HelpAndManual_unregistered_evaluation_copy

SQL Financial Accounting

SQL Business Suite is designed to support applications that deliver

business-critical functionality to large deployment of network
environment. It is build and optimized for mission-specific application.

At the core SQL Business Suite lies a robust Client-Server architecture

that allows it to deliver significant advantages in flexibility, reliability,
performance and stability. Self-tuning features include cost-based
query optimization and dynamic re-balancing of report structures
enhance performance and provides a wide range of business reports.

More important, SQL Business Suite is an open period solution that

enables you to collect more data over a wider time frame for better
decision-base analysis.

- eStream Software
Updated 22 July 2007
 Contents I

Table of Contents

Part I Product Introduction 2

System Requirements
............................................................................................................... 3

Part II Installation 6
Standalone
...............................................................................................................
Installation 7
Network...............................................................................................................
Installation** 10

Part III Product Registration 16

Part IV Overview 18
Features
............................................................................................................... 18

Part V General Ledger 22

Maintain...............................................................................................................
Account 23
Cash Book
...............................................................................................................
Entry 24
Journal ...............................................................................................................
Entry 26
Opening...............................................................................................................
Balance 27
Bank Reconcilation
............................................................................................................... 28
Maintain...............................................................................................................
Stock Value 31
Maintain...............................................................................................................
Budget 32

Part VI Customer 34
Maintain...............................................................................................................
Customer 35
Customer
...............................................................................................................
Invoice 37
Customer
...............................................................................................................
Payment 38
Customer
...............................................................................................................
Debit Note 39
Customer
...............................................................................................................
Credit Note 40
Customer
...............................................................................................................
Refund 41

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 II SQL Financial Accounting

Customer
...............................................................................................................
Contra 42

Part VII Supplier 44

Maintain...............................................................................................................
Supplier 45
Supplier...............................................................................................................
Invoice 46
Supplier...............................................................................................................
Payment 47
Supplier...............................................................................................................
Debit Note 48
Supplier...............................................................................................................
Credit Note 49
Supplier...............................................................................................................
Refund 50
Supplier...............................................................................................................
Contra 51

Part VIII Sales 54

Quotation
............................................................................................................... 55
Sales Order
............................................................................................................... 56
Delivery...............................................................................................................
Order 57
Invoice ............................................................................................................... 58
Cash Sales
............................................................................................................... 59
Debit Note
............................................................................................................... 60
Credit Note
............................................................................................................... 61

Part IX Purchase 64
Purchase
...............................................................................................................
Request 65
Purchase
...............................................................................................................
Order 66
Goods Received
...............................................................................................................
Note 67
Purchase
...............................................................................................................
Invoice 68
Cash Purchase
............................................................................................................... 69
Purchase
...............................................................................................................
Debit Note 70
Purchase
...............................................................................................................
Return 71

Part X Stock 74
Maintain...............................................................................................................
Stock Group 75
Maintain...............................................................................................................
Stock Item 76

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 Contents III

Stock Received
............................................................................................................... 77
Stock Issue
............................................................................................................... 79
Stock Transfer
............................................................................................................... 80
Stock Adjustment
............................................................................................................... 81

Part XI Tools 84
Maintain...............................................................................................................
User 84
Maintain...............................................................................................................
Scripts 86
Maintain...............................................................................................................
Document Number 88
Maintain...............................................................................................................
Agent 89
Maintain...............................................................................................................
Area 90
Maintain...............................................................................................................
Terms 91
Maintain...............................................................................................................
Currency 92
Maintain...............................................................................................................
Journal 93
Maintain...............................................................................................................
Payment Method 94
Maintain...............................................................................................................
Project 95
Maintain...............................................................................................................
Style 96

Part XII Government Service Tax 100

Introduction
............................................................................................................... 100
Maintain
...............................................................................................................
Tax 101
Maintain
...............................................................................................................
Customer 102
Maintain
...............................................................................................................
Supplier 103
Invoice............................................................................................................... 104

Part XIII Report Designer 108

Designer
...............................................................................................................
Layout 109
Usage...............................................................................................................
of Report Designer Toolbar 110
Standard..............................................................................................................................
Component Toolbar 111
Data Component
..............................................................................................................................
Toolbar 113
Advance..............................................................................................................................
Component Toolbar 114
Edit Toolbar
.............................................................................................................................. 114

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 IV SQL Financial Accounting

Part XIV Appendix 118

Appendix
...............................................................................................................
I - SQL Power Report Tools 118
Appendix
...............................................................................................................
II - SQL Power Grid 120

Index 129

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Product
Introduction

Part

I
 2 SQL Financial Accounting

1 Product Introduction

<< Please highlight on topic to display (Left Panel)

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 Product Introduction 3

1.1 System Requirements

The following are the minimum requirements needed in order to run SQL Financial
Accounting:

for Standalone or Client (Workstation) PC

· Microsoft Windows 7 or Windows 8.
· Intel Core i5
· 2 GB of RAM.
· 2 GB of available hard disk space.

for Server PC
· Microsoft Window 7 (64bit) or Windows 8 (64bit).
· Intel Core i7
· 8 GB of RAM.
· 10 GB of available hard disk space.
· Solid-state drive as Hard Disk

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4 SQL Financial Accounting

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Installation

Part

II
 6 SQL Financial Accounting

2 Installation
There are two type of installation, which are
· Standalone Installation
· Network Installation

Before you install the SQL Financial Accounting, make sure you:
1. Set your system regional date format to dd/mm/yyyy. (You may change at
Control Panel -> Region and Language -> Format -> English (United Kingdom).
2. Install the Firebird on the main PC (the Server PC). In the CD it self will provide
the database server.

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 Installation 7

2.1 Standalone Installation

Once you installed SQL Financial Accounting, double click the SQL Financial
Accounting icon at the desktop and the below dialog will appear.

1. Select Create Group.

2. You may save the DCF file in the default location by clicking Save button.

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 8 SQL Financial Accounting

3. Click on Test Connection, make sure the status is Connection Active

4. Click OK.

5. Double click into the Database Group you have just created.

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 Installation 9

6. Restore if you have an existing database.

7. Create New Database if you you are ready to start your own company's account.
8. Create Sample Database if you want a sample data to try the software.
9. Double click into the database once you added.

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 10 SQL Financial Accounting

2.2 Network Installation**

At the Server PC

1. Click Create Group.

2. Click Save.

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 Installation 11

3. In Database Engine, please change to Firebird Server.

4. Click on Test Connection, make sure the status is Connection Active

5. Click OK.
6. At My Computer, browse for eStream Folder. Share the folder, allow other users to
Read & Write.

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 12 SQL Financial Accounting

*** need upate***

At the Workstation
1. Follow the Standalone Installation except the Step 1 select Network.

2. In the Choose DCF option select Open Existing DCF and click OK.

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 Installation 13

3. In the Look in Field browse it to the Entire Network (Network

Neighborhood) and look for your Server PC Name.
4. In the Server PC folder, double click the eStream | SQLAccounting | Default.
dcf File.

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Product
Registration

Part

III
 16 SQL Financial Accounting

3 Product Registration
You may register the product anytime after installation. Unregistered product only
allows up to 500 transactions.

1. Click File | Product Activation and make sure the Company Name & Address are
correct.
2. Key in the Product ID.
3. Click Print Activation Request to print out and fax it to us.
4. Wait for 1 to 2 working days for the Activation Code reply form.

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Overview

Part

IV
 18 SQL Financial Accounting

4 Overview
4.1 Features
Build-in Features :
· Open Period, auto calculation of b/f figures to provide yearly comparative reports.
(No Need Year End)
· Budget, multi years and multi time intervals (monthly, quarterly, half-yearly and
yearly).
· Export to external file format : Text files, MS Word, MS Excel, Lotus, Quattropro,
PDF, JPEG, HTML, XHTML & etc
· Simple drill down to source document.
· Copy & Paste on document level and detail records.
· File Attachment.
· Unlimited customer shipping / branch address.
· Post-dated cheque report.
· SQL Power Search (search anything anywhere).
· Build in Report Builder.

Add-on Modules :
Accounting
Ø Basic Currency - Keep track of Foreign Currency Customer and Supplier Account (Exchange
gain/loss auto calculate & GL posting)
Ø Advance Currency - Maintain Foreign Currency Bank Account. & Foreign bank adjustment for
adjustment on the carrying value of foreign currency. You can also perform difference currency knock off
(e.g. S$50 to knock of USD 20) with auto calculation on exchange gain/loss.
Ø Project / Departmental - To handle Project or Departmental accounting.
Ø Advance Credit Control - Capable of Controlling not only credit limit but also Overdue Account,
and user definable documents to lock with supervisor password option.
Ø Document Date, Posting Date - A supplier bill dated 25th Dec 2003 is received on 4th Jan
2004, but you want to charge it into 2004 account (year 2003 a/c is closed) and aging report follow back the
original document date.
Ø Multiple Document Number Set - Unlimited Sets of Running Number (e.g. invoice number
for local, export, inter-company sales etc.)
Ø Odd Financial Date - Abnormal Accounting Start & End Date ( e.g. 25th Jan till 24th Jan of the
following year )
Ø Special Aging - Aging & Statement report display in e.g.. 0-14 days, 15-21 days etc format in
addition of typical 0-30, 30-60 days (current month , 1 month, 2 month etc) format.

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 Overview 19

Sales / Purchase
Ø Deposit - To keep track of Deposit Received before goods delivered. Invoice will show net payable
amount. It is also applicable to purchase of goods with Deposit Paid.
Ø Sales Tax - Sales Tax at predefined rate in both % and value
Ø Multiple Pricing - Unlimited level of selling price. you can set different pricing and discount rate
base on Quantity, UOM (carton, box etc) and Customer. It is also applicable to purchase Module.
Ø Picking List - Stock Picking for Delivery with item quantity grouping by any parameter. (e.g. area,
agent etc)
Ø Advance Price History - It will generate the listing of Price History (e.g. agent, area, customer &
etc), analyze the Pricing Trend base on any time interval (daily, weekly, monthly, quarterly, half yearly and
yearly) in both tabular (high, low, average) & graphical format. It is a "must have" tools for a Sales Manager.
It is also applicable for Purchase Pricing
Ø Sales, Purchase Price Assistant - It is a very helpful features when working on any
sales/purchase document with setting on the number of last records to be shown and from which document
types.
Ø Stock Status Assistant - Current Stock Status with Back Order Summary & Detail information.
Ø Maintain Font Style - Feel free to assign the font Color, font Type, bold, underline to give your
business documents a new look.
Ø Item Template - Setup the Product Package Combinations for easy billing and referring.
Ø Landing Cost - Cost apportionment on Indirect Cost to charge into the Item Costing.
Ø Partial Delivery - Multiple Delivery Tracking with Comprehensive Back Order Reports.
Ø User Defined Script - User defined fields with ability to support VB & Pascal script for
calculations.
Ø Invoice ---> DO - Especially for business to issue Invoice (for payment collection) before delivery
(DO). It will also provides Back Order Reports, stock status of quantity pending for delivery. Also applicable
for purchase module.
Ø Profit Estimator - It is a very helpful features when working on any sales document with
estimation on profit margin & amount up to individual item level, with breakdown of on hand available
quantity and stock costing.

Stock
Ø Multi Stock Location - Multiple Location, Warehouse, Consignment & etc.
Ø Stock Matrix - Item matrix combinations (e.g., shirt with variety of color & sizes).
Ø Stock Category - Unlimited Level of Category Settings on stock items, and capable with any
combination of category in stock reports.
Ø Secondary UOM - An unique feature for Industries with Double Unit of Measurement. (e.g.
jewelry shops)

Management
Ø Cash Flow Forecast - It is particularly useful on Helping Top Management to Forecast on the
Cash Flow requirement base on any time interval (daily, weekly, monthly, quarterly, half yearly and yearly) in
both tabular & graphical format.
Ø Advance Drill Down - It is the Information Highway within the system linking all the reports
tracing down to the source document level with simple mouse click.

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General Ledger

Part

V
 22 SQL Financial Accounting

5 General Ledger

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 General Ledger 23

5.1 Maintain Account

Maintain Account allows user to maintain all the GL Account (e.g. Fixed Assets
Account, Expenses Account, etc) except for individual Debtor and Creditor Account.

1. User can create New account, Edit existing account and Delete the account. (User
may not delete the account with transaction in it)
2. Enter GL Code and Description.
3. Check the Special Account Type if the account added is belongs to Bank / Cash /
Customer Control (used in Maintain Customer) or Stock Account.

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 24 SQL Financial Accounting

5.2 Cash Book Entry

1. Enter the description in the Received From field.

2. In Received In field select to which account the payment was made. (GL account to
debit).
3. Enter Bank Charges amount, if applicable. (Auto double entry posting will be done
by the system).
4. Select GL Code (GL account to credit) and enter all the available field (e.g.
Description, Amount).
5. Click on Save once you are done.

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 General Ledger 25

1. Enter the description in the Pay To field.

2. In Payment By field select from which account the payment was made.(GL account
to credit).
3. Enter Bank Charges amount, if applicable. (Auto double entry posting will be done
by the system).
4. Select GL Code (GL account to debit) and enter all the available field (e.g.
Description, Amount).
5. Click on Save once you are done.

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 26 SQL Financial Accounting

5.3 Journal Entry

1. Enter the description of the journal in the Description field.

2. Select G/L Code and enter all the available field (e.g. Description, Amount).
3. The system will only allow you to save when the total DR amount equals the CR
amount.

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 General Ledger 27

5.4 Opening Balance

1. Select the Project. (This field will only be visible if you purchased the Project
Module).
2. Highlight on the Account (e.g. Accum Deprn. - Motor Vehicle) you want to enter the
amount and click Edit.
3. Make sure the Total Amount is Balance (e.g. Total DR = Total CR).

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 28 SQL Financial Accounting

5.5 Bank Reconcilation

Bank Reconciliation allows user to monitor their system records with the actual bank
transactions. The system accepts bank reconciliation at any date (based on your Bank
Statement date) and multiple intervals (eg. weekly bank reconciliation)

1. Enter the Bank Statement Date, select the Bank Account you want to reconcile, and
Display Period (e.g. the range of date to be display in the grid).
2. Tick Show Unticked Transactions, if you want to show unreconciled transactions
only.
3. Enter the Bank Statement Bank Closing field. Out of Balance field will guide you on
the different between the System calculated amount and the Actual amount shown in
the Bank Statement. If the Out of balance field Amount is equal to 0 (zero), it means
the System reconciled amount is equal to the Bank Statement amount.
4. Tick on the transaction to reconcile.

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 General Ledger 29

To Enter Opening Bank Reconciliation

1. Right click on anywhere outside the grid the and you will see the popup menu below.

2. Select Opening Bank Reconciliation... and click New.

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 30 SQL Financial Accounting

3. Select the Bank Account and enter on the available field

4. Click Save.

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 General Ledger 31

5.6 Maintain Stock Value

1. The P & L Opening, Closing Stock A/C and Balance Sheet Stock A/C is
preselected by the system.
2. Select the Year.
3. Enter the amount in the Closing Stock Value field for the particular period.
4. Select the Project. (This field will be visible if you purchased the Project Module).

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 32 SQL Financial Accounting

5.7 Maintain Budget

1. Select the Year and click Edit.

2. Select the Project. (This field will be visible if you purchased the Project Module).
3. In the Monthly tab, enter the amount for the particular period and account (positive
figure for CR balance, negative figure for DR balance).
4. You may only enter the figures at Monthly tab. Quarter, Half Year or Full Year is a
Summary.

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Customer

Part

VI
 34 SQL Financial Accounting

6 Customer

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 Customer 35

6.1 Maintain Customer

1. Enter Customer Name and all other information.

2. Click to add a different address.

3. In the Currency field, select the currency you deal with the particular customer.
(Optional Module: Basic Currency).
4. In the Price Tag field, select the price category for the particular customer.
(Optional Module: Multiple Pricing).

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 36 SQL Financial Accounting

5. Click Credit Control Tab to enter the credit limit amount for the particular customer.
(Optional Module: Advance Credit Control).
6. In the Overdue Limit, enter the maximum limit allowed for the particular customer.
7. Select the document that needs action if customer exceeds the limit.

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 Customer 37

6.2 Customer Invoice

1. Select Customer Code.

2. Select Sales A/C and enter all the available field (e.g. Description, Amount).
3. This is the outstanding amount for this document.

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 38 SQL Financial Accounting

6.3 Customer Payment

1. In Customer Code, search for the customer.

2. At Received In field select to which account the payment was made and insert Bank
Charges amount, if available.
3. Tick which Invoices or Debit Notes to be knock-off by this payment.

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 Customer 39

6.4 Customer Debit Note

1. Select Customer Code.

2. Select Sales A/C and enter all the available field (e.g. Description, Amount)
3. This is the outstanding amount for this document.

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 40 SQL Financial Accounting

6.5 Customer Credit Note

1. Select Customer Code.

2. Select GL Account and enter all the available field (e.g. Description, Amount).
3. Tick the Invoice / Debit Note to be knock-off by this payment.

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 Customer 41

6.6 Customer Refund

1. Select Customer Code.

2. In Payment By field select which payment method and enter Bank Charges
amount, if available.
3. Tick which Invoice / Debit Notes to be knock-off by this payment.

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 42 SQL Financial Accounting

6.7 Customer Contra

1. Select Customer Code.

2. Enter the Contra Amount.
3. Tick which Invoice / Debit Notes to be knock-off by this payment.

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Supplier

Part

VII
 44 SQL Financial Accounting

7 Supplier

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 Supplier 45

7.1 Maintain Supplier

1. Enter Supplier Name, Code, etc information.

2. Click to add new branch to the particular supplier.

Optional Module
3. In the Currency field select the currency you deal with the particular supplier. (Basic
Currency Module).
4. In the Price Tag field select the price category for the particular supplier. (Multiple
Pricing Module).

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 46 SQL Financial Accounting

7.2 Supplier Invoice

1. Select Supplier Code.

2. Select Purchase A/C and enter all the available field (e.g. Description, Amount).
3. This is an amount of outstanding for this document.

Optional Module - Basic Currency Module

4. Enter the Currency Rate (e.g. the rate you buy from the supplier).
5. Local Net Total is Total x Rate (e.g. 4000 x 2.5000).

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 Supplier 47

7.3 Supplier Payment

1. Select Supplier Code.

2. In Payment By field select which payment method.
3. Tick which Invoice / Debit Notes to be knock-off by this payment.

Optional Module
4. Enter the Currency Rate. (Basic Currency Module).

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 48 SQL Financial Accounting

7.4 Supplier Debit Note

1. Select Supplier Code.

2. Select Purchase A/C and enter all the available field (e.g. Description, Amount)
3. This is an amount of outstanding for this document.

Optional Module - Basic Currency Module

4. Enter the Currency Rate (e.g. the rate you buy from the supplier)
5. Local Net Total = Foreign Amount x Currency Rate (e.g. 300 x 2.500).

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 Supplier 49

7.5 Supplier Credit Note

1. Select Supplier Code.

2. Select GL Account and enter all the available field (e.g. Description, Amount).
3. Tick the Invoice / Debit Note to be knock-off by this payment.

Optional Module - Basic Currency Module

4. Enter the Currency Rate.

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 50 SQL Financial Accounting

7.6 Supplier Refund

1. Select Supplier Code.

2. In Received In field select which payment method and enter Bank Charges
amount, if available.
3. Tick which Invoice / Debit Notes to be knock-off by this payment.

Optional Module
4. Enter the Currency Rate. (Basic Currency Module).

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 Supplier 51

7.7 Supplier Contra

1. Select Supplier Code.

2. enter the Contra Amount.
3. Tick which Invoice / Debit Notes to be knock-off by this payment.

Optional Module - Basic Currency Module

4. Enter the Currency Rate.

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Sales

Part

VIII
 54 SQL Financial Accounting

8 Sales

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 Sales 55

8.1 Quotation

1. Select Customer Code.

2. Select Item Code and enter all the available field (e.g. Description, Qty, U/Price).
3. This is Net Total for this document.

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 56 SQL Financial Accounting

8.2 Sales Order

1. Select Customer Code.

2. Select Item Code and enter all the available field (e.g. Description, Qty).
3. This is Net Total for this document.

Optional Module - Deposit Module

4. In the Deposit Received section enter the all the particular field (e.g. Cash/Bank
Account, Chq No).

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 Sales 57

8.3 Delivery Order

1. Select Customer Code.

2. Select Item Code and enter all the available field (e.g. Description, Qty).
3. This is Net Total for this document.

Optional Module - Deposit Module

4. Enter the Deposit Amount (e.g. how much you want the deposit amount to be
allocated to this document).

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 58 SQL Financial Accounting

8.4 Invoice

1. Select Customer Code.

2. Select Item Code and enter all the available field (e.g. Description, Qty).
3. This is Net Total for this document.

Optional Module - Deposit Module

4. Enter the Deposit Amount (e.g. how much you want the deposit amount to be
allocated to this document).

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 Sales 59

8.5 Cash Sales

1. Select Customer Code.

2. Select Item Code and enter the available fields (e.g. Description, Qty).
3. This is Net Total for this document.
4. In the Payment Received section enter the all the particular field (e.g. Cash/Bank
Account, Chq No).

Optional Module - Deposit Module

5. Enter the Deposit Amount (e.g. how much you want the deposit amount to be
allocated to this document).

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 60 SQL Financial Accounting

8.6 Debit Note

1. Select Customer Code.

2. Select Item Code and enter all the available field (e.g. Description, Qty, U/Price).
3. This is Net Total for this document.

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 Sales 61

8.7 Credit Note

1. Select Customer Code.

2. Select Item Code and enter all the available field (e.g. Description, Qty, U/Price).
3. This is Net Total for this document.

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Purchase

Part

IX
 64 SQL Financial Accounting

9 Purchase

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 Purchase 65

9.1 Purchase Request

1. Select Supplier Code.

2. Select Item Code and enter all the available field (e.g. Description, Qty, U/Price).
3. This is Net Total for this document.

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 66 SQL Financial Accounting

9.2 Purchase Order

1. Select Supplier Code.

2. Select Item Code and enter all the available field (e.g. Description, Qty).
3. This is Net Total for this document.

Optional Module - Deposit Module

4. In the Deposit Paid section enter the all the particular field (e.g. Cash/Bank
Account, Chq No etc).

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 Purchase 67

9.3 Goods Received Note

1. Select Supplier Code.

2. Select Item Code and enter all the available field (e.g. Description, Qty).
3. This is Net Total for this document.

Optional Module - Deposit Module

4. Enter the Deposit Amount (e.g. how much you want the deposit amount to be
allocated to this document).

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 68 SQL Financial Accounting

9.4 Purchase Invoice

1. Select Supplier Code.

2. Select Item Code and enter all the available field (e.g. Description, Qty).
3. This is Net Total for this document.

Optional Module - Deposit Module

4. Enter the Deposit Amount (e.g. how much you want the deposit amount to be
allocated to this document).

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 Purchase 69

9.5 Cash Purchase

1. Select Supplier Code.

2. Select Item Code and enter all the available field (e.g. Description, Qty).
3. This is Net Total for this document.
4. In the Payment Received section enter the particulars

Optional Module - Deposit Module

5. Enter the Deposit Amount (e.g. how much you want the deposit amount to be
allocated to this document).

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 70 SQL Financial Accounting

9.6 Purchase Debit Note

1. Select Supplier Code.

2. Select Item Code and enter all the available field (e.g. Description, Qty, U/Price).
3. This is Net Total for this document.

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 Purchase 71

9.7 Purchase Return

1. Select Supplier Code.

2. Select Item Code and enter all the available field (e.g. Description, Qty, U/Price).
3. This is Net Total for this document.

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Stock

Part

X
 74 SQL Financial Accounting

10 Stock

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 Stock 75

10.1 Maintain Stock Group

Maintain Stock Group allows user to set the default account posting for the particular
group of items.

1. Enter Group Code and Description.

2. Select the GL Account code :
· Select the default Sales Account for the particular group of items. (e.g. where to
Credit if the user issue Invoice or Debit Note).
· Select the default Cash Sales Account for the particular group of items. (e.g. where
to Credit if the user issue Cash Sales).
· Select the default Sales Return Account for the particular group of items. (e.g.
where to Debit if the user issue Credit Note).
· Select the default Purchase Account for the particular group of items. (e.g. where
to Debit if the user enter Purchase Invoice or Supplier Debit Note).
· Select the default Cash Purchase Account for the particular group of items. (e.g.
where to Debit if the user enter Cash Purchase).
· Select the default Purchase Return Account for the particular group of items. (e.g.

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 76 SQL Financial Accounting

where to Credit if the user enter Purchase Return).

10.2 Maintain Stock Item

Maintain Stock Item allows user to set the individual items information.

1. Enter Item Code and Description.

2. Select Item Group (e.g. to which group the particular item for) and enter all the
available fields (e.g. Ref Cost etc)
3. If you have multiple UOM (e.g. sometime you may buy or sell in different sizes eg
Carton or Box) you may specified it here.
4. Select the Tax Type for the particular item (GST Module).
5. Enter the Secondary UOM for the particular item (Secondary UOM Module).
6. Untick Stock Control option if the item is non-controllable item (e.g service charge)
7. Untick Active option if the item is no longer active.

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10.3 Stock Received

1. Enter the Description (will shown in Stock Card).

2. Select Item Code and enter all the available field (e.g. Description, Qty).

Optional Module - Multi Location (Warehouse) Module

3. Select the location for the particular item (e.g. to where the item should in to).

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Optional Module - Project Module

4. Select the Project for the particular item (e.g. for which project the item for).

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 Stock 79

10.4 Stock Issue

1. Enter the Description (will shown in Stock Card).

2. Select Item Code and enter all the available field (e.g. Description, Qty).

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10.5 Stock Transfer

Optional Module - Multi Location (Warehouse) Module

1. Select Item Code and enter all the available field (e.g. Description, Qty, U/Cost).
2. Select the From Location and To Location the following items should move to.

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10.6 Stock Adjustment

1. Enter the Description (will shown in Stock Card).

2. Select Item Code and enter all the available field (e.g. Description, Qty, U/Cost).
Example:
If you currently hold 10 units of Baking Flour, but system shows 0 unit. In stock
adjustment, under QTY, key in 10, so system will add 10 units in.
If you currently hold 10 units of Baking Flour, but system shows 20 units. In stock
adjustment, under QTY, key in -10, so system will deduct 10 units out.

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Tools

Part

XI
 84 SQL Financial Accounting

11 Tools

11.1 Maintain User

Maintain User allows user to maintain the particular access right for the particular User

1. Enter all the available field (e.g. Login Name, Name and Groups).
2. Signature field allow you to load a image signature which can be printed on in the
document eg. Quotation. To load your signature, right click your mouse in the
Signature field and select Load and look for the file.

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 Tools 85

3. To change password, click More. Then click Change Password and enter the new
password.

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 86 SQL Financial Accounting

4. Click Access Right. In access right, you can tick and/or untick which function can or
can't be access by the user.

11.2 Maintain Scripts

Maintain Scripts allows user to maintain the formula or calculation for the data entry.

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 Tools 87

Optional Module - User Defined Script Module

1. Enter the Code and Description.
2. In the Script field you can enter the formula using either Pascal or VB Script.

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 88 SQL Financial Accounting

11.3 Maintain Document Number

Optional Module - Multiple Document Number Set Module

1. Select the Document Type (e.g. Customer Invoice) and enter the Description for the
particular set of document (e.g. Invoice No. with Agent Code).
2. Enter Format * (e.g. the display format for the particular set of number).
3. Frequency allows user to choose how frequent to reset the running number.
4. Output Sample.
Example: Format:- IV-{@mm}%.4d
· IV- Invoice
· {@mm} - current month. (if format is {@dd/mm/yyyy}, (current date 1st Jan 2014) it
will display as 01/01/2014).
· %.4d - decimal point (e.g. %.4d means 4 decimal points).
· {hh:mm:ss} This will display the current system time. (e.g. {hh:mm:ss} and current

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 Tools 89

time is 8:15:30AM, then the will show as 08:15:30.

· If you using the Script field then the Format field will be ignored.

11.4 Maintain Agent

Maintain Agent allows user to maintain the Agent or Salesman name and code.

1. Enter the Agent Code.

2. Description allows you to enter agent's description.

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11.5 Maintain Area

Maintain Area allows user to maintain their Customer or Supplier by Area or Territory

1. Enter the Area Code.

2. Description allows you to enter area's description.

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11.6 Maintain Terms

Maintain Terms allows user to maintain their Customer or Supplier Sales or Purchase
Terms.

1. Enter the Terms Code.

2. Description allows you to enter term's description.

· Due in number of Days - How many days the document due. (e.g. if you set as 60
Days, the document will due on the 60th day from the document date).
· Due on specific day of the month - Which day of the document due. (e.g. if you set
as 2 Month 6 Days the document will due on the 6th of the 2nd month).
· Due in the month end - How many month the document is due. (e.g. if you set as 2
Months mean the document will due at the end of 2nd month).

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 92 SQL Financial Accounting

11.7 Maintain Currency

Maintain Currency allows user to maintain Foreign Currency Customer and Supplier.

Optional Module - Basic Currency Module or Advance Currency Module.

1. Enter all the available field (e.g. Code, Symbol & Description).
2. Enter the we BUY at rate (e.g. the rate when we purchase goods) and we SELL at
rate (e.g. the rate when we sell the goods) fields.
3. Select the color for the particular currency - for display in all the grid layout.

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11.8 Maintain Journal

Maintain Journal allows user to maintain the Account Journal. Normally the system will
auto generate for once you had create a new account book.

1. Enter the Journal Name.

2. Description allows you to enter the specific journal's description.

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11.9 Maintain Payment Method

Maintain Payment Method allows user to maintain Cash and Bank setting e.g. Journal,
Bank charges account and etc.

1. Select the Journal for the particular payment method.

2. Select the Bank Charge Account for the particular payment method.

Optional Module
3. In the Currency field select the currency for the particular payment method
(Advance Currency Module).
4. In the OR Number Set and PV Number Set field select the default set document
number for the particular payment method (Multiple Document Number Set
Module).

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 Tools 95

11.10 Maintain Project

Maintain Project allows user to maintain the project accounting as the branch or
departmental basis.

Optional Module - Project Module

1. Enter the project Code.
2. Description allows you to enter the project' description.
3. Enter the project Value.

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 96 SQL Financial Accounting

11.11 Maintain Style

Maintain Style allows users to decorate their own style for Sales, Purchase and Stock
Entry.

1. Click the Font button and the below dialog will popup and select what type,
style and size of font you prefer and click OK

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Government
Service Tax

Part

XII
 100 SQL Financial Accounting

12 Government Service Tax

12.1 Introduction

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 Government Service Tax 101

12.2 Maintain Tax

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 102 SQL Financial Accounting

12.3 Maintain Customer

1. Click on Sales Tax Tab.

2. Define Customer with specific Tax code.

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 Government Service Tax 103

12.4 Maintain Supplier

1. Click on Purchase Tax Tab.

2. Define Supplier with specific Tax code.

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 104 SQL Financial Accounting

12.5 Invoice

1. Select Customer.
2. Select Item Code and enter all the available field (e.g. Description, Qty).
3. Select Tax Code.
4. Tax Amount from that item.
5. Sub Total displays the final figure including tax.

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 Government Service Tax 105

6. User may still choose different tax code based on item.

7. Tick to include tax with Sub total price, system will auto capture and calculate.

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Report Designer

Part

XIII
 108 SQL Financial Accounting

13 Report Designer
In the SQL Financial Accounting it allows user to customize almost all report except
Financial Report (e.g. Profit & Loss Statement and Balance Sheet Statement) to suit
the user company requirements.
To design the report just click Tools -> Report Designer.
Click on the report you wanted to redesign and click Design.

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 Report Designer 109

13.1 Designer Layout

This report consist 3 parts:

1) Header (Top Part) - Edit information such as Company Logo, Header, Company
name and address and so on.
2) Detail (Middle Part) - To edit this part, you need to click on the "SubRptNorm:
Document_Detail" at the bottom
3) Footer (Bottom Part) - Edit information such as Total Amount, Terms Text,
Signature and so on.

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 110 SQL Financial Accounting

13.2 Usage of Report Designer Toolbar

The following sub-topics will explain the usage of the Report Designer toolbar.
There are including: -

Standard Component Toolbar

Data Component Toolbar

Advance Component Toolbar

Edit Toolbar

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13.2.1 Standard Component Toolbar

The following table will explain the usage of each icon in the Standard
Component Toolbar. This toolbar will assist in creating the most
commonly used report components.

Component Icon Description

Label Used to display text. Assign the Caption
property to control the text value. You can
have the label resize automatically to fit a
changing caption if you set the AutoSize
property to True.
Memo Used to print multiple lines of plain text in a
report. To set the value, assign a string list to
the Lines property. To dynamically resize the
memo during printing, set the Stretch property
to True. Use the ShiftRelativeTo property to
define dynamic relationships with other
stretchable objects.
Rich Text Used to print formatted text. To set the value,
assign the RichText property or use the
LoadFromFile or LoadFromRTFStream
methods. Use the ShiftRelativeTo property to
define dynamic relationships with other
stretchable objects. At design-time you can
use the Report Builder's built-in RTF Editor to
load, modify, and save rich text data stored in
files.
System Variable Used to display common report information
such as page number, page count, print date
and time, date, time, etc. The type of
information displayed is controlled by the
VarType property. The format is controlled by
the DisplayFormat property.
Variable Used for calculations via an Object Pascal
event handler assigned to the OnCalc event or
a RAP event handler assigned to the OnCalc
event. Access the Calculations dialog (via the
speed menu) or the Calc tab of the Report
Designer to code a RAP calculation for this
component.

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Image Used to display bitmaps and windows

metafiles in reports. Assign the Picture
property of this component in order to place an
image in your report. Use the Report
Designer's built-in picture dialog to load
images at design-time
Shape Use this component to print various shapes
(squares, rectangles, circles, ellipses). Set the
Shape property to select a type of shape. Use
the Brush and Pen properties to control the
color and border respectively.
Line Displays single and double lines (either vertical
or horizontal.) Set the Style property to control
whether the line is single or double. Set the
Weight property to control the line thickness in
points. Set the Position property to control
whether the line is vertical or horizontal.
Chart Used to display standard (non-data-aware)
Tee-Charts. This component enables you to
use Tee-Chart inside the Report Designer.
You can access the TeeChart editor via a
popup menu.
Bar Code Used to render bar codes. The string value
assigned to the Data property is encoded
based on the Bar-Code Type. If the data to be
encoded is in a database, use DBBarCode.
The following symbologies are supported:
Codabar, Code 128, Code 39, EAN-13,
EAN-8, FIM A,B,C, Interleaved 2 of 5,
Post-Net, UPC-A, UPC-E.
Check Box Displays a check box using the WingDings
font.

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 Report Designer 113

13.2.2 Data Component Toolbar

The following table will explain the usage of each icon in the Data
Component Toolbar. This toolbar will assist in creating data-aware report
components.

Component Icon Description

DBText Used for displaying values from all types of
database fields. Use the Display Format
property to format the value.
DBMemo Used to print plain text from a memo field of a
database table. This control will automatically
word-wrap the text. Set the Stretch property to
True and the component will dynamically resize
to print all of the text. Use the Shift Relative To
property to define dynamic relationships with
other stretchable objects.
DBRichText Used to print formatted text from a memo or
BLOB field of a database table. This control will
automatically word-wrap the text. Set the Stretch
property to True and the component will
dynamically resize to print all of the text. Use
the Shift Relative To property to define dynamic
relationships with other stretchable objects.
DBCalc Used for simple database calculations (Sum,
Min, Max, Count and Average.) The value can
be reset when a group breaks using the Reset
Group property.
DBImage Used to print bitmaps or windows metafiles,
which are stored in a database BLOB field.
DBBarCode Used to render bar codes based on the Bar
Code Type and the value supplied via the Data
Field property. The following symbologies are
supported: Coda bar, Code 128, Code 39,
EAN-13, EAN-8, FIM A,B,C, Interleaved 2 of 5,
Post Net, UPC-A, UPC-E.

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 114 SQL Financial Accounting

DBChart Allows data-aware TeeCharts to be placed

within a report.
DBCheckBox Displays a check box based on the value of the
field specified in the DataField property. Can be
used with a Boolean field (or any other type of
field via the BooleanTrue, BooleanFalse
properties).

13.2.3 Advance Component Toolbar

The following table will explain the usage of each icon in the Data
Component Toolbar. This toolbar will assist in creating advanced report
components.

Component Icon Description

Region Used to logically group components together.
Use the Shift Relative To property to move the
region in relation to another dynamically resizing
component (such as Memo, Rich Text or
child-type Sub-Report.)
SubReport Used to handle multiple master details, create
side-by-side reporting effects and hook reports
together as one. If you need a report to print
within the context of a band, use a child-type
sub-report. If you need to hook reports together
use a section type sub-report. The Print
Behavior property determines the sub-report
type. Normally the programmers use this
function.
CrossTab Used to present summarized data in a grid
format.

13.2.4 Edit Toolbar

This toolbar will assist in setting the most important property or properties
for the currently selected component.

1. No component selected.

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 Report Designer 115

2. Data-aware component selected.

This configuration allows the data pipeline and data field for the
component to be set. The dropdown list on the left shows the data
pipeline. The drop-down list on the right shows the field name.

3. Label component selected.

Here a label component has been selected in the Report Designer.

The Edit toolbar displays an edit box from which the label's caption can
be set.

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116 SQL Financial Accounting

4. Shape component selected

Here a shape component has been selected in the Report Designer.

The Edit toolbar displays the different
shape types.

5. Line component selected.

This configuration allows you to move the line to the top, bottom, left,
or right within the line's selection
handles.

© 2014 ... eStream Software Sdn Bhd

Appendix

Part

XIV
 118 SQL Financial Accounting

14 Appendix
14.1 Appendix I - SQL Power Report Tools
A typical report box can be seen in all reporting screen in SQL Account. The
parameter (Date, Document No etc) will be different for each reporting needs.

In any report presentation, SQL Account our user can Freely manipulate on
data SORTing & GROUPing any combination in report presentation
Data Sorting : In every reports, the default sorting sequence will be by date.
For instant, if you want your report to sort by <Customer Name> , than
just highlight on <Customer Name>, use arrow key to arrange on the
sequence you. Click on <apply> button.

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 Appendix 119

Data Grouping : Normally the default setting does not group by any
parameter. But if you want your report to group by e.g.. <Customer
Name> , than just check on <Customer Name>, Click on <apply> button
to view result in print preview.

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14.2 Appendix II - SQL Power Grid

How SQL GRID can help you throughout the system :

1) Build-in MS Excel® Style Data Filtering

To activate this function : Click on 'Filter' button under the menu bar.

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 Appendix 121

2) Automatic Sorting Against an Unlimited Number of Columns

All the grid in our system allows you to sort against one or more
columns.
To activate this function : Simply hold your SHIFT key and click on the
column header.

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3) Automatic Runtime Column Selection

You can easily customize the columns visible on-screen with intuitive
drag and drop, just as they can in MS Outlook®.
To activate this function : Right click at the column header, choose
"Field Chooser".

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 Appendix 123

4) Instant Runtime Summaries for All Grouped Nodes and

Summaries Footer
To activate this function : You can summarize information by Right
click at the footer, choose the formula you want.

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124 SQL Financial Accounting

5) Data Grouping
To activate this function : Simply click on the column header which
you wanted to group, drag it and drop it in the Group By Box.

6) Export to external file format (excel, text, jpeg, html etc.)

To activate this function : Right click at the column header, choose
"Grid Export".
7) Drill Down to source documents
To activate this function : Simply double click at the document you
want to drill down.
8) Standard and Extended Multi-Selection Support
To activate this function : Simply hold your CTRL or SHIFT key and
click on the record in the grid.

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9) Save and Load Customise Grid

To activate this function : Right click at the column header, choose
"Save Grid Layout" or "Load Grid Layout".

a) In the Layout Name enter the layout name.

b) Tick "Set this layout as default layout", if you wanted to use as
the default layout.

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10) Incremental Search for each Column

You can instantly locate any information displayed within individual
columns without the need to scroll the entire contents of the grid.
To activate this function : Just click on the column you wanted to
search and start enter your keywords.

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 Appendix 127

11) Change the Column Header Caption

To activate this function : You can instantly change the column
header caption by Right click at the column header, choose "Change
Grid Column Caption".

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 Index 129

Index -E-
Edit Toolbar 114
-A- -F-
Advance Component Toolbar 114
Features 18
Advance Credit Control Module 35
Field Chooser 120
Advance Currency Module 38, 41, 47,
Filter 120
50, 92, 94
footer 120
-B- -G-
Bank Reconcilation 28
General Ledger 22
Basic Currency Module 24, 37, 38, 39,
40, 41, 42, 45, 46, 47, 48, 49, 50, 51, 55, Goods Received Note 67
56, 57, 58, 59, 60, 61, 65, 66, 67, 68, 69, Grid Export 120
70, 71, 92 Group By Box 120
Basic Currency Module) 35
-I-
-C- Installation 6
Cash Book Entry 24 Invoice 58
Cash Purchase 69
Cash Sales 59 -J-
Change Grid Column Caption 120 Journal Entry 26
Credit Note 61
Customer Contra 42, 51 -L-
Customer Credit Note 40
Load Grid Layout 120
Customer Debit Note 39, 48
Customer Invoice 37 -M-
Customer Payment 38
Maintain Account 23
Customer Refund 41, 50
Maintain Agent 89
-D- Maintain Area 90
Maintain Budget 32
Data Component Toolbar 113, 114
Maintain Currency 92
Debit Note 60
Maintain Customer 35
Delivery Order 57
Maintain Document Number 88
Deposit Module 56, 57, 58, 59, 66, 67,
Maintain Journal 93
68, 69
Maintain Payment Method 94
Maintain Project 95

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Maintain Scripts 86
Maintain Stock Group 75 -R-
Maintain Stock Item 76 Report Designer 108
Maintain Stock Value 31
Maintain Style 96 -S-
Maintain Supplier 45 Sales Order 56
Maintain Tax 101 Sales Tax Module 76
Maintain Terms 91 Save Grid Layout 120
Maintain User 84 Search 120
Multi Location (Warehouse) Module 55, Secondary UOM Module 76
56, 57, 58, 59, 60, 61, 65, 66, 67, 68, 69,
Set this layout as default layout 120
70, 71, 77, 79, 80, 81
sort 120
Multiple Document Number Set Module
88, 94 Standalone Installation 7
Multiple Pricing Module 35, 45 Standard Component Toolbar 111
multiple UOM 76 Stock Adjustment 81
Stock Issue 79
-N- Stock Matix Module 76
Network Installation 10 Stock Matrix Module 76
Stock Received 77
-O- Stock Transfer 80
Supplier Contra 51
Opening Balance 27
Supplier Credit Note 49
Opening Bank Reconciliation... 28
Supplier Debit Note 48
-P- Supplier Invoice 46
Supplier Payment 47
Password 10
Supplier Refund 50
Product Registration 16
System Requirements 3
Project Module 27, 31, 32, 55, 56, 57,
58, 59, 60, 61, 65, 66, 67, 68, 69, 70, 71,
77, 79, 81, 95
-U-
Purchase Debit Note 70 User Defind Script Module 76, 86
Purchase Invoice 68 User Defined Script Module 76
Purchase Order 66 User Name 10
Purchase Request 65
Purchase Return 71

-Q-
Quotation 55

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