INDEX

COMPANY CREATION 4 SALES 27

MAIN SCREEN 5 TOUCH BILL CASH MEMO 28
ENTRY PAGE 6 MEMO SALES 29
REPORTS 8 CARD 30
MASTER PAGE 9 STOCK ISSUE RECEIPT 31
GENERAL MASTER 10 STOCK POINT TRANSFER 32
CUSTOMER MASTER 11 CREDIT BILLING SHEET 33
CASH / BANK MASTER 12 VEHICLE MASTER 34
ITEM MASTER 13 COUPON MASTER 35
LEDGER OPENING BALANCE 14 BILL SETTINGS 36
STOCK OPENING BALANCE 14 AUTOMATIC BILL GENERATION 37
BILL WISE OPENING BALANCE 15 BILL PRINTING 38
PURCHASE FIELDS 16 RUNNING CREDIT 39
PURCHASE TAX TYPES 17 - OWNER MASTER 40
SALE FIELDS 18 - VEHICLE MASTER 41
METER SHEET 19 -OPENING BALANCE 42
TANK SHEET 19 -VOUCHER 43
TANK MASTER 20 CASH MEMO HEADER & FOOTER 44
TANK READING 21 MASTER – SETTINGS-PAGE1 46
METER MASTER 22 PAGE2 47
METER READING 23 DATA BACKUP AND RESTORE 48
VOUCHER 24 MASTER COPY-BALANCE TRNS 49
JOURNAL 25 REMINDERS 50
PURCHASE 26 HOW TO UNZIP A FILE 51
 INITIAL STEPS TO START WORK IN SOFTGUN

COMPANY CREATION LEDGER O/B PURCHASE

SELECT COMPANY BILL WISE O/B DIP READING
ITEM O/B METER READING
GENERAL MASTER (O/B can be entered SALE ENTRIES :
PARTY MASTER afterwards also) MEMO
CASH/ BANK MASTER (CASH / CREDIT / RUNNING)
ITEM MASTER TOUCH BILL
ITEM GROUP (FOR COUNTER BILLING)
TANK MASTER SALES
METER MASTER VOUCHER
CARD
CASH MEMO H/F
SALE BILL H/F CREDIT BILLING SYSTEM
RUNNING CREDIT

*-*

REPORTS
 COMPANY CREATION

Use 3 characters for

Company Initials and 4
digits for accounting
year, eg. ABC1011

Your Company’s Name

Your Company’s Address

Define Accounting
Year. New Company
should be created for
new accounting year.
 MAIN SCREEN

Click to get list of all

the define Companies. Define through
Select Company by Master–Settings–Page 2.
left click. Software access will be
given only if this ID is
correct.
Click to create a new
Company.
(Described in next Define through
page) Master–Settings–Page 2.
If this is invalid then only
entry will be allowed.
First open the Modification and deletion
Company then click on will not be allowed.
this button to modify
Name or Address. After entering Main ID and
User ID click here to
login.
Click on this button to If you have not defined ID
get a list of all through Master Settings
Companies. Select the then login is not required,
one you want to delete. you can directly open the
You will get two Company and work.
options. Press 1 to
delete from the list
only, the data will be
intact, press 2 to delete
completely from the
disk.
 ENTRY PAGE

Click for the Company Page All the entry options are All the reports are available Click for first time and This page has options like
from where you can select a present under this page. under this page. They have periodic opening of Ledgers, Backup, Restore, SMS
Company to work on or to They have been segregated been further segregated in Items, zones, groups, etc. schedule and other specific
modify or delete existing in groups for ease and groups for easier and faster and for setting up Company options which are to be
ones. simplicity of use. access. specifications. used in case of problem.

You can set the current date,

shift and salesman. This will
be shown in the entry
options as default.

Use this option for

reminding you of jobs
getting due, like license
expiry, FD maturity etc.
As soon as you start
SOFTGUN you will be
reminded if anything is due.

Calc-Calculator-Hotkey Alt+C
Calen-Calendar-Hotkey Alt+D
Notepad-Hotkey Alt+N
You can use the hotkeys
anywhere in the software.

Select the option by clicking on the respective

button. Some options will open a new page
with more options, others will take you
directly to the entry part.
 For defining new meters, entering DAILY WORK
day to day meter readings and
stock inspection report. Purchase entry of fuel,
Cumulative cash sale or single
lubricants or any other
instance credit sale.
item.
Day to Day Dip Reading
For all types of Cash and Bank
(Tank measurement entry)
For defining new tanks, entering Payments & Receipts, including
for obtaining tank stock
day to day dip readings. Contra entries.
and sales as per dip.
Day to Day Meter Shift
wise closing reading For batch wise sales & load entry of
Special schedule for periodic entry for obtaining meter Credit card / Fleet card / Petro card.
credit billing. Define customers, sale figures.
vehicles, coupons issued. Enter
Credit Memo, Generate Bill & print For entering cash memos,
For very fast and easy cash memo
them in various formats. credit slips, running
entry & printing for counter billing.
credit memos.
Special schedule for short term
credit. Define vehicles, owners.
Enter R/C memo, R/C receipts &
print various reports.

For day to day quick referral to

density at 15 degree by entering
measured density and
temperature.

OTHER
For journal entries like
For entering the opening stock of For entry of day to day density
depreciation, interest provisions,
each item as on 1st April. reading taken for each tank.
adjustments, etc.
For adjusting stock without
For entering the denomination of
effecting accounts other than For entering the opening balance
closing cash for each shift of the
closing stock. Use for evaporation of each ledger as on 1 st April, other
day. This will get printed in Shift
entry, handling loss, damage, than sundry debtors & creditors.
wise day book.
shortage etc.
For Staff attendance record and
For transferring item stock
For entering the opening balance salary calculation. This is not
between godowns or main point if
of sundry debtors & creditors. linked with accounts. Use
you maintain multi stock points.
Voucher for Salary payments.
Enter the date on which your Use this option for those entries More options like sales return,
issued or received cheque as which will not effect accounts buy purchase return, order, fuel
been cleared by bank for BRS. will effect shift wise day book sample labels, TDS, etc.
 REPORTS

The reports have been grouped for easy access.

Move the mouse over the left buttons. The
reports related to that group will be shown on
the right side.
Click on the required button to run the report.
 MASTER PAGE

ACCOUNTS STOCK MISC1 MISC2

Define frequently
For creating Ledger For defining multiple
For creating all the used narrations in
A/Cs other than zones under which
Items in which you voucher. Press F1 in
Customers, Vendors, you can classify your
deal. voucher entry to get
Cash and Banks customers.
this predefined list.
This is for defining
For creating Customer For defining major account operating For defining footers
& Vendor Ledgers Item Groups. charges taken from for voucher printing.
credit parties.
For defining extra For defining headers
For defining multiple
For creating Cash & fields like discount or & footers for
stock points /
multiple Bank Ledgers round off required in Customer Bill wise
godowns.
Sales entry. outstanding reminder
Whenever the rate of
For defining extra For defining various
an item is changed it
fields like License settings for Sale Bill
For creating Balance is stored along with
Fees, Discount or printing, like your
Sheet Groups. date. Use this option
round off required in company address, bill
to change / add date
Purchase entry. footer, etc.
wise item price.
For creating sub For defining various To define various Tax
For creating database
accounts for expense settings for Memo types required for
for Cash Vehicles
ledgers like salary, etc entry and printing. purchase entry.
 GENERAL MASTER

Unique Code to be given for

every account. Auto + Manual
option is available.

Description of the Ledger

Account.

Press F1 to select the

appropriate Balance Sheet
group under which this
account will be displayed.
You can Add / Modify group
through Master-Group.
BS/PL/Trading will be auto
defined as per the group.

In case of Loan Accounts,

give interest %. This will
effect Interest calculation

If you want to find a Use these buttons to Only monthly debit &
ledger account you can create new ledger credit totals will be
type a few initials. It will accounts or Modify or printed in Ledger Report if
be shown. Delete existing ones. Y is given here
 CUSTOMER MASTER

Unique Code to be given for Select between Customer and

every account. Auto + Manual Vendor (Sales Parties are
option is available. Customers and Purchase
Parties are Vendor)

Name of the Customer or

Vendor.

Click on down arrow and

select respective zone for
the Customer. Define
Zones through Master
Zone Master. Selection is
optional.

Enter V if Customer’s Bill

will be separately
generated for each
vehicle, D for Department
wise and C for
cumulative. Even if
cumulative bill is
generated vehicle wise
breakup can be printed.

In Item two type of

selling rates can be
given. You can define
which rate is to be
Type Initials to seach Enter Credit Limit for This will show the O/B of Press F1 to select the charged for this
for a Customer or customer. (optional). It will the party as entered appropriate Balance customer by entering 1
Vendor. inform you while Sale entry if through-Entry-Bill wise Sheet group under or 2.
the credit limit is reached. O/B. which this account will
be displayed.
You can Add / Modify
groups through Master-
Group option.
 CASH / BANK MASTER

A unique code is to be
given for each Cash/Bank
Ledger account.

Enter C for Cash

Ledger and B for In case of Bank Ledger
all Bank Ledgers. you can mention the
In Cash/Bank account number and
code 1 is fixed for branch details.
Cash, give
incremental
number from 2 Press F1 to get a list of
onwards for each all Balance Sheet
Groups. Select the
Bank Ledger.
desired one.

Click on Add to make a Enter D for Debit

new entry, Click on balance, C for Credit
Modify or Delete to edit balance.
or delete existing ones.
 ITEM MASTER

In case of Lubricants, enter per Unique code for every item.

piece litre quantity. Will come automatically,
UOM means unit of measure, Manual code can also be given. Description of Item.
enter litre, drum, tin, piece

Press F1 to get a list of

all groups, select the
item group as required.
Groups can be defined
from Master-Item group

Selling rate of the item.

The date on which this
rate is applicable has to
be entered.

2nd Selling rate of the

item. Will be
automatically selected
for those customers for
whom you have defined
Type Item Name to search to take Item rate 2 in
Party Master.

Give “Y” for items which Click to Add, Give “Y” for items which For Petrol / Diesel, click to
Re-order level Quantity.
are not quantity based, Edit to change any you do not want to be take a printout of Litre
While sales entry a popup
like Service Charges, existing item. reflected in Stock wise Price List or Price
will come if stock quantity
Pollution testing, etc. Register. Wise Litre List.
reaches R.O.Level.
. .
LEDGER OPENING BALANCE STOCK OPENING BALANCE

Press F1 to select account. Enter the Opening Enter the Opening

Balance of Debtors & Quantity in units. Value of each item as
Creditors should not be per last year’s Stock
entered here. Use Entry-Bill Valuation.
wise O/B option for them.
 BILL WISE OPENING BALANCE

Press F1 to get a list of all

Ledger A/Cs. Select from
the List.

You have to enter all the

outstanding bills due as
on starting date of
accounting year.
Give date, Bill No, D for
Debit Balance, C for
Credit Balance and the
due amount.
If you do not have the bill
breakup than make a
single entry with ‘O/B
0025’ in bill no, .31st
march in date and total
o/s in amount.
(After O/B the party code
is to be given in bill no.)

Click on save after

entering opening
balance.
 PURCHASE FIELDS

Press F1 to select the ledger This will be shown during If a percentage is entered here then it will be
a/c to which the amount of the Purchase entry. automatically calculated in Purchase entry.
particular field will be Enter if it is different from Keep blank if percentage differs from bill to
accounted for. Keep blank to the Ledger Account. bill, you can then enter the required
directly post to Purchase A/C. percentage while bill posting.

A unique single digit

short is required for every Predefine a field whether
field. B is reserved for it will be added to the bill
Basic Item Value, V for amount or deducted from
VAT, R for Round Off and it. Keep blank if it is
A for Billing charges. uncertain.

If a field is percentage
based and needs to If percentage is given the
calculated after adding or resulting figure may be in
deducting 2 or more fields 2 decimals or more and
than it should be below you may want to round it
those fields. off. Give 0 to round off to
Rupees, 2 to round off to
For example if VAT is two decimals and 1 to
calculated on Basic Item round off to one decimal.
Value less Discount then
VAT should be defined
after discount and in VAT
Formula “BD” is to be
given.

To insert a new field bring After defining the above

the cursor on short above settings click on this
which the new field will be button and Save and
inserted, then click on return.
this button. It you want to revert back
to old settings then click
To delete a field bring the on Cancel button.
cursor on short of that
field and click on delete.
 PURCHASE TAX TYPES

Describe each tax type. Select the ledger A/C to

This will printed in which the tax amount will
various reports. be posted to.

The tax percent applicable

for each tax type.

A unique short is required

for every tax type.

Please note that all Vat

related taxes must start
with “V” else they will not
show up in VAT registers.

To insert a new tax type bring the

cursor on short above which the new
type will be inserted, then click on this
button.
To delete a field bring the cursor on
short of that field and click on delete.
 SALE FIELDS

Press F1 to select the This will be shown during If a percentage is entered here then it will be
ledger a/c to which the Sale entry. automatically calculated in Sale entry. Keep
amount of the particular Enter if it is different from blank if percentage differs from bill to bill, you
field will be accounted for. the Ledger Account. can then enter the required percentage while
Keep blank to directly bill posting.
post to Sales A/C.

A unique single digit

short is required for every
field. B is reserved for
Basic Item Value, V for Enter + or – to define
VAT, R for Round Off and whether it will be added
A for Billing charges. to the bill amount or
deducted from it. Keep
If a field is percentage blank if it is uncertain.
based and needs to
calculated after adding or
deducting 2 or more fields
than it should be below If percentage is given the
those fields. resulting figure may be in
2 decimals or more and
For example if VAT is you may want to round it
calculated on Basic Item off. Give 0 to round off to
Value less Discount then Rupees, 2 to round off to
VAT should be defined two decimals and 1 to
after discount and in VAT round off to one decimal.
Formula “BD” is to be
given.

To insert a new field bring After defining the above

the cursor on short above settings click on this
which the new field will be button and Save and
inserted, then click on return.
this button. It you want to revert back
to old settings then click
To delete a field bring the on Cancel button.
cursor on short of that
field and click on delete.
METER SHEET TANK SHEET

Click to enter day to To create new

day meter readings. dispensing units or to
modify existing ones.

Click to enter day to

day tank dip readings.

Every dispensing unit can

be allotted to a specific To create new Tanks or
salesman on a shift wise to modify existing
basis. Salesman wise fuel ones. The calibration
sales can be then chart will also be
determined vide reports. entered here.

To keep a record of head To print calibration

cashier on duty for each chart of a particular
shift. tank.
 TANK MASTER

A unique 3 digit code is

required for each tank

Enter the opening stock in

litres as on 1st April.

Press F1 and select the item

relevant to the tank.
Tank calibration chart. You can
either enter it manually or click on
“Ready Charts” to search from
predefined chart templates.

This option will work only if the calibration

chart is empty.
Click on “Ready Charts”, a new window will
open. Click on Search button and enter the If the difference per mm is not
respective litres for 20cms, 60cms and 90cms defined in your existing chart
as per the tank’s chart. If a match is found then after entering the litres
then click on select to add it. click here to auto generate
difference per mm

If you have to manually enter a chart Click to get a list of all tanks.
then click here and enter starting Select one to edit or delete.
cm, ending cm and the increment. A
blank chart with respective cms will
be generated.
 TANK READING

Press F1 to select an item. Tanks

of only that item will be shown.
Enter date for which dip Keep blank to show all tanks.
readings are to be given

Enter closing dip reading in

cms. The closing stock in litres
will be calculated as per the
tank’s calibration chart .

Press enter in opening to get

a new window for entering This is automatically Number of shifts will be
closing deep. picked from purchase shown as defined in
entry. Master-Settings.
 METER MASTER

A unique 3 digit code is Enter the opening stock in

required for each tank litres as on 1st April.

Press F1 and select the item

relevant to the tank.
Press F1 to get a list of all
tanks. Select the tank to which
this Dispensing unit is
attached to.

If the unit dispenses lube along

with petrol then enter the Lube
code and percentage. This will
effect Petrol sales calculation as
per meter reading.

If a meter is installed during

the year then define the
installation date and in opening
enter the meter reading present
at installation time.

If a meter is closed or removed

during the year then enter “Y” Click to get a list of all meters.
in Auto Repeat. While entering Select one to edit or delete.
Meter Reading the opening will
be shown as closing
automatically. You should not
delete the meter in the running
year otherwise the meter data
till the date it was active will be
deleted.
 METER READING

Press F1 to select an item. Meter Press F1 to get a list of all

of only that item will be shown. Salesman. Only those meters
Enter date for which meter allotted to this salesman will be
readings are to be given Keep blank to show all meters. shown. Keep blank to show all
meters.

Will be calculated
automatically as
defined in meter master

Enter shift wise testing

quantity.
Press enter in opening to get
a new window for entering Enter shift wise closing
closing readings. meter readings.
 VOUCHER

Select Mode of payment. Press F1 to get a list of For more than one line
Enter 1 for Cash for Press F1 all Salesman. Select press ctrl+enter.
to get a list of all Cash & from the list. Press F1 to get a list of
Bank Accounts. Define Define through-Master- predefined narrations.
through-Master-Cash/Bank General. Put 9998 in Define through Master-
Group. Macro-Nar.

If you make a new

entry, Ref No. will come
automatically. It is a
unique no of each
entry.

Press F1 to get a list of

sub accounts defined
for the particular
Ledger which you have
selected in A/c Field.
Define through-Master-
Sub Account

Press F1 to get a list of

all Ledger A/Cs. Select
from the List. Click to take a printout
If you are depositing of receipt if you
cash into a bank then received payment from
give 1 in C/B Code and a customer.
select Bank a/c here,
then enter the amount
deposited in Payment
field.
`
Click on Add to make a If you do not know the Click to take a printout
new entry, Click on reference number, click in Voucher Format. You
Modify or Delete to edit on Search button, it will can define Footers
or delete existing ones. show the list of all through Master-
entries made. Select Voucher H/F
from the list.
 JOURNAL

For more than one line

press ctrl+enter.
Press F1 to get a list of
predefined narrations.
Define through Master-
Macro-Nar.

If you make a new

entry, Ref No. will come
automatically. It is a
unique no of each
entry.

Press F1 to get a list of

all Ledger A/Cs. Select
from the List.

Press F1 to get a list of

sub accounts defined
for the particular
Ledger which you have
selected in A/c Field.
Define through-Master-
Sub Account

If you do not know the Data will not saved if Debit and
Click on Add to make a reference number, click Credit total are not equal, it will give
new entry, Click on on Search button, it will you a message
Modify or Delete to edit show the list of all
or delete existing ones. entries made. Select
from the list.
 PURCHASE

Ref. Date will effect the To classify bills, purchase type Press F1 to get a list of
ledger entry. Bill Date is only can be entered. Define through all Vendors. Select
for reference purpose. GR Master-Purchase Type-Bill Type. from the list.
date will effect Stock This can be used when printing Your can also directly If you have multiple Stock
Register. Purchase Register. enter the vendor code. Points (Godowns) then you
can press F1 and select in
which the purchased items
are kept in. Define through
Ref. No. is automatically Master-Stock Point.
generated. It is unique.

Define through Master-

Purchase Type-Tax Type. This box will show you
Select the appropriate tax relevant details of the
type as per the tax Vendor or Item. You
applicable on the purchased can disable this by
items. clicking the small box
on top right corner of
this window.

After entering the

Vendor code you can
Press F1 to get a list of all click here to view the
the items. Select the Ledger of that vendor.
purchased item from the list.
You can also directly put the
code. Define through
Master-Item. Press TAB to
move to the box below.
After entering the item
code you can click here
to view the Stock
If you do not know the Ledger of that item.
All the extra fields Click on Add to make You can directly enter the
required. To be defined a new entry, Click on reference number which ` reference number, click
through Master-Purchase Modify or Delete to you want to view, modify on Search button, it will
Fields. edit or delete existing or delete. show the list of all entries
ones. made. Select from the list.
 SALES
If you have multiple
Stock Points
Enter 1 for Cash Sales Press F1 to get a list of Press F1 to get a list of (Godowns) then you
or 2 for Credit Sales. all Customers. Select all Salesman. Select can press F1 and select
If 1 is given the cash from the list. from the list. from which point the
sale code will be shown Your can also directly Define through-Master- items have been sold.
automatically otherwise enter the Customer General. Put 9998 in Define through Master-
select the customer. code. Group. Stock Point.

After entering the

Customer code you can
click here to view the
Ledger of that
Customer.

After entering the item

Press F1 to get a list of code you can click here
all the items. Select the to view the Stock
purchased item from Ledger of that item.
the list.
You can also directly
put the code. Define
through Master-Item.
Press TAB to move to
the box below.

All the extra fields

required. To be defined Click on this button for
through Master-Sales Sale Bill Printing, but
Fields. for bills generated from
credit slips, use
Entry-Credit Sheet-Bill
Printing option

Click on Add to make a You can directly enter If you do not know the
new entry, Click on the reference number reference number, click
Modify or Delete to edit which you want to on Search button, it will
or delete existing ones. view, modify or delete. show the list of all
entries made. Select
from the list.
 TOUCH BILL CASH MEMO

The memo number will come Date, shift and salesman are Enter the Vehicle Number which
automatically. You can modify the picked from details as defined is taking the fuel.
number by pressing F4 – modify. in Entry Page-Date + Shift.

If Qnty is selected then

Click on any of the 4 amount will be calculated
buttons to select an item. and if Amount is selected
It will be kept selected quantity will be calculated.
until you select another.

Define the four items Click on number button to

through-Master-Cash enter qnry/amount. You can
Memo H/F- Counter Billing also use the keyboard.
Items.
Click on Print to Save the
memo and also to print.

Click on Save if printout is

not required.
 MEMO SALES

This is to define memo type.

“Y” for Cash Memo In Master – Cash memo H/F – Auto numbering
“N” for Credit Memo to be billed later. system : give 3 for manual numbering, 1 for
“T” for Running Credit memo auto numbering of cash memos and 2 for auto
“L” for Credit Invoice with immediate Ledger positing numbering of cash and credit memos

Press F1 to get vehicle

list or type manually.
In case of “N” memo
define vehicles through
Credit Billing System- After entering the
Vehicle Master. In case Customer code you can
of “T” memo define click here to view the
through Running Ledger of that
Credit-Vehicle Master. Customer.

Press F1 to get a list of

all the items. Select the
purchased item from
After entering the item
the list.
code you can click here
You can also directly
put the code. Define to view the Stock
through Master-Item. Ledger of that item.

Click to print the

memo. Define settings
through Master-Cash
Memo H/F.

Click on Add to make a If you do not know the Click to get an instant
new entry, Click on reference number, click on summary report for the
Modify or Delete to edit Search button, it will show the day of items sold
or delete existing ones. list of all entries made. Select through memo option.
from the list.
 CARD

If you make a new entry, Ref

No. will come automatically. It
is a unique no of each entry.

Enter Batch number as

mentioned in the batch
closing slip.

Use Doc No. to enter Sub-

Batch numbers if required.

First define through Master-

General Master.
(e.g, Smart Fleet Card,Petro
Card, Credit Card, etc)
Press F1 to select.

If the net Batch amount is

adjusted with your principal
company’s ledger then
press F1 and select the
principal company.

Enter the amount here if a

customer has paid you to
add balance to his card.
This will increase Cash
balance.

Enter the amount here If a

customer has made payment
vide his card.
This will reduce Cash
balance.
Click on Add to make a Reference If you do not know the
new entry, Click on Number of reference number, click on
Modify or Delete to edit Card Entry Search button, it will show
or delete existing ones. the list of all entries made.
Select from the list.
 STOCK ISSUE RECEIPT

If you make a new

entry, Ref No. will come
automatically. It is a
unique no of each
entry.

Press F1 to get a list of

all the items. Select the
stock item from the
list.
You can also directly
put the code. Define
through Master-Item.

Click on Add to make a Enter the required quantity in front of each item in this field for reducing the item stock but not
new entry, Click on effecting accounting other than closing stock value.
Modify or Delete to edit For eg. Evaporation, Handling loss, Physical damage or Shortage.
or delete existing ones. Similarly use Receipt Qty field to increase stock.

You can also use this entry to convert an item into another one, like 20 ltr Drum into Loose oil.
In this case first select the 20ltr Drum item and enter 1 in issued quantity.
In the 2nd line select Loose Oil item and enter 20 in receipt quantity.
.
 STOCK POINT TRANSFER
In From and To press F1 and select the respective Stock Points.
For each entry a unique Keep the field blank if you are referring to main stock point. For
reference number will be eg., if stock has been transferred from Godown to Main stock
generated automatically. point, then in “From” press F1 and select Godown, and leave
“To” field blank.

Press F1 and get a list of

all the items. Select the
item which has been
moved from one point to
another.

Click on Add to make a If you do not know the

new entry, Click on reference number, click
Modify or Delete to edit on Search button, it will
or delete existing ones. show the list of all
entries made. Select
from the list.
 CREDIT BILLING SHEET

To enter credit memos Click to add Customers or

of the customers on a modify/delete existing ones.
day to day basis. In
Memo type give “N”.
Full details are
explained under MEMO Click to add Item Master or
SALES page. modify/delete existing ones.

Use this option when

the Bill is to be
generated. Click to define vehicles of
Full details are each Customer. When
explained under BILL vehicle# is given, Customer
GENERATION page. name will be picked up.
Departments can also be
defined under each party.
After Bills are
generated, print
through this option. Enter customer wise
Full details are coupon/slip book issued.
explained under BILL While entry customer name
PRINTING page. will come automatically as
per the coupon number.
These option open the
Voucher entry. Use
when Customer
payments are received. Click to send sms of bill
Full details are details to Customers.
explained under
VOUCHER page.
Click to send sms of O/S
details to Customers.

Click on this arrow to get a list

of Customer related reports.
 VEHICLE MASTER

Press F1 to get a list of

all Customers.
Select the desired one.

Enter multiple vehicle Some Customers want

nos. belonging to that the vehicle wise
above Customer. details in Bill generated
While memo entry the from credit slips should
Customer name will be as per their desired
come automatically sequence.
when any of these You can number the
vehicles are entered. vehicles in this field.
They will be sorted
accordingly in bill
You can mention printing.
whether it is a Petrol
vehicle or a Diesel one.
The item will be shown
in memo entry.
Press F1 and select the
required item.
 COUPON MASTER

You can black list a

coupon book if it
reported stolen or for
some other reason as
instructed by the
Customer.
This will block the sale
Press F1 to get a list of against any coupon in
all Customers. Select this range.
the desired one.

Enter the Coupon book

starting and ending
coupon number.
If the coupon book is By entering this
issued for a single coupon number while
vehicle then enter the credit memo entry, the
vehicle number else Customer will be
keep blank if it may be automatically selected.
used by any vehicle of
that Customer.
 BILL SETTINGS
(SALE BILL HEADER FOOTER)

This is user
definable and will
be printed Enter “I” for Inkjet or
accordingly in Laser printer, “D” for
Sale Bill. Dotmatrix Printer

Enter “TAX
INVOICE” if VAT Bill
is required

Required in case
of pre printed
stationery If you want use pre
printed stationery
then give “N” here.
Enter the top margin
in “ Row 1”
 AUTOMATIC BILL GENERATION FROM CREDIT MEMOS

A-Generate Bills for all M-Bill only monthly parties If Selective option is chosen,
S-Select multiple from list F-Bill only Fortnightly parties enter “Y” in front of
O-press F1 and select single W-Bill only Weekly parties customers for whom the bill
A-Bill irrespective of schedule is to be generated.

Press F1 to select Zone.

Bills of only those
customers who fall
under this zone will be
generated

Credit memos of only

this period will be
considered for billing.

Credit memos having

items of this group
only will be billed.
Keep blank to bill all.

Only applicable when

One Party is selected.
A list of all due credit
slips will be shown.
You can then mark
selective slips to be
billed.

Same option is
available for selective The order in which the Will automatically Define the bill date. Will Click to Generate.
vehicle billing. bills will be numbered. show. You can effect the accounts on A list will be subsequently shown
change it if required. this date. giving details of bills generated.
 BILL PRINTING
Select the method of grouping. In the bill
printout the memos will be grouped as per
this option and subtotals will also come
Press M for multiple bill printing. accordingly.
A list will be shown. Select by enter
“Y” in front of the bills to be printed.
This will give a printout of all credit memos
linked to the given bill number.
If there are many credit memos, then you
can take out this report along with a single
Press F1 to get a list of all the bills or
page cumulative bill.
enter the bill number manually.

Enter “Y” if department details as entered in

credit memo are to be printed.

This will print the opening, period

debit, period credit and the closing
balance of the Customer as a
summary line in every bill. Enter “Y” to print Customer Voucher
Number along with the memo number.

If “Y” is given here then the memo

wise breakup will not be printed in the Enter “Y” to print Customer voucher date
bill. It will only print item wise totals. instead of memo date.

Enter “Y” to show the total number of

memos linked to the given bill in bill footer.

Enter “Y” if remarks given in each credit

memo are to be printed.

A bill may be of multi-pages. You can select

Click on Preview to get the bill format on whether the bill header is to be printed only
screen. if you have Inkjet/Laser printer on the first page or every page.
then right click and select Print option.
In case of dot matrix printer select
“Print” option and then click on “OK”. Enter “Y” to print item group wise summary
To export the bill as a text file click on of quantity and amount in bill footer.
File. It will open in Notepad.
 RUNNING CREDIT

Enter “T” in memo type to

specify running credit
memo.

Use this option to enter the

payments received from
vehicle against running All the vehicles authorized
credit sales. for running credit must be
defined here first
If cash has been paid to a
vehicle then that entry will
also be done from here.
Each vehicle has to be
grouped under its owner.
Click here for owner master.

Click to enter bill wise

outstanding as on 1st April
of each vehicle.
 OWNER MASTER

Give a unique code for each

owner.

Type initials of the Owner to Click on Add or create new

search if you want to modify or Owner Masters or click on an
delete a specific one. existing one to edit or delete.
 RUNNING CREDIT VEHICLE MASTER

Vehicle number to be registered Press F1 to get a list of all owners

for running credit sale. and select the desired one. Define
through Entry-Running Credit
Sheet-Owner Master

Enter “Y” to black list.

Credit Sale will not be
allowed to the black
listed vehicle.

If a credit limit is
defined, then sale to
this vehicle will be
blocked once the credit
limit is reached.

Enter the Vehicle number if you Click on Add to make a new If any Remarks is entered, then the same will be shown to the
want to modify or delete one. entry, Click on Modify or counter person when the vehicle number is entered in memo
Delete to edit or delete entry. You can use this to give specific instructions to your
existing one. counter person regarding the vehicle.
 OPENING BALANCE

Press F1 to get a list of all the

Running Credit Vehicle, Select
the desired one.

Enter details like date, memo

number and memo amount.
Multiple outstanding memos of
that vehicle can be entered.

Click on this button to get a

printout of vehicle wise
outstanding.
 RUNNING CREDIT VOUCHER

Press F1 to get a list of all

vehicles. Select the
desired vehicle.

Click on arrow and select

whether it is a receipt or
payment. You can receive the
Sometimes cash is given amount either against
to vehicle drivers. In that outstanding memos or as
case select Payment. Advance. Select by
If they are paying you clicking the arrow button.
cash against their
outstanding then select
Receipt.

After entering the vehicle

number, a list will be auto
generated showing all the
outstanding bills of that
vehicle.
Enter the breakup of
payment received against
the bills due.
 CASH MEMO HEADER & FOOTER

This is user definable and will be printed This half is explained in next page.
accordingly in Cash Memo.
Required for preprinted stationery or predefined memo printing style.

1 > Autonumber cash memos only, 2 > Autonumber cash & credit memos, 3> Do not Autonumber

To classify memos, starting serial letters can be entered here. Only these will be accepted on entry.

If “Y” Department field will be shown while memo entry, else it will be hidden

If “Y” Card Number field will be shown while memo entry, else it will be hidden

If “Y” Customer Voucher Number field will be shown while memo entry, else it will be hidden

If “Y” Salesman field will be shown while memo entry, else it will be hidden

If “Y” then time of sale will be printed in Cash Memo beside date.

If “Y” Printing option will come after memo entry is done, else it will proceed to new entry.

Enter default numbers of copies to be print

If “Y” then help window for party code, item code, vehicle no. will come auto, F1 will not be needed.

Enter “I” for Inkjet or Laser printer, “D” for Dotmatrix Printer

Used for defining your logo if cash memo printing is done in Inkjet or Laser Printer

“Y” in Show Discount fields if item wise discount is given in memo

If “Y” is given in “Computer date in memo” than the system date will be printed in memo, not memo date.

If kept blank “Cash Memo” or “Credit Memo” will be printed, else this will be printed in both cases.

If you want to use “ TOUCH BILL OPTION”, then Press F1 and select the items which will be shown there

Define headings for memo printing if you specifically want to describe them
MASTER – SETTINGS-PAGE1

Shift entry will be restricted to this number. Meter/Dip readings will asked
for these many shifts.

In Master-Sales Fields-“R” must be defined as Round off.

In Master-Purchase Fields-“R” must be defined as Round off.

Sale will be blocked if item stock is negative and “N” is given here.

A new windows asking for Meter number will open in sales/memo entry

If “N” the selling rate as defined in item master will be considered.

First enter Meter Readings, the tentative Dips will be calculated and shown

You can define credit limit in customer master.

Give “Y” for auto numbering all sale bills, “S” for separate cash sale numbering

Enter Local name in Customer master in Hindi, will show in help list.

Enter 2 if your operating system is Windows 7 64bit, else 1.

A new denomination page will open in voucher for cash deposit entries
MASTER – SETTINGS-PAGE2

DETAILS ON NEXT PAGE

MASTER –SETTINGS – PAGE2

To Define sms to be send to which clients after memo entry.

No sms will be sent if amount is below this amount, keep blank for all

Login as provided by your sms provider

Password as proved by your sms provider

Your sender id which will be shown to the customer in sms

This will be added to every sms, you can enter your Company name & address in
short here, like “Thank you, ABC SAMPLE SERVICE,KOLKATA”
If you have acquired sms pack from a different provider, mention here.

“N” will not send the memo number in sms

The number on which the Daily Report SMS will be sent to.

If User id is invalid, report menu will open only if “Y” is given here.

If User Id is invalid, he will not be able to use vehicle master if “N” is given

If User Id is invalid, selling rates will be picked from item master

If User Id is invalid, he will not be able to change the memo number

If kept blank and user id invalid, he will not be able to modify or delete any data.
If any number is given then he will be allowed to modify or delete the data for the
last as many days from last entered date.
When Company is opened for the first time of the day, an automatic backup is
taken as a security measure.

When defining for the first time keep blank and press enter, else
enter the existing Main ID
When defining for the first time keep blank and press enter, else
enter the existing User ID
Enter the new Main ID.
This field will be activated only if old main id & user id are correct
Enter the new User ID
This field will be activated only if old main id & user id are correct
DATA BACKUP AND RESTORE

All the available drives (first six)

will be shown. Click on the drive
letter to take a backup of data.
A compressed file will be created
in BACKUP folder of the clicked
drive.

Check the date and

time in front of each
drive to know the latest
backup date.

The date and time is shown in

front of each backup. This helps
you in knowing the last backup
done and also in taking multiple
backups in separate drives.

You have to type

RESTORE word in this
space and then click on
the drive. This ensures
that restoration of data
is not done by mistake.
 MASTER COPY / BALANCE TRANSFER OPTION

Enter the 7 digit short

id of the last year’s
company from where
the data is to be
transferred from.

Enter the 7 digit short

id of the new year’s
company to where the
data will be transferred.

Choose the appropriate After properly

options. Only the Master filling the form
entries will be transferred if click here to begin
Transfer Balance is not data transfer.
selected.
 REMINDERS

Enter the date on which Enter the actual date Write down the job You can use this field to designate the
this job will be on which the job is description to be job to some specific person. You can
reminded to you. getting due. reminded of. then filter the jobs for that person.

You can group the jobs

under specific heads
and then filter the jobs
for a particular group.

Fill in the required

fields and click on
filter. Only the specific
jobs will be shown.
 HOW TO UNZIP A FILE

Normally updates will be sent to you in a zip format through email.

Here is how to update :
Let us suppose that the file sent to you is SGW.ZIP

First download the zip file and save to desktop

It may look like this on the desktop :

Right click on SGW.ZIP and select “OPEN WITH”-“COMPRESSED ZIP FOLDER”

(in Windows 7 it will be “OPEN WITH”-“WINDOWS EXPLORER”)

You will see a list of files – Select all the files – Copy
Go to SGWIN folder and Paste the files there. If overwrite is asked for, then select Yes to all.

Shortcuts :
To select all files – CTRL+A
To Copy – CTRL+C
To Paste – CTRL+V

Please check beforehand SGWIN is in which drive. You can check the same by checking properties
of the shortcut or run software and click on [5.OTHERS-VERSION].

HOW TO REGISTER

Open a sample company ■ Click on [5.OTHERS-REGISTER] ■ Write your pump’s name in Computer Description
Click on the Big Button – a file “Regis” will be created in C:\1 – attach the file and email it to [email protected]

HOW TO UNREGISTER

Open a sample company ■ Click on [5.OTHERS-UNREGISTER] ■ Call Support for password ■ Write your pump’s name in Computer
Description ■ Click on the Big Button – a file “Regis” will be created in C:\1 – attach the file and email it to
[email protected]