MS Windows To change the format please go to Control panel of MS Windows Customer Code Press the button beside the field by the mouse to call dialog box for searching via customer code customer name or telephone number Contact Contact person for this company Currency The currency will be filled as the selected customer s default currency It can be altered If the currency changed the exchange rate will be changed respectively 10 1 GTC Business Applications for SME By Sales Invoice Entry eas Main Delivery Information Shipping Information Remark Invoice No S1036 fa Date 20 3 2012 Customer Code R001 fe Jade River Industrial Co Ra Currency HKD Rate 1 0000 Unit 4 9 F Kwong Kin Trade Centre Ref No No 5 Kin Fat Street P O No Tuen Mun N T Hong Kong Warehouse WHO01 Contact Miss Chan Tel No 24641611 Sold By Payment Terms Payment Method Job Code Ship Via May 30Days Cheque Item Stock Code Stock Name Description Quantity Unit Price Discount Amount EPS005 Point of sale EPSON TM U230 Kitchen Printer tset 3 580 00 0 00 3 580 00 EPS006 Point of sale EPSON TM U675 tset 2 580 00 0 00 2 580 00 gt ESN001 Scanner EPSON Perfection 640U 2set 1 188 00 0 00 2 376 00 Tax 1 0 00
108. call an interface to input detail information for a stock or an item The information includes Purchase Order No and detail remark The information can t be edited under Browse mode Delete an item Press Ctrl Del to delete an item at cursor position Footer Footer includes Tax amp 2 Total Discount 1 amp 2 Freight Charge Other Charge Deposit and Balance 14 3 GTC Business Applications for SME 14 2 Tax 1 amp 2 Total Disc 1 Total Disc 2 Total Disc 2 Freight Charge Other Charge Deposit Balance Remark Invoice Remark Journal Remark Revision Modified Date Modified By Sales tax is automatically calculated by the Application based on default formula set by user Please refer to Tax File This discount is calculated based on invoice total amount User can just input the percentage or discount amount in relative field These two fields are co related When the percentage input discount amount will be automatically calculated Vise Versa This discount is calculated based on invoice total amount exclusive total discount 1 This discount is calculated based on invoice total amount exclusive total discount 1 The freight charge related to this transaction Total discount 1 amp 2 are exclusive this amount All other charges about this transaction Total discount 1 amp 2 are exclusive this amount To record the paid amount to vendor It is automatically calculated It equals t
109. cally update the latest modified time of this record The Application will automatically update the latest modified user name of this record 18 1 GTC Business Applications for SME j Stock Transfer Note Entry oi Note No ST00001 fA Date 1 1 2012 Ref No Currency HKD Rate 1 0000 From WH001 Warehouse To WH002 Warehouse Il Remark Revision 1 Modified Date 9 1 2012 15 03 31 Modified By SUPERVISOR Item Stock Code Stock Name Description Quantity Unit Price Discount Amount EDC001 Digital Camera EPSON PhotoPC 30002 tset 5 500 00 0 00 5 500 00 EDC002 Digital Camera EPSON PhotoPC 850z tset 6 200 00 0 00 6 200 00 gt EDC003 Digital Camera EPSON PhotoPC 800 tset 4 980 00 0 00 4 980 00 Total Amount 16 680 00 marag F ci a a it T D Print Search Add Edit Delete Sa Exit L Figure 18 1 Stock Transfer Note Entry 18 2 Details The items must select from the existing records of Stock File It includes Item Stock Code Description Quantity Unit Price Discount and Amount Item Stock Code It is to input the number for each item or other information User can input the code directly or press the button beside the field to select the desired one from the existing records Description Stock name is automatically filled in when Stock Code has been selected User cannot modify stock name here To alter the stock name please go to Stock Fi
110. ciliation To alter just by input directly or use the mouse to double click the button with triangle in this field to call a calendar to choose a desired date Bank account number can be input by user directly or to select existing records from put down menu The Application will go to the most similar account code matched with input information Account Name is automatically filled in when Account Code has been selected Account Name cannot be altered in here Each Bank Reconciliation can contain many items It includes Checked Date Voucher Number Cheque Number Remark and Balance Checked Date Voucher No Cheque No Remark amp 2 Amount Please mark in this field after the transaction checked Default setting for this field is no To mark v user can just double click this field by mouse The date of the voucher Voucher number for relative transaction Cheque number for this voucher Detail description for each voucher It is the amount for the transaction 9 1 GTC Business Applications for SME 9 3 9 4 Footer Footer includes Accounting Opening Current Amount Account Balance Un presented Amount and Bank Balance Account Opening Current Amount Account Balance Un presented Amount Bank Balance Printing Opening balance for this bank account Net total amount for the period It is the sum of Account Opening and Current Amount Total amount of un presented t
111. ck Name Stock Take Qty On Hand Qty Variance Qty and Unit Item It is to input the number for each item or other information Stock Code User can input the code directly or press the button beside the field to select the desired one from the existing records Stock Name Stock name is automatically filled in when Stock Code has been selected Stock Take Qty Itis the actual quantities The Application will update Stock On Hand quantities of the stock with these quantities On Hand Qty It is the stock balance quantities of the stock in the Application and automatically filled Variance Qty It is automatically calculated by the Application It equals to Stock Take Qty minus On Hand Qty 20 1 GTC Business Applications for SME Small unit price will be filled in the field of unit price if only small unit quantity input Otherwise large unit price will be filled Unit It is the unit of a stock Delete an item Press Ctrl Del to delete an item at cursor position l A Stock Take Entry Ermy Main Remark Bill No SEH A Date 9 1 2012 Ref No Warehouse WH001 Prepared by X ltem Stock Code Stock Name Stock Take Qty As at Date Qty Variance Qty Unit EDC001 Digital Camera EPSON PhotoPC 3000z 6 5 1 set EDC002 Digital Camera EPSON PhotoPC 850z 2 1 set EDC003 Digital Camera EPSON PhotoPC 800 1 0 1 set EDC004 Digital Camera EPSON PhotoPC 650 1 2 1 set EDP001 Dot Matrix Printers EPSON LX 300
112. client libraries in all computers which have GTC applications installed To install Firebird client libraries you can run Firebird s installer and select Minimum client install no server no tools to install e If there is old version of Firebird installed in the machine the new version of Firebird will use the configuration of old version For example if the password of SYSDBA is 123 in old version the password of SYSDBA in new version still is 123 f To make sure the operating system is most updated 31 2 3 Microsoft Windows Sockets 2 Firebird requires Microsoft Windows Sockets 2 Winsock 2 If you are using MS Windows 95 you can visit following linking to get more information for upgrading to Windows Sockets 2 http support microsoft com default aspx scid kb EN US q177719 31 2 4 Installation Steps To locate Firebird x x x xxxx Win32 exe in Server directory in GTC s CD ROM and double click to run it Firebird installation kit name should contain a dot separated string of numbers in the following order version number release number sub release number For example Firebird 1 5 2 4732 Win32 exe a Firebird Firebird installation kit b 1 5 2 Version number release number and sub release number c 4732 Build number d Win32 Operating system platform If you see following message you need to stop or remove the old version of Firebird Interbase first before continue to install d E Panbud es SEEE You
113. ction of Search Client s Stock Code in System Setup Vendor Stock Code Name It is for user to set up the stock code and name for the vendors The Application supports to input vendor s stock code in purchase transaction entries such as Purchase Order Entry and Vendor Invoice Entry Please mark v to enable the function of Search Vendor s Stock Code in System Setup 3 59 Chapter 4 4 1 Chapter Four Transfer Voucher Entry Transfer Voucher Entry GAS Under main menu use the mouse to choose Transfer Voucher Entry or press Alt S T to Transfer Voucher Entry interface The interface divides into three parts header details and footer Header Header includes major content of a transfer voucher e g Voucher No Date Period Ref No and Remark Voucher No Date Voucher number contains 20 digits or characters and is automatically incremental The Application will firstly read the digit part of Voucher Number in System Number to check whether the number was used If not this number will be used as an Invoice Number Otherwise the Application will add one to this number Note Voucher Number should be unique to other System Number To change Voucher Number for next voucher you should go to System Numbers File under Maintenance menu This field is the date to issue a voucher and will be automatically filled in as current date To amend just by input directly or use the mouse to double click the button wi
114. currency or contact person etc To close the interface just by pressing Exit and the current record will be copied to Credit Note Field description Note Number Date Vendor Code Contact Currency The number contains 20 digits or characters and is automatically incremental The Application will firstly read the digit part of Credit Note Number in System Number to check whether the number was used If not this number will be used as a Credit Note Number Otherwise the Application will add one to this number Note Note Number should be unique to other System Number To change next Credit Note Number you should go to System Numbers File under Maintenance menu This field is the date to issue a Credit Note and will be automatically filled in as current date To amend just by input directly or use the mouse to double click the button with triangle in this field to call a calendar to choose a desired date The format is according to the date format of MS Windows To change the format please go to Control panel of MS Windows Press the field by the mouse to call the dialog box for searching via vendor code vendor name or telephone number Contact person for this company The currency will be filled as the selected vendor s default currency It can be altered If the currency changed the exchange rate will be changed respectively 8 1 GTC Business Applications for SME Rate It is the exchange rate between the se
115. d press the button beside the field of D N No The fields for searching include D N No Customer Code and Ref No Search records by advance searching method Copy Press Search button or F4 to call Search Purchase Return Most of the fields can be selected for advance searching User can copy the content of the existing documents e g Sales Invoice to a new Delivery Note by pressing right key of the mouse to call functions menu for copying 15 4 Chapter 16 16 1 16 1 1 Chapter Sixteen Packing List Entry Packing List Entry GIS Under main menu use the mouse to choose Packing List Entry or press Alt S L to Packing List Entry interface It divides into Main page Shipping Information page and Remark page Main Main page includes three parts header details and footer Header Header includes major content of a Packing List Field description Packing List No The number contains 20 digits or characters and is automatically Date Customer Code Ship To Attn Tel Fax incremental The Application will firstly read the digit part of Packing List Number in System Number to check whether the number was used If not this number will be used as a Packing List Number Otherwise the Application will add one to this number Note Packing List Number should be unique to other System Number To change next Packing List Number you should go to System Numbers File under Maintenance menu
116. d 10 dollars Alt F8 Paid 50 dollars 26 4 Alt F9 Alt F10 Alt F11 Alt F12 Ctrl F2 Ctrl F3 Ctrl F11 Ctrl F12 Alt 0 Alt 1 Alt 2 Alt 3 Alt 4 Alt 5 Alt 6 Alt 7 Alt 8 Alt 9 Ctrl 1 Ctrl 2 Ctrl 3 Ctrl 4 Ctrl 5 Chapter Twenty Six Sales Memo Entry Paid 100 dollars Paid 500 dollars Paid 1000 dollars To delete all input payments To save a sales memo with balance amount To change the currency To modify total discount rate To focus on Multi Payment Grid User can use Delete to delete the record at cursor position Paid by CARTE BLANCHE Paid by EPS Paid by Visa Card Paid by Master Card Paid by America Express Paid by Diners Card Paid by OCTOPUS Paid by Coupon Paid by DISCOVER Paid by JCB Paid by Hong Kong Dollars HKD Paid by US Dollar USD Paid by Japanese Yen JPY Paid by Canadian Dollar CAD Paid by Euro EUR 26 5 GTC Business Applications for SME 26 5 Ctrl 6 Paid by Taiwan New Dollar TWD Ctrl 7 Paid by Singapore Dollar SGD Ctrl 8 Paid by Australian Dollar AUD Ctrl 9 Paid by Korean Won KRW Ctrl 0 Paid by Thai Baht THB Operation Procedures Sales Memo 1 When the stock code is input directly or read by Bar Code Reader a new sales memo will be created If quantities for each stock are too much user can input the quantities by pressing F12 2 After the stock has been selected 1 User can input total discount by pressing
117. d Last Year Current Year Budget Diff Amount Diff Rate 201104 0 00 17 585 00 15 000 00 2 585 00 17 23 201105 0 00 3 296 00 3 000 00 296 00 9 87 201106 0 00 5 181 00 6 000 00 819 00 13 65 201107 0 00 8 329 70 9 000 00 670 30 7 45 201108 0 00 3 040 00 2 000 00 1 040 00 52 00 201109 0 00 6 382 00 6 000 00 382 00 6 37 201110 0 00 13 784 00 15 000 00 1 216 00 8 11 201111 0 00 4 310 00 4 000 00 310 00 7 75 201112 0 00 6 706 00 7 000 00 294 00 4 20 201201 0 00 12 366 00 13 000 00 634 00 4 88 201202 0 00 3 888 00 4 000 00 112 00 2 80 gt 201203 0 00 15 394 00 16 000 00 606 00 3 79 Chapter Three General Files Management Automatically filled if executed Year End in GTC Accounting System It is the actual amount of last financial year It can be input or modified by user Note 1 Positive figures represent debit balance Negative figures represent credit balance 2 The accounting period must match for both years last year and current year Actual amount of current financial year It will be filled by GTC Application automatically User can t edit or modify Budget amount of current financial year input by user Different Amount is the difference between Budget and Current Year in amount calculated by GTC Application Different Rate is the difference between Budget and Current Year in percentage calculated by GTC Application 3 5 3 Add
118. ddress 10 F Wui Tat Centre Bre Liz 55 Connaught Road West FSH 59k Sheung Wan Hong Kong BiEH 1048 Tel No Fax No 852 2857 2761 852 2540 5563 E Mail Web Site info gtcl com hk http www gtcl com hk Figure 3 1 Company Information Currency File Currency File divides into two parts Local currency and Foreign currency Local currency is the currency used by the user at his place and to be used in company s financial reports The exchange rate is 1 You should input all information including code Chinese description English description and exchange rate Code Currency s short name up to 4 characters Chinese Description Chinese description for this currency English Description English description for this currency 3 1 GTC Business Applications for SME Exchange Rate Exchange rate for local currency is 1 The exchange rate for foreign currency is one unit foreign currency equal to how much local currency For example if local currency is HK Dollar One US Dollar can change for 7 8 HK Dollars The exchange rate for US Dollar is 7 8 If you are first time to this file please fill in all information and choose one currency as local currency If the exchange rate of the chose currency is not equal to 1 the Application will automatically change the exchange rate of the chose currency to and the exchange rate of other currencies will be adjusted to correct value om Currency File So
119. detail description for each voucher Each voucher can contain many items include Account Code Account Name Currency Rate Debit Credit Job Code Enhanced Edition only Cheque No and Remark It can be saved only debit and credit is balance Account Code Account Name Currency Rate Debit Credit It can be input by user directly or to select existing records on put down menu The most similar account code matched with input information will be shown Account Name is automatically filled in when Account Code has been selected Account Name cannot be altered in here The currency will be filled as local currency It can be altered If the currency changed the exchange rate will be changed respectively It is the exchange rate between the selected currency and local currency To change it just by input the new rate directly To change the exchange rate permanently please go to Currency File Either Debit field or Credit field should be filled in for each line If both fields are filled the Application will automatically calculate the difference The Application will fill the amount in Debit side if the difference is positive Otherwise the difference will be filled in Credit side If there is a balance when a new item added the Application will automatically fill the balance in appropriate side Job Code Enhanced Edition only Cheque No Remark 1 amp 2 If the job code be selected this transaction will be ass
120. displayed when the cursor moved to this field Both large unit quantity and small unit quantity will be displayed in Quantity field if the stock has large unit and small unit Otherwise only small unit quantity field will be 15 2 15 1 3 15 2 Unit Price Discount Amount Item Remark Delete an item Footer Total Package Total Quantity Total Amount Remark Ref No P O No Salesman Chapter Fifteen Delivery Note Entry displayed for user input The unit for large unit or small unit can be altered here Small unit price will be filled in the field of unit price if only small unit quantity input Otherwise large unit price will be filled The Application will check whether the stock has been sold If yes last selling price and standard unit price will be displayed You just choose the desired one This discount is defaulted as percentage Thus please just input the digit This amount is automatically calculated by the Application User cannot amend It equals to Quantity times Unit Price minus Discount Press F5 in Detail section of a delivery note to call an interface to input detail information for a stock or an item The information can t be edited under Browse mode Press Ctrl Del to delete an item at cursor position It is for user to input the numbers of package for all items The unit for the package can be input by the user or selected from the existing records It is the t
121. downward arrow 3 46 Chapter Three General Files Management Display Format The format is same as the format of MS Windows Please refer to the following a b 0 c eee d ream e If the value being formatted has a digit in the position where the appears in the format string then that digit is copied to the output string Otherwise nothing is stored in that position in the output string If the value being formatted has a digit in the position where the 0 appears in the format string then that digit is copied to the output string Otherwise a 0 is stored in that position in the output string is thousand separator If the format string contains one or 5 more characters the output will have thousand separators inserted between each group of three digits to the left of the decimal point The actual character used as a the thousand separator in the output is determined by the Thousand Separator global variable The default value of Thousand Separator is specified in the Number Format of the Regional Settings section in the Windows Control Panel is decimal point The first character in the format string determines the location of the decimal separator in the formatted value any additional characters are ignored The actual character used as a decimal separator in the output string is determined by the DecimalSeparator global variable The default value of DecimalSep
122. ds one by one with the mouse while the Ctrl key is pressed The selected 3 44 Chapter Three General Files Management stocks will be added to the current transaction by selecting order The default quantity is 1 The Retail Price will be used as the unit price B System Setup l ex General Search Methods Display Format FTP Server Sales Memo Setup Sales Entry Interface E Search Customer by Bar Code E Seach Stock by Bar Code Search Customer by CustomerCode ss V Multi Stock Selection V Update Customer Stock Last Price E Search by Customer s Stock Code Stock Browse Order Last Selected Order Purchase Entry Interface Search Vendor by Bar Code E Seach Stock by Bar Code Search Vendor by Vendor Code F Multi Stock Selection J Update Vendor Stock Last Price E Search by Vendor s Stock Code Stock Browse Order Last Selected Order X Display Format Stock Unit Price 0 00 0 00 X 123 456 789 12 123 456 789 12 Stock Quantity 0 HHHH F O HAHA v 123 456 789 123456 123 456 789 123456 Delete User Interface Size Setting Delete Grid Column Setting Sexi L d Figure 3 38 System Setup Search Methods Display Format Update Customer Stock Last Price User can decide to update Customer Stock Last Price by the Application or not Please mark v to enable this function The Application will not update the Customer Stock Last Price after a
123. e Main Header Header includes major content of a Purchase Order Most of the contents can be selected from the existing files If no suitable record can be selected or to input a new record user can call the interface of maintenance files to add a new record by pressing F6 on the appropriate fields such as Vendor Code Currency or Prepared By etc To close the interface just by pressing Exit and the current record will be copied to Purchase Order Field description P O No Purchase Order Number contains 20 digits or characters and is automatically incremental The Application will firstly read the digit part of Purchase Order Number in System Number to check whether the number was used If not this number will be used as a Purchase Order Number Otherwise the Application will add one to this number Note Purchase Number should be unique to other System Number To change next Invoice Number you should go to System Numbers File under Maintenance menu Date This field is the date to issue a Purchase Order and will be automatically filled in as current date To amend just by input directly or use the mouse to double click the button with triangle in this field to call a calendar to choose a desired date The format is according to the date format of MS Windows To change the format please go to Control panel of MS Windows Vendor Code Press the button beside the field by the mouse to call dialog box for searching via vendor
124. e Of course the device you chose should be supported by your Operation System If there are many data to backup more than one diskette may be requested Please place the diskettes with backup data in a safe place with right label This function is to restore the backup data to current directory Please choose source driver and press OK button to restore data If backup data in two or more diskettes please insert the diskettes by order Adjust Closing Stock Value Year End Database Tools This function is to adjust the closing stock value for each month end To do it just by choosing the accounting period to modify and input new stock value It is to bring forward the balance to next year There are following functions Empty all transaction files Clear all data Delete Customer Opening Balance Delete Vendor Opening Balance Delete Stock Opening Balance Transaction Auditor Import Data When the database had been damaged or there was a problem in hardware the outstanding of customers vendors and stocks may be incorrect This function is to correct such errors Import Data from Other Company Location This function is to consolidate the data from different companies locations Import Data from Other Format File Export Data This function is for the user to import the data of master files from other format files The data of transactions files such as sales invoices or vouchers can t be imported
125. e 1 1 Run in MS Windows Installation Steps After Installation Program being run the interface for language selection will be displayed Only matched with the language code of your MS Windows the character set can be displayed correctly Otherwise non readable character will happen Please choose the correct Language Chapter One Installation Please select the language that you would like to use during the installation MARE AES FES AAA ones Engish z BE Traditional Chinese BIG5S ER t t AB Simplified Chinese GB RASS O 3 ASEHR BS cm Figure 1 2 Select Language Click OK button after the desired language selected Then go to next step Welcome to GTC Business Applications for SME Enhanced Edition 5 0 Setup program This program will install GTC Business Applications for SME Enhanced Edition 5 0 on your computer It is strongly recommended that you exit all Windows programs before running this Setup Program Click Cancel to quit Setup and close any programs you have running Click Next to continue with the Setup program WARNING This program is protected by copyright law and intemational treaties Unauthorized reproduction or distribution of this program or any portion of it may result in severe civil and criminal penalties and will be prosecuted to the maximum extent possible under law Cancel Figure 1 3 Welcome Press Next button to install the Application 1 3 GTC
126. e Amt Paid Payment Exch Diff Discount Payment Total Payment gt viozs HKD 1 0000 15 240 00 0 00 15 240 00 0 00 0 00 15 240 00 15 240 00 maree e 2 mi Ty A Print Cheque Search Add Edit E4 ft Delete Cance ave Ext Contents Invoice No Currency Rate Total Amount Paid Payment Exchange Difference Figure 22 1 Account Payable Payment Entry All unpaid invoices for the selected customer will be displayed in here Please choose one to make payment The currency related to the selected invoice will be displayed here It cannot be modified The currency rate related to the selected invoice will be displayed here It cannot be modified This amount is total invoice amount of the selected invoice All paid amounts include deposits based on the selected invoice s currency It is the total amount including this payment based on the selected invoice s currency It is the exchange difference caused from the different currency of the invoice and this voucher It is calculated by the Application automatically 22 2 23 3 Chapter Twenty Two Account Payable Payment Entry Payment It is for user to key in the amount for this payment Note The currency should be same as voucher currency For example if voucher currency is Hong Kong Dollar the amount filled in this field should be the amount of Hong Kong Dollar Other functions Print Under Browse mode press 10 or
127. e Number Otherwise the Application will add one to this number Note Invoice Number should be unique to other System Number To change next Invoice Number you should go to System Numbers File under Maintenance menu This field is the date to issue an invoice and will be automatically filled in as current date To amend just by input directly or use the mouse to double click the button with triangle in this field to call a calendar to choose a desired date The format is according to the date format of MS Windows To change the format please go to Control panel of MS Windows Press the button beside the field by the mouse to call dialog box for searching via vendor code vendor name or telephone number Contact person for this company The currency will be filled as the selected vendor s default currency It can be altered If the currency changed the exchange rate will be changed respectively 13 1 GTC Business Applications for SME Rate Ref No P O No BA Vendor Invoice Entry Se Main Remark Invoice No V1036 Date 20 3 2012 Vendor Code HKD Rat 1 0000 EH001 fen SONG Hong Kong Limited Ra Currency kai te Room 4706 10 47 F China Building Ref No 26 Harbour Road PO No PO036 Wanchai Hong Kong Warehouse WH001 Contact Mr Lai Tel No 2585 4388 Prepared By Payment Terms Payment Method Job Code Ship Via Peter 60Days Cheque m tem Stock Code Stock Name Descr
128. e deleted when a Sales Memo is deleted For security reason deleted Sales Memo still keeps in the System for supervisor s checking Default currency is local currency To change the currency please press F3 to choose the desired one To record the salesman responsible to this memo To change the salesman please press F6 to choose the desired one The user who login in the System Press AIt F6 to call dialog box for searching via member code member s Chinese English name I D No or telephone number Member name is automatically filled in when Member Code has been selected To modify please go to Member File under Maintenance Store Enhanced Edition only Revision Modified Date Modified By Details The code for this store To modify please go to System Setup under Maintenance The times of this record modified 0 will be marked for this record saved in first time The Application will automatically add 1 for each modification The Application will automatically update the latest modified time of this record The Application will automatically update the latest modified user name of this record Each memo can contain many items It includes Stock Code Stock Name Description Quantity Unit Unit Price Discount and Amount Stock Code Description Quantity The stock code in here will be automatically filled in when a stock code is input directly or read by bar code reader to the f
129. e quantities automatically It supports the importation of the text file generated from Data Collector r T GTC Quotation and Ordering System Enhanced Edition Reports Maintenance Utilities Help pre acam Sales Order Entry S Purchase Order Entry Stock Transfer Entry Stock Adjustment Entry Stock Take Entry Languages English Set Default Language Traditional Chinese BIG5 Login as Other User Ctrl F2 Soe be ES _ a Figure 2 4 Main menu of GOS Common functions Language In Language menu there are three choices English Traditional Chinese and Simplified Chinese Set default Language You can use this function if designated language interface is to be used for every entry Exit To shut down the Application and release RAM Exit button on Function bar has same function 2 4 2 Report menu There are many kinds of reports All reports are helpful to analyze your company s operation and financial position Please refer to the report samples Report menu of GTC Accounting System The categories of reports are General Ledger Reports Account Receivable Reports Account Payable Reports Debit Note Credit Note Reports Job Reports Enhanced Edition only and Staff Reports GTC Business Applications for SME I GTC Accounting System Enhanced Edition Print Cheque Figure 2 5 Report menu of GTC Invoicing System Systems Graphs Maintenance Utilities Help General
130. e the field of Vendor Code to choose a desired vendor to copy 3 20 3 12 1 Chapter Three General Files Management Information input Vendor File s interface divides into three parts contact information purchase information contact history transaction and remark Vendor Code This field is up to 20 digits or characters Under Insert mode vendor code can be altered After the vendor s record saved this field cannot be altered The button beside this field is for searching Under Browse mode press this button to call for dialog box for searching To be better management it should be added an appropriate character in front of digit For example if a company s short name is VA vendor code should be VA001 The next one will be VA002 Currency The currency used by this vendor This currency will be automatically filled in all transactions and can be altered Active Please cancel v in this field if the vendor had been terminated After that no any invoices can be issued to this vendor However this vendor should not be deleted before Year End since this vendor may have linkage with other transactions e g invoices T Vendor File arci Contact Information Purchase Information Contact History Transaction Remark m a Vendor Code ___ Currency f Xi prera CM0011 E HKD V Active Client F Dealer mesine English Company Name Chinese Company Name C
131. ealers User can select a desired dealer code just by pressing the button with triangle Commission Rate Commission rate for the dealer Closing Date The date for calculating the payment date It divides into three types invoice date 15 date of each month and End date of each month The date is the payment date for each invoice matched with payment terms For example if the payment term is 15 days credit the payment date will be invoice date plus 15 days based on invoice date or the next fifteenth date plus 15 days based on 15 date of each month or the date at month end plus 15 days based on End date of each month Sales Discount This figure will be automatically filled in the field of Total Discount 1 in a sales invoice Credit Limit It is the maximum credit limit for a customer When A R is greater than credit limit the Application will reject to issue an invoice to this customer or to give warning signal according to different authorize level Opening Balance The opening balance for this financial year is automatically brought from previous financial year by GTC applications If you are first time to use GTC applications please refer to Opening Balance Setup Current Balance Total amounts due from this customer including opening balance Tax ID No Customer s Tax ID No Taxable If the sales tax is paid by the customer please mark v in this field Contact History This page is to record all contact information
132. earch records by advance searching method Press Search button or F4 to call an interface of Search Quotation for advance searching method Most of the fields in quotation can be selected for advance searching Copy User can copy the content of the existing Quotation to a new Quotation by pressing right key of the mouse to call functions menu for copying Decimal Point for unit price or quantity User can set decimal point maximum to 4 points for unit price or 5 points for quantity in System Setup Select the stocks from sales history User can select the stocks from sales history Please refer to the steps i Press Add to create a new quotation ii Select a designated customer ili Press F7 to call Stock Last Unit Price file of this designated customer iv Press Shift to select multiple contiguous records with the mouse or press Ctrl to select multiple records one by one with the mouse v Press OK the selected stocks will be added to the current transaction by selecting order The default quantity is 1 23 5 Chapter Twenty Four Sales Order Entry Chapter 24 Sales Order Entry GOS 24 1 24 1 1 Under main menu use the mouse to choose Sales Order Entry or press Alt S O to Sales Order Entry interface The interface divides into three pages Main Delivery Information and Remark Main Main page includes three parts header details and footer Header Header includes major content of a Sales Order Most of t
133. ed directly when the currency in sales transaction entry is same User can select a desired currency and input the unit price of foreign currency in relevant fields The Application will convert the unit price of foreign currency into local currency automatically The unit price of local currency can be altered by the user Large Purchase Price Small Purchase Price Average Cost L Average Cost S It is standard purchase price for each large unit The Application will update the price when a vendor invoice input It is standard purchase price for each small unit The Application will update the price when a vendor invoice issued Average cost is calculated based on large unit purchase price When a vendor invoice issued this figure is automatically calculated and filled in by the Application If you are first time to the Application this field should be key in by yourself Otherwise the result may be wrong Average cost is calculated based on small unit purchase price When a vendor invoice issued this figure is automatically calculated and filled in by the Application If you are first time to the Application this field should be key in by yourself Otherwise the result may be wrong m a Stock File re Basic Information Sales Information Purchase Information Qty of Warehouse n eee EDC002 Digital Camera EPSON PhotoPC 850z Ele Purchase Price Currency Large Pur Price
134. eld by the System automatically Max Line Discount The maximum discount rate for each item Max Total Discount The maximum discount rate for a Sales Memo Default Total Discount The total discount rate for each Sales Memo will be filled in Total Discount Rate field by the System automatically This rate must be lower than Max Total Discount Cash A C Code When there is a cash payment in a Sales Memo the amount of cash payment will be posted to this A C by the System automatically r E System Setup kelak General Search Methods Display Format FTP Server Sales Memo Setup Store Warehouse Cash A C Code 1060 X Till I D Credit Card A C Code 1070 X Default Salesman X Cash Card A C Code 1080 X Max Line Discount 0 00 Balance A C Code 1090 X Max Total Discount 0 00 Default Total Discount 0 00 Total Amunt round up to 2 decimal point W Accumulate Item Qty V Ask Working Date E Stock Selling Price by Shop E Disable Printing V Slip Printer Cash Drawer Mode None X Port COM 2 X Pole Display Mode None gt Port com 1 Z E Chinese Supported Sales Amount Discount Amount 1 Discount1 Amount2 Discount2 Amount3 Discount3 Amount4 Discount 4 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 HKD 0 00 0 00 0 00 0 00 i K A Figure 3 40 System Setup Sales Memo Setup Credit Card A C Code When there is a credit card payment in a Sales Memo the 3 49 GTC Business Applicatio
135. elete an item at cursor position Footer Footer includes Tax 1 amp 2 Total Discount 1 amp 2 Freight Charge Other Charge Deposit and Balance Tax 1 amp 2 Sales tax is automatically calculated by the Application based on default formula set by user Please refer to Tax File Total Disc 1 This discount is calculated based on invoice total amount User can just input the percentage or discount amount in relative field These two fields are co related When the percentage input discount amount will be automatically calculated Vise Versa Total Disc 2 This discount is calculated based on invoice total amount exclusive total discount 1 Freight Charge The freight charge related to this transaction Total discount 1 amp 2 are exclusive this amount Other Charge All other charges about this transaction Total discount 1 amp 2 are exclusive this amount Deposit To record paid amount by customer Balance It is automatically calculated It equals to invoice total amount plus freight charge and other charge minus total discount amp 2 and deposit It will be post to customer s A R Delivery Information Customer Code Press the button beside the field by the mouse to call dialog box for searching via customer code customer name or telephone number Quotation No Itis customer s quotation number If Sales Return is copied from Quotation this number will be automatically filled in S O No It is to record Sales Order Num
136. ement r T Payment Methods File Se Code ld Cash Cheque HKBCA HSBSA LL VISA Account Code English Description 1010 C O D 1020 10 10 Cheque payment 1020 10 10 Hong Kong Bank C A 1020 20 10 Hang Seng Bank S A 1020 10 10 T T in advance or Irr L C at sight in our favour 1020 10 10 Visa card payment New Delete l m Class File Code Chinese Description Figure 3 13 Payment Methods File Short name for a class Detail description in Chinese for a class English Description Detail description in English for a class Type To differentiate the class for different maintenance files r Class File elaks Code English Description 2 sn amp Vendor Files China Supplier Stock File Digital Cameras EAER Customer amp Vendor Files Dealer DMPTR Stock File Dot Matrix Printers La ENDUSER Customer amp Vendor Files End User PTR Stock File InkJet Printers LCDMTR Stock File LCD Monitor LPTR Stock File Laser Printers Local Customer amp Vendor Files Local Supplier MP3 Stock File MP3 4 Anew s Delete fex x A Figure 3 14 Class File Customer File GAS GIS amp GOS This file is to keep basic information for all customers User can input the information directly or copy from other customers To copy an existing customer s record please add a new customer profile firstly And then key in the new customer code and press the butt
137. ent DER Job Code Create Date J0001 R 574 2008 Completed Date s220093 x Completed English Name Job Chinese Name I English Address Chinese Address Room 2704 Nam Wo Hong Building TELER 148 Wing Lok Street Sheung Wan Hong Kong City State Tk BEET 4B SPOT AB 270438 City State Country Post Code Telephone No 28572761 E Mail Country Contact Fax No 25405563 Web Site info gtcl com hk www gtel com hk Modified Date 8 10 2008 14 47 13 Modified By SUPERVISOR Figure 3 34 Job File History This page is to record all contact information related to a job or project 15 months contact information by default is shown one year before the current day and 90 days after the current day The range to show can be set by user To view or edit the information please use mouse to double click the field of content User Security User Security is to control the authority to each user for each function Each function for each user can be restricted to Read New Edit or Delete Log On To enter into the Application User ID and Password must key in on Log On interface Default user name and password is SUPERVISOR and PASSWORD respectively SUPERVISOR is a user with the highest authority and it cannot be deleted It is highly recommended to change the password of SUPERVISOR To change password please tick Change Pass
138. ent Voucher GRS Under main menu use the mouse to choose Sales Memo Payment Voucher or press F3 to Sales Memo Payment Entry interface Sales Memo Payment Voucher is designed for inputting sales memo payment It doesn t involve accounting knowledge The interface is friendly and simple Header Journal No Date Cashier Shift Store Journal number is up to 20 characters It must be unique It is to record the date of transaction and will be automatically filled in as current date The format is according to the date format of MS Windows To change the format please go to Control panel of MS Windows The user who login in the System This shift is selected by user before entered into this interface The code for this store To modify please go to System Setup under Maintenance Sales Memo No All unpaid sales memo will be displayed in here Please choose one to Invoice Date Currency Total Amount Total Discount Paid Balance Contents Currency Rate make payment The date of the selected sales memo The currency of the selected sales memo This amount is total amount of the selected sales memo This amount is total discount of the selected sales memo All paid amounts include deposits It equals to Total Amount minus Total Discount and Paid Amount The default value is the currency of the selected sales memo If the currency changed the exchange rate will be changed respectively It is the excha
139. eque No It is up to 20 characters It must be unique It is to record the date of transaction and will be automatically filled in as current date To amend just by input directly or use the mouse to double click the button with triangle in this field to call a calendar to choose a desired date The currency will be filled as local currency It can be altered It is the exchange rate between the selected currency and local currency To change it just by input the new rate directly To change the exchange rate permanently please go to Currency File It is for user to input supplementary information up to 20 digits or characters Use the mouse to press this field to call search dialog box for searching records via Customer Code Chinese Name is displayed under Chinese mode English Name is displayed under English mode Only customer name matched with customer code will be displayed It cannot be modified This field is for user to fill in detail description up to 60 characters related to this transaction Cheque No for this payment Payment Method Please select a payment method for this customer payment If there is Total Payment an account code selected for this payment method in Payment Method File this payment will be debited to this account Total payment is calculated based on this voucher s currency User can key in the total amount paid by the customer the Application will settle this customer s invoices b
140. er Code _ Warehouse WHO01 01 Jade River Industrial Co eels Ship To P001 J EL POWER co Attn Mr Eric M T Tai Payment Term 30Days 118 Castle Peak Road Tel 26785422 Payment Method Cheque Tuen Mun N T Hong Kong Fax 26785486 Stock Code Stock Name Description Quantity Unit Price Discount Amount EPS005 Point of sale EPSON TM U230 Kitchen Printer set 3 580 00 0 00 3 580 00 EPS006 Point of sale EPSON TM U675 dset 2 580 00 0 00 2 580 00 gt Eso Scanner EPSON Perfection 640U 2set 1 188 00 0 00 2 376 00 Total Package 0 00 Total Quantity 0 00 4 00 Total Amount 8 636 00 Mob ees oi 3 A a ft Brint Search Add Edt Delete 1 S Exit 15 1 2 Details Figure 15 1 Delivery Note Entry Each Delivery Note can contain many items including stocks service items or remarks input by the user It includes Item Stock Code Description Quantity Unit Price Discount and Amount Item Stock Code Description Quantity It is to input the number for each item or other information User can input the code directly or press the button beside the field to select the desired one from the existing records Stock name is automatically filled in when Stock Code has been selected User can modify stock name directly However the modified stock name is just for this record For non stock item input user can input the name in here The interface for input quantity will automatically
141. er can input detail description for each Sales Invoice Journal Remark The content input in this field will be post to General Ledger Each Revision Modified Date Modified By line is up to 60 characters The times of this record modified 0 will be marked for this record saved in first time The Application will automatically add 1 for each modification The Application will automatically update the latest modified time of this record The Application will automatically update the latest modified user name of this record Other Functions Print Modify Format Under Browse mode press the right key of the mouse to call functions menu The first function is to print Sales Invoice User can press F10 to call dialog box for printing or preview Press F8 or right key of the mouse on Print Dialog Box to call Report Designer User should select the desired format before Report Designer executed Search records by incremental searching method To search a record press the button beside the field of Invoice No Search records by advance searching method Copy Press Search button or F4 to call Search Sales Invoice Most of the fields can be selected for advance searching User can copy the content of the existing documents e g Quotation Sales Order or other Sales Invoice to a new Sales Invoice by pressing right key of the mouse to call functions menu for copying Decimal Point for unit price o
142. ere clients are connecting using TCP IP or Named Pipes and the network is also used for file and device sharing On Windows 2000 XP and Server 2000 if you set up the services to restart automatically you don t need Guardian Run Firebird server as Run as an Application or Run as a Service Select Run as an Application Firebird server will run as an application after a MS Windows user logged into Windows Select Run as a Service Firebird server will run as a service It will run at background after MS Windows is started Start Firebird automatically every you boot up Whether runs Firebird server at MS Windows is started Copy Firebird client library to lt system gt directory If you have one Firebird server in this machine please check this option The installer will copy Firebird client library into MS Windows System or System3 1 directory Generate Client library as GDS31 DLL for legacy application support The name of Firebird client library file is fbclient dll For compatible reason you need check this option installer will generate client library as gds31 dll Install Control Panel Applet This option will install Firebird Control Applet into MS Window s Control Panel Firebird s Control Panel Applet has following s functions a Stop or start Server b Showing Firebird version number c Change the Run option Run as a Service or Run as an Application d Change the Start option Automatically or Manually
143. ete Exit It is the exchange rate between the selected currency and local currency To change it just by input the new rate directly To change the exchange rate permanently please go to Currency File It is for user to input supplementary information It is company s purchase order number It is the number of quotation Warehouse Enhanced Edition only Sold by Payment Terms Payment Method The warehouse selected here will be used for out stock when sales invoices issued It can be blank It is to record the salesman responsible to this Invoice The information is for the analysis of salesman s performance It is the credit days for the customer Please refer to Payment Terms File and Customer File It is to record the method of payment Job Code Enhanced Edition only Ship Via The job code assigned to this transaction It can be blank To record the delivery method for the goods 24 2 24 1 2 Details Chapter Twenty Four Sales Order Entry Each sales order can contain many items including service items or remarks input by the user It includes Item Stock Code Description Quantity Unit Price Discount and Amount Item Stock Code Description Quantity Unit Price Discount Amount Item Remark Delete an item It is to input the number for each item or other information User can input the code directly or press the button beside the field to select the desired one from the exis
144. exe in Driver folder under the folder of GTC Applications installed Default folder is C gtc gbs50p Driver Professional Edition or c gtc gbs50i Driver Enhanced Edition Double click this file and press Install Driver to install Software Dog driver If there is no USB port in your computer please contact us Un installation To un install Software Dog driver please search a file named MicroDogInstdrv exe in Driver folder under the folder of GTC Applications installed Default folder is C gtc gbs50p Driver Professional Edition or c gtc gbs50i Driver Enhanced Edition Double click this file and press Uninstall Driver to uninstall Software Dog driver Chapter Two Functions and Operations Chapter 2 Functions and Operations 2 1 Multi Company Control System Multi Company Control is to handle different data for different companies or different financial years 2 1 1 Create a company data The following figure will be displayed when you open Multi Company Control System Fill in relevant information press Save to save the record and exit To abort the record just press Cancel to exit without save r 5 Multi Company Control Company Short Name gt demo English Descritpion Chinese Description Wadd demo company PRAAJ Edit Database Information Delete Server Name Protocol Local Server LOCALHOST RQ TCPAP Database File Path E c gte gbs50i data FI Ext
145. for SME 7 3 Other Functions Print Under Browse mode press the right key of the mouse to call functions menu The first function is to print Debit Note User can press F10 to call dialog box for printing or preview Modify Format Press F8 or right key of the mouse on Print Dialog Box to call Report Designer User should select the desired format before Report Designer executed Search records by incremental searching method To search a record press the button beside the field of Note No Search records by advance searching method Press Search button or F4 to call Search Debit Note Most of the fields can be selected for advance searching Copy User can copy the content of the existing Debit Note to a new Debit Note by pressing right key of the mouse to call functions menu for copying 7 4 Chapter 8 8 1 8 1 1 Chapter Eight Credit Note Entry Credit Note Entry GAS Under main menu use the mouse to choose Credit Note Entry or press Alt S C to Credit Note Entry interface The interface divides into two pages Main and Remark Main Main page includes three parts header detail and footer Header Header includes major content of a Credit Note Most of the contents can be selected from the existing files If no suitable record can be selected or to input a new record user can call the interface of maintenance files to add a new record by pressing F6 on the appropriate fields such as vendor code
146. function keys on the keyboard the relative function will be executed by the Application F1 On any interfaces press F1 to call Online Help for current interface F2 Under Browse mode press F2 to add a new record Under Insert Edit mode press F2 to save the record F4 Under Browse mode press F4 to search the transaction records F5 On the transaction interfaces users can press F5 to browse or amend the stock information such as the cost price and the detail description F6 On the transaction interfaces user can add a new record to maintenance files without exiting the transaction interface To do this just by pressing F6 on the appropriate fields such as customer code currency or salesman etc The interface of relative maintenance files will be displayed When finished press Exit to close this interface and the current record will be copied to this transaction 2 14 2 7 Chapter Two Functions and Operations F7 In GTC Invoicing System user can call Last Price File by pressing F7 in the interfaces of Sales Invoice Entry Sales Return Entry Vendor Invoice Entry and Purchase Return Entry F8 In Print Dialog Box press F8 to execute Report Designer to modify the report format F10 Under Browse mode of any transactions press F10 to call Print Dialog Box F12 Send out reports via e mail Insert Press Insert to add a new line for inputting a new record in multi line grid interface Ctrl Del To input i
147. fy the credit status of a vendor User can set different A P accounts to different vendors Only the account with A P category in Chart of Accounts will be displayed here The responsible staff to this vendor and will be filled in Prepared By field of invoice by the Application automatically Default delivery method for a vendor Vendor s main banker account number The date for calculating the payment date It divides into three types invoice date 15 date of each month and End date of each month The date is the payment date for each invoice matched with payment terms For example if the payment term is 15 days credit the payment date will be invoice date plus 15 days based on invoice date or the next fifteenth date plus 15 days based on 15 date of each month or the date at month end plus 15 days based on End date of each month Purchase Discount This figure will be automatically filled in the field of Total Discount 1 in a vendor invoice 3 23 GTC Business Applications for SME Credit Limit It is the maximum credit limit from a vendor When A P is greater than credit limit the Application will reject to issue an invoice to this vendor or to give warning signal according to different authorize level Opening Balance The opening balance for this financial year is automatically brought from previous financial year by GTC applications If you are first time to use GTC applications please refer to Opening Balance Se
148. g Kong Bank Saving Account EZERT REPO 65 000 00 1020 30 Time Deposit THR 172 884 00 1030 Prepayments Jatt 16 000 00 1050 Invoice Deposit BERS 0 00 lt gt Figure 2 15 Put Down Menu 2 5 3 Search records 2 5 3 1 Search Dialog Box Search Dialog Box is used to search the records by more than one index for example Invoice No Customer Code or Stock Code etc 2 12 Chapter Two Functions and Operations To search a record you should just input the appropriate data in Search Character field The Application will jump to the mostly similar records Incremental searching method is used For example if AB input the Application will jump to the record beginning with AB Therefore if more information input the more precise record will be shown If you want to change the search index for example searching a record by English Account Name you can just press column header English Account Name r a Lookup Search Characters Account Code English Account Name Chinese Account Name Opening Balance Current Balance Remark a gt Petty Cash HE ea 1020 Bank Account IRATE 0 00 0 00 Memo 1020 10 Bank Current x2FO 0 00 0 00 Memo 1020 20 Bank Saving FO 0 00 0 00 Memo 1020 30 Time Deposit EEFE 0 00 0 00 Memo 1030 Prepayments FAA 0 00 0 00 Memo 1050 Invoice Deposit BEE 0 00 0 00 Memo 1060 Cash Payment EEIE 0 00 0 00 Memo 1070 Credit Payment AHRR 0 00 0 00 Memo 1080 Cash Card Payment REFI
149. g balance can be settled in Account Receivable Entry and Transfer Voucher Entry Payment Disc The currency will be filled as local currency It can be altered 12 1 GTC Business Applications for SME Over Payment It is the exchange rate between the selected currency and local currency To change it just by input the new rate directly To change the exchange rate permanently please go to Currency File Remark This field is for user to fill in detail description up to 60 characters related to this transaction Bank Account account If there is a payment amount input the amount will be debited to this If there is no an account selected the payment amount will be debited to A R Payment account set in Control Accounts Discount Account If there is a payment discount amount input the amount will be debited to this account If there is no an account selected the payment amount will be debited to Sales Discount account set in Control Accounts Other Income Account If there is a over payment amount the amount will be credited to this account If there is no an account selected the over payment amount will be credited to Other Charge account set in Control Accounts l yf Sales Invoice Return Entry 2 8 Please input invoice no Journal No __ Date 1000001 ff 6 1 2012 Invoice No Invoice Date Currency Total Amount Paid Balance S1027 20 12 2011 HKD 1 0000 6 864 00 0 00 6 86
150. go to Control panel of MS Windows Customer Code Press the button beside the field by the mouse to call dialog box for searching via customer code customer name or telephone number Contact Contact person for this company Status 3 options Active Completed and Inactive can be chosen When Active be chosen the prices will be updated to Customer Stock Last Price Table The quotations with Completed status won t be brought forward after Year End function executed 23 1 GTC Business Applications for SME ef ed Currency The currency will be filled as the selected customer s default currency It can be altered If the currency changed the exchange rate will be changed respectively Main Delivery Information Remark Quotation No GB Date 9 1 2012 Status Active Customer Code CM001 fe Ching Mee Metal Works ea Currency HKD Rate 1 0000 Room 4 10 F Hung To Industrial Building Ref No 80 Hung To Road Kwun Tong Warehouse WHO01 Kowloon Hong Kong Contact Mr Chak Wai Lam Tel No 23414583 Sold By Payment Terms Payment Method Job Code Ship Via Peter v COD Cash aa Item Stock Code Stock Name Description Quantity Unit Price Discount Amount gt EDC003 Digital Camera EPSON PhotoPC 800 Aset 4 980 00 0 00 4 980 00 EDC004 Digital Camera EPSON PhotoPC 650 tset 2400 00 0 00 2 400 00 EDP001 Dot Matrix Printers EPSON LX 300 tset 1 000 00 0 00 1 000 00 EDP002 Dot Matrix Printers EPSON LQ 3
151. go to Control panel of REEE cees Invoice No CM001 C Date 9 1 2012 15 33 14 Shit 1 Cashier SUPERVISOR Void Currency HKD 10000 Salesman Store WHOO1 Hold Member Revision 0 Modified Date 9 1 2012 15 33 35 Modified By SUPERVISOR StockCode Stock Name Description Quantity Unit Unit Price Discount Amount EDC001 Digital Camera EPSON PhotoPC 30002 1 set 5500 00 0 00 5 500 00 EDC002 Digital Camera EPSON PhotoPC 850z t set 6 20 00 0 00 6 200 00 CASH HKD 1 700 00 item Remark SavelCash F2 Total Amount 41 700 00 gt VISA HKD 10 000 00 0 00 0 00 _ Pay 100 at r9 Pay 500 At F10 Pay 1000 an r11 Tota Discount Round Up 0 00 epsai t Octopus atts VISA At 2 Master Ar 3 UnionPay Alt 0 ee aa Change item A t F3 Show Total Alt F2 Member Att F6 Discount Ctr F11 Quantity F12 KAk 41 700 00 Currency F3 Salesman F6 Paid 11 700 00 Memo Remark Balance 0 00 Bar Code StockCode Quantity 0 Total Quantity 2 Change 0 00 war neve i a A ri Print Search New Edit Delete c S Exit Figure 26 1 Sales Memo Entry Shift This shift is selected by user before entered into this interface Void There will be a v in this field when a Sales Memo is deleted Stock 26 1 GTC Business Applications for SME 26 2 Currency Salesman Cashier Member Member Name quantities will be increased and sales transactions will b
152. hange the existing code to a new one just by selecting the old code inputting the new code and press Run All transactions related to the old one will be changed to the new one automatically This function will be rejected if the new code existing in Stock File 30 7 Transaction Auditor When there is the difference from the actual value due to hardware problem etc Transaction Auditor can be executed to recalculate the balance of different transactions E Transaction Auditor arma V Check Customer Vendor Opening E Check Stock Journal V Check System Number E Check General Transaction Rebuild Transactions V Transfer Voucher V Income Voucher V Expenses Voucher V Debit Note V Credit Note V AYR Payment V A P Payment V Sales Invoice V Sales Return V Sales Invoice Return Vendor Invoice V Purchase Return V Sales Memo V Sales Memo Payment V Stock Adjustment V Stock Transfer Note Stock Take eras Ce Figure 30 4 Transaction Auditor Note All transactions will be re saved when Rebuild Transactions be executed It takes time Thus it is better to execute this function on the computer with both GTC Applications and Firebird Interbase server installed 30 8 Import Data from Other Company Location This function is to consolidate the data from different companies locations For example your company has 5 branches in 5 different locat
153. he contents can be selected from the existing files If no suitable record can be selected or to input a new record user can call the interface of maintenance files to add a new record by pressing F6 on the appropriate fields such as Customer Code Currency or Sold By etc To close the interface just by pressing Exit and the current record will be copied to Sales Order Field description S O No Sales Order number contains 20 digits or characters and is automatically incremental The Application will firstly read the digit part of Sales Order Number in System Number to check whether the number was used If not this number will be used as a Sales Order Number Otherwise the Application will add one to this number Note Sales Order Number should be unique to other System Number To change S O No for next sales order you should go to System Numbers File under Maintenance menu Date This field is the date to issue a sales order and will be automatically filled in as current date To amend just by input directly or use the mouse to double click the button with triangle in this field to call a calendar to choose a desired date The format is according to the date format of MS Windows To change the format please go to Control panel of MS Windows Customer Code Press the button beside the field by the mouse to call dialog box for searching via customer code customer name or telephone number Contact Contact person for this comp
154. hing Mee Metal Works DIY She he hal Remark 2Search Sd ada A Edit amp Delete Save Billing Reminder LExit Modified Date 4 1 2012 15 18 45 Modified By SUPERVISOR Figure 3 19 Customers Remark page Billing Reminder The information will be automatically filled in the remark field of a sales invoice Create Date This field will be automatically filled in as current date To alter just by input directly or use the mouse to double click the button with triangle in this field to call a calendar for choosing the desired date Opening Balance Setup The opening balance is not just a number It should include the content of an invoice invoice number invoice date invoice amount and paid amount The user should input all unpaid invoices when it is first time to GTC system To save the time user can group all unpaid invoices into one For example if there are ten unpaid invoices totally amounted 10 000 It can be represented by one invoice BSI07001 amounted 10 000 Under Insert or Edit mode press Insert button of the keyboard or double click this field by mouse to call the screen of Figure 3 20 Invoice Type It divides into Sales Invoice and Vendor Invoice Invoice Number It contains 20 digits or characters It must be unique 3 19 GTC Business Applications for SME 3 12 Invoice Date Invoice date is the date to issue an invoice Due Date It is the payment date for an invoice It will influence
155. his statement and transfer or destroy all copies in any form Remember once you transfer the software you no longer have any right to use it and the person to whom it is transferred may use it only in accordance with the copyright law international treaty and this statement If you transfer this product to another person the new user have no right to use our free support service even this product under free warranty period If you have purchased an upgrade version of the software it constitutes a single product with the software the you upgraded For example the upgrade and the software the upgraded cannot both be available for use by two different people at the same time and cannot be transferred separately without written permission from Glorious Technology Co Ltd Except as provided in this statement you may not transfer rent lease lend copy modify translate sublicense time share or electronically transmit or receive the software media or documentation LIMITED WARRANTY 1 Glorious Technology Co Ltd provides one year free hot line support from the original purchase date 2 Glorious Technology Co Ltd warrants the product provided by Glorious Technology Co Ltd to be free of defects in materials and workmanship for a period of 60 days from the original purchase date 3 The entire and exclusive liability and remedy for breach of this limited warranty shall be limited to replacement of defective media or d
156. ified 0 will be marked for this record saved in first time The Application will automatically add 1 for each modification Modified Date The Application will automatically update the latest modified time of this record 16 4 16 4 Chapter Sixteen Packing List Entry Modified By The Application will automatically update the latest modified user name of this record Other Functions Print Under Browse mode press the right key of the mouse to call functions menu The first function is to print Packing List User can press F10 to call dialog box for printing or preview Modify Format Press F8 or right key of the mouse on Print Dialog Box to call Report Designer User should select the desired format before Report Designer executed Search To search a designated Packing List press the button beside the field of Packing List No or press the right key of the mouse to call functions menu for searching 16 5 Chapter Seventeen Pickup List Entry Chapter 17 Pickup List Entry GIS 17 1 Under main menu use the mouse to choose Pickup List Entry or press Alt S T to Pickup List Entry interface Header Pickup List No The number contains 20 digits or characters and is automatically incremental The Application will firstly read the digit part of Pickup List Number in System Number to check whether the number was used If not this number will be used as a Pickup List Number Otherwise the Application w
157. igned to the relative Job Reports according to the related account type of the account It can be up to 30 digits or characters It is detail description for each item and will be copied to next item automatically 4 2 4 3 4 4 Chapter Four Transfer Voucher Entry Delete an item Press Ctrl Del to delete an item at cursor position View AR AP Detail Press F5 in the transactions related to AR or AP to view the details such as Invoice No Invoice Date Currency Amount etc Multi selection of unpaid invoices 1 Under Insert or Edit mode press F7 to select a customer or F8 to select a vendor all outstanding invoices will be displayed 2 Press Shift to select multiple contiguous records with the mouse or press Ctrl to select multiple records one by one with the mouse 3 Press OK the outstanding amounts of each invoice will be credited to AR account and the selected invoices will be settled Footer Footer includes Total Debit Amount Total Credit Amount and Balance All are calculated by the Application automatically Revision The times of this record modified 0 will be marked for this record saved in first time The Application will automatically add 1 for each modification Modified Date The Application will automatically update the latest modified time of this record Modified By The Application will automatically update the latest modified user name of this record Other Functions Pr
158. ill add one to this number Date It is to record the date of transaction and will be automatically filled in as current date To amend just by input directly or use the mouse to double click the button with triangle in this field to call a calendar to choose a desired date Remark User can input detail supplementary information for each pickup list By Pickup List Entry DI Pickup List No SH001 E Date 9 1 2012 b Remark a Delivery Date 9 1 2012 Vehicle No Driver Y Prepared By Revision 0 Modified Date Modified By Ref No Invoice No Remark Invoice No Date Due Date Currency Rate Total Amount 10 4 2011 42 300 00 F S1002 15 4 2011 15 4 2011 HKD 1 0000 8 744 00 S1003 20 4 2011 20 5 2011 HKD 1 0000 7 740 00 S1004 10 5 2011 10 5 2011 HKD 1 0000 20 274 00 lz S1005 15 5 2011 14 6 2011 HKD 1 0000 6 250 00 E S1006 20 5 2011 4 6 2011 HKD 1 0000 7 770 00 S1007 10 6 2011 25 7 2011 HKD 1 0000 17 304 00 S1008 15 6 2011 13 10 2011 HKD 1 0000 17 816 00 x va Add Edit Delete Cancel Save xit Figure 17 1 Pickup List Entry Delivery Date The date to deliver the goods To input directly or use the mouse to double click the button with triangle in this field to call a calendar to choose a desired date Vehicle No It is for user to input the vehicle for this pickup list 17 1 GTC Business Applications for SME 17 2 17 3 Driver Prepare By Ref No Detail Invoice No Re
159. int Under Browse mode press the right key of the mouse to call functions menu The first function is to print a voucher User can also press F10 or Print button to call dialog box for printing or preview Three formats A5 Landscape A4 Full Page Portrait and A4 Half Page Portrait can be selected To call the function of Modify Report Format press F8 in Print Dialog Box Search records by incremental searching method To search a record press the button beside the field of Voucher No 4 3 GTC Business Applications for SME Search records by advance searching method Press Search button or F4 to call Search Transfer Voucher Most of the fields can be selected for advance searching Copy User can copy the content of the existing voucher to a new voucher by pressing right key of the mouse to call functions menu for copying 4 4 Chapter Five Income Voucher Entry Chapter 5 Income Voucher Entry GAS 5 1 Under main menu use the mouse to choose Income Voucher Entry or press AIt S I to Income Voucher Entry interface The interface divides into three parts header details and footer Header Header includes major content of an income voucher e g Voucher No Date Period Ref No Cheque No Job Code Enhanced Edition only Debit Account Currency Rate Amount and Remark Voucher No Voucher number contains 20 digits or characters and is automatically incremental The Application will firstly read the digit
160. ion i of Warehouse lie in EDC002 Digital Camera EPSON PhotoPC 850z oe Warehouse Code Opening Qty On Hand Qty P O Qty S O Qty 2 gt WHOO1 1 1 0 0 2 Search WH002 2 2 0 0 Y Add Edit Delete SL Exit Figure 3 30 Stock s Qty of Warehouse 3 33 GTC Business Applications for SME Warehouse Code The code for each warehouse To choose the desired one please press the button with triangle Opening Qty The stock s quantities for each warehouse brought from last year After the Opening Qty of each warehouse input the Application will automatically calculate the accumulate opening quantities of this stock for all warehouses and update the Opening Stock in Basic Information page On Hand Qty The current quantities held in this warehouse P O Qty The outstanding quantities ordered from the vendors S O Qty The outstanding ordered by the customers Remark It is used to record the supplementary information for a stock Product Image User can save the image of a stock here Under Insert or Edit mode please press F5 to select the image GTC Application supports most of product image formats e g BMP TIF JPG PCX etc However Report Designer only supports BMP and JPG formats Therefore you should use only BMP or JPG format if you want to add a product image in your reports by Report Designer The default reports are not limited to this A Stock File EE EDC002 Digita
161. ions Each branch has own data At the end of the month each branch can send its data to head office via e mail 30 6 Chapter Thirty Utilities The consolidation will be handled in head office You can set up 5 sets of accounts for 5 branches and 1 set of account for head office Firstly you should restore the data from branches to the account of each branch And then you can execute Import Data function to import data from the account of each branch to the account of head office Now this account of head office contains a whole set of accounting information of your company k Import Data from other company location From Directory Processing Data Source Import data from local file 5 Import data from FTP Server Options F Import Master Files Only V Import Customer Vendor Opening Invoices V Import Stock Opening Quantities Figure 30 5 Import Data from other Company Location To have precise and consistent data all Applications must fulfill the following conditions 1 The date and time should be same for all computers The Application will update or append the records according to the modified date and modified time of data 2 Each branch must use different transaction numbers The Application will overwrite the records by the new one if the transaction number is same 3 For security issue the transactions cannot be deleted automatically by the Application once Import Data
162. iption Quantity Unit Price Discount Amount EDP001 Dot Matrix Printers EPSON LX 300 tset_ 800 00 0 00 800 00 EDP002 Dot Matrix Printers EPSON LQ 300 Aset 1 200 00 0 00 1 200 00 EDP003 Dot Matrix Printers EPSON FX 980 tset 1 650 00 0 00 1 650 00 Tax 1 0 00 0 00 Total Dis 1 0 00 0 00 Freight Charge 0 00 Deposit 0 00 Tax 2 0 00 0 00 Total Dis 2 0 00 0 00 Others Charge 0 00 Balance 3 650 00 warres amp oi 4 A il j Print Search Add Edit Delete Exit It is the exchange rate between the selected currency and local currency To change it just by input the new rate directly To change the exchange rate permanently please go to Currency File It is for user to input supplementary information It can be input by the user directly It is to record the purchase order number Warehouse Enhanced Edition only Prepared By Payment Terms Payment Method The Application will add the quantities of the stocks to the selected warehouse It is to record the salesman responsible to this Invoice It is the credit days from the vendor The Application will calculate the payment date based on this credit days and vendor s closing date please refer to Payment Terms File and Vendor File If this field is blank the payment date will be same as invoice date It is to record the method of payment If there is a deposit amount input the account related to the selected Payment Method will be used to credit
163. irst field in the left side of the bottom line Stock name is automatically filled in when Stock Code has been selected The quantity in here will be automatically filled in when the quantity is input directly to the second field in the left side of the bottom line 26 2 26 3 Chapter Twenty Six Sales Memo Entry Unit The unit for a stock Unit Price The selling price for a stock Discount Default discount for each stock This discount is automatically filled in referring to Stock Promotion Price or quantity discount Amount This amount is automatically calculated by the System It equals to Quantity times Unit Price minus Discount Item Remark To input the supplementary information for a stock item e g serial number etc This data field can be used for searching in Advance Search Footer Footer includes all payment information some function buttons and financial figures Payment information All payment information in different payment methods about this Sales Memo will be displayed here Paid by To record all payment methods for this sales memo Cur Currency code for different payment methods Payment The paid amount for different payment methods Other financial figures Total Amount This amount is also automatically calculated by the System It accumulates all items amount Total Disc This discount is calculated based on sales memo total amount User can just input the percentage or discount amount in relative
164. ist the database file will be generated automatically on request Open a company data All company data are shown in Multi Company Control System Please use the mouse to double click a company data or choose a company data and then press Enter 2 2 2 2 2 3 2 4 2 4 1 Chapter Two Functions and Operations Edit a company data The existing company data can be altered by pressing the button Edit There are some tips for your reference 1 Company Short Name can t be altered You can delete the existing one and add a new company data to replace the existing one 2 If the data path is altered the existing data will not be moved to a new directory Moreover the data in the original folder will not be deleted for security reason Delete a company data To delete an existing company data you can just press the button Delete However the Application will not delete the data in the original folder for security reason If you want to delete the data in the original folder you should do it via Operating System such as Windows Explore If you have not deleted the data in the original folder and want to read the data again you can just create a company data and type the data path as the original path First time to the Application The Application will automatically execute the initialization when the user is first time to the Application There are some basic information should key in Of course this information can be
165. it Stock Unit Cost Price can be set in User Security Maintenance Press Ctrl Del to delete an item at cursor position 24 3 GTC Business Applications for SME 24 1 3 Footer 24 2 24 3 Footer includes Tax 1 amp 2 Total Discount 1 amp 2 Freight Charge Other Charge and Balance Tax 1 amp 2 Total Disc 1 Total Disc 2 Freight Charge Other Charge Balance Sales tax is automatically calculated by the Application based on default formula set by user Please refer to Tax File This discount is calculated based on sales order total amount User can just input the percentage or discount amount in relative field These two fields are co related When the percentage input discount amount will be automatically calculated Vise Versa This discount is calculated based on sales order total amount exclusive total discount 1 The freight charge related to this transaction Total discount 1 amp 2 are exclusive this amount All other charges about this transaction Total discount 1 amp 2 are exclusive this amount It is automatically calculated It equals to invoice total amount plus freight charge and other charge minus total discount amp 2 Delivery Information Ship To Delivery Date Press the button beside the field by the mouse to call dialog box for searching via customer code customer name or telephone number The date to deliver the goods To input directly or use the mouse to double clic
166. it may be out of stock if too little stock kept or to waste warehouse and money if too much stock kept The outstanding S O quantities The outstanding P O quantities Please input the balanced quantities of a stock in Opening Stock if you are first time to the Application For Enhanced Edition the quantities of different warehouses should also be input in Qty of Warehouse page Figure 3 30 3 29 GTC Business Applications for SME The quantities input in Opening Stock is the total quantities of all warehouses and calculated based on small unit Stock On Hand Current stock quantities calculated based on small unit This field is automatically calculated by the Application Sales Information Currency The currency of a stock divides into two parts local currency and foreign currency User can set the default foreign currency here for each stock The unit price of foreign currency will be used directly when the currency in sales transaction entry is same User can select a desired currency and input the unit price of foreign currency in relevant fields The Application will convert the unit price of foreign currency into local currency automatically The unit price of local currency can be altered by the user Large Unit Price It is standard selling price for a large unit Small Unit Price It is standard selling price for a small unit Maximum Price It is maximum selling price for a small unit Minimum Price It is minimum selling
167. ital Camera EPSON PhotoPC 8 6 200 00 0 00 9 1 2012 9 1 2013 EDC001 Digital Camera EPSON PhotoPC 3 5 500 00 0 00 9 1 2012 9 1 2013 Fides ae E m Figure 28 1 Stock Promotion Price Entry 28 1 Chapter Twenty Nine Stock Selling Price by Shop Chapter 29 Stock Selling Price by Shop GRS Enhanced Edition only User can input stocks unit price for a specific period to each shop here Field description Stock Code User can input the code directly or press the button beside the field to select the existing records Stock Name Stock name is automatically filled in when Stock Code has been selected Unit Price The selling price for a stock The unit price is automatically filled in when Stock Code has been selected To amend please input directly here Start Date The beginning date for the promotion period End Date The ending date for the promotion period I Stock Selling Price by Shop la Warehouse Shop WH001 Wises mipeaes Rea eee J Lea Stock Code Stock Name UnitPrice Start Date EndDate gt EDC004 Digital Camera EPSON PhotoPC 650 2 400 00 9 1 2012 9 1 2013 EDC003 Digital Camera EPSON PhotoPC 800 4 980 00 9 1 2012 9 1 2013 EDC002 Digital Camera EPSON PhotoPC 850z 6 200 00 9 1 2012 9 1 2013 EDC001 Digital Camera EPSON PhotoPC 3000z 5 500 00 9 1 2012 9 1 2013 k d Figure 29 1 Stock Selling Price by Shop Select multiple stocks To facilitate the selection user c
168. k the button with triangle in this field to call a calendar to choose a desired date Shipping Information This page is to input the detail shipping information It includes the following fields ETA Carrier SLO BP eee ort of Loading Port of Discharge Sailing On Abort Vessel Voyage Name Letter of Credit Number 24 4 24 4 24 5 Chapter Twenty Four Sales Order Entry 8 Bill of Lading Number 9 Banker 10 Shipping Mark Remark Remark User can input detail description for each Quotation Revision The times of this record modified 0 will be marked for this record saved in first time The Application will automatically add 1 for each modification Modified Date The Application will automatically update the latest modified time of this record Modified By The Application will automatically update the latest modified user name of this record Other Functions Print Under Browse mode press the right key of the mouse to call functions menu The first function is to print Sales Order User can press F10 to call dialog box for printing or preview Modify Format Press F8 or right key of the mouse on Print Dialog Box to call Report Designer User should select the desired format before Report Designer executed Search records by incremental searching method To search a record press the button beside the field of S O No or press the right key of the mouse to call functions menu to select Search
169. l Report Designer User should select the desired format before Report Designer executed Search records by incremental searching method To search a record press the button beside the field of Invoice No The fields for searching include Invoice No Vendor Code and Reference No Search records by advance searching method Copy Press Search button or F4 to call Search Vendor Invoice Most of the fields can be selected for advance searching User can copy the content of the existing documents e g Purchase Order or other Vendor Invoice to a new Vendor Invoice by pressing right key of the mouse to call functions menu for copying Decimal Point for unit price or quantity User can set decimal point maximum to 4 points for unit price or 5 points for quantity in System Setup Select the stocks from purchase history User can select the stocks from purchase history Please refer to the steps i Press Add to create a new invoice ii Select a designated vendor iii Press F7 to call Stock Last Unit Price file of this designated vendor iv Press Shift to select multiple contiguous records with the mouse or press Ctrl to select multiple records one by one with the mouse v Press OK the selected stocks will be added to the current transaction by selecting order The default quantity is 1 13 5 Chapter Fourteen Purchase Return Entry Chapter 14 Purchase Return Entry GIS amp GRS 14 1 14 1 1 Under
170. l Camera EPSON PhotoPC 850z Purchase Information Qty of Warehouse Remark Product Image a a ioli ECZe Front Back Left Right Top Bottom Modified Date 4 1 2012 16 28 2 Modified By SUPERVISOR eS Xi Search Y Add Edit Delete Cancel Save i Ext Figure 3 32 3 34 Stock s Image 3 14 Chapter Three General Files Management Modified Date The Application will automatically update the latest modified time of this record Modified By The Application will automatically update the latest modified user name of this record Employee File Employee Code This field is up to 20 digits or characters To add a new record the code will be automatically filled in as the largest number plus one Under Insert mode the code can be altered After the record saved this field cannot be altered To be better management it should be added an appropriate character in front of the digit Create Date This field will be automatically filled in as current date To amend just by input directly or use the mouse to double click the button with triangle in this field to call a calendar to choose a desired date Chinese Name It is for user to fill in the employee s Chinese name English Name _ It is for user to fill in the employee s English name Sure Name It is the family name of the employee Sex It is for user to select female or male ID No It is for user to fil
171. l in the identity card number for this employee Passport No It is for user to fill in Passport number for this employee Birthday It is for user to fill in birthday for this employee English Address Three lines with maximum 60 characters each are available Chinese Address Three lines with maximum 60 characters each are available City State Country Post Code User can key in relevant information in these fields Telephone No Itis for user to fill in the employee s telephone number Fax No It is for user to fill in the employee s fax number Pager No It is for user to fill in the employee s pager number 3 35 GTC Business Applications for SME Mobile No E Mail Commi Commission Modified Date ssion rate for this employee this record Modified By name of this record It is for user to fill in the employee s mobile telephone number It is for user to fill in the employee s E mail address The Application will automatically update the latest modified time of The Application will automatically update the latest modified user r TA Employee File Basic Information History Employee Code Ben Chinese Name 1D No E555551 6 English Address Room 02 22 F Tai San House Kowloon City Country Post Code Telephone No 61729999 Mobile No ___ Create Date iQ 23 3 2006 English Name Ben Sex Male a Birthday 19 7 1971 Sure Name Lui Passport No
172. l reports in GTC Applications can be printed out to Excel file By this method the reports are printed to Excel file just like printed to a paper Therefore each page of reports is presented with report header and report footer The format can be influenced by Report Designer New Messages r 4 General Ledger Account Transaction Rep So From Account 1010 X To Account 9100 X From Date 1 1 2012 X To Date 31 1 2012 X Format V Skip no transaction accounts ese em eae Figure 2 21 Print Dialog Box 2 16 2 8 2 Chapter Two Functions and Operations Press Print button in Print Dialog Box to call Printer Dialog Box Choose Print to File select the type of file and the folder to save r Print a Printer Name Lexmark E260dn X Type Lexmark E260dn Where Page Range rCopies All Number of copies 1 Current Page Pages F Collate Enter page numbers and or page ranges separated by commas For example 1 3 5 12 Print Print to File Type PEG Fil JPEG File a Where GIF File m Metafile E PNG File J PDF A File RTF File Cancel Word doc File cenela SSE Wardldnr Farm File i Figure 2 22 Printer Dialog Box Reports Save As Excel file Some reports in GTC Applications can be Save As Excel file By this method the contents of reports together with calculation formula are saved to Excel file Therefore the report header and report f
173. l the function of Modify Report Format press F8 in Print Dialog Box Search records by incremental searching method To search a record press the button beside the field of Voucher No Search records by advance searching method Copy Press Search button or F4 to call an interface of Search Expenses Voucher Most of the fields can be selected for advance searching User can copy the content of the existing voucher to a new voucher by pressing right key of the mouse to call functions menu for copying Chapter 7 7 1 Chapter Seven Debit Note Entry Debit Note Entry GAS Under main menu use the mouse to choose Debit Note Entry or press Alt S D to Debit Note Entry interface The interface divides into two pages Main and Remark Main Main page includes three parts header detail and footer Header Header includes major content of a Debit Note Most of the contents can be selected from the existing files If no suitable record can be selected or to input a new record user can call the interface of maintenance files to add a new record by pressing F6 on the appropriate fields such as customer code currency or contact person etc To close the interface just by pressing Exit and the current record will be copied to Debit Note Field description Note Number Date Customer Code Contact Currency The number contains 20 digits or characters and is automatically incremental The Application will firs
174. ld to call dialog box for searching records via Vendor Code Chinese Name is displayed under Chinese mode English Name is displayed under English mode Only vendor name matched with vendor code will be displayed It cannot be altered This field is for user to fill in detail description up to 60 characters related to this transaction Cheque No for this payment Payment Method Please select a payment method for this customer payment If there is an account code selected for this payment method in Payment Method File this payment will be debited to this account 22 1 GTC Business Applications for SME 22 2 Total Payment Exchange Difference Total payment is calculated based on this voucher s currency User can key in the total amount paid to the vendor the Application will settle this vendor s invoices by order Or user can select the invoices to pay The Application will calculate the total payment amount automatically It is the total exchange difference of all invoices in this voucher It is calculated by the Application automatically Bi Account Payable Payment Entry lelak Joumal No __ Date Currency Rate Ref No VP019 25 1 2012 HKD 1 0000 Vendor Code EHOC 5 SONG Hong Kong Limited Cheuge No Remark Payment Method Total Payment 15 240 00 Total Discount 0 00 Revision 0 Modified Date 5 4 2008 16 48 39 Modified By SUPERVISOR Exchange Difference HKD 0 00 Invoice No Cur Rate Invoic
175. le Quantity The interface for input quantity will automatically displayed when the cursor moved to this field Both large unit quantity and small unit quantity will be displayed in Quantity field if the stock has large unit and small unit Otherwise only small unit quantity field will be displayed for user input The unit for large unit or small unit can be altered here Small unit price will be filled in the field of unit price if only small unit quantity input Otherwise large unit price will be filled Unit Price Discount digit The unit price of a stock This discount is defaulted as percentage Thus please just input the 18 2 18 3 18 4 Amount Delete an item Footer Total Amount Chapter Eighteen Stock Transfer Note Entry This amount is automatically calculated by the Application User cannot alter It equals to Quantity times Unit Price minus Discount Press Ctrl Del to delete an item at cursor position This amount is automatically calculated by the Application It is the total amount of all items Other Functions Print Modify Format Search Under Browse mode press the right key of the mouse to call functions menu The first function is to print Stock Transfer Note User can press F10 to call dialog box for printing or preview Press F8 or right key of the mouse on Print Dialog Box to call Report Designer User should select the desired format before Report Designer exec
176. le will be subsequently deleted c Install Firebird server into opt firebird v 1 0r opt interbase and libraries into usr lib and header file into usr include d Automatically add gds_db for port 3050 to ect services e Automatically add localhost localdomain and HOSTNAME to etc host equiv f Installs Firebird server startup script into etc rc d init d firebird and a new rcfirebird link is created in usr bin for the init d script g On SuSE Linux installer will create a Firebird entry in etc rc config By default Firebird should start automatically in runlevel 3 and 5 31 4 Key points about Firebird Interbase 31 4 1 Data Directory After the Firebird Interbase was installed you need to decide the location to store data file i e c gtc gbs5Oi data This location must reside on a hard driver that is physically connected to host machine You cannot locate components of the Firebird server or and database on a mapped drive a filesystem share or a network filesystem On MS Windows platform you have to assign the rights of read write modify of data directory to the user who running the service of Firebird server You can run the Firebird server service under a designed user account e g firebird The default practice running the service as the LocalSystem user poses a security risk if your system is connected to the internet You do not need to allow user to browse the data directory So that user cannot copy or
177. lected currency and local currency To change it just by input the new rate directly To change the exchange rate permanently please go to Currency File Ref No It can be input by the user directly It can be customer s sales order number or company s purchase order number Prepared by It is to record the staff responsible to this Credit Note Debit Note Title It is to record general information up to 60 characters Payment Term Itis the credit days from vendors The Application will calculate the payment date based on this credit days and vendor s closing date please refer to Payment Terms File and Vendor File If this field is blank the payment date will be same as the date of the Credit Note Payment Method It is to record the method of payment Job Code Enhanced Edition only Please select a job code for this transaction if applicable Details Each Credit Note can contain many items including service items or remarks input by the user It includes Account Name Remarks Description and Amount Account Code Account code for debit side It can be input by user directly or to select existing records from put down menu The most similar account code matched with input information will be shown Note If Account Code is input the amount must be input Otherwise the voucher cannot be saved Vise Versa Remarks It is for each debit item up to 20 characters Description It is detail description for each debit item up t
178. ll clear the components you do not want to install Click Next when you are ready to continue Full installation of Server and development tools Server components Classic Server binary Super Server binary Developer and admin tools components Current selection requires at least 14 8 MB of disk space Figure 31 6 Select Components Please select Full installation of server and development tools and Super service binary and Next gt to continue ie Setup Firebird Database Server 2 0 Select Start Menu Folder Where should Setup place the program s shortcuts Setup will create the program s shortcuts in the following Start Menu folder To continue click Next If you would like to select a different folder click Browse Firebird 2 0 C Don t create any icons Figure 31 7 Select Start Menu Folder Please press Next gt to continue Setup will created the program s shortcuts in Firebird_1_5 of Start Menu folder If your OS is NT 2000 XP Pro there are some additional tasks Please refer to the followings 31 6 Chapter Thirty One How to install Firebird Use the Guardian to control the server The Guardian is a program that can be used to start the Firebird Superserver and watch over it in case it crashes If the server program crashes Guardian tries to restart it It s recommended when running Firebird Superserver as an application in a noisy network e g in Windows networks wh
179. ll automatically update the latest modified time of this record The Application will automatically update the latest modified user name of this record GTC Business Applications for SME 8 3 Other Functions Print Under Browse mode press the right key of the mouse to call functions menu The first function is to print Credit Note User can press F10 to call dialog box for printing or preview Modify Format Press F8 or right key of the mouse on Print Dialog Box to call Report Designer User should select the desired format before Report Designer executed Search records by incremental searching method To search a record press the button beside the field of Note No Search records by advance searching method Press Search button or F4 to call Search Credit Note Most of the fields can be selected for advance searching Copy User can copy the content of the existing Credit Note to a new Credit Note by pressing right key of the mouse to call functions menu for copying 8 4 Chapter 9 9 1 9 2 Chapter Nine Bank Reconciliation Bank Reconciliation GAS Under main menu use the mouse to choose Bank Reconciliation or press AIt S R to Bank Reconciliation interface The interface divides into three parts header details and footer Header Header includes accounting period and accounts Field description From Date To Date Account Code Account Name Details It is the period for bank recon
180. ll be automatically filled in Dealer Commission Rate Commission rate for dealer Shipping Information BH Sales Invoice Entry 2 8 Main _ Delivery information Shipping Information Remark P001 EL POWER cO ka Quotation No Q036 118 Castle Peak Road Sales Order No S0036 Tuen Mun N T Hong Kong Delivery Note No Delivery Date 10 5 2012 Contact Mr Eric M T Tai Tel No 26785422 Vehicle Licence No Dealer Salesman Commission 8 00 682 88 Dealer Comission Rate 0 00 0 00 item Stock Code Stock Name Description Quantity Unit Price Discount Amount EPS005 Point of sale EPSON TM U230 Kitchen Printer Aset 3 580 00 0 00 3 580 00 EPS006 Point of sale EPSON TM U675 Aset 2 580 00 0 00 2 580 00 ESN001 Scanner EPSON Perfection 640U 2set 1 188 00 0 00 2 376 00 f Taxt 0 00 0 00 Total Dis 1 0 00 0 00 Freight Charge 0 00 Deposit 0 00 Tax 2 0 00 0 00 Total Dis 2 0 00 0 00 Others Charge 0 00 Balance 8 536 00 eee ee amp a qa A il 5 Print Search Add Edit Delete i S Exit This page is to input the detail shipping information It includes the following fields 1 2 3 4 5 6 7 8 9 1 Port of Loading Port of Discharge Sailing On Abort ETA Carrier Banker 0 Shipping Mark Vessel Voyage Name Letter of Credit Number Bill of Lading Number 10 5 GTC Business Applications for SME 10 4 10 5 Remark Invoice Remark Us
181. lly scan all files when GTC Application reads or writes the data each time Therefore the performance of GTC Application will be affected Please close Anti Virus applications temporarily or exclude the database files fdb from scan lists 2 The speed of Hard Disk Normally the faster speed of Hard Disk the higher performance of GTC Application Please choose a higher speed of Hard Disk to enhance the performance of GTC Application Regular maintenance of Hard Disk is definitely important 3 The speed of network If the data is placed in server and will be shared in the network the speed of network is an important factor to the performance of GTC Application Please seek for advises from your System Administrator or network vendor There are suggestions a Faster network card using 10 100 1000MB network card b Faster HUB If possible please choose switch that is better than HUB c Quality of network card and switch Data communication relies on the quality of network card and switch There may be communication errors or even damage on data caused from bad quality of network card and switch d Qualified network accessories There is an international standard of different network For example Ethernet 1000MB network requires the network accessories with Cat 5 or higher standard Notes to send reports by e mail The requirement for email software GTC application uses default email software of Operating System to send reports by e
182. main menu use the mouse to choose Purchase Return Entry or press Alt S U to Purchase Return Entry interface The interface divides into Main page and Remark page Main Header Header includes major content of a Purchase Return Most of the contents can be selected from the existing files If no suitable record can be selected or to input a new record user can call the interface of maintenance files to add a new record by pressing F6 on the appropriate fields such as Vendor Code Currency or Prepared By etc To close the interface just by pressing Exit and the current record will be copied to Purchase Return Field description Invoice No Invoice number contains 20 digits or characters and is automatically incremental The Application will firstly read the digit part of Invoice Number in System Number to check whether the number was used If not this number will be used as an Invoice Number Otherwise the Application will add one to this number Note Invoice Number should be unique to other System Number To change next Invoice Number you should go to System Numbers File under Maintenance menu Date This field is the date to issue an invoice and will be automatically filled in as current date To amend just by input directly or use the mouse to double click the button with triangle in this field to call a calendar to choose a desired date The format is according to the date format of MS Windows To change the format please
183. mark Print It is to record the driver responsible to this pickup list It is to record the responsible staff to this pickup list It is for user to input supplementary information for this pickup list User can select the invoices from the list one by one here To facilitate the selection user can press F7 or right click the mouse to choose Select Sales Invoice 4 options Invoice No Invoice Date District and Vehicle No are offered to user to sieve out the invoices User can input supplementary information up to 60 characters for each invoice H a IE Select Sales Invoice o 8 From Invoice No S1001 From District HK X To Invoice No S1036 To District NT To Date 9 12 2011 X Vehicle No From Date 9 1 2012 LB Export Invoice No Invoice Date Vehicle Licence No Due Date Ref No Customer Code gt S1025 10 12 2011 10 12 2011 TH001 S1026 15 12 2011 14 1 2012 LS001 S1027 20 12 2011 3 2 2012 ST001 JS OK X Cancel Figure 17 2 Select Sales Invoice Under Browse mode press Print button or F10 to print a Packup List In Print Dialog Box an option of Group by Stock Class can be selected If chosen the stocks can be grouped by Stock Class to print 17 2 Chapter 18 18 1 Chapter Eighteen Stock Transfer Note Entry Stock Transfer Note Entry GIS GOS amp GRS Enhanced Edition only Under main menu use the mouse to choose Stock Transfer Note Entry or press Alt
184. nce For example Chart of Accounts Customer File Vendor File Stock File etc Secondly please select the source file And then press Start to begin the import procedures Mappings The contents of the source file will be displayed when all settings and information are selected and filled in appropriately If the settings and information are inappropriately 30 8 30 9 3 Chapter Thirty Utilities selected and filled in the contents will be incorrectly shown here To amend please press Back to correct Otherwise please set field mappings to specify the correspondence between fields in the source and destination files Destination The field names of the file in GTC Applications Source The field names of the source file Key icon It is the primary index when there is a Vv in this field Note It is highly recommended no any change here Specifications To save all settings of this import or load the previous settings from the existing records ES Import Data from Others Format File Mappings Set field mappings to specify the correspondence between fields in the source and destination files Destination Source nave ove cura waren _woorrenoare cree Figure 30 7 Import Data Mappings The mappings can be done for individual fields The other fields not to be imported can be blank Please Next for Data preview The result of field mappings will be shown here To filter the data of source
185. ndard GTC supports all Unicode standard characters e g Traditional Chinese Simplified Chinese Japanese Thai etc provided that your MS Windows supports to display and input by Unicode characters GTC uses Arial as the default font If some characters displayed by a square happened it is just because Arial doesn t support this character Please follow the below steps to change the form 1 Open gbs5 ini under the installation folder of GTC 2 Insert a new line under Common Type Font the name of the form For example Common Font Tahoma If Font Default is used the default form of MS Windows will be applied For MS Windows 7 the default form is Tahoma 32 2 32 3 3 32 3 4 32 3 5 Chapter Thirty Two Appendix Why the word of 3 in traditional Chinese can t be displayed and printed or Hong Kong characters become question mark when Chinese characters input in GTC applications Please download and install Hong Kong Supplementary Character Set to solve the problem from http www microsoft com hk hkscs default asp Why only part of the voucher or invoice in the format of Computer Form can be printed on the left side It is because your printer driver can t support custom paper size Most default drivers of MS Windows doesn t support custom paper size Please refer to the following solutions a The best solution is to ask your printer vendor for the driver supporting custom paper size b Change the paper size
186. ne For instructions refer to the user manual of Firebird 31 1 GTC Business Applications for SME Hyperthreading is uncertain and seems to depend on several variables including operation system platform hardware vendor and server version If you have a machine with this feature try your selected server with it enabled initially and be prepared to disable it at the BIOS level if performance appears slow 31 4 Operating System requirements The minimum operating system requirements for running Firebird server as follow a MS Windows NT 4 0 Requires Service Pack 6a b MS Windows 95 98 Me Possible upgrades needed Microsoft C runtime library msvert dll v 6 or higher Winsock 2 is required for all servers it may need to be installed on Windows 95 For Firebird 1 5 C runtime library msvcp60 dll or higher is required c MS Windows 2000 k XP MS Windows 2000 requires service pack 2 or higher version Database should not have the gdb file extension d MS Windows 2003 Database should be on partitions that have VSS volume shadowing feature disabled e Linux Red Hat v 7 1 or higher for Firebird 1 0 x v 8 0 or higher for Firebird 1 5 f Linux SuSE v 7 2 or higher for Firebird 1 0 x v 8 10 or higher fro Firebird 1 5 o g Linux Mandrake v 8 0 or higher fro Firebird 1 0 x v 9 0 or higher for Firebird 1 5 h All Linuxen Firebird 1 5 server and client requires glibc 2 2 5 or higher and a libstdc
187. ne Tel No for the contact person of accounting department Tel No Tel No of accounting department Fax No Fax number of accounting department E mail E mail address for company or contact person For example our company s customer support E mail address is support gtcl com hk Web Site It is to record vendor s company web site Our company s web site is http www gtcl com hk Purchase Information Payment Term The credit days are granted from vendor It will be automatically filled in when a vendor invoice issued It can be altered Payment Method The payment method is usually used by the vendor It will automatically be filled in when an invoice issued and can be altered 3 22 Chapter Three General Files Management A Vendor File Bia Contact Information I Purchase Information Contact History Transaction Remark CM0011 Carmen Hong Kong Co Ltd ma Payment Term 30Days Closing Date Invoice Date 7 X Search Payment Method Cheque X Credit Status v Purchase Discount 0 00 X Add AIP Account X Credit Limit 0 00 Beat Staff May Da Opening Balance 22 920 00 Delete Ship Via X Current Balance 22 920 00 A District KLN v TaxiDNo Save Bank Account No Taxable Create Date 11 4 2001 Ae K A Figure 3 22 Vendors purchase information Credit Status A P Account Staff Ship Via Bank A C No Closing Date To classi
188. ne Tel No Fax No Sales Contact Persoi Direct Line Tel No Fax No E Mail Web Site B d Figure 3 15 Customer s Contact information Currency Active The currency used by this customer This currency will be automatically filled in all transactions and can be altered Please cancel v in this field if the customer had been terminated After that no any invoices can be issued to this customer However this customer should not be deleted before Year End since this customer may have linkage with other transactions e g invoices 3 14 Vendor Dealer English Company Name English Bill Address Chinese Company Name Chinese Bill Address Chapter Three General Files Management Please mark v if this customer is also a supplier Please mark v if this customer is also a dealer It is customer s company name in English with maximum 60 characters Three lines with maximum 60 characters each are available It is customer s company name in Chinese with maximum 60 characters Three lines with maximum 60 characters each are available City State Country Post Code Class Main Contact Contact Person Direct Line Tel No Fax No A C Contact Contact Person Direct Line Tel No Fax No Sales Contact Contact Person Direct Line Tel No Fax No E mail User can key in relevant information in these fields It is to record the classification of customers The name of main contact person of thi
189. ng Ctrl button and using mouse to select the desired records simultaneously 30 13 GTC Business Applications for SME Zero values Exports as blank Merge data to existing file Show Column Title 30 12 4 Start Export If this field be selected the zero value of the records will be interpreted as blank when the records are exported If this field be selected and there is a same file name existed the new records will be merged into the existing file Otherwise the existing file will only contain the new records Please mark Vv here if you want to show column titles in the first line of the records The export function will be executed once you press Start Export During the process there are a series of questions will be displayed Please answer the questions according to your options 30 14 Chapter Thirty One How to install Firebird Chapter 31 How to install Firebird 31 1 31 1 31 _ 31 1 There are two Firebird installation kit included in the CD ROM of GTC applications one for Windows platform and one for Linux platform You can obtain Firebird installation kit for other operating system from http www firebirdSQL org Firebird s system requirements 1 RAM Firebird s Superserver utilizes around 2MB RAM Each connection to the Superserver adds approximately 115K RAM The Superserver shares a single cache among all connections and increases cache automatically when required On
190. nge rate between the selected currency and local currency To change it just by input the new rate directly To change 27 1 GTC Business Applications for SME the exchange rate permanently please go to Currency File al Z Sales Memo Payment Entry 2 aaa Payment Journal No Date Cashier Shift Store RP001 E 9 1 2012 SUPERVISOR 1 WH001 Sales Memo No Invoice Date Currency Total Amount Total Discount Paid Balance cmo02 9 1 2012 HKD 1 0000 5 500 00 0 00 0 00 5 500 00 Payment Detail Currency Rate Payment Amount HKD X 1 0000 5 500 00 Paid by Cur Payment Remark CASH HKD 500 00 gt VISA HKD 5 000 00 _ Save Cash F2 Pay 5100 Alt F9 Pay 500 At F10 Pay s1000 atn EPS Att VISA At 2 Master atta AE ata Diners at s Octopus Al 6 _ Currency Ctr F3 Revision 0 Modified Date 9 1 2012 15 45 38 Modified By SUPERVISOR g a a ii war n goe Print Leal Edit Delete Cancel Save Exit Figure 27 1 Sales Memo Payment Entry Payment Amount The total payment amount for this Sales Memo Payment Entry Payment Information All payment information in different payment methods will be displayed here Paid by To record all payment methods for this sales memo Cur Currency code for different payment methods Payment The paid amount for different payment methods Revision The times of this record modified 0 will be marked for this record saved in
191. nhanced Edition If the directory is usually to be used please set the directory in Default Directory of System Setup To change the target directory user can just input directly in Default directory or press the button beside the field to choose the desired one r ey Export Data to Other Company Location Date Range 10 4 2007 12 32 48 vy To 9 1 2012 15 55 25 X Warehouse WH001 To wH002 M Default Directory C gtc gbs50i 09 Host E Mail E Export Master File Only Processing Options Export Only 5 Export and upload to FTP Server 5 Export and Send by e mail Figure 30 9 Export Data to Other Company Location 30 12 Export Data to Other Format File GTC Application has a powerful function Export Data to Other Format File for user to export the data to many general formats such as Text File HTML File MS Excel File MS Word File Symbolic Link File DIF File Lotus 1 2 3 File QuattroPro File SQL File XML File MS Access Database File Rich Text File SPSS File PDF File and 30 12 Chapter Thirty Utilities LDAP File By doing that the data in GTC Applications can be read by other applications EB Export data to other format file Query Condition Code Range To Customer To Vendor Dealer Date Range o Y E Stock Stock Opening Quantity by Whareho Hold Ctrl key and then press left mouse button to select record s Warehouse Class S
192. ns for SME Cash Card A C Code Balance A C Code Accumulate Item Qty Ask Working Date amount of credit card payment will be posted to this A C by the System automatically When there is a cash card payment in a Sales Memo the amount of cash card payment will be posted to this A C by the System automatically When there is a balance in a Sales Memo the balance amount will be posted to this A C by the System automatically Please mark v in this field for accumulating the quantities of same stocks Please mark v in this field for defining the bill date by user Stock Selling Price by Shop Please mark v in this field to apply the different prices to difference shops The prices should be firstly set in Stock Selling Price by Shop under Systems menu Total Amount round up to decimal point Disable Printing Slip Printer Cash Drawer Mode Port Pole Display Mode Port Chinese Supported Pole Display shows Sales Amount Discount To set up the decimal point of the total amount Please mark v in this field for disable the printing function after a Sales Memo issued Please mark v in this field for supporting Slip Printer Press the button beside the field by the mouse to call the dialog box for selecting Cash Drawer Mode The port to link Cash Drawer Press the button beside the field by the mouse to call the dialog box for selecting Pole Display Mode The port to
193. nt will be automatically calculated Vise Versa This discount is calculated based on invoice total amount exclusive total discount 1 The freight charge related to this transaction Total discount 1 amp 2 are exclusive this amount All other charges about this transaction Total discount 1 amp 2 are exclusive this amount To record paid amount by customer It is automatically calculated It equals to invoice total amount plus freight charge and other charge minus total discount amp 2 and deposit It will be post to customer s A R Delivery Information Customer Code Press the button beside the field by the mouse to call dialog box for searching via customer code customer name or telephone number Quotation No It is customer s quotation number If Sales Invoice is copied from Quotation this number will be automatically filled in S O No It is to record Sales Order Number If Sales Invoice is copied from Sales Order this number will be automatically filled in Delivery Note No It is to record Delivery Note No for this invoice Vehicle License No It is to record Vehicle License No for this invoice 10 4 Chapter Ten Sales Invoice Entry 10 3 Salesman Commission Dealer Commission rate for salesman It equals to invoice net amount times salesman commission rate User can press the button beside the field to call the existing records If user has input the dealer in Customer File this field wi
194. ny Location Export Data to other data format file Firebird Installation Firebird s system requirements Installation in MS Windows 32 bit operation system Install Firebird server under Unix Linux Key points about Firebird Interbase Appendix How to enhance the performance of GTC Applications Notes to send reports by e mail Questions and Answers GAS stands for GTC Accounting System GIS stands for GTC Invoicing System GOS stands for GTC Quotation and Ordering System GRS stands for GTC Retailing System 28 1 29 1 30 1 30 2 30 3 30 3 30 4 30 4 30 6 30 6 30 8 30 10 30 11 30 12 31 1 31 2 31 9 31 11 32 1 32 1 32 2 Chapter One Installation Chapter 1 Installation 1 1 Before Installation Before installation please check the followings a b c d e Hardware requirements Intel Pentium II 450Mhz CPU or faster 64MB RAM or above Hard disk space for GTC applications is about 300MB The space for data depends on the volume of your data 100MB HDD space for data is recommended 1024x768 resolutions One USB port Operating System Microsoft 2000 SP6 XP VISTA or 7 Please use Administrator authority to log in the Operating System Folders for GTC applications and Data Default folder for GTC applications is c gtc gbs50p Professional Edition or c gtc gbs50i Enhanced Edition Normally GTC applications should be installed in local hard disk either single user version or network
195. o 60 characters Amount Amount for debit side Delete an item Press Ctrl Del to delete an item at cursor position 8 2 Chapter Eight Credit Note Entry Footer BB Credit Note Entry Se Main Remark Note No CR001 A Date 6 1 2012 Vendor Code CM0011 Carmen Hong Kong Co Ltd ea Currency HKD Rate 1 0000 Unit 15 G F Mirror Tower Ref No 61 Mody Road Tsimshatsui East Prepared By May Kowloon Hong Kong Contact Miss Chan Tel No 2170 2822 Credit Note Title Payment Terms Payment Method Job Code Commission for Sales Invoice 11112008 30Days Cheque AIC Code Remarks Description Amount 5320 1 Sales Commission 1 200 00 Total Discount 0 00 0 00 Net Amount 4 200 00 marge amp a a 4 it ae Print_ Search Add Edit Delete S Exit Footer includes Total Discount and Net Amount Total Discount Net Amount Remark This discount is calculated based on total amount of a Debit Note User can input the discount digit in this field It is automatically calculated It equals to total amount minus total discounts This amount will be credited to customer s A P automatically User can input detail description for each Credit Note Revision Modified Date Modified By The times of this record modified 0 will be marked for this record saved in first time The Application will automatically add 1 for each modification The Application wi
196. o invoice total amount minus total discount 1 amp 2 and deposit It will be post to vendor s A P User can input detail description for each Invoice The content input in this field will be post to General Ledger Each line is up to 60 characters The times of this record modified 0 will be marked for this record saved in first time The Application will automatically add 1 for each modification The Application will automatically update the latest modified time of this record The Application will automatically update the latest modified user name of this record 14 4 14 3 Chapter Fourteen Purchase Return Entry Other Functions Print Modify Format Under Browse mode press the right key of the mouse to call functions menu The first function is to print Purchase Return User can press F10 to call dialog box for printing or preview Press F8 or right key of the mouse on Print Dialog Box to call Report Designer User should select the desired format before Report Designer executed Search records by incremental searching method To search a record press the button beside the field of Invoice No The fields for searching include Invoice No Vendor Code and Reference No Search records by advance searching method Copy Press Search button or F4 to call Search Purchase Return Most of the fields can be selected for advance searching User can copy the content of the existing Purchase
197. ocks The content can be input by the user or copied from other stock file To copy the content of other stock file user should add a new stock file firstly And then input stock code and press the button beside Stock Code to choose the file to copy The interface for Stock File divides into Basic Information Sales Information Purchase Information Quantity of Warehouse Enhanced Edition only Remark and Product Image Basic Information Stock Code Create Date Stock Type This field is up to 30 digits or characters Under Insert mode stock code can be altered After the stock information saved this field cannot be altered To be better management stock code should be easy to memory Bar code should not be used as stock code The button besides this field can be used for searching under browse mode or for copying an existing record under edit mode This field will be automatically filled in as current date To alter just by input directly or use the mouse to double click the button with triangle in this field to call a calendar to choose a desired date It divides into Product Service WIP Raw Material and Other 3 27 GTC Business Applications for SME r A Stock File Basic Information Sales Information Purchase Information Qty of Warehouse Sulit m a Large Unit E C X CZe Stock Code Create Date Stock Type AI EDC002 AQ 11 4 2001 Product Active 2f Search
198. ocumentation and shall not include or extend to any claim for or right to recover any other damages including but not limited to loss of profit data or use of the software or special incidental or consequential damages or other similar claims even if Glorious Technology Co Ltd has been specifically advised of the possibility of such damages 4 This warranty is invalid when the product has been damaged through misuse negligence accident computer virus and natural calamities 5 Glorious Technology Co Ltd is not responsible for the data which create or produce by the software 6 Glorious Technology Co Ltd makes no representation or warranty that the software or documentation are error free or meet any user s particular standards requirements or needs 7 Glorious Technology Co Ltd provides no warranty at all to any person other than the Limited Warranty provided to the original purchaser of this product 8 Installing and using this software indicate the purchaser and the users acceptance of above terms and license agreement 9 The invalidity or unenforceability of any provisions of this License Agreement shall not affect the remaining provisions hereof Chapter 1 1 1 Installation Before Installation Execute Installation Program Installation Steps Network version Installation Software Dog Installation Functions and Operations Multi Company Control System First time to the Application Exit Menu
199. of all functions executed by all users for management purpose Please mark v in the field of Enable User Log of System Setup if this function is applicable User Range Please select the user in From User and To User Date Range Please select an appropriate time range in From Date to To Date Function Range Please select the desired function range in From Function to To Function Run The Application will display the history according to the selection of user time and function Delete Press Delete button if you want to delete the displayed history Please use this function carefully since the history cannot be recalled once the history has been deleted 3 57 GTC Business Applications for SME Preview To preview the history in monitor Print To print out the history r D BJ User Log Control arima From User BEN From Date 6 12 2011 17 49 17 From Function 1001 X To User SUPERVISOR X To Date 5 1 2012 17 49 17 X To Function 98300 Record No Station IRn B Export Delete E Preview B Print Exit User Name Function Access Time fa gt SUPERVISOR User Log Control 5 1 2012 17 49 17 F SUPERVISOR User Log Control 5 1 2012 17 47 52 F SUPERVISOR User Log Control 5 1 2012 17 47 34 FE SUPERVISOR User Log Control 5 1 2012 17 47 20 F SUPERVISOR Account Receivable Payment Entry 5 1 2012 17 47 15 Fl SUPERVISOR Account Payable Payment Entry 5 1 2012 17 47 13 F SU
200. on beside the field of Customer Code to choose a desired customer to copy GTC Business Applications for SME 3 11 1 Information Input The interface for Customers File divides into contact information selling information contact history transaction and remark Contact Information Customer Code This field is up to 20 digits or characters Under Insert mode customer code can be altered After the customer s record saved this field cannot be altered The button beside this field is for searching Under Browse mode press this button to call for dialog box for searching To be better management it should be added an appropriate character in front of digit For example if a company s short name is CA customer code should be CA001 The next one will be CA002 H al Customer File rex Contact Information Selling Information Contact History Transaction Remark mae Customer Code Currency cmo01 ff HKD Active Vendor V Dealer English Company Name Chinese Company Name Ching Mee Metal Works eee Add English Bill Address Chinese Bill Address Edit Room 8 10 F Hung To Industrial Building EHHE PEA 80 Hung To Road Kwun Tong EA f Delete Kowloon Hong Kong ZALHE ance City State City State ave Country Country il Exit Post Code Class ENDUSER X Contact Person Direct Line Tel No Fax No Mr Chak Wai Lam 23414583 23431731 AJC Contact Person Direct Li
201. ooter will be shown once for each report The format can t be influenced by Report Designer In Print Dialog Box right click the mouse to choose Save as Excel file and select the appropriate folder to save the report 2 General Ledger Account Transaction Repor eca To Account 9010 From Account ma Format Landscape Landscape gt Modify Report Format Send Report by E Mail F12 Save as Excel file From Date 1 1 2012 To Date 31 1 2012 Figure 2 22 2 17 Save as Excel File Chapter Three General Files Management Chapter 3 General Files Management 3 1 3 2 There are many common files in the Application In which some files are very important In this chapter we will introduce some key points for these common files Company Information The content of Company Information includes user s basic information company name address telephone number BR number fax number etc All fields in this file are not necessary to fill in However company name will be shown at almost all reports Thus company name should be filled in It is easy to handle Company Information It is only to fill the data in certain fields and press OK to save the data r D Company Information arma Company Information Company Logo English Company Name Chinese Company Name Glorious Technology Co Ltd Demo EEH ARES Bl CTAB English Address Chinese A
202. otal quantities in large unit and small unit of all items It is automatically calculated by the Application It is the total amount of this Delivery Note It is automatically calculated by the Application It is for user to input supplementary information It is to record Purchase Order No It is to record the salesman responsible to this Delivery Note Vehicle Licence No It is to record the vehicle responsible to this Delivery Note Ship Via Remark To record the delivery method for the goods User can input detail description here for each Delivery Note 15 3 GTC Business Applications for SME 15 3 Revision Modified Date Modified By The times of this record modified 0 will be marked for this record saved in first time The Application will automatically add 1 for each modification The Application will automatically update the latest modified time of this record The Application will automatically update the latest modified user name of this record Other Functions Print Modify Format Under Browse mode press the right key of the mouse to call functions menu The first function is to print Delivery Note User can press F10 to call dialog box for printing or preview Press F8 or right key of the mouse on Print Dialog Box to call Report Designer User should select the desired format before Report Designer executed Search records by incremental searching method To search a recor
203. otation Entry interface The interface divides into three pages Main Delivery Information and Remark Main Main page includes three parts header details and footer Header Header includes major content of a quotation Most of the contents can be selected from the existing files If no suitable record can be selected or to input a new record user can call the interface of maintenance files to add a new record by pressing F6 on the appropriate fields such as Customer Code Currency or Sold By etc To close the interface just by pressing Exit and the current record will be copied to this quotation Field description Quotation No Quotation number contains 20 digits or characters and is automatically incremental The Application will firstly read the digit part of Quotation Number in System Number to check whether the number was used If not this number will be used as a Quotation Number Otherwise the Application will add one to this number Note Quotation Number should be unique to other System Number To change next Quotation Number you should go to System Numbers File under Maintenance menu Date This field is the date to issue a quotation and will be automatically filled in as current date To amend just by input directly or use the mouse to double click the button with triangle in this field to call a calendar to choose a desired date The format is according to the date format of MS Windows To change the format please
204. ote and send notice to vendors Bank Reconciliation It is to reconcile the transactions of bank accounts I GTC Accounting System Enhanced Edition Reports Graphs Maintenance Utilities Help Transfer Voucher Entry Income Voucher Entry Expenses Voucher Entry Debit Note Entry Credit Note Entry Bank Reconciliation Account Receivable Payment Entry Account Payable Payment Entry Languages Set Default Language English Traditional Chinese Simplified Chinese Ctrl F2 Login as Other User Exit Figure 2 2 Main menu of GAS A R Payment Entry It is to record the payment of individual invoice and to settle A R The information is useful to prepare monthly statement to customer and for A R analysis 2 4 Chapter Two Functions and Operations A P Payment Entry It is to record the payment of vendor invoice and to settle A P Main Menu of GTC Invoicing System including The functions include Sales Invoice Entry Sales Return Entry Vendor Invoice Entry Purchase Return Entry Delivery Note Entry Packing List Entry Pickup List Entry Stock Transfer Note Entry Stock Adjustment Entry A R Payment Entry A P Payment Entry Language Set Default Language Login as Other User and Exit Sales Invoice Entry To Browse Add Edit and Delete a sales invoice Sales Return Entry To handle sales return from customer Sales Invoice Return Entry To handle the large volume of the delive
205. ount Details It is the exchange rate between the selected currency and local currency To change it just by input the new rate directly To change the exchange rate permanently please go to Currency File User can input the amount in this field Each voucher can contain many items include Account Code Account Name Currency Rate Debit Job Code Enhanced Edition only and Remark It can be saved only debit and credit is balance Account Code Account Name It can be input by user directly or to select existing records from put down menu The most similar account code matched with input information will be shown Account Name is automatically filled in when Account Code has been selected Account Name cannot be altered in here Job Code Enhanced Edition only Job Code for debit side B Expenses Voucher Entry Ste Voucher No Date Period Ref No Cheque No Job Code Evo01 E 6 1 2012 201201 X Account Code Currency Rate Credit Amount 1020 10 20 BOC Current Account HKD 1 0000 6 000 00 Account Code Account Name Currency Rate Debit 6010 Advertising Fee HKD 1 0000 3 000 00 6020 Telecommunication HKD 1 0000 1 800 00 gt 6030 Postage and Stamps HKD 1 0000 1 200 00 Remark Total Debit 6 000 00 Balance 0 00 Revision 0 Modified Date 6 1 2012 16 25 11 Modified By SUPERVISOR marap amp ri a af iL z Print Search Edit Delete Exit L Figure 6 1 Expense Voucher Entry
206. pplication will be shown User can Add Edit or Delete chart of account according to your company Field Description Account Code Short name for accounts with maximum 20 characters English Account Name English name for the account with maximum 60 characters Chinese Account Name Chinese Name for the account with maximum 60 Chinese characters Detail Account Detail Account is to record the transactions There is no sub account under the Detail Account If the account is used to record the transaction please mark v in this field The account not Detail Account can have sub account but cannot be used to record the transactions Level The level for all accounts The 1 level is the highest level and the 4 level is the lowest level Up Level Account To assign a higher level account relative to this current account You should assign the up level account to all accounts unless this current account is the 1 level The account type for this current account should be the same as up level account 3 3 GTC Business Applications for SME 3 4 2 Chart of Account File lela je Basic Information Budget Information Account Code 1010 Petty Cash v Detail Account Account Type English Account Name Chinese Account Name E SARE Level Upper Level Account Currency Category Opening Balance Current Balance Current Assets X 0 00 0 00 Remark
207. price for a small unit Selling Price Quantity Discount Rate The Application supports up to 4 levels accumulated discounts for each stock User can input either discount rate or discount unit price for a stock For example 2 off for over 10 pieces 5 off for over 20 pieces 10 off for over 50 pieces 15 off for over 100 pieces or discount unit price at 10 for over 10 pieces 9 for over 20 pieces 7 for over 50 pieces 5 for over 100 pieces Note 1 If this quantity discount rate has been input in the Stock File last selling price will not be displayed when an invoice issued Note 2 Discount rate will be applied by the Application if both discount rate and discount unit price are input Qty 1 Disc 1 First quantity discount Qty 2 Disc 2 Second quantity discount Qty 3 Disc 3 Third quantity discount Qty 4 Disc 4 Fourth quantity discount 3 30 Taxable Chapter Three General Files Management If there is a sales tax on this stock please mark Vv Selling Price r wa Stock File rex Basic Informatio Purchase Information Qty of Warehouse lite i a A EDC002 Digital Camera EPSON PhotoPC 850z Ele Currency Large Unit Price Small Unit Price Maximum Price Minimum Price H Search HKD 0 00 6 200 00 7 200 00 5 300 00 HKD 0 00 6 200 00 7 200 00 5 300 00 Add hirsas Selling Price Quantity Discount Rate Qty 1 Disc 1 Qty2 Disc 2 Qty3 Disc 3 Qty4 Disc 4 0 0 00 0 0 00 0 0 00
208. r Status Report by Stock Delivery Date Outstanding Sales Order List by Stock Outstanding Sales Order List by Customer Outstanding Sales Order List by Salesman Reports menu of GOS All system files are under File Maintenance menu Before input any transactions you should finish these system files Chart of Account File Customer File Vendor File Class File Employee File Currency File Payment Methods File Payment Terms File Remark File Job File Credit Status File District File System Numbers File User Security Maintenance User Log Control System Setup Control Accounts Accounting Period Company Information Figure 2 8 File Maintenance of GAS Utilities Help Customer File Vendor File Stock File Customer Stock Code Name File Vendor Stock Code Name File Stock Selling Price gt Warehouse File Class File Employee File Currency File Payment Methods File Payment Terms File Remark File Job File Credit Status File Ship Via File District File Unit of Measure File Brands File System Numbers File Tax File Customer Stock Last Price File Vendor Stock Last Price File User Security Maintenance User Log Control System Setup Company Information Figure 2 9 File Maintenance of GIS amp GOS 2 9 GTC Business Applications for SME 2 4 4 Utilities menu Backup Data Restore Data It is to compress the data to the target directory which can be floppy diskette hard disk CD RW or ZIP driv
209. r quantity User can set decimal point maximum to 4 points for unit price or 5 points for quantity in System Setup Select the stocks from sales history User can select the stocks from sales history Please refer to the steps i Press Add to create a new invoice ii Select a designated customer 10 6 Chapter Ten Sales Invoice Entry iii Press F7 to call Stock Last Unit Price file of this designated customer iv Press Shift to select multiple contiguous records with the mouse or press Ctrl to select multiple records one by one with the mouse v Press OK the selected stocks will be added to the current transaction by selecting order The default quantity is 1 10 7 Chapter Eleven Sales Return Entry Chapter 11 Sales Return Entry GIS 11 1 1 Under main menu use the mouse to choose Sales Return Entry or press AIt S R to Sales Return Entry interface The interface divides into three pages Main Delivery Information and Remark Main Main page includes three parts header detail and footer Header Header includes major content of a Sales Return Most of the contents can be selected from the existing files If no suitable record can be selected or to input a new record user can call the interface of maintenance files to add a new record by pressing F6 on the appropriate fields such as Customer Code Currency or Sold By etc To close the interface just by pressing Exit and the current record will be copied
210. ransactions for the period The balance of the bank statement It equals to Account Balance minus Un presented Amount To print Bank Reconciliation user can just press Print button Default size is standard letter size To amend the size or content user can press F8 or right key of the mouse on Print Dialog Box to call Report Designer E Bank Reconciliation aa gt From Date 1 1 2012 To Date 31 1 2012 Account Code 1020 10 10 Bia m Previes Print Exit Hong Kong Bank Current Account Checked Date Voucher No Cheque No Amount Currency Rate Original Amount Reme gt 6 1 2012 1v001 5 000 00 HKD 1 0000 5 000 00 6 1 2012 v002 5 000 00 HKD 1 0000 5 000 00 E 25 1 2012 CP019 15 204 00 HKD 1 0000 15 204 00 25 1 2012 Gvo19 500 00 HKD 1 0000 500 00 PCC 25 1 2012 Gv019 200 00 HKD 1 0000 200 00 Stam 25 1 2012 Gvo19 600 00 HKD 1 0000 600 00 Local 25 1 2012 Gvo019 1 500 00 HKD 1 0000 1 500 00 Rent 25 1 2012 Gvo19 500 00 HKD 1 0000 500 00 Manaj 25 1 2012 Gvo20 1 000 00 HKD 1 0000 1 000 00 FR 25 1 2012 GV020 1 000 00 HKD 1 0000 1 000 00 TEY 25 1 2012 GV020 14 000 00 HKD 1 0000 1 000 00 e E 25 1 2012 GV020 1 000 00 HKD 1 0000 1 000 00 25 1 2012 VP019 15 240 00 HKD 1 0000 15 240 00 25 1 2012 VP020 10 030 00 HKD 1 0000 10 030 00 Account Opening Current Period Account Balance Un presented Amt Bank Balance 243 413 70 7 366 00 250 779 70 7 366 00
211. ransactions in a specific Accounting Period by marking v in Active field shown in Figure 3 6 If no V in Active field any transactions in this Accounting Period cannot be Add Edit or Delete Control Accounts GAS To use with GTC Invoicing System and generate financial reports data linkage between accounts is important When Chart of Accounts has been set up user should classify the 3 6 3 6 1 Chapter Three General Files Management accounts into A R A P or Retained Earning etc The Chart of Accounts List can be different but data linkage between accounts is same If default Chart of Accounts is to be used there is no need to change the settings of Control Accounts Sales Related Accounts Product Sales Service Income WIP Sales Material Sales Other Stock Sales Remark Sales Freight Charges Other Charges Sales Deposit Sales Discount Sales Tax Sales account for the stock item classified as Product type in Stock File The sales of this stock item in Sales Invoice Entry will be credited to this account Sales account for the stock item classified as Service type in Stock File The sales of this stock item in Sales Invoice Entry will be credited to this account Sales account for the stock item classified as WIP type in Stock File The sales of this stock item in Sales Invoice Entry will be credited to this account Sales account for the stock item classified as Raw Material type in S
212. rd 1 5 or above is installed in Linux operating system the installer will generate a random SYSDBA password and store that in opt firebird SYSDBA password 1 1 GTC Business Applications for SME 1 2 1 3 v The permission of data folder for Read Write Add and Delete should be assigned to the service of Firebird Interbase For more information of Firebird Interbase please refer its user manual or the chapter of How to install Firebird in this manual Note Firebird Interbase both are not the product of GTC Technology Company Limited GTC Technology Company Limited and the distributors are not responsible for any warranty and support to Firebird Interbase The official web site of Firebird and Interbase is http www firebirdsql org and http Awww interbase com respectively Execute Installation Program Please shut down all running programs before GTC applications installed Put GTC applications CD into your CD ROM Figure 1 2 is displayed If Installation Program can t be automatically executed please click Start button to choose Run function Type D SETUP D is CD ROM in dialog box Of course you can also execute SETUP EXE in GTC applications CD by yourself Please don t insert USB Software Dog into your computer before Installation Program completed Type the name of a program folder document or Internet resource and Windows will open it for you Open D setup exe x Cancel Browse Figur
213. re co related When the percentage input discount amount will be automatically calculated Vise Versa This discount is calculated based on invoice total amount exclusive total discount 1 The freight charge related to this transaction Total discount 1 amp 2 are exclusive this amount All other charges about this transaction Total discount 1 amp 2 are exclusive this amount To record the paid amount to vendor It is automatically calculated It equals to invoice total amount plus freight charge and other charge minus total discount amp 2 and deposit It will be post to vendor s A P User can input detail description for each Vendor Invoice The content input in this field will be post to General Ledger Each line is up to 60 characters The times of this record modified 0 will be marked for this record saved in first time The Application will automatically add 1 for each modification The Application will automatically update the latest modified time of this record The Application will automatically update the latest modified user name of this record 13 4 13 3 Chapter Thirteen Vendor Invoice Entry Other Functions Print Modify Format Under Browse mode press the right key of the mouse to call functions menu The first function is to print Vendor Invoice User can press F10 to call dialog box for printing or preview Press F8 or right key of the mouse on Print Dialog Box to cal
214. reater than 0 If local currency be used the rate must equal to 1 The amount for debit side It must be greater than 0 The amount for debit side It must be greater than 0 Note the total amount of debit side must equal to the total amount of credit side for each voucher Invoice No must be provided if the transaction involved the accounts of AR or AP The date of the invoice It must be same as the voucher date The due date of the invoice Customer Vendor Code Invoice Amount Remark 1 amp 2 The customer or vendor for recording the invoice up to 20 digits or characters All customer or vendor code must be existed in Customer File or Vendor File Total amount of an invoice must greater than 0 It is detail supplementary information for each transaction up to 60 digits or characters Export Data to Other Company Location This function is to minimize the data traffic between head office and branches To execute the function date range and target directory should be given Only the data in 30 11 GTC Business Applications for SME the range of date will be exported Default target directory is sub directory of data directory For example if the data directory is c gtc gbs5Op data Professional Edition or c gtc gbs50i data Enhanced Edition and the current date is 3 the default target directory will be c gtc gbs5Op data 3 Professional Edition or c gtc gbs50i data 3 E
215. red invoices and the payment of these invoices daily Vendor Invoice Entry It is to input vendor invoices and to handle stock and A P Purchase Return Entry To handle purchase return to vendor Delivery Note Entry It is to handle the delivery of goods The content can be copied from sales invoice and modified partly by user Packing List Entry It is to input the information of a packing list Pickup List Entry To handle the consolidation of stocks for different invoices Stock Transfer Note Entry Enhanced Edition only It is to transfer the stock from one warehouse to another warehouse Stock Adjustment It is for user to adjust the quantity of individual stock This function can be used when the actual stock quantity is different from book balance caused by material loss stolen etc Stock Take Entry It is for user to input the stock take quantities of individual stock The System will compare with Stock On Hand quantities and adjust the quantities automatically It supports the importation of the text file generated from Data Collector A R Payment Entry It is to record the payment of individual invoice and to settle A R The information is useful to prepare monthly statement to customer and for A R analysis 2 5 GTC Business Applications for SME A P Payment Entry It is to record the payment of vendor invoice and to settle A P IE GTC Invoicing System Enhanced Edition Reports Graphs Maintenance Utilities Help
216. repared by It is to record the salesman responsible to this Debit Note The information is for the analysis of salesman s performance Debit Note Title It is to record the general information of this debit note up to 60 characters Payment Terms Itis the credit days for the customer The Application will calculate the payment date based on this credit days and customer s closing date please refer to Payment Terms File and Customer File If this field is blank the payment date will be same as the date of the Debit Note Payment Method It is to record the method of payment Job Code Enhanced Edition only Please select a job code for this transaction if applicable Details Each Debit Note can contain many items including service items or remarks input by the user It includes Account Name Remarks Description and Amount Account Code Account code for credit side It can be input by user directly or to select existing records from put down menu The most similar account code matched with input information will be shown Note If Account Code is input the amount must be input Otherwise the voucher cannot be saved Vise Versa Remarks It is for each credit item up to 20 characters Description It is detail description for each credit item up to 50 characters Amount Amount for each credit side Delete an item Press Ctrl Del to delete an item at cursor position 7 2 Chapter Seven Debit Note Entry
217. rint Under Browse mode press the right key of the mouse to call functions menu The first function is to print a voucher User can also press F10 or Print button to call dialog box for printing or preview Three formats A5 Landscape A4 Full Page Portrait and A4 Half Page Portrait can be selected To call the function of Modify Report Format press F8 in Print Dialog Box Search records by incremental searching method To search a record press the button beside the field of Voucher No Search records by advance searching method 5 3 GTC Business Applications for SME Press Search button or F4 to call Search Income Voucher Most of the fields can be selected for advance searching Copy User can copy the content of the existing voucher to a new voucher by pressing right key of the mouse to call functions menu for copying 5 4 Chapter Six Expense Voucher Entry Chapter 6 Expense Voucher Entry GAS 6 1 Under main menu use the mouse to choose Expense Voucher Entry or press Alt S E to Expense Voucher Entry interface The interface divides into three parts header details and footer Header Header includes major content of an expense voucher e g Voucher No Date Period Ref No Cheque No Job Code Enhanced Edition only Account Code Currency Rate Credit Account and Remark Voucher No Voucher number contains 20 digits or characters and is automatically incremental The Application will firstly re
218. s records with the mouse while the Shift key is pressed and to select multiple records one by one with the mouse while the Ctrl key is pressed The selected stocks will be added to the current transaction by selecting order The default quantity is 1 The Last Purchase Price or Standard Price by order will be used as the unit price Update Vendor Stock Last Price User can decide to update Vendor Stock Last Price by the Application or not Please mark v to enable this function The Application will not update the Vendor Stock Last Price after a purchase order or a vendor invoice is issued User can update the price in Vendor Stock Last Price File Search by Vendor s Stock Code User can search the stock by vendor s stock code Please mark W to enable this function User should set up the information in Vendor Stock Code Name File Stock Browse Order There are 4 options Last Selected Order Stock Code English Stock Name and Chinese Stock Name The setting here will be used for searching a stock in all sales transactions 3 18 2 3 Display Format Stock Unit Price Default decimal point for stock unit price is 2 User can set decimal point maximum to 4 points for stock unit price Please select the desired one by pressing the downward arrow Stock Quantity Default decimal point for stock quantity is 0 User can set decimal point maximum to 5 points for stock quantity Please select the desired one by pressing the
219. s company Telephone number for the main contact person Telephone number of the company Fax number of the company The name of contact person of accounting department Tel No for the contact person of accounting department Tel No of accounting department Fax number of accounting department The name of contact person of sales department Tel No for the contact person of sales department Tel No of sales department Fax number of sales department E mail address for company or main contact person For example our company s customer support E mail address is support gtcl com hk Web Site It is to record customer s company web site Our company s web site is http www gtcl com hk Selling Information 3 15 GTC Business Applications for SME Payment Term To record the payment terms of a customer The due date will be automatically calculated when an invoice issued Of course the due date can be altered when an invoice issued Payment Method The payment method is usually used by the customer It will automatically be filled in when an invoice issued and can be altered Stock Price Group It is for user to select the price group applied to this customer Credit Status A R Account Salesman To classify the credit status of a customer User can set different A R accounts to different customers Only the account with A R category in Chart of Accounts will be displayed here The responsible
220. s for the IP address that the server is broadcasting TCP IP protocol is recommended to be used Database File Path The path for database file It should be the directory in the computer with Firebird Interbase server installed For example the database file will be in the directory of the computer with Firebird Interbase server installed is c gtc gbsS5Op data Professional Edition or c gtc gbs50i data Enhanced Edition Thus the database file path should be filled with c gtc gbs5Op data Professional Edition or c gtc gbs501 data Enhanced Edition All database files should be in same directory with different file names For example the file name for ABC Company is abc fdb or for demo company is demo fdb These two database files both are in c gtc gbs5Op data Professional Edition or c gtc gbs5Oi data Enhanced Edition The authority of database server to read add edit and delete in database file directory should be assigned in this directory User Name Password Test Connect It is for Firebird Interbase The default user name and password of Firebird Interbase s administrator account SYSDBA and masterkey respectively will be used The fields of user name and password is hidden Press F5 to disclose or hidden the fields It is to test whether GTC Applications connects with Firebird Interbase server and check whether the database file exists If the connection is OK but the database file doesn t ex
221. shown for the authorized user to confirm this record Ignore is selected the Application will not conduct the comparison Over Vendor Credit Limit Prohibit and Warning are selected the Application will check whether the vendor s outstanding balance is over the vendor s credit limit The unauthorized user can t save this record whilst a warning message will be shown for the authorized user to confirm this record Ignore is selected the Application will not conduct the comparison Over Maximum Selling Price Prohibit and Warning are selected the Application will check whether the unit price is over the maximum price set in Stock File The unauthorized user can t save this record whilst a warning message will be shown for he authorized user to confirm this record Ignore is selected the Application will not conduct the comparison Over minimum Selling Price Prohibit and Warning are selected the Application will check whether the unit price is over the minimum price set in Stock File The unauthorized user can t save this record whilst a warning message will be shown for he authorized user to confirm this record Ignore is selected the Application will not conduct the comparison Over Reorder Quantity Prohibit and Warning are selected the Application will check whether the quantities are over the reorder quantity set in Stock File The unauthorized user can t save this record whilst a warning message will
222. siness Applications for SME Enhanced Edition 5 0 Press the Next button to begin the installation or the Back button to reenter the installation information Figure 1 6 Ready to install Click Next button the Application will be automatically installed When the Application is successfully installed the following screen will be displayed Otherwise you should install once again GTC Business Applications for SME Enhanced Edition 5 0 has been successfully installed Press the Finish button to exit this installation Cancel Figure 1 7 Installation Completed Firebird Installation will be executed after GTC Applications installed Please choose Full installation of server and development tools if this computer will be also worked 1 5 GTC Business Applications for SME 1 4 1 4 1 1 4 2 as a role of database server Otherwise please choose Minimum client install no server no tools for this computer The detail procedures for installing Firebird Interbase please refer to the user manual of Firebird Interbase or the chapter of Firebird Installation in this manual Network Version Installation If GTC applications are used in local network please execute the Installation Program in each workstation Installation in server side a Execute GTC installation program in server b Select Yes to install the database program Firebird c Ifno message showed to install Firebird please
223. t The unit uses to measure stock s length width and height It will be used in Stock File and in the calculation of volume CBM CTF Measurement Type Two choices CBM or CTF are available Show Last Record in Transaction Please mark v to enable this function The last record will be shown in transaction entries Otherwise the first record will be shown Please note that it will take more time to loan the data if this function is enable with large volume data 3 18 2 1 Search Methods Sales Entry Interface Search Customer by Bar Code If this field be selected the Application will execute the search action until the user input search criteria and press Enter in Customer Code field of Sales Entry Interface There are hints if no matched records found Search Stock by Bar Code If this field be selected the Application will execute the search action until the user input search criteria and press Enter in Stock Code field of Sales Entry Interface There are hints if no matched records found Search Customer by The Application uses incremental searching method User can set the default field for searching the customer via customer code customer name or telephone number Multi Stock Selection User can select more than one stock in incremental searching lookup box When set to True this property allows the ability to select multiple contiguous records with the mouse while the Shift key is pressed and to select multiple recor
224. t is for user to input supplementary information It can be blank Details The items must select from the existing records of Stock File It includes Item Stock Code Description Quantity Unit Price and Amount Item It is to input the number for each item or other information Stock Code User can input the code directly or press the button beside the field to select the desired one from the existing records Description Stock name is automatically filled in when Stock Code has been selected 19 1 GTC Business Applications for SME 19 3 Quantity Unit Price Amount Delete an item Footer The interface for input quantity will automatically displayed when the cursor moved to this field Both large unit quantity and small unit quantity will be displayed in Quantity field if the stock has large unit and small unit Otherwise only small unit quantity field will be displayed for user input The unit for large unit or small unit can be altered here Small unit price will be filled in the field of unit price if only small unit quantity input Otherwise large unit price will be filled The unit price of a stock This amount is automatically calculated by the Application User cannot alter It equals to Quantity times Unit Price minus Discount Press Ctrl Del to delete an item at cursor position It includes Total Quantity and Total Amount Two figures are automatically calculated
225. taff Z Currency Payment Method Payment Term Credit Status Ship Via District Unit of Measure Customer Stock Last Price stile opine Vendor Stock Last Price Export all listed data Zero values Exports As Blank Customer Stock Code Name O Export selected records only Merge data in existing file Vendor Stock Code Name Stock Price Group Show Column Title Jl Exit Figure 30 10 Export data to other format file 30 12 1 File Name The files including Master Files and Transaction Files are displayed on the left hand side of the window Please select one of these files by using mouse to export All detail contents of the selected file will be displayed on the right hand side of the window Content Area GTC Applications allow the user to export designated records Please refer to Query Condition 30 12 2 Query Condition After the file has been selected the criteria for selecting the records to be exported will be displayed The criteria can be customer code stock code date range or transaction numbers etc Please choose the appropriate range and press Run The result will be shown in Content Area 30 12 3 Export Options Export all listed data All records shown in Content Area will be exported To select designated records to be exported please refer to Query Condition Export selected records only User can select designated records in Content Area by pressi
226. tax and Default Tax 2 is country tax In U S A Default Tax 1 is state tax and Default Tax 2 is federal tax Default Tax 1 and 2 should be blank if there is no sales tax 3 11 GTC Business Applications for SME 3 8 3 9 Payment Terms File Code Short name for payment terms Chinese Description Detail description of a payment term in Chinese English Description Detail description of a payment term in English Credit Days Months It is to record the credit days When an invoice is issued the payment date will be automatically calculated by the Application based on these credit days and the Closing Date set in Customer File and Vendor File Unit Credit terms in days or months E Payment Terms File arme Code Credit Days Months Unit English Description a ry 120Days 120 Days 120 15Days 15 Days 15 30Days 30 Days 30 45Days 45 Days 45 60Days 60 Days 60 90Days 90 Days 90 4 New id Delete i Exit A Figure 3 12 Payment Terms File Payment Methods File Code Short name for payment method Chinese Description Detail description of a payment method in Chinese English Description Detail description of a payment method in English Account Code If there are deposits in a sales invoice the account code selected here will be used Otherwise A R Payment account selected in Control Accounts will be used 3 12 3 10 3 11 Chapter Three General Files Manag
227. te Vendor Opening Balance This function will delete all vendors opening balance invoices and set the opening balance amount to zero The invoices issued in current financial year will not be affected This function can t be reverted Please use this function carefully Delete Stock Opening This function will delete all stocks opening quantity The records in current financial year will not be affected This function can t be reverted Please use this function carefully Change Chart of Account Code To change the existing code to a new one just by selecting the old code inputting the new code and press Run All transactions related to the old one will be changed to the new one automatically This function will be rejected if the new code existing in Chart of Account File Change Customer Code To change the existing code to a new one just by selecting the old code inputting the new code and press Run All transactions related to the old one will be changed to the new one automatically This function will be rejected if the new code existing in Customer File Change Vendor Code To change the existing code to a new one just by selecting the old code inputting the new code and press Run All transactions related to the old one will be changed to the new one automatically This function will be rejected if the new code existing in Vendor File Change Stock Code 30 5 GTC Business Applications for SME To c
228. ted the Application including other modules This function will be executed only without anyone executed the Application simultaneously Moreover it is better to backup more than one copy Restore Data This function is used to restore the backup data to hard disk Please choose source drive or directory Press Start Restore button to restore data The Application will automatically search the backup file gbs4data zip from the designated drive and directory If backup diskettes are more than one please insert the diskettes by order The Application will automatically check whether anyone executed the Application including other modules before Restore Data function is executed Otherwise the function will not be executed Note This function will overwrite the data in target directory Please be careful If Restore procedure is stopped by force the data in hard disk may be damaged 30 2 30 3 30 4 30 4 1 Chapter Thirty Utilities ic Restore Data Sex Restore from rs Figure 30 2 Restore Data Adjust Closing Stock Value Physical Inventory method is used in GTC Accounting System User must count the actual quantities of all stocks on hand at the end of each financial period The closing stock value equals these quantities times unit price of all stocks Please input this value in the window of Adjust Closing Stock Value This value will be used to calculate the profit loss for e
229. tems press Ctrl Delete to delete the record at cursor position Ctrl E To change to English interface Ctrl B To change to traditional Chinese interface Ctrl S To change to simplified Chinese interface Send reports by e mail All reports in GTC Applications can be sent out to the designated person via e mail To call this function presses F12 in Print Dialog Box or right click the mouse in Print Dialog Box to choose Send Report by Mail The reports in JPG format will be created by GTC Applications and attached in the e mail The speed of this process depends on the size of the reports Progress bar will be displayed for reference 2 Profit and Loss Account Account Period 201201 X Account Level 1 SI Modify Report Format F8 Save as Excel file Figure 2 19 Print Dialog Box When the reports in JPG format created Figure 2 18 will be displayed Now you can key in recipient s address subject and message And then press Send to send out the mail 2 15 GTC Business Applications for SME Profit and Loss Account 1 Profit and Loss Account 1jpg 84 KB ail id Profit and Loss Account 3 HTML Heks 7 R aya ME B S228 t pop3 gtel com hk gi Figure 2 20 2 8 Export reports to Excel file There are 2 methods exporting reports to Excel file Print or Save As in GTC Applications The result is different 2 8 1 Print reports to Excel file Al
230. th triangle in this field to call a calendar to choose a desired date The format is according to the date format of MS Windows To change the format please go to Control panel of MS Windows BB Transfer Voucher Entry Ste Voucher No ___ Date Period Ref No GV019 E 25 1 2012 201201 Remark Account Code Description Currency Rate Debit Credit JA 6020 Telecommunication HKD 1 0000 500 00 0 00 1020 10 10 Hong Kong Bank Current Account HKD 1 0000 0 00 500 00 6030 Postage and Stamps HKD 1 0000 200 00 0 00 1020 10 10 Hong Kong Bank Current Account HKD 1 0000 0 00 200 00 6040 Local Travelling HKD 1 0000 600 00 0 00 1020 10 10 Hong Kong Bank Current Account HKD 1 0000 0 00 600 00 7200 Rental HKD 1 0000 1 500 00 0 00 1020 10 10 Hong Kong Bank Current Account HKD 1 0000 0 00 1 500 00 7230 Management HKD 1 0000 500 00 0 00 1020 10 10 Hong Kong Bank Current Account HKD 1 0000 0 00 500 00 3 300 00 3 300 00 Revision 2 Modified Date 5 1 2012 17 53 18 Modified By SUPERVISOR Balance 0 00 CEEE eae amp Bi a Eg JL kaci Print Search Edit Delete Save Exit Figure 4 1 Transfer Voucher Entry 4 1 GTC Business Applications for SME 4 2 Period Ref No Remark Details Accounting period is automatically set by the Application based on voucher date User cannot alter It is for user to input supplementary information This field contains up to 20 digits or characters It is to record the
231. this number Note Note Number should be unique to other System Number To change next Delivery Note Number you should go to System Numbers File under Maintenance menu This field is the date to issue a Delivery Note and will be automatically filled in as current date To amend just by input directly or use the mouse to double click the button with triangle in this field to call a calendar to choose a desired date The format is according to the date format of MS Windows To change the format please go to Control panel of MS Windows Press the field by the mouse to call dialog box for searching via customer code customer name or telephone number Warehouse Enhanced Edition only Invoice No Ship To Attn It is to record the warehouse which the products are out of It can be blank Invoice number relates to this Delivery Note This field will be filled as sales invoice number if this delivery note is copied from sales invoice User can input the delivery address directly or press the button beside the field to select the desired one from the existing records Contact person for this company 15 1 GTC Business Applications for SME Tel Fax It is customer s telephone number It is customer s fax number Payment Terms Itis to record the credit days E Delivery Note Entry eas Main Remark DNOO1 ia aly ive D N No E Date 9 1 2012 Status Active Cunency HKD Rate 1 0000 Custom
232. ting 3 18 3 FTP Server The Application supports the data exchange for different locations via FTP File Transfer Protocol server User can set up the settings to upload the data exported from the Application or download the data imported to the Application Before set up the settings please collect the following information a FTP Server Address it can be URL or IP address b User name and password of FTP Server c Upload Download Folder d The user of FTP Server must have the authority to create and delete in the folder a B System Setup elaks General Search Methods Display Format FTP Server Sales Memo Setup FTP Server Address Port ftp gtcl com hk 21 User Name Password ftpuser eeccccee Option Upload file to upload folder and using defaul file name X Upload Download Folder File Name httpdocs compnay14 upload zip Delete data file after download Download past 7 gt days data files Multi Data Files Download Information Sequence Location Download Path m fl Exit Figure 3 39 System Setup FTP Server 3 48 Chapter Three General Files Management 3 18 4 Sales Memo Setup This page will be displayed only when GTC Retailing System installed Store Warehouse The code for this store or warehouse Enhanced Edition only Till I D I D code for this stand Default Salesman The salesman usually responses to issue Sales Memo and will be filled in Salesman fi
233. ting records Stock name is automatically filled in when Stock Code has been selected User can modify stock name directly However the modified stock name is just for this record For non stock item input user can input the name in here The interface for input quantity will automatically displayed when the cursor moved to this field Both large unit quantity and small unit quantity will be displayed in Quantity field if the stock has large unit and small unit Otherwise only small unit quantity field will be displayed for user input The unit for large unit or small unit can be altered here Small unit price will be filled in the field of unit price if only small unit quantity input Otherwise large unit price will be filled The Application will check whether the stock has been sold If yes last selling price and standard unit price will be displayed You just choose the desired one Whatever you chose this price will be the last selling price for next sales This discount is defaulted as percentage Thus please just input the digit This amount is automatically calculated by the Application User cannot amend It equals to Quantity times Unit Price minus Discount Press F5 in Detail section of a sales order to call an interface to input detail information for a stock or an item The information includes Stock Unit Cost Price and detail remark The information can t be edited under Browse mode The authority to browse or ed
234. tion Quantity Unit Price Discount and Amount Item Stock Code Description It is to input the number for each item or other information User can input the code directly or press the button beside the field to select the desired one from the existing records Stock name is automatically filled in when Stock Code has been selected User can modify stock name directly However the 11 2 Chapter Eleven Sales Return Entry modified stock name is just for this record For non stock item input user can input the name in here Bg Sales Return Entry CEES Main Delivery Information Remark Invoice No SR001 M Date 6 1 2012 Customer Code M001 Ching Mee Metal Works Room 4 10 F Hung To Industrial Building 80 Hung To Road Kwun Tong Kowloon Hong Kong Contact Mr Chak Wai Lam Tel No 23414583 Sold By Payment Terms Peter COD Cash tem Stock Code 1 EDc001 gt EDC002 Tax1 0 00 Tax2 0 00 amp m Print Search Karn eeeg Payment Method Stock Name Description Digital Camera EPSON PhotoPC 3000z Digital Camera EPSON PhotoPC 850z Currency HKD Ref No P O No Warehouse WH001 Ship Via Quantity Unit Price Discount Amount Iset 5 500 00 0 00 set 6 200 00 0 00 0 00 Freight Charge 0 00 Deposit 0 00 Others Charge 0 00 Balance a A Add Edit Delete 1 0000 5 500 00 6 200 00 0 00 11 700 00 E Quantity Unit Price
235. tly read the digit part of Debit Note Number in System Number to check whether the number was used If not this number will be used as a Debit Note Number Otherwise the Application will add one to this number Note Note Number should be unique to other System Number To change next Debit Note Number you should go to System Numbers File under Maintenance menu This field is the date to issue a Debit Note and will be automatically filled in as current date To amend just by input directly or use the mouse to double click the button with triangle in this field to call a calendar to choose a desired date The format is according to the date format of MS Windows To change the format please go to Control panel of MS Windows Press the button beside the field by the mouse to call the dialog box for searching via customer code customer name or telephone number Contact person for this company The currency will be filled as the selected customer s default currency It can be altered If the currency changed the exchange rate will be changed respectively 7 1 GTC Business Applications for SME Rate It is the exchange rate between the selected currency and local currency To change it just by input the new rate directly To change the exchange rate permanently please go to Currency File Ref No It is for user to input supplementary information It can be customer s sales order number or company s purchase order number P
236. to choose Cancel Cheque Returned function After that the reverse entries are cancelled The status can t be cancelled if the invoices in this entry had been settled in another payment transaction and the payment amount exceeds the invoice s balance 21 3 Chapter 22 22 1 Chapter Twenty Two Account Payable Payment Entry Account Payable Payment Entry GAS amp GIS Account Payable Payment Entry is designed for inputting vendor invoice payment It doesn t involve accounting knowledge The interface is friendly and simple The interface divides into two parts voucher header and contents Voucher Header Journal No Date Currency Rate Ref No Cheque No Vendor Code Vendor Name Remark Cheque No Journal number is up to 20 characters It must be unique It is to record the date of transaction and will be automatically filled in as current date To amend just by input directly or use the mouse to double click the button with triangle in this field to call a calendar to choose a desired date The currency will be filled as local currency It can be altered It is the exchange rate between the selected currency and local currency To change it just by input the new rate directly To change the exchange rate permanently please go to Currency File It is for user to input supplementary information up to 20 digits or characters Cheque number of payment to vendor Use the mouse to press this fie
237. to customers will be recorded to here In A R Payment Entry user can settle the customer payment by different payment methods Thus Account Code in Payment Method File should be selected appropriately If the account code not selected in Payment Method File this account will be used Purchase Related Accounts Product Purchase Service Purchase WIP Purchase Material Purchase Other Stock Purchase Purchase account for the stock item classified as Product type in Stock File The purchase of this stock item in Vendor Invoice Entry will be debited to this account Purchase account for the stock item classified as Service type in Stock File The purchase of this stock item in Vendor Invoice Entry will be debited to this account Purchase account for the stock item classified as WIP type in Stock File The purchase of this stock item in Vendor Invoice Entry will be debited to this account Purchase account for the stock item classified as Raw Material type in Stock File The purchase of this stock item in Vendor Invoice Entry will be debited to this account Purchase account for the stock item classified as Other type in Stock File The purchase of this stock item in Vendor Invoice Entry will be debited to this account 3 8 Remark Purchase Freight Cost Other Cost Purchase Deposit Purchase Discount Purchase Tax Chapter Three General Files Management Default purchase account for non stock item purchase If
238. to the Sales Deposit account marked in Control Accounts 10 2 10 1 2 Chapter Ten Sales Invoice Entry Job Code Enhanced Edition only Ship Via Detail Please select a job code for this transaction if applicable To record the delivery method for the goods Each invoice can contain many items including service items or remarks input by the user It includes Item Stock Code Description Quantity Unit Price Discount and Amount Item Stock Code Description Quantity Unit Price Discount Amount Item Remark It is to input the number for each item or other information User can input the code directly or press the button beside the field to select the existing records Stock name is automatically filled in when Stock Code has been selected User can modify stock name directly However the modified stock name is just for this record For non stock item input user can input the name in here The interface for input quantity will automatically displayed when the cursor moved to this field Both large unit quantity and small unit quantity will be displayed in Quantity field if the stock has large unit and small unit Otherwise only small unit quantity field will be displayed for user input The unit for large unit or small unit can be altered here Small unit price will be filled in the field of unit price if only small unit quantity input Otherwise large unit price will be filled The Application
239. tock File The sales of this stock item in Sales Invoice Entry will be credited to this account Sales account for the stock item classified as Other type in Stock File The sales of this stock item in Sales Invoice Entry will be credited to this account Sales account for non stock item sales If an item without stock code in Sales Invoice Entry the sales for this item will be classified as Remark Sales and be credited to this account Freight Charges input in a sales invoice will be credited into this account Other Charges input in a sales invoice will be credited into this account Deposits of a sales invoice will be debited to this account Total discount 1 amp 2 of a sales invoice will be debited to this account Sales tax of a sales invoice will be recorded to this account GTC Business Applications for SME 3 6 2 i5 Control Accounts Product Sales 4000 Other Charges 4200 Service Income 4000 X Sales Deposit 1050 X WIP Sales 4000 X Sales Discount 4006 X Material Sales 4000 X Sales Tax 2600 X Other Stock Sales 4000 Mg Default Sales Return 4005 X Remark Sales 4200 Mg Account Receivable 1500 X Freight Charges 4200 X AJR Payment 1020 10 10 X Modified Date 4 1 2012 15 07 38 Modified By SUPERVISOR Figure 3 7 Default Sales Return Account Receivable A R Payment Control Accounts Sales Related Account Default account for Sales Return All transactions related
240. tup Current Balance Total amounts due to this vendor including opening balance Tax ID No Vendor s Tax ID No Taxable If the purchase tax is paid by the vendor please mark v in this field Contact History This page is to record all contact information related to a vendor 15 months contact information is shown one year before the current day and 90 days after the current day To view or edit the information please use mouse to double click the field of content r i T Vendor File Erem Contact Information Purchase Information Contact History Transaction Remark CM0011 Carmen Hong Kong Co Ltd ma Date from 4 1 2011 to 3 4 2012 New Delete f Search Date Time Content Contact Pers s aad Bedi Delete m Figure 3 23 Vendors Contact History Transaction 3 24 Chapter Three General Files Management All invoices with outstanding balance related to this vendor will be displayed for browsing purpose A Vendor File Contact Information Purchase Information Contact History CM0011 Carmen Hong Kong Co Ltd Invoice No Date Cur Total Amount Paid Balance gt v1027 20 12 2011 HKD 4 950 00 0 00 4 950 00 vV107001 14 3 2008 HKD 17 970 00 0 00 17 970 00 Save A Figure 3 24 Vendors outstanding invoices Remark Remark It is for user to input the supplementary information for a vendor
241. unt Item Stock Code Description Quantity Unit Price Discount Amount Item Remark It is to input the number for each item or other information User can input the code directly or press the button beside the field to select the desired one from the existing records Stock name is automatically filled in when Stock Code has been selected User can modify stock name directly However the modified stock name is just for this record For non stock item input user can input the name in here The interface for input quantity will automatically displayed when the cursor moved to this field Both large unit quantity and small unit quantity will be displayed in Quantity field if the stock has large unit and small unit Otherwise only small unit quantity field will be displayed for user input The unit for large unit or small unit can be altered here Small unit price will be filled in the field of unit price if only small unit quantity input Otherwise large unit price will be filled The Application will check whether the stock has been bought If yes last purchase price will be filled in this field Otherwise the standard purchase price in Stock File will be used This discount is defaulted as percentage Thus please just input the digit This amount is automatically calculated by the Application User cannot amend It equals to Quantity times Unit Price minus Discount Press F5 in Detail section of an invoice to
242. urn Delivery Information Invoice Remark User can input detail description for each Sales Return Journal Remark The content input in this field will be post to General Ledger Each line is up to 60 characters Revision The times of this record modified 0 will be marked for this record saved in first time The Application will automatically add 1 for each modification Modified Date The Application will automatically update the latest modified time of this record Modified By The Application will automatically update the latest modified user name of this record 11 5 GTC Business Applications for SME 11 5 Other Functions Print Modify Format Under Browse mode press the right key of the mouse to call functions menu The first function is to print Sales Return User can press F10 to call dialog box for printing or preview Press F8 or right key of the mouse on Print Dialog Box to call Report Designer User should select the desired format before Report Designer executed Search records by incremental searching method To search a record press the button beside the field of Invoice No Search records by advance searching method Copy Press Search button or F4 to call Search Sales Return Most of the fields can be selected for advance searching User can copy the content of the existing Sales Return to a new Sales Return by pressing right key of the mouse to call functions menu for cop
243. urrency HKD M001 fe Ching Mee Metal Works eg Attn Mr Chak Wai Lam Invoice No Room 4 10 F Hung To Industrial Building Tel 23414583 Ref No 80 Hung To Road Kwun Tong Fax 23431731 PO No Kowloon Hong Kong Salesman Marks Carton No No of CTN Qty Per CTN Stock Code Stock Name Description Quantity Qty Unit G W NW W Unit L4 1 1 00 1 00 EDC001 Digital Camera EPSON PhotoPC 30 1 set 10 00 8 00 KG gt 26 5 00 1 00 EDC002 Digital Camera EPSON PhotoPC 85 5 set 10 00 8 00 KG Total Measurement 0 01 CM y CBM Total Carton 6 00 Total Quantity 6 00 Total Weight 60 00 48 00 KG F F SE a Add E EA a Figure 16 1 Packing List Entry 16 1 2 Details Each Packing List can contain many items including stocks service items or remarks input by the user It includes Marks Carton No No of CTN Qty per CTN Stock Code Stock Name Description Quantity Qty Unit G W N W W Unit Length Width Height and CBM CFT Marks It is to input the number for each item or other information Carton No It is to input the information of carton number No of CTN It is to input the total numbers of cartons Qty per CTN It is to input the quantity of each canton 16 2 16 1 3 Stock Code Description Quantity Qty Unit G W N W W Unit Chapter Sixteen Packing List Entry User can input the code directly or press the button beside the field to select the desired one from the existing records Stock name is a
244. uted To search a designated Stock Transfer Note press the button beside the field of Note No or press the right key of the mouse to call functions menu for searching Press Search to call the function of Advance Search by selecting different data fields for searching 18 3 Chapter Nineteen Stock Adjustment Chapter 19 Stock Adjustment GIS GOS amp GRS 19 1 19 2 Under main menu use the mouse to choose Stock Adjustment Entry or press Alt S A to Stock Adjustment Entry interface Header Field Description Bill No It is up to 20 characters It must be unique Date It is to record the date of transaction and will be automatically filled in as current date To amend just by input directly or use the mouse to double click the button with triangle in this field to call a calendar to choose a desired date Warehouse Enhanced Edition only Please select the stock of the warehouse to be adjusted Description It is for user to describe the reason of this stock adjustment Currency The currency will be filled as local currency It can be altered Rate It is the exchange rate between the selected currency and local currency To change it just by input the new rate directly To change the exchange rate permanently please go to Currency File Job Code Enhanced Edition only Please select the job related to this stock adjustment Prepared by It is to record the responsible staff for this stock adjustment Ref No I
245. utomatically filled in when Stock Code has been selected User can modify stock name directly However the modified stock name is just for this record For non stock item input user can input the name in here It is equal to No of CTN times Qty per CTN or input by the user The unit of the quantity It can be selected from the existing records or directly input by the user Gross weight for the selected stock It is automatically filled when the stock selected or directly input by the user Net weight for the selected stock It is automatically filled when the stock selected or directly input by the user The unit of the weight Length Width Height It is automatically filled when the stock selected or directly CBM CFT Item Remark Delete an item input by the user The figures are used for the calculation of CBM It is automatically calculated by the Application Press F5 in Detail section of a delivery note to call an interface to input detail information for a stock or an item The information can be edited under Browse mode Press Ctrl Del to delete an item at cursor position Footer Total Carton The figure is calculated by the Application automatically The unit of the carton can be input by the user or selected from the existing records Total Quantity The figure is calculated by the Application automatically The unit of the quantity can be input by the user or selected from the existing records Total
246. will check whether the stock has been sold If yes last selling price and standard unit price will be displayed Please choose the desired one Whatever you chose this price will be the last selling price for next sales This discount is defaulted as percentage Thus please just input the digit This amount is automatically calculated by the Application User cannot amend It equals to Quantity times Unit Price minus Discount Press F5 in Detail section of an invoice to call an interface to input detail information for a stock or an item The information includes Stock Unit Cost Price Order No and detail remark The information can t be edited under Browse mode The authority to browse or edit Stock Unit Cost Price can be set in User Security Maintenance 10 3 GTC Business Applications for SME 10 1 3 10 2 Delete an item Footer Press Ctrl Del to delete an item at cursor position Footer includes Tax 1 amp 2 Total Discount amp 2 Freight Charge Other Charge Deposit and Balance Tax 1 amp 2 Total Disc 1 Total Disc 2 Freight Charge Other Charge Deposit Balance Sales Tax is automatically calculated by the Application based on default formula set by user Please refer to Tax File This discount is calculated based on invoice total amount User can just input the percentage or discount amount in relative field These two fields are co related When the percentage input discount amou
247. word on Log On interface Change Password interface will be shown after you have successfully log on Old password should be key in the field of Old Password New password should be key in the field of New Password and Verify 3 39 GTC Business Applications for SME i On Bit hk amp Doren SYSTEM ED EDITION User Name SUPERVISOR Password X Cancel E Change Password Languages English Figure 3 35 Log On 3 17 2 Add or Delete a user To execute User Security and press New User button new user name and password are requested to input After that all functions are shown If the user is allowed perform the function please use the mouse to double click the functions a User Security Maintenance bea User New User Delete User SL Exit Functions Reports Graphics System Policies Functions gt Sales Invoice Entry Sales Return Entry Sales Invoice Return Entry Vendor Invoice Entry Purchase Return Entry Stock Adjustment Entry Stock Transfer Note Entry Stock Take Entry Delivery Note Entry Packing List Entry Pickup List Entry Account Receivable Payment Entry Account Payable Payment Entry Customer File Vendor File Stock File Customer Stock Code Name File Vendor Stock Code Name File Stock Price Group Read New Edit Delete Approve v v v v v v S S 385 8 m
248. xecuted the Application simultaneously After Backup function is chosen figure 23 1 will be displayed User should choose target drive and sub directory and press Start Backup button to start If there is a lot of data to backup more than one diskette will be requested Please put the backup data diskettes at safe place with right label Start Press Start to start Before backup data the disk should be formatted Note all files in the diskette will be overwritten Exit To exit Backup Screen To use this function please note 1 Only the drive and the directory supported by your MS Windows can be chosen If you can not choose the desired drive or directory please check the settings of MS Windows 2 If target drive is CD RW you should have an appropriate application so that CD RW can be written directly For example Direct CD of EasyCD Creator or In CD of Nero 30 1 GTC Business Applications for SME 30 2 U You should insert the disk before the drive chose 4 Iftarget drive is hard disk please select one hard disk other than the exiting one Otherwise if there is any damage on the existing hard disk the data and the backup data will be lost simultaneously 5 The file name of backup data is gbsSdata zip r SI Backup Data Backup To CA Fa Ez Ghee Figure 30 1 Backup Data Note Before backup data the Application will automatically check whether another user execu
249. y data which can be accessed automatically by other workstations please refer to following steps a Share a folder for public in server e g gtcmcom Please share the security permission of this folder to Read Write Add and Delete b Map the shared folder as local drive in client side computer e g Z 1 6 1 5 1 5 1 1 5 2 Chapter One Installation c Find and execute gcfg exe in GTC installation folder Default folder is c gtc gbs50p Professional Edition or c gtc gbs501 Enhanced Edition d Input the name set in b e g Z in Multi Company Data Path of Local Configuration Tools Or input ServerName gtcmcom to replace the method b e Press Save and Exit when finished Software Dog installation In the package there is a hardware protection device Software Dog that shall be inserted into USB port Otherwise it will be treated as a trial version The trial version is just same as released version except there is a limitation up to 100 records Thus if trial version had been installed there is no need to install the Application again provided that the version is same and Software Dog is installed Installation Steps a Install GTC applications firstly b Insert Software Dog into USB port of the computer Operating System will install Software Dog Driver automatically During the process you may be asked to press OK button If there is a problem please search a file named MicroDogInstdrv
250. y order Or user can select the 21 1 GTC Business Applications for SME invoices to be paid the Application will calculate the total payment amount automatically Exchange Difference It is the total exchange difference of all invoices in this voucher It is calculated by the Application automatically i Account Receivable Payment Entry eo Joumal No __ Date Currency Rate Ref No cP020 25 1 2012 HKD 1 0000 Customer Code 001 fe Leo Systems H K Co Ltd Cheuge No Remark Payment Method HSBSA lt Total Payment 5 000 00 Total Discount 0 00 Revision 0 Modified Date 5 4 2008 16 34 38 Modified By SUPERVISOR Exchange Difference HKD 0 00 Invoice No Cur Rate Invoice Amt Paid Payment Exch Diff Discount Payment Total Payment gt s1029 HKD 1 00 10 398 70 0 00 5 000 00 0 00 0 00 5 000 00 5 000 00 Figure 21 1 Account Receivable Payment Entry 21 2 Contents Invoice No All unpaid invoices for the selected customer will be displayed in here Please choose one to make payment Currency The currency related to the selected invoice will be displayed here It cannot be modified Rate The currency rate related to the selected invoice will be displayed here It cannot be modified Total Amount This amount is total invoice amount of the selected invoice Paid All paid amounts include deposits based on the selected invoice s currency Payment It is the total amount including this
251. ying Decimal Point for unit price or quantity User can set decimal point maximum to 4 points for unit price or 5 points for quantity in System Setup Select the stocks from sales history User can select the stocks from sales history Please refer to the steps i Press Add to create a new invoice ii Select a designated customer ili Press F7 to call Stock Last Unit Price file of this designated customer iv Press Shift to select multiple contiguous records with the mouse or press Ctrl to select multiple records one by one with the mouse v Press OK the selected stocks will be added to the current transaction by selecting order The default quantity is 1 11 6 Chapter Twelve Sales Invoice Return Entry Chapter 12 Sales Invoice Return Entry GIS Under main menu use the mouse to choose Sales Invoice Return Entry or press Alt S E to Sales Invoice Return Entry interface Sales Invoice Return Entry is to record the invoices delivered to the customers or signed back from the customers and the payment of these invoices It is for user to handle the following situation 1 2 3 4 To record the delivered signed invoice without payment These invoices will be shown in the group of Outstanding Sales Invoice in Sales Invoice Return Report No journal transaction creates To record the delivered signed invoice with full payment These invoices will be shown in the group of Paid Invoice in Sales Invoice
252. z EDC002 Digital Camera EPSON PhotoPC 850z 7 EDC004 Digital Camera EPSON PhotoPC 650 ELP004 Laser Printer EPSON EPL N1210 ESN003 Scanner EPSON Perfection 1240U Photo SMT003 Monitor SONY 17 Monitor CPD E200 Sa Stock Code Stock Name EDC001 fe Digital Camera EPSON PhotoPC 3000z Curerncy Large Unit Price Large Unit Price HKD X 0 00 HKD 0 00 Small Unit Price Small Unit Price Discount Rate Quantity 5 500 00 5 500 00 0 00 3 Bill Number Date S1001 10 4 2011 X k t il Batch Update New Edit Delete ance Save Exit x A Figure 3 41 Customer Stock Last Sales Price 3 51 GTC Business Applications for SME r al fe Update Customer Last Selling Price rex Customer Code BU001 fe To THOO2 b Stock Code EDC001 fe To SMT003 fs Stock Class DC To SCNR Brand SamSung To SamSung X Z Adjust Unit Price gt Foreign Currency Large Unit Price 0 00 Local Currency Large Unit Price 0 00 Foreign Currency Small Unit Price 0 00 Local Currency Small Unit Price 0 00 Or adjust Large Unit Price 0 00 aaa Round up to 2 decimal point Or adjust Small Unit Price 0 00 E Adjust Discount 0 00 v Run SL Ext Customer Code Stock Code Stock Name Cur Large Unit Price Large Unit Price Small Unit L 4 Figure 3 42 Batch Update of Customer Stock Last Sales Price 3 20 This file keeps all information about the latest purchase price of a stock from different Vendor Stock Last Purchase Price File

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