Accounting in TallyPrime

Accounting enables managing your accounting entities, inventory movements, financial & banking transactions, and provides real-time reports on all these.

You also get the required options to handle your banking transactions and reconciliation, business projections, multiple currency handling, interest on outstandings, and accounts verification.

UCI-AC classifies transactions as accounting or inventory based on the nature of the accounting entries and the accounts they affect. The generic category Accounting includes the chart of accounts , journal entries, contra vouchers, and other vouchers used for checking the impact of notional transactions without immediately affecting your accounts. Other features covered under the section include the accounting and financial reports , Banking Utilities, options to control your finances, facility to manage use of different currencies in your business, calculation of interest for the receivables, and options to check the accuracy of accounting entries. You also get a Statistics report that displays the summary of the types of accounts and vouchers in your accounts.

Accounting Entry refers to the records you maintain to manage your business on a daily basis. You can use Journal Vouchers to record any type of transaction. For ease of recording, UCI-AC provides different voucher types like sales, purchase, receipt, payment, and so on. You can use contra vouchers for money transfers between different accounts in the business, memorandum vouchers for expenses with currently unknown purposes, reversing journals for checking the impact of transactions before they are effected, and so on. Additionally, you can mark a voucher as optional when you are not certain about the finalisation of a transaction. You can also record a voucher with future date for a transaction that is planned to happen in the future, by marking the voucher as Post-Dated. Steps to create all vouchers are similar, and only a few specifics vary from a voucher type to another. You also get a facility to pre-configure ledger selections using Voucher Class so that your voucher entry becomes faster and less error-prone.

The facility cannot be disabled in

UCI-AC Edit Log while , you can enable or disable it, as needed. Edit Log helps you track all the activities performed in transactions and masters that will have a

financial impact on your Company data.

Chart of Accounts comprises of the accounting ledgers, and a means to group them for the purpose of accounting and financial reporting. UCI-AC provides 28 predefined accounting groups, out of which 15 are primary groups and 13 are secondary groups, under the categories, assets, liabilities, incomes and expenditures. These groups are provided to ensure the generation of meaningful reports as per accounting standards. In addition, you can create groups under the major categories, assets, liabilities, incomes and expenditures, or any of the default primary or secondary groups. For example, Bad Debts account under Current Assets.

Accounting & Financial Reports is a major need to run your business successfully. UCI-AC provides reports like Transaction registers, Day Book, Trial Balance, Balance Sheet, Schedule VI Balance Sheet, Profit & Loss Account, Cash & Fund Flow, Ratio Analysis, Cash & Bank Book, and so

on, with real-time data. Similarly, Receivables and Payables reports provide direct aid in outstanding management.

Banking Utilities are for managing your transactions that involve one or more banks. You can record receipt of money from your parties into your accounts by means of cheques, DDs or electronic payments. Such receipts can be recorded even when you are uncertain about the account to which you are depositing the payment instrument, and tag the account later. Similarly, you can record payments made to your suppliers using cheque, DDs or electronic payments. You can print details on pre-printed cheque leaves received from your banks, or even print the cheque on blank stationery for your records. Generate deposit slips for cheques, DDs or cash, or sent electronic advise to selected banks to complete banking transactions. There are options to do reconciliation of bank statements electronically, or otherwise. Bank Book assists in checking all your bank transactions.

Financial Controlling options enable you to manage different cost centres for allocation of incomes and expenses, define budgets and track budget variance, and define scenarios to check the impact of planned expenses on your business. All these what-if analysis can be done using non-accounting transactions like optional vouchers, memorandum, or reversing journals – without affecting your books directly -to ensure accuracy of your accounts at any point in time.

Define different currencies that you accept in your business transactions, so that you can do accurate conversions, and check forex gain or loss,and account them appropriately.

Calculation of interest as per the practices you follow for overdue receivables or payables, and loan given or received is another facility available .You can define interest for a ledger amount as a whole, or transaction-by-transaction as required in your business.

Verification of your books can be done anytime, even if you hand over some work to someone or your auditor makes changes in transactions to ensure accuracy of accounts. You can enable marking the vouchers that get modified or added by your internal auditor or accountants when finalising your accounts, or tax consultant before filing returns. After they complete their work you can verify the changed or added vouchers and take action, if needed.

Statistics gives the number of all the vouchers that are created under each voucher type, and all the types of accounts in your books of accounts. You can configure this report to view different details. As in other reports, you can drill down to the transaction level, if needed.

In this section

1. Company Setup

2. Chart of Accounts

3. Group

4. Ledger

5. Accounting Entry

6. Payment and Receipt

7. Print, Export, WhatsApp or E-mail Multi Account Reports

Company Set Up

Set Up UCI-AC

Set up different preferences is in company based on business needs after create company, it can set up the necessary features, either now or anytime later. The basic minimum key features required for you to start recording your business transactions are enabled and displayed by default. To view other features in the Company Features screen.

Set the Show more features option to Yes.

Set the Show all features option to Yes.

Accounting

1. Maintain Accounts- This option is set to Yes, by default. Setting it to No will disable accounting-related options for your company.

2. Enable Bill-wise entry- Enable this option to display the option Maintain balances bill-by-bill created under sundry debtors and creditors.

3. When you enter details of sales and purchases with the bill-wise option activated, UCI-AC prompts you to identify the invoice with an appropriate reference number.

4. The reference number can then be used to allocate payments to the correct invoice to maintain an accurate account of outstanding.

5. Bill-wise details for non-trading accounts are useful when one needs to track either an instalment to be paid or a loan amount to be received over a certain period.

6. Enable Cost Centres- Set Show more features to Yes to view this option.

++Used for maintaining and allocating expenses to cost centres.

7. Enable Interest Calculation- Set Show more features to Yes to view this option.

8. Enable this option to calculate interest automatically based on the interest rate and the style of calculation specified.

9. This is useful when interest rates change from time to time.

Inventory

1. Maintain Inventory- This option is set to Yes by default. This allows you to maintain your stock or inventory. Setting this to No will disable Inventory-related features for your company.

2. Integrate Accounts with Inventory- Set Show more features to Yes. Maintain your stock or inventory along with your books of accounts. Stock records may contain errors caused by wrong allocation to items. This feature enables finalization of financial books without waiting for the reconciliation of stocks. You can drill down from the Balance Sheet to view the Stock Register.

3. Enable multiple Price Levels- Set Show more features to Yes. Create multiple price levels for your stock items.

4. Enable Batches- Set Show more features to Yes. Maintain batch information pertaining to Stock Items. Setting this option to Yes displays the Maintain in Batches field in the Stock Item Creation screen.

5. Maintain Expiry Date for Batches- Set Show more features to Yes. Set expiry dates for the batches. This displays the Use Expiry Dates field in the Stock Item Creation screen.

6. Enable Job Order Processing- Set Show all features to Yes. Create Job Work Out or Job Work In orders.

7. Enable Cost Tracking- Set Show all features to Yes. Analyse and track the cost of an item in transactions. Use Discount column in invoices- Set Show more features to Yes. Use separate Actual and Billed Quantity columns in invoices Set Show more features to Yes. Specify quantities that are different from those delivered/received when invoicing.

Taxation

1. Enable Goods and Services Tax (GST)- If your business is under the GST regime, set this option to Yes and specify the GST Details for your company.

2. Enable Tax Deducted at Source (TDS)- If your business considers TDS payments, set this option to Yes and specify the TDS deductor details along with the applicable Rates and Exemptions.

3. Enable Tax Collected at Source (TCS)- Set Show more features to Yes.

4. If your business considers TCS payments, set this option to Yes and specify the TCS collector details along with the applicable Rates and Exemptions.

5. Enable Value Added Tax (VAT)- Set Show all features to Yes. If your business is under the VAT regime, set this option to Yes and specify the VAT Details for your company.

6. Enable Excise- Set Show all features to Yes.

7. Allow considering excise-related details during voucher entry.

8. Enable Service Tax- Set Show all features to Yes.

9. If you pay service tax as part of your business transaction, set this option to Yes and specify the service tax details and set the preferences for your company.

Online Access

1. Enable Browser Access for Reports- Set Show more features to Yes. Once your company is connected to UCI-AC.NET server, access the key business report from the broswer in any device using your UCI-AC.NET credentials.

2. Enable UCI-AC.NET Services for Remote Access & Synchronisation- Set Show more features to Yes. Use features like Remote Access and Synchronisation.

Payroll

1. Maintain Payroll- Set Show all features to Yes. Maintain payroll information for the selected company.

2. Enable Payroll Statutory- Set Show all features to Yes. Maintain payroll-related statutory information.

Others

1. Enable multiple addresses- Set Show more features to Yes. Add multiple addresses for your company, as per your business needs.

2. Mark modified vouchers Set Show more features to Yes. For audit purposes, view all vouchers that are altered after creation.

After you have created the company, in the Gateway of UCI-AC screen, under Name of Company, the company name appears in bold.

Multiple companies: Do you have multiple businesses to track and manage? You can create as many companies and manage your business transactions in each company separately. If you also prefer to get a consolidated view of the health of multiple businesses or submit summarised reports for auditing purpose, you can use the Group Company feature .

Once you have created your company, you can choose to open your company automatically next time you open UCI-AC.

Similarly, you can set your company’s data path, predefine your invoice printing, e-mailing, and exporting preferences.

Load Companies on Startup

, you can choose one or more companies to open by default, without you having to select from the list of companies each time.

1. Press F1 (Help) > Settings > Startup.

The Startup Settings screen appears.

2. Set Load companies on startup to Yes.

3. Open Dashboard on loading a Company: Yes.

This ensures that whenever you load a Company in this applicable, you will view Dashboard as your home-screen.

4. Select Companies to load and press Enter.

5. Select the companies you want to load on startup.

If your company is not listed in the path that appears, you can select companies from other paths in your computer.

a. Select from Drive > browse to the path where your company data is stored and press Enter.

b. Select the Companies that you want to load.

Under Company Name, select End of List once you have selected the companies and press Enter.

6. The Startup Settings screen displays the number of companies you have selected (<3 selected> in this case).

7. Press Esc.

Next time you open UCI-AC, the companies that you had set to open on startup will be loaded automatically.

Set Up Company Data Path

Every time you create a company, UCI-AC saves your company data in the default path. Based on your needs, you may need to select the data path where you want to store the company data.

You can set up the company data path , so that next time you create a company, UCI-AC considers that path as default. You can also predefine the path where you can back up your company data, when required.

1. Press Alt + Y (Data) > Data Path.

2. In the Data Path Configuration screen, select Company Data Path and set the preferred path.

Auto-Login to Your Companies

You might be maintaining more than one companies, and you have set the same username and password to login to each company. Instead of entering the username and password for each company separately, you can opt to access the company data in one go.

1. Press F1 (Help) > Settings > Startup.

2. Set Enable Auto-login for companies with same credentials to Yes.

Next time you login to one of the companies, when you open other companies with the same credentials you will not need to re-enter the credentials.

Voucher and Report Sharing Preferences | Set Up E-mail, Export and Print

In your day-to-day transactions, if you need to e-mail, export or print your invoices with specific settings, you can manage them .

· To set up Export configurations, press Alt + E (Export) > Configuration.

· To set up E-mail configurations, press Alt + M (E-mail) > Configuration.

· To set up Print configurations, press Alt + P (Print) > Configuration.

For example, to set up print configurations for your invoices, you can set up the number of copies you need to print for your invoices each time you generate them.

1. Under Print Configuration, select Set no. of copies for printing vouchers.

2. Specify the number of copies you need for each of the invoices. A sample image of the Printer Settings screen appears:

Similarly, you can set up other print configurations, including advanced configurations.

UCI-AC allows you to configure, print and export your invoices easily along with your day-to-day transactions.

Language Settings

Depending on your business practices and preferences, you may need to view data or make data entry in a specific language. You can set up your UCI-AC to meet such requirements. In this section

1. Display Language

2. Data Entry Language

Display Language

1. Press F1 (Help) > Settings > Language.

2. Select Display Language.

3. Select the required Display Language for viewing your Company data.

Data Entry Language

1. Press F1 (Help) > Settings > Language.

2. Select Data Entry Language.

3. Select the Data Entry language based on your preference.

4. You can now enter data in your masters and transactions in the selected language.

Set Up Data Synchronisation Needs

1. If you synchronise your company data in regular intervals and need to follow a consistent setup, all of these can be predefined .

2. Press F1 (Help) > Settings > Connectivity.

3. From the Connectivity Settings screen, select Client/Server configuration.

4. Select from the options and press Ctrl + A to save.

Set Up Company Features

When you create a Company, UCI-AC helps you to set up the company features on the fly. However, you can press F11 (Features) and set the required features for your company based on your expanding business needs.

Create Multiple Addresses for Company

The Multi Addresses feature allows you to maintain multiple mailing details for your company and parties. You can create multiple addresses for your company and print them in invoices and reports. Also, you can print the addresses of your branches or locations in your commercial invoices and reports as required.

To create multiple addresses for the company, follow the steps below:

1. Press F11 > set the option Enable multiple addresses to Yes.

2. From the Company Features Alteration screen, press Ctrl + I (More Details) > Multiple Addresses.

The Address Type screen appears.

3. In the Address Type screen, provide multiple addresses for your company.

When your cursor is on Primary, press Enter to view or update the address if needed.

Note: The Primary Address type has the Mailing Details provided in the Company

· Creation screen. You can alter the primary mailing details from this screen, if required.

· On moving to the next line, type a name (for example, Branch Office) for the Address Type, and Press Enter.

· Type the address details (Mailing name, Address, Pin code, and so on).

Press Enter to accept the screen. As always, you can press Ctrl + A to save.

You can add as many addresses as per your business requirement. After adding multiple addresses, you can select the address that you want to include in the invoices while printing, exporting, and emailing.

Create Multiple Addresses for Party

In your business, you might be dealing with parties who may want their billing address to be different from their mailing address. Additionally, your party may want you to ship the goods to a consignee address from the billing address. In all such cases, you can create multiple addresses for your party and select the Ship to and Bill to addresses conveniently, while recording a transaction. Moreover, you can also choose if the party mailing address or the shipping address should be printed in the invoice, as per your party’s requirements.

1. In the party ledger, set the option Mailing Details, Set/alter multiple mailing details as Yes.

2. Press Ctrl + I (More Details) > Multiple Addresses.

In the Address Type screen, provide multiple addresses for the party.

3. Type the name of the Party’s Location (for example, Head Office).

On the Mailing Details screen, type the Mailing Name, Address, State, Pincode, and the Statutory & Taxation Information in the respective fields provided. The filled Mailing Details screen appears:

Press Enter to accept the screen. As always, you can press Ctrl + A to save.

The Address Type screen reappears.

Enter another Address Type name (for example, Branch Office) to create the required Mailing Details.

Accept the screen. As always, you can press Ctrl + A to save.

Use Different Addresses on a Voucher

Now you have created multiple addresses for your party, you can seamlessly select a different Buyer (Bill to) or Consignee (Ship to) address for your party while recording an invoice. For example, while creating a Sales voucher for your party, you will be directed to the Party Details form after entering the Party A/c Name.

1. Enter the Buyer name from the List of Ledger Accounts or create one if you have to.

2. Select Address Type from the List of Address Types that is required as the Bill to address. If you have a different consignee, you can also select a different Ship to address, as per your business needs.

3. Consignee details are not shown, press F12 (Configuration) and set Provide separate Buyer and Consignee details to Yes.

4. Accept the screen. As always, you can press Ctrl + A to save.

Company Features

, when you create a company, the key features required to record your business transactions are set by default. As per your business requirements – such as inventory management, tax-based invoicing, payroll management – you can set your preferences using the Company Features.

As per the preferences set, you can enter transaction data accordingly. In most of the cases, you can increment UCI-AC enable or disable other features by pressing F11 at any point you need.

Maintain your books of accounts: Depending on your bookkeeping needs for your company, you can enable other accounting features, such as cost centre and interest calculations. Additionally, if your sales transactions need to be maintained bill-by-bill, UCI-AC helps with all such business preferences and many more.

Manage your stock/inventory: If you are using inventory in your business, you can set up your inventory-related preferences. , you can manage your Inventory independently or choose to update your books of accounts with stock details. You can set up other Inventory features – Price Levels, Batches, Job Work, Job Costing, and so on – depending on your business practices.

Set up statutory features: If your business needs to comply with statutory requirements, you can set up your tax details for invoicing purpose. With UCI-AC, you can define details for GST, VAT, Excise, Service Tax, TDS or TCS, as applicable to your business.

UCI-AC Software Services (TSS): If you also need to access your Company data on the go, especially when you are travelling or at a client location, UCI-AC has it all. You can enable the Reports in Browser feature to view key reports from any other device. Additionally, you can access your Company data remotely and also synchronise data available at different locations.

Payroll management: Does your business require you to manage salary and pay heads for employees? If yes, you can enable the Payroll feature for your company, including the related statutory features.

Other features: If your business has multiple addresses and you need to use them in invoicing, you can add as many company address as needed. Also, you can keep track of different users’ interactions with the vouchers for auditing purposes. All such needs can be set up at the company level.

F11 Features for Company

Accounting

1. Maintain Accounts- Is set to Yes, by default. When you create a company , the key features required for your bookkeeping needs are all set. You can create a ledger, record sales/purchase transactions, and view the transaction details in your reports.

2. Enable Bill-wise entry- Is set to Yes, by default. You can maintain your credit sales and purchase amounts in separate bills for tracking against the payments and receipts. When this option is Yes, the ledger master displays Maintain Balances bill-by-bill for sundry debtors and creditors.

3. Enable Cost Centres- Set Show more features to Yes. Is set to No, by default.

4. Enable Cost Centres if you need to allocate expenses to different cost centres.

5. Enable Interest Calculation- Set Show more features to Yes. Is set to No, by default. Enable Interest Calculation to calculate interest automatically based on the interest rate and the calculation parameters. This is useful when interest rates change from time to time.

Inventory

1. Maintain Inventory- Is set to Yes, by default. UCI-AC provides the basic inventory features by default to maintain your stock or inventory. You can create masters such as stock items, stock groups, units and so on. If you do not need to track any inventory, set this option to No.

2. Integrate Accounts with Inventory- Is set to No, by default. Using UCI-AC, enable this option to include the stock or inventory balance from your inventory records. Stock records may contain errors caused by wrong allocation to items. Using this feature, you can finalise your financial reports without having to wait for the reconciliation of stocks. You can drill down from Balance Sheet to Stock Register. Disable this option to maintain accounts and inventory separately.

3. Enable multiple Price Levels- Set Show more features to Yes. Is set to No, by default. If you maintain different prices for your stock items, depending on your business type, you can create multiple price levels for your stock items.

4. Enable Batches- Set Show more features to Yes. Is set to No, by default. If you sell or purchase your stock in different lots or batches, you will need to store them accordingly. , you can assign batches to your stock when recording transactions.

5. Maintain Expiry Date for Batches- Set Show more features to Yes. Is set to No, by default. Depending on the kind of inventory your business deals with, you may need to specify expiry dates for the batches. For perishable goods like medicines or food items, you can specify the date of expiry for each batch.

6. Enable Job Order Processing- Set Show all features to Yes. Is set to No, by default. If your business manages Job Work, you will need to track movement of your materials. In Job Work, you need to maintain record of raw materials, scraps and by products and view their details.

7. Enable Cost Tracking- Set Show all features to Yes. Is set to No, by default. If you want to analyse the running cost and profitability of the item being tracked through manufacturing, sales, purchase, and so on, set this option to Yes. Item cost tracking helps you effectively track and ascertain the procurement cost, landing costs, manufacturing or production costs, order cost or profit, and job cost or profit.

8. Use Discount column in invoices- Set Show more features to Yes. Is set to No, by default. If you provide discounts to your parties on sale or purchase of items, you can manage trade discount for each item during the corresponding voucher entry.

9. Use separate Actual and Billed Quantity columns in invoices- Set Show more features to Yes. Is set to No, by default. In case the billed quantity is usually different from the actual quantity of stock items when recording transactions, you can track such details by setting this option to Yes.

Taxation

1. Enable Goods and Services Tax (GST)- Is set to No. by default. If your business is under the GST regime, you can specify the GST Details for your company. You can set this option to No, if your business does not require to follow GST norms.

2. Enable Tax Deducted at Source (TDS)- Is set to No. by default. If your business is under the TDS regime, set this option to Yes and specify the TDS details for your company.

3. Enable Tax Collected at Source (TCS)- Set Show more features to Yes. Is set to No, by default. If your business is under the TCS regime, set this option to Yes and specify the TCS details for your company.

4. Enable Value Added Tax (VAT)- Set Show all features to Yes. Is set to No, by default. If your business is under the VAT regime, set this option to Yes and specify the VAT Details for your company.

5. Enable Excise- Set Show all features to Yes. Is set to No, by default. If your business is under Excise, set this option to Yes, and provide the Excise details for your company.

6. Enable Service Tax- Set Show all features to Yes. Is set to No, by default. If you pay service tax as part of your business transaction, set this option to Yes. You can specify the Service Tax details for your company.

Online Access

1. Enable Browser Access for Reports- Set Show more features to Yes. Is set to Yes, by default. UCI-AC facilitates viewing reports on browser using any devices. You can view the reports supported for viewing on browser when you are travelling or at the client’s place – away from your office computer.

2. Enable UCI-AC.NET Services for Remote Access & Synchronisation- Set Show more features to Yes. Is set to No, by default. If you need to access your company data from a location away from your office or synchronise company data available on different computers, set this option to Yes. You can use the UCI-AC.NET services to connect your company to a centralised server.

Payroll

1. Maintain Payroll- Set Show more features to Yes. Is set to No, by default. The Payroll features help you maintain the payroll information, such as employees, salaries, pay heads and so on. Set this option to Yes, to record payroll-related details and the track them through the payroll statements.

2. Enable Payroll Statutory- Set Show more features to Yes. Is set to No, by default. If your business maintains payroll information and you also need to track payroll-related statutory information, set this option to Yes.

Others

1. Enable multiple addresses- Set Show more features to Yes. You may be operating your business from multiple location, based on your business type. In such cases, you can add multiple addresses for your company. Depending on the location of your business transaction, you can print the required address on the invoices. Once you enable multiple address, you can also add multiple addresses for your party and use the required address for billing and shipping.

2. Mark modified vouchers- Set Show more features to Yes. For auditing purposes, you will need to track the details of modified vouchers, including the user that made changes. Using this option, you can view all vouchers that are altered after creation.

Multiple Addresses | Company & Party

The multiple address feature allows you to maintain multiple mailing details for your company and parties. Create multiple addresses for your company and print them in invoices and reports. Also, you can print the addresses of your branches or locations in your commercial invoices and reports as required.

To create multiple addresses for the company, follow the steps below:

1. Press F11 > set the option Enable multiple addresses to Yes.

Alternatively, from the Company Features Alteration screen, press Ctrl + I (More Details) > Multiple Addresses.

The Address Type screen appears.

2. In the Address Type screen, provide multiple addresses for your company.

a. While your cursor is on Primary, press Enter to view or update the address if needed.

Note: The Primary Address type has the Mailing Details provided in the Company

b. Creation screen. You can alter the primary mailing details from this screen, if required.

c. On moving to the next line, type a name (for example, Branch Office) for the Address Type, and Enter, and type the address details (Mailing name, Address, Pincode, and so on).

d. Press Enter to accept the screen. As always, you can press Ctrl + A to save.

You can add as many addresses as per your business requirement. After adding multiple addresses, you can use the address in the invoices while printing, exporting, and e-mailing.

Multiple addresses for party: Similar to creating multiple address types for the company, you can also have multiple addresses for your party, depending on your business needs.

While creating a party ledger:

1. Set/alter multiple mailing details: Yes

2. Enter the Address Type and address details.

You can create as many address types as you need and select the required address type for the party while recording a transaction.

Company Configurations

This topic provides you a comparative view of all Gateway of UCI-AC > F12 configurations.

Navigation/Option

F1 (Help) > Settings > Country

Use Accounting Terminology of F1 (Help) > Settings > Display

1. Display name for Ledger and Group

2. Display name for Stock Item

3. Display name for Employee

F1 (Help) > Settings > Country > Date and Number Format > Enter

1. Date entry format

2. Separator between day, month and year

F1 (Help) > Settings > Country > Date and Number Format > Enter

1. Deprecated Prime

2. Separator to use for thousands

F1 (Help) > Settings > Display

Add sign before currency/unit symbol Select Show More to see this configuration.

F1 (Help) > Settings > Country > Date and Number Format

Show Quantity and Number in millions

F1 (Help) > Settings > Display

1. Display List of Stock Items without quantity in Vouchers

2. Use common table for TDS Helper

3. Search behaviour in table – First column of table

4. Search behaviour in table – Across table

5. List aliases for Master in Select Show More to see this configuration.

Alt + O (Import) > Configuration

1. Ignore errors during import

2. Overwrite voucher when a voucher with same GUID exists

Alt + E (Export) > Configuration

1. Export base currency symbol along with amount

2. Open file after export

Alt + O (Import) > Settings > Display

1. Show graphs in monthly Summaries

2. Show Final Accounts menu in Gateway of UCI-AC

3. Enable sound

4. Information panel is deprecated Prime. Instead, the product information is available in About Page.

Numeric Symbols

F1 (Help) > Settings > Display > Format for Debit amount > Select Format from the list

1. Symbol before number (prefix)

2. Symbol after number (suffix)

F1 (Help) > Settings > Display > Format for Credit amount > Select Format from the list

1. Symbol before number (prefix)

2. Symbol after number (suffix)

Accnts / Inventory Info

Alt + G (Go To) > Create Master > Ledger > F12 (Configure)

1. Provide aliases for Name

2. Provide language aliases for Name

Alt + G (Go To) > Create Master > Ledger > F12 (Configure)

1. Deprecated Prime

2. Provide Mailing Details

3. Provide Contact Details

4. Deprecated Prime

5. Provide Notes for Ledgers

6. Provide Description for Ledgers Set Show more configurations to Yes, where needed.

Alt + G (Go To) > Create Master > Stock Item > F12 (Configure)

1. Advance configuration are split into two:

a. Use costing and Market valuation methods for stock items

b. Set options for Stock item Behaviour

2. Provide Part No. for Stock Items

3. Provide Description for Stock Items

4. Provide Notes for Stock Items

5. Use Alternative Units

6. Provide Standard Buying and Selling Rates

7. Set default Accounting Allocations for Stock Items (in Invoice Mode)

8. Set Components List (Bill of Materials) in Stock Items

9. Use address for Godowns Set Show more configurations and Show all configurations to Yes, where needed.

Voucher Entry

Alt + G (Go To) > Create Voucher > F4 (Contra) > F12 (Configure)

1. Skip the Date field during voucher creation. Set Show more configurations to Yes, if needed. Enabling this configuration in one voucher will enable it for all other vouchers

2. Payment/Receipt/Contra > Ctrl + H (Change Mode) > Single Entry

3. Related options, like bank ledgers, are available by default in the selection table. So, no configuration is available

Alt + G (Go To) > Create Voucher > F7 (Journal) > F12 (Configure)

Use Cr/Dr instead of To/By during voucher entry. Enabling this configuration in one voucher will enable it for all other vouchers. In case you unable to find this configuration in a voucher type, press Ctrl + H (Change Mode) > type or select As Voucher.

Alt + G (Go To) > Create Voucher > F4 (Contra) > F12 (Configure)

Warn on negative Cash Balance. Set Show more configurations to Yes, where needed. Enabling this configuration in one voucher will enable it for all other vouchers.

Alt + G (Go To) > Create Voucher > F7 (Journal) > F12 (Configure)

Pre-allocate bills for Payment/Receipt/Journal Vouchers. Enabling this configuration in one voucher will enable it for all other vouchers.

Invoice / Orders Entry

Alt + G (Go To) > Create Voucher > F8 (Sales) / F9 (Purchase) > F12 (Configure)

Provide Dispatch, Order, and Export details

Alt + G (Go To) > Create Voucher > F8 (Sales)/F9 (Purchase) > Ctrl + P (Print)

Show Name and Address from Party master

Alt + G (Go To) > Create Voucher > F8 (Sales) / F9 (Purchase) > Party Details > F12 (Configure)

Allow separate Buyer and Consignee details

Alt + G (Go To) > Create Voucher > F8 (Sales) / F9 (Purchase) > F12 (Configure)

Modify all fields during voucher entry (applicable to non-taxation fields) No option is available Prime. Ledgers created under provisions are available for Purchase, Purchase Order, and Receipt Note. Select Show More while selecting Purchase Ledger during voucher entry.

Alt + G (Go To) > Create Voucher > F8 (Sales) > F12 (Configure)

1. Select common Ledger Account for Item Allocation

2. Use default Bill-wise details for Bill Allocation

3. Provide Additional Descriptions for Stock Items

4. Provide Additional Descriptions for Ledgers

Alt + G (Go To) > Create Voucher > F8 (Sales) > F12 (Configure)

Consolidate Qty of Stock Items with same Rate. Set Show more configurations and Show all configurations to Yes.

Alt + G (Go To) > Create Voucher > Alt + F7 (Stock Journal) > F12 (Configure)

1. Show Compound Unit of Items based on Rate

2. Show details of Compound Unit

Alt + G (Go To) > Create Voucher > Alt + F8 (Delivery Note) > F12 (Configure)

Show Turnover from selected Party A/c. Set Show more configurations to Yes. No separate configuration available. Options to enter Export shipping details appear when:

Alt + G (Go To) > Create Voucher > F8 (Sales) > F12 (Configure) > set

Provide Dispatch, Order, and Export details to Yes.

Alt + G (Go To) > Create Voucher > F8 (Sales) > F12 (Configure)

1. Provide Marks or Container No.

2. Provide No. of Packages

3. Set Show more configurations to Yes.

Alt + G (Go To) > Create Voucher > Alt + F8 (Stock Journal) > F12 (Configure)

Warn on negative Stock Balance

Alt + G (Go To) > Create Voucher > Ctrl + F8 (Sales Order) > F12 (Configure)

Warn on duplicate Order No.

Alt + G (Go To) > Create Voucher > Alt + F8 (Stock Journal) > F12 (Configure)

1. Use Expired Batches for Stock items

2. Show Batches with Zero Quantity

Alt + G (Go To) > Create Voucher > Ctrl + F8 (Sales Order) > F12 (Configure)

Provide Accounting Allocations in Order/Delivery Note. Set Show more configurations to Yes.

Alt + G (Go To) > Create Voucher > F8 (Sales) > F12 (Configure)

1. Calculate Tax on Current Subtotal (else calculations are on Inventory Total only)

2. Allow Tax difference up to F11 > set Goods and Service Tax (GST) to Yes.

Alt + G (Go To) > Create Voucher > F8 (POS Sales) > F12 (Configure)

1. Skip the Quantity field during voucher entry

2. Modify the Rate field during voucher entry

3. Skip the Discount field during voucher entry

4. Provide Party details in POS Invoice

Create a voucher type POS Sales under Sales and set Use for POS invoicing to Yes.

Payroll Configuration

Alt + G (Go To) > Create Master > Employee > F12 (Configure)

1. Provide Notes for Employees

2. Provide Statutory Details

3. Provide Passport and Visa Details

4. Provide Contract Details

F1 (Help) > Settings > Display

1. Show resigned/retired employees

2. Display name for Employee

Banking Configuration

Alt + G (Go To) > Bank Reconciliation > Ctrl + B (Basis of Values)

Include all Unreconciled transactions till date

Alt + G (Go To) > Create Voucher > F4 (Contra) / F5 (Payment)/ F6 (Receipt) / F7 (Journal) > F12 (Configure)

Remove Bank Date while altering Reconciled Voucher

Alt + O (Import) > Configuration > Banking

1. Location of new bank statements

2. Location of imported bank statements

3. Location of new intermediate files

4. Location of imported intermediate files. Select Show More to see this configuration.

Alt + E (Export) > Configuration > Banking

1. Location of payment instructions

2. Show Payment Instruction details before Export/Upload

3. Allow reset on Uploaded transactions. Select Show More to see this configuration.

Printing

General

Alt + P (Print) > Configuration > Header Information

1. Show date and time of reports 

2. Show date and time on all pages of Reports

3. Show date and time of Voucher Printing

4. Show date and time on all pages of Vouchers

5. Print country with address

6. Top Margin of Reports (in Inches)

Alt + P (Print) > Configuration > Quick/Dot Matrix Format Settings. Stop printing vertical lines/borders

Print Format should be Dot Matrix Format or Quick/Draft Format.

Alt + P (Print) > Configuration > Advanced Configurations

Use Greyscale for printers with Black & White output. Select Show More to see this configuration.

Alt + P (Print) > Configuration > Quick/Dot Matrix Format Settings

1. Show long names in multiple lines when they exceed column width

2. Show amounts/numbers in multiple lines when they exceed column width

3. Show Party name and Address from Left Margin in invoice

4. Print Format should be Dot Matrix Format or Quick/Draft Format

Purchase Transaction

Purchase Voucher > Ctrl + P (Print) > Configure

1. Title

2. Title (for optional vouchers)

3. Sub Title (if any)

4. Height of normal invoice (in Inches)

5. Height of Simple invoice/Voucher format (in Inches)

6. Width of normal invoice (in Inches)

7. Width of Simple invoice/Voucher format (in Inches)

8. Top Margin of normal invoice (in Inches)

9. Top Margin of Simple invoice/Voucher format (in Inches)

10. Left Margin of normal invoice (in Inches)

11. Left Margin of Simple invoice/Voucher format (in Inches)

12. Use Simple Invoice format

13. Use Voucher format

14. Show Checked by & Verified by

15. Show Prepared by

16. Show Company Name for Authorised Signatory

17. Show Cost Allocations in Voucher format

18. Show Reference No.

19. Show Order details

20. Show Terms of Payment and Delivery

21. Show Dispatch details

22. Show VAT Analysis

23. Show PAN / Income Tax No.

24. Show Tax Registration No. (TRN)

25. Show Buyer’s GSTIN

26. Show Supplier’s Tax Registration No. (TRN)

27. Show Contact details

28. Show Additional Descriptions for Stock Items

29. Show Additional Descriptions for Ledgers

30. Show Prepared by & Verified by

31. Show Declaration

32. Show Bill-wise details

33. Show Serial No.

34. Show Part No.

35. Show Quantity

36. Show Quantity with Alternate Unit

37. Show Alternate Unit in separate column

38. Show Actual Quantity

39. Show Rate

40. Show Discount %

41. Show VAT Rate (in %)

42. Show Batch details

43. Show Godown Name

44. Show Godown Address

45. Show Rate of duty for Stock items

46. Show Subtotals after each line

47. Show Narration

48. Show Narration for each entry

49. Show Base Currency Symbol for Total

50. Display name for Parties

51. Display name for Stock Items

Alt + P (Print) > Configuration > Set no. of copies for printing vouchers

No. of copies for Purchase Invoice. Select Show More to see this configuration.

Purchase Voucher > Ctrl + P (Print) > Configure

1. Title

2. Title (for optional vouchers)

3. Sub Title (if any)

4. Height of normal invoice (in Inches)

5. Height of Simple invoice (in Inches)

6. Width of normal invoice (in Inches)

7. Width of Simple invoice (in Inches)

8. Top Margin of normal invoice (in Inches)

9. Top Margin of Simple invoice (in Inches)

10. Left Margin of normal invoice (in Inches)

11. Left Margin of Simple invoice (in Inches)

12. Use Simple Invoice format

13. Show Reference No.

14. Show Order details

15. Show Terms of Payment and Delivery

16. Show Dispatch details

17. Show GSTIN

18. Show Supplier’s GSTIN

19. Show State Name & State Code

20. Show PAN / Income Tax No.

21. Show Tax Registration No. (TRN)

22. Show Contact details

23. Show Address in a continuous line

24. Show Additional Descriptions for Stock Items

25. Show Additional Descriptions for Ledgers

26. Show Prepared by & Verified by

27. Show Serial No.

28. Show Part No.

29. Show Quantity

30. Show Quantity with Alternate Unit

31. Show Alternate Unit in separate column

32. Show Actual Quantity

33. Show Rate

34. Show Discount %

35. Show VAT Rate (in %) / CST Rate (in %)

36. Show Amount

37. Show Godown Name

38. Show Godown Address

39. Show Rate of duty for Stock items

40. Show Subtotals after each line

41. Show Narration

42. Show Base Currency Symbol for Total

43. Display Name for Parties

44. Display Name for Stock Items

45. Jurisdiction

Alt + P (Print) > Configuration > Set no. of copies for printing vouchers

No. of copies for Receipt Note. Select Show More to see this configuration.

Purchase Order > Ctrl + P (Print) > Configure

1. Title

2. Title (for optional vouchers)

3. Sub Title (if any)

4. Height of normal Purchase Order (in Inches)

5. Height of simple Purchase Order (in Inches)

6. Width of normal Purchase Order (in Inches)

7. Width of simple Purchase Order (in Inches)

8. Top Margin of normal Purchase Order (in Inches)

9. Top Margin of Simple Purchase Order (in Inches)

10. Left Margin of normal Purchase Order (in Inches)

11. Left Margin of Simple Purchase Order (in Inches)

12. Use Simple Invoice format

13. Show Reference No.

14. Show Terms of Payment and Delivery

15. Show Dispatch details

16. Show PAN / Income Tax No.

17. Show Tax Registration No. (TRN)

18. Show PAN / Income Tax No.

19. Show Contact details

20. Show Address in a continuous line

21. Show Additional Descriptions for Stock Items

22. Show Additional Descriptions for Ledgers

23. Show Prepared by & Verified by

24. Show Declaration

25. Show Serial No.

26. Show Part No.

27. Show Quantity

28. Show Quantity with Alternate Unit

29. Show Alternate Unit in separate column

30. Show Actual Quantity

31. Show Rate

32. Show Amount

33. Show Discount %

34. Show VAT Rate (in %) / CST Rate (in %)

35. Show Delivery Date/Batch Details

36. Show Godown Name

37. Show Godown Address

38. Show Rate of duty for Stock items

39. Show Subtotals after each line

40. Show Narration

41. Show Base Currency Symbol for Total

Alt + P (Print) > Configuration > Set no. of copies for printing vouchers

No. of copies for Purchase Order. Select Show More to see this configuration.

Purchase Order > Ctrl + P (Print) > Configure

1. Show GSTIN

2. Show Supplier’s GSTIN

3. Show GST Rate (in %)

4. Show HSN/SAC

5. Show State Name & State Code

6. Display Name for Parties

7. Display Name for Stock Items

8. Jurisdiction

Payment Voucher

Payment Voucher > Ctrl + P (Print) > Configure

1. Height of Voucher

2. Width of Voucher 

3. Top Margin of Voucher

4. Left Margin of Voucher

5. Show Payment Mode on top of voucher

6. Show Bill-wise details

7. Show Due Date for Bills

8. Show Due Date with Credit Days

9. Show Inventory details

10. Show Bank Transaction Details

11. Show Additional Details

12. Show Cost Centre/Employee Details

13. For Cash/Bank Ledgers also

14. Show checked by & verified by

15. Show Prepared by

16. Show Narration

17. Show Narration for each entry

18. Print Amount in Foreign Currency

19. Show Base Currency Symbol for Total

20. Show Mailing Name instead of Ledger Name

21. Display Name for Ledgers

Payment Voucher > Ctrl + P (Print) > Configure

1. Show GST Analysis

2. Show HSN/SAC details

3. Show State Name & State Code

4. Show Place of Supply.

Sales Transaction

Sales Voucher > Ctrl + P (Print) > Configure

1. Title

2. Title (for optional vouchers)

3. Sub Title (if any)

4. Height of normal invoice (in Inches)

5. Height of Simple invoice (in Inches)

6. Width of normal invoice (in Inches)

7. Width of Simple invoice (in Inches)

8. Top Margin of normal invoice (in Inches)

9. Top Margin of Simple invoice format (in Inches)

10. Left Margin of normal invoice (in Inches)

11. Left Margin of Simple invoice format (in Inches)

12. Print Transporter’s Copy

13. Use Simple Invoice format

14. Show Reference No.

15. Show Order details

16. Show Terms of Payment and Delivery

17. Show Dispatch details

18. Show TCS details

19. Show VAT/CST Analysis

20. Show PAN / Income Tax No.

1. Appears under Company Details

21. Show PAN / Income Tax No.

2. Appears under Party Details

22. Show Tax Registration No. (TRN)

23. Show GSTIN

24. Show Buyer’s Tax Registration No.

25. Show Contact details

26. Show Buyer’s CST Registration No.

27. Show Buyer’s GSTIN

28. Show Declaration

29. Show Customer’s Seal and Signature

30. Show Additional Descriptions for Stock Items

31. Show Additional Descriptions for Ledgers

32. Show Prepared by & Verified by

33. Show Bill-wise details

34. Show Serial No.

35. Show Part No.

36. Show Quantity

37. Show Quantity with Alternate Unit

38. Show Alternate Unit in separate column

39. Show Actual Quantity

40. Show Rate

41. Show Discount %

42. Show VAT Rate (in %)/CST Rate (in %)

43. Show Date and Time

44. Show Batch details

45. Show Godown Name

46. Show Godown Address

47. Show Rate of duty for Stock items

48. Show Subtotals after each line

49. Show Narration

50. Show Narration for each entry

51. Show Base Currency Symbol for Total

52. Display name for Parties

53. Display name for Stock Items

54. Show Bank details

55. Jurisdiction

Alt + P (Print) > Configuration > Set no. of copies for printing vouchers

No. of copies for Sales Invoice. Select Show More to see this configuration.

POS Invoice > Ctrl + P (Print) > Configure

1. Title

2. Display Name for Stock Items

3. Show Stock Item Name in a single line

4. Show Serial No.

5. Show Part No.

6. Show Units with Quantity

7. Show Rate

8. Show Units with Rate

9. Show Discount %

10. Show Additional Descriptions for Stock Items

11. Show Batch details

12. Show Manufacturing Date

13. Show Expiry Date

14. Show Card/Cheque No.

15. Show complete Card No.

16. Show VAT/CST Analysis

17. Show Service Tax Registration No.

18. Show Service Tax Rate breakup

19. Print Service Tax Category and Assessable Value

20. Show Narration

21. Show Base Currency Symbol for Total

22. Show Time

POS Invoice > Ctrl + P (Print) > Configure

1. Show GSTIN

2. Show Buyer’s GSTIN

3. Show GST Analysis

4. Show GST Rate (in %)

5. Show HSN/SAC

Delivery Note > Ctrl + P (Print) > Configure

1. Title

2. Title (for optional vouchers)

3. Sub Title (if any)

4. Height of normal invoice (in Inches)

5. Height of Simple invoice (in Inches)

6. Width of normal invoice (in Inches)

7. Width of Simple invoice (in Inches)

8. Top Margin of normal invoice (in Inches)

9. Top Margin of Simple invoice (in Inches)

10. Left Margin of normal invoice (in Inches)

11. Left Margin of Simple invoice (in Inches)

12. Print Transporter’s Copy

13. Use Simple format

14. Show Reference No.

15. Show Order details

16. Show Terms of Payment and Delivery

17. Show Dispatch details

18. Show PAN / Income Tax No.

1. Appears under Company Details

19. Show PAN / Income Tax No.

2. Appears under Party Details

20. Show Tax Registration No. (TRN)

21. Show Buyer’s Tax Registration No.

22. Show Buyer’s CST Registration No.

23. Show Contact details

24. Print Address in a continuous line

25. Show Additional Descriptions for Stock Items

26. Show Additional Descriptions for Ledgers

27. Show Prepared by & Verified by

28. Show Declaration

29. Show Serial No.

30. Show Part No.

31. Show Quantity

32. Show Quantity with Alternate Unit

33. Show Alternate Unit in separate column

34. Show Actual Quantity

35. Show Rate

36. Show Discount %

37. Show VAT (in %) /CST Rate (in %)

38. Show Amount

39. Show Batch details

40. Show Godown Name

41. Show Godown Address

42. Show Rate of duty for Stock items

43. Show Subtotals after each line

44. Show Narration

45. Display Name for Parties

46. Display Name for Stock Items

47. Jurisdiction

Alt + P (Print) > Configuration > Set no. of copies for printing vouchers

No. of copies for Delivery Note. Select Show More to see this configuration.

Sales Order > Ctrl + P (Print) > Configure

1. Title

2. Title (for optional vouchers)

3. Sub Title (if any)

4. Height of normal Sales Order (in Inches)

5. Height of simple Sales Order (in Inches)

6. Width of normal Sales Order (in Inches)

7. Width of simple Sales Order (in Inches)

8. Top Margin of normal Sales Order (in Inches)

9. Top Margin of Simple Sales Order (in Inches)

10. Left Margin of normal Sales Order (in Inches)

11. Left Margin of Simple Sales Order (in Inches)

12. Use Simple Invoice format

13. Show Reference No.

14. Show Terms of Payment and Delivery

15. Show Dispatch details

16. Show PAN / Income Tax No.

1. Appears under Company Details

17. Show Tax Registration No. (TRN)

18. Show PAN / Income Tax No.

2. Appears under Party Details

19. Show Contact details

20. Show Address in a continuous line

21. Show Additional Descriptions for Stock Items

22. Show Additional Descriptions for Ledgers

23. Show Prepared by & Verified by

24. Show Declaration

25. Show Serial No.

26. Show Part No.

27. Show Quantity

28. Show Quantity with Alternate Unit

29. Show Alternate Unit in separate column

30. Show Actual Quantity

31. Show Rate

32. Show Discount %

33. Show VAT Rate (in %) / CST Rate (in %)

34. Show Amount

35. Show Delivery Date/Batch Details

36. Show Godown Name

37. Show Godown Address

38. Show Rate of duty for Stock items

39. Show Subtotals after each line

40. Show Narration

41. Show Base Currency Symbol for Total

Alt + P (Print) > Configuration > Set no. of copies for printing vouchers

No. of copies for Sales Order/Quotation. Select Show More to see this configuration.

Sales Order > Ctrl + P (Print) > Configure

1. Show GSTIN

2. Show Buyer’s GSTIN

3. Show GST Rate (in %)

4. Show HSN/SAC

5. Show State Name & State Code

6. Display Name for Parties

7. Display Name for Stock Items

8. Show Bank details

9. Jurisdiction

Receipt Voucher

Receipt Voucher > Ctrl + P (Print) > Configure

1. Height of Receipt Voucher

2. Width of Receipt Voucher 

3. Top Margin of Receipt Voucher

4. Left Margin of Receipt Voucher

5. Show Receipt Mode on top of voucher

6. Show Bill-wise details

7. Show Due Date for Bills

8. Show Due Date with Credit Days

9. Show Inventory details

10. Show Bank Transaction Details

11. Show Additional Details

12. Show Cost Centre/Employee Details

13. For Cash/Bank Ledgers also

14. Show checked by & verified by

15. Show Prepared by

16. Show Service Tax Category & Assessable Value

17. Show Abetment & Pure Agent Details

18. Print Amount in Foreign Currency

19. Show Base Currency Symbol for Total

20. Show Mailing Name instead of Ledger Name

21. Display Name for Ledgers

22. Show Narration

23. Show Narration for each entry

Receipt Voucher > Ctrl + P (Print) > Configure

1. Show GST Analysis

2. Show HSN/SAC details

3. Show State Name & State Code

4. Show Place of Supply

Receipt Voucher > Ctrl + P (Print) > Configure

1. Height of formal Receipt (in inches)

2. Width of formal Receipt (in inches)

3. Top Margin of formal Receipt (default 0.25)

4. Show Company’s PAN/Income Tax No.

5. Show Bank Transaction Details

6. Show Additional Details

7. Show Party Address

8. Show Narration

Journal / Contra

Journal/Contra > Ctrl + P (Print) > Configure

1. Height Voucher (in Inches)

2. Width Voucher (in Inches)

3. Top Margin (in Inches)

4. Left Margin (in Inches)

5. Show Bill-wise details

6. Show Due Date for Bills

7. Show Due Date with Credit Days

8. Show Inventory details

9. Show Bank Transaction Details

10. Show Additional Details

11. Show Cost Centre/Employee Details

12. Show checked by & verified by

13. Show Prepared by

14. Show Narration

15. Show Narration for each entry

16. Show Base Currency Symbol for Total

17. Show Mailing Name instead of Ledger Name

18. Display Name for Ledgers

Debit/Credit Note

Debit Note / Credit Note > Ctrl + P (Print) > Configure

1. Height Voucher (in Inches)

2. Width Voucher (in Inches)

3. Top Margin (in Inches)

4. Left Margin (in Inches)

5. Show Contact details

6. Print Address in a continuous line

7. Deprecated Prime

8. Show complete Ledger details

9. Show Inventory details

10. Show Narration

11. Show Narration for each entry

12. Show Bill-wise details

13. Show Due Date for Bills

14. Show Cost Centre Details

15. Show checked by & verified by

16. Show Prepared by

17. Print Amount in Foreign Currency

18. Show Base Currency Symbol for Total

19. Show PAN /Income Tax No.

20. Show PAN /Income Tax No.

21. Show e-SUGAM No

22. Show e-Way Bill No.

Alt + P (Print) > Configuration > Set no. of copies for printing vouchers

No. of copies for Debit/Credit Note. Select Show More to see this configuration.

Reminder Letter

Alt + G (Go To) > type or select Ledger Outstanding > select any ledger > Ctrl + P (Print) > Configure

1. Top Margin (in Inches)

2. Left Margin (in Inches) 

Type of select Reminder Letter Information for following configuration

1. Information in first paragraph

2. Information in second paragraph

Set Report Type as Reminder Letter

Confirmation of Accounts

Alt + G (Go To) > type or select Ledger Vouchers > select any ledger > Ctrl + P (Print) > Configure

1. Top Margin (in Inches)

2. Deprecated Prime 

Type of select Provide Confirmation Statement for following configuration

1. Information in first paragraph

2. Information in second paragraph

3. Sign-Off

Set Report Type as Confirmation of Accounts. Select Show More to see the configuration.

Alt + P (Print) > Configuration

Show Company Logo

Payment Advice Configurations

Payment Voucher > Ctrl + P (Print) > Configure

1. Salutation

2. Acknowledgement

3. Signature on the Left

4. Signature on the Right

Any Payment Voucher with Bank Ledger > set Print Payment Advice as Yes.

Payment Voucher > Ctrl + M (E-mail) > Configure

1. Salutation

2. Acknowledgement

3. Signature on the Left

4. Signature on the Right

Any Payment Voucher with Bank Ledger > set E-mail Payment Advice as Yes.

Payroll

Display More Reports > Payroll Reports > Payment Advice > Ctrl + P (Print) > Configure

Information in Payment Advice

Alt + G (Go To) > type or select Single Pay Slip / Multi Pay Slip > select any Employee or Employee Group > Ctrl + P (Print) > Configure

1. Payslip Note

2. Payslip message

Set the options Payslip Note & Payslip Message as Yes.

Advanced Configurations

At + P (Print) > Configuration > Show More

1. Reduce space between Address and Name of items/Particulars

2. Retrieve Paper Size for non-standard printers

3. Use Bitmap Mode to print

E-mailing

Alt + M (E-mail) > Configuration > Pre-defined E-mail Profile

1. E-mail Server

2. Server address

3. Use SSL (Select ‘Yes’ if you are using secured SMTP sever)

4. Use SSL/TLS on standard port (Select ‘Yes’ if you are using SSL on default/standard SMTP port)

5. E-mail sender name

6. E-mail from

7. Username for authentication

8. Show additional options

Enter a valid e-mail ID under E-mail from.

Set Show additional options to Yes.

Any voucher or report > Ctrl + M (E-mail) > M (E-mail)

Password

Any voucher or report > Ctrl + M (E-mail) > C (Configure)

1. File Format

2. Page Size

3. Page Width, Height (in mms)

4. Page Orientation

Page Size, Page Width, Height, and Page Orientation will appear when File Format is set to JPEG or PDF.

Data Configuration

Alt + Y (Data) > Data Path

Company Data Path

Alt + E (Export) > Configuration

Location of Import/Export Files

F1 (Help) > Settings > Startup

1. Load companies on startup

2. Companies to load

3. Deprecated from UCI-AC Prime. However, you can configure the ini file in the installation folder

4. Deprecated from UCI-AC Prime. However, you can configure the ini file in the installation folder

Advanced Configuration

Alt + Z (Exchange) > Data Synchronisation > Client/Server configuration

1. UCI-AC Prime acts as

2. Enable ODBC

3. Port

F1 (Help) > Settings > Connectivity > Connectivity and timeout configuration

1. Connection timeout (in seconds)

2. Connect to UCI-AC.NET Server running on non-HTTP port

3. Use absolute URL for HTTP actions

Select Show More to see this configuration.

Alt + Z (Exchange) > Data Synchronisation.

1. Enable Sync Logging (SockReq.log)

2. Truncate Previous log before Syncing

If you do not see these options, in the same menu, type or select Client/Server configuration > select UCI-AC Prime acts as, Server or Both. Accept the screen and restart UCI-AC Prime on prompt.

F1 (Help) > Settings > Connectivity > Connectivity and timeout configuration

Enable HTTP log (UCI-AChttp.log). Select Show More to see this configuration.

Alt + O (Import) > Configuration

Enable detailed log. Select Show More to see this configuration.

F1 (Help) > Settings > Startup > Cache size for accessing data from UCI-AC Prime Server

Data cache size

Prime, the earlier configurations have been merged into a single configuration. Based on the cache size selected, you can specify the Size in MB.

F1 (Help) > Settings > Connectivity > Proxy Server configuration > For Connection to Online Access Services

1. Use Proxy Server

2. URL/IP address and port

3. Authenticate Proxy Server

4. Authentication type

5. Username

6. Password

F1 (Help) > Settings > Connectivity > Proxy Server configuration > For Connection to UCI-AC Gateway Server

1. Use Proxy Server

2. URL/IP address and port

3. Authenticate Proxy Server

4. Username

5. Password

6. Enable absolute URL

7. Proxy Server timeout

Product & Features

F1 (Help) > Upgrade > F12 (Configure)

1. No configuration available. All product information is available under F1 (Help) > About.

2. No configuration available. All product information is available under F1 (Help) > About.

F1 (Help) > TDL & Add-On > F4 (Manage Local TDLs)

1. Load selected TDL files on startup

2. The TDL File Name can be selected as per the file selection experience of UCI-AC Prime.

Chart of Accounts

Having a consolidated list of all the accounting masters can save a lot of time while looking for a particular accounting master or any information related to it. To make your job easier, the Chart of Accounts provides you with an index or list of all masters, such as accounting, inventory, payroll, and so on, created within the Company along with the information related to those masters. What’s more? You can also stay abreast with the necessary information about the party, opening balance in masters, quantity and value of stock items, and other masters.

In the Chart of Accounts of UCI-AC, you can create multiple masters from a single screen, which speeds up your data entry process. Furthermore, the facility to alter multiple masters helps you avoid the need to open specific masters to enter the data. The Chart of Accounts also helps you to identify the unused masters and delete them in one shot. Moreover, if Edit Log is enabled, then you can view masters that were altered or deleted from your Company.

View Financial Accounts with Chart of Accounts

You can view Chart of Accounts for any type of master such as ledgers, stock items, stock groups, and others, and you can also change the view, as needed. For instance, you can view Chart of Accounts for ledgers.

1. Press Alt + G (Go To) > type or select Chart of Accounts > select Ledgers and press Enter.

Alternatively, Gateway of UCI-AC > Chart of Accounts > Ledgers and press Enter.

At the highest level, accounts are classified into Capital or Revenue – and more specifically into Assets, Liabilities, Income and Expenditure.

Moreover, the report opens as per the accounting groups under which the ledgers are created.

1. Press F2 (Period) to change the Period, if needed.

2. View the report, as needed.

· Press F12 (Configure) and view with Name Only, Alias Only, Name (Alias), and Alias (Name), as needed.

· Press F10 (Other Master) > select the master for which you want to view the report and press Enter.

· Press F5 (Ledger View).

· Alternatively, press Ctrl + H (Change View) > Ledger View and press Enter. This helps you get information such as accounting groups of the respective ledgers, State Name, GST Registration Type, GSTIN/UIN, and Opening Balance.

The Change View option using F5 or Ctrl + H is provided for Ledgers (Ledger View) and Stock items (Stock Item View). In all other masters, Ctrl + H (Change View) is not relevant and therefore, inactive. However, pressing F5 enables you to view report in the Condensed and Detailed form.

· Press F5 (Group View) to switch back to the default view.

Validate Changes and Deletion of Masters

Open Chart of Accounts.

1. Press Alt + G (Go To) and type or select Chart of Accounts and press Enter.

Alternatively, Gateway of UCI-AC > Chart of Accounts > Ledgers and press Enter.

Type or select Ledger press Enter.

2. Press Ctrl + B (Basis of Values).

a. The Basis of Values sub-screen appears.

By default, the report is configured for All Ledgers (Altered & Non-Altered).

b. Configure Chart of Accounts to view Altered ledgers.

Select Show Report for and press Enter.

The Report Details screen appears.

c. Press Enter on Altered Ledgers.

Consequently, the option Include Deleted Ledgers will also be set to Yes. This will include the ledgers that you have deleted with Edit Log enabled.

d. Press Enter to set it as No, if you do not want to view the deleted ledgers.

Press Enter on Non-Altered Ledgers and the report will open for ledgers that are never altered .

Consequently, the option Include Deleted Ledgers will be set to No. You cannot set it to Yes, if you are viewing the report for Non-Altered Ledgers, as deletion is also a form of alteration.

e. Press Ctrl + A.

The List of Altered Ledgers appears

Similarly, you can view the Chart of Accounts for Altered and Deleted stock items and groups.

To view Edit Log for masters, refer to the following sections:

· View Edit Log for Ledgers section in the Ledgers topic.

· View Edit Log for Stock Items section in the Manage Your Stock Items topic.

· View Edit Log for Groups section in the Groups topic.

Create/Alter Multiple Masters on Single Screen

You may have a list of Ledgers or Stock Items to be created in a Company. Chart of Accounts provides you with a facility so that you can create multiple masters on a single screen, thereby easing the data entry process and saving a great deal of time. It also provides you with the flexibility to create masters of different types based on the parent group.

Quickly set up Opening Balance Sheet

1. Press Alt + G (Go To) > Chart of Accounts > Ledgers > press Enter.

Alternatively, Gateway of UCI-AC > Chart of Accounts > Ledgers and press Enter.

2. Press Alt + H (Multi-Masters) > Multi Create and press Enter.

3. In the Multi Ledger Creation screen, provide the required ledger details.

a. Under Group: Press Backspace to change the parent group, if needed. By default, the primary group for ledger creation is set as All Items. You can also press Alt + H (Change Parent Group) to alter the group.

b. Name of Ledger: Enter the ledger name.

Under: Select the parent group for that ledger from the List of Groups.

If you have selected a specific parent group in Under Group, the Under field gets prefilled in each row without you having to select the group again.

Press Alt + C to create a parent group if needed.

c. Enter the Opening Balance.

1. To provide other details based on the ledger you have created, press Ctrl + I (More Details).

a. If you are creating a Bank ledger, under More Details, select Bank A/c Details or Bank Configurations.

b. If you are creating a Party Ledger, you can similarly select Mailing Details or Contact Details.

2. The details will be added to the selected ledger.

3. Once you have provided the details for all the ledgers, as always, press Ctrl + A to save.

Quickly Setup Opening Stock Summary

1. Press Alt + G (Go To) > type or select Chart of Accounts > Stock Items and press Enter. Alternatively, Gateway of UCI-AC > Chart of Accounts > Stock Items and press Enter.

2. Press Alt + H (Multi-Masters) > select Multi Create.

3. Select the stock group in the field Under Group.

a. All Items: If you need to assign different stock groups for each stock item that you are creating.

b. An existing group: If you are creating multiple stock items under an existing stock group.

c. Create: If you need to create a new stock group under which you will be creating multiple stock items.

You can add any number of sub-groups to an already created or selected group. The sub-groups inherit the characteristics of the parent groups.

4. Enter the Name of Items, Units, Opening Qty, Rate, and Amount, as applicable to the stock items you want to create.

Accept the Multi Stock Item Creation screen.

5. As always, press Ctrl + A to save.

Alter Multiple Masters

You may want to update the details such as Opening Balance of ledgers or Opening Quantity of stock items. You may also want to update the group of specific ledgers or assign units to some stock items in which the unit was not specified at the time of stock item creation. You do not have to go to each master individually.

Chart of Accounts has a facility to alter multiple masters on a single screen, which eases the data entry process and saves a great deal of time.

Say you want to change the Bank A/c Details for your bank ledger.

1. In Chart of Accounts, press Alt + H (Multi-Masters) > Multi Alter > press Enter.

2. Select the bank ledger, press Ctrl + I (More Details) > Bank A/c Details > alter the required details.

Similarly, you can alter other details quickly without having to open the ledgers individually. You can also select a ledger name, press Ctrl + Enter to open the Ledger Alteration screen and make necessary alterations.

Use Ledgers from another Company

In your business, you might be opening a new branch or office at a specific location and therefore, want to maintain the transactions from the new branch separately. Thereafter, enter the opening balances applicable to the new branch or office.

Press Alt + G (Go To) > type or select Chart of Accounts > Ledgers and press Enter.

Alternatively, Gateway of UCI-AC > Chart of Accounts > Ledgers and press Enter.

1. Press Alt + H (Multi-Masters) > Multi Alter > All Items or select the group from the List of Groups and press Enter.

2. The Multi Leger Alteration screen appears.

3. Press Alt + B (Zero Opening Balance).

4. Press Ctrl + A to save.

Once the Opening Balances for all ledgers are zero, you can enter the applicable Opening Balance for the new branch or office and continue working.

Use Stock Items from other Company

You can remove opening quantity from all stock items in one shot and then use those items in a new Company.

1. Press Alt + G (Go To) > type or select Chart of Accounts > Stock Items and press Enter.

Alternatively, Gateway of UCI-AC > Chart of Accounts > Stock Items and press Enter.

2. Press Alt + H (Multi-Masters) > Multi Alter > All Items or select the group from the List of Groups and press Enter.

The Multi Leger Alteration screen appears.

3. Press Alt + B (Zero Opening Balance).

4. Press Ctrl + A to save.

Change Parent Group of Ledgers

You may have created all your ledgers under Sundry Debtors or Sundry Creditors, as applicable. However, your business has grown to different regions and you want to update the existing ledgers under parent groups created based on their region like Sundry Debtors North, South, East, or West.

You can do this while altering multiple ledgers, which helps you to quickly change the group of a set of ledgers in one go.

1. In Chart of Accounts > press Alt + H (Multi-Master) > Multi Alter.

2. Select the group, say Sundry Debtors.

3. Press Alt + H > select the respective group created for the ledgers and press Enter.

If you have not created the group already, then press Alt + C to create it on the fly.

4. Press Ctrl + A to save.

Set Credit Limits for parties

You might be having some parties with who you do business on a regular basis. Considering your business practice and relationship with your parties, you can set a credit limit in Chart of Accounts. The same Credit Limit will be applicable when you make a sale to the parties.

1. In Chart of Accounts, press Alt + H (Multi-Master) > Credit Limits > select the group. You can set credit limits for ledgers created under Sundry Creditors, Sundry Debtors, and Branch / Divisions.

2. In the Credit Limits column against each party name, enter the desired amount. This means, you have allowed the party to purchase items on credit up to the limit set here.

3. As always, press Ctrl + A to save.

View and Delete Multiple Unused Masters

If there are certain masters such as party ledgers with no recorded transactions or no possibility of a business transaction in the future, then you can delete those ledgers.

, you do not need to look around for such masters. Chart of Accounts displays all such masters so that you can delete those in one shot.

Delete Unused Ledgers at once

1. In Chart of Accounts, press Ctrl + J (Exception Reports) > Show Unused and press Enter.

The List of Ledgers (Unused) appears.

Delete the ledgers.

2. Select the ledgers you want to delete using Spacebar.

Press Alt + D.

a. Press Y to accept deletion.

b. Similarly, you can delete any set of masters in Chart of Accounts.

c. If you want to view Ledgers Already used in transactions, then press Ctrl + J (Exception Reports) > Show Unused and press Enter.

Delete Unused Stock Items at once

If you want to delete the unused stock items that you do not trade with anymore, then you can so in Chart of Accounts.

1. Press Alt + G (Go To) > type or select List of Accounts > type or select Stock Items and press Enter.

Alternatively, Gateway of UCI-AC > Chart of Accounts > type or select Stock Items and press Enter.

2. Press Ctrl + J (Exception Reports) > Show Unused > and press Enter.

The unused stock items appear.

Select the stock items to be deleted. To select multiple stock items, press Spacebar, and select the required stock items.

3. Press Alt + D > select Yes to confirm deletion.

4. The selected stock items will be deleted.

Validate Contact Details of Ledgers

You can easily validate if the contact details entered in the ledgers with the data real-time data available with you.

1. In Chart of Accounts, press Ctrl + J (Exception Reports) > E-mail Validations and press Enter.

2. Drill down to the respective ledgers and update the contact details, if needed.

Update Party GSTIN/UIN

If there are some parties with Regular GST registration, and you have not provided the GSTIN/UIN in the ledger, then you can easily identify such ledgers in Chart of Accounts. Moreover, you can update the GSTIN/UIN of the respective parties on a single screen.

1. In Chart of Accounts, press Ctrl + J (Exception Reports) > Update Party GSTIN and press Enter.

2. Select Group and Ledgers for which you want to update GSTIN.

a. Name of Group: select the group from the list or All Groups, as needed.

b. Name of Ledger: select All Ledgers.

3. The Update Party GSTIN/UIN screen appears.

4. Enter GSTIN/UIN of the parties, based on the availability of the data with you.

5. Press Ctrl + A to save.

Validate UoM with UQC

If you are a GST-registered dealer, then you will be filing returns along with HSN Summary to the tax department at the end of the return period. As per the department, it is mandatory that the units of measurements (UoMs) in the HSN Summary are mapped to the department’s Unit Quantity Code (UQC). Mapping the UoM with UQC ensures that the HSN Summary reported in the return is correct.

1. Press Alt + G (Go To) > type or select Chart of Accounts > Stock Items and press Enter.

Alternatively, Gateway of UCI-AC > Chart of Accounts > Stock Items and press Enter.

2. Press Ctrl + J (Exception Reports) > Map UoM – UQC and press Enter.

The report appears with units that are not mapped with UQC.

3. Press F5 (Update UQC) > type or select from List of UQCs and press Enter.

4. Press Ctrl + A to save, once you have updated UQC for all the UoMs.

Accounting Masters in Chart of Accounts

Accounting masters are the pre-defined masters for your accounting information system. For instance, a ledger is a pre-defined master in the report, and the groups are the pre-defined masters under which ledgers are classified. UCI-AC has several accounting masters for recording transactions.

Groups

Groups are a collection of ledgers of the same kind that are maintained to determine the hierarchy of ledger accounts. This helps in presenting reports that are meaningful and compliant with the government and department laws. Chart of Accounts displays all the ledgers.

Ledgers

Ledgers are used to store bookkeeping entries and affect assets, liabilities, income, or expenses in the Balance Sheet. Cash, accounts receivable, investments, and expenses are some examples of ledgers. Ledgers help in maintaining all the transactions. Once you record a transaction with appropriate ledgers, you can view the impact on Balance Sheet and Profit & Loss A/c. The report displays all the ledgers.

Voucher Types

UCI-AC has a total number of 24 pre-defined Voucher Types for recording accounting entries, inventory vouchers, payroll transactions, and sales & purchase orders. You have the flexibility to create more voucher types under the pre-defined ones as per your requirement. You can view Voucher Types in the report.

Cost Categories

By default, all the cost centres created are under Primary Cost Category. However, you can create a cost category to allocate the same incomes and expenses to parallel sets of cost centres or profit centres. Chart of Accounts displays all the Cost Categories created .

Cost Centres

With cost centres , you can maintain your incomes and expenses as per different business units, departments, projects, and so on. You can create one or more cost centres and allocate the breakup of incomes and expenses to different cost centres or profit centres. Thereafter, you can view your incomes and expenses under the cost centres using various reports provided . You can view cost centres in Chart of Accounts too.

Currencies

Your business may be having multi-currency transactions, especially when a foreign party (customer or supplier) is involved. You can record transactions either in the base currency or foreign currency based on your requirement. All the currencies created are displayed in the report.

Budgets

In your business, you may be preparing a plan for the flow of funds containing financial guidelines for the future or a selected period. Budgeting helps you to use your funds effectively and also provides information for an evaluation of financial activities in your organization. You can prepare budgets for specific purposes. You can view budgets in the report.

Scenarios

UCI-AC provides a management tool that you can use for projecting the accounts and inventory related information. You can create, select, and include only certain types of vouchers without affecting the source data and create scenarios . You can also use the management tool to forecast the expenses by recording provisional vouchers and including them in your reports. The report displays all the scenarios created .

Inventory Masters in Chart of Accounts

Your business may involve movement, sales, or purchase of a set of stock items. The inventory masters enable you to manage your inventory and track the movement of stock items.

Stock Groups

Stock Groups help you in managing stock items and locating them, especially when a set of stock items share a common feature such as brand, product type, the material used, and others. , you can get a consolidated view of total stock items available under a specific stock group and the report displays all the stock groups.

Stock Items

You may be selling or purchasing a set of stock items in your business, because of which you need to manage your inventory. , you can create stock items so that you can manage your inventory. Furthermore, you can view all the stock items in chart of accounts.

Stock Categories

There can be stock items under different groups with some common properties such as cost, material used, or brand. In such cases, you can create Stock Categories and assign the same to related stock items to manage your inventory. Chart of Accounts displays all the Stock Categories created .

Units

You may be selling or purchasing stock items measured as per specific units, depending on your business practice. , you can create units and also alternate units to manage stock items and the report displays all the units created in the product.

Godowns

You may be storing stock items in warehouses or godowns. , you can create godowns and manage the movement of the incoming or outgoing stock item as per the actual movement of items from the corresponding godowns. You can view Godowns in the report.

Payroll Masters in Chart of Accounts

Your business may be involving a number of employees to which you must be making payment on a particular date as per the salary cycle followed in your business. , you can maintain payroll of employees using Payroll masters. This enables you to keep an account of sum transferred to your employees.

Employee

The Employee master helps you record all the payments made to a particular employee in your organisation. Along with basic details, you can also enter the details of Payment,

Statutory, and Contract details. Chart of Accounts displays all the Employees created .

Employee Groups

Employee Groups help you classify employees based on their function or roles that they perform in your organisation. You can also define salary structures at the employee group level to apply a common salary structure to a set of employees in your organisation. You can view all the Employee Groups in the report.

Employee Categories

Employee categories help you classify employees so that you can track salary paid to employees working on a particular project or region. This helps you analyse the cost of the project or a particular region/office. The report displays all the Employee Categories created .

Pay Heads

Basically, pay head is the salary components constituting an employee’s pay structure. You can define Pay Heads , which you can use while processing payroll of employees. You can view all the Pay Heads in Chart of Accounts.

Attendance/Production Types

Attendance/Production Type is the basic unit used to calculate the pay of employees. This helps you track productivity of employees. Attendance/Production Types depend on the Pay Heads that comprise of the employees’ pay structure. All the Attendance/Production Types created can be viewed in the report.

Groups

In any business, it is important to categorise similar ledgers based on their nature, type, or usage under an accounting head. , such accounting heads are known as Groups. You can create, alter, and delete Groups along with copying Groups from one company to another. Furthermore, you can view the created Groups with all the transactions in multiple reports.

Groups help you organise the ledger accounts and view the financial statements with proper accounting heads. It can be classified between Assets, Liabilities, Expenses, and Incomes. Any Groups created under Assets and Liabilities form a part of the Balance Sheet whereas Groups under Expenses and Incomes are part of the Profit & Loss Account.

, there are 28 predefined groups, of which 15 are Primary and 13 are Subgroups. Along with the predefined groups, you can create new Groups to accommodate your business needs.

After creating the Groups, if you want to alter the Group for an existing ledger then you can do that as well. Suppose you have created wages under the group Direct Expense, and you want to change the Group to Indirect Expense. You can alter the ledger account and change the Group for that ledger. UCI-AC also allows you to delete unused or unwanted Groups, if any. All these changes and deletions of Groups can be tracked if you have enabled the Edit Log option.

If you have multiple companies and want to maintain a similar group structure and uniformity across the companies, then you can copy Groups from one company to another either one at a time or all at once.

Apart from these, you can configure advanced options for Groups and make the Groups behave as sub-ledgers. With all these options, it becomes absolutely necessary to view the groups on a single page. UCI-AC provides solutions to that need as well by displaying reports such as Group Summary and Group Voucher.

Pre-Defined Groups

There are 28 predefined groups . These groups are part of the Chart of Accounts for most organizations. For example, Sales Accounts are a predefined group. All sales ledgers can be classified into this group.

Out of the 28 predefined groups, 15 are primary groups of which nine Primary groups appear in the Balance Sheet that are capital in nature and six Primary groups appear under Profit & Loss A/c, which are revenue in nature and 13 are subgroups which are shown below. You can create any number of primary groups and subgroups but Primary groups cannot be deleted.

	Primary		Under		Subgroup		Under
Branch/Divisions		Balance Sheet		Bank Accounts		Current Assets
Capital Account
		Balance Sheet		Bank OD A/c		Loans (Liability)
Current Assets		Balance Sheet		Cash-inhand		Current Assets
Current Liabilities		Balance Sheet		Deposits (Asset)		Current Assets
Direct Expenses		Profit & Loss A/c		Duties & Taxes		Current Liabilities
Direct Incomes		Profit & Loss A/c		Loans & Advances (Asset)		Current Assets
Fixed Assets		Balance Sheet		Provisions		Current Liabilities
Indirect Expenses		Profit & Loss A/c		Reserves & Surplus		Capital Account
Indirect Incomes		Profit & Loss A/c		Secured Loans		Loans (Liability)
Investments		Balance Sheet		Stock-inhand		Current Assets
Loans (Liability)		Balance Sheet		Sundry Creditors		Current Liabilities
Misc. Expenses (ASSET)		Balance Sheet		Sundry Debtors		Current Assets
Purchase Accounts		Profit & Loss A/c		Unsecured Loans		Loans (Liability)

Sales Accounts		Profit & Loss A/c
Suspense A/c		Balance Sheet

Default Groups

There are a number of default Groups that can be used for various accounts.

Create, Alter, and Delete Account Groups

You can create single or multiple groups and configure the details per your requirement. You can also view, alter, or delete these groups , as needed. In this section

1. Create account groups

2. View and alter groups

3. Delete Groups

4. View Edit Log for groups

Create account groups

By default, UCI-AC provides you twenty-eight predefined account groups, and you can create any ledger under these twenty-eight groups. You create a ledger and assign it to a particular group. The ledger will function as per the configurations set for the group. For example, if you run a factory, you can assign ledgers for labour charges and raw materials-related expenses under the Direct expense group. Say, you are a food influencer, who likes to promote his business on social media. So, you can keep computer and internet expenses under the Indirect expense group. Therefore, based on the group you have opted for, your ledger will function.

However, there may arise a situation when you need to have a group that suits your business needs as the ledgers you wish to create don’t come under any of the twenty-eight predefined groups . UCI-AC provides you with two possible solutions, creating sub-groups under the predefined groups and creating independent Primary groups.

Create sub-groups under the predefined account groups

To make ledger organization and identification easier, create sub-groups under existing predefined groups. For example, if you have a group called Sundry Debtors for the parties you sell to, you can divide it into zones like East, West, North, and South. Each of these zones will be a sub-group under Sundry Debtors. UCI-AC will then display ledger properties based on these sub-groups. While the Sundry Debtors group will be split into four sub-groups, the total value will still be consolidated at the Sundry Debtors level. The inherent capability of the parent group will get carried forward to the sub-groups.

1. Press Alt + G (Go To) > Create Master > type or select Group and press Enter.

Alternatively, Gateway of UCI-AC > Create > type or select Group and press Enter.

2. Enter the Name of the group.

3. Enter the Alias name, if required.

4. In the field Under, from the List of Groups displayed, select the parent group under which the group has to be classified; for example, Indirect Expenses.

The Group Creation screen appears.

5. Accept the screen. As always, press Ctrl + A to save the Group Creation screen.

The inherent capability of the parent group will get carried forward to the sub-groups.

Similarly, you can create multiple groups in one go from the Chart of Accounts using the Multi Create option.

Create independent Primary groups

If some of your ledgers cannot be classified under the existing 28 Groups , you can create an independent Primary group. You will have to configure the Nature of Group while creating this independent group. Depending on your business requirement and preference, you can select one of the four options, Assets, Expenses, Incomes, or Liabilities. If you select either Assets or Liabilities, the Group will be reflected in your Balance sheet. If you select either Expense or Income, the Group will be reflected in your Profit and Loss account, either under Direct or Indirect expense. You can configure the Group to classify it as either a Direct or Indirect expense, which will impact the Gross Profit or Net Profit on the Profit and Loss account, respectively.

1. Press Alt + G (Go To) > Create Master > type or select Group and press Enter.

Alternatively, Gateway of UCI-AC > Create > type or select Group and press Enter.

2. Enter the Name of the group.

3. Enter the Alias name, if required.

4. In the field Under, from the List of Groups displayed, select Primary and press Enter.

5. Select the Nature of Group.

If you select either Assets or Liabilities, the Group will be displayed in your Balance sheet.

If you select either Expenses or Income, the Group will be displayed in your Profit and Loss report.

· Set Does it affect Gross Profits to Yes, if you want to treat it as a Direct expense.

· Set Does it affect Gross Profits No, if you want to treat it as an Indirect expense.

Accept the screen. As always, press Ctrl + A to save.

Once you have created the Groups, you can start creating ledgers under the predefined or newly created Groups.

View and alter groups

You can view the groups created by you or even the predefined groups one by one.

1. Press Alt + G (Go To) > type or select Chart of Accounts > Group > and press Enter.

Alternatively, Gateway of UCI-AC > Chart of Accounts > Group > and press Enter.

2. Select the name of the group required from the List of Groups displayed.

The Group Alteration (Secondary) screen appears.

You can view the groups and if required you can alter the details as well.

If you want to alter the details entered in a group, you can do that in the Group Alteration (Secondary).

1. In the Group Alteration screen, in the Under Group field, select the name of the group required from the List of Groups displayed.

2. Make the necessary changes in the Group Alteration screen.

3. Accept the screen. As always, press Ctrl + A to save the Group Alteration screen.

Similarly, you can alter multiple groups in one go from the Chart of Accounts using the Multi Alter option.

Delete a Group

Groups can be deleted from the alteration screen. It is important to note that you cannot delete groups from the Multiple Group Alteration screens.

To delete a Group one at a time,

· From the Group Alteration screen, press Alt + D to delete the Group.

A group cannot be deleted if:

· The group has sub-groups.

· The group has ledgers classified under it.

· The group is a predefined master.

View Edit Log for Groups

You may be making changes in the groups as per your requirement. If you are using UCI-AC Edit Log 2.1 or later with Edit Log enabled then, Edit Log tracks all such changes made by you. You can view the details of changes made in the selected version of the groups as compared to its previous version which UCI-AC highlights in red text. Similarly, you can drill down to any version and view the comparison between the version and its previous one. If you drill down on a deleted group from the Chart of Accounts, then the Edit Log report opens.

To view the changes made to the Groups,

Open the Group.

1. Press Alt + G (Go To) > type or select Chart of Accounts and press Enter > select Group and press Enter.

a. Alternatively, Gateway of UCI-AC > Chart of Accounts > Type or select Group and press Enter.

Type or select the name of the Group and press Enter.

b. The Group Alteration screen appears.

If you drill down on a deleted Group from the Chart of Accounts, then the Edit Log report opens.

2. Press Alt + Q (Edit Log).

Alternatively, press Ctrl + O (Related Reports) > Edit Log and press Enter.

You can view the changes made to the groups along with the Username and Date & Time.

Manage Groups in Multiple Companies

You can manage groups in multiple companies by copying masters.

Copying groups from one company to another company helps to:

· Maintain the same group structure and ledgers for businesses with subsidiaries or branches.

· Maintain uniformity of reports in all companies.

· Consolidate accounts across branches.

· Avoid re-creating masters in other companies.

1. Copy Group from one company to another

2. Copy multiple Groups from one company to another

Copy Group from one company to another

When copying a group from one company to another, the source company (from where the master has to be copied) and the destination company (to which the master has to be copied) have to be selected.

1. Gateway of UCI-AC > Press Alt + K (Company)> Select Source Company.

2. Gateway of UCI-AC > Press Alt + K (Company)> Select Destination Company.

3. In the source company, press Alt + G (Go To) > Alter Master > type or select Group and press Enter.

4. Select a group from the List of Groups.

5. Press F3 (Company) to switch over to the destination company.

6. Press Ctrl + A to save, as always.

Copy multiple Groups from one company to another

Similar to copying a single group from the source company to the destination company, you can also copy multiple groups together in one go.

1. Gateway of UCI-AC > Press Alt + K (Company)> Select Source Company.

2. Gateway of UCI-AC > Press Alt + K (Company)> Select Destination Company.

3. In the source company, press Alt + G (Go To) > type or select Chart of Accounts > Group > and press Enter.

4. Press Alt + H (Multi-Masters) > select Multi Alter and Press Enter.

5. Select a group or All Items from the list.

6. Press F3 (Company) to switch over to the destination company.

7. As always, press Ctrl + A to save.

Copying masters is possible only if the books of accounts of both companies are loaded in the same instances of UCI-AC. You can copy other masters like ledgers, cost categories, and cost centers either single or multiple in the same way. The alternative to transferring information between companies is to use the options of exporting or importing data.

Configure Advanced Options for Groups

While creating groups you can make changes to the group by changing the configurations. You can enable alias for Name if you want to mention any other name for your group, allow Groups to behave like Sub-ledger, allow Nett Credit/Debit balance to show the net amount whichever is higher, Use Group for calculation of taxes and discounts for Sales invoices, Select Appropriation Methods to Allocate Cost, and Provide Position Index of Groups. All these help you to create Groups with more options. In case you have enabled GST for your company, you can see the option to provide GST details.

1. On the Group creation screen, enter the details.

a. Enter a Name for the group & Group Category.

b. If the group is created under Primary, select the Nature of Group from assets, expenses, income, or liability.

2. Set the advanced configurations for the Group.

a. Group behaves like sub-ledger: Yes. If you enable this option then the group acts as a sub-ledger.

b. Nett Debit/Credit Balances for Reporting: Yes. If you enable this option then this displays the net debit or credit balance in the report (whichever is higher).

c. Used for Calculation (for example: taxes, discounts): Yes. You can enable this option if you want the behaviour of percentage for the ledger under this Group.

d. For example, if you have loading charges which you want to calculate on percentage, then with this option enabled UCI-AC allows you to define the percentage for the ledger under this Group.

3. Select Method to Allocate when used in Purchase Invoice from the List of Allocation Methods to allocate the expense of the item in the ratio of the quantity or value.

As always, press Ctrl + A to save the Group creation screen.

A sample group creation screen with advanced options appears.

Group Behaves as a Sub-Ledger

While creating Group with advanced parameters you can set the Group to behave as sub-ledgers.

When the option Group behaves like a sub-ledger is set to Yes, the ledgers grouped under the same are not displayed in detailed mode.

When the option Group behaves like a sub-ledger is set to No, all the ledgers that are grouped are displayed in the detailed mode.

Group Vouchers Report

You can view the Groups created and predefined in a single screen along with the groups which you have configured to behave as a sub-ledger. You can also view the Group Summary and Group Vouchers report .

In this section

1. View Groups in reports

2. View Group Summary

3. View Group Vouchers

View Groups in reports

You can view the Groups created or predefined on a single screen. You can also expand those Groups which you have configured to behave as a sub-ledger.

For example, you can view the Groups from Trial Balance.

1. Press Alt + G (Go To) > type or select Trial Balance and press Enter.

2. Press F12 (Configure) > set Expand all levels in Detailed format to Yes in the Configuration screen.

3. As always, press Ctrl + A to save.

After configuration, a sample Trial Balance report appears.

While viewing Groups from Trial Balance, you can customise the report with further details such as,

· You can change the Scale Factor and view the report as required. You need to press Ctrl + B (Basis of Values) > Scale Factor and select the required option.

You can view the Trial Balance Ledger-wise and also see the related reports such as Monthly Summary, Cash Flow, Fund Flow, and Receipts and Payments by pressing Ctrl + H (Change Views).

· You can view Negative Ledgers if you press Ctrl + J (Exception Reports).

You can also do comparisons to see any changes to the Groups. For that, you need to press Alt + N (Auto Column) and select either Quarterly, Monthly, Weekly and so on depending on how you want to compare.

Apart from these options, you can press F12 (Configure) and make changes in the view of your report that will help you to analyse the report better.

· Enable Show Opening Balance, Show Transactions and Show Closing Balance. This shows the opening balance of the ledgers, transactions recorded during the period and closing balances of the ledgers.

· Enable Show Percentages. You can also view the percentages of the total amount of all the Primary groups.

View Group Summary

The Group Summary report shows the closing balance of the accounts of a selected group for a specified period. The default view is that of subgroups within a group.

1. Press Alt + G (Go To) > type or select Group Summary and press Enter.

Alternatively, Gateway of UCI-AC > Display More Reports > Accounts Books > Group Summary and press Enter.

2. Select the Group you want to view in the Group Summary and press Enter. In this example, select Indirect Expenses.

A sample Group Summary report appears.

From the Group Summary, if you drill down further for any ledger, you can view the Ledger Monthly Summary and then Ledger Vouchers.

View Group Vouchers

Group Vouchers is a list of all vouchers having at least one ledger account entry belonging to the selected group. This is useful when you want to list all transactions for a particular group.

1. Press Alt + G (Go To) > type or select Group Vouchers and press Enter.

Alternatively, Gateway of UCI-AC > Display More Reports > Accounts Books > Group Vouchers and press Enter.

2. Select Name of Group from the List of Groups e.g. Current Assets and press Enter.

A sample Group Vouchers report appears. You can change the period as required and view the report.

From the Group Vouchers report, you can view the report Monthly or Daily. Press F6 (Monthly) or Ctrl + F6 (Daily) to view the report.

You can also view narrations and see the running balances of the Group from the F12 (Configure).

In the Group Vouchers report, you can configure the report with your required details.

· Press Ctrl + B (Basis of Values) to Include Opening Balance, Type of Voucher Entries to select Credit Entries Only or Debit Entries Only and also Include Post-dated Vouchers. If you have marked any vouchers as post-dated by pressing Ctrl + T then you can view those vouchers by pressing Alt + F8 (Include Post-dated) or press Ctrl + B (Basis of Values) > Include Post-dated Vouchers.

The voucher number of these transactions has the prefix (Post-Dated), and the period of the report automatically includes the date of the post-dated transaction.

· Press Ctrl + N (ChangeView) to see the related report such as Summary dally.

Breakup and Monthly Summary.

· Press Ctrl + J (Exception Reports) to view the Negative Ledgers.

Ledger Create, Alter, and Delete

A ledger is a date-wise record of all the transactions related to a particular account such as cash, sales, purchase and so on. Learn about the predefined ledgers , and along with that learn to create ledgers for different contexts. After you create the ledgers, you can alter or delete them. You can track the altered or deleted ledgers. Finally, you can learn to view the report showing the transactions of your ledgers.

In your business, you record each transaction, and later such transactions are classified into separate accounts and get posted to the ledger. Each account has, an opening balance or carry forward balance, transactions recorded either as debit or credit and a closing balance. Ledgers contain the necessary information to prepare financial statements. The ledgers or in the Books of Accounts affect assets, liabilities, income, or expenses. Once the transactions are posted to the ledgers, considering the closing balance of each account the Trial Balance is prepared. UCI-AC provides flexibility to the users to generate Profit & Loss A/c and Balance Sheet. It can also generate a range of comprehensive financial statements and reports.

, there are two predefined ledgers, Cash & Profit and Loss accounts. Apart from the predefined ledgers, you can create as many ledgers as required for your business. You can create the ledgers before recording the transactions. In case you come across a new expense head or a new debtor or creditor while recording the transaction, then you can also create the ledger while you are recording them. Apart from creating a ledger, you can also alter or delete them as per the need.

You can view the Ledger vouchers report in the browser and also view, print, or export the opening balance of all ledgers. , you also have the option to track changes made to the ledgers through Edit Log.

Predefined Ledgers

There are two predefined ledgers, Cash & Profit and Loss accounts. You can record all the cash-related transactions using the Cash account and the Profit and Loss account reflects the previous year’s profit or loss as the opening balance of the ledger.

Cash Ledger	Profit and Loss Ledger
The Cash Ledger is grouped under the Cash-in-Hand group.	The Profit and Loss account ledger is grouped under the Primary group.
You can enter the opening balance as on the books beginning day.	The profit or loss from the previous year is carried forward as the opening balance of the ledger. It is shown in the balance sheet under liabilities.
This ledger can be altered and deleted.	This ledger cannot be deleted but it can be altered.

Create Ledgers

You can create ledgers in different contexts such as from an account master, transaction, or report as per your preference. If you are aware of the ledgers to be created before recording the transaction, then you can create them in the account master. Similarly, you can create the ledgers while recording the transaction, if you come across any expense or party ledger which was not created earlier. You can create ledgers with basic details and later you can add the details as and when it is available. Ledgers are created under specific groups depending on your business process. For example, you can create a Bank ledger under Bank Account, a Sales ledger under Sales Account, or a Tax ledger under Duties and Taxes. Similarly, you can create a Party ledger under Sundry Creditor or Sundry Debtor depending on your sales and purchase needs.

In this section

1. Create a Ledger

2. Create a Ledger from Transactions or Reports

3. Create a Ledger under Primary groups

4. Create a Tax Ledger

Create a Ledger

Once the company is created, you can create ledgers to account for the expenses, incomes, assets and liabilities of your business. , you can create ledgers one at a time or create ledgers in one go.

1. Press Alt + G (Go To) > Create Master > type or select Ledger and press Enter.

Alternatively, Gateway of UCI-AC > Create > type or select Ledger and press Enter.

2. Name: Enter the name of the ledger account you want to create.

You cannot create two ledger accounts with the same name.

3. Alias: Enter the alias of the ledger account, if required. You can access the ledgers using the original name or the alias name.

Alias is the alternate name for the ledger accounts. You can create Alias at the time of creation or also can modify the respective ledger later. While selecting the ledger, you can choose the Alias name and the same ledger account gets selected.

4. Under: Enter the group from the List of Groups under which the ledger is created.

All the ledgers must be grouped correctly to record the transaction under the proper heads. For example: If you are creating a ledger for Office Expenses, then you need to create the ledger under the Indirect Expenses group.

Note: To create a new group from this field, press Alt + C. You can alter a ledger account to change its group classification at any time.

5. Fill in the other necessary details such as Mailing Details, Banking Details and Tax Registration Details.

6. Opening Balance: Enter the carry forward balance from the previous year as the opening balance.

Opening Balance is applicable when the ledger is an asset or a liability, and also if it has a closing balance in the account at the end of the period.

7. As always, press Ctrl + A to save.

Now that you have created ledgers one at a time, similarly, you can create any other ledgers by selecting the correct group under which the ledger is created. You can also create multiple ledgers in one go.

Create a Ledger from Transaction

While recording a voucher, you may come across certain expense or income heads or any other ledger which is not created earlier. Instead of going back to Gateway of UCI-AC to create the ledgers, you can create those during voucher creation from all the voucher types available . From the transaction, you can create ledgers for all the masters. Depending on the screen on which you are pressing Alt + C, UCI-AC understands which is the master you want to create and therefore it opens a corresponding creation screen.

1. From Voucher Creation/Alteration screen, press Alt + C in the field where you want to create the ledger.

The Ledger Creation (Secondary) screen appears.

2. Create the ledger.

Create a Ledger under Primary groups

Ledgers can be created under the 28 predefined groups but you may not want to create the ledgers under these 28 predefined groups. In such cases, the ledgers can be created under Groups created under the Primary group. While creating the group under Primary Group, you need to select the Nature of Group between Liabilities, Assets, Expenses and Income. As per your selection, your group and the ledgers mapped under that group get classified between Balance Sheet items and Profit & Loss account items.

Below is the procedure for creating a ledger under the group created for expenses.

1. In the Ledger Creation screen, in the field Under, select the group from the List of Groups created already or create a group under Primary group.

Select Create from the List of Groups, to create a new Group.

2. In the Group Creation (Secondary) screen, create the group under Primary and select the Nature of Group as Expenses.

3. Press Ctrl + A to save the Group Creation (Secondary) screen.

4. Fill in the other necessary details and press Ctrl + A to save the ledger.

Similarly, you can create ledgers under groups created for Liabilities, Assets and Income.

Creation of Tax Ledger

Tax Ledgers should be created under the Duties & Taxes group which contains all tax accounts like GST, VAT, CENVAT, Excise, Sales, and other trade taxes and total liability.

1. In the Ledger Creation screen, specify Duties & Taxes group in the field Under.

2. Enter other details as below.

a. Type of Duty/Tax: Select based on statutory compliance applicable to your Company.

For Indian statutory, Others is displayed by default.

b. Percentage of Calculation: Select the rate of tax e.g. 5%, 10%, 12.5%, as applicable.

c. Once you select Percentage of Calculation, the Method of Calculation field appears.

d. Method of Calculation: Select the tax calculation method from the Type of Duty list.

i. Additional Duty: If there is another tax ledger and you want to calculate tax on that tax value then you need to select this option.

ii. On Total Sales: This method is used to calculate tax on the total item value in the invoice.

iii. Surcharge on Tax: It is similar to Additional Duty, the difference is it is used for the purpose of Income Tax.

iv. Tax based on Item Rate: This method is used to calculate tax based on the Item rates specified on the items.

e. Rounding Method: Select the Rounding Method to round off the tax values.

f. For example:

For duty value 123.33 and rounding Limit is 1. In this case:

o Downward rounding shows as 123.

o Normal rounding shows as 123.

o Upward rounding shows as 124.

For Duty value 125.55 and rounding Limit is 1. In this case:

o Downward rounding shows as 125.

o Normal rounding shows as 126.

o Upward rounding shows as 126.

3. Fill in the other necessary details and press Ctrl + A to save the ledger.

Alter and Delete Ledgers

After you create the ledgers as per your requirement, you can alter the details of such ledgers. You can even alter the group under which the ledger was created. Apart from altering the ledger, you can also delete ledgers which are not required. You can alter or delete ledgers one at a time or in one go. You can alter or delete the ledgers and other masters from the Chart of Accounts as well. Using Chart of Accounts, you can alter multiple masters in one go and delete masters from a single screen.

In this section

1. Alter the ledger

2. Delete the ledger View Edit Log for ledgers

Alter the ledger

After you create the ledgers, you may want to update certain details. For instance, you may update GSTIN/UIN or the Mailing Details, based on the information you receive from your customer or vendor. , you can alter the details in the ledgers and use them as needed. You can alter the ledger one at a time or you can also alter multiple ledgers from the Multi Alter screen in the Chart of Accounts. However, you cannot alter all fields of ledgers through the Multi Alter screen. to know.

1. Press Alt + G (Go To) > Alter Master > type or select Ledger and press Enter.

Alternatively, Gateway of UCI-AC > Alter > type or select Ledger and press Enter.

The Ledger Alteration screen appears.

2. Alter the details, as required, and save the ledger.

You can alter any information provided in the ledger master with the exception of the closing balance under the group Stock-in-Hand.

Delete the ledger

You can also delete ledgers from your Company Data if you are no longer using the ledgers or you have accidenUCI-AC created any ledgers. You can delete ledgers one at a time or delete multiple ledgers from the Chart of Accounts.

However, there are certain situations where deleting a ledger has the following dependencies.

· You cannot delete a ledger that is already used in a voucher. Therefore, you need to first delete all the vouchers related to the ledger and then delete that ledger.

· You cannot delete a ledger that is referenced in any voucher class, configurations, or other masters. You need to remove the references of the ledger from all such cases, before deleting that ledger.

To delete a ledger one at a time:

From the Ledger Alteration screen, press Alt + D to delete the ledger.

The Edit Log option helps to track the ledgers which were altered or deleted.

View Edit Log for Ledgers

You may be making changes in the ledgers as per your requirement. Edit Log tracks all such changes made by you. You can view the details of changes made in the selected version of the ledger as compared to its previous version which UCI-AC highlights in red text. Similarly, you can drill down to any version and view the comparison between it and its previous version. If you drill down on a deleted Ledger from the Chart of Accounts, then the Edit Log report opens.

To view the changes made to the ledger:

1. Open the required Ledger.

Press Alt + G (Go To) > type or select Chart of Accounts and press Enter > select Ledger and

press Enter.

The Ledger Alteration screen appears.

2. Press Alt + Q (Edit Log).

Alternatively, press Ctrl + O (Related Reports) > Edit Log and press Enter.

The Edit Log report displays the Version, Activity, Username, and Date & Time.

Update the Mobile No. for Party

Update Primary Mobile No.

1. Open the ledger you want to edit in alteration mode.

2. In the Ledger Alteration screen, update the Primary Mobile No. field.

3. Press F12 (Configure), and Set Default WhatsApp No. to Yes.

If you have more than one mobile number that you wish to specify for the particular ledger, you can set Provide Multiple Mobile Nos to Yes.

4. You can set the Default WhatsApp No. of your party as Primary or select Multiple Mobile Nos. You can also select Not Applicable, if you do not wish to specify any particular Mobile No. as Default WhatsApp No.

5. Accept the screen. As always, you can press Ctrl + A to save.

Update contact details for multiple parties

You can update the party’s default WhatsApp No. from the Ledger Contact Details Screen as well. From Ledger Contact Details screen, you can view and update contact details for multiple parties and there are more than one way to do so, giving you amazing flexibility as an user.

1. Press Alt + G (Go To) > type or select Ledger Contact Details under Ledger Reports.

2. Select the Ledger Group from the List of Groups.

3. In the Ledger Contact Details screen, details of all the ledgers created for the particular group appear.

If you have already entered different mobile nos. for your party, (As specified in master) appears under Multiple Mobile Nos. column.

4. Select the ledger you wish to change Contact Details for and press Enter to open Contact Details page for the particular ledger.

a. In the Ledger Contact Details screen, fill in the details as per your requirement.

b. Accept the screen. As always, you can press Ctrl + A to save.

5. You can also specify your default WhatsApp No. from the Ledger Contact Details by pressing Alt + L or clicking on Update Contact Details.

a. In the Ledger Contact Details screen, fill in the details as per your requirement.

b. Accept the screen. As always, you can press Ctrl + A to save.

6. You can also specify your default WhatsApp No. from the Ledger Contact Details by pressing Alt + H or clicking on Multi Alter.

a. In the Ledger Contact Details screen, fill in the details as per your requirement.

b. Accept the screen. As always, you can press Ctrl + A to save.

Ledger Vouchers Report

You can view Debit or Credit entries, include post-dated vouchers, or include Opening Balance. UCI-AC also allows you to change the view of your report, you can view it in the columnar, daily breakup, or monthly summary and save the preferred view.

1. Open the Ledger Vouchers report and select the period.

a. Press Alt + G (Go To) > type or select Ledger Vouchers and press Enter.

Alternatively, Gateway of UCI-AC > Display More Reports > Accounts Books > Ledger and press Enter.

Select the required Ledger.

b. Press F2 to change the period as required.

A sample Ledger Vouchers report appears.

2. Press Ctrl + B (Basis of Value) to view the report with either Debit or Credit Values, including post-dated vouchers or the opening balance.

You can also view Altered and Non-Altered vouchers.

Cumulative balances or running balances for Ledger Voucher report

You can configure your Ledger Voucher report to show the cumulative or running balances.

1. In the Ledger Vouchers screen, press F12 (Configure) > set the option Show Running Balance to Yes to see the running balances for the Ledger Voucher report.

2. Press Enter to save the changes.

A sample Ledger Vouchers report with a running balance column appears.

You can also access Ledger Vouchers reports by drilling down from different statements, such as Group Summary and Monthly Summary.

View Contact Details for Ledger Accounts

From the Ledger Vouchers report, it is possible to view the contact details of the ledgers for reference. You can view the contact details for other ledgers as well and configure in the ledger creation or alteration screen the option for providing the mailing details.

1. Press Alt + G (Go To) > type or select Ledger Vouchers and press Enter.

Alternatively, Gateway of UCI-AC > Display More Reports > Accounts Books > Ledger and press Enter and select the ledger for which you want to see the contact details.

2. Select the required Ledger from the Select Item screen appears.

3. Press Alt + S (Contact).

The Ledger Contact Details screen appears.

You can see the Mailing details and the account details on the screen.

View, Print, and Export Opening Balances of all the Ledgers

You can view the opening balances of all the ledgers on a single screen, and share the same by printing, exporting or emailing them.

1. Press Alt + G (Go To) > type or select Chart of Accounts > Ledger > and press Enter.

Alternatively, Gateway of UCI-AC > Chart of Accounts > Ledger > and press Enter.

2. Press Alt + H (Multi-Masters) > select Multi Alter > and press Enter.

3. Select All Items from the List of Groups. In the Multi Ledger Alteration screen, you can view the Opening Balance of all the ledgers which are Balance Sheet Items.

From the Chart of Accounts, you can view the opening balances of each ledger in one single screen.

Additionally, you can print, export or email the opening balances of all ledgers from Trial Balance with the necessary configurations.

Accounting Entry

As per the accounting practice of journaling, you can record all transactions using Journal Vouchers (JV) . However, there are specialised accounting Voucher Types for different types of transactions like payments, receipts, sales, purchases, contra, debit notes, credit notes, and so on to ease data entry. Once you know how to enter a transaction , you can enter any transaction in a similar way. Voucher Types can be categorised as journals, purchases, sales, payments, receipts, contra, inventory vouchers, order vouchers, and nonaccounting vouchers. In this topic, you will understand how to record a transaction or say, do accounting entry and learn more about the voucher types provided for accounting .

Apart from the 28 default voucher types for accounting entry , you can also create your own voucher types under the default voucher types for easy accounting. For example, you can create Cash Sales under Sales voucher type so that you can identify and sequentially number all your cash sales.

For faster data entry operation, you can also use voucher class .

Record Transactions

Recording transactions for accounting entry follow a simple pattern. You can record a transaction with the following steps. A transaction for payment of rent (expenses) is used as an example.

1. Press Alt + G (Go to) > Create Voucher > press F5 (Payment).

Alternatively, Gateway of UCI-AC > Vouchers > press F5 (Payment).

2. Press F2 (Date) to change the transaction date, if needed.

When you press F2 to change the date, the date shown is for the subsequent day of the current date. This is done to avoid manual entry of date for the next day as the immediate next day is the most common business day. You can however enter any date, even a date before the current date.

3. In the Account field, select the Cash or Bank ledger.

When you create a Company , the system creates two ledgers by default – Cash and Profit & Loss A/c.

4. Provide the payment details.

Under Particulars, select expense ledger for which you are making this payment. As always, press Alt + C to create a ledger under Indirect Expenses, on the fly, if an expense ledger does not exist.

a. Amount: Enter the payment amount.

Provide Narration, if any, and accept the voucher creation screen. As always, press Ctrl + A to save.

Edit Log for Transactions

In this section

1. View Edit Log for transactions

2. Impact of re-numbering voucher number

3. Impact of deleting a voucher

4. Impact of other activities

View Edit Log for transactions

You may want to view Edit Log to track changes made in a voucher. To view Edit Log for a transaction:

1. Open the transaction from Day Book.

a. Press Alt + G (Go To) > type or select Day Book and press Enter.

Alternatively, Gateway of UCI-AC > Day Book.

b. Select the transaction and press Enter.

c. The Voucher Alteration screen appears.

d. If you have opened Day Book to view altered/deleted vouchers and drill-down on a deleted transaction, then the Edit Log report appears.

2. In the transaction, press Alt + Q (Edit Log).

Alternatively, press Ctrl + O (Related Reports) > Edit Log and press Enter.

The Edit Log report displays Version, Activity, Username, and Date & Time.

1. Select any version and press Enter.

The Differences Between Edit Log Versions screen appears.

2. You can view the details of changes made in the selected version of the transaction as compared to its previous version.

UCI-AC highlights the changes made in the transaction as compared to its previous version in red text.

Similarly, you can drill down to any version and view the comparison between the version and its previous one.

You will not be able to drill down on the Resaved version as there are no data of changes between the versions.

3. Configure the report to compare the versions, as needed.

a. Press F12 (Configure).

b. Show altered values only: Yes.

Subsequently, only the values that you have changed in the transaction will be highlighted in red text.

For instance, if you had changed Party A/c, Rate of a Stock Item, Date, and others, then you will be able to view it.

Set it as No, if you do not want to view those values.

4. Show configuration-based value (such as Yes/No, or change from blank to Not

Applicable/Primary): Yes.

Subsequently, you will be able to view the difference in the configurations of both the versions.

For instance, If you had changed values of fields which is enabled by the F12 configurations of the voucher, then you will be able to view it.

Set it as No, if you do not want to view the difference in the configurations of both the versions.

5. Show internal fields updated by the application: No.

As a result of alteration, a few internal fields get updated in the application.

Set is as Yes only if you want to view such fields in the report.

After configuring, as shown above, a sample report appears.

Impact of renumbering voucher number

If the method of voucher numbering is set as Automatic or Multi-user Auto in a particular Voucher Type, then a few activities such as deleting the voucher or changing the date will create a log for the subsequent vouchers.

Impact of deleting a voucher

When you delete a voucher, the following message appears.

Once you delete a voucher, the voucher number of the subsequent vouchers change because of which a log gets created for those vouchers too.

Impact of other activities

When you change the date of a voucher, UCI-AC displays a message.

If you change the date of a voucher, its voucher number changes. Therefore, the voucher number of the subsequent vouchers also change.

The change in voucher number leads to the creation of log for those vouchers.

Other activities that can lead to creation of log for affected vouchers due to voucher renumbering are listed below.

1. Making a voucher Optional

2. Making an Optional voucher a regular one

3. Changing the voucher type of a voucher

4. Creating a back-dated transaction

Accounting with Journal Voucher

If you are accounts-savvy, you can use Journal voucher for accounting entry to record any type of transaction. In a Journal voucher, you will see the By & To/Dr & Cr entries that you are familiar with when doing entries in the account books.

Though you can use JV for any kind of accounting transaction, it needs good knowledge of accounting principles. For ease of recording, you may choose the corresponding specialised voucher type.

In this section

1. Record Journal entries

2. Adjustment entries using Journal vouchers

3. Journal vouchers in day book

4. Journal register

Record Journal entries

You can use Journal voucher to record the payment you did in the previous transaction.

1. Press Alt + G (Go to) > Create Voucher > press F7 (Journal).

Alternatively, Gateway of UCI-AC > Vouchers > press F7 (Journal).

2. Press F2 (Date) to change the transaction date, if needed.

3. Specify the payment details.

a. In Dr, select the expense ledger, and specify the Debit amount.

For example, you can select an Expense ledger for rent and enter the rent paid.

As in other transactions, you can create the ledger on the fly by pressing Alt + C.

By default, in a journal voucher, you need to first specify the Dr (debit side).

b. In Cr, select the payment mode. and specify the Credit amount.

If you are unable to see the Cash ledger, click on Show More under List of Ledger Accounts.

If the amount is not equivalent to the debit amount, you need to select another Credit ledger.

4. Provide Narration, if any, and accept the voucher creation screen. As always, press Ctrl + A to save.

You have recorded a Payment transaction as a Journal entry. In a similar manner, you can use a Journal voucher to record any type of accounting transaction.

As you have seen, though you can use a Journal voucher to record a payment transaction, the specialised voucher type Payment helps ease the data entry.

Adjustment entries using Journal Vouchers

If you have understanding of accounting principles, you can use JV for any kind of accounting transactions, including adjustment entries. JVs are mostly used for adjustment entries for finalisation of books.

Journal Vouchers in Day Book

To view entered Journal vouchers, you can go to Day Book. Day Book is a report to view transactions recorded in the Day.

1. Press Alt + G (Go To) > type or select Day Book > and press Enter.

Alternatively, Gateway of UCI-AC > Display More Reports > Day Book. By default, Day Book displays all vouchers recorded for the day.

2. Press F2 (Date) to change the date, if needed.

3. Press F4 (Voucher Type) and select Journal Voucher.

The Day Book displays the list of all Journal Vouchers recorded as per the selected date.

In Day Book you can also see transactions for a date range by pressing Alt + F2 (Period) and mention From and To date to view transactions of that period.

Journal Register

Journal register displays all the Journal vouchers recorded for each month. You can view this report in the application and in a browser.

1. Press Alt + G (Go To) > type or select Journal Register > and press Enter.

Alternatively, Gateway of UCI-AC > Display More Reports > Account Books > Journal Register.

The Journal Register appears:

2. Select the required month and press Enter.

You can also press F8 (Columnar) and set the options as required, to view the journal columnar register.

a. Set the options Show voucher reference number and Show voucher reference date as Yes to view these details in separate columns.

b. Accept the screen. As always, you can press Ctrl + A to save.

The columnar Voucher Register of Journal vouchers appears as shown:

Purchase

For accounting entry there are specialised accounting voucher types for purchaser elated transactions:

· Purchase

· Payment

· Purchase return

· Apart from these, the following voucher types also participate in inventory transactions, under the purchase cycle:

· Receipt Note and Rejection Out: To record the inventory changes that are part of the purchase cycle

Purchase orders: Non-accounting voucher type

Sales

UCI-AC provides theses specialised accounting voucher types for sales-related transactions:

· Sales

· Receipt

· Sales return

Apart from these, the following voucher types also participate in inventory transactions, under the sales cycle:

· Delivery Note and Rejection In: To record the inventory changes that are part of the sales cycle

· Sales order: Non-accounting voucher type

Payments

Recording Payment transactions for accounting entry follow a simple pattern. You can record a transaction with the following steps. A payment transaction for Rent expenses is used as an example.

1. Press Alt + G (Go to) > Create Voucher > press F5 (Payment).

Alternatively, Gateway of UCI-AC > Vouchers > press F5 (Payment).

2. Press F2 (Date) to change the transaction date, if needed.

3. In the Account field, select the Cash or Bank ledger.

When you create a Company , the system creates two ledgers by default – Cash and Profit & Loss A/c.

4. Provide the payment details.

a. Under Particulars, select expense ledger for which you are making this payment. As always, press Alt + C to create a ledger under Indirect Expenses, on the fly, if an expense ledger does not exist.

b. Amount: Enter the payment amount.

5. Provide Narration, if any, and accept the voucher creation screen. As always, press Ctrl + A to save.

Payment for purchases can also be recorded similarly. For detail explanation on how to record payment for purchases please refer to Payment for Purchase.

Receipts

Recording Payment transactions for accounting entry follow a simple pattern. You can record a transaction with the following steps. A receipt transaction for Commission Received income is used as an example.

1. Press Alt + G (Go to) > Create Voucher > press F6 (Receipt).

Alternatively, Gateway of UCI-AC > Vouchers > press F6 (Receipt).

2. If you want to change the voucher date, press F2 (Date).

3. In the Account field, select Cash, which is already available.

When you create a Company , the system creates two ledgers by default – Cash and Profit & Loss A/c.

4. Select the ledger for which you are making the receipt and specify the amount. For example, Commission Received.

a. Under Particulars, select income ledger (Commission Received) for which you are making this receipt.

In case the ledger is not available, press Alt + C to create a ledger on fly. In Ledger

Creation (Secondary) screen, give ledger name Commission Received and select Indirect Income in the Under field.

b. Under Amount, specify the commission amount.

5. Provide Narration, if any, and accept the voucher. As always, you can use Ctrl + A to accept.

Receipt against sales can also be recorded similarly.

As in the case of other voucher types, you can mark a receipt voucher as optional and postdated.

Contra

Fund transfers within different accounts of your company, such as transfers from one bank account to another, deposits of cash to bank account, cash withdrawals from ATMs, or withdrawals from banks using Cheque or DD, can be recorded using Contra Voucher . Such fund transfers from one account to the other – say Cash A/c to Bank A/c or vice versa – appear on the same side of the company’s balance sheet, and do not impact your company books. This does not include transferring money to any third-party account as part of a payment. Keeping a record of the contra entries helps to track internal fund transfers done month-wise or voucher-wise, for different business needs. You can get a periodic view of the contra entries to have a better understanding of the fund transfers from one account to the other using Contra Register .

In this section

1. Record transfer of funds within your accounts

2. Contra voucher in Single-Entry mode

3. Contra voucher in Double-Entry mode

4. Contra vouchers in Day Book

5. Contra register

6. Other reports showing Contra entries

7. Data representation in reports

Record transfer of funds within your accounts

When you record transfer of money to the bank account, UCI-AC internally keeps a record of such deposits. You can print these deposit slips, as needed.

· Alternatively, Gateway of UCI-AC > Vouchers > press F4 (Contra).

You can use single-entry or double-entry mode of data entry to record contra vouchers. Single entry mode helps you in faster data entry and allows multiple credits against a single debit. The double-entry mode gives you the flexibility of multiple debits and multiple credits in a single transaction.

Record Contra Voucher in Single-Entry Mode

1. Press Alt + G (Go to) > Create Voucher > press F4 (Contra).

Alternatively, Gateway of UCI-AC > Vouchers > press F4 (Contra).

2. If you want to change the voucher date, press F2 (Date).

When you press F2 to change the date, the date shown is for the subsequent day of the

current date. This is done to avoid manual entry of date for the next day as the immediate next day is the most common business day. You can however enter any date, even a date before the current date.

3. Debit the destination account and credit the source account. For example, if you are withdrawing cash from your bank’s ATM, the Cash ledger should be debited and bank ledger should be credited.

a. Select the ledger account that you want to debit in the Account field.

b. Under Particulars, select the account that you want to credit and enter the amount. You can deposit money from more than one account to a single destination account.

As in other transactions, you can create the ledger on the fly by pressing Alt + C. Alternatively, press Alt + G (Go To) > Create Master> type or select Ledger > and press Enter.

4. Specify the bank, cheque, or cash details, as required.

· For banks and cheques, you can specify the details in the Bank Allocations screen.

· For cash, you can specify the denomination details in the Bank Allocations > Cash Denominations screen.

What you see on the screen can vary based on your choices. Press F12 (Configure) to change the options and F11 (Features) to enable or disable features.

5. Provide Narration, if any, and accept the voucher. As always, you can use Ctrl + A to accept.

Record Contra Voucher in Double-Entry Mode

1. Press Alt + G (Go To) > Create Voucher > press F4 (Contra).

Alternatively, Gateway of UCI-AC > Vouchers > press F4 (Contra).

2. If you want to change the voucher date, press F2 (Date).

When you press F2 to change the date, the date shown is for the subsequent day of the current date. This done to avoid manual entry of date for the next day as the immediately next day is the most common business day. You can however enter any date, even a date before the current date.

As in any other vouchers, you can create the number series for the contra vouchers, as you need for your reference.

3. Press Ctrl + H (Change Mode) to select the Double-Entry mode.

4. Debit the destination account and credit the source account. For example, if you are withdrawing cash from your bank’s ATM, the cash ledger should be debited and bank ledger should be credited.

a. Under Particulars in the Cr field, select the source ledger account that you want to Credit.

b. In the Dr field, select the destination ledger account that you want to Debit.

As in other transactions, you can create the ledger on the fly by pressing Alt + C.

Alternatively, press Alt + G (Go To) > Create Master > type or select Ledger > and press Enter.

What you see on the screen can vary based on your choices. Press F12 (Configure) to change the options and F11 (Features) to enable or disable features.

1. Provide Narration, if any, and accept the voucher. As always, you can use Ctrl + A to accept. In case you have received payment in a different currency, say in Dollars, and now you want to deposit this amount to your company’s bank account. You can create currency master and record the foreign currency amount by prefixing the currency symbol in the Amount field. As in other vouchers, you can define the current rates of exchange if needed while recording the Contra voucher.

As in the case of other voucher types, you can mark a contra voucher as optional and postdated.

Contra Vouchers in Day Book

To view entered Contra vouchers, you can go to Day Book. Day Book is a report to view transactions recorded in the Day.

1. Press Alt + G (Go To) > type or select Day Book > and press Enter.

Alternatively, Gateway of UCI-AC > Day Book.

2. If you want to change the date, press F2 (Date).

3. When you press F2 to change the date, the date shown is for the subsequent day of the current date. This is done to avoid manual entry of date for the next day as the immediate next day is the most common business day. You can however enter any date, even a date before the current date. You can see Contra vouchers along with all other vouchers recorded in the day here.

4. If you want to see only particular voucher types press F4 (Voucher Type) and select the voucher type to view.

Contra Register

If you record the transfer of funds between your company accounts, you will need to keep a track of all such transfers periodically. By default, Contra Register shows the number of contra vouchers recorded month-wise.

1. Press Alt + G (Go To) > type or select Contra Register > and press Enter.

Alternatively, Gateway of UCI-AC > Display More Reports > Account Books > Contra Register.

2. Press F6 (Quarterly) to get a quarterly view of the contra vouchers.

3. Press Enter on the selected period to view the Voucher Register report. All the Contra vouchers recorded in that period are displayed in this report.

What you see on the screen can vary based on your choices. Press F12 (Configure) to change the options and F11 (Features) to enable or disable features. Alternatively, press Ctrl + I (More Details) to enter any of the values without activating the options in F12 (Configure).

Other reports showing Contra entries

1. Cash/Bank Summary

2. Balance Sheet

Memorandum Vouchers

Memorandum Vouchers are those vouchers that do not impact your books of accounts. It is used when the actual purpose of an expense is not sure and can be converted to any voucher type. It will not impact the accounts unless converted to a normal voucher type. The impact of a Memorandum voucher can be seen by creating scenarios.

In this section

1. Making suspense payments

2. Vouchers not verified at the time of entry

3. Items given for approval

4. Memorandum Voucher Register

5. Memorandum Vouchers in Day Book

6. Exception Reports with Memorandum Vouchers

Making suspense payments

Consider that a company gives its employees cash to buy office supplies, the exact nature and cost of which are unknown. For this transaction you can enter a voucher for the petty cash advance, a voucher to record the actual expenditure details when they are known, and another voucher to record the return of surplus cash.

However, a simpler way of doing it is to enter a Memorandum voucher when the cash is advanced, and then turn it into a Payment voucher for the actual amount spent, when the details are known.

For example, the Company pays its employees Rs. 1000 as petty cash advance for Office Expenses.

1. Press Alt + G (Go to) > Create Vouchers > press F10 (Other vouchers) > type or select Memorandum Voucher.

Alternatively, Gateway of UCI-AC > Vouchers > press F10 (Other vouchers) > type or select Memorandum Voucher.

2. In case the voucher is inactive, you will be prompted to activate the Memorandum voucher type. Select Yes or press Y to proceed.

3. If you want to change the voucher date, press F2 (Date).

4. Enter the transaction details.

· Debit Office Supplies Account.

· Credit Cash Account.

5. Provide Narration, if any, and accept the screen. As always, you can press Ctrl + A to save.

Vouchers not verified at the time of entry

If there is no clarity with the details of a voucher you are entering, you can enter it as a Memorandum voucher and amend it later when the details are available.

Open a Memorandum Voucher and press the required Function Key to amend the voucher. For example, press F5 (Payment) to amend the Memorandum Voucher to Payment voucher.

Items given for approval

Generally completed sales are entered into books. In case items are given on approval, use a Memo voucher to track and convert it into a proper Sales voucher. You can cancel/delete the Memorandum Voucher if the sale is not made.

Memorandum Voucher Register

1. Press Alt + G (Go To) > type or select Memorandum Register > and press Enter.

Alternatively, Gateway of UCI-AC > Display More Reports > Exception Reports > Memorandum Register.

2. Press Enter on the selected period to view the Voucher Register report. All the Memorandum vouchers recorded in the period are displayed in this report.

You can alter and convert a Memorandum voucher into a regular voucher when you decide to consider the entry into your books. Use Scenarios to see the effect of Memorandum entries on reports and statements.

Memorandum Vouchers in Day Book

To view entered Memorandum vouchers, you can go to Day Book. Day Book is a report to view transactions recorded in the Day.

1. Press Alt + G (Go To) > type or select Day Book> and press Enter.

Alternatively, Gateway of UCI-AC > Day Book.

2. If you want to change the date, press F2 (Date).

3. You can see Memorandum vouchers along with all other vouchers recorded in the day here.

4. If you want to see only Memorandum voucher types press F4 (Voucher Type) and select Memorandum voucher type to view.

Exception Reports for Memorandum Vouchers

1. Press Alt + G (Go To) > type or select Memorandum Register > and press Enter.

Alternatively, Gateway of UCI-AC > Display More Reports > Exception Reports > Memorandum Register.

2. In Memorandum Register you can also see transactions for a date range by pressing F2 (Date) and mention From and To date to view transactions of that period.

You can also view Memorandum vouchers from the Day Book. You can alter and convert a Memorandum voucher into a regular voucher when you decide to consider the entry into your books.

Creation of Scenarios for Memorandum Vouchers

Scenario management is a management tool that enables projecting accounts and inventory related information by including certain types of vouchers without affecting the source data. It is also a useful forecasting tool i.e. you can forecast the expenses using provisional vouchers such as Memorandum Voucher.

In this section

1. Create a Scenario

2. Use Memorandum Vouchers in Scenarios

3. Use Scenarios in Reports

Create a Scenario

1. Press Alt + G (Go To) > Create Master > type or select Scenario> and press Enter.

Alternatively, Gateway of UCI-AC > Create> Scenario.

2. Enter a suitable scenario Name.

3. Enable the option Include actuals and set preferences for Forex Calculations and Inventory Calculations.

a. Set Exclude Forex Gains/Losses Calculations to Yes if you do not want the Unadjusted Forex Gain/Loss element to reflect in the scenario.

b. Set Exclude Inventory Tracking Calculations to Yes if you do not want the Sales/Purchase Bills Pending element to reflect in the scenario.

4. Select the vouchers to Include (these vouchers will affect the scenario created) and select the vouchers to Exclude (these vouchers will not affect the scenario created).

5. Accept the screen. As always, you can press Ctrl + A to save.

Use Memorandum Voucher in Scenarios

Recording transactions for accounting entry follow a simple pattern. You can record a transaction with the following steps. A Company pays its employees Rs. 37000 as cash advance for Office Expenses is used as an example.

1. Press Alt + G (Go to) > Create Voucher > press F10 (Other vouchers) > type or select Memorandum Voucher.

Alternatively, Gateway of UCI-AC > Vouchers > press F10 (Other vouchers) > type or select Memorandum Voucher.

2. In case the voucher is inactive, you will be prompted to activate the Memorandum voucher type. Select Yes or press Y to proceed.

3. If you want to change the voucher date, press F2 (Date).

· When you press F2 to change the date, the date shown is for the subsequent day of the current date. This is done to avoid manual entry of date for the next day as the immediate next day is the most common business day. You can however enter any date, even a date before the current date.

4. In Dr, select Office Supplies account and specify the amount.

As in other transactions, you can create the ledger on the fly by pressing Alt + C. Alternatively, press Alt + G (Go To) > Create Master > type or select Ledger > and press Enter.

5. In Cr, select payment mode, for example, Cash and specify the amount.

If the amount is not equivalent to the debit amount, you need to select another Credit ledger.

6. Provide Narration, if any, and accept the voucher. As always, you can use Ctrl + A to accept.

Use Scenarios in Reports

You can use scenarios in statements (not registers) to compare the actuals with the provisional details by using the Alt + C (New Column) button.

1. Press Alt + G (Go To) > type or select Balance Sheet > and press Enter.

Alternatively, Gateway of UCI-AC > Balance Sheet.

2. Press Alt + C (New Column).

Select the scenario required. The Balance Sheet with the scenario appears.

Reversing Journals

Reversing Journals are those vouchers that do not impact your books of accounts. Similar to the optional voucher, it has an “Upto” date to check the impact on account for certain expenses until the actual voucher is passed. The impact of a Reversing Journal can be seen by creating scenarios.

Accounting entries follow a simple pattern, you can record a transaction with the following steps.

For example – On 30th June you want to view the Balance Sheet as of today but June salaries are not paid until the first week of July. Thus, there is a large liability, which would not be reflected in the Balance Sheet. To overcome this, you enter a Reversing Journal Voucher dated 30th June, which would look like this:

1. Press Alt + G (Go to) > Create Voucher > press F10 (Other vouchers) > type or select Reversing Journal.

Alternatively, Gateway of UCI-AC > Vouchers > press F10 (Other vouchers) > type or select Reversing Journals.

2. In case the voucher is inactive, you will be prompted to activate the Reversing Journal voucher type. Select Yes or press Y to proceed.

3. If you want to change the voucher date, press F2 (Date).

4. In Dr, select Salary Account and specify the amount.

As in other transactions, you can create the ledger on the fly by pressing Alt + C. Alternatively, press Alt + G (Go To) > Create Master > type or select Ledger > and press Enter.

5. In Cr, select Provision for Salary Account and specify the amount.

· In the Applicable Upto field specify the date.

· This is the date up to which the Reversing Journal is available for inclusion in a scenario report.

Applicable Upto: This is the date up to which the Reversing Journal is available for inclusion in a scenario report. The Reversing Journal can be created as of a particular date and made applicable up to a different date. For example, the depreciation entry could be dated October 1, 2008 and applicable up to October 31, 2008. The journal will be available for inclusion in a scenario for any day from October 1, 2008 till October 31, 2008. It will not exist before 1st Oct and will be reversed automatically after 31st Oct and consequently unavailable.

7. Provide Narration, if any, and accept the voucher. As always, you can use Ctrl + A to accept.

In this section

1. Reversing Journals in Day Book

2. Exception Reports for Reversing Journal

Reversing Journals in Day Book

To view entered Reversing Journals vouchers, you can go to Day Book. Day Book is a report to view transactions recorded in the Day.

1. Press Alt + G (Go To) > type or select Day Book > and press Enter.

Alternatively, Gateway of UCI-AC > Day Book.

2. If you want to change the date, press F2 (Date).

3. If you want to see only Reversing Journal voucher types, press F4 (Voucher Type) and select Reversing Journal voucher type to view.

Exception Reports for Reversing Journal

All vouchers are maintained in a Reversing Journal Register. These are not posted to any books of accounts and cannot be included in regular reports. You can view or alter Reversing Journals from the register.

1. Press Alt + G (Go To) > type or select Reversing Journal Register > and press Enter.

Alternatively, Gateway of UCI-AC > Display More Reports > Exception Reports > Reversing Journal Register.

2. Select a month to view the Voucher Register report.

3. In Reversing Journal Register you can also see transactions for a date range by pressing F2 (Date) and mention From and To date to view transactions of that period.

Creation of Scenarios for Reversing Journal

Reversing Journals are special journals that are automatically reversed after a specified date. They exist only till that date and are effective only when they are included in reports. These are used in interim reporting in the course of the financial year where accruals are to be reported. These accruals are usually short-term and are cleared in the subsequent period. However, to get a proper perspective, decision-makers require the reports with full impact of all aspects and transactions. In this section

1. Create a Scenario

2. Use Reversing Journal Vouchers in Scenarios

3. Use Scenarios in Reports

Create a Scenario

1. Press Alt + G (Go To) > Create Master > type or select Scenario > and press Enter.

Alternatively, Gateway of UCI-AC > Create > type or select Scenario.

2. Enter a suitable scenario Name.

3. Enable the option Include actuals and set preferences for Forex Calculations and Inventory Calculations.

a. Set Exclude Forex Gains/Losses Calculations to Yes if you do not want the Unadjusted Forex Gain/Loss element to reflect in the scenario.

b. Set Exclude Inventory Tracking Calculations to Yes if you do not want the Sales/Purchase Bills Pending element to reflect in the scenario.

4. Select the vouchers to Include (these vouchers will affect the scenario created) and Exclude (these vouchers will not affect the scenario created.).

5. Accept the screen. As always, you can press Ctrl + A to save.

Use Reversing Journal Voucher in Scenarios

Recording transactions for accounting entry follow a simple pattern. You can record a transaction with the following steps. Since provision for depreciation is made at the end of the year, you can create scenarios to include them for monthly reporting or a specific period to give more accurate status or position.

1. Press Alt + G (Go to) > Create Voucher > press F10 (Other vouchers) > type or select Reversing Journal.

Alternatively, Gateway of UCI-AC > Vouchers > press F10 (Other vouchers) > type or select Reversing Journal.

2. In case the voucher is inactive, you will be prompted to activate the Reversing Journal voucher type. Select Yes or press Y to proceed.

3. If you want to change the voucher date, press F2 (Date).

In Dr (Debit) side, select Depreciation and specify the amount.

As in other transactions, you can create the ledger on the fly by pressing Alt + C. Alternatively, press Alt + G (Go To) > Create Master > type or select Ledger > and press Enter.

In Cr side, select Provision on Depreciation and specify the amount.

4. If the amount is not equivalent to the debit amount, you need to select another Credit ledger.

Provide Narration, if any, and accept the voucher. As always, you can use Ctrl + A to accept.

Use Scenarios in Reports

You can use scenarios in statements (not registers) to compare the actuals with the provisional details by using the Alt + C (New Column) button.

1. Press Alt + G (Go to) > type or select Balance Sheet > and press Enter.

Alternatively, Gateway of UCI-AC > Balance Sheet.

2. Press Alt + C (New Column).

3. Select the scenario required. The Balance Sheet with the scenario appears.

Mark Vouchers as Optional

Any voucher can be marked as Optional by pressing Ctrl + L (Optional) during voucher entry or in alteration mode.

Marking voucher as Optional will remove the accounting impact of the transactions from the books of account. Some transactions are recurring in nature like rent, repayment of loan, and so on. You can pass all such transactions and mark them as optional. Once the actual date of such transaction occurs you can regularise the transaction by opening it and pressing Ctrl + L (Regular).

Recording transactions follow a simple pattern. You can use an example – On 15th August you want to view the Balance Sheet as of that date, but August rent is not due for payment until the first week of September. This liability is not reflected in the Balance Sheet. To overcome this, enter an Optional Voucher dated 15th August.

1. Press Ctrl + L (Optional) to make the voucher as Optional Voucher.

2. Pass the Debit – Rent Account and Credit – Cash/Bank Account.

3. Accept the screen. As always, you can press Ctrl + A to save.

In this section

1. Optional Vouchers Register

2. Creation of Scenarios for Optional

Optional Vouchers Register

1. Press Alt + G (Go to) > type or select Optional Vouchers > and press Enter.

Alternatively, Gateway of UCI-AC > Display More Reports > Exception Reports > Optional Vouchers.

2. Press Enter on the selected period to view the Voucher Register report. All the Optional vouchers recorded in that period are displayed in this report. You can view them from the Day Book as well.

Creation of Scenarios for Optional

How to create Scenario for Optional? It follows the same process as the Creation of Scenarios for Reversing Journal.

In the Balance Sheet, to see the impact of Optional vouchers you need to use Scenario created for Optional voucher.

Mark Vouchers as Post-Dated

While entering vouchers, you can mark them as post-dated, as a result these vouchers are not updated in the ledgers till the date specified in the voucher. After you pass a voucher, when the DATE OF LAST ENTRY surpasses the Post-Dated voucher, it gets updated automatically. This is useful for entering transactions that take place on a regular basis. For example, if you issue postdated cheques towards payment of instalment’s, you can set up the payments in advance, and UCI-AC will only update them in the ledgers on the due date.

Mark vouchers Post-Dated by pressing Ctrl + T (Post-Dated) button from the Button Bar. This button toggles with Current.

Post-Dated Payment Voucher entry is displayed.

In this section

1. Post-dated Vouchers Register

2. Including Post-Dated Vouchers in Ledger Vouchers Report

Post-dated Vouchers Register

All Post-dated vouchers are maintained in a Post-Dated voucher Register.

1. Press Alt + G (Go to) > type or select Post-Dated Vouchers > and press Enter.

Alternatively, Gateway of UCI-AC > Display More Reports > Exception Reports > Post-Dated Vouchers.

2. Press Enter on the selected period to view the Voucher Register report. All the Post-Dated vouchers recorded in that period are displayed in this report.

The major difference between post dated vouchers and other unconventional vouchers are:

· Post-Dated Vouchers affect regular books of accounts on the date of the voucher.

· Post-Dated vouchers are not available for selection in Scenarios.

Including Post-dated Vouchers in Ledger Vouchers Report

Using the ledger option under the Accounts Book , you can include post-dated vouchers in the ledger voucher report.

1. Press Alt + G (Go to) > type or select Ledger Voucher > and press Enter.

Alternatively, Gateway of UCI-AC > Display More Reports > Account Books > Ledger.

2. Select the required Ledger. The Ledger Vouchers screen appears.

Press Alt + F8 (Incl Post-Dated) to include the values for post-dated transactions in the report. The voucher number of these transactions will have the prefix (Post-Dated), and the period of the report will automatically include the date of the post-dated transaction.

Create Voucher Types

For accounting entry , it has 28 Pre-defined Voucher Types to record transactions, which uses a voucher type for each transaction type. Apart from default voucher types that UCI-AC Provides, you can create new voucher types to serve your custom needs.

In this section

1. Creation of voucher type

2. Alteration of voucher type

3. View the pre-defined voucher types

4. Voucher class for voucher types

5. Use Voucher classes for Sales & Purchases Cycles

6. Create Voucher class for Sales or Purchase

7. Record Sales or Purchase transactions using voucher class

8. Use voucher classes for Receipts, Payments and Contra entries

Creation of voucher type

UCI-AC allows to create new voucher types to serve your custom needs. For example,

Illustration, GST Sales, Tax Invoice can be created under Sales Accounts for easier transaction.

· Press Alt + G (Go to) > Create Master > type or select Voucher Type > and press Enter.

Alternatively, Gateway of UCI-AC > Create > type or select Voucher types.

The Voucher Type Creation screen appears:

Alteration of voucher type

A pre-defined voucher type can be altered to customise it. For example, to control their numbers.

· Press Alt + G (Go to) > Alter Master > type or select Voucher Type > and press Enter.

Alternatively, Gateway of UCI-AC > Alter > Voucher types.

The Voucher Type Alteration screen appears:

View the pre-defined voucher types

· Press Alt + G (Go to) > type or select Charts of Accounts > Voucher Types > and press Enter. Alternatively, Gateway of UCI-AC > Charts of Accounts > type or select Voucher Types > and press Enter.

The List of Voucher Types screen appears.

Voucher class for voucher types

Voucher classes are templates for voucher types. Used Voucher class aids in faster data entry, appropriate allocation of stock item to ledgers, helps eliminate mistakes of wrong ledger selection, and invoice level rounding. You cannot use a voucher class in voucher alteration.

Use voucher classes for Sales & Purchases cycles

A sample voucher class creation for sales transaction is as given below. You can use separate voucher classes for each type of sales for error-free and faster data entry while ensuring the following.

· Selection of appropriate party in each type of sale.

· Usage of specific ledgers for accounting allocation of stock items.

· Inclusion of appropriate tax ledgers in the voucher by default.

· Uniform calculation of additional charges.

· Application of similar invoice level rounding off.

Create voucher class for sales or purchase

1. Press Alt + G (Go to) > Alter Master > type or select Voucher Type > Sales > and press Enter. Alternatively, Gateway of UCI-AC > Alter > type or select Voucher Type > Sales > and press Enter.

2. Enter the Name of Class and identify the parties for which the class can be used. If you do not see this option use F12 (Configure) to get the option.

3. Under Include these Groups, select the required group to be made available in Party A/c Name while creating vouchers. Alternatively, you can use Exclude these Groups if the number of groups to exclude is lesser.

Allocate the accounting ledger for stock items.

1. Select the sales ledger to allocate stock items and set the allocation percentage. You can also select other ledgers along with sales and divide the stock item allocation among the selected ledgers. If tax ledgers need not be shown separately in the voucher, you can include those here.

· Set Override using Item Default to No so that for all items the allocation is to the selected ledger. In case you want to use the default allocation in the stock item master for some cases, set Override using Item Default to Yes.

2. This screen shows the allocation of items with 5% commission, where the rate includes commission.

The allocation shown is calculated as “Sales = (100/105)*100 = 95.238” and “CGST & SGST = ((100/105)*5)/2 = 4.762”

3. Set the Additional accounting entries like tax, transportation charge, loading charge, and invoice rounding off.

· Select the additional ledgers to be included in the voucher, to avoid selection each time. Include tax ledgers at the end of the list to ensure that tax gets calculated for the other additional ledgers.

4. Select the Type of Calculation. If you select As User Defined Value, you need to enter the value during voucher entry. For GST ledgers, automatically the Type of Calculation is set as GST. In all other cases you need to provide the Value Basis for calculation.

5. Set Remove if Zero as needed.

Here, different ledgers are used, and the ledgers will not be shown in the invoice if the calculated value is zero as Remove if Zero is set to Yes.

When using voucher class you cannot select additional ledgers during transaction.

In a similar way, you can create a voucher class for a purchase voucher type. In case of interest, the calculation is not needed for credit notes and debit notes. You can create voucher classes for these two in the same way.

Record Sales or Purchase transactions using voucher class

Using a voucher class for a sample transaction (sales voucher) is as follows.

1. Press Alt + G (Go to) > Create Voucher > press F8 (Sales).

Alternatively, Gateway of UCI-AC > Vouchers > press F8 (Sales).

2. Select the voucher class and the party. You can select only the parties satisfying the condition set in the voucher class.

3. Enter the item details.

The ledgers specified in the voucher class are displayed. You can enter the values, or the values are calculated as set in the voucher class. In case tax ledgers are included in the voucher class, taxes are calculated as per ledger definition.

4. Provide Narration, if any, and accept the sales voucher screen. As always, you can press Ctrl + A to save.

In a similar way you can use voucher classes for creating sales order, purchase, purchase order, delivery notes, and receipt notes.

Use voucher classes for Receipts, Payments and Contra entries

Use voucher classes for receipts to pre-fill the specific source of money as cash or bank. Similarly, you can specify the destination of money in the case of payments and contra entries.

The following image shows a sample voucher class for cash Payments using a Payment Voucher Type.

Payments and Receipts

In your day-to-day business life, every transaction matters. Whether it is an expense or income, tracking these financial movements is essential for maintaining a clear picture of your company’s financial health. Such payments and receipts can be done through cash or bank, as well as through other payment methods such as online payments, credit or debit cards and so on. As a business owner, keeping track of your financial transactions might feel like a tedious task. With UCI-AC, these transactions can be recorded easily with Payment and Receipt Vouchers. Payment Vouchers provide a comprehensive overview of the expenses incurred by your company whereas Receipt Vouchers serve as proof of purchase for products or services that your business has acquired. Monitoring the monetary flow of your company is crucial as it ensures that you can make informed business decisions like cutting costs or investing in more resources.

Record Payments and Receipts: You can use the Payment vouchers or Receipt vouchers to record cash and bank payments or receipts. UCI-AC provides you the flexibility of recording your payments and receipts in the Single Entry or Double Entry mode. , you can also convert a Payment Voucher to a Journal Voucher by pressing F7, and you can see the entry in the double entry mode under the Journal Voucher as well. When you are recording any transaction in

UCI-AC, you can write a narration for the transaction entered for future reference. You can also print the vouchers to keep a record of the sundry receipts or payments made by you.

Payment and Receipt Registers: Suppose you want to view the monthly payment or receipt entries recorded . You can utilise the Payment or Receipt Register for the same purpose and make changes to the vouchers if required. If you have used a Journal Voucher to record your payment transactions, you can view them in the Journal Register.

Record Contra Entries using Payment or Receipt Vouchers: Due to your business requirements, you might have deposited cash into bank or withdrawn cash from bank, or made a bank-to bank transfer. With UCI-AC, such transactions can also be recorded using Payment or Receipt vouchers.

View and Analyse your Payments and Receipts: Apart from the Payment and Receipt Register, UCI-AC provides you with the Receipts and Payments Report, which you can view as is or also configure as per your requirements. All your cash and bank transactions are recorded for a specific period in the report. It is updated with every cash or bank transaction or voucher entry. You can drill down from this report to view a group-wise summary of the receipts and payments of the required group.

Record a Payment Voucher

You can use a Payment voucher to record cash and bank payments using Single Entry or Double Entry mode.

In this section

1. Cash payment in Single Entry mode

2. Bank payments in Single Entry mode

3. Payments in Double Entry mode

4. Provide narration for each ledger in the payment voucher

Cash payment in Single Entry mode

In business, you can pay daily wages, regular business expenses like stationery, printing, postage, and other miscellaneous expenses, or payments to your suppliers with cash as it is an instant payment method. , you can record such cash payments in single entry mode. If you are unfamiliar with the accounting rules, you can use the single-entry mode of accounting. Once you select the ledgers correctly, UCI-AC automatically records your transaction as per the accounting rules.

Suppose you want to make payment through Cash for Conveyance and Telephone expenses incurred in your business. You need to select Cash account under the Account field and under Particulars select the conveyance and telephone accounts and enter the respective amounts. Similarly, you can make payments to your suppliers. You have to select your supplier account under Particulars, and you can record the transaction.

In the below example, let’s record cash payment for Conveyance and Telephone expenses in single entry mode.

1. Open the Payment Voucher in single entry mode.

a. Press Alt + G (Go To) > Create Voucher > press F5 (Payment).

Alternatively, Gateway of UCI-AC > Vouchers > press F5 (Payment).

b. Press Ctrl + H (Change Mode) > select Single Entry.

2. Select the Cash account, and Expenses account.

a. In the Account field, select the Cash ledger.

b. Under Particulars, select the Conveyance and Telephone ledgers, and enter the corresponding amounts.

3. Accept the screen. As always, you can press Ctrl + A to save the payment voucher.

Bank payments in Single Entry mode

You can make bank payments and record them using the Payment voucher. In the Receipt voucher, select the Bank account under the Account field and expenses or party ledger under Particulars. You can make payments for more than one expense or to more than one supplier through a single voucher in case they are sister concerns.

Select more than one Transaction Type and allocate the amount to each Transaction Type by providing the required details. In this case, let us make payment for a Furniture purchased.

1. Open the Payment Voucher and in single entry mode.

a. Press Alt + G (Go To) > Create Voucher > press F5 (Payment).

Alternatively, Gateway of UCI-AC > Vouchers > press F5 (Payment).

b. Press Ctrl + H (Change Mode) > select Single Entry.

2. Press F12 (Configure) and set the option Set Ledger-wise Bank Allocations during voucher creation to Yes, to view the bank details defined in the party ledgers.

3. Select the Bank account and Furniture account.

a. In the Account field, select the Bank ledger.

b. Under Particulars, select the Furniture ledger, and enter the corresponding amount.

4. Provide the bank details in the Bank Allocations screen.

a. Select the required Transaction Type.

b. The Transaction Type is by default set to Cheque in the Bank Allocations screen. You can change it as needed, for example, e-Fund Transfer, Electronic Cheque, and so on. If you do not find the required Transaction Type, select Show More in the Transaction Types list and press Enter.

You can configure the Bank Allocation screen, by pressing F12 (Configure).

c. Enter the details in the remaining fields.

d. Press Ctrl + A to save the Bank Allocations screen.

5. Accept the screen. As always, you can press Ctrl + A to save the payment voucher.

Similarly, you can do payments towards capital expenditure also.

Payments in Double Entry mode

You can record your payments using double entry mode . In double entry mode, you need to decide which account to debit and which account to credit. You can use double entry mode if you are familiar with the accounting rules. Suppose you are making a payment for your regular business expenses. You need to debit the expense ledgers one after the other along with their corresponding amounts and credit the cash, bank, or petty cash account from where you are making the payment.

You can record all entries in double-entry mode by selecting the ledger to be debited and credited correctly. , you can also convert a payment voucher to a Journal Voucher by pressing F7, and you can see the entry in the double-entry mode under the Journal Voucher as well. In this example, we are recording payment of regular business expenses through Petty Cash.

, when you switch a voucher to double-entry mode, this setting will be saved, and all future vouchers will open in double-entry mode by default. However, to ensure that any changes you make are retained, you must have full access to the configuration file located in the UCI-AC installation folder. Without this access, your settings modifications won’t be preserved. Once you have complete access to the UCI-AC installation folder, any adjustments or setting changes you make will be saved permanently.

1. Open the Payment Voucher in double entry mode.

a. Press Alt + G (Go To) > Create Voucher > press F5 (Payment).

Alternatively, Gateway of UCI-AC > Vouchers > press F5 (Payment).

b. Press Ctrl + H (Change Mode) > select Double Entry.

2. Select the Bank/Cash accounts and Party or Expenses accounts.

a. Debit the Expense ledgers and enter the corresponding amounts.

b. Credit the Petty cash ledgers, and enter the corresponding amounts.

3. Accept the screen. As always, you can press Ctrl + A to save the payment voucher.

Provide narration for each ledger in Payment voucher

When you are recording any transaction , you can write a narration for the transaction entered for future reference. But UCI-AC also provides you with the option to enter narration for each ledger while you are recording the transaction.

Suppose you are making a payment for wages from a single wage account, and you have debited the wages account and credited the cash or bank ledger. In this scenario, you cannot understand to whom you have paid the wage, so you can enable the option of providing narration for each ledger from the Payment Voucher Type and mention the name of the person to whom you paid the wages in the narration section of the ledger. This option is available for all the accounting voucher types.

1. In the Voucher Type Alteration screen for Payment, enable Provide narrations for each ledger in voucher and save.

2. Open the Payment Voucher.

3. Press Alt + G (Go To) > Create Voucher > press F5 (Payment).

Alternatively, go to Gateway of UCI-AC > Vouchers > press F5 (Payment).

Select the Ledgers. The Narration field appears for each ledger.

4. Enter the required Narration, and the amount for each ledger.

5. Accept the screen. As always, you can press Ctrl + A to save the payment voucher.

Print Payment Vouchers for Expenses

After recording a payment voucher, you can print the voucher to keep a record of the sundry payments made by you. , you can choose to print a voucher later or immediately after saving the voucher. If you want to print the payment vouchers immediately, you can enable the option Print voucher after saving from the Voucher type alteration screen. In your business, you might be paying daily wages to your employees through cash, you can print the payment voucher and get it signed by your employees as proof of payment made to them.

To print the Payment Vouchers:

· Record the payment entry.

· In the payment voucher, press Ctrl + P and the Print screen appears.

You can select C (Configure), I (Preview), or P (Print).

1. To print vouchers immediately after saving:

2. In the Payment Voucher Type, enable Print voucher after saving.

Record a payment voucher and accept the screen.

The Print screen appears, and you can select C (Configure), I (Preview), or P (Print).

Payment Register

, you can go to the Payment Register to view the payment entries recorded. It is a monthly report and shows the number of transactions recorded per month. You can drill down and view the transactions recorded, and you can also make changes to the vouchers if required. If you use a Journal Voucher to record your payment transactions, you can view them in the Journal

Open the Payment Register.

1. Press Alt + G (Go To) > type or select Payment Register > and press Enter.

2. Alternatively, Gateway of UCI-AC > Display More Reports > Account Books > Payment Register.

3. Select the required month and press Enter.

You can see the list of transactions for that particular month. You can further drill down and see the vouchers recorded.

You can configure the report and view it as per your requirement. You can see the related reports as well as exception reports.

· Press Ctrl + H (Change View) to see the Payment Register in columns with all the expenses ledgers as headers and extract the report. You can view related reports such as Post-Dated Bank Transactions.

You can also press F8 (Columnar) to view the report in columns.

· Press Ctrl + J Exception Reports) to see the Optional Vouchers, Cancelled Vouchers, Post Dated Vouchers.

Record a Receipt Voucher

You can use a receipt voucher to record cash and bank receipts. You can record using Single Entry or Double Entry mode.

In this section

1. Cash receipts in Single Entry mode

2. Bank receipts in Single Entry mode

3. Receipts in Double Entry mode

Cash receipts in Single Entry mode

In business, you might want to record receipts for Commission, Bank Interest, Discounts Received,

Receipts from Customers, and so on. UCI-AC allows you to record such cash receipts using Receipt Voucher in single-entry mode. You can use a single-entry mode of accounting if you are unfamiliar with the accounting rules. Once you select the ledgers correctly, UCI-AC automatically records your transaction as per the accounting rules.

Suppose you want to record receipts through Cash for Commission. You need to select the Cash account under the Account field, and under Particulars, select the Commission Received ledger and enter the respective amount. Similarly, you can record receipts from your customers. You have to select your customer account under particulars, and you can record the transaction.

1. Open the Receipt Voucher in single entry mode.

a. Press Alt + G (Go To) > Create Voucher > press F6 (Receipt).

Alternatively, Gateway of UCI-AC > Vouchers > press F6 (Receipt).

b. Press Ctrl + H (Change Mode) > select Single Entry.

2. Select the Cash account and Income account.

a. In the Account field, select the Cash ledger.

b. Under Particulars, select the Income ledgers, and enter the corresponding amounts.

c. Accept the screen. As always, you can press Ctrl + A to save the receipt voucher.

Bank receipts in Single Entry mode

You can receive bank receipts and record them using Receipt Vouchers. Select the Bank account under the Account field and income or party ledger under Particulars. In the Bank Allocation screen, you can specify the transaction type as well as other details such as the instrument number if you received the funds by cheque.

1. Open the Receipt Voucher in single entry mode.

a. Press Alt + G (Go To) > Create Voucher > press F6 (Receipt).

Alternatively, go to Gateway of UCI-AC > Vouchers > press F6 (Receipt).

b. Press Ctrl + H (Change Mode) > select Single Entry.

2. Press F12 (Configure) and set the option Set Ledger-wise Bank Allocations during voucher creation to Yes, to view the bank details defined in the party ledgers.

3. Select the Bank account and Party account.

a. In the Account field, select the Bank ledger.

b. Under Particulars, select the Party ledgers, and enter the corresponding amounts.

4. Provide the bank details in the Bank Allocations screen.

a. Select the required Transaction Type.

The Transaction Type is by default set to Cheque in the Bank Allocations screen. You can change it as needed, for example, e-Fund Transfer, Electronic Cheque, and so on. If you do not find the required Transaction Type, select Show More in the Transaction Types list and press Enter.

b. You can configure the Bank Allocation screen, by pressing F12 (Configure).

Enter the details in the remaining fields.

c. Press Ctrl + A to save the Bank Allocations screen.

4. Accept the screen. As always, you can press Ctrl + A to save the Voucher.

Receipts in Double Entry mode

You can record your transactions using double entry mode . In double entry mode, you need to decide which account to debit and which account to credit. You can use double entry mode if you are familiar with the accounting rules.

Suppose you are recording a receipt for an Interest Received. You need to debit the Cash or Bank ledger with the corresponding amount and credit the Interest Received account. You can record all entries in double-entry mode by selecting the ledger to be debited or credited correctly. In

UCI-AC, you can also convert a receipt voucher to a Journal Voucher by pressing F7, and you can see the entry in the double-entry mode under the Journal Voucher as well.

1. Open the Receipt Voucher and select the double entry mode.

a. Press Alt + G (Go To) > Create Voucher > press F6 (Receipt).

Alternatively, go to Gateway of UCI-AC > Vouchers > press F6 (Receipt).

b. Press Ctrl + H (Change Mode) > select Double Entry.

2. Select the Bank/Cash account and Income account.

a. Credit the Income or Party ledgers and enter the corresponding amounts.

b. Debit the Cash or Bank ledgers, and enter the corresponding amounts.

3. Accept the screen. As always, you can press Ctrl + A to save the receipt voucher.

Printing a Receipt

After recording a receipt voucher, you can print it immediately or print it later. In order to print the voucher immediately, you can enable the option in the Receipt Voucher Type. You can also print a formal receipt and hand it to your customer as an acknowledgement of the money received.

In this section

1. Print the receipt immediately after saving the voucher

2. Print the Receipt Voucher as a Formal Receipt

Print the receipt immediately after saving the voucher

1. As a business practice, you need to issue receipts when you receive money. You can configure your Receipt Voucher type and enable the option of Print voucher after saving. This will directly take you to the printing page once the entry is recorded. You can decide whether to configure your receipt or to directly print it. The option helps you to save time from printing the vouchers later.

2. In the Receipt Voucher Type, enable Print voucher after saving.

Record a Receipt Voucher and accept the screen.

The Print screen appears, and you can select C (Configure), I (Preview), or P (Print).

You can configure your receipt voucher and enter the bank details while printing.

To enter the bank details,

· On the Print screen, press C (Configure). The Print Configuration screen appears.

· In the Voucher Details section, set the options Show Bank Transaction Details and Show Additional Details to Yes.

Print the Receipt Voucher as a Formal Receipt

You can print the receipt voucher for your records, and you can also give your customers a formal receipt to show that you have received the payment for a certain invoice. The formal receipt includes the amount received along with the party name and also shows the Bank name through which you received the amount. The formal receipts are issued if the customer asks for them, you can also issue the formal receipt in the case of an Advance receipt.

1. In the Receipt Voucher Type, enable Print formal receipt after saving.

2. Record a Receipt Voucher and accept the screen.

3. The Print screen appears with the Title as Receipt Voucher. You can press P (Print) to print the voucher.

Press C (Configure) if you want to configure the voucher.

a. If you want to change the report title, in the Print Configuration screen, type or select Title > change the Title and Sub-title under Header information.

For example, Formal Receipt.

b. If you want to print specific details in the formal receipt.

c. Under Print Configuration, set the options as needed.

d. Press Ctrl + A to accept the Print Configuration screen.

4. Press P (Print) to print the voucher as a formal receipt.

Receipt Register

, you can go to the Receipt Register to view the receipt entries recorded. It is a monthly report and shows the number of transactions recorded per month. You can drill down and view the transactions recorded and also make changes to the vouchers if required. If you use Journal Voucher to record your receipt transactions, you can view them in the Journal Register.

1. Open the Receipt Register.

Press Alt + G (Go To) > type or select Receipt Register > and press Enter.

Alternatively, go to Gateway of UCI-AC > Display More Reports > Account Books > Receipt Register.

2. Select the required month and press Enter.

You can see the list of transactions for that particular month. You can further drill down and see the voucher recorded.

You can configure the report and view it as per your requirement. You can see the related reports as well as exception reports.

· Press Ctrl + H (Change View) to see the Receipt Register in columns with all the income ledgers as headers and extract the report. You can also view related reports such as PostDated Bank Transactions.

You can also press F8 (Columnar) to view the report in columns.

· Press Ctrl + J Exception Reports) to see the Optional Vouchers, Cancelled Vouchers, Post Dated Vouchers.

Pre-allocate Bills for Payments or Receipts

You can settle your customers’ or suppliers’ accounts as you pay or collect money from them by keeping track of payments and receipts against the relevant bill numbers. By using the preallocation bill option , you can adjust those bills even before entering the amount received or paid.

Once you have selected your creditor for payment, UCI-AC lists out all the outstanding bills you have to pay to determine the current payment amount. The total immediately appears beneath the amount column once you’ve chosen the bills you want to pay.

1. In Payment or Receipt Voucher, press F12 (Configure).

a. Set the option Preallocate bills for Payment/Receipt/Journal Vouchers to Yes, to select the bills immediately after selecting the party ledger.

b. Set the options Show list of Bills for selection and Show Final Balances for each

c. Bill to Yes, to view the list of pending bills with Balance and Final Balance amounts.

d. Set the options Show Bill-wise Details and Show Bill-wise details in multiple lines to Yes, to view the bill-wise details and credit period.

Immediately after selecting the party in the voucher, the Bill-wise Details screen appears. preallocate-bills

2. On selecting Agst Ref, the list of Pending Bills for the party appears.

3. 3 Select the required bills and record the voucher.

4. Accept the screen. As always, you can press Ctrl + A to save.

Record Contra entry using Payment / Receipt voucher

UCI-AC allows you to record a contra entry using a payment or receipt voucher, where you can record transactions like cash withdrawn from a bank or even a bank-to-bank transfer.

If you are withdrawing cash from the bank,

· In the Payment Voucher, under Account select the respective bank account.

· Under Particulars, select Show More > select Cash from List of Ledger Accounts.

You can record the same entry in a receipt voucher,

· In the Receipt Voucher, under Account select Cash account.

· Under Particulars, select Show More > select Bank account from List of Ledger Accounts.

Receipts and Payments Report

A Receipts and Payments report is a report of cash and bank transactions recorded in a specific period. You can use it in place of an income and expenditure statement.

· It is a consolidated summary of the cash book prepared for the required period.

· It starts with the opening balance of cash and the bank and ends with the closing balance of cash and the bank.

· It does not take into account outstanding receivables and payables.

· It may be of a capital or revenue nature and relate to the current, previous, or subsequent year, so long as they are received or paid.

The Receipts and Payments account displays information based on default primary groups. It is updated with every cash or bank transaction or voucher entry.

View Receipts and Payments Report

The Receipts and Payments report displays the opening and closing cash and bank balances for a specified period. It also shows the transactions recorded during that period, where you made the payments and recorded the receipts. To view the report, change the date or period to suit your needs.

1. Open the Receipts and Payments report.

Press Alt + G (Go To) > type or select Receipts and Payments > and press Enter.

The Receipts and Payments report is generated and updated from the opening of books until the last voucher entry date.

Select the required group and press Enter to view the Receipts and Payments Summary reports.

You can further drill down to the Ledger Monthly Summary, Ledger Vouchers, and finally to the voucher alteration screen.

Apart from the default view of the Receipts and Payments columns along with the details of the ledgers, you can also customise the report.

· Press Ctrl + B (Basis of Values) to view the Nett Balances and you can also change the Scale Factor.

· Press Ctrl + H (Change Views) to view the report vertically and ledger-wise.

· Press Ctrl + J (Exception Reports) to view the Negative Ledgers.

· Press Alt + N (Auto Column) to compare your data Quarterly, Weekly, Monthly and so on.

Receipts and Payments Summary Report

This report displays the summary of groups or sub-groups of the selected primary group from the Receipts and Payment report.

In this section

1. Cash/Bank Opening/Closing summary

2. Receipts & Payments Summary

3. Receipts and Payments Ledger Monthly Summary

4. Cash/Bank Opening/Closing summary

, you can view the Opening, and Closing balances of your cash and bank accounts, along with the transactions during the period. You can also configure the display of the report as per your business requirements.

Press Alt + G (Go To) > type or select Receipts and Payments > and press Enter.

In the Receipts and Payments report > click Opening Balance.

Press F12 (Configure) to set the options as needed. Set Show Transactions as Yes and Show Closing Balance as No.

The Cash/Bank Opening Summary screen appears.

Receipts and Payments Summary

The Receipts and Payments report allows you to pick groups, and the report then displays information about the groups you chose. The report shows how much is the receipt and payment amount for that particular group. Additionally, you can customize the report and make modifications based on your needs.

· Select the required primary group from the Receipts and Payments report (for example, Current Liabilities). The Receipts and Payments Summary screen of the selected group appears.

This report displays all the receipt and payment transactions of the groups/sub-groups and ledgers of the selected primary groups for the period.

· To configure the report, press F12 (Configure).

You can select the required group/sub-group or ledger and drill down to view the Ledger Monthly Summary.

Receipts and Payments Ledger Monthly Summary

You can select any ledger from the Receipts and Payments report and view the monthly receipts and payment transactions for that particular ledger. You can configure the report and set the display of the report as per your requirements.

1. Select the required ledger from the Receipts and Payments Summary report. The Ledger Monthly Summary screen of the selected ledger appears.

This report displays the selected ledger’s monthly receipt and payment transactions summary.

2. To configure the report, press F12 (Configure).

3. Select the required month to view the Ledger Vouchers screen.

There are various reports that provide insights about your payments and receipts. You can view them along with other necessary details depending on your business needs to analyse and make informed decisions.

Print, Export, WhatsApp or E-mail Multi Account Reports

You can print multiple vouchers and the primary Books of Accounts, like the Cash and Bank Books, Account Ledgers, Sales and Purchase Registers and so on, without having to select the accounts one at a time and printing them.

Access Multi Account Reports

1. Press Alt + P (Print) > Others.

2. Select Show More > and press Enter to view all the reports supported for multi account printing.

3. Select the required report and press Enter, and then print the required reports.

Print, Export, E-mail All Accounts

Note: For illustration purpose, print related procedure and images have been used in this section.

1. Press Alt + P (Print) > Others.

2. In the list of Multi Account Reports, select All Ledger Accounts > and press Enter.

3. In the Print sub-screen, press C (Configure), and provide the period. Based on the report selected, the options appear.

4. You can select Show More and press Enter, to view all the options provided for the selected report. Set the options as needed.

5. Press Esc > press I (Preview) to preview it or press P (Print) to print.

Print, Export, E-mail Multi-Voucher/MultiInvoice

In your business, you may need to share information that include all your sales, payment, or receipt. transactions. Such information may be needed for all parties or a selected party, depending on your requirements. In such cases, printing Multi-Vouchers comes in handy. This allows you to print the transactions details for a specific voucher type in one go.

Multi-Voucher/Invoice for all parties

1. Press Alt + P (Print) > Others.

2. In the list of Multi Account Reports, select Multi-Voucher > and press Enter.

3. In the Print sub-screen, press C (Configure), and provide the period. Based on the report selected, the options appear.

4. You can select Show More and press Enter, to view all the options provided for the report.

o Voucher Type: Select the required voucher type.

o Vouchers to Print: Select Regular or Optional or All the vouchers.

o Period: Specify the date, as needed.

o Number of copies: If you select sales Voucher Type, and set this option to 2 or more copies, you can enable the option Print Transporter’s Copy.

Set the other options as needed.

5. Press Esc > press I (Preview) to preview it or press P (Print) to print.

The invoices recorded for the selected date will be printed on separate pages.

Multi-Voucher/Invoice for a selected party

If you are on UCI-AC you can seamlessly print, export or e-mail multi-voucher for a selected ledger. This flexibility is available for the following voucher types:

· Sales POS

· Purchase

· Debit Note

· Credit Note

· Receipt

· Payment

· Contra

· Journal

1. Press Alt + P (Print) > Others > select Multi-Voucher > press Enter.

2. Under Configure, select the required ledger/party under report details.

· Voucher Type: Select the voucher type that you want to print.

· Ledger Name: Select the ledger for which you want to print each invoice in a separate page in one go.

· Vouchers to Print: Once you have selected a specific ledger, this option is updated to Regular automatically. Selecting a specific ledger in Ledger Name is applicable only to Regular vouchers.

Make changes to other configurations, as needed, and print.

a. Press Esc > press I (Preview) to preview it, or press P (Print) to print.

UCI-AC prints the multi-voucher of the selected voucher type and selected ledger.

Print, Export, E-mail All Ledger Outstandings

Note: For illustration purpose, print related procedure and images have been used in this section.

1. Press Alt + P (Print) > Others.

2. In the list of Multi Account Reports, select All Ledger Outstandings > and press Enter.

3. In the Print sub-screen, press C (Configure), and provide the period. Based on the report selected, the options appear.

4. You can select Show More and press Enter, to view all the options provided for the selected report. Set the options as needed.

5. Press Esc > press I (Preview) to preview it or press P (Print) to print.

When printing the Ledger Outstanding report, if Show Contact details is set to Yes, and Start each A/c on a fresh page is set to No, the contact person’s name, telephone number and/or mobile number will be printed below each Ledger Account on the same page.

If Show Contact Details is set to Yes, and Start Fresh Page for each Account is also set to Yes, each Ledger Account is displayed in a fresh page, with the address appearing below the Ledger Name.

When the option Show Group Name is set to Yes, the Group name of the ledger appears under the ledger name.

Print, Export, E-mail Index Page

Note: For illustration purpose, print related procedure and images have been used in this section.

You can print the Index Page to summarise the page-wise printing of ledger accounts/items. It serves as a Table of Contents (TOC) and helps identify the required Ledger Accounts/Items without going through the entire prints, thereby reducing time and cost.

1. Press Alt + P (Print) > Others.

2. In the list of Multi Account Reports, select All Ledger Accounts > and press Enter.

3. Set Print Index page also to Yes.

4. Press Esc to save and return to the Print screen. The Index page gets printed for all the ledgers.

Print, Export, E-mail Day Book

1. Press Alt + P (Print) > Others.

2. In the list of Multi Account Reports, select Day Book > and press Enter.

3. Set the option Show Voucher No. to Yes.

4. Press Esc > press I (Preview) to preview it or press P (Print) to print.

Sorting Method for Printing Multi Account Reports

While printing Ledger Accounts and Group of Accounts from Multi Account Reports, you can sort the details as needed. The sorting method has the following options:

The Default option will print Ledgers in Alphabetical order.

· The Group option will print Ledgers in Alphabetical order under respective Groups

· Press Alt + P (Print) > Others.

In the list of Multi Account Reports, select All Ledger Accounts > and press Enter.

Select the required Sorting Methods from the list of Sorting Methods.

Select Groups/Ledgers While Printing Multiple Accounts

You can print the required Groups/Ledgers in a sequence when printing Ledger Accounts from Multi Account Printing.

1. Press Alt + P (Print) > Others.

2. In the list of Multi Account Reports, select All Ledger Accounts > and press Enter.

3. In the Print sub-screen, press C (Configure) > set Select Groups/Ledgers to Yes.

4. In the Selection for Groups/Ledgers screen, select the required groups and ledgers:

· Include these Groups: Select the required group(s) from the List of Groups to include them. This will print all Ledgers belonging to the included groups, in case none of the groups/ledgers are selected in the other sections, namely, Exclude these Groups, Include these Ledgers and Exclude these Ledgers.

· Exclude these Groups: Select the required group(s) from the List of Groups to exclude them. This will print all Ledgers belonging to the included groups other than the excluded groups’ ledgers.

Note: In case any group is selected under Include these Groups, this section will list only the sub-group(s) of the Included Group(s). For example, if Current Assets and Current Liabilities are selected under Include these Groups section, the Exclude these Groups section will list the groups/sub-groups of Current Assets and Current Liabilities only, which are, Bank Accounts, Cash-in-Hand, Deposit (Assets), Provisions, Sundry Creditors, Sundry Debtors, and so on. If no group is selected under Include these Groups, this section will list all the Groups.

· these Ledgers: Select the required ledger(s) from the list to include for printing.

Note: In case any group is selected under Include these Groups, this section will list all the ledgers other than the ledgers of the included groups, so that the user may select the required ledgers of other groups which have not been selected under Include these Groups. In case any group is selected under Exclude these Groups, this section will list all the ledgers of the Excluded Groups, so that the user may select the required ledgers from the same.

· Exclude these Ledgers: Select the required Ledger(s) to exclude for printing.

Note: This section will list all the Ledgers belonging to the included and excluded group(s), so that user can exclude the ledgers which are not required to be printed.

Set Alphabetical Print Range

You can print the ledgers as per alphabetical order, namely 0 to 9 and A to Z. Also, you can mention the required range to print the ledgers at one instance. For example, From A to G, From 1 to 5.

1. Press Alt + P (Print) > Others.

2. In the list of Multi Account Reports, select All Ledger Accounts > and press Enter.

3. In the Print sub-screen, press C (Configure) > select Show More and press Enter, to view all the options.

4. Enable the option Set alphabetical range to print > In the Range of Alphabets select the details for:

o From (blank for beginning)- Type the first alphabet in the range.

o To (blank for end)- Type the last alphabet in the range.

5. Press Esc > press I (Preview) to preview it or press P (Print) to print.

Print Multiple Payslips

Payslip is a statement/document issued to an employee, providing the details of earnings and deductions.

You can print payslips for all the employees in one-go.

1. Press Alt + P (Print) > Others.

2. In the list of Multi Account Reports, select Multi Payslip > and press Enter.

3. Specify the required date range in the From and To fields respectively.

4. Select the required Employee Category.

5. Select the Employee/Group to print the payslips for the individual employee or all the employees belonging to the Group.

Disallow Access to Multi Account Reports

You can disallow users from using multi account reports to print reports. Use the security control to disallow access to various printing options under Multi Account Reports. You cannot disallow Multi Account Reports as a whole, as it would deprive users from printing different type of accounts in one-go. However, you can disallow access to specific reports under Multi Accounting Reports. For example, you can control access to Cash Book, Sales Register, Physical Stock Register, and so on.

You have to first create a security level in which the access to specific reports or printing options can be disallowed. You can then assign this security level to a user created under Users and Passwords. When such user logs in, the disallowed options are either hidden or available only for view.

Create security level

1. Press Alt + K (Company) > User Roles.

2. Enter the name for the new security level and press Enter.

3. In the Use Basic Facilities of field, select Data Entry.

4. Disable the option Allow company to connect, if you don’t want the user to connect company for sync, tally.net and browser access.

5. In the Disallow the following Facilities column, select Full Access from the Type of Access list and press Enter.

6. Select the name of the report you want to disallow. For example, if you want to disallow access to Bank Books, select it and press Enter. Full access to Bank Books will be disallowed for this security level, and for all users added under this security level.

7. Similarly, you can disallow access other printing of other reports by selecting the report in the Disallow the following Facilities column.

Save the changes.

Assign the security level to users

1. Press Alt + K (Company) > Users and Passwords.

2. In the Users for Company screen, select the security level created to disallow access to reports under Multi Account Reports.

3. Enter the username and password of the user in the Username/Tally.NET ID and Password (if any) fields.

4. Save the changes.

5. The reports for which you disallow access are not shown to the user.

Print reminder letters with outstanding balances

1. Press Alt + P (Print) > Others > type or select Group of Account Outstandings > and press Enter.

2. Select the required group.

3. In the Print sub-screen, press C (Configure).

4. Change the Report Type to Reminder Letter.

5. Enter the ageing details.

6. Press Enter to accept.

Specify the Designation of Signing Authority > set the other configuration options as needed.

7. Press Esc > press I (Preview) to preview it or press P (Print) to print.

Content of a Reminder Letter

The content of a reminder letter is pre-defined in the product for printing. To add or change the content for Reminder Letter:

1. Press Alt + P (Print) > Others > type or select Group of Account Outstandings > and press Enter.

2. Select the required group.

3. In the Print sub-screen, press C (Configure).

4. Change the Report Type to Reminder Letter.

5. Select Reminder Letter information and press Enter. You can change the details, or accept it as is.

6. You can change the Top Margin or Left Margin as needed.

6. Press Esc > press I (Preview) to preview it or press P (Print) to print.