Imprest Accounting System (Web Based Solution)

Transcription

1 Imprest Accounting System (Web Based Solution) 1 of 25

2 Contents STARTING APPLICATION... 3 LOGIN PROCEDURE... 3 IMPREST HOME PAGE... 4 MENU/SUBMENU ITEMS... 5 DIRECTORY MENU... 5 PAYMENT/RECEIPTS MENU... 6 BANK PAYMENT SUB MENU... 7 CASH PAYMENT/BANK RECEIPT/CASH RECEIPT SUB MENU... 8 EDIT VOUCHER MENU... 9 EDIT BANK PAYMENT VOUCHER SUB MENU Edit voucher button Edit Voucher Date Button APPROVAL MENU C/B APPROVAL SUB MENU START O/B SUB MENU REOPEN O/B SUB MENU REPORT MENU BANK IMPREST BOOK AND CASH IMPREST BOOK SUB MENU Sample bank Imprest report ACCOUNT HEAD WISE REPORT SUB MENU Sample Account Head wise report A/C HEAD AND NUMBER SUB MENU VOUCHER PRINT MENU BANK PAYMENT VOUCHERS SUB MENU BANK RECEIPT VOUCHERS SUB MENU CASH PAYMENT VOUCHERS SUB MENU CASH RECEIPT VOUCHERS SUB MENU Sample Voucher Printing Screen is displayed below of 25

3 Starting Application Open Internet Explorer. Internet Explorer version should 5.5 or above. Enter the following URL at the address bar of the explorer and press enter Note:- Client machine should be connected to Internet to access this application. Login Procedure Enter Login Id and Password in the respective text boxes. Once Login id is entered, it is validated against authorized user list. On successful validation Branch code and Location code for the user will be populated in the respective fields. If the entered user doesn t exist then error message will be displayed just before Login button. Press Login button to login into the application. 3 of 25

4 Imprest Home Page After successful login the following page appears on the screen. Select the menu/submenu item from the menu screen. 4 of 25

5 Menu/Submenu Items Following are the menu and submenu items available in this package Directory Menu Submenu items under this menu is used to display A/C head details, bank details, currency code details, currency conversion rate, employee details, job details, vendor details. User can change password by selecting Change Password item. 5 of 25

6 Payment/Receipts Menu Submenu items are used to enter bank payments/receipts details and cash payments/receipts details. The following picture is a critical user interface screen to enter bank payment details. 6 of 25

7 Bank Payment Sub Menu Navigation: Payments/Receipts - Payments. Following fields are automatically populated on selecting Payments sub menu 1. Br. Name 2. Branch /Location 3. Book Code 4. Date(dd/mm/yyyy) 5. Process Month 6. Process Year 7. Financial Year Other fields: 1. Imprest Code: User has to select Imprest Code from available Imprest Code List 2. Voucher No: Voucher No is generated and populated on the screen based on the selected Imprest Code. 3. Pay To Mr./Ms: User has to enter account No(Employee no or Job no) 4. Payees Name: User has to enter payees name 5. Currency Code: Gets automatically populated on the screen based on the selected Imprest Code 6. Cheque No : User need to enter Cheque no 7. Cheque Date : User has to enter cheque date. By default system date is populated. 8. A/C Head: User has to enter a/c head for the transaction 9. A/C No: 10. Sub A/C: 11. SI: User has to enter site indicator. By default it is Reference1: 7 of 25

8 13. LstkRef: 14. Conv Rate: Automatically population after imprest code is selected 15. Amount(FC): Enabled or disabled based on imprest code.user has to enter FC amount if any. 16. Amount(LC): Enabled or disabled based on imprest code. User has to enter INR amount 17. D/C: By default D is populated for Bank /Cash Payment and C for Bank/Cash Receipt. After filling up the above mentioned fields, click on Add Rec button to add the record in the list box. Error messages if any, are displayed on the right bottom side of the list box in red colored text. Follow same procedure to add all the records in the list box. Records in the listbox also can be deleted by clicking on the Delete link button provided in the left side of each record. After all the records are added in the listbox, click on the Save Voucher button to save the voucher. Note:- Voucher No. is automatically generated after selecting the Imprest Code. Month & Year is automatically selected based on the Last Update date of the Imprest. Cash Payment/Bank Receipt/Cash Receipt Sub menu Follow the same instructions as given for Bank Payment. Validations: Previous month transactions should be approved and current month Opening Balance should be run through Approval menu. Otherwise following error will be displayed o O/B for Imprest No not found or closed for the given date Date(voucher date ) entered should be greater than or equal to 01/01/2000. Error message displayed will be as follows o Year cannot be less than of 25

9 Edit Voucher Menu Submenu items are used to edit bank payments/receipts details and cash payments/receipts details. The following picture is a critical user interface screen to edit bank payment details. 9 of 25

10 Edit Bank Payment Voucher Sub Menu Steps to edit bank payment voucher User has to provide the values for the following fields Select Voucher year: Select Voucher Month: Select Imprest Code: Select voucher no: Edit Voucher button and Edit voucher date button will be enabled if all the above values are provided by the user. Click on Edit Voucher button to edit the details of bank payment voucher.to edit only voucher date for the bank payment voucher click on Edit Voucher date. 10 of 25

11 Edit voucher button Following user interface screen would be displayed on clicking Edit voucher button. To Add New Record Click on the Add New Record button to add a new record in the voucher. Select A/C Head, A/C No. Sub A/C, SI, Reference. Enter amount(rs) if currency code is INR or enter amount (FC) if currency code is not INR Enter debit/credit (D/C) Code ( D for debit and C for Credit) Click on Add Rec button to add the record in the list box. To Edit Existing Record Click on the Select link button provided in the left side of each record. Modify A/C Head, A/C No. Sub A/C, SI, Reference if required. Modify amount (Rs) if currency code is INR or enter amount (FC) if currency code is not INR if required. Modify debit/credit (D/C) code if required. Click on Upd Rec button to update that record in the list box. Final Updation Click on the Update Voucher button to update the voucher. 11 of 25

12 Edit Voucher Date Button Following User Interface Screen would be displayed on clicking Edit Voucher date button In this interface User can edit only day part of voucher date. There is no provision to edit voucher date to previous or future month and year. 12 of 25

13 Approval Menu All vouchers entered has to be approved before proceeding for the data entry of next month vouchers. C/B Approval sub menu is used to approve the existing vouchers and close further voucher data entry for that month. Start O/B sub menu is used to calculate and store the opening balance for next month. Re-Open is used to allow data entry(punching) of voucher for preceding month only if no voucher has been entered in the current month. 13 of 25

14 C/B Approval Sub Menu Steps for C/B(Closing Balance Approval Select Bank/Cash option Select Imprest Code. Imprest Account details and voucher details would be displayed on the screen. Click on Approve button to approve the same. 14 of 25

15 Start O/B Sub Menu Steps to Start Opening Balance Select Bank/Cash option Select Imprest Code. Imprest Code would be displayed on the screen. Click Start OB button to start the Opening balance for the selected Imprest account. 15 of 25

16 Reopen O/B Sub Menu To reopen closed Opening balance of closed month (last closed month) user has to click on the following menu and sub menu8s Approval Re-Open O/B. The above screen will be displayed and the user has to select either bank or Cash and then Imprest code. Finally Re-Open O/B button has to be clicked. 16 of 25

17 Report menu Following reports are generated through report menu Bank Imprest Book Cash Imprest Book A/C Head wise Report A/C Head and A/C Number wise report 17 of 25

18 Bank Imprest Book and Cash Imprest Book Sub Menu User has to enter voucher year, voucher month and Imprest code and then Click on Display Report button to display the report. 18 of 25

19 Sample bank Imprest report 19 of 25

20 Account Head wise Report sub Menu User has to select either Bank or Cash radio button and then select Imprest code, A/c Head and enter From date & to Date. Finally Click on the display button to generate the report. 20 of 25

21 Sample Account Head wise report 21 of 25

22 A/C Head and Number Sub Menu User has to select Imprest type(bank or Cash), Imprest Code, A/C head from and to and enter A/C number (from and to) and Voucher date(from and to) and then click on the display report button to generate the report. 22 of 25

23 Voucher Print menu This menu enables printing of the following types of Vouchers Bank Payment vouchers Bank Receipt Voucher Cash Payment Voucher Cash Receipt Voucher 23 of 25

24 Bank payment Vouchers Sub Menu Bank Receipt Vouchers Sub Menu Cash Payment vouchers Sub Menu Cash Receipt Vouchers Sub Menu The above screen is displayed for all the 4 types of vouchers printing. User has to enter Voucher year, voucher month, Imprest Code and voucher No (From and to) in the above screen and then click on Display Voucher button 24 of 25

25 Sample Voucher Printing Screen is displayed below Print button on the top leftmost corner is used to print page 25 of 25