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How to pass purchase entry in Busy 18

You can enter the Purchase voucher for the purchases made in the business. In BUSY you can enter purchase related details by using the Purchase voucher. To create, modify, or delete a Purchase voucher, the Transactions menu provides the Purchase option. To use the option, click Transactions > Purchase.

·On clicking the Purchase option, three options are displayed. The options are:

oAdd

oModify

oList

Add

If you have created more than one series for the Purchase voucher and have specified 'Y' in the Enable POS Billing Details feature in Administration > Configuration > Vouchers Configuration in any of the series then on clicking the Add option, a Purchase Voucher window appears.

In the Purchase Voucher window, there are two options. The options are:

·Standard - Select this option if you want to enter a normal Purchase voucher without POS Billing details.

·POS - Select this option if you want to enter a Purchase voucher for the POS Billing details. On selecting this option, a list displaying series in which POS is enabled appears. Select the required series from the list and click the OK button.

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If POS is not enabled in any of the series created for Purchase voucher then on clicking the Add option, Purchase - Add window appears directly.

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Let us discuss voucher entry through these two options in detail.

Standard

On selecting the Standard option, an Add Purchase window appears.

At the top left corner of the Add Purchase window, there are two buttons:

·List

·Paste

For information about the function of the buttons, click the buttons.  In the window there are various data fields and grids.  The data fields and grids are:

·Series

·Date

·Vch. No.

·Purc Type

·Type

·Party

·Mat. Centre

·ITC Eligibility

·Purchase Acc.

·Narration

·Item Details

·Bill Sundry Details

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If you select a Series, Purchase Type or Party with which any voucher template is tagged then Header, Item or Bill Sundry information will be loaded automatically from the voucher template. For more information on Voucher Template Tagging, click the topic.

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Series

Select the series from the list that is displayed in this data field. The list of series depends on the configuration settings in Administration > Configuration > Vouchers Configuration.

Date

Specify the date of the purchase transaction. On pressing the Enter key after specifying the narration, a Stock Updation Date window appears. This window appears if you have enabled Separate Stock Updation Date in Dual Vouchers feature in Administration > Configuration > Features/Options > Inventory tab > Item Pricing Mode in Vouchers option.

Vch. No.

Depending on the settings in Administration > Configuration > Voucher Configuration, you can enter the voucher number manually, automatically, or not enter the voucher number at all. As per the settings in Voucher Configuration, specify the voucher number.

Purc Type

Select the Purchase Type from the list that is displayed in the data field. Purchase Type refers to the classification of purchase on the basis of type of purchase made and the sales tax charged.

Type

This data field appears if you have enabled the Enable Sale/Purchase Challan option in the Administration > Configuration > Features/Options > Inventory tab . In this data field there are two options. The options are:

·Direct - Select this option if you want to enter a Purchase voucher without Challan.

·Against Challan - Select this option if you want to enter Purchase voucher against a Challan. On selecting this option, all the inventory related features such as Batch, Serial number and so on will not appear in the Purchase voucher. All such details will be picked from the Challan reference against which the purchase is to be adjusted. If you select this option then there is no relevance of Stock Updation date as stock is updated according to the Challan date.

Party

Select the party/account to be affected in the Purchase voucher. You can select the party/account from the list that is displayed in the data field. In the list the accounts that fall under the groups, Sundry Debtors, Sundry Creditors, Cash-in-Hand and Bank Accounts are displayed. On pressing the Enter key after specifying the party/account, a Currency Details window appears. This window appears if you have enabled the feature of Multi Currency in the Administration > Configuration > Features/Options > Accounts tab and have enabled the Multi Currency in the Account master for the account selected in Party data field.

Currency - Symbols of all the currencies created using Currency master and the currency specified at the time of creating a company appears in this data field. Select the required currency symbol of the currency that you want to use as alternate currency.

·Con. Rate - This data field gets activated only if you have selected a currency other than the base currency in the Currency data field. Enter the conversion rate between the Alternate and the Base currency. By default the standard rate as specified in the Currency Conversion master for the date on which you are entering the voucher will appear here. You can change this as per your requirement.

·Click the Ok button.

On clicking the Ok button, a Billing/Shipping Details window appears. This window appears if you have enabled Separate Billing/Shipping Details feature in Administration > Configuration > Voucher Configuration for the voucher.

In the Billing Details window, you can enter the billing address, State, GSTIN No. and other details of the party. If you have enabled the Excise reporting also then you can enter the excise details of the billing address also.

·Second language - This button appears only when you have enabled 'Second language Support' feature under Administration > Configuration > Features/Options > General tab.  On clicking this button, a Second language details window will appear displaying the party details in Second language as specified in Party Master.  You can change the details, if required.

·Click the Ok button.

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If tax type is selected as GST for Country India then State and GSTIN fields will be available in the window.  Value entered in State filed will be reflected in GST Summary.

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On clicking the Ok button, a Price Category for Party window appears. This window appears if you have enabled Party-wise Price Category in Vouchers data field for Multiple Price List for Items feature in Administration > Configuration > Features/Options > Inventory tab.

Enter the appropriate price category in the Price Category (A-Z) data field. By default, the price category specified in the Account master for the party/account is displayed in this data field.

·Press the Enter key.

On pressing the Enter key, a Notes window appears displaying notes as entered with Party master. This window appears if you have enabled the option of Show Notes in Data Entry in the Maintain Images/Notes with Masters/Vouchers feature under Administration > Configuration > Features > Options > Accounts tab.

On pressing the Enter key, a Party Dashboard window appears. This window appears if you have enebled the option of Show Party Dashboard during Voucher Entry in Administration > Configuration > Accounts tab and for Sundry Creditors and Sundry Debtors only. The window displays party's transactions and other details that you have configured using the Administration > Configuration > Party Dash Board Configuration optionMat. Centre

This data field appears if you have enabled the feature of Enable Multi-Godown in Administration > Configuration > Features/Options > Inventory tab. Select the Material Centre where goods are received after purchase. You can select the Material Centre from the list that is displayed in the data field.

Purchase Acc.

This data field appears if you have selected the Specify in Voucher option in the selected Purchase Type master. Select the account in which the purchase entry will be posted.

ITC Eligibility

This data field appears when Tax type is selected as GST and country India. Select from the list the type of ITC Eligibility if the Purchase Voucher you are entering is eligible for ITC. Following four options appear in the list:

·Input Goods – Select this option if the Input tax Credit you are claiming is for input goods.

·Input Services – Select this option, if the Input Tax Credit you are claiming is for input services i.e. you have taken / made expense on services.

·Capital Goods – Select this option, if the Input Tax Credit you are claiming is for Capital goods.

·None – Select this option if Input Tax credit is not allowed.  

Specify the narration for the purchase transaction. You can specify a narration with maximum of 94 characters. On pressing the Enter key after specifying the narration, a Notes window appears. This window appears if you have enabled the Maintain Notes with Inventory Voucher option in Administration > Configuration > Features / Options > Inventory tab. Enter notes for the voucher in this data field and click the Ok button.

On clicking the Ok button, an Optional Fields window appears. This window appears if you have enabled Optional Fields in Administration > Configuration > Vouchers Configuration.

Item Details

In the Item Details grid, the data fields are:

·Item

·Qty.

·Unit

·Price (Rs.)

·Amount (Rs.)

Item

Select the item for purchase from the list that is displayed in the data field. On pressing the Enter key after selecting the item, a Purchase Transactions window appears. This window appears if you have enabled the features of Show Last Transactions during Purchase in Administration > Configuration > Features / Options > Inventory tab. The window displays the equivalent number of previous purchase transactions as specified in the Features / Options > Inventory tab. For example, if you have specified value as 5 in the Show Last Transactions during Purchase data field in Features / Options > Inventory tab then summary of last five purchase transactions will be displayed in the window.

In the Purchase Transactions window, a grid and various buttons appear. The grid and buttons are:

·Voucher Details

·Show Current Party

·Show Sales Transactions

Voucher Details

This grid displays details about the previous purchase transactions. The transactions displayed in the grid are equivalent to the number specified in the Show Last Transactions during Purchase data field in the Features / Options > Inventory tab. Various columns displaying voucher details in the grid are:

·VchDate - This column displays the voucher date.

·Vch No. - This column displays the voucher number.

·Party - This column displays the name of party as used in the voucher.

·Quantity - This column displays the item quantity as specified in the voucher.

·Unit - This column displays the unit of the item.

·List Price - This column displays the list price of the item. List price here refers to the price of the item before adding / subtracting any discount or Bill Sundry amount.

·Discount Basis - This column displays the rate / amount of discount given on the item.

·Nett Price - This column displays nett price i.e. List Price minus discount amount.

·Effective Price - This column displays the effective price i.e. nett price plus / minus amount of Bill Sundry charged.

Show Current Party

Click this button to view only those previous purchase transactions that are carried out with party selected in the voucher.

Show Sales Transactions

Click this button to view previous sales transactions.

After the Purchase Transaction window, a Material Centre for the Item window appears. This window appears if you have enabled the Material Centre at Item Level option that appears while configuring Enable Multi-Godown Inventory feature in Administration > Configuration > Features / Options > Inventory tab and have not specified 'Y' in the Freeze MC for Item data field in Item master. In this window, list of all the Material Centre appears. By default, the Material Centre as specified with the item in the Item master appears as selected. You can select Material Centre from the list, where the item has been received.

How to create unit in Busy 18

A unit can be any division of quantity accepted as standard unit of measurement or exchange. A unit defines a measurement standard or we can say a parameter to measure the items. There are different units to measure different items like the unit of wheat can be KG/Quintal, unit of oil is Litres and so on. In BUSY when you create a new company then by default some standard units are created for your convenience.

To create, modify, or delete a Unit, the Masters menu provides the Unit option. To use the option, click Administration > Masters > Unit.

On clicking the Unit option, three options are displayed. The options are:

·Add

·Modify

·List

Add

On clicking the Add option, a Unit Master - Add window appears.

At the top left corner of the Unit Master - Add window, there are three buttons:

List

Copy

Paste

For information about the function of the buttons, click the buttons. The data fields falling under Unit Master - Add window are:

·Unit Name

·Alias

·Print Name

·UQC (for GST e-Return)

·UQC (for E-Way Bill)

·Second language

Unit Name

Enter the name of the unit to be created. You can enter a name upto 10 characters.

Alias

Enter an Alias for the unit in this data field.

Print Name

Enter the Print Name for the unit.

UQC (for GST e-Return)

Select the Unit Quantity Code (UQC) that will be reflected in GST e-Return from the list.

UQC (for E-Way Bill)

Select the Unit Quantity Code (UQC) for generating E-Way bill from the list.

Second Language

This button appears only if you have enabled 'Second Language Support' feature from Administration > Configuration > Features/Options >General Tab.  Click on this button to specify Unit Master details in Second language.  The details specified will be used for Invoice Printing.

For more information, click the relevant topics, Name and Print Name.

·After you have entered the appropriate information in all the data fields, click the Save button to save the new unit information. If you do not want to create a new unit then click the Quit button.

Modify

With the Modify option, you can make modifications to the Unit details as per your requirements. For example, you can change the name, print name of the unit. To modify the unit details, click Administration > Masters > Unit > Modify option.

·On clicking the Modify option, a Select Unit to Modify window appears.

·Select the unit that you want to modify and click the Select button. Next a Unit Master - Modify window appears. This window is similar to the Unit Master - Add window. You can make appropriate changes in the Unit Master - Modify window.

At the top left corner of the Unit Master - Modify window, there are six buttons:

·Delete - You can delete a master based on certain conditions.

·Next

·Previous

·List

·Copy

·Paste

For information about the function of the buttons, click the buttons.

·After you have made the modifications in the Unit information, click the Save button to save the changes.

List

List menu option allows you to generate a list of all the units of your company. On clicking the List option, a List of Unit message box appears. In the message box, there are two options:

How to edit company in BUSY

To edit the information for an existing company, the Company menu provides the Edit Company option. Edit Company option is active only when a company is active or open.

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Depending on the rights given to the User, the User can edit the company information. For information on rights to User, please view the Users menu topic.

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·Click the Edit Company option. On clicking the Edit Company option, a Modify Company window appears.

Various data fields that you can modify are:

·Name

·Print Name

·Short Name

·Country

·State

·F.Y. Beginning from

·Books Commencing From

·Address

·CIN

·IT PAN

·Ward

·Tel. No.

·Fax

·E-mail

·State wise Details

·Second Language

State wise Details

Click this button if your office has multiple branches across India and you want to enter address and other sales tax related details of each state separately. On clicking the State wise Details button, a State wise Company Details window appears.

In the State wise Company Details window, following data field and groups appear:

·State - Select the state for which you want to enter the address.

·General - Under the General group, you can enter the address of the office and other information such as Email, Fax, IT PAN, Ward and so on.

·Sales Tax / VAT - Under the Sales Tax / VAT group, you can enter the TIN, CST No., GSTIN.

Second Language

This button appears only when you have enabled 'Enable Second language Support' option that appears under Administration > Configuration > Features/Options > General tab.  On clicking this button a 'Second language Details' window appears.  You can specify Company Name, Print Name and Address in any other language specified by you at the time of enabling this feature.  This will be helpful at the time of Invoice printing where the specified data can be print in second language.

After you make the required changes, click the Save button. On clicking the Save button, a Save message box appears.

·Click the Yes button in the Save message box if you want to save the changes otherwise click the No button.

After you save the changes, the Main Screen of BUSY will be displayed.

How to close company in BUSY

To close an active company, the Company menu provides the Close Company option. Close Company option is active only when a company is active or open.

·Click the Close Company option. On clicking the Close option, BUSY closes the active company and returns to the Main window of BUSY.

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You cannot exit from BUSY until and unless the active company is closed. If you try to exit from BUSY without closing the active company, a Can't Quit message box appears asking you to close the company before quitting. Thus, it is necessary to close the active company in order to exit from BUSY.

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On clicking the Close option the Main window of BUSY appears.

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When a company is closed all the Main menu Options except the Company menu option become inactive. Thus, only the Company menu remains active.