Quick & Tech Software Center SQL Account Training Guide

SQL ACCOUNT
TRAINING GUIDE

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Quick & Tech Software Center SQL Account Training Guide
Contents
1 Getting Started SQL Account System....................................................................................................................... 6
1.1 How to set Financial Period & System Conversion Date ................................................................................. 6
1.2 Setting of Company Profile............................................................................................................................... 8
2 Master Data Creation ................................................................................................................................................ 9
2.1 General Ledger (Maintain Chart of Account) ................................................................................................... 9
2.1.1 Creating a New Account ........................................................................................................................... 9
2.1.2 Creating a Sub Account .......................................................................................................................... 10
2.2 Maintain Customer.......................................................................................................................................... 11
2.2.1 General (Maintenance) ............................................................................................................................ 11
2.3 Maintain Supplier............................................................................................................................................ 13
2.4 Maintain Stock Group ..................................................................................................................................... 13
2.5 Maintain Stock Item ........................................................................................................................................ 14
3 Sales & Purchase..................................................................................................................................................... 18
3.1 Purchase Order ................................................................................................................................................ 18
3.2 Purchase Goods Received ............................................................................................................................... 20
3.3 Purchase Invoice ............................................................................................................................................. 21
3.4 Sales Quotation ............................................................................................................................................... 23
3.5 Sales Order ...................................................................................................................................................... 24
3.6 Sales Delivery Order ....................................................................................................................................... 26
3.7 Sales Invoice ................................................................................................................................................... 26
3.8 Sales Cash Sales .............................................................................................................................................. 27
3.9 Sales Credit Note ............................................................................................................................................ 29
3.10 Sales Cancelled Note (required partial delivery module) ............................................................................... 29
4 Customer & Supplier .............................................................................................................................................. 31
4.1 Customer Invoice ............................................................................................................................................ 31
4.2 Customer Payment .......................................................................................................................................... 32
4.2.1 Local Bank Payment ............................................................................................................................... 32
4.2.2 Post Dated Cheque .................................................................................................................................. 33
4.2.3 Bounced Cheque ..................................................................................................................................... 34
4.3 Customer Credit Note ..................................................................................................................................... 35
4.4 Customer Refund ............................................................................................................................................ 37
4.5 Customer Contra ............................................................................................................................................. 38
5 General Ledger........................................................................................................................................................ 43
5.1 Opening Balance ............................................................................................................................................. 43
5.1.1 General Ledger........................................................................................................................................ 43

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5.1.2 Customer and Supplier ............................................................................................................................ 43
5.1.3 Stock Value ............................................................................................................................................. 44
5.1.4 Bank Reconciliation ................................................................................................................................ 44
5.2 Journal Entry ................................................................................................................................................... 45
5.3 Cash Book Entry ............................................................................................................................................. 46
6 Inventory ................................................................................................................................................................. 48
6.1 Stock Received:............................................................................................................................................... 48
6.2 Stock Issue: ..................................................................................................................................................... 48
6.3 Stock Adjustment / Stock Take:...................................................................................................................... 49
7 Reports .................................................................................................................................................................... 52
7.1 General Ledger Report .................................................................................................................................... 52
7.1.1 Balance Sheet .......................................................................................................................................... 52
7.1.2 Profit & Loss Statement .......................................................................................................................... 52
7.1.3 Trial Balance ........................................................................................................................................... 53
7.1.4 Ledger Report ......................................................................................................................................... 53
7.2 Customer Report ............................................................................................................................................. 55
7.2.1 Customer Aging ...................................................................................................................................... 55
7.2.2 Customer Statement ................................................................................................................................ 55
7.2.3 Customer Due Document Listing............................................................................................................ 56
7.2.4 Customer Analysis By Document ........................................................................................................... 60
7.3 Sales Report .................................................................................................................................................... 61
7.3.1 Sales Document Listing .......................................................................................................................... 61
7.3.2 Outstanding Sales Document Listing (Require Partial Delivery Module) .............................................. 62
7.3.3 Sales Price History .................................................................................................................................. 64
7.3.4 Profit & Loss by Document .................................................................................................................... 65
7.3.5 Yearly Sales Analyse .............................................................................................................................. 66
7.4 Inventory Report ............................................................................................................................................. 67
7.4.1 Stock Card:.............................................................................................................................................. 67
7.4.2 Stock Card Qty:....................................................................................................................................... 67
7.4.3 Stock Month End Balance:...................................................................................................................... 68
7.4.4 Stock Reorder Advice: ............................................................................................................................ 68
8 Tools ....................................................................................................................................................................... 70
8.1 Maintain User.................................................................................................................................................. 70
8.1.1 User Access Right ................................................................................................................................... 70
8.2 Maintain Document Number .......................................................................................................................... 71
8.3 Maintain Acceptable Transaction Date ........................................................................................................... 72

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8.3.1 Override Acceptable Transaction Date ................................................................................................... 73
8.4 Maintain Form Mode ...................................................................................................................................... 75
8.4.1 Form Mode VS User ............................................................................................................................... 78
8.5 Maintain Terms ............................................................................................................................................... 78
8.6 Maintain Currency .......................................................................................................................................... 80
8.7 Maintain Payment Method .............................................................................................................................. 81
8.8 Maintain Project (Required Project Module) .................................................................................................. 82
8.9 Maintain Tax ................................................................................................................................................... 88
9 SQL Control Center (DIY Field) ............................................................................................................................ 89
9.1.1 Header Field ............................................................................................................................................ 91
9.1.2 Item Field ................................................................................................................................................ 93
10 Pro Package Inclusive module(s) ........................................................................................................................ 95
10.1 Stock Price Tag Module:................................................................................................................................. 95
10.2 Multi Currency Module : ................................................................................................................................ 98
10.3 Project Module : ............................................................................................................................................ 101
10.4 Advance Credit Control ................................................................................................................................ 107
10.5 Landing Cost Module: .................................................................................................................................. 108
11 Advance Currency module................................................................................................................................ 111
12 Data Import ....................................................................................................................................................... 116
12.1 Import from MYOB ...................................................................................................................................... 116
12.2 Import from Excel ......................................................................................................................................... 123
12.2.1 Import Maintain Customer .................................................................................................................... 124
12.2.2 Import Maintain Supplier ...................................................................................................................... 126
12.2.3 Import Stock Group .............................................................................................................................. 126
12.2.4 Import Stock Item ................................................................................................................................. 128

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Getting Started SQL Account System

1.1 How to set Financial Period & System Conversion Date

http://www.sql.com.my/video/sqlacc_tutorial/09-13_Financial_Period.mp4

Step 1: Tools | Options

Once you setup your Financial Start Period & System Conversion Date
it is not easy to change it again. It is set only once when you create a
NEW database.

Step 2: Select General Ledger

Step 3: Select Financial Start Period & System Conversion Date

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Situation 1:

My financial period starts on 1st January every year, I start using SQL from 1/1/2015.

Financial Start Period = 1/1/2015 System Conversion Date = 1/1/2015

Situation 2:

My financial period starts on 1st January every year, I start using SQL from 1/4/2015.

Financial Start Period = 1/1/2015 System Conversion Date = 1/4/2015

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1.2 Setting of Company Profile

Step 1: File | Company Profile

Step 2: Select Report Header

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2 Master Data Creation

2.1 General Ledger (Maintain Chart of Account)

http://www.sql.com.my/video/sqlacc_tutorial/03-01_GL_Chart_of_Account.mp4

2.1.1 Creating a New Account

Step 1: Select GL | Maintain Account | Select category (e.g. Fixed Assets) | New

Step 2: Enter the GL Code and Description (alphanumeric characters are acceptable)

Step 3: Check the Special Account Type if applicable, e.g. the account is belonging to Accumulated Deprn Account
(Fixed Assets)

Step 4: Click OK. Your new account is now created.

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2.1.2 Creating a Sub Account

Step 1: Point to the parent account (e.g. Cash at Bank)

Step 2: Follow the same steps from 2.1.1 Create New Account

You are allow to create an unlimited level of sub

accounts. Just point to any account, and add a sub or
sub-sub account to it.

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2.2 Maintain Customer

http://www.sql.com.my/video/sqlacc_tutorial/04-01_Maintain_Customer.mp4

There are 4 main tabs under Maintain Customer, let’s look at them

2.2.1 General (Maintenance)

Create New Customer

Step 1: Customer | Maintain Customer | New

Step 2: Enter the customer’s name and other information accordingly.

Step 3: You can categorize your customers into different groups, e.g. Category, agents, area

Step 4: You can also insert more than one billing / delivery addresses (unlimited)

Step 5: There are different options for viewing a customer aging and customer statement

Customer Statement Customer Aging

Brought Forward: Summary Statement Invoice Date: based on IV Date

Open Item: Detail Statement Due Date: Based on after due date
(terms)

Customer Code is auto-generated by

system; it is based on the first letter of
the company name you choose.

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For step 3, how do you create your new agent/ area? Refer to the step below:

1. Click on “…” button to maintain agent

2. New
3. Insert Code & Description

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2.3 Maintain Supplier

Maintain Supplier it’s just a mirror of Maintain Customer, please refer to 2.2 Maintain Customer.

Additional features: GIRO (beta version)

http://www.sql.com.my/document/sqlacc_docs/PDF/13-05-GIRO_SupplierPayment.pdf

2.4 Maintain Stock Group

Allows the user to set default account posting for the a particular group of items.

http://www.sql.com.my/video/sqlacc_tutorial/08-01_Maintain_Stock_Item.mp4

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Step 1: Stock | Maintain Stock Group | New

Step 2 : Update Code, Description

and Costing Method.

Step 3

Step 2: You can enter your code and description; you can also assign your costing method e.g. FIFO, Weighted
Average & Fixed Cost.

Step 3: Assign the account accordingly to sales, cash sales, sales return, purchase, cash purchase and purchase return.

In this case, you can create a different stock group for

a different costing method, to apply on a different item
code.

2.5 Maintain Stock Item

Allows user to maintain an item or service that you provide for your business.

http://www.sql.com.my/video/sqlacc_tutorial/08-01_Maintain_Stock_Item.mp4

Step 1: Stock | Maintain Stock Item | New.

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Step 2

Step
3&4

Step 5

Step
6

Step 7

Step 2: You can enter your code and description.

Step 3: You can assign your item to a group (see 2.4 Maintain Stock Group to create a new group)

Step 4: You can insert Base UOM as default / smallest unit of measurement. Ref Cost and Ref Price are used as
default purchase and sales price.

Step 5: We categorize Reorder Level, Reorder Qty and Lead Time as one group. The settings here; allow you to
pre-set all these details, so that if the stock quantity drops to the reorder level, report is generated as a reminder to
reorder.

Reorder Level = When stock balance drops to a certain level, system will be able to prompt you to re-order
your stock
Reorder Qty = The quantity you wish to reorder when you print reorder advice report
Lead Time = The number of days required for your stock item to arrive.
Output Tax = Default output tax code for an item (only need to define if different from the system default
output tax in Tools | Option | Customer)
Input Tax = Default input tax code for an item (only need to define if different from the system default output
tax in Tools | Option | Supplier)

Step 6: You can set MIN PRICE, so that your sales personnel won’t sell below min price.

Step 7: Multiple UOM purpose is useful for different packaging, as illustrated by the scenario below:

Scenario A:

I am selling blue pens, blue pens haves different packaging, I can sell by pcs, by box or by carton. Now, I can pre-set
them this way:

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As you can see above, I have different Units of Measurement (UOM) and different rates,

Base Rate = PCS = 1

Box = 10 PCS
Carton = 24 PCS

Step 8: Batch update Tax code

8.1 highlight certain / all item by select on first row of Item + press on keyboard shift button + select on last row of
item you (this function is to highlight certain item) | right click on any highlighted item & select batch edit value .

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8.2 Choose batch update Output Tax or Input Tax or both by checked on the box & choose Tax Rate | Press ok Button.

8.4 Click Yes to continue update.

8.5 Click OK.

You can also call you Input Tax & Output tax on browse screen by click on field chooser & as you can see the last 3
item highlighted had updated Output Tax.

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3 Sales & Purchase
3.1 Purchase Order
Step 1: Purchase | Purchase Order | New

Step 2: Select Supplier

Step 3a: Insert Item Code and details (e.g. Qty, Unit Cost)

Tips: You can navigate the search column by using the “TAB” button
on your keyboard. It will apply to all drop down tables.

Step 3b: Click on the show/hide/move column icon to customize your column layout.

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Step 3c: If you want to key in for a discount amount, you may tick the discount field by following step 3b and update
the discount field. You can key in multiple levels of discount as shown by the picture attached.

Step 4: After updating, click Save.

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Step 5: To preview the report, you may click on the preview button and select the format you wish to print.

3.2 Purchase Goods Received

Step 1: Purchase | Goods Received | New

Step 2: Select Supplier Code

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Step 3: Right Click on G/R Note title, select Transfer from Purchase Order, tick the document that you wish to
transfer

After clicking Transfer From Purchase Order, your item will

be displayed in GREEN.

Step 4: Save the Goods Received Note

Once you save the Goods Received Note, the system will
automatically update the stock quantity and costing.

3.3 Purchase Invoice

Step 1: Purchase | Purchase Invoice | New

Step 2: Select Supplier Code

Step 3: Right Click on Purchase Invoice title, select Transfer from Goods Received, tick the document that you
wish to transfer

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Step 4: Save the Purchase Invoice
nt

Please remember that if you have keyed-in purchase goods received, make sure that
you transfer it to Purchase Invoice or else your stock costing and quantity will be
updated twice.

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3.4 Sales Quotation

http://www.sql.com.my/video/sqlacc_tutorial/06-01_Sales_Quotation.mp4
Step 1: Sales | Quotation | New

Step 2: Select Customer Code

Step 3: Insert the item that is requested by the customer, and you can estimate your profit & loss in this transaction by
checking on Profit Estimator

Step 4: After everything is keyed in correctly, save the Sales Quotation

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Step 5: Preview the report and you can print or export it into PDF/ Email/ RTF(Microsoft Word)/Excel or others.

3.5 Sales Order

http://www.sql.com.my/video/sqlacc_tutorial/06-02_Sales_Order.mp4

Step 1: Sales | Sales Order | New

Step 2: Select Customer Code

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Step 3: Right Click on Sales Order title, select Transfer from Quotation. You can either transfer the whole
quotation or only part of the quotation document (*Partial Delivery Module requested)

Step 4 : You can also check your sales price history for this customer by press on your keyboard Shift + Ctrl + S .

4.2 You can also highlight on others item to search others item price history.

4.1 Here is your price history for ALPHA & BETA on ANTENA item

Step 5: Save the Sales Order.

For additional reports showing outstanding sales orders, you can access Sales |
Print Outstanding Sales Document Listing, and select Sales Order to view.
This also applies to other sales documents.

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3.6 Sales Delivery Order

Step 1: Sales | Delivery Order | New

Step 2: Select Customer Code

Step 3: Right Click on D/Order title, select Transfer from Sales Order.

Step 4: Save the Delivery Order.

Once the delivery order is saved, the stock will be deducted.

3.7 Sales Invoice

http://www.sql.com.my/video/sqlacc_tutorial/06-04_Sales_Invoice.mp4

Step 1: Sales | Invoice | New

Step 2: Select Customer Code

Step 3: Right Click on Invoice title, select Transfer from Delivery Order.

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Step 4: Save the Invoice.

3.8 Sales Cash Sales

Step 1: Sales | Cash Sales | New

Step 2: Select Customer Code

Step 3: Insert item and Save the Cash Sales.

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Step 4: When saving, the system will prompt a Payment/ Change dialog box

Key in the figure you received accordingly. If you received a cheque, you
may also key in the cheque number under the Chq No column.

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3.9 Sales Credit Note

http://www.sql.com.my/video/sqlacc_tutorial/06-07_Sales_Credit_Note.mp4

Step 1: Sales | Credit Note | New

Step 2: Select Customer Code

Step 3: Right Click on Credit Note title, select Transfer from Sales Invoice/ Cash Sales.

Step 4: Save the Credit Note.

3.10 Sales Cancelled Note (required partial delivery module)

Sales Cancelled Note is used for the cancelling of any outstanding Sales Order.

Step 1: Sales | Sales Cancelled Note | New.

Step 2: Right Click on the Cancelled Note title, select Transfer from Sales Order; (in Sales Cancelled Note, items
can only be inserted by transferring from Sales Order)

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Step 3: You can choose to transfer the sales order either by the whole document or partially.

Step 4: Save the Cancelled Note.

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4 Customer & Supplier
4.1 Customer Invoice
The difference between Customer Invoice and Sales Invoice:

Customer Invoice shows only the accounts code and does not show Qty / Unit Price.

Sales Invoice is linked to the stock and account modules. Hence, we advise users who need to key in
stock items to use Sales Invoice. Once the information in the Sales Invoice is updated, the information
in the Customer Invoice will automatically be updated by the system.

Customer Invoice

Sales Invoice

Create a new Customer Invoice?

Step 1: Customer | Customer Invoice | New

Step 2: Select Customer Code | insert transaction and amount

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Step 3: Save

4.2 Customer Payment

4.2.1 Local Bank Payment

http://www.sql.com.my/video/sqlacc_tutorial/04-03a_Customer_Payment_Local_Payment.mp4

Step 1: Customer | Customer Payment | New

Step 2: Select your Customer

Step 3: Select the bank for your account and cheque no if applicable

Step 4: Key in the customer payment amount

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Step 5: Tick the corresponding invoice/debit note to be knocked off

4.2.2 Post Dated Cheque

Step 1: Search for the payment that you want to edit, click on Edit, right click on Customer Payment, you will see Set
Posting Date

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4.2.3 Bounced Cheque

Step 1: Search for the payment that you want to edit, click on Edit, right click on Customer Payment, you will see
Bounced Status

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After bounced, system will auto revert the payment out, you can view your ledger.

4.3 Customer Credit Note

If the situation involves return stock from customer, please do Sales Credit Note.

Step 1: Customer | Customer Credit Note

Step 2: Edit | Click Yes

Step 3: Knocked off accordingly.

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If it does not involve with returned stock, e.g. discount given with

Step 1: Customer | Customer Credit Note

Step 2: New | Select Customer | Select GL Account | Amount

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Step 3: Knocked off accordingly.

4.4 Customer Refund

You can use this document to refund a customer. You can knock off with Customer Payment or Credit Note which
have unapplied amounts.

Step 1: Customer | Customer Refund.

Step 2: Update the information accordingly.

Step 3: Knock off the payment or credit note and save.

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4.5 Customer Contra

If you have a customer who is also a supplier, you may want to offset the outstanding customer and supplier invoices.
This is known as a contra entry. You can offset the two invoices by using Customer Contra and Supplier Contra. This
means that when you record the invoices as being paid, it will not affect your current bank account balance.

Scenario:
If you have an outstanding sales invoice for RM200 and a purchase invoice for RM150 for the same customer
or company, the actual amount owed to you is RM50 and the contra entry amount is RM150.

Step 1: Tools | Options.

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Step 2: General Ledger | Make sure you have assigned a contra account.

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Step 3: Customer | Customer Contra | Click New.

Step 4: Select Customer Code and key-in the contra amount.

Step 5: Knock off the corresponding invoice and Save.

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Step 6: Go to Supplier | Supplier Contra.

Step 7: You will realize that the SAME transaction will appear at Supplier Contra Screen, you just have to EDIT
the supplier contra.

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Step 7: After Editing you need to update the supplier contra info accordingly and knock off the outstanding
invoices of supplier.

Step 8: Save the Supplier Contra.

Make sure the contra number is the same as the customer contra number.

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5 General Ledger
5.1 Opening Balance
http://www.sql.com.my/video/sqlacc_tutorial/03-04_GL_Opening_Balance.mp4
5.1.1 General Ledger
Step 1: GL | Maintain Opening Balance

Step 2: Highlight the account that you wish to key in as opening balance, and click Edit.

Step 3: Insert the figure in local Dr or local Cr. Then Save.

Step 4: Make sure the Dr and Cr figures tally

5.1.2 Customer and Supplier

Step 1: Customer(Supplier) | New

Step 2: Set the Date (before system conversion date)

Step 3: Key in only the outstanding amount.

Step 4: The words “Past Invoice” must appear; (they will not appear if the inserted date is after system conversion
date) Click Save.

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5.1.3 Stock Value

Step 1: GL | Maintain Stock Value| Edit

Step 2: Set the year

Step 3: Insert the Opening Balance

5.1.4 Bank Reconciliation

Step 1: GL | Bank Reconciliation | New

Step 2: Right click, to see Opening Bank Reconciliation

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Step 3: Set the Date (before System Conversion Date)

5.2 Journal Entry

http://www.sql.com.my/video/sqlacc_tutorial/03-03_JournalEntry.mp4

Step 1: GL | Journal Entry

Step 2: Key in your double entry

Step 3: Click on Save (both Dr & Cr are tally before you are allowed to save)

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5.3 Cash Book Entry
http://www.sql.com.my/video/sqlacc_tutorial/03-02_Cash_Book.mp4

Cash book entry is normally used for a non-customer/ supplier payment or receipt e.g. payment for salaries, utilities
etc.

Step 1: GL | Cash Book Entry | New (choose between Payment Voucher or Official Receipt)

Step 2: Insert Payable Name | Select GL Code /Tax /Amount

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6 Inventory
6.1 Stock Received:
Allows user to increase stock quantity without purchasing. It is normally used when you have assembled or
manufactured finished goods. Just key-in the item code, quantity IN and cost that you want.

Step 1: Stock | Stock Received | New.

6.2 Stock Issue:

Allows user to decrease stock quantity without selling. It is normally used when you consume raw material during
assembly or when manufacturing finished goods or even sometimes for internal usage. Just key-in the item code,
quantity OUT and cost and you may also click on the Update Cost, then the system will auto-detect the actual costing
base on your document date.

Step 1: Stock | Stock Issue | New.

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6.3 Stock Adjustment / Stock Take:
Allows user to key-in quantity in and quantity out from the system, just like a combination of stock received and stock
issue. Normally used for stock take purposes. (Stock | Stock Adjustment | New)

http://www.sql.com.my/video/sqlacc_tutorial/GST-03_StockTax.mp4

How SQL System can help during Stock Take?

Step 1 & 2: Click on Stock then choose Print Stock Physical Worksheet.

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Step 3: Filter by date, stock group or others information that you want to do for the stock take, please make sure
that you choose the correct location and batch if you have these two modules.

Step 4: Click on Apply and Preview.

Step 5: Print out the “Stock Take Sheet” for stock keeper. The stock keeper should manually fill in the actual
quantity into the “physical qty” column.

Step 6: After complete updating the stock take report, click on Stock | Stock Adjustment | and drag out Book Qty
and Physical Qty.

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Step 7: Repeat Steps 1 & 2 to display the Stock Physical Worksheet again, opening 2 windows simultaneously,
“stock adjustment” and “stock physical worksheet”, then click on Window | Tile Vertical.

Step 8: Click on the first item in Stock Physical Worksheet, press on Ctrl + A on the keyboard to select all items.
Then Drag & Drop into Stock Adjustment.

Step 9: Based on the stock keeper’s Stock Take Report, fill in the actual physical quantity in your warehouse into
the Stock Adjustment Physical Qty column, the system will calculate the variance based on the Book Qty and apply a
correction to the Qty column.

Book Qty = Quantity that is recorded in system.

Physical Qty = Actual Quantity at your warehouse.
Qty = Variance between Physical and Book Quantity, system will auto-adjust then update
accordingly. (Physical Qty – Book Qty)

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7 Reports
7.1 General Ledger Report
7.1.1 Balance Sheet
Go to GL | Print Balance Sheet

Step 1: Select your date

Step 2: Choose your preferred format

Step 3: “Show Up to Level” under Option refer to the depth of sub-accounts in your Maintain Chart of Account, the
higher the value, the more level of detail will be shown.
Step 4:
a. Use second description – use second description which is controlled at GL | Maintain Chart of Account
b. Zero Balance Account – choose to show accounts in the report even if their amount is 0.
c. Display Trade Debtor/Creditor in Details – show per customer account in detail

Step 5:
a. Print Sub Account Only – Select a certain account to view
b. Print Project Comparison – you are allowed to view your report by project (project module requested)
c. Show Column Options – you can preset setting as attached

Step 6: Apply

7.1.2 Profit & Loss Statement

Go to GL | Print Profit and Loss Statement

Step 1: Select your date

Step 2: Choose your preferred format

Step 3:
a. Use second description – use second description which is maintained under GL | Maintain Chart of Account
b. Zero Balance Account – choose to show accounts in the report even if their amount is 0
Step 4:
a. Print Sub Account Only – Select a certain account to view
b. Print Manufacturing Account – you are only allowed to view manufacturing account if you have set it up under
Maintain Chart of Account
c. Print Project Comparison – you are allowed to view your report by project (project module requested)

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d. Show Column Options – refer Balance Sheet
Step 5: Apply

7.1.3 Trial Balance

Go to GL | Print Trial Balance

Step 1: Select your date

Step 2: Filter by project, area, agent (optional)

Step 3: Tick whether you want to view General Ledger, Sales Ledger(Customer) or Purchase Ledger (Supplier)

Step 4:
a. Use second description – use second description is which maintained under GL | Maintain Chart of Account
b. Zero Balance Account – choose to show accounts in the report even if their amount is 0
Step 5: Apply

7.1.4 Ledger Report

Go to GL | Print Ledger Report

Step 1: Select your date

Step 2: Filter by account, project, area, agent (optional)

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Step 3: Tick whether you want to view General Ledger, Sales Ledger(Customer) or Purchase Ledger (Supplier)

Step 4: System can generate by group and give you a summary of each group (group/sort by)

Step 5:
a. Merge GL Code for same document – if you have the same account in one single transaction, the system will
automatically merge, if you want to separate the account code for the same document, please un-tick.
b. Exclude Project when merging – exclude project when merge GL Account.
c. Use second description – use second description which is maintained under GL | Maintain Chart of Account
d. Include Zero Closing Balance – choose to show accounts in the report even if their amount is 0
e. Include Zero Transaction – choose to show accounts in the report even if there are 0 transactions.
f. Local Currency & Foreign Currency – If you have foreign currency transactions, you can tick the foreign
currency so that the system will show the figures in foreign currency compare versus local currency.

Step 6: Apply.

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7.2 Customer Report
7.2.1 Customer Aging
Step 1: Customer | Print Customer Aging | Filter Aging Date

Step 2: Choose your preferred report format options.

Step 3: You can select either 4 months, 6 months or 12 months aging

Step 4: Click on Apply

7.2.2 Customer Statement

Step 1: Customer | Print Customer Statement | Set Date Range

Step 2: Choose your preferred options.

a. Default Statement Type – The default Setting preset under Maintain Customer
b. Open Item Statement – Show all outstanding transaction row by row
c. Brought Forward Statement – Show outstanding amount from previous months as a lump-sum

Step 3: You can select either 6 months or 12 months’ statement

Step 4: Click on Apply

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1.Always filter the date range within the current month.

2. You can preview the report with print, send/ email to customer.

7.2.3 Customer Due Document Listing

In this report, you can print a reminder letter to remind customers of outstanding amounts.

Step 1: Filter by Date, Document (Invoice, Debit Note, Credit Note, Contra)

Step 2: Overdue or Undue document.

Step 3: System can generate by group and give you a summary on each group (group/sort by)

Step 4: Apply.

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Step 5: If you want to print a reminder letter, make sure you tick the customer code under “group / sort by” and
Apply.

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Step 6: Preview the report and you will see Cust Overdue Letter, choose your preferred format.

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7.2.4 Customer Analysis By Document

This report is used to analyse all customer documents in one report. You can check total Invoice, Credit Note, Debit
Note, Payment and the rest of the document amount.

Step 1: Customer | Customer Analysis By Document

Step 2: Filter by Document Date and any others optional field to display.

Step 3: Apply.

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7.3 Sales Report
7.3.1 Sales Document Listing
Go to Sales | Print Sales Document Listing

Step 1: You can filter which type of document you want: e.g, Sales Quotation /Sales Order/ Deliver Order/ Invoice
Listing

Step 2: Filter by date, if left untick means all periods will be shown

Step 3: Filter area by pipelines (It’s optional)

Step 4: System can generate by group and can give you a summary on each diff group (group/sort by)

Step 5: Click Apply to generate, whenever you change any setting under Step 3 or 4, please redo by clicking Apply

7.3.1.1 Export report into Excel

Step 1: Right click on any title bar

Step 2: Click on Grid Export | Export to Excel.

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7.3.1.2 Batch Printing Invoices

If you want to print out entire month invoices by batch and into a page-by-page format,

Step 1: Sales | Print Sales Document Listing.

Step 2: Tick “Print Document Style”

http://www.sql.com.my/video/sqlacc_tutorial/06-04b_Batch_Print_Invoices.mp4

Remember to tick Print Document Style

7.3.2 Outstanding Sales Document Listing (Require Partial Delivery Module)

This report can help you check the transfer document’s info, such as the amount of outstanding items for the particular
document and; which invoices the DO have been transferred to.

Step 1: Sales | Print Outstanding Sales Document Listing.

Step 2: Filter the information that you want and apply.

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Step 3:
a. Print Outstanding Item – to check outstanding items which have not yet been transferred.
b. Print Fulfilled Item – to check those documents which have been fully transferred and transferred to which
document.
c. Include cancelled documents – tick to show cancelled documents in the report.
d. Outstanding SO & PO – to check the number of outstanding items from sales order and purchase order
e. Transfer Doc Date Follow Filtered Date – tick this if you want the document transfer date (e.g. transfer document
Sales Order to Invoice both will followed filtered date.

Step 4: Apply.

Step 5: If you want to know where this document has already been transferred to, you just Preview the report.

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7.3.3 Sales Price History

Go to Sales | Print Sales Price History

This report is useful for user that they want to print out analyse on item selling price, with this report you can easily

trace price history from different source of document.

Step 1: Filter by date, if left untick means all periods will be shown

Step 2: Filter Customer, Agent, Area, Item by pipelines (It’s optional, if blank mean ALL result will be shown)

Step 3: You can filter which type of document you want: e.g, Sales Quotation /Sales Order/ Deliver Order/ Invoice

Step 4: System can generate by group and can give you a summary on each diff group (group/sort by)

Step 5: Click Apply to generate, whenever you change any setting under Step 2, 3 or 4, please redo by clicking Apply

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Step 4

Step 3
Step 1 & 2
Step 5

7.3.4 Profit & Loss by Document

Go to Sales | Print Profit & Loss by Document

This report you can use it for view item cost with real time costing, item selling price and how much of your profit

base on the selling price that you offer, together with profit margin.

Step 1: Filter by date, if left untick means all periods will be shown

Step 2: You can filter which type of document you want: e.g, Deliver Order/ Invoice /Cash Sales/ Debit Note/
Credit Note

Step 3: Filter Customer, Agent, Area, Item by pipelines (It’s optional, if blank mean ALL result will be shown)

Step 4: System can generate by group and can give you a summary on each diff group (group/sort by)

Step 5: Click Apply to generate, whenever you change any setting under Step 2, 3 or 4, please redo by clicking Apply

With Sales Tax: if ticked, your selling price will be captured amount included tax instead of amount before Tax.

Use ref Cost: if ticked, system will captured ref cost based on maintain stock item instead of your real cost based on
your costing method.

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Step 1, 2, 3
Step 4

Step 5

7.3.5 Yearly Sales Analyse

Go to Sales | Print Yearly Sales Analysis

This report can help you to analysis sales over the last 12 months as well as the trend of sales for each of the client /
stock item.

Step 1: Filter by date, if left untick means all periods will be shown

Step 2: Filter Customer, Agent, Area, Item by pipelines (It’s optional, if blank mean ALL result will be shown)

Step 3: System can generate by group and can give you a summary on each diff group (group/sort by)

Step 4: Click Apply to generate, whenever you change any setting under Step 2, 3 or 4, please redo by clicking Apply

With Output Tax: if ticked, your selling price will be captured amount included tax instead of amount
before Tax.

In Foreign Currency: this report default will convert all the figure to local currency, if you have any
foreign customer wish to display the figure in foreign currency, may ticked on this option.

Include zero balance: display all customer include zero balance’s customer.

Amount & Qty: result display in Amount or Qty or Both

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Step 1 &Center
2 SQL Account Training Guide

Step 3

Step 4

7.4 Inventory Report

A subsidiary report where each individual movement of stock is recorded, including stock movements from Purchases,
Sales and Returns.

7.4.1 Stock Card:

Step: Stock | Print Stock Card | Apply.

7.4.2 Stock Card Qty:

Same purpose with stock card but stock card qty is without costing and pricing, this is useful for customers who want
to block specific users from viewing stock costing.

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Step: Stock | Print Stock Card Qty | Apply.

7.4.3 Stock Month End Balance:

The Monthly Stock Balance Report summarizes the stock balances of the participant as of a
calendar month end. The report also shows the monthly custody fee charged for each stock.

Step: Stock | Print Stock Card Qty | Apply.

You may get the final figure from here and then
update at accounting stock value so that P&L and
Balance Sheet Report will capture.

7.4.4 Stock Reorder Advice:

This report is to show reorder advice according to stock level, normally used to trace pending Purchase Orders and
Sales Orders. You may compare as seen below:

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Step: Stock | Print Stock Reorder Advice | Apply.

VS

P/S: This report item code will only display when a

particular item qty reaches the reorder level,
otherwise the item will not show in the list.

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8 Tools
8.1 Maintain User
Step 1: Select Tools | Maintain User | New

Step 2: Enter the Code and Name (both can be the same e.g. Code = ALI, Name = ALI)

Step 3: Click on More Options and look for Change Password.

Step 4: Click Save. Your new user account is now created.

SQL User license is per concurrent basis (i.e. how many users can login to the system at the same time). This mean
that if you have 5 staffs in the office who can access SQL but you only 3 license for 3 concurrent users, you can
still maintain all 5 users in the system but only 3 users can login and access at the same time.

8.1.1 User Access Right

http://www.sql.com.my/video/sqlacc_tutorial/09-01_AccessRight01.mp4

Not every user is going to have the same access rights as ADMIN, and ADMIN user might want to set security control
settings in system.

Step 1: Select Tools | Maintain User | Edit for the user that you want to set the access right fors.

Step 2: Click on More Options and look for Access Right.

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Step 4: You need to check the transactions / functions (row), compare with the user (column) and tick = Allowed or
untick = Disallowed, the action for particular user for particular transactions. For example, based on the setting in the
following images, the user is not allowed to delete Customers or to view Customer Payments.

8.2 Maintain Document Number

You can maintain document number format and next number.
http://www.sql.com.my/video/sqlacc_tutorial/09-03_Multiple_Document_Number.mp4

Step 1: Tools | Maintain Document Number.

Step 2: Insert description for the set of document and select a document type (e.g. Payment Voucher)

Step 3: The system’s defaults is the Format %.5d, where “%” is the formula which allows the function to auto-run for
the document number while 5d stands for 5 digits.

Standard Numbering format:

%.nd n is the numeric value (i.e. the number of character to
be shown e.g. %.5d = 5 character
{@dd/mm/yyyy} This will follow the document date.
E.g. If the document date is 15 Jan 2016 then it will
show as 15//01/2016 followed by the running format
e.g. {@dd/mm/yyyy}-%.5d, next number is 12345
then output will be 15/01/2016-12345

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Step 4: You can select the Frequency option as Never Reset or others.

Step 5: Set the Next Number for this document.

8.3 Maintain Acceptable Transaction Date

Maintain Acceptable Transaction Date allows you to control which documents you are allowed to maintain (New,
Edit) based on their dates.
Brief – Any document which date falls within the allowed transaction dates. CAN be edited vice-versa, any document
which date falls outside the allowed transaction dated CANNOT be edited/created.
Step 1: Tools | Maintain Acceptable Transaction Date

Step 2: Click on Append (Icon with + symbol)

Step 3: Choose the period which you want to allow transactions

Step 4: Save.

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Example: Date From (01/02/2016) & Date To (29/02/2016) allows an Invoice with date (08/02/2016) to be
edited/created.
If a user tries to enter the date of an Invoice as (01/01/2016) which falls outside the allowed period, it will be blocked.
An error message of “Transaction date {dd/mm/yyyy} falls outside acceptable transaction date. Do you want to save
it?” If the user click “Yes” a dialogue box will request override permission by ID/PW with rights to override it.
Friendly reminder:
Please maintain access rights before allowing any user to override the acceptable transaction date.

8.3.1 Override Acceptable Transaction Date

To override i.e. save a document that falls outside the acceptable transaction dates, you will need to be logged-in as a
user with the right to override acceptable transactions dates.
Step 1: Tool | Maintain User. Double click on the user that you want to edit.
Step 2: Click on More | Access Control
Step 3: Under Group Tools, tick or untick the option of Override Acceptable Transaction Date to allow or deny the
user from having the overriding right to save a document out of the acceptable transaction period.
Step 4: Save the access right.

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Tick = Allow user to override

Un-tick = Disallow user to override.

If the user Is not permitted to override, the system will prompt with an option and you can choose either

OK = cancel saving

Override = Enter user the ID and password of a user who can override then save the transaction.

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8.4 Maintain Form Mode
Form Mode helps to filter data based on defined criteria. It is used to restrict users to view only specific sets of data
for a certain document. For example, agent Lip Fong' can view and access the sales invoices belonging to his agent
code LF ONLY.
http://www.sql.com.my/video/sqlacc_tutorial/09-14b_FormMode_byAgent.mp4

Step 1: Tools | Maintain Form Mode | New.

Step 2: Enter Code & Select the document form that you want to filter, e.g. Invoice

Step 4: Click on the Customize Filter and then click on the press the button to add a new condition.

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Step 5: Change the “SL_IV.DOCKEY” to “SL_IV.Agent” because right now I need to filter based on sales invoice
agent field, then change the “= equals” to “like” after that enter the agent code that you want to filter and click on
OK.

Step 6: Make sure the info is updated correctly then you can Save.

Other optional setting:

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Step 10: If you have set more than 1 form mode, once you click Sales | Invoice | you will get the prompt browse
mode to choose which form mode that you want to apply.

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8.4.1 Form Mode VS User
How do I apply the format mode on a specific user?

Step 1: Tools | User Access Right Assignment…

Step 2: Under the list of security, click on form mode

Step 3: Select the user, eg: user code: LF (Lip Fong)

Step 4: Tick to apply the form mode, e.g. tick form mode: IV-LF and click Save

8.5 Maintain Terms

Maintain Terms allows the user to maintain their Customer and Supplier terms. In SQL there are 3 types of different
terms for you to assign.

Step 1: Tools | Maintain Terms | New

Step 2: Insert Code, Description and allocated Term Type.

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Due in number of days – Means how many days until document is due, e.g. if you set 30 days then the
document will be due on the 30th day from the document date.

Due on specific day of the month – Means how many months and which day the document is due, e.g. if you
set it as 1 Month 6 Days the document will be due on the 6th of the next month.

Due in the month end – Means how many months until the document is due at the end of the final month, e.g. if
you set it as 2 months, the document will be due at the end of 2nd month.

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8.6 Maintain Currency

http://www.sql.com.my/video/sqlacc_tutorial/09-07_Maintain_Currency.mp4

You can bill overseas customers & suppliers in foreign currencies e.g. USD, SGD, Euro & etc. (Prof Package
Inclusive)

Step 1: Tools | Maintain Currency | New

Step 2: Maintain Customer / Supplier to assign the currency

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Step 3: Sales document, select the customer, sample as below:

8.7 Maintain Payment Method

Maintain Payment Method allows user to maintain cash and bank account, you cannot create new entries under
maintain payment method because its follows the setting of GL | Maintain Chart of Account, you are only able to
change some settings in maintain payment method.

Step 1: Tools | Maintain Payment Method | Edit.

Currency – You can select the currency for the particular payment method, so that the payment method will
be in foreign currency payment. (Requires Advance Currency Module)

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Bank Charge Acc – You can pre-set bank charges account to the payment method accordingly.

OR & PV Number Set – Set default running document number for the particular payment method.

8.8 Maintain Project (Required Project Module)

This module allows the user to maintain the project accounting on a branch or departmental basis, the user can use this
module for simple construction business as they get to view Profit and Loss / Balance Sheet by Project.

Step 1: Click on Tools | Maintain Project.

Step 2: Insert Project Code & Description. Project Value and Project Cost is not compulsory fields to fill in, if you
have filled in then it is for remark purpose.

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Step 3: Click on Tools | Options.

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Step 4: Then look for Miscellaneous | Make sure the option “Show Document Project” is ticked.

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Step 5: During sales and purchase transactions, make sure you can the project column, then update accordingly.

When keying-in a transaction, some users will ask why is there a project at item detail and another beside the
Customer | More tab?
What is the difference between More | Project |(Document Project) and Item Detail | Project (Item Project )?

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The project feature is also available for GL | Cash Book Entry.

After updating the document with project, how to view report with project and compare by
project? For example: GL | Print Profit & Loss Statement.

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Step 6: Filter by the date that you want to view for the P&L report, then if you want to perform a project-to-project
comparison then choose “Comparison – Project (6 columns)”

6 Columns = up to 6 projects
10 Columns = up to 10 projects
19 Columns = up to 19 projects.

Step 7:
Step 7.1: After selecting the report that you need, make sure to tick the “Show Column Options”, then the top of the
report will show column options.
Step 7.2: You may change the period that you want to view, e.g. by default it will be “Current Month”.
If you want to view the whole year figures, then you have to change to “Current Year”.

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Step 8: After changing the column options, you have to tick the “Print Project Comparison”, then the project tab
will appear on the right hand site, you can select which project that you want to view then click on Add.

Step 9: Click on Apply and you will see the result. The P&L report will compare each project that you select.

8.9 Maintain Tax

Maintain Tax allows the user to maintain New Tax Rate.

Step 1: Tools | Maintain Tax | New

Step 2: Insert Code, Description, allocated Tax Type, Enter Tax Rate & Select Tax Account.

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9 SQL Control Center (DIY Field)

This module allows the user create new User Define Field(s) in any document entry such as Sales Quotation , Sales
Order , Delivery Order , Invoice & etc.

Click on Tools | DIY | SQL Control Center.

• User can create DIY Fields either at Header Fields or Item Fields
• In each Table had the below interface

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9.1.1 Header Field

Below is the example for Sales Invoice

Step 1 : Add New Fields

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2.2 Click on + Button to add New Fields.

2.1 : Look for Sales Invoice | Header

Field

2.3 Click on Save Button once you complete.

Step 2: New Quick Form Design

2.1 right click on Sales Invoice & select New Quick Form Design

2.2 Enter the name (eg Freight info) & press on OK Button, this will shown in the Sales Invoice Data Entry screen.

2.3 Design Quick Form – click on Freight Info | click on Customize Button | drag the field(s) from the Available
Item & drop into left panel as highlighted in light blue |Click on Save Button after done.

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9.1.2 Item Field

Add New Field

P/S : There is NO layout / Quick Form need to be design for Item Field UDF. You can drag out all the UDF field in the Field
Chooser in the data Entry (Refer step 3 below)

1.2 Click on + Button to add New Fields.

1.1 Look for Sales Invoice | Item Field

1.3 Click on Save Button once you complete.

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Step 2: Open Sales | Invoice | New | a new Tab “Freight info” will be added as below screen , you can fill in your
particular accordingly .

Step 3: call out the User Defined Field from the Field Chooser & you will able to see 2 new UDF created.

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10 Pro Package Inclusive module(s)

*Pro Package Inclusive:

10.1 Stock Price Tag Module:

This module mainly to set different pricing groups from different customer and supplier, normally is use to set
different customer category with different pricing. In order to do individual customer then you can group your
customer into different price groups.

Video Guide Link: http://www.sql.com.my/video/sqlacc_tutorial/08-08_Stock_Price_Tag.mp4

Step 1 : Click on Stock | Maintain Stock Price Tag.

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Step 2 : Create category of the customer that you want.

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Step 3 : After create the category of the customer at maintain stock price tag then click on Customer | Maintain
Customer | Edit the Price Tag and assign accordingly.

Step 4 : Click into Stock | Maintain Stock Item | Edit and click in the Cust Price Tag then assign accordingly.

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i) Price Tag : Select the price tag which you have assign the group under Maintain
Customer.
ii) Company : Beside of price tag, you can set a particular pricing to an individual
customer.
iii) Qty & UOM : You can define the quantity that you want to apply the price.
iv) Unit Price : The unit price that you want to offer for those customer.
v) Discount : You can set follow original unit price but you give discount more like 5%
or RM 5.
vi) Note: Additional remark that you can record, like Year End sales promotion.
vii) Date From & Date To : The price validity date.

Step 5 : Repeat the same step on Supplier if you want apply on the Supplier Price.

Q How if I want ABC Company have 5% discount if purchase more than 5

units?

10.2 Multi Currency Module :

You can billing overseas customer & supplier in foreign currency eg. USD, SGD , Euro & etc

Video Guide Link: http://www.sql.com.my/video/sqlacc_tutorial/09-07_Maintain_Currency.mp4

Step 1: Tools | Maintain Currency | New

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Step 2: Maintain Customer / Supplier to assign the currency

Step 3: Sales document, select the customer, sample as below

Foreign Customer Payment to RM Bank

Video Guide Link: http://www.sql.com.my/video/sqlacc_tutorial/04-

03b_Customer_Payment_BasicCurrency_AdvanceCurrency.mp4

Step 1 : Customer | Customer Payment | New

Step 2 : Select your Customer (foreign currency)
Step 3: Select your local bank for your account and cheque no(TT no) if have
Step 4: Key in the customer payment amount (RM), because we are choosing RM bank

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Step 5: Tick the corresponding invoice/debit note to be knocked off, currency rate auto updated

Reminder: You are not allowed to update currency rate manually.

Step 6 : Upon save, once system detected Invoice rate different with customer payment exchange rate different, Set
Gain/Loss Ledger Posting Date will prompt.

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10.3 Project Module :
This module allow user to maintain the project accounting as the branch or departmental basis, normally user will use
for simple construction base so that they get to view Profit and Loss / Balance Sheet compare by Project.

Step 1 : Click on Tools | Maintain Project.

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Step 2 : Insert Project Code & Description, for project value and project cost is not compulsory field to fill in, if you
have fill in then it’s just remark purpose.

*Project Code can up to 20 digits.

Step 3 : Click on Tools | Options.

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Step 4 : Then look for Miscellaneous | Make sure “ Show Document Project “ have tick this option.

Step 5 : During sales and purchase transaction make sure you can call out the project option, then update
accordingly.

When key-in transaction, some user will ask why there have a project at item detail and beside customer | More tab
also have project?

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What is the different and what is the purpose between More | Project |( Document Project) and Item Detail |
Project (Item Project )?

VS

Project has 2 purposes:

Balance Sheet Report
- In order for balance sheet to capture the project figures, at the top left more button ( Document
Project), you need to select the project.
Profit and Loss
- To show your detailed profit and loss by project, you'll need to select the project on each item under
the item detail ( Item Project).

It is not compulsory to select either of them, it depends on what kind of report you wish
to view.

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Same Things Apply on GL | Cash Book Entry.

After complete update the document with project, then how to view report with project and
compare by project? For example : GL | Print Profit & Loss Statement.

Step 6 : Filter the date that you want to view for P&L report, then if you want to view project comparison then choose
“ Comparison – Project ( 6 column )”

6 columns = up to 6 projects
10 Columns = up to 10 projects
19 Columns = up to 19 projects.

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Step 7.1 : After selecting the report that you want, make sure to tick on the “ Show Column Options”, then the top of
the report will appear column option.
Step 7.2 : You may change the period that you want to view, eg : by default it will be “ Current Month”.
If you want to view whole year figure then you have to change to “ Current Year “.

Step 8 : After change the column option, next you have to tick on the “ Print Project Comparison”, then at right hand
site will come out the project tab, you can select which project that you want to view then click on Add.

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Step 9 : Click on Apply and you will see the result. The P&L report will compare each project that you select.

10.4 Advance Credit Control

You can set the credit limit and overdue limit amounts as well as blocking a certain transaction entry for specific
customers. What does the document include and for the following documents: Quotation(QT), Sales Order(SO),
Delivery Order(DO), Invoice (IV), Cash Sales (CS) and Debit Note(DN)

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We can also set once exceed limit & overdue limit,

i. Unblock – No restrictions
ii. Block – Blocked for all users
iii. Override – Certain users which have access rights can key in their username & password to override.
iv. Suspended – Blocked with suspended message

10.5 Landing Cost Module:

Landing Cost is to handle the cost to the warehouse that not bill by the same supplier. In others word, is the additional
cost to increase your stock cost. This cost is depending on the company whether want to add in or not. For Instant, I
buy the product from Supplier A, but ship by Transport company B, this transport charges you may enter at landing
cost to increase your product cost.

Step 1 : Landing Cost 1 = Key your Landing Cost to this column.(This cost will not take into the account.)

Step 2 : Landing Cost 2 = If you have different calculation than Landing Cost 1, you may enter your value to this
column.

Step 3 : Click on + Button to select the cost allocated.

Cost Allocated By : SubTotal

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Formula : Item Subtotal / Document Subtotal * Landing Cost1

Item 1 = A/B * C
Landing Cost1 (D) = 50.00 / 1949.00 * 200 = 5.13
Item 2
Landing Cost1 (D) = 1899.00/1949.00 * 200 = 194.87

Let me show you the Stock Card result:

How to get unit cost = 5.51?

Formula : Product Unit Cost + Item Landingcost1/Item Qty

5 + (5.13/10) = 5.51

Cost Allocated by : Qty

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Formula : Item Qty / Document Qty * Landing Cost1

Item 1 : 10/11 * 200 = 181.81

Item 2 : 1/11 * 200 = 18.18

Stock Card Report for

Item 1 : Ant unit cost will be 23.18, how to get 23.18 ?
Unit Cost + (Landing Cost1/ Qty) = 5 + (181.82/10) = 23.18

Item 2 : IP6 Unit Cost will be 1917.18

Unit Cost + (Landing Cost1/ Qty) = 1899 + (18.18/1) = 1917.18

Cost Allocated by : Smallest Qty

Formula : Item Qty * Rate/ Sum(Qty * Rate) * Landing Cost1

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Item 1 : 10 * 12 = 120/121 = 198.35

Item 2 : 1*1 = 1/121 = 1.65

Stock Card Report for

Item 1 : Unit cost for Ant = [Unit Price + (Item Landing Cost1/Item Qty)] / ItemRate
= [30 + (198.35/10)]/12 = 4.15

Item 2 : Unit Cost for IP6 = [Unit Price + (Item Landing Cost1/Item Qty)] / ItemRate
= 1899 + 1.65 = 1900.65

11 Advance Currency module

This module allows you to create bank in foreign currency & you can also perform difference currency knock off.

Step 1: go Tools | Maintain Currency | Press New to create your currency code, fill in your Currency code , Symbol,
Description & Rate.

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Step 2 : go Tools | Maintain Chart of Account | Create your New bank account under Current Assets by click on New Button &
fill in code, description & assign special account type.

Step 3: go Tools | Maintain Payment Method | assign your bank currency.

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Step 4: Issue any sales / Purchase invoice & you can still change your currency rate during key in .

4.1 you are still allowed change

currency rate during Invoice entry.

4.2 Unit price key in in foreign currency

4.3 system auto converted

to local currency

Step 5 : go Customer | Customer Payment |New

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Scenario 1 : received payment from US Customer & received in USD Bank

5.11 enter your

Currency Rate

5.14 Click on
SAVE Button

5.12 system will auto

converted into local Amount

5.13 Knock off your Invoice as usual

Step 5.15: Once you click on save button, system will auto calculate the gain/loss |Click on OK Button.

Scenario 2: received payment from USD Customer but received in my SGD Bank.

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No need to enter USD Rate as system

will auto calculate once you had knock
off your invoice

Paid Amount: enter SGD Amt

SGD@Rate: enter SGD Rate

Local Amount: System will

auto converted to local
Amount

Once you click on Save button, system will auto calculate gain loss & posted to the gain loss account.

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12 Data Import
12.1 Import from MYOB
Module that can be import from MYOB System

Data Migration from MYOB Module Data Migration from MYOB Module Data Migration from MYOB Module
Chart of Account Yes Customer Master Yes Supplier Master Yes
Stock Master Yes Project Master Yes Area Master Yes
Agent Master Yes Terms Master Yes Currency Master Yes

Setting of MYOB Backup file

Step 1: Get the MYOB Backup file ( XXX_20160908.zip ) and place the backup file to the Desktop, example
C:\Users\SQL\Desktop\MYOB.

Step 2: Download 7 Zip to extract MYOB Backup file.

Download Path for 7 zip :

Window 32 Bits : http://www.sql.com.my/utility/7-zip.msi

Window 64 Bits: http://www.sql.com.my/utility/7-zip-x64.msi

* Make sure install the right one or else you cannot find 7 zip to Extract.

Step 3: Refer Image below on How to Extract MYOB Backup file.

3.1 Right click on MYOB Backup File.

3.2 Select “7-Zip”

3.3 Select “Extract Files”

3.4 Extracted file will show as another folder

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Step 4: Create New Database & Log On New Company with ADMIN user.

Step 5 : Once Log On, Go to File /Data Import /Select MYOB.

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Step 6:

6.1 Click the ‘Download’ button to download a needed Tool for MYOB migrate.
6.2 Place the downloaded file =‘myData CLI’ to C:\Users\SQL\Desktop\MYOB.

6.3 Click ‘Select File’ button then look into C:\Users\SQL\Desktop\MYOB to select ‘mydatacli.zip’ & click on
OPEN button.

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6.4 Click ‘Select File’ button then look into

C:\Users\SQL\Desktop\MYOB\TEST_20160908\DATAFILES
\MYOB DATA CD\MYOB Data Backup to select ‘Test 2015-2016v161.MYO’
a MYO File Type.
P/s : Those highlighted in RED is based on own Company Name of MYOB Backup.

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6.5 Click on “Connect” Button | Select module(s) to import 1 by 1(start with Chart of Account) | click on “Execute”
button to start Import | Once done import Chart of Account , click “OK” to close the Message.

6.5(i) Click on “Connect”

6.5 (ii)Select module(s) to import 1 by 1.

*Start with Chart of Account

6.5 (iii) Click on “Execute” Button

6.5(iv) Click “OK” to close the message

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6.5(v) Read the information & click “OK” to close it.

6.5(vi) Exit the Data Import.

Step 7 : go GL | Maintain Account, verify the imported Chart of Account & set the necessary Special Type.

**Especially for Trade Debtor, Trade Credit, Bank/Cash Account, Stock & etc.

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Double Click the account, eg

Trade debtor & assign
special type to “Customer
Control Account”

Step 8 : go Tools | Option | General Ledger to setup Financial Start Period , System Conversion Date & assign
Default account code.

http://www.sql.com.my/video/sqlacc_tutorial/09-13_Financial_Period.mp4

Assign your default account code

8.1 go Tools | Option | Customer | and assign customer control Account.

*Vice Versa for supplier control Account setting.

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Step 9: Once done setting, repeat Step 5 & 6 to continue import for Agent, Terms, Customer Master Account,
Supplier Master Account, Stock Price Tag & Stock Item.

9.1 Select the rest module(s)

individually & click on “Execute”

9.2 Once the last module

“Stock Item” shown DONE,
click “Exit” to close it.

12.2 Import from Excel

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Data Migration from Excel Module Data Migration from Excel Module Data Migration from Excel Module
Chart of Account Yes Customer Master Yes Supplier Master Yes
Stock Master Yes Project Master Yes Area Master Yes
Agent Master Yes Terms Master Yes Currency Master Yes

Step 1 : Create New Database & Log On New Company with ADMIN user.

Step 2 : Download SQL Acc XLS n MDB Import tools from below link & install it
http://www.estream.com.my/downloadfile/Fairy/SQLAccXLSnMDBImp-setup.exe

Once you installed, you will found 2 new icon on your desktop

SQL XLS n MDB Import V4 : this tools is design to import all master data / transactions from excel to SQL.

SQL XLS n MDB Import UE V4 : this tools is design to update your stock item from excel to SQL , eg changes
in pricing .

P/S : please import maintain Area , Agent , Terms , Currency first before begin maintain customer & maintain supplier
import.

12.2.1 Import Maintain Customer

http://www.sql.com.my/video/sqlacc_tutorial/ImportExcel-02-Customer.mp4

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Step 1: save your excel template given by your customer at desktop & open SQL Acc XLS n MDB import.

Step 2 : click on Customer | Maintain Customer

Step 3 : Click on Get file & choose your excel file | press on Open Button

3.1 Click on Get File

3.3 select your excel file &

click on Open Button

3.2 Change the file type to Microsoft Excel File

Step 4 : Choose your excel sheet AR_Customer & press on Get File | Drag all the field from source field to
Mapped Field | press on Post to A/C
4.1 : choose your excel
4.2 Drag all the field from sheet eg AR_Customer &
Source Field to Mapped Field click on Get Data

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4.4 Once all field mapped, press

on POST TO A/C Button

4.3 Press on NEW before you map any

address field & click on SAVE once
you mapped all address field.

Step 5 : once all customer import successfully, system will prompt below message & press ok .

p/s : you can also download the empty excel template & may request your customer to fill in detail in this template .

Download from: http://www.sql.com.my/document/SQLAcc-ImportExcel_Empty.xls

12.2.2 Import Maintain Supplier

Same step as 9.2.1 Import Maintain Customer from Excel

12.2.3 Import Stock Group

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Step 1 : Click on Get file & choose your excel file | press on Open Button

1.1 Click on Get File

1.3 select your excel file

& click on Open Button

1.2 Change the file type to Microsoft Excel File

Step 2: Choose your excel sheet ST_Group & press on Get File | Drag all the field from source field to Mapped
Field | press on Post to A/C
2.2 Drag all the field from
Source Field to Mapped Field 2.1 choose your excel sheet eg
ST_Group & click on Get Data

2.3 Once all field mapped, press

on POST TO A/C Button

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Step 3 : Once all Stock Group import successfully, system will prompt below message & press ok .

12.2.4 Import Stock Item

http://www.sql.com.my//video/sqlacc_tutorial/ImportExcel-03-Stock.mp4

Step 1 : Click on Get file & choose your excel file | press on Open Button

1.1 Click on Get File

1.3 select your excel file &

click on Open Button

1.2 Change the file type to Microsoft Excel File

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Step 2 : Choose your excel sheet ST_ITEM & press on Get File | Drag all the field from source field to Mapped
Field | press on Post to A/C
2.2 Drag all the field from
2.1 choose your excel sheet eg
Source Field to Mapped Field
ST_Item & click on Get Data

2.5 Once all field mapped, press

on POST TO A/C Button

2.4 If you have more field to import like

Opening Balance, click on Opn Bal tab | NEW | 2.3 Press on NEW before you map
Map all the field & SAVE.
any UOM field & click on SAVE
once you mapped all UOM field.

p/s : if you have more than 1 UOM ,

press again NEW Button & Map your 2nd
UOM accordingly & save.

Step 3 : Once all Stock Item import successfully, system will prompt below message & press ok .

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