The tutorial in this page, provides information on Setup and guidance on how to use DES accounting software. The information is provided as and when there are any new features and functionality added progressively. If there are specific areas that are not covered in this tutorial, feel free to communicate with DES accounting software's support team.

Accounts Payable Setup :

CREATE :

1] Click CLEAR ALL button to refresh and clear-off existing records.

2] Enter Supplier Name, Address, Country, City, credit term, credit limit and

Supplier Type for new supplier.

3] Assign default supplier code (must be unique and created first in COA Setup module)

4] If supplier type is FOREIGN, assign Realised Gain/Loss and Unrealised Gain/Loss

account code for new supplier (must be unique and created first in COA Setup)

5] Click CREATE NEW button to create new supplier profile in the Creditor Set-Up

module

UPDATE :

1] Select a supplier name from Supplier Name combo box

2] Make amendment to records (changes not permissible to account code posted in GL)

3] Click on UPDATE button to confirm changes to existing records

4] Realised Gain/Loss and Unrealised Gain/Loss account code is not changeable, if

there is transactional journal posted in these code.

DELETE :

1] Select a supplier name from Supplier Name combo box

2] Click DELETE button to remove existing records

3] Removal not permissible, if there is transactional journal posted in the supplier code,

realised gain/loss and unrealised gain/loss account code

Accounts Receivable Setup :

CREATE :

1] Click CLEAR ALL button to refresh and clear-off existing records

2] Enter Customer Name, Address, Country, City, credit term, credit limit and Specify

customer type for each new customer

3] Assign default customer code (must be created first in COA Setup module)

4] If customer type is FOREIGN, assign account code for Realised Gain/Loss and

Unrealised Gain/Loss for the new customer code

5] Click CREATE NEW button to create new customer profile in Customer Set-up

module

UPDATE :

1] Select a customer name from CompanyName combo box

2] Make amendment to records (changes not permissible to account code if posted in

GL)

3] Click on UPDATE button to confirm changes to existing records

4] Realised Gain/Loss and Unrealised Gain/Loss account code is not changeable if

there is transactional journal posted in these account codes.

DELETE :

1] Select a customer name from CompanyName combo box

2] Click DELETE button to remove existing records (removal not permissible to account

code already posted in GL)

Shipping Set-Up

CREATE :

1] Click CLEAR button to refresh and clear-off existing records

2] Enter Shipping Name or Code, Shipping Address, and Contact number for new

shipper

3] Click CREATE NEW button to create new Shipper records in the system

UPDATE :

1] Select a Shipper Name from ShipCode combo box

2] Make amendment to existing Shipper records

3] Click on UPDATE button to confirm changes to existing records

DELETE :

1] Select a Shipper Name from ShipCode combo box

2] Click DELETE button to remove existing records

Employee Profile Set-Up

CREATE :

1] Click CLEAR button to refresh and clear-off existing records

2] Enter Employee information for all textbox.

3] Click CREATE NEW button to add new employee profile records in the system

UPDATE :

1] Select an employee profile from Last Name combo box

2] Make amendment to existing employee record

3] Click on UPDATE button to confirm changes made in selected employee records

DELETE :

1] Select an employee records from Last Name combo box

2] Click DELETE button to remove existing records (removal not permissible if employee

was assigned to any posted transaction)

Cash Setup :

CREATE :

1] Click CLEAR ALL button to refresh and clear-off existing records

2] Specify Banker Name, Address, contact and default bank code (must be created first

in COA Setup module)

3] Click CREATE NEW button to create new bank records in Cash Master module

4] Creation failed, if bank code already created in the system

UPDATE :

1] Select a bank name from Filter by Name combo box

2] Make amendment to record (changes not permissible to code posted in GL)

3] Click on UPDATE button to confirm changes to existing banker profile

DELETE :

1] Select a bank name from Filter by Name combo box

2] Click DELETE button to remove existing records (removal not permissible to account

code already posted in GL)

Chart Of Account (COA) Setup :

CREATE :

1] Click CLEAR ALL button to refresh and clear-off existing records

2] Specify Account Name, account code, account type, account category, sub-category

and Status (1 = Active ; 0 = Inactive)

3] Click CREATE NEW button to create new GL code in the system

4] Creation failed, if account code already created in the system.

UPDATE :

1] Select account name from Filter by Name combo box

2] Make amendment to records

3] Click on UPDATE button to confirm changes to existing account code records

4] Changes not permissible, if there is transactional journal posted in the account code.

DELETE :

1] Select account name from Filter by Name combo box

2] Click DELETE button to remove existing records

3] Deletion failed, if there is historical transactional journal posted in account code.

FOREX Setup (Assigning a closing rate for each country) :

1] Select a particular foreign country

2] Select a closing period from the date picker

3] Drag a row from the first listbox into second listbox

4] Specify a closing rate for the specified closing period

Value Added Tax (VAT) Setup :

1] Click NEW button to refresh and clear-off existing records

2] Enter VAT Code, Name, Rate, Description and VAT Control account code (VAT

Control should be created first in Chart of Account Setup Screen)

3] Click CREATE button to create new VAT Code in the system

4] Creation failed, if VAT Code already created in the database.

Delivery Order Input :

1] Select Customer Name from the CompanyName combo box

2] Select stock items from the Available Products listbox, by left-clicking on your mouse

button on each row under the last column, and drag to bottom Order Items listbox

3] Specify Qty_Order, Sell_Price and Description for each stock item selected

4] Specify Ship Method, Order date, Required Date, Employee Name, Customer's PO.

5] Click on Post Order button to CREATE Delivery Order

6] Click on Report button, under the AR module, and specify the DO number to print

preview

Sales Invoice Input :

1] Select Customer Name from the CompanyName combo box

2] Select stock items to bill, from the Items Delivered listbox, by left-clicking on your

mouse button on each row under the last column, and drag to bottom Items Billable

listbox

3] Specify Qty_to_bill, Unit_Price and Description for each stock item selected

4] Specify Ship Method, Order date, Required Date, and Employee Name

5] If customer type is FOREIGN, specify existing currency rate (up to 3 decimal points)

6] Click on Create Invoice button to CREATE Sales Invoice (If the billable amount

exceed the current credit limit, system will trigger an over credit limit message to the

user)

7] Click on Report, under AR module, specify Date and INV no to print preview

Sales Credit Note Input :

1] Select Customer Name from the CompanyName combo box

2] Select stock items returned by customer, from the Items Delivered listbox, by left-

clicking on your mouse button on each row under the last column, and drag to bottom

Items to Credit Note listbox

3] Specify Qty_to_CN, and Description for each stock item dragged and dropped into

the Items Returned from Customer listbox

4] Specify Date and Employee Name

5] Click on Create CN button to CREATE Sales Credit Note

6] Click on Report button, under AR module, specify CN number, and print preview

Sales Journal Entry Input :

1] Select Customer Name from the CompanyName combo box

2] Select account code from the Chart of Account listbox, by left-clicking on your mouse

button on each account code, and drag to bottom Journal Entry listbox

3] Specify Qty_to_bill (specify 1 for service transaction) , Unit_Price and Description for

each Selected account code dropped into the Journal Entry listbox

4] Specify Date and Employee Name

5] If customer type is FOREIGN, specify existing currency rate (up to 3 decimal points)

6] Click on Create button to post journal entry

7] Click on Report button, under AR module, specify AR code under SOA and print

preview to view your journal entry

Sales Adjustment Entry Input :

1] Select Customer Name from the CompanyName combo box

2] Select invoice records to adjust from first listbox, and drag and drop into second

listbox

3] Allocate amount to adjust and specify description for each line items in the second

listbox

4] Specify Date and Employee Name

5] If customer type is FOREIGN, specify existing currency rate (up to 3 decimal points)

6] Click on POST button to post the adjustment entry

7] Click on Report button, under AR module, specify AR code under SOA and print

preview to view your adjustment entry.

Goods Received Note Input :

1] Select Supplier Name from the Supplier combo box

2] Select stock items from the Available Products listbox, by left-clicking on your mouse

button on each row under the last column, and drag to bottom Received Items listbox

3] Specify Qty_Order, Unit_Price, purchase order and description for each stock item

selected and dropped into the Received Items listbox

4] Specify Order Date and Employee Name

5] If Supplier type is FOREIGN, specify currency exchange rate (max: 3 decimal points)

6] Click on Create GRN button to CREATE Goods Received Note

7] Click on Report under Inventory module, and print preview on Stock Balance and

stock movement report to view your posted GRN entry.

Purchase Invoice Input :

1] Select Supplier Name from the Supplier combo box

2] Select stock items from the Items GRN listbox, by left-clicking on your mouse button

on each line items and drag to bottom Items Billable listbox

3] Specify Qty_to_bill, Unit_Price and Description for each stock item selected and

dropped into the Items Billable listbox

4] Specify Date, Purchase Invoice number and Name of the user

5] Click on Create Invoice button to CREATE Purchase Invoice (System will reject

creation of invoice, if a duplicate invoice number is detected)

6] Print preview on AP Ageing to view the updated AP Balance as at to date.

Purchase Credit Note Input :

1] Select Supplier Name from the Supplier combo box

2] Select stock items from the Items Billed listbox, by left-clicking on your mouse button

on each line items and drag to bottom Items to Credit Note listbox

3] Specify Qty_to_CN and description for each stock item dragged and dropped into the

Items to Credit Note listbox

4] Specify Date, Purchase Credit Note Number and name of Employee

5] Click on Create Credit Note button to CREATE Purchase Credit Note

Purchase Journal Entry Input :

1] Select Supplier Name from the Supplier combo box

2] Select account code from the Chart of Accounts listbox, by left-clicking on your mouse

button on each row, and drag to bottom Journal Entry listbox

3] Specify Debit/Credit (negative) Amount and description for each account code

dragged and dropped into the Journal Entry listbox

4] Specify Date, Adjustment Number and Employee Name

5] If supplier type is FOREIGN, specify current exchange rate (max:3 decimal points)

6] Click on Create button to post journal entry into the system

Purchase Adjustment Input :

1] Select Supplier Name from the CompanyName combo box

2] Select invoice records to adjust from first listbox, and drag and drop into second

listbox

3] Allocate amount to adjust and specify description for each line items in the second

listbox

4] Specify Date and Employee Name

5] If supplier type is FOREIGN, specify existing currency rate (up to 3 decimal points)

6] Click on POST button to post the adjustment entry

7] Click on Report button, under AP module, and print preview to view your adjustment

entry.

Cash Receipt Input :

1] Click on Collection button, select Bank from the Banker combo box

2] Specify Cheque number in the Cheque No textbox

3] Select Customer from the CompanyName combo box

4] Select invoice number from each customers payable amount from the Billed Items

Details listbox, by left-clicking on your mouse button on each row under the last

column, and drag to bottom Collection Details listbox

5] Specify amount receivable in the allocate column and description for each invoice

records selected and dropped into the Collection Details listbox

6] Specify Date and Employee Name

7] If customer type is FOREIGN, specify payment rate applied by customer (payment

rate is the foreign exchange rate applied by customer in their payment)

8] Click on Post button to book collection entries in the system

9] Go to Actual cash flow report, under Cash module and print preview to view your

posted collection

10] Go to Report, under GL module, print 12 month profit/(loss) report to view the

system posted journal for realised gain/(loss) amount

Cash Payment Input :

1] Click on Payment button, select Bank Name from the Banker combo box

2] Specify Cheque number in the Cheque No textbox

3] Select Supplier from the CompanyName combo box

4] Select invoice number to pay from the Payable Items Details listbox, by left-clicking

on your mouse button on each line items and drag to bottom Payment Details listbox

5] Specify payable amount in the allocate column and description for each invoice

records dragged and dropped into the Payment Details listbox

6] Specify Date and Employee Name

7] If supplier type is FOREIGN, specify payment rate applicable to the supplier

8] Click on Post button to book payment entries

9] Go to Actual cash flow report, under Cash module and print preview to view your

posted payment

10] Go to Report, under GL module, print 12 month profit/(loss) report to view the

system posted journal for realised gain/(loss) amount

Cash Adjustment Input :

1] Click on Adjustment, select Bank Name from the Banker combo box

2] Specify Cheque number in the Cheque No textbox

3] Select account code from the Chart of Account listbox, by left-clicking on your mouse

button on each row of account code, and drag to bottom Journal Entry listbox

4] Specify Debit/Credit (negative) amount and description for each selected account

code dragged and dropped into the Journal Entry listbox

5] Specify Date and Employee Name

6] Click on Post button to book Cash adjustment entries into GL

7] Print Report from GL module to view the Profit/(Loss) and Balance Sheet impact from

cash adjustment entry

Inventory Adjustment Input :

1] Select Accounting Setting code from the Acct Set ID combo box

(FIFO/AVEG setting)

2] Specify Date and Employee Name

3] Select stock item from the Stock Item listbox, by left-clicking on your mouse button on

each stock item records, and drag to bottom Journal Entry listbox

4] Specify quantity or unit cost ( negative for decrease ) to adjust and description for

each stock item dragged and dropped into the Journal Entry listbox

5] Click on Post button to book stock adjustment entries into GL

Journal Entry Input :

1] Specify posting date by selecting a date from a date picker (located below journal entry listbox).

2] Select account code from the Available GL Code listbox, by left-clicking on your

mouse button on each row of account code and drag to bottom Journal Entry listbox

3] Specify description and Employee Name

4] Specify a debit (+) amount and a credit (-) amount for each account code dragged to

journal entry listbox. Specify Description for each row of line items in journal entry

listbox.

5] Click on Post button to book journal entry displayed in the journal entry listbox

6] Click on Trial Balance or GL listing report and print preview your posted journal entry

Transfer current year posting entry to Retained Earnings :

1] Specify posting date by selecting a date from a date picker (located below the second

listbox).

2] Drag current earnings amount from the Amount Available to Post listbox, by left-

clicking on your mouse button on the first row, and drag to bottom Amount to transfer

to Retained Earnings listbox

3] Specify Employee Name

4] Specify amount to transfer to Retained Earnings, if the allocated amount does not

equal to current year earnings amount reflected in the profit and loss statement,

readjust the amount

5] Click on Post button to transfer current year earnings to Retained Earnings

FOREX Translation :

Perform month-end or year-end foreign currency translation for each outstanding foreign payable and receivable amount existing, at end of each month or year-end :

1] Select the month-end period, to display the total payable/receivable outstanding

amount for the selected month

2] Select a period to perform the translation from the date picker

3] Select each of the outstanding payable/receivable amount from first listbox into

second listbox

4] Click on POST button, to capture the unrealised gain/(loss) amount for each

outstanding invoices.

FOREX Reversal :

Perform foreign currency translation reversal for each translated outstanding foreign payable and receivable amount at beginning of each subsequent month or year :

1] System will display the previous translated foreign payable/receivable differences

amount for each month

2] Select a period to perform the reversal from the date picker

3] Select the translated foreign payable or receivable amount from first listbox into

second listbox

4] Click on POST button, to reverse the journals captured for previous month unrealised

gain/(loss) amount booked for each outstanding invoices.

VAT Adjustment :

1] Select VAT Code to show VAT Input and VAT Output posted in the VAT Control

account

2] Drag and drop individual VAT Input / Output records from first listbox into second

listbox for Adjustment (You may perform payment / refund or journal entry at this

stage by specifying the GL account code, VAT Input should be adjusted as positive

figure, VAT Output should be adjusted as negative figure)

3] Specify the Employee Name, Posting date and amount to adjust for each VAT Input /

Output records

4] Click POST button to post your VAT Adjustment (Print preview VAT

report to view your VAT Adjustment posted in your VAT Control account)

VAT Reconciliation :

1] Select VAT Status to view VAT records as Matched or Unmatched records in your

VAT Control account (Select 0 to view Unmatched VAT records, 1 for Matched VAT

records)

2] If performing VAT Input, VAT Output, Payment or refund matching, select VAT Status

= 0

3] Drag and drop individual VAT records from first listbox into second listbox for

Matching (You may unmatched this records later by selecting status = 1 from this

screen)

4] Specify the Employee Name and Posting date before you proceed to post

5] Click POST button to reconcile (match) your VAT records (Print preview VAT report to

view your VAT Balance with or without Matching Status)

VAT Report :

1] Specify starting date to view VAT records from VAT Control account

2] Specify ending date to view VAT records from VAT Control account

3] Select option to view Matched and Unmatched VAT records together or to

view Unmatched VAT records only for the specified range of period