Home

SMAP User Manual

1. 938 System will open a small window allowing you to change the data 939 To save your entry press the Save button 940 Press Close button if you want to exit from Locations window without Saving 941 Repeat these steps for other window when required Small amp Medium Enterprise development Authority Page 169 SM AP M anual for Accounting Professionals Version 1 0 0 3 8 11 Locations 4 Sale Invoice DEOR Sale Invoice g Sale Invoice __ ProductiD Details Unit Prce Qty Amount TaD SaleTax Total Amounigfec 1D A T Enter Serial No of Figure Applying Location Loc ID on Sales Invoice BW Product Record Product Record 2 Details LC Fomuwizaion Replacement Product Exist Product ID LG MONITOR 7 Product Name Monitor LG 15 Sale Price 5200 00 Price Levels Click to select picture gt gt Re Order Level Cost Price 0 00 Expiry Day 0 In Stock i Brand ID B003 Chines zjn Last Buying Qty D Make ID KODE LG Last Buying Date E 01 2001 z Model ID MO03 105E arep etan Size ID 5001 General Tn f Last Buying Price 0 00 e jr pa i Tax Code ID T001 0 7 N z Measuring Unit Unit PRETO ne ae Part No p Report to G L 4000 Product Sales N Weight ooo Product Category ID PCO03 Monitors Warranty Referecne Dy enatime nt LD ilies IN N Glick hore te sotect If adel piane Save n Cancel Figure Applying Location cod
2. Figure Select and edit an existing account 281 M ake any necessary changes and press Save button Small amp Medium Enterprise development Authority Page 75 SM AP M anual for Accounting Professionals Version 1 0 0 Note that you can change any field being displayed expects Current Balance which is maintained by the system You can even change A C Type from Bank to Cash It will not effect existing transaction because for the system both Cash and Bank accounts are maintained in same ways 282 Before saving you changes you can press Cancel button if you want to undo them 283 Press Close button to close the window 3 7 4 4 Delete an existing Cash Bank Account System allows you to delete any account permanently from the record 210258 42 Dr 0 00 i B37 20 1191250 Dr Figure select an account from Cash Bank List and press Delete button 284 From Cash Bank List window select the account you want to delete and press Delete button 285 System will confirm before deleting the account Select Yes to permanently delete the account 286 If there is some transaction exists then system will not allow you to delete that account Delete oe 4 1 Record cannot be deleted due to activity Figure System will not allow you to delete if there is any transaction exists Small amp Medium Enterprise development Authority Page 76 SM AP M anual for
3. button Small amp Medium Enterprise development Authority Page 148 SM AP M anual for Accounting Professionals Version 1 0 0 3 7 11 SMAP Database Management 3 7 11 1 You should establish a regular procedure for backing up your data Backups are the only way to ensure the security of the accounting records you store in SMAP Without backups you run the risk of losing weeks or months of your work How often you backup data is up to you and depends on how you use SMAP If you enter transactions in a batch every week you can get by with backing up every week If you enter transactions daily you need to establish a daily backup routine Data Backup SMAP DEMO DATA COMPANY Powered by Generix Solutions www g gt File Maintenance Transaction Setup Tools Reports Window Help S8igf ioe sa Path D Temp SMAPSSBS 25 11 2007 mdb i Br Compact amp Repair DataBase z si z Compact amp Repair Backup Clos Log Off Note Compact Database before taking Backup Exit Ctrl x Note It is important that you back up your company data file on regular basis In case information is accidentally deleted or corrupted You can then restore your data if necessary Financial List c uw Figure Backup option You can see Compact amp Repair option too 832 From the File menu select the Backup option system will display Backup Data window By default system will suggest you the filename
4. costing LO Costing Summary General Ledger Cash Bank E Inventory ao ae te D L n ae Figure Reports designed for L C Costing Small amp Medium Enterprise development Authority Page 124 SM AP M anual for Accounting Professionals Version 1 0 0 M4 102 BF Bite lire el MR Taa 100 Preview RptlCCosting rf 1 DEMO DATA COMPANY LC Costing ucz 1 Mis Singapore Export UC Est Date 25 11 2007 25 11 2007 UC Description Test Lic Bank Loyyed Bank Loncon oduct ID FOCUSKEYSOARD AP KEYEOARD Key Board Apacer Total in Foreign Currency Total in Rs Air Freight Expnese Clearing Charges Duty S Tax LC Charges Insurance Packing Sundray Charges Total Local Charges Total Landed Cost in Rs Unit Price in Rs Figure L C Costing printout M 4 1 of 1 gt BEF Be OOOO JA Toa 10 2 of 2 RptLCCostingS 1 DEMO DATA COMPANY LC Costing Summary uce 1 LIC Beneficiary W s Singapore Export Exchange Rate 6050 Unit Price in Rs 60 60 LIC Amount 75 000 000 00 Productio Product Name Total Unit Price in Rs FOCUSKEYEOARD KeySoerd Focus 104 525 000 00 s3605 34 515 289 23 APKEYEOARD Key Board Aps r 450 000 00 68 17558 27 270 230 77 Total Local Charges Total in Foreign Currency Total Landed Cost In Rs Total in Rs Page lof Figure L C Costing Summary Small amp Medium Enterprise development Authority Page 125 SM AP M anual for
5. them through Sale Navigator Successtuly Close Figure System shows this message when a Shift Till has successfully closed Once your shifthas been closed you can not use current session of POS You have to log out from SMAP application and re login 731 To do so either you can simply exit from the application File Exit or press Ctrl X keys 732 Or you can choose menu option File Log Off system will first log out and ask you again for new login EPOS INVOICE Your Shit is Closed You can t Proceed To Open New Shit Please Re Login Figure System shows this message when you have just closed your Shift Till and after that immediately run POS sales screen 733 3 7 8 4 Manage POS Shifts 734 Open the POS Shift window through POS Navigator System will display Shift Details window Small amp Medium Enterprise development Authority Page 132 SM AP M anual for Accounting Professionals Version 1 0 0 SMAP DEMO DATA COMPANY Powered by Generi O ie Mnane Dasani Sep Tois Repone odiv hee Jr rrt SPARTA OR ag Customers Suppliers Inventory Sale Pos Shift Detail x ShitiD Description StatTime _ EndTime_ E First Shift 09 00 00 AM 05 00 00 PM Second Shift 07 00 00 4M 03 00 00 PM Thirghift 03 00 00 PM 11 00 00 PM POS Setting E Point of Sale g Shift Closing ED POS Shift POS Till Shift ID 5004 Description Second Shi
6. 47 The settings for Production can also be done from Production Settings sub menu 3 6 2 4 Transaction Menu Customers List Suppliers List GL List Cash Bank List Financial List Product List Sale List Purchase List Barter Entry Modification Modify Cost Price 48 Use the Transaction menu to view the list of Customers Suppliers G L Production Sales Purchase Cash amp Bank etc 49 Modifications in to existing transactions 50 And also the option to enter Barter transactions is available through this menu Small amp Medium Enterprise development Authority Page 31 SM AP M anual for Accounting Professionals Version 1 0 0 3 6 2 5 Setup Menu Financial Year Change Programe Date Users Change Password Global Options Setup Check List 51 The menu has different items related to SM AP settings e g set your Financial Year Change Program Date create new users or change password of current logged in user 52 Global option related to Invoice and Inventory 53 You can also maintain Setup Checklist through this menu 3 6 2 6 Tools Menu Year Closing Refresh Data F5 Network Settings Calculator F Use Tools menu to Close current financial year use Calculator and Refresh Data 3 6 2 7 Reports Menu Customer Reports Supplier Reports General Ledger Reports Cash Bank Reports Inventory Reports Sale Reports Purchase Reports Use the Reports menu to access categoriz
7. Branch Office Regional offices Tax Codes Locations p Product Settings gt Legends Control Accounts Adj Company Preferences Figure Access Department creation window from Maintenance menu 919 Select the Departments Code that you want to change Either press Edit button or double click on it to open the Departments window amp Departments Detail Department ID Head Office Branch Office gt D003 Regional offices Gl Departments Department ID Department Name Figure Press Edit button to modify Description of a department 920 Create or Change the Department Name 921 To save your entry press the Save button 922 Press Close button if you want to exit from Departments window without saving 923 Press Close button to close the Department Details window Small amp M edium Enterprise development Authority Page 166 SM AP M anual for Accounting Professionals Version 1 0 0 3 8 9 Product Defaults Ele Maintenance Transaction Setup Tools Reports Window Help Berra rs FR OH Ge aa a O a I gt product Record PHILIPST x Philips 17 Brand ID Model ID eports 9 SSH Snot UserName ADMIN Financial Date 01 07 2003 30 06 2004 Voucher No 130 29 11 2007 12 44 PM Figure SM AP is applying Product Defaults on Product Record window 924 To maintain the Product Defaults go to M
8. Find button system will show a small input field near the Find button Small amp M edium Enterprise development Authority Page 77 SM AP M anual for Accounting Professionals Version 1 0 0 295 Enter the text and press Enter 296 System will take you to row in table where it finds your given text 297 While in this window you can also view another account 298 Select another account from the Account dropdown 299 System will immediately refresh the transaction grid table as you change the account No from the dropdown 300 Similarly if you want to see the Ledger in different date range you can change the dates by pressing Range button 301 System will open the dialog box in which you can enter another date range 302 Press Print button to preview and print the Ledger BEF el s gt J tot 100 DEMO DATA COMPANY General Ledger Activity Figure Cash Ledger printout 303 When finish press Close button to close the window 3 7 4 6 Payments to other G L Accounts You can make payments from Cash Bank account to another G L Account It means from accounting perspective other G L will Debit and Cash Bank account will Credit Small amp Medium Enterprise development Authority Page 78 SM AP M anual for Accounting Professionals Version 1 0 0 This type of transaction can also be entered though a Journal Voucher But the difference in this window Is that this is a single
9. Loan No 2 0 00 500 000 00 Loan No 3 0 00 400 000 00 Income Tax Payable 0 00 0 00 Tax on sales 0 00 21 679 20 Tax on purchases 100 00 0 00 Long term creditors 0 00 172 450 00 PARTNER No 1 0 00 400 000 00 2302 PARTNER NO 2 0 00 450 000 00 __ 2303 PARTNER NO 3 0 00 400 000 00 2304 PARTNER NO 4 0 00 400 000 00 2305 PARTNER NO 5 0 00 0 00 Sale f iam Reserves nnn non 4 gt D add Edit gt lt _ Delete FA Clear amp Print h Find User Name ADMIN Financial Date 01 07 2003 30 06 2004 Figure G L Accounts Small amp M edium Enterprise development Authority Voucher No 117 16 11 2007 6 47 PM Close Page 63 SM AP M anual for Accounting Professionals Version 1 0 0 Delete i 1 Record cannot be deleted due to activity Figure you can not delete a G L Account if there is any transaction has been entered against it 3 7 3 3 Add a new G L Account 220 Adding a new account head is simple On G L List screen press Add button 221 The G L Record window will open a G L Record G L Record Account hd G L Wizard Name Balance Opening Balance Account Type G L Sccoun Month Actual Budgets Pion Yr a fe Save gt Cancel X Delete Figure G L Record window for adding new account head is New G L Wizard Category Type Category Account Next G L Code Figure G L Wizard screen to find next G L Code ava
10. will automatically appear Date field system will show today s date as default You can change it Page 83 SM AP M anual for Accounting Professionals Version 1 0 0 346 Customer ID field 347 Select Customer ID from the dropdown list 348 The customer s outstanding balance will automatically appear in front of Date field 349 If there is any outstanding invoices exist those will automatically appear on Invoice wise Receipt tab 350 Cash Bank field 351 Select cash or bank account No 352 System will show account Title automatically 353 Then enter bank A C in case of receipts through bank and cash A C in case 354 If receiving the payment through Bank then enter Cheque No and Cheque Reference fields 355 Select Tax ID when Tax is applicable on this receipt 356 Press Save button to save the transaction System will immediately update the Cash Bank ledger and customer balances etc 357 To discard the data entry press Cancel button It will discard your entry and clear the screen 358 When finish press Close button to close the Customer Receipt window 359 Printing of Customer Receipt 360 First open the transaction that you want to print 361 For this purpose either you can press Cancel button or press Add button It will make Transaction No field editable for you Where you can enter that previous No to be printed 362 Press Print button
11. 92 Customer Summary Product Wise 93 Customer Sale Summary Product Wise 94 Customer Aging 95 Customer Receipt Slip 96 Time Taken To Pay Sale Invoices 97 Time Taken To Pay Sale Invoices with Products Small amp M edium Enterprise development Authority Page 41 3 7 1 1 SM AP M anual for Accounting Professionals Version 1 0 0 98 Time Taken To Pay Sale Invoices Summary 99 Invoice Expiry On Due Days 100 Customer Wise Sale Growth Analysis 101 Reports 102 Customer Reports same screen as you access Reports from Customer navigator Use Customers Navigation bar to view their list maintain them view their ledger enter any Ledger adjustment entry and print their statements reports Customers 92 42 5835478 92 42 5638974 City Dil Pvt j Ltd r Zulgernain 92 42 5833547 9 Ikram amp Co 92 42 5758413 Shaheen Inc r Tofi 92 42 541 7854 SHALIMAR INC Shalimar Incorporation t Zulfiqar 5412789 Shell Pvt Ltd r Zain 92 42 6663345 50 Pabielne hdr Talha 497 A2 RQOQOBA Add Edit X Delete FA Clear amp Print Find Figure Customers List Using Customer s List option you can view enter change and store information about customers Customer s List window shows the list of all Customers already you have entered On this list each row shows Customer ID Company name Contact person Telephone and current ledger balance information Customer data entry screen Following is the custome
12. Medium Enterprise development Authority Page 11 SM AP M anual for Accounting Professionals Version 1 0 0 2 Download procedure 3 Installation procedure FAQ Frequently Asked Question Installation files the SM AP software in six 6 separate files can download 4 5 Feature List page AEAT E C Documents and Settings tariq DELL 002 Desktop smap features list html 7 44 X Google A Ps w 33 SMEDA welcome to Sm x SMEDA Welcome to Smart aimee D p Page Gf Tools Piiz IX Home FeedBack FAQ Help Downloads Site Map 30 Users Online i G C About SMEDA SEARCH Search WEB SMEDA Introduction SMEDA Offices Downloads gt FREE Softwares for SMEs Business Opportunities Smart Business Suite Main page International Business Accounts and Inventory Control Management System Opportunities Business Matchmaking 5 Major Components Business Development Smart Financial Accounting J S M E D A Business Guides Smart Inventory Control m K Pre feasibility Studies Regulatory Procedures Sector Briefs SMEDA s Publications Commercial Contracts Smart Payables and Purchases e Smart Receivables amp Sales m Accounting Package Smart Production Management Templates Smart Business Suite Features SMEDA Services a Database Smart Inventory Control Smart Receivables amp Sales Business Plan Dev 1 Training Services Complete Product De
13. Performa Sales Performa Quote Sales Quote Stack In Stock Out 4 Adjustment In Adjustment Out Small amp M edium Enterprise development Authority Page 69 SM AP M anual for Accounting Professionals Version 1 0 0 Figure Transaction types as used by SMAP application 253 While viewing the report you can change the date range by pressing Range button 254 Press Print to print the report System will first show you the report in Preview mode from where you can press printer icon to get the printout Sos BEF amp lx J J toan 100 110f11 DEMO DATA COMPANY General Ledger Activity Figure General Ledger preview 3 7 3 8 Maintain Budgets 255 For each G L Account you can assign monthly budget amounts for current fiscal year 256 You can modify budget at some later time 257 Select the G L Account for which you want to change the budget and press Edit button The G L Record window will open Small amp Medium Enterprise development Authority Page 70 SM AP M anual for Accounting Professionals Version 1 0 0 G L Record G L Record Account 0200 G L Wizard Name Motor amp Vehicles Balance 420000 Dr Opening Balance Account Type G L Account Month Acua Budgets KA 0 00 0 00 July 2003 0 00 0 00 August 2003 0 00 0 00 September 2003 0 00 0 00 October 2003 0 00 0 00 November 2003 0 00 0 00
14. _ December 2003 0 00 0 00 January 2004 0 00 0 00 February 2004 0 00 0 00 March 2004 Total 0 00 0 00 0 00 Save gt Cancel X Delete 258 The months of current fiscal year can been seen in the table 259 On this table all columns are read only expect the Budgets column in which you can modify data 260 You can view budget definition on Account Wise Budget report 14 gt RF elj l AA Toaz a DEMO DA TA COMPANY Account Wise Budget Report 1221 MCE M odel Town AccountD Description PriorYser 5 Ju 2003 August 2003 September 2003 October 2003 November 2003 December 2003 January 2004 February 2004 March 2004 Apri 2004 May 2004 June 2004 Future 1200 Cash in hand AccountiD Description S F July 2003 August 2003 September 2003 October 2003 November 2003 December 2003 January 2004 February 2004 March 2004 April 2004 May 2004 June 2004 Future Local Purchases Description 5 Ju 2003 August 2003 September 2003 October 2003 November 2003 December 2003 January 2004 Feo ruay 2004 Maren 2004 Aprii 2004 Maj 2004 Small amp M edium Enterprise development Authority Page 71 SM AP M anual for Accounting Professionals Version 1 0 0 Figure Account Wise Budget report 3 7 3 9 Enter G L Transactions ss Journal Voucher Journal Voucher Ref Date firi207 Bx Cancel Figure Journal
15. click Register Now to start using SM AP applications 14 If you select the Demo Version option you can use SM AP Suite for a limited number of times 15 If you select cancel the registration process will be closed 16 Important Write down your SM AP CD key authorization key and registration number and keep them in a safe place in case you ever need to reinstall the product Welcome to SHEDA Accounting Package Please enter your login name and password Login Mame dra Password Figure User logon screen SMAP DEMO DATA COMPANY Powered by Generix Solutions lt OX Eile Maintenance Transaction Setup Tools Reports Window Help a2 feFfs SRRFP OB E Customers f User Name ADMIN Financial Date 01 07 2003 30 06 2004 Voucher No 108 03 12 2007 10 21 AM Figure Main screen of SMAP Setup your company Company Setup Wizard One of the first things you ll want to do when you ve installed SM AP is to set up your company To get things started SM AP provides the company setup wizard Small amp Medium Enterprise development Authority Page 21 3 5 2 1 SM AP M anual for Accounting Professionals Version 1 0 0 For instance you have completed step 1 and 2 but in step 3 you don t know what your company s financial year is Then Cancel button allows you to quit the information you have entered because this information will be saved and you are not required to enter again For the next time w
16. or add service charges etc _ Customers Customers Customers 4 Customer ID Ahmad amp Co Anmol Traders 4rnwaar amp Co Cash Sale City Oil Ft Ltd Ikram amp Co Shaheen Ine Customers List Shell Pvt Led ee ene ee ee Figure Select customer Adjustment option From the Customers navigation bar choose the Adjustments button The Customers Adjustments window will appear Customer Adjustment Customer Adjustment eee eee mol Trader Balance 25500 Dr Account Product Sales EPO foe eg P ANMO e 077122007 Ope Ea Savel Cancel Small amp Medium Enterprise development Authority Page 47 3 7 1 7 SM AP M anual for Accounting Professionals Version 1 0 0 Figure Customer Adjustment window For each Adjustments note item enter the following details one line at a time Customer ID Date Ref No G L Account Details Dept Amount Debit Amount Credit Tax ID and Tax Amount Other boxes displayed on your window show the selected Customer Name and G L Name On selecting Customer ID current Balance will be shown G L Account Department and Tax ID will be automatically selected according to Customer record settings To accept the adjustments press Save button The details are posted instantly to update the General Ledger and the relevant customer s details Press Cancel button to clear the data and start again The Cancel button does not cancel any entries
17. t TaXlD SaleTax Total 1 00 FAP KEYEOARD IKey boerd Ae ROO 11 880 00 Cash Received 11 880 00 No of Copies zi Save F6 Wack F7 No of Products User ADMIN Till TOO1 Shift 5001 Figure Cash collection screen at the time of saving the invoice 717 You can select Cash or Credit option at the time of payment collection 718 In case of Cash Payment enter the amount in Received field 719 In case of Credit Payment the small screen will get change ex hs o a Sr se m e eyes Ft ve es E ba A Site etn gt iie TRAITER PS wre py S i s ill y a ey aes Total 11 880 00 Cash 9 Credit Card Credit Card Credit Amount Bank Credit Card No p f 1 No of Copies F6 Back F7 h aie Lg at ae A EF aiii oa F ae alll anh Sia ar oon g Man F sae aah eaha r Figure Credit Payment collection screen 720 You will be entering Received amount Bank and Credit Card No 721 Press lt F6 gt or Save button again to finally save the invoice 722 To edit an existing POS invoice open the Sale List through Sales Navigator 723 Select the desired invoice and double click on it Selected invoice will be displayed in a new Point of Sale window Small amp Medium Enterprise development Authority Page 130 SM AP M anual for Accounting Professionals Version 1 0 0 Select Criteria Fom 31 12
18. 00 077 1272007 E Range amp Print Eind Figure Customer Ledger Important about the Customer Activity window The total debt of your selected customer that is less than 30 Days will be shown in the Current total box To view another customer s transactions select that customer in the Account box You can select another range of transactions at any time by choosing the Range button See on the bottom of the screen Press Print button to take print of this Customer Ledger report You can find a transactions being displayed in the report Select the column by clicking on the column header Then press Find button and enter the value matching record appears in the grid Find E a Traiffs IN Financial Date 01 07 2008 30 06 2004 a Range Print g ee m M Figure Date Range Print the report and Find a transaction options available on Customer Ledger window Small amp M edium Enterprise development Authority Page 46 3 7 1 5 3 7 1 6 SM AP M anual for Accounting Professionals Version 1 0 0 Customer Ledger Detailed E Criteria From A C Name AHMADSCO ZAKIR INE Date 01 07 2003 cp 0712 2007 cp GroupNo 9999999 Select All Figure Report Criteria window Customers Adjustments Use this option to make adjustments to Customer s Ledger to adjust wrong entries for example giving extra discounts or Credit Note
19. 07 Ay To 3207 HF Posted Unposted V Both IV All 15 06 2003 Anmol Traders 150 500 00 Posted 15 06 2003 Anwaar amp Co 28 390 20 Posted 05 08 2003 Cash Sale 6 300 00 Posted 05 08 2003 aheen Inc 15 475 68 Posted 05 08 2003 Shell Pvt Ltd 113 023 00 Posted 05 08 2003 Zakir Inc 16 960 00 Posted 05 08 2003 a o 13 270 00 Posted 12 08 2003 1a o 2 000 00 Posted Figure You can see POS Sales on Sale List 724 M ore buttons on the window 725 OK F6 to save the invoice 726 Clear F7 to clear the data entry window and start a new invoice 727 Close F8 to close the POS window 728 Hold F9 to save current invoice on Hold status Such invoices can be opened in Point of Sale window at any time The Recall F9 button will open a Recall Dialog box where you can select Hold invoices 729 Recall F10 to recall Hold invoices 730 Print F11 to print the selected invoice 3 7 8 3 Shift Closing You can close a shift on the till by choosing Shift Closing option on POS Navigator System will show you following window telling your Till No Shift and current status Till Counter T001 Shift s5001 Status Closed Figure Shift Closing Important Small amp M edium Enterprise development Authority Page 131 SM AP M anual for Accounting Professionals Version 1 0 0 If you close a shift the un posted transaction will remain there You have to post
20. AP M anual for Accounting Professionals Version 1 0 0 380 Optionally you can mention product Expiry days Warranty Reference etc 381 To add product picture click on the picture icon place holder System will show you a dialog box for the selection of a picture file Look in Mt SMAP amp ek BE 4k COMPUTER JPG Me EmptyPic jpg ENTIRNET ICO ke MNUGOOD BMP QUESTION Ico ef RECYFULL ICO TUTOR ICO File name Product Image Kodak Ultra jpg hi Flesoftype Pictures bmp ico ipa of eee RS re T I REE U y Figure Add a picture for the product being entered 382 Valid format of the product picture are BMP ICO JPG GIF 383 After attaching a picture for this product system will show the exact file amp path name as Image Path on the screen 384 Report to G L is the G L account number to be used for financial record when product sales 385 Other information is Product Category Department to which this product belongs to and product Location 386 Formulization Tab 387 For manufacturing business you can use this table to record the composition of the product 388 The list of products mentioned on Formulization Tab shows the quantity required for the product of Product being entered 389 Replacement Tab 390 Use this tab to specify the substitute of the product being entered 391 You can enter the product id name and details of your substitute 3 7 5 3 Modify product d
21. Accounting Professionals Version 1 0 0 3 7 4 5 Cash Bank Ledger SMAP DEMO DATA COMPANY Powered by Generix Solutions www generixsol com Eile Maintenance Transaction Setup Tools Reports Window Help gar rp rp FR RGA OCH a Cash Bank 210258 42 Dr E O TE ele ton ent T e E EO EOE A E E T a Ga ar A ae Figure Ledger printing option on Cash Bank List window 287 From Cash Bank List window select the account of which you want to view ledger 288 Press Ledger button from Cash Bank side navigation 289 System will ask you the Date Range for which you want to see the ledger Press OK button after entering the require date range 290 The Ledger window will appear as follows Cash Bank Ledger Account fi 200 hd Name Cash in hand No Type Date Reference D Balance B F Balance B F 38 458 42 12 07 2003 Ahmad amp Co Customer Receipt 5 20 000 00 a 05 08 2003 Cash Sale Cash Received Under Sale Iny No 4 6 300 00 05 08 2003 Shaheen Inc Cash Received Under Sale Inv No 5 10 000 00 05 08 2003 Shell Pvt Ltd Cash Received Under Sale Inv No 6 100 000 00 05 08 2003 Ahmad amp Co 10 0 00 217 158 42 6 900 00 Balance 210 258 42 Dr Figure Cash Bank Ledger in scrollable window 291 The Ledger window shows you the transactions in a scrollable table 292 You can find record 293 First select the column by clicking on its heading in which you want to search 294 Press
22. Capitals amp Reserves Capitals amp Reserves Ledger User Name ADMIN Financial Date 01 07 2003 30 06 2004 Voucher No 117 16 11 2007 0 5 4 Figure Open COA Chart of Accounts window from side navigator 217 Select main Category Type on left side to see its related Category Accounts on right hand side 218 After defining all Category Accounts you can check the account ranges whether these are not overlapped with any other category account For this press Check button Small amp Medium Enterprise development Authority Page 62 SM AP M anual for Accounting Professionals Version 1 0 0 219 You can also get a printout of Category Types and related Category Accounts Chart of Accounts Layout by pressing Print button Ces DEMO DATA COMPANY Chart of Accounts Layout Detsul Layout of Accourms es 16 11 2007 ing amp 37TS0PM Ascou mt Name Ena ing Range Capitals Reserves e Prom amp Loss S200 Reserves 3100 Ce ment Assets AJJI 1300 Ss s 1220 Demers 1100 Oeposrs sna Cesn 1200 SOx 1000 Cu rent Lieb ities Creditors Short Term Taxation Direct Expenses Accor nt Commissions iabour Mis lsneous Expenses Ssiesfromonon Fixed Assests Furnture aod Fucures mowr Venicies orce Squiome Pism and Macninery Propery tong Term Lisbiifites Credtors Long Term Overheads Expenses S93 Ders Sex Cnerges sod meres Dep ession Equpmem Hire
23. For example Supplier New option is about creating new supplier Supplier Record option is about modifying an existing supplier Supplier Delete option is about deleting the supplier record You need to x check only those items which are Not Allowed By default every option iS allowed to every user Small amp Medium Enterprise development Authority Page 156 SM AP M anual for Accounting Professionals Version 1 0 0 863 System will display all options M enus Modules and Windows of the SM AP software in categorized manner 864 Just check those options which you not allowed to this particular user SMAP DEMO DATA COMPANY Powered by Generix Solutions www generixsol DOR Ele Maintenance Transaction Setup Tools Reports Window Help f anager gt Waheed No Waheed Rehman Waheed Nos User Name ADMIN Financial Date 01 07 2003 30 06 2004 Voucher No 130 29 11 2007 11 11 AM Figure Access User Rights window through Users window 865 Once you are finished press Save button on User Rights window 866 The rights especially at M enu level will be applicable next time when user login 867 The not allowed items will be visible as disabled look as per MS Windows standard See such effect in following screenshot L SMAP DEMO DATA COMPANY File Maintenance Transaction Setup Tools Reports Window Help 2 oe Customers Po
24. LAPTOP v Total Stock 12 00 Re Order Level 5 00 _ Location ID Location Details In Stock LD Compaq Laptop 204 series 16 Compaq Laptop 204 series 6 0 Figure For a particular product showing current stock at each location 460 View stock level at each location 461 Click on Location Wise Stock tab by default this tab will be already opened 462 Select a product from Product dropdown list Small amp Medium Enterprise development Authority Page 95 SM AP M anual for Accounting Professionals Version 1 0 0 463 System will show you sum of current stock at all location in Total Stock field 464 Below in the grid system will show you the break up of stock at each location 465 Transfer stock to another location 466 Click on Transfer Product tab window will look like follows z Product Location Product Location Location Wise Stock y Transfer Product __ FroductiD From Location Ref Date To Location Close Figure Transfer stock from one location to another 467 System will show you the serial numbers available at source location see From Location column in the grid at lower portion of the window 468 You can select exact item for transfer by clicking on the checkbox 469 Press Save button it will immediately update your stocks at both location 470 Press Close button to close the window Small amp M e
25. Note For this printing system will not show you the Preview window rather it will send the printout directly to the printer Small amp Medium Enterprise development Authority Page 84 SM AP M anual for Accounting Professionals Version 1 0 0 DEMO DATA COMPANY Lahore 3460N0 pak Customer Receipt Received Rupees TOUR IIUNDRED ONLY RS 400 00 From Shaheen Ine in the formof Chg No 23423423 Note In case of cheque and draft the receipt is valid after its realization Signature DEMO DATA COMPANY Date Lahore 54600 pak Tel Fas URL limail Customer Receipt Received Rupees FOUR HUNDRED ONLY RS 400 00 From Shaheen Inc in the form of Chg No 23423423 Note In case of cheque and draft the receipt is valid after its realization Signature Figure Cash Receipt printout Small amp Medium Enterprise development Authority Page 85 SM AP M anual for Accounting Professionals Version 1 0 0 3 7 5 Inventory module SMAP DEMO DATA COMPANY Powered by Generix Solutions ww DOR Ele Maintenance Transaction Setup Tools Reports Window Help a2Qee ese SAA Gea ag Customers Suppliers General Ledg Product List Update Serial No Product Location ke Reports f Productions User Name ADMIN Financial Date 01 07 2003 30 06 2004 Voucher No 119 2371122007 14 Figure Inventory module 3 7 5 1 View list of existing products SMAP DEMO DATA COMPANY Powered by Generix Sol
26. Total Oty 6 00 Total Received the above articles in running amp good condition Discount Gross Total Received Balance Order By Delivered By Received By Figure Regular Sales Invoice printout Small amp Medium Enterprise development Authority Page 101 SM AP M anual for Accounting Professionals Version 1 0 0 523 Retail Invoice Sale Invoice Ref 13 Date 23 11 2007 Customer Ahmad amp Co S No Item Name Qty Unit Rate Amt Rs 1 Key Board Apacer 2 00 Unit 145 00 290 00 2 Key Board Apacer 1 00 Unit 140 00 140 00 TOTAL QTY 3 00 Sub Total 430 00 Discount Total Amt Due Received Balance Thank you for visiting Software Developed By Generix Solutions Ph 042 8559807 Figure Retail printout of selected invoice 524 From Sales List you can also print Estimation of this invoice DOR gt P gt amp F amp t 0z sd ee Total 3 RptS alewit ESTIMATED BILL Figure Estimate without company name Small amp Medium Enterprise development Authority Page 102 SM AP M anual for Accounting Professionals Version 1 0 0 525 Through Sales List you can also print Delivery Challan x id 4 1of1 gt gt om S amp F Bite oor Totem RptDeliveryCha DELIVERY CHALLAN Receives the above hems in good co ncHions Fecelved By Page 1of1 Through Sales List you can also print Delivery Challan 3 7 6 3 Create a Service Invoice 526 Select Servi
27. a result the overall Windows has been halted Small amp Medium Enterprise development Authority Page 34 3 6 4 3 6 4 1 SM AP M anual for Accounting Professionals Version 1 0 0 69 You can escape from this situation by pressing Ctrl Alt Del key The Windows Task M anager window will open from where you can choose End Task to terminate all SM AP session Windows Task Manager Ca File Options View Windows ShutDown Help Applications Processes Performance Networking Users Task Status eMalpha Not Responding Wh smMap Curriculum v 1 0 3 doc Microsoft Word Running E gt alpha Not Responding alpha Running USEFlashDiskUtility Running sE Untited Notepad Running End Task Switch To New Task Processes 44 CPU Usage 100 Commit Charge 437M 1135M Figure Using Windows Task Manager you can terminate press End Task button the halted session SMAP Standard Shortcut keys Form Toolbar Buttons _ Shortcut Key Description eS ee C n Saa as 2 a e ot a e ee sr Cana eaaaeaaeaeaeanensaeaneusanaaeesanaaensaeaaeusaeaaeusasaaenaegeneusageaeusagaaeusageaeusaeaaeesecd eee eeeeeeeseeeeeeseeeeeeseeeeeeseeeeeeseeeeeeseeeeeeseeeeeeseeeeeeseeeeeeseeeeeeseeeeeeseeeeeeseeeeeeseeeeeeseeeeeeseeeeeeseeeeeeseeeeeeseeeeeeseeeeeeseeeeeeseeeeeeseeeeeeseeeeeeseeeeeeseeeeeeseeeeeeseeeeee sees eee seeeeeeseeeese sees eee se eeeeeseeeeeeseeeeeeseee
28. continue setting up financial year date of your company Here you have option of going back if you want to make any correction Press Back button to go to the previous window Step 3 Company Setup Setting Financial Year date Financial year dates need to be established for setting up your company and entering data This is a way to know how successfully business has operated 28 In Description field you are required to enter a descriptive name of Fiscal Year For example Year 2007 29 Enter the Start and End dates of Fiscal Year It must be dates of which you want to know all account balances Customer Balances Supplier Balances etc Small amp Medium Enterprise development Authority Page 25 3 5 2 6 3 5 2 7 3 5 3 SM AP M anual for Accounting Professionals Version 1 0 0 Company Setup Wizard Step 3 jetting Financial Year Date 1 Company information 2 Chart o Accounts Select start and end date for your company E 3 Sett A E Description Year 2004 ace Start Date 07 07 2002 ffy EndDate 2006 2003 yy Important It can not be changed once transaction have been entered and your accounts have balances r Defau it settings 5 Congratulations and Setup Checklist Cancel _ Figure Define your Fiscal Year To continue setting up your company select the Next button System will take you to next screen Step 4 Company Setup Default Sett
29. entry window In which you have to enter the complete payment transaction in one line On next line you can enter another payment 304 Choose the G L Payment option from the Cash Bank side navigator 305 System will open G L Payment window as follows Gl Payment G L Payment _ Cash Bank ID 1200 19 12 2007 Figure G L Payment window Note that in Paid to G L ID column you can enter any available G L Account i e another Cash or Bank account or even same Cash Bank ID 306 Enter a valid date System can accept any date prior to current fiscal year This may disturb your reporting 307 Enter transaction narration in Detail column It is an optional column If you leave it blank system will accept the entry But such transaction will create uncertainty in management reporting 308 Tax ID 309 You can choose a pre define Tax ID from the dropdown list 310 System will calculate the Tax amount according to the Tax ID selected 311 In case you leave Tax ID field blank but entered the Tax Amount even than system will post the Tax Amount to already define Income Tax Payable account 312 You can not complete a transaction with following fields 313 Cash Bank ID Debit account 314 Date 315 Paid to G L ID Credit account and Small amp Medium Enterprise development Authority Page 79 SM AP M anual for Accounting Professionals Version 1 0 0 316 Amount 31
30. example Production Settings option on M aintenance menu Production navigator on left hand side etc 874 The NTN number will display on Sales Tax invoices Small amp Medium Enterprise development Authority Page 158 SM AP M anual for Accounting Professionals Version 1 0 0 875 Press Save button to save the input 876 Press Close button to close the window 3 8 3 Control Accounts setup SMAP DEMO DATA COMPANY Powered by Generix Solutions www generixsol com Bile Maintenance Transaction Setup Tools Reports Window Help 2ie eeles FRE RA oe ag __ Customers oe Suppliers Supplier Payment General Ledger Supplier Payment Cash Bank f 3 Cash Bank List A counts K E Coni aif Description I AccourtNo alf Ing 6 c Accruals G L Payment __ Bad Debts Tf _ Carriage Services Et j E __ Creditors Control z m y btors Control Lah pak yy j Ez A monu Supplier Payment Customer jeceipt f Reports O Add Save o Cancel amp Purchase Discount __ Purchase Freight Carriage Raw Material Generix Solutions UserName ADMIN Financial Date 01 07 2003 30 06 2004 Voucher No 130 29 11 2007 1 02 AM Figure SMAP is applying Control Accounts default Cash A c and default Income Tax A c on Supplier Payment window 877 From the Maintenance menu select Control
31. flexibility in viewing the page layout before actual printing these are Page Width and Whole Page Search Text Another powerful feature while viewing the reports Note that in preview window system can find your required text any where on the page For instance if you want to find a text and system can highlight any text that contains and e g hand Lahore and Islamabad Freight and Octroi etc Note After typing your required text in Search box the cursor will remain in the Search box until you more it to any other place Just keep on pressing ENTER to search next occurrence Ff Search button it will work with Search text box Votal l2 4 Shows total number of record that system has read in order to display this report ut Shows the percentage of record that have been read 32 of 92 Shows current record being displayed Report output options in SMAP There are three options in the system to get the report output These are When getting reports in File format following dialog will appear It will allow you to save the report with your desired name You can select the hard disk Drive C D etc or select the Folder for saving the report Small amp Medium Enterprise development Authority Page 39 SM AP M anual for Accounting Professionals Choose Export Hle Save in O Temp 7 ex Ese My Recent Documents 3 Desktop My Documents My Compute
32. many invoices or there are invoices in previous dates that are not yet posted 679 You can get a precise summary when you press Yes against following question Small amp Medium Enterprise development Authority Page 122 SM AP M anual for Accounting Professionals Version 1 0 0 mme m m Posting summary gt amp amp F amp ts Fs l Aa Total 1 100 DEMO DATA COMPANY Invoice Posting Report Figure Invoice Posting Summary report 3 7 7 8 L C Costing 680 L C Costing window can be accessed through Purchase Navigator 681 Like other transaction L C Costing records have no List window for viewing existing record SMAP DEMO DATA COMPANY Powered by Generix Solutions www generixsol EJER Ele Maintenance Transaction Setup Tools Reports Window Help a g2e sg 5 SE RZA Cen ag L C Costing i General Ledger sc fi 7 L C Beneficiary M s Singapore Export L C Est Date 25 11 2007 S 7 Maturity Date 25 11 2007 S 7 Date of Expiry 25 11 2007 FA l L C Description Tex L C Exchange Rate 60 50 ej i C Purchase Bank Loyyed Bank London L C Amount 75000000 00 __ Product 1D Selling Price __ AP KEYE 400 00 1 125 00 450 000 00 68 175 58 27 270 230 77 10 00 749 931 35 seca FOCUSK 500 00 1 050 00 525 000 00 63 630 54 31 815 269 23 10 00 699 935 92 Y Purchase Invoice otal in Foreign Currency 975000 00 Total in Ruppees 58987500 00 Total Cost Expens
33. of your backup Itis as follows lt F older Name where SMAP is installed gt SMAP lt today s date gt mdb For example D Temp SMAP SMAP 25 11 2007 mdb And mdb is the filename extension for Microsoft Access 833 You can change the folder or name of you backup file Small amp Medium Enterprise development Authority Page 149 SM AP M anual for Accounting Professionals Version 1 0 0 834 Click the Browse button to select another folder System will show you a folder amp file selection dialog box __ SMAP DEMO DATA COMPANY Powered by Generix Solutions www g OX intenance Transaction Setup Tools Reports Window Help Zee eles SR AH Ce ag Backup Data Xi S Save in SBS Screens hots gt t c EJ 4 My Recent Desktop UserName ADMIN Financial Date 01 07 2003 30 06 2004 Voucher No 127 25 11 2007 9 42AM _ 835 Press Backup button 836 The system displays the progress of the backup until it is complete 837 Click Close button to exit from backup window You can also backup your data using an alternate utility for example writing data on CD If you choose to backup your company data to a CD Writer device you must exit from SMAP and then use the CD Writer program to copy or restore data files Small amp Medium Enterprise development Authority Page 150 SM AP M anual for Accounting Professionals Version 1 0 0 3
34. on which Categories Brand Make Model etc are being used 929 On Maintenance menu go to Product Settings sub menu which contains following options 930 Categories 931 Brands 932 Sizes 933 M akes 934 M odals Eie Maintenance Transaction Setup Tools Reports Window Help B Customer Defaults e Ba op aad Cus ee ee l m Su Product Defaults product Brands Detail gt lt E Geet aE ezeo Casl Inv Real Tech Proc Chines te miie v Malaysion Purl Product Settings Proa i Taiwan Ein 4G German Korean Financia ist g Audit BS Trial Balance Profit amp Lass AS ee C E T I E N EE A Se Ga ae Figure Product Settings sub menu 935 These are separate windows but the usage is same on each window 936 For example select the Product Categories Small amp M edium Enterprise development Authority Page 168 SM AP M anual for Accounting Professionals Version 1 0 0 Product Categories Detail Ed ral Category ID Category Title PCO GENERAL Pood Modems PCoOS Monitors PCood Keyboard PCOOS Laptop PCOOB VGA PCOO Hard Disk PCoog Pood PCO PCO PCO PCOS PCo14 4 Edit dhh Find Figure Product Categories window 937 System will open the window and show list of existing records Either press Edit button or double click on the record that you want to change Product Categories Category ID Category Tithe ahiEie
35. posted to General Ledger as well as it update your Stocks and Supplier Ledgers List of existing purchases Purchase List SMAP DEMO DATA COMPANY Powered by Generix Solutions www generixsol DOR File Maintenance Transaction Setup Tools Reports Window Help a2 fe FTH ETEEN Customers Ta a X Spokes Purchase Oe General Ledger pA 2 Ee i T Pae a Type Deo O a aan a Inventory gt f 432 PI 01 06 2003 Cash Purchase i 04 06 2003 tsha ex 20 06 2003 Mi 28 06 2003 05 07 2003 Techno Co 18 000 00 Posted 2fUF 20U3 WW ane ernationa 23 650 00 Poste an iF 13 07 2003 tshad Impex 49 350 00 Posted Purchase List 13 07 2003 i 72 740 00 Unposted Purchase Invoice Service Invoice Purchase Return L C Costing Post Purchase Analysis Financials Reports i UserName ADMIN Financial Date 01 07 2003 30 06 2004 Voucher No 120 23 11 2007 6 20 PM Figure Open Purchase List through Purchase Navigator 590 You can open Purchase List through Purchase Navigator or through Transaction menu 591 Like Sales List the Purchase List has no filter criteria System will show you all purchases in this window 592 Different kind of purchase transactions will be displayed in separate colors 593 Purchase invoices will be displayed in regular black color 594 Services invoices will be displayed in blue color 595 Purchase Returns will be displayed in red color 596 All necessary relat
36. posting will be as follows Cash Bank ID account Debit Income Tax Payable Debit Small amp Medium Enterprise development Authority Page 82 SM AP M anual for Accounting Professionals Receive from G L ID account 3 7 4 9 Receiving payment from Customer SMAP DEMO DATA COMPANY Eile Maintenance Transaction Setup Tools Reports Window Help d2e veal s 2 8825 0 ea aQ Receipt No Customer ID 1200 x Cash Bank Cheque Ref User Name ADMIN Financial Date 01 07 2003 30 06 2004 Figure Open Customer Receipt window Customer Receipt Receipt No Date Customer ID Cash Bank Cheque Ref Amount 05 08 03 Customer Name Cash Bank Tax Amount Tax Account Customer Receipt Received Rupees Four Hundred Only Receipt No From ShaheenInc inthe formof ChqNo 23423423 Note In case of cheque and draft the receipt is valid only after its realization Version 1 0 0 Credit Powered by Generix Solutions www generixsol c DEOR Voucher No 118 19 11 2007 12 24 AM DOR Balance 6076 Dr rene OOO a Total mount m 400 00 Signature avej o Cancel amp Print Figure Receipt View tab of Customer Receipt when required Small amp M edium Enterprise development Authority Click on Customer Receipt option on Cash Bank side navigator System will open Customer Receipt window The next available Receipt No
37. sissrriesiesricisinsiaioreinr oniiir enere eana anaa a aei ai aa aana ieai 41 a OTOT SOI Ci saree see E A EN TE cd EE E ONEA E 4 Dy SUPPLET MOJU as sess ota e eo ie cide woe pes areata ass wes asain ed ante cc oman neta ease etches 49 SI General TCO CCl module recien aT S ANNE A S NEENA 60 De CANA Bank MOUE errin Denr NINEN E A pata edna enon ton ea EEA 74 Small amp M edium Enterprise development Authority Page 6 SM AP M anual for Accounting Professionals Version 1 0 0 DoT TIAVCWTONY TOU eina cess ea Seach sada sek recs seal cape E AH aa econ eRe ede tue eatin 56 IAO Ode MOUNIE Jeana a e E EE AA andl nant mOed O 97 IAA Pue SES MOLU oe aria asia sia esl EN E AE aes src EAO TA E AAAA ATEN 113 SiO TOn O Sal FOS eraan aE E T TEA N eines 126 B79 Froduchon module osrin E A A a 136 3710 F nanCIOL CONTO igas a AS E A E 142 IAI SMAP PUabas eC MGNGCOIICIE aaiae aaa a a a a a 149 3 8 CONFIGURATION OF SMAP FOR YOUR BUSINESS cccccescceececccsccesccecescesseucescesseecseececessseecesceseseecesecess 154 Lel SCV im emen eree AAN a aaa a E 154 DOL Company T TE TOCOS css cia deste a E A A A E ONR 158 LOS ConTolACCOnS SCUD asin a Banas E a a e A 159 DOA arC a E T E aed sake pedatiieaie tee racn eis tees 160 OD CUNO T DEOU S roc arte Su aN a an Slr and a 161 ROOF CUSO ISPO aa A tnt sat necduaienon AE E E te E EE E A SA 163 ROJI DPPH DAU S a E E E E AE A 164 IOS Depares nTen e r ee r e E EEEE e 165 KSIL Lroduet De QUI U
38. sod Rem Genera Expenses Goss Weges Hest LJ and Power Mamensnze Mocor Ex penses Priming sod Stationery FrotessonaiF ees i Taxes Rem and Races Suspense AM Spostings Taveling and Emersinmem Purohese AC Starting Fence Figure Chart of Accounts layout 3 7 3 2 G L Accounts List Through G L List window you can view existing G L Account the 3 level of Chart of Accounts add new account modify or delete existing accounts Press G L List button on General Ledger navigator MO DATA COMPANY Powered by Generix Solutions www generixsol com General Led GE Eile Maintenance Transaction Setup Tools Reports Window Help g2 el 8 28 27 Ge ag General Ledger g Se S TES Property 400 000 00 0 00 0 00 50 000 00 ae Plant amp Machinery Office Equipment 200 000 00 0 00 GL List Motor amp Vehicles 420 000 00 0 00 Furniture amp Fixtures 250 000 00 0 00 Stock 1 148 198 73 0 00 Z Debitors Control account 94 326 57 0 00 Ledger Prepayments 0 00 0 00 Cash in hand 210 258 42 0 00 Petty Cash 0 00 0 00 leara Veucher City Bank 168 720 00 0 00 MCB Model Town 205 500 00 0 00 S Habib Bank 0 00 0 00 p First Women Bank 84 400 00 0 00 UBL 0 00 0 00 Company Credit Card Visa Masters Amex 0 00 0 00 Advances paid to staff 8 500 00 0 00 Creditors control account 0 00 479 380 00 Reports Accruals 0 00 0 00 Loans 0 00 0 00 LOAN NO 1 COMMITTEE 0 00 0 00
39. the report output because all reports in SMAP are pre designed for a specific paper orientation Print Setup Printer Name _ Properties Status Ready Type Snagit 8 Printer Where C Documents and Settings All Users Application Data TechSmith Sni Comment Paper 7 Onentation Size Letter Portrait Ls Source Automatically Select Landscape Cancel Figure Print Setup dialog 7 Refresh data being displayed in the report Export button Sometime it is required to save your report on disk instead of getting it on paper SM AP offers you different format for saving a report On pressing Export button following dialog box will open Format Character separated values Destination Figure Report export options Note that there are many formats available to you most popular are for example MS Excel MS Word HTML Lotus 123 or plain text Try them by yourself Small amp Medium Enterprise development Authority Page 38 3 6 6 SM AP M anual for Accounting Professionals Version 1 0 0 and see the different between these formats When time comes this exercise will help you in choosing most appropriate format for that specific report joos Magnification Factor you can view a report in different magnification A smaller percentage will tell SM AP to show multiple pages at atime Minimum is 25 and maximum is 400 System has two pre defined sizes that give you
40. this directory click Next To install to a different directory click Browse and select another directory ou can choose not to install Smeda Accounting Package by clicking Cancel to exit Setup Destination Directory Cy ameda Accounting Package Browse Canos Small amp M edium Enterprise development Authority Page 15 SM AP M anual for Accounting Professionals Version 1 0 0 Select Program Folder Setup will add program icons to the Program Folder listed below Tou may type a new folder name or select one from the existing Folders list Click Next to continue Program Folders Existing Folders Microsoft Office i Microsoft SQL Server Microsoft Visual Studio 2005 Microsoft Visual Studio 6 0 Nera Openlnsight 8 0 Openlnsight 8 0 1 Smeda Accounting Package Back Cancel Keep Program Folder name as it is unless you are an experience user and want to have SM AP in different program folder This name will be available to you when you press MS Window s Start button Windows Catalog Windows Update Programs Documents Settings Search Help and Support Log Of Waheed o L D a we z Ta a a un T i Small amp M edium Enterprise development Authority Page 16 SM AP M anual for Accounting Professionals Version 1 0 0 Final confirmation before system will start installation according to your setup choi
41. willbe asked to review and ether accept or not accept the terme of the agreement This software will not install on your computer unless or until you accept the terme of this License agreement Sour click of the yes Button is a symbol of pour signature that you accept the terms of the Agreement For your reference you may refer to the copy of this Agreement that can be found in the Help for this SOFTWARE and you also got a printed copy of this Agreement in your product Box 1 Grant of License This agreement grants you the following nghts Do you accept all the terme of the preceding License Agreement If you choose No Setup will close To install Smeda Accounting Package you must accept this agreement lt Back Yez Ho Small amp M edium Enterprise development Authority Page 14 SM AP M anual for Accounting Professionals Version 1 0 0 Once user is agreed with license agreement U y Jouleizelagibeles Type your name below You must also type the name of the company you work for Mame Person name who will hold the license Company Company Mame Select the drive and folder on your hard disk where you want to install SM AP application User can change the Destination Director by clicking on Browse button When the destination directory is confirmed press Next button Setup will install 5 meda Accounting Package in the following directory To install to
42. 0 For large businesses a wider range of numbers would be required for each grouping In fact some companies employ a three part numbering system for each account In such a case the first part identifies the financial statement category and the remaining digits apply to the position of that account within that category For example 01 may be the first digit for Assets and Cash being the first asset account would be identified as 101 SM AP offers your two different ways to setup your Chart of Accounts Setup 2 Cntd Chart of Accounts based on a sample company Your company s Chart of Accounts is a complete list of all account names that will be used in the General Ledger Each account is associated with an account ID to help locate it when recording data mm Company Setup Wizard Step 2 1 Company Information mee we nAi E 2 Chart of Accounts i PRAI AEREA gt Advertising Architectural Company Auto Repair Company Automobile Dealer Bakery Shop Figure Create Chart of Account through Company Setup wizard SMAP provides 50 sample companies from which you can select the chart of accounts You can modify the Chart of Accounts to meet the specific needs of your business in the future 21 Start Company Setup wizard and make sure the Setup a company based on one of several sample companies chart of accounts option Is selected 22 Select the Chart of Accounts that matches your business type fro
43. 1 07 2003 30 06 2004 VYoucherNo 130 29 11 2007 1 37 AM Figure Showing i Tax Codes option in Maintenance menu ii Tax Codes definition window and iii Supplier Payment as sample window where Tax Codes are applied Customer Defaults 886 Choose Customer Defaults option on Maintenance menu System will display following window Small amp Medium Enterprise development Authority Page 161 SM AP M anual for Accounting Professionals Version 1 0 0 _ a a Customer Defaults Credit Limit ili Terms 15 Days Credit Pay Due Days 5 o Discount lo 2 pe a pe E Customer Defaults Def Sale A C 4000 Product Sales N Department DOOI Head Office N Tax Code To o IN Cash Sale A C CASH SALE Cash Sale v NI m ee a Customer Defaults Aged Periodi Aged Penod Aged Penod3 Aged Perod4 Figure Customer Defaults window and three tabs on it 887 On Terms tab 888 Credit Limit is the highest amount of unpaid balance that you allow your Customers 889 Terms is a 15 char long text field Enter Invoice Terms e g 7 days credit 890 Pay Due Days Enter number of days after which payment will be due Small amp Medium Enterprise development Authority Page 162 SM AP M anual for Accounting Professionals Settings tab income account when entering Customers 895 Tax Code Select one of already defined Tax Codes which
44. 2007 6 41 PM Figure Click on Product ID column heading system will allow you to add new product on the fly 614 When you select a product system will show the Unit Price default Location etc for that product However you can change it for this invoice 615 For each product you can also mention the location at which that particular product is being received 616 System will update the stock separately for each location 617 If the product being entered is Serial No based then you can enter Serial Nos in the Enter Serial No of lt product name gt grid at lower left corner 618 You can enter multiple serial numbers one by one at each row You can also enter a range of serial numbers 619 You can press Del key to delete a row while entering the serial number if required 620 While entering the serial numbers system will automatically update the Quantity according to the number of Serial Nos being entered 621 You can also enter the payment against this purchase 622 X Include in Tax Record will mark this invoice to be appeared on Sales Tax Registers 623 Press Save button to save the invoice with status Unposted 624 Press Cancel button to clear you data input System will clear the screen so that you can start entering a fresh invoice 625 You can print the Purchase Invoice from this window Just press the Print button Small amp Medium Enterprise development Au
45. 4 System will show you today s date as default Invoice Date You can change it 605 Enter Supplier ID or select it from the dropdown list 606 System will also allow you to add a new Supplier 607 Press N button either in front of Supplier ID field or in front of Supplier Name field 608 The Supplier Record window will open for you to create a new supplier 609 When the supplier is selected supplier related information will automatically fill in the appropriated fields These are Supplier Name Current Balance and Address 610 Supplier Invoice No and Invoice Date 611 System will show the default Purchase Account You can change it for this invoice if required 612 Reference is the optional text field and can be used to enter purchase reference 613 Enter complete information about the product being purchased Small amp Medium Enterprise development Authority Page 114 SM AP M anual for Accounting Professionals Version 1 0 0 lt SMAP DEMO DATA COMPANY Powered by Generix Solutions www generixsol c OX C File Maintenance Transaction Setup Tools Reports Window Help G2 fe rs FRE RA Gea aQ 23711707 Ez MILESTONE N anv v Paid on behalf of Supplier Dr Supplier Total Cr Payable Freight 5009 v Freight 0 Paid Account 1200 x Paid 0 a Balance Close UserName ADMIN Financial Date 01 07 2003 30 06 2004 Voucher No 120 23 11
46. 57 Select the desired user first and press Delete button 858 System will confirm you before deletion 3 8 1 3 Change Password 859 To change the password of existing user select the user first by either you double click on it or press Edit button 860 System will open the record in Change Password window Small amp Medium Enterprise development Authority Page 155 SM AP M anual for Accounting Professionals Version 1 0 0 UserName Password Description 10 202 20 _ Administrator Waheed ur Rehman Waheed Rehman Waheed Change Password Login Name Password Re enter Password Save Cancel Delete User Rights Figure System will open Change Password window when you are going to modify existing user Security Tip Since through this window you can see all users of SMAP therefore you will retain rights on this Users window window to one person Otherwise if every user can access to this window he she may change rights or password of other user s 3 8 1 4 Manage User Rights 861 On User window select the user that you want to manage rights 862 The User Rights window will open as follows Important Rights are assigned to individual users The user rights are assigned in the sense of Allowed or Not Allowed The rights are given Menus Whole Module Individual Window or specific options e g create New record level
47. 7 Press Save button to save the transaction System will immediately update the corresponding general ledgers The posting will be as follows Paid to G L ID account Debit Cash Bank ID account Credit Income Tax Payable Credit 318 To discard current data entry and clear the screen press Cancel button 319 Press Close button to close this window 3 7 4 7 Payments to Suppliers 320 From Cash Bank navigator select Supplier Payment option System will open the windows as shown in following figure SMAP DEMO DATA COMPANY Powered by Generix Solutions ww SOX File Maintenance Transaction Setup Tools Reports Window Help __ Suppliers Supplier Payment General Ledger Cash Bank E k hna E Cash Bank List i to fret CashyBank e 7 Ledger Tax Amount Total Amount Tax Account 7630 y a G L Payment Date 19 12 07 C Supplier Payment Supplier Payment G L Receipt UserName ADMIN Financial Date 01 07 2003 30 06 2004 Voucher No 118 19 12 2007 3 50PM Figure Supplier Payment window 321 The No field is the Transaction No Next transaction No will automatically offered by the system 322 Other then system s default No you have the option to enter a different Transaction No 323 Date field 324 In Date field system shows today date as default You can change the date if required On pressing drop
48. 7 11 2 Data Restore SMAP DEMO DATA COMPANY File Maintenance Transaction Setup Tools Repor bear Dpen Company Data 4 Restore From Old Version 2 5 a Bo Backup 3 Restore OOOO Restore m i HER a r Compact amp Repair DataBase aa Log Off Exit wy atta a Adjustment at i r l on BA _ re ia AD ete go eset aa T i area oS aes er ae a a an Pa ee en Figure Data Restore option E Smart Business Suite Restore Path E Temps SMAPccaunts mdb f m Cancel Note Using restore option vou can restore data that you already backed Lip Figure Restore data window 838 System will automatically display the SM AP data filename However you have to choose the right backup file that you want to restore 839 Choose Browse button to select the backup file 840 Press the Restore button The system displays the progress of the restore until it is complete 841 Press Close button to exit from restore window Small amp Medium Enterprise development Authority Page 151 SM AP M anual for Accounting Professionals Version 1 0 0 3 7 11 3 Restore Data from SMAP old version Always use Restore from Old Version option when you are upgrading your product don t use simply Restore option that is actually Restore of your Backup which was made through current version of SMAP for this purpose other wise old data will not be r
49. Account option The following window will display SMAP DEMO DATA COMPANY Powered by Generix Solutions www gene File Maintenance Transaction Setup Tools Reports Window Help B2sr rp 42 28 SA 0a se Customers F I amp Control Accounts bf S Customers List 2109 __ Bad Debts 8100 Carriage Services 4003 eA gt Creditors Control 2100 Ra at 8 ale S Ledger Debtors Control oje pje _ Default Cash 1222 Habib Bank __ Default Purchases Adjustment Default Sales 1224 UBL __ Depreciations 1225 Finished goods 3 Hepone Income Tax Payable j 2100 Creditors control Labour Charges UUU E mpa Mispostings PayableFreight _ Prepayments IUNE P __ Profit amp Loss 7 Property o Purchase Discount Purchase Freight Carriage Raw Material General Ledger Cash Bank OE Re ran dan aaa Da aes tom i main p area T aT O a Figure Control Account setup window 5 T Q 3 Ga z a Ed S x lea OnO us a 5 T 878 Change the Control Accounts according to your Chart of Accounts Small amp M edium Enterprise development Authority Page 159 3 8 4 SM AP M anual for Accounting Professionals Version 1 0 0 879 For each Control Accounts a dropdown is available in Account Nos c
50. Accounting Professionals Version 1 0 0 3 7 8 Pointof Sales POS You can access POS modules from left side navigators where you will see POS Setting Point of Sale the sales screen Shift Closing POS Shift POS Till Bar Code Shift Status and Reports SMAP DEMO DATA COMPANY Powered by Generi a ie Rovere Tead Senp Tos Beors Miedo es rp rs SZEFA a Customers z o E p Suppliers General Ledger Cash Bank Inventory Pos POS Setting a 4 Point of Sale g Shift Closing POS Shift POS Till ME 5 p j B T f f Financials Reports Uses Namga ADMIN Financial Date 81 07200 20 06 2004 natnn ap aet o ao aaan tod Voucher No J08 9 3142 2007 3 23 r E a ee i aa ee ee S EE T E T ee O Figure POS Module that can be access through left navigator 3 7 8 1 POS Settings Choose POS Setting from POS Navigator System will display following screen Customers Suppliers Point of Sale Options General Ledger Cash Bank m Options POS Invoice Automaticaly Post nventory Sale F POS Invoice Automaticaly Print POS F Stock In Hand Validation Check F Display Product Unit Display Product Detail Column POS Setting MV Display Product Discount Column IV Display Tax Option E M Enable Invoice Cancellation Point of Sale M Display Stock In H WR See yi Development Working SBS F Display Location Stock f l Screenshots Product N yas V Use Default Customer Sale Acc
51. ECHNO Techno Co Mr Hammad 92 42 5412875 540001 I JUNTI Production Unit 1 cb pr werent waT Date Range X 9 71650 ik From To D Add Edit Date 707703 ES X 1412 2007 ES X Io eT Oe alien S a TT a aa OE OO ae mi TO a Figure Select supplier and press Ledger button system will open Ledger Date Range dialog box 176 The Activity Date Range dialog box will appear 177 Enter the date range during which you want to see the ledger and press Ok button Small amp Medium Enterprise development Authority Page 55 SM AP M anual for Accounting Professionals Version 1 0 0 178 System will show the ledger Supplier Activity From 01 07 2003 To 14 12 2007 241350 00 0 00 234150 00 Credit 192000 0 13 07 2003 Western Digital Hard Disk 40 F 46200 0 13 07 2003 Key Board Apacer Oty 3150 01 Range amp Print g Eind Figure Supplier Ledger 179 The Ledger window shows the following information 180 Supplier Account Name Current Balance Amount Paid and YTD Purchase 181 The transactions will be shown in following columns 182 Voc No Inv No Type Date Reference Details Debit and Credit 183 View another supplier 184 To view another Supplier s ledger select the name from Account combo box 185 You can change the date range while viewing the Ledger To do so press Range button 186 Printing Ledger 187 Just press the Print button 188 System will sho
52. Figure Invoice Posting Summary report 3 7 6 7 Sales Analysis 585 Sales Analysis is the graphical presentation of your Sales and Sales Returns in current fiscal year 586 It can be accessed by clicking on Sales Analysis button on Sales Navigator System will open following window Small amp Medium Enterprise development Authority Page 111 SM AP M anual for Accounting Professionals Version 1 0 0 SMAP DEMO DATA COMPANY ix Solutions www gener DOR File Maintenance Transaction Setup Tools Reports Window Help Beer rp rs Sg 25 0e8 aQ Hex g Product ID By Graph Type nyo gt KEYBOARD bi Value v User Name ADMIN Financial Date 01 07 2003 30 06 2004 WoucherNo 120 23 11 2007 4 56 PM Figure Sales Analysis 587 You can view your sales for each product Select your desired product from Product ID combo box 588 The graph can draw either on Quantity or Value of the Sales Select the option in By combo box 589 There is another option to select Sales only Sales Return or both Small amp Medium Enterprise development Authority Page 112 3 7 7 3 7 7 1 SM AP M anual for Accounting Professionals Version 1 0 0 Purchases module SMAP lets you maintain Purchases also called Inventory Receiving from your suppliers You can purchase Products inventory items Services or record Purchase Returns to your Suppliers Your purchase transactions are
53. Financial Year Re 2 Change Programe Date Users Change Password ney Global Options Setup Check List a a ee er a ee a a Ledger a ma al af sa a a ae sly gape Boke bit Pas AL La ee a Ln E T Following window will open for you f Setup Checkpist General Financial Year Date Tas Codes L Locations L Departments Customers L Customer Defaults L Customer Records L Customer Opening Balances Suppliers L Supplier Defaults L Supplier Records L Supplier Opening Balances General Ledger L Chart of Account Settings General Ledger Records L Ledger Opening Balances Inventory L Product Defaults Product Settings L Product Records Product Opening Balances Figure Setup Checklist assists you to keep track of SMAP configuration setups On this window just check the setup option The check mark tracks your progress towards completing setup It is recommended that you setup the Chart of Accounts and Beginning Balances for the General Ledger accounts first For each option you can also open that particular window by clicking on its name For example press on Departments system will open Departments window Small amp Medium Enterprise development Authority Page 27 3 5 4 3 6 SM AP M anual for Accounting Professionals Version 1 0 0 Explore Demo Company before your start SM AP provides Demo Data A Sample Company
54. From this grid you can select the serial number which you are receiving back 562 The total serial numbers and the corresponding Quantity being received back must be equal 563 You can return cash at the time of Sales Return Small amp Medium Enterprise development Authority Page 106 SM AP M anual for Accounting Professionals Version 1 0 0 564 System will show you default Cash in hand account as Paid Amount From Account 565 You can change it if required 566 You can enter full or partial return amount for this Return 567 X Include in Tax Record will mark this invoice to be appeared on Sales Tax Registers 568 Press Save button to save the Sales Return with status Unposted 569 Press Cancel button to clear you data input System will clear the screen so that you can start entering a fresh invoice 570 You can also mark a Sales Return as Cancelled 571 Press Inv Cancel button System will confirm you before proceeding Cancel Invoice Figure Confirm before canceling a Sales Return 572 You can print the Sales Return from the same screen Press Print button system will print the Sales Return as follows Small amp Medium Enterprise development Authority Page 107 SM AP M anual for Accounting Professionals Version 1 0 0 in can he ve rc ing gee Cores ion Figure Sales Return printout 3 7 6 5 Modifying Sales Invoices After posting a Pro
55. Genenx Solutions www generixsol com Sa Oe 18 x Q tie Maintenance Transaction Setup Tools Reports Window Help 2 srs SPAT OB aD 2 Financials UserName ADMIN Financial Date 01 07 2003 30 06 2004 Voucher No 119 23 11 2007 12 27 PM Figure Sales Return window through Sales Navigator 552 Sale Invoice No is basically the Sales Return No Next Return number will automatically displayed by the system 553 System will show you today s date as default Invoice Date You can change it 554 Enter Customer ID or select it from the dropdown list 555 When the customer is selected customer related information will automatically fill in the appropriated fields These are Customer Name and Current Balance 556 Purchase Ref is the customer s purchase reference 557 Enter complete information about the product being returned 558 When you select a product system will show the Unit Price default Location etc for that product However you can change it for this return 559 For each return you can also mention the location at which that particular product is being returned System will show you the default location ID but you can change it as per your requirements 560 For each product being returned system will show the sold serial numbers in a separate grid at lower left corner of the screen See Enter Serial No of lt product name gt 561
56. N NETWORK SETTINGS cccccccescceecceeceessesseesseuececeseeeseeceeesseeeeeeeseeeeeeseeesees 19 3 5 HOW TO GET SMAP REGISTERED cccsccsecsscsccescssceccssceccuccsccuceseeceecenseeseuseseesesceesessensesseeceseeesescuesencuess 20 33d Obtain VOUT Registration INO icdeionsiseinencitadscroashdnendounbetudachds NEER REN AS ESEA Zi 3 5 2 Setup your company Company Setup WIZArd ccccccccccccccccccecseeee cence nee ee eeee ee ee cece eee e cence cd Ee cde Ee aa EE EES Zt FoS PeUP CC OG settee pote acre EEEE NA EEE Ea e E aeni 26 3 5 4 Explore Demo Company before your statt jiccissctecchecebi varius vandhaseboseaivoveicruteusiacingennsbsnsataesdodsedesases 28 SO URO MAP aac aA savas A E AAE 053 seems A T 28 30d SMAP oware Modules sessio EREE A anata eae tone snsatauacbsanededes 29 3 6 2 Explore SMAP Application Menu ccccccccccccnccccussccneeceusccnccceeecaueceuseecaesceusceaaseceeesauscseneeesesseaneeageeses 30 3 6 3 General information about the SMAP AppliCQtion cccccccccccccscccceeceecceeeeceaececaeeseeeeeeeceseeeseeseeaeeesaeeeaaes 33 3 04 SMAP Standard Shortcut KEYS sspiesssiccinrsinvensresunuisstasnetoatioasdasbanstinediessindeseaiveteiansoesevbatusenssehaiuntevecosaseasies 35 3 6 5 About Report Preview windOW e noennennnnsnesennsenseenseessnssenseessesssrossoseesserssessesserssrosseesseseesserseeseeeseese 36 J00 kevori opw OPTIONS T S MAT arsina TE E EE EEEE EEE EE E 39 3 1 SMAP APPLICATION MODULES
57. S Eae RERE ONE E AEO e 167 50 10 TrodueNOnN SeN oniar a aa a a a a e le aaluacseshoabees 168 O OAO a a N E E EE N 170 FOLZ LENEE E a E a E A EET E 171 ISLI Chapse VOUT TO CT OMT IG Coy asia aa e e a a a E sen Vsautiatdseluel 172 ROL TROS Dali oaoa T E E E E T R 173 LSLS OEEC U OT a iae A a e a a a 174 D010 R portlouwput ophons Tt SMAP aoee iveene iane EE E AE Rada va ects OAE EA NA 174 Small amp M edium Enterprise development Authority Page 7 1 ABBREVIATIONS amp TERMINOLOGIES Abbreviation Terminology A P A R Accounts Payable Accounts Receivable Accrual Accounting Actual cost Annual physical inventory ATC Bad Debts Bill of distribution Bill of materials Credit Note Credit Memo Description Abbreviation for Accounts Payable Abbreviation for Account Receivable Represents balances to be paid to a supplier for goods supplies and services purchased on an open account Accounts payable balances are used in accrual based accounting are generally due in 30 or 60 days and do not bear interest See also Accounts Receivable Represents amounts to be received from a customer for items or services sold to him when cash is not received at the time of sale Typically accounts receivable balances are recorded on sales invoices that include terms of payment Accounts receivable is used in accrual based accounting See also Accounts Payable Income is recorded as you invoice customers and expen
58. STRENGTHENING SERVICE PROVIDERS FOR ASSISTANCE TO SM ES IN BUSINESS ACCOUNTING 4 ey ae sa Ba SMAP Manual Operational Guide for Professionals March 2008 FINAN CIA SERVICES B amp SDS DIVISION SMEDA HEAD OFFICE GU eon EDAP EAZA TEC EFRON ROAD Latte Wei ys abe yal eet si SM AP M anual for Accounting Professionals Version 1 0 0 Abstract 2008 SM ALL AND MEDIUM ENTERPRISE DEVELOPM ENT AUTHORITY SM EDA SM AP M anual Operational Guide for Professionals Lahore SM EDA 2008 171 p Operational Guide for using SMEDA Accounting package SM AP containing detailed information on the various modules tips and guidelines for efficient software usage English Small and Medium Enterprise Development Authority SM EDA 6 Floor LDA Plaza Egerton Road Lahore 54000 Pakistan Telephone 92 42 111 111 456 Telefax 92 42 630 49 26 7 E mail snap smeda org pk Web site www smeda org pk Small and Medium Enterprise Development Authority SM EDA 2007 All rights reserved Except for the usual review purposes no part of this work may be reproduced or transmitted in any form or by any means electronic or mechanical including photocopying recording or any information retrieval system without the written permission of the publishers Small amp Medium Enterprise development Authority Page 2 SM AP M anual for Accounting Professionals Version 1 0 0 Preface In September 2004 SMEDA started offering software ba
59. Service Invoice as follows Small amp Medium Enterprise development Authority Page 117 3 7 7 4 SM AP M anual for Accounting Professionals Version 1 0 0 gt gt amp amp F e J a DEMO DATA COMPANY Lore F800 pas Figure Service Invoice printout Purchase Return 646 Select Purchase Return option on Purchase Navigator 647 System will display Purchase Return window SMAP DEMO DATA COMPANY Powered by Generix Solutions ww DOR Eile Maintenance Transaction Setup Tools Reports Window Help la x CEL E FR RACH ag Purchase Return Invoice Suppliers General Ledger 5 E Cash Bank_ Return Invoice ii upplier Date fair Br Suppplier ID i Supplier Address MA No Sade ii lavnice laa 3511 2007 Purchase ccount Purchase Return eget Productio Details UnitPrice Qty Amount TaD Tas TotalAmount LocID a H oof oof J S elect Product Serial Nos My Serao Return a Total 0 00 cieved To Account x Recieved 0 00 LC Costing Balance 000 7 ha D Add B Save Cancel amp Print gm HO Include in Tax Record Close UserName ADMIN Financial Date 01 07 2003 30 06 2004 Voucher No 120 25 11 2007 356 a Figure Purchase Return window through Purchase Navigator 648 Next Return Invoice will automatically displayed by the system Small amp Medium Enterprise development Authority Pa
60. The Product Name column is read only 435 System will provide Unit Price and Location as default value from that particular product 436 By default system gives Stock In type of adjustments Therefore product s Cost Price will be given as default value Change the Stock In Out as per your requirements 437 You can also mention Serial Nos to be adjusted Two separate grids are provided for including new serial numbers or excluding existing serials 438 Depending upon the adjustment type in out these two grids of Serial Nos will become editable or read only 439 You can enter multiple products in one adjustment In which some could be adjusted In and some could be adjusted Out 440 Optionally you can mark this adjustment as X Include in Tax Record Small amp Medium Enterprise development Authority Page 92 SM AP M anual for Accounting Professionals Version 1 0 0 441 Once you have completed the adjustment entries press Save button to permanently save the record System will immediately post the record and update the stock ledger 3 7 5 7 Update Serial Numbers Update Serial No Update Serial No Product FOCUSKEYBOARD 7 KepBoard Focus 104 Location L004 SeiaNo CSCC Action O 28765DH1000 28765DH1070 2876SDH1071 2876SDH1072 2876SDH1073 __ 2876SDH1074 __ 2876SDH1075 oa7ecnHinen Location L003 a Ad
61. There are three options in the system to get the report output These are Small amp Medium Enterprise development Authority Page 174 SM AP M anual for Accounting Professionals Version 1 0 0 When getting reports in File format following dialog will appear It will allow you to save the report with your desired name You can select the hard disk Drive C D etc or select the Folder for saving the report Choose Export File Save in Temp D nsu tmp 4 Adobelm_Cleanup 0001 dir 0000 My Recent Adobelm_Cleanup 0001 dir 0001 Documents adobelm_Cleanup 0001 dir 0002 Adobelm_Cleanup 0001 dir 0003 9 hsperfdata_waheed msohtml msohtml1 ID PPT11 0 9 VBE D Words 0 My Network Ple name re Places Save as type Record style rec v Cancel Small amp M edium Enterprise development Authority Page 175
62. Voucher entry screen 261 To open Journal Voucher screen press Journal Voucher button on General Ledger navigator Customers Suppliers General Ledger pe a Ledger D ournal v ouchF Figure Journal Voucher button on side navigator 262 Following Journal Voucher window will open Small amp M edium Enterprise development Authority Page 72 SM AP M anual for Accounting Professionals Version 1 0 0 Journal Voucher Journal Voucher Figure Journal Voucher entry screen 263 You can enter multiple transaction lines in one voucher 264 The Ref Reference field is optional but it does appear on many reports 265 To delete a row first highlight the row by pressing row selection button on left side of the grid and then press delete key System will confirm you before deleting the row 266 The Bal Balance is a read only field showing the out of balance totals during the data entry Through this field SM AP will help you in entering a balance voucher 267 The Save button will save the voucher and immediately update the General Ledger 268 The Cancel button will cancel your current data entry and clear the field for new input 269 The Close button will close the data entry screen Note One you have entered a voucher it will immediately update the General Ledger The Voucher Number will automatically be assigned by the system Once a voucher has b
63. Windows Update ich Programs f Office 2 Documents CA7 E Settings G o ea Search g o Help and Support a E Run w S Log Off Waheed c o Turn Off Computer zy start Oren ao ANR 3 3 UNABLE TO RUN OR VIEW REPORTS After installation if SMAP does not run or reports do not display on the screen please run Winjet from Win32 folder downloaded from SM EDA web site 3 4 SET THE DATABASE LOCATION NETWORK SETTINGS 8 When you run the SM AP application for the first time system will automatically ask you about the database location 9 If your choose Specify this computer as Server then you will be allowed to Save and Continue or Exit Application Small amp Medium Enterprise development Authority Page 19 3 5 SM AP M anual for Accounting Professionals Version 1 0 0 10 But if you choose this computer as Client then you will be allowed to select the database file at location other than default offered by the system lt Smeda Accounting Package NETWORK SETTINGS C Program Filesaenens Solutions Smeda Accounting Package accounts mdb Specify this computer as Server t Client F Save amp Continwa F Exit Application Hote Press save if you want to specify this computer as Server Figure Database location setting How TO GET SMAP REGISTERED When you run SMAP application for the first time the registration screen will automatically ope
64. ach row the name of supplier and its Account will be displaying on upper portion of the screen 198 The row is same as you have seen on previous transaction entries 199 You have the option to make any kind of adjustment effecting the supplier s debit or credit balance Small amp Medium Enterprise development Authority Page 58 SM AP M anual for Accounting Professionals Version 1 0 0 200 On transaction line the G L code Department code and Tax code will be automatically appear from that supplier record refer to Default tab on Supplier Record screen 201 To accept the adjustments press Save button 202 Note The adjustments will immediately update the General Ledger and relevant Supplier s details 203 After successfully saving the screen will be cleared and you can add entry more adjustments 204 The Cancel button will refresh the data entry and clear any existing data so you can start again 205 When you have finished press Close button to close the adjustment screen Small amp Medium Enterprise development Authority Page 59 SM AP M anual for Accounting Professionals Version 1 0 0 3 7 3 General Ledger module SMAP DEMO DATA COMPANY is aie ree ri zen E Customers G ene ral Ledger GL List a Ledger Hao Journal Voucher EGA TaN H Ep ors Cash Bank les den a Mi oe oo ae Figure General Ledger side navigator 3 7 3 1 Maintain y
65. ailable in the system 3 7 2 Suppliers module In SMAP you can access functionality related to suppliers at following places 117 Maintenance M enu 118 Supplier Defaults settings 119 Transaction M enu 120 Supplier List 121 On this screen you can Add Edit or Delete a supplier record 122 Also you can print the Supplier List from Supplier List screen 123 Supplier Navigator side navigator 124 Supplier List Same as you have through Transaction M enu 125 Supplier Ledger 126 Supplier Adjustments 127 Reports related to supplier following reports are available 128 Supplier List 129 Supplier Address List 130 Supplier Label List 131 Supplier Ledger Summary with Balance 132 Supplier Detailed Ledger with Balance 133 Supplier List with Balance 134 Supplier List with Balance Range 135 Supplier Payments Summary 136 Supplier Payment Slip Small amp M edium Enterprise development Authority Page 49 3 7 2 1 SM AP M anual for Accounting Professionals Version 1 0 0 Supplier Purchase Detail Product Wise Supplier Purchase Summary Product Wise 139 Supplier Aging Reports Supplier Reports same screen as you access Reports from Supplier navigator SMAP DEMO DATA COMPANY Powere File Maintenance Transaction Setup Tools Reports Window Help B2 Customers List CAILE o Suppliers GL List E Cash Bank List F Financial List Suppliers List Prod
66. aintenance menu and choose Product Defaults option System will display following window SMAP DEMO DATA COMPANY Powered by Generix Solutions www generixso Eile Maintenance Transaction Setup Tools Reports Window Help eae gegggoeaaag Product Defaults Report to Sale A C Mea N Tax Code T00 0 v NI Measuring unit Unit Department D001 Head Office IN Location L001 Main Office IN Category Pco01 GENERAL IN A B001 Genera iN M001 Gener IN IV Check If Tax Amount Included in Cost Price Eee Figure Access Product Defaults window through Maintenance menu 925 You can select default codes these are Default Sales Accounts Default Tax Code enter default Measuring Unit Department Location Product Category Brand Make Modal and Size 926 If required you can also create new code by pressing adjacent N button 927 Press Save button to save your preferences 928 Press Close button to exit without saving Small amp Medium Enterprise development Authority Page 167 SM AP M anual for Accounting Professionals Version 1 0 0 3 8 10 Production Setting SMAP DEMO DATA COMPANY Product ID PHILIPS17 Product Name Philips 17 6500 00 Price Levels 10 UserName ADMIN Financial Date 01 07 2003 30 06 2004 Voucher No 130 29 11 2007 12 44 PM Figure Product Defaults and Product Record windows
67. ame time 545 X Include in Tax Record will mark this invoice to be appeared on Sales Tax Registers 546 Press Save button to save the invoice with status Unposted 547 Press Cancel button to clear you data input System will clear the screen so that you can start entering a fresh invoice Small amp Medium Enterprise development Authority Page 104 SM AP M anual for Accounting Professionals Version 1 0 0 Cancel Invoice This action cancel the invoice Do you want to proceed Yes No Figure Confirm before canceling an invoice 548 You can mark an invoice Cancelled without entering any input 549 You can print the invoice from the same screen Press Print button system will print the Service Invoice as follows T tot gt gt amp amp 7F Alo A DEMO DATA COMPANY Lwoes6 00 cae 123455759 1234557 9 123456739 125456789 123455759 125456789 123456789 12545675 9 123456789 12345 6789 125456739 123456789 123545672 9 123456789 123456789 1235456 789 123456759 123 456789 1234567E9 155455789 123455 TES 1554567E9 1534567E9 1534 Figure Service Invoice printout 3 7 6 4 Sales Return 550 Select Sales Return option on Sales Navigator Small amp Medium Enterprise development Authority Page 105 SM AP M anual for Accounting Professionals Version 1 0 0 551 System will display Sales Return window SMAP DEMO DATA COMPANY Powered by
68. ance 241350 00 Amount Paid 0 00 YTD Purchase 234150 00 el Credit a z Balance Balance B F i 192000 0 amen 13 07 2003 Wester Digital Hard Disk 40 i 46200 01 13 07 2003 Key Board Apacer Qty 3150 00 i Range amp Print i Eind bP ad canal im MEN athlete a neta ithe An AP nn Octet cae tthe incon T th emetactate A nomen aA atin sin Figure Supplier Ledger Small amp Medium Enterprise development Authority Page 54 SM AP M anual for Accounting Professionals Version 1 0 0 173 Open Suppliers List either from the menu or side navigator OMAP DEMO DATA COMPANY p BS Suppliers List Cash Bank List ba Financial List Suppliers List upphers LI Product List Eadie Sale List Purchase List oje Barter Entry Adjustment Modification wy Modify Cost Price j l Reports Figure open Supplier List either from Transaction menu of side navigator 174 Select the supplier for whom you want to see the ledger 175 Press Ledger button on side navigator SMAP DEMO DATA COMPANY Powered by Generix Solutions wx File Maintenance Transaction Setup Tools Reports Window Help ges rp rs 282 25 0e ag Suppliers mM Supplier a _ Supplier 1D Telelphone Bal 0 iers Lis LD CASHPURCHASE Cash Purchase t Tanveer 92 42 5642138 28250 92 42 5469832 241350 MILESTONE Mr liaz 92 42 5758921 550041 _ sun sys Mr Farukh 92 51 5638965 y T
69. anual for Accounting Professionals Version 1 0 0 Name Description Code Customer Credit Sales Credit Note SC E Supplier Debit Purchase Debit Note PD Ei Supplier Credit Purchase Credit Note PC Debit Voucher Journal Debit JD Credit Voucher Journal Credit JC Cash Cash Payment CP Cash Cash Receipts CR Bank Bank Payment BP Bank Bank Receipt BR Customer Receipts Sales Advice SA es Supplier Payment Purchase Advice PA Sales Sales Invoice Si __ Sales Return Sales Return SR eS Service Invoice SV Purchase Purchase Invoice PI m Goods Return Purchase Return PR Performa Sales Performa SP as Sales Quote SQ Stock In Adjustment In Al Stock Out Adjustment Out 40 Discount Discount on Sales DS Consumption Raw Material Cy Finished Finished Goods ak _ Transfer Transfer In T Transfer Transfer Out TO Material Issued Material Issued MI _ Goods Received Goods Received GR Income Tax Income Tax IT Figure Legends Complete list of Transaction types used by SMAP application You can see these legends usually by the name Type on many window For example see Type column on Modification window as follows es Modification Select Criteria From 01 07 03 Ay Te 30 06 04 Hy Mew Decir N Customers V Suppliers V Cash 7 Bank V General Le
70. appropriated fields These are Customer Name Current Balance Address G L Sales Account Payment Terms and Sales Tax Code 533 You have choice to create a Quotation or Performa Invoice instead of Sales Invoice 534 Select the appropriate type in Type field 535 In case of Performa or Quotation type of invoice there will be no impact on your stocks and similarly there is no effect on G L accounts 536 If the invoice is still Unposted you can change the type from Performa Quotation to Invoice latter on and vice versa 537 System will show the default Sales Account You can change it for this invoice if required 538 Reference is the optional text field and can be used to enter sales reference 539 Enter complete information about the services being sold 540 Services will be entered on each line in Detail column and its correspondence charges Amount column 541 You can enter almost 250 characters on each row in Detail column 542 The default Sales Tax Account Received to Account No will appear These are the account numbers as you have already defined in Control Accounts settings window 543 These are default account numbers But you can change any of then for this invoice You can enter a percentage ranging from 0 to 50 If you exceed system will notify you by giving message Enter the correct Additional tax percentage 544 You can also receive payment at the s
71. ce Start Copying Files Setup has enough information to start copying the program files IF pou want to review or change any settings click Back If you are satished with the settings click Next to begin copying files Curent Settings Setup Type Complete Target Folder C Program Files Generns Solutions Smeda Accounting User Information Name Person name who will hold the license Company Company Name if n gt After the confirmation system will start copying SMAP on your computer Following screen will take few seconds while copying ETSetip Smeda Accounting Package Version 5 0 12 a i a a a a a a J Small amp Medium Enterprise development Authority Page 17 SM AP M anual for Accounting Professionals Version 1 0 0 As part of installation in order to run SMAP on your computer MS Windows needs few files to be registered This registration will be done automatically by the SMAP Setup program But due to some reasons like these files are already registered on your computer following Information message will appear Intormaton The following tlela failed to Self Register CW INO OWS eustem32 COMDLG 16 008 CAWINO OWS eustem32 hMSOUTL16 0C8 CAWINDO W S systema AnS SCALATE OCH CAWINOOW S eustem3245 504 616 0085 CAWINOOW S eustem32455PARN16 0LL CAWINO OWS eustem3245 55 DSB 16 008 CAWINDOW S sustem324 THREED 16 008 CAWINOO W S sustem324 ABCTLIB OCS This i
72. ce Invoice option from the Sales Navigator SMAP DEMO DATA COMPANY 3 Power rec enerix Solutions www generixsol com Se O B Eile Maintenance Transaction Setup Tools Reports Window Help B2 r rp re 28 82A 0 aa Q Customers ME rece 2 General Ledger Sale Invoice No i Customer 7 N _Cash Bank Inventory Invoice Date 23 11 2007 Hz Customer Address Productions CustomerID gt Sale Sale Tax Account p Recieved To Account No x Financial Add A Save gt Cancel amp Print fizz ny Include in Tax Record UserName ADMIN Financial Date 01 07 2003 30 06 2004 Voucher No 119 23 11 2007 11 11 AM Figure Service Invoice window that is accessed through Sales Navigator 527 System will open Service Invoice window 528 No is the Sales Invoice No Next invoice number will automatically displayed by the system 529 System will show you today s date as default Invoice Date You can change it Small amp M edium Enterprise development Authority Page 103 SM AP M anual for Accounting Professionals Version 1 0 0 530 Enter Customer ID or select it from the dropdown list 531 System will also allow you to add a new customer Press N button the Customer Record window will open for you to create a new customer 532 When the customer Is selected customer related information will automatically fill in the
73. ce Type Product ID Quantity Location ID Product Serial No Paid Amount and Received Amount 804 Following information can be changed 805 All other options are changeable which are enabled for entry For example G L Accounts e g Cash Account Sales Account Purchase Account Date and Reference fields etc Tip If you want to change Paid or Received Amount you can use Cash Bank option in modification and select PA type for supplier payments and SA for customer receipts 806 Filter transactions 807 You can filter posted transactions within a specific date range 808 You can additionally filter transactions related to one or more particular modules e g Customers Suppliers Cash Bank General Ledger Sales Purchase Production and Inventory 809 Press View Records whenever you change the filter criteria 810 Modify the record 811 Go to the transaction that you need to modify and press Edit button 812 System will open the selected transaction to its corresponding window 813 M ake the changes and press Save button 814 System will take care for all updating and correcting the balances 3 7 10 3 Barter Entry Barter Entry is just like barter trade where people exchange only goods In our scenario a company purchases one product and gives one of its own products in return So a barter entry is passed to manage the accounts of customer and supplier on behalf of which yo
74. d Serial No PE Action W Figure Existing serial number at a particular location 442 M odify an existing serial number 443 You may select the location from Location drop down list 444 A list of existing Serial no s will appear under the column Serial No IAFRCNHINNA a Figure Modify an existing serial number 445 You can update their status to Sold or Purchase Return in Action column Small amp Medium Enterprise development Authority Page 93 SM AP M anual for Accounting Professionals Version 1 0 0 Update Serial No Update Serial No Product FOCUSKEYBOARD v KepBoard Focus 104 Location L003 Edit Serial No Seiao o ooo ain gt 28765DH1001 2876SDH1002 2876SDH1003 Delete Rows 2876SDH1004 __ 2876SDH1005 You have selected 3 rows for deletion Choose Yes to delete the rows or No to exit 2876SDH1007 IAFRANHINNA Figure Delete multiple Serial Numbers 446 Delete a serial number 447 You can delete a single or multiple serial numbers at a time 448 Select the desired serial number s by clicking on the row selection button on left side of each row 449 Repeat selection for all desired serial numbers to be deleted 450 Press Delete button System will confirm you before further action 451 Press Yes to permanently delete selected serial numbers otherwise sel
75. dar which can be displayed by pressing adjacent dropdown button 950 Press Enter key or OK button to confirm and change the date 3 8 14 Refresh Data Refresh Data option is required when you are running SMAP on more then one computers in LAN environment This will re read the data and make available in your computer memory which has been entered by other computers in the network 951 Select Refresh Data option from Tools menu This option cannot be run with any other windo w open Do you wish to close all other open windows now Warning Any unsaved data will be lost Figure System will confirm before executing the Refresh Data 952 You can also press F5 key to refresh the data Small amp Medium Enterprise development Authority Page 173 SM AP M anual for Accounting Professionals Version 1 0 0 System will assume that you are not working in any window All windows must be closed in order to refresh the data correctly in memory 953 System will take small amount of time for this process Only in case of any problem system will inform you otherwise you can continue with your work 3 8 15 On line Calculator Either select Calculator from the Tools menu or press F6 to access the on line calculator Calculator Edit View Help a T ema Je Pe OOO D re OIE Cs JI eee Figure Press F6 to access on line calculator 3 8 16 Report output options in SMAP
76. dger V Sales V Purchases V Production V Inventory V All Net__ Tax Amt TotalAmt 5000 Philips 17 Oty 05 07 2003 18000 Dr 0 00 18 000 00 5000 3 Trio 3D YGA Card 12 07 2003 23650 Dr 0 00 23 650 00 5000 Western Digital Hard 13 07 2003 46200 Dr 0 00 46 200 00 5000 Key Board Apacer 13 07 2003 3150 Dr 0 00 3 150 00 4000 Philips 17 Oty 05 08 2003 Cash Sale 6500 Cr 0 00 6 500 00 1200 Cash Received 05 08 2003 Cash Sale 6300 Dr 0 00 6 300 00 4009 Discount under S I 05 08 2003 Cash Sale 200 Dr 0 00 200 00 4000 3 Trio 3D YGA Card 05 08 2003 Shaheen 13200 Cr 1 980 00 15 180 00 1200 Cash Received 05 08 2003 Shaheen 10000 Dr 0 00 10 000 00 Figure See Type column where SM AP Legends are used 3 8 13 Change your Program Date 948 Select Change Program Date from Setup menu System will display following window for changing the program date Small amp M edium Enterprise development Authority Page 172 SM AP M anual for Accounting Professionals Version 1 0 0 SMAP DEMO DATA COMPANY Powered by Fle Maintenance Transaction Setup Tools Reports Window Help Customers Suppliers List a Ledger D Enter the new date to be as default for the transactions Adjustment This date can be changed at the time of posting H Default Program Date ey 1 07 ra vl MED Accourti 3 A J y fe Figure Change Program Date window 949 You can either enter the date or select through the calen
77. dium Enterprise development Authority Page 96 3 7 6 3 7 6 1 SM AP M anual for Accounting Professionals Version 1 0 0 Sales module SMAP DEMO DATA COMPANY File Maintenance Transaction Setup Tools Reports Window Help d 2iH s a 282 25 LE Customers _ Powered by Generix Solutions www generixsol X Vi E D A pa ccou tine Package Sale Return 7 iz os Sale Analys iag i eee ri A Financials _ Reports UserName ADMIN Financial Date 01 07 2003 30 06 2004 Voucher No 119 fi 23 11 2007 9 27 PM Figure Sales Navigator List of invoices Sales List amp Sale Sale Select Criteria Fa Date bi Sl 12 06 2003 Ahmad amp Co 1 066 11 Posted Gi 15 06 2003 150 500 00 Posted 15 06 2003 28 390 20 Posted 05 08 2003 05 08 2003 05 08 2003 05 08 2003 05 08 2003 12 08 2003 05 08 2003 09 12 2007 Anmol Traders Anwaar amp Co Cash Sale Shaheen Inc Shell Pvt Ltd Zakir Ine Ahmad amp Co 6 300 00 Posted 15 475 68 Posted 113 023 00 Posted 16 960 00 Posted 13 270 00 Posted 2 000 00 Posted 700 00 Posted 0 00 Cancelled i Ai Close Ikram amp Co Ahmad amp Co Delete amp Print amp Retail Print amp WOLogo amp Delivery gm Find Clear X Figure Sales Invoice 471 You can open Sales List through Transaction menu or through Sales Navigator 472 Sales List has filter criteria 473 In which you can filt
78. down button system will show a calendar Small amp Medium Enterprise development Authority Page 80 SM AP M anual for Accounting Professionals Version 1 0 0 325 Supplier ID field 326 You can select Supplier ID using the dropdown button 327 You can also enter Supplier ID through keyboard 328 System will automatically display supplier s outstanding balance in front of its name 329 Cash Bank ID field 330 You can enter a cash or bank account 331 In case of payment through bank you can enter Cheque No in Cheque Ref field 332 Tax deduction 333 If applicable you can select Tax code and Tax amount to be deducted from this payment 334 By default system will give you Income Tax account for tax deduction but you can change this account when required Note The Cash Bank ID and Tax Account are default as you have defined in Control Accounts refer to Maintenance Menu 335 Press Save button to save the payment System will immediately update the supplier balance and corresponding ledger 336 To discard the data entry press Cancel button It will discard your entry and clear the screen 337 When finish press Close button to close the Supplier Payment window 338 Printing of Supplier Payment 339 First open the transaction that you want to print 340 For this purpose either you can press Cancel button or press Add button It will make Transaction No f
79. duct Sales Invoice Service Invoice Sales Return Purchase Invoice Service Purchase Invoice or Purchase Return you can not change the transaction on the respective data entry screen But through Modification option in Transaction menu you can modify them 573 Following information fields can not be modified 574 Invoice No Invoice Type Product ID Quantity Location ID Product Serial No Paid Amount and Received Amount 575 Following information can be changed 576 All other options are changeable which are enabled for entry For example G L Accounts e g Cash Account Sales Account Purchase Account Date and Reference fields etc Small amp Medium Enterprise development Authority Page 108 SM AP M anual for Accounting Professionals Version 1 0 0 Tip If you want to change Paid or Received Amount you can use Cash Bank option in modification and select PA type for supplier payments and SA for customer receipts 3 7 6 6 Posting 577 At the time of reporting system offers a choice between Posted and Un posted Invoices to be printed 578 Posted Invoices means reflect the effect of saved invoices on G L Accounts Customer Accounts and Inventory 579 Un posted Invoices are those which has no effect on accounts and also not made a part of the permanent records of the company until you decide that you are Satisfied with them or not Supplers Product ID General Ledger lazh Ba
80. e keeping the search criteria active Uncheck the box to apply the search again 370 The records shown In red color are those which are below their re order level 3 7 5 2 Add anew product 371 Press Add button from the Inventory List window to add a new product Product Record Product Record Details New Product Product ID v Product Name Sale Price Price Levels Click to select picture gt gt Re Order Level Cost Price Expiry Day In Stock Brand ID B001 Genera v N Last Buying Qty Make ID K001 General N Last Buying Date 13 2001 Model ID MOOI Genera i N ERE Size ID S001 General IN Last Buying Price ihe Tax Code ID T001 0 N Measuring Unit ni Report to G L 4000 Product Sales v N Part No Weight Product Category ID Pcoo1 GENERAL Y N Warranty Referecne Department ID Dom Head Office z N Detail Location ID L001 Main Office v N selec gt gt Image Path Click to ct picture Figure Product Record window to add new item 372 There are three tabs Detail Formulization and Replacement 373 On Detail tab the basic information will be entered on this tab 374 Following fields are read only These are maintained by the system 375 Cost Price 376 In Stock quantity 377 Last Buying Quantity 378 Last Buying Date 379 Last Buying Price purchase rate Small amp Medium Enterprise development Authority Page 87 SM
81. e on Product Record entry 942 To maintain the Locations go to M aintenance menu and select Locations option System will display following window SMAP DEMO DATA COMPANY Powered by Generix Solutions vs Eile Maintenance Transaction Setup Tools Reports Window Help Customer Defaults eifea Dea Supplier Defaults E3 z Product Defaults f Locations Detail Customer Types Shelf e Tacas Shelf B Locations Shelf C gt Model Town Godown Sale Invoice Service Invoice Sale Return fear et Small amp Medium Enterprise development Authority Page 170 SM AP M anual for Accounting Professionals Version 1 0 0 943 Select the Location Code that you want to change Either press Edit button or double click on it to open the Locations window where you can change the Location Name amp Locations Detail Location ID Location Name a Main Office Shelf Shelf B Shelf C Model Town Godown Location ID Location Name Figure Change location name 944 Create or Change the Location Name 945 To save your entry press the Save button 946 Press Close button if you want to exit from Locations window without Saving 947 Press Close button to close the Location Details window 3 8 12 Legends Go to Maintenance menu and select Legends to open the window Small amp Medium Enterprise development Authority Page 171 SM AP M
82. e some of the record s 61 System Behavior These changes will not automatically refresh on already opened Supplier Record window Small amp Medium Enterprise development Authority Page 33 SM AP M anual for Accounting Professionals Version 1 0 0 62 Solution Such changes and such dropdown fields will always be available when to open the window Supplier Record window in our case next time Powere d by Generix Solutions www generixsol com General Led DERK E File Maintenance Transaction Setup Tools Reports Window Help 18 x Bar re ro FR RA Ow a istomers 0 00 210 258 42 3 000 00 168 720 00 0 00 63 enerixsol com General Led DEK PE File Maintenance Transaction Setup Tools Reports Window Help CEFER 22 2A ca ad 0 00 210 258 42 000 00 Figure See the hidden column If you right click on such hidden column system will un hide it to its original position 66 On almost every grid you can hide a column by right clicking on its header You can call it back unhide by again right clicking on its header 67 On line help is available at most of the places For this press i using mouse system will open the relevant help page 68 If you try to run SMAP application twice while it is already running then system may not perform normal and probably halt the overall Windows See the Windows halted looks like as follows Logon Figure A second SMAP session was tried to run and as
83. ect No 3 Update Serial No Product FOCUSKEYBOARD v KeyBoard Focus 104 Location L004 7 m Edit Serial No O E EEE F Seia From f SerialTo Figure Add new serial numbers 452 Add a new Serial number You can add Serial Numbers in following ways gt A single Serial No one by one at each row gt A series of Serial No s on a single row gt Multiple series at multiple rows Small amp Medium Enterprise development Authority Page 94 SM AP M anual for Accounting Professionals Version 1 0 0 453 Enter a Serial No in Serial From column System will show same serial No as default value in next Serial To column 454 You can change the Serial To value System will automatically add this range of serial numbers to that product 455 Press Save button System will immediately update the record 456 In case of duplicated Serial number has been entered system will inform you and will not save the record Figure System will inform you in case of duplicated Serial No has been entered 457 Press Close button to close the window 3 7 5 8 Location wise Stock Maintenance 458 On Inventory Navigator click on Product Location button System will open following window n 459 This window has two tabs Location Wise Stock and Transfer Product BW Product Location DEOR Product Location SY Location Wise Stock Transfer Product Product COM
84. ed functionality is available through different button on Purchase List window 597 Cancel will un select all invoice in case of multiple selection of invoices 598 Delete will delete the single selected invoice A posted or cancelled invoice can not be deleted Small amp Medium Enterprise development Authority Page 113 SM AP M anual for Accounting Professionals Version 1 0 0 599 Print will print the selected invoices 600 Find will find a text within selected column 601 Close will close the window 3 7 7 2 Create a new Purchase Invoice 602 Click on Purchase Invoice on Purchase Navigator SMAP DEMO DATA COMPANY Powered by Generix Solutions www generixsol c DOR File Maintenance Transaction Setup Tools Reports Window Help 18 x aQa2Qe rFe Fs FP RT TCR BQ Suppliers General Ledger Purct kwNo gt Cash Bank 01 06 03 ies Inventory e Productions Suppplier ID x N Sale Supplier Invoice No Purchase Invoice Date 01 06 03 cE E M Foon oo Dao g i Purchase Invoice Tota Paid Account 9998 v Paid L C Costing Balance gt Reports A Save gt Cancel amp Print J Include in Tax Record Close UserName ADMIN Financial Date 01 07 2003 30 06 2004 Voucher No 120 23 11 2007 6 38 PM Figure Open Purchase Invoice window through Purchase Navigator 603 Next Purchase Invoice No will automatically displayed by the system 60
85. ed list of Reports and Financial statements related to all modules Small amp Medium Enterprise development Authority Page 32 SM AP M anual for Accounting Professionals Version 1 0 0 3 6 2 8 Window Menu Close All Customers Suppliers General Ledger Sale Invoice y nf a nf Use Window menu to view which SM AP screen s are opened You can use this menu to close all opened screens windows 3 6 2 9 Help Menu k Help Topics GF Technical Support Shortcut Keys Register Now Other Products amp Services About Us 54 The Help menu offers you online help 55 If SMAP has not yet registered with SM AEDA then use Register Now option to enter required information to get registered 56 The latest information about other products and services from the developers of SM EDA software can also be accessed through this menu 3 6 3 General information about the SMAP application 57 On most of data entry windows use Tab key to move to next field Or Shift Tab to move to previous field 58 Behavior of Dropdown fields 59 Suppose you are working in a window let s say in Supplier Record System is offering you some pre defined data in dropdown fields for example Default Purchase Account or Default Tax Code etc These fields have data which you have already defined in some other windows 60 Situation While remain in this window if you access main menu and select M aintenance Tax Codes and chang
86. ee of cost to SMEs 2 1 HOWTO GET YOUR COPY OF SMAP To get your copy of SMAP software you need an internet connection Visit SMEDA website at following link http www smeda org pk The main page of SM EDA website will open There is a lot of information available for SM Es The Download option is also available on main page see the highlighted mark Ist meeting of National Committee on Small amp Medium Enterprises NCSME man Aga tances Report en Osan Srodseren ard Polston Sravarticn Werkshes Virtual Help Desk Business Plan De P SME 2007 Machmery Exbietier et Colombe Si Larisa D4 Mewerrter lt mner anzrared Tr rirp Servers wat Legal Facilitation Services Small amp Medium Enterprise development Authority Page 10 SM AP M anual for Accounting Professionals Version 1 0 0 Figure Page on SMEDA website through which SMAP software can be downloaded Click on the Download link Following page will appear i SMEDA Townlosis Serie 1 Windowe Internet entorer mada ora dow omits Ar re phe Ble Edt yea Pyrvorttes Jools Heb rt rendi Yahoo Mat w SMEDA Dowttbate S SMEDA Download Section FREE Softwares for SMEs Smart Business Suite Accounts aod leventory Contra Management System Cwreioned by Gener Schsons Browse the wed faster and more securely with Firefox 4 Google Toolbar Figure Click on this link to go to the download page By clicki
87. eeeseeeeeeseeeeeeseeeeeeseeeeeeseeeee SHOeSEGESEEEEESS Small amp Medium Enterprise development Authority Page 35 SM AP M anual for Accounting Professionals Version 1 0 0 3 6 4 2 Standard Keys QeAS aa eananeunananensananansananeusananensasaneusananeusananensaseneusasaneusananeusanaaensanaaeusang eee eeeeeeeeeeeeeeseeeeeereeeeeereeeeeeeeeeeeereeeeeereeeeeeseeeeeeseeseeeseeeeeeseeeeeeseeeeeeseeeeeeseeseeeseeeeeeseeseeeseeseeeseeeeeeseeeeceseeeeeeseeeeeeseeeeeeseeeeeeseeeeeeseeeeeeeeeeeeeeeeeeeeseeeeeeeeeseeeeeeseeeseeeeeeseeseeeseeeeeeseeeeeeseeseeeseeeeeeeeeseeeseeseeeseeeeeeseeeeeeee ees See eeeeeeeeeeeey Shortcut Key Description ti a Ban Rene ieclen winder e edeerior Eee eee ere eens A TET PS EE E A E E E N E E E cr ee one e one _ by pressing Ctrl M cursor will go to Product grid Ca COCtCtS eT A arenes sce RAI anne z a gt ee T E e _ G L Payment and G L Receipt form pons 7 ec e oa iS e eee ee 3 6 5 About Report Preview window The Report Preview shows you what the report looks like when sent to the printer This makes it easy to see if whether what you entered the report criteria meet your expectations The Report Preview uses live data so that you have an accurate presentation BEF amp ox T J Totatse 100 52 of 52 Figure Short explanation of Report Preview toolbar Small amp Medium Enterprise development Authority Page 36 SM AP M anual for Accounting Pr
88. een saved it will not be available to you to make any changes However itcan be viewed in different reports Small amp Medium Enterprise development Authority Page 73 SM AP M anual for Accounting Professionals Version 1 0 0 3 7 4 Cash amp Bank module 3 7 4 1 3 7 4 2 Powered by Generi 0X SMAP DEMO DATA COMPANY File Maintenance Transaction Setup Tools Reports Window Help Ee E E S828 a E Customers Tl pE Suppliers General Ledger _Cash Bank Cash Bank List A Ledger G L Payment Supplier Payment G L Receipt 2 Inventory Sale Purchase Financials Reports UserName ADMIN Financial Date 01 07 2003 30 06 2004 VoucherNo 113 17 12 2007 31 Figure Cash Bank navigator Cash Bank List Cash Bank DAR Cash Bank 2 _ AccountiD Description C CSSCSCS SCstsdrSC Baa Cash in hand 210258 42 Dr Petty Cash 0 00 City Bank 168720 Dr MCB Model Town 205500 Dr Habib Bank 0 00 First Women Bank 84400 Dr UBL Company Credit Card Visa Masters A4mex Test Cash Bank Account Edit lt Delete Figure Cash Bank List window Adding a new Cash Bank Account 270 Press Add button system will open Cash Bank Record window DOK Cash Bank Record Account Details Account ID Description Bank Hame AFC Type n i 4 GL Payment GL Receipt Current Balance Save K9 Cancel YX Delete Figure Cash Bank w
89. elect Change Program Date option SMAP DEMO DATA COMPANY Powered by Generix Solutions www g File Maintenance Transaction Setup Tools Reports Window Help i G2 6 pe Customers Suppliers General Ledger _Cash Bank_ Cash Bank C irven Financials Enter the new date to be as default for the transactions adi This date can be changed at the time of posting Financial IList Default Program Date 27 1 07 Es vi Audit BE a wE BaS 77 p IME VA 7 2 Mti ti g p val gt y Trial Balance ACi Qu IUNg ACKAge TRIR Figure Change Program Date option in Setup menu 826 If you want to transfer the current G L balances to next year budget then check the Transfer Actuals to Budgets checkbox 827 Enter percentage of increment in the balance actual amount transferred to budget amount this is optional Lr A a Budgets Transfer Actuals to Budgets lw Percentage Increase Figure Transfer G L Balance to next year s Budget Small amp Medium Enterprise development Authority Page 147 SM AP M anual for Accounting Professionals Version 1 0 0 828 System will print a closing report at the end of successful Year Closing 829 You can also save Closing Report in a file instead of a printout 830 Select your choice to get that report Printer or File 831 Press OK button to proceed with Close Year process otherwise you can quit by pressing Cancel
90. er invoices within a specific date range 474 You can also filter Posted Unposted invoice or you can list invoice with all status 475 There is option to see all invoices Click on the X All checkbox This will temporarily ignore the given filter criteria and display all invoice 476 Different kind of invoices will be displayed in separate colors 477 Sales invoices will be displayed in regular black color 478 Services invoices will be displayed in blue color Small amp Medium Enterprise development Authority Page 97 SM AP M anual for Accounting Professionals Version 1 0 0 479 Sales Returns will be displayed in red color 480 Performa Invoices and Quotations will be displayed in greed color 481 All necessary related functionality is available through different button on Sales List window For some of the functionality you need to select the invoice first and then press desired button You can also select multiple invoices to do so hold down the Ctrl and click on the row System will show that invoice selected Keeps the Ctrl key pressed repeat clicking the row for multiple selection 482 Cancel will un select all invoice in case of multiple selection of invoices 483 Delete will delete the single selected invoice A posted or cancelled invoice can not be deleted 484 Print will print the selected invoices 485 Retail Print will print POS Point of Sales Receipt 486 W O Logo will
91. es Air Freight Expnese 12000 00 Insurance i n Service Invoice Clearing Charges o Packing n Duty S Tax i 0 Sundray Charges 7500 00 Purchase Return HE tneae 6800 00 an otal Local Charges Total Landed Cost in Rs L C Costing TPR S 5 JENS EER User Name ADMIN Financial Date 01 07 2003 30 06 2004 Voucher No 120 25 11 2007 10 53 PM Small amp M edium Enterprise development Authority Page 123 SM AP M anual for Accounting Professionals Version 1 0 0 Figure L C Costing window 682 These records have no impact on any ledger e g General Ledger Supplier Ledger or even on your stocks 683 You can create as many L C Costing sheets as you need 684 There are two reports designed for L C Costing outputs 685 L C Costing 686 L C Costing Summary SMAP DEMO DATA COMPANY JF File Maintenance Transaction Setup Tools Reports Window Help i G2 se 2s 28 25 Ce ae Customers Customers if ee Suppliers I i Description General Ledger E Tash Bank Purchase Invoice Summary LES Purchase Summary Supplier Wise eS Purchase Detail Supplier Wise iz Productions Purchase Return Summary Purchase Invoice Not Posted esa Purchase Purchase Invoice Financials Service Invoice Reports Purchase Return e A Product Purchase Summary Product Wise g Product Purchase Return Summary Product Wise Product Seral No Wise Invoice Purchase Tax Report n Pee
92. estored 842 From the File menu select the Restore Data from Old Version option System will display following window SMAP DEMO DATA COMPANY Powered by Generix Solutions ww E File Maintenance Transaction Setup Tools Reports Window Help SS 82 5 a Open Demo Data Restore From Old Version al Backup E Restore Path D Temp SMAP Accounts mdb my Restore From Old Version Compact amp Repair DataBase Restore Close Log Off Note Using restore option you can restore data that you already backed up Exit Ctri x Figure Restore data from Old Version of SM AP 843 Click the Browse button to select the file form folder hard drive diskette drive network drive or data storage device connected to your computer where your SM AP old version backed up data file is located 844 Select the data file you want to restore and then select the Open button Data file location path appears in Restore window 845 Press Restore button 846 The system displays the progress of the restore until it is complete 847 Press Close button to exit from Restore window Small amp M edium Enterprise development Authority Page 152 3 7 11 4 SM AP M anual for Accounting Professionals Version 1 0 0 Need repairing your database Compact amp Repair Database SMAP DEMO DATA COMPANY Powered by Generix Solutions een File Maintenance Transaction Setup Tools Reports Window Help i Bae rp ra Fe RF cea Custo
93. etails 392 To modify an existing item first select the product on Product List Small amp Medium Enterprise development Authority Page 88 SM AP M anual for Accounting Professionals Version 1 0 0 393 Either you can double click on that product or press Edit button System will show the Product Record window 394 Expect the following read only fields you can modify any information on this window 395 Cost Price 396 In Stock quantity 397 Last Buying Quantity 398 Last Buying Date 399 Last Buying Price purchase rate 400 Press Save button to confirm the changes 401 You can press Cancel button to undo the changes 402 Press Close button to close the window 3 7 5 4 Figure Deletion of inventory item product 403 To delete an item through Product List 404 First select the product on Product List amp press Delete button 405 System will confirm you before the deletion 406 To delete the item through Product Record 407 You can select the item in Product ID combo box 408 Press Delete button 409 System will confirm you before the deletion Small amp Medium Enterprise development Authority Page 89 SM AP M anual for Accounting Professionals Version 1 0 0 3 7 5 5 View Inventory Activities SMAP DEMO DATA COMPANY File Maintenance Transaction Setup Tools Reports Window Help Product ID Product Name All Show Records Key Board pacer 8 Co
94. etc Small amp Medium Enterprise development Authority Page 139 SM AP M anual for Accounting Professionals Version 1 0 0 784 Enter Lot No or Batch No in some cases against which you are receiving goods 785 System will show today s date as default Date You can change it 786 You can also mention any details or production reference in the Reference field 787 Enter the information for each product included on the material issue on a separate line These are Product s ID Receiving Detail Cost Price Quantity being received Amount and Location ID 788 If you are going to pay full or partial payment against the goods received enter amount in Paid field 789 Check the box X Check if lot completed when your lot has completed 790 By selecting X Include in Tax Record check box current adjustment will also affect the Tax Stock Registers 791 Press Save button to permanently save the record 792 After save system will not allow you to modify the data on this window 793 If you want to refresh the window without save you entry press Cancel button System will clear the input screen and allow you to start new input 794 You can print the document through this window Press Print button System will print the document as follows Figure Goods Received printout Small amp Medium Enterprise development Authority Page 140 SM AP M anual for Accounti
95. ft Start Time 7 00 004M End Time 3 00 00PM Save Close RNA ANON User Name ADMIN Financial Date 01 07 2003 30 06 2004 Voucher No 108 01 01 2008 3102 Figure Open POS Shift window through POS Navigator then press Edit button to modify existing shift 735 Press Edit button or double click the shift that you want to modify System will open Shift window 736 Change the information as per your requirements 737 3 7 8 5 POS Tills 738 Open the POS Till window through POS Navigator System will display Tills Details window SMAP DEMO DATA COMPANY Powered by Generi File Maintenance Transaction Setup Tools Reports Window Help Br rH Fra Zg Epona __ Suppliers _ 7 Till Detail x TiD Description a Proc CountesNo gt T002 OutSide Counter Counter No 3 POS Setting pieg Point of Sale a Shift Closing POS Shift amp POS Till Description Outs ide Counter iiil Save Close User Name ADMIN Financial Date 01 07 2003 30 06 2004 Voucher No 108 017012 Figure Open POS Till window through POS Navigator then press Edit button to modify existing Till Small amp M edium Enterprise development Authority Page 133 SM AP M anual for Accounting Professionals Version 1 0 0 739 Press Edit button or double click the Till that you want to modify System will open Till window 740 Change the
96. ge 118 SM AP M anual for Accounting Professionals Version 1 0 0 649 System will show you today s date as default Invoice Date You can change it 650 Enter Supplier ID or select it from the dropdown list 651 When the supplier is selected customer related information will automatically fill in the appropriated fields These are Supplier Name Address and Current Balance 652 Enter complete information about the product being returned 653 When you select a product system will show the Unit Price default Location etc for that product However you can change it for this return 654 For each return you can also mention the location from which that particular product is being returned System will show you the default location ID but you can change it as per your requirements 655 For each product being returned system will show the purchased serial numbers in a separate grid at lower left corner of the screen See Enter Serial No of lt product name gt 656 From this grid you can select the serial number which you are sending back 657 The total serial numbers and the corresponding Quantity being received back must be equal 658 Received amount 659 X Include in Tax Record will mark this invoice to be appeared on Sales Tax Registers 660 Press Save button to save the Sales Return with status Unposted 661 Press Cancel button to clear you data input System will clea
97. goods BO income Tax PB income Tax Payable sd 11 Labour Charges B00 Mispostings 89989 C ey Prepayments 1103 Profit amp Loss 820 Property 10 Purchase Discount BD _ Purchase Freight Cariage DD Raw Material aoo Sales Discount sd Service Purchase BD Service Sales AT Ole O o o o E EEEE haear ase 2201 2200 al a Save Close Figure Define Suspense Account through Control Accounts window 236 To enter the opening balance select the G L account from the G L List window and press Edit button The G L Record window will open 237 Press Opening Balance button ms G L Record G L Record Account 1223 G L Wizard Name First Women Bank Balance Account Type 1 Month Eta Budgets Pion Yr gt B F i July 2007 August 2007 September 2007 October 2007 November 2007 December 2007 January 2008 February 2008 March 2008 fo 2s Save Cancel YX Delete Figure Press Opening Balance button to enter opening balances Small amp Medium Enterprise development Authority Page 67 SM AP M anual for Accounting Professionals Version 1 0 0 238 The following window will open for you to enter Opening Balances Soo ss Journal Voucher Ref Date 771207 Hr Opening Balance fi Save iz Cancel Figure Journal Voucher screen being used for ente
98. he product selected in the list 691 Display Product Detail Column If this option is Enabled then when you will be generating an invoice it will display the details column where you can enter any remarks for the product selected in the list 692 Display Product Discount Column If this option is Enabled then when you will be generating an invoice it will display the discount of the product selected in the list where you can enter the percentage at which discount will be given to the customer at the selected product 693 Display Tax Option If this option is Enabled then when you will be generating an invoice it will display the column for Tax ID where you can select the tax rate at which the Sale Tax column will be updated and this amount will also be added in the Total column 694 Enable Invoice Cancellation 695 Display Stock In 696 Display Location Stock 697 Use Default Customer Sale Account 698 Show Previous Customer Balance 699 Fill Product Combo or not 700 Set Cash Bank and Sales accounts for the POS User 701 Display Discount 702 Auto Login POS Screen 703 Select Point of Sale option from the POS Navigator system will display following window Small amp Medium Enterprise development Authority Page 127 SM AP M anual for Accounting Professionals Version 1 0 0 TEPOS Sale Invoice Point of Sale A AA Date 31 12 2007 04 41 52 PM 7 Serial No 1 Sale No 11 Reference Custome
99. hen you will start SMAP the information entered of step 1 and 2 will automatically display Step1 Company Setup Enter your Company Information You use the company information window to enter basic information about your company such as Company name Business type and Address information Telephone and Fax numbers Sales Tax and NTN No E mail and URL Select one of the following Business Type according to your business needs and nature Manufacturing concerns Setup your company with trading and production modules only Trading concerns Setup your company with trading and services modules only Services concerns Setup your company with services module only x pa m Company Information s M compny Names eR EET AEE usiness Type Services Concem v T aaa Address ate A Code D 5 Congratulations and Setup Checklist Fax Figure Company Setup Step 1 You can also change the business type later on Go to Maintenance Company Preference menu Following screen will open and change your desired company type Small amp Medium Enterprise development Authority Page 22 SM AP M anual for Accounting Professionals Version 1 0 0 Important 17 Select Business Type matching with the nature of your business Only those modules will be available in the software which covers selected business type scope 18 However you can change Business Type through Company P
100. ield editable for you Where you can enter that previous No to be printed 341 Press Print button Note For this printing system will not show you the Preview window rather it will send the printout directly to the printer Small amp Medium Enterprise development Authority Page 81 SM AP M anual for Accounting Professionals Version 1 0 0 DEMO DATA COMPANY Date Lahore 34600 pak Tel Fax URL Email Paid FOURTEEN THOUSAND TWO HUNDRED FIFTY ONLY RS 14 250 00 Supplier Payment To MS Milestone in the form of Nate In case of cheque and draft the receipt is valid after its realization Payee s Signature DEMO DATA COMPANY Date Lahore 44800 pak Supplier Payment Paid Rupees FOURTEEN THOUSAND TWO HUNDRED FIFTY ONLY RS 14 250 09 To MS Milestone in the form of Payee s Signature Figure Printout of Supplier Payment 3 7 4 8 Receiving payment from other G L Accounts You can make receive payments from other G L Account into Cash or Bank accounts It means from accounting perspective other Cash Bank will Debit and other G L account will Credit This type of transaction can also be entered though a Journal Voucher But the difference in this window Is that this is a single entry window In which you have to enter the complete receiving transaction in one line On next line you can enter another receiving Note the functionality of this window is same as of G L Payment window The
101. ilable under above selected Category Account Small amp Medium Enterprise development Authority Page 64 SM AP M anual for Accounting Professionals Version 1 0 0 222 Enter Account ID If you have used G L Wizard screen then Account ID will automatically be generated by system 223 Enter Name of the newly created account 224 Account Type field shows you current type of the account e g Sales Cash bank etc 225 You can also define budget for this fiscal year For each G L Account you can assign monthly budget amounts for that fiscal year You can compare Budgets against actual Transaction for the running year as well as for last year This will give you a close monitoring your actual expenses against the budget while comparing it with last year You can enter or modify budget at some later time 226 Press Save to save the record or Cancel button to cancel the data entry and start again 3 7 3 4 Editan existing G L Account 227 The modification into existing record is simple Just select that particular account and press Edit button 228 System will open selected account in G L Record window 229 M ake the modifications and press Save button 230 If you do not want any changes you can close the window or press Cancel button 3 7 3 5 Delete an existing G L Account 231 You can permanently delete existing account 232 You can delete an existing account from G L Lis
102. indow to add new accounts currently showing Account Details window Small amp M edium Enterprise development Authority Page 74 SM AP M anual for Accounting Professionals Version 1 0 0 Cash Bank Record Cie amp 7 tat Account Details Bank A C No Account Name Bank Address Bank Phone Save eo Cancel gt lt Delete Figure Figure Cash Bank window to add new accounts currently showing Bank Details window 271 This window has two tab 272 Accounts Detail main portion where you can assign Account ID and Description 273 Bank Details is optional information about a bank account 274 Enter a new Account ID and complete rest of the fields 275 In A c Type you have two options i e Cash or Bank 276 Creating a Bank Account 277 If the A c Type Is selected as Bank then you can enter some bank details of this account To do so click on Bank Details tab 278 On Bank Details tab you can enter Bank Account No Account Title Bank branch address and phone number 3 7 4 3 Editan existing Cash Bank Account 279 Modifying an existing account is very simple You can do it from Cash Bank List window 280 Just select account that you want to change and press the Edit button it Same Cash Bank Record window will open Cash Bank Record 222 Habib Bank Habib Bank B ank Company Credit Card ance GL Payment GL Receipt Test Cash Bank Acd
103. information as per your requirements 3 7 8 6 Shift Status SMAP DEMO DATA COMPANY Poweres File Maintenance Transaction Setup Tools Reports Window Help a2 r E RA Tea General Ledger Cash Bank Inventory fa eee Sees Tose Till ShiftiD pn 01208 2007 3 46 20 PM T002 soog Shift Status ie oo Purchase Financials Figure Shift Status window where you can see each shifts running and their status Small amp Medium Enterprise development Authority Page 134 SM AP M anual for Accounting Professionals Version 1 0 0 3 7 8 7 Print Bar Codes SMAP DEMO DATA COMPANY Powered by G l File Maintenance Transaction Setup Tools Reports Window Help Sai sie sis eas see Customers i Suppliers ECriteria General Ledger Cash Bank Inventory Sale Print Product List With Bar Codes According to selected Criteria POS From To a Product Code AP KEYB DARD WEST HD a Category Code Poot PCO50 POS Shift Brand Code B001 B050 G Size Code soot 5050 Make Code koo1 KO50 Bar Code Select All B No Of Copies M Sticker Option lt Product ID Lenth Shift Status C 6 Character C 10 Character 15 Character el Print Compnay Name V Print Product Description l Price Reports Purchase Financials Reports ELON Financial Date 01 07 2903 30 06 2004 eae Voucher No 109 Figure Bar Code printing criteria window 741 You can set following Sticker opti
104. ings As part of the SMAP setup you also need to define some default values These are important for your as well as for system because based upon these values system takes decision about how it should run for your business The window of Company Setup Wizard shows the lists of all customer supplier and product defaults that will be set up in your company To continue setting up your company select the Next button Step 5 Company Setup congratulations and setup checklist Select on of the following options Yes would like to follow the Setup Checklist No I do not need the Setup Checklist Select the Finish button to save your company settings Default user Admin SMAP has defined a default user Admin for you so that you can start using the software even you have not created any user There is no password for this user at moment therefore you can leave the Password field blank Setup Checklist This list guides you through the process of setting up company default information record data such as product supplier and customer records and opening balances It helps you track your company setup progress Small amp Medium Enterprise development Authority Page 26 SM AP M anual for Accounting Professionals Version 1 0 0 Go to M aintenance Setup Checklist menu File Maintenance Transaction Setup Tools Reports Window __ Customers Suppliers General Ledger Help
105. k on a record system will open that record in its corresponding window 757 Add new Production Units 758 Press Add button system will open Supplier Record window 759 Create a supplier record please refer to Supplier M odule 760 Don t forget to mark X Check if included in Production Unit This will tell system to make such supplier available as Production Units 761 Print records 762 First select the desired record to be printed Small amp M edium Enterprise development Authority Page 136 SM AP M anual for Accounting Professionals Version 1 0 0 763 System will differentiate between M M aterial Issued and GR Goods Received type of records 764 Press Print button 765 System will print the selected records in its own format iq 4 1of1 gt gt SBF elp OOOO AA Toaz 100 2of2 DEMO DATA COMPANY Material Issued Figure Material Issued printout Total 2 100 DEMO DATA COMPANY Goods Received Figure Goods Received printout 3 7 9 2 Material Issued 766 Select M aterial Issue option from the Production navigator 767 System will display the window as follows Small amp M edium Enterprise development Authority Page 137 SM AP M anual for Accounting Professionals Version 1 0 0 SMAP DEMO DATA COMPANY Powered by Generix Solutions www g f File Maintenance Transaction Setup Tools Reports Window Help Boa fe 2s FR PE Ce wg Custo
106. lanning MS Windows Order entry Order log Part number Pricing Return investment Serial number Setup costs Setup time SM AP SME SM EDA Standard cost Standard time on Enterprise resources planning Application software for enterprise management Frequently Asked Questions Acronym for Generally Accepted Accounting Principles This is an American financial accounting method that is historic in nature reporting mostly on what has happened in the past GAAP uses certain standards or established methods of financial presentation in order to facilitate comparisons between companies Human Resource Identifies the inventory level at which the item would be stocked i e raw materials subassembly finished goods etc Method for planning of all of the resources of a manufacturing company Time phased material requirements calculated using the BOM and inventory data in order to satisfy the M PS Microsoft Windows software being used on computers worldwide Process of accepting and translating what a customer wants into terms used by the vendor Complete log of customer orders A number that serves to uniquely identify a part Process of determining the sales price of a product line or a special The rate of return on an investment in a particular project A unique number assigned for identification to a single piece that will never be repeated for similar pieces Costs associated with preparing the resource f
107. m the list For example if your company sells computers select Computer Retailer from the list 23 To display the Chart of Accounts you selected select the View COA button Small amp Medium Enterprise development Authority Page 24 3 5 2 4 3 5 2 5 SM AP M anual for Accounting Professionals Version 1 0 0 Step 2 Cntd Copy Chart of Accounts from existing SMAP application When you are using more than one company with license version you can copy Chart of Accounts for new companies This option is useful if you have already made a chart of accounts of your one company and you can save time by importing existing Chart of Accounts Company Setup Wizard Step 2 Chart of Accounts Lies annie nrenpreEinnstenresrreirerrsnestnnrenter Sfrepresnrenvsrenitert tireressreriettrttr Accounting 2 Advertising y Architectural Company Auto Repair Company Automobile Dealer Bakery Shop Figure Copy Chart of Account from any other SM AP company 24 Start Company Setup wizard and select the option Copy Chart of Accounts from an existing SM AP company 25 In select data file you can see the path of that file from which you want to copy Chart of Accounts 26 Click Browse and select the files and folders where the data file of existing company is already saved 27 When finished entering the File Name click save button Select the Next button to
108. m you about is with following message Save Invoice Laj 7 1 There is no stock Product Name A4AP KEYBOARD Do you want to continue Small amp M edium Enterprise development Authority Page 99 SM AP M anual for Accounting Professionals Version 1 0 0 Figure If there is no stock at all or at given location system will confirm before proceeding 508 If the product being entered is Serial No based then system will automatically show available serial Nos in the Enter Serial No of grid at lower left corner 509 For each product in the Transaction grid system will refresh its Serial Nos in serial number grid 510 When you select the serial numbers system will correct the Qty column according the numbers of Serial Nos you have selected You have to make Qty same as Of Serial Nos selected 511 The default Additional G L Tax Account G L Carriage Service Account G L Discount Account and G L Cash Bank Account appears These are the account numbers as you have already defined in Control Accounts settings window 512 These are default account numbers But you can change any of then for this invoice You can enter a percentage ranging from 0 to 50 If you exceed system will notify you by giving message Enter the correct Additional tax percentage 513 The Carriage Service charges can be entered as amount 514 For Discount you will have option to enter a Discount Percentage or a Discount Amou
109. mers ay a Suppliers Senma Ledger AE i Production Lo EashBank roduction Uni x P Inventory troduction Address Productions ate 26 11 2007 By Re Production Account v gt Material Issued aE Product iD a L E Material lssued f La Save gt Cancel amp Prin Include in Tax Record Close UserName ADMIN Financial Date 01 07 2003 30 06 2004 Voucher No 120 25 11 2007 12 30AM _ Figure Material Issue window 768 Enter Lot No or Batch No in some cases from which you are supplying material 769 Select the Production Unit ID from the list 770 System will show only those Suppliers which are marked as Production Units in Supplier Record 771 System will automatically fill in related fields such as Production House Supplier Name Address and G L Production Account etc 772 System will show today s date as default Date You can change it 773 You can also mention any details or production reference in the Reference field 774 Enter the information for each product included on the material issue on a separate line These are Product s ID Process Detail Cost Price Quantity being issued Amount and Location ID 775 Press Save button to permanently save the record 776 After save system will not allow you to modify the data on this window 777 If you want to refresh the window without save you entry press Cancel bu
110. mers Suppliers tr Senet baie E Backup Data Cash Bank Inventory Path D Temp SMAP SBS 28 11 2007 mdb Browse Productions up your aD le on regular basis In case Ui company information is accidentally deleted or corrupted You can then restore your data if necessary This option can not be run with any other windowopen f Trial Balance r Do you wish to close all other open windows now Warning Any unsaved data will be lost Profit amp Loss Balance Sheet Figure Compact amp Repair option on Database Backup window Once finished system will give you following message SMAP Ed Database Successfully Repaired Figure System will let you know when it has successfully compacted and repaired the database Small amp Medium Enterprise development Authority Page 153 SM AP M anual for Accounting Professionals Version 1 0 0 3 8 CONFIGURATION OF SMAP FOR YOUR BUSINESS 3 8 1 User Management 848 Choose User option from Setup menu System will open following screen 849 System will show you all existing users sorted by their User Name SMAP DEMO DATA COMPANY olutions www generixsol DOR Change Password Global Options Setup Check List Delete User Rights UserName ADMIN Financial Date 01 07 2003 30 06 2004 VoucherNo 130 29 11 2007 10 434M Figure Access User window through Setup menu 850 To create a new user press New but
111. milarly in case of any problem with your data you can restore a previous backup 42 Due to some technically problem with your database system has the built in ability to repair itself Sometime due to deleting the records there are un used spaces remain in the database for that it is recommended that you compact it time to time For both reasons there is an option available Compact amp Repair Database in File menu 43 Log Off It allows you to switch to another user 44 When user selects Log Off option then follow window will appear It is same window that is open at the time of SMAP starting and system asks the User ID for log in to the system Welcome to SMEDA Accounting Package Please enter your login name and password Exit Login Name Admin Password Small amp M edium Enterprise development Authority Page 30 SM AP M anual for Accounting Professionals Version 1 0 0 3 6 2 3 Maintenance Menu Customer Defaults Supplier Defaults Product Defaults Customer Types Departments Tax Codes eee eee d Product Brands Legends Product Sizes Control Accounts Product Models Company Preferences Product Makes 45 The Maintenance menu has different windows used to enter default Information about Customers Suppliers and Products 46 Some other settings can also be done from this menu e g Locations Tax codes Departments Company Preferences and Control Accounts for General Ledger
112. mpaq Laptop 204 series 000 12 00 KeyBoard Focus 104 643 00 Monitor LG 15 5 200 00 0 00 hintarala Madame RAN AN tenn Last Buying Qty Last Buying Date 13 07 2003 05 08 2003 05 08 2003 05 08 2003 05 08 2003 UserName ADMIN Financial Date 01 07 2003 30 06 2004 Voucher No 119 23 11 2007 10 49 PM Figure Product Activity window also called Product Ledger 410 Through Product List window select the item for which you want to see its activities 411 System will ask the Date Range for displaying the item activities 412 Information on the screen 413 On Product Ledger window system will show you the Product ID Product Name Product Category In Stock Last Buying Quantity Last Buying Date and Average Cost Price 414 The transaction can be viewed in columns Invoice No Transaction Type Transaction Date Account the party Unit Price Quantity In Quantity Out and Running Balance 415 To view another product s transactions 416 Select the product in the Product ID Combo box 417 You can also modify the Date Range while viewing the Product Ledger 418 Press Range button System will show you the same Date Range selection window 419 You can print the current product ledger 420 Press Print button 421 System will show the ledger in preview window from where you can get the printout Small amp Medium Enterprise development Authority Page 90 SM AP M anual for Acc
113. n for you SMAP Registration Company Name t lt C stT LC Ma 60 Character CD Key A a REE Pe Authorization Key mn T Registeration No a To T To obtain your registration number gt Visit SMEDA Web Site www smeda org pk downloads sbs register CmIjenxpe Figure SMAP Registration screen where you will enter same Company Name and CD Key that you will get from SM EDA web site SMAP DEMO DATA COMPANY Powered by G File Maintenance Transaction Setup Tools Reports Window Help g2 5 r 2 8 gE g a Uwe mmm 0 rid Syort Shortcut Keys a i SSE ES ee O O O Oo 4 Customers List Other Products amp Services About Us Ledger Figure Alternate option to open SM AP Registration window If you press Cancel button on SAM Registration window system will exit from the software 11 To registered visit the following web address www smeda org and follow the instructions provided on SM AP page Small amp Medium Enterprise development Authority Page 20 3 5 1 3 5 2 SM AP M anual for Accounting Professionals Version 1 0 0 Obtain your Registration No To obtain a registration number do one of the following 12 Visit SM EDA web site Enter the company name address telephone no Serial No and authorization key You will be provided the registration number This service is available 24 hours a day 13 When finished entering your registration information
114. n press N New button in front of default codes System will open respective window allowing you to create new record SBupplier Record Supplier Record Def Purchase A C s000 Local Purchases Def Tax Code Department D001 Head Office Small amp Medium Enterprise development Authority Page 52 SM AP M anual for Accounting Professionals Version 1 0 0 3 7 2 3 Updating supplier record W Suppliers SO 92 42 5642138 92 42 5469832 92 51 5638965 92 42 5412875 92 42 5832479 154 From Suppliers List select the desired supplier whose record you want to update 155 Press Edit button 156 System will open the record in same window that were used for adding new supplier Refer to Add a new supplier on previous slides 157 After updating the record press Save button to confirm the changes 158 3 7 2 4 Delete a supplier record W Suppliers maai 92 42 5642138 92 42 5469832 92 51 5638965 92 42 5412875 92 42 5832479 159 From Suppliers List select the desired supplier whose record you want to delete 160 Press Delete button 161 System will ask you to confirm deletion 162 If you press Yes system will delete the record permanently Note A supplier record can not be deleted if there is any transaction exists against it 3 7 2 5 Supplier s Opening Balance 163 You can enter opening balance of a supplier through Supplier Record
115. ne of already defined Tax Codes 912 Cash Purchase A C Basically this is one of your suppliers that you will treat as a supplier of Cash Purchases 913 Select a supplier that you want to use as the default Cash Purchase Account By default there is no cash account 914 Aging Tab Use this to set the ranges of days to be used per period to calculate the Supplier s payable aging balances 915 To save your entries and exit press the Save button 916 Press Close button if you want to exit from the window 3 8 8 Departments L Supplier Record Supplier Record F z Teee E Default Def Purchase AFC 5000 Local Purchases ia N Override Product Tax Code in Invoicing Save E Cancel Delete Figure Apply Department code on Supplier Record J Save m Cancel Close Figure Usage of Department on G L Voucher entry screen 917 To maintain the departments go to Maintenance menu and select Departments option Small amp Medium Enterprise development Authority Page 165 SM AP M anual for Accounting Professionals Version 1 0 0 918 System will display the Departments Detail window this window contains the list of already created departments SMAP DEMO DATA COMPANY Powered by Generix Solutions Eie Maintenance Transaction Setup Tools Reports Window Help 28 fB2ea na aQ Departments Detail x f gt Department ID Department Name Head Office
116. ng Professionals Version 1 0 0 Small amp Medium Enterprise development Authority Page 141 3 7 10 3 7 10 1 3 7 10 2 SM AP M anual for Accounting Professionals Version 1 0 0 Financial Control Financial List 795 Financial List is the consolidated list of all transactions that you have posted so far 796 It can be accessed from Financial Navigator f Financials Select Criteria From 01 07 03 HH To 30 06 04 gt V Customers V Suppliers V Cash Bank V General Ledger V Sales V Purchases V Production V Inventory V All No invNo Type Account GA Details Date Ref CP 1221 7100 05 07 2003 8500 Dr 1221 7200 15 07 2003 5000 Dr 1223 7206 25 07 2003 5000 Dr 1223 7208 05 08 2003 2000 Dr 1223 7310 05 08 2003 3600 Dr 1200 7450 05 08 2003 4000 Dr 1200 7900 05 08 2003 200 Dr 1200 7700 05 08 2003 2000 Dr Ahmad amp Co 1200 Customer Receipt 12 07 2003 Ahmad amp Co 20000 Dr 2 Anmol 1221 Customer Receipt 10 08 2003 Chg No 200000 Dr 200 000 00 Anwaar amp Co 1223 Customer Receipt 05 08 2003 ChqNo 20000 Dr E 20 000 00 Ahmad amp Co 1200 10 05 08 2003 Ahmad amp Co 700 Cr i 700 00 Ikram amp Co 1200 Cash Received 12 08 2003 Ikram amp Co 2 000 00 Figure Financial List 797 By default system will show you all transaction of current Fiscal Year 798 You can change the date range it is provided on top of the window 799 You can also choose the specific transaction types These are available as checkboxes
117. ng on this link following page will open Following page will open Display pictures or page settings at the webpage may change nevertheless the procedures process will remain the same urn Potential into Profits Home Feed Back FAQ Help Downloads Site Map 30 Users Online WEB SMEDA inca AETA SEARCH Search Introduction SMEDA Offices Business Opportunities International Business Opportunities Business Matchmaking Business Development Business Guides Pre feasibility Studies Regulatory Procedures Sector Briefs SMEDA s Publications Commercial Contracts Templates SMEDA Services Consultant Database Facility Business Plan Dev Training Services Financial Services Information Resource Centre IRC Policy and Planning Legal Services Patent help line officers Sector Development Dairy Sector brief Gems amp Jewellery Sector Agribusiness Services Downloads gt FREE Softwares for SMEs Smart Business Suite Accounts and Inventory Control Management System Smart Business Suite is specially designed for small and medium tier Trade Services and Manufacturing companies keeping in view the dynamics of Pakistani market It s an integrated successfully running in hundreds of companies SMEDA has made this package FREE of cost for ESMED N i B Business Application which is developed on Customer Experience amp Accounting Standards and SMEs Click here for Features List y Accounting Package Soft
118. nk J KEYB OARA DO Se n enkory 20000 18000 16000 14000 1000 10600 Quantity Value 2000 Sermence Inv i a Aang Ge eae 6000 4000 O p Figure Posting option 580 To post the transaction s for example Invoices select the un posted invoices on Invoice List window 581 You can select multiple transaction invoices for posting Small amp M edium Enterprise development Authority Page 109 SM AP M anual for Accounting Professionals Version 1 0 0 Caution After pressing the Post button on left navigator system will not confirm you again and will start posting immediately After a transaction has been posted you could not modify it but through Modification option on Transaction menu 582 Once the posting has been completed system will ask you whether you want to print the Posting Summary 583 This could be beneficial if you have too many invoices or there are invoices in previous dates that are not yet posted 584 You can get a precise summary when you press Yes against following question _ LS a Posting Summary Do you want to print the posting summary Yes Mo Figure Confirmation for printing the posting summary Small amp Medium Enterprise development Authority Page 110 SM AP M anual for Accounting Professionals Version 1 0 0 x id 4 1 of 1 gt gt B BF enl 7 Tota 100 DEMO DATA COMPANY Invoice Posting Report
119. nt can be entered When you enter a Discount Amount system will reverse calculate the Discount Percentage As a result the Discount Amount that you have entered could change 515 You can also receive payment at the same time 516 X Include in Tax Record will mark this invoice to be appeared on Sales Tax Registers 517 Press Save button to save the invoice with status Unposted 518 Press Cancel button to clear you data input System will clear the screen so that you can start entering a fresh invoice 519 You can also mark an Invoice as Cancelled 520 Press Inv Cancel button System will confirm you before proceeding Small amp Medium Enterprise development Authority Page 100 SM AP M anual for Accounting Professionals Version 1 0 0 Cancel Invoice i 1 This action cancel the invoice Do you want to proceed Figure Confirm before canceling an invoice 521 There are two type of Invoice Printout are available Invoice Print and Retail Print 522 Regular Invoice printout DEMO DATA COMPANY Lahore 54600 pak Tel Fax Date 25 11 2007 Email Time 12 34 394M Sale Invoice Customer Details Ahmad amp Co Balance 18 178 00 Mr Ahmad 23 Upper Mall Sale Invoice 13 Invoice Date 23 11 2007 Invoice Due Date 01 12 2007 ae S No Product ID Description Qty Unit Unit Price Amount Rs SerialNo 2876SDH1000 2876SDH1070 2876SDH1071
120. ntory adjustments are entered in the Stock Adjustment Accounts Receivable adjustments can be made through Customer Adjustment Accounts Payable adjustments can be made through Supplier Adjustment Important Before closing the year you must have made backup of your data To be on safe side at least two backup copies are suggested 824 From the Tools menu select Year Closing option System will display Year Closing window _Year Closing This option will change your Financial Year and change balances from all Profit and Loss account to Retained Earnings You should ensure that you have taken at least two backup copies of your data prior to running this routine Period Year End Date Label5 Current Date Label5 Budgets Posting Output To Transfer Actuals to Budgets Year End Journals Printer Percentage Increase 261 07 Hr O File Cancel Figure Close Year window Small amp Medium Enterprise development Authority Page 146 SM AP M anual for Accounting Professionals Version 1 0 0 f Year Closing Waming This option will change your Financial Year and change balances from all Profit and Loss account to Retained Earnings Transfer Actuals to Budgets l Year End Journals Printer Percentage Increase 2571707 Hr O File Figure System will not allow you to proceed if your computer s date is out of Fiscal Year period 825 To change the Program Date go to Setup menu and then s
121. oad SMAP File 1 of 6 DISK1 1 SMAP File 2 of 6 DISK SMAP File 3 of 6 DISK3 1 SMAP File 4 of 6 DISK4 SMAP File 5 of 6 DISKS SMAP File 6 of 6 DISK6 Download SMAP User Manual English Urdu Figure SMAP is broken down in six files make it easy to download them one by one Small amp Medium Enterprise development Authority Page 12 SM AP M anual for Accounting Professionals Version 1 0 0 Click on these files one by one to download For each files a download dialogue will open choose option Save to Disk Save the file to any convenient folder on your computer Download all the files in the same folder 2 2 HARDWARE REQUIREMENTS Following is the minimum hardware and software requirements to run this software Operating System Windows 98 Windows NT Windows 2000 Windows XP Hardware Requirements Pentium II or better Min 64MB RAM 110MB free hard disk space 50MB for SMAP download copy 60MB for installation and running this application 3 INSTALLATION OF SMAP 3 1 HOWTO INSTALL SMAP i Double click on the filename you have downloaded or run it to extract ADN the zipped files in a convenient folder on your computer Once the extraction unzip process has been completed for all the files run the Setup Exe file from folder Disk1 This is the main setup program that will take care of copying SM AP software on your hard disk The SMAP program SETUP EXE guides you through
122. ofessionals Version 1 0 0 3 6 5 1 What toolbar buttons will do Button What it will do X Close current report view window M Go to first page Goto previous page 30124 Current page number being displayed Format is x of y where x current page y total number of pages Sometime you will see something like 1 in place of y It shows that system is still gathering information from database and total number of pages is increasing When you feel that all data has been read you can press Last page button so that system can accurately update the y total number of pages Go to next page Go to last page Send current report to default printer System will also offer you the selection of pages or number of copies to be printed It will display following dialog box Printer System Printer Snagit 3 Cancel Print Range Al Copies 1 Pages From 1 ae i Collate Copies Figure Print dialog box Small amp Medium Enterprise development Authority Page 37 SM AP M anual for Accounting Professionals Version 1 0 0 a Printer setup button When you have more then one printer installed with you computer or on your network then probably you may need to select different printer for selective reports In that case by pressing Print Setup button you can select one of available printers Note that change the page orientation Portrait or Landscape may not necessarily change
123. oice Automaticaly Post Click below to select Company Logo POS Invoice Automaticaly Print F Stock In Hand Validation Check WV Display Product Unit NV Display Product Detail Column I Display Product Discount Column V Display Tax Option iV Enable Invoice Cancellation WV Display Stock In H WUR Work SMEDA Curriculum lv Display Location Stock Location ko ids Development Working SBS Screenshots Product V Use Default Customer Sale Account Image Kodak Gold jpg V Show Previous Customer Balance Product C Use Shortcut Key for Product List Accounts __ POS User Sale Account pl Admin OSD NO Ce a a ns a i iccount Option Login V Display Discount V Enable Auto Login Discount Account Default Till Counter TOOT x N Z Enable Fassword Default Shift so ZIN 71 4 Save Close Figure Enable password on entering the discount during the POS sales grand Total Discount Net Total Figure Enter discount percentage or fixed amount at the time of sale 715 To save invoice press OK F6 button 716 When OK button is pressed you will popup with Cash Credit screen Small amp M edium Enterprise development Authority Page 129 SM AP M anual for Accounting Professionals Version 1 0 0 3 EPOS Sale Invoice Point of Sale Date 31 12 2007 04 41 52 PM Serial No 1 Sale No 11 Reference Customer ID CASH SALE X N Cash Sale X IE e ale INVOICE tis p D Descriptio
124. olumn for viewing complete list of Account Nos 880 Press Save button to save the changes 881 Press Close button if you do not want to save changes if you have made any Tax Codes Supplier ID DEMO DATA fToo ahore 54600 pak To03 aa Tat Note In case of cheque and draft the receipt is valid only after its realization i ee ee ee ee Figure System is asking for Tax Codes on Supplier Payment window 882 Choose Tax Codes option on Maintenance menu System will display Tax Codes definition window 883 Press Edit button to modify the tax percentage Small amp Medium Enterprise development Authority Page 160 3 8 5 SM AP M anual for Accounting Professionals Version 1 0 0 E Tax Codes Detail taxi Tax Rate in T0398 0 00 7039 0 00 To40 0 00 Ton aow SURES aetere fer To42 0 00 T043 0 00 TOH 0 00 Tax Rate in Ji TO 0 00 TO46 0 00 Save Close TOF 0 00 TO48 0 00 P T049 oor Pai Toad r Leb Figure Modify a Tax code 884 Press Save button to permanently save your input 885 Press Close button if SMAP DEMO DATA COMPANY 7 7 Powerec i by Generix Solutions www g you want to exit without saving xsol com Locations Sa Product Settings Legends Control Accounts DEMO DATA COMPANY 2 34600 pak UserName ADMIN Financial Date 0
125. omer you can enter Opening Beginning balances for the customer The customer beginning balance must not include any transactions such as Sales that you have already entered using Sales navigation bar such as Sales Invoice or Service Invoice The opening balance will be entered for each customer on Customer window Customer Record Details L Sains Credit Conti Customer ID ANMO ADER Customer Exist Customer Type CTOO1 Cash Company Name Anmol Traders Contact IM Kazim Telephone 1 92 42 5835478 Address 1 23 b Jail Road Telephone 2 Fax 92 42 5935479 Address 2 E mail City Lahore Save Cancel x Delete Figure Entering opening balance Small amp Medium Enterprise development Authority Page 44 3 7 1 4 SM AP M anual for Accounting Professionals Version 1 0 0 When you press Opening Balance button following screen will open where you can enter Adjustments or the Opening Balance Customer Adjustment Customer Adjustment Customer Balance 25500 Dr Account oduc Customer Dae Ret EE a eta ee DEBE Amount Debit Amount Credit T EANMOL 07 12 2007 Op Bal Opening Balance boo 0 00 0 00 TE fi Save Cancel Figure Customer Adjustment window which can also be used for updating the Opening Balances Customer Ledger Customers Ledger is used to displays detail transactions and as well as outstanding balances of customers To view the Cu
126. on top area of the window 800 After changing the filter criteria press View Record button to display the transaction Modify Posted Transactions 801 Select M odification option on Transaction menu System will show Modification window as follows SMAP DEMO DATA COMPANY Powered by Generix Solutions www generi File Maintenance Transaction Setup Tools Reports Window Help ers List ppliers List GL List Cash Bank List Financial List Product List Production List Sale List Purchase List Barter Entry Modify Cost Price W t Griteria From 070703 To 30 06 04 Hr Mien Berant Trial Balance E echno Co Philips 17 Qty 05 07 2003 18000 Dr 3 Trio 3D YGA Card 12 07 2003 23650 Dr Western Digital Hard 13 07 2003 46200 Dr Key Board Apacer 13 07 2003 3150 Dr Profit amp Loss ash Sale Philips 17 Qty 05 08 2003 CashSale 6500 Cr Cash Received 05 08 2003 Cash Sale 6300 Dr Discount under S 1 05 08 2003 Cash Sale 00 Dr 0 00 Balance Shet 3 Trio 3D VGA Card 05 08 2003 Shaheen 13200 Cr 1 980 00 nc 1200 Cash Received 05 08 2003 Shaheen 10000 Dr 0 00 10 000 00 Cash Flow mae M Reports User Name ADMIN Financial Date 01 07 2003 30 06 2004 Voucher No 127 28 11 2007 10 20 PM Figure Modification window Small amp M edium Enterprise development Authority Page 142 SM AP M anual for Accounting Professionals Version 1 0 0 802 Following information fields can not be modified 803 Invoice No Invoi
127. ons for the barcode printing 742 No of copies to print sometime you may need to affix two sticker on each product i e front and rear 743 Print Company Name 744 Print Product Description 745 Print Price 746 Position of Price printing Top or Bottom 747 Product ID Length 748 6 Character 749 10 Character 750 15 Character Small amp M edium Enterprise development Authority Page 135 3 7 9 3 7 9 1 SM AP M anual for Accounting Professionals Version 1 0 0 Production module Productions List 751 From the Production Navigator bar select the Productions List option 752 System will open following window SMAP DEMO DATA COMPANY Powered by Ge File Maintenance Transaction Setup Tools Reports Window Help G2 es FR AA Aa ae racer dian General Ledger a 4 1 Type Date Production Uni Ml 25 11 42007 Milestone GR 25 11 2007 Milestone Cash Bank roduction List i F Material Issued hil Goods Received t ip tS Reports 4 D Add E Clear amp Print g Find PL a a CE a AAS ALINA en A A A A it Figure Production List window 753 This window contains both type records M aterial issued to production units and Goods received from production unit 754 M aterial Issued are marked as M1 type of transactions 755 Goods Received are marked as GR type of transactions 756 You can double clic
128. or press COA button 213 Chart of Accounts window will appear 214 The main Category Types are pre defined by the system and are shown on left side of the window Category Type Description Sales Sales Accounts Purchases Purchase A C Direct Expenses Direct Expenses Account Overheads Overheads Expenses Fixed Assets Fixed Assets Current Assets Current Assets Small amp Medium Enterprise development Authority Page 61 SM AP M anual for Accounting Professionals Version 1 0 0 Current Liabilities Current Liabilities Long Term Liabilities Long Term Liabilities Capitals amp Reserves Capitals amp Reserves 215 The Category Accounts and a proposed account ranges are pre filled by the system and are shown on right side of the window You can modify them according to your company s needs 216 You can either add new Category Account or you can update existing Category Account SMAP DEMO DATA COMPANY Powered by Generix Solutions ww DEOR File Maintenance Transaction Setup Tools Reports Window Help a2 fp fa SERA Gea aQ Customers if j Category Type Category Account iA Category Type E Description Starting Range Ending Range gt ZE s gt ale 4099 Description Sales Accoun Product Sales 4000 _ Purchases GL List _ DitectExpenses A __ Fixed Assets __ Current Assets __ Current Liabalities Ss __ Long Term Liabilities Long Term Liabilities __
129. or the next product The amount of time it takes to make the machine and part ready for operation SM EDA Accounting Package Small and M edium Enterprise Small and M edium Enterprise Development Authority Lahore Pakistan A cost estimate based on standard labor hours material and overhead costs The length of time that should be required to setup a given machine or Operation and run one part assembly batch or end product through that operation Synonym standard hours Small amp Medium Enterprise development Authority Page 9 SM AP M anual for Accounting Professionals Version 1 0 0 Supplier Your suppliers who sell their product to your business Also see Vendor TOT Training of Trainers Traceability The registering and tracking of parts processes and materials used in production by lot or serial number Turnover Sales income of a company over a specified period Vendor Your suppliers who sell their product to your business 2 INTRODUCTION TO SMEDAACCOUNTING PACKAGE SMAP SMAP software is specially designed and developed for small and medium enterprises including Trading Services and Manufacturing companies keeping in view the dynamics of Pakistan s local market It is integrated software designed on standard accounting principals and developed on customer experience and is successfully running in hundreds of companies SM EDA as part of their organizational objectives has made available this software fr
130. or you to create a new customer 495 When the customer is selected customer related information will automatically fill in the appropriated fields These are Customer Name Current Balance Address G L Sales Account Payment Terms and Sales Tax Code 496 You have choice to create a Quotation or Performa Invoice instead of Sales Invoice 497 Select the appropriate type in Type field 498 In case of Performa or Quotation type of invoice there will be no impact on your stocks and similarly there is no effect on G L accounts 499 If the invoice is still unposted you can change the type from Performa Quotation to Invoice latter on and vice versa 500 System will show the default Due Days for this customer However you can change it for this invoice as per your needs 501 System will show the default Sales Account You can change it for this invoice if required 502 Reference is the optional text field and can be used to enter sales reference 503 Enter complete information about the product being sold 504 When you select a product system will show the Unit Price default Location etc for that product However you can change it for this invoice 505 For each product you can also mention the location from which that particular product is being sold 506 System will maintain the stock separately for each location 507 If there is no stock at selected location then system will infor
131. ou select Date range Customers Suppliers or Transactions IDs Small amp Medium Enterprise development Authority Page 144 SM AP M anual for Accounting Professionals Version 1 0 0 S amp F el z toas 10 51 of 51 DEMO DATA COMPANY Audit Trial Figure Audit Trail Report 3 7 10 5 Year Closing Important When a fiscal year ends closing entries are passed in which Expenses Purchases and Sales accounts become Nil zero and the balances are transferred to Profit and Loss account or to Retained Earnings account The Closing Year exercise might also include the following Writing off customer Bad Debts Recording old Outstanding Checks re entered into the bank account as Miscellaneous Income Verifying that F ixed Asset Purchases and Dispositions have been properly recorded Recording Depreciation expenses Recording a Physical Inventory count and comparing to the Quantity on hand as SMAP would reporting Managing Outstanding Notes Payable and Receivable items and recording or adjusting Interest Expense or Income Small amp Medium Enterprise development Authority Page 145 SM AP M anual for Accounting Professionals Version 1 0 0 Once necessary adjustments have been made as suggested above you would be ready to begin closing the fiscal year The different type of adjustments needs to be entered in SMAP at specific places for example General Ledger adjustments are entered in the J ournal Voucher Inve
132. ount Image Kodak Gold jpg Shift Closing Show Previous Customer Balance os Product Fil Product Comba POS Shift amp Use Shortcut Key for Product List Accounts __ POS User POS Till x Admin 0050 0100 0050 Bar Code q Shift Status nw c Ea m Discount Option r Login Reports V Display Discount V Enable Auto Login Discount Account 1000 Default Til Counter T00 7 N V Enable Password Default Shift S001 NI Save Close Purchase Financials Reports UserName ADMIN Financial Date 01 07 2003 30 06 2004 VoucherNo 108 31 12 2007 Small amp M edium Enterprise development Authority Page 126 3 7 8 2 SM AP M anual for Accounting Professionals Version 1 0 0 Figure Access POS Setting through POS Navigator Following settings can be configured 687 POS Invoice Automatic Post If this option is enabled then system will automatically post the sale to General Ledger at the time of invoice save 688 POS Invoice Automatic Print If this option is enabled then system will automatically send to the default printer at the time of invoice saves 689 Stock In Hand Validation Check If this option is enabled then when you Save Or post an invoice it will check the existence of the stock 690 Display Product Unit If this option is Enabled then when you will be generating an invoice it will display the unit column where you can view the unit of measure of t
133. ounting Professionals Version 1 0 0 CORK 44 id gt gt EF Be ifssx A DEMO DATA COMPANY Last amp eying Quantity Last Buying Date soring Unt Figure Product Ledger print preview 422 You can also find the transaction 423 First select the column in which you want to find 424 Press Find button on Product Ledger window 425 A small text box will appear the Find button 426 Enter the text that you want to find Small amp Medium Enterprise development Authority Page 91 SM AP M anual for Accounting Professionals Version 1 0 0 3 7 5 6 Stock Adjustment 38 Stock Adjustment Stock Adjustment ProductiD ProductName Date Ref Detail GtyIn Qty Out UnitPrice Amount Loc ID oar e 0 00 l e Figure Stock Adjustment window with option to adjust Serial Nos too 427 When you make an adjustment the Product Activity Location wise stock and Stock G L Accounts are automatically updated 428 You can make Stock In Out in the following scenarios 429 When entering the opening stocks 430 When some of your products were stolen broken or expired then you will Stock Out them 431 When there is any wrong sales purchase transaction has been entered 432 Stock Adjustment window displays the following fields columns Product ID Product Name Date Reference Detail Balance Quantity In Quantity Out Unit Price Amount and Location ID 433 Default values 434
134. our Chart of Accounts 206 Important information 207 The main categories are already defined for you in SMAP based upon standard accounting heads 208 Under each main category you can define Category Accounts or also known as Control Accounts and the number range for their detail General Ledger accounts 209 Set the range of GL Account code according to your company structure Small amp Medium Enterprise development Authority Page 60 SM AP M anual for Accounting Professionals Version 1 0 0 210 The GL Account code is 4 digits long Although system will allow you to enter Account code above 4 digits but it will not be recognized during the code definition Notes In SMAP there are three level of Chart of Accounts Level 1 is called Category Type These are pre defined by the system Level 2 is called Category Accounts These are pre filled by system but you can modify them according to the company needs Level 3 is called GL Account These are also offered by system but you can modify them according to you company needs SMAP offers pre defined Chart of Account to you However you can modify Category Control Account and their G L Account ranges according to the company needs Category types can also be seen on financial statement i e Income Statement Profit amp Loss statement along with their account ranges 211 Updating Chart of Accounts 212 From the General Ledger navigat
135. print the Estimation This output will be printed without company logo 487 Deliver will print the Delivery Challan of selected invoices 488 Find will find a text within selected column 489 Close will close the window 3 7 6 2 Create a Product Sales Invoice 490 Click on Sale Invoice on Sales Navigator SMAP DEMO DATA COMPANY 6 File Maintenance Transaction Setup Tools Reports Window Help SS sr fel sa FERS Ce ag tomers Sale Invoice No IE Date 23 11 2007 v1 Customer ID viN Type Invoice X Sale Invoic oce ProductiD Details Unit Price Ow f Amount Taw SaleTax Total Amount Loc ID e Invoi Select Product Serial No Total Additional Tax Account Y Add Tax Amount 0 00 Cariage Service Accouni v Caniage Service Serial Find Selected Inv Cancel amp Close UserName ADMIN Financial Date 01 07 2003 30 06 2004 Voucher No 119 23 11 2007 10 54 PM Small amp Medium Enterprise development Authority Page 98 SM AP M anual for Accounting Professionals Version 1 0 0 Figure Sales Invoice 491 No is the Sales Invoice No Next invoice number will automatically displayed by the system 492 System will show you today s date as default Invoice Date You can change it 493 Enter Customer ID or select it from the dropdown list 494 System will also allow you to add a new customer Press N button the Customer Record window will open f
136. r My Network Places D nsu tmp 9 Adobelm_Cleanup 0001 dir 0000 3 Adobelm_Cleanup 0001 dir 0001 Adobelm_Cleanup 0001 dir 0002 Adobelm_Cleanup 0001 dir 0003 9 hspertdata_waheed msohtml msohtml1 PPT11 0 VBE 5 Words 0 File name rptcustomeniist rec Y Save as type Record style rec Cancel Small amp M edium Enterprise development Authority Version 1 0 0 Page 40 SM AP M anual for Accounting Professionals Version 1 0 0 3 7 SMAP APPLICATION MODULES 3 7 1 Customers module In SM AP you can access functionality related to customer at following places 70 Maintenance M enu 71 Customer Defaults settings 72 Transaction Menu 73 Customer List 74 On this screen you can Add Edit or Delete a customer record 75 Also you can print the Customer List from Customer List screen 76 Customer Navigator side navigator 77 Customer List same as you have through Transaction M enu 78 Customer Ledger 79 Customer Adjustments 80 Reports related to customer following reports are available 81 Customer List 82 Customer Address List 83 Customer Label List 84 Customer Ledger Summary with Balance 85 Customer Detailed Ledger with Balance 86 Customer Analysis Summary 87 Customer List with Balance 88 Customer List with Balance and Last Transaction 89 Customer List with Balance up to Date 90 Customer List with Balance up to Date City Wise 91 Customer List with Balance Range
137. r ID CASH SALE X N Cash Sale ProductID _ Descriptic iit Details Dis y__ Unit Price Amount TaxID SaleTax Total __ AP KEYBOARD Key Board Apac ni 10 00 140 00 1 400 00 T001 0 00 1 400 00 CS Se ee Ss ee eee Po eae LF 2h pa SS be i LG MONITOR Monitor LG 15 ni 1 00 5 200 00 5 200 00 T001 i 5 200 00 No of Products Grand Total 6 600 00 TE User ADMIN Till T001 Shift S001 Figure Point of Sale screen 704 Auto Invoice No will be automatically displayed in Sale No field 705 Serial No will also be automatically displayed by the system 706 System will show today s date and current time automatically in Date field You can change it if required 707 Customer ID 708 By default system will show Cash Sale as the customer 709 You have already select Cash Sale on Customer Default screen it is an existing customer on Customer List 710 You can change to another customer when required 711 Enter the information for each product on a separate line including the details Quantity Unit Price Discount if required and Tax Amount when required 712 You can also give discount on the invoice 713 This could be password protected through POS Setting Small amp M edium Enterprise development Authority Page 128 SM AP M anual for Accounting Professionals Version 1 0 0 Point of Sale Options Options l POS Inv
138. r record window Customer Record Details LO Seins CedtComa Customer ID ANMOL TRADER Customer E xist Customer Type CT001 Cash Company Name Anmol Traders Contact Mr Kazim Telephone 1 92 42 5835478 Address 1 inca Road Telephone 2 Fax 92 42 5935479 Address 2 E mail info anmal com Status 1 Open v City Lahore Balance Opening Balance m Save Cancel Delete Figure Customer s Detail tab Small amp Medium Enterprise development Authority Page 42 SM AP M anual for Accounting Professionals Version 1 0 0 Customer Record Customer Record Credit Co e Def Sale A C 4000 Product Sales MA IN Def Tax Code T001 0 IN Department D001 Head Office N Override Product Tax Code in Invoicing Save Cancel Delete Figure Customer s Setting tab Customer Record Customer Record Terms Credit Limit Pay Due Days Credit Ref Discount Sales Tax Restrictions Account On Hold Stop saving invoi 15 Terms 15 Days Credit 456 654898 723 ce if Credit Limit exceeds Sains T Credit Review 5000 Account Opened 04082003 Av 0 Save Cancel Delete Figure Customer s Credit Control tab 103 104 Press Add button to add more customers Press Edit button modify the particulars of an existing customer For this highlight that customer first and then press Edit button to open de
139. r the screen so that you can start entering a fresh invoice 662 You can print the Purchase Return from the same screen Press Print button system will print the Purchase Return as follows Small amp Medium Enterprise development Authority Page 119 SM AP M anual for Accounting Professionals Version 1 0 0 DOK 101 gt gt EF elj DEMO DATA COMPANY Ee URL amu Purchase Return Invoice Purohaseimvoie g 11 Sup plier Getails irs had impex Mr Rabeel cna 25 11 2007 42 b UpperM all Sup plier 10 IR IHAD MP Lahore Supplier invoice 8 is 82 42 4438832 ea p p a e AP KEYSOAR S4655D 537 S465E0 536 S455E0 F534 Figure Purchase Return printout 3 7 7 5 Modifying Purchase Invoices 663 Following information fields can not be modified 664 Invoice No Invoice Type Product ID Quantity Location ID Product Serial No Paid Amount and Received Amount 665 Following information can be changed 666 All other options are changeable which are enabled for entry For example G L Accounts e g Cash Account Sales Account Purchase Account Date and Reference fields etc Tip If you want to change Paid or Received Amount you can use Cash Bank option in modification and select PA type for supplier payments and SA for customer receipts Small amp Medium Enterprise development Authority Page 120 SM AP M anual for Accounting Professionals Version 1 0 0 3 7 7 6 P
140. ral Ledger You can also use the dropdown button to see a small calendar 249 Press OK button to see the report in G L Ledger window ws G L Ledger Account fi 100 bad 12 07 2003 Customer Receipt 5 05 08 2003 i ae es pane Null 05 08 2003 ash Rec Sale Iny No 4 05 08 2003 fi iscoun t rina 3 r 4 05 08 2003 3 Trio s a Card Qty 22 600 05 08 2003 Cash Received Under Sale Inv No 5 05 08 2003 Paid adction al tax under S 1 5 05 08 2003 Discount under S 1 5 183 029 00 417 700 32 Balance 234 671 00 Cr 250 Once you are in G L Ledger window you can see another account by selecting it in Account dropdown field 251 The No is the transaction No column 252 Whereas the Type is the transaction type These types can be seen on Legends window under Maintenance menu Legends SS a 1 gt FCustomer Debit Sales Debit Note Customer Credit Sales Credit Note os Supplier Debit Purchase Debit Note PD mE Supplier Credit Purchase Credit Note Debit Voucher Journal Debit Credit Voucher Journal Credit Cash Payment Cash Receipts Bank Payment Bank Receipt Customer Receipts mE Supplier Payment Sales Advice Purchase Advice Sales Sales Invoice Sales Retum Sales Return Service Service Invoice Purchase Purchase Invoice Goods Return Purchase Return
141. references screen under the Maintenance menu _ _ _ _ F Company Preferences Company Name DEM DA Business Type Carvings Ea ACEI k Address Business Type O O OS sermices Concern City Trading Concern State Manufacturing Concern Zip Code 54600 Country pak Phonel Phone Fax Sales Tax EMail URL Figure Change your company preferences 19 You can also select Demo Version if you want to explore SM AP features without entering your actual business data 20 Exploring the Demo Version does not required registration Therefore you can use this application without getting registered When you re finished entering information select the Next button for creating your Chart of Accounts 3 5 2 2 Step2 Company Setup Create your Chart of Accounts Chart of Accounts Chart of Accounts is a list of ledger account names and numbers arranged in the order in which they customarily appear in the financial statements The chart serves as a useful source for locating a given account within the ledger Small amp Medium Enterprise development Authority Page 23 3 5 2 3 SM AP M anual for Accounting Professionals Version 1 0 0 The numbering system for the chart of accounts must leave room for new accounts A range of numbers is assigned to each financial statement category For example Asset accounts may be assigned the numbers 1 100 and Liabilities assigned 101 20
142. ress Add button from the Supplier s List window to create a new supplier Following window will open for you 147 Supplier record window includes following information 148 Detail Tab Basic Supplier Information 149 Settings Tab Default G L account settings 150 Credit Control Tab Credit and other information W Supplier Record Supplier Record Details Lo Deas Credit Control Supplier ID Supplier Type Contact Company Telephone 1 Telephone 2 Fax Address1 E mail Address2 Status City County Balance Figure Details tab of Supplier Record window Small amp Medium Enterprise development Authority Page 51 SM AP M anual for Accounting Professionals Version 1 0 0 W Supplier Record Supplier Record a Defaults Credit Control Def Purchase A C foot 0 Property x N Def Tax Code Toot 0 N Department D001 Head Office z N M Override Product Tax Code in Invoicing Credit Controt Credit Review Credit Limit _ Account Opened 0312 2007 r Pay Due Days Memo Credit Ref Discount Payment Terms Sales Tax Restrictions M Account On Hold Figure Credit Control tab of Supplier Record window 151 You can create a suppliers of Cash type or Credit type see Supplier Type dropdown field 152 A supplier can have Open or Close status see Status dropdown field 153 You ca
143. ring the Opening Balances 239 Press Tab or Shift Tab key to more between the fields and data entry cells 240 Enter amore appropriate narration in Reference and Details fields For example in this case you can enter Opening Balance 241 The Voucher No will be assigned by system and it will remain read only X fi Save iz Cancel Figure System gives a message if opening balance voucher is not balanced 242 On pressing Save button system will save your data entry System will also post the transaction immediately to General Ledger 243 The Cancel button will cancel your data entry and clear the screen 244 Press Close button to close the screen 3 7 3 7 General Ledger 245 The General Ledger viewing printing is available through G L List window If it is already opened then just press Ledger button on side navigator otherwise system will automatically open G L List window first 246 Select the G L Account and choose the Ledger button on side navigator 247 The Activity Date Range dialog box will appear Small amp Medium Enterprise development Authority Page 68 SM AP M anual for Accounting Professionals Version 1 0 0 Activity Date Range From Date i a7 07 E To i T 12 2007 ea Ok Cancel Figure Activity Date Range dialog box where you can enter period for General Ledger report 248 Enter the date range you require for Gene
144. rofessionals SMAP DEMO DATA COMPANY Powered by Ge File Maintenance Transaction Setup Tools Reports Window Help Bf 2 E a E we mg amp Customers G Supple Purchase No Supper invoice Type Dae Supplier General Ledger fied Purchase No Supplier Invoice Supplier 1 432 Pl 01 06 2003 Cash Purchase 2 519 PI 04 06 2003 Irshad Impex 3 324 PI 20 06 2003 Milestone Productions 4 788 PI 28 06 2003 Easy Technologies Sale 5 856 PI 05 07 2003 Techno Co Purchase 6 PI 12 07 2003 Wahab Intemational 13 07 2003 Irshad Impex a 3 s 23711 2007 Tash Purchase Purchase Return L C Costing Purchase laa ays E Figure Posting option 675 To post the transaction s for example Invoices select the un posted invoices on Invoice List window Version 1 0 0 676 You can select multiple transaction invoices for posting For multiple selections hold down the Ctrl key and using the mouse click on the invoice that you want to select You can click again on a selected row to un select it Caution After pressing the Post button on left navigator system will not confirm you again and will start posting immediately After a transaction has been posted you could not modify it but through Modification option on Transaction menu 677 Once the posting has been completed system will ask you whether you want to print the Posting Summary 678 This could be beneficial if you have too
145. s just information to you therefore you can press Next to continue with your Setup After successful installation system will inform you about the completion Setup Complete Setup has finished copying files to pour computer Before you can use the program vou must restart Windows or your computer C No will restart my computer later Remove any disks from their drives and then click Finish to complete setup Cw On this screen you will have two options before finish the Setup Yes want to restart my computer now No will restart my computer later It is recommended that you must restart your computer so that MS Windows should know about new installation and new files that were registered If you chose Yes Small amp Medium Enterprise development Authority Page 18 SM AP M anual for Accounting Professionals Version 1 0 0 and press Finish button then computer will restart by closing any opened program otherwise following screen will appear Setup Complete Setup has finished installing the application on your computer ou may launch the application by selecting the icons installed Click Finish to complete Setup 3 2 RUNNING SMAP APPLICATION zi e u canheescacgcemecena R eda Accounting Package Help Smeda Accounting Package on Web eg Uninstall Smeda Accounting Package Set Program Access and Defaults eS Windows Catalog a
146. sed accounting package Smart business Suit SBS through its website SBS was developed keeping in view business documentation requirements of Pakistani SM Es This software was available for download free of cost and SMEDA has provided trainings on software usage at various locations Responding to the changing requirements of software users professionals and general SMEs we developed a project to provide SMEs with access not only to the technology software but to the support services required to address their bookkeeping requirements SMEDA Accounting Package SMAP is a project to assist SMEs in their business accounting through software based accounting package Our vision is to develop a sustainable market for SMAP services to SMEs through SMEDA supported service providers This guide is intended to serve as a primary reference tool for service providers on how to configure and implement SM AP at end user SM E locations Small amp Medium Enterprise development Authority Page 3 SM AP M anual for Accounting Professionals Version 1 0 0 Acknowledgements Development of SM AP M anual Operational Guide for Professional is a team work Its delivery is being attributed to the efforts of number of SM EDA personnel from various departments and regions which contributed to implement this project and assisted our interaction with private sector practitioners SMEs and service providers offering us the insight and helped us with val
147. ses are recorded when you receive bills from vendors regardless of when cash is actually exchanged This presents a truer picture of income and expenses Most companies use this accounting method The sum of the actual labor material and associated overhead costs that are charged against a job as it moves through the production process The determination of inventory quantity by actual count Authorized Training Center Who are authorized by SM EDA for the training for SM AP software Some customers may not pay their bills In this case the asset Accounts Receivable turns out not to have been an asset at all When this happens you credit Accounts Receivable and the customer s account with the amount of the bad debt and debit an expense account Bad Debt Expense BOM that shows the structure of the flow of material from its supply source to the distribution centers that stock the product Listing of all the subassemblies component parts raw materials including quantities etc that go into a parent item A document that specifies returns or credit amounts that are added to a supplier or customer account balance For example credit notes are issued to customers for returned merchandise or service refunds Small amp Medium Enterprise development Authority Page 8 SM AP M anual for Accounting Professionals Version 1 0 0 ERP FAQ GAAP HR Inventory code M anufacturing resource planning M aterial requirements p
148. stomer Ledger From the Customer s List window select the customer required and choose the Ledger button The following report criteria window will appear E Activity Date Range From To Date 07 03 ea a 07 1 2 2007 HH Ok Cancel Figure Activity Date Range window Enter the date range you require then press OK button Following Ledger report window appears showing the transactions Customer Activity From 01 07 2003 To 07 12 2007 Account SUSU Bsr te as Balance 2550 00 Name nmol Traders Amount Paid 200000 00 YTD Sales 150500 00 Credit Limit 5000 00 Balance B F Balance B F 212500 00 10 08 2003 Chg No 456893454 Customer Receipt 6 07 12 2007 Op Bal Opening Balance 07 12 2007 Op Bal Opening Balance 07 12 2007 Opening Balance Opening Balance 3000 00 30 Days 39 Days Old Last Paid Invoice Last Paid Date 25 500 00 07 12 2007 Figure Customer Ledger window Small amp Medium Enterprise development Authority Page 45 SM AP M anual for Accounting Professionals Version 1 0 0 Customer Activity From 01 07 2003 To 07 12 2007 Balance 2550 00 Amount Paid 200000 00 YTD Sales Credit Limit Balance B F 212500 00 10 08 2003 Chg No 456893454 Customer Receipt 6 0 00 07 12 2007 Op Bal Opening Balance 5000 00 07 12 2007 Op Bal Opening Bal 5000 00 07 12 2007 Opening Balance Opening Bal 3000 00 30 Days 39 Days Old Last Paid Invoice Last Paid Date io lo 25 500
149. stomer Types window 903 System has already defined few Customer Types for you Small amp M edium Enterprise development Authority Page 163 SM AP M anual for Accounting Professionals Version 1 0 0 904 To change or to define a new type select the row first and press Edit button System will display following window Ei Customer Types Customer Type Description Figure Modify a Customer Type 905 You can not change the ID Customer Type Only Description field can be changed 906 Press Save button to save the changes 907 Press Close to exist from window 3 8 7 Supplier Defaults 908 Choose Supplier Defaults option on Maintenance menu System will display following window Suppliers Defaults Settings Def Purchase A C 5000 gt Lo ical Pure has eS Deparment pon Head Office S Tax Code Tom 0 N Cash Purchase A C CASHPLIRCHASE Cash Purchase k Settings Def Purchase 4 C fon 0 A nical Purchases ar Deparment pon Head Office Ni Tax Code Ton 0 N Cash Purchase A C CASHPLIRCHASE Cash Purchase kal 909 Default Purchase A C Select the G L Account that you want to use as the default Purchase Account for the suppliers Small amp M edium Enterprise development Authority Page 164 SM AP M anual for Accounting Professionals Version 1 0 0 910 Department Select Department which is dealing with suppliers 911 Tax Code Select o
150. t window or from G L Record window 233 From the G L List screen select the account that you want to delete then press Delete button 234 If you are already in G L Record window then you can select an existing account from the Account dropdown Then press Delete button 235 After pressing the Delete button system will confirm you before proceeding Small amp Medium Enterprise development Authority Page 65 SM AP M anual for Accounting Professionals Version 1 0 0 on iG L Record G L Record Account onn YS G L Wizard Name Property Balance 400000 Dr Opening Balance Account Type Control Account Mon ctu Budts Prior Vi E3 fey Save gt Cancel X Delete Figure Confirmation before deleting an account 3 7 3 6 Enter opening balances You can run SMAP with or without entering the opening balances By default SMAP uses Suspense Account for the contra effect of Opening Balances SMAP also recommends keeping this account for this purpose However you can change according to your company s requirements Note The debit and credit of Opening Balance must be equal You can also see debit and credit balance if the balance of Suspense Account is zero Small amp Medium Enterprise development Authority Page 66 SM AP M anual for Accounting Professionals Version 1 0 0 2 Control Accounts Description ccount No Default Sales ao Depreciations eom Finished
151. tail record window 105 Alternately if you are already in the Customer window you can choose existing customer Customer record window has three 3 tabs Detail Tab Basic Customer Information Settings Tab Default G L account settings Credit Control Tab Credit and other information Small amp Medium Enterprise development Authority Page 43 3 7 1 2 3 7 1 3 SM AP M anual for Accounting Professionals Version 1 0 0 To delete a customer record Customers 92 42 5835478 92 42 5638974 City Oil Pvt Ltd erain 92 42 5833547 9 Ikram amp Co Mr lkram 92 42 5758413 Shaheen Inc Mr Tofig 92 42 541 7854 Shalimar Incorporation Mr Zulfigar 5412789 Shell Pyvt Ltd Mr Zain 92 42 6663345 50 Zakirin kir Talhas 1Q2 APRRWMARA Edit E cg Clear amp Print g Find 110 You can delete existing customer record through Customer s window list 111 Follow these steps to delete a customer record 112 Select the Customer you wish to delete from the Customer s window list 113 OR 114 Select Customer from Customer ID Combo box provided on Details Tab of Customer record window 115 Press Delete button A Confirmation dialog box appears 116 Confirm deletion by pressing Yes button otherwise press No Note A customer record can not be deleted if there is any transaction exists in the system against this customer Customers Opening Balance Once you save a cust
152. tails with Picture Customer Info and Other Details l Financial Services Product Category Size Model Brand Make Details Customer Type amp Credit Limits Information Resource E 4 Centre IRC Product Formulization amp Replacement details Customer Department amp Tax Details 1 Policy and Planning Supplier amp Department Details Customer Aging Periods amp Detail Ledger 1 Legal saath p Product Multiple Locations amp Tax Details Customer Analysis Summary amp Time Taken to Payable Invoices l Patent help line officers Product Costing Value amp on Average Method Sales Service amp Return Invoices Product Quantity Bought Sold Returned Scrap Cash amp Credit Sales Sales by Product serial Nos Sector Development 3 n 2 3 x Product Batch No s amp Locations Sales Tax Computation Discounts amp Taxes 3 Dairy Sector brief Gems amp Jewellery Sector Stock Valuation amp Product Profit Period Wise Automatic Updating Customer Balance Inventory amp Financials Agribusiness Services Stock Value Automatically Computed amp Depicted In Financials Quotations amp Sales Performa No Individual Account In Chart Of Account for Each Customer g IN ag Sit i al at 4 Unknown Zone Mixed K 100 4 NN Figure High level list of SMAP features m nstallation Files for download Installation Files Click on the link to downl
153. that you can open and explore The Demo Data allows you to look at company setup options and to practice entering records and transactions This is a great way to introduce you to the features of SM AP without using your own Company Data Demo Data is installed during Smart Business Suite setup There are two ways to run the Demo Data From the File menu select Open Demo Data option A logon window appears where you are required to enter the login name and password Then click OK to start using Demo Data OR From the SM AP registration window select Demo Version option Usinc SMAP Ele Maintenance Transaction Setup gols cols Window Help iffioaa istomers Ledger E SMEDA Accounting Package General Ledger Casl chase PET ces Financi ee fee f E SMEDA Generix Solutions N Reports User Name ADMIN Financial Date 01 07 2003 30 06 2004 Voucher No 108 08 12 2007 10 15 PM Figure Main screen Small amp Medium Enterprise development Authority Page 28 3 6 1 SM AP M anual for Accounting Professionals Version 1 0 0 SMAP DEMO DATA COMPANY Powered by Generix Solutions OX Eile Maintenance Transaction Setup Tools Reports Window Help dQ eveal e s 2 82 8228 5ea aQ Wor king Space User Name ADMIN Financial Date 01 07 2003 30 06 2004 Voucher No 108 03 12 2007 10 21 AM Figure Main screen of SMAP SMAP Software Modules SM AP software is very
154. the installation process and installs the SM AP files on your computer To Install SM AP 6 Run Setup EXE file from the folder you have downloaded from SM EDA web site 7 The SMAP installation program starts and guides you through the installation process Follow the instructions on the screen Small amp M edium Enterprise development Authority Page 13 SM AP M anual for Accounting Professionals Version 1 0 0 First screen of setup Setup s Welcome screen ie heal Welcome Welcome to the Smeda Accounting Package Setup program This program will install Smeda Accounting Package on pour computer Ik ie strongly recommended that you exit all Windows programs before running this Setup program Click Cancel to quit Setup and then close any programe you have running Click Next to continue with the Setup program WARNING This program is protected by copyright law and International 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 masimum extent possible under law Software license Agreement Please read the following License Agreement Press the PAGE DOWN key to see the rest of the agreement JLICENSE AGREEMENT FOR SMEDA ACCOUNTING PACKAGE SOFTWARE IMPOR TAN T READ CAREFULLY Be sure to carefully read and understand all of the rights and restrictions described in this License Agreement You
155. thority Page 115 SM AP M anual for Accounting Professionals Version 1 0 0 4 tot RF Be feos x Tota 100 AptPurchaselns 9 DEMO DATA COMPANY Lasme SCC pek Purchase Invoice Figure Purchase Invoice printout 626 To edit an existing Invoice double click on it from Purchases List window System will show you the invoice in its corresponding window Purchase Invoice window Service Invoice window or Purchase Return window 3 7 7 3 Create a new Purchase Service Invoice 627 Select Service Invoice option from the Purchase Navigator SMAP DEMO DATA COMPANY Powered by Generix Solutions www gene DOR E File Maintenance Transaction Setup Tools Reports Window Help 8 x CELIE E FRE LE __ Customers M AE __ Suppliers Laer Pischaso Inv No Cash Bank Inventory Date 23 11 07 yi Ezz ce Suppplier ID IN Supplier Invoice No 23 1 1 07 ES p Total 0 00 Purchase Tax Account v Tax Amount 0 00 LXC Costing Paid Acocank 7 Paid 0 00 Balance kaas Ere D Add E Save Cancel amp Print Include in Tax Record Close User Name ADMIN Financial Date 01 07 2003 30 06 2004 Voucher No 120 23 11 2007 8 20 PM j Figure Service Invoice window that is accessed through Purchase Navigator Small amp M edium Enterprise development Authority Page 116 SM AP M anual for Accounting Professionals Version 1 0 0 628 System will open Service In
156. ton System will open New User window as follows E Users UserName Password Description P Admin No Administrator Manager Administrator Waheed Waheed ur Rehman Waheed Rehman w W New User Login Name Password Description a ETE Edt Delete User Rights Cose Figure Create new user 851 Enter a login name in Login Name field Note this will be treated as User ID Tip Small amp M edium Enterprise development Authority Page 154 SM AP M anual for Accounting Professionals Version 1 0 0 You can also create generic Login Names for example FM Finance Manager Guest KPO1 Key Punch Operator No 1 and so on 852 System will not display password to you Rather it will show your input as KKKK YOU Can use spaces in your password 853 In Description field you can enter full name of the user 3 8 1 1 Modify existing user 854 To modify an existing user select that user first by either you double click on it or press Edit button 855 System will open the record in Change Password window __ User Name 10 202 20 _ Administrator Administrator Waheed ur Rehman Login Name Password i Re enter Password Delete User Rights Figure System will open Change Password window when you are going to modify existing user 3 8 1 2 Delete a user 856 To delete a user open User window 8
157. tton System will clear the input screen and allow you to start new input 778 You can print the document through this window Press Print button System will print the document as follows Small amp M edium Enterprise development Authority Page 138 SM AP M anual for Accounting Professionals Version 1 0 0 gt gt B amp F Bll OOOO A Totz 100 2 of 2 DEMO DATA COMPANY Material Issued Figure Material Issued printout 3 7 9 3 Goods Received 779 Select Goods Received option from the Production navigator 780 System will display the window as follows SMAP DEMO DATA COMPANY Powered by Generix Solutions www g 3 mm bad a File Maintenance Transaction Setup Tools Reports Window Help Bsr rp es FS Epona Goods Received General Ledger Goods Received J ProductiD Product Name Details Quantity Cost Price Amount Location ID Ey Paid A C z a OD Add Save Cancel amp Prin Check if Lot Completed Include in Tax Record Ghose UserName ADMIN Financial Date 01 07 2003 30 06 2004 Voucher No 120 25 11 2007 12 51 AM _ Figure Goods Received window 781 Select the Production Unit from where you are going to receive the goods 782 System will show only those Suppliers which are marked as Production Units in Supplier Record 783 System will automatically fill in related fields such as Production House Supplier Name Address
158. u have done transaction That s why the ID of customer and supplier must be same for joint ledger where the overall dealings of cash inflow and outflow are shown If there is Some difference in amount of transaction Small amp Medium Enterprise development Authority Page 143 SM AP M anual for Accounting Professionals Version 1 0 0 815 From the Transaction menu select Barter Entry option System will display following window 816 Figure Access Barter Entry through Transaction menu 817 818 Enter or select the account name from you have purchased products and also of those to whom you are giving your product in adjustment of your purchases 819 Press Show Transaction button to see the effects of transaction 820 To process the transaction press the Save button 821 To cancel without saving choose the Cancel button 3 7 10 4 Audit Trail 822 Select Audit option on Financials navigator SMAP DEMO DATA COMPANY Powered by Generix Solutions File Maintenance Transaction Setup Tools Reports Window Help Bar ry rH Se RA Ge ag Customers a Suppliers PASAGI Ciera foros emo ma gt 2a INC acco PAB Transaction fj _ faggagag SSS Select All Iv N Printer Preview O File lt t Trial Balance Profit amp Loss Balance Sheet Figure Audit trial option on Financials navigator 823 Dialog box provides you the criteria in which y
159. uable suggestions We are also thankful to Ms Farah Mushtaq Mr Alamgir Chaudry amp Mr Javed Afzal for their support in development and execution of the project We also acknowledge support and encouragement form CEOs of SMEDA Mr Shahab Khawaja and Mr Shahid Rashid respectively in carrying out this project The effort would have not been as productive without the guidance and support of the Divisional Head Mr Sultan Tiwana who pushed us to remain focused Raja Hassanien Javed M anager Financial Services B amp SDS Division Small amp Medium Enterprise development Authority Page 4 Contents 1 ABBREVIATIONS amp TERMINOLOGIES cisccccssssaisessecosuseveatscscacenensessaancasoansessassedesetasisedsssnsdusuveasneessassen 8 2 INTRODUCTION TO SMEDA ACCOUNTING PACKAGE SMAP cccccssssscsccccecssccccececessscees 10 Alr MOWTOGET YOUR COPY ORS VAI eres E soeeansonreswmscktnin secs cole E R 10 22 HARDWARE REQUIREMENTS ssscesacsecaccascaasesciccenoearaeasacstaacseaacaeeanousencene A TA aE aai 13 3 INSTALLA TION OF SMAP csscsicccccasesasetocncvausetssisswessscesedanetbsacdoudeusuessenvsdeteuesdecssissussuveeussaneseusseseuscensseses 13 Sle NOW TODA MAT ooe ennen n A E E E E EAEN A A AARE 13 32y RUNNING SMAP APPLICATION sd ogc ea E E A AEAEE KOENE E 19 3 3 UNABLE TO RUN OR VIEW REPORTS cccccceccecccccsccusseccceceusseecceceussuesseccesseueseesesseusseesesseeseeeceeceussueseseusees 19 3 4 SET THE DATABASE LOCATIO
160. uct List 7 Ledger Sale List TERRES Purchase List D Barter Entry Adjustment Modification Modify Cost Price a F l P LS ee im See ORE ne mimi AS gt Figure Access Suppliers List View Supplier s List W Suppliers Supplier __ Supplier ID Telelphone gt urchase o as 92 42 5642138 92 42 5469832 92 42 5758921 92 51 5638965 92 42 541 2875 Techno Co Production Unit 1 Wahab International r Sohail 92 42 5832479 Figure Suppliers List 142 Suppliers List See Transaction Suppliers List menu provide necessary functionality for maintaining the suppliers 143 Through Suppliers List window you can view existing suppliers Add a new supplier Edit and modify an existing record and Delete a supplier record or Print current list of suppliers 144 There is also an option to Find a record Small amp Medium Enterprise development Authority Page 50 SM AP M anual for Accounting Professionals Version 1 0 0 145 The Suppliers List can be opened from Transaction Suppliers List menu or through side navigator Note Records shown in red color represents Supplier s who have exceeded their credit limit Easy Technologies Irshad Impex Mr Raheel Milestone Mr ljaz Sun Systems Mr Farukh Techno Co Mr Hammad Wahab International Mr Sohail Edit Delete Figure Functionality available on Suppliers List window 3 7 2 2 Add anew supplier 146 P
161. urchase Analysis 667 Purchase Analysis is the graphical presentation of your Purchases and Purchase Returns in current fiscal year 668 It can be accessed by clicking on Purchase Analysis button on Purchase Navigator System will open following window SMAP DEMO DATA COMPANY Powered by Generix Solutions www ge DOR File Maintenance Transaction Setup Tools Reports Window Help la x SEA a E a E E E E Customers E Wireseey unites 2 Invoice Type 3500 ERS See fee a AS E 3 User Name ADMIN Financial Date 01 07 2003 30 06 2004 Youcher No 120 25 11 2007 10 22 PM Figure Purchase Analysis 669 You can view your sales for each product Select your desired product from Product ID combo box 670 The graph can draw either on Quantity or Value of the Sales Select the option in By combo box 671 There is another option to select Purchase only Purchase Return or Both 3 7 7 7 Posting 672 At the time of reporting system offers a choice between Posted and Un posted Invoices to be printed 673 Posted Invoices means reflect the effect of saved invoices on G L Accounts Customer Accounts and Inventory 674 Un posted Invoices are those which has no effect on accounts and also not made a part of the permanent records of the company until you decide that you are Satisfied with them or not Small amp M edium Enterprise development Authority Page 121 SM AP M anual for Accounting P
162. user friendly The functionality of the software is organized in Menus Navigator on left hand side and on screen Buttons The complete functionality is grouped into different modules These modules are as follows 30 Customers 31 Suppliers 32 General Ledger 33 Cash Bank 34 Inventory 35 Production 36 Sales 37 Purchase 38 Financials These modules and their relevant functionality are available on each Navigator of left side of the screen This also includes the reports of each module However a separate Reports options is also provided through left navigator which offers same reports as available under each module The menus of the software are organized in mostly non business functionality i e from software perspectives Small amp Medium Enterprise development Authority Page 29 SM AP M anual for Accounting Professionals Version 1 0 0 3 6 2 Explore SMAP Application Menu 3 6 2 1 Main Menu SM AP M ain menu consist of following items File Maintenance Transaction Setup Tools Reports Window Help a2 e e fa TRA ARB a Custom a 3 6 2 2 File Menu Open Demo Data Restore From Old Version j Backup E Restore Compact amp Repair DataBase Log Off Exit Chrl x 39 The File menu Is used to open the database of your company 40 It also allows you to run SM AP using Demo data See Open Demo Data 41 You can make backups of your data using Backup option and si
163. utions www generixs DOR S Ble Maintenance Transaction Setup Tools Reports Window Help pirat imitates 18 xi Bar ee ra gg gpn Inventory Product ID All Show Records _ COM LAPTOP Compaq Laptop 204 series HEEE FOCUSKEYBOARD KeyBoard Focus 104 _ LG MONITOR Monitor LG 15 __ MODEMS Motorola Modems PHILIPS15 Philips 15 PHILIPS1 Philips 17 S3VGA 3 Trio 3D VGA Card __ SEGATE HD Segate Hard Disk 40 GB Stack __ WEST HD Westem Digital Hard Disk 40 GB Adjustment 5 Activity ad IESE i Pro s Purchase 4 Financials a Add E edit gt lt Delete FF Clear amp Print Find User Name ADMIN Financial Date 01 07 2003 30 06 2004 Voucher No 119 23 11 2007 4 20 PM Figure Product list 363 Using Product List option you can view existing products add new or change an existing product 364 Additionally you can enter filter criteria to short list the product 365 There are two filter criteria Small amp Medium Enterprise development Authority Page 86 SM AP M anual for Accounting Professionals Version 1 0 0 366 Product ID range enter start and ending product ID 367 Product ID and Product Name search system will search your given text in respective column 368 After specifying the search criteria press ENTER key or you can press Show Records button 369 The optional x All radio button will allow you to list all records whil
164. voice window 629 Next Purchase Inv No will automatically displayed by the system 630 System will show you today s date as default Invoice Date You can change it 631 Enter Supplier ID or select it from the dropdown list 632 System will also allow you to add a new supplier 633 Press N button either in front of Supplier ID field or in front of Supplier Name field 634 System will display Supplier Record window for you to create a new supplier 635 Supplier Invoice No and Invoice Date 636 System will show the default Purchase Account You can change it for this invoice if required 637 Enter complete information about the services being received 638 Services will be entered on each line in Detail column and its correspondence charges Amount column 639 You can enter almost 250 characters on each row tn Detail column 640 The default Purchase Tax Account and Paid Account No will appear These are the account numbers as you have already defined in Control Accounts settings window 641 These are default account numbers But you can change any of then for this invoice 642 You can also enter the amount paid 643 X Include in Tax Record will mark this invoice to be appeared on Sales Tax Registers 644 Press Save button to save the invoice with status Unposted 645 You can print the invoice from the same screen Press Print button system will print the
165. w the report in Preview mode 189 You can view the page layout before sending the report to printer Small amp Medium Enterprise development Authority Page 56 SM AP M anual for Accounting Professionals Version 1 0 0 x Totak10 100 10 of 10 DEMO DATA COMPANY Supplier Ledger Detailed Figure Supplier Ledger 190 Finding the record 191 Select the column header in which you want to find the record 192 A small input box will open near the Find button 193 Enter the text you want to find and press Enter key Small amp M edium Enterprise development Authority Page 57 SM AP M anual for Accounting Professionals Version 1 0 0 3 7 2 7 Supplier Adjustment 194 From the Suppliers navigation bar press on Adjustments button SMAP DEMO DATA COMPA Fie Maintenance Transaction Setup Te Baer rp ra g ki Phas ry Supphers List a Ledger ofe diustmert Fi P or i 5 General Ledger Cash Bank A Figure Supplier Adjustment option on side navigator 195 The Suppliers Adjustments window appears as follow W Supplier Adjustment Supplier Adjustment Supplier D_ Date Re Details Dept Amount Debit Amount Credit TaD gt lieu 7 nv oo 0 00 T C 00 T001 Figure Supplier Adjustment screen 196 Through this screen you can make multiple adjustments to same or different suppliers 197 While data entry at e
166. ware Registration for FREE Click here to Register FREE Register your company to use Smart Business Suite It is e Totally Free of cost e For unlimited time use e With Technical Support amp Training Requirements Operating System Windows 98 Windows NT Windows 2000 Windows XP Hardware Requirements CPU Pentium Il or better RAM Min 64 Mb Free HDD Space 50 Mb a a ba Download Procedure BN Installation Procedure D Help Resources Click the above file link a dovmload dialogue vill open choose option Save to Disk Save the file to any convenient folder on your computer Dovmload all the files in the same folder Double click on the filename you have If you need help you can visit FAQ for dovmloaded or run it to extract the zipped files common issues in a convenient folder on your computer Once Detail context sensitive help is also available the unzip is complete for all the files run the in so e extracted file named Setup Exe from folder Disk1 This is a vindovs setup file and it v ll For technical support and training please feel copy all the necessary files on your computer free to contact Generix Solutions ical f 2 unknown Zone mixed 4 100 5 Figure You can download SMAP software broken down in small files and also get quick installation instructions Following important information is available on this page 1 Feature List alist of high level features Small amp
167. wered by G Af Ea listomers List mi Ledger gg f djustment g Reports Figure Showing Change Program Date as disabled for current user 3 8 1 5 Switch to other user Log off 868 Select Log Off option in File menu 869 System will open same window as you has see when Log in to SM AP Small amp M edium Enterprise development Authority Page 157 SM AP M anual for Accounting Professionals Version 1 0 0 _ SMAP DEMO DATA COMPANY Powered by Generix Solutions ww File Maintenance Transaction Setup Tools Reports Window Help S2 e ale s F BDFD ala Customers E Customers List May Welcome to SMEDA Accounting Package y gt Please enter your login name and password Ledger Login Name pje Password i Adjustment u Reports 3 8 2 Company Preferences 871 Choose Company Preference option from Maintenance menu System will open following window Company Preferences Company Name DEMO DATA COMPANY Business Type E Address Services Concern City Trading Concern State Manufacturing Concern ip Code Country Phone Phone Fax Sales Tax H EMail UAL HTH Figure Company Preference window 872 Except the Company Name all fields are editable M odify them according to your company 873 If you select the Business Type as M anufacturing Concern then all functionality related to Production will become available These are for
168. will apply on all Customers 896 Cash Sale A C Select the Account Customer ID you want to use as the default cash sale Account by default there is no cash Account You will use this account for Customer s dealing with you on cash basis 897 You can also create new G L Accounts by press N buttons in front of each field 898 Aging Tab 899 Use this to set the ranges of days to be used per period to calculate the Customer s aged balances 900 To save your entries and exit press the Save button 901 Press Close button if you want to exit from the window 3 8 6 Customer Types Version 1 0 0 Discount Enter discount value that will apply when entering Customers Department Select the Department who is dealing with the Customers G L Sale A C Select the G L Account you want to use as the default sale 902 Select Customer Types option on Maintenance menu System will display following window SMAP DEMO DATA COMPANY Powered by Genenx Solutions www ger Eile Maintenance Transaction Setup Tools Reports Window Help A Customer Defaults a a E g E H a 2 Supplier Defaults Product Defaults a eer Gl Customer Types Detail EA T Departments Customer Type ID Tax Codes ae 050 eel Locations Credit 7days max A Product Settings i Credit 10 Days max Credit 15 d eke redil ays Control Accounts Company Preferences P n PO UE a OT a T S E E S VP E EE TEE O a T Figure Cu
169. window 164 To enter the opening balance first select and edit that supplier from Suppliers List window 165 Press Edit button to open the record 166 Small amp Medium Enterprise development Authority Page 53 SM AP M anual for Accounting Professionals Version 1 0 0 W Supplier Record Details Loo Deas Credit Control Supplier ID CASHPURCHAS Supplier Exist Supplier Type Contact Company Cash Purchase Telephone 1 Telephone 2 Address1 Fax E mail Address2 Status City Country Balance 167 168 On Details tab press Opening Balance The Supplier Adjustment window will open where you can enter the Opening Balance entry W Supplier Adjustment Supplier Adjustment _ Supplier ID Date Ref GAL Details ee DERE Amount Debit Amount Credit Taxi Se a 2 OBS ul O00 Opening Balance A OE aA EET 169 Figure Supplier Adjustment window being used to enter Opening Balance 170 Balance is showing the current ledger balance of selected supplier 171 You can use this window to enter Opening Balances of multiple suppliers 172 To accept all entries press Save button It will immediately update the relevant ledgers amp balances 3 7 2 6 Supplier Ledger Powered by Genenx Solutions WwW genenxsol com File Maintenance Transaction Setup Tools Reports Window Help Basr se fa FP FA Om a sores Supplier Activity From 01 07 2003 To 14 12 2007 Bal
170. you have already saved The Close button will close this window Customer s related reports SMAP DEMO DATA COMPANY t File Maintenance Transaction Setup Tog Reports Window Pilo g iF ft ar ts Se Customer Reports et ne Subthe Customers General Ledger Reports We i Customer ID or an AHMADECO hme _Cash Bank Reports MERAS ANMOL TRADER Annme Inventory Reports J ANWAARECO Anw gt CASH SALE Cash _ CiTvoL CityC Sale Reports SEM IKRAM amp CO Ikrar t SHAHEEN Sha oje SHALIMAR INC Shalimar Incorporation popra __ SHELL Shell Pvt Ltd an ZAKIR INC Zakir Inc N HS Reports Purchase Reports ee ee ee ee ee ewe wa ATA Ae n TOPER a a Figure Two ways to access the Customer Reports window Small amp Medium Enterprise development Authority Page 48 SM AP M anual for Accounting Professionals Version 1 0 0 Choose either option to open the list of Customer Reports available in the system The following window will appear Customers Reports Customer Address List Customer Label List Customer Ledger Summary with Balance Customer Detailed Ledger with Balance Customer Analysis Summary Customer List with Balanace Customer List with Balanace and Last Transaction Customer List with Balanace up to Date Customer List with Balanace up to Date City Wise Customer List with Balanace Range Figure List of all Customer Reports av

SMAP User Manual

Contents

Download Pdf Manuals

Related Search

Related Contents