ALIGNBOOKS. User guide

Transcription

1 ALIGNBOOKS User guide

2 Table of Contents ALIGNBOOKS... 4 INTRODUCTION TO ALIGNBOOKS... 5 REGISTRATION... 6 LOGIN HOMEPAGE COMPANY SETUP Basic Setup General Setup Sales Setup Purchase Setup Inventory Setup Finance Setup SALES MODULE Customer Master Sales Price List Sales Estimate Sales Order Sales Dispatch Sales Invoice Sales Credit Note Sales Debit Note Sales Return Payment Reciept PURCHASE MODULE Vendor Master Purchase Price List Purchase Order Goods Receipt Note Purchase Bill Purchase Credit Note Purchase Debit Note Purchase Return Payment FINANCE MODULE Chart Of Account Receipt Payment Voucher Transfer Journal Adjustment Journal Expense Journal INVENTORY MODULE Item Master Stock Adjustment Material Issue Material Receipt Branch Issue Request Branch Issue Branch Issue Receipt PRODUCTION Bill Of Material Assembling

3 Disassembling... Material Issue Request... Issue To Production Floor... Received From Production Floor... OTHER CONFIGURATION... Currency Conversion Rate... Locations... Manage User... Taxcode... Warehouse... OPENING OUTSTANDING CUSTOMER... OPENING OUTSTANDING SUPPLIER... OPENING STOCK... OPENING FINANCE... COMMON FUNCTIONS

4 ALIGNBOOKS The manual has been prepared keeping all the aspects of the software in mind but there might be instances of slight differences whenever updates take place, we try to keep the manuals as updated as possible.

5 INTRODUCTION TO ALIGNBOOKS Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we aim to facilitate your understanding of the AlignBooks working environment and the required features available so you make best use of options to meet your requirements. We are sure you will love this help studio and if not, we are listening to improvise. Please feel at ease to go through this tutorial at your pace. Disclaimer We have taken extreme measures to ensure reasonable care in provision of standard services. Unintentionally though, it is a possibility that the software will not perform exactly as is written in this tutorial. We are constantly evolving and if you do encounter any change in functionality, we will endeavor to resolve your concern in our next tutorial release. Thank you for your anticipated cooperation.

6 REGISTRATION Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we aim to facilitate your understanding of the AlignBooks Registration process. The entire process is automated and easy to complete in few simple steps. To register with AlignBooks, please visit You can do this directly from the browser or from the promotion mailers There are three ways to register you with AlignBooks. Register as a Free Trial User Register as an AlignBooks Partner Register as a paid Subscriber We will explore each of these options in this tutorial. Register as a Free Trial User To boost your confidence level on the utility for a paid subscription; AlignBooks provides you a leverage to work on the package free of cost for a period of one month. There is no given rush for buying a subscription, register yourself for free trial and start using AlignBooks instantly.you can of course convert yourself as a paid subscriber thereafter. During free trial period you will have access to all modules and features of AlignBooks and data entered during the free trial period shall remain intact. After one month you can buy a subscription of the product variant suits you most and carry on with your existing data. Click on Tab to register and you will be directed to fill Registration Page, which looks like;

7 Let us explore how to key in the required Registration Information; Select your gender Title.

8 Enter your First Name. Enter your Last Name Enter your Valid ID. Your ID will be used as your User ID with AlignBooks. A verification will be sent on your id to confirm validation. Enter your contact number with Country Code and dial in code. We recommend you to enter your mobile number with country code. Enter a Password you wish to use for Login to AlignBooks. Your Password should be of minimum six characters. Re Enter your password to confirm. Select your Country. Select your state from drop down list. Overseas users may please type their State Name. Enter your City Name. Enter your PIN/ZIP Code Enter your Enterprise Name or Group Name.This is helpful when you want to create multiple companies. Select your nature of Business from the drop down list. Enter your Business Name i.e. Company s Registered Name. After successful validation of registration verification, AlignBooks will automatically create a new Company in this name with default setup.this will facilitate you to start entering transactions immediately. Select Default Chart of Account applicable to your Company i.e. Corporate or Non Corporate. We believe in automation and hence based on your selection we will load a tailor made chart of account for your data input and analysis. Stay relaxed, you can change add or delete as many accounts as you want.

9 Check on to accept the AlignBooks Terms of Service and Privacy Policy. Click here to read AlignBooks Terms of Services. Click here to read AlignBooks Privacy Policy. Click here to submit your registration form. Click here to Contact us. Click here to read Align Books Legal Terms & Conditions. Upon submission, you will receive an to complete the registration process Validate your registration from your to activate your registration and gain access to free trial immediately. To validate go to your mail Box ->Open the mail received from AlignBooks with subject Align Books Subscription Verification -> Click on Once you Click on. in the Align Books Subscription Verification mail the system will display

10 Click on to login to AlignBooks, The system will prompt you to Login page. Remember, free trial is only valid for a period of 30 days. Thereafter, you would need to buy a subscription. Register as an AlignBooks Partner At AlignBooks we believe in forging long term relationships and we want to give back to the community we aspire to serve for. We have multiple channels of partnership to keep the relationship active and therefore If you want to register yourself as AlignBooks Partner, you can go to module of our web page

11 We categorise our partners in four different ways: 1.Certified Professionals: If you are a Certified Professional i.e. Chartered Accountant and/or a CPA, you can register yourself under this category. Alignbooks offers a wide range of benefits to the elite fraternity of certified professionals such as, Free use of AlignBooks for their own accounting. Dash Board to have access to client s data from own user ID and Listing with AlignBooks to have easy approach by AlignBooks users for any professional requirements. 2.Sales Partners : If you wish to become our business sales partner, you can register yourself under this category. AlignBooks offer lucrative sales incentives for our channel partners. To register as a sales partner, please reach us using the contact us form. 3.Experts: AlignBooks believes in knowledge sharing, lean methodology and best practices adoption. If you want to associate your experience with our valuable offerings and spread our education program, you can register yourself under this category. AlignBooks tutorials could make you an Expert in its application implementation which immensely results in your career boosting. 4.Developers: AlignBooks offers open API implementation, meaning, if you are an application developer you can register yourself under this category and AlignBooks would assist you to integrate your modules with AlignBooks application and provide access to its unique platform. When you will click on any category you will find a Tab User on relevant partner page. Click on Tab, you will be directed to fill Registration Page as discussed in Register As a Free Trial Upon submission of registration form, you will receive an to complete the registration process.

12 Validate your registration from your to activate your registration and gain access to free trial immediately. To validate go to your mail Box ->Open the mail received from AlignBooks with subject Align Books Subscription Verification -> Click on Once you Click on. in the Align Books Subscription Verification mail the system will display.

13 Click on to login to AlignBooks, The system will prompt you to Login page. Register as a paid Subscriber If you are convinced to make a buy at AlignBooks, click on Tab.You will be re-directed to the Registration Page. Select from the user type drop down if you are an existing user or a new user. If you are an existing user your details will auto pop up. If you are a new user, select New User option from the drop down menu and fill Registration Page as discussed above under Register As a Free Trial User Once you provide applicable details, the system will prompt you to AlignBooks Suite of products wherein you select a product variant which best suits your needs. Click here Product variants and Pricing to know more about AlignBooks product variants and pricing. We wish you the best of experience with AlignBooks. Happy Aligning! We are sure you will love this help studio and if not, we are listening to improvise. Please feel at ease to go through this tutorial at your pace. Disclaimer

14 LOGIN Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we aim to facilitate your understanding of the AlignBooks Login process. When you click on the in main webpage you will find two options : AlignBooks online application users can Login through AlignBooks partners can Login through option. option. Once you select your login option you will be directed to the following Login screen;

15 Enter your or User ID. Your Id submitted in Registration form can be used as your Login ID. Enter your login password. If you want the system to remember your Login Id and Password for your net login, click on Select your preferred language from the dropdown. Click on to start your work..

16 If you want to go through AlignBooks License Agreement, click here. If you do not remember your login password, click here. The system will assist you in resetting your password. When you will click here, the system will ask your Login Id and after submitting a valid id, the system will send an OTP at your registered . Once you submit the OTP, you will be allowed to enter a new password. If you are a new user, you would need to click on create an account option and fill in your relevant details as a user or a partner. Click here Registration to know more about how to register. Click here to read AlignBooks Privacy policy. Click here to read AlignBooks Security policy Immediately upon log-in you will reach the home page which is the landing page for you to explore options. We wish you the best of experience with AlignBooks. Happy Aligning! Disclaimer

17 HOMEPAGE Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the home page of AlignBooks. We go by the saying Home is where the heart is and this is how we built our landing page, carefully crafting the pieces together keeping your work flow and ease of usage in mind. AlignBooks works based on modular approach to handle day to day complexities and everything is aligned and updated in real time no matter which module you are in. Everything inside AlignBooks works by click and play and not just by passing entries all the time. After all, we were not making just accounting software. We have successfully tried combining technology with commercial wisdom whilst keeping your daily challenges in perspective and have used a similar approach in developing our pages too. Our home page is divided into 22 parts: Home : Wherever you are in the application, clicking on this Icon will always bring you back to the Home Page. This way you always have a safe way out to seek what you really want to explore.

18 Subscribe : Clicking here allows you to check your subscription detail. AlignBooks works on subscription model which is explained here; AlignBooks offer a trial period validity of one month from the date of Registration. Thereafter, you have to buy a Subscription Key. Let s understand what subscription key means to you. Subscription Key : When you buy a Subscription, AlignBooks will deliver a Subscription Key on your Registered ID. The Subscription Key is not linked with Company or User. You can apply this key on any Company for which you want to increase validity period or increase the number of users. You can buy as many subscription keys as you want and apply them at your convenience to activate subscription. Subscription Key Validity : One Subscription Key is Valid for One Company and comes loaded with five user license for a period of one year. The date of validity for the key is from the time you apply the key in the product not from the date of purchase. So, the period of validity of key is counted from the date you apply and not from the date you buy the key. We will intimate you on s when you are nearing expiry. Please note that we respect your data and if your subscription gets expired, you would still be able to view or print your reports. You will not be allowed to make new entries though. Billing Information: Here you can see your billing details. Buy Subscription : click here to buy a new subscription which is delivered as a key, the system will prompt you to AlignBooks Suite to select a product variant. Click here Product variants and Pricing to know more about AlignBooks product variants and pricing. Rate Partner: Click here to rate our partner. AlignBooks has channel partners in place who actively sells the product. We constantly endeavour to increase our service standards and would be happy to have your rating on our partner standards. Enter the partner ID and click on OK to validate the partner ID. Rate the partner by clicking on number of stars you want to rate. The more stars clicked, higher the rating. Clicking on Update Rating. Click on close the window to exit. Apply Subscription : Click here to apply subscription. As explained before; when you buy a new Subscription, AlignBooks will send a Subscription key on your registered ID which you can apply; To create a new Company. To increase Validity period of existing Company. To Increase number of Users in existing Company. It s the application date which counts as the start date for license validity and not the purchase date.

19 1. Select / Create Company :Click here to create or select a Company. We want you to work fast with accuracy at your command. With this in mind, we have aligned multiple companies in one platform so at a click of a button you can swap and change companies. If you have open more than one Company, always select a company for which you want to make transaction entries or view reports. You can make a company as your default company i.e. that company will remain selected as your base company upon your next login. To make a company as your default company, click on want to make default. against the company you Create Company: Click here to create a New Company. The system will prompt to a new window, enter the required details. Business Type: Select Business Type from Drop Down list. As you can see we have already identified categories that you may have as your business model. Country: Select your Country from the drop down list. This will help us load your relevant currency and tax regime. Company Name: Type the Name of the company. Default COA type : Select Default Chart of Account applicable to your Company i.e. Corporate or Non Corporate. We believe in automation and hence based on your selection we will load a tailor made chart of account for your data input and analysis. Stay relaxed, you can change add or delete as many accounts as you want. Click on and the system will create a new company for you with default setup values. Now you can select your newly created company and can start work. If you want to change setup for this Company, you can do under Configuration module. Click on to exit this window. If you already have an unused Subscription Key, proceed to Apply Subscription to apply the Key and enjoy working.

20 Display Bar : Here you can see in display, the selected company name, User Name, Accounting period and last Document opened. Modules: AlignBooks is built around modules and the critical ones are featured in prominence. You can click on any menu and you will find subcategories under each one of them. Sales : Here you can create your Customer Master, Define Sales Pricing structure and generate documents like Estimate, Orders, Dispatch Notes, Sales Bill /Invoices, Debit Notes, Credit Notes, Sales Return, Payment Receipts. Here you do, what you should really be doing; making and counting sales and measuring your competitiveness! Purchase : Here you can create your Vendor / Supplier Master, Define Purchase Pricing structure and generate documents like, Orders, Goods Receipt Notes, Purchase Bills, Purchase Debit Notes, Purchase Credit Notes, Purchase Return, and Vendor Payments. Here you manage your cost base to remain alive. Finance: Here you can verify your Chart of Accounts and generate documents like Receipt Vouchers, Payment Vouchers, Transfer Journal, Adjustment Journals and Expenses Journals. This is simplification of what you are used to doing in accounting packages. Inventory :Here you can create your Item Master and generate documents like Stock Adjustment, Material Issue, Material Receipt, Branch Issue Request, Branch Issue and Branch Receipt. Yes, we have got every eventuality covered till you run out of scenarios in inventory management. Production : Here you can generate documents like Bill of Material, Assembling, Disassembling, Material Issue request, Issue to Production floor and Received from Production Floor. We allow you to value your production in your way and assist you with automation in AlignBooks way. Asset : Here you can create Asset Master, maintain inventory of Assets and generate Asset Transfer Document. You can deploy your control on your assets. Reports : Here you can view and print all your reports to suit your style. You get the real extra than simply tallying pennies!

21 Post Recurring : Our mind has a tendency to forget at times. To overcome mistakes and avoid repetition of submissions, we have provided you with the facility to post your recurring vouchers, orders and invoices in one click and without undergoing the whole process of making them all over again. For Example You can automate the recurring scenario where you are in service Industry and providing fixed service to clients and charging fixed monthly remuneration and are in need to raise an Invoice every month. As you can see in picture above a list of transactions on which post recurring already stands applied are displayed here. The pending entries in this form comes in from the respective modules. Click here Schedule a Document, to know more about how to make schedule of a document. The list displays all the relevant details to let you identify the voucher with a column captioned as under which the system display the date on which a document is due to be posted. The last column in the list captioned as Post is showing the posting status as Pending. This column rows are editable. Click here to select your specific option from drop down as Post or Clear. You can even let it remain pending till you decide. After selecting your option for each voucher, click on to execute your action. Vouchers for which you have selected Post will be posted in accounts and will disappear from the list. Vouchers for which you have selected Clear will also disappear from the list and only vouchers pending for your decision will remain. If you want to post all Bills/Vouchers appearing in the list in one go, click on at the bottom of the Form. Export : Click on appearing with Post All to Export the data as visible in the list to an Excel Sheet. Search : If you looking for any particular Bill/voucher, enter here a text/number matching to Description, Voucher Type, Party or Amount. The system will short list the bills/vouchers with matching text. Sort : If you want to sort data on a particular field, click on the label of that field, your data will be sorted on that field. You can reverse the order of sorting by just Double click on the label of that particular field. Click on to Exit from the Post Recurring.

22 Frequently Used : Under this Icon we have grouped some frequently used Entry and Report modules to give you ready access. It is just a short cut to avoid going through the regular Menu options. Refresh : Clicking here allows you to refresh your connection to data. At times, you might want to click on refresh button to ensure you have the latest set of data on your screen. Financial Period : Click here to make an easy shift from one accounting period to another. You can select any accounting period from drop down list and press to confirm the change. Opening Transactions : If you are using AlignBooks for the first time and have not migrated the data from your previous software, click here to incorporate your brought forward balances. There are four key categories for which opening entries might be needed for a successful migration. Bills Outstanding Customer: Click here to enter customer wise outstanding bills as on the opening date of your financial period. If you do not maintain bill wise details, you can post the data in one such previous bill. To learn more about how to make entries, click here Bills Outstanding- Customer.

23 Bills Outstanding Supplier: Click here to enter vendor wise outstanding bills as on the opening date of your financial period. If you do not maintain bill wise details, you can post the data in one such previous bill. To learn more about how to make entries, click here Bills Outstanding- Supplier. Opening Stock: Click here to enter location wise details of the opening inventory items. To learn more about how to make entries, click here Opening Stock. Opening Financial: Click here to enter the opening financials for the entity to commence books of accounts. To learn more about how to make entries, click here Opening Financial. Configuration : If you are a new user and/or you have opened a new business entity, you might first want to review and setup the configuration features to meet your specific requirements and fully use all the available functionalities. To learn more about Company Setup and functions click here Introduction to AlignBooks Company Setup. We have not left any stone unturned to match your requirements here! Favorite : Click here to add your favorite Entry or Reports module for quick access. This helps you stay efficient.

24 Support Ticket : Click here to generate a Support Ticket. We are eager to support and our team will get in touch with you at first priority. User Profile : Click here to manage your profile, change password and logout to close you current session. Doc Folder : Click here to store your important documents and files for quick access and backup. Notifications : Click here to see the notifications received from colleagues or our support team. AlignBooks had inbuilt messaging system for collaborative working.

25 Search : Click here to search for any specific data label. Dash Board : We are constantly trying to give you just beyond accounting. This area helps you monitor the health of your business. Here you can see your most critical data refined in a neat format for your easy use. We tried to give you what is really relevant for your day to day tracking. Access Panel : Click here to check the relevant Dashboard and go directly to the what matters you the most; your Customers, Suppliers, Finance, Inventory. Legal : Click here to read our Legal policy. Privacy : Click here to read our Privacy policy. Security : Click here to read our Security Policy. We wish you the best of experience with AlignBooks. Happy Aligning! Disclaimer

26 COMPANY SETUP Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the company set up options. AlignBooks is designed with lot of user defined extra utilities which you may need in your one company but may not need in other. This feature of AlignBooks gives you facility to customaries your Documents and Reports and to make your working simple, you can set as what you need and what do not. When you click on Company Setup the screen which appears looks like; For the ease of understanding, the company set up is tabulated in six parts. 1. Basic 2. General Setup 3. Sales Setup 4. Purchase Setup 5. Inventory 6. Finance By default the system will display the Basic setup option. You can switch over to any setup option by clicking the respective tab on the left hand side panel. Now we will explore each option one by one.

27 Basic Setup Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Company Basic setup options. Under Basic Setup you will have three relevant sections where all the required data pertaining to your company can be captured.

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29 We will start with Company s Basic information first; here. Name: Enter the name of Company for which books of accounts is being maintained. One could use the nick name or abbreviated name of the Company as used in day to day conversation for this column, as printing of company name would not be made on the basis of the name entered Print Name: Enter the name of the Company that one require to print on Invoice, reports etc. Hence, in case of registered Company the name of organization given on registration certificate should be entered here, e.g. in case of company the exact name as mentioned in the incorporation certificate needs to be mentioned. Code : The company code would be automatically generated by the AlignBooks application and would be reflected here. Logo : Select your Company Or Brand Logo which you want to print on all your documents like Sales Bill, Vouchers etc. Logo could be inserted here by clicking the picture of logo through laptop/mobile camera device. The best way to insert the logo is selecting the file (jpeg/pdf ) containing the logo by browsing from desired space. Please note that the Logo file size should not exceed 2 MB. We are now finished with the basic part and made a unique identification for the Company. If you want, you can hide this option by clicking on. We will now look into the Communication input Address: Enter your complete address like Building Name, Road / Street Number and Name. Preferably the registered address of the Company for which books of accounts are being prepared should be entered here because this address will be printed on all Documents/Reports. Country :Select your Country from the drop down menu. If your Country name does not figure in the list, you can add the country name by clicking Icon or option within the drop down menu. State : Select the relevant state from the droop down list. If your State Name does not figure in the list, you can add the State name by clicking Icon or option within the drop down menu. City : Select your City from the drop down list. If your City Name does not figure in the list, you can add the city name by clicking Icon or option within the drop down menu. PIN : Enter the PIN /ZIP Code for the selected city/area. Phone : Enter the phone numbers of Company.

30 Enter the address of Company. Longitude :Input here the longitude of address location via Google Map. Click on location s longitude. Latitude : Input here the latitude of address location via Google Map. Click on location s latitude. to find your to find your Website : Enter the Webpage address of the Company. FaceBook: Enter your Face Book Account name of the Company. Skype : Enter your Skype Account name of the Company. Twitter : Enter your Twitter Account Name of the Company. We are now finished with the communication part. If you want, you can hide this option by clicking on.now will input the statutory registration details of the Company. LinkedIn : Enter your LinkedIn Account Name of the Company. PAN : Enter the Permanent Account Number (PAN). TAN: Enter the Tax Deduction Account Number (TAN) of the Company. CIN: Enter the Company Identity Number (CIN) of the Company. GST/TIN: Enter your Goods and Service Tax Registration number. Establishment Code : Enter the establishment code of the Company. ESI No: Enter your Employee s State Insurance Registration Number if the entity is registered with Employee State Insurance (ESI) authority. PF No. : Enter your Provident Fund Registration Number if the Company is registered with Provident Fund (PF) authority.

31 Authorised Person : Enter the name of person whose name is need to be printed on statutory forms and Returns like form 16A, TDS/GST Returns etc. Custom Licence No.: Enter your Import / Export Licence Number if the Company is dealing in Export & Import of Goods or services. Click on to save the information entered above. Click on to exit from the company set up menu. Your company set-up a one-time exercise is done. However, you can change/modify the information any time, if so required. We have completed basic setup of the company. Now we will look for General Setup. Click on General Setup Tab of the panel.

32 General Setup Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Company - General Setup options. In this set-up you are required to provide the details and configure the currency, locations, indirect taxation status and accounting period. Multi Currency: If you are an Importer or Exporter, keep Multi Currency ON. This will provide you flexibility to enter transactions in multiple currencies and your currency fluctuation Gain/Loss will be calculated automatically. Base Currency : Select from the Drop Down list your county s currency or the currency in which you want to maintain books of accounts. Multi Location : If your business transactions are dealt from multiple locations and you want to maintain Branch wise/location wise books of accounts along with consolidated accounts, keep Multi Location ON. Location Label : Select from the Drop Down menu a suitable label for your locations i.e. Branch, Store etc. Book Start Date : Enter the Book start date in DD/MM/YYYY format. You can also pack a date from the calendar function. Tax applicable in Sales /Purchase : If you fall in indirect tax network like GST or you want to record indirect taxes on your purchase separately, keep this feature ON.

33 We hope you enjoyed this tutorial. Please give us a shout for help. Happy Aligning! We have completed General setup of the company. Now we will look for Sales Setup. Click on Sales Setup Tab of the panel.

34 Sales Setup Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Company - Sales set up options. Under this setup you can define and set your preferences and requirements related to your Sales documents and reports. Here you will have five relevant sections where all the preferences and requirements pertaining to your Sales related documents and reports can be set and defined.

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36 We will start with Basic Sales setup first; Customer Label: This will define how would you like to address your Customer Customer, Client etc.. Select the relevant label of your choice from the dropdown list, which best suit to your industry. Your selected label will be printed on the relevant documents to be generated related to sales. Logistic Details: Keeping this option On, will allow you to enter and store the delivery/shipping details at the time of generating Sales documents. Credit Control: Keeping this option ON gives you the choice to control credit to be allowed to various customers by setting a limit in terms of amount. If this option is ON, at the time of Customer Master creation, the system will ask for credit limit to be set for individual customer and will not allow to raise invoices beyond the credit limit set for a customer. Document Classification: Keeping this option ON will allow you to classify your sales documents on several user defined criteria like Area, Product etc. based on which you can generate/filter various MIS reports. Salesman wise Billing: Keeping this option ON will allow you to keep track of sales per sales man and apprise his performance. If this option is ON, the system will ask for related salesman name while generating any Sales related document Agent wise Billing: Keeping this option ON will allow you to keep track of sales per Agent and apprise his performance. If this option is ON, the system will ask for related Agent name while generating any Sales related document. Tax in Rates: In some Industries sale rates quoted are inclusive of Taxes and in others rates are exclusive i.e. tax is to be charged separately. Within same industry sometimes the system defer from customer to customer and even form document to document. If you have a uniform system of quoting rates you can select either Inclusive or Exclusive as applicable, otherwise select Document Based and the system will ask for the relevant information at the time of generating a Sale document. Stock posting on: If you are maintaining inventory of items, select from the drop down the relevant criteria to reduce inventory i.e. either on Dispatch of goods or when Invoice is raised. Round off: AlignBooks gives flexibility to round off your Sales documents on any level you want. For example if your base currency is INR, you can round off your Invoices to the nearest Rupee or in multiple of Rs. 10 and so on. Select from the dropdown, your preferred round off level. Posting Ledger Based on: Select from the drop down the relevant criteria to maintain your sales ledgers in your books of accounts. You can have as many ledgers as you want which can be based upon item or tax rate structure. We have completed Basic Sales setup. If you want, you can hide this option by clicking on Now we will explore Sales Custom Fields..

37 AlignBooks have structured sales documents taking into consideration requirements for varied industries. You can still have up to five extra fields defined per your requirements to cater for your special priorities. Let us understand how you can configure the Extra Fields for your sales documents. Suppose in your sales documents you need one extra field to store Way Bill Number Required: Click on against Field 1. Allow Blank : Select Off if this is a compulsory field i.e. unless you enter Way Bill Number, the System will not allow completing the Sale Document. If it is not a compulsory Field i.e. in some documents you may enter Way Bill Number and in others you may leave this blank, keep allow blank as On. Caption: Here type a Caption for this field for your identification - like Way Bill No. Type: Select from the Drop Down menu specific field type. The type could be a String, Numeric, Currency or a Date. Since, Way bill no. is an Alpha numeric value, you should select field type as String If you select the field type as Numeric you will be asked for number of decimal point you want in numbers. You can select the required number of Decimal Point from the Drop Down menu. You can repeat the process to add all the remaining fields to meet your requirement. on We have completed creation of Sales custom Fields. If you want, you can hide this option by clicking. Now we will explore Customer Custom Fields. AlignBooks have structured customer master taking into consideration for varied customer identification requirements. You can still have up to five extra fields defined per your requirements to cater for your special priorities. Let us understand how you can configure the Extra Fields for your Customer Master. Suppose in your Customer Master you need one extra field to store Customer s Land Mark Required: Click on On. against Field 1. Allow Blank: Select Off if this is a compulsory field i.e. unless you enter Land Mark, the System will not allow completing the Customer Master. If it is not a compulsory Field i.e. for some customers you may enter Land Mark and in others you may leave this blank, keep allow blank as Caption: Here type a Caption for this field for your identification - like Land Mark Type: Select from the Drop Down menu specific field type. The type could be a String, Numeric, Currency or a Date. Since, Land Mark is an Alpha numeric value, you should select field type as String.If you select the field type as Numeric you will be asked for number of decimal point you want in numbers. You can select the required number of Decimal Point from the Drop Down menu.

38 You can repeat the process to add all the remaining fields to meet your requirement. We have completed creation of Customer custom Fields. If you want, you can hide this option by clicking on. Now we will explore Billing Setup Item Level. At times, you incur some extra cost on a particular item sold and you might want to get it reimbursed from your customer by including it in Invoice against that particular item. For instance - if you make some changes in your standard product to make it customised to your customer requirement,you might want to charge it separately from the customer as making charges. You may also face scenarios where at one time you might want to include charge in a lump sum whilst in another instance you might want to link it to quantity. Similarly, sometimes you may allow some discount on a particular item. While making sales invoice, calculating these item wise extra amounts and presenting in them in the invoice keeping customer requirements in mind becomes a difficult and challenging task. AlignBooks has structured features to add, define and configure as many as three of these extra charges / discounts to meet your requirements. Caption : Give a caption to such additional charge / Discount Example Making charges. Tax Behavior: If this charge is taxable Select Before Tax otherwise select After Tax. Calculation Type: If you will charge a lump sum amount select Fixed Amount. Alternatively, you can get it calculated by selecting Calculation. Calculate on : Select the relevant option based on how the charge will be calculated. Posting GL : Select General Ledger Account where this charges / deduction will be posted in financial accounting. Add /Deduct: If it is a charge on the customer select Addition. If it is a rebate or discount to the customer select Deduction. You can also keep this as Floating in which case the system will secure this information at document level. We have completed creation of Item level custom Fields. If you want, you can hide this option by clicking on. Now we will explore Billing Setup Document Level. At times, you incur some extra cost on a particular Sale and you might want to get it reimbursed from your customer by including it in Invoice. For instance Delivery Charges. You may also face scenarios where at one time you might want to include charge in a lump sum whilst in another instance you might want to link it to quantity or total sales value.

39 Similarly, sometimes you may allow some discount on a particular sale. While making sales invoice, remembering and calculating these extra amounts and presenting in them in the invoice keeping customer requirements in mind becomes a difficult and challenging task. AlignBooks has structured features to add, define and configure as many as three of these extra charges / discounts to meet your requirements. Caption : Give a caption to such additional charge / Discount Example Delivery charges. Calculation Type: If you will charge a lump sum amount select Fixed Amount. Alternatively, you can get it calculated by selecting Calculation. Calculate on : Select the relevant option based on how the charge will be calculated. Posting GL : Select General Ledger Account where this charges / deduction will be posted in financial accounting. Add /Deduct: If it is a charge on the customer select Addition. If it is a rebate or discount to the customer select Deduction. You can also keep this as Floating in which case the system will secure this information at document level. This option differs from the item level set-up where we set up a charge item wise whereas here we charge to the customer in total and in addition to the various line items. Therefore, in your sales documents, you can have 6 extra user defined +- out of which 3 can be calculated item wise and rest per document. We have completed creation of Document level custom Fields as well we have also completed Sales Setup. Click on Save to save the information entered in Sales setup Now we will look for Purchase Setup. Click on Purchase Setup Tab of the panel.

40 Purchase Setup Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Company - Purchase set up options. Under this setup you can define and set your preferences and requirements related to your Purchase documents and reports. Here you will have five relevant sections where all the preferences and requirements pertaining to your Purchase related documents and reports can be set and defined.

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42 We will start with Basic Purchase setup first; Vendor Label: This will define how would you like to address your Vendor Vendor, Supplier etc.. Select the relevant label of your choice from the dropdown list, which best suit to your industry. Your selected label will be printed on the relevant documents to be generated related to Purchase. Logistic Details: Keeping this option On, will allow you to enter and store the delivery/shipping details at the time of generating Purchase documents. Document Classification: Keeping this option ON will allow you to classify your Purchase documents on several user defined criteria like Area, Product etc. based on which you can generate/filter various MIS reports. Agent wise Billing: Keeping this option ON will allow you to keep track of Purchases per Agent and calculate his commission and other entitlements. If this option is ON, the system will ask for related Agent name while generating any Purchase related document. Tax in Rates: In some Industries purchase rates quoted are inclusive of Taxes and in others rates are exclusive i.e. tax is to be charged separately. Within same industry sometimes the system defer from customer to customer and even form document to document. If you have a uniform system of quoting rates you can select either Inclusive or Exclusive as applicable, otherwise select Document Based and the system will ask for the relevant information at the time of generating a Purchase document. Stock posting on: If you are maintaining inventory of items, select from the drop down the relevant criteria to reduce inventory i.e. either on Receipt of goods or when you receive Purchase Invoice. Round off: AlignBooks gives flexibility to round off your Purchase documents on any level you want. For example if your base currency is INR, you can round off your Invoices to the nearest Rupee or in multiple of Rs. 10 and so on. Select from the dropdown, your preferred round off level. Posting Ledger Based on: Select from the drop down the relevant criteria to maintain your Purchase ledgers in your books of accounts. You can have as many ledgers as you want which can be based upon item or tax rate structure. We have completed Basic Purchase setup. If you want, you can hide this option by clicking on. Now we will explore Purchase Custom Fields. AlignBooks have structured Purchase documents taking into consideration requirements for varied industries. You can still have up to five extra fields defined per your requirements to cater for your special priorities. Let us understand how you can configure the Extra Fields for your Purchase documents. Suppose in your Purchase documents you need one extra field to store Way Bill Number Required: Click on against Field 1.

43 Allow Blank : Select Off if this is a compulsory field i.e. unless you enter Way Bill Number, the System will not allow completing the Purchase Document. If it is not a compulsory Field i.e. in some documents you may enter Way Bill Number and in others you may leave this blank, keep allow blank as On. Caption: Here type a Caption for this field for your identification - like Way Bill No. Type: Select from the Drop Down menu specific field type. The type could be a String, Numeric, Currency or a Date. Since, Way bill no. is an Alpha numeric value, you should select field type as String If you select the field type as Numeric you will be asked for number of decimal point you want in numbers. You can select the required number of Decimal Point from the Drop Down menu. You can repeat the process to add all the remaining fields to meet your requirement. We have completed creation of Purchase custom Fields. If you want, you can hide this option by clicking on. Now we will explore Vendor Custom Fields. AlignBooks have structured Vendor master taking into consideration for varied Vendor identification requirements. You can still have up to five extra fields defined per your requirements to cater for your special priorities. Let us understand how you can configure the Extra Fields for your Vendor Master. Suppose in your Vendor Master you need one extra field to store Vendor s Land Mark Required: Click on against Field 1. Allow Blank: Select Off if this is a compulsory field i.e. unless you enter Land Mark, the ystem will not allow completing the Vendor Master. If it is not a compulsory Field i.e. for some Vendors you may enter Land Mark and in others you may leave this blank, keep allow blank as On. Caption: Here type a Caption for this field for your identification - like Land Mark Type : Select from the Drop Down menu specific field type. The type could be a String, Numeric, Currency or a Date. Since, Way bill no. is an Alpha numeric value, you should select field type as String If you select the field type as Numeric you will be asked for number of decimal point you want in numbers. You can select the required number of Decimal Point from the Drop Down menu You can repeat the process to add all the remaining fields to meet your requirement. We have completed creation of Vendor custom Fields. If you want, you can hide this option by clicking on. Now we will explore Billing Setup Item Level. At times, your vendors charge some extra cost on a particular item sold to you. You may also face scenarios where at one time they might want to include charge in a lump sum whilst in another instance they might want to link it to quantity. Similarly, sometimes they may allow some discount on a particular item.

44 While entering Purchase invoice, calculating these item wise extra amounts and presenting in them in the purchase Bills keeping accounting requirements in mind becomes a difficult and challenging task. AlignBooks has structured features to add, define and configure as many as three of these extra charges / discounts to meet your requirements. Caption : Give a caption to such additional charge / Discount Example Making charges. Tax Behaviour: If this charge is taxable Select Before Tax otherwise select After Tax Calculation Type: If you are charged a lump sum amount select Fixed Amount and if want to get it auto calculated on Quantity, Amount of Running Total of the Bill, select Calculation. Calculate on : Select the relevant option based on how the charge will be calculated. Posting GL : Select General Ledger Account where this charges / deduction will be posted in financial accounting. Add /Deduct: If it is a charge by the Vendor select Addition. If it is a rebate or discount to you select Deduction. You can also keep this as Floating in which case the system will secure this information at document level. We have completed creation of Item level custom Fields. If you want, you can hide this option by clicking on. Now we will explore Billing Setup Document Level. At times, your vendor incurs some extra cost on a particular Sale made to you and might want to get it reimbursed from you by including it in Invoice. For instance Delivery Charges. You may also face scenarios where at one time they might want to include charge in a lump sum whilst in another instance they might want to link it to quantity or total Purchase value. Similarly, sometimes they may allow some discount on a particular sale. While entering Purchase invoice, remembering and calculating these extra amounts and presenting in them in the invoice keeping accounting requirements in mind becomes a difficult and challenging task. AlignBooks has structured features to add, define and configure as many as three of these extra charges / discounts to meet your requirements. Caption : Give a caption to such additional charge / Discount Example Delivery charges. Calculation Type: If amount to be charged is a lump sum amount select Fixed Amount. Alternatively, you can get it calculated by selecting Calculation. Calculate on : Select the relevant option based on how the charge will be calculated.

45 Posting GL : Select General Ledger Account where this charges / deduction will be posted in financial accounting. Add /Deduct: If it is a charge by the Vendor select Addition. If it is a rebate or discount to you select Deduction. You can also keep this as Floating in which case the system will secure this information at document level. This option differs from the item level set-up where we set up a charge/discount item wise whereas here we set up a charge in total at document level. Therefore, in your Purchase documents, you can have 6 extra user defined +- out of which 3 can be calculated item wise and rest per document. We have completed creation of Document level custom Fields as well we have also completed Purchase Setup. Click on Save to save the information entered in Purchase setup. Now we will look for Inventory Setup. Click on Inventory Tab of the panel.

46 Inventory Setup Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Company - Inventory set up options. Under this setup you can define and set your preferences and requirements related to your Inventory Items and documents related to movement of Inventory. Here you will have six relevant sections where all the preferences and requirements pertaining to your Item/ Product and movement related documents can be set and defined.

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48 We will start with Basic setup of Inventory Item Label: This will define how would you like to label your Inventory Items Article, Item etc. Select the relevant label of your choice from the dropdown menu, which best suit to your industry. Your selected label will be printed on the relevant documents to be generated related to Inventory. Separate Packing Unit: Keeping this option On, will allow you to maintain inventory in two units. For instance, Bags and Kg., Cartons and Pieces. Keep it OFF if you maintain single unit item. Ware House: Keeping this option On, will allow you to maintain multiple warehouse or storage points in the system. If you do not wish to maintain separate inventory for each storage point, you can keep this option OFF. Bar Code Scan Lookup: Keeping this option On will allow you to use Bar Code scan lookup for recording your inward and outward item movement. Bar code scan lookup works like a bar code scanner whereby you can create multiple item rows in a sales / purchase documents on the basis of item code or other identical value like serial number and their after you can enter the quantity and other required values against each item rows. Minimum Stock Level: Keeping this option On will allow you to receive notifications when a particular stock item falls below the minimum defined level. If you do not define the minimum level, you can keep this as OFF. Stock Valuation Method: Select from the drop down the relevant valuation criteria based on which you want to value your stock. Align Books offers you the flexibility to choose the method which best suits your accounting policy. Your options are FIFO, LIFO and weighted average. Document Classification: Keeping this option ON will allow you to classify your Inventory documents on several user defined criteria based on which you can generate/filter various MIS reports. Separate print description: Keeping this option ON will allow you differentiate the inventory item label used in the system with the one used in printing on various documents whilst still maintain internal linking. This feature is very helpful in those trade where the inventory items are recognized by a different trade name to the one maintained in the system Item Coding Configuration: Select from the drop down list your choice of how you want to maintain the item coding in the system. In various trades, people are more familiar with codes assigned to products. Alignbooks gives the flexibility to maintain your codes in three different ways. Auto numeric - If you want the system to generate the code automatically for each item. Auto Group Based - If you want the system to generate automatic Numeric codes but based on product grouping. Manual - If you would like to assign the product code of your choice to each inventory item. We have completed Inventory Basic setup. If you want, you can hide this option by clicking on Now we will explore Inventory Document Custom Fields..

49 AlignBooks have structured Inventory documents (Goods received/issued from Production, Jobbers, branches etc.) taking into consideration requirements for varied industries. You can still have up to five extra fields defined per your requirements to cater for your special priorities. Let us understand how you can configure the Extra Fields for your Inventory documents. Required: Click on against Field 1. Allow Blank : Select Off if this is a compulsory field i.e. unless you enter required input in the field, the System will not allow completing the Inventory Document. If it is not a compulsory Field i.e. in some documents you may enter a value and in others you may leave this blank, keep allow blank as On. Caption : Here type a Caption for this field for your identification. Type : Select from the Drop Down menu specific field type. The type could be a String, Numeric, Currency or a Date. If you select the field type as Numeric you will be asked for number of decimal point you want in numbers. You can select the required number of Decimal Point from the Drop Down menu. You can repeat the process to add all the remaining fields to meet your requirement. We have completed creation of Inventory document custom Fields. If you want, you can hide this option by clicking on. Now we will explore Item Master Custom Fields. AlignBooks have structured Item/Product master taking into consideration for varied item identification requirements. You can still have up to five extra fields defined per your requirements to cater for your special priorities. Let us understand how you can configure the Extra Fields for your Item Master. Required: Click on against Field 1. Allow Blank: Select Off if this is a compulsory field i.e. unless you enter required input in the field, the System will not allow completing the Item Master. If it is not a compulsory Field i.e. for some items you may enter a value and in others you may leave this blank, keep allow blank as On. Caption: Here type a Caption for this field for your identification. Type : Select from the Drop Down menu specific field type. The type could be a String, Numeric, Currency or a Date. If you select the field type as Numeric you will be asked for number of decimal point you want in numbers. You can select the required number of Decimal Point from the Drop Down menu. You can repeat the process to add all the remaining fields to meet your requirement. We have completed creation of Item master custom Fields. If you want, you can hide this option by clicking on.

50 Now we will explore Item Extended properties. Batch Wise Inventory: In some industries you are required to maintain your inventory records batch number wise. For Example Pharmaceutical & Drug Industries. Keeping this option ON will allow you to maintain Batch number Records of your inventory items Item Serial Number Tracking: In some industries you need to maintain product serial number as the manufacturer identifies those products on the basis of serial numbers only. Example Electronic Items like Computers, printers, Mobile Set etc. Keeping this option ON will allow you to maintain product serial numbers within your Inventory items. Number of Serial Fields: Select from the Drop Down menu your specific requirement for tracking product serial. We have completed defining Item Extended properties. If you want, you can hide this option by clicking on. Now we will explore Item Attribute. Item attributes helps you to manage your inventory items and generate, gather or filter any extra information or value. To understand this properly let us take some Example : You are dealing in Shirts and want to keep details of Brand, colours, size etc., you can attribute 1 field for Brand 1 for Colour and 1 for size. Now you can track your Shirt s inventory in multiple combinations i.e. you can see a particular colour s inventory in different brands or in a particular size etc. You are procuring material to meet out a particular Sales Order(s). You can attribute Sales Order Number with the Items and can see list of Inventory you have against any order. When you will make entries of your Inward / Outward transactions, the system will display list of Orders in hand. Even you can attribute your some Important Customers for whom you need to maintain a level of Inventory and can have watch as how much inventory you are having for that customer. Likewise you can use these attributes in other ways as per your need and manage your Inventory efficiently. AlignBooks offers you the flexibility to add five extra fields to properly identify specific item attributes. Let us understand how we can create an item attribute. Required: Click on Required to make the field1 activated Allow Blank: Select Off if this is a compulsory field whereby unless you put any value in this field, the system will not allow to complete and save a sale/purchase or inventory document. If it is not a compulsory Field, keep allow blank as On. Caption: Under this field give a Caption for attribute identification, for example, color, type, brand etc.

51 Type: Select from the Drop Down menu your specific field requirement. For Example If you select Customer, while making Inward or Outward entries, when you will come to this input field you will be displayed your list of Customers. If you select Sale Order, List of Orders in hand will be in display. You can also make your own self defined list, if you wish so, Select Self List from the Drop Down menu. You are also use to input a Remark, if you wish so, select None from the Drop Down menu. The whole process is intended to increase efficiency in work. You can repeat the process to add all the remaining fields to meet your requirements. We have completed setting Item attributes. If you want, you can hide this option by clicking on. Now we will explore Service. If you want to capture service dates and service location for your services provided/taken, you can use this feature. Input Service Date : Keeping this option On will allow you to capture the service date for the services. This is helpful for tracking maintenance record. If you do not wish to track, you can keep this as OFF. Service Location: Keeping this option On will allow you to keep record of service location. If you do not wish to track, you can keep this as OFF. Click on to save the information entered in Inventory setup. Now we will look for Inventory Setup. Click on Finance Tab of the panel.

52 Finance Setup Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Company - Financial set up options. Under this setup you can define and set your preferences and requirements related to your General Ledger Items and Finance documents. Here you will have three relevant sections where all the preferences and requirements pertaining to your General Ledger Items and Finance documents can be set and defined.welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Company - Financial set up options. Under this setup you can define and set your preferences and requirements related to your General Ledger Items and Finance documents. Here you will have three relevant sections where all the preferences and requirements pertaining to your General Ledger Items and Finance documents can be set and defined.

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54 We will start with Basic setup of Finance; Expenses Budget Control : Keeping this option On will allow you to keep track and control of your budgets at voucher entry level. If you do not wish to track, you can keep this as OFF. Budget Exceed Control : If you are keeping the expense budget control option as ON then you can define the way you want the system to populate message when the budget for a particular ledger gets in excess. Select from the Drop Down list your specific field requirement. Your options are Message or Stop. If you choose message, you will get a warning which you can bypass and continue working. If you choose Stop, you won t be allowed to proceed with any further entry on that ledger. TDS Applicable: In many Payments you need to deduct Tax at Source (TDS) and make Net payment after deducting the TDS amount. Also when you account for some Bills, you need to Deduct and Pay TDS irrespective of the fact that you have paid that bill or not. Similarly, your Customer may deduct some TDS on payments made to you or your Bills Accounted for by them. Generally these TDS classification entries are not made at the time of making/receiving payments and journals are passed at a later stage which invites errors and omissions. Keeping this option ON will allow you to adjust TDS, At Receipt /payment level OR When you account for a Bill without actually making / receiving payment Document Classification: Keeping this option ON will allow you to classify your financial documents such as cash vouchers, journals etc. on different criteria s on the basis of which you can generate and filter your reports. on We have completed the basic part of Finance Setup. If you want, you can hide this option by clicking. Now we will explore Ledger Attribute. Ledger attributes helps you to manage your General Ledger items and generate, gather or filter any extra information or value. General Ledger attributes will help you to further classify your Ledgers and keep a watch in various ways. To understand this properly let us take some Example : Suppose you are in Service Industry and want to keep Track on Travelling Expenses incurred on few clients. You can attribute customer against Travelling Expenses. Whenever you will enter any Travelling Expenses, the System will prompt to enter the Customer Name for which this expense has been incurred. Later you can have analysis of Travelling Expenses as on which client you incurred how much. Similarly, if you want to keep track of any Expenses incurred on your employees, you can attribute Employee against that expenses and can have a analysis as on which employee you have incurred how much. Likewise you can use these attributes in other ways as per your need and manage to analysis and control your expenses. AlignBooks offers you the flexibility to add five extra fields to properly identify specific Ledger attributes. Let us understand how we can create a Ledger attribute.

55 Required: Click on Required to make the field1 activated. Allow Blank: Select Off if this is a compulsory field whereby unless you put any value in this field, the system will not allow to complete and save a voucher. If it is not a compulsory Field, keep allow blank as On. Caption: Under this field give a Caption for attribute identification, for example, Customer, Employee etc. Type: Select from the Drop Down menu your specific field requirement. For Example If you select Customer, while making entries, when you will come to this input field you will be displayed your list of Customers. If you select Employee, List of Employees will be in display. You can also make your own self defined list, if you wish so, select Self List from the Drop Down menu. You can also use to input a Remark, if you wish so, select None from the Drop Down menu. The whole process is intended to increase efficiency in work. You can repeat the process to add all the remaining fields to meet your requirements. We have completed setting Ledger attributes. If you want, you can hide this option by clicking on. We will now explore default ledger options. AlignBooks comes with preloaded chart of accounts and a default mapping for key accounts. If you wish to amend the linkage based on your specific requirements, you can do so. Description: Here you see the list of key financial items which you would be using extensively in your day to day transactions. We have identified and mapped these accounts with associated ledgers for your ease and automated working. Ledger: Here you see the list of key ledgers which are mapped to their respective financial items. There is a direct relationship between financial items under description and the associated ledgers. You can change the mapping for the ledgers by selecting a different ledger from drop down menu. We have completed Financial Setup Click on to save the information entered in Financial setup. We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning!

56 SALES MODULE Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Sales Module. Under Sales module you can create your Customer masters, define sales prices, generate various documents related to the sales and account for payment receive from the customers. Sales Module has ten menu options Customer Master Price List Master Estimate Order Dispatch Invoice Credit Note Debit Note Sales Return Payment Receipt We will explore each of them in detail.

57 Customer Master Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the customer master set up options. Before we begin, let us understand about the need of customer master and the usage of this particular activity. In every industry, regard less of its dealing with cash or credit customers, an entity must maintain the track records of its individual customers. This allows the company to understand customer sentiments and make necessary adjustments to effectively meet the expected requirements of its customers. Therefore, in customer master we setup the customer profile for each customer with all the available data at hand. This is normally a one-time process at the time of new customer addition and this library of data is extensively used to capture, generate and auto generate the required reports in a desired format. Example: Invoice creation, Payment receipt etc. You can also edit and delete an already created set of information with required authorisation. The key functions of a Customer Master Module are: Creation of a New Customer Record; Modification of an existing Customer Record; Deletion of an existing customer record. We will be going through the each of these set of information in detail. New Customer Creation If you are in Sales Drop Down you need to select and the screen which appears looks like this; You can see the option at top right of the screen. Click on this option and you will be directed to the relevant customer creation screen. Here you will have seven relevant sections where all the required data pertaining to a new customer can be captured.

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59 Name: Here you input the name with which you are used to identify your Customer. This can also be a nick name or a short name. This field is not used for printing so you are at comfort to associate with the name. Print Name: Here you input the customer name which will be used in printing documents. This normally is the registered name of the customer in statutory records. Name and Print name can stay similar. Code: This is a system generated automated code to uniquely identify a customer. If you wish to keep your own series of codes, you may input a 6-digit Alpha/Numeric code. Under Ledger: Select from the drop down the required control General Ledger in which the customer is to be grouped (e.g. Sundry Debtors Account). If the required GL does not exist in the list, you can create a new GL by clicking on Icon or option within the dropdown menu. Is Sub Party: Select ON if you want to link the new customer to an existing group/customer. This will allow you the liberty to analyze the performance of multiple customers as one group. Under Party: If the sub party is kept ON, then select from the drop down the required party/group with which you want to identify the customer. Inactive: Select ON if you want to make a customer inactive. During any business transaction such inactive customer names will not appear in your list of customer name. You can reactivate customer again by selecting OFF. Firm Status: Select from the drop down the constitution status of the customer. Ex. Individual, company etc. This classification helps the entity to analyze and fix the marketing strategies. Territory: Select from the drop down the required territory based on which you want to group your customer. This categorization enables an entity to analyze the area wise business outputs and adjust marketing strategies. If the required territory does not exist in the list, you can create a new territory by clicking on Territory wise classification, Icon or option within the dropdown menu.if you wish not to maintain select default in the dropdown or keep this field blank. Party Category: Select from the drop down list a priority on how you may want to identify your customer. This categorization helps the front desk and the support team to respond in select dialect with a specific customer and respond within an agreed service protocol. If the required category does not exist in the list, you can create a new category by clicking on within the dropdown menu. Icon or option If you wish not to maintain category wise classification, select default in the dropdown or keep this field blank.

60 Contact Person : Input here the relevant contact person name which the customer is advising to contact for his business needs. This contact normally being the proprietor himself or entity representative. Logo / Photo : Upload an image of the customer or a logo of the company or its trade mark or any specific identification which helps you maintain the unique customer identity. Images could be JPEG or PDF, with the maximum size of 2 MB. We are now finished with the basic part and made a unique identification for the customer. We will now look into the Communication input where we separate the billing and shipping information.billing Information: Address : Input here the complete address which needs to be printed on the invoices/bills. The address should suffice the requirement of all tax related requirement, preferably the registered address of the company. The same address would be used for the future communication with the customer, so it is essential to ensure that the address is complete and understandable to anyone including any third party for delivering the invoices or collecting the payments. Ex. Flat #, Building No./Name, Street name/no., Area, Land mark etc. Country : Select from the drop down the Country of the address entered above. If the required Country does not exist in the list, you can create a new Country by clicking on dropdown menu. Icon or option within the State : Select from the drop down the State of the address entered above. If the required State does not exist in the list, you can create a new State by clicking on menu. Icon or option within the dropdown City: Select from the drop down the City of the address entered above.if the required City does not exist in the list, you can create a new City by clicking on menu. Icon or option within the dropdown PIN : Input here the required PIN to identify the relevant address. For postal communications Pin code is must. Phone: Input here the most relevant contact number of the customer for a speech conversation. Input here the most relevant address of the customer for written communication. Longitude:Input here the longitude of customer location via Google Map to locate customer easily. Click on to find your location s longitude. Latitude: Input here the latitude of customer location via Google Map to locate customer easily. Click on to find your location s latitude.

61 Shipping Information: Enter the address where goods are generally dispatched for this Customer. If the Billing Address and Shipping Address is same, you can copy the same by clicking on otherwise fill the shipping address information in the same way as filled for Billing Address. We are finished with the customer physical address input and will now focus on the Digital identification of the customer. Digital: We live in a digital era where it s a necessity to target online audience with right offers and suggestions. It is of great significance to fill in the relevant social profile information for the customer as this allows to keep a tab on his growth strategies. Web Site: Input here the relevant web page address of the customer. Face Book : Input here the face book account or page of the company to enable follow-up on his day to day updates. Skype: Input here the relevant Skype id of the customer. Twitter: Input here the Twitter account name of the customer. Linked In: Input here the LinkedIn id for the customer. We will now input the statutory details for the customer which identifies its relevant registration and tax status. GST No: Input here the GST No. for the customer. CIN: Input here the registration number of the customer provided by the regulatory authority with which the customer is registered. Ex. Company Identification Number (CIN) should be entered in case the company is registered under Registrar of Companies. PAN: Input here the Permanent Account Number (PAN) of the Customer. We will now input the defaults which identifies an entity integration with its customer. Payment Term: Payment terms usually differ from customer to customer based on their business credibility. Select from the drop down list your agreed terms with the customer. If the required term does not exist in the list, you are able to create a new payment milestone, by clicking on option within the dropdown menu. A dialog box will appear with options as below; Name Input here a name for the payment term, Ex. Advance, progressive, retention etc Code Input here a 4 digit code, Ex Fixed Days Keep this ON, if you want to fix the credit period in days period. No of Fixed days Input here the credit days allowed as agreed with the customer. Ex. 60. Icon or

62 Payment Cycle This option will automatically become ON, if your payment term is not fixed days. Run on If payment cycle is ON, select the cycle from the drop down list. Ex. Weekly, Bimonthly or Monthly. Price Category: Select from the drop down a relevant price category if you maintain different price categories for the customer. If the required Category does not exist in the list, you can create a new category by clicking on Icon or option within the dropdown menu. Sales Executive: Select from the drop down the specific sales personnel allocated to the customer account. This field is available only if you have configured Salesman wise billing ON in Configuration>Company Setup->Sales Setup. If the required Sales Executive does not exist in the menu, you can create a new by clicking on Icon or option within the dropdown menu. Agent-Broker: Select from the drop down the specific Agent/Broker allocated to the customer account. This field is available only if you have configured Agent wise billing ON in Configuration->Company Setup->Sales Setup. If the required Agent does not exist in the menu, you can create a new by clicking on Icon or option within the dropdown menu. Transporter: Select from the drop down the relevant transported who would be delivering goods to a customer. If the required transporter does not exist in the list, you are able to create a new name by clicking on Icon or option within the dropdown menu and input a transporter name. Credit Limit : Input here the credit limit allowed to an individual customer. If you have kept credit control ON in your Sales Setup, you must define a credit limit here; the system will not let you raise an invoice beyond the credit limit defined here. Allow Mobile Access: If you are using CSS module of AlignBooks and want to give your customer an access on system to upload his Order and view his ledger, then check on the relevant Box. Once you check on the Box, the System will prompt for password. You can type in a password which you must also share with your Customer along with a Customer Code and your Company Code. The Customer can down load the CSS Application on his phone and login using this information to start uploading orders and checking his ledgers in real time. Customer on watch: If you want to keep this customer on watch, check on the relevant Box. The Customer will be added to your Dash Board and all its key figures will be visible to you on your Dash Board. We will now input the specific banking information relevant for a customer. Bank Name: Select from the drop down the relevant bank for the customer. If the required bank does not exist in the list, you are able to create a new name by clicking on dropdown menu. Branch: Input here the branch name of the selected bank. Account No: Input here the account number for the selected bank. Icon or option within the

63 IFSC Code : Input here the RTGS / IFSC code for the selected bank/branch. Custom Fields: If you have selected any User defined Extra Field at the time of Company Configuration (Configuration->Company Setup->Sales Setup->Customer Custom Fields), that number (maximum 5 fields) of UDF fields would be visible and you can enter the relevant details against those fields. Here one thing to remember that if you have opted Allow Blank No against any of the UDF filed in set-up then while creating Customer master you have to provide the information under that User Defined Field(UDF) or to say you cannot keep that field blank. Click on Click on to Save the values. to Exit from the New Customer Form. We are now back to the main screen for the Customer Master. Edit: If you wish to Edit a customer detail, click on make the required changes and click on. The customer details will be opened in edit mode, can to save the changes made by you. If you think that this record is no more required, you can delete the record by clicking on Delete : If you wish to delete a customer data, Click on. and confirm the deletion. Note that if you have created Sub Party under a Customer, the System will not allow you to delete this record unless you delete all the sub parties under the customer. It is advisable not to delete a Customer if some data are already entered against that Customer. If you have closed dealing with a Customer or for any reason any Customer is Inactive you can always opt to make the Customer Inactive. Export : Click on to Export the data as visible in the list to an Excel Sheet. Search : Type a text to search a particular record. Group : If you want to Group your display on any particular field, hold that field and drag a little up outside the Grid, your display will be grouped on that field. To remove the groupings drag the field back into the Grid column. Sort : If you want to sort data on a particular field, click on the label of that field, your data will be sorted on that field. You can reverse the order of sorting by just Double click on the label of that particular field. Click on to Exit from the Customer master. We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning! Disclaimer

64 Sales Price List Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Sales Price List option. Before we begin, let us understand about the need of Sales Price List and the usage of this particular activity. Price List If your company is dealing in multiple items or it is in such a business sector where price fluctuates quite frequently then to keep the track of prices for various items for billing purpose is always a cumbersome task. To cut down the manual handling of that process AlignBooks provide the feature of maintain price list. You can change the price list any number of times with its effective from feature. Moreover you can maintain the multiple price list for the same period for different category of customers. You can also edit and delete an already created set of information with required authorisation. The key functions of a Sales Price List Module are: Creation of a New Price List; Modification of an existing Price List; Deletion of an existing Price List. We will be going through the each of these set of information in detail. New Price List If you are in Sales Drop Down you need to select and the screen which appears looks like this;

65 You can see the option at top right of the screen. Click on this option and you will be directed to the relevant Price List creation screen. Description: Enter a Description for your identification e.g. If you are creating a price list for one brand of product you can name it with that brand to easily identify the same in future. Price Category : If you are having different price categories, Select a price Category from thedrop Down menu. If your desired Category does not Figure in the menu, you can create a New Category from here. Click on in the dropdown menu or click on Icon to create a Category. You can also Edit or Delete a Category from Here. Select a Category to be edited/deleted and then click on Opened in Edit mode and you can Edit it and save by click on. The Category will be. You can Delete it by click on. Effective From: Enter the Date from which this price list will be effective from. You can pick the date from the calendar function. Get Latest Price : Click here to get latest price of items available in the System. This feature will help you to update the price list where price of most of the items has remained same and there are changes in the prices of only few items. With this process the system would fetch the prices of items from the last updated price list and thereafter you can simply modify the items of your choice only.

66 A list Showing Item Group, Item Code and Item Name is shown along with a Column to fill the Item Rate. The Rate column is editable field and you can put the new rate against each item. If at the time of Company Configuration (Configuration->Company Setup->Sales Setup->Billing Set up-item Level) you have selected any additional column for User defined Item wise Extra Charges, then defined number of columns would appear to enter Rates for those extra charges. You can enter the relevant rate of Extra Charges against items in those columns. This is to ascertain that If you have not yet created any Item in your item master, you have to first create your item master then only you would be able to create a price list for that item master. To create a new Item use Module Item Master under Inventory. Click on Click on to save the values. to Exit from the New Sales Price List Form. Edit Exiting Price List A list Showing Price List Description, category and Date from which the Price list will be effective from is shown along with option to edit and delete against each Sales Price List. Click on to edit a Sales Price List. You can make the required changes and Save it. Delete Exiting Price List Click if you want to delete a Price List. It is advisable not to delete a Price List if some data are already entered using that Price List. Export : Click on to Export the data as visible in the list to an Excel Sheet. Search : Type a text to search a Price List you are looking for. Group : If you want to Group your display on any particular field, hold that field and drag a little up outside the Grid, your display will be grouped on that field. To remove the grouping, drag the field back into the Grid column. Sort : If you want to sort data on a particular field, click on the label of that field, your data will be sorted on that field. You can reverse the order of sorting by just Double click on the label of that particular field.

67 Click on to Exit from the Price List master. We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning! Disclaimer

68 Sales Estimate Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the customer estimate or commonly known quotation preparation options. Before we begin, let us understand about the need of customer quotations and the relevance of this particular activity. In the current competitive market, every customer is looking for a bargain price. It is obvious that the customers compare the prices with different vendor offerings before deciding on the final selection. Alignbooks provides simplest way to handle an estimate or quotation of products or services. Under this option you can not only track and monitor the various estimates submitted to different customers but can also track their outcomes too gradually helping you analyse your hit ration and identifying customer behaviour patterns. The key functions of a Estimates Module are: Creation of a New Sales Estimates, Modification of an existing Sales Estimate; Deletion of an existing Sales Estimate.

69 Configuration: AlignBooks provide you the facility to configure your Estimate documents with respect to choice of maintaining multiple series of documents, choice of sending and SMS on creation/edit/approval of the document and for Approval System setting etc. Click on Configuration to configure this document. Click here How to Configure a Document, to know more about this utility. Let s now understand how to create a new sales estimate in simple steps Click on Estimates through sales module. You have three ways to prepare a new estimate; Enter fresh data for the first time; Open an existing document and use the Copy feature of AlignBooks to make the necessary changes. This will save your time and efforts;

70 If you have data in an Excel Format, Import data and make the required changes. Let s enter the fresh set of data for the first time; Location: If you are handling multi locations, select the required location from the drop down menu. This field is available only if you have configured Multi location ON in configuration ->Company Setup>General Setup.If your desired Location does not exist in the menu, you can create a New Location by clicking on Select a Location option within the dropdown menu. You can also Edit or Delete a Location from here. to be edited/deleted and then click on mode and you can edit it and save by click on. You can. The Location will be opened in Edit delete it by click on. Category: If you are classifying your document in different categories, select the applicable category from the drop down menu. This field is available only if you have configured Document Classification ON in Configuration ->Company Setup->Sales Setup->Basic.You can Add, Edit or Delete a Category by following the process described under Location Tab. Client: Select a customer from the drop down list for whom you are preparing Estimate. You can Add, Edit or Delete a Customer by following the process described under Location Tab. System will auto pull the id from customer master. If you wish to change the same, you can do that here. Currency:If you are preparing Estimate in a foreign currency, select a Currency from the drop down menu. This field is available only if you have configured Multi Currency - ON in Configuration ->Company Setup->General Setup.If your desired currency does not exist in the menu, you can add a new currency by clicking on Icon or option within the dropdown menu. Conversion Rate: System will automatically get the conversion rate from currency master, if already created by you. If you wish to change the currency conversion rate for this particular document, you can do the same here. Salesman: System will auto pull the Salesman Name from customer master. If you wish to change the same, you can do that here. This field is available only if you have configured Salesman wise Billing ON in Configuration ->Company Setup->Sales Setup. If the required Salesman does not exist in the menu, you can create a new by clicking on Icon or option within the dropdown menu. Estimate Date: Enter the date which you wish to reflect in the document. By default, the system will take thecurrent date. You can also pick a different date by just clicking on the calendar function. Estimate No: Prefix : While configuring your document, if you have opted to maintain manual prefix, select a prefix from the drop down list. If the required prefix does not exist in the list, you are able to create a new one by clicking on Icon or option within the dropdown menu and input a name. Number: While configuring your document, if you have opted to maintain manual numbering, enter adocument number here.

71 Ref No.: Here you may enter the customer or previous document number, if any. Ref Date: Here you may enter the reference document s date. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function. Agent: System will auto pull the agent name from customer master. If you wish to change the same, you can do that here. This field is available only if you have configured Agent wise Billing- ON in Configuration ->Company Setup->Sales Setup. If the required agent does not exist in the menu, you can create a new by clicking on Icon or option within the dropdown menu. Tax: Select Inclusive from the drop down menu, if rates are inclusive of taxes else select Exclusive. This field is available only if you have configured Tax Applicable in Sales / Purchase ON in Configuration ->Company Setup->General Setup.Also, this field will be active only if you have configured Tax in Rates Document Based in Configuration ->Company Setup->Purchases Setup. Billing Address: System will trace and fill the Billing Address, GST No. and Contact person details automatically from the customer master. You can make changes if you wish to. Shipping Address: System will trace and fill the Shipping Address details automatically from the customer master. You can make changes during this stage as well. Payment Terms: System will trace and auto fill the Payment Terms from the customer master. You can make changes is you wish to. If the required Payment Term does not exist in the menu, you can create a new payment term by clicking on Icon or option within the dropdown menu. Pull From: TThis field is used to import data from the parent document. Upon selection, a list of parent documents will be on display. If there is no parent document linked, this option will be shown as Disabled Lookup: This option will work like a Bar Code. If you enter an item Code, the system Pick-up the relevant details automatically : Click here to add a Row to the table. : Click here to delete a row from the table. Item Code: Select an Item code from the drop down list. Click on to add a new Item. Description: System will fill the description details automatically from Item Master. Unit: System will fill the unit details automatically from Item Master. Quantity: Enter the Item Quantity here. Rate: System will pick the rate from the Item Rate Master. If you are not maintaining Rate Master and have entered Rate in your Item Master, it could be picked from there as well. Alternatively, you will have to enter the rate manually. Amount: System will calculate the Amount automatically i.e. with the multiplication of Quantity x Rate. Posting GL: If you have created Sales /Purchase Ledgers Item wise, the system will automatically fetch the GL selected by you in Item Master.

72 Remark : If you wish to put any remark against an Item, enter here. Item Balance : System will display the Stock in hand of this particular item. The table is dynamic and many extra columns in the table would appear based on your Configuration in Company Setup. If you set up these fields, you will need to enter relevant values in columns created for each item Row. The columns which will appear based on Configuration in Company Setup are: Column Will appear If Tax Code General Setup Tax Applicable in Sales / purchase ON Tax Rate General Setup Tax Applicable in Sales / purchase ON Taxable General Setup Tax Applicable in Sales / purchase ON Tax Amount General Setup Tax Applicable in Sales / purchase ON Logistic Details Sales Setup -> Basic->Logistic Details ON Pack Unit Inventory -> Basic-> Separate Packing Unit ON Pack Qty Inventory -> Basic-> Separate Packing Unit ON Warehouse Inventory -> Basic->Warehouse ON Print Description Inventory -> Basic-> Separate Print Description ON Item Serial No. Inventory->Item Extended Property-> Item Serial No Tracking ON Batch No. Inventory->Item Extended Property-> Batch wise Inventory - ON Service Date Inventory->Service->Input Service Date ON Service Location Inventory->Service-> Service Location ON User Defined Item Wise Charges Sales Setup -> Billing Setup - Item Level User Defined Item Attributes 1-5 Inventory->Item Attributes Remark: Input here any remark pertaining to the document. Attachment: Here you may upload any supporting documents, which can be used for the future ref. For example, you may attach a Product Brochure or a Technical Drawing etc. You can browse the location to attach the same. Click on X to remove the attachment. User Defined Fields 1-5 : During the Sales Setup (->Sales Setup->Sales Custom Fields) if you have selected user defined fields, these will appear with the Caption provided by you for these extra fields. You may enter the relevant values/data in the applicable field Item Value: System will calculate the Total Item Sales Value, based on the data entered in the system during the creation of an estimate.

73 User Defined Extra Charges/Discounts Item level (1-3) These represents the total of item wise extra charges/discounts auto calculated from the items mentioned in the table. User Defined Extra Charges/Discounts Document Level (1-3) If you have set to have any Extra Charges / Discount on Document level (-> Sales Setup -> Billing Setup- Document Level), these will appear hear with the caption given by you. You can enter relevant value against each item Taxable: This represents the total Taxable Sales Value of all the items, auto calculated by the system. Tax Amount: This represents the total Tax Amount for all the items, auto calculated for the Items mentioned in the table. Round off: Depending upon the round off level selected by you, your Document will be rounded off and the round off difference (Rounded Value-Actual Value) will be shown here. This field will not be available if you have configured Round off None in Configuration->Company Setup->Sales Setup->Basic. Doc Amount: This represents the total Estimate Amount. Click on Click on about this utility. to save the document to print the document prepared by you. Click here Print Utility, to know more If you want to send a or SMS, Click on beside Mail and click on or SMS. : Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data. Import: Click on to Import Data and select a file from which Data is to be imported. Click here Import Utility,to know more about this utility. Schedule: If you want to create a schedule for this document, click on. Click here Schedule a Document, to know more about this utility.you have completed creation of New Estimate.

74 Open : Click here to open an existing Estimate. Click here Open a Document, to know more about this utility. Copy : Click here to copy the values from an existing Estimate. Click here Copy from a Document, to know more about this utility. We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning! Disclaimer

75 Sales Order Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the customer Sales Order preparation options. Before we begin, let us understand about the need of Sales Order and the relevance of this particular activity. Sales order is a formal commitment placed upon by one party to another with all the relevant terms and conditions stated in such order to help govern and facilitate the closure of transaction for Sales. When you receive a Sales Order from a customer you need to ensure its timely execution. If you enter all Sales Orders received by you in the system, you will be able to track their execution position. This will also help you in your procurement as you can have a handy report on how much quantity is pending execution and how much you have in hand etc. You can create a Sales Order under Sales Module of AlignBooks. The key functions of a Sales Order Module are: Creation of a New Sales Order, Modification of an existing Sales Order; Deletion of an existing Sales Order.

76 Configuration: AlignBooks provide you the facility to configure your Order documents with respect to choice of maintaining multiple series of documents, choice of sending and SMS on creation/edit/approval of the document and for Approval System setting etc. Click on Configuration to configure this document. Click here How to Configure a Document, to know more about this utility. Let s now understand how to create a new sales order in simple steps Click on Order through sales module. You have three ways to prepare a new Sales Order; Enter fresh data for the first time; Open an existing document and use the Copy feature of AlignBooks to make the necessary changes. This will save your time and efforts;

77 If you have data in an Excel Format, Import data and make the required changes. Let s enter the fresh set of data for the first time; Location: If you are handling multi locations, select the required location from the drop down menu. This field is available only if you have configured Multi location ON in configuration ->Company Setup>General Setup.If your desired Location does not exist in the menu, you can create a New Location by clicking on Select a Location option within the dropdown menu. You can also Edit or Delete a Location from here. to be edited/deleted and then click on mode and you can edit it and save by click on. You can. The Location will be opened in Edit delete it by click on. Category: If you are classifying your document in different categories, select the applicable category from the drop down menu. This field is available only if you have configured Document Classification ON in Configuration ->Company Setup->Sales Setup->Basic.You can Add, Edit or Delete a Category by following the process described under Location Tab. Customer: Select a customer from the drop down list for whom you are preparing Order. You can Add, Edit or Delete a Customer by following the process described under Location Tab. System will auto pull the id from customer master. If you wish to change the same, you can do that here. Currency:If you are preparing Order in a foreign currency, select a Currency from the drop down menu. This field is available only if you have configured Multi Currency - ON in Configuration ->Company Setup->General Setup.If your desired currency does not exist in the menu, you can add a new currency by clicking on Icon or option within the dropdown menu. Conversion Rate: System will automatically get the conversion rate from currency master, if already created by you. If you wish to change the currency conversion rate for this particular document, you can do the same here. Salesman: System will auto pull the Salesman Name from customer master. If you wish to change the same, you can do that here. This field is available only if you have configured Salesman wise Billing ON in Configuration ->Company Setup->Sales Setup. If the required Salesman does not exist in the menu, you can create a new by clicking on Icon or option within the dropdown menu. Order Date: Enter the date which you wish to reflect in the document. By default, the system will take thecurrent date. You can also pick a different date by just clicking on the calendar function. Order No: Prefix : While configuring your document, if you have opted to maintain manual prefix, select a prefix from the drop down list. If the required prefix does not exist in the list, you are able to create a new one by clicking on Icon or option within the dropdown menu and input a name. Number: While configuring your document, if you have opted to maintain manual numbering, enter adocument number here.

78 Ref No.: Here you may enter the customer or previous document number, if any. Ref Date: Here you may enter the reference document s date. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function. Agent: System will auto pull the agent name from customer master. If you wish to change the same, you can do that here. This field is available only if you have configured Agent wise Billing- ON in Configuration ->Company Setup->Sales Setup. If the required agent does not exist in the menu, you can create a new by clicking on Icon or option within the dropdown menu. Tax: Select Inclusive from the drop down menu, if rates are inclusive of taxes else select Exclusive. This field is available only if you have configured Tax Applicable in Sales / Purchase ON in Configuration ->Company Setup->General Setup.Also, this field will be active only if you have configured Tax in Rates Document Based in Configuration ->Company Setup->Purchases Setup. Billing Address: System will trace and fill the Billing Address, GST No. and Contact person details automatically from the customer master. You can make changes if you wish to. Shipping Address: System will trace and fill the Shipping Address details automatically from the customer master. You can make changes during this stage as well. Payment Terms: System will trace and auto fill the Payment Terms from the customer master. You can make changes is you wish to. If the required Payment Term does not exist in the menu, you can create a new payment term by clicking on Icon or option within the dropdown menu. Pull From: This field is used to import data from the parent document. Upon selection, a list of parent documents will be on display. If there is no parent document linked, this option will be shown as Disabled Lookup: This option will work like a Bar Code. If you enter an item Code, the system Pick-up the relevant details automatically So far we have entered the relevant details to clearly identify the customer and the Sales Order. We will now enter the specific item or product details to generate a Sales Order; : Click here to add a Row to the table. : Click here to delete a row from the table. Item Code: Select an Item code from the drop down list. Click on to add a new Item. Description: System will fill the description details automatically from Item Master. Unit: System will fill the unit details automatically from Item Master. Quantity: Enter the Item Quantity here. Rate: System will pick the rate from the Item Rate Master. If you are not maintaining Rate Master and have entered Rate in your Item Master, it could be picked from there as well. Alternatively, you will have to enter the rate manually. Amount: System will calculate the Amount automatically i.e. with the multiplication of Quantity x Rate. Posting GL: If you have created Sales /Purchase Ledgers Item wise, the system will automatically fetch the GL selected by you in Item Master.

79 Remark : If you wish to put any remark against an Item, enter here. Item Balance : System will display the Stock in hand of this particular item. The table is dynamic and many extra columns in the table would appear based on your Configuration in Company Setup. If you set up these fields, you will need to enter relevant values in columns created for each item Row. The columns which will appear based on Configuration in Company Setup are: Column Will appear If Tax Code General Setup Tax Applicable in Sales / purchase ON Tax Rate General Setup Tax Applicable in Sales / purchase ON Taxable General Setup Tax Applicable in Sales / purchase ON Tax Amount General Setup Tax Applicable in Sales / purchase ON Logistic Details Sales Setup -> Basic->Logistic Details ON Pack Unit Inventory -> Basic-> Separate Packing Unit ON Pack Qty Inventory -> Basic-> Separate Packing Unit ON Warehouse Inventory -> Basic->Warehouse ON Print Description Inventory -> Basic-> Separate Print Description ON Item Serial No. Inventory->Item Extended Property-> Item Serial No Tracking ON Batch No. Inventory->Item Extended Property-> Batch wise Inventory - ON Service Date Inventory->Service->Input Service Date ON Service Location Inventory->Service-> Service Location ON User Defined Item Wise Charges Sales Setup -> Billing Setup - Item Level User Defined Item Attributes 1-5 Inventory->Item Attributes Remark: Input here any remark pertaining to the document. Attachment: Here you may upload any supporting documents, which can be used for the future ref. For example, you may attach Copy of order received from Customer. You can browse the location to attach the same. Click on X to remove the attachment. User Defined Fields 1-5 : During the Sales Setup (->Sales Setup->Sales Custom Fields) if you have selected user defined fields, these will appear with the Caption provided by you for these extra fields. You may enter the relevant values/data in the applicable field Item Value: System will calculate the Total Item Sales Value, based on the data entered in the system during the creation of an order. User Defined Extra Charges/Discounts Item level (1-3)

80 These represents the total of item wise extra charges/discounts auto calculated from the items mentioned in the table. User Defined Extra Charges/Discounts Document Level (1-3) If you have set to have any Extra Charges / Discount on Document level (-> Sales Setup -> Billing Setup- Document Level), these will appear hear with the caption given by you. You can enter relevant value against each item Taxable: This represents the total Taxable Sales Value of all the items, auto calculated by the system. Tax Amount: This represents the total Tax Amount for all the items, auto calculated for the Items mentioned in the table. Round off: Depending upon the round off level selected by you, your Document will be rounded off and the round off difference (Rounded Value-Actual Value) will be shown here. This field will not be available if you have configured Round off None in Configuration->Company Setup->Sales Setup->Basic. Doc Amount: This represents the total Order Amount. Click on Click on about this utility. to save the document to print the document prepared by you. Click here Print Utility, to know more If you want to send a or SMS, Click on beside Mail and click on or SMS. : Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data. Import: Click on to Import Data and select a file from which Data is to be imported. Click here Import Utility, to know more about this utility. Schedule: If you want to create a schedule for this document, click on. Click here Schedule a Document, to know more about this utility.you have completed creation of New Sales Order. Open : Click here to open an existing Order. Click here Open a Document, to know more about this utility.

81 Copy : Click here to copy the values from an existing Order. Click here Copy from a Document, to know more about this utility. We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning! Disclaimer

82 Sales Dispatch Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Sales Dispatch preparation options which is also known as packing slip. Before we begin, let us understand about the need of Sales Dispatch and the relevance of this particular activity. When you dispatch Goods to party, you need to prepare a Goods Dispatch Note first on the basis of which the dispatch section prepare and pack the material and hand over the goods to relevant Transporter along with required copies of Goods Dispatch Note. Sales Dispatch is created under Sales Module in AlignBooks. The key functions of Sales Dispatch Module are: Creation of a New Sale Dispatch, Modification of an existing Sale Dispatch; Deletion of an existing Sale Dispatch

83 Configuration: AlignBooks provide you the facility to configure your Order documents with respect to choice of maintaining multiple series of documents, choice of sending and SMS on creation/edit/approval of the document and for Approval System setting etc. Click on Configuration to configure this document. Click here How to Configure a Document, to know more about this utility.

84 Let s now understand how to create a new sales order in simple steps Click on Dispatch through sales module. You have three ways to prepare a new Sales Dispatch; Enter fresh data for the first time; Open an existing document and use the Copy feature of AlignBooks to make the necessary changes. This will save your time and efforts; If you have data in an Excel Format, Import data and make the required changes. Let s enter the fresh set of data for the first time; Location: If you are handling multi locations, select the required location from the drop down menu. This field is available only if you have configured Multi location ON in configuration ->Company Setup>General Setup.If your desired Location does not exist in the menu, you can create a New Location by clicking on Select a Location option within the dropdown menu. You can also Edit or Delete a Location from here. to be edited/deleted and then click on mode and you can edit it and save by click on. You can. The Location will be opened in Edit delete it by click on. Category: If you are classifying your document in different categories, select the applicable category from the drop down menu. This field is available only if you have configured Document Classification ON in Configuration ->Company Setup->Sales Setup->Basic.You can Add, Edit or Delete a Category by following the process described under Location Tab. Customer: Select a customer from the drop down list for whom you are preparing Order. You can Add, Edit or Delete a Customer by following the process described under Location Tab. Ware House: If you have multi ware houses, select the required ware house from the drop downmenu. This field is available only if you have configured Warehouse ON in configuration ->Company Setup>Inventory->Basic System will auto pull the id from customer master. If you wish to change the same, you can do that here. Salesman: System will auto pull the Salesman Name from customer master. If you wish to change the same, you can do that here. This field is available only if you have configured Salesman wise Billing - ON in Configuration ->Company Setup->Sales Setup. If the required Salesman does not exist in the menu, you can create a new by clicking on Icon or option within the dropdown menu. Dispatch Date: Enter the date which you wish to reflect in the document. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function. Dispatch No: Prefix : While configuring your document, if you have opted to maintain manual prefix, select a prefix from the drop down list. If the required prefix does not exist in the list, you are able to create a new one by clicking on Icon or option within the dropdown menu and input a name.

85 Number: While configuring your document, if you have opted to maintain manual numbering, enter adocument number here. Ref No.: Here you may enter the customer or previous document number, if any. Ref Date: Here you may enter the reference document s date. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function. Agent: System will auto pull the agent name from customer master. If you wish to change the same, you can do that here. This field is available only if you have configured Agent wise Billing- ON in Configuration ->Company Setup->Sales Setup. If the required agent does not exist in the menu, you can create a new by clicking on Icon or option within the dropdown menu. Billing Address: System will trace and fill the Billing Address, GST No. and Contact person details automatically from the customer master. You can make changes if you wish to. Shipping Address: System will trace and fill the Shipping Address details automatically from the customer master.you can make changes during this stage as well. Pull From: This field is used to import data from the parent document. Upon selection, a list of parent documents will be on display. If there is no parent document linked, this option will be shown as Disabled Lookup: This option will work like a Bar Code. If you enter an item Code, the system Pick-up the relevant details automatically So far we have entered the relevant details to clearly identify the customer and the Sales Dispatchdocument. We will now enter the specific item or product details to generate a Dispatch; : Click here to add a Row to the table. : Click here to delete a row from the table. Item Code : Select an Item code from the drop down list. Click on to add anew Item. Description : System will fill the description details automatically from Item Master. Unit : System will fill the unit details automatically from Item Master. Quantity : Enter the Item Quantity here. Rate : System will pick the rate from the Price List. If you are not maintaining Price List and have entered Rate in your Item Master, it could be picked from there as well. Alternatively, you will have to enter the rate manually. Amount : System will calculate the Amount automatically i.e. with the multiplication of Quantity x Rate. Remark : If you wish to put any remark against an Item, enter here. Item Balance : System will display the Stock in hand of this particular item. The table is dynamic and many extra columns in the table would appear based on your Configuration in Company Setup. If you set up these fields, you will need to enter relevant values in columns created for each item Row.

86 The columns which will appear based on Configuration in Company Setup are: Column Will appear if Pack Unit Inventory -> Basic-> Separate Packing Unit ON Pack Qty Inventory -> Basic-> Separate Packing Unit ON Print Description Inventory -> Basic-> Separate Print Description ON Item Serial No. Inventory->Item Extended Property-> Item Serial no. Tracking ON Batch No Inventory->Item Extended Property-> Batch wise Inventory - ON User Defined Item Attributes 1-5 Inventory->Item Attributes-Required Remark: Input here any remark pertaining to the document. Attachment : Here you may upload any supporting documents, which can be used for the future reference. For example, you may scan and attach a copy of sales order. You can browse the location to attach the same. Click on X to remove the attachment. User Defined Fields 1-5 : During the Sales Setup (->Sales Setup->Sales Custom Fields) if you have selected user defined fields, these will appear with the Caption provided by you for these extra fields. You may enter the relevant values/data in the applicable field. Logistic Details : System will ask for this information only if you have configured Logistic Details ON in Configuration -> Company Setup-> Sales Setup -> Basic->. Destination Enter the Destination Name Shipping Mode Select the Shipping mode from drop down list Shipping Company Select the Shipping Company from the drop down list Shipping Tracking No Enter the Shipping Tracking number issued by Shipping Co Shipping Date Enter the Shipping Date Shipping Charges Enter the Shipping Charges to be paid to Shipping Co Vehicle/Vessel No Enter the Vehicle / Vessel No. by which goods are moving. Charge Type Select from drop down whether shipment charges are paid / Payable /To be Billed etc. Document Through Enter the how Shipment Documents are forwarded Port of Landing If it is an overseas consignment enter the Port of Landing Port of Discharges If it is an overseas consignment enter the Port of Discharge. No. of Packets Enter total Number of packets dispatch under this Doc Weight Enter the Total weight of the consignment. Click on to save the document

87 Click on about this utility. to print the document prepared by you. Click here Print Utility, to know more If you want to send a or SMS, Click on beside Mail and click on or SMS. : Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data. Import: Click on to Import Data and select a file from which Data is to be imported. Click here Import Utility, to know more about this utility. Schedule: If you want to create a schedule for this document, click on. Click here Schedule a Document, to know more about this utility.you have completed creation of New Sales Order. Open : Click here to open an existing Dispatch. Click here Open a Document, to know more about this utility. Copy : Click here to copy the values from an existing Dispatch. Click here Copy from a Document, to know more about this utility. We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning! Disclaimer

88 Sales Invoice Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Sales Invoice preparation options. Before we begin, let us understand about the need of Sales Invoice and the relevance of this particular activity. Sales Invoice is used to claim the consideration for the goods & services provided. System will generate various kinds of MIS reports related to sales invoices; like, ageing analysis, time lapsed in collections etc. These MIS reports help you to incorporate proper financing cost for the future sales orders. Sales Invoice is created under Sales Module in AlignBooks. The key functions of Sales Invoice Module are: Creation of a New Sale Invoice, Modification of an existing Sale Invoice; Deletion of an existing Sale Invoice.

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90 Configuration: AlignBooks provide you the facility to configure your Invoice documents with respect to choice of linking with parent document, choice of maintaining multiple series of documents, choice of sending and SMS on creation/edit/approval of the document and for Approval System setting etc. Click on Configuration to configure this document. Click here How to Configure a Document, to know more about this utility. Let s now understand how to create a new Sales Invoice in simple steps You have three ways to prepare a Sale Invoice; Enter fresh data for the first time; Open an existing document and use the Copy feature of AlignBooks to make the necessary changes. This will save your time and efforts; If you have data in an Excel Format, Import data and make the required changes Let s enter the fresh set of data for the first time; Type : Select from the drop down whether the invoice is related to Cash Sales or Credit Sales. If it is a Cash Sales, the system will automatically update your cash book for the amount received, and in case of credit sales the system will debit the relevant customer s ledger. Location: If you are handling multi locations, select the required location from the dropdown menu. This field is available only if you have configured Multi location ON in configuration ->Company Setup>General Setup.If your desired Location does not exist in the menu, you can create a New Location by clicking on Select a Location to option within the dropdown menu. You can also Edit or Delete a Location from Here. be edited/deleted and then click on and you can edit it and save by click on. You can delete. The Location will be opened in Edit mode it by click on. Category: If you are classifying your document in different categories, select the applicable category from the drop down menu. This field is available only if you have configured Document Classification ON in Configuration ->Company Setup->Sales Setup->Basic. You can Add, Edit or Delete a Category by following the process described under Location Tab. Customer : Select a customer from the drop down list for whom you are preparing invoice. You can Add, Edit or Delete a Customer by following the process described under Location Tab. Ware House : If you have multi ware houses, select the required ware house from the drop downmenu. This field is available only if you have configured Warehouse ON in configuration ->Company Setup>Inventory->Basic.Also, this field will not be available in Invoice if you have configured Stock posting on-dispatch in configuration ->Company Setup->Sales setup->basic. System will auto pull the id from customer master. If you wish to change the same, you can do that here.

91 Currency : If you are preparing Invoice in a foreign currency, select a Currency from the drop down menu. This field is available only if you have configured Multi Currency - ON in Configuration ->Company Setup->General Setup.If your desired currency does not exist in the menu, you can add a new currency by clicking on Icon or option within the dropdown menu. Conversion Rate : System will automatically get the conversion rate from currency master, if already created by you. If you wish to change the currency conversion rate for this particular document, you can do the same here. Salesman: System will auto pull the Salesman Name from customer master. If you wish to change the same, you can do that here. This field is available only if you have configured Salesman wise BillingON in Configuration ->Company Setup->Sales Setup. If the required Salesman does not exist in the menu, you can create a new by clicking on Icon or option within the dropdown menu. Invoice Date : Enter the date which you wish to reflect in the document. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function. Invoice No Prefix : While configuring your document, if you have opted to maintain manual prefix, select a prefix from the drop down list. If the required prefix does not exist in the list, you are able to create a new one by clicking on Icon or option within the dropdown menu and input a name. Number : While configuring your document, if you have opted to maintain manual numbering, enter a document number here. Ref No. : Here you may enter the customer or previous document number, if any. Ref Date: Here you may enter the reference document s date. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function. Agent : System will auto pull the agent name from customer master. If you wish to change the same, you can do that here. This field is available only if you have configured Agent wise Billing- ON in Configuration ->Company Setup->Sales Setup. If the required agent does not exist in the menu, you can create a new by clicking on Icon or option within the dropdown menu. Tax : Select Inclusive from the drop down menu, if rates are inclusive of taxes else select Exclusive. This field is available only if you have configured Tax Applicable in Sales / Purchase ON in Configuration ->Company Setup->General Setup.Also, this field will be active only if you have configured Tax in Rates Document Based in Configuration ->Company Setup->Purchases Setup. Billing Address: System will trace and fill the Billing Address, GST No. and Contact person details automatically from the customer master. You can make changes if you wish to. Shipping Address: System will trace and fill the Shipping Address details automatically from the customer master.you can make changes during this stage as well.

92 Payment Terms: System will trace and auto fill the Payment Terms from the customer master. You can make changes is you wish to. If the required Payment Term does not exist in the menu, you can create a new payment term by clicking on Icon or option within the dropdown menu. Due Date : Based on payment term selected, the system will auto calculate the payment due If you are not maintain payment terms, you can enter the payment due date here. date. Pull From : This field is used to import data from the parent document. Upon selection, a list of parent documents will be on display. If there is no parent document linked, this option will be shown as Disabled Lookup: This option will work like a Bar Code. If you enter an item Code, the system Pick-up the relevant details automatically. So far we have entered the relevant details to clearly identify the customer and the invoice. We will now enter the specific item or product details to generate a Invoice; : Click here to add a Row to the table. : Click here to delete a row from the table. Item Code: Select an Item code from the drop down list. Click on to add a new Item. Description: System will fill the description details automatically from Item Master. Unit: System will fill the unit details automatically from Item Master. Quantity: Enter the Item Quantity here. Rate: System will pick the rate from the Item Rate Master. If you are not maintaining Rate Master and have entered Rate in your Item Master, it could be picked from there as well. Alternatively, you will have to enter the rate manually. Amount: System will calculate the Amount automatically i.e. with the multiplication of Quantity x Rate. Posting GL: If you have created Sales /Purchase Ledgers Item wise, the system will automatically fetch the GL selected by you in Item Master. The table is dynamic and many extra columns in the table would appear based on your Configuration in Company Setup. If you set up these fields, you will need to enter relevant values in columns created for each item Row. The columns which will appear based on Configuration in Company Setup are: Column Will appear If Tax Code General Setup Tax Applicable in Sales / purchase ON Tax Rate General Setup Tax Applicable in Sales / purchase ON Taxable General Setup Tax Applicable in Sales / purchase ON Tax Amount General Setup Tax Applicable in Sales / purchase ON Logistic Details Sales Setup -> Basic->Logistic Details ON Pack Unit Inventory -> Basic-> Separate Packing Unit ON Pack Qty Inventory -> Basic-> Separate Packing Unit ON Warehouse Inventory -> Basic->Warehouse ON Print Description Inventory -> Basic-> Separate Print Description ON Item Serial No. Inventory->Item Extended Property-> Item Serial No Tracking ON Batch No. Inventory->Item Extended Property-> Batch wise Inventory - ON Service Date Inventory->Service->Input Service Date ON

93 Service Location Inventory->Service-> Service Location ON User Defined Item Wise Charges Sales Setup -> Billing Setup - Item Level User Defined Item Attributes 1-5 Inventory->Item Attributes Remark : Input here any remark pertaining to the document. Attachment : Here you may upload any supporting documents, which can be used for the future reference. For example, you may scan and attach a copy of sales Dispatch. You can browse the location to attach the same. Click on X to remove the attachment. User Defined Fields 1-5 : During the Sales Setup (->Sales Setup->Sales Custom Fields) if you have selected user defined fields, these will appear with the Caption provided by you for these extra fields. You may enter the relevant values/data in the applicable field. Item Value: System will calculate the Total Item Sales Value, based on the data fed in the system during the creation of a Invoice. User Defined Extra Charges/Discounts Item level (1-3) : These represents the total of item wise extra charges/discounts auto calculated from the items mentioned in the table. Taxable: This represents the total Taxable Sales Value of all the items, auto calculated by the system. Tax Amount: This represents the total Tax Amount for all the items, auto calculated for the Items mentioned in the table. User Defined Extra Charges/Discounts Document Level (1-3) If you have set to have any Extra Charges / Discount on Document level (-> Sales Setup -> Billing Setup- Document Level), these will appear hear with the caption given by you. You can enter relevant value against each item. Round off: Depending upon the round off level selected by you, your Document will be rounded off and the round off difference (Rounded Value-Actual Value) will be shown here. This field will not be available if you have configured Round off None in Configuration->Company Setup->Sales Setup->Basic. Bill Amount: This represents the total Bill Amount.

94 Attribute : This field is available only if you have selected to use attributes in General Ledgers(Configuration -> Company Setup->Finance ->Attribute) and the a GL where attribute is linked is effected by this Invoice.For Example if you have allocated an attribute with GL Delivery Charges and an amount is going to be debited / credited by creation of this Invoice, the system will ask to select an attribute to be linked with Delivery Charges. Logistic Details System will ask for this information only if you have configured Logistic Details ON in Configuration -> Company Setup-> Sales Setup -> Basic->. Field Name Description Destination Enter the Destination Name Shipping Mode Select the Shipping mode from drop down list Shipping Company Select the Shipping Company from the drop down list Shipping Tracking No. Enter the Shipping Tracking number issued by Shipping Co. Shipping Date Enter the Shipping Date Shipping Charges Enter the Shipping Charges to be paid to Shipping Co. Vehicle / Vessel No. Enter the Vehicle / Vessel No. by which goods are moving. Charge Type Select from drop down whether shipment charges are paid / Payable / To be Billed etc. Document Through Enter the how Shipment Documents are forwarded Port of Landing If it is an overseas consignment enter the Port of Landing. Port of Discharges If it is an overseas consignment enter the Port of Discharge. No. of Packets Enter total Number of packets dispatch under this Doc. Weight Enter the Total weight of the consignment. Click on Click on about this utility. to save the document prepared by you. to print the document prepared by you. Click here Print Utility, to know more If you want to send a or SMS, Click on beside Mail and click on or SMS. : Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data. Import : Click on to Import Data and select a file from which Data is to be imported. Click here Import Utility, to know more about this utility. Schedule : If you want to create a schedule for this document, click on Schedule a Document, to know more about this utility. You have completed creation of New Invoice.. Click here

95 Open : Click here to open an existing Invoice. Click here Open a Document, to know more about this utility. Copy : Click here to copy the values from an existing Invoice. Click here Copy from a Document, to know more about this utility. We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning! Disclaimer

96 Sales Credit Note Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Sales Credit Note preparation options. Before we begin, let us understand about the need of Sales credit note and the relevance of this particular activity. Sales credit note is used either to rectify the wrong sales invoice raised in the system due to various reasons like change in rate, skip to apply discount, wrong quantities mentions etc. or to give a final negation discount at the time of payments as per business negotiations. After all, in the current market discounts are given at every stages to meet the competitive market. Sales credit note is created under Sales Module in AlignBooks. The key functions of Sales Credit Note Module are: Creation of a New Sale Credit Note, Modification of an existing Sale Credit Note; Deletion of an existing Sale Credit Note.

97 Configuration: AlignBooks provide you the facility to configure your Sales Credit Note documents with respect to choice of linking with parent document, choice of maintaining multiple series of documents, choice of sending and SMS on creation/edit/approval of the document and for Approval System setting etc. Click on Configuration to configure this document. Click here How to Configure a Document, to know more about this utility. Let s now understand how to create a new Sales Credit Note in simple steps You have three ways to prepare a Sale Credit Note;

98 Enter fresh data for the first time; Open an existing document and use the Copy feature of AlignBooks to make the necessary changes. This will save your time and efforts; If you have data in an Excel Format, Import data and make the required changes. Let s enter the fresh set of data for the first time; Location: If you are handling multi locations, select the required location from the dropdown menu. This field is available only if you have configured Multi location ON in configuration ->Company Setup->General Setup.If your desired Location does not exist in the menu, you can create a New Location by clicking on option within the dropdown menu. You can also Edit or Delete a Location from Here. Select a Location to be edited/deleted and then click on in Edit mode and you can edit it and save by click on. You can delete. The Location will be opened it by click on. Category : If you are classifying your document in different categories, select the applicable category from the drop down menu. This field is available only if you have configured Document Classification - ON in Configuration ->Company Setup->Sales Setup->Basic.You can Add, Edit or Delete a Category by following the process described under Location Tab. Customer : Select a customer from the drop down list for whom you are preparing Credit Note. You can Add, Edit or Delete a Vendor by following the process described under Location Tab. System will auto pull the id from customer master. If you wish to change the same, you can do that here. Currency : If you are preparing credit note in a foreign currency, select a Currency from the drop down menu. This field is available only if you have configured Multi Currency - ON in Configuration -> Company Setup->General Setup.If your desired currency does not exist in the menu, you can add a new currency by clicking on Icon or option within the dropdown menu. Conversion Rate: System will automatically get the conversion rate from currency master. If you wish to change the currency conversion rate for this particular document, you can do the same here. Salesman:System will auto pull the Salesman Name from customer master. If you wish to change the same, you can do that here. This field is available only if you have configured Salesman wise Billing ON in Configuration ->Company Setup->Sales Setup. If the required Salesman does not exist in the menu, you can create a new by clicking on Icon or option within the dropdown menu. Credit Note Date: Enter the date which you wish to reflect in the document. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function on. Credit No. :Input here the Credit ref. number that you wish to display on the document. Prefix : While configuring your document, if you have opted to maintain manual prefix, select a prefix from the drop down list. If the required prefix does not exist in the list, you are able to create a new one by clicking on Icon or option within the dropdown menu and input a name.

99 Number : While configuring your document, if you have opted to maintain manual numbering, enter a document number here. Ref No. : Here you may enter the customer or previous document number, if any. Ref Date : Here you may enter the reference document s date. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function. Agent : System will auto pull the agent name from customer master. If you wish to change the same, you can do that here. This field is available only if you have configured Agent wise Billing - ON in Configuration ->Company Setup->Sales Setup. If the required agent does not exist in the menu, you can create a new by clicking on Icon or option within the dropdown menu. Tax : Select Inclusive from the drop down menu, if rates are inclusive of taxes else select Exclusive. This field is available only if you have configured Tax Applicable in Sales / Purchase ON in Configuration ->Company Setup->General Setup.Also, this field will be active only if you have configured Tax in Rates Document Based in Configuration ->Company Setup->Purchases Setup Billing Address: System will trace and fill the Billing Address, GST No. and Contact person details automatically from the customer master. You can make changes if you wish to Shipping Address: System will trace and fill the Shipping Address details automatically from the customer master. You can make changes during this stage as well. Payment Terms: System will trace and auto fill the Payment Terms from the customer master. You can make changes is you wish to. If the required Payment Term does not exist in the menu, you can create a new payment term by clicking on Icon or option within the dropdown menu. Due Date : Based on payment term selected, the system will auto calculate the payment due date. If you are not maintain payment terms, you can enter the payment due date here. Pull From : This field is used to import data from the parent document. Upon selection, a list of parent documents will be on display. If there is no parent document linked, this option will be shown as Disabled Lookup : This option will work like a Bar Code. If you enter an item Code, the system Pick-up the relevant details automatically. So far we have entered the relevant details to clearly identify the customer and the customer invoice. We will now enter the specific item or product details to generate a credit note; Note: It is important to note here that item details entered here shall not be posted in Inventory records because this credit note is created to give only financial effect. For example You had supplied say 106 Kg. quantity of an item and raised the Invoice accordingly but due to weighing difference or some other reason the customer got only Kg, he may pay for kg only and this credit note is created to adjust value of kg short received by the customer.

100 If you want to give effect of such quantity in your Inventory records, you must create the document Sale Return instead of credit note. : Click here to add a Row to the table. : Click here to delete a row from the table. Item Code: Select an Item code from the drop down list. Click on + to add a new Item. Description: System will fill the description details automatically from Item Master. Unit: System will fill the unit details automatically from Item Master. Quantity: Enter the Item Quantity here. Rate: System will pick the rate from the Item Rate Master. If you are not maintaining Rate Master and have entered Rate in your Item Master, it could be picked from there as well. Alternatively, you will have to enter the rate manually. Amount: System will calculate the Amount automatically i.e. with the multiplication of Quantity x Rate. Posting GL: If you have created Sales /Purchase Ledgers Item wise, the system will automatically fetch the GL selected by you in Item Master. Remark : If you wish to put any remark against an Item, enter here. Item Balance : System will display the Stock in hand of this particular item. The table is dynamic and many extra columns in the table would appear based on your Configuration in Company Setup. If you set up these fields, you will need to enter relevant values in columns created for each item Row. The columns which will appear based on Configuration in Company Setup are: Column Will appear If Tax Code General Setup Tax Applicable in Sales / purchase ON Tax Rate General Setup Tax Applicable in Sales / purchase ON Taxable General Setup Tax Applicable in Sales / purchase ON Tax Amount General Setup Tax Applicable in Sales / purchase ON Logistic Details Sales Setup -> Basic->Logistic Details ON Pack Unit Inventory -> Basic-> Separate Packing Unit ON Pack Qty Inventory -> Basic-> Separate Packing Unit ON Warehouse Inventory -> Basic->Warehouse ON Print Description Inventory -> Basic-> Separate Print Description ON Item Serial No. Inventory->Item Extended Property-> Item Serial No Tracking ON Batch No. Inventory->Item Extended Property-> Batch wise Inventory - ON Service Date Inventory->Service->Input Service Date ON Service Location Inventory->Service-> Service Location ON User Defined Item Wise Charges Sales Setup -> Billing Setup - Item Level User Defined Item Attributes 1-5 Inventory->Item Attributes

101 Remark : Input here any remark pertaining to the document. Attachment : Here you may upload any supporting documents, which can be used for thefuture reference. For example, you may scan and attach a copy of sales invoices. You can browse the location to attach the same. Click on X to remove the attachment. User Defined Fields 1-5 : During the Sales Setup (->Sales Setup->Sales Custom Fields) if you have selected user defined fields, these will appear with the Caption provided by you for these extra fields. You may enter the relevant values/data in the applicable field. Sales Value: System will calculate the Total Item Sales Value, based on the data fed in the system during the creation of acredit note. User Defined Extra Charges/Discounts Item level (1-3) : These represents the total of item wise extra charges/discounts auto calculated from the items mentioned in the table. Taxable: This represents the total Taxable Sales Value of all the items, auto calculated by the system. Tax Amount: This represents the total Tax Amount for all the items, auto calculated for the Items mentioned in the table. item. User Defined Extra Charges/Discounts Document Level (1-3) : If you have set to have any Extra Charges / Discount on Document level (-> Sales Setup -> Billing Setup- Document Level), these will appear hear with the caption given by you. You can enter relevant value against each Round off: Depending upon the round off level selected by you, your Document will be rounded off and the round off difference (Rounded Value-Actual Value) will be shown here. This field will not be available if you have configured Round off None in Configuration->Company Setup->Sales Setup->Basic. Bill Amount: This represents the total Bill Amount. Attribute : System will ask for this information only if you have selected to use attributes in General Ledgers (Configuration -> Company Setup-> Finance ->Attribute) and the GL where attribute is linked is affected by this Credit Note.For Example if you have allocated attribute with GL Delivery Charges and an amount is going to be debited / credited by creation of this credit note, the system will ask to select an attribute to be linked with Delivery Charges. Click on to save the document prepared by you. Click on to print the document prepared by you. Click here Print Utility, to know more about this utility.

102 If you want to send a or SMS, Click on beside Mail and click on or SMS. : Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data. Import : Click on to Import Data and select a file from which Data is to be imported. Click here Import Utility, to know more about this utility. Schedule : If you want to create a schedule for this document, click on Schedule a Document, to know more about this utility. You have completed creation of New Sales Credit Note.. Click here Open : Click here to open an existing Credit Note. Click here Open a Document, to know more about this utility. Copy : Click here to copy the values from an existing Sales Credit Note. Click here Copy from a Document, to know more about this utility. We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning! Disclaimer

103 Sales Debit Note Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Sales Debit Note preparation options. Before we begin, let us understand about the need of Sales debit note and the relevance of this particular activity. Sales debit note is used either to rectify the wrong sales invoice raised in the system due to various reasons like change in rate, skip to apply discount, wrong quantities mentions etc. or to give a final negation discount at the time of payments as per business negotiations. After all, in the current market discounts are given at every stages to meet the competitive market. Sales debit note is created under Sales Module in AlignBooks. The key functions of Sales Debit Note Module are: Creation of a New Sale Debit Note, Modification of an existing Sale Debit Note; Deletion of an existing Sale Debit Note.

104 Configuration: AlignBooks provide you the facility to configure your Sales Debit Note documents with respect to choice of linking with parent document, choice of maintaining multiple series of documents, choice of sending and SMS on creation/edit/approval of the document and for Approval System setting etc. Click on Configuration to configure this document. Click here How to Configure a Document, to know more about this utility. Let s now understand how to create a new Sales Debit Note in simple steps You have three ways to prepare a Sale Debit Note;

105 Enter fresh data for the first time; Open an existing document and use the Copy feature of AlignBooks to make the necessary changes. This will save your time and efforts; If you have data in an Excel Format, Import data and make the required changes. Let s enter the fresh set of data for the first time; Location: If you are handling multi locations, select the required location from the dropdown menu. This field is available only if you have configured Multi location ON in configuration ->Company Setup->General Setup.If your desired Location does not exist in the menu, you can create a New Location by clicking on option within the dropdown menu. You can also Edit or Delete a Location from Here. Select a Location to be edited/deleted and then click on in Edit mode and you can edit it and save by click on. You can delete. The Location will be opened it by click on. Category : If you are classifying your document in different categories, select the applicable category from the drop down menu. This field is available only if you have configured Document Classification - ON in Configuration ->Company Setup->Sales Setup->Basic.You can Add, Edit or Delete a Category by following the process described under Location Tab. Customer : Select a customer from the drop down list for whom you are preparing Debit Note. You can Add, Edit or Delete a Vendor by following the process described under Location Tab. System will auto pull the id from customer master. If you wish to change the same, you can do that here. Currency : If you are preparing debit note in a foreign currency, select a Currency from the drop down menu. This field is available only if you have configured Multi Currency - ON in Configuration -> Company Setup->General Setup.If your desired currency does not exist in the menu, you can add a new currency by clicking on Icon or option within the dropdown menu. Conversion Rate: System will automatically get the conversion rate from currency master. If you wish to change the currency conversion rate for this particular document, you can do the same here. Salesman:System will auto pull the Salesman Name from customer master. If you wish to change the same, you can do that here. This field is available only if you have configured Salesman wise Billing ON in Configuration ->Company Setup->Sales Setup. If the required Salesman does not exist in the menu, you can create a new by clicking on Icon or option within the dropdown menu. Debit Note Date: Enter the date which you wish to reflect in the document. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function on. Debit No. :Input here the Credit ref. number that you wish to display on the document. Prefix : While configuring your document, if you have opted to maintain manual prefix, select a prefix from the drop down list. If the required prefix does not exist in the list, you are able to create a new one by clicking on Icon or option within the dropdown menu and input a name.

106 Number : While configuring your document, if you have opted to maintain manual numbering, enter a document number here. Ref No. : Here you may enter the customer or previous document number, if any. Ref Date : Here you may enter the reference document s date. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function. Agent : System will auto pull the agent name from customer master. If you wish to change the same, you can do that here. This field is available only if you have configured Agent wise Billing - ON in Configuration ->Company Setup->Sales Setup. If the required agent does not exist in the menu, you can create a new by clicking on Icon or option within the dropdown menu. Tax : Select Inclusive from the drop down menu, if rates are inclusive of taxes else select Exclusive. This field is available only if you have configured Tax Applicable in Sales / Purchase ON in Configuration ->Company Setup->General Setup.Also, this field will be active only if you have configured Tax in Rates Document Based in Configuration ->Company Setup->Purchases Setup Billing Address: System will trace and fill the Billing Address, GST No. and Contact person details automatically from the customer master. You can make changes if you wish to Shipping Address: System will trace and fill the Shipping Address details automatically from the customer master. You can make changes during this stage as well. Payment Terms: System will trace and auto fill the Payment Terms from the customer master. You can make changes is you wish to. If the required Payment Term does not exist in the menu, you can create a new payment term by clicking on Icon or option within the dropdown menu. Due Date : Based on payment term selected, the system will auto calculate the payment due date. If you are not maintain payment terms, you can enter the payment due date here. Pull From : This field is used to import data from the parent document. Upon selection, a list of parent documents will be on display. If there is no parent document linked, this option will be shown as Disabled Lookup : This option will work like a Bar Code. If you enter an item Code, the system Pick-up the relevant details automatically. So far we have entered the relevant details to clearly identify the customer and the customer invoice. We will now enter the specific item or product details to generate a debit note; Note: It is important to note here that item details entered here shall not be posted in Inventory records because this debit note is created to give only financial effect. For example You had supplied say 106 Kg. quantity of an item and raised the Invoice accordingly but due to weighing difference or some other reason the customer got only Kg, he may pay for kg only and this debit note is created to adjust value of kg short received by the customer.

107 If you want to give effect of such quantity in your Inventory records, you must create the document Sale Return instead of debit note. : Click here to add a Row to the table. : Click here to delete a row from the table. Item Code: Select an Item code from the drop down list. Click on + to add a new Item. Description: System will fill the description details automatically from Item Master. Unit: System will fill the unit details automatically from Item Master. Quantity: Enter the Item Quantity here. Rate: System will pick the rate from the Item Rate Master. If you are not maintaining Rate Master and have entered Rate in your Item Master, it could be picked from there as well. Alternatively, you will have to enter the rate manually. Amount: System will calculate the Amount automatically i.e. with the multiplication of Quantity x Rate. Posting GL: If you have created Sales /Purchase Ledgers Item wise, the system will automatically fetch the GL selected by you in Item Master. Remark : If you wish to put any remark against an Item, enter here. Item Balance : System will display the Stock in hand of this particular item. The table is dynamic and many extra columns in the table would appear based on your Configuration in Company Setup. If you set up these fields, you will need to enter relevant values in columns created for each item Row. The columns which will appear based on Configuration in Company Setup are: Column Will appear If Tax Code General Setup Tax Applicable in Sales / purchase ON Tax Rate General Setup Tax Applicable in Sales / purchase ON Taxable General Setup Tax Applicable in Sales / purchase ON Tax Amount General Setup Tax Applicable in Sales / purchase ON Logistic Details Sales Setup -> Basic->Logistic Details ON Pack Unit Inventory -> Basic-> Separate Packing Unit ON Pack Qty Inventory -> Basic-> Separate Packing Unit ON Warehouse Inventory -> Basic->Warehouse ON Print Description Inventory -> Basic-> Separate Print Description ON Item Serial No. Inventory->Item Extended Property-> Item Serial No Tracking ON Batch No. Inventory->Item Extended Property-> Batch wise Inventory - ON Service Date Inventory->Service->Input Service Date ON Service Location Inventory->Service-> Service Location ON User Defined Item Wise Charges Sales Setup -> Billing Setup - Item Level User Defined Item Attributes 1-5 Inventory->Item Attributes

108 Remark : Input here any remark pertaining to the document. Attachment : Here you may upload any supporting documents, which can be used for thefuture reference. For example, you may scan and attach a copy of sales invoices. You can browse the location to attach the same. Click on X to remove the attachment. User Defined Fields 1-5 : During the Sales Setup (->Sales Setup->Sales Custom Fields) if you have selected user defined fields, these will appear with the Caption provided by you for these extra fields. You may enter the relevant values/data in the applicable field. Sales Value: System will calculate the Total Item Sales Value, based on the data fed in the system during the creation of a debit note. User Defined Extra Charges/Discounts Item level (1-3) : These represents the total of item wise extra charges/discounts auto calculated from the items mentioned in the table. Taxable: This represents the total Taxable Sales Value of all the items, auto calculated by the system. Tax Amount: This represents the total Tax Amount for all the items, auto calculated for the Items mentioned in the table. item. User Defined Extra Charges/Discounts Document Level (1-3) : If you have set to have any Extra Charges / Discount on Document level (-> Sales Setup -> Billing Setup- Document Level), these will appear hear with the caption given by you. You can enter relevant value against each Round off: Depending upon the round off level selected by you, your Document will be rounded off and the round off difference (Rounded Value-Actual Value) will be shown here. This field will not be available if you have configured Round off None in Configuration->Company Setup->Sales Setup->Basic. Bill Amount: This represents the total Bill Amount. Attribute : System will ask for this information only if you have selected to use attributes in General Ledgers (Configuration -> Company Setup-> Finance ->Attribute) and the GL where attribute is linked is affected by this Debit Note.For Example if you have allocated attribute with GL Delivery Charges and an amount is going to be debited / credited by creation of this debit note, the system will ask to select an attribute to be linked with Delivery Charges. Click on to save the document prepared by you. Click on to print the document prepared by you. Click here Print Utility, to know more about this utility.

109 If you want to send a or SMS, Click on beside Mail and click on or SMS. : Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data. Import : Click on to Import Data and select a file from which Data is to be imported. Click here Import Utility, to know more about this utility. Schedule : If you want to create a schedule for this document, click on Schedule a Document, to know more about this utility. You have completed creation of New Sales Debit Note.. Click here Open : Click here to open an existing Debit Note. Click here Open a Document, to know more about this utility. Copy : Click here to copy the values from an existing Sales Debit Note. Click here Copy from a Document, to know more about this utility. We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning! Disclaimer

110 Sales Return Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Sales Return memo preparation options. Before we begin, let us understand about the need of Sales Return memo and the relevance of this particular activity. If goods sold by you is returned back by the Customer for any reason e.g. quality problem, rejected at customer level etc., you need to account for such material returned back and need to give a document to the customer confirming your acceptance of goods returned and having his account credited to the extent of value of goods return. Sales Return memo is just like a credit note. The only difference is that in a simple credit note your Inventory records does not gets affected whereas in Sales Return memo, the system affect the Inventory also along with financial posting. You can create Sales Return memo under Sales Module of AlignBooks. The key functions of Sales Return Module are: Creation of a New Sale Return memo, Modification of an existing Sales Return memo; Deletion of an existing Sales Return memo.

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112 Configuration: AlignBooks provide you the facility to configure your Sales Return documents with respect to choice of linking with parent document, choice of maintaining multiple series of documents, choice of sending and SMS on creation/edit/approval of the document and for Approval System setting etc. Click on Configuration to configure this document. Click here How to Configure a Document, to know more about this utility. Let s now understand how to create a new Sales Return memo in simple steps You have three ways to prepare a Sales Return memo; Enter fresh data for the first time; Open an existing document and use the Copy feature of AlignBooks to make the necessary changes. This will save your time and efforts; If you have data in an Excel Format, Import data and make the required changes. Type : Select from the drop down whether the Sales Return is related to Cash Sales or Credit Sales. If it is a Cash Sales, the system will automatically update your cash book for the amount refunded, and in case of credit sales the system will credit the relevant customer s ledger. Location: If you are handling multi locations, select the required location from the dropdown menu. This field is available only if you have configured Multi location ON in configuration ->Company Setup>General Setup.If your desired Location does not exist in the menu, you can create a New Location by clicking on Select a Location to option within the dropdown menu. You can also Edit or Delete a Location from Here. be edited/deleted and then click on and you can edit it and save by click on. You can delete. The Location will be opened in Edit mode it by click on. Category : If you are classifying your document in different categories, select the applicable category from the drop down menu. This field is available only if you have configured Document Classification ON in Configuration ->Company Setup->Sales Setup->Basic.You can Add, Edit or Delete a Category by following the process described under Location Tab. Customer : Select a customer from the drop down list for whom you are preparing Sales Return. You can Add, Edit or Delete a Customer by following the process described under Location Tab Ware House : If you have multi ware houses, select the required ware house from the drop downmenu. This field is available only if you have configured Warehouse ON in configuration ->Company Setup>Inventory->Basic. System will auto pull the id from customer master. If you wish to change the same, you can do that here. Currency :If you are preparing Sales Return in a foreign currency, select a Currency from the drop down menu. This field is available only if you have configured Multi Currency - ON in Configuration >Company Setup->General Setup.If your desired currency does not exist in the menu, you can add a new currency by clicking on Icon or option within the dropdown menu.

113 Conversion Rate : System will automatically get the conversion rate from currency master, if already created by you. If you wish to change the currency conversion rate for this particular document, you can do the same here. Salesman : System will auto pull the Salesman Name from customer master. If you wish to changethe same, you can do that here. This field is available only if you have configured Salesman wise Billing ON in Configuration ->Company Setup->Sales Setup. If the required Salesman does not exist in the menu, you can create a new by clicking on Icon or option within the dropdown menu. Cash/Bank :Select a Cash / Bank account wherefrom the payment for sales return amount is made. This field is available only when Return Type selected above is Cash.If the required Cash/Bank account does not exist in the menu, you can create a new by clicking on the dropdown menu. Icon or option within Return Date : Enter the date which you wish to reflect in the document. By default, the system will takethe current date. You can also pick a different date by just clicking on the calendar function Return No Prefix : While configuring your document, if you have opted to maintain manual prefix, select a prefix from the drop down list. If the required prefix does not exist in the list, you are able to create a new one by clicking on option within the dropdown menu and input a name. Number : While configuring your document, if you have opted to maintain manual numbering, enter a document number here. Ref No. : Here you may enter the customer s document reference number or your previous document number, if any. Ref No.: Here you may enter the customer s document reference number or your previous document number, if any. Agent : System will auto pull the agent name from customer master. If you wish to change the same, you can do that here. This field is available only if you have configured Agent wise Billing - ON in Configuration ->Company Setup->Sales Setup. If the required agent does not exist in the menu, you can create a new by clicking on Icon or option within the dropdown menu. Tax : Select Inclusive from the drop down menu, if rates are inclusive of taxes else select Exclusive. This field is available only if you have configured Tax Applicable in Sales / Purchase ON in Configuration ->Company Setup->General Setup. Also, this field will be active only if you have configured Tax in Rates Document Based in Configuration ->Company Setup->Sales Setup. Billing Address: System will trace and fill the Billing Address, GST No. and Contact person details automatically from the customer master. You can make changes if you wish to. Shipping Address: System will trace and fill the Shipping Address details automatically from the customer master. You can make changes during this stage as well.

114 Payment Terms: System will trace and auto fill the Payment Terms from the customer master. You can make changes if you wish to. If the required Payment Term does not exist in the menu, you can create a new payment term by clicking on Icon or option within the dropdown menu. Due Date : Based on payment term selected, the system will auto calculate the payment due date. If you are not maintain payment terms, you can enter the payment due date here. Pull From : This field is used to import data from the parent document. Upon selection, a list of parent documents will be on display. If there is no parent document linked, this option will be shown as Disabled Lookup : This option will work like a Bar Code. If you enter an item Code, the system Pick-up the relevant details automatically. So far we have entered the relevant details to clearly identify the customer and the Sales Return. We will now enter the specific item or product details to generate a Sales Return; : Click here to add a Row to the table. : Click here to delete a row from the table. Item Code: Select an Item code from the drop down list. Click on to add a new Item. Description: System will fill the description details automatically from Item Master. Unit: System will fill the unit details automatically from Item Master. Quantity: Enter the Item Quantity here. Rate: System will pick the rate from the Item Rate Master. If you are not maintaining Rate Master and have entered Rate in your Item Master, it could be picked from there as well. Alternatively, you will have to enter the rate manually. Amount: System will calculate the Amount automatically i.e. with the multiplication of Quantity x Rate. Posting GL: If you have created Sales /Purchase Ledgers Item wise, the system will automatically fetch the GL selected by you in Item Master. Remark : If you wish to put any remark against an Item, enter here. Item Balance : System will display the Stock in hand of this particular item. The table is dynamic and many extra columns in the table would appear based on your Configuration in Company Setup. If you set up these fields, you will need to enter relevant values in columns created for each item Row. The columns which will appear based on Configuration in Company Setup are: Column Will appear If Tax Code General Setup Tax Applicable in Sales / purchase ON Tax Rate General Setup Tax Applicable in Sales / purchase ON Taxable General Setup Tax Applicable in Sales / purchase ON Tax Amount General Setup Tax Applicable in Sales / purchase ON Logistic Details Sales Setup -> Basic->Logistic Details ON Pack Unit Inventory -> Basic-> Separate Packing Unit ON Pack Qty Inventory -> Basic-> Separate Packing Unit ON Warehouse Inventory -> Basic->Warehouse ON Print Description Inventory -> Basic-> Separate Print Description ON Item Serial No. Inventory->Item Extended Property-> Item Serial No Tracking ON Batch No. Inventory->Item Extended Property-> Batch wise Inventory - ON Service Date Inventory->Service->Input Service Date ON

115 Service Location Inventory->Service-> Service Location ON User Defined Item Wise Charges Sales Setup -> Billing Setup - Item Level User Defined Item Attributes 1-5 Inventory->Item Attributes Remark : Input here any remark pertaining to the document Attachment : Here you may upload any supporting documents, which can be used for the future reference. For example, you may scan and attach a copy of sales return challan received from customer. You can browse the location to attach the same. Click on X to remove the attachment. User Defined Fields 1-5 : During the Sales Setup (->Sales Setup->Sales Custom Fields) if you have selected user defined fields, these will appear with the Caption provided by you for these extra fields. You may enter the relevant values/data in the applicable field. Item Value: System will calculate the Total Item Sales Value, based on the data fed in the system during the creation of a Sales Return. User Defined Extra Charges/Discounts Item level (1-3) : These represents the total of item wise extra charges/discounts auto calculated from the items mentioned in the table. Taxable: This represents the total Taxable Sales Value of all the items, auto calculated by the system. Tax Amount: This represents the total Tax Amount for all the items, auto calculated for the Items mentioned in the table. User Defined Extra Charges/Discounts Document Level (1-3) : If you have set to have any Extra Charges / Discount on Document level (-> Sales Setup -> Billing Setup- Document Level), these will appear hear with the caption given by you. You can enter relevant value against each item Round off: Depending upon the round off level selected by you, your Document will be rounded off and the round off difference (Rounded Value-Actual Value) will be shown here. This field will not be available if you have configured Round off None in Configuration->Company Setup->Sales Setup->Basic. Doc Amount: This represents the total Sales Return Amount. Attribute : This field is available only if you have selected to use attributes in General Ledgers (Configuration -> Company Setup->Finance ->Attribute) and a GL where attribute is linked is affected by this Sales Return.

116 For Example if you have allocated an attribute with GL Delivery Charges and an amount is going to be debited / credited by creation of this Sales Return, the system will ask to select an attribute to be linked with Delivery Charges. Logistic Details : System will ask for this information only if you have configured Logistic Details ON in Configuration -> Company Setup-> Sales Setup -> Basic->. Field Name Description Destination Enter the Destination Name Shipping Mode Select the Shipping mode from drop down list Shipping Company Select the Shipping Company from the drop down list Shipping Tracking No. Enter the Shipping Tracking number issued by Shipping Co. Shipping Date Enter the Shipping Date Shipping Charges Enter the Shipping Charges to be paid to Shipping Co. Vehicle / Vessel No. Enter the Vehicle / Vessel No. by which goods are moving. Charge Type Select from drop down whether shipment charges are paid / Payable / To be Billed etc. Document Through Enter the how Shipment Documents are forwarded Port of Landing If it is an overseas consignment enter the Port of Landing. Port of Discharges If it is an overseas consignment enter the Port of Discharge. No. of Packets Enter total Number of packets dispatch under this Doc. Weight Enter the Total weight of the consignment. Click on Click on about this utility. to save the document prepared by you. to print the document prepared by you. Click here Print Utility, to know more If you want to send a or SMS, Click on beside Mail and click on or SMS. : Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data. Import : Click on to Import Data and select a file from which Data is to be imported. Click here Import Utility, to know more about this utility. Schedule : If you want to create a schedule for this document, click on Schedule a Document, to know more about this utility. You have completed Sales Return.. Click here Open : Click here to open an existing Sales Return.Click here Open a Document, to know more about this utility.

117 Copy : Click here to copy the values from an existing Sales Return. Click here Copy from a Document, to know more about this utility. We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning! Disclaimer

118 Payment Reciept Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Payment Receipt preparation options. Before we begin, let us understand about the need of Payment Receipt Entry and the relevance of this particular activity. The basic purpose of Payment Receipt Entry is to account for the payment received from the customer and to generate a receipt against this payment in favour of customer. AlignBooks has made this module more useful for you by providing following additional utilities: If you are maintaining and tracking bill wise outstanding of customers, you can adjust the bill(s) against which this particular payment is received. If party/customer has made any deduction from total amount payable against any bill e.g. cash discount, TDS and Bank Charges, you can adjust the same without the need of passing any additional adjustment vouchers. If party/customer has made any interest payment towards delay of payment, you can account for this interestwithout the need of passing any additional adjustment vouchers. If payment is received through direct Bank transfer (in case of foreign dealings) and the Bank has deducted any commission/charges, you can account for the same the need of passing any additional adjustment vouchers. If there is any Currency fluctuation difference (in case of foreign dealings) the system will automatically calculate, adjust and account for the same without undergoing through any additional adjustment vouchers. You can create a Payment Receipt through Payment Receipt menu under Sales Module of AlignBooks. The key functions of Payment Receipt Module are: Creation of a New Payment Receipt, Modification of an existing Payment Receipt; Deletion of an existing Payment Receipt.

119 Configuration: AlignBooks provide you the facility to configure your Payment Receipt with respect to choice of maintaining multiple series of document (Payment Receipt), choice of sending and SMS on creation/edit/approval of the documents and for Approval Systems setting etc. Click on Configuration while you have selected the menu of Payment Receipt note from the dropdown list of sales module. Click on How to Configure a Document, to learn to configure the document and to learn more about this utility. Let s now understand how to create a new Payment Receipt in simple steps You have three ways to prepare a Payment Receipt;

120 Enter fresh data for the first time; Open an existing document and use the Copy feature of AlignBooks to make the necessary changes. This will save your time and efforts; If you have data in an Excel Format, Import data and make the required changes. Once you finish up with the configuration of the document you can start creating the Payment Receipt. Let s learn how to enter the fresh set of data for the first time for creating this sort of document; Location: If you are handling multi locations, select the required location from the dropdown menu. This field is available only if you have configured Multi location ON in configuration ->Company Setup>General Setup.If your desired Location does not exist in the menu, you can create a New Location by clicking on Select a Location to option within the dropdown menu. You can also Edit or Delete a Location from Here. be edited/deleted and then click on and you can edit it and save by click on. You can delete. The Location will be opened in Edit mode it by click on. Category : If you are classifying your document in different categories, select the applicable category from the drop down menu. This field is available only if you have configured Document Classification ON in Configuration ->Company Setup->Sales Setup->Basic.You can Add, Edit or Delete a Category by following the process described under Location Tab. Receipt Date : Enter the date which you wish to reflect in the document. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function. Voucher No. Prefix: While configuring your document, if you have opted to maintain manual prefix, select a prefix from the drop down list. If the required prefix does not exist in the list, you are able to create a new one by clicking on Icon or option within the dropdown menu and input a name. Number : While configuring your document, if you have opted to maintain manual numbering, enter adocument number here Customer : Select a Customer from whom the payment is received. You can Add, Edit or Delete a Customer by following the process described under Location Tab. System will auto pull the id from customer master. You can make changes in any of these auto filled fields if you so desire. Cash / Bank : Select the Cash or Bank account where the payment so received is booked /deposited. If the required Cash /Bank GL does not exist in the list, you can create a new one by clicking on Icon or option within the dropdown list and input the same. Amount : Enter the amount received. If the payment received is in a currency other than your own currency, enter the amount received in that currency without converting it in your own currency. For example you have received $1000, you should enter 1000 here. Cheque No. : Enter the cheque or other instrument number (if applicable). If payment is received through RTGS/NEFT you can enter RTGS/NEFT reference number.

121 Bank Ref. : Select a Bank, if applicable, from the drop down list. If the required Bank does not exist in the list, you can create a new one by clicking on input the same. Icon or option within the dropdown list and Dated : Enter the cheque date, if applicable. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function. Currency : If you are preparing Payment receipt in a foreign currency, select a Currency from the drop down menu. This field is available only if you have configured Multi Currency - ON in Configuration >Company Setup->General Setup.If your desired currency does not exist in the menu, you can add a new currency by clicking on Icon or option within the dropdown menu. Conversion Rate: System will automatically get the conversion rate from currency master, if already created by you. If you wish to change the currency conversion rate for this particular document, you can do the same here. Fluctuations: This represents currency rate difference arising due totiming gap between the Invoice and payment date. For example Your base currency is INR and you made an Invoice for $1000 on 01/01/2017 and rate of $ on that date was INR 60. So you have booked your bill for INR i.e x 60. Now you received payment on 15/01/2017 and rate of $ vs INR on that date was and accordingly bank has credited your account by INR 60330/-. In such circumstances in your books of account you will credit your customer by $ 1000 (INR 60000) and balance of INR 330 you can directly credit to Fluctuations difference account from this menu. Once you adjust the payment received towards the bill(s) against which payment is received, the system will automatically get the rate of conversion (if earlier configured) and will automatically calculate and account for the difference in Fluctuations difference account if the account is set as default at the time of company configuration.so far we have entered the basic details of the Payment Receipt. We will now see to adjust Bills against this Payment Receipt; Fill Outstanding Bills: When you will click on of the selected customer, for selected, the system will display all the unadjusted Debit / Credit entries Branch (If applicable) and for selected currency (if applicable). Before adjusting the bills, let us understand each columns of display list: Bill No Here the unadjusted bill/invoice numbers are displayed. Bill Date Here the bill/invoice date is displayed. Bill Amount Here Bill/invoice Amount is displayed. If your bill is in foreign currency this column will appear twice i.e. one showing the Bill Amount in base currency and other showing bill amount in foreign currency. Outstanding Here the net outstanding amount i.e. Invoice amount less amount already adjusted earlier against this bill/invoice, is displayed. If your bill is in other than base currency this column will appear twice i.e. one showing the outstanding in base currency and other showing outstanding in foreign currency. Adjust Now Here you have to enter the amount to adjust against this Bill/invoice out of the present receipt.

122 Cash Discount If you have allowed any cash discount against this document, enter the cash discount amount. Net Receipt The system will display the net receipt i.e. Amount less Cash Discount. Due Date Here payment due date is displayed Reference No. Here document reference number is displayed. Reference Date. Here reference document s date is displayed. Once the document amount is equal to amount adjusted, the document will disappear from the outstanding list and the Outstanding Report generated thereafter will help you in proper payment follow up and effective credit control. Remark : You may input here any remark pertaining to the document. Attachment : You may upload any supporting documents, which can be used for the future reference. For example, you may scan and attach a copy of Inward remittance receipt supplied by the Customer. You can browse the location to find the document and attach the same. Click on X to remove the attachment. Total Bill Amount : Based on the data filled in the table, system will calculate the total amount adjusted against various bills/dn/cn/receipts, and will display here Less Cash Discount : Based on the data filled in the table, system will calculate the total cash discount allowed in various documents, and will display here. Less TDS Deducted : If the Party has deducted TDS out of the payment, Enter the TDS amount. Add Delay Interest : If interest is received due to delay in payment, enter the interest amount. Net Amount : After making addition / deletion as above, the net amount will be displayed here. On Account : This represents difference between amount actually received and Net amountadjusted as above. Total Payment : This represents total amount receivable after all adjustments. Less Bank Charges : In case of foreign dealings If Bank has deducted any charge, enter the amount so deducted.

123 Net Bank Impact : This represents the actual inflow in the Bank after deducting Bank Charges.The on account payment will appear in the windows of unadjusted payments against the Payment Receipt number and can be adjusted at later stage.all the adjustments made above i.e. cash discount, TDS Deducted, Interest Received, Bank Charges and fluctuation gain/loss shall be posted directly in respective default ledgers as defined by you at the time of Company Setup. The system will not accept the over adjustment of Bills i.e. negative on account. Attribute: System will ask for this information only if you have selected to use attributes in General Ledgers (Configuration -> Company Setup-> Finance ->Attribute) and if there is GL where attribute is linked is affected by this Payment Receipt.For Example if you have allocated an attribute with GL Cash Discount and an amount is going to be debited / credited by creation of this Payment Receipt, the system will ask to select an attribute to be linked with Cash Discount Click on Click on about this utility. to save the document prepared by you. to print the document prepared by you. Click here Print Utility, to know more If you want to send a or SMS, Click on beside Mail and click on or SMS. : Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data. Import : Click on to Import Data and select a file from which Data is to be imported. Click here Import Utility, to know more about this utility. Schedule : If you want to create a schedule for this document, click on Schedule a Document, to know more about this utility. You have completed creation of New Invoice.. Click here Open : Click here to open an existing Invoice. Click here Open a Document, to know more about this utility. Copy : Click here to copy the values from an existing Invoice. Click here Copy from a Document, to know more about this utility. We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning! Disclaimer

124 PURCHASE MODULE Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Purchase Module. Under Purchase module you can create your Vendor masters, define purchase price lists, generate various documents related to the procurement of material and account for payment made to the Vendors. Purchase Module has nine menu options We Vendor Master Price List Master Order Goods Receipt Note Purchase Bill Purchase Credit Note Purchase Debit Note Purchase Return Payment will explore each of them in detail.

125 Vendor Master Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Vendor master set up options. Before we begin, let us understand about the need of Vendor master and the usage of this particular activity. In every industry and regardless of the business model, an entity must maintain accurate record of its individual vendors. The discussion in vendor master is also crucial as it helps an entity to measure the vendor sentiments and make adjustments to payments and terms structure to bargain for the best offerings in the market. After all, vendor terms play a significant role in positive cash generation too. In Vendor master we therefore setup the individual Vendor profile with all the sets of relevant data available at hand. Vendor master set-up is normally a one-time process required at the time of new Vendor addition and this library of data is extensively used to capture, generate and auto generate the required reports in a desired format. For Example: Purchase Bill creation, Payment creation etc. You can also edit and delete an already created set of information with required authorisation. The key functions of a Vendor Master Module are: Creation of a New Vendor Record; Modification of an existing Vendor Record; Deletion of an existing Vendor record. We will be going through the each of these set of information in detail. New Vendor Creation If you are in Purchase Drop Down you need to select and the screen which appears looks like this; You can see the option at top right of the screen. Click on this option and you will be directed to the relevant Vendor creation screen. Here you will have seven sections where all the relevant data pertaining to a new Vendor can be captured.

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127 We will start with Basic first; Name: Here you input the name with which you are used to identify your Vendor. This can also be a nick name or a short name. This field is not used for printing so you are at comfort to associate with the name. Print Name: Here you input the Vendor name which will be used in printing documents. This normally is the registered name of the Vendor in statutory records. Name and Print name can stay similar Code: This is a system generated automated code to uniquely identify a Vendor. If you wish to keep your own series of codes, you may input a 6-digit Alpha/Numeric code. Under Ledger: Select from the drop down the required control General Ledger in which the Vendor is to be grouped (e.g. Sundry Creditors Account). If the required GL does not exist in the list, you can create a new GL by clicking on Icon or option within the dropdown menu. Is Sub Party: Select ON if you want to link the new Vendor to an existing group/vendor. This will allow you the liberty to analyze multiple Vendors as one group. Under Party: If the sub party is kept ON, then select from the drop down the required group with which you want to identify the Vendor. Inactive: Select ON if you want to make a Vendor inactive. During any business transaction such inactive Vendor s name will not appear in your list of Vendors. You can reactivate Vendor again by selecting OFF. Firm Status: Select from the drop down the constitutional status of the Vendor. Ex. Individual, company etc. This classification helps the entity to analyze and fix the procurement strategies. Territory: Select from the drop down the required territory based on which you want to group your Vendor. This categorization enables an entity to analyze the area wise procurement. If the required territory does not exist in the list, you can create a new territory by clicking on Icon or option within the dropdown menu. If you wish not to maintain Territory wise classification, select default in the dropdown or keep this field blank. Party Category: If you have classified your vendors in different categories, select from the drop down list a Category on which you may want to identify your Vendor. If the required category does not exist in the list, you can create a new category by clicking on Icon or option within the dropdown menu.if you wish not to maintain category wise classification, select default in the dropdown or keep this field blank. Contact Person: Input here the relevant contact person name which the Vendor is advising to contact for your business needs. This contact is normally being the proprietor himself or entity representative Logo / Photo: Upload an image of the Vendor or a logo of the company or its trade mark or any specific identification which helps you maintain the unique Vendor identity. Images could be JPEG or PDF, with the maximum size of 2 MB. We are now finished with the basic part and made a unique identification for the Vendor.

128 We will now look into the Communication input where we separate the Billing and Shipping information Billing Information: Address: Input here the complete address of the Vendor wherefrom it raises invoices/bills. The address should suffice the requirement of all tax related requirement, preferably the registered address of the company. The same address would be used for the future communication with the Vendor, so it is essential to ensure that the address is complete and understandable to anyone Ex. Flat #, Building No./ Name, Street name/no., Area, Landmark etc. Country: Select from the drop down the Country of the address entered above.. If the required Country does not exist in the list, you can create a new Country by clicking on within the dropdown menu. Icon or option State: Select from the drop down the State of the address entered above. If the required State does not exist in the list, you are able to create a new State by clicking on dropdown menu Icon or option within the City: Select from the drop down the City of the address entered above. If the required City does not exist in the list, you are able to create a new City by clicking on dropdown menu Icon or option within the PIN: Input here the required PIN/ZIP to identify the relevant address. For postal communications Pin code is must. Phone: Input here the most relevant contact number of the Vendor for a speech conversation Input here the most relevant address of the Vendor for written communication Longitude: Input here the longitude of vendor location via Google Map to locate vendor easily. Click on to find your location s longitude. Latitude: Input here the latitude of vendor location via Google Map to locate vendor easily. Click on to find your location s latitude Shipping Address: Enter the address from which the goods are generally dispatched by the Vendor. If the Billing Address and Shipping Address is same, you can copy the same by clicking on Copy from Billing otherwise fill the shipping address information in the same way as filled for Billing Address. We are finished with the Vendor physical address input and will now focus on the Digital identification of the Vendor. Digital: We live in a digital era where it s a necessity to target online audience with right offers and suggestions. It is of great significance to fill in the relevant social profile information for the Vendor as this allows to keep a tab on his marketing strategies. Web Site: Input here the relevant web page address of the Vendor.

129 Face Book: Input here the face book account or page of the company to enable follow-up on his day to day updates. Skype: Input here the relevant Skype id of the Vendor Twitter: Input here the Twitter account name of the Vendor. Linked In: Input here the Linkedin id for the Vendor We will now input the Statutory details for the Vendor which identifies its relevant registration and tax status. GST No: Input here the GST No. for the Vendor. CIN: Input here the registration number of the Vendor provided by the regulatory authority with which the Vendor is registered. Ex. Company Identification Number (CIN) should be entered in case the company is registered under Registrar of Companies PAN: Input here the Permanent Account Number (PAN) / Tax Identification Number (TIN). TDS Applicable: If you need to deduct Tax at Source bills raised by this vendor, keep this option On, the system will ask for relevant information at the time of entering his bill and making payment to this vendor. This will help you as a reminder towards your statutory compliances TDS Section: If you have kept TDS applicable ON, the system will ask for the relevant section of the Income Tax Act under which TDS is applicable. Select the relevant section from the drop down list. We will now input the Defaults which identifies entity integration with its Vendor. Defaults: Payment Term: Payment terms usually differ from Vendor to Vendor based on their business credibility. Select from the drop down list your agreed terms with the Vendor. If the required term does not exist in the list, you are able to create a new payment milestone, by clicking on within the dropdown list. A dialog box will appear with options as below; Icon or option Name: Input here a name for the payment term, Ex. Advance, progressive, retention etc. Code: Input here a 4 digit code, Ex Fixed Days: Keep this ON, if you want to fix the credit period in days period. No of Fixed days: Input here the credit days allowed as agreed with the Vendor. Ex. 60. Payment Cycle: This option will automatically become ON, if your payment term is not Fixed days. Run on: If payment cycle is ON, select the cycle from the drop down list. Ex. Weekly, Bimonthly or Monthly.

130 Price Category: Select from the drop down a relevant price category if your vendors are maintain different price categories. If the required category does not exist in the list, you are able to create a new category by clicking on Icon or option within the dropdown list. Agent-Broker: Select from the drop down the specific agent / broker allocated the Vendor account. This option appears if you have during the company setup kept the Configuration->Company Setup->Purchase Setup agent wise billing in ON mode. If the required agent name does not exist in the list, you are able to create a new name by clicking on Icon or option within the dropdown list. Transporter: Select from the drop down the relevant transporter through whom the vendor would be delivering goods. If the required transporter does not exist in the list, you are able to create a new name by clicking on Icon or option within the dropdown List. Credit Limit: Input here the credit limit, if any, set by the Vendor for you. We will now input the specific Banking information relevant for the Vendor Bank Details Bank Name: Select from the drop down the relevant bank of the Vendor. If the required bank does not exist in the list, you are able to create a the dropdown list. new name by clicking on Icon or option within Branch: Input here the branch name of the Bank where vendor is having account. Account No: Input here the Bank Account number of the Vendor Account Type: Select Account Type e.g. Savings, Current etc. IFSC Code: Input here the RTGS / IFSC code for the selected bank/branch. We will now understand how to input Vendor Custom fields User Defined Fields (UDF) : If you have selected any User defined Extra Field at the time of Company Configuration(Configuration->Company Setup->Purchase Setup->Vendor Custom Fields), that number (maximum 5 fields) of UDF fields would be visible and you have to enter the relevant details against those fields. Here one thing to remember that if you have marked on Required against any of the UDF filed in company set-up then while creating Vendor master you have to provide the information under that User Defined Field(UDF) or to say you cannot keep that field blank. Click on Click on to Save the values. to Exit from the New Vendor Form We are now back to the main screen for the Vendor. If you wish to edit/delete the already visible Vendor data in the list you can do so, please follow the following steps:

131 Edit: Click on to edit the Vendor information.you can make the required changes and Save.If you want to delete this record, click on [Delete] and confirm the deletion. Delete : Click if you want to delete a Vendor. If you have created Sub Party under a Vendor, the System will not allow to delete this record unless you delete all the sub parties created under this. It is advisable not to delete a Vendor if some data are already entered against that Vendor. If you have closed dealing with a Vendor or for any reason any Vendor is Inactive for the time being you can opt to make the Vendor Inactive. Export : Click on to Export the data as visible in the list to an Excel Sheet. Search : Type in blank space provided at to search a Vendor Name. Group : If you want to Group your display on any particular field, hold that field and drag alittle up outside the Grid, your display will be grouped on that field. To remove the grouping drag the field back into the Grid column. Sort : If you want to sort data on a particular field, click on the label of that field, your data will be sorted on that field. You can reverse the order of sorting by just Double click on the label of that particular field. Click on to Exit from the Vendor master.

132 Purchase Price List Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Purchase Price List option. Before we begin, let us understand about the need of Purchase Price List and the usage of this particular activity. As you begin the process to source the material, you need remain aware of the prices offered by different vendors for a particular product. When you finally make a purchase order, you need to mention the rate of the products to be procured. If your vendor(s) have standard price list or you have negotiated a fixed price for materials to be procured, you can enter the relevant data in your system to automatically fetch the prices in different set of documents related to material procurement. In Purchase Price List setup, we submit the prices of different products for different Vendors with all the available data at hand. This library of data is extensively used to capture, generate and auto generate the required documents e.g. Purchase Order, Purchase Bill creation etc. You can change the price list any number of times with its effective from feature. Moreover you can maintain the multiple price list for the same period for different category of vendors. You can also edit and delete an already created set of information with required authorisation. The key functions of a Purchase Price List Module are: Creation of a New Price List; Modification of an existing Price List; Deletion of an existing Price List. We will be going through the each of these set of information in detail. New Price List If you are in Purchase Drop Down you need to select and the screen which appears looks like this;

133 You can see the option at top right of the screen. Click on this option and you will be directed to the relevant Price List creation screen. Description: Enter a Description for your identification e.g. If you are creating a price list for one brand of product you can name it with that brand to easily identify the same in future. Price Category : If you are having different price categories, Select a price Category from thedrop Down menu. If your desired Category does not Figure in the menu, you can create a New Category from here. Click on in the dropdown menu or click on Icon to create a Category. You can also Edit or Delete a Category from Here. Select a Category to be edited/deleted and then click on Opened in Edit mode and you can Edit it and save by click on. The Category will be. You can Delete it by click on. Effective From: Enter the Date from which this price list will be effective from. You can pick the date from the calendar function. Get Latest Price : Click here to get latest price of items available in the System. This feature will help you to update the price list where price of most of the items has remained same and there are changes in the prices of only few items. With this process the system would fetch the prices of items from the last updated price list and thereafter you can simply modify the items of your choice only.

134 A list Showing Item Group, Item Code and Item Name is shown along with a Column to fill the Item Rate. The Rate column is editable field and you can put the new rate against each item. If at the time of Company Configuration (Configuration->Company Setup->Purchase Setup->Billing Set upitem Level) you have selected any additional column for User defined Item wise Extra Charges, then defined number of columns would appear to enter Rates for those extra charges. You can enter the relevant rate of Extra Charges against items in those columns. This is to ascertain that If you have not yet created any Item in your item master, you have to first create your item master then only you would be able to create a price list for that item master. To create a new Item use Module Item Master under Inventory. Click on Click on to save the values. to Exit from the New Sales Price List Form. Edit Exiting Price List A list Showing Price List Description, category and Date from which the Price list will be effective from is shown along with option to edit and delete against each Purchase Price List. Click on to edit a Purchase Price List. You can make the required changes and Save it. Delete Exiting Price List Click if you want to delete a Price List. It is advisable not to delete a Price List if some data are already entered using that Price List. Export : Click on to Export the data as visible in the list to an Excel Sheet. Search : Type a text to search a Price List you are looking for. Group : If you want to Group your display on any particular field, hold that field and drag a little up outside the Grid, your display will be grouped on that field. To remove the grouping, drag the field back into the Grid column.

135 Sort : If you want to sort data on a particular field, click on the label of that field, your data will be sorted on that field. You can reverse the order of sorting by just Double click on the label of that particular field. Click on to Exit from the Price List master. We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning! Disclaimer

136 Purchase Order Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Purchases Order preparation options. Before we begin, let us understand about the need of Purchases order Entry and the relevance of this particular activity. Purchase order is a formal commitment placed upon by one party to another with all the relevant terms and conditions stated in such order to help govern and facilitate the closure of transaction for purchase. When you place a Purchase Order upon a vendor you would want to ensure its timely execution and purchase order helps clarifying the accountability at either end. Accurate record of purchase order also helps you tracking your expected cash liability so there is no credibility exposure in play. After all, prices of a product are more or less directly related to the payment terms and past deals of a vendor with an entity. You can create a Purchase order under Purchases Module of AlignBooks. The key functions of Purchase Order Module are: Creation of a New Purchase Order, Modification of an existing Purchase Order; Deletion of an existing Purchase Order.

137 Configuration: AlignBooks provide you the facility to configure your Purchase Order documents with respect to choice of maintaining multiple series of documents, choice of sending and SMS on creation/edit/approval of the document and for Approval System setting etc. Click on Configuration to configure this document. Click here How to Configure a Document, to know more about this utility. Let s now understand how to create a New Purchase Order in simple steps You have three ways to prepare a Purchase Order; Enter fresh data for the first time; Open an existing document and use the Copy feature of AlignBooks to make the necessary changes. This will save your time and efforts; If you have data in an Excel Format, Import data and make the required changes. Let s enter the fresh set of data for the first time;

138 Location: If you are handling multi locations, select the required location from the dropdown menu. This field is available only if you have configured Multi location ON in configuration ->Company Setup>General Setup.If your desired Location does not exist in the menu, you can create a New Location by clicking on Select a Location to option within the dropdown menu. You can also Edit or Delete a Location from Here. be edited/deleted and then click on and you can edit it and save by click on. You can delete. The Location will be opened in Edit mode it by click on. Category : If you are classifying your document in different categories, select the applicable category from the drop down menu. This field is available only if you have configured Document Classification - ON in Configuration ->Company Setup->Purchase Setup->Basic.You can Add, Edit or Delete a Category by following the process described under Location Tab Vendor : Select a Vendor from the drop down menu for whom you are preparing the Order. You can Add, Edit or Delete a Vendor by following the process described under Location Tab. System will auto pull the id from Vendor Master. If you wish to change the same for this document, you can do that here. Currency : If you are preparing Invoice in a foreign currency, select a Currency from the drop down menu. This field is available only if you have configured Multi Currency - ON in Configuration ->Company Setup->General Setup.If your desired currency does not exist in the menu, you can add a new currency by clicking on Icon or option within the dropdown menu. Order Date : Enter the Order date which you wish to reflect in the document. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function. Conversion Rate : System will automatically get the conversion rate fromcurrency master, if already created by you. If you wish to change the currency conversion rate for this particular document, you can do the same here. Order No. Prefix : While configuring your document, if you have opted to maintain manual prefix, select a prefix from the drop down list. If the required prefix does not exist in the list, you are able to create a new one by clicking on Icon or option within the dropdown menu and input a name. Number : While configuring your document, if you have opted to maintain manual numbering, enter a document number here. Ref No. : Here you may enter the vendor s document reference number or previousdocument number, if any. Say if you had got a written estimate from your Vendor, you can give the reference number of that estimate. Ref_Date : Here you may enter the reference document s date. You can also pick a date by just clicking on the calendar function.

139 Agent :System will auto pull the agent name from Vendor master. If you wish to change the same, you can do that here. This field is available only if you have configured Agent wise Billing - ON in Configuration ->Company Setup->Purchases Setup. If the required Agent / Broker does not exist in the menu, you can create a new by clicking on Icon or option within the dropdown menu. Tax : Select Inclusive from the drop down menu, if rates are inclusive of taxes else select Exclusive. This field is available only if you have configured Tax Applicable in Sales / Purchase ON in Configuration ->Company Setup->General Setup.Also, this field will be active only if you have configured Tax in Rates Document Based in Configuration ->Company Setup->Purchases Setup. Billing Address : System will trace and auto fill the Billing Address, GST No. and Contact person details automatically from the vendor master. You can make changes if you wish to. Shipping Address : System will trace and auto fill the Shipping Address details automatically from the Vendor master. You can make changes if you wish to. Payment Terms: System will trace and auto fill the Payment Terms from the Vendor master. You can make changes if you wish to. If the required Payment Term does not exist in the menu, you can create a new payment term by clicking on Icon or option within the dropdown menu. Pull From : This field is used to import data from the parent document. Upon selection, a list of parent documents will be on display. If there is no parent document linked, this option will be shown as Disabled Lookup : This option will work like a Bar Code. If you enter an item Code, the system Pick-up the relevant details automatically. So far we have entered the relevant details to clearly identify the Vendor and the Purchase Order. We will now enter the specific Item or Product details to generate a Purchase Order; So far we have entered the relevant details to clearly identify the Vendor and the Purchase Order. We will now enter the specific Item or Product details to generate a Purchase Order; : Click here to add a Row to the table. : Click here to delete a row from the table. Item Code: Select an Item code from the drop down list. Click on + to add a new Item. Description: System will fill the description details automatically from Item Master. Unit: System will fill the unit details automatically from Item Master. Quantity: Enter the Item Quantity here. Rate: System will pick the rate from the Item Rate Master. If you are not maintaining Rate Master and have entered Rate in your Item Master, it could be picked from there as well. Alternatively, you will have to enter the rate manually. Amount: System will calculate the Amount automatically i.e. with the multiplication of Quantity x Rate. Posting GL: If you have created Sales /Purchase Ledgers Item wise, the system will automatically fetch the GL selected by you in Item Master. Remark : If you wish to put any remark against an Item, enter here. Item Balance : System will display the Stock in hand of this particular item.

140 The table is dynamic and many extra columns in the table would appear based on your Configuration in Company Setup. If you set up these fields, you will need to enter relevant values in columns created for each item Row. The columns which will appear based on Configuration in Company Setup are: Column Will appear If Tax Code General Setup Tax Applicable in Sales / purchase ON Tax Rate General Setup Tax Applicable in Sales / purchase ON Taxable General Setup Tax Applicable in Sales / purchase ON Tax Amount General Setup Tax Applicable in Sales / purchase ON Logistic Details Sales Setup -> Basic->Logistic Details ON Pack Unit Inventory -> Basic-> Separate Packing Unit ON Pack Qty Inventory -> Basic-> Separate Packing Unit ON Warehouse Inventory -> Basic->Warehouse ON Print Description Inventory -> Basic-> Separate Print Description ON Item Serial No. Inventory->Item Extended Property-> Item Serial No Tracking ON Batch No. Inventory->Item Extended Property-> Batch wise Inventory - ON Service Date Inventory->Service->Input Service Date ON Service Location Inventory->Service-> Service Location ON User Defined Item Wise Charges Purchase Setup -> Billing Setup - Item Level User Defined Item Attributes 1-5 Inventory->Item Attributes Remark : Input here any remark pertaining to the document. Attachment : Here you may upload any supporting documents, which can be used for the future reference. For example, you may scan and attach a copy of estimate received from Vendor. You can browse the location to attach the same. Click on X to remove the attachment. User Defined Fields 1-5 : During the Purchases Setup (->Purchases Setup->Purchases Custom Fields) if you have selected user defined fields, these will appear with the Caption provided by you for these extra fields. You may enter the relevant values/data in the applicable field. Purchases Value : System will calculate the Total Item Purchases Value, based on the data filled in the Table during the creation of a Purchase Order and will display here. User Defined Extra Charges/Discounts Item level (1-3) : During Company Configuration (Purchases Setup -> Billing Setup - Item Level) if you have defined item wise Extra Charges / Discounts etc. the system will calculate the Total Item Extra Value, based on the data filled in the Table during the creation of a Purchase Order and will display here.

141 Taxable: This represents the total Taxable Purchases Value of all the items, auto calculated by the system Tax Amount : This represents the total Tax Amount for all the items, auto calculated for the Items mentioned in the table item. User Defined Extra Charges/Discounts Document Level (1-3) : If you have set to have any Extra Charges / Discount on Document level (-> Purchases Setup -> Billing Setup- Document Level), these will appear hear with the caption given by you. You can enter relevant value against each Round off : Depending upon the round off level selected by you, your Document will be rounded off and the round off difference (Rounded Value-Actual Value) will be shown here. This field will not be available if you have configured Round off None in Configuration->Company Setup->Purchase Setup>Basic. Order Amount : This represents the total Order Amount Click on to save the document prepared by you. Click on to print the document prepared by you. Click here Print Utility, to know more about this utility. : Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data. If you want to send a or SMS, Click on beside Mail and click on or SMS. Import: Click on to Import Data and select a file from which Data is to be imported. Click here Import Utility, to know more about this utility. Schedule: If you want to create a schedule for this document, click on Schedule a Document, to know more about this utility.. Click here Click to open an existing Purchase Order. Click here Open a Document, to know more about this utility.

142 Click to copy the values from an existing Purchase Order. Click here Copy from a Document, to know more about this utility. We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning! Disclaimer

143 Goods Receipt Note Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Goods Receipt Note (GRN) preparation options which sometimes also called as inward Packing Slip or inward Challan. Before we begin, let us understand about the need of Goods Receipt Notes Entry and the relevance of this particular activity. As the name suggests, GRN is a fundamental transactional check in purchase process which in most instances truly signifies the transfer of ownership and related risks from seller to the purchaser. Preparation of GRN closely follows the purchase order process to facilitate easy reconciliation of quantities delivered. One must however, be careful to not mistake partial delivery as completion of entire order and the facts surrounding each case must be carefully considered. Through GRN module of AlignBooks, you can easily enter the goods received by you on the basis of packing slip or dispatch note and without waiting for Invoice to come. GRN can be created under Purchase Module of AlignBooks. The key functions of Goods Receipt Note Module are: Creation of a New Goods Receipt Note, Modification of an existing Goods Receipt Note; Deletion of an existing Goods Receipt Note.

144 Configuration: AlignBooks provide you the facility to configure your GRN documents with respect to choice of linking with parent document, choice of maintaining multiple series of documents, choice of sending and SMS on creation/edit/approval of the document and for Approval System setting etc. Click on Configuration to configure this document. Click here How to Configure a Document, to know more about this utility. Let s now understand how to create a New Goods Receipt Note in simple steps You have three ways to prepare a Goods Receipt Note;

145 Enter fresh data for the first time; Open an existing document and use the Copy feature of AlignBooks to make the necessary changes. This will save your time and efforts; If you have data in an Excel Format, Import data and make the required changes. Let s enter the fresh set of data for the first time; Location: If you are handling multi locations, select the required location from the dropdown menu. This field is available only if you have configured Multi location ON in configuration ->Company Setup>General Setup.If your desired Location does not exist in the menu, you can create a New Location by clicking on Select a Location to option within the dropdown menu. You can also Edit or Delete a Location from Here. be edited/deleted and then click on and you can edit it and save by click on. You can delete. The Location will be opened in Edit mode it by click on. Category : If you are classifying your document in different categories, select the applicable category from the drop down menu. This field is available only if you have configured Document Classification ON in Configuration ->Company Setup->Purchase Setup->Basic. You can Add, Edit or Delete a Category by following the process described under Location Tab. Vendor : Select a Vendor from the drop down menu for whom you are preparing the GRN. You can Add, Edit or Delete a Vendor by following the process described under Location Tab Ware House : If you have multi ware houses, select the required ware house from the drop downmenu. This field is available only if you have configured Warehouse ON in configuration ->Company Setup>Inventory->Basic.Also, this field will not be available in GRN if you have configured Stock posting on-invoice in configuration ->Company Setup->Purchase setup->basic. System will auto pull the id from Vendor Master. If you wish to change the same for this document, you can do that here. GRN Date : Enter the Goods Receipt Note date which you wish to reflect in the document. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function GRN No. Prefix : While configuring your document, if you have opted to maintain manual prefix, select a prefix from the drop down list. If the required prefix does not exist in the list, you are able to create a new one by clicking on Icon or option within the dropdown menu and input a name. Number : While configuring your document, if you have opted to maintain manual numbering, enter a document number here. Ref No. : Here you may enter the vendor s document reference number or previousdocument number, if any. Say if you had given a written order to your Vendor, you can give the reference number of that order. Ref_Date: Here you may enter the reference document s date. You can also pick a date by just clicking on the calendar function.

146 Agent : System will auto pull the agent name from Vendor master. If you wish to change the same, you can do that here. This field is available only if you have configured Agentwise Billing - ON in Configuration ->Company Setup->Purchases Setup.If the required Agent / Broker does not exist in the menu, you can create a new by clicking on Icon or option within the dropdown menu Billing Address : System will trace and auto fill the Billing Address, GST No. and Contact person details automatically from the Vendor master. You can make changes if you wish to. Shipping Address : System will trace and auto fill the Shipping Address details automatically from the Vendor master. You can make changes if you wish to. Pull From : This field is used to import data from the parent document. Upon selection, a list of parent documents will be on display. If there is no parent document linked, this option will be shown as Disabled Lookup : This option will work like a Bar Code. If you enter an item Code, the system Pick-up the relevant details automatically. So far we have entered the relevant details to clearly identify the Vendor and the Goods Receipt Note. We will now enter the specific Item or Product details to generate a Goods Receipt Note; : Click here to add a Row to the table. : Click here to delete a row from the table. Item Code: Select an Item code from the drop down list. Click on to add a new Item. Description: System will fill the description details automatically from Item Master. Unit: System will fill the unit details automatically from Item Master. Quantity: Enter the Item Quantity here. Rate: System will pick the rate from the Item Rate Master. If you are not maintaining Rate Master and have entered Rate in your Item Master, it could be picked from there as well. Alternatively, you will have to enter the rate manually. Amount: System will calculate the Amount automatically i.e. with the multiplication of Quantity x Rate. Posting GL: If you have created Sales /Purchase Ledgers Item wise, the system will automatically fetch the GL selected by you in Item Master. Remark : If you wish to put any remark against an Item, enter here. Item Balance : System will display the Stock in hand of this particular item. The table is dynamic and many extra columns in the table would appear based on your Configuration in Company Setup. If you set up these fields, you will need to enter relevant values in columns created for each item Row. The columns which will appear based on Configuration in Company Setup are: Column Will appear if Pack Unit Inventory -> Basic-> Separate Packing Unit ON Pack Qty Inventory -> Basic-> Separate Packing Unit ON Print Description Inventory -> Basic-> Separate Print Description ON Item Serial No Inventory->Item Extended Property-> Item Serial no. Tracking ON

147 Batch No. Inventory->Item Extended Property-> Batch wise Inventory - ON User Defined Item Attributes 1-5 Inventory->Item Attributes-Required Remark : Input here any remark pertaining to the document. Attachment : Here you may upload any supporting documents, which can be used for the future reference. For example, you may scan and attach a copy of Dispatch Note received from Vendor. You can browse the location to attach the same. Click on X to remove the attachment User Defined Fields 1-5 : During the Purchase Setup (->Purchase Setup->Purchase Custom Fields) if you have selected user defined fields, these will appear with the Caption provided by you for these extra fields. You may enter the relevant values/data in the applicable field Logistic Details : System will ask for this information only if you have configured Logistic Details ON in Configuration -> Company Setup-> Purchase Setup -> Basic->. Field Name Description Destination Enter the Destination Name Shipping Mode Select the Shipping mode from drop down list Shipping Company Select the Shipping Company from the drop down list Shipping Tracking No. Enter the Shipping Tracking number issued by Shipping Co. Shipping Date Enter the Shipping Date Shipping Charges Enter the Shipping Charges to be paid to Shipping Co. Vehicle / Vessel No. Enter the Vehicle / Vessel No. by which goods are moving. Charge Type Select from drop down whether shipment charges are paid / Payable / To be Billed etc. Document Through Enter the how Shipment Documents are forwarded Port of Landing If it is an overseas consignment enter the Port of Landing. Port of Discharges If it is an overseas consignment enter the Port of Discharge. No. of Packets Enter total Number of packets dispatch under this Doc. Weight Enter the Total weight of the consignment. Click on to save the document prepared by you. Click on to print the document prepared by you. Click here Print Utility, to know more about this utility. If you want to send a or SMS, Click on beside Mail and click on or SMS.

148 : Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data. Import: Click on to Import Data and select a file from which Data is to be imported. Click here Import Utility, to know more about this utility. Schedule: If you want to create a schedule for this document, click on Schedule a Document, to know more about this utility.. Click here Click to open an existing Goods receipt note. Click here Open a Document, to know more about this utility. Click to copy the values from an existing Goods receipt note. Click here Document, to know more about this utility. We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning! Disclaimer Copy from a

149 Purchase Bill Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Purchase Bill preparation options. Before we begin, let us understand about the need of Purchase Bill Entry and the relevance of this particular activity. When you purchase any goods or take a service from a Vendor, vendor should be able to give you a Bill/Invoice as a proof of goods sold/service delivered. These bills/invoices are carefully recorded in the system to be able to generate various MIS reports which eases your decision making to filter your requirements. For example you can generate Item movement report and find out which one is fast moving and which one is slow moving. You can create a Purchase Bill under Purchase Module of AlignBooks. The key functions of Purchase Bill Module are: Creation of a New Purchase Bill, Modification of an existing Purchase Bill; Deletion of an existing Purchase Bill.

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151 Configuration: AlignBooks provide you the facility to configure your purchase bill documents with respect to choice of linking with parent document, choice of maintaining multiple series of documents, choice of sending and SMS on creation/edit/approval of the document and for Approval System setting etc. Click on Configuration to configure this document. Click here How to Configure a Document, to know more about this utility Let s now understand how to create a New Purchase Bill in simple steps You have three ways to prepare an Purchase Bill; Enter fresh data for the first time; Open an existing document and use the Copy feature of AlignBooks to make the necessary changes. This will save your time and efforts; If you have data in an Excel Format, Import data and make the required changes. Let s enter the fresh set of data for the first time; Type : Select from the drop down whether it is Cash or a Credit Purchase. If it is a Cash Purchase, the system will automatically update your cash book for the amount paid otherwise the system will credit the relevant Vendor s ledger. Location: If you are handling multi locations, select the required location from the dropdown menu. This field is available only if you have configured Multi location ON in configuration ->Company Setup>General Setup.If your desired Location does not exist in the menu, you can create a New Location by clicking on Select a Location to option within the dropdown menu. You can also Edit or Delete a Location from Here. be edited/deleted and then click on and you can edit it and save by click on. You can delete. The Location will be opened in Edit mode it by click on. Category : If you are classifying your document in different categories, select the applicable category from the drop down menu. This field is available only if you have configured Document Classification ON in Configuration ->Company Setup->Purchase Setup->Basic.You can Add, Edit or Delete a Category by following the process described under Location Tab. Vendor : Select a Vendor from the drop down menu for whom you are preparing the Bill. You can Add, Edit or Delete a Vendor by following the process described under Location Tab Ware House: If you have multi ware houses, select the required ware house from the drop downmenu. This field is available only if you have configured Warehouse ON in configuration ->Company Setup>Inventory->Basic.Also, this field will not be available in purchase bill if you have configured Stock posting on-goods Receipt Note in configuration ->Company Setup->Purchase setup->basic. System will auto pull the id from Vendor Master. If you wish to change the same for this document, you can do that here. Currency : If your purchases are in a foreign currency, select a Currency from the drop down menu. This field is available only if you have configured Multi Currency - ON in Configuration ->Company Setup->General Setup.If your desired currency does not exist in the menu, you can add a new currency by clicking on Icon or option within the dropdown menu.

152 Conversion Rate : System will automatically get the conversion rate fromcurrency master, if already created by you. If you wish to change the currency conversion rate for this particular document, you can do the same here. Invoice Date: Enter the Purchase Bill date which you wish to reflect in the document. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function Invoice No. Prefix : While configuring your document, if you have opted to maintain manual prefix, select a prefix from the drop down list. If the required prefix does not exist in the list, you are able to create a new one by clicking on Icon or option within the dropdown menu and input a name. Number : While configuring your document, if you have opted to maintain manual numbering, enter a document number here. Ref No. : Here you may enter the vendor s document reference number or previous Document number, if any. Say if you have received a written estimate from your Vendor, you can give the reference number of that estimate. Ref_Date : Here you may enter the reference document s date. You can also pick a date by just clicking on the calendar function. Agent : System will auto pull the agent name from Vendor master. If you wish to change the same, you can do that here. This field is available only if you have configured Agent wise Billing - ON in Configuration ->Company Setup->Purchases Setup.If the required Agent / Broker does not exist in the menu, you can create a new by clicking on Icon or option within the dropdown menu. Tax : Select Inclusive from the drop down menu, if rates are inclusive of taxes else select Exclusive. This field is available only if you have configured Tax Applicable in Sales / Purchase ON in Configuration ->Company Setup->General Setup.Also, this field will be active only if you have configured Tax in Rates Document Based in Configuration ->Company Setup->Purchases Setup. Billing Address : System will trace and auto fill the Billing Address, GST No. and Contact person details automatically from the Vendor master. You can make changes if you wish to. Shipping Address : System will trace and auto fill the Shipping Address details automatically from the Vendor master. You can make changes if you wish to. Payment Term: System will trace and auto fill the Payment Terms from the Vendor master. You can make changes if you wish to. If the required Payment Term does not exist in the menu, you can create a new payment term by clicking on Icon or option within the dropdown menu. Due Date: Based on payment term selected, the system will auto calculate the payment due date. If you are not maintain payment terms, you can enter the payment due date here.

153 Pull From : This field is used to import data from the parent document. Upon selection, a list of parent documents will be on display. If there is no parent document linked, this option will be shown as Disabled Lookup : This option will work like a Bar Code. If you enter an item Code, the system Pick-up the relevant details automaticallyso far we have entered the relevant details to clearly identify the Vendor and the Purchase Bill. We will now enter the specific Item or Product details to generate a Purchase Bill; : Click here to add a Row to the table. : Click here to delete a row from the table. Item Code: Select an Item code from the drop down list. Click on to add a new Item. Description: System will fill the description details automatically from Item Master. Unit: System will fill the unit details automatically from Item Master. Quantity: Enter the Item Quantity here. Rate: System will pick the rate from the Item Rate Master. If you are not maintaining Rate Master and have entered Rate in your Item Master, it could be picked from there as well. Alternatively, you will have to enter the rate manually. Amount: System will calculate the Amount automatically i.e. with the multiplication of Quantity x Rate. Posting GL: If you have created Sales /Purchase Ledgers Item wise, the system will automatically fetch the GL selected by you in Item Master. Remark : If you wish to put any remark against an Item, enter here. Item Balance : System will display the Stock in hand of this particular item. The table is dynamic and many extra columns in the table would appear based on your Configuration in Company Setup. If you set up these fields, you will need to enter relevant values in columns created for each item Row. The columns which will appear based on Configuration in Company Setup are: Column Will appear If Tax Code General Setup Tax Applicable in Sales / purchase ON Tax Rate General Setup Tax Applicable in Sales / purchase ON Taxable General Setup Tax Applicable in Sales / purchase ON Tax Amount General Setup Tax Applicable in Sales / purchase ON Logistic Details Sales Setup -> Basic->Logistic Details ON Pack Unit Inventory -> Basic-> Separate Packing Unit ON Pack Qty Inventory -> Basic-> Separate Packing Unit ON Warehouse Inventory -> Basic->Warehouse ON Print Description Inventory -> Basic-> Separate Print Description ON Item Serial No. Inventory->Item Extended Property-> Item Serial No Tracking ON Batch No. Inventory->Item Extended Property-> Batch wise Inventory - ON Service Date Inventory->Service->Input Service Date ON Service Location Inventory->Service-> Service Location ON User Defined Item Wise Charges Purchase Setup -> Billing Setup - Item Level User Defined Item

154 Attributes 1-5 Inventory->Item Attributes Remark : Input here any remark pertaining to the document. Attachment : Here you may upload any supporting documents, which can be used for the future reference. For example, you may scan and attach a copy of purchase invoice received from Vendor. You can browse the location to attach the same. Click on X to remove the attachment. User Defined Fields 1-5 : During the Purchase Setup (->Purchase Setup->Purchase Custom Fields) if you have selected user defined fields, these will appear with the Caption provided by you for these extra fields. You may enter the relevant values/data in the applicable field. Purchases Value: System will calculate the Total Item Purchases Value, based on the data filled in the Table during the creation of a Purchase Bill and will display here User Defined Extra Charges/Discounts Item level (1-3): During Company Configuration (Purchases Setup -> Billing Setup - Item Level) if you have defined item wise Extra Charges / Discounts etc. the system will calculate the Total Item Extra Value, based on the data filled in the Table during the creation of a Purchase Bill and will display here. Taxable : This represents the total Taxable Purchases Value of all the items, auto calculatedby the system. Tax Amount : This represents the total Tax Amount for all the items, auto calculated for the Items mentioned in the table. User Defined Extra Charges/Discounts Document Level (1-3) :If you have set to have any Extra Charges / Discount on Document level (-> Purchases Setup -> Billing Setup- Document Level), these will appear hear with the caption given by you. You can enter relevant value against each item Round off : Depending upon the round off level selected by you, your Document will be rounded off and the round off difference (Rounded Value-Actual Value) will be shown here. This field will not be available if you have configured Round off None in Configuration->Company Setup->Purchase Setup->Basic. Bill Amount : This represents the total Purchase Bill Amount. Attribute: This field is available only if you have selected to use attributes in General Ledgers (Configuration -> Company Setup->Finance ->Attribute) and the a GL where attribute is linked is effected by this Purchase Bill.For Example if you have allocated an attribute with GL Delivery Charges and an amount is going to be debited / credited by creation of this Purchase Bill, the system will ask to select an attribute to be linked with Delivery Charges TDS Details : This section is available only if you have kept TDS applicable ON, in Configuration>Company setup->finance. Also, if at the time of creating vendor master, if you have kept TDS applicable Off for this vendor, the section will be inactive.

155 TDS Section: System will trace and auto fill the TDS Section under which TDS is required to be deducted automatically from the Vendor master. You can make changes if you wish to. TDS Ledger : Select a GL from the dropdown in which TDS so deducted shall be credited. Gross Amount : Enter the amount on which TDS is to be deducted. TDS Rate : AlignBooks has inbuilt the Rate of TDS prescribed under various sections of the Income Tax Act and based on the Section selected by you, the system will automatically pick the TDS rate prescribed under that section. TDS Amount : System will auto calculate the TDS Amount and will display here. Logistic Details : System will ask for this information only if you have configured Logistic Details ON in Configuration -> Company Setup-> Purchase Setup -> Basic->. Field Name Description Destination Enter the Destination Name Shipping Mode Select the Shipping mode from drop down list Shipping Company Select the Shipping Company from the drop down list Shipping Tracking No. Enter the Shipping Tracking number issued by Shipping Co. Shipping Date Enter the Shipping Date Shipping Charges Enter the Shipping Charges to be paid to Shipping Co. Vehicle / Vessel No. Enter the Vehicle / Vessel No. by which goods are moving. Charge Type Select from drop down whether shipment charges are paid / Payable / To be Billed etc. Document Through Enter the how Shipment Documents are forwarded Port of Landing If it is an overseas consignment enter the Port of Landing. Port of Discharges If it is an overseas consignment enter the Port of Discharge. No. of Packets Enter total Number of packets dispatch under this Doc. Weight Enter the Total weight of the consignment. Click on to save the document prepared by you Click on to print the document prepared by you. Click here Print Utility, to know more about this utility. If you want to send a or SMS, Click on beside Mail and click on or SMS.

156 : Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data. Import: Click on to Import Data and select a file from which Data is to be imported. Click here Import Utility, to know more about this utility. Schedule: If you want to create a schedule for this document, click on Schedule a Document, to know more about this utility.. Click here Click to open an existing Goods receipt note. Click here Open a Document, to know more about this utility. Click to copy the values from an existing Goods receipt note. Click here Copy from a Document, to know more about this utility. We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning! Disclaimer

157 Purchase Credit Note Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Purchase Credit Note (Credit Note raised by the Vendor) preparation options. Before we begin, let us understand about the need of Purchase Credit Note Entry and the relevance of this particular activity. If your vendor makes a mistake at the time of preparing an Invoice resulting in under invoicing e.g. rate under charged, allowed excess discount etc., either your vendor would raise a Debit Note on you or you need to rectify it by issuing a credit note. Practically, under this module you enter the debit notes issued by your vendor. You can create a Purchase Credit Note under Purchase Module of AlignBooks. The key functions of Purchase Credit Note Module are: Creation of a New Purchase Credit Note, Modification of an existing Purchase credit Note; Deletion of an existing Purchase credit Note.

158 Configuration: AlignBooks provide you the facility to configure your Purchase credit Note documents with respect to choice of linking with parent document,choice of maintaining multiple series of documents, choice of sending and SMS on creation/edit/approval of the document and for Approval System setting etc. Click on Configuration to configure this document. Click here How to Configure a Document, to know more about this utility. Let s now understand how to create a new Purchase Credit Note in simple steps You have three ways to prepare a Purchase Credit Note; Enter fresh data for the first time;

159 Open an existing document and use the Copy feature of AlignBooks to make the necessary changes. This will save your time and efforts; If you have data in an Excel Format, Import data and make the required changes. Let s enter the fresh set of data for the first time; Location: If you are handling multi locations, select the required location from the dropdown menu. This field is available only if you have configured Multi location ON in configuration ->Company Setup->General Setup.If your desired Location does not exist in the menu, you can create a New Location by clicking on from Here. Select a Location to option within the dropdown menu. You can also Edit or Delete a Location be edited/deleted and then click on in Edit mode and you can edit it and save by click on. The Location will be opened. You can delete it by click on. Category : If you are classifying your document in different categories, select the applicable category from the drop down menu. This field is available only if you have configured Document Classification - ON in Configuration ->Company Setup->Purchase Setup->Basic.You can Add, Edit or Delete a Category by following the process described under Location Tab. Vendor : Select a Vendor from the drop down menu for whom you are preparing the Credit Note. You can Add, Edit or Delete a Vendor by following the process described under Location Tab. System will auto pull the id from customer master. If you wish to change the same, you can do that here. Currency : If your purchases are in a foreign currency, select a Currency from the drop down menu. This field is available only if you have configured Multi Currency - ON in Configuration -> Company Setup->General Setup.If your desired currency does not exist in the menu, you can add a new currency by clicking on Icon or option within the dropdown menu. Conversion Rate: System will automatically get the conversion rate from currency master. If you wish to change the currency conversion rate for this particular document, you can do the same here. Credit Date : Enter the Credit Note date which you wish to reflect in the document. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function. Credit No. :Input here the credit ref. number that you wish to display on the document. Prefix : While configuring your document, if you have opted to maintain manual prefix, select a prefix from the drop down list. If the required prefix does not exist in the list, you are able to create a new one by clicking on Icon or option within the dropdown menu and input a name. Number : While configuring your document, if you have opted to maintain manual numbering, enter a document number here. Ref No. : Here you may enter the customer or previous document number, if any.

160 Ref Date : Here you may enter the reference document s date. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function. Agent : System will auto pull the agent name from customer master. If you wish to change the same, you can do that here. This field is available only if you have configured Agent wise Billing - ON in Configuration ->Company Setup->Purchase Setup. If the required agent does not exist in the menu, you can create a new by clicking on Icon or option within the dropdown menu. Tax : Select Inclusive from the drop down menu, if rates are inclusive of taxes else select Exclusive. This field is available only if you have configured Tax Applicable in Sales / Purchase ON in Configuration ->Company Setup->General Setup.Also, this field will be active only if you have configured Tax in Rates Document Based in Configuration ->Company Setup->Purchases Setup Billing Address: System will trace and fill the Billing Address, GST No. and Contact person details automatically from the customer master. You can make changes if you wish to Shipping Address: System will trace and fill the Shipping Address details automatically from the customer master. You can make changes during this stage as well. Payment Terms: System will trace and auto fill the Payment Terms from the customer master. You can make changes is you wish to. If the required Payment Term does not exist in the menu, you can create a new payment term by clicking on Icon or option within the dropdown menu. Due Date : Based on payment term selected, the system will auto calculate the payment due date. If you are not maintain payment terms, you can enter the payment due date here. Pull From : This field is used to import data from the parent document. Upon selection, a list of parent documents will be on display. If there is no parent document linked, this option will be shown as Disabled Lookup : This option will work like a Bar Code. If you enter an item Code, the system Pick-up the relevant details automatically. So far we have entered the relevant details to clearly identify the Vendor and the Credit Note. We will now enter the specific item or product details to generate a purchase debit note; Note: It is important to note here that item details entered here shall be used for financial posting purpose only and shall not be posted in Inventory records because this debit note is created to give only financial effect. If you want to give effect of such quantity in your Inventory records, you must create the document Purchase Bill instead of credit note. : Click here to add a Row to the table. : Click here to delete a row from the table.

161 Item Code: Select an Item code from the drop down list. Click on to add a new Item. Description: System will fill the description details automatically from Item Master. Unit: System will fill the unit details automatically from Item Master. Quantity: Enter the Item Quantity here. Rate: System will pick the rate from the Item Rate Master. If you are not maintaining Rate Master and have entered Rate in your Item Master, it could be picked from there as well. Alternatively, you will have to enter the rate manually. Amount: System will calculate the Amount automatically i.e. with the multiplication of Quantity x Rate. Posting GL: If you have created Purchases Ledgers Item wise, the system will automatically fetch the GL selected by you in Item Master. Remark : If you wish to put any remark against an Item, enter here. Item Balance : System will display the Stock in hand of this particular item. The table is dynamic and many extra columns in the table would appear based on your Configuration in Company Setup. If you set up these fields, you will need to enter relevant values in columns created for each item Row. The columns which will appear based on Configuration in Company Setup are: Column Will appear If Tax Code General Setup Tax Applicable in Sales / purchase ON Tax Rate General Setup Tax Applicable in Sales / purchase ON Taxable General Setup Tax Applicable in Sales / purchase ON Tax Amount General Setup Tax Applicable in Sales / purchase ON Logistic Details Sales Setup -> Basic->Logistic Details ON Pack Unit Inventory -> Basic-> Separate Packing Unit ON Pack Qty Inventory -> Basic-> Separate Packing Unit ON Warehouse Inventory -> Basic->Warehouse ON Print Description Inventory -> Basic-> Separate Print Description ON Item Serial No. Inventory->Item Extended Property-> Item Serial No Tracking ON Batch No. Inventory->Item Extended Property-> Batch wise Inventory - ON Service Date Inventory->Service->Input Service Date ON Service Location Inventory->Service-> Service Location ON User Defined Item Wise Charges Sales Setup -> Billing Setup - Item Level User Defined Item Attributes 1-5 Inventory->Item Attributes Remark : Input here any remark pertaining to the document. Attachment : Here you may upload any supporting documents, which can be used for thefuture reference. For example, you may scan and attach a copy of sales invoices. You can browse the location to attach the same. Click on X to remove the attachment.

162 User Defined Fields 1-5 : During the Purchase Setup (->Purchase Setup->Purchase Custom Fields) if you have selected user defined fields, these will appear with the Caption provided by you for these extra fields. You may enter the relevant values/data in the applicable field. Purchases Value: System will calculate the Total Item Purchases Value, based on the data filled in the Table during the creation of a Purchase Order and will display here. User Defined Extra Charges/Discounts Item level (1-3) : During Company Configuration (Purchases Setup -> Billing Setup - Item Level) if you have defined item wise Extra Charges / Discounts etc. the system will calculate the Total Item Extra Value, based on the data filled in the Table during the creation of a credit Note and will display here. Taxable: This represents the total Taxable purchases Value of all the items, auto calculated by the system. Tax Amount: This represents the total Tax Amount for all the items, auto calculated for the Items mentioned in the table. item. User Defined Extra Charges/Discounts Document Level (1-3) : If you have set to have any Extra Charges / Discount on Document level (-> Purchase Setup -> Billing Setup- Document Level), these will appear hear with the caption given by you. You can enter relevant value against each Round off: Depending upon the round off level selected by you, your Document will be rounded off and the round off difference (Rounded Value-Actual Value) will be shown here. This field will not be available if you have configured Round off None in Configuration->Company Setup->Purchase Setup->Basic. Doc Amount : This represents the total Credit Note Amount. Attribute : This field is available only if you have selected to use attributes in General Ledgers (Configuration -> Company Setup->Finance ->Attribute) and the a GL where attribute is linked is effected by this Credit Note.For Example if you have allocated an attribute with GL Delivery Charges and an amount is going to be debited / credited by creation of this Credit Note, the system will ask to select an attribute to be linked with Delivery Charges Click on to save the document prepared by you. Click on to print the document prepared by you. Click here Print Utility, to know more about this utility. If you want to send a or SMS, Click on beside Mail and click on or SMS.

163 : Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data. Import : Click on to Import Data and select a file from which Data is to be imported. Click here Import Utility, to know more about this utility. Schedule : If you want to create a schedule for this document, click on Schedule a Document, to know more about this utility. You have completed creation of Purchase Credit Note.. Click here Open : Click here to open an existing Credit Note. Click here Open a Document, to know more about this utility. Copy : Click here to copy the values from an existing Purchase Credit Note. Click here Copy from a Document, to know more about this utility. We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning! Disclaimer

164 Purchase Debit Note Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Purchase Debit Note (Credit Note raised by the Vendor) preparation options. Before we begin, let us understand about the need of Purchase Debit Note Entry and the relevance of this particular activity. If your vendor makes a mistake at the time of preparing an Invoice resulting in under invoicing e.g. rate under charged, allowed excess discount etc., either your vendor would raise a Debit Note on you or you need to rectify it by issuing a debit note. Practically, under this module you enter the debit notes issued by your vendor. You can create a Purchase Debit Note under Purchase Module of AlignBooks. The key functions of Purchase Debit Note Module are: Creation of a New Purchase Debit Note, Modification of an existing Purchase Debit Note; Deletion of an existing Purchase Debit Note.

165 Configuration: AlignBooks provide you the facility to configure your Purchase Debit Note documents with respect to choice of linking with parent document,choice of maintaining multiple series of documents, choice of sending and SMS on creation/edit/approval of the document and for Approval System setting etc. Click on Configuration to configure this document. Click here How to Configure a Document, to know more about this utility. Let s now understand how to create a new Sales Debit Note in simple steps You have three ways to prepare a Purchase Debit Note; Enter fresh data for the first time;

166 Open an existing document and use the Copy feature of AlignBooks to make the necessary changes. This will save your time and efforts; If you have data in an Excel Format, Import data and make the required changes. Let s enter the fresh set of data for the first time; Location: If you are handling multi locations, select the required location from the dropdown menu. This field is available only if you have configured Multi location ON in configuration ->Company Setup->General Setup.If your desired Location does not exist in the menu, you can create a New Location by clicking on from Here. Select a Location to option within the dropdown menu. You can also Edit or Delete a Location be edited/deleted and then click on in Edit mode and you can edit it and save by click on. The Location will be opened. You can delete it by click on. Category : If you are classifying your document in different categories, select the applicable category from the drop down menu. This field is available only if you have configured Document Classification - ON in Configuration ->Company Setup->Purchase Setup->Basic.You can Add, Edit or Delete a Category by following the process described under Location Tab. Vendor : Select a Vendor from the drop down menu for whom you are preparing the Debit Note. You can Add, Edit or Delete a Vendor by following the process described under Location Tab. System will auto pull the id from customer master. If you wish to change the same, you can do that here. Currency : If your purchases are in a foreign currency, select a Currency from the drop down menu. This field is available only if you have configured Multi Currency - ON in Configuration -> Company Setup->General Setup.If your desired currency does not exist in the menu, you can add a new currency by clicking on Icon or option within the dropdown menu. Conversion Rate: System will automatically get the conversion rate from currency master. If you wish to change the currency conversion rate for this particular document, you can do the same here. Debit Date : Enter the Debit Note date which you wish to reflect in the document. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function. Debit No. :Input here the Debit ref. number that you wish to display on the document. Prefix : While configuring your document, if you have opted to maintain manual prefix, select a prefix from the drop down list. If the required prefix does not exist in the list, you are able to create a new one by clicking on Icon or option within the dropdown menu and input a name. Number : While configuring your document, if you have opted to maintain manual numbering, enter a document number here. Ref No. : Here you may enter the customer or previous document number, if any.

167 Ref Date : Here you may enter the reference document s date. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function. Agent : System will auto pull the agent name from customer master. If you wish to change the same, you can do that here. This field is available only if you have configured Agent wise Billing - ON in Configuration ->Company Setup->Purchase Setup. If the required agent does not exist in the menu, you can create a new by clicking on Icon or option within the dropdown menu. Tax : Select Inclusive from the drop down menu, if rates are inclusive of taxes else select Exclusive. This field is available only if you have configured Tax Applicable in Sales / Purchase ON in Configuration ->Company Setup->General Setup.Also, this field will be active only if you have configured Tax in Rates Document Based in Configuration ->Company Setup->Purchases Setup Billing Address: System will trace and fill the Billing Address, GST No. and Contact person details automatically from the customer master. You can make changes if you wish to Shipping Address: System will trace and fill the Shipping Address details automatically from the customer master. You can make changes during this stage as well. Payment Terms: System will trace and auto fill the Payment Terms from the customer master. You can make changes is you wish to. If the required Payment Term does not exist in the menu, you can create a new payment term by clicking on Icon or option within the dropdown menu. Due Date : Based on payment term selected, the system will auto calculate the payment due date. If you are not maintain payment terms, you can enter the payment due date here. Pull From : This field is used to import data from the parent document. Upon selection, a list of parent documents will be on display. If there is no parent document linked, this option will be shown as Disabled Lookup : This option will work like a Bar Code. If you enter an item Code, the system Pick-up the relevant details automatically. So far we have entered the relevant details to clearly identify the Vendor and the Credit Note. We will now enter the specific item or product details to generate a purchase debit note; Note: It is important to note here that item details entered here shall be used for financial posting purpose only and shall not be posted in Inventory records because this debit note is created to give only financial effect. If you want to give effect of such quantity in your Inventory records, you must create the document Purchase Bill instead of debit note. : Click here to add a Row to the table. : Click here to delete a row from the table.

168 Item Code: Select an Item code from the drop down list. Click on to add a new Item. Description: System will fill the description details automatically from Item Master. Unit: System will fill the unit details automatically from Item Master. Quantity: Enter the Item Quantity here. Rate: System will pick the rate from the Item Rate Master. If you are not maintaining Rate Master and have entered Rate in your Item Master, it could be picked from there as well. Alternatively, you will have to enter the rate manually. Amount: System will calculate the Amount automatically i.e. with the multiplication of Quantity x Rate. Posting GL: If you have created Purchases Ledgers Item wise, the system will automatically fetch the GL selected by you in Item Master. Remark : If you wish to put any remark against an Item, enter here. Item Balance : System will display the Stock in hand of this particular item. The table is dynamic and many extra columns in the table would appear based on your Configuration in Company Setup. If you set up these fields, you will need to enter relevant values in columns created for each item Row. The columns which will appear based on Configuration in Company Setup are: Column Will appear If Tax Code General Setup Tax Applicable in Sales / purchase ON Tax Rate General Setup Tax Applicable in Sales / purchase ON Taxable General Setup Tax Applicable in Sales / purchase ON Tax Amount General Setup Tax Applicable in Sales / purchase ON Logistic Details Sales Setup -> Basic->Logistic Details ON Pack Unit Inventory -> Basic-> Separate Packing Unit ON Pack Qty Inventory -> Basic-> Separate Packing Unit ON Warehouse Inventory -> Basic->Warehouse ON Print Description Inventory -> Basic-> Separate Print Description ON Item Serial No. Inventory->Item Extended Property-> Item Serial No Tracking ON Batch No. Inventory->Item Extended Property-> Batch wise Inventory - ON Service Date Inventory->Service->Input Service Date ON Service Location Inventory->Service-> Service Location ON User Defined Item Wise Charges Sales Setup -> Billing Setup - Item Level User Defined Item Attributes 1-5 Inventory->Item Attributes Remark : Input here any remark pertaining to the document. Attachment : Here you may upload any supporting documents, which can be used for thefuture reference. For example, you may scan and attach a copy of sales invoices. You can browse the location to attach the same. Click on X to remove the attachment.

169 User Defined Fields 1-5 : During the Purchase Setup (->Purchase Setup->Purchase Custom Fields) if you have selected user defined fields, these will appear with the Caption provided by you for these extra fields. You may enter the relevant values/data in the applicable field. Purchase Value: System will calculate the Total Item Purchases Value, based on the data filled in the Table during the creation of a Purchase Order and will display here. User Defined Extra Charges/Discounts Item level (1-3) : During Company Configuration (Purchases Setup -> Billing Setup - Item Level) if you have defined item wise Extra Charges / Discounts etc. the system will calculate the Total Item Extra Value, based on the data filled in the Table during the creation of a Debit Note and will display here. Taxable: This represents the total Taxable purchases Value of all the items, auto calculated by the system. Tax Amount: This represents the total Tax Amount for all the items, auto calculated for the Items mentioned in the table. User Defined Extra Charges/Discounts Document Level (1-3) : If you have set to have any Extra Charges / Discount on Document level (-> Purchase Setup -> Billing Setup- Document Level), these will appear hear with the caption given by you. You can enter relevant value against each item. Round off: Depending upon the round off level selected by you, your Document will be rounded off and the round off difference (Rounded Value-Actual Value) will be shown here. This field will not be available if you have configured Round off None in Configuration->Company Setup->Purchase Setup->Basic. Doc Amount : This represents the total Debit Note Amount. Attribute : This field is available only if you have selected to use attributes in General Ledgers (Configuration -> Company Setup->Finance ->Attribute) and the a GL where attribute is linked is effected by this Debit Note.For Example if you have allocated an attribute with GL Delivery Charges and an amount is going to be debited / credited by creation of this Debit Note, the system will ask to select an attribute to be linked with Delivery Charges. Click on to save the document prepared by you. Click on to print the document prepared by you. Click here Print Utility, to know more about this utility. If you want to send a or SMS, Click on beside Mail and click on or SMS.

170 : Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data. Import : Click on to Import Data and select a file from which Data is to be imported. Click here Import Utility, to know more about this utility. Schedule : If you want to create a schedule for this document, click on Schedule a Document, to know more about this utility. You have completed creation of Purchase Debit Note.. Click here Open : Click here to open an existing Debit Note. Click here Open a Document, to know more about this utility. Copy : Click here to copy the values from an existing Purchase Debit Note. Click here Copy from a Document, to know more about this utility. We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning! Disclaimer

171 Purchase Return Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Purchase Return preparation options. Before we begin, let us understand about the need of Purchase Return Entry and the relevance of this particular activity. If goods purchased by you is returned back to the vendor for any reason e.g. quality problem, rejected at customer level etc., you need to account for such material returned back. Purchase Return memo is just like a purchase debit note with the difference being that in a simple debit note your Inventory records does not gets affected whereas in Purchase Return Note, impact the inventory record also along with financial posting. You can create a Purchase Return under Purchase Module of AlignBooks. The key functions of Purchase Return Module are: Creation of a New Purchase Return, Modification of an existing Purchase Return; Deletion of an existing Purchase Return.

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173 Configuration: AlignBooks provide you the facility to configure your Purchase Return documents with respect to choice of linking with parent document, choice of maintaining multiple series of documents, choice of sending and SMS on creation/edit/approval of the document and for Approval System setting etc. Click on Configuration to configure this document. Click here How to Configure a Document, to know more about this utility. Let s now understand how to create a New Purchase Return in simple steps You have three ways to prepare an Purchase Return; Enter fresh data for the first time; Open an existing document and use the Copy feature of AlignBooks to make the necessary changes. This will save your time and efforts; If you have data in an Excel Format, Import data and make the required changes. Let s enter the fresh set of data for the first time; Type : Select from the drop down whether it is Cash or a Credit Purchase. If it is a Cash Purchase, the system will automatically update your cash book for the amount paid otherwise the system will credit the relevant Vendor s ledger. Location: If you are handling multi locations, select the required location from the dropdown menu. This field is available only if you have configured Multi location ON in configuration ->Company Setup>General Setup.If your desired Location does not exist in the menu, you can create a New Location by clicking on Select a Location to option within the dropdown menu. You can also Edit or Delete a Location from Here. be edited/deleted and then click on and you can edit it and save by click on. You can delete. The Location will be opened in Edit mode it by click on. Category : If you are classifying your document in different categories, select the applicable category from the drop down menu. This field is available only if you have configured Document Classification ON in Configuration ->Company Setup->Purchase Setup->Basic.You can Add, Edit or Delete a Category by following the process described under Location Tab. Vendor : Select a Vendor from the drop down menu for whom you are preparing the Purchase Return. You can Add, Edit or Delete a Vendor by following the process described under Location Tab. Ware House : If you have multi ware houses, select the required ware house from the drop downmenu. This field is available only if you have configured Warehouse ON in configuration ->Company Setup>Inventory->Basic. System will auto pull the id from Vendor Master. If you wish to change the same for this document, you can do that here. Currency : If your purchases are in a foreign currency, select a Currency from the drop down menu. This field is available only if you have configured Multi Currency - ON in Configuration ->Company Setup->General Setup.If your desired currency does not exist in the menu, you can add a new currency by clicking on Icon or option within the dropdown menu.

174 Conversion Rate : System will automatically get the conversion rate fromcurrency master, if already created by you. If you wish to change the currency conversion rate for this particular document, you can do the same here. Return Date: Enter the Purchase Return date which you wish to reflect in the document. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function. Return No. Prefix : While configuring your document, if you have opted to maintain manual prefix, select a prefix from the drop down list. If the required prefix does not exist in the list, you are able to create a new one by clicking on Icon or option within the dropdown menu and input a name. Number : While configuring your document, if you have opted to maintain manual numbering, enter a document number here. Ref No. : Here you may enter the vendor s document reference number or previousdocument number, if any. Say if you have received a written estimate from your Vendor, you can give the reference number of that estimate. Ref_Date : Here you may enter the reference document s date. You can also pick a date by just clicking on the calendar function. Agent : System will auto pull the agent name from Vendor master. If you wish to change the same, you can do that here. This field is available only if you have configured Agent wise Billing - ON in Configuration ->Company Setup->Purchases Setup.If the required Agent / Broker does not exist in the menu, you can create a new by clicking on Icon or option within the dropdown menu. Tax :Select Inclusive from the drop down menu, if rates are inclusive of taxes else select Exclusive. This field is available only if you have configured Tax Applicable in Sales / Purchase ON in Configuration ->Company Setup->General Setup.Also, this field will be active only if you have configured Tax in Rates Document Based in Configuration ->Company Setup->Purchases Setup. Billing Address : System will trace and auto fill the Billing Address, GST No. and Contact persondetails automatically from the Vendor master. You can make changes if you wish to. Shipping Address : System will trace and auto fill the Shipping Address details automatically from thevendor master. You can make changes if you wish to. Payment Terms : System will trace and auto fill the Payment Terms from the Vendor master. You can make changes if you wish to. If the required Payment Term does not exist in the menu, you can create a new payment term by clicking on Icon or option within the dropdown menu. Due Date : Based on payment term selected, the system will auto calculate the payment due If you are not maintain payment terms, you can enter the payment due date here. date. Pull From : This field is used to import data from the parent document. Upon selection, a list of parent documents will be on display. If there is no parent document linked, this option will be shown as Disabled

175 Lookup : This option will work like a Bar Code. If you enter an item Code, the system Pick-up the relevant details automatically. So far we have entered the relevant details to clearly identify the Vendor and the Purchase Return. We will now enter the specific Item or Product details to generate a Purchase Return; : Click here to add a Row to the table. : Click here to delete a row from the table. Item Code: Select an Item code from the drop down list. Click on to add a new Item. Description: System will fill the description details automatically from Item Master. Unit: System will fill the unit details automatically from Item Master. Quantity: Enter the Item Quantity here. Rate: System will pick the rate from the Item Rate Master. If you are not maintaining Rate Master and have entered Rate in your Item Master, it could be picked from there as well. Alternatively, you will have to enter the rate manually. Amount: System will calculate the Amount automatically i.e. with the multiplication of Quantity x Rate. Posting GL: If you have created Sales /Purchase Ledgers Item wise, the system will automatically fetch the GL selected by you in Item Master. Remark : If you wish to put any remark against an Item, enter here. Item Balance : System will display the Stock in hand of this particular item. The table is dynamic and many extra columns in the table would appear based on your Configuration in Company Setup. If you set up these fields, you will need to enter relevant values in columns created for each item Row. The columns which will appear based on Configuration in Company Setup are: Column Will appear If Tax Code General Setup Tax Applicable in Sales / purchase ON Tax Rate General Setup Tax Applicable in Sales / purchase ON Taxable General Setup Tax Applicable in Sales / purchase ON Tax Amount General Setup Tax Applicable in Sales / purchase ON Logistic Details Sales Setup -> Basic->Logistic Details ON Pack Unit Inventory -> Basic-> Separate Packing Unit ON Pack Qty Inventory -> Basic-> Separate Packing Unit ON Warehouse Inventory -> Basic->Warehouse ON Print Description Inventory -> Basic-> Separate Print Description ON Item Serial No. Inventory->Item Extended Property-> Item Serial No Tracking ON Batch No. Inventory->Item Extended Property-> Batch wise Inventory - ON Service Date Inventory->Service->Input Service Date ON Service Location Inventory->Service-> Service Location ON User Defined Item Wise Charges Purchase Setup -> Billing Setup - Item Level User Defined Item Attributes 1-5 Inventory->Item Attributes

176 Remark : Input here any remark pertaining to the document. Attachment : Here you may upload any supporting documents, which can be used for the future reference. For example, you may scan and attach a copy of Credit Note received from Vendor. You can browse the location to attach the same. Click on X to remove the attachment. User Defined Fields 1-5 : During the Purchase Setup (->Purchase Setup->Purchase Custom Fields) if you have selected user defined fields, these will appear with the Caption provided by you for these extra fields. You may enter the relevant values/data in the applicable field. Purchases Value : System will calculate the Total Item Purchases Value, based on the datafilled in the Table during the creation of a Purchase Return and will display here User Defined Extra Charges/Discounts Item level (1-3) : During Company Configuration (Purchases Setup -> Billing Setup - Item Level) if you have defined item wise Extra Charges / Discounts etc. the system will calculate the Total Item Extra Value, based on the data filled in the Table during the creation of a Purchase Return and will display here. Taxable : This represents the total Taxable Purchases Value of all the items, auto calculated by the system Tax Amount : This represents the total Tax Amount for all the items, auto calculated for the Items mentioned in the table. item. User Defined Extra Charges/Discounts Document Level (1-3) : If you have set to have any Extra Charges / Discount on Document level (-> Purchases Setup -> Billing Setup- Document Level), these will appear hear with the caption given by you. You can enter relevant value against each Round off : Depending upon the round off level selected by you, your Document will be rounded off and the round off difference (Rounded Value-Actual Value) will be shown here. This field will not be available if you have configured Round off None in Configuration->Company Setup->Purchase Setup>Basic. Bill Amount : This represents the total Return Memo Amount. Attribute : This field is available only if you have selected to use attributes in General Ledgers (Configuration -> Company Setup->Finance ->Attribute) and the a GL where attribute is linked is effected by this Debit Note.For Example if you have allocated an attribute with GL Delivery Charges and an amount is going to be debited / credited by creation of this Debit Note, the system will ask to select an attribute to be linked with Delivery Charges. Logistic Details : System will ask for this information only if you have configured Logistic Details ON in Configuration -> Company Setup-> Purchase Setup -> Basic->. Field Name Description Destination Enter the Destination Name Shipping Mode Select the Shipping mode from drop down list

177 Shipping Company Select the Shipping Company from the drop down list Shipping Tracking No. Enter the Shipping Tracking number issued by Shipping Co. Shipping Date Enter the Shipping Date Shipping Charges Enter the Shipping Charges to be paid to Shipping Co. Vehicle / Vessel No. Enter the Vehicle / Vessel No. by which goods are moving. Charge Type Select from drop down whether shipment charges are paid / Payable / To be Billed etc. Document Through Enter the how Shipment Documents are forwarded Port of Landing If it is an overseas consignment enter the Port of Landing. Port of Discharges If it is an overseas consignment enter the Port of Discharge. No. of Packets Enter total Number of packets dispatch under this Doc. Weight Enter the Total weight of the consignment. Click on Click on about this utility. to save the document prepared by you. to print the document prepared by you. Click here Print Utility, to know more If you want to send a or SMS, Click on beside Mail and click on or SMS. : Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data. Import : Click on to Import Data and select a file from which Data is to be imported. Click here Import Utility, to know more about this utility. Schedule : If you want to create a schedule for this document, click on Schedule a Document, to know more about this utility. You have completed creation of Purchase Return.. Click here Open : Click here to open an existing Purchase Return. Click here Open a Document, to know more about this utility. Copy : Click here to copy the values from an existing Purchase Return. Click here Document, to know more about this utility. Copy from a We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning! Disclaimer

178 Payment Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Vendor Payment preparation options. Before we begin, let us understand about the need of Vendor Payment Entry and the relevance of this particular activity. The basic purpose of Vendor Payment Entry is to account for the payment made to the Vendor and to generate a payment voucher. AlignBooks has made this module more useful for you by providing following additional utilities: If you are maintaining and tracking bill wise outstanding of Vendors, you can adjust the bill(s) against which this particular payment is made. If you have made any deduction from total amount payable against any bill e.g. cash discount, TDS and Bank Charges, you can adjust the same without the need to pass any additional adjustment vouchers. If are making any interest payment towards delay of payment, you can account for this interest without the need to pass any additional adjustment vouchers. If there is any Currency fluctuation difference (in case of foreign dealings) the system will automatically calculate, adjust and account for the same without undergoing through any additional adjustment vouchers. You can create a Vendor Payment through Payment menu under Purchase Module of AlignBooks. The key functions of Vendor Payment Module are: Creation of a New Vendor Payment, Modification of an existing Vendor Payment; Deletion of an existing Vendor Payment.

179 Configuration: AlignBooks provide you the facility to configure your payment documents with respect to choice of maintaining multiple series of documents, choice of sending and SMS on creation/edit/approval of the document and for Approval System setting etc. Click on Configuration to configure this document. Click here How to Configure a Document, to know more about this utility. Let s now understand how to create a new Vendor Payment in simple steps You have three ways to prepare a Vendor Payment;

180 Enter fresh data for the first time; Open an existing document and use the Copy feature of AlignBooks to make the necessary changes. This will save your time and efforts; If you have data in an Excel Format, Import data and make the required changes. Let s enter the fresh set of data for the first time; Location: If you are handling multi locations, select the required location from the dropdown menu. This field is available only if you have configured Multi location ON in configuration ->Company Setup>General Setup.If your desired Location does not exist in the menu, you can create a New Location by clicking on Select a Location to option within the dropdown menu. You can also Edit or Delete a Location from Here. be edited/deleted and then click on and you can edit it and save by click on. You can delete. The Location will be opened in Edit mode it by click on Category : If you are classifying your document in different categories, select the applicable category from the drop down menu. This field is available only if you have configured Document Classification ON in Configuration ->Company Setup->Purchase Setup->Basic.You can Add, Edit or Delete a Category by following the process described under Location Tab. Date : Enter the date of Payment. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function. Voucher No. Prefix : While configuring your document, if you have opted to maintain manual prefix, select a prefix from the drop down list. If the required prefix does not exist in the list, you are able to create a new one by clicking on Icon or option within the dropdown menu and input a name. Number : While configuring your document, if you have opted to maintain manual numbering, enter a document number here. Vendor : Select a Vendor from the drop down menu for whom you are preparing the Order. You can Add, Edit or Delete a Vendor by following the process described under Location Tab. System will auto pull the id from Vendor master. You can make changes in any of these auto filled fields if you so desire. Cash / Bank : Select the Cash or Bank account where from the payment is made.you can Add, Edit or Delete a Cash Bank Account by following the process described under Location Tab. Amount : Enter the amount paid. If the payment is made in foreign currency, enter the amount paid in that currency only (See the currency section below to opt for this facility) without converting it in local currency. For example if you have paid $ 41625, you should enter Cheque No. : Enter the cheque or other instrument number (if applicable). If payment is made through RTGS/NEFT you can enter RTGS/NEFT reference number.

181 Bank Ref. : Select a Bank, if applicable, from the drop down menu. You can Add, Edit or Delete a Bank Name by following the process described under Location Tab. Dated : Enter the cheque date, if applicable. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function. Currency : If you are making payment in a foreign currency, select a Currency from the drop down menu. This field is available only if you have configured Multi Currency - ON in Configuration ->Company Setup->General Setup.If your desired currency does not exist in the menu, you can add a new currency by clicking on Icon or option within the dropdown menu. Conversion Rate : System will automatically get the conversion rate from currency master, if already created by you. If you wish to change the currency conversion rate for this particular document, you can do the same here. Fluctuations : This represents currency rate difference arising due to timing gap between the Invoice and payment date. For example Your base currency is INR and you made an Invoice for $ on 01/01/2017 and rate of $ on that date was INR 30. So you have booked your bill for INR 12,48,750 i.e x 30. Now you received payment on 15/01/2017 and rate of $ vs INR on that date was and accordingly bank has credited your account by INR 13,11, In such circumstances in your books of account you will credit your Vendor by $ (INR 12,48,750) and balance of INR 62, will be directly credit to Fluctuations difference account.once you adjust the payment received towards the bill(s) against which payment is received, the system will automatically pick the rate of conversion of those bills, calculate the fluctuations difference and will account for in default GL set at the time of company configuration. So far we have entered the basic details of the Vendor Payment. We will now see to adjust Bills against this payment; Fill Outstanding Bills : When you will click on Fill Outstanding Bills, the system will display all the unadjusted Debit / Credit entries of the selected Vendor, for selected Branch (If applicable) and for selected currency (if applicable). Before adjusting the bills, let us understand each columns of display list: Bill No Here the unadjusted bill no./payment no. are displayed. Bill Date Here the bill/payment date is displayed Due Date Here payment due date is displayed. Bill Amount Here Bill/payment amount is displayed. If your bill is in foreign currency this column will appear twice (one column showing the Bill Amount in foreign currency and other showing bill amount in local currency).

182 Conversion Rate Here the currency conversion rate taken at the time of Bill/ invoicecreation is displayed Outstanding Here the net outstanding amount i.e. Invoice amount less amount already adjusted earlier against this bill/invoice, is displayed. If your bill is in foreign currency this column will appear twice (one column showing the outstanding amount in foreign currency and other showing outstanding amount in local currency). Adjust Now Here you have to enter the amount to adjust against this Bill / payment out of the present payment. Cash Discount If you have deducted any cash discount against this document, enter the cash discount amount. If payment is in foreign currency the amount deducted should be entered in FC only. Net Receipt The system will display the net receipt i.e. Amount less Cash Discount. Reference No. Here document reference number is displayed Reference Date Here reference document s date is displayed. Once the document amount is equal to amount adjusted, the document will disappear from the outstanding list and the Outstanding Report generated thereafter will help you in proper payment planning and effective utilisation of available funds. Remark : You may input here any remark pertaining to the document. Attachment : You may upload any supporting documents, which can be used for the future reference. You can browse the location to find the document and attach the same. Click on X to remove the attachment. Total Bill Amount : Based on the data filled in the table, system will calculate the total amount Adjusted against various bills, DN, CN or on account payments, and will display here. Less Cash Discount : Based on the data filled in the table, system will calculate the total cashdiscount deducted in various documents, and will display here. Less TDS Deducted : If you want to deduct TDS out of this payment, Enter the relevant details in TDS section at the right bottom of this document, the system will take the TDS amount from there and will adjust and display here Add Delay Interest/OC : If interest is paid due to delay in payment or any other charges is paid,enter the amount here. Net Amount : After making addition / deletion as above, the net amount will be displayed here. On Account : This represents difference between amount actually paid and Net amount adjusted as above.

183 Total Payment : This represents total amount payable after all adjustments. Less Bank Charges : To make this payment, if you incur any bank charges and wish to recoverthe same from the party, enter the amount here. Net Bank Impact : This represents the actual outflow from the Bank after deducting Bank Charges. The on account payment will appear in the windows of unadjusted payments against the Vendor Payment number and can be adjusted at later stage.all the adjustments made above i.e. cash discount, TDS Deducted, Interest paid, Bank Charges and fluctuation gain/loss shall be posted directly in respective default ledgers as defined by you at the time of Company Setup.The system will not accept the over adjustment of Bills i.e. negative on account. Attribute : This field is available only if you have selected to use attributes in General Ledgers (Configuration -> Company Setup->Finance ->Attribute) and the a GL where attribute is linked is effected by this Debit Note.For Example if you have allocated an attribute with GL Delivery Charges and an amount is going to be debited / credited by creation of this Debit Note, the system will ask to select an attribute to be linked with Delivery Charges. TDS Details : This section is available only if you have kept TDS applicable ON, in Configuration>Company setup->finance. Also, if at the time of creating vendor master, if you have kept TDS applicable Off for this vendor, the section will be inactive. TDS Section : System will trace and auto fill the TDS Section under which TDS is required to be deducted automatically from the Vendor master. You can make changes if you wish to. TDS Ledger : Select a GL from the dropdown in which TDS so deducted shall be credited. Gross Amount : Enter the amount on which TDS is to be deducted. TDS Rate : AlignBooks has inbuilt the Rate of TDS prescribed under various sections of the Income Tax Act and based on the Section selected by you, the system will automatically pick the TDS rate prescribed under that section TDS Amount : System will auto calculate the TDS Amount and will display here. Click on Click on about this utility. to save the document prepared by you. to print the document prepared by you. Click here Print Utility, to know more If you want to send a or SMS, Click on beside Mail and click on or SMS.

184 : Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data. Import : Click on to Import Data and select a file from which Data is to be imported. Click here Import Utility, to know more about this utility. Schedule : If you want to create a schedule for this document, click on Schedule a Document, to know more about this utility. You have completed creation of Payment.. Click here Open : Click here to open an existing Payment. Click here Open a Document, to know more about this utility. Copy : Click here to copy the values from an existing Payment. Click here Copy from a Document, to know more about this utility. We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning! Disclaimer

185 FINANCE MODULE Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Finance Module. Under Finance module you can create your Chart of Accounts, generate various documents related to the financial receipts & payments and other Accounting Adjustments. Finance Module has five menu options Chart of Accounts Receipt Payment Voucher Transfer Journal Adjustment Journal Expenses Journal We will explore each of them in detail.

186 Chart Of Account Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Chart of Accounts creation options which is commonly known as General Ledger (GL). Before we begin, let us understand about the need of Chart of Accounts and the usage of this particular activity. Creating Chart of Accounts appears to be easiest work in financial accounting but in fact it is the toughest work because chart of accounts this is a backbone of any Financial Accounting. Carefully crafted chart of accounts makes your accounting easy, presents your financial statements in easy to understand formats and helps you in taking care of your statutory compliances. If you are a corporate body, you have to follow various National and International Accounting Standards for preparations and presentation of your financial statements and here Chart of accounts plays a big role. You need to create your GL and group them carefully taking into consideration the requirements of various accounting standards with regard to presentation of Financial Statements. To make your task easy, AlignBooks has tried to provided you ready made chart of accounts crafted by experienced professionals. You can Add a new account to already created chart of accounts. You can also edit or delete an already created account with required authorisation. Remember that in Company Setup you have defined some of the GL as you default ledgers for atomisation. You can edit and change name of those default ledgers, but cannot delete them. The key functions of a Chart of Accounts Module are: Creation of a New Account Ledger; Modification of an existing Account Ledger; Deletion of an existing Account Ledger. We will be going through the each of these set of information in detail. New COA If you are in Finance Drop Down you need to select and the screen which appears looks like this;

187 You can see the option at top right of the screen. Click on this option and you will be directed to the relevant account creation screen. Let us input the new COA details: Name: Here you input the name with which you are used to identify your Ledger. Code: This is a system generated automated code to uniquely identify a Ledger. Codes are generated based on Groups under which new account is to be created. Hence, code will be displayed only after you select a group of new ledger. Under Group : Select from the drop down the required Group of General Ledger in which the GL is to be grouped. If your desired Group does not exist in the menu, you can create a New Group by clicking on option within the dropdown menu. You can also Edit or Delete a Group from Group to be edited /deleted and then click on and save by click on here. Select a. The group will be opened in Edit mode and you can edit it. You can delete it by click on. Is Sub Ledger: Select ON if you want to link the new account to an existing GL Account. This will allow you the liberty to analyze the multiple sub-ledgers as one Ledger.

188 Inactive: Select ON if you want to make a General Ledger or Sub Ledger inactive. During any business transaction such inactive Ledger names will not appear in your chart of accounts. You can reactivate it again by selecting OFF. Type: Select from the drop down the nature of Account i.e. whether it is a Cash Account or a Bank Account or a General Ledger Account. This classification will help you in capturing additional information at the time of input in vouchers and generating your day books. For example, if account type is Bank, at the time of input, the system will prompt for addition details like cheque no. etc. and you can generate a Bank Book. Attributes Applicable : Select ON if a attribute is required for this ledger while making transaction. Attributes will be displayed here only if you have set Finance attributes in Configuration ->Company Setup ->Finance. If you have set 3 attributes in your setup, all three attributes will appear here and you may keep any one as On. Click on Click on to Save the values. to Exit from the New COA Form. We are now back to the main screen for the Chart of Accounts. If you wish to edit/delete the already visible Account data in the list you can do so, please follow the following steps: Edit: Click on to edit the Account detail.the account details will be opened in edit mode, can make the required changes and click on to save the changes made by you. If you think that this record is no more required, you can delete the record by clicking on. Delete : If you wish to delete a account data, Click on and confirm the deletion. Note that if you have created Sub ledgers under a Ledger, the System will not allow you to delete this record unless you delete all the sub ledgers under the ledgers. It is advisable not to delete a GL rather you can always opt to make the GL Inactive. It is advisable not to delete a Vendor if some data are already entered against that Vendor. If you have closed dealing with a Vendor or for any reason any Vendor is Inactive for the time being you can opt to make the Vendor Inactive. Export : Click on to Export the data as visible in the list to an Excel Sheet. Search : If you looking for any particular Ledger, enter here a text/code matching to Ledger name, code, group or nature. The system will short list the ledgers with matching text. Group : If you want to Group your display on any particular field, hold that field and drag alittle up outside the Grid, your display will be grouped on that field. To remove the grouping drag the field back into the Grid column. Sort : If you want to sort data on a particular field, click on the label of that field, your data will be sorted on that field. You can reverse the order of sorting by just Double click on the label of that particular field. Click on Disclaimer to Exit from the Chart Of Account.

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190 Receipt Payment Voucher Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Receipt Payment Voucher preparation options. Before we begin, let us understand about the need of Receipt Payment Voucher Entry and the relevance of this particular activity. Apart from payment receipts from customers, you may receive some miscellaneous payments like sale of shares & securities, sale of fixed assets etc. which you need to account for in your books of accounts. Similarly, apart from payment made to vendors, you will make other payments like administrative expenses, purchase of fixed assets etc. which you need to account for in your books of accounts. Therefore, you can enter your all receipts and payments, other than receipt from a customer and payment to vendor, through this module. Alignbooks recommend not to enter payments receipt from customers through this modules and use Payment Receipt menu under Sales module to enter all receipts from customers. Similarly, payments to vendors should be enter through payment option under purchase menu. This will allow you to generate advance reports on your customers / vendors like aging analysis, bill wise outstanding etc. However, if you do not want to generate such advance reports, you can enter such payments through this module. You can create a Receipt Payment Voucher under Finance Module of AlignBooks. The key functions of Receipt Payment Voucher Module are: Creation of a New Receipt Payment Voucher, Modification of an existing Receipt Payment Voucher; Deletion of an existing Receipt Payment Voucher.

191 Configuration: AlignBooks provide you the facility to configure your Receipt Payment Voucher documents with respect to choice of maintaining multiple series of documents, choice of sending and SMS on creation/edit/approval of the document and for Approval System setting etc. Click on Configuration to configure this document. Click here How to Configure a Document, to know more about this utility. Let s now understand how to create a New Receipt Payment Voucher in simple steps You have three ways to prepare a Receipt Payment Voucher; Enter fresh data for the first time; Open an existing document and use the Copy feature of AlignBooks to make the necessary changes. This will save your time and efforts; If you have data in an Excel Format, Import data and make the required changes. Let s enter the fresh set of data for the first time;

192 Location: If you are handling multi locations, select the required location from the dropdown menu. This field is available only if you have configured Multi location ON in configuration ->Company Setup>General Setup.If your desired Location does not exist in the menu, you can create a New Location by clicking on Select a Location to option within the dropdown menu. You can also Edit or Delete a Location from Here. be edited/deleted and then click on and you can edit it and save by click on. You can delete. The Location will be opened in Edit mode it by click on. Category: If you are classifying your document in different categories, select the applicable category from the drop down menu. This field is available only if you have configured Document Classification ON in Configuration ->Company Setup->Finance->Basic.You can Add, Edit or Delete a Category by following the process described under Location Tab. Cash/Bank Posting : Select from the drop down whether you want voucher posting in cash / bank book on single line basis or multiple line basis i.e. single entry of voucher even though there are multiple accounts in voucher or separate entry for each and every account of voucher Cash/Bank A/C : Select a Cash/Bank account from the dropdown menu. You can Add, Edit or Delete a Cash Bank A/c by following the process described under Location Tab. Voucher Date: Enter the date which you wish to reflect in the document. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function Voucher No. Prefix : While configuring your document, if you have opted to maintain manual prefix, select a prefix from the drop down list. If the required prefix does not exist in the list, you are able to create a new one by clicking on Icon or option within the dropdown menu and input a name. Number : While configuring your document, if you have opted to maintain manual numbering, enter a document number here. Currency : If your payment/receipt is in a foreign currency, select a Currency from the drop down menu. This field is available only if you have configured Multi Currency - ON in Configuration ->Company Setup->General Setup.If your desired currency does not exist in the menu, you can add a new currency by clicking on Icon or option within the dropdown menu. Conversion Rate : System will automatically get the conversion rate fromcurrency master, if already created by you. If you wish to change the currency conversion rate for this particular document, you can do the same here. So far we have entered the relevant details to clearly identify the Receipt Payment Voucher. We will now enter the specific ledger details to generate a Receipt Payment Voucher; : Click here to add a Row to the table. You can also add a row by clicking on Add Lines : Click here to delete a row from the table. Ledger : Select a Ledger from the drop down list. Click on to add a new Ledger.

193 Party : If ledger selected by you is Customer / vendor control ledger, selecta customer/vendor from the drop down menu. Debit/Credit : Select from drop down Dr. or Cr. i.e. the selected ledger is to bedebited or credited. The counter effect will automatically be given to Cash/Bank ledger selected above. Amount : Enter the amount to be Debited / Credited. If the payment is received / made in foreign currency, enter the amount in that currency only without converting it in local currency. For example if you have paid $ 41625, you should enter Amount : Here is displayed the amount converted into Local currency. System will calculate the Amount in LC automatically i.e. with the Amount in FC x conversion rate. Remark : If you wish to put any remark against this transaction, enter here. Bank Ref : Enter the issuing party bank reference, if applicable. Cheque No. : Enter the cheque No., if applicable Cheque Date : Enter the cheque Date, if applicable Beneficiary : Enter the beneficiary name, if applicable. Attribute : These fields are available only if you have selected to use attributes in General Ledgers (Configuration -> Company Setup->Finance ->Attribute). The field will be active only if a attribute is linked with the ledger selected by you. Narration : Input here a detailed narration pertaining to the voucher. Attachment : Here you may upload any supporting documents, which can be used for the future reference. You can browse the location to attach the same. Click on X to remove the attachment Click on Click on about this utility. to save the document prepared by you. to print the document prepared by you. Click here Print Utility, to know more If you want to send a or SMS, Click on beside Mail and click on or SMS. : Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data. Import : Click on to Import Data and select a file from which Data is to be imported. Click here Import Utility, to know more about this utility. Schedule : If you want to create a schedule for this document, click on Schedule a Document, to know more about this utility. You have completed Receipt Payment Voucher.. Click here Open : Click here to open an existing Receipt Payment Voucher.Click here Open a Document, to know more about this utility.

194 Copy : Click here to copy the values from an existing Receipt Payment Voucher. Click here Copy from a Document, to know more about this utility. We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning! Disclaimer

195 Transfer Journal Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Transfer Journal preparation options. Before we begin, let us understand about the need of Transfer Journal Entry and the relevance of this particular activity. If you are frequently transferring amount from one Cash/Bank to another Cash/Bank, entering such transactions from this module will save your time a lot because all other information not applicable to these type of transactions shall not be asked. Also, your such voluminous vouchers will remain separate from your regular vouchers making your look and search easy. You can create a Transfer Journal under Finance Module of AlignBooks. The key functions of Transfer Journal Module are: Creation of a New Transfer Journal, Modification of an existing Transfer Journal; Deletion of an existing Transfer Journal. Configuration: AlignBooks provide you the facility to configure your Transfer Journal documents with respect to choice of maintaining multiple series of documents, choice of sending and SMS on creation/edit/approval of the document and for Approval System setting etc. Click on Configuration to configure this document. Click here How to Configure a Document, to know more about this utility. Let s now understand how to create a New Transfer Journal in simple steps

196 You have three ways to prepare a Transfer Journal; Enter fresh data for the first time; Open an existing document and use the Copy feature of AlignBooks to make the necessary changes. This will save your time and efforts; If you have data in an Excel Format, Import data and make the required changes. Let s enter the fresh set of data for the first time; Location: If you are handling multi locations, select the required location from the dropdown menu. This field is available only if you have configured Multi location ON in configuration ->Company Setup>General Setup.If your desired Location does not exist in the menu, you can create a New Location by clicking on Select a Location to option within the dropdown menu. You can also Edit or Delete a Location from Here. be edited/deleted and then click on and you can edit it and save by click on. You can delete. The Location will be opened in Edit mode it by click on. Category: If you are classifying your document in different categories, select the applicable category from the drop down menu. This field is available only if you have configured Document Classification - ON in Configuration ->Company Setup->Finance->Basic.You can Add, Edit or Delete a Category by following the process described under Location Tab Date : Enter the date which you wish to reflect in the document. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function Voucher No. Prefix : While configuring your document, if you have opted to maintain manual prefix, select a prefix from the drop down list. If the required prefix does not exist in the list, you are able to create a new one by clicking on Icon or option within the dropdown menu and input a name. Number : While configuring your document, if you have opted to maintain manual numbering, enter a document number here. From Cash/Bank : Select a Cash/Bank account from the dropdown menu from which amount is being transferred. You can Add, Edit or Delete a Cash Bank A/c by following the process described under Location Tab. To Cash/Bank : Select a Cash/Bank account from the dropdown menu where amount is being transferred. You can Add, Edit or Delete a Cash Bank A/c by following the process described under Location Tab. Amount : Enter the amount to be transferred. Cheque No.: Enter the Cheque No, if applicable. Narration : Input here a detailed narration pertaining to the voucher.

197 Attachment : Here you may upload any supporting documents, which can be used for the future reference. You can browse the location to attach the same. Click on X to remove the attachment. Click on Click on about this utility. to save the document prepared by you. to print the document prepared by you. Click here Print Utility, to know more If you want to send a or SMS, Click on beside Mail and click on or SMS. : Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data. Import : Click on to Import Data and select a file from which Data is to be imported. Click here Import Utility, to know more about this utility. Schedule : If you want to create a schedule for this document, click on Schedule a Document, to know more about this utility. You have completed Transfer Journal.. Click here Open : Click here to open an existing Transfer Journal.Click here Open a Document, to know more about this utility. Copy : Click here to copy the values from an existing Transfer Journal. Click here Document, to know more about this utility. Copy from a We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning! Disclaimer

198 Adjustment Journal Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Adjustment Journal preparation options. Before we begin, let us understand about the need of Adjustment Journal Entry and the relevance of this particular activity. Sometimes you need to make some adjustments in your books of accounts which are entered through Adjustment Journals. Adjustment transactions are transactions where actual movement of goods or funds are not involved but to give a true and fair view of your accounts you need to adjust certain accounts specially at the closing of Financial Period. Examples Making provisions for unpaid expenses, depreciation, Direct Taxes payable etc. You can create an Adjustment Journal under Finance Module of AlignBooks. The key functions of Adjustment Journal Module are: Creation of a New Adjustment Journal, Modification of an existing Adjustment Journal; Deletion of an existing Adjustment Journal Configuration: AlignBooks provide you the facility to configure your Adjustment Journal documents with respect to choice of maintaining multiple series of documents, choice of sending and SMS on creation/edit/approval of the document and for Approval System setting etc.

199 Click on Configuration to configure this document. Click here How to Configure a Document, to know more about this utility. Let s now understand how to create a New Adjustment Journal in simple steps You have three ways to prepare a Adjustment Journal; Enter fresh data for the first time; Open an existing document and use the Copy feature of AlignBooks to make the necessary changes. This will save your time and efforts; If you have data in an Excel Format, Import data and make the required changes. Let s enter the fresh set of data for the first time; Location: If you are handling multi locations, select the required location from the dropdown menu. This field is available only if you have configured Multi location ON in configuration ->Company Setup>General Setup.If your desired Location does not exist in the menu, you can create a New Location by clicking on Select a Location to option within the dropdown menu. You can also Edit or Delete a Location from Here. be edited/deleted and then click on and you can edit it and save by click on. You can delete. The Location will be opened in Edit mode it by click on. Category : If you are classifying your document in different categories, select the applicable category from the drop down menu. This field is available only if you have configured Document Classification ON in Configuration ->Company Setup->Finance->Basic.You can Add, Edit or Delete a Category by following the process described under Location Tab. Voucher Date : Enter the date which you wish to reflect in the document. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function. Voucher No. Prefix : While configuring your document, if you have opted to maintain manual prefix, select a prefix from the drop down list. If the required prefix does not exist in the list, you are able to create a new one by clicking on Icon or option within the dropdown menu and input a name. Number : While configuring your document, if you have opted to maintain manual numbering, enter a document number here. Currency : If your Adjustment amount is in a foreign currency, select a Currency from the drop down menu. This field is available only if you have configured Multi Currency - ON in Configuration ->Company Setup->General Setup.If your desired currency does not exist in the menu, you can add a new currency by clicking on Icon or option within the dropdown menu Conversion Rate : System will automatically get the conversion rate fromcurrency master, if already created by you. If you wish to change the currency conversion rate for this particular document, you can do the same here. So far we have entered the relevant details to clearly identify the Adjustment Journal. We will now enter the specific ledger details to generate a Adjustment Journal;

200 : Click here to add a Row to the table. You can also add a row by clicking on Add Lines : Click here to delete a row from the table. Ledger : Select a Ledger from the drop down list. Click on to add a new Ledger. Party : If ledger selected by you is Customer / vendor control ledger, selecta customer/vendor from the drop down menu. Debit/Credit : Select from drop down Dr. or Cr. i.e. the selected ledger is to bedebited or credited. The counter effect will automatically be given to Cash/Bank ledger selected above. Amount : Enter the amount to be Debited / Credited. If the payment is received / made in foreign currency, enter the amount in that currency only without converting it in local currency. For example if you have paid $ 41625, you should enter Amount : Here is displayed the amount converted into Local currency. System will calculate the Amount in LC automatically i.e. with the Amount in FC x conversion rate. Remark : If you wish to put any remark against this transaction, enter here. Bank Ref : Enter the issuing party bank reference, if applicable. Cheque No. : Enter the cheque No., if applicable Cheque Date : Enter the cheque Date, if applicable Beneficiary : Enter the beneficiary name, if applicable. Attribute : These fields are available only if you have selected to use attributes in General Ledgers (Configuration -> Company Setup->Finance ->Attribute). The field will be active only if a attribute is linked with the ledger selected by you. Same way you can enter multiple rows. Mind it, it is a adjustment voucher, therefore the total of amount debited to any Ledger(s) should be equal to amount credited to other ledger(s) i.e. total of amount debited should tally with amount credited. On the bottom right corner of the voucher, you can see total of Debits and credits in voucher entered by you. The total amount is shown both in Foreign and Local currency Narration : Input here a detailed narration pertaining to the voucher. Attachment : Here you may upload any supporting documents, which can be used for the future reference. You can browse the location to attach the same. Click on X to remove the attachment. Click on Click on about this utility. to save the document prepared by you. to print the document prepared by you. Click here Print Utility, to know more If you want to send a or SMS, Click on beside Mail and click on or SMS. : Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data.

201 Import : Click on to Import Data and select a file from which Data is to be imported. Click here Import Utility, to know more about this utility. Schedule : If you want to create a schedule for this document, click on Schedule a Document, to know more about this utility. You have completed Adjustment Journal.. Click here Open : Click here to open an existing Adjustment Journal.Click here Open a Document, to know more about this utility. Copy : Click here to copy the values from an existing Adjustment Journal. Click here Copy from a Document, to know more about this utility. We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning! Disclaimer

202 Expense Journal Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Expenses Journal preparation options. Before we begin, let us understand about the need of Expenses Journal Entry and the relevance of this particular activity. Sometimes you take some services from service providers and you need to account for bills raised by them in your books of accounts. You can enter such bills through this module instead of adjusting them through a regular purchase bill or adjustment journal. This bill is just like a purchase bill with a difference that here you need not to enter the item details. You can take input credit of your indirect taxes paid on these services. You can create an Expenses Journal under Finance Module of AlignBooks. The key functions of Expenses Journal Module are: Creation of a New Expenses Journal, Modification of an existing Expenses Journal; Deletion of an existing Expenses Journal.

203 Configuration: AlignBooks provide you the facility to configure your Expenses Journal documents with respect to choice of maintaining multiple series of documents, choice of sending and SMS on creation/edit/approval of the document and for Approval System setting etc. Click on Configuration to configure this document. Click here How to Configure a Document, to know more about this utility. Let s now understand how to create a New Expenses Journal in simple steps You have three ways to prepare an Expenses Journal; Enter fresh data for the first time; Open an existing document and use the Copy feature of AlignBooks to make the necessary changes. This will save your time and efforts; If you have data in an Excel Format, Import data and make the required changes.

204 Let s enter the fresh set of data for the first time; Location: If you are handling multi locations, select the required location from the dropdown menu. This field is available only if you have configured Multi location ON in configuration ->Company Setup>General Setup.If your desired Location does not exist in the menu, you can create a New Location by clicking on Select a Location to option within the dropdown menu. You can also Edit or Delete a Location from Here. be edited/deleted and then click on and you can edit it and save by click on. You can delete. The Location will be opened in Edit mode it by click on. Category: If you are classifying your document in different categories, select the applicable category from the drop down menu. This field is available only if you have configured Document Classification ON in Configuration ->Company Setup->Finance->Basic.You can Add, Edit or Delete a Category by following the process described under Location Tab. Vendor : Select a Vendor from the drop down menu for whom you are preparing the Bill. You can Add, Edit or Delete a Vendor by following the process described under Location Tab Item: If you want to claim Input credit for this Bill, select a Item from the dropdown. If youleave this field blank, this bill will not be available for Tax input and any Tax charged in this bill shall be booked in respective ledger to be selected by you. Voucher Date: Enter the date which you wish to reflect in the document. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function. Voucher No. Prefix : While configuring your document, if you have opted to maintain manual prefix, select a prefix from the drop down list. If the required prefix does not exist in the list, you are able to create a new one by clicking on Icon or option within the dropdown menu and input a name. Number : While configuring your document, if you have opted to maintain manual numbering, enter a document number here. Ref No. : Here you may enter the vendor s document reference number or previous Document number, if any. Say if you have received a written estimate from your Vendor, you can give the reference number of that estimate. Ref_Date: Here you may enter the reference document s date. You can also pick a date by just clicking on the calendar function. Currency : If your Service Bill amount is in a foreign currency, select a Currency from the drop down menu. This field is available only if you have configured Multi Currency - ON in Configuration ->Company Setup->General Setup. If your desired currency does not exist in the menu, you can add a new currency by clicking on Icon or option within the dropdown menu. Conversion Rate : System will automatically get the conversion rate fromcurrency master, if already created by you. If you wish to change the currency conversion rate for this particular document, you can do the same here.

205 So far we have entered the relevant details to clearly identify the Expenses Journal. We will now enter the specific ledger details to generate a Expenses Journal; : Click here to add a Row to the table. You can also add a row by clicking on Add Lines : Click here to delete a row from the table. Ledger : Select a Ledger from the drop down list. Click on to add anew Ledger. Party : If ledger selected by you is Customer / vendor control ledger, selecta customer/vendor from the drop down menu. Debit/Credit : Select from drop down Dr. or Cr. i.e. the selected ledger is to bedebited or credited. The counter effect will automatically be given to Cash/Bank ledger selected above. Amount : Enter the amount to be Debited / Credited. If the payment is received / made in foreign currency, enter the amount in that currency only without converting it in local currency. For example if you have paid $ 41625, you should enter Amount : Here is displayed the amount converted into Local currency. System will calculate the Amount in LC automatically i.e. with the Amount in FC x conversion rate. Remark : If you wish to put any remark against this transaction, enter here. Bank Ref : Enter the issuing party bank reference, if applicable. Cheque No. : Enter the cheque No., if applicable Cheque Date : Enter the cheque Date, if applicable Beneficiary : Enter the beneficiary name, if applicable. Attribute : These fields are available only if you have selected to use attributes in General Ledgers (Configuration -> Company Setup->Finance ->Attribute). Same way you can enter multiple rows Narration : Input here a detailed narration pertaining to the voucher. Attachment : Here you may upload any supporting documents, which can be used for the future reference. You can browse the location to attach the same. Click on X to remove the attachment Net Amount : Net of Debit / Credit amount entered by you is displayed here. Taxable Amount : Total Taxable amount is displayed here. Tax Code : Enter the applicable Tax Code here. Tax Amount : The system will auto calculate the Tax amount based on rate in Tax code. Bill Amount : Total Bill amount is displayed here.

206 TDS Details : This section is available only if you have kept TDS applicable ON, in Configuration>Company setup->finance. Also, if at the time of creating vendor master, if you have kept TDS applicable Off for this vendor, the section will be inactive. TDS Section : System will trace and auto fill the TDS Section under which TDS is required to be deducted automatically from the Vendor master. You can make changes if you wish to. TDS Ledger : Select a GL from the dropdown in which TDS so deducted shall be credited. Gross Amount : Enter the amount on which TDS is to be deducted. TDS Rate : AlignBooks has inbuilt the Rate of TDS prescribed under various sections of the Income Tax Act and based on the Section selected by you, the system will automatically pick the TDS rate prescribed under that section. TDS Amount : System will auto calculate the TDS Amount and will display here. Click on Click on about this utility. to save the document prepared by you. to print the document prepared by you. Click here Print Utility, to know more If you want to send a or SMS, Click on beside Mail and click on or SMS. : Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data. Import : Click on to Import Data and select a file from which Data is to be imported. Click here Import Utility, to know more about this utility. Schedule : If you want to create a schedule for this document, click on Schedule a Document, to know more about this utility. You have completed Expense Journal.. Click here Open : Click here to open an existing Expense Journal.Click here Open a Document, to know more about this utility. Copy : Click here to copy the values from an existing Expense Journal. Click here Document, to know more about this utility. Copy from a We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning!

207 Disclaimer

208 INVENTORY MODULE Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Inventory Module. Under Inventory module you can create your Item/Product Master, and generate various documents related to internal movement of Inventory items. Inventory Module has seven menu options Item Master Stock Adjustment Material Issue Material Receipt Branch Issue Request Branch Issue Branch Receipt We will explore each of them in detail.

209 Item Master Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Item / Product Masters creation options. Before we begin, let us understand about the need of Item Masters and the usage of this particular activity. In every industry you need to maintain quantitative details of item/products you are dealing with. This allows you to manage your inventory items efficiently and make necessary adjustments to effectively utilise your financial resources. Therefore, in item master we setup the item profile for each items with all the available data at hand. This is normally a one-time process at the time of new item addition and this library of data is extensively used to capture, generate and auto generate the required documents and reports in desired formats. The key functions of a Item Masters Module are: Creation of a New Item /Product profile; Modification of an existing Item / Product profile; Deletion of an existing Item/Product profile. Make item Bundles consisting of different Items/Quantity. We will be going through the each of these set of information in detail. If you are in Inventory Drop Down you need to select and the screen which appears looks like this; New Item Master You can see the to select item category. option at top right of the screen. Click on this option and you will be directed

210 As you can see, Item/ Products are divided into Four Broad categories: Inventory : You should keep those items under this category for which you want to maintain Inventory Records and generate various Reports for further analysis. Under this category, outward document of an item will be allowed to be generated only if you have sufficient Stock in hand of that item. Non Inventory : If you do not want to Maintain Inventory Records and do not need any report on a item, keep that under this category. Service : These are basically not an item but only a Description of Services you are gettingor rendering.since these are only descriptive and not a physical item, no inventory records will be maintained for these items. Bundle : If you are purchasing different type of Items and selling them in a Bundle in many promotions / Combinations, you will need to create different Bundle of those promotions / Combinations. For Example You are Purchasing Soaps, Detergent Powder, Hand Wash Liquid and Harpic. Now you can make a Bundle of four items at a consolidated price, Say, Soaps 12 Pc, Detergent Powder 2 Kg, Hand Wash Liquid 1 Pc and Harpic 1 Bottle. For Billing purpose you have to make this bundle as one Item and have to give a Name to this Bundle. At the time of making Outward entries, when you will enter code or name of a Bundle, the system will automatically pick different quantities of different items defined in that Bundle. Click on a Item Category under which you want to create New Item / Product, you will be directed to the relevant Item creation screen.

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212 Here you will have six relevant sections where all the required data pertaining to a new item can be captured. We will go by Basic first : Name :Enter the Item / Product Name by which you identify it better. Under Group : Select a Group from drop down list under which you want to group this item for reporting. If the required group does not exist in the list, you can create a new group by clicking on Icon or option within the dropdown menu. You can make indefinite level of grouping of your items and at any stage if you do not want to go for further grouping, select Default as you last group level. Category : If you want to Classify your Item / Products on any criteria and group them on that criteria you can make different categories and select a category to which the Item / Product belongs. If you do not want to maintain categories keep it Default. If the required category does not exist in the list, you can create a new by clicking on Icon or option within the dropdown menu Type : Select from the drop down the Item Nature i.e. whether it is a Finish Product, Raw Material, Service Item etc. If you are creating a Bundle Item, this field will not be available. Code : This is generally a system generated code and is disabled i.e. you can t edit it unless at the time of Company Configuration (Company Setup->Inventory->Basic) you have opted to have your Item Coding Configuration as Manual. If you have selected manual coding of your items, enter a 7 digit code for this item which can be Alpha/Numeric. Separate Pack Unit : Keep it on if you want to maintain Inventory for this Item in Two units(ex. Begs and Kg.). This field is available only if you have configured Separate Packing Unit ON in Configuration>Company Setup->Inventory->Basic. Also, if you are creating a Service Item or a Bundle Item, this field will not be available. Inactive :Select ON if you want to make a Item inactive. During any business transaction such inactive Items names will not appear in your list of items. You can reactivate item again by selecting OFF. Stock Unit : Select a unit in which the Item will be measured for inventory purpose i.e. pcs, kg., meter etc. If the required unit does not exist in the list, you can create a new by clicking on option within the dropdown menu. Icon or Pack Unit : Select a Packing unit in which the Item will be measured for inventory purpose i.e. Begs, Boxes etc. If the required unit does not exist in the list, you can create a new by clicking on option within the dropdown menu. This field is available only if you have Icon or kept separate pack unit ON. Stock V/S Pack : If you are using separate packing unit, enter the number of stock units per pack unit (Ex. 100 kg. In a bag). If you are creating a Bundle Item or a service item, this field will not be available. GST Classification : Enter the GST classification code of the Item. If the required GST Classification does not exist in the list, you can create a new by clicking on Icon or option within the dropdown menu. This field is available only if you have configured Tax applicable in Sales/purchase ON in Configuration->Company Setup->General.

213 Logo / Photo : Here you can upload photo of your Item / Product or its Brand Logo. Select a file (jpeg/ pdf) containing the photo/logo by browsing from desired space. Please note that the Photo/Logo file size should not exceed 2 MB. We are now finished with the basic part and made a unique identification for the Item. We will now set some extra features of item for Sales related documents. Description : Enter the Item description which you would like to print in your sales related documents. If you want to print only item name as entered above, you may keep this field blank. Sales GL : Select a General Ledger from the drop down list where you would like to post the sales of this item. This filed is available only if you have configured Posting Ledger Based on Item in configuration>company setup->sales Setup->Basic. Sales Rate : If you are not maintaining separate sales price lists, you can enter a sales rate of this item here which will automatically be picked while creating any sales document. Extra Charges/Discount Fields : If you have set any item wise extra charges and/or discount in configuration -> Company Setup ->Sales Set Up->Billing Set up Item level, those extra charges/discount will appear here under the caption set by you. You can enter a rate of such charges / discounts for this item here which will automatically be picked while creating any sales document. We are now finished with setting extra features of item for Sales related documents. We will now set some extra features of item for Purchase related documents. If you are creating a Bundle item, this section of getting input will not be available. Description : Enter the Item description which is generally printed in your Purchase related documents. If only the item name as entered above is printed in your purchase documents, you may keep this field blank. Purchase GL : Select a General Ledger from the drop down list where you would like to post the Purchase of this item. This filed is available only if you have configured Posting Ledger Based on Item in configuration->company setup->purchase Setup->Basic. Purchase Rate : If you are not maintaining separate Purchase price lists, you can enter a purchase rate of this item here which will automatically be picked while creating any purchase document. Extra Charges/Discount Fields : If you have set any item wise extra charges and/or discount in configuration -> Company Setup ->Purchase Set Up->Billing Set up Item level, those extra charges/discount will appear here under the caption set by you. You can enter a rate of such charges / discounts for this item here which will automatically be picked while creating any purchase document We are now finished with setting extra features of item for Purchase related documents. We will now set some extra features of item for Inventory maintaining purpose. This set of information will be asked only for Inventory items and not for non inventory, service or bundle items.

214 Minimum Level : Enter the minimum stock level required for this item. This field is available only if you have configured minimum Stock levels On in Company Setup-> Inventory->Basic. Serial Tracking : If you want to track serial number of this item, keep this option ON. This filed is available only if you have configured Item Serial Number Tracking ON in configuration->company Setup->Inventory->Item Extended Property. Batch wise Inventory : If you want to maintain Batch wise inventory of this item keep it ON. This filed is available only if you have configured Batch wise Inventory ON in configuration->company Setup->Inventory->Item Extended Property. Batch wise Rate : If you want to maintain Batch wise rate of this item keep it ON. This filed is available only if you have configured Batch wise Inventory ON in configuration->company Setup->Inventory->Item Extended Property. We will now look for Custom Fields. If you have selected any User defined Extra Field at the time of Company Configuration (Configuration>Company Setup->Inventory->Item Master Custom Fields), that number (maximum 5 fields) of UDF fields would be visible and you can enter the relevant details against those fields. Here one thing to remember that if you have opted Allow Blank No against any of the UDF filed in set-up then while creating Item master you have to provide the information under that User Defined Field(UDF) or to say you cannot keep that field blank. Click on to save the document prepared by you. : Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data. Click on about this utility. to print the document prepared by you. Click here Print Utility, to know more Import : Click on to Import Data and select a file from which Data is to be imported. Click here Import Utility, to know more about this utility. Click on to Exit from the New Item Master Form. We will now look for Bundle Details.

215 Show Child description in Documents : As described in the beginning of this document, bundle is created making combination of different items. In your sales documents, if you want to show the details of all the items of bundle, check on the. Now let us understand how you can make a bundle. Item :In the Table, select a Item to be included in the proposed bundle. Quantity : Enter the quantity of the selected item to be included in bundle. You can select as many items as you want to include in the bundle and specify the quantity to be included. Click on to add more lines in table. We are now back to the main screen for the Item Master. If you wish to edit/delete the already visible Account data in the list you can do so, please follow the following steps: Edit: If you wish to Edit a item detail, click on the required changes and click on. The Item details will be opened in edit mode, you can make to save the changes made by you. If you think that this record is no more required, you can delete the record by clicking on. Delete : If you wish to delete an item profile, Click on and confirm the deletion. It is advisable not to delete an Item profile, you can always opt to make it Inactive. Export : Click on to Export the data as visible in the list to an Excel Sheet. Search : Type a text to search a particular record. Group : If you want to Group your display on any particular field, hold that field and drag alittle up outside the Grid, your display will be grouped on that field. To remove the grouping drag the field back into the Grid column. Sort : If you want to sort data on a particular field, click on the label of that field, your data will be sorted on that field. You can reverse the order of sorting by just Double click on the label of that particular field. Click on to Exit from the Item Master. We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning! Disclaimer

216 Stock Adjustment Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Stock Adjustment Voucher preparation options. Before we begin, let us understand about the need of Stock Adjustment Vouchers Entry and the relevance of this particular activity. As the name suggests, Stock Adjustment Voucher is prepared to adjustment shortage and/or excess in your Inventory Items arising due any known or unknown reasons. You can create Stock Adjustment voucher under Inventory Module of AlignBooks. The key functions of Stock Adjustment Voucher Module are: Creation of a New Stock Adjustment Voucher, Modification of an existing Stock Adjustment voucher; Deletion of an existing Stock Adjustment voucher. Configuration: AlignBooks provide you the facility to configure your Stock Adjustment documents with respect to choice of maintaining multiple series of documents, choice of sending and SMS on creation/edit/approval of the document and for Approval System setting etc. Click on Configuration to configure this document. Click here How to Configure a Document, to know more about this utility.

217 Let s now understand how to create a New Stock Adjustment in simple steps You have three ways to prepare a Stock Adjustment; Enter fresh data for the first time; Open an existing document and use the Copy feature of AlignBooks to make the necessary changes. This will save your time and efforts; If you have data in an Excel Format, Import data and make the required changes. Let s enter the fresh set of data for the first time; Location: If you are handling multi locations, select the required location from the dropdown menu. This field is available only if you have configured Multi location ON in configuration ->Company Setup->General Setup.If your desired Location does not exist in the menu, you can create a New Location by clicking on from Here. Select a Location to option within the dropdown menu. You can also Edit or Delete a Location be edited/deleted and then click on in Edit mode and you can edit it and save by click on.. You can delete. The Location will be opened it by click on. Category: If you are classifying your document in different categories, select the applicable category from the drop down menu. This field is available only if you have configured Document Classification ON in Configuration ->Company Setup->Inventory->Basic. You can Add, Edit or Delete a Category by following the process described under Location Tab. Ware House: If you have multi ware houses, select the required ware house from the drop downmenu. This field is available only if you have configured Warehouse ON in configuration ->Company Setup>Inventory->Basic. Voucher Date: Enter the Stock Adjustment Voucher date which you wish to reflect in the document. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function. Voucher No. Prefix : While configuring your document, if you have opted to maintain manual prefix, select a prefix from the drop down list. If the required prefix does not exist in the list, you are able to create a new one by clicking on Icon or option within the dropdown menu and input a name. Number : While configuring your document, if you have opted to maintain manual numbering, enter a document number here. Pull From : This field is used to import data from the parent document. Upon selection, a list of parent documents will be on display. If there is no parent document linked, this option will be shown as Disabled" Lookup : This option will work like a Bar Code. If you enter an item Code, the system Pick-up the relevant details automatically. So far we have entered the relevant details to clearly identify the Stock Adjustment Voucher. We will now enter the specific Item or Product details to generate a Stock Adjustment Voucher;

218 :Click here to add a Row to the table. You can also add a row by clicking on : Click here to delete a row from the table. Recd./Less : Select from drop down Received if you want to increase your stock and Issue if you want to reduce the stock. Item Code : Select an Item code from the drop down list. Click on to add a new Item. Description : System will fill the description details automatically from Item Master. Unit : System will fill the unit details automatically from Item Master. Quantity : Enter the Item Quantity here. Rate : System will auto calculate and pick the rate of item based on your stock valuation method. Amount : System will calculate the Amount automatically i.e. with the multiplication of Quantity x Rate. Remark : If you wish to put any remark against an Item, enter here. Item Balance : System will display the Stock in hand of this particular item. The table is dynamic and many extra columns in the table would appear based on your Configuration in Company Setup. If you set up these fields, you will need to enter relevant values in columns created for each item Row. The columns which will appear based on Configuration in Company Setup are: Column Will appear if Pack Unit Inventory -> Basic-> Separate Packing Unit ON Pack Qty Inventory -> Basic-> Separate Packing Unit ON Item Serial No. Inventory->Item Extended Property-> Item Serial no. Tracking ON Batch No. Inventory->Item Extended Property-> Batch wise Inventory - ON User Defined Item Attributes 1-5 Inventory->Item Attributes-Required Remark : Input here any remark pertaining to the document. Attachment : Here you may upload any supporting documents, which can be used for the future reference. You can browse the location to attach the same. Click on X to remove the attachment. User Defined Fields 1-5 : During the Inventory Setup (->Inventory Setup->Inventory Document Custom Fields) if you have selected user defined fields, these will appear with the caption provided by you for these extra fields. You may enter the relevant values/data in the applicable field. Click on to save the document prepared by you. Click on to print the document prepared by you. Click here Print Utility, to know more about this utility.

219 If you want to send a or SMS, Click on beside Mail and click on or SMS. : Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data Import : Click on to Import Data and select a file from which Data is to be imported. Click here Import Utility, to know more about this utility. Schedule : If you want to create a schedule for this document, click on Schedule a Document, to know more about this utility.. Click here You have completed Stock Adjustment. Open : Click here to open an existing Stock Adjustment.Click here Open a Document, to know more about this utility. Copy : Click here to copy the values from an existing Stock Adjustment. Click here Copy from a Document, to know more about this utility. We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning! Disclaimer

220 Material Issue Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Material Issue memo preparation options. Before we begin, let us understand about the need of Material Issue Memo Entry and the relevance of this particular activity. Sometimes, you need to issue some materials for internal consumption, Sampling or testing purpose etc. which needs to be reflected in you Inventory records. Therefore, you can enter these transactions through this module. You can create Material issue memo under Inventory Module of AlignBooks. The key functions of Material Issue Memo Module are: Creation of a New Material Issue Memo, Modification of an existing Material Issue Memo; Deletion of an existing Material Issue Memo. Configuration: AlignBooks provide you the facility to configure your Material Issue documents with respect to choice of maintaining multiple series of documents, choice of sending and SMS on creation/edit/approval of the document and for Approval System setting etc.

221 Click on Configuration to configure this document. Click here How to Configure a Document, to know more about this utility. Let s now understand how to create a New Material Issue in simple steps You have three ways to prepare a Stock Adjustment; Enter fresh data for the first time; Open an existing document and use the Copy feature of AlignBooks to make the necessary changes. This will save your time and efforts; If you have data in an Excel Format, Import data and make the required changes. Let s enter the fresh set of data for the first time; Location: If you are handling multi locations, select the required location from the dropdown menu. This field is available only if you have configured Multi location ON in configuration ->Company Setup->General Setup.If your desired Location does not exist in the menu, you can create a New Location by clicking on from Here. Select a Location to option within the dropdown menu. You can also Edit or Delete a Location be edited/deleted and then click on in Edit mode and you can edit it and save by click on.. You can delete. The Location will be opened it by click on. Category: If you are classifying your document in different categories, select the applicable category from the drop down menu. This field is available only if you have configured Document Classification ON in Configuration ->Company Setup->Inventory->Basic. You can Add, Edit or Delete a Category by following the process described under Location Tab. Ware House: If you have multi ware houses, select the required ware house from the drop downmenu. This field is available only if you have configured Warehouse ON in configuration ->Company Setup>Inventory->Basic. Issue Date : Enter the Material Issue Memo date which you wish to reflect in the document. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function. Issue No.. Prefix : While configuring your document, if you have opted to maintain manual prefix, select a prefix from the drop down list. If the required prefix does not exist in the list, you are able to create a new one by clicking on Icon or option within the dropdown menu and input a name. Number : While configuring your document, if you have opted to maintain manual numbering, enter a document number here. Pull From : This field is used to import data from the parent document. Upon selection, a list of parent documents will be on display. If there is no parent document linked, this option will be shown as Disabled" Lookup : This option will work like a Bar Code. If you enter an item Code, the system Pick-up the relevant details automatically. So far we have entered the relevant details to clearly identify the Material Issue Memo. We will now enter the specific Item or Product details to generate a Material Issue Memo;

222 :Click here to add a Row to the table. You can also add a row by clicking on : Click here to delete a row from the table. Recd./Less : Select from drop down Received if you want to increase your stock and Issue if you want to reduce the stock. Item Code : Select an Item code from the drop down list. Click on to add a new Item. Description : System will fill the description details automatically from Item Master. Unit : System will fill the unit details automatically from Item Master. Quantity : Enter the Item Quantity here. Rate : System will auto calculate and pick the rate of item based on your stock valuation method. Amount : System will calculate the Amount automatically i.e. with the multiplication of Quantity x Rate. Remark : If you wish to put any remark against an Item, enter here. Item Balance : System will display the Stock in hand of this particular item. The table is dynamic and many extra columns in the table would appear based on your Configuration in Company Setup. If you set up these fields, you will need to enter relevant values in columns created for each item Row. The columns which will appear based on Configuration in Company Setup are: Column Will appear if Pack Unit Inventory -> Basic-> Separate Packing Unit ON Pack Qty Inventory -> Basic-> Separate Packing Unit ON Item Serial No. Inventory->Item Extended Property-> Item Serial no. Tracking ON Batch No. Inventory->Item Extended Property-> Batch wise Inventory - ON User Defined Item Attributes 1-5 Inventory->Item Attributes-Required Remark : Input here any remark pertaining to the document. Attachment : Here you may upload any supporting documents, which can be used for the future reference. You can browse the location to attach the same. Click on X to remove the attachment. User Defined Fields 1-5 : During the Inventory Setup (->Inventory Setup->Inventory Document Custom Fields) if you have selected user defined fields, these will appear with the caption provided by you for these extra fields. You may enter the relevant values/data in the applicable field. Click on to save the document prepared by you. Click on to print the document prepared by you. Click here Print Utility, to know more about this utility.

223 If you want to send a or SMS, Click on beside Mail and click on or SMS. : Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data Import : Click on to Import Data and select a file from which Data is to be imported. Click here Import Utility, to know more about this utility. Schedule : If you want to create a schedule for this document, click on Schedule a Document, to know more about this utility.. Click here You have completed Material Issue Memo. Open : Click here to open an existing Material Issue Memo.Click here Open a Document, to know more about this utility. Copy : Click here to copy the values from an existing Material Issue Memo. Click here Copy from a Document, to know more about this utility. We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning! Disclaimer

224 Material Receipt Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Material Receipt memo preparation options. Before we begin, let us understand about the need of Material Receipt Memo Entry and the relevance of this particular activity. Sometimes, you may receive some materials back out of the material issued earlier for internal consumption, Sampling or testing purpose etc. which needs to be reflected in you Inventory records. Therefore, you can enter these transactions through this module. You can create Material Receipt memo under Inventory Module of AlignBooks. The key functions of Material Receipt Memo Module are: Creation of a New Material Receipt Memo, Modification of an existing Material Receipt Memo; Deletion of an existing Material Receipt Memo. Configuration: AlignBooks provide you the facility to configure your Material Receipt documents with respect to choice of maintaining multiple series of documents, choice of sending and SMS on creation/edit/approval of the document and for Approval System setting etc.

225 Click on Configuration to configure this document. Click here How to Configure a Document, to know more about this utility. Let s now understand how to create a New Material Receipt in simple steps. You have three ways to prepare a Material Receipt Memo; Enter fresh data for the first time; Open an existing document and use the Copy feature of AlignBooks to make the necessary changes. This will save your time and efforts; If you have data in an Excel Format, Import data and make the required changes. Let s enter the fresh set of data for the first time; Location: If you are handling multi locations, select the required location from the dropdown menu. This field is available only if you have configured Multi location ON in configuration ->Company Setup->General Setup.If your desired Location does not exist in the menu, you can create a New Location by clicking on from Here. Select a Location to option within the dropdown menu. You can also Edit or Delete a Location be edited/deleted and then click on in Edit mode and you can edit it and save by click on.. You can delete. The Location will be opened it by click on. Category: If you are classifying your document in different categories, select the applicable category from the drop down menu. This field is available only if you have configured Document Classification ON in Configuration ->Company Setup->Inventory->Basic. You can Add, Edit or Delete a Category by following the process described under Location Tab. Ware House: If you have multi ware houses, select the required ware house from the drop downmenu. This field is available only if you have configured Warehouse ON in configuration ->Company Setup>Inventory->Basic. Receipt Date: Enter the Material Receipt Memo date which you wish to reflect in the document. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function. Receipt No. Prefix : While configuring your document, if you have opted to maintain manual prefix, select a prefix from the drop down list. If the required prefix does not exist in the list, you are able to create a new one by clicking on Icon or option within the dropdown menu and input a name. Number : While configuring your document, if you have opted to maintain manual numbering, enter a document number here. Pull From : This field is used to import data from the parent document. Upon selection, a list of parent documents will be on display. If there is no parent document linked, this option will be shown as Disabled" Lookup : This option will work like a Bar Code. If you enter an item Code, the system Pick-up the relevant details automatically. So far we have entered the relevant details to clearly identify the Material Receipt. We will now enter the specific Item or Product details to generate a Material Receipt Memo;

226 :Click here to add a Row to the table. You can also add a row by clicking on : Click here to delete a row from the table. Item Code : Select an Item code from the drop down list. Click on to add a new Item. Description : System will fill the description details automatically from Item Master. Unit : System will fill the unit details automatically from Item Master. Quantity : Enter the Item Quantity here. Rate : System will auto calculate and pick the rate of item based on your stock valuation method. Amount : System will calculate the Amount automatically i.e. with the multiplication of Quantity x Rate. Remark : If you wish to put any remark against an Item, enter here. Item Balance : System will display the Stock in hand of this particular item. The table is dynamic and many extra columns in the table would appear based on your Configuration in Company Setup. If you set up these fields, you will need to enter relevant values in columns created for each item Row. The columns which will appear based on Configuration in Company Setup are: Column Will appear if Pack Unit Inventory -> Basic-> Separate Packing Unit ON Pack Qty Inventory -> Basic-> Separate Packing Unit ON Item Serial No. Inventory->Item Extended Property-> Item Serial no. Tracking ON Batch No. Inventory->Item Extended Property-> Batch wise Inventory - ON User Defined Item Attributes 1-5 Inventory->Item Attributes-Required Remark : Input here any remark pertaining to the document. Attachment : Here you may upload any supporting documents, which can be used for the future reference. You can browse the location to attach the same. Click on X to remove the attachment. User Defined Fields 1-5 : During the Inventory Setup (->Inventory Setup->Inventory Document Custom Fields) if you have selected user defined fields, these will appear with the caption provided by you for these extra fields. You may enter the relevant values/data in the applicable field. Click on to save the document prepared by you. Click on to print the document prepared by you. Click here Print Utility, to know more about this utility.

227 If you want to send a or SMS, Click on beside Mail and click on or SMS. : Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data. Import : Click on to Import Data and select a file from which Data is to be imported. Click here Import Utility, to know more about this utility. Schedule : If you want to create a schedule for this document, click on Schedule a Document, to know more about this utility.. Click here You have completed Material Receipt. Open : Click here to open an existing Material receipt.click here Open a Document, to know more about this utility. Copy : Click here to copy the values from an existing Material Receipt. Click here Document, to know more about this utility. Copy from a We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning! Disclaimer

228 Branch Issue Request Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Branch Issue Request preparation options. Before we begin, let us understand about the need of Branch Issue Request Entry and the relevance of this particular activity. If you are handling multiple locations and/or warehouses, there may be a scenario where one location / warehouse is running short of an item where as there is plenty of stock at other location / warehouse. In this scenario you would prefer to transfer such excess stock from one location/warehouse to other location/ warehouse. The location/warehouse running shortage of item will need to send a request to the location/ warehouse where there is surplus stock. Through this module of AlignBooks, you can raise such issue request. This module will be available only if you have configured Multi Location ON or you have configured, Warehouse ON in your Company setup options. You can create Branch Issue Request under Inventory Module of AlignBooks. The key functions of Branch Issue Request Module are: Creation of a New Branch Issue Request, Modification of an existing Branch Issue Request; Deletion of an existing Branch Issue Request.

229 Configuration: AlignBooks provide you the facility to configure your Branch Issue Request documents with respect to choice of maintaining multiple series of documents, choice of sending and SMS on creation/edit/approval of the document and for Approval System setting etc. Click on Configuration to configure this document. Click here How to Configure a Document, to know more about this utility. Let s now understand how to create a New Branch Issue Request in simple steps. You have three ways to prepare a Branch Issue Request Memo; Enter fresh data for the first time; Open an existing document and use the Copy feature of AlignBooks to make the necessary changes. This will save your time and efforts; If you have data in an Excel Format, Import data and make the required changes. Let s enter the fresh set of data for the first time;

230 Location: If you are handling multi locations, select the required location from the dropdown menu. This field is available only if you have configured Multi location ON in configuration ->Company Setup->General Setup.If your desired Location does not exist in the menu, you can create a New Location by clicking on from Here. Select a Location to option within the dropdown menu. You can also Edit or Delete a Location be edited/deleted and then click on in Edit mode and you can edit it and save by click on.. You can delete. The Location will be opened it by click on. To Location : Select the location from the drop down menu to which the request is being sent. Category: If you are classifying your document in different categories, select the applicable category from the drop down menu. This field is available only if you have configured Document Classification ON in Configuration ->Company Setup->Inventory->Basic. You can Add, Edit or Delete a Category by following the process described under Location Tab. Warehouse : Select the Warehouse from the drop down menu from which the request is being sent. This field is available only if you have configured Warehouse ON in configuration ->Company Setup>Inventory->Basic. To Warehouse : Select the Warehouse from the drop down menu to which the request is being sent. Request Date : Enter the Branch Issue Request date which you wish to reflect in the document. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function. Request No. Prefix : While configuring your document, if you have opted to maintain manual prefix, select a prefix from the drop down list. If the required prefix does not exist in the list, you are able to create a new one by clicking on Icon or option within the dropdown menu and input a name. Number : While configuring your document, if you have opted to maintain manual numbering, enter a document number here. Pull From : This field is used to import data from the parent document. Upon selection, a list of parent documents will be on display. If there is no parent document linked, this option will be shown as Disabled Lookup : This option will work like a Bar Code. If you enter an item Code, the system Pick-up the relevant details automatically. So far we have entered the relevant details to clearly identify the Branch Issue Request. We will now enter the specific Item or Product details to generate a Brach Issue Request; :Click here to add a Row to the table. You can also add a row by clicking on : Click here to delete a row from the table. Item Code : Select an Item code from the drop down list. Click on to add a new Item.

231 Description : Unit : Quantity : Rate : Amount : Remark : Item Balance System will fill the description details automatically from Item Master. System will fill the unit details automatically from Item Master. Enter the Item Quantity here. System will auto calculate and pick the rate of item based on your stock valuation method. System will calculate the Amount automatically i.e. with the multiplication of Quantity x Rate. If you wish to put any remark against an Item, enter here. : System will display the Stock in hand of this particular item. The table is dynamic and many extra columns in the table would appear based on your Configuration in Company Setup. If you set up these fields, you will need to enter relevant values in columns created for each item Row. The columns which will appear based on Configuration in Company Setup are: Column Will appear if Pack Unit Inventory -> Basic-> Separate Packing Unit ON Pack Qty Inventory -> Basic-> Separate Packing Unit ON Item Serial No. Inventory->Item Extended Property-> Item Serial no. Tracking ON Batch No. Inventory->Item Extended Property-> Batch wise Inventory - ON User Defined Item Attributes 1-5 Inventory->Item Attributes-Required Remark : Input here any remark pertaining to the document. Attachment : Here you may upload any supporting documents, which can be used for the future reference. You can browse the location to attach the same. Click on X to remove the attachment User Defined Fields 1-5 : During the Inventory Setup (->Inventory Setup->Inventory Document Custom Fields) if you have selected user defined fields, these will appear with the caption provided by you for these extra fields. You may enter the relevant values/data in the applicable field. Click on to save the document prepared by you. Click on about this utility.. to print the document prepared by you. Click here Print Utility, to know more If you want to send a or SMS, Click on beside Mail and click on or SMS. : Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data. Import : Click on to Import Data and select a file from which Data is to be imported. Click here Import Utility, to know more about this utility.

232 Schedule : If you want to create a schedule for this document, click on Schedule a Document, to know more about this utility.. Click here You have completed Branch issue Request. Open : Click here to open an existing Branch Issue Request.Click here Open a Document, to know more about this utility. Copy : Click here to copy the values from an existing Branch Issue Request. Click here Copy from a Document, to know more about this utility. We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning! Disclaimer

233 Branch Issue Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Branch Issue preparation options. Before we begin, let us understand about the need of Branch Issue Entry and the relevance of this particular activity. If you are handling multiple locations and/or warehouses, there may be a scenario where one location / warehouse is running short of an item where as there is plenty of stock at other location / warehouse. In this scenario you would prefer to transfer such excess stock from one location/warehouse to other location/ warehouse. The location/warehouse issuing the material will need to reflect such transfer in their Inventory as well as financial books and also will need to generate a document for movement of stock. You can do so using this option of AlignBooks. In Simple terms, branch issue is an Invoice raised on the Branch/Location/warehouse to which to material is transferred. This module will be available only if you have configured Multi Location ON or you have configured, Warehouse ON in your Company setup options. You can create Branch Issue under Inventory Module of AlignBooks. The key functions of Branch Issue Module are: Creation of a New Branch Issue, Modification of an existing Branch Issue; Deletion of an existing Branch Issue.

234 Configuration: AlignBooks provide you the facility to configure your Branch Issue documents with respect to choice of maintaining multiple series of documents, choice of sending and SMS on creation/edit/approval of the document and for Approval System setting etc. Click on Configuration to configure this document. Click here How to Configure a Document, to know more about this utility. Let s now understand how to create a New Branch Issue in simple steps.

235 You have three ways to prepare a Branch Issue; Enter fresh data for the first time; Open an existing document and use the Copy feature of AlignBooks to make the necessary changes. This will save your time and efforts; If you have data in an Excel Format, Import data and make the required changes. Let s enter the fresh set of data for the first time; Location: If you are handling multi locations, select the required location from the dropdown menu. This field is available only if you have configured Multi location ON in configuration ->Company Setup->General Setup.If your desired Location does not exist in the menu, you can create a New Location by clicking on from Here. Select a Location to option within the dropdown menu. You can also Edit or Delete a Location be edited/deleted and then click on in Edit mode and you can edit it and save by click on.. You can delete. The Location will be opened it by click on. To Location : Select the location from the drop down menu to which the material is being sent. Category : If you are classifying your document in different categories, select the applicable category from the drop down menu. This field is available only if you have configured Document Classification ON in Configuration ->Company Setup->Inventory->Basic. You can Add, Edit or Delete a Category by following the process described under Location Tab. Warehouse : Select the Warehouse from the drop down menu from which thematerial is being sent. This field is available only if you have configured Warehouse ON in configuration ->Company Setup>Inventory->Basic. To Warehouse : Select the Warehouse from the drop down menu to which the material is being sent. Issue Date : Enter the Branch Issue date which you wish to reflect in the document. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function. Issue No. Prefix : While configuring your document, if you have opted to maintain manual prefix, select a prefix from the drop down list. If the required prefix does not exist in the list, you are able to create a new one by clicking on Icon or option within the dropdown menu and input a name. Number : While configuring your document, if you have opted to maintain manual numbering, enter a document number here. Tax : Select Inclusive from the drop down menu, if rates are inclusive of taxes else select Exclusive. This field is available only if you have configured Tax Applicable in Sales / Purchase ON in Configuration ->Company Setup->General Setup. Pull From : This field is used to import data from the parent document. Upon selection, a list of parent documents will be on display. If there is no parent document linked, this option will be shown as Disabled

236 Lookup : This option will work like a Bar Code. If you enter an item Code, the system Pick-up the relevant details automatically. So far we have entered the relevant details to clearly identify the Material Issue Memo. We will now enter the specific Item or Product details to generate a Branch Issue Memo; :Click here to add a Row to the table. You can also add a row by clicking on : Click here to delete a row from the table. Item Code : Select an Item code from the drop down list. Click on to add a new Item. Description : System will fill the description details automatically from Item Master. Unit : System will fill the unit details automatically from Item Master. Quantity : Enter the Item Quantity here. Rate : System will auto calculate and pick the rate of item based on your stock valuation method. Amount : System will calculate the Amount automatically i.e. with the multiplication of Quantity x Rate. Remark : If you wish to put any remark against an Item, enter here. Item Balance : System will display the Stock in hand of this particular item. The table is dynamic and many extra columns in the table would appear based on your Configuration in Company Setup. If you set up these fields, you will need to enter relevant values in columns created for each item Row. The columns which will appear based on Configuration in Company Setup are: Column Will appear if Tax Code General Setup Tax Applicable in Sales / purchase ON Tax Rate General Setup Tax Applicable in Sales / purchase ON Taxable General Setup Tax Applicable in Sales / purchase ON Tax Amount General Setup Tax Applicable in Sales / purchase ON Pack Unit Inventory -> Basic-> Separate Packing Unit ON Pack Qty Inventory -> Basic-> Separate Packing Unit ON Item Serial No. Inventory->Item Extended Property-> Item Serial no. Tracking ON Batch No. Inventory->Item Inventory - ON User Defined Item Attributes 1-5 Inventory->Item Attributes-Required Extended Property-> Batch wise Remark : Input here any remark pertaining to the document. Attachment : Here you may upload any supporting documents, which can be used for the future reference. You can browse the location to attach the same. Click on X to remove the attachment. User Defined Fields 1-5 : During the Inventory Setup (->Inventory Setup->Inventory Document Custom Fields) if you have selected user defined fields, these will appear with the caption provided by you for these extra fields. You may enter the relevant values/data in the applicable field.

237 Attribute : This field is available only if you have selected to use attributes in General Ledgers (Configuration -> Company Setup->Finance ->Attribute) and the a GL where attribute is linked is effected by this Branch Issue.For Example if you have allocated an attribute with GL Delivery Charges and an amount is going to be debited / credited by creation of this Branch Issue, the system will ask to select an attribute to be linked with Delivery Charges. Logistic Details If you want to keep logistic details, you can enter the following details, otherwise you can leave these fields blank. Field Name Description Destination Enter the Destination Name Shipping Mode Select the Shipping mode from drop down list Shipping Company Select the Shipping Company from the drop down list Shipping Tracking No. Enter the Shipping Tracking number issued by Shipping Co. Shipping Date Enter the Shipping Date Shipping Charges Enter the Shipping Charges to be paid to Shipping Co. Vehicle / Vessel No. Enter the Vehicle / Vessel No. by which goods are moving. Charge Type Select from drop down whether shipment charges are paid / Payable / To be Billed etc. Document Through Enter the how Shipment Documents are forwarded Port of Landing If it is an overseas consignment enter the Port of Landing. Port of Discharges If it is an overseas consignment enter the Port of Discharge. No. of Packets Enter total Number of packets dispatch under this Doc. Weight Enter the Total weight of the consignment. Click on to save the document prepared by you. Click on about this utility.. to print the document prepared by you. Click here Print Utility, to know more If you want to send a or SMS, Click on beside Mail and click on or SMS. : Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data. Import : Click on to Import Data and select a file from which Data is to be imported. Click here Import Utility, to know more about this utility. Schedule : If you want to create a schedule for this document, click on Schedule a Document, to know more about this utility.. Click here

238 You have completed Branch issue. Open : Click here to open an existing Branch Issue.Click here Open a Document, to know more about this utility. Copy : Click here to copy the values from an existing Branch Issue. Click here Document, to know more about this utility. Copy from a We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning! Disclaimer

239 Branch Issue Receipt Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Branch Receipt preparation options. Before we begin, let us understand about the need of Branch Receipt Entry and the relevance of this particular activity. If you are handling multiple locations and/or warehouses, there may be a scenario where one location / warehouse is running short of an item where as there is plenty of stock at other location / warehouse. In this scenario you would prefer to transfer such excess stock from one location/warehouse to other location/ warehouse. The location/warehouse receiving the material will need to reflect such transfer in their Inventory as well as financial books. You can do so using this option of AlignBooks. In Simple terms, branch Receipt is a Purchase Invoice for the Branch/Location/warehouse which has received material from other branch. This module will be available only if you have configured Multi Location ON or you have configured, Warehouse ON in your Company setup options. You can create Branch Receipt under Inventory Module of AlignBooks. The key functions of Branch Receipt Module are: Creation of a New Branch Receipt, Modification of an existing Branch Receipt; Deletion of an existing Branch Receipt.

240 Configuration: AlignBooks provide you the facility to configure your Branch Receipt documents with respect to choice of maintaining multiple series of documents, choice of sending and SMS on creation/edit/approval of the document and for Approval System setting etc. Click on Configuration to configure this document. Click here How to Configure a Document, to know more about this utility.

241 Let s now understand how to create a New Branch Receipt in simple steps. You have three ways to prepare a Branch Receipt; Enter fresh data for the first time; Open an existing document and use the Copy feature of AlignBooks to make the necessary changes. This will save your time and efforts; If you have data in an Excel Format, Import data and make the required changes. Let s enter the fresh set of data for the first time; Location: If you are handling multi locations, select the required location from the dropdown menu. This field is available only if you have configured Multi location ON in configuration ->Company Setup->General Setup.If your desired Location does not exist in the menu, you can create a New Location by clicking on from Here. Select a Location to option within the dropdown menu. You can also Edit or Delete a Location be edited/deleted and then click on in Edit mode and you can edit it and save by click on. From Location:. You can delete. The Location will be opened it by click on. Select the location from the drop down menu from which the material is received Category : If you are classifying your document in different categories, select the applicable category from the drop down menu. This field is available only if you have configured Document Classification ON in Configuration ->Company Setup->Inventory->Basic. You can Add, Edit or Delete a Category by following the process described under Location Tab. Warehouse : Select the Warehouse from the drop down menu from which thematerial is being sent. This field is available only if you have configured Warehouse ON in configuration ->Company Setup>Inventory->Basic. To Warehouse : Select the Warehouse from the drop down menu to which the material is being sent. Receipt Date : Enter the Branch Receipt date which you wish to reflect in the document. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function. Receipt No. Prefix : While configuring your document, if you have opted to maintain manual prefix, select a prefix from the drop down list. If the required prefix does not exist in the list, you are able to create a new one by clicking on Icon or option within the dropdown menu and input a name. Number : While configuring your document, if you have opted to maintain manual numbering, enter a document number here. Tax : Select Inclusive from the drop down menu, if rates are inclusive of taxes else select Exclusive. This field is available only if you have configured Tax Applicable in Sales / Purchase ON in Configuration ->Company Setup->General Setup.

242 Pull From : This field is used to import data from the parent document. Upon selection, a list of parent documents will be on display. If there is no parent document linked, this option will be shown as Disabled Lookup : This option will work like a Bar Code. If you enter an item Code, the system Pick-up the relevant details automatically. So far we have entered the relevant details to clearly identify the Material Issue Memo. We will now enter the specific Item or Product details to generate a Branch Issue Receipt Memo; :Click here to add a Row to the table. You can also add a row by clicking on : Click here to delete a row from the table. Item Code : Select an Item code from the drop down list. Click on to add a new Item. Description : System will fill the description details automatically from Item Master. Unit : System will fill the unit details automatically from Item Master. Quantity : Enter the Item Quantity here. Rate : System will auto calculate and pick the rate of item based on your stock valuation method. Amount : System will calculate the Amount automatically i.e. with the multiplication of Quantity x Rate. Remark : If you wish to put any remark against an Item, enter here. Item Balance : System will display the Stock in hand of this particular item. The table is dynamic and many extra columns in the table would appear based on your Configuration in Company Setup. If you set up these fields, you will need to enter relevant values in columns created for each item Row. The columns which will appear based on Configuration in Company Setup are: Column Will appear if Tax Code General Setup Tax Applicable in Sales / purchase ON Tax Rate General Setup Tax Applicable in Sales / purchase ON Taxable General Setup Tax Applicable in Sales / purchase ON Tax Amount General Setup Tax Applicable in Sales / purchase ON Pack Unit Inventory -> Basic-> Separate Packing Unit ON Pack Qty Inventory -> Basic-> Separate Packing Unit ON Item Serial No. Inventory->Item Extended Property-> Item Serial no. Tracking ON Batch No. Inventory->Item Inventory - ON User Defined Item Attributes 1-5 Inventory->Item Attributes-Required Extended Property-> Batch wise Remark : Input here any remark pertaining to the document. Attachment : Here you may upload any supporting documents, which can be used for the future reference. You can browse the location to attach the same. Click on X to remove the attachment.

243 User Defined Fields 1-5 : During the Inventory Setup (->Inventory Setup->Inventory Document Custom Fields) if you have selected user defined fields, these will appear with the caption provided by you for these extra fields. You may enter the relevant values/data in the applicable field. Attribute : This field is available only if you have selected to use attributes in General Ledgers (Configuration -> Company Setup->Finance ->Attribute) and the a GL where attribute is linked is effected by this Branch Issue.For Example if you have allocated an attribute with GL Delivery Charges and an amount is going to be debited / credited by creation of this Branch Issue, the system will ask to select an attribute to be linked with Delivery Charges. Logistic Details If you want to keep logistic details, you can enter the following details, otherwise you can leave these fields blank. Field Name Description Destination Enter the Destination Name Shipping Mode Select the Shipping mode from drop down list Shipping Company Select the Shipping Company from the drop down list Shipping Tracking No. Enter the Shipping Tracking number issued by Shipping Co. Shipping Date Enter the Shipping Date Shipping Charges Enter the Shipping Charges to be paid to Shipping Co. Vehicle / Vessel No. Enter the Vehicle / Vessel No. by which goods are moving. Charge Type Select from drop down whether shipment charges are paid / Payable / To be Billed etc. Document Through Enter the how Shipment Documents are forwarded Port of Landing If it is an overseas consignment enter the Port of Landing. Port of Discharges If it is an overseas consignment enter the Port of Discharge. No. of Packets Enter total Number of packets dispatch under this Doc. Weight Enter the Total weight of the consignment. Click on to save the document prepared by you. Click on about this utility.. to print the document prepared by you. Click here Print Utility, to know more If you want to send a or SMS, Click on beside Mail and click on or SMS. : Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data. Import : Click on to Import Data and select a file from which Data is to be imported. Click here Import Utility, to know more about this utility.

244 Schedule : If you want to create a schedule for this document, click on Schedule a Document, to know more about this utility.. Click here You have completed Branch Issue Receipt. Open : Click here to open an existing Branch Issue Receipt.Click here Open a Document, to know more about this utility. Copy : Click here to copy the values from an existing Branch Issue Receipt. Click here Copy from a Document, to know more about this utility. We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning! Disclaimer

245 PRODUCTION Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Production Module. Under Production module you can create your Bill of Material, and generate various documents related to internal movement of Inventory items between Stocking warehouse and production floor. Production Module has Six menu options Bill of Material Production Assembling Production Disassembling Material Issue Request Issue to Production Floor Received from Production Floor We will explore each of them in detail.

246 Bill Of Material Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Bill of Material set up options. Before we begin, let us understand about the need of Bill of Material and the usage of this particular activity. In Bill of Material we setup details of various raw materials consumption for each item to be manufactured with predefined consumption ratio. This is normally a one-time process at the time of new bill of material addition for a item to be manufactured and this library of data is extensively used to capture and account for consumption of raw materials when you create a production. You can also edit and delete an already created set of information with required authorisation. The key functions of a Bill of Material Module are: Creation of a New Bill of Material; Modification of an existing Bill of Material; Deletion of an existing Bill of Material. We will be going through the each of these set of information in detail. New Bill of Material Creation If you are in Production Drop Down you need to select this; and the screen which appears looks like You can see the option at top right of the screen. Click on this option and you will be directed to the relevant Bill of Material creation screen.

247 Let us input data to create a new Bill of Material. Description : Enter a description for your identification. Finished Item : Select an item to be manufactured from the drop down menu. Base Quantity : Enter the Base quantity of the finished goods on the basis of which you are going to define the raw material consumption Pull From : This field is used to import data from the parent document. Upon selection,a list of parent documents will be on display. If there is no parent document linked, this option will be shown as Disabled Lookup : This option will work like a Bar Code. If you enter an item Code, the system Pick-up the relevant details automatically. So far we have entered the relevant details to clearly identify the Bill of Material and the Product to be manufactured. We will now enter the raw material items details to generate a Bill of Material; : Click here to add a Row to the table. : Click here to delete a row from the table. Item Code : Select, from the dropdown menu, an Item code of raw material to be consumed. Description : System will fill the description details automatically from Item Master. Pack Unit : System will fill the pack unit details automatically from Item Master. This field is available only if you have configured Separate Packing Unit ON in Company Setup_>Inventory->Basic.

248 Pack Quantity : Enter the pack consumption quantity here. This field is available only if you have configured Separate Packing Unit ON in Company Setup_>Inventory->Basic. Unit : System will fill the unit details automatically from Item Master. Quantity : Enter the consumption quantity here. Rate : System will auto calculate and pick the rate the rate of item based on your stock valuation method. Amount : System will calculate the Amount automatically User Defined Item Attributes 1-5 : Select an item attribute applicable to this item. This field is available only if you have configured Item attributes in Company Setup->Inventory->Item Attributes-Required Click on to save the values : Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data. Click on to Exit from the New Bill of Material. We are now back to the main screen for the Bill of Material. Edit : If you wish to Edit Bill Of Materiall, click on can make the required changes and click on. The Bill of Material will be opened in edit mode, you to save the changes made by you. If you think that this record is no more required, you can delete the record by clicking on Delete : If you wish to delete a Bill of Material data, Click on Export : Click on. and confirm the deletion. to Export the data as visible in the list to an Excel Sheet. Search : Type a text to search a particular record. Group : If you want to Group your display on any particular field, hold that field and drag a little up outside the Grid, your display will be grouped on that field. To remove the groupings drag the field back into the Grid column. Sort : If you want to sort data on a particular field, click on the label of that field, your data will be sorted on that field. You can reverse the order of sorting by just Double click on the label of that particular field. Click on to Exit from the Bill of Material. We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning! Disclaimer

249 Assembling Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Production Assembling memo preparation options. Before we begin, let us understand about the need of Production Assembling Entry and the relevance of this particular activity. When you manufacture any goods you need to adjust your Inventory records by increasing the inventory of Finished Goods and reducing the inventory of Raw Materials. Also, you need to calculate cost of your manufacturing. Through this module of AlignBooks you can enter your production details. You can create a Production Assembling Memo under Production Module of AlignBooks. The key functions of Production Assembling Memo Module are: Creation of a New Production Assembling Memo, Modification of an existing Production Assembling Memo; Deletion of an existing Production Assembling Memo. Configuration: AlignBooks provide you the facility to configure your Production Assembling Memo documents with respect to choice of maintaining multiple series of documents, choice of sending and SMS on creation/edit/approval of the document and for Approval System setting etc.

250 Click on Configuration to configure this document. Click here How to Configure a Document, to know more about this utility. Let s now understand how to create a New Production Assembling Memo in simple steps You have three ways to prepare an Production Assembling Memo; Enter fresh data for the first time; Open an existing document and use the Copy feature of AlignBooks to make the necessary changes. This will save your time and efforts; If you have data in an Excel Format, Import data and make the required changes. Let s enter the fresh set of data for the first time; Location: If you are handling multi locations, select the required location from the dropdown menu. This field is available only if you have configured Multi location ON in configuration ->Company Setup>General Setup.If your desired Location does not exist in the menu, you can create a New Location by clicking on Select a Location to option within the dropdown menu. You can also Edit or Delete a Location from Here. be edited/deleted and then click on and you can edit it and save by click on. You can delete. The Location will be opened in Edit mode it by click on. RM Warehouse : Select the warehouse from where Raw materials are issued for this production. Finished Warehouse : Select the ware house where the Finished Goods are to be stored. You can Add, Edit or Delete a warehouse by following the process described under Location Tab. It may be noted that relevant warehouse fields are available only if you have configured Warehouse ON in configuration ->Company Setup->Inventory->Basic. Production Floor : Select a production floor where the Goods are manufactured. You can Add, Edit or Delete a Production Floor by following the process described under Location Tab. Category : If you are classifying your document in different categories, select the applicable category from the drop down menu. This field is available only if you have configured Document Classification ON in Configuration ->Company Setup->Inventory->Basic.You can Add, Edit or Delete a Category by following the process described under Location Tab. Date : Enter the Production Assembling date which you wish to reflect in the document. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function. No. Prefix : While configuring your document, if you have opted to maintain manual prefix, select a prefix from the drop down list. If the required prefix does not exist in the list, you are able to create a new one by clicking on Icon or option within the dropdown menu and input a name. Number : While configuring your document, if you have opted to maintain manual numbering, enter a document number here.

251 Finished Item : Select the item manufactured. You can Add, Edit or Delete an item by followingthe process described under Location Tab. Bill of Material : Select the relevant Bill of material if already prepared to manufacture this item. If you select a Bill of material, you will be able to pull the Raw material consumption details automatically from there and the system will calculate the raw material consumption quantity based on the batch quantity produced.you can Add, Edit or Delete a Bill of Material by following the process described under Location Tab. Batch Quantity : Enter the Batch quantity of the production. GetRMConsumption : If you have selected a Bill of Material, click here to fetch and calculate the raw material consumption based on batch quantity. Otherwise you will need to input the details of Raw Material consumption manually. Pull From : This field is used to import data from the parent document. Upon selection, a list of parent documents will be on display. If there is no parent document linked, this option will be shown as Disabled Lookup : This option will work like a Bar Code. If you enter an item Code, the system Pick-up the relevant details automatically. So far we have entered the relevant details to clearly identify the Production Assembling Memo. We will now look into the specific Item consumed. Item consumption details, if already fetched from bill of material, will be displayed here. You can add, edit or remove the consumption quantity. If you have not fetched the details, you can enter the consumption details afresh. : Click here to add a Row to the table. : Click here to delete a row from the table. Item Code : Select, from the dropdown menu, an Item code of raw material to be consumed. Description : System will fill the description details automatically from Item Master. Pack Unit : System will fill the pack unit details automatically from Item Master. This field is available only if you have configured Separate Packing Unit ON in Company Setup_>Inventory->Basic. Pack Quantity : Enter the pack consumption quantity here. This field is available only if you have configured Separate Packing Unit ON in Company Setup_>Inventory->Basic. Unit : System will fill the unit details automatically from Item Master. Quantity : Enter the consumption quantity here. Rate : System will auto calculate and pick the rate the rate of item based on your stock valuation method. Amount : System will calculate the Amount automatically User Defined Item Attributes 1-5 : Select an item attribute applicable to this item. This field is available only if you have configured Item attributes in Company Setup->Inventory->Item Attributes-Required Remark : Input here any remark pertaining to the item. Item Balance : Here the system will display the item s stock in hand You have entered the item consumption details. Now we will cover the financial part of this production assembly memo.

252 Narration : Input here any narration pertaining to the document. Overhead GL : If you want to allocate any overhead expenses to this production, select the GL of overhead expenses. User Defined Fields 1-5 : During the Company Setup (->Inventory Setup->Inventory Document Custom Fields) if you have selected user defined fields, these will appear with the Caption provided by you for these extra fields. You may enter the relevant values/data in the applicable field. Total RM Amount: System will calculate the Total Value of items consumed and will display here. Overhead Expenses : Enter the amount of overhead expenses to be allocated. Overhead Expenses : Enter the amount of overhead expenses to be allocated. Finish Product Qty. : Enter the net quantity of finished product received. Click on to save the document prepared by you. Click on about this utility.. to print the document prepared by you. Click here Print Utility, to know more If you want to send a or SMS, Click on beside Mail and click on or SMS. : Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data. Import : Click on to Import Data and select a file from which Data is to be imported. Click here Import Utility, to know more about this utility. Schedule : If you want to create a schedule for this document, click on Schedule a Document, to know more about this utility.. Click here You have completed Production Assembling. Open : Click here to open an existing Production Assembling.Click here Open a Document, to know more about this utility.

253 Copy : Click here to copy the values from an existing Production Assembling. Click here Copy from a Document, to know more about this utility. We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning! Disclaimer

254 Disassembling Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Production Disassembling memo preparation options. Before we begin, let us understand about the need of Production Disassembling Entry and the relevance of this particular activity. Sometimes you may need to disassemble the finished product manufactured because of quality problem or any other reason. When you disassemble any goods you need to adjust your Inventory records by increasing the inventory of Raw Material and reducing the inventory of Finished Goods. Through this module of AlignBooks you can enter your productions disassemble details. You can create a Production Disassembling Memo under Production Module of AlignBooks. The key functions of Production Disassembling Memo Module are: Creation of a New Production Disassembling Memo, Modification of an existing Production Disassembling Memo; Deletion of an existing Production Disassembling Memo. Configuration:

255 AlignBooks provide you the facility to configure your Production Disassembling Memo documents with respect to choice of maintaining multiple series of documents, choice of sending and SMS on creation/edit/approval of the document and for Approval System setting etc. Click on Configuration to configure this document. Click here How to Configure a Document, to know more about this utility. Let s now understand how to create a New Production Disassembling Memo in simple steps You have three ways to prepare a Production Disassembling Memo; Enter fresh data for the first time; Open an existing document and use the Copy feature of AlignBooks to make the necessary changes. This will save your time and efforts; If you have data in an Excel Format, Import data and make the required changes. Let s enter the fresh set of data for the first time; Location: If you are handling multi locations, select the required location from the dropdown menu. This field is available only if you have configured Multi location ON in configuration ->Company Setup>General Setup.If your desired Location does not exist in the menu, you can create a New Location by clicking on Select a Location to option within the dropdown menu. You can also Edit or Delete a Location from Here. be edited/deleted and then click on and you can edit it and save by click on. You can delete. The Location will be opened in Edit mode it by click on. RM Warehouse : Select the warehouse where Raw materials so disassembled will be stored. Finished Warehouse : Select the ware house from where the Finished Goods are issued for disassembling. You can Add, Edit or Delete a warehouse by following the process described under Location Tab. It may be noted that relevant warehouse fields are available only if you have configured Warehouse ON in configuration ->Company Setup->Inventory->Basic. Production Floor : Select a production floor where the Goods are disassembled. You can Add, Edit or Delete a Production Floor by following the process described under Location Tab. Category : If you are classifying your document in different categories, select the applicable category from the drop down menu. This field is available only if you have configured Document Classification ON in Configuration ->Company Setup->Inventory->Basic.You can Add, Edit or Delete a Category by following the process described under Location Tab. Date : Enter the Production Disassembling date which you wish to reflect in the document. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function. No. Prefix : While configuring your document, if you have opted to maintain manual prefix, select a prefix from the drop down list. If the required prefix does not exist in the list, you are able to create a new one by clicking on Icon or option within the dropdown menu and input a name. Number : While configuring your document, if you have opted to maintain manual numbering, enter a document number here.

256 Finished Item : Select the item to be disassembled. You can Add, Edit or Delete an item by followingthe process described under Location Tab. Bill of Material : Select the relevant Bill of material if already prepared to manufacture this item. If you select a Bill of material, you will be able to pull the Raw material consumption details automatically from there and the system will calculate the raw material consumption quantity based on the batch quantity disassembled. You can Add, Edit or Delete a Bill of Material by following the process described under Location Tab Batch Quantity : Enter the Batch quantity of the disassembling. GetRMproduced : If you have selected a Bill of Material, click here to fetch and calculate the raw material extracted based on batch quantity. Otherwise you will need to input the details of Raw Material extracted manually. Pull From : This field is used to import data from the parent document. Upon selection, a list of parent documents will be on display. If there is no parent document linked, this option will be shown as Disabled. Lookup : This option will work like a Bar Code. If you enter an item Code, the system Pick-up the relevant details automatically. So far we have entered the relevant details to clearly identify the Production Disassembling Memo. We will now look into the specific Item extracted. Item extrusion details, if already fetched from bill of material, will be displayed here. You can add, edit or remove the actual extracted quantity. If you have not fetched the details, you can enter the extrusion details afresh. : Click here to add a Row to the table. : Click here to delete a row from the table Item Code : Select, from the dropdown menu, an Item code of raw material to be consumed. Description : System will fill the description details automatically from Item Master. Pack Unit : System will fill the pack unit details automatically from Item Master. This field is available only if you have configured Separate Packing Unit ON in Company Setup_>Inventory->Basic. Pack Quantity : Enter the pack consumption quantity here. This field is available only if you have configured Separate Packing Unit ON in Company Setup_>Inventory->Basic. Unit : System will fill the unit details automatically from Item Master. Quantity : Enter the consumption quantity here. Rate : System will auto calculate and pick the rate the rate of item based on your stock valuation method. Amount : System will calculate the Amount automatically User Defined Item Attributes 1-5 : Select an item attribute applicable to this item. This field is available only if you have configured Item attributes in Company Setup->Inventory->Item Attributes-Required Remark : Input here any remark pertaining to the item. Item Balance : Here the system will display the item s stock in hand You have entered the item consumption details. Now we will cover the financial part of this production assembly memo.

257 Narration : Input here any narration pertaining to the document. User Defined Fields 1-5 : During the Company Setup (->Inventory Setup->Inventory Document Custom Fields) if you have selected user defined fields, these will appear with the Caption provided by you for these extra fields. You may enter the relevant values/data in the applicable field. Total RM Amount : System will calculate the Total Value of items extracted and will display here. Click on to save the document prepared by you. Click on about this utility.. to print the document prepared by you. Click here Print Utility, to know more If you want to send a or SMS, Click on beside Mail and click on or SMS. : Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data. Import : Click on to Import Data and select a file from which Data is to be imported. Click here Import Utility, to know more about this utility. Schedule : If you want to create a schedule for this document, click on Schedule a Document, to know more about this utility.. Click here You have completed Production Disassembling. Open : Click here to open an existing Production Disassembling.Click here Open a Document, to know more about this utility. Copy : Click here to copy the values from an existing Production Disassembling. Click here Copy from a Document, to know more about this utility. We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning! Disclaimer

258 Material Issue Request Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Material Issue Request preparation options. Before we begin, let us understand about the need of Material Issue Request Entry and the relevance of this particular activity. If you are involved in manufacturing activities, you will need to get Raw material and consumables issued for consumption and for this, you will need to raise a material issue request. On the basis of this material issue request, the concerned warehouse/store will issue the material to the production floor. You can create Material Issue Request under Production Module of AlignBooks. The key functions of Material Issue Request Module are: Creation of a New Material Issue Request, Modification of an existing Material Issue Request; Deletion of an existing Material Issue Request. Configuration: AlignBooks provide you the facility to configure your Material Issue Request documents with respect to choice of maintaining multiple series of documents, choice of sending and SMS on creation/edit/approval of the document and for Approval System setting etc. Click on Configuration to configure this document. Click here How to Configure a Document, to know more about this utility.

259 Let s now understand how to create a New Material Issue Request in simple steps. You have three ways to prepare a Material Issue Request; Enter fresh data for the first time; Open an existing document and use the Copy feature of AlignBooks to make the necessary changes. This will save your time and efforts; If you have data in an Excel Format, Import data and make the required changes. Let s enter the fresh set of data for the first time; Location: If you are handling multi locations, select the required location from the dropdown menu. This field is available only if you have configured Multi location ON in configuration ->Company Setup>General Setup.If your desired Location does not exist in the menu, you can create a New Location by clicking on Select a Location to option within the dropdown menu. You can also Edit or Delete a Location from Here. be edited/deleted and then click on and you can edit it and save by click on. You can delete. The Location will be opened in Edit mode it by click on. Category : If you are classifying your document in different categories, select the applicable category from the drop down menu. This field is available only if you have configured Document Classification ON in Configuration ->Company Setup->Inventory->Basic.You can Add, Edit or Delete a Category by following the process described under Location Tab. Warehouse : Select the Warehouse from the drop down menu to which the request is being sent. This field is available only if you have configured Warehouse ON in configuration ->Company Setup>Inventory->Basic. Request Date : Enter the Material Issue Request date which you wish to reflect in the document. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function Request No. Prefix : While configuring your document, if you have opted to maintain manual prefix, select a prefix from the drop down list. If the required prefix does not exist in the list, you are able to create a new one by clicking on Icon or option within the dropdown menu and input a name. Number : While configuring your document, if you have opted to maintain manual numbering, enter a document number here. Production Floor : Select a production floor for which request is raised. You can Add, Edit or Delete a Production Floor by following the process described under Location Tab. Pull From : This field is used to import data from the parent document. Upon selection, a list of parent documents will be on display. If there is no parent document linked, this option will be shown as Disabled Lookup : This option will work like a Bar Code. If you enter an item Code, the system Pick-up the relevant details automatically. So far we have entered the relevant details to clearly identify the Material Issue Request. We will now enter the specific Item or Product details to generate a material Issue Request;

260 : Click here to add a Row to the table. : Click here to delete a row from the table. Item Code : Select an Item code from the drop down list. Click on to add a new Item. Description : System will fill the description details automatically from Item Master. Unit : System will fill the unit details automatically from Item Master. Quantity : Enter the Item Quantity here. Rate : System will auto calculate and pick the rate of item based on your stock valuation method. Amount : System will calculate the Amount automatically i.e. with the multiplication ofquantity x Rate. Remark : If you wish to put any remark against an Item, enter here. Item Balance : System will display the Stock in hand of this particular item. The table is dynamic and some extra columns in the table would appear based on your Configuration in Company Setup. If you set up these fields, you will need to enter relevant values in columns created for each item Row. The columns which will appear based on Configuration in Company Setup are: Column Will appear if Pack Unit Inventory -> Basic-> Separate Packing Unit ON Pack Qty Inventory -> Basic-> Separate Packing Unit ON Item Serial No. Inventory->Item Extended Property-> Item Serial no. Tracking ON Batch No. Inventory->Item Inventory - ON User Defined Item Attributes 1-5 Inventory->Item Attributes-Required Extended Property-> Batch wise Remark : Input here any remark pertaining to the document. Attachment : Here you may upload any supporting documents, which can be used for the future reference. You can browse the location to attach the same. Click on X to remove the attachment. User Defined Fields 1-5 : During the Inventory Setup (->Inventory Setup->Inventory Document Custom Fields) if you have selected user defined fields, these will appear with the caption provided by you for these extra fields. You may enter the relevant values/data in the applicable field. Click on to save the document prepared by you. Click on about this utility.. to print the document prepared by you. Click here Print Utility, to know more If you want to send a or SMS, Click on beside Mail and click on or SMS.

261 : Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data. Import : Click on to Import Data and select a file from which Data is to be imported. Click here Import Utility, to know more about this utility. Schedule : If you want to create a schedule for this document, click on Schedule a Document, to know more about this utility.. Click here You have completed Material Issue Request. Open : Click here to open an existing Material Issue Request.Click here Open a Document, to know more about this utility. Copy : Click here to copy the values from an existing Material Issue Request. Click here Copy from a Document, to know more about this utility. We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning! Disclaimer

262 Issue To Production Floor Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Issue to Production Floor document preparation options. Before we begin, let us understand about the need of Issue to Production Floor Entry and the relevance of this particular activity. If you are involved in manufacturing activities, you will need to issue Raw material and consumables to the production floor and to keep the records of material issued from time to time, you will need to prepare an Issue to Production Floor document. You can create Issue to Production Floor document under Production Module of AlignBooks. The key functions of Issue to Production Floor Module are: Creation of a New Issue to Production Floor document, Modification of an existing Issue to Production Floor document; Deletion of an existing Issue to Production Floor document. Configuration: AlignBooks provide you the facility to configure your Issue to Production Floor documents with respect to choice of maintaining multiple series of documents, choice of sending and SMS on creation/edit/approval of the document and for Approval System setting etc. Click on Configuration to configure this document. Click here How to Configure a Document, to know more about this utility.

263 Let s now understand how to create a New Issue to Production Floor in simple steps. You have three ways to prepare a Document; Enter fresh data for the first time; Open an existing document and use the Copy feature of AlignBooks to make the necessary changes. This will save your time and efforts; If you have data in an Excel Format, Import data and make the required changes. Let s enter the fresh set of data for the first time; Location: If you are handling multi locations, select the required location from the dropdown menu. This field is available only if you have configured Multi location ON in configuration ->Company Setup>General Setup.If your desired Location does not exist in the menu, you can create a New Location by clicking on Select a Location to option within the dropdown menu. You can also Edit or Delete a Location from Here. be edited/deleted and then click on and you can edit it and save by click on. You can delete. The Location will be opened in Edit mode it by click on. Category : If you are classifying your document in different categories, select the applicable category from the drop down menu. This field is available only if you have configured Document Classification ON in Configuration ->Company Setup->Inventory->Basic.You can Add, Edit or Delete a Category by following the process described under Location Tab. Warehouse : Select the Warehouse from the drop down menu from where the goods are being issued. This field is available only if you have configured Warehouse ON in configuration ->Company Setup->Inventory->Basic. Issue Date: Enter the date of Issue to Production Floor which you wish to reflect in the document. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function. Issue No. Prefix : While configuring your document, if you have opted to maintain manual prefix, select a prefix from the drop down list. If the required prefix does not exist in the list, you are able to create a new one by clicking on Icon or option within the dropdown menu and input a name. Number : While configuring your document, if you have opted to maintain manual numbering, enter a document number here. Production Floor : Select a production floor to which the materials are issued. You can Add, Edit or Delete a Production Floor by following the process described under Location Tab. Pull From :This field is used to import data from the parent document. Upon selection, a list of parent documents will be on display. If there is no parent document linked, this option will be shown as Disabled Lookup : This option will work like a Bar Code. If you enter an item Code, the system Pick-up the relevant details automatically. So far we have entered the relevant details to clearly identify the Issue to Production Floor document. We will now enter the specific Item or Product details to generate an Issue to Production Floor document;

264 : Click here to add a Row to the table. : Click here to delete a row from the table. Item Code : Select an Item code from the drop down list. Click on to add a new Item. Description : System will fill the description details automatically from Item Master. Unit : System will fill the unit details automatically from Item Master. Quantity : Enter the Item Quantity here. Rate : System will auto calculate and pick the rate of item based on your stock valuation method. Amount : System will calculate the Amount automatically i.e. with the multiplication ofquantity x Rate. Remark : If you wish to put any remark against an Item, enter here. Item Balance : System will display the Stock in hand of this particular item. The table is dynamic and some extra columns in the table would appear based on your Configuration in Company Setup. If you set up these fields, you will need to enter relevant values in columns created for each item Row. The columns which will appear based on Configuration in Company Setup are: Column Will appear if Pack Unit Inventory -> Basic-> Separate Packing Unit ON Pack Qty Inventory -> Basic-> Separate Packing Unit ON Item Serial No. Inventory->Item Extended Property-> Item Serial no. Tracking ON Batch No. Inventory->Item Inventory - ON User Defined Item Attributes 1-5 Inventory->Item Attributes-Required Extended Property-> Batch wise Remark : Input here any remark pertaining to the document. Attachment : Here you may upload any supporting documents, which can be used for the future reference. You can browse the location to attach the same. Click on X to remove the attachment. User Defined Fields 1-5 : During the Inventory Setup (->Inventory Setup->Inventory Document Custom Fields) if you have selected user defined fields, these will appear with the caption provided by you for these extra fields. You may enter the relevant values/data in the applicable field. Click on to save the document prepared by you. Click on about this utility.. to print the document prepared by you. Click here Print Utility, to know more

265 If you want to send a or SMS, Click on beside Mail and click on or SMS. : Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data. Import : Click on to Import Data and select a file from which Data is to be imported. Click here Import Utility, to know more about this utility. Schedule : If you want to create a schedule for this document, click on Schedule a Document, to know more about this utility.. Click here You have completed Issue to Production Floor document. Open : Click here to open an existing Issue to Production Floor document.click here Open a Document, to know more about this utility. Copy : Click here to copy the values from an existing Issue to Production Floor document. Click here Copy from a Document, to know more about this utility. We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning! Disclaimer

266 Received From Production Floor Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Received from Production Floor document preparation options. Before we begin, let us understand about the need of Received from Production Floor Entry and the relevance of this particular activity. If you are involved in manufacturing activities, you will need to account for Finished Goods produced by your production Floor. Also sometimes production floor returns unused raw materials or consumables which you need to account for in your inventory records. For this you will need to prepare a Received from Production Floor Document. You can create Received from Production Floor document under Production Module of AlignBooks. The key functions of Received from Production Floor Module are: Creation of a New Received from Production Floor Document, Modification of an existing Received from Production Floor Document; Deletion of an existing Received from Production Floor Document. Configuration: AlignBooks provide you the facility to configure your Received from Production Floor documents with respect to choice of maintaining multiple series of documents, choice of sending and SMS on creation/edit/approval of the document and for Approval System setting etc. Click on Configuration to configure this document. Click here How to Configure a Document, to know more about this utility.

267 Let s now understand how to create a New Received from Production Floor document in simple steps. You have three ways to prepare a document; Enter fresh data for the first time; Open an existing document and use the Copy feature of AlignBooks to make the necessary changes. This will save your time and efforts; If you have data in an Excel Format, Import data and make the required changes. Let s enter the fresh set of data for the first time Location: If you are handling multi locations, select the required location from the dropdown menu. This field is available only if you have configured Multi location ON in configuration ->Company Setup>General Setup.If your desired Location does not exist in the menu, you can create a New Location by clicking on Select a Location to option within the dropdown menu. You can also Edit or Delete a Location from Here. be edited/deleted and then click on and you can edit it and save by click on. You can delete. The Location will be opened in Edit mode it by click on. Category : If you are classifying your document in different categories, select the applicable category from the drop down menu. This field is available only if you have configured Document Classification ON in Configuration ->Company Setup->Inventory->Basic.You can Add, Edit or Delete a Category by following the process described under Location Tab. Warehouse : Select the Warehouse from the drop down menu from where the goods are being issued. This field is available only if you have configured Warehouse ON configuration ->Company Setup->Inventory->Basic. Receipt Date : Enter the date of Receipt from Production Floor which you wish to reflect in the document. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function. Receipt No. Prefix : While configuring your document, if you have opted to maintain manual prefix, select a prefix from the drop down list. If the required prefix does not exist in the list, you are able to create a new one by clicking on Icon or option within the dropdown menu and input a name. Number : While configuring your document, if you have opted to maintain manual numbering, enter a document number here. Production Floor : Select a production floor to which the materials are issued. You can Add, Edit or Delete a Production Floor by following the process described under Location Tab. Pull From :This field is used to import data from the parent document. Upon selection, a list of parent documents will be on display. If there is no parent document linked, this option will be shown as Disabled Lookup : This option will work like a Bar Code. If you enter an item Code, the system Pick-up the relevant details automatically. So far we have entered the relevant details to clearly identify the Issue to Production Floor document. We will now enter the specific Item or Product details to generate an Issue to Production Floor document;

268 : Click here to add a Row to the table. : Click here to delete a row from the table. Item Code : Select an Item code from the drop down list. Click on to add a new Item. Description : System will fill the description details automatically from Item Master. Unit : System will fill the unit details automatically from Item Master. Quantity : Enter the Item Quantity here. Rate : System will auto calculate and pick the rate of item based on your stock valuation method. Amount : System will calculate the Amount automatically i.e. with the multiplication ofquantity x Rate. Remark : If you wish to put any remark against an Item, enter here. Item Balance : System will display the Stock in hand of this particular item. The table is dynamic and some extra columns in the table would appear based on your Configuration in Company Setup. If you set up these fields, you will need to enter relevant values in columns created for each item Row. The columns which will appear based on Configuration in Company Setup are: Column Will appear if Pack Unit Inventory -> Basic-> Separate Packing Unit ON Pack Qty Inventory -> Basic-> Separate Packing Unit ON Item Serial No. Inventory->Item Extended Property-> Item Serial no. Tracking ON Batch No. Inventory->Item Inventory - ON User Defined Item Attributes 1-5 Inventory->Item Attributes-Required Extended Property-> Batch wise Remark : Input here any remark pertaining to the document. Attachment : Here you may upload any supporting documents, which can be used for the future reference. You can browse the location to attach the same. Click on X to remove the attachment. User Defined Fields 1-5 : During the Inventory Setup (->Inventory Setup->Inventory Document Custom Fields) if you have selected user defined fields, these will appear with the caption provided by you for these extra fields. You may enter the relevant values/data in the applicable field. Click on to save the document prepared by you. Click on about this utility.. to print the document prepared by you. Click here Print Utility, to know more If you want to send a or SMS, Click on beside Mail and click on or SMS.

269 : Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data. Import : Click on to Import Data and select a file from which Data is to be imported. Click here Import Utility, to know more about this utility. Schedule : If you want to create a schedule for this document, click on Schedule a Document, to know more about this utility.. Click here You have completed Issue to Production Floor document. Open : Click here to open an existing Issue to Production Floor document.click here Open a Document, to know more about this utility. Copy : Click here to copy the values from an existing Issue to Production Floor document. Click here Copy from a Document, to know more about this utility. We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning! Disclaimer

270 OTHER CONFIGURATION <TODO>: Insert description text here... And don't forget to add keyword for this topic

271 Currency Conversion Rate Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Currency Conversion Rate set up options. Before we begin, let us understand about the need of Currency Conversion Rate setup and the usage of this particular activity. If you are in a business where you need to raise invoice and get your purchase documents in different currency than the base currency in which you are maintaining your accounting records, you will need to convert the document currency (currency in which document is prepared) into your base currency for all accounting purposes. Now a days the rate of currency fluctuate every movement and it is not practically possible to get the conversion rate every time you generate a document. To overcome this situation you need to take a base conversion rate daily, weekly or monthly and based on that conversion rate documents prepared by you are converted and accounted for in you books of accounts. When you receive or make the actual payment, the difference (actual payments/receipts and amount booked earlier) is accounted for in Fluctuation difference account. Therefore, in Currency Conversion Rate we setup the conversion rate for each currency with all the available data at hand. This library of data is extensively used to capture and auto generate the required documents and reports in a desired format. This facility is available only if you have configured Multi Currency -ON while configuring your Company Setup. For doing so, go to Configuration -> Company Setup -> General Setup and keep the Multi Currency option ON. You can also edit and delete an already created set of information with required authorisation. The key functions of a Currency Conversion Rate Module are: Creation of a New Conversion Rate Master; Modification of an existing Conversion Rate Master; Deletion of an existing Conversion Rate Master. We will be going through the each of these set of information in detail. New Conversion Rate Master Creation If you are on home page, you need to click on available under Configuration Menu. Click on will look like; Icon titled as Configuration. You will get many options to select this option. The Screen appears

272 You can see the option at top right of the screen. Click on this option and you will be directed to the relevant Conversion Master creation screen Description : Type a Description for the identification of conversion rate master. Effective From : Enter date from which these rates are effective in DD/MM/YYYY format. You can pick a rate from calendar function. Get Latest Rate : Click here to get last rates available in the System. A list of currencies you are presently dealing with is displayed showing name of Country, Code of Country Currency Symbol and Rate. If you want to add more currencies, click on Rate : yyou can input the current rate or can get latest rate as discussed above. Click on to Save the values tab.

273 Click on to exit from New currency conversion rate master. Edit: If you wish to Edit a currency conversion rate, click on. The currency conversion ratedetails will be opened in edit mode, you can make the required changes and click on to save the changes made by you. If you think that this record is no more required, you can delete the record by clicking on. Delete : If you wish to delete a currency conversion rate data, Click on and confirm the deletion. It is advisable not to delete an currency conversion rate data, you can always opt to make it Inactive. Export : Click on to Export the data as visible in the list to an Excel Sheet. Search : Type a text to search a particular record. Group : If you want to Group your display on any particular field, hold that field and drag alittle up outside the Grid, your display will be grouped on that field. To remove the grouping drag the field back into the Grid column. Sort : If you want to sort data on a particular field, click on the label of that field, your data will be sorted on that field. You can reverse the order of sorting by just Double click on the label of that particular field. Click on to Exit from the Currency Conversion Rate. We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning! Disclaimer

274 Locations Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Locations set up options. In different industries, Locations are known with different names like Branch, Stores, Divisions, and Factory etc. In your Company setup if you have labeled your Location in any Name i.e. Branch or Store, the Label of Location field will appear accordingly but in our help studio, we will use the term Location everywhere. Before we begin, let us understand about the need of Locations setup and the usage of this particular activity. Most of the business operations are spread over multi locations and you may need to maintain separate financial records for each location or branch, this will help to validate the performance of each location or branch and helps you to make proper business decisions based on the performance of each location. To avoid the difficulties of consolidating the financials at parent level, Alignbooks maintain your accounts for each location on standalone basis along with the consolidated accounts for the whole company. Therefore, in Locations we setup the Location profile for each Location with all the available data at hand. This is normally a one-time process at the time of new Location addition and this library of data is extensively used to capture, generate and auto generate the required documents and reports in a desired format. This facility is available only if you have configured Multi Locations -ON while configuring your Company Setup. For doing so, go to Configuration -> Company Setup -> General Setup and keep the Multi Location option ON. You can also edit and delete an already created set of information with required authorisation. The key functions of a Locations Module are: Creation of a New Location Record; Modification of an existing Location Record; Deletion of an existing Location record. We will be going through the each of these set of information in detail. New Location Creation If you are on home page, you need to click on available under Configuration Menu. Click on Icon titled as Configuration. You will get many options to select this option. The Screen appears will look like;

275 You can see the option at top right of the screen. Click on this option and you will be directed to the relevant Location creation screen. Here you will have two relevant sections where all the required data pertaining to a new Location can be captured.

276 We will start with Basic first; Name: Here you input the name with which you are used to identify your Location. Code: This is a system generated automated code to uniquely identify a Location. GST No.: Enter GST No. of Location if it is different from main operational centre of the company. Inactive: Select ON if you want to make a Location inactive. During any business transaction such inactive Location names will not appear in your list of Location name. You can reactivate Location again by selecting OFF.

277 Party: Party here represents a Location control account, Select a control account from the dropdown list. Location Control Account represents the account to be used for giving Accounting impact for transactions (Both Financial and movement of stocks) made with this Location. To tackle and ease the process, Align Book is treating all the locations same like customers to one another. Example: If location A is transferring goods to location B, location A must debit to location B by crediting its inventory for the goods value and vice versa for location B s books. We are now finished with the basic part and made a unique identification for the Location. We will now look into the Address input of the Location. Address: Input here the complete address which needs to be printed on the invoices/bills and other reports. The address should suffice the requirement of all tax related requirement. Make sure that the address is complete and understandable to any third party Ex. Flat #, Building No./Name, Street name/no., Area, Land mark etc. Country : Select from the drop down the Country of the address entered above.. If the required Country does not exist in the list, you can create a new Country by clicking on dropdown menu. Icon or option within the State : Select from the drop down the State of the address entered above. If the required State does not exist in the list, you can create a new State by clicking on menu. Icon or option within the dropdown City : Select from the drop down the City of the address entered above.. If the required City does not exist in the list, you can create a new City by clicking on Icon or option within the dropdown menu. PIN : Input here the required PIN to identify the relevant address. For postal communications Pin code is must. Phone: Input here the most relevant contact number of the Location for a speech conversation. Input here the most relevant address of the Location for written communication. Longitude: Input here the longitude of Location via Google Map to locate Location easily. Click on to find your location s longitude. Latitude: Input here the latitude of Location via Google Map to locate Location easily. Click on find your location s latitude. Click on to Save the values. to

278 : Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data Click on to Exit from the New Location Form. We are now back to the main screen for the Locations. Edit: If you wish to Edit a Location, click on the required changes and click on. The Location details will be opened in edit mode, you can make to save the changes made by you. If you think that this record is no more required, you can delete the record by clicking on. Delete : If you wish to delete a location data, Click on and confirm the deletion. It is advisable not to delete an location data, you can always opt to make it Inactive. Export : Click on to Export the data as visible in the list to an Excel Sheet. Search : Type a text to search a particular record. Group : If you want to Group your display on any particular field, hold that field and drag alittle up outside the Grid, your display will be grouped on that field. To remove the grouping drag the field back into the Grid column. Sort : If you want to sort data on a particular field, click on the label of that field, your data will be sorted on that field. You can reverse the order of sorting by just Double click on the label of that particular field. Click on to Exit from the Locations. We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning! Disclaimer

279 Manage User Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Ma set up options. Before we begin, let us understand about the need of Manage User Utility and the usage of this particular activity. Manage User If more than one person is working on maintaining the records of the company and creating various documents to add user to help you to see the reports and other data, the multiple users can be added and all such users ca AlignBooks at a time by using their User ID and password. AlignBooks will keep the log of individual user s activities so that it could be tracked who has done what. This lo help you to assess user performance and to make the user accountable. Here, you may have a concern that if all users will have access to all data of the company, the trade secrecy, data operational efficiency may be compromised. To overcome this situation, AlignBooks provide the feature to define accessibility of a user. You can create a user with limited rights and limited access to various modules of AlignBo can define as what a particular User can do and what he/she can t do. When you register yourself with AlignBooks, by default you are registered as one User of the company with Administrator. Now you can create more users as per your requirement. It is an inbuilt facility with your subscription licence that you can create and register total 5 Users (Including Ad under one company. If you want to add more than 5 users, you have to buy additional subscription for addition us This Manage User utility will assist you in Creating a new user and defining right of accessibility and functionality Edit / Modify the user rights for users created earlier. If you are on home page, you need to click on Configuration Menu. Click on Icon titled as Configuration. You will get many options ava to select this option. The Screen appears will look like; Let us explore how you create a new user; You can see the option at top right corner of the screen. Click on this option and you will be directed relevant user creation screen.

280 First you will need to enter the Basic Information of a new user and create a Login ID and password for the ne us input the data of new user; Name : Select a gender title of the user. Enter first name of the user. Enter last Name of the User. Login ID : Enter a login Id to be used by this user to Login in AlignBooks. Kindly note that the User ID unique one. For the ease of remember, you can use his/her ID or Mobile No. as User ID. Password: Give minimum 6 Digit password to be used by this user for first Login. The user will be at libert change the password after first login. Confirm Password: Re-enter the password to Confirm. Enter a valid ID of the user. To validate the user, AlignBooks will send a registration link on th ID. Mobile No.: Enter mobile number of the user.

281 Inactive: If you want to make a User Inactive for the time being i.e. you want to restrict his/her access to keep this option ON. Company: If you are maintaining multiple company on AlignBooks all the companies so maintained would and you can Select the Companies in which the user is given access right. To Select/Unselect a Company, C The user will be given same rights in all the selected companies. If you want to give different access rights in different Companies, you can go to Edit user and select a different co different Rights. If you want to remove all access rights in any Company, you can go to Edit user and select that company and un rights. Click on to Define the user rights. Here you will find three types of user rights i.e. Administrator, Reports only and Custom. Click on Click on to select the right to be given to the user. to go back to previous page.

282 Click on to go to next page. If you have selected user type as Custom the system will prompt to define user rights. On this page you can select module wise user rights for AlignBooks Modules in terms of viewing dashboards, transactions i.e. data entry/editing and Viewing reports etc. Against each module three types of rights are available Dash Board Transactions Reports Click in the Check Boxes against respective Item Columns to select/unselect the right. (Tick the check box the checkbox Blank to Disallow). Click on Click on to go back to previous page. to go to next page. to

283 In this screen you can further allow or restrict the Transaction action rights of a user. Click in the Check Boxes against respective Item Column to select/unselect the right. (Tick the checkbox the checkbox Blank to Disallow). Click on Click on to go back to previous page. to go to next page. to

284 In this screen you can further allow or restrict the Report action rights of a user. Click in the Check Boxes against respective Item Column to select/unselect the right. (Tick the checkbox the checkbox Blank to Disallow). Click on Click on to go back to previous page. to go to next page. to

285 In this screen you can allow/restrict some special task rights of the user like creating a new company, Back Date da Please go through the details given with the specific right and select/unselect to permit/not permit the User with th of rights. (Tick the checkbox Click on Click on to Allow, Keep the checkbox Blank to Disallow). to go back to previous page. to go to next page. You have completed new user configuration.

286 Click on to Save the New User. Once you click on Save, AlignBooks will send a Registration link at Em by you for this user. Once he/she click on Registration link send on , he will be allowed to have access an to AlignBooks. Now, you are back on Manage User main screen. Invite User : Click on to invite a Guest user. AlignBooks provide you with the facility to invite your Auditors as a Guest User to view and audit your data sittin location. However, your Auditor must be in the registered user list of the AlignBooks. Any Chartered Accounta Financial Professional can register with AlignBooks absolutely free of cost. Registration of a CA/ICWA/CS/CPA is free and to add him as Guest User you need not to pay any subscription and will also not be counted in permissible number of 5 Users. For Chartered Accountant and other Financial Professionals, AlignBooks is providing a special platform to view his data from his/her own login ID provided the client has added him/her as Guest User. When a CA will login from Login ID, a list of all companies who has invited him/her as Guest User will appear on his Dash Board and from the she can select a Company and will be able to access data as per rights given by that Company. Edit/Modify Rights of existing user : In the main screen of Manage User, you can see a list of users created so far along with option to Edit against ea

287 Click on to edit the basic information or access Rights of a user for any company and follow the similar proces in New User. Export : Click on to Export the data as visible in the list to an Excel Sheet. Search : Type a text to search a particular record. Group : If you want to Group your display on any particular field, hold that field and drag a little up outside the display will be grouped on that field. To remove the groupings drag the field back into the Grid column. Sort : If you want to sort data on a particular field, click on the label of that field, your data will be sorted on that can reverse the order of sorting by just Double click on the label of that particular field. Click on Disclaimer to Exit from the Manage User utility.

288 Taxcode Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the tax code set up options. Before we begin, let us understand about the need of tax code setup and the usage of this particular activity. You will be required to set up your tax codes only if you are registered under Indirect Tax Laws of your country i.e. you are paying indirect taxes on your procurements and you are liable to collect indirect taxes on your sales e.g. GST in India. If it is so, you should configure Tax applicable in Sales/Purchase ON in Configuration->General Setup Generally tax rates are different for different items and their accounting treatment also differs from case to case. For the ease of work at the time of creating different purchase / sales documents you need to set Tax codes applicable to your various item you are dealing in. Once you setup tax codes and link these with the items you are dealing with accurately, your sales / purchase document creation will be easy, accurate and fast. With this one time exercise you can be rest assured that you are duly complying with your Indirect Tax laws. You can also edit and delete an already created set of information with required authorisation. The key functions of a Tax code setup Module are: Creation of a New Tax code; Modification of an existing Tax code; Deletion of an existing Tax code. We will be going through the each of these set of information in detail. If you are on home page, you need to click on available under Configuration Menu. Click on Icon titled as Configuration. You will get many options to select this option. The Screen appears will look like;

289 New Tax code Creation You can see the option at top right of the screen. Click on this option and you will be directed to the relevant Tax code creation screen. Here you will have four relevant sections where all the required data pertaining to a new Tax Code can be captured. We will start with Basic first; Description : Type a Description for your identification of nature of Tax code. Tax Code : Enter a Tax Code of maximum of 4 numeric/alpha numeric.

290 Tax Rate : Enter Rate of Tax for this code. Inactive : If for any reason a particular Tax Code has become Inactive for the time being and you want that at the time of transactions name of that Tax Code does not appear in the list of Tax Codes, keep Inactive as ON. CGST % : Enter share of Central Government in total Tax Rate i.e. 2 % out of total 4 % SGST % : Enter the Share of State Government i.e. Total Tax Rate Share of CentralGovernment We are now finished with the basic part and made a unique identification for the Tax Code. We will now look into the Input Ledgers of this Tax code. CGST Ledger : Select from the dropdown a General Ledger for posting input credit of CGST. SGST Ledger : Select from the dropdown a General Ledger for posting input credit of SGST. IGST Ledger : Select from the dropdown a General Ledger for posting input credit of IGST. If the required ledger does not exist in the list, you can add a new one by clicking on within the dropdown list. Icon or We are now finished with the Input Ledger selection for the Tax Code. We will now look into the Output Ledgers of this Tax code. CGST Ledger : Select from the dropdown a General Ledger for posting output debit of CGST. SGST Ledger : Select from the dropdown a General Ledger for posting output debit of SGST. IGST Ledger : Select from the dropdown a General Ledger for posting output debit of IGST. If the required ledger does not exist in the list, you can add a new one by clicking on the dropdown list. Icon or within We are now finished with the Output Ledger selection for the Tax Code. We will now look into the Reverse Charge Ledgers of this Tax code. CGST Ledger : Select a GL for posting amount charged on Reverse Charge of CGST. SGST Ledger : Select a GL for posting amount charged on Reverse Charge of SGST.

291 IGST Ledger : Select a GL for posting amount charged on Reverse Charge of IGST. If the required ledger does not exist in the list, you can add a new one by clicking on within the dropdown list. Click on Click on Icon or to Save the values entered by you. to exit from new tax code. We are now back to the main screen for the Tax code. Edit : Click on to edit the Tax code information. You can make the required changes and Save. If you want to delete this record, click on and confirm the deletion. Delete : Click on here if you want to delete a Tax code. It is advisable not to delete a Tax code if some data are already entered against that Tax code rather you can make it Inactive. Export : Click on Search : type on a text you are looking for to search in the list. to Export data in an Excel Sheet. Group : If you want to group the data in the table on any particular field, hold the mouse on that field and drag it little upward, the table display will be grouped on that field. Drag the field back to its position to undo the grouping. Sort : If you want to sort data on any particular field, click on the label of that field, your data will be sorted on that field. You can reverse the order of sorting by just Double clicking on the label of that particular field. Click on to close the Tax Code utility. We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning! Disclaimer

292 Warehouse Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Warehouse set up options. Before we begin, let us understand about the need of Warehouse setup and the usage of this particular activity. If you have multi Warehouse, you may need to maintain separate inventory records for each warehouse; this will help you to make proper business decisions related to your dispatches based on the geographical Warehouse. To avoid the difficulties of consolidating the inventory records at parent level, AlignBooks maintain your inventory records for each warehouse on standalone basis along with the consolidated records for the whole company. Therefore, in Warehouse utility we setup the warehouse profile for each warehouse with all the available data at hand. This is normally a one-time process at the time of new Warehouse addition and this library of data is extensively used to capture, generate and auto generate the required documents and reports in a desired format. This facility is available only if you have configured Warehouse -ON while configuring your Company Setup. For doing so, go to Configuration -> Company Setup -> Inventory and keep the Warehouse option ON. You can also edit and delete an already created set of information with required authorisation. The key functions of a Warehouse Module are: Creation of a New Warehouse Record; Modification of an existing Warehouse Record; Deletion of an existing Warehouse record. We will be going through the each of these set of information in detail. New Warehouse Creation If you are on home page, you need to click on available under Configuration Menu. Click on Icon titled as Configuration. You will get many options to select this option. The Screen appears will look like; You can see the option at top right of the screen. Click on this option and you will be directed to the relevant Warehouse creation screen. Here you will have two relevant sections where all the required data pertaining to a new Warehouse can be captured.

293 We will start with Basic first; Name: Here you input the name with which you are used to identify your Warehouse. Code: This is a system generated automated code to uniquely identify a Warehouse. Type: If you are maintaining different warehouses for different type of materials i.e. Raw Material, Finished Goods etc., select Type of warehouse from the Dropdown. Inactive: Select ON if you want to make a Warehouse inactive. During any business transaction such inactive Warehouse names will not appear in your list of Warehouse name. You can reactivate Warehouse again by selecting OFF.

294 Party: Party here represents a Warehouse control account, Select a control account from the dropdown list. Warehouse Control Account represents the account to be used for giving Accounting impact for transactions (Both Financial and movement of stocks) made with this Warehouse. To tackle and ease the process, Align Book is treating all the Warehouse same like customers to one another. Example: If Warehouse A is transferring goods to Warehouse B, Warehouse A must debit to Warehouse B by crediting its inventory for the goods value and vice versa for Warehouse B s books. We are now finished with the basic part and made a unique identification for the Warehouse. We will now look into the Address input of the Warehouse. Address: Input here the complete address which needs to be printed on the invoices/bills and other reports. The address should suffice the requirement of all tax related requirement. Make sure that the address is complete and understandable to any third party Ex. Flat #, Building No./Name, Street name/no., Area, Land mark etc. Country : Select from the drop down the Country of the address entered above.. If the required Country does not exist in the list, you can create a new Country by clicking on dropdown menu. Icon or option within the State : Select from the drop down the State of the address entered above. If the required State does not exist in the list, you can create a new State by clicking on dropdown menu. Icon or option within the City : Select from the drop down the City of the address entered above.. If the required City does not exist in the list, you can create a new City by clicking on menu. Icon or option within the dropdown PIN : Input here the required PIN to identify the relevant address. For postal communications Pin code is must. Phone: Input here the most relevant contact number of the Warehouse for a speech conversation. Input here the most relevant address of the Warehouse for written communication. Longitude:Input here the longitude of Warehouse via Google Map to locate Warehouse easily. Click on to find your Warehouse s longitude. Latitude: Input here the latitude of Warehouse via Google Map to locate Warehouse easily. Click on to find your Warehouse s latitude.

295 Click on to Save the values. : Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data. Click on to Exit from the New Warehouse Form. We are now back to the main screen for the Warehouse. Edit: If you wish to Edit a warehouse detail, click on you can make the required changes and click on. The warehouse details will be opened in edit mode, to save the changes made by you. If you think that this record is no more required, you can delete the record by clicking on. Delete : If you wish to delete a warehouse data, Click on and confirm the deletion. It is advisable not to delete an warehouse data, you can always opt to make it Inactive. Export : Click on to Export the data as visible in the list to an Excel Sheet. Search : Type a text to search a particular record. Group : If you want to Group your display on any particular field, hold that field and drag alittle up outside the Grid, your display will be grouped on that field. To remove the grouping drag the field back into the Grid column. Sort : If you want to sort data on a particular field, click on the label of that field, your data will be sorted on that field. You can reverse the order of sorting by just Double click on the label of that particular field. Click on to Exit from the Warehouse. We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning! Disclaimer

296 OPENING OUTSTANDING CUSTOMER Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Opening Outstanding Customer set up options. Before we begin, let us understand about the need of Opening Outstanding Customer and the usage of this particular activity. When you are shifting your data from manual system or from any other software to Alignbooks, you will need to enter Opening Outstanding Bills of Customer so that you can track payments and can generate various MIS reports like Bill wise Outstanding report, Aging Analysis etc. Therefore, in Opening Outstanding Customer we enter customer s outstanding bills for each customer with all the available data at hand. This is a one-time process at the time of shifting data from a manual system or from other system and this library of data is extensively used to capture, generate and auto generate the required reports in a desired format. You can also edit and delete an already created set of information with required authorisation. The key functions of a Opening Outstanding Customer Module are: Creation of bill wise outstanding details of a Customer; Modification of an existing bill wise outstanding details of a Customer; Deletion of an existing bill wise outstanding details of a Customer. We will be going through the each of these set of information in detail. New Creation of bill wise outstanding details of a Customer If you are on home page, you need to click on Icon and you will get four options. Select out of the four menu options available. The Screen appears will look like; You can see the option at top right of the screen. Click on this option and you will be directed to the relevant Opening Outstanding Customer creation screen. Here you can input your opening unpaid / unadjusted document details of a customer.

297 Let us understand how you can input the document details; Location: If you are handling multi locations, select the required location from the dropdown menu. This field is available only if you have configured Multi location ON in configuration ->Company Setup->General Setup.If your desired Location does not exist in the menu, you can create a New Location by clicking on from Here. Select a Location to option within the dropdown menu. You can also Edit or Delete a Location be edited/deleted and then click on Edit mode and you can edit it and save by click on. You can delete. The Location will be opened in it by click on. Customer : Select a customer from the drop down list for whom you are entering opening outstanding bills. You can Add, Edit or Delete a Customer by following the process described under Location Tab. Once you select your applicable Location / Branch and a Customer related to whom you are entering your data, you can start entering his outstanding documents in the Table. Let us understand the columns of the table; Bill No. : Enter the outstanding document number. A document can be a Bill/Invoice, Debit Note, Credit Note, Sales Return Memo or Ad hoc payment receipt. Bill Date : Enter the document date. Remember, Document date should be less than the date from which you have started your accounting period. Due Date : If you have already entered the terms of payment of the customer while creating Customer Profile, the system will automatically calculate the payment due date based on the payment term defined by you. If you have not defined any payment term, the system will take the document date as payment due date. If you want, you can pick a different date by using calendar function. Currency : If your Document is in a foreign currency, select a Currency from the drop down menu. This field is available only if you have configured Multi Currency - ON in Configuration ->Company Setup->General Setup. If your desired currency does not exist in the list, you can add by clicking on list. within the dropdown Conversion Rate : Enter the currency conversion rate at which the Document was booked in accounts.

298 Debit/Credit : Select from the drop down whether this is a Debit to the Customer or Credit i.e. Select Dr if the document entered by you is a Bill or Debit Note and select Cr. if the document entered by you is a Credit Note, Goods Return memo or Ad hoc payment receipt. Outstanding FC : Enter the document Outstanding amount. If the document is in a currency other than your own currency, enter the amount received in that currency without converting it in your own currency and if document is in your base currency, enter the amount in base currency. Outstanding BC : The system will automatically convert the outstanding amount in base currency on the basis of outstanding amount and conversion rate entered by you. Sales Executive: Select from the drop down the specific sales personnel allocated to the customer account. This field is available only if you have configured Salesman wise billing ON in Configuration->Company Setup->Sales Setup. If your desired Sales Executive does not exist in the list, you can add by clicking on within the dropdown list. In the same way you can enter as many documents of a supplier as you want. If you want to add a row in the Table, click on. If you want to delete a row entered by you, click on. : Before clicking this option make sure that the data entered are no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data. When you have finished your data entry for a supplier, click on to Save the values. You can repeat the process to enter outstanding documents of other supplier(s). Export : Click on to Export the data as visible in the list to an Excel Sheet. Search : Type a text to search a particular record. Click on to Exit from the New Opening Outstanding Bill Entry form. We are now back to the main screen for the Opening Outstanding Supplier. Here you can see the name of suppliers for whom you have already entered the outstanding bills along with their total outstanding Amount. If you have multiple locations, name of location to which this customer outstanding relates is also displayed here. Edit: If you wish to Edit a supplier document details, click on in edit mode, can make the required changes and click on. The supplier document details will be opened to save the changes made by you. If you think that this record is no more required, you can delete the record by clicking on. Delete : If you wish to delete a supplier document data, Click on and confirm the deletion. Before deleting the data, you must be sure as the data once deleted will not be available any more and you will have to re input the same. Export : Click on to Export the data as visible in the list to an Excel Sheet. Search : Type a text to search a particular record.

299 Sort : If you want to sort data on a particular field, click on the label of that field, your data will be sorted on that field. You can reverse the order of sorting by just Double click on the label of that particular field. Click on to Exit from the Opening outstanding Bill Supplier module. The system will automatically take the total outstanding of each customer entered here and will post in your financial opening entry against each supplier. We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning! Disclaimer

300 OPENING OUTSTANDING SUPPLIER Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Opening Outstanding Supplier set up options. Before we begin, let us understand about the need of Opening Outstanding Supplier and the usage of this particular activity. When you are shifting your data from manual system or from any other software to Alignbooks, you will need to enter Opening Outstanding Bills of Supplier so that you can plan your payments and can generate various MIS reports like Bill wise Outstanding report, Aging Analysis etc. Therefore, in Opening Outstanding Supplier we enter Supplier s outstanding bills for each Supplier with all the available data at hand. This is a one-time process at the time of shifting data from a manual system or from other system and this library of data is extensively used to capture, generate and auto generate the required reports in a desired format. You can also edit and delete an already created set of information with required authorisation. The key functions of an Opening Outstanding Supplier Module are: Creation of bill wise outstanding details of a Supplier; Modification of existing bill wise outstanding details of a Supplier; Deletion of existing bill wise outstanding details of a Supplier. We will be going through the each of these set of information in detail. New Creation of bill wise outstanding details of a Supplier If you are on home page, you need to click on Icon and you will get four options. Select out of the four menu options available. The Screen appears will look like; You can see the option at top right of the screen. Click on this option and you will be directed to the relevant Opening Outstanding Supplier creation screen. Here you can input your opening unpaid/unadjusted document details of a Supplier.

301 Let us understand how you can input the document details; Location: If you are handling multi locations, select the required location from the dropdown menu. This field is available only if you have configured Multi location ON in configuration ->Company Setup->General Setup.If your desired Location does not exist in the menu, you can create a New Location by clicking on from Here. Select a Location to option within the dropdown menu. You can also Edit or Delete a Location be edited/deleted and then click on Edit mode and you can edit it and save by click on. You can delete. The Location will be opened in it by click on. Supplier : Select a Supplier from the drop down list for whom you are entering opening outstanding bills. You can Add, Edit or Delete a Supplier by following the process described under Location Tab. Once you select your applicable Location / Branch and a Supplier related to whom you are entering your data, you can start entering his outstanding documents in the Table. Let us understand the columns of the table; Bill No. : Enter the outstanding document number. A document can be a Bill/Invoice, Debit Note, Credit Note, Purchase Return Memo or Ad hoc payment voucher. Bill Date : Enter the document date. Remember, Document date should be less than the date from which you have started your accounting period. Due Date : If you have already entered the terms of payment of the Supplier while creating Supplier Profile, the system will automatically calculate the payment due date based on the payment term defined by you. If you have not defined any payment term, the system will take the document date as payment due date. If you want, you can pick a different date by using calendar function. Currency : If your Document is in a foreign currency, select a Currency from the drop down menu. This field is available only if you have configured Multi Currency - ON in Configuration ->Company Setup->General Setup. If your desired currency does not exist in the list, you can add by clicking on list. within the dropdown Conversion Rate : Enter the currency conversion rate at which the Document was booked in accounts.

302 Debit/Credit : Select from the drop down whether this is a Debit to the Supplier or Credit i.e. Select Cr if the document entered by you is a Bill or Debit Note issued by supplier and select Dr. if the document entered by you is a Credit Note, Goods Return memo issued by supplier or Ad hoc payment made by you. Outstanding FC : Enter the document Outstanding amount. If the document is in a currency other than your own currency, enter the amount received in that currency without converting it in your own currency and if document is in your base currency, enter the amount in base currency. Outstanding BC : The system will automatically convert the outstanding amount in base currency on the basis of outstanding amount and conversion rate entered by you. Agent: Select from the drop down the specific agent, if any, attached to the Supplier account. This field is available only if you have configured Agent wise billing ON in Configuration->Company Setup->Purchase Setup. If your desired Agent does not exist in the list, you can add by clicking on within the dropdown list. In the same way you can enter as many documents of a Supplier as you want. If you want to add a row in the Table, click on. If you want to delete a row entered by you, click on. : Before clicking this option make sure that the data entered are no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data. When you have finished your data entry for a customer, click on to Save the values. You can repeat the process to enter outstanding documents of other customer(s). Export : Click on to Export the data as visible in the list to an Excel Sheet. Search : Type a text to search a particular record. Click on to Exit from the New Opening Outstanding Bill Entry form. We are now back to the main screen for the Opening Outstanding Customer. Here you can see the name of customers for whom you have already entered the outstanding bills along with their total outstanding Amount. If you have multiple locations, name of location to which this customer outstanding relates is also displayed here. Edit: If you wish to Edit a customer document details, click on opened in edit mode, can make the required changes and click on. The customer document details will be to save the changes made by you. If you think that this record is no more required, you can delete the record by clicking on. Delete : If you wish to delete a customer document data, Click on and confirm the deletion. Before deleting the data, you must be sure as the data once deleted will not be available any more and you will have to re input the same. Export : Click on to Export the data as visible in the list to an Excel Sheet. Search : Type a text to search a particular record.

303 Sort : If you want to sort data on a particular field, click on the label of that field, your data will be sorted on that field. You can reverse the order of sorting by just Double click on the label of that particular field. Click on to Exit from the Opening outstanding Bill Customer module. The system will automatically take the total outstanding of each customer entered here and will post in your financial opening entry against each customer. We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning! Disclaimer

304 OPENING STOCK Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Opening Stock entry options. Before we begin, let us understand about the need of Opening Stock entry and the usage of this particular activity. When you are shifting your data from manual system or from any other software to AlignBooks, you will need to bring in system the quantity and value of your Opening Stock so that these items are available for Sales/ consumption etc. Therefore, in Opening Stock we enter Opening quantity and rate for each item with all the available data at hand. This is a one-time process at the time of shifting data from a manual system or from other system and this library of data is extensively used to capture, generate and auto generate the required documents and reports in a desired format. You can also edit an already created set of information with required authorisation. The key functions of an Opening Stock Module are: Enter the data of Opening Stock; Modification in data of Opening Stock; We will be going through the each of these set of information in detail. If you have not yet created Item profile of your all items, you should first create the Item profile of all the required items. To create an item profile, use menu under module. Enter the Data of opening Stock first time If you are on home page, you need to click on Icon and you will get four options. Select of the four menu options available. The Screen appears will look like; Let us understand how you can input the opening stock details; out

305 Location: If you are handling multi locations, select the required location from the dropdown menu. This field is available only if you have configured Multi location ON in configuration ->Company Setup>General Setup.If your desired Location does not exist in the menu, you can create a New Location by clicking on Select a Location to option within the dropdown menu. You can also Edit or Delete a Location from Here. be edited/deleted and then click on and you can edit it and save by click on. The Location will be opened in Edit mode. You can delete it by click on. Warehouse : If you have multiple warehouses, select the warehouse from the drop down menu for which you are entering the opening stock. This field is available only if you have configured Warehouse - ON in configuration ->Company Setup->Inventory. If your desired Warehouse does not exist in the menu, you can create a New by clicking on Icon or option within the dropdown menu. Click on Once you click on OK, a list of all the Items created by you will be displayed in the Table. If you have already entered any value against any item earlier, those values will also be displayed against that item. You can input the value against any item, if not already entered, or change value entered earlier. Let us understand the columns of the table; Group Name : Here the Group Name under which Item profile is created is displayed. Item Name : Here Item name is displayed. Code : Here Item code is displayed. Unit : Here Item measurement unit is displayed. Pack Quantity: If you are maintaining Inventory in two unites i.e. Pack Unit and measurement Unit, enter the here the opening quantity in terms of pack unit. {Ex. Begs, Cartoons etc.}. This column is available only if you have configured Separate Packing Unit ON in Company Setup->Inventory. Quantity : Enter the Opening Stock quantity. Serial No. : If you are maintaining Item Serial Number, click here to enter the item serial numbers, a new window will be available to enter multiple item serial numbers. This field is available only if you have configured Item Serial Number Tracking ON in Company Setup_>Inventory Batch No.: If you are maintaining Item Batch Number, click here to enter the item batch numbers, a new window will be available to enter multiple item batch numbers. This field is available only if you have configured Batch wise inventory ON in Company Setup_>Inventory. Rate : Enter the Item Rate for valuation purpose. Amount : The system will calculate and display the Amount automatically. The total of all Item Value is displayed at the bottom of the Table. When you have finished your data entry for all items, click on Export : Click on to Save the values. to Export the data as visible in the list to an Excel Sheet. Search : Type a text to search a particular record.

306 We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning! Disclaimer

307 OPENING FINANCE Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Opening Financial entry options. Before we begin, let us understand about the need of Opening Financial entry and the usage of this particular activity. When you are shifting your data from manual system or from any other software to AlignBooks, you will need to bring in system the opening values of your various Assets and Liability heads. Therefore, in Opening Financial we enter Opening values of each Assets and Liability Ledgers. This is a onetime process at the time of shifting data from a manual system or from other system and this library of data is extensively used to capture, generate and auto generate the required reports in a desired format. You can also edit and delete an already created set of information with required authorisation. The key functions of an Opening Financial Module are: Enter the Opening Financial data; Modification of Opening Financial data; We will be going through the each of these set of information in detail. AlignBooks have provided a ready to use chart of Account (General Ledgers), still you may need some more GL to suite your requirement. Before entering the Financial opening, make sure that you have created all required Ledgers in your Chart of Accounts. Enter the Data of opening Financial first time If you are on home page, you need to click on Icon and you will get four options. Select out of the four menu options available. The Screen appears will look like; Let us understand how you can input the opening Financial details; Location: If you are handling multi locations, select the required location from the dropdown menu. This field is available only if you have configured Multi location ON in configuration ->Company Setup->General Setup.If your desired Location does not exist in the menu, you can create a New Location by clicking on from Here. Select a Location to option within the dropdown menu. You can also Edit or Delete a Location be edited/deleted and then click on. The Location will be

308 opened in Edit mode and you can edit it and save by click on. You can delete it by click on. Click on A list of all the Ledgers created by you will be displayed in the Table. If you have already entered any value against any item earlier, those values will also be displayed against that item. You can input the value against any item, if not already entered, or change/delete value entered earlier. As you can see, the ledger display is divided into two parts. On the left side all ledgers in the nature of Capital and Liability are displayed and on the right side, ledgers in the nature of Assets are displayed. Let us understand the columns of the table in detail; Code : Here respective code of Group, Sub-Group and GL is displayed. Description : Here all the Groups, Sub-Groups and Ledgers created by you are displayed in sequence as are presented in Balance Sheet. To avoid any confusion Groups and Sub-Groups are displayed in bold letters and are presented in Tree view. SL : In this column, a sign like will appear against a ledger indicating that there are Sub Ledgers/parties under this Ledger. When you will click here, a new window will be available to input the opening balances of Sub-ledgers/parties. Amount : In this column you can input the opening Balance amount against a Ledger. It may be noted that amount column against group is always disabled. When you will input any value against a ledger the group total will automatically be updated and displayed against each group/sub-group. If you have already entered the Opening outstanding bills of Customers and Vendors, the total amount entered by you in that module will automatically reflect against each Customer/Vendor. If you notice any difference in the amount so captured by the system, you are at ease to change the amount so captured by the system but it is advisable not to change the amount here, rather make the required change in respective module i.e. Opening Outstanding Customers or Suppliers. If you make any change in the amount here, this will result mismatch in your Bill wise outstanding with total outstanding of a customer/vendor. Dr. / Cr : Select from the dropdown whether the amount entered represents a Dr. value or Cr. value. In Liability side, by default, the system will take all values entered as Cr. unless you change it in a particular case. Similarly, in Assets side, by default, the system will take all values entered as Dr. unless you change it in a particular case. The same set of columns is appearing at the right hand side where you can input opening data of your Assets Ledgers. Change View : If you do not want a Grouped view of ledgers, click on Description Column, All the ledgers will appear on top in alphabetic order. You can restore your Group View by clicking again on Description column. Search : Type a text to search a particular Ledger you are missing. Export : Click on to Export the data as visible in the list to an Excel Sheet.

309 When you have finished your data entry for all the ledgers, click on to Save the values. Kindly make sure that total of your Equity & Liabilities as appear in the top row of table matches with total of your Assets, otherwise it will create mismatches in your financial reports. AlignBooks have left this flexibility to save your opening balances even though the total of Equities and Liabilities does not match with total of Assets so that you can check and match the same when you are at ease. Click on to Exit from the Opening Financial Entry form. We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning! Disclaimer

310 Document Configuration: COMMON FUNCTIONS Before you start using any Document Entry module, you can configure it as per your requirements by making customisations. AlignBooks supports default configurations of the same but you can easily change to meet your requirements. To make customisation, click on tab of respective document. A new window will appear on the right side of your screen which contains the following options; 1. General: Under this field select master document (if it exists) from the drop down list and create a link to this document. This will enable auto pull of the required information. Parent Document is a base or an initial document which helps to avoid the repetition of data punching and saves time and efforts. For Example: If you are preparing a Sales Debit Note you must have prepared a Sales Invoice. At the time of preparing Debit Note, if you select Sales Invoice as parent document, you will be asked for reference of Invoice and all the values from that Invoice will be auto fetched by the system for preparing the Debit Note and you could make the necessary changes desired. This option helps eliminate the errors and also reduce the time and efforts substantiating our belief work smarter, not harder. Click on Click on to save the configuration selected by you. to hide the option.