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GTC Business Applications for SME User`s Manual

1. M Rebuild Transactions SA Audit J Exit Figure 8 4 Transaction Auditor M Check General Transaction 8 4 Chapter Twenty Two Utilities When there is the difference from the actual value due to hardware problem etc Transaction Auditor can be executed to recalculate the balance of different transactions Note All transactions will be re saved when Rebuild Transactions be executed It takes time Thus itis better to execute this function on the computer with both GTC Applications and Firebird Interbase server installed 8 5 Chapter Nine How to install Firebird Chapter 9 How to install Firebird There are two Firebird installation kit included in the CD ROM of GTC applications one for Windows platform and one for Linux platform You can obtain Firebird installation kit for other operating system from http www firebirdSQL org 9 1 Firebird s system requirements 9 1 1 Memory Firebird s Superserver utilizes around 2MB of memory Each connection to the Superserver add approximately 115K memory The Superserver shares a single cache among all connections and increases cache automatically when required On POSIX the Classic server uses no memory until a client connection is made On Windows a small utility service is listening for connection requests Each connection to the Classic server uses about 2MB The Classic server creates an individual cache per connection As an estimate allow 64MB of available RA
2. Stock Code EDCO01 Digital Camera EPSON PhotoPC 30002 Digital Camera EPSON PhotoPC 850z Dot Matrix Printers EPSON LX 300 Dot Matrix Printers EPSON FX 980 Stock Code Stock Name Digital Camera EPSON PhotoPC 3000z Curerne Large Unit Price Large Unit Price HKD X 0 00 HKD 0 00 Small Unit Price Small Unit Price Discount Rate Quanti 5 500 00 5 500 00 2 00 1 Bill Number Date 100005 20 4 2004 a if New Edit Delete Figure 3 28 Customer Stock Last Sales Price 3 31 GTC Business Applications for SME This file keeps all information about the latest selling price of a stock for different customers It is helpful for user to handle quotations or sales transactions All the user need to do is to select the desired customer the Application will automatically display all stocks which had been sold to this customer The information includes stock code stock name currency unit price discount rate quantity bill number and bill date This file keeps all information about the latest purchase price of a stock from different All the user need to do is to select the desired vendor the Application will automatically display all stocks which had been ordered from this vendor The information includes stock code stock name currency unit price discount rate quantity bill number and bill Stock Code Stock Name Digital Camera EPSON PhotoPC 30002 Dot Matrix Printers EPSON Lx 300 Digital Camera EP
3. character in the format string determines the location of the decimal separator in the formatted value any additional characters are ignored The actual character used as a decimal separator in the output string is determined by the Decimal Separator global variable 3 30 Chapter Three General Files Management The default value of Decimal Separator is specified in the Number Format of the Regional Settings section in the Windows Control Panel e To allow different formats for positive and negative values the format string can contain two sections separated by semicolons The first section applies to positive values and the second section applies to negative values For example the format string of 0 00 0 00 will display the value of 1234 56 as 1 234 56 for positive value and 1 234 56 for negative value f The following table shows the effect of various format strings Format String Value Display Format 0 00 1234 5670 1 234 57 0 1234 56700 1 235 0 HHH 1234 5670 1 234 567 Note The format string only affects the display format The calculation of the Applications will base on the value entered For example the display format for the value of 1234 567 will be 1 234 57 if the format string is 0 00 However the calculation of the Applications will base on 1234 567 3 13 Customer Stock Last Price File E Customer Stock Last Sales Price Customer Code Customer Name Bu001 Best Umbrella Limited
4. 3 11 3 11 1 3 11 2 Chapter Three General Files Management Chinese Address Three lines with maximum 30 characters each are available City State Country Post Code User can key in relevant information in these fields Telephone No Itis for user to fill in employee s telephone number Fax No It is for user to fill in employee s fax number Pager No It is for user to fill in employee s pager number Mobile No It is for user to fill in employee s mobile telephone number E Mail It is for user to fill in employee s E mail address Commission Commission rate for this employee Modified Date The Application will automatically update the latest modified time of this record Modified By The Application will automatically update the latest modified user name of this record User Security User Security is to control the authority to each user for each function Each function for each user can be restricted to Read New Edit or Delete Log On To enter into the Application User ID and Password must key in on Log On interface Default user name and password is SUPERVISOR and PASSWORD respectively SUPERVISOR is a user with the highest authority and it cannot be deleted It is highly recommended to change the password of SUPERVISOR To change password please tick Change Password on Log On interface Change Password interface will be shown after you have successfully log on Old password should be key in the field
5. are EPSON Hong Kong Limited 1 0000 123 Vendor Code Cheuge No 123666 Payment Method Cheque X Total Payment 18 250 00 Revision 1 Exchange Difference HKD Modified Date 3 8 2005 13 00 32 Modified By SUPERVISOR 0 00 bivRoso01 Contents Invoice No Currency Rate Total Amount Paid Invoice Amt 19 900 00 6 900 00 56 588 34 0 00 4 750 00 0 00 Exch Diff Payment 13 000 00 0 00 13 000 00 10 000 00 0 00 10 000 00 4 750 00 0 00 4 750 00 HKD 1 0000 HKD 1 0000 HKD 1 0000 ies Ed Edit Delete Figure 7 1 Account Payable Payment Entry All unpaid invoices for the selected customer will be displayed in here Please choose one to make payment The currency related to the selected invoice will be displayed here It cannot be modified The currency rate related to the selected invoice will be displayed here It cannot be modified This amount is total invoice amount of the selected invoice All paid amounts include deposits based on the selected invoice s currency 7 2 Chapter Seven Account Payable Payment Entry Payment It is the total amount including this payment based on the selected invoice s currency Exchange Difference It is the exchange difference caused from the different currency of the invoice and this voucher It is calculated by the Application automatically Payment It is for user to key in the amount for this payment
6. contact the vendor of your email software to obtain more information about MAPI compliance If you want to check your email software that is default email software of Operating System please go to Internet Options in Control Panel Network cabling and email account To send out an email please set up network cabling and open an email account firstly Otherwise the email will be placed in Out Box Not send out immediately If the email cannot send out immediately please check the following a Whether the network cabling is connected b Whether your email software can send and receive an email Try to send an email to yourself If you cannot receive the email please check the setting of network cabling and your email account c For MS Outlook Express please tick Send Message Immediately in Tools Options Send For MS Outlook please tick Send Message Immediately in Tools Options Send Information about MS Windows 2000 1 Possible Data Corruption When Sharing Database Tables on Windows 2000 There is a problem with the SMB protocol in the Windows 2000 operating system that can cause problems with data corruption if it is being used as a file serve Microsoft has provided a hot fix in Service Pack 3 SP3 for the problem that you should download if needed Please use the following link to find out more details on the problem http support microsoft com default aspx scid kb en us Q307982 2 Accessing Database
7. in Customer Code field of Sales Entry Interface There are hints if no matched records found Search Stock by Bar Code If this field be selected the Application will execute the search action until the user input search criteria and press Enter in Stock Code field of Sales Entry Interface There are hints if no matched records found Search Customer by 3 28 Chapter Three General Files Management The Application uses incremental searching method User can set the default field for searching the customer via customer code customer name or telephone number System Setup General Search Methods Display Format Sales Entry Interface Search Customer by Bar Code P Seach Stock by Bar Code Search Customer by Customer Code X Multi Stock Selection Purchase Entry Interface Search Vendor by Bar Code fi Seach Stock by Bar Code Search Vendor by Vendor Code x Multi Stock Selection Display Format Stock Unit Price 0 00 0 00 x 123 456 789 12 123 456 789 12 Stock Quantity Mikzamaanea 123 456 789 123456 123 456 789 123456 J Est Figure 3 27 System Setup Search Methods Display Format Multi Stock Selection User can select more than one stock in incremental searching lookup box When set to True this property allows the ability to select multiple contiguous records with the mouse while the Shift key is pressed and to select multiple discontiguous records with the mouse while the Ctrl key
8. 123 456789 am Remark Code bankno English Description Chinese Description BOC Account No 012 123 456789 PRR THRE 012 123 456789 English Detail Description Chinese Detail Description Bank of China PRM AT Account No 012 123 456789 RP REE 012 123 456789 Account Name Glorious Technology Co Ltd RP BS RAPES A Edit Delete dae Figure 3 30 Remark File There two types of remark for a remark code item remark and multi line remark The Applications will automatically copy the content of item remark to the field of item remark or the content of multi line remark to the field of multi line remark in every transaction Either English Description or Chinese Description will be copied to the relative field according to the language used 3 33 GTC Business Applications for SME 3 16 User Log Control The Application records the history of all functions executed by all users for management purpose Please mark v in the field of Enable User Log of System Setup if this function is applicable User Range Please select the user in From User and To User Date Range Please select an appropriate time range in From Date to To Date Function Range Please select the desired function range in From Function to To Function Run The Application will display the history according to the selection of user time and function Delete Press Delete button if you want to delete the displayed history
9. 3 10 4 Chapter One Installation Chapter 1 Installation 1 1 Before Installation Before installation please check the followings a b c d e Hardware requirements Intel Pentium 200Mhz or above CPU Intel Pentium IT 450Mhz CPU recommended 64MB RAM or above HDD space for GTC applications is about 100MB The space for data depends on the volume of your data 20MB HDD space for data is recommended 800x600 resolutions Operating System Microsoft Windows 98SE ME 2000 SP2 XP Home Edition XP Professional Edition SP1 or Vista Please use Administrator authority to log in when the Operating System is MS Windows 2000 XP or Vista Folders for GTC applications and Data Default folder for GTC applications is c gtc gsi40 Normally GTC applications should be installed in local hard disk either single user version or network version to enhance the performance If the data will be shared in network the permission of data folder for Read Write Add and Delete should be assigned Create a company data Set up Account Period carefully when create a company data Account Period can t be modified after the company data created Set up some basic information for Customers Vendors Stocks Payment Methods and Employee etc Install Firebird Interbase Server GTC application is a SQL database application Firebird Interbase server must be installed Firebird 1 0 0 796 or newer version or Interbase 6
10. 5 or newer version is required Firebird Interbase server and any databases you create or connect to must reside on a hard drive that is physically connected to the host machine You cannot locate components of the server or any database on a mapped drive a file system share or a network file system If Firebird Interbase is installed in another computer following information should be collected i Server name Computer name or IP address e g FirstServer or 192 168 1 1 ii Data folder and database s file name in server the default file name of database is GBSIFDB For example C gtc gsi40 DATA GBSI FDB iii Firebird Interbase s user name and password any tools which need to connect Firebird Interbase s database file requires this information The user name of administrator of Firebird Interbase is SYSDBA and password is masterkey For security reasons we suggest to change the password of SYSDBA immediately GTC Business Applications for SME 1 2 1 3 f If Firebird 1 5 or above is installed in Linux operating system the installer will generate a random SYSDBA password and store that in opt firebird S YSDBA password g If Firebird Interbase is installed in MS Windows 2000 XP Vista 2003 the permission of data folder for Read Write Add and Delete should be assigned to the service of Firebird Interbase For more information of Firebird Interbase please refer its user manual or Chapter 9 How to install Firebird Ex
11. Customer Code Jade River Industrial Co Cheuge No Remark Payment Method Cheque X Total Payment 12 214 00 Exchange Difference HKD 0 00 Revision 1 Modified Date 20 1 2 2006 17 28 Modified By SUPERVISOR Invoice No Cur Rate Invoice Amt Paid Payment Exch Diff Payment gt sio6036 HKD 1 0000 12 214 00 0 00 12 214 00 0 00 12 214 00 A Edit Delete Figure 6 1 Account Receivable Payment Entry 6 2 Contents Invoice No All unpaid invoices for the selected customer will be displayed in here Please choose one to make payment Currency The currency related to the selected invoice will be displayed here It cannot be modified Rate The currency rate related to the selected invoice will be displayed here It cannot be modified Total Amount This amount is total invoice amount of the selected invoice Paid All paid amounts include deposits based on the selected invoice s currency Payment It is the total amount including this payment based on the selected invoice s currency 6 2 6 3 Chapter Six Account Receivable Payment Entry Exchange Difference It is the exchange difference caused from the different currency of the invoice and this voucher It is calculated by the Application automatically Payment It is for user to key in the amount for this payment Note The currency should be same as voucher currency For exampl
12. Firebird Database Server 1 5 Setup Wizard This will install Firebird 1 5 2 4731 on your computer It is recommended that you close all other applications before continuing Click Next to continue or Cancel to exit Setup j Cancel Figure 9 2 Welcome Screen License Agreement will be displayed when you click Next gt to continue Please press Yes if License Agreement is accepted Otherwise press No to exit the installation Information for installing Firebird will be displayed Click Next gt to continue the installation 9 4 Chapter Nine How to install Firebird iG Setup Firebird Database Server 1 5 License Agreement Please read the following important information before continuing Please read the following License Agreement You must accept the terms of this agreement before continuing with the installation INTERBASE PUBLIC LICENSE Version 1 0 1 Definitions 1 0 1 Commercial Use means distribution or otherwise making the Covered Code available to a third party 1 1 Contributor means each entity that creates or contributes to the creation of Modifications 1 2 Contributor Version means the combination of the Original Code prior Modifications used by a Contributor and the Modifications made by that particular Contributor 1 3 Covered Code means the Original Code or Modifications or the combination Ol do not accept the agreement Figure 9 3 License Agreement screen
13. Note The currency should be same as voucher currency For example if voucher currency is Hong Kong Dollar the amount filled in this field should be the amount of Hong Kong Dollar 7 3 Chapter Twenty Two Utilities Chapter 8 Utilities 8 1 Backup Data There are two backup methods On Line Backup and Off Line Backup for Firebird Interbase SQL server On Line Backup is executed by the authorized person who should log in the database system and backup the data to backup file by API commands of Firebird Interbase The size of the backup file by this method will be much small Off Line Backup is to backup the database file e g GBSI FDB to other device All GTC Applications must be log out and Firebird Interbase server must be stopped before Off Line Backup be executed Do not use external proprietary backup utilities or file copying tools such as WinZip tar copy xcopy etc on a database which is running Not only will the backup be unreliable but the disklevel blocking used by these tools can corrupt a running database On Line Backup is used in GTC Applications Actually there are many methods to backup the database Here only the method used by GTC Applications will be introduced To learn more about different backup methods please refer to the user manual of Firebird Interbase On Line Backup can be executed provided that a The backup function can be only executed on the computer with both GTC Applications and Fi
14. Please use this function carefully since the history cannot be recalled once the history has been deleted Preview To preview the history in monitor Print To print out the history je User Log Control From User EARNEST From Date 6 6 2005 14 58 26 From Function 10000 X X X X X To User SUPERVISOR To Date 6 7 2005 14 58 26 To Function 397250 5 Delete E Preview B Print J Est User Name Function i Action SUPERVISOR User Log Control 6 7 2005 14 58 26 SUPERVISOR Remark File 6 7 2005 14 42 51 SUPERVISOR Remark File 6 7 2005 14 42 48 SUPERVISOR System Setup 6 7 2005 14 11 21 SUPERVISOR System Setup 6 7 2005 14 04 49 Figure 3 31 User Log Control 3 34 3 17 3 17 1 3 17 2 3 17 3 Chapter Three General Files Management Other System Files Credit Status File It is to record different types of credit status It can contain 40 characters or 20 Chinese characters Ship Via File It is to record different types of delivery methods It can contain 40 characters or 20 Chinese characters Unit of Measure File It is to record different types of unit for stocks or weights It can contain 8 characters or 4 Chinese characters 45 System Files hip Via File Unit of Measure File Credit Status New Delete J Est Figure 3 31 System Files 3 35 Chapter Four Sales Invoice Entry Chapter 4 Sales Invoice Entry 4 1 Under main menu use the mouse to choose Sales In
15. as local currency It can be altered It is the exchange rate between the selected currency and local currency To change it just by input the new rate directly To change the exchange rate permanently please go to Currency File It is for user to input supplementary information up to 20 digits or characters Use the mouse to press this field to call search dialog box for searching records via Customer Code Customer Name Chinese Name is displayed under Chinese mode English Name is displayed under English mode Only customer name matched with customer code will be displayed It cannot be modified Remark This field is for user to fill in detail description up to 60 characters related to this transaction Cheque No Cheque No for this payment Payment Method Please select a payment method for this customer payment Total Payment Total payment is calculated based on this voucher s currency User can key in the total amount paid by the customer the Application will settle this customer s invoices by order Or user can select the 6 1 GTC Business Applications for SME invoices to be paid the Application will calculate the total payment amount automatically Exchange Difference It is the total exchange difference of all invoices in this voucher It is calculated by the Application automatically amp Account Receivable Payment Entry Journal No Date Currency Rate Ref No cPa6035 fa 2671212006 gt 1 0000
16. replaced files Yes C No Please select the directory where the replaced files will be copied Browse Backup File Destination Directory CAGTC GSI40 BACKUP Cancel Figure 1 5 Destination Folders for Backup Files If Yes selected in Figure 1 5 the directory for backup file is required Otherwise the Application will go to next step 1 4 Chapter One Installation Start Installation You are now ready to install GTC Invoicing System Simplified Edition 4 0 Press the Next button to begin the installation or the Back button to reenter the installation information Figure 1 6 Ready to install Click Next button the Application will be automatically installed When the Application is successfully installed the following screen will be displayed Otherwise you should install once again Installation Complete GTC Invoicing System Simplified Edition 4 0 has been successfully installed Press the Finish button to exit this installation Figure 1 7 Installation Completed Firebird Installation will be executed after GTC Applications installed Please choose Full installation of server and development tools if this computer will be also worked GTC Business Applications for SME 1 4 as a role of database server Otherwise please choose Minimum client install no server no tools for this computer The detail procedures for installing Firebird Interbase plea
17. reports Backup Data Utilities gt Backup Data 3 Execute Restore Data in the new company data e g CO2007 4 Execute Year End in the new company data e g CO2007 Verify all financial reports 8 3 GTC Business Applications for SME 8 4 8 4 1 8 4 2 8 5 Note All transaction files including Invoices and Vouchers will be deleted after Year End executed Please make sure you have at least one copy of data If there are any adjustments for previous year after Year End executed you can adjust the transactions directly in old company data e g CO2006 For the new company data you can just input the correct opening balance to the relative accounts in customer File and vendor file Database Tools There are two functions Empty all transaction files and Clear all data Empty all transaction files This function is to delete all transaction files such as Sales Invoice Vendor Invoice Account Receivable Payment and Account Payable Payment etc However all files under Maintenance will be reserved Clear all data This function will clear all data including all transactions and all files under Maintenance When this function finished the database will be empty Transaction Auditor 3 Transaction Auditor Checking Transfer Voucher No Checking Chart of Account and Period Balance Chart of Account and Period Balance was checked Transaction audit was completed Transaction audit was completed
18. stands for Chinese unit name Please input the English unit name and Chinese unit name in relevant field English unit name will be used under English interface input Chinese unit name will be used under Chinese interface input If there is large unit this field is the quantities of small unit for each large unit It must be greater than 0 Default value is 1 The currency of a stock divides into two parts local currency and foreign currency User can set the default foreign currency here for each stock The unit price of foreign currency will be used directly when the currency in sales transaction entry is same User can select a desired currency and input the unit price of foreign currency in relevant fields The Application will convert the unit price of foreign currency into local currency automatically The unit price of local currency can be altered by the user It is standard selling price for a large unit It is standard selling price for a small unit It is maximum selling price for a small unit It is minimum selling price for a small unit 3 20 Chapter Three General Files Management Selling Price Quantity Discount Rate The Application supports up to 4 levels accumulated discounts for each stock User can input either discount rate or discount unit price for a stock For example 2 off for over 10 pieces 5 off for over 20 pieces 10 off for over 50 pieces 15 off for over 100 pieces or discount unit price at 10 f
19. to call dialog box for printing or preview Press F8 or right key of the mouse on Print dialog box to call Report Designer User should select the desired format before Report Designer executed 5 4 Chapter Five Vendor Invoice Entry Search To search a designated Vendor Invoice press the button beside the field of Invoice No or press the right key of the mouse to call functions menu for searching Copy User can copy the content of the Vendor Invoice to a new Vendor Invoice by pressing right key of the mouse to call functions menu for copying Decimal Point for unit price or quantity User can set decimal point maximum to 4 points for unit price or 5 points for quantity in System Setup 5 5 Chapter 6 6 1 Chapter Six Account Receivable Payment Entry Account Receivable Payment Entry Account Receivable Payment Entry is designed for inputting invoice payment It doesn t involve accounting knowledge The interface is friendly and simple The interface divides into two parts voucher header and contents Voucher Header Journal No Date Currency Rate Ref No Customer Code Journal number is max to 20 characters It must be unique It is to record the date of transaction and will be automatically filled in as current date To amend just by input directly or use the mouse to double click the button with triangle in this field to call a calendar to choose a desired date The currency will be filled
20. 0 12 2006 12 38 Modified By SUPERVISOR Figure 3 17 Vendors Remark page 3 16 3 8 2 Chapter Three General Files Management Billing Reminder The information will be automatically filled in the remark field of a vendor invoice Create Date This field will be automatically filled in as current date To alter just by input directly or use the mouse to double click the button with triangle in this field to call a calendar for choosing the desired date Opening Balance Setup The opening balance is not just a number It should include the content of an invoice invoice number invoice date invoice amount and paid amount The user should key in all unpaid invoices Of course you can group all unpaid invoices into one For example if there are ten unpaid invoices totally amounted 10 000 It can be represented by one invoice BALV06001 amounted 10 000 Under Insert or Edit mode press Insert button of the keyboard or double click this field by mouse to call the screen of Figure 3 18 Invoice Type It divides into Sales Invoice and Vendor Invoice Invoice Number It contains 20 digits or characters It must be unique Invoice Date Invoice date is the date to issue an invoice Due Date It is the payment date for an invoice It will influence the result of aging analysis Currency The currency used in the invoice Rate It is the exchange rate between the selected currency and local currency To change it just by input the ne
21. 1 Setup Firebird Database Server 1 5 Information Please read the following important information before continuing When you are ready to continue with Setup click Next Firebird Database Server 1 5 2 This document is a guide to installing this package of Firebird 1 5 on the Win3Z platform These notes refer to the installation package itself rather than Firebird 1 5 in general Contents o Before installation o Installation on systems with Firebird 2 0 Figure 9 4 Information screen 9 5 GTC Business Applications for SME te Setup Firebird Database Server 1 5 Select Destination Location Where should Firebird Database Server 1 5 be installed a Setup will install Firebird Database Server 1 5 into the following folder To continue click Next If you would like to select a different folder click Browse C Program Files Firebird Firebird 15 Atleast 1 4 MB of free disk space is required Figure 9 5 Select Destination Location Click Browse button to select the destination location Press Next gt to install Firebird to the default location 2 Setup Firebird Database Server 1 5 Select Components Which components should be installed Select the components you want to install clear the components you do not want to install Click Next when you are ready to continue Full installation of Super Server and development tools Super Server binary Classic Server binary Ser
22. 7 8 HK Dollars The exchange rate for US Dollar is 7 8 If you are first time to this file please fill in all information and choose one currency as local currency If the exchange rate of the chose currency is not equal to 1 the Application will automatically change the exchange rate of the chose currency to 1 and the exchange rate of other currencies will be adjusted to correct value System Numbers File System Numbers File records the initial number for every transaction For example if you want to set the next invoice number is S106038 you can just input S106038 in the relative field All transaction numbers will be incremental automatically Note Each type of transaction numbers should be differentiated The simple method is to add a character in front of number For example add SI in front of Sales Invoice number and add VI in front of Vendor Invoice number etc 3 2 3 4 Tax File Chapter Three General Files Management System Numbers File SEE Sales Invoice No 5106048 Vendor Invoice No vi06036 Account Receivable Payment No CP06038 Account Payable Payment No VPO6026 Figure 3 3 System Numbers File The Application supports different taxation for multi countries Figure 3 4 is a sample of Value Added Tax of China Field Description Tax Code Tax Rate English Description Chinese Description Country Before Discount Short name given by users Tax Rate is de
23. A the password is masterkey actually masterke characters after the eighth are ignored In Firebird v 1 5 or newer version is installing on Linux Firebird s installer will generate a random SYSBDA password and store that in opt firebird SYSDBA password For security reason you should change SYSDBA s password immediately using the gesc command line utility The method of changing the password as following Under MS Windows NT 2000 XP Pro platform a User is logged into the operating system as Administrator b Click Start button in MS Windows select Run and input CMD to run Command Shell c Use CD command to change current directory to Firebird Interbase s bin directory i e cd Program Files Firebird bin d Type the following on Windows treating it as case sensitive gsec user sysdba password masterkey remark sysdba is default user masterkey is default password of sysdba e You should now see the shell prompt for the gsec utility GSEC gt f Type this command modify sysdba pw newpassw remark newpassw is the new password g Press Enter The new password newpasw is now encrypted and saved and masterkey is no longer valid h Type quit and press Enter to quit the gsec shell i Type exit and press Enter to MS Windows s command shell 9 11 GTC Business Applications for SME Under Unix Linux platform a User is logged into the operating system as root b Open Command Shell c Use cddir comm
24. Before backup data the Application will automatically check whether another user executed the Application including other modules This function will be executed only without anyone executed the Application simultaneously Moreover itis better to backup more than one copy Restore Data This function is used to restore the backup data to hard disk Please choose source drive or directory Press Start Restore button to restore data The Application will automatically search the backup file gsi40data zip from the designated drive and directory If backup diskettes are more than one please insert the diskettes by order 8 2 8 3 Chapter Twenty Two Utilities The Application will automatically check whether anyone executed the Application including other modules before Restore Data function is executed Otherwise the function will not be executed Note This function will overwrite the data in target directory Please be careful If Restore procedure is stopped by force the data in hard disk may be damaged KAS Restore Data Restore from f Start Restore Jf Exit Figure 8 2 Restore Data Year End It is for bringing forward the balance to next financial year and to delete all transactions related the accounting Steps l To create a new company data e g CO2007 for a new financial year 2 In old company data e g CO2006 Execute Transaction Audit Utilities gt Transaction Audit Verify all financial
25. Changing Keys and Values Help topic in Registry Editor Regedit exe or the Add and Delete Information in the Registry and Edit Registry Data Help topics in Regedt32 exe Note that you should back up the registry before you edit it If you are running Windows NT or Windows 2000 you should also update your Emergency Repair Disk ERD HKEY_LOCAL_MACHINE System CurrentControlSet Services LanmanServer Param eters Under this subkey create anew DWORD value named EnableOplocks and set its value to 0 to disable opportunistic locking Restart the network file server to make sure that the setting is accepted 10 4 10 5 3 10 5 4 10 5 5 10 5 6 10 5 7 Chapter Ten Appendix To disable opportunistic locking on a Novell file server Microsoft recommends that you contact Novell technical support Why the word of 3 in traditional Chinese can t be displayed and printed or Hong Kong characters become question mark when Chinese characters input in GTC applications Please download and install Hong Kong Supplementary Character Set to solve the problem from http www microsoft com hk hkscs default asp Why only part of the voucher or invoice can be printed on the left side It is because your printer driver can t support custom paper size This happened frequently in MS Windows 2000 since most default drivers for MS Windows 2000 can t support custom paper size The best solution is to ask your printer vendor for the driver supporti
26. Display Format Stock Unit Price Default decimal point for stock unit price is 2 User can set decimal point maximum to 4 points for stock unit price Please select the desired one by pressing the downward arrow Stock Quantity Default decimal point for stock quantity is 0 User can set decimal point maximum to 5 points for stock quantity Please select the desired one by pressing the downward arrow Display Format The format is same as the format of MS Windows Please refer to the following a If the value being formatted has a digit in the position where the appears in the format string then that digit is copied to the output string Otherwise nothing is stored in that position in the output string b 0 If the value being formatted has a digit in the position where the 0 appears in the format string then that digit is copied to the output string Otherwise a 0 is stored in that position in the output string c is thousand separator If the format string contains one or more characters the output will have thousand separators inserted between each group of three digits to the left of the decimal point The actual character used as the thousand separator in the output is determined by the Thousand Separator global variable The default value of Thousand Separator is specified in the Number Format of the Regional Settings section in the Windows Control Panel d is decimal point The first
27. Exit Choosing and Searching Records Function Keys Export reports by e mail General Files Management Company Information File Currency File System Numbers File Tax File Payment Terms File Payment Methods File Customer File Vendor File Stock File Employee File User Security System Set Up Customer Stock Last Price File Vendor Stock Last Price File Remark File User Log Control Other System Files Sales Invoice Main Delivery Information Remark Other Functions 2 1 2 3 2 4 2 5 2 6 3 1 3 1 3 2 3 3 3 4 3 5 3 12 3 18 3 23 3 25 3 27 3 31 3 32 3 32 3 34 3 35 4 1 4 5 4 5 Chapter 5 5 1 X2 5 3 Chapter 6 6 1 6 2 6 3 Chapter 7 7 1 7 2 Chapter 8 8 1 Chapter 10 10 1 10 2 10 3 10 4 10 5 Vendor Invoice Main Remark Other Functions Account Receivable Payment Voucher Header Content Printing Account Payable Payment Voucher Header Content Utilities Backup Data Restore Data Year End Database Tools Transaction Auditor Firebird Installation Firebird s system requirements Installation in MS Windows 32 bit operation system Install Firebird server under Unix Linux Key points about Firebird Interbase Appendix How to enhance the performance of GTC Applications Notes to send reports by e mail Information about MS Windows 2000 Information about Linux Questions and Answers 6 1 6 2 6 3 7 1 7 2 8 1 8 2 8 3 8 4 10 1 10 1 10 2 10
28. GTC Invoicing System User s Manual Simplified Edition Version 4 0 Publisher Glorious Technology Company Limited COPYRIGHT 1997 2007 Glorious Technology Company Limited All rights reserved All GTC brands and product names are trademarks or registered trademarks of Glorious Technology Co Ltd Other product names are trademarks or registered trademarks or their respective holders Printed in China LICENSE AGREEMENT This software is protected by copyright law and international copyright treaty Therefore you must treat this software just like a book except that you may copy it onto a computer to be used and you may make archive copies of the software for the sole purpose of backing up our software and protecting your investment from loss The software may be moved from one computer to another so long as there is no possibility of it being used by more than one person at a time ADDING USERS You may add users by paying for a separate software package for each user you wish to add You may also add users by purchasing a site license so long as the number of persons who are able to use the software at one time is not more than the number of authorized users specified in our product or license TRANSFERRING THE SOFTWARE You may transfer all of your rights to use the software to another person provided that you transfer to that person all of the software diskettes if applicable and documentation provided in this prod
29. M for a server and 16MB for a local client The more clients you add the more RAM will be used Resource usage on the Classic server grows by a fixed amount per client attachment on Superserver resources are shared and will grow dynamically as needed 9 1 2 Disk Space Firebird Server requires disk space ranging from 9MB 12MB depending on platform and architecture Firebird s client library requires 350KB disk space Firebird s DB administration utility requires 2 6MB disk space depending on the utility selected 9 1 3 Computer hardware requirement Minimum specifications depend on how you plan to use the system You can run a server and develop database schemas on a Pentium CPU with 64MB RAM But such a configuration would not provide much capability if deployed into a network Windows is more demanding on CDPU and memory than a Linux server running at the console level 9 1 GTC Business Applications for SME Firebird Supersever and Classic server can use shared memory multi processors on Linux On Windows SMP support is available only for Classic server On Windows for v 1 0 x and for v 1 5 Superserver the CPU affinity mask should be set to a single CPU on an SMP machine For instructions refer to the user manual of Firebird Hyperthreading is uncertain and seems to depend on several variables including operation system platform hardware vendor and server version If you have a machine with this feature try your selecte
30. Program Click Cancel to quit Setup and close any programs you have running Click Next to continue with the Setup program WARNING This program is protected by copyright law and 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 maximum extent possible under law Figure 1 3 Welcome screen Press Next button to install the Application 1 3 GTC Business Applications for SME Choose Destination Location Setup will install GTC Invoicing System Simplified Edition 4 0 in the following folder To install into a different folder click Browse and select another folder You can choose not to install GTC Invoicing System Simplified Edition 4 0 by clicking Cancel to exit Setup Destination Folder CAGTC GSI40 Figure 1 4 Destination Folders Default folder for the Application installed is C gtc gsi40 Click Browse R button to install to another folder Otherwise click Next N to continue Backup Replaced Files This installation program can create backup copies of all files replaced during the installation These files will be used when the software is uninstalled and a rollback is requested If backup copies are not created you will only be able to uninstall the software and not roll the system back to a previous state Do you want to create backups of the
31. SON PhotoPC 3000z Large Unit Price Small Unit Price Discount Rate Quantity 4 200 00 0 00 1 0000 Delete Figure 3 29 Vendor Stock Last Purchase Price File 3 14 Vendor Stock Last Purchase Price File vendors It is helpful for user to handle purchase transactions date E Yendor Stock Last Sales Price Vendor Code Vendor Name MJ001 mum Computer Technology Co Ltd Stock Code Stock Name Curerncy Large Unit Price HKD 0 00 HKD 0 00 Small Unit Price 4 200 00 Bill Number Date vo00001 2071 2005 K Ed New Edit 3 15 Remark File Remark File is for user to input the remarks used frequently Under Insert or Edit mode 3 32 Chapter Three General Files Management press Remark Code Enter in remark field The content of Remark or Detail Remark input in Remark File will be automatically pasted Remark Code Code for this remark It is max to 20 digits or characters English Description This content will be pasted to the one line remark field It is max to 60 characters Chinese Description This content will be pasted to the one line remark field It is max to 30 Chinese characters English Detail Description This content will be pasted to multi line remark field Chinese Detail Description This content will be pasted to multi line remark field Remark File DER cos O O O English Description Chinese Description had D bankno BOC Account No 012 123 456789 PRASRTARRE 012
32. Tables on a Windows 2000 Server from a Windows 2000 Client May Result in Errors There is a problem with the SMB protocol in the Windows 2000 operating system that can cause problems with unexpected network errors when it is being used as the client operating system accessing database tables on another Windows 2000 machine Microsoft has provided a hot fix for the problem that you should download if needed Please use the following link to find out more details on the problem http support microsoft com default aspx scid kb en us Q3 1 1563 10 2 10 4 Chapter Ten Appendix 3 How to Disable Opportunistic Locking on a Microsoft Windows NT or 2000 Server If you are experiencing corruption issues or performance problems when using these platforms in a multi user not client server database sharing configuration please try to disable Opportunistic Locking on a Microsoft Windows NT or 2000 server For further information please visit Microsoft s web site http support microsoft com default aspx scid kb en us Q 129202 Please refer to the following Warning from Microsoft WARNING Using Registry Editor incorrectly can cause serious problems that may require you to reinstall your operating system Microsoft cannot guarantee that problems resulting from the incorrect use of Registry Editor can be solved Use Registry Editor at your own risk For information about how to edit the registry view the Changing Keys and Values Help topic in R
33. This page is to record all contact information related to a vendor 455 days contact information 365 days before and 90 days after the current day will be displayed The date range can be set by the user To view or edit the information please use mouse to double click the field of content A Yendor File Contact Information Purchase Information ie CM0011 Canen Marketing Hong Kong Co Ltd Date from 20 12 2005 to 20 03 2007 v New Delete Date Time Content Contact Per 20 12 2006 12 35 02 Visit China factory on next Tuesday Edit Delete Figure 3 15 Vendors Contact History 3 15 GTC Business Applications for SME Transaction All invoices with outstanding balance related to this vendor will be displayed for browsing purpose Yendor File CM0011 Canen Marketing Hong Kong Co Ltd invoice No Date eur Balance ie 20 03 2006 HKD VIO6006 23 06 2006 HKD VIO6017 13 12 2006 HKD Delete Figure 3 16 Vendors Transaction records Remark Remark It is for user to input the supplementary information for a vendor Yendor File Contact Information Purchase Information Contact History Transaction CM0011 Canen Marketing Hong Kong Co Ltd a aaaaaaaaaaaaaaauaauasasasusssssssssssssi iIiIsesesot Remark Delete Billing Reminder Please issue receipt when the payment received Create Date 11 04 2001 Modified Date 2
34. _db for port 3050 to ect services e Automatically add localhost localdomain and HOSTNAME to etc host equiv f Installs Firebird server startup script into etc re d init d firebird and a new rcfirebird link is created in usr bin for the init d script g On SuSE Linux installer will create a Firebird entry in etc rc config By default Firebird should start automatically in runlevel 3 and 5 9 10 Chapter Nine How to install Firebird 9 4 Key points about Firebird Interbase 9 4 1 Data Directory After the Firebird Interbase was installed you need to decide the location to store data file ie c gtc gsi40 data This location must reside on a hard driver that is physically connected to host machine You cannot locate components of the Firebird server or and database on a mapped drive a filesystem share or a network filesystem On MS Windows platform you have to assign the rights of read write modify of data directory to the user who running the service of Firebird server You can run the Firebird server service under a designed user account e g firebird The default practice running the service as the LocalSystem user poses a security risk if your system is connected to the internet You do not need to allow user to browse the data directory So that user cannot copy or modify the database file directly 9 4 2 Default user name and password of Firebird Interbase The default user name of Firebird Interbase is SYSDB
35. ad the following important information before continuing When you are ready to continue with Setup click Next Introduction Stability Installation of the binary package Installing from the zip package Installation of the embedded server Known Issues SQL Language documentation Reporting Bugs o o o o o o o o Figure 9 10 Firebird s detail information 9 9 GTC Business Applications for SME Finish screen will be showed when you click Next gt Finally press Finish to finish the Setup 9 3 Install Firebird server under Unix Linux 9 3 1 Prepare the installation The requirements for installing Firebird server under Unix Linux a You will need to be root user to install Firebird b You will need to add localhost to your ect hosts equiv file c If there is a remote machine to access the database you need to add the remote machine name into ect hosts equiv file 9 3 2 Installation Steps a Linux rom rpm Uvh FirebirdSS 1 x x nnn i386 rpm b Linux tar gz tar xzf FirebirdSS 1 x x nnn tar gz cd install Anstall sh 9 3 3 Installer will do The Linux installations will a Attempt to to stop any currently running Firebird server b If a previous installation of Firebird exists then it and any associated file will be subsequently deleted c Install Firebird server into opt firebird v 1 0r opt interbase and libraries into usr lib and header file into usr include d Automatically add gds
36. and Protocol will be hidden Protocol is used for the communication between GTC Applications and Firebird Interbase server Please ensure that the client machine is able to see the host machine in the network For example if the server s IP address in the domain that is visible to the client is 192 168 1 1 go to a command shell and type the command ping 192 168 1 1 substituting this example IP address for the IP address that the server is broadcasting TCP IP protocol is recommended to be used Database File Path Charset The path for database file It should be the directory in the computer with Firebird Interbase server installed For example the database file will be in the directory of the computer with Firebird Interbase server installed is C GTC GSI40 DATA Thus the database file path should be filled with C GTC GSI40 DATA All database files should be in same directory with different file names For example the file name for ABC Company is abc fdb or for demo company is demo fdb These two database files both are in c gtc gsi40 data The authority to read add edit and delete in database file directory should be assigned in this directory The decode method of the character set by Firebird Interbase It must be consistent with the selection in the setup of database It can t be altered after the database setup NONE stands for no decode method Firebird Interbase will not decode the character set input by th
37. and to change directory into Firebird s bin directory i e cddir opt Firebird bin d Type this command gsec user sysdba password masterkey remark sysdba is default user masterkey is default password of sysdba e You should now see the shell prompt for the gsec utility GSEC gt f Type this command modify sysdba pw newpassw remark newpassw is the new password g Press Enter The new password newpasw is now encrypted and saved and masterkey is no longer valid h Type quit and press Enter to quit the gsec shell j Quit from command shell Remark Firebird Interbase ignores all characters in a password pass the eighth character newpassw will works as will newpassword The Firebird kit does not come with a GUI admin tool There are excellent GUI tools available for use with a Windows or Linux client For a list of the better known admin tools for Firebird visit http www ibphoenix com If you changed password of SYSDBA or add a new user in Firebird you have to fill the user and password information in GTC Multi Company Controls System Remark Glorious Technology Co Ltd and its reseller have not responsibility to support Firebird Interbase 9 4 3 Firewall The Firebird client might fail to connect the server if the database server is behind a software or hardware firewall that blocks port 3050 By default a Firebird server listens on port 3050 for TCP IP connection requests from clients Its registered por
38. ank Account No Tax ID No Closing Date Invoice Date X G Add Edit Sales Discount 0 00 75 Delete Credit Status Credit Limit 0 00 Opening Balance 0 00 Current Balance 0 00 Salesman Peter Ship To JROO1 oa X x Da X zj Ship Via Taxable Figure 3 8 Customer s selling information Sales Discount This figure will be automatically filled in the field of Total Discount 1 Credit Limit in a sales invoice It is the maximum credit limit for a customer When A R is greater than credit limit the Application will reject to issue an invoice to this customer or to give warning signal according to different authorize level 3 8 Chapter Three General Files Management Opening Balance The opening balance for this financial year is automatically brought from previous financial year by GTC applications If you are first time to use GTC applications please refer to Opening Balance Setup Current Balance Total amounts due from this customer including opening balance Tax ID No Customer s Tax ID No Taxable If the sales tax is paid by the customer please mark v in this field Contact History This page is to record all contact information related to a customer 455 days contact information 365 days before and 90 days after the current day will be displayed The date range can be set by the user To view or edit the information please use
39. ar Code Type sles E an have 1 PCs Figure 3 19 Stock s basic information Detail description of a stock in English with maximum 60 characters It is detail description of a stock in Chinese with maximum 30 characters Stock s color Stock s size Stock s packing e g 32X45X88 etc The stock code for the vendor If it is different from yours you can input the vendor stock code in this field You can also change vendor invoice format by yourself to display vendor s stock code The number of Bill of Material Stock s weight including package Stock s net weight There are six types Code 128 Code 39 EAN 13 Interleaved 2 of 5 Postnet and UPC A 3 19 GTC Business Applications for SME Bar Code Length Width Height Dimension Description Large Unit E C Small Unit E C Each has Sales Information Currency Large Unit Price Small Unit Price Maximum Price Minimum Price The content for a bar code e g 4899628434108 etc Please fill in the relative figures for a stock s length width height These figures are used for the calculation of CBM The measurement unit divides into CM M and Inch It can be selected in System Setup It is for user to describe the volume of a stock e g 20x30x50cm Stock s large package e g box tone etc It can be empty if not applicable Stock s small package e g piece kg etc E stands for English unit name whilst C
40. ash X Item Stock Code Stock Name Description Quantity Unit Price Discount Amount Lao EDC001 Digital Camera EPSON PhotoPC 3000z 1088 5 500 00 0 00 55 000 00 _ 2 EDP005 Dot Matrix Printers EPSON LQ 580 288 1 980 00 0 00 3 960 00 3 EIP001 InkJet Printers EPSON STYLUS COLOR 580 SRB 980 00 0 00 4 900 00 0 00 Total Dis 1 3 193 00 Freight Charge 200 00 Deposit 0 00 Total Dis 2 1 213 34 Others Charge 100 00 Balance amp oe ea ea Print Add Edit Delete Figure 4 1 Sales Invoice Unit Price The Application will check whether the stock has been sold If yes last selling price and standard unit price will be displayed Please choose the desired one Whatever you chose this price will be the last selling price for next sales Discount This discount is defaulted as percentage Thus please just input the digit Amount This amount is automatically calculated by the Application User cannot amend It equals to Quantity times Unit Price minus Discount Delete an item Press Ctrl Del to delete an item at cursor position Display Edit Unit Cost Press Alt F3 to view or edit unit cost of the selected product Footer Footer includes Tax 1 amp 2 Total Discount 1 amp 2 Freight Charge Other Charge Deposit and Balance 4 3 GTC Business Applications for SME 4 2 Tax 1 amp 2 Total Disc 1 Total Disc 2 Freight Char
41. ation 2 4 Choosing and searching records To be more simplification and precision the Application uses put down menu for user to choose the desired data Here three examples date selection put down menu and dialog box are elaborated 2 4 1 Selecting a date In the Application user can press the downward arrow beside the date field to call a calendar For previous month left hand side arrow should be pressed For next month right hand side arrow should be pressed Finally use the mouse to choose the desired date Ea December 2006 ia Sun Mon Tue Wed Thu Fri Sat 1 3 4 3 6 T B 10 11 12 13 14 15 17 SEB 19 20 21 22 24 25 26 27 28 29 31 SoSH 18 12 2006 Figure 2 2 Calendar 2 4 2 Put down Menu Sold By Payment Terms Payment Method Ship Via X 30Days Cheque Bik Ben Re May Phoebe Figure 2 3 Put Down Menu 2 4 2 4 3 2 5 Chapter Two Functions and Operations Put down menu is usually used in searching item by number To press the arrow on right side the desired data will be displayed You can use the mouse to choose one Of course you can input the data in the field by using keyboard The Application will jump to the records related to the data your input For example if character 2 input the Application will automatically jump to the records with 2 as the beginning Search Dialog Box Search dialog box is used to search the records by more than one index for example invoic
42. d server with it enabled initially and be prepared to disable it at the BIOS level if performance appears slow 9 1 4 Operating System requirements The minimum operating system requirements for running Firebird server as follow a MS Windows NT 4 0 Requires Service Pack 6a b MS Windows 95 98 Me Possible upgrades needed Microsoft C runtime library msvert dll v 6 or higher Winsock 2 is required for all servers it may need to be installed on Windows 95 For Firebird 1 5 C runtime library msvcp60 dll or higher is required c MS Windows 2000 kx XP MS Windows 2000 requires service pack 2 or higher version Database should not have the gdb file extension d MS Windows 2003 Database should be on partitions that have VSS volume shadowing feature disabled e Linux Red Hat v 7 1 or higher for Firebird 1 0 x v 8 0 or higher for Firebird 1 5 f Linux SuSE v 7 2 or higher for Firebird 1 0 x v 8 10 or higher fro Firebird 1 5 g Linux Mandrake v 8 0 or higher fro Firebird 1 0 x v 9 0 or higher for Firebird 1 5 h All Linuxen Firebird 1 5 server and client requires glibc 2 2 5 or higher and a libstdc so linked from libstde 5 0 or higher i Other OS Refer to Firebird distribution kits for details 9 2 Installation in MS Windows 32bit operating system 9 2 1 If Firebird Interbase is installed Firebird s installer will try to detect if an existing version of Firebird or Interbase is installed and o
43. e if voucher currency is Hong Kong Dollar the amount filled in this field should be the amount of Hong Kong Dollar Printing Receipt Under Browse mode press the right key of the mouse to call functions menu The first function is to print receipt User can press F10 to call dialog box for printing or preview The default size for the receipt is the half page of a standard letter paper To modify the size or the content of the receipt please press F8 or right key of the mouse on Print dialog box to call Report Designer 6 3 Chapter 7 7 1 Chapter Seven Account Payable Payment Entry Account Payable Payment Entry Account Payable Payment Entry is designed for inputting vendor invoice payment It doesn t involve accounting knowledge The interface is friendly and simple The interface divides into two parts voucher header and contents Voucher Header Journal No Date Currency Rate Ref No Cheque No Vendor Code Vendor Name Remark Cheque No Journal number is max to 20 characters It must be unique It is to record the date of transaction and will be automatically filled in as current date To amend just by input directly or use the mouse to double click the button with triangle in this field to call a calendar to choose a desired date The currency will be filled as local currency It can be altered It is the exchange rate between the selected currency and local currency To change it just by
44. e To allow user delete the existing record To delete an existing user please use the mouse to choose the desired one by pressing downward arrow beside user name and press Delete User button Note SUPERVISOR and the user executing the Application cannot be deleted System Setup System Setup is designed for simplification of operation 3 12 1 1General Printing Print after Save The Application will automatically check this setting after each transaction e g Sales Invoice saved If there is W in this field printing action will be automatically executed If there is no V in this field Ask before Printing and Show Print Dialog will not display Ask before Printing The Application will automatically check this setting when printing action executed If there is v in this field the print dialog will be displayed for user to choose print or not If there is no y in this field printing action will be automatically executed Show Print Dialog If there is v in this field The Application will display print dialog box before printing User can change the printer setting in here Default Format This format is usually used to print out Paper Size This paper size is used to print User can change the paper size temporarily in Print Dialog box If user has modified the report format the paper size cannot be changed in here 3 12 1 2 General Others Stock Sales Costing Method There are three types of c
45. e user BIG_5 stands for traditional Chinese Firebird Interbase will decode the character set by the rules of BIGS GB_2312 stands for simplified Chinese Firebird Interbase will decode the character set by the rules of National Standard 2312 of PRC Non readable character set will be happened if the selection of decode method is wrong Please select NONE for uncertainty User Name Password It is for Firebird Interbase The default user name and password of Firebird Interbase s administrator account SYSDBA and masterkey respectively will be used The fields of user name and password is hidden Press F5 to disclose 2 2 2 2 Chapter Two Functions and Operations or hidden the fields Test Connection It is to test whether GTC Applications connects with Firebird Interbase server and check whether the database file exists If the connection is OK but the database file doesn t exist the database file will be generated automatically on request Open a company data All company data are showed in Multi Company Control System Please use the mouse to double click a company data or choose a company data and then press Enter Edit a company data The existing company data can be altered by pressing the button Edit There are some tips for your reference 1 Company Short Name can t be altered You can delete the existing one and add a new company data to replace the existing one 2 If the data path is al
46. ecute Installation Program Please shut down all running programs before GTC applications installed Put GTC applications CD into your CD ROM Figure 1 2 is displayed If Installation Program can t be automatically executed please click Start button to choose Run function Type D SETUP D is CD ROM in dialog box Of course you can also execute SETUP EXE in GTC applications CD by yourself PK ca ronse Figure 1 1 Run screen in MS Windows Installation Steps After Installation Program being run the interface for language selection will be displayed Only matched with the language code of your MS Windows the character set can be displayed correctly Otherwise non readable character will happen Please choose the correct Language 1 2 Chapter One Select Language Ria B D ESR x Please select the language that you would like to use during the installation seis oc Set Aes AB AB ee S TEE RARA EE OTS English amp 3z 3 fe Traditional Chinese BIGSAS a8 Paz EAR BSE Simplified Chinese GB a 8 P32 ARIES HE cancel Figure 1 2 Select Language screen Click OK button after the desired language selected Then go to next step Welcome Welcome to GTC Invoicing System Simplified 4 Edition 4 0 Setup program This program will install GTC Invoicing System Simplified Edition 4 0 on your computer It is strongly recommended that you exit all windows programs before running this Setup
47. ed by the customer It will automatically be filled in when an invoice issued and can be altered Credit Status To classify the credit status of a customer Salesman The responsible staff to this customer and will be filled in Sold By field of invoice by the Application automatically 3 7 GTC Business Applications for SME Ship To Ship Via Bank A C No Closing Date Default address for delivery It can be same as this customer or different To do that user should input this delivery address in the field of bill address in Customer file under same customer name with different customer code Thus you can issue the invoice to delivery address directly and with many addresses for delivery Default delivery method for a customer Customer s main banker account number The date for calculating the payment date It divides into three types invoice date 15 date of each month and End date of each month The date is the payment date for each invoice matched with payment terms For example if the payment term is 15 days credit the payment date will be invoice date plus 15 days based on invoice date or the next fifteenth date plus 15 days based on 15 date of each month or the date at month end plus 15 days based on End date of each month Y Customer File Contact Information Selling Information Contact History Transaction Remark cmoo1 Ching Mee Metal Works Payment Term C 0 D Payment Method Cash B
48. egistry Editor Regedit exe or the Add and Delete Information in the Registry and Edit Registry Data Help topics in Regedt32 exe Note that you should back up the registry before you edit it If you are running Windows NT or Windows 2000 you should also update your Emergency Repair Disk ERD HKEY_LOCAL_MACHINE System CurrentControlSet Services LanmanServer Param eters Under this subkey create a new DWORD value named EnableOplocks and set its value to 0 to disable opportunistic locking Restart the network file server to make sure that the setting is accepted To disable opportunistic locking on a Novell file server Microsoft recommends that you contact Novell technical support Information about Linux If the Operating System in server is Linux please note a Share the security permission of data folder for Read Write Add and Delete For example change the authority of data folder to 755 by using chmod command b Confirm Samba is 2 22 version or above C To avoid the problems caused database damage please alter the content of smb conf oplocks false locking on level2 oplocks on 10 3 GTC Business Applications for SME 10 5 10 5 1 10 5 2 Questions and Answers What is the default user ID and password The default user ID and password is SUPERVISOR and PASSWORD respectively Why there are non readable Chinese characters in GTC Application s interface Firstly please confirm the language of GTC Appl
49. ery Note No for this invoice Vehicle License No It is to record Vehicle License No for this invoice Salesman Commission Commission rate for salesman It equals to invoice net amount times salesman commission rate 4 4 4 3 4 4 Chapter Four Sales Invoice Entry E Sales Invoice Entry ty information Remark os Jade River Industrial Co Quotation No Unit 4 9 F Kwong Kin Trade Centre Sales Order No No 5 Kin Fat Street Tuen Mun Delivery Note No N T Hong Kong Delivery Date z Contact MS Chan Y L Tel No 24641611 Vehicle Licence No Salesman Commission 8 00 4 756 29 Remark Stock Code Stock Name Description Quantity Unit Price Discount Amount EDC001 Digital Camera EPSON PhotoPC 3000z 1086 5 500 00 0 00 55 000 00 EDP005 Dot Matrix Printers EPSON LO 580 286 1 980 00 0 00 3 960 00 EIP001 InkJet Printers EPSON STYLUS COLOR 580 SRR 980 00 0 00 4 900 00 0 00 Total Dis 1 3 193 00 Freight Charge 200 00 Deposit 5 000 00 0 00 Total Dis 2 1 213 34 Others Charge 100 00 Balance 54 753 66 amp allen EES Print Add Edit Delete Figure 4 2 Sales Invoice Delivery Information Invoice Remark User can input detail description for each Sales Invoice Journal Remark Revision The content input in this field will be post to General Ledger Each line is max to 60 characte
50. es customers or stocks etc To search a record you should just input the appropriate data in Search Character field The Application will jump to the mostly similar records Incremental searching method is used For example if AB input the Application will jump to the record beginning with AB Therefore if more information input the more precise record will be showed If you want to change the search index for example searching a record by name you can just press Index to select the appropriate field Search Characters Search By Salesman Code Salesman Code er E555551 6 May May A123456 Peter Peter A123456 Phoebe Phoebe A123456 Figure 2 4 Searching dialog Box Function Keys There are a series of function keys for user to call the desired function directly To press the function keys on the keyboard the relative function will be executed by the Application F1 On any interfaces press F1 to call Online Help for current interface F2 Under Browse mode press F2 to add a new record Under Insert Edit mode press F2 to save the record GTC Business Applications for SME 2 6 F6 On any transactions entry interface user can input a new record to maintenance files without exiting the transaction entry interface To do this just by pressing F6 on the appropriate fields such as customer code currency or salesman etc The interface of relative maintenance files wil
51. eside the field by the mouse to call the dialog box for searching via vendor code vendor name or telephone number Contact person for this company The currency will be filled as the selected vendor s default currency It can be altered If the currency changed the exchange rate will be changed respectively 5 1 GTC Business Applications for SME Rate Ref No P O No Prepared By Payment Terms It is the exchange rate between the selected currency and local currency To change it just by input the new rate directly To change the exchange rate permanently please go to Currency File It is for user to input supplementary information It can be input by the user directly It is to record the purchase order number It is to record the salesman responsible to this Invoice It is the credit days from the vendor The Application will calculate the payment date based on this credit days and vendor s closing date please refer to Payment Terms File and Vendor File If this field is blank the payment date will be same as invoice date Payment Method It is to record the method of payment Ship Via Detail To record the delivery method for the goods Each invoice can contain many items including service items or remarks input by the user It includes Item Stock Code Description Quantity Unit Price Discount and Amount Item Stock Code Description Quantity It is to input the number for each item o
52. faulted as percentage Thus please just input the digit Detail description in English for a tax Detail description in Chinese for a tax Select an appropriate country for the taxation used For example choose China if China VAT is used If the taxation is calculated based on invoice amount before discount please mark v in this field 3 3 GTC Business Applications for SME 3 5 Accumulation If there are more than one type of taxes on one invoice and the later one is calculated based on invoice amount plus precious tax please mark v in this field Tax File Tax Code TaxRate English Description Chinese Description ST 3 00 Sales Tax 17 00 Value Added Tax Country China Before Discount Accumulation Iv Default Tax 1 z Default Tax 2 z i Exit Figure 3 4 Tax File Default Tax 1 amp 2 Default Tax 1 is relative to the Sales Tax 1 of sales transactions Default Tax 2 is relative to the Sales Tax 2 of sales transactions Generally speaking Default Tax 1 is regional tax and Default Tax 2 is country tax In U S A Default Tax 1 is state tax and Default Tax 2 is federal tax Default Tax 1 and 2 should be blank if there is no sales tax Payment Terms File 59 Payment Terms File DER Coos O English Description Chinese Description Credit Days 120Days 120 Credit Days 15 Credit Days 30 Credit Days 45 Credit Days 60 Credit Days 90 Credit Days Cash On Delivery Figure 3 5 Pay
53. ge Other Charge Deposit Balance Sales Tax is automatically calculated by the Application based on default formula set by user Please refer to Tax File This discount is calculated based on invoice total amount User can just input the percentage or discount amount in relative field These two fields are co related When the percentage input discount amount will be automatically calculated This discount is calculated based on invoice total amount exclusive total discount 1 The freight charge related to this transaction Total discount 1 amp 2 are exclusive this amount All other charges about this transaction Total discount amp 2 are exclusive this amount To record paid amount by customer It is automatically calculated It equals to invoice total amount plus freight charge and other charge minus total discount 1 amp 2 and deposit It will be post to customer s A R Delivery Information Customer Code P O No Quotation No Press the button beside the field by the mouse to call the dialog box for searching via customer code customer name or telephone number It is customer s purchase order number It is customer s quotation number If Sales Invoice is copied from Quotation this number will be automatically filled in S O No It is to record Sales Order Number If Sales Invoice is copied from Sales Order this number will be automatically filled in Delivery Note No It is to record Deliv
54. he data Company Information DER Company Information Company Logo English Company Name Chinese Company Name Glorious Technology Co Ltd Demo PER ABE A MAD English Address Chinese Address Room 2704 27 F Nam Wo Hong Building ELIR 148 Wing Lok Street Sheung Wan ACRE 1 4 ORE Hong Kong MAFIAB 274227048 Tel No Fax No 852 2857 2761 852 2540 5563 E Mail Web Site info gtel com hk httpiwww gtcl com hk Figure 3 1 Company Information Currency File Currency File divides into two parts Local currency and Foreign currency Local currency is the currency used by the user at his place and to be used in company s financial reports The exchange rate is 1 You should input all information including code Chinese description English description and exchange rate 3 1 GTC Business Applications for SME 3 3 al Currency File English Description 9 5500 Euro 1 0000 Hong Kong Dollars 0 9500 REM 7 7800 US Dollars Local Currency HKD_ Hong Kong Dollars J Est Figure 3 2 Currency File Currency Code Currency s short name up to 4 characters Chinese Description Chinese description for this currency English Description English description for this currency Exchange Rate Exchange rate for local currency is 1 The exchange rate for foreign currency is one unit foreign currency equal to how much local currency For example if local currency is HK Dollar One US Dollar can change for
55. he format please go to Control panel of MS Windows Customer Code Press the button beside the field by the mouse to call the dialog box for searching via customer code customer name or telephone number Contact Contact person for this company 4 1 GTC Business Applications for SME Currency The currency will be filled as the selected customer s default currency It can be altered If the currency changed the exchange rate will be changed respectively Rate It is the exchange rate between the selected currency and local currency To change it just by input the new rate directly To change the exchange rate permanently please go to Currency File Ref No It is for user to input supplementary information It can be customer s sales order number or company s purchase order number Sold by It is to record the salesman responsible to this Invoice The information is for the analysis of salesman s performance and calculation of commission Payment Terms It is the credit days for the customer The Application will calculate the payment date based on this credit days and customer s closing date please refer to Payment Terms File and Customer File If this field is blank the payment date will be same as invoice date Payment Method It is to record the method of payment Ship Via To record the delivery method for the goods Detail Each invoice can contain many items including service items or remarks input by the user I
56. hese fields Contact Person Key person of this company Direct Line Telephone number to contact the key person directly Tel No Telephone number of the company Fax No Fax number of the company E mail E mail address for company or contact person For example our company s customer support E mail address is support gtcl com hk Web Site It is to record vendor s company web site Our company s web site is http www gtcl com hk Purchase Information 3 13 GTC Business Applications for SME Payment Term The credit days are granted from vendor It will be automatically filled in when a vendor invoice issued It can be altered Payment Method The payment method is usually used by the vendor It will automatically be filled in when an invoice issued and can be altered Credit Status To classify the credit status of a vendor Staff The responsible staff to this vendor and will be filled in Prepared By field of invoice by the Application automatically Ship Via Default delivery method for a vendor Bank A C No Vendor s main banker account number Closing Date The date for calculating the payment date It divides into three types invoice date 15 date of each month and End date of each month The date is the payment date for each invoice matched with payment terms For example if the payment term is 15 days credit the payment date will be invoice date plus 15 days based on invoice date or the next fifteenth date
57. ication s interface matching with the language of MS Windows For example if the language of MS Windows is traditional Chinese the language of GTC Application s interface should also be traditional Chinese To change the language of GTC Application s interface you can press lt Ctrl E gt for English lt Ctrl B gt for traditional Chinese lt Ctrl S gt for simplified Chinese If the language of GTC Application s interface is same as the language of MS Windows there are still non readable characters Please refer to the followings a For MS Windows 2000 XP choose lt Regional Settings gt in Control Panel Please select desired district in Advance page For example select Chinese Hong Kong Chinese Macau Chinese Taiwan for traditional Chinese and select Chinese PRC Chinese Singapore for simplified Chinese b For MS Windows 98 Me execute regedit exe Please check HKEY_LOCAL_ MACHINE System CurrentControlSet Control fontassoc Associated CharSet and change the content of SYMBOL 02 to no There is a risk to execute regedit exe please refer to the following Warning from Microsoft WARNING Using Registry Editor incorrectly can cause serious problems that may require you to reinstall your operating system Microsoft cannot guarantee that problems resulting from the incorrect use of Registry Editor can be solved Use Registry Editor at your own risk For information about how to edit the registry view the
58. icing System Simplified Edition Multi Company Control Company Short Name demo Open a company data English Descritpion Chinese Description l Create a company data Database Information Edit Company Data Server Name Protocol one Local Server Server2003 w TCPAP gt i Delete a company data Database File Path cigtc gsi4 Oidatal Charset NONE d Test Connection Figure 2 1 Multi Company Control System Company Short Name Company short name is the name of a company data and used for the name of data path Please just use letter or number for company short name The requirement for creating a name of data path please refer to the requirement of your Operating System For example if demo is the company short name the database name will be demo fdb Note if Firebird Interbase is installed in Linux demo and Demo will be treated as two different names English Description Detail description in English for a company data Chinese Description Detail description in Chinese for a company data Database Information GTC Business Applications for SME Local Server Server Name Protocol Please mark if Firebird Interbase server and GTC applications are installed in same computer Otherwise please cancel Vv Computer Name or IP address of Firebird Interbase server installed e g FirstServer or 192 168 1 1 If Local Server be chosen Server Name
59. input the new rate directly To change the exchange rate permanently please go to Currency File It is for user to input supplementary information up to 20 digits or characters Cheque number of payment to vendor Use the mouse to press this field to call search dialog box for searching records via Vendor Code Chinese Name is displayed under Chinese mode English Name is displayed under English mode Only vendor name matched with vendor code will be displayed It cannot be altered This field is for user to fill in detail description up to 60 characters related to this transaction Cheque No for this payment Payment Method Please select a payment method for this customer payment If there is an account code selected for this payment method in Payment Method File this payment will be debited to this account 7 1 GTC Business Applications for SME 7 2 Total Payment Total payment is calculated based on this voucher s currency User can key in the total amount paid to the vendor the Application will settle this vendor s invoices by order Or user can select the invoices to pay The Application will calculate the total payment amount automatically Exchange Difference It is the total exchange difference of all invoices in this voucher It is calculated by the Application automatically 6 Account Payable Payment Entry Journal No Date Currency Rate Ref No VP05002 Remark A irar2005
60. ion of Firebird will use the configuration of old version For example if the password of SYSDBA is 123 in old version the password of SYSDBA in new version still is 123 To make sure the operating system is most updated 9 2 3 Microsoft Windows Sockets 2 Firebird requires Microsoft Windows Sockets 2 Winsock 2 If you are using MS Windows 95 you can visit following linking to get more information for upgrading to Windows Sockets 2 http support microsoft com default aspx scid kb EN US q177719 9 2 4 Installation Steps To locate Firebird x x x xxxx Win32 exe in Server directory in GTC s CD ROM and double click to run it Firebird installation kit name should contain a dot separated string of numbers in the following order version number release number sub release number For example Firebird 1 5 2 4731 Win32 exe a Firebird Firebird installation kit b 1 5 2 Version number release number and sub release number c 4731 Build number d Win32 Operating system platform If you see following message you need to stop or remove the old version of Firebird Interbase first before continue to install 9 3 GTC Business Applications for SME d An existing Firebird 1 5 Server is ring You must close the application or stop the service before continuing Figure 9 1 Installer remind to stop Firebird server If everything is ok you can see the welcome screen 1G Setup Firebird Database Server 1 5 Welcome to the
61. is pressed The selected stocks will be added to the current transaction by selecting order The default quantity is 1 The Retail Price will be used as the unit price 3 12 2 2 Search Methods Purchase Entry Interface Search Vendor by Bar Code If this field be selected the Application will execute the search action until the user input search criteria and press Enter in Vendor Code field of Purchase Entry Interface There are hints if no matched records found Search Stock by Bar Code If this field be selected the Application will execute the search action until the user input search criteria and press Enter in Stock Code field of Purchase Entry Interface There are hints if no matched records found Search Vendor by 3 29 GTC Business Applications for SME The Application uses incremental searching method User can set the default field for searching the vendor via vendor code vendor name or telephone number Multi Stock Selection User can select more than one stock in incremental searching lookup box When set to True this property allows the ability to select multiple contiguous records with the mouse while the Shift key is pressed and to select multiple discontiguous records with the mouse while the Ctrl key is pressed The selected stocks will be added to the current transaction by selecting order The default quantity is 1 The Last Purchase Price or Standard Price by order will be used as the unit price 3 12 2 3
62. l be displayed When finished press Exit to close this interface and the current record will be copied to this transaction F7 In GTC Invoicing System user can call Last Price File by pressing F7 in the interfaces of Sales Invoice Entry and Vendor Invoice Entry F8 On Printing dialog box press F8 to execute Report Designer to modify the report format F10 Under Browse mode of any transactions press F10 to call Printing dialog box F12 Send out reports via e mail Ctrl Del To input items press Ctrl Del to delete the record at cursor position Ctrl E To change to English interface Ctrl B To change to traditional Chinese interface Ctrl S To change to simplified Chinese interface Alt F3 To call the dialogue box for browsing or editing the Stock Unit Cost Price of a stock in sales transactions Send reports by e mail All reports in GTC Applications can be sent out to the designated person via e mail To call this function presses F12 in Printing Dialog Box or right click the mouse in Printing Dialog Box to choose Send Report by Mail The reports in JPG format will be created by GTC Applications and attached in the e mail The speed of this process depends on the size of the reports Progress bar will be displayed for reference When the reports in JPG format created Figure 2 6 will be displayed Now you can key in recipient s address subject and message And then press Send to send out the mail To ch
63. lly the faster speed of Hard Disk the higher performance of GTC Application Please choose a higher speed of Hard Disk to enhance the performance of GTC Application Regular maintenance of Hard Disk is definitely important 3 The speed of network If the data is placed in server and will be shared in the network the speed of network is an important factor to the performance of GTC Application Please seek for advises from your System Administrator or network vendor There are suggestions a Faster network card 10 100MB network card for work stations and 100 1000MB network card for server b Faster HUB If possible please choose switch that is better than HUB c Quality of network card and switch Data communication relies on the quality of network card and switch There may be communication errors or even damage on data caused from bad quality of network card and switch d Qualified network accessories There is an international standard of different network For example Ethernet 100MB network requires the network accessories with Cat 5 or higher standard Notes to send reports by e mail The requirement for email software GTC application uses default email software of Operating System to send reports by e mail In order to use the email feature your email software must be MAPI compliant 10 1 GTC Business Applications for SME 10 2 2 10 2 3 10 3 For example MS Outlook and MS Outlook Express are MAPI compliant Please
64. max to 20 digits or characters Under Insert mode Currency Active Vendor customer code can be altered After the customer s record saved this field cannot be altered The button beside this field is for searching Under Browse mode press this button to call for dialog box for searching To be better management it should be added an appropriate character in front of digit For example if a company s short name is CA customer code should be CA001 The next one will be CA002 P Customer File Contact Information Selling Information Contact History Transaction Remark Customer Code Currency cmoot HKD X Active MV Vendor P A English Company Name Chinese Company Name Edit Ching Mee Metal Works HRERL English Bill Address Chinese Bill Address af Delete Room 4 10 F Hung To Industrial Building Room 4 10 F Hung To Industrial Building 80 Hung To Road Kwun Tong 80 Hung To Road Kwun Tong City Kowloon Hong Kong Kowloon Hong Kong State City State Post Code Contact Person Direct Line Tel No Fax No Country Country MR E Mail Web Site cwlam chingmee com fe www chingmee com Chak Wai Lam 23414583 23431731 Figure 3 7 Customer s Contact information The currency used by this customer This currency will be automatically filled in all transactions and can be altered Please cancel v in this field if the custo
65. ment Terms File 3 4 3 6 3 7 3 7 1 Chapter Three General Files Management Code Short name for payment terms Chinese Description Detail description of a payment term in Chinese English Description Detail description of a payment term in English Day It is to record credit days When an invoice issued the payment date will be automatically calculated by the Application based on these credit days and the closing date for customers vendors Payment Methods File Code Short name for payment method Chinese Description Detail description of a payment method in Chinese English Description Detail description of a payment method in English a Payment Methods File BEE a English Description Chinese Description Account Code C O D C 0 D 1010 Cheque 32 1020 10 10 Credit Card AF 1020 20 10 Figure 3 6 Payment Methods File Customer File This file is to keep basic information for all customers User can input the information directly or copy from other customers To copy an existing customer s record please add a new customer profile firstly And then key in the new customer code and press the button beside the field of Customer Code to choose a desired customer to copy Information Input GTC Business Applications for SME The interface for Customers File divides into contact information selling information contact history transaction and remark Contact Information Customer Code This field is
66. mer had been terminated After that no any invoices can be issued to this customer However this customer should not be deleted before Year End since this customer may have linkage with other transactions e g invoices Please mark v if this customer is also a supplier 3 6 Chapter Three General Files Management English Company Name It is customer s company name in English with maximum 60 characters English Bill Address Three lines with maximum 60 characters each are available Chinese Company Name It is customer s company name in Chinese with maximum 30 characters Chinese Bill Address Three lines with maximum 30 characters each are available City State Country Post Code User can key in relevant information in these fields ContactPerson Key person of this company Direct Line Telephone number to contact the key person directly Tel No Telephone number of the company Fax No Fax number of the company E mail E mail address for company or contact person For example our company s customer support E mail address is support gtcl com hk Web Site It is to record customer s company web site Our company s web site is http www gtcl com hk Selling Information Payment Term To record the payment terms of a customer The due date will be automatically calculated when an invoice issued Of course the due date can be altered when an invoice issued Payment Method The payment method is usually us
67. mouse to double click the field of content P Customer File Contact Information Selling Information Contact History Transaction Remark cmoo1 Ching Mee Metal Works Date from 20 12 2005 to 20032007 New a Delete Add Contact Per 1812 2006 12 03 27 MOSESE Edit Delete Figure 3 9 Customers Contact History Transaction All invoices with outstanding balance related to this customer will be displayed for browsing purpose 3 9 GTC Business Applications for SME Customer File Contact Information Selling Information Contact History Transaction Remark cmoo1 Ching Mee Metal Works invoice No Date eur Balance Ps 20 12 2006 HKD 55 000 00 Figure 3 10 Customers Transaction records Remark Remark It is for user to input the supplementary information for a customer Billing Reminder The information will be automatically filled in the remark field of a sales invoice Customer File cmoo1 Ching Mee Metal Works Remark f Delete Billing Reminder Please bank in the deposit in our bank account 1 23 456 789 BOC Create Date 11 02 2000 Modified Date 20 12 2006 12 07 Modified By SUPERVISOR Figure 3 11 Customers Remark page 3 10 3 7 2 Chapter Three General Files Management Create Date This field will be automatically filled in as current date To alter just by input directly or use the mouse to double click
68. ng custom paper size Of course there is another alternative change the paper size to the one your printer driver supported such as A4 Why the content of reports will become to black starting from 2nd page when HP 4L 4P 5L 6L used to print reports Please download the latest printer driver from http www hp com If you can t download the driver immediately please try these two alternatives use HP LaserJet driver or change the RAM of printer driver to 2MB When there is more than one page of invoices to be printed why there is an error of sending paper Please change the driver to Epson LQ 570 It happened only in some MS Windows versions Why do Chinese characters become non readable characters when EPSON LQ series used to print reports in MS Windows Chinese It may be English version printer driver be installed Some models of EPSON LQ series will bundle with English version printer driver After this driver installed unidrv dll of Chinese version will be covered You can t recover even un installation be executed You can replace unidrv dll in the directory of Windows System by unidrv dll in MS Windows installation disk or other version MS Windows 10 5
69. nvoice Entry interface The interface divides into Main page and Remark page Main Header Header includes major content of a Vendor Invoice Most of the contents can be selected from the existing files If no suitable record can be selected or to input a new record user can call the interface of maintenance files to add a new record by pressing F6 on the appropriate fields such as Vendor Code Currency or Prepared By etc To close the interface just by pressing Exit and the current record will be copied to Vendor Invoice Field description Invoice No Date Vendor Code Contact Currency Invoice number contains 20 digits or characters and is automatically incremental The Application will firstly read the digit part of Invoice Number in System Number to check whether the number was used If not this number will be used as an Invoice Number Otherwise the Application will add one to this number Note Invoice Number should be unique to other System Number To change next Invoice Number you should go to System Number in File Maintenance This field is the date to issue an invoice and will be automatically filled in as current date To amend just by input directly or use the mouse to double click the button with triangle in this field to call a calendar to choose a desired date The format is according to the date format of MS Windows To change the format please go to Control panel of MS Windows Press the button b
70. of Old Password New password should be key in the field of New Password and Verify Add or Delete a user To execute User Security and press New User button new user name and password are requested to input After that all functions are shown If the user is allowed perform the function please use the mouse to double click the functions 3 25 GTC Business Applications for SME User Name SUPERVISOR SE X Cancel M Change Password Languages English Figure 3 24 Log On C User Security Maintenance User MAY Delete User J Ext Functions Reports System Policies Sales Invoice Entry Vendor Invoice Entry Account Receivable Payment Entry Account Payable Payment Entry Customer File Vendor File Stock File aaa Credit Status File Unit of Measure File Staff File Currency File Payment Methods File Payment Terms File System Numbers File Tax File Customer Stock Last Price File Vendor Stock Last Price File Q AAAA AAAA A K I K KI KI KI KI I KI QK K RK K KI KI KI KI RI KI KI KI RI KI RI KI XI QA AAA A K K K K K KI KI KI KI KI I 9 QA AAAA A A A K K K K KI KI KI KI I 9 QA AA K K K KI KI KI KI KI KI KI KT Figure 3 25 User Security Maintenance Read To allow user enter into or execute a specific function New To allow user insert a new record 3 26 3 12 Chapter Three General Files Management Edit To allow user edit the existing record Delet
71. oose the recipients a Press To to call address book in MS Windows and select the desired one b Press the button on the right hand side of To to call the customer list or vendor list in GTC Applications 2 6 Chapter Two Functions and Operations c Key in the e mail address of recipients directly Use to separate each recipient wi Customer Balance Report From Customer BULOO1 To Customer UTCO01 As at Eig X Print Zero Balance Custamer M Modify Report Format F8 Preview Send Report by E Mail F12 Figure 2 5 Printing Dialog Box New Message To info clientco com hk Attachments C iTestighs40p Customer Balance ReportJPG Attachments py Send X Cancel Figure 2 6 New Messages 2 7 Chapter Three General Files Management Chapter 3 General Files Management 3 1 3 2 There are many common files in the Application In which some files are very important In this chapter we will introduce some key points for these common files Company Information The content of Company Information includes user s basic information company name address telephone number BR number fax number etc All fields in this file are not necessary to fill in However company name will be showed at almost all reports Thus company name should be filled in It is easy to handle Company Information It is only to fill the data in certain fields and press OK to save t
72. or over 10 pieces 9 for over 20 pieces 7 for over 50 pieces 5 for over 100 pieces Note 1 If this quantity discount rate has been input in the Stock File last selling price will not be displayed when an invoice issued Note 2 Discount rate will be applied by the Application if both discount rate and discount unit price are input Qty 1 Disc 1 First quantity discount Qty 2 Disc 2 Second quantity discount Qty 3 Disc 3 Third quantity discount Qty 4 Disc 4 Fourth quantity discount Taxable If there is a sales tax on this stock please mark Vv Stock File Basic Information EIP001 InkJet Printers EPSON STYLUS COLOR 580 Ben Li i BL a Purchase Information Remark Product Image Selling Price Currency Large Unit Price Small Unit Price Maximum Price Minimum Price G Add fo x 1 188 00 1 500 00 1 000 00 Edit HKD 0 00 1 188 00 1 500 00 1 000 00 Selling Price Quantity Discount Rate Disc 2 Qty 3 Disc 3 Oty 4 Disc 4 aty1 Disc 1 Delete of 0 00 HKD 0 00 Taxable J of 0 00 of ooo of 0 00 0 00 0 00 0 00 Figure 3 20 Stock s Sales information 3 21 GTC Business Applications for SME Purchase Information Currency The currency of a stock divides into two parts local currency and foreign currency User can set the default foreign currency here for each stock The unit price of foreign currency will be used directly when the currenc
73. osting method Standard Cost and Last Purchase Price for user s selection The gross profit for each sales transaction will be affected directly due to different costing method Authorized user can modify the cost of a stock in sales transaction 3 27 GTC Business Applications for SME F System Setup DER General Search Methods Display Format Printing Print after Save Default Format Computer Form Ask before Printing Paper Size fas 210x297 mm Stock Sales Costing Method Last Purchase Price Enable User Log i Measurement Unit CM Figure 3 26 System Setup General Enable User Log Please tick v to enable the function of User Log After that any functions executed by any users will be recorded by the Applications The information including User Name Function Access Time Action Result Station and Record Number will be recorded and displayed Since the records for User Log take up much space please execute Delete function in User Log Control interface within certain period Measurement Unit The unit uses to measure stock s length width and height It will be used in Stock File and in the calculation of volume CBM CTF Measurement Type Two choices CBM or CTF are available 3 12 2 1 Search Methods Sales Entry Interface Search Customer by Bar Code If this field be selected the Application will execute the search action until the user input search criteria and press Enter
74. ount amount will be automatically calculated Vise Versa This discount is calculated based on invoice total amount exclusive total discount 1 5 3 GTC Business Applications for SME 5 2 5 3 Freight Charge The freight charge related to this transaction Total discount 1 amp 2 are Other Charge Deposit Balance Remark exclusive this amount All other charges about this transaction Total discount amp 2 are exclusive this amount To record the paid amount to vendor It is automatically calculated It equals to invoice total amount plus freight charge and other charge minus total discount amp 2 and deposit It will be post to vendor s account payable Invoice Remark User can input detail description for each Vendor Invoice Journal Remark Revision Modified Date Modified By The content input in this field will be post to General Ledger Each line is max to 60 characters The times of this record modified 0 will be marked for this record saved in first time The Application will automatically add 1 for each modification The Application will automatically update the latest modified time of this record The Application will automatically update the latest modified user name of this record Other Functions Print Modify Format Under Browse mode press the right key of the mouse to call functions menu The first function is to print Vendor Invoice User can press F10
75. plus 15 days based on 15 date of each month or the date at month end plus 15 days based on End date of each month Purchase Discount This figure will be automatically filled in the field of Total Discount 1 in a vendor invoice Credit Limit It is the maximum credit limit from a vendor When account payable is greater than credit limit the Application will reject to issue an invoice to this vendor or to give warning signal according to different authorize level Opening Balance The opening balance for this financial year is automatically brought from previous financial year by GTC applications If you are first time to use GTC applications please refer to Opening Balance Setup Current Balance Total amounts due to this vendor including opening balance Tax ID No Vendor s Tax ID No Taxable If the purchase tax is paid by the vendor please mark v in this field 3 14 Chapter Three General Files Management A Vendor File Contact Informatio ontact History Transaction Remark CM0011 Canen Marketing Hong Kong Co Ltd Payment Term 30Days x Closing Date Invoice Date Payment Method Cheque X Credit Status Hin v Purchase Discount 0 00 stat Ben creatuimit 0 09 _ Delete Ship Via venice Opening Balance 10 000 00 5 Cance Bank Account No 123 456 789 Current Balance 14 000 00 TaD No Taxable Figure 3 14 Vendors purchase information Contact History
76. r other information User can input the code directly or press the button beside the field to select the desired one from the existing records Stock name is automatically filled in when Stock Code has been selected User can modify stock name directly However the modified stock name is just for this record For non stock item input user can input the name in here The interface for input quantity will automatically displayed when the cursor moved to this field Both large unit quantity and small unit quantity will be displayed in Quantity field if the stock has large unit and small unit Otherwise only small unit quantity field will be displayed for user input The unit for large unit or small unit can be altered here Small unit price will be filled in the field of unit price if only small unit quantity input Otherwise large unit price will be filled 5 2 Unit Price Discount Amount Chapter Five Vendor Invoice Entry The Application will check whether the stock has been bought If yes last purchase price will be filled in this field Otherwise the standard purchase price in Stock File will be used This discount is defaulted as percentage Thus please just input the digit This amount is automatically calculated by the Application User cannot amend It equals to Quantity times Unit Price minus Discount Delete an item Press Ctrl Del to delete an item at cursor position 5 Yendor Invoice Entry Main Rema
77. r running You must either STOP the current server and or remove the currently installed version before continuing If the Firebird Interbase server is running as an application you can close the application directly If the Firebird Interbase server is running as a service you can stop the service via Control Panel Services 9 2 Chapter Nine How to install Firebird If you want to uninstall Firebird you can run uninstall Firebird in Firebird group in MS Windows s Start menu 9 2 2 Other Considerations a b c d e Firebird Server and any databases you create or connect to must reside on a hard driver that is physically connected to host machine You cannot locate components of the server or and database on a mapped drive a filesystem share or a network filesystem To install Firebird under MS Windows NT 2000 XP you have to log into the operating system as Administrator If an existing newer version of GDS32 DLL FBClient DLL exists you will be prompted to overwrite it It is recommended to answer YES if you are doing server install After the Firebird server was installed you need to install Firebird client libraries in all computers which have GTC applications installed To install Firebird client libraries you can run Firebird s installer and select Minimum client install no server no tools to install If there is old version of Firebird installed in the machine the new vers
78. rdian Run Firebird server as Run as an Application or Run as a Service Select Run as an Application Firebird server will run as an application after a MS Windows user logged into Windows Select Run as a Service Firebird server will run as a service It will run at background after MS Windows is started Start Firebird automatically every you boot up Whether runs Firebird server at MS Windows is started Copy Firebird client library to lt system gt directory 9 7 GTC Business Applications for SME If you have one Firebird server in this machine please check this option The installer will copy Firebird client library into MS Windows System or System32 directory Generate Client library as GDS32 DLL for legacy application support The name of Firebird client library file is fbclient dll For compatible reason you need check this option installer will generate client library as gds32 dll Install Control Panel Applet This option will install Firebird Control Applet into MS Window s Control Panel Firebird s Control Panel Applet has following s functions a Stop or start Server b Showing Firebird version number c Change the Run option Run as a Service or Run as an Application d Change the Start option Automatically or Manually i Setup Firebird Database Server 1 5 Select Additional Tasks Which additional tasks should be performed Select the additional tasks you would like Setup to perform
79. rebird Interbase server installed b This function will be executed only without anyone executed the Application simultaneously After Backup function is chosen figure 8 1 will be displayed User should choose target drive and sub directory and press Start Backup button to start If there is a lot of data to backup more than one diskette will be requested Please put the backup data diskettes at safe place with right label Start Press Start to start Before backup data the disk should be formatted Note all files in the diskette will be overwritten Exit To exit Backup Screen 8 1 GTC Business Applications for SME 8 2 Es Backup Data Backup To E c feiying eci OTC amp GBS40p Figure 8 1 Backup Data To use this function please note 1 5 Only the drive and the directory supported by your MS Windows can be chosen If you can not choose the desired drive or directory please check the settings of MS Windows If target drive is CD RW you should have an appropriate application so that CD RW can be written directly For example Direct CD of EasyCD Creator or In CD of Nero You should insert the disk before the drive chose If target drive is hard disk please select one hard disk other than the exiting one Otherwise if there is any damage on the existing hard disk the data and the backup data will be lost simultaneously The file name of backup data is gsi40data zip Note
80. rk Invoice No vioso36 w Date 20 1 2 2006 X Vendor Code Currency z Ratej 1 0000 oe Canen Marketing Hong Kong Co Ltd Unit 15 G F Mirror Tower Ref No 61 Mody Road Tsimshatsui East P O No Miss Chan Tel No 2170 2822 Prepared By Payment Terms Payment Method Ship Via Ben gt s0Days gt Cheque Stock Code Stock Name Description Quantity Unit Price Discount Amount Footer EDC001 Digital Camera EPSON PhotoPC 3000z 10PCs 2 500 00 0 00 26 000 00 EDP004 Dot Matrix Printers EPSON FX 2180 5PCs 2 500 00 0 00 12 500 00 EIPO03 InkJet Printers EPSON STYLUS PHOTO 720 6PCs 1 700 00 0 00 10 200 00 v 0 00 Total Dis 1 2 385 00 Freight Charge 200 00 Deposit 5 000 00 0 00 Total Dis 2 906 30 Others Charge 100 00 Balance 39 708 70 amp EEA IEA ES Exit Print Add Edit Delete Figure 5 1 Vendor Invoice Footer includes Tax 1 amp 2 Total Discount 1 amp 2 Freight Charge Other Charge Deposit and Balance Tax 1 amp 2 Total Disc 1 Total Disc 2 The tax is automatically calculated by the Application based on default formula set by user Please refer to Tax File This discount is calculated based on invoice total amount User can just input the percentage or discount amount in relative field These two fields are co related When the percentage input disc
81. rs The times of this record modified 0 will be marked for this record saved in first time The Application will automatically add 1 for each modification Modified Date The Application will automatically update the latest modified time of Modified By this record The Application will automatically update the latest modified user name of this record Other Functions Print Under Browse mode press the right key of the mouse to call functions menu The first function is to print Sales Invoice User can press F10 to call dialog box for printing or preview 4 5 GTC Business Applications for SME Modify Format Press F8 or right key of the mouse on Print dialog box to call Report Designer User should select the desired format before Report Designer executed Search To search a designated Sales Invoice press the button beside the field of Invoice No or press the right key of the mouse to call functions menu for searching Copy User can copy the content of the existing Sales Invoice to a new Sales Invoice by pressing right key of the mouse to call functions menu for copying Decimal Point for unit price or quantity User can set decimal point maximum to 4 points for unit price or 5 points for quantity in System Setup 4 6 Chapter 5 5 1 5 1 1 Chapter Five Vendor Invoice Entry Vendor Invoice Entry Under main menu use the mouse to choose Vendor Invoice Entry or press Alt S V to Vendor I
82. se refer to the user manual of Firebird Interbase or the chapter of Firebird Installation in this manual Network Version Installation If GTC applications are used in local network please execute the Installation Program in each workstation To create a company data which can be accessed automatically by other workstations please refer to following steps a b c d e Search a file named GBS4 INI in the folder of GTC applications installed default folder is C gtc gsi40 Modify the content by double click this file or use Note Pad of MS Windows To add a line under START by pressing Enter key Type MCOMPATH plus the folder of data file of Multi Company System such as MCOMPATH Z GTC DATA MCOMPATH is key word and Z GTC DATA is decided by the user Save the file and exit Please share the security permission of this folder for Read Write Add and Delete Sample for GBS4 INI START MCOMPATH Z GTC DATA Language 2 Chapter Two Functions and Operations Chapter 2 Functions and Operations 2 1 Multi Company Control System Multi Company Control is to handle different data for different companies or different financial years 2 1 1 Create a company data The following figure will be displayed when you open Multi Company Control System Fill in relevant information press Save to save the record and exit To abort the record just press Cancel to exit without save GIC Invo
83. t includes Item Stock Code Description Quantity Unit Price Discount and Amount Item It is to input the number for each item or other information Stock Code User can input the code directly or press the button beside the field to select the existing records Description Stock name is automatically filled in when Stock Code has been selected User can modify stock name directly However the modified stock name is just for this record For non stock item input user can input the name in here Quantity The interface for input quantity will automatically displayed when the cursor moved to this field Both large unit quantity and small unit quantity will be displayed in Quantity field if the stock has large unit and small unit Otherwise only small unit quantity field will be 4 2 Chapter Four Sales Invoice Entry displayed for user input The unit for large unit or small unit can be altered here Small unit price will be filled in the field of unit price if only small unit quantity input Otherwise large unit price will be filled Ey Sales Invoice Entry elivery Information Remark Invoice No 5106049 e Date 20 12 2006 Customer Code oe Ching Mee Metal Works Currency Rate 1 0000 Room 4 10 F Hung To Industrial Building Ref No 80 Hung To Road Kwun Tong Pon Contact MR Chak Wai Lam Tel No 23414583 Sold By Payment Terms Payment Method Ship Via Peter gt c 0 0 gt c
84. t service name is gds_db You have to configure the firewall setting to allow communication at port 3050 You can use a different port a different port service name or both You might need to do this if port 3050 is required for another service There are several ways to override the defaults Both the server and the clients must be configured to override the port service name or number or both For detail information you can refer to the user manual of Firebird 9 12 Chapter Ten Appendix Chapter 10 Appendix 10 1 How to enhance the performance of GTC Applications 10 2 10 2 1 The speed of CPU and the size of RAM is the most important factors to affect the performance of GTC Application Normally the faster speed of CPU the higher performance of GTC Application However data communication is very frequent when GTC Application executed Therefore the performance of Hard disk is more important than the speed of CPU At least 16MB RAM is required for GTC Application exclusive the requirement of Operating System To improve the method of data communication please refer to the followings 1 Anti Virus applications Anti Virus applications will automatically scan all files when GTC Application reads or writes the data each time Therefore the performance of GTC Application will be affected Please close Anti Virus applications temporarily or exclude the database files fdb from scan lists 2 The speed of Hard Disk Norma
85. te This field will be automatically filled in as current date To amend just by input directly or use the mouse to double click the button with triangle in this field to call a calendar to choose a desired date Chinese Name It is for user to fill in employee s Chinese name English Name Itis for user to fill in employee s English name Sure Name It is the family name of the employee Sex It is for user to select female or male ID No It is for user to fill in the identity card number for this employee Passport No Itis for user to fill in Passport number for this employee Birthday It is for user to fill in birthday for this employee W Employee File Employee Code Create Date May a 1510312006 Chinese Name English Name Sure Name Sex peo may Chan Female x L D No Passport No Birthday A123456 P1234568 15 03 1976 hd English Address Chinese Address Edi Room 2704 27 F Nam Wo Hong Building Room 2704 27 F Nam Wo Hong Building t Delete 148 Wing Lok Street 148 Wing Lok Street Sheung Wan Hong Kong Sheung Wan Hong Kong City State City State TL Exit Country Country Mes Post Code Telephone No Fax No Pager No 2857 2761 2540 5563 8201 6318 Mobile No E Mail Commission 8201 6318 may atcl com hk 8 00 Modified Date 15 03 2006 19 23 Modified By SUPERVISOR Figure 3 23 Employee File English Address Three lines with maximum 60 characters each are available 3 24
86. tered the existing data will not be moved to a new directory Moreover the data in the original folder will not be deleted for security reason Delete a company data To delete an existing company data you can just press the button Delete However the Application will not delete the data in the original folder for security reason If you want to delete the data in the original folder you should do it via Operating System such as Windows Explore If you have not deleted the data in the original folder and want to read the data again you can just create a company data and type the data path as the original path First time to the Application The Application will automatically execute the initialization when the user is first time to the Application There are some basic information should key in Of course this information can be altered lately Firstly the Application will show User Login interface default user name and password is SUPERVISOR and PASSWORD respectively And then the interface for Company Information Currency System Numbers and Tax File will be shown Please input the information according to your company 2 3 GTC Business Applications for SME 2 3 Exit Use the mouse to double click Exit icon on Functions bar or select Exit on main menu Note Please exit the Application before shut down the computer It may cause damage on data if the computer has been shut down or stop inappropriately before exit the Applic
87. the button with triangle in this field to call a calendar for choosing the desired date Opening Balance Setup The opening balance is not just a number It should include the content of an invoice invoice number invoice date invoice amount and paid amount The user should key in all unpaid invoices Of course you can group all unpaid invoices into one For example if there are ten unpaid invoices totally amounted 10 000 It can be represented by one invoice BAL06001 amounted 10 000 Under Insert or Edit mode press Insert button of the keyboard or double click this field by mouse to call the screen of Figure 3 12 Invoice Type It divides into Sales Invoice and Vendor Invoice Invoice Number It contains 20 digits or characters It must be unique Invoice Date Invoice date is the date to issue an invoice Due Date It is the payment date for an invoice It will influence the result of aging analysis Currency The currency used in the invoice Rate It is the exchange rate between the selected currency and local currency To change it just by input the new rate directly To change the exchange rate permanently please go to Currency File Salesman The salesman is responsible for this invoice User can select the desired one just by pressing the downward arrow KE Opening Balance Setup DE E3 Invoice No Salesman A Sales Invoice BALO6001 20 03 2006 20 08 2006 HKD 1 0000 May Figure 3 12 Customers Opening Balance Se
88. this field if the vendor had been terminated After that no any invoices can be issued to this vendor However this vendor should not be deleted before Year End since this vendor may have linkage with other transactions e g invoices Customer Please mark v if this vendor is also your customer English Company Name It is vendor s company name in English with maximum 60 characters 3 12 Chapter Three General Files Management Pi Vendor File Purchase Information Contact History Transaction Remark Vendor Code Currency CM0011 A HKD lt Active V Client I English Company Name Chinese Company Name g Edit Canen Marketing Hong Kong Co Ltd meme EE ARAR English Address Chinese Address f Delete Unit 15 G F Mirror Tower ERRER 61 Mody Road Tsimshatsui East esas Ht Kowloon Hong Kong aero City State City State Country Country Post Code Contact Person Direct Line Tel No Fax No Miss Chan 2170 2822 2170 2822 2170 2824 E Mail Web Site misschan canen com wew canen com Figure 3 13 Vendors Contact information English Bill Address Three lines with maximum 60 characters each are available Chinese Company Name It is vendor s company name in Chinese with maximum 30 characters Chinese Bill Address Three lines with maximum 30 characters each are available City State Country Post Code User can key in relevant information in t
89. tive media or documentation and shall not include or extend to any claim for or right to recover any other damages including but not limited to loss of profit data or use of the software or special incidental or consequential damages or other similar claims even if Glorious Technology Co Ltd has been specifically advised of the possibility of such damages 4 This warranty is invalid when the product has been damaged through misuse negligence accident computer virus and natural calamities 5 Glorious Technology Co Ltd is not responsible for the data which create or produce by the software 6 Glorious Technology Co Ltd makes no representation or warranty that the software or documentation are error free or meet any user s particular standards requirements or needs 7 Glorious Technology Co Ltd provides no warranty at all to any person other than the Limited Warranty provided to the original purchaser of this product 8 Installing and using this software indicate the purchaser and the users acceptance of above terms and license agreement The invalidity or unenforceability of any provisions of this License Agreement shall not affect the remaining provisions hereof Chapter 1 3 17 Chapter 4 Contents Installation Before Installation Execute Installation Program Installation Steps Network version Installation Functions and Operations Multi Company Control System First time to the Application
90. tup Salesman Commission Rate 3 11 GTC Business Applications for SME 3 8 3 8 1 Commission rate for salesman Invoice Amount Total invoice amount exclusive discount amount Paid The amount has been paid Balance Total invoice amount minus paid amount It is automatically calculated the Application Vendor File This file is to keep basic information for all vendors User can input the information directly or copy from other vendors To copy an existing vendor s record please add a new vendor profile firstly And then key in the new vendor code and press the button just beside the field of Vendor Code to choose a desired vendor to copy Information input Vendor File s interface divides into three parts contact information purchase information contact history transaction and remark Vendor Code This field is max to 20 digits or characters Under Insert mode vendor code can be altered After the vendor s record saved this field cannot be altered The button beside this field is for searching Under Browse mode press this button to call for dialog box for searching To be better management it should be added an appropriate character in front of digit For example if a company s short name is VA vendor code Should be VA001 The next one will be VA002 Currency The currency used by this vendor This currency will be automatically filled in all transactions and can be altered Active Please cancel v in
91. uct including this statement and transfer or destroy all copies in any form Remember once you transfer the software you no longer have any right to use it and the person to whom it is transferred may use it only in accordance with the copyright law international treaty and this statement If you transfer this product to another person the new user have no right to use our free support service even this product under free warranty period If you have purchased an upgrade version of the software it constitutes a single product with the software the you upgraded For example the upgrade and the software the upgraded cannot both be available for use by two different people at the same time and cannot be transferred separately without written permission from Glorious Technology Co Ltd Except as provided in this statement you may not transfer rent lease lend copy modify translate sublicense time share or electronically transmit or receive the software media or documentation LIMITED WARRANTY 1 Glorious Technology Co Ltd provides 90 days free hot line support from the original purchase date 2 Glorious Technology Co Ltd warrants the product provided by Glorious Technology Co Ltd to be free of defects in materials and workmanship for a period of 60 days from the original purchase date 3 The entire and exclusive liability and remedy for breach of this limited warranty shall be limited to replacement of defec
92. under browse mode or for copying an existing record under edit mode Create Date This field will be automatically filled in as current date To alter just by input directly or use the mouse to double click the button with triangle in this field to call a calendar to choose a desired date Stock Type It divides into Product Service WIP and Raw Material 3 18 Chapter Three General Files Management Active Please cancel v in this field if one stock had been stopped to sell However this record should not be deleted before Year End since this record may have linkage with other transactions e g sales invoices or vendor invoices Stock File ales Information Purchase Information Remark Product Image Stock Code Create Date Stock Type EDC001 English Stock Name 1170412001 Product Active V Z Chinese Stock Name Digital Camera EPSON PhotoPC 3000z B5B EPSON PhotoPC 3000z DoR Har C Z Add Sy Edit Color Delete Size Packing 0 Vendor Stock Code Bill of Material Code Gross Weight Net Weight Unit Bar Code Type Bar Code 0 00 Length Width 0 00 y Code3a gt 134879789423 Height Dimension Description 0 00 Large Unit E C 0 00 0 00 CM Small Unit E C zil English Stock Name Chinese Stock Name Color Size Packing Vendor Stock Code Bill of Material Code Gross Weight Net Weight B
93. ver components Developer and admin tools components Current selection requires at least 9 2 MB of disk space Figure 9 6 Select Components Please select Full installation of server and development tools and Super service binary and Next gt to continue 9 6 Chapter Nine How to install Firebird iG Setup Firebird Database Server 1 5 Select Start Menu Folder Where should Setup place the program s shortcuts Setup will create the program s shortcuts in the following Start Menu folder To continue click Next If you would like to select a different folder click Browse C Don t create any icons Figure 9 7 Select Start Menu Folder Please press Next gt to continue Setup will created the program s shortcuts in Firebird_1_5 of Start Menu folder If your OS is NT 2000 XP Pro there are some additional tasks Please refer to the followings Use the Guardian to control the server The Guardian is a program that can be used to start the Firebird Superserver and watch over it in case it crashes If the server program crashes Guardian tries to restart it It s recommended when running Firebird Superserver as an application in a noisy network e g in Windows networks where clients are connecting using TCP IP or Named Pipes and the network is also used for file and device sharing On Windows 2000 XP and Server 2000 if you set up the services to restart automatically you don t need Gua
94. voice Entry or press Alt S I to Sales Invoice Entry interface The interface divides into three pages Main Delivery Information and Remark Main Main page includes three parts header detail and footer Header Header includes major content of a Sales Invoice Most of the contents can be selected from the existing files If no suitable record can be selected or to input a new record user can call the interface of maintenance files to add a new record by pressing F6 on the appropriate fields such as Customer Code Currency or Sold By etc To close the interface just by pressing Exit and the current record will be copied to Sales Invoice Field description Invoice No Invoice number contains 20 digits or characters and is automatically incremental The Application will firstly read the digit part of Invoice Number in System Number to check whether the number was used If not this number will be used as an Invoice Number Otherwise the Application will add one to this number Note Invoice Number should be unique to other System Number To change next Invoice Number you should go to System Number in File Maintenance Date This field is the date to issue an invoice and will be automatically filled in as current date To amend just by input directly or use the mouse to double click the button with triangle in this field to call a calendar to choose a desired date The format is according to the date format of MS Windows To change t
95. w rate directly To change the exchange rate permanently please go to Currency File Salesman The salesman is responsible for this invoice User can select the desired one just by pressing the downward arrow Salesman Commission Rate Commission rate for salesman Invoice Amount Total invoice amount exclusive discount amount Paid The amount has been paid Balance Total invoice amount minus paid amount It is automatically calculated the Application 3 17 GTC Business Applications for SME 3 9 ad Opening Balance Setup _ invoice Type Invoice No Vendor Invoice BALVO6001 20 03 2006 20 12 2006 HKD 1 0000 Ben Figure 3 18 Opening Balance Setup Stock File The file is to keep the information for stocks The content can be input by the user or copied from other stock file To copy the content of other stock file user should add a new stock file firstly And then input stock code and press the button beside Stock Code to choose the file to copy The interface for Stock File divides into Basic Information Sales Information Purchase Information Remark and Product Image Basic Information Stock Code This field is up to 30 digits or characters Under Insert mode stock code can be altered After the stock information saved this field cannot be altered To be better management stock code should be easy to memory Bar code should not be used as stock code The button besides this field can be used for searching
96. while installing Firebird Database Server 1 5 then click Next Run Firebird server as Run as an Application Run as a Service Start Firebird automatically everytime you boot up C Copy Firebird client library to lt system gt directory Generate client library as GDS32 DLL for legacy app support Install Control Panel Applet Figure 9 8 Select Additional Tasks All settings will be displayed for your checking when Next gt button be pressed 9 8 Chapter Nine How to install Firebird iG Setup Firebird Database Server 1 5 Ready to Install Setup is now ready to begin installing Firebird Database Server 1 5 on your computer Click Install to continue with the installation or click Back if you want to review or change any settings Destination location C Program Files Firebird Firebird_1_5 Setup type Full installation of Super Server and development tools Selected components Super Server binary Server components Developer and admin tools components Client components Start Menu folder Install Cancel Figure 9 9 Ready to install Click Install gt to continue with the installation or click lt Back if you want to review or change any settings Setup will install Firebird Database on your computer Process bar will be showed during the installation The following information about Firebird will be displayed 15 Setup Firebird Database Server 1 5 Information Please re
97. xable If there is a sales tax on this stock please mark Vv Remark It is used to record the supplementary information for a stock Product Image User can save the image of a stock here Under Insert or Edit mode please press F5 to open product image dialog box The Application supports most of product image formats e g BMP TIF JPG PCX etc However Report Designer only supports BMP and JPG formats Therefore you should use only BMP or JPG format if you want to add a product image in your reports by Report Designer The default reports are not limited to this Stock File DER Basic Information Sales Information Purchase Information Remark Product Image EDC001 Digital Camera EPSON PhotoPC 3000z Modified Date 20 1 2 2006 12 45 Modified By SUPERVISOR Figure 3 22 Stock s Image Modified Date The Application will automatically update the latest modified time of this record Modified By The Application will automatically update the latest modified user name of this record Employee File Employee Code This field is max to 20 digits or characters To add a new record the 3 23 GTC Business Applications for SME code will be automatically filled in as the largest number plus one Under Insert mode the code can be altered After the record saved this field cannot be altered To be better management it should be added an appropriate character in front of the digit Create Da
98. y in sales transaction entry is same User can select a desired currency and input the unit price of foreign currency in relevant fields The Application will convert the unit price of foreign currency into local currency automatically The unit price of local currency can be altered by the user Large Purchase Price Small Purchase Price Stock File It is standard purchase price for each large unit The Application will update the price when a vendor invoice input It is standard purchase price for each small unit The Application will update the price when a vendor invoice issued Basic Information Sales Information Purchase Information Remark Product Image EDC001 Digital Camera EPSON PhotoPC 3000z Purchase Price Currency Large Pur Price Small Pur Price HKD HKD 0 00 4 800 00 0 00 4 800 00 Delete Standard Cost L Standard Cost S HKD Taxable J 0 00 4 800 00 JL Ext Figure 3 21 Stock s Purchase information Standard Cost L Standard Cost S It is the standard cost price of large unit It is set and updated by the user It is the standard cost price of small unit It is set and updated by the user Users can set the costing method in System Setup according to their companies The gross profit for each sales transaction will be affected directly due to different costing method 3 22 3 10 Chapter Three General Files Management Ta

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