Chapter 1 Introduction

This manual is composed from the real procedure. The first step is
the preparation of data. Necessary database has to be setup such
as stock file, customer file, supplier file. Next step is entering daily
information such as issuance of purchasing bill, sales bill, and the
final report or other financial statements. The program may have
many systems that you may not use i.e. quotation, purchase order
or sales order. In this case, you can skip to read only the topic as
you want.

1
Preparation before using the accounting
software

Although it is very convenient to perform the accounting

transactions by computer software, the consideration of standard
procedure is very important. The following topics should be
considered:

1. The format and the procedure should be arranged into the

standard form so that it will fit for the computer system.
2. Employees’ responsibilities should be re-assigned to suit with
the computer system because some tasks may be increased or
decreased.
3. Users should parallel run with manual system until they
ensure that the computer system is perfectly operated.
Therefore, tasks will be increased in the first period that they
should be assigned to the right persons. Also, they should give
the attention to them for this step.
4. Amount of information of the task system has to be estimated
to suit with the computer application as well as the addition
of information in the future has to be considered.
5. Time usage of the computer has to be estimated in each
function to fit in the application. The system may be
expanded (such as increasing computers or LAN) to prevent
the unexpected time problems of each department.

2
Details of sample data

Contents in this manual refer to the sample data of Express

Software Group Co.,Ltd. so that the readers can understand easily
and use conveniently. The sample data that installed with Express
software that has the following information:

Company name Express Software Group

Company profile Founded for 10 years,
VAT registered company
Company’s business Distributor of package
computers, made to
order computers,
accessories, repairing
computers or accessories
maintenance
Accounting period January 1 – December 31
Goods for sold Computer accessories
such as CPU,
mainboards, hard disk,
RAM, VGA card, CD-
rom, monitors, UPS, etc.
(i.e. floppy drive, mouse,
and case). Other revenue
comes from repairing
service of computer
accessories.
Accounting method of Inventory Perpetual method
Cost calculation FIFO
Assets Computers, office
equipment, vehicles
Accounting recording Straight Line
Start date of program usage Beginning from January
1, 2022

3
You can study from the above information and study the default
setup from the sample data in the software to apply to your
business

4
Menu reference from this manual

There are many systems in Express software related one another.

So contents in this manual referring to the related systems are
concise to read easily, for example:

Figure 1 General Information menu of stock

From above figure, referring to above submenu, this manual will

use wording “Setup menu 1.3.1 General Information”.

5
Users of software version 1.5

For users of Express software version 1.5, method of entering data

is the same as version 1.0 except the posting method to the general
ledger. Software version 1.0 will post the transactions to general
ledger immediately after finishing the recording process. On the
other hand, if you use Express version 1.5 you have to perform
transaction posting by yourselves. You can see the financial
statements after complete but that made you cannot edit any
posted data. If you want to edit, you have to add the adjustment
transaction in journal. You can study the other different between
version 1.0 and 1.5 in the chapter 15 “Entering Data of Accounting
System” topic of “Passing to Ledger”.

6
Suggestion and information inquiry

If you have any problems or doubt about Express software, you

can contact the customer service from Monday to Saturday at
8:30 am – 5:00 pm (except Saturday at the end of month and
holidays). In addition, if you have any suggestion about the
software or the service, please inform us for improvement. You
should follow the following process for the information inquiry for
convenient contact:

1. After receiving the program Please fill out the information on

the website website [Link] In the tab filling out SN
and business details.
2. You should have the telephone near your computer when you
want to ask more information in order to solve the problems
promptly.
3. You have to inform the serial number of the software in every
call by see the front of the first disk or from the screen of
installed software.
4. Asking the staff code of our officer you ask the questions for
the continuous conversation when the telephone line is cut off
accidentally. This can save your time for starting the first
inquiry with new officer.

7
How to start the Program

The next chapter is about the setup of Express software and the
application that you can setup and update the software by
yourselves. In chapter 3 before entering data in the software, you
should understand the format and the process of software. Also,
you should practice the basic operation of software such as adding,
editing, deleting or canceling the data. So this chapter is important
to study and understand. The data entry of systems in software is
similar so there is only one explanation in this manual to have
concise contents. If some operation are different from discussed in
chapter 3, we will explain more information on that chapter.

8
Chapter 2 Installation
Before installing the program, the computer specification has to
be in the standard i.e. considering in the amount of data entry,
considering in execution speed. You should discuss with Express
Software Group Co.,Ltd. because of the limitation of program
installation. You cannot cancel the right after you installed.

In this chapter, you will learn about 2 types of the program

installation: installing in LAN system, installing in Stand Alone
system.

9
System Requirement

To prevent any problems occuring from the program installment

or from the program usage, you should ensure that your computer
is able to support Express with the following requirements:

Basic Recommended specifica on

specifica on

CPU model Intel CORE i3 or higher

Celeron or
higher

Opera ng Windows 7 or higher

System (OS)

4 GB of RAM Depending on the Windows system you are using, if you are
at least using a higher version of Windows, you should use more RAM.

Hard Disk of It depends on the amount of data entered into your computer.
SATA 1 TB

10
Computer Hardware Inspection

The following methods are for computer hardware inspection to

ensure that the computer is able to support the program
installation. In this example, we will inspect on Windows 10
system.

CPU and RAM Inspection

Go to Desktop and then right click at icon ‘This PC’ and select
‘Properties’ (see Figure 1)

11
 Figure 1 Right Click on 'This PC’ and then select ‘Properties’

Then the window will show the system properties on the screen.
This screen will notify about the CPU model and RAM capacity at
the right and below corner.

From Figure below, CPU is Intel CPU model Core i5 with speed
3.60 GHz and RAM capacity is 8 GB. CPU can be any brands and
any models such as Intel Processor.

Figure 2 Notifying CPU and RAM capacity

Hard Disk Inspection

Double click on icon ‘This PC’ and then all drives in the computer
will be shown. Right click on the desired drive for program
installation (See figure below) and then click ‘Properties’

12
Figure 3 Right click on the desired drive for program installation
and then click on ‘Properties’

We can notice the free space from this screen. At this figure, the
free space is 349 GB . We need only 20 MB for the program
installation.

Figure 4 Notifying the free space

13
Note
The memory unit of RAM capacity and Hard Disk capacity is in
megabyte (MB) with the following ratio:
1 Byte = 1 Character
1024 Bytes = 1 Kilobyte (KB)
1,024 Kilobytes (KB) = 1 Megabyte (MB)
1,024 Megabytes (MB) = 1 Gigabyte (GB)

14
Other Hardwares Related to the Program
Operation

You may have to have the following hardwares to facilitate or to

protect your important information even your computer is ready
for the program installation.

1. The printer should be Dot Matrix Printer (width 15 inches).

You can also use Laser Printer or Inkjet. However, you should
have at least one Dot Matrix Printer for any printout with
copy or any reports with very width.
2. Computer paper size 8 inches or 15 inches.
3. Back-up hardwares such as Handy Drive , External Hard
Drive , ZIP Disk.
4. Uninterruptible (UPS) to prevent the information loss from
the power loss.

15
Program Installation

You can install the program on your computer that meets all the
requirements. However, if you would like to install the program on
LAN in order to share the program and any information with the
same user Group on the same LAN, you have to create Map
Network Drive before installing the program. You can inquire
from the LAN administrator. Next, the creation of Map Network
Drive will be explained briefly.

Please skip this topic if you install the program on Stand

Alone computer.

1. Run the Express program through a network [Link] is the

traditional way of running Express, which may be more
vulnerable to ransomware infections than the first method.
Please use this method with caution. Because if the machine
has been infected with a virus It will spread to drives that
have Map Network Drives.
In the case of knowing the name of the server and the name of
the shared folder for using the Express program, open This
PC.

16
 Figure 5 Double click on' This PC ’ Icon

2. It's a File Explorer window, then click the Computer tab on

the Toolsbar and select the Map Network Drive command.

Figure 6 Click on Map network drive

17
3. Then the screen will request you to specify the Drive to be
Network Drive for the connection. In this example, we specify
Drive x:. You can assign any drive letter starting with F,
starting with Do not specify Drive C to Drive E because they
will be used as hard disks. To avoid re-specifying Network
Drive process after turned off the computer, check at
‘Reconnect at logon’ after you specified the drive at the first
time. Then click on Finish.

Figure 7 Specify Drive to be Network Drive

4. The Windows system will connect to the drive on the network

server. Then that drive will show you can close that window.

Starting the Program Installation

1. Go to the Website Express page, which is

[Link] and then look to the left and click on
the third red star, download the update program. (Support
announcement version 194 -197 ) and then load the file

18
 according to the steps in the program. The screen will be
displayed as shown in the figure.

Figure 8 Show download page

2. Once you have finished downloading the program, you will

get the [Link] file. Then double click the file,
it will show [Link] file. Double-click this file
again to install the program.

Figure 9 Successfully downloaded the Express program

19
 Figure 10 Double click the file. [Link] to
install the program

3. You are able to select the language: English or Thai, for

installing the program. Then click on OK . Thai language is
selected to be explained as the example in the next figures.

Figure 11 Select the language for installing the program

4. Select the folder for program installation usually

D:\ExpressA. If you would like to install the program on LAN
system, you have to specify the drive to be Network Drive
.that can ask your LAN system administrator. You may create
the Network Drive as mentioned in previous topic. If you have
found any problems while creating a network drive, please
contact us for the instructions. However, we recommend
using the default folder. Then click on Next>.

20
 Figure 12 Select the folder for installing the program

5. In the next screen, we will request you selecting 2

components for installing the program: the program itself and
Example Data. If it is the first installation, you do not have to
correct any default just simply click on Next> to process the
next step.
If this installation is for updating the program, you may not
have to install the sample information. Especially if you input
your data into our default Example Data information, unmark
Example Data in order to prevent the program from replacing
your existing data.

21
 Figure 13 Select Components for installing the program

6. The program will create its own shortcut in the Start menu for
program running. When you are ready to install the program,
you can click on the Install button in order to process the
further steps.

22
 Figure 14 Select the program to be installed

7. Then the program will start the installation process by

showing the progress in the status bar see Figure 15.

Figure 15 The screen showing the progress of program

installation

8. After finishing the program installation, the program will

show the text from [Link] file. This file describes about
the method of running the program and the Default setup.
You may print out this page for your information in the next
time. Then close this screen.

23
 Figure 16 How to run the program screen

9. The screen will show the conpletion of program installment.

Then click on ‘ Close ’ button.

Figure 17 The screen showing the completion of program

installment

10. After finishing the program installment and closing the

screen, the screen will be back to the desktop again. The
shortcut to the program will be shown on the desktop.

24
 Figure 18 After finishing the installation, Shortcut for the
program running will be shown on the Desktop

11. Double click on the Shortcut to get into Express program.

Then the screen will require username and password that can
be filled in ‘BIT9’ at the beginning.

25
 Figure 19 Program will check on the right before allowing
through the program

12. This screen asks you to select a data folder. At the beginning,
double click on ‘tested information version 1’.

Figure 20 Double click on Tested information version 1

13. The program will show the operation date, click on OK to run
the program.

Figure 21 Click on ‘ OK ’ to run the program

26
14. Then the main screen of the program will be shown. If this is
the fisrt time for installing the program on this computer (no
any registered programs previously), click on ‘Others’ menu
then click on ‘C’ choice ‘Program Registration’.

Figure 22 Click on ‘Program Registeration’

15. Fill in the information to register as the example in Figure

23.

27
 Figure 23 Enter all information to register

1.) Input your S/N as shown on the CD and check all

the letters. Then ask for the registration code from
Express Software Group Co., Ltd. (phone number as
shown on the screen).
2.) Computer code is the set code on the computer
that you cannot change.
3.) Registration code Type the registration code
informed by Express Software Group Co.,Ltd., and then
click on OK .
Note
Using phone number and conditions shown on the screen to
avoid any changes occurred on this manual after published

16. To exit from Express program, go to ‘Others’ menu and click

on ‘Exit’ or click ‘X’ on the top right corner of the screen.
17. Now start using the program.

28
Start the program

After installing the program completely, you can run the program
by double-clicking on the "Express" icon on the desktop. Figure
24 shows that a username and password are required to fill it out.
At the start, you can enter BIT9 for both the username and the
password ('****' will be displayed to prevent others from seeing
it). If you fill in the wrong codes 3 times, you have to do the log on
process again and re-fill in the corrected username and password.

Figure 24 Requiring the username and the password to log on to

the program

Note
At the beginning, the program has 3 default usernames, that is BIT1,
BIT5, and BIT9, and uses the default password the same as the
username.
Chapter 23, ‘Security System Setting', explains the method of adding
new users or changing the password..

29
After filling in the username and the password correctly, select
‘[Link] Data of Version 1’ to study the example data prepared by
the program. This "Test Data" will be used as an example
throughout this manual.

Figure 25 Sample data prepared by the program

Note
Creating your new data folder can be found in Chapter 4 ‘Setting New
Company’.

30
Updating Program

If you want to reinstall the program Because the original program

in the machine is damaged, such as caused by a computer virus
infection or in the case of updating the program which the
installation method, follow the steps

"Installing the program" as mentioned above in all respects. The

only difference is that after the installation has reached the stage
to select the components of the program to be installed. In case of
updating existing programs on your computer system (To add new
features of the program into) to remove the mark before the line
The sample data is released to update the program only.

Figure 26 This window shows the software component while you

are installing the program for update. You have to
uncheck "Example Data".

But if your program is corrupted, Due to accidentally deleting

some of the program's files or the hard disk being broken (in this

31
case, call to consult the Express Service Department before doing
this.) In this case, you may have to choose to include the sample
data. If this option is selected, the program will display a message
to confirm the override of the original data inside the device. And
if you have input your data into the default example data (Test
Data or Blank Data), or in the case that you may change the
username and password of the program, then you will also need to
retrieve the backup data before the program crashes.

Figure 27 The program will display a message to confirm the

override again.

Note
The 'Express' program is constantly being updated. And if you need to
use more new features, you can visit our website
[Link] to download update files and install them on
your system.

32
Chapter 3 Working with
Program
You should study the format and the application of any programs
including Express in order to enter the data correctly and fast. In
this chapter, the overall program application, the data linkage
between various systems, the basic data entry, and application
technique will be described.

When you want to run the program Express, click on the main
menu as

Figure 1 Express main menu

33
Main menu consists of many systems such as Purchasing system,
Selling system, Financial system, Merchandise system, Accounting
system. The menu will be Pull Down Menu. The submenu will be
shown when you click on each Pull Down Menu. From the Figure
2, it is the Selling menu consisting of submenu such as Deposit
Receipt menu, Sales on Cash menu, Sales Order menu, Sales on
Credit menu. To fill in each menu, move to that menu and do left
click (or press Enter ). If that menu has the submenu, the
submenu will be shown. At the below of the main menu screen,
there are details as followed:

Company name is the name you set at menu [Link] 1.1

Company Description
Data Path or folder name of Data Path that is in use.
Version of the program Express
S/N is Serial Number of the program (informing this number
to the Service Department for any problems).
Working Date is the date set by you when you are entering to
the program.
User ID that you fill in to log in to the program

Note
You are able to change the background of the program with picture
file (only JPG) that must name it as [Link]. Then you replace
this file in the folder that you install Express program. If this picture
is smaller than the background, the program will tile to be full. In
other way, if the picture is bigger than the background, the program
will adjust to fit the background proportionably. The picture should
be the view in horizontal rectangular shape because it is proportionate
to the.

34
Components of Data Entry Screen

There are the components on the data entry screen that make the
program convenient to use. There are the instructions on each
screen including Hot Key that can be used on that screen. You can
click on the icons at the Tools Bar for more convenience if you are
not skilled on Hot Key.

Figure 2 Components of Data Entry Screen

Tools Bar

There are icons at the Tools Bar to be used in the data entry
screen. The icons are different a little in one another from each
data entry screen.

Figure 3 Tools Bar

35
When the mouse points at the icon, the program will show the
function of that icon (Tools Tip).

The meaning of each icon in Tools Bar

Add Alt+A Search Alt+S

Edit Alt+E Print Alt+P

Cancel Alt+C Add/Edit note or merchandise

descrip on Alt+R

Delete Alt+D Go to stock items F8

Cancel Prin ng or edit data Select the descrip on from Sales

Esc order F6

Save F9 Re-journal Alt+J

Go to the first informa on Verify this document Alt+O

Ctrl+Home

Back to previous informa on Cancel verifica on Ctrl+O

Page Up

Next Informa on Page Down Verify in sec on Alt+Shi +O

Go to the last informa on Open Journal Entry Ctrl+J

Ctrl+End

Note
Icon with an arrow pointing down means it can be clicked on to show
the submenu from that [Link] picture below

36
Method of Adding Data to Each Screen

Each worksheet screen will have the similar application. So Sales

on Credit (Sales menu no. 4) will be referred as an example.
Click on Add icon (or press Alt+A ) at Tools Bar. You can notice
that this Add button will sink while other was disable (turn to be
gray color), except 2 buttons. One of the two is to stop adding
and the other one is to save the data see figure 4.

Figure 4 Part of Adding data screen

Firstly, the program requires you to fill in the data at the Header
Section. Then the program will request you to fill in the data at
the Bottom Section but some screens do not have this part. The
final part, the program will request you to fill in the Items
Section, look like the grid table.

37
 Note
How fast is Mouse usage comparing with the keyboard
usage?
1. In case of adding the document, you just use the mouse to click
on Add Icon (or Alt+A ) and then click on the blank to fill the
data (no need to press Enter repeatedly to get to each blank). For
example, issuing Sales Bill, click on Customer code and then
click on Items Sections to fill the merchandise.
2. In case of editing, double click on the data you would like to edit.
You also can click on Edit Icon (or Alt+E ) and use the mouse to
click on the desired data to edit.
3. In case of adding the Items in the Items Section of the document,
you can double click on the blank row. If no have blank row in
Items Section (show data all of row in Item Section), you can
Right Click at Item Section and select 'Add' menu.
4. In case of deleting the Items in the Items Section, Right Click on
the row you would like to delete and select 'Delete' from the
menu.
5. With Wheel Mouse, it can be used to scroll up-down for reading
more items in the document (scroll 3 lines for each click).
6. It is better to use the mouse to read the report than the keyboard
especially the report with many lines.

Press Enter on each data field to fill in the suitable data.

Number If you want to arrange in order by yourself, you just

type by yourself. However, if you want the program arrange
automatically, press Enter then program will show this
message [IV**NEW** ]. The program will assign the number
to the document after you filled in the Bottom Section
already.
Customer Code press Enter to find the customer lookup (or
click on Magnifying Glass Icon (or press F6 )), see Figure
below

38
 Figure 5 Magnifying Glass Icon means it is able to retrieve
the set database

With the Look Up table set by the program, there are other
command buttons:-

1. Add Alt+A for adding new customers.

2. Edit Alt+E for editing the selected customers description.
3. Search to looking for data by key in the some first
character , for example, Now the Customer Name column
was sorted, you (may click Search button or not) key in
UL then press Enter the program will show the customer
the prefix with UL at the first row.

Figure 6 Customer database is ordered by name as set

4. Reorder Tab for change sorting to another column. See

the figure below, the tri-angle mark at the end of
Customer Name is mean it sort by Customer Name now,
if you click Reorder button (or press Tab or click at the

39
 header of Code column) ) it will change to sort by Code
column.

S/O No. Refer to the Sales Order No. (if any) for get the items.
You can click on Magnifying Glass Icon (or press F6 ) to see
the pending Sales Order.

Figure 7 Magnifying Glass Icon tells that the set database

can be loaded

The program requests you to enter the data at the Bottom Section
after you entered the data at Header Section. The Bottom Section
is the total sales amount calculated automatically by the program.

Deposits Refer to the Deposit Received Voucher (if any) for

get deduction amount.

After you fill in the Bottom Section already, the program will
generate the Next Invoice No. for assign to this new document.
For the final process, the program requires you to fill in the Items
Section.

Merchandise Code You are able to select the list of

merchandise from the recorded database, see figure below.
You are also able to type the first letter of the merchandise
code. The program will show the code started with the letter
you typed at the first row.

40
Figure 8 All items shown when you are on the data entry screen

The program requires you to fill in the Loc. (Location code of

merchandise) for the stock reduction, the Quantity and Unit Price,
and the item's discount. Then the program will calculate the item's
amount automatically. The program will save this item and then
will prompt to input at the next row, if no more item to add just
click or press Esc to stop adding item. In case of you want to
save the current item row that you have input, click on icon
instead.

The program will record the data and send to the related system
immediately. After recording the data, all icons on Tools Bar are
able to be used again.

41
Scroll Bar Usage in the Express Program

Figure 9 Scroll bar is used for viewing data on the same screen

From the figure, you can drag easily the mouse scroll up and down
to view the customer information that is the normal format from
Windows. However, the program has to spend time to read all
customers that is wasting the time in case of many customers
recorded.

Express program has realized the time wasted in searching much

data. So we had developed the new method. If there are more than
100 lines to be viewed for lookup, the scroll bar has been adjusted
as the figure below.

Figure 10 Scroll Bar will be always in the middle when there are
more than 100 lines

If you would like to scroll down to the last line, you can do by
holding the mouse pointing to the blue bar at the middle and
dragging all the way down to the below button or press Ctrl+End .
If you release from holding the mouse, the button will be back to

42
the middle. To view the first line by scrolling up is done by holding
the mouse pointing to the blue bar at the middle and dragging all
the way up to the above button or press Ctrl+Home .

The program creates this scroll bar to help and save the time in
reading many lines of data. You can also spend a little time to read
the additional data.

Note
This new scroll bar style will be in grid table of all Items Section.

43
Data Edition

The easiest way is double click on that data directly or click the
Edit Icon on Tools Bar (or press Alt+E ) and then click on that
data.

Figure 11 Double click on that data directly or click on Edit Icon

at Tools Bar

You are able to edit the document by double click on the desirable
data such as the quantity, price per unit, discount, or amount of
money. However, you cannot edit the merchandise code or the
warehouse data from the data entry screen. If you would like to do
so, you have to delete the whole item by right clicking on that item
and deleting (or Alt+D ). Then you can type new merchandise code
or the warehouse.

Figure 12 Right click on item that you want to delete

44
 Note
In case of adding new items, double click on the blank line. The
program then will bring to Add Items Mode. In another way, you can
point the mouse to the specific item and right click. Then select Add,
Edit, or Delete..

Some of data cannot be edited as usual way if they were recorded

such as the customer code, the document number, and the
document date. If you would like to edit, you have to delete all
merchandise items of the document at first.

In case of enter the wrong data and have printed out to the
customers, you should issue Credit notes / Return Merchandise
Receipt to the customers instead.

Note
The program creates icon (or F8 ) to comfort the users who ever
used previous Express Version. They can use the same commands
with this new version. This icon is for getting through the items (there
is a red highlight around the item line). Then click on icon Add (or
Alt+A ) to add the items or click on icon Edit (or Alt+E ) to edit or click
on icon Delete (or Alt+D ) to delete.

45
Loading and Searching Data

If you entered a lot of data and you want to search or load the
data, click on the arrow of this Search Icon and then select
Inquiry All (or press Ctrl+L )

Figure 13 Press Ctrl+L to show all data entered

From the figure, you are able to view other documents by using
the mouse slide the size bar in order to search the demanded
document. Then double click on that document. Finally the
program will show the data of that document.

Furthermore, you are able to load all data next to the current data
from the Tools Bar or Alt+L . The program will show the rest of
data (next to the current data).

Click on Search Icon or press Alt+S to search the data directly

(not selecting from the table). The program will show one screen
requesting you to enter the invoice number, and then press Enter .
After that the program will show the information you wanted.

46
 Figure 14 Click on Search Icon or Alt+S to search for the
demanded information

With this Search function, if the document number starts with 0s,
you do not have to enter 0s such as IV0000013. You can enter
only 13 and then press Enter . The program will search the
document number IV0000013. However, you have to enter all
numbers if this document does not start with 0.

47
Document Cancellation

If you would like to cancel the saved document with the number
arranged in order and would like to keep it as a record, click on
Cancel Icon or Alt+C to cancel as figure below. The program will
ask for the confirmation, and then click on OK .

Figure 15 Click on Cancel Icon

Figure 16 Confirmation screen

The program will show Canceled status at the upper right corner
of the document as figure below.

Figure 17 Document status after cancelled

You can not use the document number that is canceled anymore.
The program will run the document number automatically
whenever you issue the new document (in case of you requested
the program run the number automatically).

48
Using the cancelled document

If you would like to use the cancelled document number, go to that

cancelled document and click on Delete Icon from the Tools Bar or
click on icon Delete (or Alt+D ) to delete the data.

Figure 18 Deleting Cancelled Document

Although you have deleted the cancelled document, the program

still assigns the next document number. To use the cancelled
number, you have to enter that cancelled document number by
yourself.

49
Document Printing

When you click on the pull-down menu of Print Icon or press

Shi +Alt+P , the program will show the submenu (example of Sales
on Credit form shown that is different from each screen).

Figure 19 Form Type in the program

Form 12 Printout with12 characters per inch (for Dot Matrix Printer)

Form 15 Printout with15 characters per inch (for Dot Matrix Printer), more
printed details than Form 12 such as longer item name, able to print
warehouse code or item discount.

Each of the above forms can be divided into 2 types.

An Original with Frame (lines) The program draws the border of the table that
is good to print on the blank paper.

An Original without Frame The program prints only the informa on

(without the border of the table) that is good

50
 to print on the pre-printed form from the
publisher.

You are able to print out the forms after you recorded the
information such as printing tax invoice or the receipt These
forms are able to be edited by the users (details in chapter 25
"Form and Report Modification" Edit on Report / Form).

To print out the document, click the Icon for Print Form 1.
Then select the destination to deliver the result.

Figure 20 Select the destination for the printout

Screen Document will be printed on the monitor so that you can check it
before prin ng out.

Printer Document will be printed out to the printer that printer has to be
ready with paper.

File Document will be printed on the file which can be used to other
programs such as Microso Excel, Microso Word, Microso Word,
PDF.

51
Figure 21 Example of printing on the monitor: Tax Invoice Form

Note
To print form other than form 1, Click the arrow button beside the
Print icon to get the sub-menu and then select the form you want.

52
Document Approve

After the user had recorded the information, the important

document should be proved by the authorized person. The
advantage of approving document is that document
cannot be edited at all by any users. However, the document
can be edited if the approved is cancelled by the authorized
person. You can set the authorization level to the authorized
person such as chief accountant, head of department explained in
Chapter 5 "Default Setting". To approve document, click on the
icon on the Tools Bar.

Figure 22 Approve and Cancel Approve Icons are shown in the

important document in all screens

Click on OK to confirm the document. However, if you are trying

to approve the document before printing out that is opposite to
the default you set, the program will need the confirmation from
you before approving. To confirm, click on OK .

Figure 23 Warning message for trying to approving the

document before printing out

Furthermore you can Approve in period by clicking on icon in

Tools Bar. Then the program will show the screen requesting to
enter the start and end date of document to be approved.
However, if you check all document and want to approve them all,
you can leave 'Document No. from blank and fill zzzzzzzzzz to

53
'To' and fill in any date desired, and then click on Proceed or
press F5 to start this process.

Figure 24 Approving in period screen

To check whether the document was approved or not, press Tab or

press Ctrl+L on the screen of required document see figure below.

54
 Figure 25 Approved document screen

From the figure, it is the press on Tab at the approved Invoice

screen. At the screen above, there are User ID of authorized
person who approving in 'Approved' and the approved date in
'Date'.

55
Synchronisation

There are many systems in Express such as purchasing system,

sales system, inventory control, financial system, VAT system.
Each system synchronizes to other systems. For example, when
Sales on Credit data is entered, the program will create the debtor,
reduce the stock, link to the ledger, show in the tax invoice. Also
the program can do the sales analysis from this entered data such
as ordering the sales volume by the customers or by goods,
summarizing annual / monthly sales volume, summarizing sales
volume by zone or by sales representative.

Figure 26 Example of Synchronisation: Sales on Credit

It is very important to understand the process of the program to

prevent the mistakes from the operation such as entering the sales
information repeatedly in the journal or reducing the stock after
already entered sales on credit information.

The other important point of synchronisation is the edit or the

deletion. You should do any changes on the original document.
For example, referred to sales on credit document, you should edit
or delete on Sales on Credit screen. The program will proceed and
edit the related information automatically such as the journal, the
individual debtor, VAT file. In other way, if you edit or delete any
document at the destination directly, the information in other
systems will not be changed. For example, Sales on Credit
information will link to the journal but you edit or delete the
journal directly instead of Sales on Credit file. This makes the

56
information in other files not be adjusted such as the individual
debtor or VAT file. You will face the problem when you print out
each file to recheck the information, for example, the balance of
accounting report and the individual debtor report are not equal.

57
Preparation of Main Files Before
Operation

Before processing any tasks with Express, it is necessary to

prepare the information needed in the worksheet such as the
customer names, the distributors, goods. The reason is that the
following main files will be used to enter daily information such as
entering purchasing information, entering sales information.

Default Information
Category Tables
Chart of Account
Stock File
Customer File
Supplier (Distributor) File
Salesman File
Bank Account File

The method of main menu setting will be mentioned in the next

chapters.

58
Chapter 4 Company Creation
After you completely install and run the program for the first time,
you will see a test data version 5 and empty data version 5 as
figure shown below.

Figure 1 Screen after you run the Express program

Test Data9. Example data of this manual.

Empty DataZ. Blank data files for copies it to create a new
company.

You should create your own data folder, do not use these
folder because in case the program have to be updated or
reinstalled, your data will not be affected.

The program will ask for a working date. Usually, the program will
get this date from system date of your computer. If this date is
incorrect, you need to exit from the program and set the system
date of your computer at first. If this date is correct but it is not in
the range of accounting period of the data you select, the program
will prompt as figure below.

59
Figure 2 The program warns the error in case of entered working
date out of the accounting period.

Click OK to accept the warning, you will see the next screen
specified the accounting period of selected data. You need to enter
a new working date within this accounting period.

Figure 3 The accounting period previously set in the data

60
Method of Company Creation

Select Setup menu no. 8, Company Creation, there are 2

exist datas prepared by program.

Data adding Click on icon Add (or Alt+A ) to add data of new
company and fill in like the figure below.

Figure 4 The program allow to select the type of new data folder.

Company Name You can enter an abbreviated company names preceding

with the number for sor ng the data that frequently use.

Data Code To record group or abbreviated company name for se ng

access restric on for each user ; for example,
Company Data Code
Company A Co.,Ltd. GROUP_1
Company B Co.,Ltd. GROUP_1
Company C Co.,Ltd. GROUP_2

61
 Company Data Code
Company D Co.,Ltd. GROUP_2

From example above, there are 2 company groups : Group_1

and Group_2. Assume that a system administrator sets the
access restric on of GROUP_1 for Mr. A. He can access only

Data Path It is folder or directory name kept the data,not duplicate

with exist name and not exceed 8 characters long (both
English alphabet and numeric, and no space in
name).Example of se ng directory /folder name as follows :
Descrip on Data code Data Path
1. Al ma Trading 2005 GROUP_1 ALMTRD05
2. Al ma Construc on 2005 GROUP_2 ALMCON05
3. Al ma Trading 2004 GROUP_1 ALMTRD04

[Link] Date you create each data folder.

To press Enter when you finish setting data path, the screen
displays as figure below.

Create data from sample disk (or backup disk) Copy of

database from diskette to create a new company. For
example, you already prepare master files, such as chart of
accounts, customer file, supplier file, stock file, etc., and
backup it in diskette. When you need to create a new
directory, you can create data from this sample diskette.
Copy data from old company Quite different from the one
above, it copies exist data in program to create as a new
directory. For example, if you install the program for the first
time, you can copy data from "Empty data of version 1 " to
create your new company. In case you have affiliated
company or many branches, you may create the same
databases, such as customer file, supplier file, stock file, etc.,
and keep in one data folder. When you create new companies,
you just copy the database from this former company.

At the beginning, you select no.2 "Copy data from old

company" to create a new company, the program displays the

62
exist data attached to select (as figure below), to select "Empty
data of version 1"

Figure 5 Two Datas attached to the program

After you select the needed data, the program copies data from the
selected company to the new data folder. The program will show
the below message when copying data finished.

Figure 6 Remark displays after completely copy data

Click at OK and program will prompt to add a new company. If

you do not add any more, click to escape from adding. The
program will show the new company you added as figure below.

63
 Figure 7 The new created data folder

Data edit You can change the Company Name at any time, for
re-arrange the frequency used name to the top by preceding with
the less number.
Beware to change the Data Code because it was used in the
Security Setting, so you need to change it in the Security's menus.

Data deletion Click on data you need to delete, then click on

icon Delete (or Alt+D ).The program ask you to confirm.
Note
The program only deletes company name that shown on this screen,
but not delete the folder in hard disk. If you need to delete it from
your hard disk, use the Windows Explorer to delete it.

64
Zap Data File

If you newly start entering data in the program (for many reasons;
for example, you test the program and start to implement it, or
you wrongly operate the program and many error occur, you don't
waste time to check the cause of errors), you may not delete all
created data folders, but to use Zap Data File menu to delete the
entered data (data folders name still exist). However, be careful to
use the Zap Data File menu because you cannot recall the
deleted data.

To select Others menu no. 5, Zap Data File.

Figure 8 Screen of Zap Data File

65
When you enter to the screen of Zap Data File as figure above,
warning displays to press Esc to back up data before performing
this process. The table shows the master file names, such as
customer file, supplier file, salesman, etc., mark for delete the data
in that master file.

Note
All module B/F and all daily transaction record are always deleted.

After click OK , the program will delete the B/F of all module,
daily transaction and master files that you specify to Y. After finish
of this operation, you need to setup the other information as
describe in next chapter.

Note
The program has not reset the running number of each document, so
you need to reset it by yourself (see details in chapter 9).

66
Chapter 5 Default Information
Setup
Default setup is essential for routine processing flow such as set
up the company name and address for bill issuance, set up
accounting entry method of inventory or cost calculation method
etc., select the Setup menu no.1, Default Information which
consists submenu for entering data as follows :

Company Profile
Global Information
Inventory Control
Sales and A/R
Purchase and A/P
Finance and Banking
General Ledger
Fixed Assets

67
Company Profile

It is general information of your company such as company name,

address, tax id. The company name that you input in this screen
will be used for report header print and various document forms
(it is different from company name in Company Creation menu
is used for data separation in case of many companies in order to
users select when start the program).

Figure 1 Screen of company details

68
Global

It is used for default setting in order to the program can work by

these defaults, which details you have to set are as follows :

Figure 2 Screen of Global

Year Representation : To set that you will enter data of year

either A.D. or B.E.
VAT Rate: Specify your VAT rate (in percent), program will
retrieve it when issue sales invoice.
Price Type: To set the selling prices of goods for customers
whether they include vat or not. If you sell in selling prices
both include and exclude VAT, you can previously set one
type price which the program will allow you to edit on sales
invoice issuance procedure again.
Prorate Purchase Tax ?: If your business doesn't average
purchase tax, you can enter as "N". If your business is VAT
registration, have both exclude VAT and include VAT
together; for example, in case export sales exclude VAT,
whereas local sales submit VAT. Purchase tax of goods
purchase or any expenses are partial refundable in proportion

69
of two types of those sales in last year as purchase tax
fraction. For example, export sales income in last year
compares with local sales income in last year as 70/30
proportion (70% of export sales, 30% of local sales), so tax
refundable rate is 30%, tax not refundable is 70%.
Authorization Level for Approve: Some document
preparation such as tax invoice, receipt should be approved
by authorized persons. Document approval is useful in order
to protect the approved documents cannot be edited by
unauthorized persons. Specify the authorize level in this field
that to be use when you want to approve document. (The
program classifies the authorization level in to three levels :
0-4 = operator, 5-8 = chief, 9 = system administrator). You
can set user level for each user from security setup menu
(Explain details later).
Approve Method: You can set the document approval
procedure that whether you have to print the documents (to
the printer) before document approval or approve documents
before printing. If this procedure can be performed one after
another or vice versa, you can blank this field.
Authorization Level for Reprint: To protect operation errors
or frauds, you can set authorized level of reprinting to the
printer ; for example, in case a tax invoice should be printed
once when you will collect from a customer, so you enter the
authorization lever of person for reprinting this document.
Separate VAT Type in Item: If you sell goods both including
VAT and excluding VAT (such as agricultural goods, etc.), you
can specify this field as "Y" which the program allows you
enter data of purchase and sales both including and excluding
VAT in the same copy of tax invoice.
Money in word for e_baht(): If you want to use another
currency that is not a baht, such as a dollar, please specify
your desired currency. But if you want to use the default Thai
baht, leave it blank.

70
Note
For Setup Default menu no.5-8, you can also specify on the
documents (On Setup menu no. 4, Document Running Number).
However any documents aren't specify setup default, the program
assumes these defaults as you previously set on this screen.

71
Inventory Control

Figure 3 Screen of general information of inventory

Stock code format: Stock code format setting should be

considered cautiously because you have to think of company
policy, convenience for users, operating limitation of program
and so on. The stock code formats have 3 characters as
follows:

9 = to enter only numbers.

X = to enter only numbers.

! = to enter same as X type and also in case you enter small

form of English alphabet, they are changed to big form
automa cally.

72
 Note
In Express Program, details of stock, set goods, service
merchandises, income and expenses are in the same file. So the
format of these stock code should be properly set up and easy to
using.

Example Stock code format set in sample data of program is

99-!!!!-!!!!!!

9 9 - ! ! ! ! - ! ! ! ! ! !

No. 1 2 3 4 5 6 7 8 9 10 11 12 13 14

No. Meaning

1-2 A category of merchandise

4-7 Brand name

9-14 Model or series

Some examples of setting the category of merchandise, brand

name and model.

Category of merchandise Brand name

Category Meaning Brand name Meaning

01 CPU INTL Intel

02 Mainboard ASUS Asustec

03 RAM GIGA Gigabyte

04 Harddisk HITC Hitachi

RV Revenue

EX Expense

Model Mainboard

Model Meaning Model Meaning

73
 CL-600 Celelon 600 Mhz. CUV4X Celelon 600 Mhz.

P3-750 Pen um III 750 Mhz. P3-750 Pen um III 750 Mhz.

Stock code set from the example above

Stock code Meaning of stock code

01-INTL-CL-600 600 CPU Intel Celeron 600 Mhz.

01-INTL-P3-750 CPU Intel Pen um III 750 Mhz.

02-ASUS-CUV4X Mainboard ASUS CUV4X-133 SOCKET 370.

02-GIGA-6VX7 Mainboard GIGABYTE GA6VX7 SOCKET 370.

Stock Search: Default setup of stock search can be

performed 2 methods: search by stock code or stock name.
When you issue purchase invoices, sales invoices, or record
any transactions relating to the stock, you can search by code
or name as your convenience.
Costing Method: To set in Setup menu 1.3.2, Account sets
(explain more details in the following subject).
Inventory Record Type: To record inventory accounting
systems from one of two methods as follows :
Perpetual Perpetual inventory system, a continuous record of
change in inventory during the accounting period.
Periodic Periodic inventory system, The amount of inventory
on hand is determined only periodically.

When the perpetual basis is used, the inventory account have

continuously movements according to purchase transactions,
sales transactions, so you can immediately determine the cost
of goods sold from general ledger. This method have no the
statement of cost of goods sold. The accounting entry of
inventory are as follows :

Purchase of merchandise of
inventory Sales of merchandise inventory

74
 Debit
Purchase
(DR)of merchandise
Credit (CR)
of Debit (DR) Credit (CR)
inventory Sales of merchandise inventory

Debit (DR) Credit (CR) Debit (DR) Credit (CR)

Inventory Cash/Accounts
Purchase tax receivable Sales tax
Cash/Cheque Sales

Cost of goods
sold Inventory

When the periodic basis is used, the inventory account

doesn't have any movement, you will determine the cost of
goods sold when you perform a physical inventory count, then
the program will take the amount of inventory to calculate the
cost of goods sold on the basis of the beginning inventory
balance add net purchase and subtract the ending inventory
balance, then the statement of cost of goods sold can be
prepared. The accounting entry of inventory are as follows:

Purchase Sales

Debit (DR) Credit (CR) Debit (DR) Credit (CR)

Purchase Cash/Accounts
Purchase tax receivable Sales tax
Cash/Cheque Sales

Decimal Point of Sales Price: You can set the maximum

decimal point of selling price in 4 positions. However this
decimal point setting in several positions will effect the
program lessen the keeping value of sales price; for example,
if you set the 4 positions of decimal point, the program allows
you enter the selling price in millions (9,999,999.9999)
whereas you set the 3 positions of those, you can enter the
selling price in the ten millions (99,999,999.999).
Decimal Point of Quantity: Same as the decimal point of
sales price, you can set the maximum decimal point of
quantity in 4 positions to enter the quantity of goods sold or

75
purchased in the ten thousands (99,999.999), if you set it as 3
positions, you can enter the quantity of goods in the hundred
thousands (999,999.999). The number of quantity will
increase when you decrease the position of decimal point.
Decimal Point of Ratio The ratio is a multiplier changing a
big unit of measure to a small unit of measure; for example, of
you sell pens which unit of measure are both dozen and piece,
the ratio is 12. When you enter unit of measure in dozen, The
program will automatically calculate this unit in piece for
display in the stock report ; for example, if you purchase one
dozen of pen, the program will record 12 piece of the receiving
stock automatically. The ratio is discussed in details in the
Stock File menu. The method of setting this field is same as
the decimal point of quantity setting.
Adjust UOM in Receive/Issue : It is used when you record
the transactions in Stock menu no.1 Stock Daily Transaction
which you perform the stock receiving or issuance such as
internal stock issuance, quantity adjustment, location
transfer. But it doesn't relate to adjustment of unit of measure
(UOM) in purchase or sales issuance. You can choose whether
the unit of measure set in the Stock File can be changed or not
; for example, if you set the unit of measure of pen in piece (in
Stock File menu), you can allow users change it to dozen or
other units when they perform stock receiving / issuance
transaction.
Adjust Ratio : As describe earlier, the ratio change the big
unit of measure to the small one (such as change dozen to
piece) The default setting in this field relates to transaction
records of inventory such as internal issuance, quantity
adjustment, location transfer, which the program uses the
ratio previously set in Stock File menu, you will allow users
change this ratios by themselves or not. In case some unit of
measures aren't fixed ; for example, unit of measure as one
pack may have 10 or 100 pieces, you should set this field as Y.
Allow Negative Inventory : In case you have to issue sales
invoice before receiving record of stock because you already
receive the merchandises but the tax invoice delays. You can
set the program allow negative amount of inventory by
entering this field as Y in order to issue the sales invoice in
advance. If you don't need any negative amount of inventory

76
you should specify it as N. If you allow the negative inventory
but it have to be approved by authorized persons, you specify
this field as A which level of authorization is next point.
Authorize When Negative : If users need to record stock
issuance although there is no stock, they have to be approved
by authorized persons (level 0-9). Specify the user level as you
want.
Checking Level for Negative : Checking the negative
inventory balance while you are entering the quantity of
merchandise in sales invoice or stock issuance, you can set 3
levels as follows:
0 No checking the nega ve inventory in stock while you issue
merchandises from the stock. It's help you can record stock issuance
quickly. In addi on, it fit for a business with concise inventory record
system which receiving merchandises.

1 Checking the current inventory balance before stock issuance record.

It protects some nega ve inventory problem ; however, if retroac ve
stock issuance is performed, nega ve inventory problem may occur.

2 Strictly checking the inventory balance. The program checks inventory

balance both as at date of stock issuance record and current date. If
the stock issuance records cause the inventory balance as at date of
stock issuance or current date become nega ve, the program doesn't
allow any performance.

The above level is relates to the efficiency of inventory balance

checking and effect to the speed of issuance record. If you
already set the field of Allow Negative Inventory as N, the
program will not allow you to record stock issuance if there is
no merchandise. So the above level are not any effect.

Allow Stock at All Locations : In case you have many

warehouses , you usually waste time to set the ware house for
each merchandise to every warehouses although you don' t set
its warehouse before. (But the weakness occur if you enter a
wrong warehouse, the program will create its warehouse
which data of warehouse is confused. So you perform stock
receiving record for a long time until you think the
merchandise' have their warehouse completely, you can set

77
this field as N to protect entering wrong warehouse: ) If you
need the receiving only warehouse previously set, you specify
this field as N.
Cost separate Location : Normally, cost calculation in the
program is same as set in Setup menu 1.3.2 Account Sets.
When you perform stock issuance record, the program
calculates cost regardless you receive merchandises to any
warehouses. If you set the field of cost separate Location as Y,
the program will calculate cost only for the warehouse issued
stock.
Example If you set the costing method as first–in , first–out
(FIFO) , and the stock receiving and issuance are as follows:

Receive Issue

Unit Unit Balance

Date/Mon Warehouse Quan ty Quan ty
price price

01/06 01 10 100 10

03/06 02 25 120 35

04/06 01 15 140 50

07/06 01 15 ? 35

10/06 01 5 ? 30

From the table above, cost calculation on 07/06 and 10/06

are as follows:

In case of costing separate location

On 07/06, cost calculate as (10 x 100) + (5 x 140) = 1,700.-
On 10/06, cost calculate as (5 x 120) = 600.-
In case of no costing separate location
On 07/06, cost calculate as (10 x 100) + (5 x 120) = 1,600.-
On 10/06, cost calculate as (5 x 120) = 600.-
Note that in case you set costing separate location, when
the sales or stock issuance are performed, the cost will be
calculated only for that warehouse, not effect to other
warehouses. In addition, you can know that each
warehouse have how much inventory value that useful for

78
 some business such as consignment, construction
business.
Main Location : It is a main warehouse you receive or issue
the merchandises. The program always displays it when you
perform the receiving or issuing transactions. In case you
have only one warehouse, you set the main location as 01.
In case you have many warehouses, after you already set all
stock location on Setup menu no.2 Category Tables, heading;
Stock Location, you have to back to this field for set which
stock location is main location.

Print Big/Small Unit : You can keep the unit of measure of

stock more than one unit in the Express program. For
example, if you sell pens in both dozen and piece which the
program normally displays the amount in report as the
smallest unit (piece), but you need the stock valuation report
shows both big and small unit, you specify this field as Y ; for
example, If the pens remain 15 pieces, the stock valuation
report shows the stock balance as 1 dozen and 3 pieces.
Can change Last Pur/Sales Pri : In Express program, you
can use last purchasing or selling price for the next
transaction. Normally, the program will retrieve the
purchasing or selling price from last invoice which you enter
in the program. However if these prices have to be edited,
may be cancellation of sales invoice already issued, the last
selling price is the price of canceled invoice. If you set this
field as Y, you can change the last purchasing / selling price in
the stock file.
Issue to Lower than Reorder : Besides the program can
protect sales or stock issuance from negative stock balance,
you can set it immediately warns if the merchandises are sold
or issued lower than the reorder point. For example, if you
have the 20 units of stock balance, 10 units of reorder point,
you need to sell 15 units of merchandise (which made the
stock balance only remains 5 units and lower than the reorder
point). If you set the immediate warning, the program will
always calculate the stock balance comparing with the reorder
point ( It make the program works slow a little bit, but the
inventory control is increasingly efficient).

79
Period Aging : Inventory which having slow movement
(from the last selling day) warns a problem of inventory
control, so you should analyze movement period of each
merchandise which no movement or sales doesn't occur.
Custom Fields : You can add some data which the program
doesn't prepare on the screen of Stock File and take them to
display in the needed report or form. The field types you can
add are date, numeric and text.
Allow Change Name in Daily Transaction : When you
entering data of Stock menu no. 1, Stock Daily Transaction,
normally, the program will use stock names previously set in
the Stock File, but you can change this stock name for others
useful such as change to production request document
number. In this case, set this field as Y.
Use Bar Code in Stock Master : Set it as Y if you want to use
bar code for controlling stock. You have to input Barcode of
each Inventory of Stock menu no. 2. While you are adding the
stock item on document, you can use the Barcode Reader
instead of keyboard to input stock code. The program will
search barcode that input and will automatically change to
the normal Stock Code if found it.

80
Inventory Account Sets

Menu of Inventory Account Sets

To set the costing method and accounting entry of each group of

inventory. For instance, if you have several of merchandises
classified in many groups; for example, you sell consumer
products such as condensed milk. Coffee and non-dairy cream,
etc., you may classified products as coffee product, non-dairy
cream product, snack product, which each group consists of each
type such as in coffee product group comprises coffee product in
big, medium and small size of package, in snack product group
comprises potato chip, crispy snack, etc. You can separate chart of
accounts recording in the journal entry of each group of inventory
for more useful financial statement preparation such as in the
income statement, you also can know the cost of goods sold of
each group of merchandise.

81
 Figure 4 Screen of Inventory Account sets

This inventory account set is used for each stock code you enter in
Stock menu no. 2, Stock File. Details of entered data are as
follows:

Code : Text or numeric not exceed 4 characters.

Description in Thai/English : Brief description just inform
which product group.
Costing Method : There are 2 method : First-in, First-out
(FIFO) and Average.
Example There are receiving and issuing stock as follows :

In Out
Date/Month Balance
Quan ty Unit price Quan ty Unit price
01/06 10 100 10

82
 In Out
Date/Month Balance
Quan ty Unit price Quan ty Unit price
03/06 25 120 35
07/06 15 ? 20
08/06 15 140 35
10/06 10 ? 20

From data table above, costing (not separate location) on the

date of 07/06 and 10/06 con be divided as follows :

In case of FIFO inventory costing

On date 07/06, cost of goods sold : (10 x 100) + (5 x 120) =
1,600.-

On date 10/06, cost of goods sold : (10 x 120) = 1,200.-

In case of Average inventory costing

Brought forward balance as at 07/06, 35 pieces of
inventory balance, in amount of (10 x 100)+(25 x 120) =
4,000.-
Unit cost is 4,000 / 35 = 114.2857
(If you set 2 positions of decimal point of unit cost, rounded
figure is 114.29).

On date of 07/06, cost of goods sold = (15x114.49) = 1,714.35.

At the end of date 07/06, inventory remains 20 pieces, in

amount of (4,000–1,714.35)= 2,285.65.
At the end of date 08/06, inventory remains 35 pieces, in
amount of 2,285.65 + (15x140) = 4,385.65.
Unit cost is 4,385.65 / 35 = 125.3042
(If you set 2 positions of decimal point of unit cost,
rounded figure : is 125.30).
On date of 10/06, cost of goods sold is (10 x 125.30) =
1,253.
Inventory Account : Normally enter as inventory account
(chart of accounts) or raw material account.
Other accounts : If you enter them, the program will record
this accounting entry. If not (blank these accounts), the

83
 program will retrieve these account code in Setup menu no.
5.2, G/L Link Account to record the transactions.

Note
In case you need to record accounting entry of sales income separated
by group of inventory, you have to completely perform the Inventory
Account Set in order to take these accounts to set for each inventory.
When the program records the transactions, it will separate sales
income by merchandises sold.

84
General Information

Figure 5 Screen of general information of sales and A/R

Customer search : When you issue sales invoices or perform

cash receipts, the program displays all customer to select, you
can choose whether sort them by customer code or name. For
example, you set the customer codes in numeric that
inconvenient to search, setting them sorted by name is more
easy.
Change Stock Name in Document : For instance, you sell to
the government, that may necessary specify product name in
your sales invoices same as purchase orders. When you issue
sales invoices, to specify this field as Y which the program
allow you to change the product name in sales invoices. If it
isn't this case, you should set it as N to protect the product
names changed from recording in Stock File menu.

85
Adjust Sales Unit of Measure : Merchandises for sell
sometimes have many unit of measures ; for example,
premixed coffee which you sell both in bottle and box, you
should set to adjust sales unit of measure in sales invoice.
Allow Change Unit Price : If you already set selling prices of
goods (we will discuss selling price setting in chapter 7
"Master File Setup"), whether allow to change them when
sales invoice are issued or not. If specify as Y, the program
will skip the field of unit price (not allow to change) except
the unit price is zero (not previously set), the program allows
to enter the unit price.
Allow Change Unit Price : If you already set selling prices of
goods (we will discuss selling price setting in chapter 7
"Master File Setup"), whether allow to change them when
sales invoice are issued or not. If specify as Y, the program
will skip the field of unit price (not allow to change) except
the unit price is zero (not previously set), the program allows
to enter the unit price.
Warn Sales Pri Lower Than Cost : In case selling lower than
cost, whether warning displays or not. If you set the warning,
the program will check and inform that what item has cost
over selling price.
Note
If you don't need the sales department know cost of goods, you
should set it as N in order to the program don't display warning
otherwise sales department will try to enter selling price
decreasingly until the program warns and they finally know the
real cost.

Allow Enter Sequence in Item : Normally, if you delete a

item in purchase or sales, the program will always make new
sequence next to the last item when you enter the new item.
For example, you enter three items in sales invoice. If you
delete the second item, the program will make sequence of
new entered item as the forth item automatically. But if you
need to insert the new item to the deleted sequence or as you
want, specify this field as Y.
How to Customer Debit Note : You can select among 2
methods of deduction as follows :

86
 Deduct to Refer Invoice Means deduc on from referred invoice. The
program will take the amount of debit note /
sales return deduct the outstanding amount of
sales (tax) invoice immediately. When the cash
receipt procedure is performed, the amount of
sales invoice decrease.

Apply when Payment Means hold to deduct on cash receipt

procedure. The program will hold the amount
of debit note / sales return, not deduct from
sales invoice. When the cash receipt is
performed, you can take the amount of debit
note to deduct any sales invoice of the same
customer.

Lock Over Cr. Limit in S/O : The program normally protects

users issue sales invoices for any customers which
outstanding debit over credit limit. If you set this field as Y,
the program don't allow users to issue sales orders in order to
protect the sales transaction.
Customer Over Credit Limit, Can be Add Document ? : In
case a customer with outstanding debt over credit limit,
whether allow sales invoices to be issued or not. If you answer
Y, the program will allow to issue sales invoice in advance (
but you cannot print any documents from printer until the
approval is performed). If you answer N, the program will
warns that it is over credit limit and wait for user code from
authorized person to continuously enter data.
Force Input Location in Sales Order :In case you have
many warehouses, you may set this field as Y, to force users
enter location code in sales order for more easier sales order
issuance. If you have only one warehouse that make you don't
decide to issue merchandise from which warehouse, specify
this field as N.
Vat Responsibility for Service : It is tax basis you select for
service merchandises. For example, computer maintenance
service, you can set among accrual basis, cash basis, or allow
user to select in sales invoice issuance process.

87
Period Aging : A/R period aging is used for analysis of A/R
collection efficiency and forecast of nearly incoming income.
You can set among 2 types of period aging as follows:
Overdue You can select among 3 periods to analyze overdue A/R.

Not due To Separate A/R that not due to the needed periods.

Credit Limit Setup Level : In case credit limit is set, when

customers have outstanding debt over credit limit as set in the
customer file, the program will retrieve the outstanding debt
to compare with the credit limit in order to be approved by
each authorize level.
For example, levels of credit limit are set as follows :
Level Limit Amount Authorize

1 20,000.00 0

2 50,000.00 5

If a debtor has over credit limit but outstanding debt less than
20,000.- , all users (level 0 up) can issue sales invoice
(responsible by the issuer). If the debtor has over credit limit
but outstanding debt more than 20,000 but less than
50,000.-, it have to be approved by user in level 5, If the
debtor has outstanding debt over 50,000.-, it have to be
approved by user over level 5.

Authorize Level for Sales Over Cr. Limit (Used when not
set menu 13) : In case you don't setup level of user for credit
limit approval in previous field, you may set that sales over
credit limit on screen of customer file have to be approved by
what level of authorized person.

88
 Note
There are 3 levels of user in the program as follows : 0-4 are
operators, 5-8 are chief of department and 9 is system
administrator.

Prevent to change S/O in closed period : If you do not

allow anyone to edit sales order documents that are in closed
periods (you can set closed periods in menu no.7 Setup and
select sub-menu A. Period Locking).
Always get price from Quotation, if existing and has not
expired (do not tick means Ask first): If found that the
quotation has been made and is in the price standing
Skip the 'Bill to' or not? : 'Bill to' is a field that will be used
in the event that you want the document to be issued on
behalf of another company that does not match the customer
code in the sales invoice (mostly for companies that have
branches such as Makro and Lotus). When you issue a sales
invoice, if you want to skip this box for faster input, then
please check this box.
When select A/R Collection Method... Let it sort by Code?
: When you make a debt settlement, do you want a collection
method sorted by code.

89
Payment methods (A/R Receipt Methods)

To set in Setup menu no. 1.5.2

Figure 6 Screen of receipt method of sales and accounts

receivable system

You can select various receipt method from customers (can

additional set) such as cash received, cheque, bank transfer, draft,
etc. Default setup of this screen are 3 types as follows:

1. Cheque or other notes deposited and wait for clearing

process to bank account again ; for example, you receive
cheque or credit card, you set the field of CHQ? as Y to force
to record cheque deposit and cheque clearing, and enter the
account code of post-dated cheque or other related account in
the field of account number.

90
2. Bank Transfer Normally, you need the bank transfer
transactions show in bank statement, to enter bank code in
the field of bank but not enter data in the field of account
number because the program retrieve it from the Bank
Account File previously set. You don't enter any data in the
field of CHQ? Because you don't have to deposit or clear
cheque.
3. Other It is one-step complete procedure ; for example,
receiving in cash without any other steps, you just enter
account code as cash in the field of Account No.(If it is other
transactions, to enter other related accounts in this field)

91
General Information

Figure 7 Screen of general information of purchase and accounts

payable system

Supplier Search : When you issue purchase order, goods

receiving record or perform cash disbursement, the program
displays all supplier name. (credits) to select, you need them
sorted by supplier code or name. We recommend you to set as
2, sort by name, for more easier performance.
Change Stock Name In Document : If you want to
temporarily change product names for some reasons such as
change the product names same as those of supplier invoice
but don't want to change stock name you set in Stock File
menu, set this field as Y.
Adjust Purchase UOM : Sometimes goods you purchase may
have many units of measure ; for example, you may purchase
premixed coffee both in bottles and boxes. You should set this
field as Y.

92
How to Supplier Cr. Note : You can select among 2 methods
of deduction as follows:
Deduct to Refer Document deduc on from referred receipt. The
program will take the amount of credit note
/ purchase return deduct the outstanding
amount of referred purchase invoice
immediately. When you disburse, the
amount of purchase invoice decrease.

Apply when Payment hold of deduct on cash disbursement

procedure. The program will hold the
amount of credit note / purchase return,
not deduct from referred purchase invoice.
When the cash disbursement is performed,
you can take the amount of these credit
note to deduct any purchase invoice of the
same supplier.

Period Aging : To maintain your business credit, you can set

it as follows:
Overdue You can select among 3 periods to analyze overdue A/P such
as 7 days, 15 days and 30 days.

Not due You can also know the unpaid debt on 3 periods.

This default can be changed again on report print process.

Prevent to change P/O in closed period : If you do not

allow anyone to edit purchase order documents that are in
closed periods, then disable this option. (you can set closed
periods in menu no.7 Setup and select sub-menu A. Period
Locking).
Skip over 'Bill be' or not? : 'Bill be' is a field that will be
used in the event that you want the document to be issued on
behalf of another company that does not match the supplier
code that you input in the purchase screen. (mostly for
companies that have branches such as Makro and Lotus). If
you want to skip this box for faster input, then please check
this box.

93
When select A/P Payment Method... Let it sort by Code? :
When you make payments, do you want the payment
methods to be sorted by code.

94
Payment Methods

Same as the cash receipt procedure, you can select various

payment methods such as cheque bank transfer, etc., and add
other appropriate disbursement methods.

Figure 8 Screen of cash payment of purchase and accounts

payable system

95
Finance and Banking

Figure 9 Screen of finance and banking system

Cheque Paid Auto Clear : After you pay cheque, the

program doesn't clear bank deposit account immediately. It
need you to previously check the transactions before you
perform paid cheque clearing. If you need the program clears
paid cheque immediately you disburse by cheque, to enter
this field as Y.
Default Pay-in to Bank Code : Set the bank code you
regularly pay-in chegue receipt from customers. Always, the
program firstly displays the bank code when you perform
cheque pay-in procedure.
Minimum Payment : The present tax regulation announces
that cash amount paid over 500 Baht up have to deduct
withholding tax. So entering amount paid over 500 Baht in
this field (if the regulation change in the future, to edit here
also) is useful when you are recording the withholding tax
certificate and entering the amount paid. If you remissly enter
amount less than this set amount, the program will warn you.
Social Security ID and Contribution to Provident Fund :
To enter the company's social security ID and contribution to
provident fund (if any) and retrieve to print in the
withholding tax certificate.

96
General Ledger

Figure 10 Screen for default setup of General Ledger

Account No. Format : The signs are as follows:

9 = To enter only numeric 0-9.

X = To enter both numeric, texts and signs.

! = To enter same as X type, but if you enter small format

alphabet, the program will change to the big format
alphabet automa cally.

There are chart of accounts previously prepared in the

program in format of 9999-99. You should firstly study chart
of accounts setting before edit or changing format of account
code.

Numbering for Voucher : When you directly record the

accounting entries in the journal, you can select to number
the vouchers among 4 methods as follows :

97
0-Manual: Means you have to always enter the voucher
number, the program won't enter automatically.

1-YMMDDXX Means the program automatically numbers the

voucher beginning with the last number of year, following
with 2 digits of month and end with 2 digits running no. of
that day. For example, if you record transaction in journal
voucher on 30/06/00, the program will number the journal
voucher as 0063001. If the same day, you record other
transactions, the program will continuously number as
0063002.

2-YMMXXXX Means the program numbers the voucher

beginning with the last number of year and following with 2
digits of month and end with 4 digits running no. of that day.
For example, if you record transaction in journal voucher on
30/06/00, the program will number the journal voucher as
0060001. If the same day, you record other transactions, the
program will continuously numbers as 0060002.

3-YYMMXXXX Is same as the second type but there and two

digits of the year number (more easier), the voucher is
numbered by the program as 00060001.

4-YYMMDDXXX Is similar to the first type, but it has 2 digits

of year number.

Petty Cash Transaction

Heading 1-4 : To print the petty cash report. You can

separate expenses you need to specially check to 4 accounts,
to enter remarks describe the headings of each column of
report.
Account No. : To enter account number related to remarks of
each column or click on Magnifying Glass Icon (or F6 ) to
select from chart of accounts.
When you print reports, the program will retrieve the defaults
setup in this screen to create reports (see the figure below).
The other expenses which apart from this defaults will be
shown in the last field as " other expenses"

98
If you need to change a new account number later, you can
edit in this screen, not affect any previous entered data
because these amount are only printed in the reports.

Pe y cash report

Sta onery Fuel Over me Entertainment Other

expenses

X,[Link] X,[Link] X,[Link] X,[Link] X,[Link]

99
General Information

Figure 11 General information of fixed assets

Asset Code Format : There is a sign used same as stock code

format you can select to use appropriate texts, numerics or
signs.
Calculate Asset Depreciation : You set the program
whether calculates the depreciation immediately after you
completely enter each item of asset or not. If you answer "Y",
the program will immediately calculate them. If you answer
"N", you have to command the program calculates the
depreciation after you completely record those asset.
The main objective of this default setup is time saving in case
you have to enter many asset code, you should previously set
this field as "N" (that made you don't wait for depreciation
calculation while you are entering data). When you
completely enter all assets, you just back to this field for set it
as Y. Then you can command the program calculates
depreciation of all assets for one time.

Monthly Depreciation :To set depreciation calculated either

by monthly or yearly which affect the accounting record in
journal either every month or once at the end of year.

100
Account Sets for Fixed Assets

Figure 12 Screen of account sets for fixed assets

Same as Stock Account Set, this Asset Account Set is specification

of accounting record for each group of assets. For instance, you
have assets classified in groups such as office equipment, vehicle,
building, etc., which each group consists of various kinds of asset ;
for example, office equipment consists of tables, chairs,
computers, etc.

So you should set the asset account for each asset in order to
correctly accounting record.

101
Chapter 6 Account Periods
and Category Tables Setup
You have to set accounting period before starting program
operation because accounting data will year-end processed once a
year at least. Besides, the program also use this accounting period
to protects errors from entering data out of the accounting period.

For Category tables, it is sub-database used for entering data of

master file and several transactions in the program, so you should
preliminarily prepared in Setup menu no.2,Category Tables.
The samples of category tables such as Stock Group and Unit of
Measure, Customer Type and Territory, etc.

102
Account Periods Setting

Accounting period setting enables you operate in the Express and

the program preparing 24 months for continuously operate within
2 accounting periods without yearly accounting closing. Because it
is usually performed late to a half of next accounting year in
practice. Firstly start to run the program, you have to set
accounting period by yourself but the next year when you
performed year-end processing, the program will automatically
generate the new accounting period. Year-end processing will be
explained in chapter 22 "Year-End Processing".

Figure 1 Screen of account periods setting

103
Starting date of fiscal year (not the date you start to run the
program) is the starting date of tax submittance for your
company, mostly in 1 January. For example, if you start to
working in the Express in June but your accounting period is 1
January - 31 December, you have to set 1 January as your starting
accounting date then the program will automatically calculates the
end of period for 24 periods. If accounting period of some
companies aren't the end of month, they can be edited.

After completely set the accounting period and performed daily

journal entries, the program accumulates the movements, such as
sales amount of each item, debit / credit balance of each account,
etc., and keeps record for printing reports showing the balance of
each period. So you shouldn't edit the accounting period
after performing journal entries otherwise the periodic
accumulated amount don't change according to the edited period.

104
Category Tables Setting

You have to preliminarily prepare some sub-data, such as unit of

measure, stock location, stock group and so on, before setting the
master file, such as stock file, customer file, supplier file, etc.

Figure 2 Sub-menu under Setup menu no.2 Category Tables

Method of entering data for each submenu are similar, to press

Enter to the screen of each sub-menu, you will see the data as
figure below.

105
 Figure 3 Screen of setting unit of measure

You can add, edit or delete these details of data as follows :

Code : It can be character or numeric, from figure, the code

of "BO" means box unit, "ST" means set.
[Link] : It is an abbreviation in Thai of code. You can
take them to show in the needed forms or reports.
[Link] :It is an abbreviation in English of code ; for
example, "Box" has the abbreviation as "BO" You can also
take them to show in the needed forms or reports.
Description (Thai) :It is full word of the set code you can take
them to show in the needed forms or reports.
(English) :It is full word of the set code you can take them to
show in the forms or reports of English version.

106
Examples of category tables

Unit of Measure Unit of measure of all goods for sales-purchase

(see figure 3) have the field of ratio, that is a multiplier of unit
which use to change a big unit to be a small unit. For example, you
enter a unit as dozen and ratio as 12, when you take it for any
goods with dozen unit, the program preliminarily multiply with 12
to record as small unit. See detail of ratio in the chapter 7 "Master
File Setup", subject of “Stock File”.

Stock Location Location keep the merchandises or godown.

Figure 4 Example of stock location table

Stock Group It is group or type of stock, see more details in the

chapter 5 “Default Information Setup”, subject of “Stock Code
Format”.

107
 Figure 5 Example of stock group table.

Fixed Asset Type Classification of fixed assets of your company

can be performed by type of asset such as furniture, office
equipment or by asset location such as Accounting department,
store department, etc.

108
 Figure 6 Example of Fixed Asset Type table

Status of Petty Cash Voucher To set the status of petty cash

voucher ; for example, no approving documents, incomplete
documents.

109
 Figure 7 Example of Fixed Asset Type table

Withholding Tax Code Classified by type of tax forms.

110
 Figure 8 Table of Withholding Tax Code

All category tables are used for the operations in most of screen of
Express. You can add codes or edit descriptions any time. Beware
that you shouldn't delete or edit category tables referred
in completely recorded entries.

111
Department Setup

You can set departments in the program to analyze performance

using accounting statements of each department; The
departments herein may classified according to the profit entities
not the organization chart. For example, Sales Department may be
classified as sales teams such as sales team 1, sales team 2. (set as
sales1 ,sales2 ). When you print report, you just specifying
which department needed (or enter 'sales*' in department field in
report printing scope to select all Sales Department) to evaluate
performance of each team.

Figure 9 Screen of Department Setup

The set departments are used for transaction records; for example,
purchase invoice issuance, sales invoice issuance, cash receipt,
cash disbursement, etc., these screens have a field for entering
department. If the chart of accounts specify the separated

112
departments, the program will automatically performs accounting
record by department, except some transactions unaffecting to the
accounting balance such as Sales order, purchase order or location
transfer transaction.

Note
The field Dept? on above Screen is using for apply program. If any
code is the department on Chart of Account, you should specify 'Y' on
this field (or left it to blank), otherwise (specify 'N') is mean this code
is the project or job code which using for apply on header of
documents and reporting only.

113
Chapter 7 Master Files Setup
Before you perform the daily transactions, you have to set up the
master files (such as, chart of accounts, customer (A/R) file,
supplier (A/P) file, stock file) that necessary for transactions
entries. Entering the proper master file will help you comfort to
recording the data in the program and also reduce error of
recording. So you should gathering information from officer who
use the program for plan and design the master file setups under
the needed results and program limitations.

Beware that if you already set the master files and perform the
transaction entries, you shouldn't back to edit any master files ;
for example, if you set the stock file and take the stock code to
perform purchase / sales transactions , then you edit details of
stock such as unit of measure or selling price, the program won't
edit these details of the recorded transactions.

114
All Master Files in The Program

Chart of accounts

Stock file

Product set file

Service file

Supplier file

Customer file

Salesman file

Bank Account file

Expenses file

Income file

115
Before Setting the Master Files

Some data fields are frequently mentioned in this chapter, we

explain method of entering data as follows :

Price To specify the VAT type of each item you enter as follows :
Type 0= price exempt VAT

1= price included VAT

2= price excluded VAT

For example, if you purchase goods in amount of 100 Baht, the VAT
types are summarized as follows : VAT type 0, the program doesn't
calculate VAT VAT type 1, the VAT is amount of 6.54(calculate from
100 x 7/107) VAT type 2, the VAT is amount of 7 (calculate from 100
x 7/100)

Discount You can enter either by amount, such as 1,500.00 , or by

percentage, such as 10%, or mul -level percentage, such as 5+2%.
Entering in percentage either 10% or 10+ and press Enter
automa cally changed to 10%.

Selling You can set selling price for 5 prices classified by customer credit ;
price 1-5 for example, price 1 for supreme customer, price 2 for general
customer, or by customer type; for example, price 1 for dealer, price
2 for regular customer , price 3 for retail customer, etc.

Furthermore , similar method of usage of each master file setup,

such as data search, print data in sticker, are explained in this
beginning of chapter.

116
Data Search

To search for data in the master file ; for example, if you know
customer or stock code, you can press Alt+S on the screen of
customer or stock file, then enter the needed customer code.

Figure 1 Enter the needed customer code

If you don't know the code, you can search by name, to press
Ctrl+S and enter the needed name (may be some leading
alphabet). When you press Enter , the program informs you that
the needed name isn't found, even so it displays the customer
names which leading alphabets you enter.
You can use this method of data search above for every master
files such as supplier file, stock file, chart of accounts, etc.

117
Entering of Additional Remarks

If you have additional remarks in each master file, you can enter it
by click on Add/Edit Remark icon on that screen. From the
figure below you can enter 10 lines for additional remarks of stock
file. When you finish entering to click on icon Save (or F9 ) to
record, or if you don't want to save, click on cancel button.

Figure 2 Entering additional remark for master file

118
Printing Names on Envelopes or Labels

You can print customer names, supplier names or product names

on envelopes or labels by click the arrow sign beside print icon on
screen of master file, such as customer file, and move to Print
menu as shown in figure below.

Figure 3 To print the address on envelope or label

To select the needed one such as to print Address Envelope or

Label

Figure 4 Example of print address envelope

You can print address envelope or label from three master files :
customer file, supplier file and stock file.

119
Chart of Accounts

Any edit of this chart of accounts should be performed by persons

understanding company's accounting system. If you conduct
trading business, you can apply the chart of accounts formerly
prepared by program or partially edit. Before adding, edit, or
deletion it, you should understand the chart of accounts's
structure, method of usage and relation of accounting system to
other systems in the program. To set chart of accounts, select
Account menu no.2 screen shows as figure below.

Figure 5 Screen of chart of accounts

The details you have to enter in this screen are as follows :

120
 Figure 6 Details in each account

Account No. : You can set format of account number

(numeric or character) from Setup menu 1.7 General
Ledger. Account number setting should relate to account
group, account level and account type (see figure 6).
Account Name Thai/English : You can enter it in both Thai
and English.
Level : From chart of accounts shown in figure 6, account
number setting is divided in to each account level. Asset
accounts divide into current assets and fixed assets. Current
assets divided in to cash account, bank deposit account. This
level divide starts from level 1 and sequentially number.

Figure 7 Chart of accounts setting by program

Parent Account : Any accounts except account level 1 have to

be specified their parent account number. The parent account
have to always have higher one account level than sub-
account of its group.
Group : To select among 5 account groups prepared by
program as follows:
1 – Assets
2 – Liabilities
3 – Equities

121
 4 – Revenue
5 – Expenses
Type (Posting / Summary) : Chart of accounts consists of
many accounts and divided in many groups may be
inconvenient for financial statement preparation for
management's decision making. So the program divides it as
2 types : Posting account and Summary account. Posting
account accumulates the balance of its summary accounts.
From example of chart of accounts earlier, the current asset
account accumulates the balance of cash account and bank
deposit account. Bank account accumulates the balance of
bank current accounts, saving accounts and fixed deposit
accounts. Only necessary summary accounts are shown in the
financial statements and it always have to be higher account
level than its parent accounts.
Use Department : Set it as Y if you want to separate account
to each department.

122
Change of Account Numbers

You can immediately edit the account numbers for those aren't
posting accounts or taken to record journal entries. In case of
posting accounts, edit by select the needed account number and
click on Change Code icon, you can replace a new account number
in the field of "New Code".

Figure 8 Screen of "Change A/C no."

Then click OK , the program changes to a new account number

and automatically edit all transactions entering to the old replaced
account number.

123
Deletion of Summary Accounts

The summary accounts referred to many posting accounts are

protected to deleted by users except they delete all posting
accounts of each summary account. To delete summary accounts,
you should check their posting accounts by entering the needed
summary account in Reports menu no.5.5 G/L Subledger and
print report. From figure below, they are posting accounts of
summary account number 1100-00, current assets.

Figure 9 Report of G/L Subledger

124
Procedure after Chart of Accounts
Changed

After the chart of accounts prepared by program are changed (add,

edit or delete), you have to check the account numbers of
following systems :

Document Running Number Study method of usage in

Chapter 9 "Document Running No."
Link G/L Setup Study method of usage Chapter 10 "Link
General Ledger (G/L) Setup".
Financial Statement Preparation Study method of usage
Chapter 24 "Preparing Financial Statement".

125
Setting Stock File

Most of entering data relating to stock, such as purchase, sales,

physical count, so setting of stock codes and details in proper
order and completely are quite important and convenient for users
operation.

To select Stock menu no.2 , the details of entered data are as

follows :

Figure 10 Data adding on screen of stock file

Code : Format of stock code set in Setup menu 1.3.1

General Information, from example above set as 99-!!!!-!!-!!!,
such as stock code 10-INTL-CL-600 of CPU Intel Celeron 600
MHz. (See method of stock code setup from chapter 5
“Default Information Setup”).

126
Bar Code : Input digits or characters that significant to the
Bar Code ( if you need to working with the Bar Code Reader )
[Link]/Eng : Enter stock name or detail up to 50
characters long.
Group :Stock group to classify type of goods for sell or
purchasing. You can retrieve data from Category Tables
menu.
A/C Set : Accounting entry and cost calculation method of
this stock code. You can click on Magnifying Glass Icon (or F6
) to select data set in Setup menu 1.3.2 Account Sets.
Alternative : In case of selling or purchasing goods out of
stock, the program shows warning while you issue sales
invoice and allow you to enter the alternative stock.
Negative Allow : In case you record issuing stock despite
goods out of stock (may be supplier's invoice delay), you can
set the program allow the negative stock. (be careful you
cannot know the cost of the negative stock). The entering data
in this field are as follows:
Y Allow nega ve inventory

N Not allow nega ve inventory

A Allow nega ve inventory when approved by authorized person

Small : The smallest unit of measure of goods ; for example,

diskette 3.5" 1.44 MB packaging in ten pieces of one box, its
small unit is piece. The small unit of pen which having unit of
measure as piece, dozen and box, is piece.
Big : The program displays unit of measure both in big and
small unit and its ratio in order to easily review stock reports.
For example, one box of diskette has ten pieces., so its ratio to
small unit as 10.
Purchase : Unit of measure of purchasing goods can be
specified the frequent used unit and its ratio. You can adjust
different purchasing unit when purchase invoices issued (set
this default from Setup menu 1.5.1 General Information).

127
 Sales : Unit of measure of goods for sales can be specified the
frequent used unit and its ratio. You can adjust sales unit
when sales invoice issued (set this default from Setup menu
1.5.1 General Information).
Supplier : To enter supplier code of this stock (may be the
one who grants the best price). You can leave this field
because it's just reference.
Remark : To enter remark of this stock code.
Sales Price 1-5 : To enter appropriate selling price (see
method of selling price set up in the earlier of this chapter).
VAT Type : to specify 0 for the VAT exempting product, or 1
for VAT-including product.
Standard Cost : It is used only for the negative stock (goods
out of stock).
The program automatically calculates and records the field of
"Quantity on hand", "Unit Cost" and "Value on hand" as the
following data :

Qty on Hand : It consists of brought forward balance of this

stock code, adds the receiving stock balance (from purchase,
sales return or production, etc.), deducts the issuing stock
balance (from sales, purchase return or damaged stock, etc).
Unit Cost : The purchasing cost per unit of this stock.
Value on Hand :Total cost of the inventory.

The location tab of stock file information screen displays location

code of each stock item. The program automatically displays
location code of each stock item. The program automatically
displays the main location when you add stock code, or click on
Location tab to enter other locations, see figure below.

128
 Figure 11 Location tab of stock file

In Tab# 3, You can enter brought forward balance of each stock

Lot (in case of FIFO inventory system) on the third page of stock
file, see method of usage in chapter 8 "Entering the Beginning
Balances". The Tab#4 of stock file displays additional details set
from Setup menu 1.3.1 General Information custom field (see
in chapter 5 “Default Information Setup” Default Information
Setup)

129
Edit of Stock Code

You can edit stock code as immediate as the stock item do not be
recorded transaction i.e. purchase / sales invoice issuance. If it
already is recorded, you have to select Stock menu no.2, Stock
File, then click on Change Code icon.

Figure 12 Screen of change stock code

You enter a new stock code and click OK to confirm. The program
automatically edit these stock codes in previously recorded
transactions.

130
Product Set File

Sometimes you sell product set such as one set of computer

comprises many equipment i.e. CPU, main board, hard disk, RAM,
etc., if you have to enter each item that may cause slow entry or
entering lower or over quantity. To protect this problem and you
can use for other purposes such as sales promotion, you should
use product set.

To select Stock menu no.3, details of entering data as follows :

Stock Code : Same format as set in Setup menu 1.3.1

General.
Desc. Thai/Eng : Stock name with 50 characters long in each
line.
Set type : You can select between:

1=Normal set Means this product set can not be separated for sales;for
example, a product set comprising 11 items is sold in set
and sales invoice shows only product set code.

2=Special set Means you can sell it either in set or specific item when
you issue sales invoice.

Stock Group : To click on Magnifying Glass Icon (or F6 ) to

select from Setup menu no.2, Category Tables, topic Stock
Group.
Measure : To set appropriately or click on Magnifying Glass
Icon (or F6 ) to select from Setup menu no.2 Category
Tables ,topic Unit of Measure.
Set Level : To set as finished goods for general goods, or set
stock level if one set comprises many product sets, as figure
below.

131
 Figure 13 Set stock level

Note
In case you take a product set as a part of another product set,
their set level have to be different.

Remark : It relates to this product set and has 50 characters

long.
Sales Price 1-5 : Enter appropriate selling prices.
Detailed table of product set are as follows:

132
 Figure 14 Screen of product set detail

No. :Sequential number of component product, start on the

first item and up to 999 items for one product set.
Item Description : To enter code of each component product
previously set in Stock menu no.2, Stock File.
Qty : To enter quantity of each component product.
Unit Cost : To enter unit cost of each component product,
normally the program automatically retrieves standard cost
set in Stock File, but you can edit the appropriate cost.
Unit Price : Normally, the program automatically retrieves
the first unit price of this stock code set in stock file, or you
can edit them.

The unit cost and unit price of "Normal product set" are
important, because the program averages cost and selling price to
the purchasing goods and selling goods, respectively.

Product set 1 (Normal)

133
 Item Quan ty Unit Cost Unit Price

Item A 1 10 15

Item B 2 20 25

Item C 1 30 35

From example above, if purchasing cost of the product set 1 is

amount of 100, the program averages unit cost to each component
product as follows:

The total cost of each component is 80 [ (1x10)+(2x20)+(1x30) =

80 ]

Average cost of item A = 100 x 10/80 = 12.5

Average cost of item B = 100 x 40/80 = 50

Average cost of item C = 100 x 30/80 = 37.5

The average selling prices of each component product are same

calculation as average unit cost above.

Note
If you do not enter unit cost and unit price of each component
product, (enter as 0.00 per unit), When the purchase or sales
transactions are recorded, the program automatically retrieves
standard cost or selling price 1 to average cost or selling price of
component product, respectively.

The program does not average cost or selling price for special
product set. It use only on selling price of product set, not
individual component product, showing in sales report and vice
versa.

In case you create a new product set both same and similar
component products, you can copy by click on Copy Set icon to
enter a new code, then pressing OK the program will immediately
create a new product set having same details as the old one
(except stock set code).

134
Figure 15 Copy an original product set to a new one

135
Service File

Service income, such as made-to-order service, rental, parking

service or others, record transactions in program same as trading
except stock system.

Figure 16 Screen of service information

To select Stock menu no.4, Service File, to enter details as

follows:

Code : Same format of code as stock and product set, from

example data set as 99-!!!!-!!!-!!.
[Link]/Eng : Service name a maximum of 50 characters
long.

136
 Group : Service group, such as repair, made-to-order, can be
set in the Category Table, Stock Group.
Measure : Unit of measure of this service.
Sales Price 1-5 : To enter the appropriate selling prices.
Remark : Special remark for this service code.
GL Sales Account : You can click on Magnifying Glass Icon
(or F6 ) to retrieve an account number from chart of
accounts, the program records on credit balance when sales
invoices of service are issued.
GL Sales Return Account : To record in journal in case of
credit note issued for customer. If this field is blank, the
program will record in "sales account" instead.
Amount of Service Cost : In case of use labor to service, you
can set labor cost to post journal, if not, you enter 0 in this
field and do not enter account number of "Labor cost A/C"
and "Wages Expense A/C".
Labor Cost A/C : Click on Magnifying Glass Icon to select an
account number, the program record debit balance in journal.
Wages Expense A/C : Click on Magnifying Glass Icon to
select an account number, the program record credit balance
in journal.

Note
You have to enter data in the field of "Amount of Service Cost"
and account number of these expenses completely, otherwise the
program records only service income.

137
Price List

If you need to set additional details of price list here besides the
stock file ; for example, special selling price of promotion for a
period, discount for big lot order from customer, other unit of
measure i.e. dozen, you can set them in Price List menu.

138
Entering Data of Price List Menu

Example of Express Software Group set promotions as table

below.

Quan ty Sell Price #

Stock Code
Purchased 1 2 3 4 5

Base price 7,500 7,900 8,400 8,500 0

10 pieces or
01-INTL-CL- 7,000 7,400 7,900 8,000 0
higher
600
20 pieces or
6,800 7,200 7,700 7,800 0
higher

Base price 3,000 3,200 3,300 3,350 0

02-GIGA-
6VX7 15 pieces or Deduct Deduct Deduct Deduct
0
higher 2% 2% 2% 2%

Stock code 01-INTL-CL-600 has base selling price 1-2 as 4,000 ,

4,200 respectively. Promotion from 1/2/04 to 15/2/04 with
option prices as 3,800 , 4,000. And 3,750 , 3,950 respectively for
order 20 pieces higher.

Stock code 02-GIGA-6VX7 with promotion from 1/2/04 to

10/2/04 has 2% discount of base price for order 5 pieces higher.
To select Stock menu no.5 Price List, then select the needed
stock code, and double click on blank field below Selling UOM
column to enter details, see figure below.

139
 Figure 17 Price list of stock code 01-INTL-CL-600

Figure 18 Right side of price list of stock code 01-INTL-CL-600

Price list of stock code 02-GIGA-6VX7 are as follows.

140
 Figure 19 Price list of stock code 02-GIGA-6VX7

Figure 20 Right side of price list of stock code 02-GIGA-6VX7

141
Setting Reorder Quantities

You can set reorder quantity for high form over stock to remind
you to perform purchase order. In addition, you can set reorder
quantity in different time; for example, reorder quantity of CPU
Intel Celeron 600 Mhz normally set 10 pieces is forecasted
order at least 25 pieces in December, see figure below.

Figure 21 Screen of setting reorder quantity

142
Entering Data of Reorder Quantities

To select Stock menu no.8, the screen shows stock code, location
and unit of measure as entered in the Stock File, you can set
reorder quantity by location. To select the needed stock code, then
double click on blank field below MM/YY column to enter as
follows:

Period Start : Period start of reorder quantity the program

warns you, from example, it starts warning since Feb. 1st .
Minimum Qty.: To set the minimum reorder quantity to order
(from example set as 10 pieces).
Maximum Qty.: To set the maximum quantity, the program
warns you when the stock over maximum quantity.
Reorder Qty.: Reorder Quantity when the stock was
decreased until equal or less than minimum quantity.
Projected Sale: If you have sales forecast for project or
exhibition. Enter the quantity of sales forecast in this field.

Note
Reorder Point Reports are calculate by compare stock summary with
Reorder Quantity. But if you have enter quantity of projected sale
program will to compare stock summary with Reorder Quantity plus
Quantity of Projected Sale. You can verify Reorder Point Setup by
print Report 4.8.1 (Reorder Setup Reports)

143
Inventory Reports at Reorder Point

You can print out the inventory report to check what amount of
goods should be reordered in case have less than reorder point by
the following steps:

1. Go to Reports menu no.4.8 Reorder Point Reports

2. Select required report type i.e. Reorder Setup Report, Stock
Reorder by Stock Group or Group by Supplier.

Figure 22 Report of Stock Reorder by Stock Group

144
Setup Supplier File

Enter information of suppliers or debt that you want to control the

debt setup and debt payment i.e. loans, accrued expenses.
Difference of trading debtor setup and other debtors depends on
account number for each supplier code (program will bring the
mentioned account number to record in the journal book).

Figure 23 Supplier information screen

Go to Purchase menu no.6 to enter supplier information:

Supplier Code: You should setup supplier code for searching

conveniently that can be searched from letter and number i.e.
if there are small amounts of suppliers, you can use their
abbreviated names. In the opposite way, you have many
suppliers that you should setup numbers or letters to convey
the meaning of supplier type i.e. permanent suppliers,

145
temporary suppliers, foreign suppliers, separate trade
creditor codes from other debt.
Pre Name : i.e. companies, partnership, stores or leave it
blanks if suppliers are sole proprietorship.
Name : Enter name companies, partnership, stores or
owners' names (sole proprietorship) not more than 60
characters.
Address : of suppliers that can be entered 2 lines and not
more than 50 characters per line.
Zip Code : of suppliers.
Phone no.: of suppliers.
Contact Name : in purchasing goods.
Remark :Additional description of this supplier.
Account No.: by using from account chart that relates to this
supplier code i.e. each supplier code is separated by account
number so the account number is the entered supplier code.
You can use this method if there are not many suppliers. If
there are many suppliers, it is unnecessary to separate
account number of each supplier. You can check the balance
of debtors or each supplier's purchasing amount from debtor
report or purchasing reports that are separated by supplier
codes. In addition, account number of other debts i.e. accrued
expenses, loans can be entered in the account number.
Supplier Type : to arrange supplier type or group in each
supplier type for report printing in each supplier type i.e.
creditor report, purchasing analysis report, etc.
Ship Via : is to deliver goods to your company.
Credit that is set by supplier. Program will display this credit
term automatically when you purchase goods from this
supplier code.
Payment Condition: of this supplier code i.e. 2/10, n/30.
Program does not calculate the payment condition but you
can show this condition in any forms referring to this supplier
code.

146
Price Type: You can enter 0, 1 and 2 to specify that goods
purchased from this supplier code includes or excludes VAT.
VAT Rate : of this supplier code i.e. 10% or 7%
Tax ID : of this supplier (in case issuing withholding tax).
Discount: It is the trade discount from supplier. Program will
display this discount when you purchase goods from this
supplier code.
Type of Payment : If you have to pay any expenses (are
income of supplier) to supplier that have to deduct
withholding tax, you have to specify the type of payment i.e.
commission fee, wages, advertisement expense, or other
expenses. You can leave other expenses blank to enter it when
issue withholding tax.
Credit Limit : means the highest credit purchase that you can
buy from this supplier code. Program will give a warning
messages if you purchase higher than credit limit.
Withholding Tax Rate : is set by the government that
depends on expenses i.e. commission fee, or wages.
Last Pur. Date : from this supplier code is displayed
automatically from program that you cannot edit this part.
Withholding Tax Group :Specify withholding tax group i.e.
Form 1, Form 3, Form 53.
Tax Code : is normally entered 1 for deducted tax but you can
specify the withholding tax of employees paid by company
forever or only at the first time.
It is unnecessary to enter anything into Beginning
Balance, Balance and Post-Date Cheque because
program calculates and records automatically by displaying
the following information:

Beginning Bal : displays the recorded balance from Finance

menu no. 2.5 A/P Outstanding –B/F (From chapter 8
"Entering the Beginning Balances").
Balance : is Beginning balance plus [credit purchase balance
+ debit note] deduct (credit note / return goods + debt
payment).

147
Post-Date Cheque:displays balance of not clear cheque.

148
Others Information in Supplier
Information Screen

Not only is supplier information entered in its profile but also you
can retrieve others useful information.

Viewing movement from each supplier

Click on Purchase Amount Period 1-12 tab at this supplier

information screen.

Figure 24 Display movement of supplier

From this figure, it displays cash purchase, credit purchase, debit

note, and cash payment to supplier. And the next tab you can view
the movement of this supplier in the next period.

149
Details of cheque not clear

In Tab#4, it displays number of cheque payment to this supplier

but are not clear.

Figure 25 Displays not cleartransaction

Outstanding Invoice

In Tab#5, it displays number of unpaid documents.

150
Figure 26 Outstanding (Unpaid) Invoice

151
Setup Customer File

Enter customer information that you want to control the debt

setup and debt payment including trade A/R and other A/R. The
difference among trade A/R setup or other A/R depends on
account number of each customer (program will also record
account number in the journal book).

Figure 27 Customer Information Screen

Customer Code Setup customer code for convenient

searching with number and characters i.e. using abbreviated
names with a few customers. If there are many customers that
you want to set customer code to convey the meaning i.e.
general customer, representative supplier, retailer,
wholesaler, territory zone (region, province) and separating
the difference between trade A/R and other A/R, you have to
use numbers and characters to convey.

152
Pre Name i.e. company, partnership, and store. You have to
leave this field a blank if it is the sole proprietorship.
Name i.e. company name, partnership, store or owner name
(sole proprietorship) not exceeding 60 characters.
Address that can be entered not exceeding 3 lines that the
first two lines can have 50 characters and the third line has 30
characters.
Zip Code of customer' address.
Phone No. of customer.
Contact Name to sell goods.
Customer Type to arrange customers into groups to print
reports i.e. A/R report, Sales Analysis report, etc.
Account No. Using account number that link to this
customer code i.e. account numbers are arranged in the
account chart so the account number has to be same as
entered customer code. This example is suitable for a few
customers. If there are many customers, it is unnecessary to
separate account number of each customer code. The reason
is that you can view these information from A/R report or
sales report of each customer code when you want to view
A/R balance or sales balance from each customer.
Salesman Code is to specify customers who are under
salesmen control and you can know sales amount of each
salesman.
Territory You can specify territory of each customer if there
are many territories. Click on Magnifying Glass Icon (or F6 )
to view information in Setup menu no.2 Category Tables
and it can analyze sales amount of each territory.
Ship Via Entering shipping method in the above menu
(already setup it) by click on Magnifying Glass Icon to retrieve
all shipping methods and use one.
Credit Setup amount of credit days giving to this customer
that due date will be calculated automatically in the sales bill.
Payment Condition It is a discount for customer who pay his
debt within the period i.e. 2/10, n/30 means get 2% discount if
you pay within 10 days from 30 due dates.

153
 Price # You can select selling price for this customer that
relate to 5 selling prices of goods setup in Stock menu no.2
Stock File.
Discount Trade discount for this customer. Program displays
trade discount every time when you sell products to this
customer code.
Credit Limit for customer. During issuing sales bill higher
than approved credit limit, program will give a messages to
warn you.
Remark Special messages or remark for this customer i.e.
'sending bill collector list every 15th and 30th'.
You have not to enter any in Beginning Balance,
Balance,and Post date Cheque because program will
calculate and record automatically by displaying the following
information:

Beginning Balance is displayed in Finance menu 1.6 A/R

Outstanding -B/F(from chapter 8 "Entering the Beginning
Balances").
Last Invoice Displaying the latest invoice or sales bill issuing
to customer.
Balance Beginning balance plus [credit sales balance + credit
note] deduct (debit note / receiving return goods + debt
receipt).
Post-Date Cheque displays not clear cheque.

Note
Information in customer description i.e. salesman, territory, selling
price, etc. can be changed again when you issue the document
referring this customer code.

154
Ship-To Address

Sometimes shipping address is not the customer's office i.e. head

office makes a purchasing order and wants that company to ship
directly to each branch. For this example, you can add shipping
addresses by click on Ship to Address tab (after recording
customer information completely). Then program will display
shipping address on screen to add information, see figure below:

Figure 28 Ship-To Address screen

Ship-To Code that should easily convey the meaning for

convenient usage. From above figure, it sets code 'UM01' for
Ultima Technology Co.,Ltd. meaning the first shipping
address of Ultima Technology Co.,Ltd.
Address, Tel., Contact Name These information can be
selected to show on the tax invoice format.

155
Others Information in Customer
Information Screen

Not only is customer information entered in its profile but also

you can retrieve others useful information.

Viewing movement from each customer

Click on Sales Amount Prd.1-12 tab to view each customer's

movement. This screen displays cash sales, credit sales, credit note
balance, debit note balance, and cash receipt. If you click on next
tab, it will go to the third page to view this customer's movement
in the next period.

Figure 29 Customer's movement screen on Tab#2,3

Pending Cheque

In Tab# 4 displays cheque receipt but not clear.

156
 Figure 30 Transaction of Pending cheque (not clear) on Tab#4

Return Cheque

In Tab#5 displays return cheque.

Figure 31 Transaction of problem cheque

Outstanding Invoice

157
In Tab# 6 displays all outstanding invoices number. At Balance
field, it displays unpaid debt and Amount field displays full
balance in tax invoice.

Figure 32 Outstanding invoice or sales bill

158
Salesman File

Setting salesman information and sales target for issuing bill.

Figure 33 Salesman information screen

Go to Sales menu no.8 Salesman File and enter some

following information:

Salesman Code is represented for salesman name. You can

use number and characters to identify code. Also, you can use
short name if there are not many salesmen.

159
 Salesman Name can be entered not exceeding 45 characters.
Position of this salesman.
Type of salesman is divided into full-time salesman or part-
time salesman (that can setup at Setup menu no.2 Category
Tables and select salesman type).
Territory of this salesman. If there is more than 1 territory for
one salesman, this field will be blank.
Commission Rate from selling goods.
Address of salesman.
Tax ID. of salesman.
Social Security ID. of salesman.

If you want to set Sales Target, click on Sales Target tab, see figure
below:

160
 Figure 34 Setting target screen

You can set 24 periods starting from the date in Setup menu
no.3 Account Periods. Program will compare this target with
the real sales from each salesman and displays in the report.

161
Setup Bank A/C File

You have to enter all deposit accounts (i.e..savings account,

current account, or fixed account) for daily transaction of deposit
account i.e. deposit-withdraw, cheque receipt-payment, bank
transfer to pay debt, etc.

Figure 35 Bank A/C Information screen

Go to Finance menu 3.7 Bank Account File to set the

following information:

Bank Code (base on the above figure—current account) C1 is

for the first current account.
Account Name/Branch/Bank Account No. by entering
information that you have an account with bank.
Short name of bank that you have deposit account i.e. BBL
for Bangkok Bank, TFB for Thai Farmer Bank. Short name is
for displaying in the report or related formats.
G/L Account # can be selected from account chart by click on
Magnifying Glass Icon. Account no. has to relate with entered
information of account type. For example, fixed account uses
account no. from fixed account chart. Program will record this
number in the journal book when there is daily transaction.

162
Printing Bank Statement

Daily transaction i.e. deposit, withdrawal, money transfer, cheque

receipt-payment can be checked from the program or bank
statement by scrolling to bank code as you want, then click on
Print icon to print.

Figure 36 Daily Transaction on screen

163
Setup Other Expenses File

Besides cost of goods sold, there are many expenses—

Administrative expenses (i.e. salary, office rent, utilities) and
selling expenses (i.e. automotive, commission) that have to be
recorded for calculating the business operation and financial
status. So setting other expenses information can help unskilled
users to record (Dr., Cr.) in the journal book. It is only to record
these other expenses code into Other Expenses menu because
program will record in the journal book automatically.

Go to Purchase menu no.7 to set Expenses File by entering

the following information:

Figure 37 Other Expenses Information screen

Expenses Code is same as general goods code, goods group,

services. Based on above figure, goods code is set to be
99-!!!!-!!!-!!.

164
Desc. Thai & Eng. of other expenses that can convey the
meaning. You can set in both Thai and English.
Group i.e. office equipment expenses, miscellaneous
expenses that you can distinguish the detail on Category
Tables menu at this group.
Measure of expenses that you can enter or omit it.
Amount If this expense has the same amount for every time,
enter the amount into this field. Also, if there is different
amount for every time, leave this field blank. So you can enter
amount during you record other expenses.
Remark Special message or remark for this expense code.
Expense Account is retrieved from account chart, click on
Magnifying Glass Icon to select account no.. This account no.
will be recorded in journal book when this expense code is
recorded into the program.

165
Setup Other Income File

Besides main income from selling products, there are other

income i.e. selling out-of-date computers. Also, it can help
unskilled users to record (Dr., Cr.) in the journal book. When they
to record income that you set other income code in Other
Income menu. Then program will record it into the journal book
automatically.

Figure 38 Other Income Information screen

Go to Sales menu no.7 to enter Income File with the following

information:

Income Code is same as general goods code or service code.

Desc. Thai & Eng. of other income that can convey the
meaning. You can set in both Thai and English.

166
Group i.e. miscellaneous expenses, other income. You can
copy recorded information from Category Tables menu and
paste it the income information by click on Magnifying Glass
Icon at this field.
Measure of income that you can enter or omit it.
Amount If this income has the same amount for every time,
enter the amount into this field. Also, if there is different
amount for every time, leave this field blank. So you can enter
amount during you record other income.
Remark Special message or remark for this income code.
GL Sales Account is retrieved from account chart, then click
on Magnifying Glass Icon to select account no. This account
no. will be recorded in journal book when this income code is
recorded into the program.
GL Sales Return Account will be used to Dr. in the journal
book. In case of issuing debit note to customers, leave this
field blank so that program will record this field from 'GL
Sales Account'.
Service cost per unit Normally, repairing wages are
recorded but their costs are not recorded. If you want these
costs are recorded by program, you have to set service costs.
When you do not want to record them or cannot calculate
them, you have to enter '0' and have not to enter account
number in Service Cost Account and Salary/Wages
Expense Account.
Service Cost Account Program will post the account
number from Service Cost into journal book in Dr. Side. If
you set Service cost per unit, click on Magnifying Glass Icon
(or F6 ) to select account number from account chart.
Salary/Wages Expense Account Account number from this
field will be post in the Cr. Side by program. If you set Service
cost per unit, click on Magnifying Glass Icon (or F6 ) to select
account number from account chart.

167
Note
Other income code is same as goods code. Also posting account is
similar each other. The difference is that you cannot find goods code
when you entering data in Sales menu no.5 Other Income.

168
Chapter 8 Entering the
Beginning Balances
After setting main information files, you should enter beginning
balance of each master files before you start your work i.e.
entering the beginning balance of stock module, A/R module,
A/P module or accounting module. You can enter trade
transaction i.e. purchase, sales before enter beginning balance.
However, you should enter beginning balance of systems at the
first step, because the program needs this data for calculate the
balance and that made you know the correct financial status of
business operation.

169
Recording Beginning Balance of
Inventory

Go to Stock menu no.2 Stock File to enter beginning balance of

each stock code. Entering beginning balance method is depended
on your cost calculation method: First in first out (FIFO) or
Average.

170
First In First Out (FIFO)

1. Select stock code for input beginning balance.

2. Click on Lot. Balance Forward tab of the Stock File
Information screen (see figure below) and enter the balance
of each stock lot.

Figure 1 Inventory Maintenance screen (for FIFO method)

3. Click on icon Add (or Alt+A ) if you know beginning balance

of each lot. You should enter date of that lot, location,
document no., Seq (sequence no. in that lot), total cost (Old
quantity * Old value), for Adjust Qty and Adj. Value you
can left it blank.
Note
If you do not know that the beginning balance is from which lot,
you should enter with the same method of step 3, except that you
may enter 'B/F' (that means Beginning Forward') in
Document #. Also, you can summary all lots of beginning
balance for entered in Old Qty field.

171
4. Press Enter to save this record and press Esc to exit from this
screen.

172
Average Method

Figure 2 Average method screen

1. Select stock code for input beginning balance.

2. Click on Location tab of the Stock File Information screen.
3. Double click on location code which you want to enter
beginning balance by entering B/F Qty.(Beginning Quantity)
and B/F Value ( B/F Qty. * Unit cost).
4. If the stock location you want to enter beginning balance not
appear in this screen. You can add the location code by click
on icon Add (or Alt+A ) and enter the location code, then you
can enter the beginning qty. and beginning value by the same
method of the third step.
5. Press Enter to save this record and press Esc to exit from this
screen.

173
Note
Besides entering beginning balance of each stock code, you have to
bring the summary of inventory balance to enter in accounting
module. If you use Periodic method to record inventory account, you
have to enter this beginning balance in Account menu no.5 Ending
Inventory.

174
Entering Beginning Balance of Each A/P

You have to enter all outstanding A/P into the program although
you have these obligations occurred before you using program. So
these outstanding A/P are used as beginning balance of each A/P.

Figure 3 Beginning Balance of A/P screen

If you know document number of that outstanding bills, you

should enter outstanding into each document. In the other side, if
you don't know the detail, you can enter summary amount of all
outstanding bills into one document.

Go to Finance menu 2.5 A/P Outstanding-B/F to enter each

outstanding A/P. The following is the description what you have to
fill:

Dept Specify department that you issue goods receipt bill.

You can click on Magnifying Glass Icon (or F6 ) to select the

175
set departments from Setup menu no.7 Department. If there
is no required department, press Enter to pass this field.
Document Date comes from this goods receipt bill that has to
be the debt occurring before the first date of program usage
i.e. 1st January, 2001 is the first date of program usage so you
have to enter the previous balance occurring before this date.
Document No. is from purchase bill or goods receipt bill
(sequenced by yourselves) that are occurred before program
usage. Goods receipt bill no. cannot same as the present
issuing no. To prevent this problem, you should enter the year
preceding the goods receipt no. i.e. RR43/9568.
Invoice No. is the tax invoice no. or document no. of
suppliers (document no. is ordered internally by yourselves
but invoice no. depend on the invoice no. you received from
suppliers).
Supplier Code of this tax invoice.
Due Date of the payment (amount of credit term is
automatically calculated by program set in Purchase menu
no.6 Supplier File).
Price Type whether it is included VAT or not. Values that you
can specify are 0, 1, 2.

0 means this document is VAT-exempted.

1 means price including VAT.

2 means price excluding VAT.

Amount is accrued in the goods receipt bill. This amount is

included VAT or not depending on the set price type.
Discount in this goods receipt bill or this purchase bill.
Program will display set trade discount from Supplier File
menu but you can change as require.
Sub Total after deducting discount is calculated
automatically by program.

176
VAT of this goods receipt bill or purchase bill that is
calculated automatically by program.
Note
If VAT is not consistent between program calculation and bill
(may be from decimal notation), you have to enter 0% in VAT
field. Then entering VAT amount by yourself.

Total Amount after deducting VAT.

VAT occur In the case of purchasing general goods, purchase
VAT occurs at that purchasing date (accrual basis). So date on
purchasing goods will be entered into this field. In another
case, if you purchase service goods or purchase by installment
payment, VAT occur at the date of payment (VAT
responsibility in cash basis). For the second case, you should
leave this field blank because VAT purchase is not occurred.
VAT Responsibility is recorded from VAT occur
information. If you have entered date, program will record
VAT Responsibility as accrual basis. In the other word, if you
leave VAT occur field blank, program will record it as cash
basis.

177
Beginning Balance of Each A/R

You have to enter all outstanding A/R into the program although
these obligations occurred before you using program. So these
outstanding are used as beginning balance of each A/R.

Figure 4 Beginning Balance of A/R screen

If you know document number of that outstanding bills, you

should enter outstanding into each document. In the other side, if
you don't know the detail, you can enter summary amount of all
outstanding bills into one document. Go to Finance menu 1.6
A/R Outstanding-B/F to enter each A/R outstanding. The
following is the description what you have to fill:

Dept Specify department that you issue sales bill. You can
click on Magnifying Glass Icon (or F6 ) to select the set
departments from. If there is no required department, press
Enter to pass this field.

178
Date comes from this tax invoice that has to be the debt
occurring before the first date of program usage i.e. 1st June,
2022 is the first date of program usage so you have to enter
the previous balance occurring before this date.
Invoice No. is tax invoice no. that are occurred before
program usage. Note that tax invoice number have not to
same as the present issuing no. To prevent this problem, you
should enter the year preceding the invoice no. i.e.
IVBF/2865.
Customer code can be entered directly into this field if you
know its code. Also you can click on Magnifying Glass Icon
(or F6 ) to select customer code of this tax invoice. After you
select customer code, the program will displays other
information i.e. salesman code, territory, due date, discount
rate according to you set in Sales menu no.6 Customer File.
But you can edit these information if it is not matching with
this document.
Salesman Specify salesman code of this invoice.
Territory Entering sales territory of this tax invoice.
Due Date is specified in sales bill.
Price Type is specified with 0, 1, and 2 to identify this bill
included VAT or not.
Amount is the accrued payment in this invoice. It is included
with VAT or not depending on price type.
Discount of this invoice or sales bill.
After Discount is calculated automatically after deducting
discount.
VAT Specify VAT rate of this tax invoice.
Note
If VAT is not consistent between program calculation and bill
(may be from decimal notation), you have to enter 0% in VAT
field. Then entering VAT amount by yourself.

Total Amount after deducting VAT.

179
VAT occur In the case of selling general goods, VAT occurs at
that selling date (accrual basis). So date on selling goods will
be entered into this field. In another case, if you selling by
installment payment, cash receipt makes sales VAT occur
(VAT responsibility in cash basis). For the second case, you
should leave this field blank.
VAT Responsibility is recorded from VAT occur
information. If you have entered date, program will record
VAT Responsibility as accrual basis. In the other word, if you
leave VAT occur field blank, program will record it as cash
basis.

180
Entering Beginning Balance of Cheque

If you receive or pay cheques which not clearing before you using
the program, you have to enter these cheques into the program
one by one.

Note
Take it into your consideration that Express will deduct balance of
that A/R although its cheque is not clear. So you have not to enter this
balance again into the beginning balance of A/R.

Following example is about the method of entering the beginning

of cheque receivable and because it has a similar method with
Cheque Payable, so I shall describe only the method of entering
the beginning balance of cheque receivable. Go to Finance menu
3.3 Cheque Receivable (select 3.5 for Cheque Payable).

181
Figure 5 Confirm on outstanding cheque receive or not

Dept Specifying department code if you want to separate

cheque for each department.
Cheque Date from this cheque receivable.
Date Receive you can edit it in case it not the same date as
cheque date.
Cheque No.
Drawee Bank is the bank code of this outstanding cheque.
Branch of bank for this outstanding cheque.
Customer that pay cheque to you.
After you press Enter at this Customer field, you have to
confirm whether it is outstanding cheque or not. Press OK if
this cheque is the beginning balance.
Amount on cheque.
Drawer of this cheque.
Remark or any notes about this cheque.

182
Enter Beginning Balance of Accounting
Module

Beginning balance is the value of assets, liabilities, and capital that

occurs before start this program. The important thing is if you
have already entered beginning balance into master files such as
beginning balance of each A/R, all debtor's outstanding you
entered in A/R outstanding-B/F menu that have to be equal to
A/R account in this screen. This is for report comparison between
accounting report and others analysis report.

Go to Account menu no.3.1 Beginning Balances to enter

accounting beginning balance, see figure below:

Figure 6 Beginning Balance Screen

Adding account no. that you want to enter the beginning balance
(add by click on Add icon). You can click on Magnifying Glass Icon
(or F6 ) in account no. field to select required account no. Also you

183
can specify department if beginning balance separates
departments. You have to specify clearly of Dr. amount or Cr.
Amount. If it is Dr. amount, enter with full amount. In Cr. amount
part, enter with minus amount.

Note
If there are a lot of accounts to be enter the beginning balance, you
can set the program to display all account no. by Balance Recalculate
at Account menu no. A, by select period from the first period to
twenty fourth.

Entering the beginning balance in case of you start to using the

program at the date after your accounting period, you can choose
that you will enter the data at the date that using the program or
enter the data by starting from the beginning of your accounting
period. For example, if you start to using the program on 1st June,
2022 and you want to enter data starting on 1st January, 2022.
You have to enter the balance at the end of year 2021 in this
Beginning Balance screen. On the other hand, if you want to enter
data from the date you using the program, you have to enter the
balance at the end of May 2022 in this Beginning Balance screen.
In additional, you have not to enter data from January 2022 to
May 2022 in the program again. Because that will make the
balance at the beginning of 1st June 2022 is incorrect.

For the record of beginning balance, program does not check the
balance between Dr. and Cr. So you can check it by typing Trial
Balance(Report menu no.5.6.1) at the first period and
checking the total balance at Dr. side and Cr. Side. These two sides
have to be equal, see figure below:

184
 Figure 7 Printing Trial Balance to checkbeginning balance

Beginning balance in the Periodic method, besides entering

beginning balance with the above process, you also have to enter it
into Account menu no.5 Ending Inventory. You can study the
recording method from chapter 15 in the topic 'Recording
Ending Inventory with Periodic Method'.

185
Chapter 9 Document Running
No.
Express consists of many systems i.e. purchase system sales
system. Each system consists of many submenu i.e. purchase
system consists of Deposit Payments menu, Cash Purchase,
Purchase Orders, Credit Purchase, etc. Document number can be
running from any number (unnecessary to be 1). Besides you can
running document no. next from last document no. you issued
before using the program. At this Document Running No.
menu, it requires you to set the starting number. Then program
will run the next number automatically.

186
Ordering Document No.

Program will run the number start from 1…2…3 i.e. invoice
starting from IV0000001, next is IV0000002. You can change
them, as you want i.e. starting from IV0000101 with the following
rules:

Not exceeding than 7 digits i.e. you cannot run from

IV12345678 but you can run from IV1234567.
No anymarks among number i.e. IV06/0001 but you can run
IV0600001(2 first digit is year).
Continuous sequences although it comes to new fiscal year. It
means that the number will be continually run with not start
from no. 1.
Note
Document number of sales bill or purchase bill that is completed
payment in last accounting period can be re-used because it is deleted
from year-end processing. You can change it from 'Running No.'
field to be required number. But this method is not recommend
because it may be conflict with the new issuing no. - writer.

Go to Setup menu no.4 to set the number sequence, see figure

below:

187
 Figure 1 Setup Document [Link]

Scroll to required document, then click on icon Edit (or Alt+E ) to

see description of each information field:

Type will be used for divided the document type i.e. credit sales
is IV, cash sales is HS. Each main type can be divided into sub-
type i.e. IV can be divided into Local Sales and Abroad Sales.
Document Description i.e. credit sales, cash sales, A/P Bill
Collection List, etc.
Description 2 is used for Express with English version.
Running No. Setting the starting number of invoice from each
document i.e. previous invoice (credit sales document) you are
running to no.100 that you want it to be run continuously by
starting from no.101. So you have to edit at Running No. field to
be IV0000101. If there is no any edit, the program will automatic
running from IV0000001.
After finish above process, click on icon Save (or F9 ) to record or
Enter to keep going on, program will display the figure below
(from figure, it is document no. setup of 'Credit sales', that some
details in this screen might different from others document). You
can exit from this screen without any edit by click on cancel
button.

188
 Figure 2 Additional data in document [Link] screen

Any edited data will not affect with other documents. The
following is the detail of each data field:

Post in Journal Any data input in this document will be

posted in journal book. You can retrieve all journal books that
are set in the program by click on Magnifying Glass Icon.
Department If you separate into each department and want
to enter data into each department, you can specify the
department code in this field. Program therefore will inform
department code automatically whenever you enter data into
this document.
Journal Description is the message that you record into this
document i.e. above figure is credit sales document that will
be posted in sales journal book so it will be described Sales to
Company'+ (ARMAS->PRENAM – ' ' – ARMAS->CUSNAM).
It is the program command in displaying customer's company
name.
Method of accounting record Normally, program will
retrieve and record transaction in journal according to you set
in Setup menu 5.2 G/L Link Account that is unnecessary to

189
 edit. However, you can edit it in case you want to set the
program record in journal book with fixed the accounts
number.

The information fields of Price Type, VAT rate, VAT

Responsibility, Authorize Level for Approve, Approve Method,
Authorize Level for Reprint, Separate VAT type in item and
Default Location are set in Default Information Setup menu.
Also you can specify these default information to each document
type.

190
Chapter 10 Link General
Ledger (G/L) Setup
General ledger system gathers together all of transaction record
from several systems such as purchase, sales and cash receipt
system. If you don't need to link the data to general ledger system
because account chart is not complete set or you need to use the
program controls only accounts receivable system, accounts
payable system, inventory system or you might wait until ready to
perform transactions about accounting system later.

To enter Link G/L Setup menu , select Setupmenu no.5 Link

G/L Setup, it will display submenu are as follows:

Figure 1 Link G/L Setup menu

191
Posting to Journal Book Setup

To set that you want the program link the data entering in several
menus whether to record in the journal book or not. If you specify
the line of "Link to G/L Module [Y/N]" as "N ", the program
doesn't link any data to G/L. If specify as "Y ", the program will
retrieve data recorded in several menus to post to the journal
books, as shown in figure below:

Figure 2 Screen of posting to journal book setup

Note
In case of accounting record formerly specified to link to G/L as "N"
then you change it as "Y" later, the program will not record retroactive
accounting entries in the journal book, you have to command to re-
entry the accounting record of each item of documents again.

From the figure, you see the program shows some transaction
names relating to G/L, you just specify "journal book code" for

192
these transactions to record data. For example, as shown in figure,
if you perform cheque received / paid clearing, the program will
record them in the receive journal (code 02) or payment journal
(code 01) as you previously set. You can click on Magnifying Glass
Icon (or F6 ) to select the journal books which previous set in
Account menu no.8 Journal Books Setup.

For another transactions which the program doesn't display on the

screen of "Posting to Journal Book Setup ", the program
already set the journal books for gathering these transactions in
Setup menu no.4 Document Running Number, you can edit
if you need.

193
G/L Link Account

The program uses the account codes for journal entries. When you
record several types of accounting entries such as purchase
transaction, sales transaction, income or expense record posted
from various program menus, the program will retrieve these
account codes in this screen to record. For example, if you issue
credit sales invoice, the program will record accounting entries as
follows (in case of perpetual inventory system).

Debit Credit

Accounts Receivable (From the

customer file) Sales tax
Sales income

Cost of goods sold

Finished goods (from the stock file)

From the example above, the program takes account code of sales
tax, sales income, and cost of goods sold from this G/L Link
Account menu to record in the journal books (but if the account
codes are previously set in Setup menu, no.4 Document
Running Number, the program will use these set account
codes). For accounts receivable account, the program retrieves
from the Customer File, but if it doesn't previously set this account
codes, the program will take the account code of account
receivable set in this G/L Link Account to use instead.

194
Figure 3 Setup G/L Link Account to record in the journal book

Essentially, if you edit the account codes in the chart of accounts

which display in this screen such as retained earning account, cash
account, purchase VAT – sales VAT account, etc., you have to also
edit them in this screen.

Dummy account is used for journal entries inside the program.

You have to create it in chart of accounts and don't record any
entries. If you check that it has balance, that means some
problems occurred. To solve them, you should print the G/L of
this dummy account, you will know which documents have to re-
entry. We will explain more details about re-entry in Setup menu
5.3 Test G/L Data Integrity in Chapter 21 "Data Checking and
Problem Solving".

195
Chapter 11 Entering Data of
Purchase and A/P System
Processing steps of program relating to purchase and accounts
payable procedure are shown as figure below.

As figure above, the purchase and accounts payable processing

procedure begins with purchase document issuance you can either
refer to a purchase order formerly prepared or immediately issue
it without referring to the purchase order.

196
Purchase transaction in this program has 2 types: cash purchase
and credit purchase. For cash purchase the program assumes that
the transaction finished in one step (because you immediately pay
cash or cheque). The credit purchase has additional steps of cash
disbursement when the credit purchase which you prepare A/P
document receipt lists for supplier's bill slips.

In additional, you can issue a debit note or credit note in case of

lower/over billing amount or damaged goods from shipment
(goods return).

197
Before entering data into Purchase and
A/P System

There are some data fields referred many times in this chapter, so
we would like to explain how to entering these data :

VAT Type
Discount
Form Printing
VAT Responsibility
Entering Additional Remark

198
VAT Type

To identify the type of item price shown on bill. You can enter the
VAT type as follows:

0 = price exempting VAT

1 = price including VAT
2 = price excluding VAT

For example, if you purchase goods in amount of 100.00 Baht,

the VAT are summarized as follows:

For VAT type 0 the program doesn't calculate VAT.

For VAT type 1 the VAT is amount of 6.54 Baht (Calculate from
100 x7/107)

For VAT type 2 the VAT is amount of 7.00 Baht (Calculate from
100 x 7/100)

199
Discount

You can enter the discount in various forms such as:

1500.00(amount of discount)

10%(percentage of discount)

5+2%(multi-level percentage of discount)

For entering the percentage of discount, you can enter 10% or

10+ which the program will automatically changes the symbol '+'
into '%'

200
Form Printing Alt+P

You can print the various forms such as purchase order, credit
purchase as soon as you complete the transaction record. Click on
Print icon in order to select to print to screen, printer or text file. If
you need to know additional details relating to the form edit
procedure, please study the chapter 25 "Form and Report
Modification".

201
VAT Responsibility

If you pay for service expenses; for example, equipment repair

service, installment of payment, you can choose VAT
responsibility either accrual basis or cash basis, which relates to
VAT submitting. If you choose accrual basis, tax point will occur
on the date of supplier's tax invoice; on the other hand, for cash
basis, tax point will occur on the date you disburse cash or an
installment of payment for a creditor. When you issue credit
purchase the screen will show to ask for VAT responsibility as the
figure below.

Figure 1 Choose the tax basis for the purchase invoice

Note
The program will display the screen asking for the tax basis only for
the first entered item of service.

202
You can check the recorded tax invoice or credit purchase that
what tax basis is chosen by enter to the purchase document you
need to check then click on Payment Item tab, see the line "VAT
Response" as figure below:

Figure 2 Page 2 of credit purchase specifying the VAT

responsibility

In case of you already record the transaction but choose the

incorrect tax basis. To edit, click on Re-post Account icon, the
program displays to ask about VAT Responsibility same as
previous figure, choose the correct tax basis.

203
Entering Additional Remark Alt+R

For entering the routine transactions; for example, purchase

order, credit purchase. If you have the additional details of
transaction which cannot be entered into a data field that the
program provide, you can enter the text or additional remark by
click on Add/Edit Remark icon on the screen. The figure below is
the additional remark on the screen of credit purchase which you
can enter the data for 5 lines. Click on icon Save (or F9 ) to record,
or press Esc to cancel.

Figure 3 Entering the additional remark of document

Besides, each item of goods can be added the additional remarks

for 10 lines by click on Add/Edit Remark icon while you are at that
active item, so each item has 10 lines of remark.

204
 Figure 4 Remark of each item of goods

Note
Additional remark of each item can be perform when you completely
record these items. You can perform as follows: click on needed item,
then click on Add/Edit Remark icon.

205
Entering data of Purchase Order

When you prepare a purchase order, the program keeps purchase

amount and balance of goods on order. Then a supplier delivers
the goods to you, you have to record the receipt of ordered goods
(in Cash Purchase or Credit Purchase menu) by referring to
this purchase order, after that the program reduces the balance of
goods on order.

In case of receiving one after another, you can follow how many
goods on order in order to manage adequate inventory for selling.
For example, if you forecast that you receive many purchase
orders from customers in one period, you will order adequate
goods before that period otherwise you may lose sales
opportunity.

Figure 5 Screen of entering data of purchase order

206
To enter data of purchase order, select Purchase menu no.3
Purchase Orders. Means of entering the data, please study
Chapter 3 "Working with Program". The details of data entered on
the screen of purchase order are as follows:

Dept.:Specify the department issuing this purchase order. If

the department are separately set in Setup Department
menu no.7 Department.
Purchase Order Number: You can set the program
automatically numbers the purchase order by pressing Enter
pass a field of purchase order number. If you need to number
it by yourself, enter the needed one.
Date: Date of this purchase order.
Supplier Code: If you know a supplier code, you can directly
enter it. If not press Enter to pass, all supplier codes and
names you entered in the Supplier File will display and are
sort by code or name which you set in Setup menu1.5.1
General Information in the part of Supplier Search.
Bill be : In the case of issuing purchase VAT on behalf of
another company that does not match the supplier code in the
purchase bill (mostly for companies with branches such as
Makro, Lotus, etc.)
Branch# : Assign the branch number that will be displayed in
the purchase VAT report. It will be based on the selected
supplier code.
Remark: Texts or notes needed to refer in this purchase
order. If not, press Enter to pass.
Ship Via: Specify the shipment of this purchase order. If not,
press Enter to pass.
Credit: It is a credit term granted by this supplier such as 30
days, 60 days. Normally the program firstly displays it which
you previously set in the Supplier File. You can change it if
you need.
Receive Date: Specify the date for receipt of goods from the
supplier.

207
Specify receive date in each item? Y/N: In case you order
many items of goods which the supplier doesn't deliver all in
the same day, you can answer 'Y' in this field, the program
allows you enter the receiving date for each item.
Price Type: Specify the purchasing price of each item. You
can specify these purchasing price including VAT or not by
input 0 , 1 or 2.
Ship To: If the receiving location isn't your normal address,
you can specify it.
Discount: It is discount granted by the supplier that the
program automatically displays the Supplier File.
VAT: You only enter the VAT rate, then the program
automatically calculates the VAT amount in the field of VAT
amount.
Item: Select the item code you need to order. When you press
Enter pass the field of item code, the program displays all
items sorted by codes or name which you set in Setup menu
1.3.1 General Information.
Loc.: Enter the warehouse or godown which order these
goods.
Quantity: You can enter the quantity of ordered goods in big
or small unit.
Unit Cost: To enter price/unit of these ordered goods you
agree with the supplier.
Discount: You can enter the discount of each item either by
amount or by percentage of discount.
Amount: The program calculates by on the basis of the
ordered quantities multiply the unit price and subtract the
discount of each item.

208
Purchase Order Cancellation

Purchase order cancellations which are already prepared purchase

orders may be canceled some or all items. It unnecessary to cancel
all documents but you should keep these purchase history records
to analyze later that why the purchases are canceled. The method
of purchase cancellation can be perform as follows:

Select Purchase Orders menu and search for the document you
need to cancel, then click on Goods on Order Item and double
click on cancel field as you want to cancel, you will see the screen
as shown below.

Figure 6 Entering the quantity of cancelled purchase

To click on icon Edit (or Alt+E ) to enter some or all quantity of

canceled purchase in Cancel column, then press Enter to pass the
field of cancellation date to fill in the cancellation date and reason;
for example, goods out of market, a supplier increase the selling
price, etc. Which you can set them from Setupmenu no.2
Category Tables.

The program has a report of canceled purchase group by reason

(Report menu 2.3.A Canceled Goods Group by Reason) in
order to improve the following purchases.

209
Checking the Goods on Order in
Purchase Order

After you issue the purchase order, you can check whether the
supplier completely delivers goods to you from the Report menu
2.3 On Order Group by Stock Code, P/O or Supplier.
Besides, you can check via the screen of purchase order when you
completely record the purchase order, click on Goods on Order
Item tab which the program shows the goods on order. In case you
cancel the purchase order, the program shows the quantity of item
and the date of purchase cancellation.

210
Checking the Receiving Goods of
Purchase Order

If you want to check each item of purchase order documents that

which receiving records are delivered from supplier, you select the
screen of purchase order you need to check, then click on
Receiving Goods Item showing ordered items and receiving record
number which you receive each item.

Figure 7 Show receiving records according to the purchase order

211
Entering data of Deposit Payment

If a supplier request to collect deposit for goods in order to

confirm the purchasing from you, you can take this deposit
payment to deduct from pay amount of cash/credit purchase.

Figure 8 Screen of entering data of deposit payment

To enter data of deposit payment, you select Purchase menu

no.1 Means of entering data of deposit payment via the screen are
as follows:

Dept Specify the department recording this deposit payment.

Document No.: You can set the program automatically
numbers the deposit payment by pressing Enter pass its field.
If you want to number it by yourself, you can enter the needed
number.
Date: Date of this deposit payment.

212
Supplier Code: If you know the supplier code, you can
directly enter it. If not, you can press Enter to pass, all
supplier codes and numbers you enter in the Supplier File
menu will display and are sorted by code or name which you
set in Setupmenu 1.5.1 General Information in the part of
Supplier Search.
Bill be : In the case of issuing purchase VAT on behalf of
another company that does not match the supplier code in the
purchase bill (mostly for companies with branches such as
Makro, Lotus, etc.)
Branch# : Assign the branch number that will be displayed in
the purchase VAT report. It will be based on the selected
supplier code.
Invoice #: It is supplier's invoice number issued for your
deposit payment. If you don't specify, press Enter to pass.
Date: Date of supplier's invoice.
Remark: Texts or notes relating to this deposit payment.
Due: In case of deposit payment contract is prepared, you can
check that deposit purchase pay on due date or not.
Price Type: Specify the deposit amount of each item include
VAT or not by entering price type as 0, 1 or 2.
VAT: The field of VAT can be blank. When you completely
enter the deposit payment, the program calculates the VAT
amount automatically.
Description: To enter the appropriate data such as product
name which you pay deposit payment in advance.
Amount: To enter the deposit amount pay the supplier, then
press Enter to pass.
In case of many items of deposit, you completely enter the
data, then press Esc to exit from this recording screen.

Preliminarily, the program assumes that this deposit payment

in cash. If you need to change means of receiving which have
2 types to select as follows:

Deposit in cash, it is normal value of the program.

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 Figure 9 Deposit in cash

If you pay the deposit in cheque or others, double click on

blank field below Other Payment column the program
displays the screen to select the means of payment (as shown
in figure below). In case of cheque, you enter the details of
cheque number, cheque date, bank code and cheque amount,
then press Enter until the transaction in recorded.

Figure 10 The screen after double click on blank field below

Other Payment column

However you can select to pay partially in cash and the remaining
in cheque. You have to check that the amount in total invoice
amount field and the amount in actual payment always equal.

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Entering Data of Purchase

You can select two types of purchase in the program: cash

purchase or credit purchase, which the accounting entries and
accounts payable records are quite different. For cash purchase,
the program immediately records cash or cheque amount pay to a
supplier, no account payable are recorded; on the other hand, the
credit purchase, the program records individual account payable
and you will disburse when the due date arrive.

Details of screen of cash purchase and credit purchase are similar,

so we explain only credit purchase as follows:

Figure 11 Screen of entering data of purchase

To enter data of credit purchase, you select Purchase menu

No.4, you can study the method of entering data from Chapter 3
"Working with Program". The details of data entered in screen of
credit purchase are as follows:

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Dept: Specify the department issuing this credit purchase. If
you already set department separately, you can click on
Magnifying Glass Icon (or F6 ) to select the needed
department.
Receiving No.: You can set the program automatically
numbers the receiving record by pressing Enter pass the field
of this receipt. If you need to number it by yourself, you can
enter the needed one.
Date: Date of this credit purchase.
Supplier Code: If you know a supplier code, you can directly
enter it. If not, press Enter to pass, all supplier codes or
names will display which depend on you set in Setup menu
1.5.1 General Information, the part of 'Supplier Search'.
Bill be : In the case of issuing purchase VAT on behalf of
another company that does not match the supplier code in the
purchase bill (mostly for companies with branches such as
Makro, Lotus, etc.)
Branch# : Assign the branch number that will be displayed in
the purchase VAT report. It will be based on the selected
supplier code.
Refer P/O#: In case you already enter the purchase order of
this supplier, click on Magnifying Glass Icon (or F6 ) to
retrieve the referred purchase order. It is comfortable for you,
not enter any data of purchase by yourself and reduce any
errors of improper entering referred to the recorded purchase
order. If none, press Enter to pass.

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Figure 12 Click on Magnifying Glass Icon on the field of P/O
number, the program displays purchase orders to allow you
select

Invoice #: Supplier's invoice number issued to you.

Date: Date of supplier invoice issued to you.
Credit: It is a credit term granted to you. The program will
retrieve the data you set in the Supplier File and calculate the
due date automatically.
Remark: It is note you need to refer to this credit purchase, if
none, you can press Enter to pass.
Price Type: Specify the purchasing price of each item. You
can specify the purchasing price including VAT or not by
entering 0, 1 or 2.
Discounts: It is a discount the supplier grant to you that the
program retrieves it from the Supplier File. But you can
change it while you issue the receiving record.
Deposit: If you previously pay the deposit to this supplier
and record this transaction in Deposit Payments menu, the
program will display a dialogue asking you while you press

217
 Enter pass the field of 'Deposit' that you will take the deposit
payment amount deduct from this purchase invoice or not. If
you need to deduct, answer OK . If you don't , answer Cancel .
VAT: To enter the VAT rate and the field of VAT amount can
be blank. When you enter all received items, the program
automatically calculates VAT amount.
Item: To select the item code you need to receive, press Enter
pass the field of item code which the program displays all
item codes sorted by code or name as you set in Setupmenu
1.3.1 General Information. To quickly search the item, you
can enter only 1-2 numbers/letters of codes/alphabets, the
program will display all item names leading by these
codes/alphabets.
Loc.: To enter location (warehouse) or godown you need to
receive the goods.
Quantity: To enter the quantity of goods receive which you
can select the big and small units.
Unit Cost: It is price per unit which you have to enter it/them
as per supplier's invoice.
Discount: You can enter the discount of each item either by
amount or by percentage.
Amount: The program calculates the amount on the basis of
quantities purchased (or received) multiply unit price and
subtract discount of each item.

After completely record of the first purchase transaction, the

program automatically displays a new entering for the incoming
next purchase transaction by the same method as the one
described earlier. When you completely record the purchase
transaction, press Esc to exit the menu.

Note
In some case, unit price is infinite decimal notation; for example,
three pieces of goods in amount of 10 Baht (one piece of goods is
3.3333 Baht). In this case, you enter 3 in quantity field, blank the unit
price and discount field, then enter the amount of 10 Baht, after that
the program automatically calculates the unit price and discount of
one piece.

218
Entering Data of A/P Credit Note

If you receive goods from a supplier, then issue a credit note

afterward because of tax invoice in lower price. This credit note
also have to record in Express Program.

Figure 13 Screen of entering data of credit note from supplier

Entering data of credit note, to select Finance menu 2.2, the

details of entered data are as follows:

Dept: Specify the department issuing this credit note. If the

departments are separately set in menu, you can click on
Magnifying Glass Icon (or F6 ) to select the needed
department.
Credit Note #: You can set the program automatically
numbers by pressing Enter pass the field of this credit note. If

219
 not, you can number it by yourself by directly entering the
needed number.
Date: Date of this credit number.
Supplier Code: To enter the supplier code you need to issue
credit note.
Bill be : In the case of issuing purchase VAT on behalf of
another company that does not match the supplier code in the
purchase bill (mostly for companies with branches such as
Makro, Lotus, etc.)
Branch# : Assign the branch number that will be displayed in
the purchase VAT report. It will be based on the selected
supplier code.
Receipt #: To click on Magnifying Glass icon to retrieve the
outstanding receiving records of this supplier code in order to
select the one you need to issue credit note. Then the program
displays the amount of goods or service as per receiving
record you refer as shown in figure below, to press Enter to
pass.

Figure 14 Show the amount of goods or service in sales

invoice you refer

Invoice #: It is invoice number (credit note) which the

supplier issue to you.
VAT Date: Date of credit note the supplier issue to you.

When you press Enter pass the bottom of screen, the program
displays the received items as per referred receiving record, you
press Enter on the item issued credit note, as the figure shown
below.

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 Figure 15 Item in referred receiving record

If you know what item is increased debt, you should enter the
stock code to enable the purchase analysis report to be more
complete, because the program will only increase the cost of goods
(not increase the stock balance). The field of quantity and unit
price may be either entered data or not. The field of amount only
entered the adding amount. When you press Enter to end, the
program shows a triangle symbol in front of the selected item and
wait you to select the next items. When you finish selecting, press
F5 to record the transactions. The program displays asking that
this credit note will pay to supplier in cash or hold to gather the
other bills in the next cash disbursement process (as shown
below).

221
Figure 16 Option to be taken whether you pay in cash or hold to
the process

222
Purchase Allowance/Return

If you receive a A/P debit note from a supplier for many reasons
such as over purchasing or incorrect special goods, the details you
enter on the screen are as follows:

Figure 17 Screen of purchase return/allowance

Entering data of allowances or purchase returns to suppliers, to

select Finance menu 2.3 which the details are the following:

Dept: Specify the department issuing this debit note. If you

already set the department in menu separately, you can click
on Magnifying Glass Icon (or F6 ) to select the needed one. If
not, press Enter to pass.
Document #: You can set the program automatically
numbers the debit note automatically by pressing Enter pass

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 the field of document number. If you need to number it by
yourself, enter the needed one.
Date: Date of this debit note.
Supplier Code: Enter the supplier code issuing this debit
note.
Bill be : In the case of issuing purchase VAT on behalf of
another company that does not match the supplier code in the
purchase bill (mostly for companies with branches such as
Makro, Lotus, etc.)
Branch# : Assign the branch number that will be displayed in
the purchase VAT report. It will be based on the selected
supplier code.
Receipt #: Click on Magnifying Glass Icon (or F6 ) to retrieve
the outstanding receiving record to select the one you need to
deduct amount per this debit note (if this receiving record or
credit purchase already are disbursed, you have to enter
credit purchase number by yourself).
Invoice #(refer to A/P debit note): It is a debit note from the
supplier. If you don't specify, press Enter to pass.
VAT Date: Date of debit note from supplier.

Figure 18 Show the amount of goods or service in the receiving

record

When you press Enter pass the field of discount, the program
displays the items in the referred invoice as figure below.

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 Figure 19 Item in the invoice referred

To press Enter on the item for allowance or purchase return, the

screen will display as figure below.

Figure 20 Choose either return shipment or decrease credit

balance after selecting the item in referred receiving record

In case you decrease only credit balance, answer 'N' in the field of
Return Stock?. The program only decrease the cost of goods and
outstanding debt of this supplier as per credit amount, not effect
stock balance. When you record completely, press Enter to pass.

In case of purchase return, answer 'Y' in the field of Return

Stock?. The program decreases the returned goods in stock and
decreases credit balance of this supplier. You enter the quantity of
returned goods and check whether the field of amount is correct or
not, then press Enter to pass.

Figure 21 Screen shows after selecting the item of allowance or

purchase return

225
There is a triangle symbol show in front of the selected item which
the field of item shows the number of selected items. When you
finish selecting the items, press F5 to record the transaction.

226
Entering Data of A/P Bill Slip

After you complete the credit purchase transaction. If a supplier

send the bill slip before cash collection, select on the screen of
Finance menu 2.1, A/P Billing Slip to perform this procedure.

Figure 22 Screen of entering data of A/P Billing Slip

When you select the screen of A/P Billing Slip, details of

entering data are as follows:

Dept: Specify the department issuing this document. If you

already set the departments separately, click on Magnifying
Glass Icon (or F6 ) to select the needed one. If not, press
Enter to pass.
Bill No.: You can set the program automatically numbers the
A/P billing slip by pressing Enter pass the field of bill number.
If you need to number it by yourself, enter the needed one.

227
 Date: Date of this A/P billing slip.
Supplier Code: If you know a supplier code, you can directly
enter it. If not, you can press Enter to pass, all supplier codes
and names you previously set will display.
Term: The program automatically retrieves the term of
payment previously set in the Supplier File.
Remark: Texts or notes you specially need to enter.
Appointment: It is the date which the supplier appoint you to
pay the money. You can enter this date immediately if you
know the exact date. If not, this field can leave to blank.

After entering data completely, the screen displays the

outstanding receiving record of this supplier code shown in figure.
The data display sorted by due date (note the table header);
however, you can press Tab to change then sorted by bill number
(Receipt) if it's more comfortable to select.

Figure 23 Screen displays the receiving record to select for A/P

Billing Slip

Then you select the receiving record number you need to receive
A/P bill slip by double click on that item, the program displays a
triangle symbol in front of the receiving record number. You can
select more than one receiving record to receive A/P bill slip. The
number of all selected receiving record are shown on the Item
field at the bottom of screen. To click process button to record the
transaction.

228
Figure 24 You can select the receiving record to receive the A/P
bill more than one document

229
Payment Procedure

If you have credit purchase, you have to perform disbursement to

reduce the outstanding debt with supplier.

Figure 25 Screen of payment

Dept: Specify the department issuing this payment. If you

already set the department separately, you can click on
Magnifying Glass Icon (or F6 ) to select the needed one. If
not, press Enter to pass.
Document No.: You can set the program automatically
numbers the payment by pressing Enter pass the field of
document number. If you need to number it by yourself, you
can number the needed one.
Document Date: Date of entering data in this payment
document isn't necessary the same as the payment.

230
Supplier Code: To enter the supplier code you need to pay.
Bill be : In the case of issuing purchase VAT on behalf of
another company that does not match the supplier code in the
purchase bill (mostly for companies with branches such as
Makro, Lotus, etc.)
Branch# : Assign the branch number that will be displayed in
the purchase VAT report. It will be based on the selected
supplier code.
Remark: Note or remark you need to specify in this payment
document.
Payment Date: When you enter data for the first time, the
program doesn't allow you enter it but displays same as the
document date. However if the document date isn't the same
as the payment date, after you completely record the
transaction, you can click on icon Edit (or Alt+E ) to edit the
actual payment date.
Then the program displays the outstanding receiving record
of the referred supplier code as shown in figure below.

Figure 26 Screen displays the outstanding receiving record

When you press Enter to select the receiving record number

you need to disburse, the program displays the screen asking
the amount of cash paid as shown in figure below. You can
enter partial or full pay amount.

Figure 27 To enter the amount of cash paid

231
 Note
In case of payment of service or installment expense and their
purchase orders are issued with VAT responsibility in cash
basis. The screen you enter the pay amount has a line for
entering VAT amount which the program automatically
calculates (but you can edit it if you need), also the other detail
such as tax invoice from supplier.

You can select more than one tax invoice for one payment by
performing the steps as described earlier. There are triangle
symbols in front of all selected receiving record and the item
field shows the numbers or tax selected invoice. After
completely entering, click Proceed button to record the
transaction. Preliminarily, the program warns on the right of
screen as figure shown below that you don't select the type of
paying cash, cheque or others, yet.

232
Figure 28 Warning in case you don't enter type of payments

Payment in cash: Click on icon Edit (or Alt+E ) and then

press Enter pass to the field of cash, enter the amount of cash
paid and continuously press Enter to pass for data record.

Figure 29Entering the amount of cash paid in the 'Cash'

field

Payment in cheque: Double click on blank field below Other

Payment column which the screen displays to select type of
payment as shown in figure below. To select post date cheque,
then enter cheque number, cheque date, bank code and
cheque amount. When you press Enter to pass, the program
will ask you again in order to pay more than one cheque. In
case of payment only one cheque, you press Esc until the
highlight of active table disappears so the program records
the data immediately.

233
 Figure 30 Screen afterdouble click on blank field below
Other Payment column which the program allows you select
type of payment

Payment in others: such as note payable which you can

perform same as payment in cheque. If payment in bank
transfer (you have to set from Setupmenu 1.5.2 Payment
Methods), you only enter the date and amount on the field of
amount paid.

However you can select to pay partially in cash and the remaining
in cheque. You should consider that the field of Total Invoice
Amount is equal to Payment Amount. In additional, in case of
cheque or note payable which amount exceeds those selected
invoice, the remaining amount of cheque can be offset the next
outstanding disbursement (must be the same supplier). For
example, if amount of 32,100 Baht per outstanding invoice
whereas you pay cheque in amount of 33,000 Baht, the remaining
900 Baht of cheque amount (shows in the field of Outstanding)
can be offset the next disbursement of the same supplier (by
double click on blank field below Other Payment column and
select payment in cheque), then press Enter on the field of Other
Payment (not enter any cheque number), the program displays
remaining cheque from previous payment as shown in figure
below, select the needed cheque number.

234
 Figure 31 To select the cheque number or note payable with
remaining amount from previous payment

If you don't take the remaining amount of these cheques to offset

the next payment, you can take them to record as expense (explain
details in Chapter 13 "Entering Data of Bank System".

235
The Differences of Payment

If you disburse in lower or over the outstanding tax invoice from

supplier; for example, in case you disburse late which you have to
pay an interest, or he grant you a cash discount if you disburse
before due date, or the withholding tax you deduct from him. In
these cases, after you record the transaction, click on icon Edit (or
Alt+E ) to enter these differences on the bottom of screen.

Figure 32 To enter the difference of payment on the bottom of

screen

Beware that entering the difference of payment have to perform

before selecting type of payment (cash, cheque or others). When
you finish entering these differences: interest expense,
withholding tax, or discount, and recording the transaction by
click on Save icon or Enter to pass, the program displays a warning
as shown in figure below, you click OK button to pass and then
select the type of payment again.

Figure 33 Warning of entering difference of payment

236
Entering of Other Expenses

Apart from payment of goods purchasing, you may record other

expenses; for example, selling expense, administrative expense in
order to completely gather data relating to your business
operations. So the program can calculate the business operation
and financial status. Generally, the accountants directly record
expenses in general journal; however, this screen of other
expenses is fit for unskilled bookkeeper to use the program
records the accounting entries.

Figure 34 Screen of entering other expenses

Entering data of other expenses, you select Purchase menu

no.5. The details of entered data are the following:

Dept: Specify the department recording this other expense. If

you already set the department separately in Setup menu.

237
You can click on Magnifying Glass Icon (or F6 ) to select the
needed one. If not, press Enter to pass.
Document No.: It is a slip number of this other expense. You
can set the program automatically numbers the slip by
pressing Enter pass this field. If you need to number it by
yourself, enter the needed one.
Date: Date of this document.
Supplier Code: If you need to specify the supplier code, you
can directly enter it or click on Magnifying Glass Icon (or F6 )
which all supplier codes and names you previously enter in
the Supplier File will display. If it is a little amount or
unnecessary to record, you can press Enter to pass.
Bill be : In the case of issuing purchase VAT on behalf of
another company that does not match the supplier code in the
purchase bill (mostly for companies with branches such as
Makro, Lotus, etc.)
Branch# : Assign the branch number that will be displayed in
the purchase VAT report. It will be based on the selected
supplier code.
Invoice #, Date: To enter invoice number and date of this
expense. If you don't specify, press Enter to pass.
Description: Texts or notes relating to this expense. If you
don't need to specify, press Enter to pass.
Price Type: Specify the amount of expense of each item
including VAT or not by entering 0, 1, or 2.
VAT: You can leave the blank field of VAT amount. When you
completely enter all other expense, the program automatically
calculates the VAT amount.
Expense Code/Description: Select the needed expense code
by pressing Enter pass the field of expense code, the program
displays all expense codes, press Enter to select the needed
one.
Dep.: If you need the program record the other expenses
accounts separated by department, you enter the needed
department code. If you need to record in total amount (not

238
 separated by department), press Enter to pass the field of this
Department.
Amount: To enter each expense amount, then press Enter to
pass.
If you pay other items of other expense, you can enter all.
When you need to record the transaction, press Esc .
Preliminarily, the program assumes that these other expenses
pay in cash. If you need to change type of payment: 2 types as
follows:

Paid in cash: It is the normal value of the program.

Figure 35 Program preliminarily records the expense paid in

cash

Paid in cheque or others: Double click on blank field below

Other Payment column. The program displays the screen to
select type of payment as figure below. For payment in
cheque, to enter cheque number, cheque date, bank code and
amount, then press Enter until the transaction is recorded.

Figure 36 Screen after press double click on blank field below

Other Payment column

However you can select payment partially in cash and the

remaining in cheque. You should consider that the field of Total
Invoice Amount is equal to Actual Payment.

239
Premiums

On the screen of entering the items, if you don't enter unit price or
enter it in amount of 0.00 Baht, the program asks you that this
item is premium or not.

Figure 37 Screen in case you don't enter any unit price

In case a supplier give you the premium, select Yes . In case of

erroneous entering and you need to enter unit price again, select
Re-entry . If you purchase the goods without premium (you don't
enter the unit price because you wait the supplier inform the
purchasing price later), select No .

240
VAT-Exempted Goods

If you enter code of VAT exempted goods (You already set it in

Stock menu no.2 Stock File, VAT type field), for example,
screen of cash purchase, credit purchase. The program calculates
VAT in these document for only goods including VAT. As the
example in figure below, said that the second item exempts VAT,
the program calculates VAT just for the first item. (Sales amount
1,000 x 7% = 70).

Figure 38 Tax invoice issuance for VAT-exempted goods

241
Note
If you need the screen displays purchase amount both VAT-exempted
goods and normal VAT-rate goods, you can set in Setup menu no.4
Document Running Number by click on icon Edit (or Alt+E ) on
the needed document such as credit purchase, then edit on the line of
Separate VAT Type in item to be 'Y'.

242
Withholding Tax

In case of paying debt or paying expense that have to deduct the

withholding tax, you have to enter this tax amount in 'Withld'
field in each payments screen and record it at first. Then you have
to press Ctrl+F10 and Alt+A and the below screen will be appeared:

Figure 39 Withholding Tax Information screen

Note
This withholding tax information will be used to print Form 3 or Form
53. If you do not want to print these forms, you can enter only
withholding tax amount and record it without input Withholding Tax
Information.

243
You have to enter all information i.e. Voucher no., Submit to
month and other description as follows:

Name and address of supplier Program will show the

supplier's description automatically when you enter supplier
code (or creditor code).
Payment Type You can click on Magnifying Glass Icon (or F6
) to select income type, see figure below.

Figure 40 Set income type by the program

From above figure, you can see the special value at the end of each
type i.e. [Link] ;tS01,c1,r3 Pay to general person means
you have to submit S01 (Form 1) with condition 1 and 3% tax rate.

Note
t = type (Form?) , c = condition (tax condition), r = rate (tax rate)

Pay Amount is the amount payment.

Tax Rate is rate of withholding tax depending on payment
type.
Tax Amount is calculated by multiplying withholding tax rate
with Pay Amount.
Tax Condition You can select 3 patterns of tax deducting
from salary:
1 - Withholding tax deducting from income.
2 – Paying every time the company pays the tax (salary
payment).
3 – Paying once the company pays the tax (the last salary
payment in case of resign from the company).

244
Tax Group is displayed automatically by the set payment
type.
Savings in social security fund Amount after deducting
from salary will be included in the social security fund.
Savings in reserve fund Amount of reserve fund will be
entered into this screen.

245
Printing Tax Slip

After recording the withholding tax information, if you want to

print tax voucher, you have to press Ctrl+F10 and scrolling to tax
slip as you require, then you can print it by press Ctrl+P . Also you
can press Ctrl+P if there is only one withholding tax.>

246
Chapter 12 Entering Data of
Sales and A/R System
Processing steps of program relating to sales and accounts
receivable procedure are shown as figures below.

Sales and account receivable procedure begins with preparing a

quote or sales order when a customer orders, then you can issue
the sales invoice by either refer to the quotes or sales orders
without the quote or sales order preparation.

Sales invoice issuance in this program has 2 types: cash sales and
credit sales. For cash sales, the program assumes that the
transaction finishes in one step (because it immediately collect

247
cash or cheque). The credit sales has additional steps of cash
receipt when the sales invoice is due.

In additional, you can prepare a billing slip for your customers or

issue a debit note or credit note in case of lower/over billing
amount or damaged goods from shipment (goods return).

248
Before entering data into Sales and A/R
System

There are some data fields referred many times in this chapter, so
we would like to explain how to entering these data :

VAT Type
Discount
VAT Responsibility
Form Printing
Entering Additional Remark

249
VAT Type

To identify the type of item price shown on bill. You can enter the
VAT type as follows :

0 = price exempting VAT

1 = price including VAT
2 = price excluding VAT

For example, if you sell goods in amount of 100.00 Baht, the

VAT are summarized as follows:

For VAT type 0, the program doesn't calculate VAT.

For VAT type 1, the VAT is amount of 6.54 Baht (calculate from
100x7 /107)

For VAT type 2, the VAT is amount of 7.00 Baht (calculate from
100x7 /100)

250
Discount

You can enter the discount in various forms such as:

1500.00 (amount of discount)

10% (percentage of discount)

5+2% (multi-level percentage of discount)

For entering the percentage of discount, you can enter 10% or

10+ which the program will automatically change the symbol '+'
into '%'.

251
VAT Responsibility

For service business such as equipment repair service, installment

sales, you can choose VAT responsibility either accrual basis or
cash basis, which relates to VAT submittance. If you choose
accrual basis, tax point will occur on the date of sales invoice; on
the other hand, for cash basis, tax point will occur on the date you
receive cash or an installment of payment from a customer. In this
program, you can pre-set this type of VAT responsibility or set the
selectable tax basis option when you issue sales invoices (set in
Setup menu 1.4.1 General Information) , which the screen
will show as the figure below.

Figure 1 Choose the tax basis for the sales invoice

Note
The program will display the screen asking for the tax basis only for
the first entered item of service.

252
You can check the recorded sales invoices that what tax basis is
chosen by enter to the sales document you need to check then click
on Collection Item tab, see the line "VAT Response" as figure
below.

Figure 2 Page 3 of sales invoice specifying the VAT

responsibility

In case of you already record the transaction but choose the

incorrect tax basis. To edit, click on Re-post Account icon, the
program displays to ask for VAT Responsibility same as figure 1,
choose the correct tax basis.

253
Form Printing Alt+P

You can print the various forms such as deposit receipt, sales
order, sales invoice as soon as you complete the transaction
record. Click on Print icon in order to select to print to screen,
printer or text file. If you need to know additional details relating
to the form edit procedure, please study thechapter 25 "Form and
Report Modification".

254
Entering Additional Remark Alt+R

For entering the routine transactions; for example, quote, sales

order, sales invoice, if you have the additional details of
transaction which cannot be entered into a data field that the
program provides, you can enter the text or additional remark by
click on Add/Edit Remark icon on the screen. The figure below is
the additional remark on the screen of credit sales which you can
enter the data for 5 lines. Click on icon Save (or F9 ) to record, or
press Esc to cancel.

Figure 3 Entering the additional remark of document

Besides, each item of goods can be added the additional remarks

up to 10 lines by click on Add/Edit Remark icon while you are at
that active item (that item must be completed). Record or
cancellation procedure are the same as the entering remark of
document.

255
 Figure 4 Remark of each item of goods

Note
Entering the remark of each item can be allowed only when you
completely enter that item. Click on desired stock item and click on
Add/Edit Remark icon.

256
Entering data of Sales Order

You can know the total amount of sales order in advance from
customers accumulated in the program in order to manage
inventory for customers' need.

Figure 5 Screen of entering data of sales order

To enter data of sales order, select Sales menu no.3 Sales

Orders. Means of entering the data, please study Chapter 3
"Working with Program". The details of data entered on the screen
of sales order are as follows:

Dept: Specify the department issuing this sales order. If the

department are separately set in Setupmenu no.7
Department, you can click on Magnifying Glass Icon (or F6 )
to select that department, or press Enter to pass if there is no
department formerly set.

257
S/O No.: You can set the program automatically numbers the
sales order by pressing Enter pass a field of sales order
number. If you need to number it by yourself, enter the
needed one.
Date: Date of this sales order.
Customer: If you know a customer code, you can directly
enter it. If not, press Enter to pass, all customer codes and
names you entered in the Customer File will display and are
sort by code or name which you set in Setupmenu 1.4.1
General Information in the part of Customer Search.
Bill to : In the case of issuing sales VAT on behalf of another
company that does not match the customer code in the sales
bill (mostly for companies with branches such as Makro,
Lotus, etc.)
Branch# : Assign the branch number that will be displayed in
the sales VAT report. It will be based on the selected customer
code.
Reference: Texts or notes needed to refer in this sales order.
Salesman: Specify a responsible salesman of this sales order.
Normally, the program displays the salesman codes which are
set in the Customer File. If you need to edit, click on
Magnifying Glass Icon (or F6 ) and select the needed one.
Territory: Specify a territory that the sales transaction occur.
The program displays the territory you specify in the
Customer File menu at first. You can change the territory to
the others by click on Magnifying Glass Icon on the field of
this territory and select the needed one.
Ship Via: Specify the shipment of this sales order by click on
Magnifying Glass Icon to retrieve from the Ship Via Table
which previously set.
Credit Terms: It is a credit term granted to this customer
such as 30 days, 60 days. Normally, the program firstly
displays it which you previously set in the Customer File.
You can change it if you need.
Ship Date: Specify the date for shipment of goods to the
customer, The program normally shows the date same as the

258
date of sales order, you can change it if you need.
Specify ship date on item: In case of you sell many items of
goods which cannot be shipped in the same day, you can
answer 'Y' in this field, the program allows you enter the ship
date for each item.
Price Type: Specify the selling price of each item. You can
specify these selling price including VAT or not by input 0 ,1
or 2.
Ship To: If the customer requests you to ship to other
locations except the customer's normal address, you can click
on Magnifying Glass Icon (or F6 ) to select the shipment
location recorded in the Customer File menu.
Discount: It is discount granted to the customer that the
program retrieves it from the Customer File. If you don't need
to change or grant any discounts, press Enter to pass.
VAT: Enter the VAT rate, then the program automatically
calculates the VAT amount in the field of VAT amount.
Item: Select the item code for sales order. When you press
Enter pass the field of item code, the program displays all
item codes sorted by codes or item name. To quickly search
the items you need, you can enter only 1-2 numbers/letters of
codes/leading alphabets, the program will display all items
leading with these codes/alphabets.
Loc.: Enter the location to pick up the ordered goods to the
customer.
Quantity: You can enter the quantity of goods sold in both big
and small unit. If you enter the quantity over the stock
balance, the program will display warning as figure below.

259
Figure 6 The warning when you enter the quantity over the
stock balance

Unit Price: They are price per unit of these ordered goods,
The program displays the unit price set in the price table for
this customer in the Customer File.
Discount: You can enter the discount of each item either by
amount or by percentage of discount.
Amount: The program calculates by the quantities multiply
the unit price and subtract the discount.

260
Sales Order Cancellation

Order cancellations which are already prepared the sales order

may be canceled some or all items sold. You shouldn't cancel all
documents, but keep these sales history records to analyze later
that why the orders are canceled. The sales order cancellation
method can perform as follows: Select the sales orders document
you want to edit, then click on Back Order in S/O tab.

Figure 7 Entering the quantities of cancelled order

Double click on cancel field to enter some or all quantities of

canceled order, then press Enter to pass the field of cancellation
date to fill in the cancellation date and reason; for example, goods
out of stock, late production, etc. which you can set from
Category Tables menu. Entering the reason of cancellation is
useful for the cause analysis. The program has reports (in Report
menu from Report 1.3.C to Report 1.3.F) which show the
documents of canceled sales order classified by reasons in order to
improve the next sales.

261
Checking the Backorder in Sales Order

After you issue the sales orders, you can check whether the goods
are completely shipped to the customers or not from the Reports
menu 1.3, Backorder Report group by stock code, sales
order or customer. Besides, you can check via the screen of
sales order by click on Back Order in S/O tab which the item
shows the backorder (in Qty Remain column). In case of you
cancel the order, the program displays the quantities of item and
the date of cancellation as shown in figure above.

262
Checking the Shipment of Sales Order

If you want to check the sales orders that which tax/sales invoices
are shipped goods to the customer, click on Shipment tab showing
the ordered items and sales invoice numbers of each item.

Figure 8 Details of shipment according to the sales order

263
Entering data of deposit receive

Sometimes you may receive the deposits in advance from the

customers to confirm the sales each other. These deposits receive
can be deducted the sales invoice issued to the customers.

Figure 9 Screen of entering data of deposit receive

To enter data of deposit receive, you select Sales menu no.1.

Means of entering data of deposit receive via the screen are as
follows:

Dept: Specify the department recording this deposit receive.

Deposit #: You can set the program automatically numbers
the deposit receive by pressing Enter pass its field. If you want
to number it by yourself, you can enter the needed number.
Date: Date of this deposit receive.

264
Customer: If you know a customer code, you can directly
enter it. If not, you can press Enter to pass, all customer codes
and numbers you enter in the Customer File menu will
display and are sorted by code or name which you set in
Setupmenu 1.4.1 General Information in the part of
Customer Search.
Bill to : In the case of issuing sales VAT on behalf of another
company that does not match the customer code in the sales
bill (mostly for companies with branches such as Makro,
Lotus, etc.)
Branch# : Assign the branch number that will be displayed in
the sales VAT report. It will be based on the selected customer
code.
Reference: Texts or notes relating to this deposit receive.
Salesman: Specify the salesman who receives this deposit, if
you don't specify the salesman, press Enter to pass.
Due: In case of the deposit receive contract is prepared, you
can use the due date to check that the customer really decide
to buy whether exceed this due date or not.
Price Type: Specify the deposit amount of each item include
VAT or not by entering price type as 0, 1 or 2.
Note
If you need to take the deposit receive amount to off-set to the
tax/sales invoice amount, the price type in these documents
must be the same type.

VAT: The field of VAT can be blank. When you completely

enter the deposit receive, the program calculates the VAT
amount automatically.
Description: To enter the appropriate notes such as 30% of
deposit receive in advance.
Amount: To enter the deposit amount received from the
customer, then press Enter to pass.
In case of you receive many items of deposit, you completely
enter the data, then press Esc to exit from this recording
screen.

265
 Preliminarily, the program assumes that this deposit
receive in cash. If you need to change means of receiving
which have 2 types to select as follows:
Deposit receive in cash, it is default of the program.

Figure 10 Deposit receive in cash

If you receive the deposit in cheque or others, double click on

blank field below Other Receive column, the program displays
the screen to select the means of receiving as shown in figure
below, respectively. In case of cheque, you enter the details of
cheque number, cheque date, bank code and cheque amount,
then press Enter until the transaction is recorded.

Figure 11 The screen after double click on blank field below

Other Payment column

However you can select to receive partially in cash and the

remaining in cheque. You have to check that the total amount
and the receive amount always equal.

266
Entering Data of Sales

You can select two types of sales in the program: cash sales or
credit sales, which the accounting entries and accounts receivable
records are quite different. For cash sales, the program
immediately records cash or cheque amount received from
customers, no account receivable are recorded; on the other hand
the credit sales, the program records individual account receivable
and you will collect when the due date arrive.

Details of screen of cash sales and credit sales are similar, so we

explain only credit sales as follows:

Figure 12 Screen of entering data of credit sales

To enter data of credit sales, you select Sales menu No.4, you can
study the method of entering data from Chapter 3 "Working with
Program". The details of data entered in screen of credit sales are
as follows:

267
Dept: Specify the department issuing this credit sales. If you
already set department separately, you can click on
Magnifying Glass Icon (or F6 ) to select the needed
department.
Invoice No.: You can set the program to automatically
numbers the sales invoice by pressing Enter pass the field of
this sales invoice. If you need to number it by yourself, you
can enter the needed one.
Date: Date of this sales invoice.
Customer: If you know a customer code, you can directly
enter it. If not, press Enter to pass, all customer codes or
names will display which depend on you set in Setupmenu
1.4.1 General Information, the part of 'Customer Search'.
Bill to : In the case of issuing sales VAT on behalf of another
company that does not match the customer code in the sales
bill (mostly for companies with branches such as Makro,
Lotus, etc.)
Branch# : Assign the branch number that will be displayed in
the sales VAT report. It will be based on the selected customer
code.
S/O No.: In case you already enter the sales order of this
customer, click on Magnifying Glass Icon (or F6 ) to retrieve
the referred sales order. It is comfortable for you, not enter
any data of sales by yourself and reduce any errors of
improper entering referred to the recorded sales order.

268
 Figure 13 Click on Magnifying Glass Icon to retrieve all sales
orders issued to the customers referred

To press Enter to select the sales order you need to refer to this
sales invoice. The program displays the items in the sales order
as figure below.

Figure 14 Screen displays the items after you press Enter to select
the needed sales order

You select the item you need to ship (if you need all, click on
Magnifying Glass Icon (or F6 )), the program displays the
screen to select the location, ship quantity (all or partial ship),
unit price, discount and specify whether these items are
premium or not as figure below.

269
 Figure 15 Entering data of goods sold

When you completely select the items you need to sell, the
program backs to the previous screen again which the triangle
symbols show in front of the selected item codes, you select the
items you need, then press F5 to record the transaction.
Reference: Texts or notes you need to refer to this sales
invoice.
Salesman: Specify the salesman code responsible for this
sales invoice which is useful to check the sales volume sorted
by each salesman. Normally, the program displays the
salesman codes previously set in the Customer File and
referred by this sales invoice. If you need to edit, click on
Magnifying Glass Icon (or F6 ) and select the needed
salesman code, If not, press Enter to pass.
Territory: Specify the territory that the sales transaction
occurs for sales analysis by territory same as by salesman. The
program firstly displays the territory you specify in the
Customer File; however, you can change to the other
territories by click on Magnifying Glass Icon on the field of
territory and select the needed one. If not, press Enter to pass.
Ship Via: Specify the shipment which the program shows on
the tax invoice form issued to customers, If you don't need
specify, press Enter to pass.
Due: It is a credit term you grant to a customer. The program
will retrieve the data you set in the Customer File and
calculate the due date automatically.

270
Price Type: Specify the selling price of each item. You can
specify the selling price including VAT or not by entering 0, 1
or 2.
Ship To: If the customer requests you to ship to other
locations except the customer's normal address, you can click
on Magnifying Glass Icon (or F6 ) to select the shipment
location you enter in the Customer File.
Discounts: It is discount granted to the customer that the
program retrieves it from the Customer File.
Deposit: If you previously receive the deposit from this
customer and record this transaction in the Deposit
Receipts menu, the program will display a dialogue asking
you while you press Enter pass the field of "Deposit" that you
will take the deposit receive amount deduct from this sales
invoice or not. If you need to deduct, answer "Confirm", If
you don't, answer " Cancel ".
VAT: To enter the VAT rate and the field of VAT amount can
be blank. When you enter all items sold, the program
automatically calculates VAT amount.
Item: To select the item code you need to sell, press Enter
pass the field of item code which the program displays all
item codes sorted by code or name as you set in Setupmenu
1.3.1 General Information. To quickly search the item, you
can enter only 1-2 numbers/letters of codes/alphabets, the
program will display all item names leading with these
codes/alphabets.
Note
Always you can check the balance of inventory as at the date you
sell by pressing Shi +F4 , then enter stock code, location and the
date you need to check the balance, after that press Enter , the
program shows the balance of inventory as at that date.

Loc.: To enter location (location) or godown you need to ship

the goods sold.
Quantity: To enter the quantity of goods sold, you can select
the big and small units.

271
 Unit Price: The program displays the selling price for this
customer you set in the Price Table in the Customer File
menu.
Sales Unit of Measure and Ratio to Stocking UOM: If you
allow to change the sales unit of measure (in Setupmenu
1.4.1 General Information), you should specify those units as
to piece, dozen, etc., and also the multiplier is correctly small
unit.
Discount: You can enter the discount of each item either by
amount or by percentage.
Amount: The program calculates the amount on the basis of
quantities sold multiply unit price and subtract discount of
each item.

After completely record of the first sales transaction, the program

automatically displays a new entering for the incoming next sales
transaction by the same method as the one described earlier.
When you completely record the sales transactions, press Esc to
exit the Menu.

If selling lower than cost or the credit sales over credit limit for a
customer, the program will display a warning on the screen while
you record the item. The figure below shows the warning of sales
lower than cost. Beware that the program only shows warning for
notice, it still allows to perform billing.

Figure 16 Warning in case of sales lower than cost

272
Another case of warning when you issue the bill is which credit
sales over credit limit for a customer. The program displays the
screen asking for a password of an authorized person. For this
case, you can set the fixed amount of credit limit for each level of
authorized person in Setupmenu 1.4.1 General Information
page 2.

273
Entering Data of A/R Debit Note

If you issue a bill in lower selling price, you can issue debit note
for this customer. To enter the data of debit note, go to the
Finance menu 1.3, which the details are as follows:

Figure 17 Screen of entering data of debit note

Dept: Specify the department issuing this debit note. If the

departments are separately set, you can click on Magnifying
Glass Icon (or F6 ) to select the needed department.
Debit Note #: You can set the program automatically
numbers by pressing Enter pass the field of this debit note. If
not, you can number it by yourself by directly entering the
needed number.
Date: Date of this debit number.

274
 Customer: To enter the customer code you need to issue
debit note.
Bill to : In the case of issuing sales VAT on behalf of another
company that does not match the customer code in the sales
bill (mostly for companies with branches such as Makro,
Lotus, etc.)
Branch# : Assign the branch number that will be displayed in
the sales VAT report. It will be based on the selected customer
code.
Invoice #: To click on Magnifying Glass Icon to retrieve the
outstanding sales invoice of this customer code in order to
select the one you need to issue debit note. Then the program
displays the amount of goods or service in the sales invoice
you refer as shown in figure below, to press Enter to pass.

Figure 18 Show the amount of goods or service in sales

invoice you refer

After entering the sales invoice number, the program takes

the data such as salesman, territory, of the invoice to fill in
their fields of debit note automatically.

Reference: Texts or notes you enter in this debit note.

When you press Enter pass the field of discount on the bottom
of screen, the program displays the item in the referred
invoice, then press Enter on the item you need to add billing,
the screen shows as figure below.

275
 Figure 19 Item in the referred invoice

If you know that what item is added billing, you should enter its
stock code to enable the sales analysis report to be more complete.
However, A/R debit note is only increase the accounts receivable
balance, not effect to the stock balance. The field of quantity and
unit price may be either entered data or not. The field of amount
may be only entered the adding amount. After completely entering
data, the program shows a triangle symbol in front of the selected
items and wait you to select the next items. When you finish
selecting, press F5 to record the transactions. The program
displays asking that this debit note will receive from customers in
cash or hold to gather the other bills in the next collection process.

276
Figure 20 Option to be taken whether you receive in cash or hold
to the collection process

277
Allowance/Sales Return

If you need to give the customers allowances for many reasons

such as over selling price, the details you enter on the screen are as
follows:

Figure 21 Screen of credit note/sales return

Entering data of allowances or sales returns from customers, to

select Finance menu 1.4 which the details are the following:

Dept: Specify the department issuing this credit note. If you

already set the department in Menu separately, you can click
on Magnifying Glass Icon (or F6 ) to select the needed one. If
not, press Enter to pass.
Cr Note #: You can set the program automatically numbers
the credit note by pressing Enter pass the field of credit note

278
 number. If you need to number it by yourself, enter the
needed one.
Date: Date of this credit note.
Customer: Enter the customer code you need to give an
allowance.
Bill to : In the case of issuing sales VAT on behalf of another
company that does not match the customer code in the sales
bill (mostly for companies with branches such as Makro,
Lotus, etc.)
Branch# : Assign the branch number that will be displayed in
the sales VAT report. It will be based on the selected customer
code.
Invoice No.: Click on Magnifying Glass Icon (or F6 ) to
retrieve the outstanding invoices to select the one you need to
give an allowance. Then the program displays the amount of
goods or service in the referred invoice, press Enter to pass.

Figure 22 Show the amount of goods or service in the

referred invoice

After entering the invoice number, the program retrieves the

data such as salesman, territory, in the invoice to fill in the
screen of credit note automatically.

Reference: Texts or notes you need to refer in this credit

note. If not, press Enter to pass.

When you press Enter pass the field of discount, the program
displays the items in the referred invoice as figure below.

279
 Figure 23 Item in the invoice referred

To press Enter on the item given allowance or sales return, the

screen will display as figure below.

Figure 24 Choose either return shipment or decrease credit

balance

In case of you give only allowance, answer 'N' in the field of

Return Stock?. The program only decreases the credit
balance of this customer, the stock referred in this invoice
doesn't effect. The field of quantity, unit price and discount are
leave to blank, you just enter the amount of allowance in the
field of amount. Press Enter to pass when you finish.
In case of sales return, answer 'Y' in the field of Return
Stock?. The program records the returned goods to stock
account and decrease the credit balance of this customer. You
enter the quantity of returned goods and check whether the
field of amount is correct or not, then press Enter to pass.

Figure 25 Screen shows after selecting the item of allowance or

sales return

280
There is a triangle symbol show in front of the selected item
which the field of Item shows the number of selected items.
When you finish selecting the items, press F5 to record the
transaction.

281
Entering Data of Bill Slip

After you complete the credit sales transaction, if your company

has the bill collection procedure before receiving, select on the
screen of Finance menu 1.1, A/R Bill Collection List to
perform this procedure.

Figure 26 Screen of entering data of bill collection

When you enter to the screen of A/R bill collection list, details of
entering data are as follows:

Dept: Specify the department issuing this bill slip. If you

already set the departments separately, click on Magnifying
Glass Icon (or F6 ) to select the needed one. If not, press
Enter to pass.
Bill No.: You can set the program automatically numbers the
bill by pressing Enter pass the field of bill number. If you need

282
 to number it by yourself, enter the needed one.
Date: Date of this bill slip.
Customer: If you know a customer code, you can directly
enter it. If not, you can press Enter to pass, all customer codes
and names you previously set will display.
Term: The program automatically retrieves this customer's
term of payment previously set in the Customer File.
Remark: Texts or notes you specially need to enter.
Date Bill Out: It is the date which a bill collector bill to the
customer. This date may differ from the bill date.
Appointment: It is the date which a customer appoint you to
receive the money. You can enter this date immediately if you
know the exact date. If not, this field can leave to blank.

After entering data completely, the screen displays the

outstanding invoices of this customer code as shown in figure
below.

Figure 27 Screen displays the invoice number to select for bill

collection

Then you select the invoice number you need to bill by pressing
Enter , the program displays a triangle symbol in front of the
invoice number. You can select the invoice to bill more than one
invoice. The number of all selected invoices are shown on the
'item' field at the bottom of screen. To press F5 to record the
transaction.

283
Entering the Appointment Date

In case of you don't enter the appointment date in the screen of

A/R bill collection list, you can enter it afterward on Appoint to
Payment menu by selecting Finance menu 1.2.

Figure 28 Select the bill and enter the appoint to payment date

You can print report 1.6.2 Submit Bill Slip sort by

Appointment Date in order to assign the bill collector to receive
the money.

284
Cash Receipt Procedure

Cash receipt is reduction of the outstanding debt of each

customer. Entering data of cash receipt by selecting Finance
menu 1.5, the entered details are as follows:

Figure 29 Screen of cash receipt

Dept: Specify the department issuing this receipt. If you

already set the department separately, you can click on
Magnifying Glass Icon (or F6 ) to select the needed one. If
not, press Enter to pass.
Receipt No.: You can set the program automatically numbers
the receipt by pressing Enter pass the field of receipt number.
If you need to number it by yourself, you can number the
needed one.
Doc. Date: Date of this receipt issued to a customer isn't
necessary the same as the field of date receive from this

285
customer.
Customer: To enter the customer code you receive cash.
Bill to : In the case of issuing sales VAT on behalf of another
company that does not match the customer code in the sales
bill (mostly for companies with branches such as Makro,
Lotus, etc.)
Branch# : Assign the branch number that will be displayed in
the sales VAT report. It will be based on the selected customer
code.
Salesman: To enter a salesman code receiving cash from this
customer.
Then the program displays the outstanding invoices of the
customer code which is referred as shown in figure below.

Figure 30 Screen displays the outstanding invoices

When you press Enter to select the invoice number you need
to receive, the program displays the screen asking the amount
of cash received as shown in figure below. You can enter
partial or full pay amount.

286
 Figure 31 Specify the amount of cash received

Note
In case of receiving of service or installment income and their
sales orders are issued with VAT responsibility in cash basis. The
screen you enter the received amount has a line for entering VAT
amount (as figure shown) which the program automatically
calculates.

You can select more than one invoice for one receipt by
performing the steps as described earlier. There are triangle
symbols in front of all selected invoices which and the item
field shows the numbers of selected invoice. After completely
entering, press F5 to record the transaction. Preliminarily,
the program warns as figure shown below that you don't
select the type of receiving: cash, cheque others, yet.

287
Figure 32 Warning in case you don't enter type of receiving

After completely entering data, you select one from two

types of receiving as the following.
Receiving in cash: Click on icon Edit (or Alt+E ) and then
press Enter pass the field of cash, enter the amount of cash
received and continuously press Enter to pass for recording
data.

Figure 33 Entering the amount of cash received in the

'Cash' field

Receiving in cheque: double click on blank field below

Other Receive column which the screen displays to select type
of receiving as shown in figure below, respectively. To select
cheque, then enter cheque number, cheque date, bank code
and cheque amount. When you press Enter to pass, the
program displays the previous screen again in order to receive
more than one cheque. In case of receiving only one cheque,
you press Esc so the program records the data immediately.

288
 Figure 34 Screen after double click on blank field below
Other Receive column

Receiving in others such as credit card which you can

perform same as receiving in cheque. If receiving in bank
transfer, you only enter the date and amount of bank transfer
on the field of amount paid.

However you can select to receive partially in cash and the

remaining in cheque. You should consider that the field of
Invoice Payment is equal to the amount in Total Payment
field. In additional, in case of cheque which amount exceeds those
selected invoice, the remaining amount of cheque can be offset the
next outstanding bill collection (must be the same customer). For
example, if you receive 53,500 Baht per invoice whereas the
customer pays cheque in amount of 60,000 Baht, the remaining
6,500 Baht of cheque amount (shows in the field of Remain
Amt) can be offset the next receipts. On the due date of next
receipt, you select the receipt and receiving in cheque from Menu
(by double click on blank field below Other Receive column and
select receiving in cheque), then press Enter on the field of Other
Receive (not enter any cheque number), the program displays
remaining cheque from receipt as shown in figure below, select the
needed cheque number.

289
 Figure 35 To select the cheque number with remaining amount
from previous receiving

If you don't take the remaining amount of these cheques to offset

the next receipts, you can take them to record as income (explain
details in Chapter 13 "Entering Data of Bank System".

290
The Differences of Receiving

If you receive lower or over the bill amount ; for example, in case a
customer disburse late which he/she have to pay you a fine or an
interest, or you grant a customer a cash discount if he/she settle
before due date, or the withholding tax you are deducted. In these
cases, after you select the tax invoice in order to receive and record
the transaction, click on icon Edit (or Alt+E ) to enter this
difference on the bottom of screen. For the difference of receiving
over tax invoice, or receiving lower than tax invoice, or prepaid
withholding tax, you enter on the field of Interest Income,
Discount or Withholding tax, respectively.

Figure 36 To enter the difference of receiving on the bottom of

screen

Beware that entering the difference of receiving have to perform

before selecting type of receiving (cash, cheque or others). When
you finish entering these differences and recording the transaction
by click on Save icon or Enter to pass, the program displays a
warning as shown in figure below, you click to pass and then select
the type of receiving again.

Figure 37 Warning of entering difference of receiving

291
Entering of other income

Apart from the normal income, you may record other income; for
example, in case of test data of Express Software Group
Co.,Ltd. have the computer repair service seldom occurring apart
from the computer sales.

Figure 38 Screen of entering other income

Entering data of other income, you select Sales menu no.5. The
details of entered data are the following:

Dept: Specify the department recording this other income. If

you already set the department separately in Setup menu,
you can click on Magnifying Glass Icon (or F6 ) to select the
needed one. If not, press Enter to pass.
Document #: It is a slip number of this other income. You
can set the program automatically number the income slip by

292
pressing Enter pass this field. If you need to number it by
yourself, enter the needed one.
Date: Date of this document.
Customer: If you need to specify the customer code, you can
directly enter it or click on Magnifying Glass Icon (or F6 )
which all customer codes and names you previously enter in
the Customer File will display. If it is a little amount of
income or unnecessary to record, you can press Enter to pass.
Bill to : In the case of issuing sales VAT on behalf of another
company that does not match the customer code in the sales
bill (mostly for companies with branches such as Makro,
Lotus, etc.)
Branch# : Assign the branch number that will be displayed in
the sales VAT report. It will be based on the selected customer
code.
Description: Texts or notes relating to this income. If you
don't need to specify, press Enter to pass.
Price Type: Specify the amount of income of each item
including VAT or not by entering 0, 1, or 2.
VAT: You can leave the blank field of VAT amount. When you
completely enter all other income, the program automatically
calculates the VAT amount.
Income Code/Description: Select the needed income code
by pressing Enter pass the field of income code, the program
displays all income codes, press Enter to select the needed
one.
Dep.: If you need the program record the other income
accounts separated by department, you enter the needed
department code. If you need to record in total amount (not
separated by department), press Enter to pass the field of this
Department.
Amount: To enter each income amount, then press Enter to
pass.
If you receive other items of other income, you can enter all.
When you need to record the transaction, press Esc .
Preliminarily, the program assumes that these other income

293
 receive in cash. If you need to change type of receiving: 2
types as follows:

Receiving in cash: It is the normal value of the program.

Figure 39 Receiving in cash

Receiving in cheque or others: Double click on blank field

below Other Receive column. Method of entering data of
cheque is same as cash receipt procedure.

However you can select receiving partially in cash and the

remaining in cheque. You should consider that the field of Total
Amount is equal to Pay Amount field.

294
Premiums

When you enter data in documents such as quote or sales order

without entering any unit price (in amount of 0.00 Baht), the
program displays texts as figure below.

Figure 40 Screen in case you don't enter any unit price

In case you intend to give a customer the premium, select Yes . In

case of erroneous entering and you need to enter unit price again,
select Re-entry . If you intend to quote or sell without premiums
(but you need the 0 Baht of unit price), select No .

295
VAT-Exempted Goods

If you enter data referring the item code; for example, screen of
sales, quote, sales order which goods exempts VAT (you already
set the VAT exemption on Stock menu no. 2 Stock File), the
program calculates VAT in this sales invoice for only goods
including VAT. As the example in figure below, if the first item
exempts VAT, the program calculates VAT just for the second
item. (Sales amount 1,000 x 7% = 70)

Figure 41 Tax invoice issuance for VAT-exempted goods

Note
If you need the screen displays sales amount both VAT-exempted
goods and normal VAT-rate goods, you can set in Setupmenu no.4
Document Running Number by click on Edit icon on the needed
document such as credit sales, then edit on the line of Separate VAT
Type in item to be 'Y'

296
Chapter 13 Entering Data of
Bank System
Daily transaction i.e. bank deposit, money withdrawal or bank
transfer should be kept in a record to evaluate the outcome by the
program.

Systems relating to Deposit Account

Cash deposit with bank account

Cash withdraw from bank account
Bank transfer
Income from bank i.e. interest
Expenses from bank i.e. fees or tax
Cheque withdraw from bank

297
Entering Data about Deposit Account

Go to Finance menu 3.6 to enter deposit account movement. The

methods of the data entry are similar to many systems so there are
two referred examples for cash deposit and bank transfer.

Cash Deposit

Cash deposit by going to Finance menu 3.6.1 Cash Deposit,

see figure below:

Figure 1 Cash deposit screen

Dept Entering the department that you have recorded cash

deposit transaction into it.
Reference # Entering reference number from deposit
document that you can give the number by yourself or let the
program do automatically by pressing Enter at this field.
Date of cash deposit.
Remark or message referring to this cash deposit.
Pay-in Bank Entering bank code into 'Pay-in Bank' that you
can click on Magnifying Glass Icon (or F6 ) to retrieve set
deposit account description.
Amount of this deposit

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 Bank Transfer

Bank transfer i.e. transferring money from one current

account to the other by going to Finance menu 3.6.3 Bank
Transfer, see figure below:

Figure 2 Bank Transfer screen

Dept of this transaction.

Reference # of bank-transfer document that you can give the
number or let the program do automatically by pressing Enter
to pass.
Date of this transfer.
Transfer From Entering bank code that you want to transfer
money out of this bank or you can click on Magnifying Glass
Icon (or F6 ) to retrieve the set bank codes from Bank
Account File menu.
Into means bank-code entry that you want to transfer into
this bank. This data entry is same as 'Transfer From' that you
can click on Magnifying Glass Icon (or F6 ) to retrieve the set
bank codes from Bank Account File menu.
Amount of this bank transfer.
Bank Charges from this transfer, if any.

After completion of data entry, program will display total

amount in 'Net Amount' field automatically which can be
saved by pressing Enter and OK to confirm.

299
Working Processes of Cheque in the
Program

The program has control system for cheque receivable and payable
i.e. program will not add cheque receivable into the balance if that
cheque cannot be cleared from the bank.

If you want to know how to Entering Beginning Balance of Cheque

you can click here.

300
Cheque Status

Program has Cheque Status to separate cheque from each process

i.e. the first step of cheque receivable is 'Cheque on hand'. The
status will be changed to 'Cheque clearing' when this cheque is
deposited. The final step is 'Cleared cheque' when this cheque is
cleared. You can vies cheque status from Finance menu 3.3
Cheque Receivable, see figure below:

Figure 3 Cheque Receivable screen

You can view cheque payable status from Cheque Payable (at
Finance menu 3.5) that has two sub statuses: 'Cheque
Payable' and 'Cleared Cheque'. The cheque payable has no
deposit process.

All Cheque Statuses in the Program.

301
Cheque Deposits

In the case of getting cash receipt or other income by cheque or

credit card, you have to clear cheque with bank. So the next
cheque status is changed from 'Cheque on hand' to 'Cheque
Clearing' that is easy for checking and following each cheque
movement. The important thing is no increasing balance in the
deposit account for this cheque deposit process until it is cleared
(be mentioned in the next topic).

Go to Finance menu 3.1 for cheque deposit transaction then

select either Deposit Slip or None Deposit Slip.

Figure 4 Cheque Deposits menu

Using Deposit Slip

Pay-in Slip is prepared in the program for depositing many cheque

receivables in one time by entering deposit dates and banks only
one time. In addition, pay-in slip format can be printed if you
select Cheque Deposit, see figure below:

Figure 5 Choices in Cheque Deposit topic

Then select Cheque Deposit, see figure below:

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 Figure 6 Pay-in Slip screen

Entering all descriptions into this screen i.e. department, deposit

slip #, deposit date. In 'Bank' field, you should enter bank codes
for all cheque receivables (already set in Bank Account File menu).
Also, pressing Enter at the Tax Invoice # and Date (because
data will be added into these fields only for discounting cheque).

Figure 7 Selecting some cheques for deposit

You should select cheque no. to deposit in this pay-in slip that can
be selected many cheques in one time by pressing Enter at each
cheque transaction. Program will show triangle mark in front of
selected cheque and the amount of selected cheques in 'Item'.
Click on Proceed button to save all data after finish adding
process, see figure below:

303
 Figure 8 Pay-in Slip screen after saving alldata

If bank charges your fees, you should edit information and enter
fees in 'Less Bank Charges'. The important thing is you cannot
select some cheque in pay-in slip to cleared. If you want to clear
cheque, you have to clear the whole pay-in slip.

Non Deposit Slip (depositing each cheque).

Users can select each cheque from all cheque no. (cheque
receivable status) by entering pay-in date and drawee. If you do
not want deposit too many cheques in one time and unnecessary
to print pay-in slip form, you can follow this topic.

Figure 9 Displaying each cheque for deposit

304
Deposit method is selecting required cheque no. and entering
Bank Account and Pay-in date, see figure below:

Figure 10 Selecting bank and pay-in date

You have to enter bank code and pay-in date. If that bank deducts
charges, for example, cheque received from suburban owner, you
have to enter these charges in 'Bank Charges'. After finish all
adding data, the screen will be returned to the original screen
(figure 9) that can notice from a mark in front of selected cheque.
If you want to deposit other cheques, you can follow the same
method. When you finish all transactions, click on Proceed button
to save.

305
Cheque Receivable Clearing

When you receive bank statement, it will appear the cleared

cheques. These transactions have to be recorded into the program
to adjust the deposit balance to be equal with deposit account in
the bank. Cleared cheque has divided into two formats depending
on deposit method.

Deposit Slip Case

Go to Cheque Deposits menu (Finance menu 3.1), selecting

required deposit slip and click on Cheque Cleared icon to record
Cheque Cleared (the whole deposit slip), see figure below.

Figure 11 Clearing cheque receivable with deposit slip case

Depositing each cheque case

If you select to deposit each cheque, cheque clearing is different

from cheque deposit with pay-in slip. Go to Finance menu 3.2
Cheque Receive – Cleared.

Pressing Enter to pass cheque receivable into deposit account. If

you still do not deposit cheque, program will display the figure
10 to enter data. In addition, when you finish deposit cheque,
program will display data of this deposit automatically. Then you
have to press Enter until there is a triangle mark in front of cheque
no. followed by click Proceed button (see figure below) to enter
date cleared (from bank statement). The next step is to press Enter
to confirm data recording. After finish this process, cheque status
is in 'Cleared cheque'.

306
Figure 12 Entering Date Cleared

307
Cheque Payable Clearing

You can set cheque payable to be cleared automatically from your

account when it is due by setting in Setupmenu 1.6 Finance
and Banking. If you want cheque payable to be cleared by
yourselves, go to Finance menu 3.4 Cheque Paid - Cleared
and press Enter to select cheque no. Then you have to enter
cleared date informing in the bank statement, press F5 to process.

Figure 13 ClearCheque Paid screen (similar to Record Cheque

Cleared screen of ChequeReceivable)

308
Cheque Returned

If cheque receivable has problem i.e. unavailable money in the

account that bank refuses to pay, you can keep it in a record to
follow later or to adjust credit of that customer.

Go to Finance menu 3.3 Cheque Receivable to record cheque

returned and click on Record Cheque Returned icon.

Figure 14 Recording Cheque Returned menu

Program displays messages (see figure below) to confirm this

record, press OK .

Figure 15 Confirming this record of chequereturn

Then entering return date from bank and the customer name will
be appeared automatically in the Remark field. After finish return-
date entry, pressing Enter .

309
 Figure 16 Entering Return Date

There are messages to inform this complete record of returned

cheque. You can notice that the cheque status is changed to
"Reclearing Cheque' and this cheque no. will be recreated with
'Cheque Returned' status.

Figure 17 Warning messages after recordingReturn Cheque

Figure 18 Two same cheque no. with different status

You can operate this cheque by two methods: communicating with

customer to deposit enough money into his account and reclearing
this cheque (recorded as cheque returned) with bank. The other
method is asking this customer to sign new cheque.

310
The first method is to clear 'Reclearing cheque' with bank again
by following the above steps. The second method is to edit cheque
no. (being 'Reclearing cheque' status) to be new number.
Program will keep record of 'Cheque returned' that you can
control and analyze financial status of each customer.

311
Making payment by Cash instead of
changing new cheque

If customers agree to make payment by paying cash to recover the

returned cheque, you have to set the other account into the
program by going to Deposit Account menu (at Finance menu
3.7 Bank Account File). Then entering the following
information:

Figure 19 Setting Bank Account with Cash G/L Account #

reference

Bank Code with short code as required.

Account Name with meaningful messages to understand
clearly i.e. 'Customer make payment by cash (Instead Cheque
Returned), from above figure.
Branch with any messages as required.
Bank Account No. will be left a blank.
Short Name will be filled any messages as required.
G/L Account # Click on Magnifying Glass Icon to select Cash
account no. from accounting chart.

312
When you want to change reclearing cheque to be cash, go to
Finance menu 3.2 Cheque Receive - Cleared, then pressing
Enter at that cheque no. After that program requires you to enter
bank code, you should enter set cash bank. Then program will
record this transaction into journal book by:

Debit
Cash Credit
Cheque
receivable

313
Post Outstanding Amount to income

If cheque receivable is higher than debt amount (specifying in the

invoice), the different amount (noticing from 'Outstanding' field
from the cheque receivable screen that has remaining amount)
can be deducted from other debt amount from that customer.
Whenever you do not want to write-off this different amount from
that customer's debt account, you can add it to be other income by
going to Cheque Receivable menu and selecting cheque no. to
write-off balance:

Figure 20 Post Outstanding Amount to Incomemenu

Click on 'Post Outstanding Amt to Income' icon. The screen

will appear a messages for users to confirm this write-off balance
that you can click OK to confirm.

Figure 21 Confirming write-off balance to income

Program will record different amount to be income in the journal

book by posting into the same transaction with Cheque Receivable
clearing.

314
Cheque Printing

You can print cheque from cheque payable screen by selecting

required cheque and click on Print icon to print. If you want to
know details of editing form, you can study details in chapter 25
"Form and Report Modification".

315
Chapter 14 Entering the Stock
Daily Transaction
Sometimes you have to enter extra transactions i.e. giving stocks
as samples to customers, deducting damaged stocks, stock
checking etc. or any other transactions related to stock. You can
use daily stock recording to manage these working data entries.

Data Entry Method

There are many sub menus in Stock Daily Transaction menu

that have similar data entry method. You can study adding,
editing, deleting, or canceling from chapter 3 Working with
Program. For Stock Daily Transaction menu, go to Stock
menu no.1 that you will see 4 sub menus:

Internal Issue

Location Transfer

Quantity Adjustment

Cost Adjustment

316
Internal Issue

Consisting of sub menus:

Internal issue

Material Issue for Processing

Issue for Sample

Defect Stock

Figure 1 Internal issue recording screen

Figure 1 is the internal issue that has the following details for data
entry:

Document No. of this internal issue of pressing Enter for

automatically number running by program.

317
 Date of stock issuing.
Department which issue stock.
Remark or messages of this stock issuing.
No. of item is ordered by program automatically.
Stock Item by entering stock code or you can click on
Magnifying Glass Icon to retrieve the stock item from stock
master file.
Loc. Enter the location code that stock is reduced. You can
click on Magnifying Glass Icon (or F6 ) to view the set code.
Qty. of stock that issued.
Ratio to Stock'g UOM If you have many stock unit code for
stock receipt and payment, program requires you to specify
issued unit and ratio after pressing Enter , see figure below:

Figure 2 You can specify unit code and ratio

Unit Cost is shown automatically that depends on the cost

calculation method (FIFO, Average).
Amount is calculated by multiplying Qty. with Unit Cost.

If there are more than one item in this document, you can enter
the next stock item with same method as mentioned above. You
can press Esc to save data when there is no more transaction.

Sub menus in internal stock have similar processes that the stock
deduction but different in accounting record (for Perpetual
method but no accounting record is for Periodic method).

318
 Stock is deducted and recorded in journal
Sub topics book as

Internal issue Using office equipment

Material Issue for Work in process

Processing

Issue for Sample Expenses-asking stocks as samples

Defect Stock Cost of goods sold

319
Location Transfer

This sub menu is for stock relocation from one place to the other
place. For example, your company has many branches in many
areas and you want to relocate stock among branches or between
window presentation and inside store.

You have to specify document number, date, from location, to

location, stock item, and quantity.

Figure 3 Relocate stock screen

From above figure, the stock is relocated from head office to sales
office. So program will reduce stock from the first location and
add stock to the ending location.

320
Quantity Adjustment

Sub menus are as follows:

Quantity Adjustment

Finished Goods from Process

Physical Count Adjustment

If you want to adjust stock from extra transaction i.e. monthly or

yearly physical count adjustment, you can proceed this menu. You
have to enter date, document number, stock item, location and
amount. If stock is decreased, you have to enter minus mark with
quantity. In addition, if stock is increased, you have to enter plus
amount. The unit cost field will be calculated by your method if it
is the stock reduction. Also, you have to manually enter unit cost if
it is the stock increment. The final field is the amount field that
will be calculated automatically by the program.

321
Figure 4 Physical Count Adjustment screen

322
Cost Adjustment

Cost Adjustment

Freight Adjustment

Insurance Adjustment

If your company do the business by importing goods, cost is

included freight, custom fee, etc. Also, cost might be adjusted for
competition, exchange rate.

Figure 5 Cost Adjustment screen

The data entries of this sub-menu is similar to internal stock and

relocate stock. If your stock is set with First in, first out method
(FIFO), you have to specify lot no. that you want to adjust cost
(overall cost). For the amount, you have to enter adding cost or
reducing cost by multiplied it with the quantity i.e. original unit

323
cost is 10 baht that is increased to 12 baht with 200 quantities (12-
10) x 200 = 400.

If your cost calculation method is Average, it is unnecessary to

enter the lot. You have to enter amount for adjustment that
program will calculate the average with all ending balance.

324
Product Serialize

If your product are required for the guarantee i.e. one year
guarantee and service has to be recorded. So product serialize can
manage information in the function of repairing service, changing
spare parts.

Figure 6 Product Serialize screen

The above screen has the following information:

Product No. is the stock code or serial number.

Serial No. for product reference. For example, a customer
wants to repair computer accessory (i.e. CD-ROM), you can
refer to computer code or computer's serial number. For
another example, you can refer to car number if there is a
guarantee for car's air conditioner.

325
Reference No. to refer the information of product if product
number cannot refer any meaning.
Product Group that has the guarantee. You can click on
Magnifying Glass Icon (or F6 ) to view your set product group
in the Category Tables menu.
Description or name of product code.
Sales Date of this product.
Expired date of the guarantee.
Customer Code for customer who buys products.
Salesman or person who sells this product.
To record service information in the below table, double click
on blank area in table below of this screen to add the
following information:

Date of bringing stock for repairing, changing spare parts.

Service by filling officers' names that give service to
customers.
Description is messages you want to record about this
service.

326
Printing Warranty Card

You can print warranty card by click on Print icon after record all
information.

Figure 7 Warranty card printed by program

Also, you can print service report by click the arrow beside Print
icon then select 2 Print Report and select printing on screen,
printer, or text file. The following figure is the printed report on
screen.

Figure 8 Service information report

327
Physical Count Processing

It is important to set the counting period i.e. once per year or

twice per year to check stock balance for compare the real stock
balance and the stock balance in Express. Stock might be
depreciated or lost that causes the incorrect stock balance and
made the business operation has errors i.e. receiving purchasing
orders from customers without stock to delivery. Another example
is financial statement is not real in fact that make you have to pay
penalty to the government.

After click at Stock menu no.6 Physical Count Processing,

you will see the eight sub menus, see figure below:

Figure 9 Physical Count Processing menu

The important topics for this physical count processing are 1, 3,

and 6 and other topics are to facilitate this physical count
processing i.e. printing inventory worksheet.

1. Generate Worksheet
Selecting sub menu 'Generate Worksheet', see figure below:

328
Figure 10 Setting stock location and stock forchecking

Replace Existing Worksheet means deletion the last

physical count information. If it is the first time of
checking, you can reply 'Y' or 'N'. In addition, you have to
reply 'Y' to delete the previous balance checking if it is
not the first time. This information deletion does not
affect the stock balance because it is only to delete
previous information out of the menu 'Record Quantity
Counted'. This menu will be mentioned in the next topic.
Location From… To… You can select one location or
many locations for stock checking.
Stock Code From…To… by specifying stock code that
you want to check. Also, you can select some items or all

329
 items.
Count Date is the stopping date in Express for stock
counting. For example, you check stock on 31st January
and record this information on 5th February. So you have
to record 31st January as Count Date. For another
example, you use many days for this stock counting,
however, you have to record the final date with the
ending balance into the program. The important thing is
that no movement of any transaction during the counting
day because the counting balance can be differing from
the entered stock balance.
LastCount Date, Before means date that have been
counted in last time. For example, if you have set the
stock count on 31/01/02 and the last stock count done at
15/01/02. If you want to show the last count date on
program, you need to fill the last count date before
15/01/02. If you want the program to show all product
items for re-count, you need to fill the date after your last
stock count.
Only Movement After Date means you can count stock
that have movement within the set period. For example,
if you enter 01/01/02, the program will shows only stock
code which have movement transactions happen after
01/01/02 (example of stock movement e.g. stock
purchase-selling or receipt-payment transactions.

2. Print Inventory Worksheet

This report shows all stock codes within your set condition at
'Generate Worksheet'. It can be printed on the printer for
recording stock counted.

3. Record Quantity Counted

This screen is to enter ending balance of real stock counted.
The shown stock is set in no.1 'Generate Worksheet'. You
can select to two counting forms for record by Quantity
Counted: Sort by Stock Code and Sort by Shelf-Stock
Code, see figure below:

330
 Figure 11 Selecting forms in Record QuantityCounted

In case of setting many stock locations (setting in Generate

Worksheet), you have to use Page Down to scroll to required
stock location for ending balance entry.

Figure 12 Recording Quantity Counted

When you come to this screen firstly, 'Big UOM' and 'Small
UOM' have the value –1. It means that this goods balance is
not entered for counting. So you can scroll to the required
stock code then click on Edit icon and followed by Enter at
'Big UOM' and 'Small UOM' to enter quantity counted of
each stock type. At the Big UOM field, you are able to enter
the information in case you set big UOM and small UOM (at
stock master file screen). If you do not set it, you just enter in
small UOM field by entering counted balance sort by stock
code and location (go to other stock locations by pressing
Page Down ). You have to let 'Counted' to be -1 for any stock
code which has no change in balance (or stock balance in
program equal with balance you counted. Also, you have to
enter 0 for any stock code which has balance is 0.

331
 Note
Remark is you cannot enter minus result of quantity counted. So
-1 does not mean that product code has minus value in one unit.
–1 means that product code is not counted or let it to be the same
ending balance as shown in the program. When you enter the
counted quantities, the value in F field will be changed to 3 to
notify this transaction done in no.3.

4. Report Physical Counted

This report shows the ending balance from counted quantity
for the reference.

Figure 13 Quantity Counted Report recorded inthe program

5. Inventory Reconciliation Report

This reminder report shows the result comparing the previous
balance and new balance including the different amount.

6. Post Physical Counted

Recording counted quantity in no.3, program does not record
the updated balance immediately. Program requires you to
confirm this count so you have to enter this menu, then you
have to select location and stock code for updating. After
completed selection, pressing OK to proceed this update. So
the ending stock balance is equal to the counted quantities.
Caution is printing quantity counted report or inventory
reconciliation report has to be done before perform this
operation.

332
 Figure 14 Updating quantity counted equal tophysical count

After completion this process (in no.6), program will change

the value in F field in no.3 to be 6 to show that it is already
proceeded in no.6.

7. Adjust Posted Item Count

This screen shows the transactions of this physical counted
that the program will adjust the stock balance to be equal with
quantity counted.

333
 Figure 15 Recorded transaction by program for physical
count adjustment

The second stock item has the adjusting balance 0 but the
program creates the transaction in physical count adjustment.
The reason is that program adjusts the balance at counting
date to be equal to the counted balance although there is any
correction of this stock later.

8. Report Posted Physical Count

Physical count report that is happened from counting has the
adjusted information in figure 15. This report can be printed
and kept as a reference later.

Note
If you find wrong recording in no.3 after finish no.6, you have to
revise in no.3 by scrolling to required item and pressing Ctrl+R (level 5
users or higher). Program will change the value in F field from 6 to be
3 for allow you to click on icon Edit (or Alt+E ) for correction and then
following the process as mentioned above.

334
Chapter 15 Entering Data of
Accounting System
Other systems i.e. purchasing, sales, merchandise will pass the
data to accounting system so it is unnecessary to record the
transaction in the journal directly except updating accounting
transaction i.e. monthly close VAT account, updating accrued
revenue, accrued expenses or updating account recording. In the
case of passing the transaction to ledger account that unable to
adjusted in journal again (Express version 1.5), these transaction
have to be recorded directly in journal. In addition you may enter
data into journal directly because you want to use only accounting
system. Data entry in accounting system has no connection to
account receivable, account payable, and stock meaning that you
cannot create each debtor or each creditor in data entry of journal
or cannot control the inventory balance for each stock code.

335
Template recording

To facilitate in recording account for Express users, it is

unnecessary to remember format or recording account method.
Accounting head or accounting expert will set the record so that
users can use this format to record in journal. This method can
reduce the mistakes. You can set the recording format by
Account menu no.7 Template File , see figure below:

Figure 1 Template File screen

Descriptions in the template are recorded only in the journal.

Users cannot use this template with other menu i.e. sales,
purchase, or receive and payment.

336
You have to enter the following description in determining new
template:

Code It should convey the good meaning i.e. EXPENSE.

Desc. i.e. monthly expense recording, adjusting monthly tax.
Account No. Entering account no. that will be used in
Dr./Cr.
Dep. If you want to record the account separated by
department, you have to specify the department code. You
have to leave it if you do not want to use.
Description The explanation of each entered account no. i.e.
utility expense.
Dr/Cr "0" means DR and "1" means CR.
Amount You can enter the exact amount if you know that
amount. You can leave it blank if you do not know the exact
amount. Program will require you to enter this amount when
template is referred in journal recording.

The recorded template can be recorded as compound entry by

Dr/Cr more than one account no. You can use this method to refer
in the journal by click on Magnifying Glass Icon in voucher field in
the topic "Recording in the journal".

337
Recording data in the journal

Most of the data will be passed to journal automatically i.e. Sales

system, Purchase system but some transactions have to be
recorded directly to the journal i.e. monthly adjusting VAT.

Figure 2 Journal screen

You have to enter Account menu no.1 Journal Entries and

select the required journal i.e. General Journal, Sales Journal,
Purchase Journal if you want to add data into the Journal. You can
click on icon Add (or Alt+A ) to add data then press Enter to the
Voucher no. Program will order voucher number automatically
(determining at Start menu no. 1.7 General Ledger). When
you want to edit Dr. Amount to Cr. Amount or vice versa, you
enter to be minus amount. Program will change that amount to
the other side.

338
 Figure 3 Recording data in the journal

Program will calculate for the variance (see figure above) i.e. Dr.
Sales Tax 21,480.02 and Cr. Purchase Tax 11,043.39 and Cr. A/P-
Government Revenue Department with the variance. After you
enter account number of A/P-Government Revenue Department
completely, press F2 at the amount section to calculate
automatically the variance between Dr. & Cr. And click on icon
Save (or F9 ) to record.

If there is any account reference to Purchase VAT, Sales VAT,

cheque receivable, cheque payable, program will require you to fill
the description i.e. referring to Purchase VAT number that
program display the space to fill in the tax invoice. Program will
pass all data to Purchase VAT file, Sales VAT file. If you do not
want to enter any data, press Esc . Program will record the
account but does not pass to Purchase VAT file or Sales VAT file.

339
Data Entry of VAT method

Data entry screen of Purchase VAT and Sales VAT has the similar
process. So it will be mentioned only the data entry in Purchase
VAT.

Figure 4 Fill in the description of VAT

Tax Invoice No. Issued Tax Invoice No. for the customers
(sales or revenue) or receiving from suppliers (purchasing or
payment).
Invoice Date Dated in the tax invoice.
Submit to Month If you receive the tax invoice from
suppliers lately, you can specify to the next month.
Additional Submit In the case of submit tax invoice lately,
this additional submit can be brought out from monthly tax
report to the next month report by input 'Y' in this column. In
addition, if you want to submit in period that you issue tax
invoice no., you have to leave it blank.

340
 Department If you want to separate the VAT submit to each
department, you have to specify the required department.
New Issue No. Revenue Department determines to re-
arrange Purchase Tax Invoice to show in the Purchase Tax
report (program will show both new issued number and
previous tax invoice). In this data entry, you can leave it blank
and order it to re-arrange in purchase tax files (mentioned in
chapter 16 Entering Data of Tax System).
Refundable Tax Any purchases or expenses, you can refund
purchase tax (deducting from sales tax to submit every
month). If the purchase tax from any purchases or expenses is
right in the form of government, you can enter merchandise
amount and purchase tax into the refund tax field.
Can't Refund Tax If you receive the incomplete tax invoice
from your suppliers, you have to enter merchandise amount
and tax in can't refund tax field.
Value of Goods Rate 0 Some merchandise got the exempt
tax from or zero tax rate but you still have to submit to the
government. So you have to enter merchandise amount in
this field.
Explain The explanation of VAT description i.e. purchasing
from supplier A, credit sales to – customers B will be shown
in VAT report.
Remark Message or additional remark about the tax invoice.

If there are more than one tax invoices of purchase tax or sales tax,
after record and save the information of the first tax invoice click
on Purchase VAT. tab to enter next purchase tax invoice and click
on Sales VAT. tab to enter next sales tax invoices after completely
record and save the information of the first tax invoice.

341
Figure 5 Click on Withholding Tax tab and double click on blank
fieldto enter next sales tax invoice

342
Data Entry of Cheque

Data entry in the cheque payable or cheque receivable has the

similar method so we mention the example of data entry in the
cheque payable. If you refer the number of cheque payable,
program will automatically display the screen for filling the
cheque description i.e. cheque no., bank code, date and amount.

Figure 6 Fill in the description of cheque payable

Cheque No. that pay to suppliers (or cheque received from

customers).
Cheque Date on this cheque.
BankClick on Magnifying Glass Icon (or F6 ) to select the
determined bank code.
Supplier / customer codes Supplier codes for cheque
payable and customer code for cheque receivable.
Amount of cheque.
Remark Additional message or remark about this cheque.
Department You can click on Magnifying Glass Icon (or F6 )
to retrieve the set department code. If you do not want to
specify the department, press Enter .

343
If there are more than one cheque receipt or payment recorded in
the journal, you have to click on Cheque Paid tab to entry the next
cheque payable after you enter and save the first cheque. You can
click on Cheque Receive tab to enter next cheque receivable.

344
Referring to Recording Template

If you want to record the recorded template (set in Account

menu No.7 Template File) in the journal, click on Add icon and
click on Magnifying Glass Icon (or F6 ) at voucher no. field to
select the required template. Then, program will display referred
transaction automatically for users to enter voucher no., recording
date and save them finally.

Figure 7 Referring to Recording Template

345
Copy Transaction from Other Vouchers

In case of you have to record transaction repeatedly, you are able

to use template to copy and are able to copy other vouchers to this
new voucher. After you add some data and are at the voucher field,
press Ctrl+F6 to view the recorded transactions to copy them.

Figure 8 Copy transaction from other vouchers

Select the required voucher then program will copy that referred
transaction automatically. You just enter new number and date.

346
Passing to Ledger (only version 1.5)

Usually program will pass Purchasing menu, Sales menu, or

others to journal. The next process is passing to ledger
immediately after you save it. If you use Express version 1.5
under the Revenue Department Declaration 63, program will not
record it to ledger immediately. You have to check data in the
journal before passes it to the ledger. If it passes to the ledger, you
cannot edit anything. If you want to edit, you have to issuing the
new voucher or adjust posted transactions.

Note
For Stock, A/R or A/P system will be linked normally.

When you go to the Journal Entries (Fig.9), there will be 2

submenu: Unpost Transaction and Posted Transaction (only
Express 1.5).

Figure 9 Journal entries have Unpost andPosted Transaction

Go to Unpost Transaction if you want to pass data to the ledger.

Program will display all journal i.e. general journals, purchasing
journal, sales journal. Select your required journal:

347
 Figure 10 Menu of posting data to Ledger

If you want to post only the voucher on the screen, click on Post
Current Trx. In addition, if you want to post many transactions
in one time, click on Post Many Trx., it will display as below
figure.

Figure 11 Select the range of transaction

The method of posting the transaction range:

Voucherfrom…to… entering the Voucher No. i.e. if there are

10 documents of credit sales, entering IV0000001 in the
"Voucher from" field and IV0000010 in the To" field.
Date from…to… entering the period i.e. sales transaction
from June 1-31, 2022, entering 01/05/22 in the "Date from"
field and 31/05/22 in the "To" field.

After you finish the voucher no. and the period entry, press F5 to
start the post transaction. Program will display the posting
transaction in the field "Posting Trx.". If there are some
problems in the transaction i.e. unbalance voucher, program will
display the amount of those transactions in "Error".

348
Account Editing

You can edit the incorrect data anytime. If you want to delete
some account number, click on icon Edit (or Alt+E ) with Enter to
that account number following with Alt+D to delete it. The sign '*'
will appear at that account number (see figure below), when you
save this record, the deleted item will disappear.

Figure 12 Deleting some account number

349
Deleting Voucher

If the transaction is recorded directly to journal (not pass from

others i.e. purchasing system, sales system), you can delete it. You
have to be aware if the transaction is passed from other systems.
The reason is that program does not delete the master transaction
i.e. if you delete a transaction that is passed from Credit Sales
menu, the tax invoice will not be deleted. The problem occurs
when you compare accounting report with sales analysis report or
debtor report.

350
Trace Editing

If you use Express version 1.5, you cannot edit the voucher which
posted to the ledger. If you want to edit the posted transactions,
you have to adjust it by enter reverting the recorded transaction in
unposted journal. Other sample is that you enter incorrect selling
price in the credit sales and post it to the ledger, you have to issue
Credit note to customers. In case of you entering directly to
journal, you can edit by selecting Posted Transaction menu
(fig.9) to select required voucher with pressing click on Adjust
Posted Trx icon, see figure below:

Figure 13 Trace editing button

You enter transaction adjustment then click on icon Save (or F9 )

to record. The letter 'E' will appear in front of edited account
number (trace edit). This letter means that the transaction is
edited.

351
Figure 14 Trace editing

352
Adding Journal Book

Program sets 5 journal books (fig. 15) that you can add some.

Figure 15 Journal Book Screen

If you want to edit or add journal book, go to Account menu

no.8 Journal Books Setup. Then add and enter data with the
following descriptions. (you should not edit or delete the 5 set
journal books because other programs –purchasing system, sales
system are related with these journal books).

Code Using next number from the setting program i.e. 05,
06, 07.
AbbrevNaming the additional journal book i.e. Petty Cash
Journal by 'pettyc' that are not exceed 6 characters.
Description-T Full name of new journal book (Thai).

353
 Description-E Full name of new journal book (English).
Beginning code Character before voucher number to specify
the document type i.e. 'JV' means General Journal, 'PV'
means Payment journal. The determined value must not same
as existing code.
Template You can specify the accounting template for enter
in the journal because program will display this template
automatically when you add data in this journal.

After recording the above data, the document approve and

approve for reprint on the screen, see figure below:

Figure 16 The determination of the document approve or

approve for reprint

Entering the authorized level for approve and for reprint i.e.
Level 1, 5 or 9. You can determine the authorized level from the
Security Setup menu (in the chapter 23 'Security Setup'). If it
is unnecessary to approve the document or determines the
authorized level, you can leave these two fields blank.

After determining the above description, go to Account menu

no.1 Journal Entries, the new journal book will appear
following to the previous 5 journal books, see figure below:

354
Figure 17 New journal book

355
Petty Cash

Most companies set the limited cash for daily expenses and
withdraw cash to reimburse it. You can go to Account menu
no.6 Petty Cash that has following submenu:

Figure 18 Petty Cash menu

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Petty Cash Setup

Go to Account menu 6.1 Disbursement from Petty Cash,

then adding the data, see figure below:

Figure 19 Set Petty Cash

Number Payment number of Petty cash.

Date Recorded date of payment.
Clear# to reimburse petty cash appearing when there is the
reimbursement for petty cash.
Type Determining type of payment to petty cash (click on
Magnifying Glass Icon to select type from database). You can
specify the type of expense if it is always paid i.e. office
equipment expense, overtime expense. So you can type petty
cash report of each expense.

357
 Status of petty cash (same as petty cash type that you can
click on Magnifying Glass Icon (or F6 ) to select determined
database) i.e. you determine the status 'Completed'
'Requiringreceipt' to check whether the status of cash
payment is complete or not.
Remark Message or any remark that you want to specify in
the petty cash.

Then you specify that it is account number of cash or petty cash. If

you set the limited petty cash in each department, you have to set
department code in the department field. The description field is
the explanation of referred account number. Finally, you enter the
petty cash amount into the amount field (press Enter at the job
field).

This first step is only the determination of petty cash but no

amount is available. The available amount will occur after you
perform the menu "Disbursement for petty cash".

358
Disbursement for Petty Cash

The next step is to disburse limited petty cash to responsible

people for paying any expenses.

Figure 20 Disbursement for petty cash

After enter Number, Date, and Description in Account menu 6.2

Reimbursement, the screen will display the following figure:

359
 Figure 21 The next screen after entering number and date

You specify date of petty cash setup (01/05/22 in figure above) but
you have to leave Voucher From … To … like the above figure
(From ' ' To 'zzzzzzzzzz'). Then click on Proceed button,
program will retrieve the amount of payment you set in
"Disbursement for Petty Cash" menu to record automatically
in the description. So you have to be aware that no payment before
setup the petty cash in this menu (for only first petty cash setup).

If you set the petty cash with cash payment, the above process is
complete. In addition, if you set it with cheque payment, you have
to enter cheque number by double click on blank field below
Reimburse by column to enter data of cheque payment i.e. cheque
number, date, bank and amount that you can enter more than 1
transaction.

360
Petty Cash Payment

It is different from petty cash setup that previously explained, so

you can enter account numbers of the expenses paid from petty
cash as much as you want, see figure below:

Figure 22 Recording the expenses that payment from petty cash

If those expenses have the tax invoices, click on Purchase VAT. tab
to enter the description of tax invoices, see figure below:

361
 Figure 23 Enter VAT description

Petty cash payment will not be recorded into any accounts. It will
be recorded when petty cash is reimbursed.

362
Petty Cash Reimbursement

When you want to reimburse the petty cash, go to

Reimbursement menu to enter the data with the same method
of petty cash setup. You have to specify the recorded expenses
period that you want to reimburse, see figure below:

Figure 24 Reimbursement screen

363
Recording Ending Inventory with
Periodic Method

Movement of goods in purchase, sales or stock adjustment, the

periodic method will not record in inventory account or journal. If
you want to know the inventory balance or stock movement, you
can see this information from stock report of the program. For the
account, if you want to print financial statement (i.e. Balance
Sheet or Income Statement), it is important to physical stock
count or check the inventory from stock report of the program,
then enter this balance in Account menu no.5 Ending
Inventory, see figure below:

364
 Figure 25 Inventory Screen

Click on Edit icon to input the brought forward inventory in

'Beginning CY' that must be equal to the entered inventory
balance in the accounting system (you can study the data entry
method at the chapter 8 'Entering the Beginning Balances').
Then pressing Enter and enter ending inventories of each period
with click on Save icon to record data.

Another method, if you sure that data entry in the program are
correct, you can record the calculated amount (from program) in
the Ending Inventory menu by click on Calculate from Stock
Module icon, see figure below:

365
 Figure 26 Calculate from Stock Module

After clicking, the screen will display the below figure, you must
input the specific period to calculate and record the ending
balance.

Figure 27 Input the specific period to calculate and recording the

ending balance

You can input -1 at the period field so that program will calculates
and records all periods of the inventory. Any periods with no
transaction (issuing purchase invoice, sales invoice or receipt –
payment goods) will show the balance of last transaction. For
example, you enter data of every period until the sixth period and
calculate all periods. The balance at the period 7-12 will show the
balance of sixth period. So you have to enter the next balance at
the end of each month or let the program calculate the new
balance.

366
Last Year Balance

If you just working in the program that no last year data existing
in the program. So you have to enter last amount of each account
for compare current business operating with last year. The
comparison with last year can be operated by modifying the
financial statement to show this information (you can study in the
chapter 24 Preparing Financial Statement).

Figure 28 Last Year Screen

The first step is to search account numbers from posting account

that you want to record last year amount. Then click on icon Edit

367
(or Alt+E ) at that account number and input the movement of
debit and credit transaction at the required periods (first to
twelfth period). The "Forward" field is the balance forward from
last year.

368
Budget maintenance

It is same as the method of last year balance. If you want to

compare business operating occurred during this period with the
set budget, you have to input budget of each account in this
budgeting screen. You have to set the budget so that this amount
can be compared. The budget entry can do by go to Account
menu no.4 Budget File, see figure below:

Figure 29 Budget Entry Screen

Now you are at the Budget Maintenance screen, you add account
numbers that you want to set the budget. You can select the
account numbers from chart of accounts by click on Magnifying
Glass Icon at A/C No. field and enter the budget amount in
periods as required.

369
Chapter 16 Entering Data of
Tax System
There are 2 main systems: VAT and withholding tax. VAT in
purchase tax and sales tax occurs from transaction recording that
relates with VAT i.e. cash purchase/sales, credit sales/purchase,
cash receipt/payment (cash basis). When the above transactions
are recorded and you enter the VAT data, program will send these
transactions to purchase tax file, sales tax file and journal
automatically.

If you have to pay withholding tax (personal-Form.3 or

corporate-Form.53) in the cash payment or any expenses that
are set by government. The withholding tax will be sent to its file
automatically by the program like VAT process.

Program will arrange all tax information from the beginning to the
end procedure that is ready to be used or to be sent to the
government. If your business has many goods that have both
included tax and tax exempt, you can separate them in the
program. If you submit VAT lately that you have to submit with
next period or submit withholding tax, these special cases can be
recorded in the program too.

370
Purchase Tax File

Purchase tax file has all transactions about purchase tax from
purchasing transaction, expenses recording, or VAT payment. All
transactions in purchase tax file come from menu of Express (cash
purchase / sales, deposit payment, expenses recording) that your
duty is only to check data.

Purchase tax file will be displayed by going to Finance menu and

selecting 4.1 Purchase Tax, see figure below:

Figure 1 Purchase Tax menu

Program requires you to enter the requested period or month. If

you want to view all data (every month), leave it blank.

Figure 2 Specify the requested period

Then click OK , the screen will display all requested data of

purchase tax.

371
 Figure 3 Purchase Tax Screen

This screen displays date of trade transaction, tax invoice number,

goods value, and tax amount. If you view the second and third
page, they display goods value and non-refundable tax, goods
value for zero tax rate, internal document number, and remark.

372
Unrefundable Purchase Tax

When you pay debt or expenses that you cannot refund the
purchase tax. You should go to Purchase Tax screen and cursor to
the tax invoice number, which is unable to refund then click on
icon Edit (or Alt+E ) to move goods value and tax amount to the
"Tax Not Refundable" column.

Figure 4 Screen after click on icon Edit (or Alt+E )toedit data

373
Re-order New Number

Revenue Department sets up the companies to re-order number of

tax invoice receiving from suppliers so program prepare for this
arrangement followed by the following format:

MM/9999999 means 2 numbers of month / sequence of tax

invoice i.e. the first tax invoice in January, it will be 01/0000001

If you want to order new number, click the arrow beside RE-NUM
icon at this purchase tax file that will have two submenu are in the
below block:

Revenue Department sets the format of purchase tax report by

declaring announcement many times. At the first announcement,
Revenue Department required the date sequence in the tax
invoice. Later, Revenue Department announced no.89 changing
to order with the day of receiving tax invoice (first receipt is
ordered at the first page that is difficult to find). So purchase tax
report should be ordered by the date of tax invoice (this method is
not qualified with announcement of Revenue Department). You
have to make decision on these two methods that can consult with
your Revenue Department area. When press Enter at the submenu
of Generate new number, the screen will display the following:

374
 Figure 5 Generate new number

Click OK to confirm this new number. This order has an effect

only in the purchase tax report but it has no change in the tax
invoice no. (in the purchase or expenses recording screen).

375
Additional Submit of Purchase Tax

Sometimes you receive tax invoice lately that you cannot submit
within the determined date. You can submit this tax invoice with
the next period by click on Edit icon at the required document and
other period that you want to submit with. You have to determine
the following data:

Tax Invoice No. that you receive from distributor.

Invoice Date Date of tax invoice.
Submit to Month You can specify the required period to
submit that invoice.
Additional Submit You can separate this additional submit to
be another report from monthly tax report by replying “Y”
into this field. If you want to submit with monthly tax report,
you have to leave this data field blank.
Department If you want to submit tax invoice of each
department, you have to specify that required department.
New Issued No. In case of receiving tax invoice without
running number from distributors, you can enter new
number by running it for showing in the purchase tax report
(program will display new and previous number in the
report). In this data entry, you can leave it blank and give a
command to order it later in purchase tax file.
Purchase Tax Refundable You can refund tax from
purchasing goods or any expense payment (by deducting from
sales tax to submit every month). So you can enter goods
value (following the government procedure) and purchase tax
in the refundable tax field.
Tax Not Refundable If you buy any goods or pay the
expenses that are not followed by government procedure i.e.
incomplete tax invoice, you have to enter goods value and tax
amount in the unrefundable tax field.
Goods Value Rate 0 If you buy goods or service with tax
exempt or zero tax rate and have to submit it, you have to

376
enter that goods or service value at values with zero tax rate.
Explain of VAT i.e. purchasing goods from distributor. This
explanation will be shown in the VAT report.
Remark Additional message or remark about tax invoice.

377
Selecting Purchase Tax Report Format

You can select many prepared formats of purchase tax report i.e.
selling goods with tax exempt, selling goods with tax. It also
prepares purchase tax report with clear description i.e. master
report with separate cash/credit purchase, debit note/goods
return or deposit payment bill.

Figure 6 Selecting format of purchase tax report

378
Sales Tax File

Sales tax file records all sales tax from selling, income recording,
or transaction with paid VAT. These transactions in sales tax file
are passed from other menu of Express from cash sales/credit
sales, deposit receipt, recording other income that you check only
the transaction.

Go to Finance menu 4.2 Sales Tax to process any transaction,

see figure below:

Figure 7 Sales Tax menu

You have to enter required period for viewing data. If you want to
view all periods, leave it blank.

Figure 8 Specify required period

Then click OK , screen will display all sales tax data that you want,
see figure below:

379
 Figure 9 Sales Tax Screen

This screen will display transaction date, received tax invoice,

goods value, and tax amount. If you drag the scroll bar to right, it
displays goods value or service of zero tax rates, remark.

380
Additional Submit of Sales Tax

Sometimes you forget to submit the issued tax invoice within time
period. You can submit this with the next period by click on Edit
icon at required tax invoice. Then enter the following data:

Figure 10 Specify the period of additional submit

Tax invoice No. that you issue to customers.

Invoice Date Date of tax invoice.
Submit to Month You can specify the required period to
submit that invoice.
Additional submit You can separate this additional submit to
be another report from monthly tax report by replying "Y"
into this field. If you want to submit with monthly tax report,
you have to leave this data field blank.
Department If you want to submit tax invoice of each
department, you have to specify that required department.
Normal Tax Tax amount in the tax invoice.

381
Goods Value Rate 0 If you sales goods or service with tax
exempt or zero tax rate and have to submit it, you have to
enter that goods or service value at values with zero tax rate.
Explain of VAT i.e. credits sales to customer. This
explanation will be shown in the VAT report.
Remark Additional message or remark about tax invoice.

382
Selecting Sales Tax Report Format

You can select many prepared formats of sales tax report i.e.
selling goods with tax exempt, selling goods with tax. It also
prepares sales tax report with clear description i.e. Original
Cash/Credit Sales report.

Figure 11 Selecting sales tax report format

383
Withholding Tax

You deduct the withholding tax from income earnings set by the
government procedure. This tax is deducted from personal,
corporate, or business employees (salary). There are many forms
for document i.e. Form.1, Form.3, Form.53. You can select the
forms from Finance menu no.5 Withholding Tax, see figure
below:

Figure 12 Withholding Tax menu

After you go to Withholding Tax menu, you have to select Form

that you want to check or edit the report format, see figure below:

Figure 13 Select Form

Then you specify the required month that you want to check the
information of withholding tax, then click OK to go to withholding

384
tax file.

Figure 14 Withholding Tax Screen

Click the arrow beside Print icon for selecting the print format and
you can click on the submenu for required form: Form.3 in no.6
or Form.53 in no.7 After you select that submenu, you have to
select the replaced form, selecting Form 1, see figure below:

Figure 15 Select the require form

Click OK to confirm the replacement, then go to no.4 Copy

Test-form to menu 1 to print this selected form in the Report
menu.

For edit the form of withholding tax form, click the arrow beside
Print icon at the withholding tax screen then selecting no.2 Edit
Test –form for editing and recording. You can study in the
chapter 25 'Form and Report Modification'.

385
Chapter 17 Report Printing
After you enter data in some period i.e. day, week, or month, you
can print many reports to check the information for submitting to
the executive or the government. Main reports are divided into:

1. Account Receivable report i.e. deposit receipt report, cash

sales-credit sales, cash receipt, debtor status, debtor
movement, etc.
2. Account Payable report i.e. deposit payment report, cash
purchase-credit purchase, cash payment, creditor status,
creditor movement, etc.
3. Cheque Register report i.e. cheque receipt-cheque payment
ordering by date, cheque number, etc.
4. Inventory Control report i.e. stock movements report,
inventory report, etc.
5. General Ledger report i.e. ledger, trial balance, income
statement, balance sheet, etc.
6. Tax report i.e. VAT report, withholding tax report
7. Sales Analysis report i.e. sales report, summary of sales
report, etc.
8. Purchase Analysis report i.e. purchase report, summary of
purchase report, etc.

Some reports have the similar results i.e. credit sales report
separating customer type (Report menu 1.4.3) and sales report
separating customer type (Report menu 7.1.1). The objectives of
reports are different i.e. debtor report 1.4.3 shows each debtor
information (showing total amount of each sales bill) but sales
report separating customer 7.1.1 shows selling price, that help you
know selling transaction and sales value in each period. So you
have to choose the report type to fit with your objective.

386
The following reports are the outline reports for users to view
quickly:

Note
The reference to each report type is in the main menu and submenu
i.e.8.1 means go to Report menu no.8 Purchase Analysis report
and select submenu 1 Purchase History report.

Informa on in the report The report menu no…

- Break down purchase expenses in 8.1 Purchase History report

daily (showing purchase document
number)

- Summary purchase in daily 8.2 Purchase Summary for Period

report

- Break down sales revenue in daily 7.1 Sales History report

(showing sales document number)

- Summary sales in daily 7.7 Sales Summary & Margin

report

- Inventory report 4.1.1 or 4.1.5 Depending on the

determina on of cost cu ng or
not

- Break down account receivable 4.2.1 or 4.2.7 Depending on the

(showing unpaid document) determina on of cost cu ng or
not

- Break down account receivable 1.A.2 A/R Balance report (Detail

(showing unpaid document) Format)

- Summary account receivable 1.A.1 A/R Balance report (Summary

Format)

- Break down account payable 2.A.2 A/P Balance report (Detail

(showing unpaid document) Format)

- Summary account payable 2.A.1 A/P Balance report (Summary

Format)

387
 Informa on in the report The report menu no…

- VAT report of both purchase tax 6.1 VAT report

and sales tax

- Cheque report i.e. cheque receipt 3.5 Chq Rcvd by Date Received
report or cheque payment report report or 3.A Chq Paid report
ordered by receiving date or issuing
date

If you want to print the report, go to Report menu and select the
report as required. Program will ask you to specify the report
scope for printing. For example, if you want to print Report 1.4.1
Credit Sales ordering by date, you have to enter the data into
the following scope:

Figure 1 Select the report scope to print

From above example, you have to specify the period, the range of
customer code in the blank field. You should select the required
scope for analyzing. If you want to select all scope i.e. all customer
code and all salesmen, you have to leave a blank in the field
Customer From___ and click on Magnifying Glass Icon (or F6 )
at To___ with selecting the last customer number. The salesman

388
field is done the same as customer field but you have to enter * in
the department field for select all departments.

If you want to view some departments beginning with 'A' letter,

you can enter 'A*' in the department field. Also, you can view the
departments beginning with 'A' at the second letter by entering '?
A*'.

You also can press F2 at any field in that report scope so that
program will select all report scope automatically, see figure
below: (Report 1.B A/R Status Report).

Figure 2 Press F2 to select all report scope

After you select the report area, click on Print icon to print it on
the screen, printer, or text file.

389
 Figure 3 Select the report printing

Screen Program will display the report on the screen that is able to
check before print.

Printer The report will be printed by the printer that paper has to be
ready for prin ng.

Text Program will record data in the file that is able to use with other
File programs e.g. Microso Excel, Microso Word, etc.

If you want to print it by using the printer, you can select the
paper size (see figure 4). The paper size has an effect to the font
size. For example, you want to print with paper width 8", the
characters will be smaller to fit with that paper size. Also if you
want to print with the paper width 15", the characters will be
larger to fit with that paper size. You can use the printer default so
that the font size is the same as your specification on the printer.

Figure 4 Select the paper size

If your report has very wide page, you can select either Paper
width 15" or User printer default font size.

If your report has very wide page, you cannot view it in one page.
You have to scroll right for seeing the right page, see figure below:

390
 Figure 5 Data is in the right page

You can freeze part of the screen to move the information that you
want to view to the left screen. After you print the report on the
screen, drag small button over scroll bar (vertical scroll bar) or
small button left side of scroll bar (horizontal scroll bar) to the
point for locking the required screen.

Figure 6 Lock the screen for therequired data

When you move the text page to the right, the locked screen will
not move.

391
 Figure 7 Freezed screen will not move

Note
You can study the printing method i.e. balance sheet, income
statement from chapter 24 'Preparing Financial Statement'.

If you want to edit the report format from the master, go to

Report menu 9.2 Create/Modify User Report by studying
chapter 25 'Form and Report Modification' except the
following 2 report types:

Financial Statement Go to Account menu no.9 Financial

Statement by studying the method of financial statement edit
from chapter 24 'Preparing Financial Statement'.

Tax Report Go to Finance menu no.4 VAT File or no.5

Withholding Tax to edit the format of tax report i.e. Purchase
Tax Report, Sales Tax Report or Tax Forms.

392
Chapter 18 Month-End
Processing
Express uses the Online Processing. It means that systems are
related automatically so you can view the results easily and
immediately i.e. reports, financial statements. It is unnecessary to
close the account every month for printing the reports of the
financial statements (because you can print them all the time).
There is some information that you have to record and adjust
every month by yourself i.e. monthly VAT adjustment, other
adjustments.

You only check the completion of the entered information and

prevent the correction from other people because these
information may be sent to the government or the executive for
consideration.

393
Monthly Adjustment

Some adjusted accounts have to be recorded directly in the journal

at the end of month. For example, closing VAT accounts for tax
calculation to submit to the government if sales tax is higher than
purchase tax or tax refundable in case of purchase tax is higher
than sales tax.

Figure 1 Monthly VAT adjustment

You can check the balance of purchase and sales tax from the
ledger of purchase tax account and sales tax account at the end of
month.

394
Locking the Period

To prevent the errors from the correction, you can lock the closed
account period after it is approved from authorized person. This
prevention is to avoid the correction or the adjustment from
others. After you go to Setupmenu no. A, you will see the
following figure the same as 'Account Periods' that will display
the description of current year at the end of each period from
the first to the twelve period. The next year column will display
the end of each new period from the thirteenth to the twenty-
fourth period.

Figure 2 Select the month to prevent thecorrection

You can lock the required period to prevent the correction by

marking the required period (i.e. the sixth period –June) then

395
click on Save icon for saving this change. Program will notify the
warning message (see figure below) and do not allow for any
correction if some one want to edit the data within the locked
period.

Figure 3 Warning message if there is any correction with the

locked period

396
Chapter 19 Fixed Assets
Fixed assets are more special than raw material and inventory
because they can be depreciated. This depreciation is recorded as
an expense of the company. You can record all assets because
Express program calculates the depreciation and records it
automatically.

Go to Account menu no.5 to detail the fixed assets (figure 1).

For example, Express Software Group have three computers,
one computer car that will be entered in the fixed assets type, see
figure below:

Figure 1 Fixed Assets Screen

397
Asset Code Entering the asset code in the set format at
Setup menu 1.8.1 General Information.
Description of this asset code.
English ofthis asset code.
Group You have to set the asset group if assets aredivided
into each type of assets [Link] equipment, furniture,
vehicles,[Link] can use this data from Category Tables
menu of Assets type.
Serial No. You can re-order the serialnumber of asset code or
use the original serial number from that asset.
A/C Set isthe recording method of asset code [Link]
the depreciation by selectingthe set fixed assets in Setup
menu 1.8.2 Account Sets .
Dept You can specify the [Link] there is no specific
department, press Enter .
Depr Calc Some assets have no depreciation (i.e. land) but it
is important to record into the company's asset. Sometimes
you want to record the assets into the account and do not
need them to be calculated yet.
Purchase Date of this asset code.
Cost Value of this asset code.
Salvage Value of the asset must at least 1 Baht in the asset
account.
Depr. Method There are two methods to select – Straight
line method and Declining Balance Method.
Start Date is usually the same date with purchase date except
some assets (i.e. machine). These excepted assets cannot be
used immediately because they take some time to prepare for
the operation. Program will calculate the depreciation at the
start date of operation.
Life You haveto consider the asset life according to the law i.e.
general assets aredepreciated 20% for 5 years but fixed assets
are depreciated 5% for 20 years.
Rate of depreciation per year.

398
Depr. Monthly If you reply Y, program will calculate and
record it in the monthly depreciation. In addition, if you reply
N , program will calculate and record it in the annual
depreciation.
Accum Depr B/F If you do not operate the program at the
first year, you have to enter previous accumulated
depreciation. However, program will calculate only the
current year and the next year.
Self Depreciation If you start to operate the program during
the year , you have to enter the depreciation from the
beginning of the year until the operating start date into the
field "Self Depreciation ".
Calculate To Enter the date that you calculated depreciation
according to 'Self Depreciation' field.

399
 Figure 2 Depreciationof recorded assets calculated by the
program

The second page of Fixed Assets menu displays depreciation of

each recorded asset.

Some assets are forced to calculate the depreciation according by

law. For example, a car costs Bht.1,500,000 but it is allowed to
calculate for the depreciation not exceed than Bht.1,000,000. So
you must enter the real value (Bht. 1,500,000) into Cost Value
field and enter the exceeding value (Bht. 500,000) into Salvage
Value field. So the program will calculate only Bht. 1,000,000
from the asset value, see figure below:

Figure 3 Recording the limited depreciationcalculating by law

400
Calculate Depreciation and Posting into
the Account

If you do not order the program to calculate the depreciation by

replying 'N' in 'Depr Calc.' field at first. After you finished enter
data in 'Fixed Assets File' menu and you want to calculated all
asset codes, you can edit in 'Depr Calc.' field is 'Y' and click on
icon for command to the program for calculating and posting into
the account.

Figure 4 Ordering the program to calculate andpost into the

account

Calculate Ordering the program to calculate the deprecia on and

,Post G/L All record all asset code into the account.
Code

Post G/L All Program will only post the calculated deprecia on into
Code the journal but it will not re-calculate the deprecia on.

401
Change Asset Code

You cannot edit the asset code by click on Edit icon if you enter
and save that code. If you want to edit the asset code, click on
Change Code icon at this asset screen.

Figure 5 Change Asset Code Screen

Program will display old asset code and requires you to enter new
code at 'New Code' with click OK to proceed it.

402
Record Sales Asset

When you sell out the assets, you have to record this sales in
Account menu no.B Fixed Assets File by selecting the asset code
that you want to distribute followed by click on Sales Asset icon,
see figure below:

Figure 6 Sales Asset menu

Selecting Sales Asset topic to enter sale date and sale price, see
figure below:

Figure 7 Enter sale date and sale price

Program will stop calculate the depreciation at the sale date of

asset but it will not record this transaction into any account. So
you have to record it into the journal by yourself.

For example Recording the selling of fixed asset

Asset A was purchased in last year (2021) and had Bht.1 salvage
value. The accumulated depreciation at the beginning of 2022 was
Bht.200. Then this asset A was sold during the year with cash
Bht.750.

403
The process

When purchasing the asset, you have to record it into the

journal by yourself.

Dr. Asset 1000

Cr. Cash/Account 1000
Payable

At the end of first year, (program will calculate and post into
the account automatically)

Dr. Deprecia on 2000

Expense Cr. Accumulated 2000
Deprecia on

DepreciationExpense ((cost - salvage value)/life) * [Link] days

in that year

Selling at the mid second year

Enter Sale Date at Account menu no.B Fixed Assets File

which will be calculated and recorded automatically by the
program, see the transaction below:

Dr. Deprecia on 100

Expense Cr. Accumulated 100
Deprecia on

This part will be recorded by you at the sales date of asset.

Dr. Cash 750

Accum. 300
Deprecia on Cr. Asset 1000
Profit/Loss From Selling 50

By

Cash The amount of selling the asset

404
Accumulated Deprecia on Write-off all accumulated deprecia on

Asset Write-off asset at the recorded purchase price

Profit/Loss From Selling The different of these transac on

405
Chapter 20 Database
Management and Backup
System
To restart the computer while you are using the program may
cause the problems of data linkage to the systems and the
problems of incompletely updated data. So you have to give a
command to the program to manage for updating data every time
you closed program incompletely. If you find the problems from
the program i.e. not updated data, incorrect balance (such as
inventory, account receivable-account payable, incorrect
purchase-sales report), you can use the command menu of data
management to deal with these problems.

Users should always back up the data to prevent the loss of data
i.e. computer virus, computer upgrade, deficient in computer
equipment, etc. because it is important in the data collection as
evidence to the law and the assessment of the company operation.

406
Database Management

Go to Others menu 1.6 Reindex and other submenu in the

following figure:

Figure 1 Database Management and submenu

You can reindex data in some systems if you know the operation of
the specific system at the moment of restart computer. If you are
unsure, you have to select Reindex All Files. Program will
update all systems. After you press Enter at some system, program
will display the below screen for users to press F5 to reindex or
press Esc to cancel.

407
 Figure 2 Confirm on the reindex data

Program starts to reindex data. If you select to reindex all files,

program will reindex each system and show the progression.

Program will notify 'complete' after the system is reindexed,

press Enter to pass and to start other systems.

408
Backup Data

Backup data has the following procedures to be considered:

Diskette has to be formatted although it is a new diskette. It has to

be formatted in the computer that is used for backup the data.

You should always backup every day.

You should have five sets of diskette to backup data for each day
i.e. the first set for Monday, the second set for Tuesday, the third
set for Wednesday, the fourth set for Thursday and the fifth set for
Friday. You can bring the previous diskettes to backup again for
each day in the next week i.e. the first set is used for backup again
on Monday. This process can prevent loss of some backup
diskettes.

The process of backup data

1. Go to Others menu 1.1 Backup Data.

Figure 3 Backup Data menu

409
2. 'Source Directory' Choose the data folder that you want to
backup. By default, this will show the current data folder that
you are using.
'Destination' Choose the folder that you want to store the
backup file in. You can click on the 3 dots button as shown
below to change the path to store the backup file or to
store it on a flash drive.
'Backup File Name' The program will automatically set the
name as Year-Month-Day-Name of the data folder
followed by an extension. 5, which you can click to tick
'Custom (only this time)' to name the backup file as you
desire.

Figure 4 Select the drive or folder where the backup will be

stored.

3. Then it will show up the data folder and the backup file name
to check again. If it doesn't change, then select OK .

410
 Figure 5 Program to confirm active backup

4. The program will start backing up by compressing the whole

data to a small size and displaying the number of files and
disk space used in the backup file.

411
Figure 6 Complete backup data screen

412
Restore Data

If the data is lost from computer virus, deteriorate of hard disk, or

upgrade the hardware, these are the risks to your data. Restoring
the backup data can eliminate these problems.

Method of restoring data

1. Go to Others menu 1.3 Restore Data, You can choose the

backup file by click the 3 dots button as shown in the below
picture. You may notice in the line 'Destination' that should
be the data folder you want to restore data overwrite a
original one.

Figure 7 Restore Data menu.

413
 Figure 8 Show the screen of 'Restore Data'.

2. When you click the Proceed button, the program will begin
extracting the backup and overwriting the data folder you are
currently activating.

414
Figure 9 The screen when the restore process finishes.

415
Chapter 21 Data Checking and
Problem Solving
Data entry and results from computers are better than manual
entry in the way of reducing mistakes but mistakes can still be
happened from data entry i.e. entering incorrect quantities /
purchasing price / selling price. Some mistakes can be happened
from improper working in program i.e. deleting the credit sales
transaction in journal but not deleting the source document from
Credit Sales menu. Other mistakes are from broken or deficient
computers. So these mistakes affect the computer processes and
the results. You should always check the correction of data entry
to avoid the wrong results.

416
Data Checking on Sales and Debtors

The processes of data checking on sales and debtors

1. The first checking is on invoice number issuance that you

have to check goods information and total value. So you can
edit the mistakes, if any.
2. Credit sales report is printed by sorting date or number
depending on document filing. You should always print and
check the reports if there are many sales transactions per day.
After finished printing, you should compare copy of your
document with this report that must match both sales
quantity and sales value.

Figure 1 Menu of Credit Sales Report sort by Invoice

Number

417
 Figure 2 Credit Sales Report sort by InvoiceNumber

3. In case of the report shows incorrect data, you can return and
edit errors in that document. Sometimes data entry in the
sales screen is not posted to the report because of computer
hanging or short curcuit while you using the program. So you
have to reindex the sales system.

418
Account Receivable Recalculate

Figure 3 A/R Recalculate menu

While you issue sales bill, the problems can occur from power
drop or other causes making you re-boot the computer. So the
errors can occur in the data related to the Account Receivable
system i.e. sales bill value not equal with recorded value, some
item losing from sales bill or no account receivable. The referred
examples can give incorrect report. So you can check the errors in
sales system, debtors system and update account receivable from
A/R recalculation.

419
 Figure 4 A/R Recalculate Screen

By A/R Recalculate, you can enter all customer codes or some

codes. If you want to check all customer codes, you have to leave
blank in the field 'Customer Code' and enter the last customer
code in the field 'To' (program usually set all customer codes) then
press F5 to start checking. If sales system and account receivable
system have errors, program will display that document number
and cause. The correction is go to that document and edit it. If
there are no errors after check it, program will display the message
as following figure:

420
Figure 5 No errors in A/R Recalculate

421
Data Checking on Purchase and
Creditors

The processes of data checking on purchase and creditors

1. The first checking is on purchase bill that you have to check

goods information and total value. So you can edit the
mistakes, if any.
2. Credit purchase report is printed by sorting date or number
depending on document filing. You should always print and
check the reports if there are many purchase transactions per
day. After finished printing, you should compare copy of your
document with this report that must match both purchase
quantity and purchase value.

Figure 6 Menu of Credit Purchase sort by documents

422
 Figure 7 Credit Purchase Report sort bydocuments

3. In case of the report shows incorrect data, you can return and
edit errors in that document. Sometimes data entry in the
purchase screen is not posted to the report because of
computer hanging or short circuit while you using the
program. So you have to reindex the purchase system.

423
Account Payable Recalculate

While you issue purchase bill, the problems can occur from power
drop or other causes making you re-boot the computer. So the
errors can occur in the data related to the Account Payable system
i.e. purchase bill value not equal to the recorded value, transaction
losing from purchase bill, no account payable. The referred
examples can give incorrect report. So you can check the errors in
purchase system, creditors system and update account payable
from A/P recalculation.

Figure 8 A/P Recalculate menu

424
 Figure 9 Specify A/P for recalculating

By A/P Recalculate, you can enter all supplier codes or some

codes. If you want to check all supplier codes, you have to leave
blank in the field 'Supplier From' and enter the last supplier
code in the field 'To' (program usually set all supplier codes) then
press F5 to start checking. If purchase system and account
payable system have errors, program will display that document
number and cause. The correction is go to that document and edit
it. If there are no errors after check it, program will display the
message as following figure:

Figure 10 No errors in the creditor checking

425
Checking Accounting Data

The processes of checking data entry in accounting system

1. Printing journal report sort by date or voucher number

depends on document filing. You should print in the short
period for document checking conveniently.

Figure 11 Journal Report Sort by Date

426
 Figure 12 Example of journal report sort bydate

2. Examining the completion of the account recording

(Perpetual, Periodic) and the amount of money from program
can do by checking the recorded account from each document
in the reports.
3. If the transactions are recorded incompletely i.e. wrong
amount, imperfect recorded transactions because of short
circuit or computer hanging, you have to go back to the source
transaction. For example, if the transaction is passed from
credit sales system, go to Credit Sales menu and search that
document then click on Re-post Account icon (see figure
below). So program will record that transaction again in the
journal book (by replacing the previous transaction).

Figure 13 Re-post Account menu

The above checking process should frequently be done in the case

of you just working in the program. You can check the data less
frequent than the first period when you have skill in this program.

427
Errors Checking in Accounting System

You will see 2 types of report checking when you go to Reports

menu 5.A Check Data:

Invalid A/C Code Trx. Program will display the invalid

account number. For example, you change the recorded
account number but journal book is unchanged. From this
example, program will display the errors from this
transaction.
Voucher Not Balance Program will display recorded voucher
from journal book which not balance amount (Dr. Is not
equal to Cr.).

428
Figure 14 Reports from checking accounting data

429
Check G/L Distribution from Other
Module

As mentioned above, accounting record in journal book is passed

from other systems i.e. purchase system, sales system, and
receipt-payment system. Errors can occur during you edit the
account number in journal book or can occur from power drop. So
program cannot link data to the account system. This cause makes
the amount in the accounting report and reports from other
systems are not equal. For example, balance in A/R ledger is not
equal to A/R status report. You can check the account transaction
whether it is edited from the first record or not by process in this
menu.

You can set the checking period in the Test G/L Data Integrity
menu. Then you have to specify whether you will check edited
transaction in journal book or not. If you used to directly edit the
account number in the journal book, you can specify the value
field 'skip voucher that user edit account no.' to be 'Y'. In other
word, you have to specify 'N' if you want the program to check
these cases too.

430
 Figure 15 Check G/L Distribution from Other Module

You can also check data entry related to VAT i.e. Purchase-sales
transaction is passed to VAT report or not by entering 'Y' for
checking in the 'Check VAT transaction' and entering 'N' for
not checking.

Then you can check the required systems from all menu at the
bottom screen i.e. A/P module , A/R module by entering 'Y' or 'N'
to each system followed by F5 to proceed the checking.

431
Balance Recalculate

It is the same as A/R and A/P recalculate that is you find incorrect
information from your data entry. This can be occurred from
many causes that make you to restart the computer during in
account operation (i.e. in Purchase menu, in Sales menu,
Receive-Payment menu or recording directly in journal book).
So balance recalculate will update all data to be correct
information.

Figure 16 Balance Recalculate menu

After you go to Balance Recalculate menu, program requires

you to enter the period or month that you want to update. You
have to specify the required period or month. Also you can specify
the first period to the twenty-fourth period to update every month
because program can keep the record for two years. The final
process is to press F5 for proceeding balance recalculate.

432
Figure 17 Specify the required period for balance recalculate

433
Check Data and Stock Calculate

Errors from computer system can occur while you issue purchase
bill, sales bill or do the stock transaction (i.e. internal stock usage,
cost adjustment, and stock adjustment). So data in stock system
will be affected i.e. incorrect inventory report or wrong record in
purchase / sales cost that can be solved by calculating balance and
post general ledger.

Figure 18 Stock File Maintenance menu

Check Beginning Balance Report Beginning balance of stock

is recorded more than one file—total beginning balance file,
beginning balance file of each stock locations, and beginning
balance from lot (FIFO cost calculation). Beginning balance can
be incorrect if balance at the end of fiscal year is miscalculated. So
problems can happen with the results in inventory reports i.e.
inventory report is not equal to total amount in inventory report
separated by warehouse. You can see these errors when you print
the check beginning balance report. It will show the different
beginning balance of each system that can edit by returning to
check the stock entry in beginning balance (can study this method
from chapter 8 'Entering the Beginning Balances'). If you do

434
not find any errors, you will return to print menu of check
beginning balance.

Update Begin'g Balance From Lot When you find the errors
in the warehouse balance and in the total beginning balance, you
have to adjust beginning balance from lot. Program will bring the
beginning balance from lot for adjusting in the total beginning
balance to have equal balance. The adjustment process can be
done by adjusting either one stock code or all codes. If you want to
adjust all stock codes, you have to fill the first stock code in the
field 'Stock Code From' and the last stock code in the field 'To'.
Then press F5 to proceed the adjustment, see figure below:

Figure 19 < Entering stock codes to be adjustedin the beginning

balance

Note
You should be careful and sure the beginning balance from lot is
correct.

Inventory File Maintenance It is the solution that should be

recommended by customer service of Express Software
Co.,Ltd.

Calculate Balance and Post G/L This is to update the

inventory cost. If you find incorrect balance, you can press Enter
at this submenu to view the stock codes. You can select some stock
codes to calculate or select all stock codes by click OK to proceed
the calculation.

Recalculate Qty. on P/O and S/O You have to recalculate

quantities on P/O and S/O if they are not equal with data entry.
Program will update quantities according to the data in purchase
order and sales order. When you press Enter at this submenu,

435
program will display all stock codes. You can select some stock
codes to calculate or select all stock codes by click OK to proceed
the calculation.

436
Chapter 22 Year-End
Processing
After you operate the program until accounting year (normally
start from 1st January till 31st December), year-end processing is
the operation results and financial status in the last year. In
addition, it is the deletion of daily transaction i.e. purchase bill,
sales bill, transaction in journal book. The ending balance of
assets, liabilities, and capital will be the beginning balance in the
next year. And that made the program can operate quickly.

Before Year-End processing

You should check the following transaction before year-end

processing:

Ensure the data in year that you want to year-end processing

have completely recorded.
Balances in the reports i.e. A/P-A/R balance, inventory
balance, financial statement, etc. are correct and approved by
authorized person. Also, you should print important reports as
a record i.e. stock and raw material report, balance sheet,
income statement, status report of creditors and debtors.
Complete accounting adjustment in the journal book i.e.
accrued expense adjustment, accrued revenue, setup accrued
corporate income tax, etc.
Backup data in diskettes at least two sets of diskette.
In the case of periodic method, the additional requirement is
closing inventory account in journal book that can be separated
into 2 transactions: the first transaction is Dr. Cost of Sales and
Cr. Inventory at the beginning. The second transaction is Dr.
Inventory at the end and Cr. Cost of Sales (see figure below). By
you can check the beginning balance of inventory from the ledger.
For inventory at the end, you can check from physical stock count
at the end of year.

437
Figure 1 Closing beginning inventory into sales cost account

438
 Figure 2 Ending finished goods to be beginning finished goods

Above closing account is for transferring ending inventory to be

the beginning inventory in the next year and closing last beginning
inventory into the cost of sales account. Inventory account that
recorded with Periodic method will not movement on the whole
year, so the balance amount in the ledger will always be the
beginning balance.

After you finish the above process, go to Year-End Processing

menu, the program will confirm you for backup data before
evaluate (see figure below). If you confirm this closing evaluation,
entering YES followed with F5 to proceed.

Figure 3 Confirm the evaluation

Program will calculate Retain Earnings (see figure below), then

press Enter at OK . This process is the last chance to cancel year-
end processing.

Figure 4 Calculate Retain Earnings by program

439
After you press OK , program will display the next fiscal year
automatically, see figure below. Then click on icon Save (or F9 ) to
record data.

Figure 5 Next fiscal year

Program will start to year-end processing in creditor system,

debtor system, and other systems by consuming some time that
depends on the amount of transactions. If there are many
transactions, it consumes much time. It will be return to Year-
End Processing menu after finish the process that you can start
to operate the next year.

440
Chapter 23 Security Setup
If there is only one user of program Express in the company, the
security system is unnecessary to be setup. The reason is that the
user can use password BIT9 to access into the program but the
user should change this password to protect others from using
your computer (mentioned in topic 'Change the password').

Changing password can also prevent problems from persons who

have their own duties to operate in one system. If all users can
operate all menus, problems can be occurred. For example, some
misunderstand the menu function or unauthorized persons can
backup information to outside company.

Security system is setup for the rights to each authorized person in

retrieving the information (in case lots of information from
companies) and going to the menus. You can go to Others menu
no.3 Security Setup (see figure below).

Figure 1 Security Setup menu

441
You can select many setup forms:

Group Information If there are many Express authorized

users in a company, they should be assigned responsibilities into
groups. So members in each group have the same right of program
usage. Another good point is only to enter the new employee's
information into suitable group and it can be operate immediately.
User Information If there are a few authorized users with
different responsibilities in a company, you should select this
method (setup for each authorized person).

442
User Group

Express software setups some parts of user group that you can
edit / add user group or department to meet the requirement. If
you want to setup the security for each different user, skip this
topic. Group Information is in Others menu no.3.1, see figure
below:

Figure 2 Press Ctrl+L to view allsetup user groups from the

program

You will see the setup user groups from the program i.e. financial
department, purchasing department, accounting department,
store department, general persons. You can add codes and group
names, as you want.

The below table is for setting up the right of this user group, that
will explain in next topic is mentioned about the 'setup the right
of each user group'.

443
Setup User

User files will keep all user records to identify the authorized level
of program usage i.e. general employees, chief, or system
administration level including the printer usage.

Go to Others menu no.3.2 User Information, see figure

below:

Figure 3 Setup User Screen

Setup passwords for users at the beginning of program usage are

BIT1 (operator level), BIT5 (chief level), BIT9 (system
administration level). You can practice by yourself for the
following example: click on icon Add (or Alt+A ) and enter a new
employee with the following description:

444
 Figure 4 Set User Code

User Code Be English characters or number (not more than

8 characters) i.e. SOMCHAI. It is not recommended to use
Thai code.
User Group Department or section of user i.e. accounting
department, financial department, store department, etc. If
you do not want to group users into each department, enter
'********' for the meaning of general person.
Authorize Level can be selected 3 levels:
0 to 4 – Operator has the limited rights i.e add or edit
data, unable to cancel or delete data, unable setup
important value (i.e. default information setup, setup
fiscal year, company creation, etc.).
5 to 8 – Chief has more rights than the first level i.e. able
to cancel document, setup value (i.e. default information
setup, setup fiscal year, open new file—delete all data) but
has some limited rights i.e. unable to access Security
Setup menu and edit form format.

445
 9 – System Administration has all rights and
understand program operation very well.
Above mentioned rights are setup by the program that is
unable to be changed i.e. 0-4 level cannot cancel
document. If you want to cancel document, you have to
setup higher level (level 5) and then limit the right of this
user again.
Note
Access the program with level 1 (BIT1) to check the basic right.
The program will require the password of higher level if BIT1
cannot be used in some menus.

Security check Setup 0 for not checking the right of this user
so user can access into the program without the control. If
you want limit the right to access each system of program, you
have to setup to be 1 (check before use).
Status You can enter with the following details:

X 'Disable' because you do not allow anybody to use the

password of temporarily absent person.

S 'Strict tracking' because you want to follow up a specific

user's work progress. Program creates event logging file to
display that progress i.e. adding, dele ng, edi ng data. So
your file storage will have less free space that you should
take this ma er in your considera on.

Blank 'Normal' means normally checking and se ng the scope of

right.

Note
You can select 'blank' to follow up the specific work progress i.e.
editing or canceling data that will be mentioned later.

Printer It relates to the setup printer in Start menu no.6.2

Set Printer Code. If users use different printers, you can
specify the number of printer usage.

446
Language use You can only setup in Express with English
version. You can select new screen of each user to be English
or Thai.
Last Login Program will display the last login date.
Note
Program will setup password of new users like user codes so
these new users have to change password by themselves.

447
Setup the Right of Each User

After setup the details of each user, you can setup the additional
scope of right in each level by going to Others menu 3.2 User
Information and selecting each user then double click on blank
field below Data column for setup the scope of right, see figure
below:

Figure 5 Setup additional scope of right

Data Click on Magnifying Glass Icon (or F6 ) to select the

specific company for SOMCHAI user to access data (see figure
below). If you do not specify the company name, leave blank
in this field. So it will affect information of all companies in
your program.

448
 Figure 6 Select company code for user access

There are 2 companies in DATAZ of 'Code' field. If you

select DATAZ, it will affect these 2 companies. You are able
to setup or edit in 'code' from Setup menu no.8 Company
Creation.
Menu Select menu for this user by click on Magnifying Glass
Icon to view menu name that will be ordered by the
abbreviated letter i.e. 'ก/ง1' means Finance menu no.1 To
Receive or 'เริม1' means Setupmenu no.1 Default
Information. Also there is special menu 'ทุกระบบ' for
allowing or limiting the scope of right in all menus.

449
 Figure 7 Select menu able to access

[Link] For adding submenu by adding in Document

Running No. menu. This section is not mentioned now, press
Enter to go to next field.
Read Add Edit Cancel Delete Print and Approve by
setting:

Y Able to operate

L Able to operate and record log file

N Unable to operate

S Able to setup only in 'Print' field to print on the screen only. It

cannot be printed on the printer or data file.

You may try to set the right of user 'SOMCHAI' for test as
figure below:

450
Figure 8 Example of setup

451
Setup the Right of Each User Group

Figure 9 User Group

You will see the table of setting the user group's right from
Others menu 3.1 Group Information. It is the same as
individual setup but this method is the setup for user group. It can
save your setup time because you can group many users into one
group. So users in each group or department will have the equal
right.

452
Module Setup

Go to Others menu no.3.3 System Access setup (see figure

below) and press Page Down at this screen to view menu 'ก/ง'. You
will see the test data that you entered above.

Figure 10 Module system in Express

So you can setup the scope of right in this screen and you can use
the same method of individual setup or group setup. This security
setup in module system is suitable for stressing in module system
that is different from individual or group setup i.e. you can specify
users to access in the Finance menu.

You can exit and re-enter to this program by using user code
'SOMCHAI'. This way will make you more understand
the security system.

453
Event Logging File

Normally, Express records the operation of logging, exiting,

retrieving backup data, changing company, entering wrong
password, and editing data in posted account (for version 1.5
only). If you want to view the recorded details from the program,
go to Others menu 3.4 Event Logging File, see figure below:

Figure 11 Log File screen from all users

There are 2 methods for setting the program to record the event:

Strict checking from User Information menu which will

record all events from that user.
Enter 'L' in the accessible data field i.e. add, edit, delete that
will be recorded into the program

454
From figure 11, program will display date, time of event, and user
code. If you select 'Strict checking', program will record log in, log
out and all processes.

Program will arrange data according to date and time sequence

but not the users. So you can press Alt+K for show Inquiry by
Condition dialog to check each user, see figure below:

Figure 12 Press Alt+K Search data by condition screen

Note
Above 4 Reports have to be prepared for Revenue Department.

Program provides blank field to fulfil conditions. In this example,

USERID means the user code that you enter 'SOMCHAI'.

Note
You can use the condition operator, e.g. .AND..OR. for example.
USERID='BIT9' .OR. AUTHID='BIT9' this mean searching for item
that BIT9 is adding or editing or authorize to any transaction. You can
see these Fields Name on next table below.

455
 Field
Data Name Example

Date TRNDATE DTOS(TRNDATE) >= '20001201' .AND.

DTOS(TRNDATE) <= '20001231'

Time TRNTIME TRNTIME >= '10:00'

Code TRNCODE TRNCODE='00'

User USERID USERID='SOMCHAI'

Approval AUTHID AUTHID='BIT9'

Data DATA DATA='TEST'

Module MODULE MODULE='ขาย4'

Document DOCNUM DOCNUM='IV'

In addition, you can print the report from event logging file for
evidence to check or provide for the government. There are many
report formats to select i.e. Audit Trail Report for checking
specific edited transaction or Report Restore Data for checking
who / when (date and time) restore backup data.

If you want to delete old data from event logging file, click icon
to Delete Trx. In Log File and click OK to confirm, see figure
below:

Figure 13 Program requires you to confirm this deletion

The program will calculate the DATE to be delete from the Start
of Fiscal Year of the current data (on menu Setup/3. Account

456
Periods) and subtract with 2 year.

For example,

the current Start Fiscal Year is 01/01/2020

if you need to delete the record that older than 01/01/2019

So you need to temporary change the Start of Fiscal Year to be

01/01/2021, and change it back to 01/01/2020 after do this
processing.

Note
You may backup the file [Link] ( in subfolder SECURE) before
delete it record, for later use.

457
Change Password

Basically program provides the user code same as password i.e.

you setup user code as SOMCHAI which will be used for
password SOMCHAI. This will be noticed and accessed easily
from others. So users should change their own password to be the
secret password with strict security policy.

Method of changing password – login their own user code and

password and go to Others menu no.2 Change Password.
Then enter Old Password (SOMCHAI) and enter New
Password (should be guessed difficultly by others) with re-enter
this new password. This will finish the process of changing
password.

Figure 14 Changing password

After finish changing password, you have to enter this new

password to access into the program i.e. enter user code as
SOMCHAI with new password.

Changing password does not affect to data in the program and the
highest level users can still check and follow the work progress of
others.

458
To Solve the Solution of Forgetting
Password

If users forget their own password and they are not system admin.,
the system admin. can set new password. Go to Others menu
no.3.2 User Information then searching those users' data after
that click on Reset Password icon, program will set new
password (by setup same as the user codes). If system admin.
(level 9) forget their own password, they cannot go to the
Security Setup menu. So they should contact Express
Software Group Co.,Ltd. or you can prevent this problem by
follow the following recommendation:

1. Create new one user code to be level 9

2. Access with new user code (level 9) and change this password
by following the topic 'change password'.
3. Record user code and new password in your personal place
and keep it as secret that can be used in the emergency case
(forgetting password).

459
Backup Security Data

Before and after setup the scope of right of each user or each
group, you should backup security data (i.e. user file, scope of
right of each user except event logging file) to prevent security
problem i.e. incorrect editing of scope of right, losing security file.

Note
Backup security data does not relate to transactions in the program
i.e. purchase-sales data, accounting data, etc.

When you press Enter in Others menu no.3.5 Backup Security

Data, screen will display the following figure:

Figure 15 Backup Security Data

Then you have to insert a formatted diskette to keep the backup

security data and press Enter to start the backup process.

460
Note
After you finish the setup the security data, it is important to backup
this data in a diskette to prevent the problems of setting the security
system again.

461
Restore Security Data

Go to Others menu no.3.6 to Restore Security Data.

Figure 16 Restore Security Data

Then you have to insert a backup security data diskette and select
drive A: from Backup SECURE Data File line. Program will
retrieve data from this diskette into the program.

You have to consider this restore because it can affect changing

password period during backup and restore data. The new
password will be changed to be previous password. After restore
the data, they have to enter previous password when they access to
the program.

462
Chapter 24 Preparing
Financial Statement
If you do not add or make any change with the accounting no. in
this installed account chart, you can print financial statements
immediately as you want. Anyway if you want to change or edit
financial statement format i.e. balance sheet, income statement or
change account no., you have to re-edit the financial statement.

You should study and understand accounting chart structure from

chapter 7 'Master File Setup' topic 'Chart of Accounts' before
preparing financial statement.

Figure 1 Installed Balance Sheet Format

Following figure displays the screen from Account menu no.9

Financial Statement:

463
Figure 2 Preparing Financial Statements menu

464
Copy Financial Statement

Before start to edit anything, you should copy old financial

statement to consider and compare with new one. Copy financial
statement can be done by click on Copy Report icon, see figure
below:

Figure 3 Copy Financial statement menu

Then program displays previous financial statement code at

'Original Report' and requires you to enter new code at 'New
Report Code'. Financial statement code should be English letters
or numbers not exceeding 8 characters, then click Proceed button
to proceed (notice new code from financial statement code).

Figure 4 Enter new financial statement code

465
Components of Preparing Financial
Statement Screen

You have to enter the following description:

Code is financial statement code that you cannot edit. If you

want to change or edit this code, you have to copy script
following the above method before set new code.
Statement Heading is the message displaying in the top of
report that you can enter maximum 4 lines:

Figure 5 Statement Heading sample

From above sample, your statement header displays:

Figure 6 Statement header in the report

Variable \NAME is replaced with your company name and

\END_PRD is the ending period of this printing time
(June 6 – as example).
Note
Another variable is \DEPT (department) that is for printing
separated department.

Picture is to specify amount in the statement i.e.

999,999,999.99 means one hundred million unit with two

466
decimals. Also, it displays minus sign before number i.e. –
123,000.
(999,999,999.99) has the same meaning with above
example except minus number i.e. (123,000) means –
123,000.
Picture % is to set percent rate of unit and print a column in
percentage i.e. program can display percent rate from
computing how much percentage of cash or other assets to
total assets. You can study rate comparison method in other
topics.
Printer Command You are able to set font size for financial
statement printing:

Font size Print command

10 fonts / inch \027\033\000

12 fonts / inch \027\033\001

15 fonts / inch \027\033\000\027\103

17 fonts / inch \027\033\004

20 fonts / inch \027\033\005

The first – fourth column is for printing financial statement

comparison i.e. comparing current year with last year, this
month with last month, or displaying statement from the first
month – the fourth month depending on your formula. The
maximum columns are 18 columns.
Head 1 - 2 are messages on each column. (see figure 7 and 8).
Formula You are able to select required financial statement
that are prepared by program i.e. balance amount, monthly
movement amount, last year amount, etc. Usage method is
click on Magnifying Glass Icon to view all field/formula.
Example of results displayed in format for each
column

467
 Figure 7 Example of result format

Financial statement after printing:

Figure 8 Financial statement after setting header and

formula

Department This column displays accounting balance only

specified department.
Print % Printing percent rate for comparison i.e. how much
percentage of cash from total assets in balance sheet. You can
study percent rate printing method in other topics.
Output Sometimes you create column for calculation but you
do not want to show results in the statement, entering 'N'.
After completely setting the statement heading and financial
statement format (monthly balance, collecting balance, etc.),
next process is retrieving accounting number to display in the
financial statement by click on Item Report tab, see this page
in the following figure:

468
 Figure 9 Displaying accounting number

Item Code This field usually be blank, that mean all items on
below table is belong to this Report. Sometime we need new
report that have all items same as another report, we can refer
to item of that report here, this mean we just Add only the
difference Formula report header but same item's detail. If
item is changed, other report will be changed too. You cannot
delete the report that have been referred.
No. in this line will be displayed in the financial statement i.e.
message or account number in the 100th is displayed before
the 110th or 120th, respectively. The sequence in this line will
be started from 0001-9999.
Data is displayed in this line. The following are information
fields to be selected:

A/C - account It has to be account number so that this

informa on can be calculated by program.

VAR - variable Sum up each variable field.

TXT - text It can be message, number, or sign

because program will show only the text
not for calcula on.

NUM - fix number Fix number for calcula on or showing in

469
 the statement.

--- single line Drawing single line to arrange the account

group or arrange before totaling the
amount.

=== double line Drawing double line at the total amount.

BEG - beginning Showing beginning inventory for Periodic

inventory method.

INV - ending inventory Showing ending inventory account for

Periodic method.

PAG - new page Arranging the statement for new page and
it also shows the header of statement in
new page.

FF - new page Arranging the statement for new page but

it will not show the header of statement in
new page.

A/C or Variable Accounting no., message, or variable is

related to your selected information. For example, if you
select A/C, you have to set the accounting no. field or variable
to be accounting no. In another way, if you select it to be VAR,
you have to set the accounting no. or VAR to be A – E.
Dep. If you want to process the balance of accounting no.
from some departments, you can specify department code.
+- showing the value status i.e. you can select only plus
current account from many current accounts to show in the
assets. Also, minus current accounts will be shown in the
liabilities.
Description Automatically program will display account
name in the description field if you select 'A/C' and
accounting no. is used in the VAR or accounting no. Field. In
addition, you have to describe the transaction if you select
other information type.
PC (Print Condition) For the preparing financial statement
menu, you can calculate from the accounting no. but you can

470
select to show only required account by the following choices:

Print Condi on Meaning

' ' print without condi on Print informa on at this line in all
value.

N not print Not print informa on at this line in

all value.

Z skip if balance is 0 Not print if its value is 0. It will

print

C print in the center Only for 'TXT' by centering the

informa on in financial statement
(in account name part).

Variable A B C D E %
There is space for writing and storing the value to calculate in
the future. Information that you are able to enter in variable
A B C D E % has:

Nothing No calcula on at this line

but it may be used in the
total line.

+ , - , * , / plus, deduct, mul ple, divide For calcula ng each

accoun ng no. in this
financial statement.

0 delete VAR value Dele ng VAR value in the

accoun ng no. or VAR to
be 0. This process will be
used when you finish the
calcula on that is always
used with 'VAR' type.

< if less than For comparing values

between fixed value and
the result in that column.
If fixed value is less than

471
 the result, entering that
fixed value.

> if more than For comparing values

between fixed value and
the result in that column.
If fixed value is more than
the result, entering that
fixed value.

Note
Column A B C D E is same as button M+ M- on the calculator
because you can write and bring results to calculate with other results.

472
Financial Statement with Perpetual
Method

The preparation of balance sheet with Perpetual method is

shown as an example for users to understand the operation of
Preparing Financial Statement menu:

Figure 10 Example for preparing financialstatement

No. Meaning

100 Typing 'Assets' at the center.

110 Typing ' - - - - ' under Assets (like an underline) and at the center.

120 Typing 'Current Assets:' at the le .

130 Showing cash account at the financial statement. If balance is 0, it

will not be printed. Also the value will be recorded in variable A.

135 Calcula ng only plus balance in the current account but it will not
be shown at the financial statement. The value will be recorded in
variable C.

136 Calcula ng only plus balance in the current account II but it will not
be shown at the financial statement. The value will be recorded in
variable C like the first current account.

473
No. Meaning

137 Calcula ng only plus balance in the current account III but it will
not be shown at the financial statement. The value will be recorded
in variable C like the first and the second current account.

140 Summing all values in variable C to variable B. Then clear values in

variable C that will not be shown at the financial statement.

150 Calcula ng savings account but it will not be shown at the financial
statement. The value will be recorded in variable B like total plus
amount of the current account.

160 Calcula ng fixed account but it will not be shown at the financial
statement. The value will be recorded in variable B like total plus
amount of the current account and the savings account.

170 Summing all values in variable B to get all deposit accounts and
record them in variable A. If balance is 0, it will not be printed.

175 Showing short-term investment at the financial statement. If

balance is 0, it will not be printed. The value will be recorded in
variable A.

Figure 11 Financial statement structureexample

No. Meaning

474
No. Meaning

180 Showing account and note receivable at the financial statement. If

balance is 0, it will not be printed. The value will be recorded in
variable A.

190 Showing inventory account at the financial statement. If balance is

0, it will not be printed. The value will be recorded in variable A.

200 Showing other current assets at the financial statement. If balance

is 0, it will not be printed. The value will be recorded in variable A.

210 Drawing a line in the amount field.

220 Adding all values in variable A to sum the total current assets. The
value will be recorded in variable A which shows both plus and
minus amount.

230 Showing receivables and loans to directors at the financial

statement. If balance is 0, it will not be printed. The value will be
recorded in variable A.

240 Showing all investments at the financial statement. If balance is 0,

it will not be printed. The value will be recorded in variable A.

250 Showing property, plant and equipment all investments at the

financial statement. If balance is 0, it will not be printed. The value
will be recorded in variable A.

260 Showing other assets at the financial statement. If balance is 0, it

will not be printed. The value will be recorded in variable A.

270 Drawing a line in the amount field.

280 Summing all values in variable A to sum the total assets. The value
will be recorded in variable A which shows both plus and minus
amount.

290 Drawing double lines in the amount field.

475
 Figure 12 Financial statement structure example

ลําดับ ความหมาย

300 Typing 'Liabili es and Shareholder's equity' at the center.

310 Typing ' - - - - ' under Assets (like an underline) and at the center.

320 Typing 'Current Liabili es:' at the le .

330 Showing the first minus current account (OD) at the financial
statement. If balance is 0, it will not be printed. Also the value
will be recorded in variable A.

340 Calcula ng only minus balance (OD) in the current account II but
it will not be shown at the financial statement. The value will be
recorded in variable A like the first current account.

350 Calcula ng only minus balance (OD) in the current account III but
it will not be shown at the financial statement. The value will be
recorded in variable A like the first and the second current
account.

360 Showing accounts and notes payable at the financial statement. If

balance is 0, it will not be printed. Also the value will be recorded
in variable A.

370 Showing other current liabili es at the financial statement. If

balance is 0, it will not be printed. Also the value will be recorded
in variable A.

476
ลําดับ ความหมาย

380 Drawing a line in the amount field.

390 Summing all values in variable A to sum all current liabili es and
record them in variable A. These results will be shown although
they are plus or minus values.

400 Leaving a blank line.

410 Showing other liabili es at the financial statement. If balance is 0,

it will not be printed. Also the value will be recorded in variable
A.

Figure 13 Financial statement structure example

No. Meaning

420 Drawing a line in the amount field.

430 Summing all values in variable A to sum total liabili es and record
them in variable A. These results will be shown although they are
plus or minus values.

440 Drawing a line in the amount field.

450 Typing 'Shareholders' Equity:' at the le .

477
No. Meaning

460 Showing common stock at the financial statement. The value will
be recorded in variable B. These results will be shown although
they are plus or minus values.

470 Showing retained earnings at the financial statement. The value

will be recorded in variable B. These results will be shown although
they are plus or minus values.

480 Calcula ng revenues III but it will not be shown at the financial
statement. The value will be recorded in variable C.

490 Calcula ng expenses but it will not be shown at the financial

statement. The value will be deducted in variable C.

500 Summing all values in variable C to calculate for net income or net
loss and record them in variable B. These results will be shown
although they are plus or minus values.

510 Drawing a line in the amount field.

520 Summing all values in variable B to sum shareholders' equity and

record them in variable A. These results will be shown although
they are plus or minus values.

530 Drawing a line in the amount field.

No. Meaning

540 Summing all values in variable A to sum total liabili es and

shareholders' equity and record them in variable A. These results
will be shown although they are plus or minus values.

550 Drawing double lines in the amount field.

478
From sequence 480 and 490, Express program will calculate
income-loss balance in the balance sheet by deducting income
from expenses.

479
Preparing Financial Statement by
Periodic Method

Balance Sheet by Periodic method is different from Perpetual

method in the inventory part and income-loss calculation part, see
below example:

Figure 14 Assets part in Balance Sheet with Periodicmethod

The inventory part in the financial statement comes from every

sub account of the company. If your company is buying and selling
business, this part is finished goods. In addition, if your company
is the manufacturer, inventory part includes raw material and
work in process. You should specify INV in the inventory account
that program will display the inventory part from Account menu
no.5 Ending Inventory.

The following balance sheet (fig.15) is the income-loss calculation

with Periodic method:

480
 Figure 15 Income-loss calculation with Periodicmethod

No. Meaning

510 Calcula ng revenues but it will not be shown at the financial

statement. The value will be recorded in variable C.

520 Calcula ng the beginning raw material but it will not be shown at
the financial statement. The value will be recorded in variable D.

530 Calcula ng the beginning finished goods but it will not be shown at
the financial statement. The value will be recorded in variable D like
raw material account.

540 Calcula ng the beginning work in process but it will not be shown
at the financial statement. The value will be recorded in variable D
like raw material and finished goods account.

550 Calcula ng purchase account but it will not be shown at the

financial statement. The value will be recorded in variable D.

560 Calcula ng raw material at the end but it will not be shown at the
financial statement. The value will be recorded in variable D to
deduct the beginning balance and purchase account.

570 Calcula ng the ending finished goods but it will not be shown at
the financial statement. The value will be recorded in variable D like
raw material account.

481
No. Meaning

580 Calcula ng the ending work in process but it will not be shown at
the financial statement. The value will be recorded in variable D like
raw material and finished goods account.

590 Calcula ng all values from variable D to calculate cost but it will not
be shown at the financial statement. The value will be recorded in
variable C to deduct income in variable C.

600 Calcula ng the selling expenses but it will not be shown at the
financial statement. The value will be recorded in variable C that is
the minus value like selling cost.

610 Calcula ng the administra ve expenses but it will not be shown at

the financial statement. The value will be recorded in variable C to
deduct the income balance like selling cost and selling expenses.

620 Calcula ng all values from variable C to calculate net income / loss.
This value can be plus or minus that will be displayed to add in the
investment and retained earnings.

482
Income Statement for Income Tax
Calculation

Figure 16 Structure of income tax calculation

No. Meaning

320 Collect Income (Loss) calcula on will offset with variable in field B.
This amount will be recorded in both field C and D.

330 Se ng the fixed amount at 0 (not displayed on income statement)

and using the if condi on (> greater than). This condi on means
that 'if fixed amount is greater than income in field C, this amount
(0) will be recorded. Also, if income in field C is minus amount
(=loss), 0 will be recorded. In addi on, if income is plus amount,
this income will be calculated later.

340 Income tax rate is fixed at 30% (.30) (not displayed on income
statement) to mul ply with the amount in field C.

350 Calcula ng the amount in field C. If the result comes out to be

income, it will be mul plied with tax rate to get income tax. This
income tax will be deducted from income before tax and the result
will be recorded in field D.

360 Drawing a line in the amount field.

483
No. Meaning

370 Calcula ng income a er tax by deduc ng income with income tax.

380 Drawing double lines in the amount field.

484
Rate Comparison in Financial Statement

You can compare percentage in financial statements i.e. you want

to compare cash or other assets in percentage with total assets in
the balance sheet, see figure below:

Figure 17 Percent comparison in Balance Sheet

To show percent calculation in balance sheet, firstly go to

Financial Statement menu and select required statement. Then
click on Edit icon to edit the amount in Print % to be Y, see figure
below, followed by click on Save icon to save data.

485
Figure 18 InputYatPrint %in the first page of PreparingFinancial
statement menu

Setting total assets as a base for calculation in Balance Sheet, the

method is click on Item Report to go to financial statement screen.
Then double click on % column of Total Assets and input sign
'+'(see figure below) follow by click on Save icon to save and close
this window to quit this edit screen.

Figure 19 Setting base calculation

486
Financial Statement Printing

You can print financial report immediately in Financial

Statements menu by click on Print icon or go to Report menu
no.5, see sub menu in the figure below:

Figure 20 Account reports

This financial statement reports consist of many financial

statements i.e. balance sheet, income statement those are divided
into two Perpetual and Periodic methods. The following
example is printing scope for Balance Sheet by selecting Balance
Sheet for Perpetual method, see figure below:

487
 Figure 21 Printing scope for Balance Sheet

Report Select the code of report you want to print.

Period If your accounting period starts at 1st January, each

period is followed month by month within calendar i.e. the
first period is January, the second period is February,
respectively. For the other case, if you start from other month,
you have to specify the required period for reviewing the
financial statement. In addition, you can review it in each day
by specifying 0 in this field and entering your required date.
Department You can specify the required department. If you
enter *, total amount from all departments will be displayed.
You still can enter * although departments are not separated
into each department. In case of many departments, you want
to view some financial parts in that department, for example,
you want to view departments begun with 'A', you can enter
'A*' in this field. The other example is to view the department
begun with 'A' at the second letter, you can enter '?A*' in this
field.
Print All Many accounts in financial statement may be
calculated from many accounts that you can print all accounts
to check the balance.

488
Description Width You can set the description width less
than the default (normally 60 characters) to print the
financial statement that has wide column into one small
paper size.
Print Page From You can set the page number to print from
the beginning to the end.
Lines Per Page You can set the amount of lines in one page
to be printed that depends on the page size.

489
Chapter 25 Form and Report
Modification
Express has many installed report types as standard for users but
they can create additional report types into the program by editing
the standard types. Components and form editions have similar
methods so the initial part in this chapter is referred to the
meaning of report forms and their components including
examples. You can use these examples to create or edit reports.
The additional description of creating / editing will be mentioned
at the last part of this chapter.

There are 2 report types in Express:

1. Form means document forms i.e. purchasing order, invoice,

or receipt. These forms are available in all screens that have to
be recorded daily i.e. cash purchase, credit purchase, cash
sales, credit sales, debt payment, cash receipt, etc.
2. Report means the display formats for management. You can
analyze and make decision from sales information or other
objectives i.e. purchasing tax report, sales tax, inventory
report, sales analysis report and other installed reports. These
install reports can be printed all the time after you enter
information into the program.

490
Edit Forms

If you want to edit installed forms to be the same pattern with

printed from printer houses, go to the menu that you entered
information in that form. For example, if you want to edit tax
invoice form, you have to go to Sales menu no.4 Credit Sales
and click the arrow beside Print icon, see figure below:

Figure 1 Installed form

Meaning of each sub menu in Print menu:

No.1 "Print Invoice"

This sub menu records the edited form to be printed the correct
form immediately. Credit sales menu has 9 forms of invoice /
tax invoice that can be edited.

No.2 "Edit Test-form"

491
This sub menu is for editing the installed forms to be the same
pattern with your forms. The editing method will be mentioned
later. First of all, you have to select the original forms from 6th
sub menu – 9th sub menu and copy as test form otherwise
program will notify as mistake. After you copy original forms to be
any forms (form 1 – 9), you have to edit at that form.

No.3 "Print Test-form"

This sub menu is to print the result from editing test form (from
2nd). If the result does not match with your edit, you have to edit
test form at 2nd again by matching the required form (form 1 – 9)
with edit test form (from 2nd).

No.4 "Copy Test-form to Menu 1"

The method of copying the edited test form on the original form in
the first sub menu is pressing Enter at the 4th sub menu and select
1 – 9 forms. You have to confirm at the selected form by pressing
Enter . The benefit of this copy is the convenience of next printing
that you can click on Print icon easily.

No.5 "Copy Menu 1 to Test-form"

After you save the edited form on the original form in the first sub
menu, you copy the original form as test form later. Therefore, the
edited form will be disappeared. If you want to edit the previous
edited form again, select the 5th sub menu. Then program
retrieves the real form from the first sub menu to be test form for
editing. At the same time, the real form can be used.

No.6-9 "Original Forms to Test-form"

6th – 9th forms are the original forms to be used as test forms.
Also, they can be edited many times by pressing Enter at the
required form. Program uses that form as the test form and save it
in the selected form (6th – 9th forms).

Besides form with lines and without lines, there are the other 2
forms:

1. Form 12
Topics under this form have 12 fonts per inch.

492
 2. Form 15
Topics under this form have 15 fonts per inch. The font size is
smaller so there are more spaces for information. There are
more spaces at the Loc. column and Discount column, see
figure below:

Figure 2 Columns in Form 15

For clearly understanding the edit method, the following is the

example of invoice form. After you go to credit sales screen, click
the arrow beside Print icon followed by selecting no.7 Original
Form to Test-form. Then you have to select the first form that
the original no-frame form is copied to test form. Finally, you have
to select no.2 Edit Test-form. So the first form is following:

Figure 3 Edit Test-form screen

Note
Only the forms in Credit Sales menu can be edited for 9 forms.
Other systems' forms will be prepared by program that you can only
create or edit for 3 forms.

493
 Main components in edit test-form or reports are consisted
of:

1. Report Frame shows the information in the form when

printing.
2. Print Options to determine the conditions of form printing
i.e. font size, margin.
3. Data File to display the forms or reports in the specified files.
4. Data Spec is the determined variables to retrieve information
from related files.

494
Functions in Report Frame

To facilitate the general information display i.e. date and time of

printing, total pages, etc, program prepares functions for these
results. You only put the below functions in the report frame
without any correction of instructions. Important functions are as
followed:

\NAME Company name determined in menu Setup menu no.1.1

company descrip on.
\DATA Prin ng report date is the same date with your computer
when you print it.
\TIME Prin ng report me is the same me with your computer
when you print it.
\PAGE Displaying page numbers in the report with the width 8
characters in the right alignment.
\LINE Hyphen lines in horizon with the paper.
\DLINE Double lines in horizon with the paper.
\FEED Go to new page.
\FILE File name in the report.
\P Displaying page numbers in the report with the width 3
characters and in right alignment.
\TP Total pages in the report.

495
Editing Displayed Results in Report
Frame

You will see many variables in the edit test-form (begun by ~ and
followed by characters) that are used for names-addresses'
customers, document number and date, items, etc. These variables
are arranged in lines that are in the forms or reports. Express
divides forms into 3 main sections; header, description, and
conclusion sections and it divides each line in Report Frame to be
the instruction. Each line has different instruction, see figure
below:

Figure 4 Edit Test-form Figure 5 Prin ng results on screen

a erprocessing

496
 Note
Tactics for convenient and correct test-form edit:
1. If you insert * in front of any lines, program will not process at that
line. So it is favorable to use * to describe instructions or remarks, for
example:
* this report is for displaying tax invoice form
* user can edit or change that you want
2. If you edit forms or reports wrongly, program will show the wrong
line and describe the causes. You can edit that wrong line and re-
print.
3. You should edit report or form point by point and print it to check
the result. You should not edit many points at the same time because
it is difficult to find and edit the wrong points.
4. There is a caution for space in this test form because Thai and
English have different patterns. You are able to notice which sector
you are in by cursor.
_ means English sector.
? means Thai sector.
A space in Thai sector is meant 1 character (but cannot see that
character). Also, a space in English sector is meant real space.
5. While you edit forms or reports, you should read the manual for
clear understanding.

Ti: (Title)

It is the component of report frame that will be read only one

time for form or report printing. For example, your form has a
company name and want it appear at the first page of this form
(normally appeared all pages in new pages). You can put variable
(company name) in Ti: line, see figure below:

He: (Header)

It is the header form that is different from Ti: The difference is

message or variable in He: is proceeded every page in this form or
report. It always shows document number, document date, name
and addresses' customer or distributor, or report name i.e.

497
Variable in He: line can be in any positions but it has to be
arranged in He: line. You can press Del , Spacebar or Backspace to
give a distance between variables or move variable up and down.
For example, if you want to move variable of customer code (
~CUSCOD) to the right hand side, you can press Spacebar for
spaces as required (be in English sector). Also, if you want to move
variable of document number down (~DOCNUM), you have to
press Del to delete that variable and type in the required line.

Meaning of Variable at He: Line

Figure 6 Header Form

Variable names Meaning

~TAXID Business tax iden fica on number

~P_ORGTXT Branch of business
~P_ORGSTR Branch abbrevia on of the business
~BILLTO Customer ID that will be issued in the tax report
~CUSNAM Customer name
~ADDR01 Customer's address at the first line
~ADDR02 Customer's address at the second line.

498
 Variable names Meaning

~ADDR03 Customer's address at the third line.

~TAXIDX Customer's taxpayer iden fica on number
~ORG Customer branch.
~TELNUM Customer's telephone number
~YOUREF Reference
~DLVBY Delivery by
~DOCNUM Document number
~DOCDAT Document date
~CR Credit for customers i.e. 30 days, 45 days
~DUEDAT due date
~SONUM Selling order number
~SODAT Selling order date
~SLMCOD Code and name of salesman
~AREA Sales territory

Above variables are displayed when you enter related information

into variables. For example, you issue selling bill by not referring
to selling bill or salesman. Program will not show that information
in the form although that variable is in this test-form edit.

Special Determination for Characters or Messages

You can determine for special characters or messages in the forms

i.e. capital letter, bold, center of page, underline.

Special
style Instruc ons Examples

499
 Special
style Instruc ons Examples

Enlarge Inser ng $E Inser ng before and $E Invoice No.$E

Le er a er message or variable for capital
le er. You should leave a space at
the end of message before inser ng
$E

Bold Inser ng $B before and a er $B~CUSCOD $B

message or variable for bold le er.
You should leave a space at the end
of message before inser ng $B $B

Underline Inser ng $_ before and a er $_~CUSNAM $_

message or variable for underline.
You should leave a space at the end
of message before inser ng $_ $_

Center Inser ng ^ before and a er ^Tax Invoice^

message or variable for the center.
You should leave a space at the end
of message before inser ng ^

Bo: (Body)

It is the description in the form that information in the master file

or the relate file can be retrieved to display in this part.

Ih: (Item head)

It is used for the link between Master File and Item File. For
example, a document may have many items i.e. an invoice may
consist of many items or the receipt may receive debt payment
from many tax invoices, etc. This link should not be edited besides
you receive the suggestion from customer service department
from Express.

Ib: (Item body)

500
It shows the description in the document by retrieving from Ih:
line. You can alternate the positions of variables in this line but
you cannot use the variables in Ib: line in other lines i.e. He: or Su:

Examples in Ih: and Ib:

Figure 7 The relationship inIh:lineand the result inIb: line

From above figure, the first line in Ih: is bringing docnum field
(document number) in a artrn file (selling file) to create the
relationship with docnum field in stcrd file (selling file). After
you create the relationship, the information in stcrd file will be
shown in Ib: line.

Ib: at the second line comes from the created relationship in the
first line of Ih: You can notice ;1 at the last of this line. This
information is retrieved from item file. Variables in Stcrd file
are meant:

Variable name Meaning

~N Ordinal number i.e. 1…2…3

~ARTICLE Stock's name and code
~QTY Quan es sold
~TQUCOD Goods unit i.e. piece, dozen
~UNITPR Cost/unit

Bt: (Body Template)

Information or signs that are determined at Bt: line will be

printed in all lines at Ib: It is always used to draw vertical line ( | )

501
in the form, see figure below:

Figure 8 Form with vertical line at Bt: lines

Fo: (Footer)

It means that the information will be displayed at the end of all

pages. For example, if you want to print tax invoice that have
many pages by summing quantities or amount in every page or
drawing lines in all new pages, you can determine them in this
line.

Su: (Summary)

To summarize the amount in this form i.e. total sold quantities,

VAT, net sales, etc. The information in this Su: line is shown only
at the last page of this form.

Figure 9 Variables in Suine

From above figure, the following is the meaning of variables:

Variable
name Meaning

~AMOUNT Total amount or service

~DISC Discount rate

502
Variable
name Meaning

~DISCAMT Discount amount

~AFTDISC Amount a er deduc ng discount
~ADVNUM Advanced number
~ADVAMT Advanced amount from reference
~TOTAL Total amount of quan es
~VAT VAT rate
~VATAMT VAT amount
~CHKAMT Net sales

~HREM1 - Remark of document entered by click on Add/Edit

~HREM10 Remark icon on that page
~BAHT Amount in words

503
Line Spacing Less Than Single Line

If you want to align the information to move down i.e. 0.5 line or
¼ line, you can use the instruction to adjust as you require. The
important thing to know is the line spacing of Paper Feed from
printer by moving paper 1" up. The printer will feed paper up 180
times (or 180 feed per 1"). The instruction for this feeding can be
written by \027\074\ followed by line spacing i.e.

\027\074\030 means feeding paper up 30/180 per 1” (feeding paper up

makes printer print lower)

You can adjust line spacing lower as much as you require by

feeding times. The maximum is 180 times (= 1"). The instruction
of line spacing has to be entered in front of that line that affects
every information in that line.

Figure 10 Instruction to adjust line spacing

504
From above figure, the instruction for line-spacing adjustment in
front of variable of customer code (~CUSCOD) has an effect to
the information in that line. The whole line will be moved down
30/180 per 1". The noticeable thing is the variables behind the
instruction will be moved to the right hand side. It is unnecessary
to scroll those variables to the same position because program
does not count that character.

505
Saving the Edited Test-Form and Using It

After edit form completely, you can test the printing by click on
Save icon and close report editor window. Also, you can click on
icon Save (or F9 ) to save immediately without confirmation on
this change.

You can try to print by using forms (from printer house) from
Print Test-form menu (see figure 3) and print it on printer.
You can edit the form as you want by using the above method and
re-print. If the information's position is on the right position in
the form, you have to save this edited test-form on the original
form no.1. Also, you have to select the form (1-9) (click on Print
icon for printing the first form), by using the following topic:

Figure 11 Using the edited test-form as theoriginal form

506
Edit the [Print Options]

Editing the report frame is the edition of result on the form i.e.
variable movement in the ordered form (from printer house). The
print options are the determination of printing condition i.e. paper
size, margin, lines per page, etc.

Figure 12 Printing Condition

The followings are the condition for printing:

Variable name Meaning

Top=0 Start prin ng at the

top of paper as
se ng in the printer.
Left=0 Start prin ng at the
le margin as se ng
in the printer.
Right=94 Stop prin ng at the
determined column.

507
 Variable name Meaning

Line=36 Set the amount of

lines per page.
Output=Select, Printer, Screen, File Se ng the displayed
output on the form
i.e. print on printer,
screen or file. From
this example, it has
been set to select
during prin ng
Select.
Print Control=\027\033\001 Se ng the font size.
This example has 12
characters/inch that
you can find these
instruc ons from the
prin ng manual.
Select Scope=OFF Able to select the
scope of printed form
or not i.e. you may
set to print the
invoice from no.1-5 at
one me.
Form=ON Always se ng to be
ON if you set the
condi on as Select
Scope = ON
Condition=OFF Able to set the
prin ng condi on.

Other useful conditions:

Variable name Meaning

508
Variable name Meaning

Copy=2 Prin ng this form for 2 copies (able to determine

copies a er =) .
Iteration=ON Prin ng the document iterately like copy instruc on
but it is usually used for document or form showing a
record per me i.e. s cker.

509
Determining Font Size

Usually you can select two determined font sizes from the
program: 12 characters/inch and 15 characters/inch. If you
want to adjust the font size other than the determined sizes, you
can instruct from the printer's instruction. The followings are the
instructions that can be used with Express.

Font size Print command

10 characters / inch \027\033\000

12 characters / inch \027\033\001

15 characters / inch \027\033\000\027\103

17 characters / inch \027\033\004

20 characters / inch \027\033\005

Determining the above values at Print Control in the part of

print option. For example, if you want to determine the font size
to be 17 characters/inch, you have to determine at Print
Control - Print Control = \027\033\004

510
Data File for Printing

Data or variables in Report Frame will be used from the

determined data file. Entered data in Express are recorded in the
related files, see figure below. A sales-data record will be kept in
two main data files - ARTRN and STCRD.

Figure 13 A sales-data record kept in morethat one data files

You can view the relation of data files by pressing Tab at that
screen.

511
 Figure 14 Main data file related to creditsales screen

The center part of screen is the other data file that you can check
file name by click on item tab followed by pressing Tab .

Program has prepared the data files related to forms as a basis.

For example, in the tax invoice form, data file that program brings
customer codes, tax invoice no., document date, description i.e.
data file artrn, stcrd and other data files are prepared in edit
test-form menu.

The relation between data files in Express has 2 features:

1. One : one, for example, a salesman in the sales file (ARTRN)

has only a salesman's name in the sales file (OESLM).
Program calls this data file as relate file.
2. One : many, for example, a selling bill number in the sales file
(ARTRN) can have many descriptions in stock file (STCRD).
Program calls this data file as item file.

512
The following is example for various relationship of Express

Figure 15 Relationship between data files inExpress

513
Figure 16 Related data files prepared byprogram for edit test-
form

514
Editing Master File

file is the main data file that information will be retrieved (only
specific mark) by program for the report. The information will be
printed out at the line Bo: and can separate information into
groups by using the instruction at the line Gh: and printing the
total of each group by using the instruction at the line Gf:

515
Editing Item File

Main data file in the selling-bill form is selling file (ARTRN).

Description in the stock file (STCRD) will be kept in purchase-sell
bill (figure 20). From figure 19, if you want the description
shown in selling-bill form (tax invoice), you can write item file as
follows:

Meaning at the first line 1

Declaring this line and below are the part of item file that is data
file 'one : many'.

Meaning at the second line 2

Declaring data file that can be item file in many data files.

Meaning at the third line 3

Determining short name of data file as a reference that has to
differ from other files.

Meaning at the fourth line 4

The arrangement in stock file (STCRD) STCRD5 is the
arrangement by document number and sequence number
(DOCNUM+SEQNUM). The reason for TAG5 is to prevent non-
simultaneous stock description entering selling bill no.1 with 2
transactions at the first time then entering selling bill no.3 and 4
and returning to add the third transaction in selling bill no.1. If
you do not enter with the sequence in the document number, the
printed credit sales form will show only the first and second
transaction.

516
 Note
You can inquire the customer service about the sequence of each TAG
from each data file.

Meaning at the fifth line 5

Searching declared data file from the data storage.

517
Editing the Relate File

From figure 19 selling file : ARTRN, it keeps only salesmen

codes (SLMCOD) not salesmen names. If you want to show
salesmen names, you have to create relate file (one:one
relationship).

Meaning at the first line 1

Declaring this line and below are the part of relate file that is
data file 'one : one'.

Meaning at the second line 2

Declaring data file that can relate file in many data files.

Meaning at the third line 3

Determining short name of data file as a reference in the part of
data spec.

Meaning at the fourth line 4

The arrangement in stock file (OESLM) OESLM1 is the
arrangement by salesman code (SLMCOD).

Meaning at the fifth line 5

Searching declared data file from the data storage.

Meaning at the sixth line 6

This line is to create the relationship 'one : one' in selling file
(ARTRN). This file is unnecessary in the master file that can be
a part in the item file or relate file.

Meaning at the seventh line 7

This line has field name in the Master file (determined at the
sixth line 6 for comparing between OESLM and ARTRN. It can

518
be mentioned that there are two same files in a field (both
OESLM and ARTRN keep salesmen codes in SLMCOD field).

519
Variable Determination

Variables come from related data file so value should be

determined to variables by retrieving data from related data file
(i.e. Master File, Item File, Relate File).

Figure 17 Variable determination

For example, if you want to show customer code in the form, you
have to create variable. You may determine variable named ~XYZ
to show customer code (CUSCOD) from selling file (ARTRN).
You can write in data spec part as follows:

~XYZ: 0, "", "ARTRN->CUSCOD", ""

You can see the below detail in the part of data spec for
understanding clearly:

Column Meaning

~dat: Variable name always has to start with ~

len, The length of shown informa on only for le er type.

520
Column Meaning

"pict", Format or informa on length only for numeric type.

"data", Specifying data file name and informa on for showing purpose or
func on program.
"exp" Part for number i.e. crea ng variable from calcula on or variable
from func on.

From figure above, the following is the meaning of data in data

spec:

~ADDR: 0, "", "p_addr()", ""

Means creation of variable named ~ADDR by retrieving data

from value in function p_addr() that is the function of company-
address expression. This value is determined in starting menu in
business description part.

~DOCNUM: 0, "", "ARTRN->DOCNUM", ""

Means creation of variable named ~DOCNUM to support

document number (field name is DOCNUM) that is retrieved
from selling file of program ARTRN without length arrangement
(enter 0 at column len,).

~CR: 0, "ZZZ", "ARTRN->PAYTRM", ""

Means creation of variable named ~CR to support the credit

term (field name is PAYTRM) that is retrieved from selling file of
program ARTRN by showing in hundred unit (ZZZ).

521
 Note
Displayed format of numeric variable (Numeric) i.e. amount and
value can be flexible (Pict) that is unnecessary to specify definite unit.
You can use qtyZ format for number and priZ for price amount or
value, for example, if you determine decimal of goods amount in one
position by displaying the highest unit in a hundred thousand
i.e.123,456.7, it will be determined by qtyZ(9). This can be determined
by counting numbers with a mark ',' and '.'. If these numbers on the
document do not reach the determined format, program will keep the
record only the right units.

~SLMCOD: 27, "", "slm", "slm=ARTRN->SLMCOD-'-'-OESLM-

>SLMNAM"

Means creation of variable named ~SLMCOD by connecting

salesman code (SLMCOD) with salesman name (SLMNAM) that
are in different data file. You cannot connect data from 2 fields in
column "data". From this example, there is a creation of variable
slm to support the value from this 2-field connection within 27-
character length.

522
Data-Form Reservation

After the form is completely edited, you can reserves form into a
diskette or use with other forms i.e. credit-sales form that you can
edit for 9 forms. When you edit any form completely, you can copy
that form to another form. The copy instruction is click on Edit
Form menu. Then selecting the edited-form sequence that you
want to copy (form 1 – form 9). After enter to required form, drag
mouse begin at the first line of Edit Form screen. The highlight
will appear at this first line and you have to scroll mouse down to
the bottom of screen.

Figure 18 Scroll the highlight to cover alllines of the screen

Select copy button from Tools Bar and then you can copy to
another text editor such as Notepad or WordPad and save it for
backup file.

523
Using New Form with Other Data

After editing form, if you want to retrieve the backup data (be
original data) to replace the current data, the new form will be lost
or the instruction of form printing may be edited incorrectly by
users. For these cases, you can retrieve the reserved form to re-
use. Besides you can use this backup data with other data storage
(other companies in Express). The re-usage of backup data can be
done by going to Edit Test-form menu in the required data
storage. Then you have to select the required-form sequence that
can be different from the sequence of backup file. For example,
you can use the first sequence of backup file in other sequences
(form 2 – 9).

When you are at the Edit Test-form screen, delete the instruction
at every line until the screen is blank. Then you have to open your
text editor and open form which you have been saved already,
copy all form instruction to this blank screen. Finally, click on
Save icon on tools bar for save this form.

You can test by printing the test form or replace the original form
with the test form.

524
Create / Modify Report

Create or modify report has many methods and elements like the
above edit form. So this section refers only additional
qualifications that are not mentioned in the above section.
Creating report in the program Express will copy the original
report and edit it by adding some information. Basically, you
therefore have to check the required report for edition. For
example, you want to edit the credit sales report by separating by
customer to be customer's full name instead of the customer code.

Figure 19 Original credit sales report bycustomer displaying only

the customer code

From above example report, it is in Reports menu with the

menu no.1 Accounts Receivable by selecting no.4 Credit
Sales followed with selecting no.3 Group byCustomer. From
the selected menu, the master report is 143, see figure below.

525
 Figure 20 Master report for edit

Create/Modify User Report can be done by going to Create

Report menu by selecting no.2 Create/Modify Report and
click on Add icon. Program requires you to enter code of master
report and new report code, see figure below:

526
 Figure 21 Selecting master file for edit

At the master report field, you have to enter the menu header that
you want to edit (143 from this example) then press Enter to view
the report names. After that you have to press Enter to pass and
enter new report code with English letter not more than 8
characters. The report name should convey the qualification of
this new report i.e. 'Credit sales group by customers' and
press F5 .

527
 Figure 22 Screen of Create/Modify User Reportafter copying
from the original report

Click on Edit icon to get the screen similar to the mentioned

edit test-form, see figure below:

Figure 23 Variables and information in theoriginal report

The variable of salesman code is ~SLMCOD that you can view the
edit in the part of data spec. You therefore can view this variable
which information is retrieved.

528
 Figure 24 Part of data spec before and afteredit

The above edit is done by leaving a mark at that line by inserting

'*' in front of that line so that the new line will be created with the
same pattern except column "data". Value in this column will be
changed from ARTRN->SLMCOD to OESLM->SLMNAM
because selling file (ARTRN) keeps only salesman code. So the
Relate File has to be created through data file OESLM that keeps
the record of salesman name for showing salesman name
(~SLMNAM).

529
Printing New Report

Program will not add the created or modified report into the
master report in the program. Besides you cannot replace the
master report with the created or modified report. This new-
report printing can be printed in Create Report menu by
selecting no.1 Print User Reports, see figure below:

Figure 25 New report

Printing report by double click to select the required report then

specifying the scope of report and specifying the screen printing,
printer, or data file.

530
Using Report with Other Programs

Besides printing report on screen or printer, you can bring the

report from the program to use in other programs i.e. Microsoft
Excel, Dbase for format arrangement or calculation. So the
below case is using the sales tax report in Microsoft Excel:

1. Printing sales tax report on screen or printer for selecting

information to show in Excel. From figure 33, the important
information is no., date, number, description (purchaser
name/service receiver), delivery amount, VAT amount. Other
information should be entered in Excel by yourself i.e.
company name, address, tax ID, or underline.

Figure 26 Sales tax report after printing onscreen

2. Go to menu Finance/4.2 Sales Tax File (only report relating

Tax and Financial Statement will be edited in the menu at
that system but other reports in the program can be edited in
menu Reports/9.2 Create Report) then click OK button for
going to the screen and click the arrow beside Print icon and
select [Link] Test-form with selecting Form 2, see figure
below:

531
 Figure 27 Edit Test-form at Form 2

Note
Reason for editing Form 2 is the difference of variable format in
the report between printed report in Express and report used in
Excel. There may be problems after editing report that can print
irregularly sales tax report from the program so you should use
other forms.

3. When you go to Edit Test-form screen, you have to check the

variable names that you require them in Excel (comparing
between figure 33 and 35) and position arrangement of
column for these variables. The below figure is the example
for various variables:

532
Figure 28 Checking variable names to use inother programs

Variable Column in Excel for showing

Required Data names results

Sequence ~SEQ B

Date/Month/Year ~VATDAT C

Document Status ~F D

Reference No. ~REFNUM E

Purchaser's name/ ~DESCRP F

service

Amount ~AMT01 G

VAT amount ~VAT01 H

Total amount ~TOTAMT1 G

Total VAT amount ~TOTVAT1 H

533
 Note
1. The starting column should be B because we will let column
A to be kept other data that we do not assign column
number to it.
2. You should notice that required data can be in the same
column in the different line but the result has to be in the
same column. So you can use the same column position. For
example, ~AMT01 and ~TOTAMT1 are in different lines but
in the same column.

4. When you know the variable name, you cursor to the part of
data spec at the bottom of edit test-form screen and find the
required variable name. Then you have to specify the fixed
column for displaying the result at the last part of each line.

Figure 29 Entering column position at the lastpart of each

line of required variable

5. Editing the report by adding column position at the line of

each required variable, you have to record the edited report
by click on Save icon and close report editor window. After
that program will return to Print menu, you can test by
printing at Print menu no.3. Print Test-form and select to
print by Data File with CSV File (For Excel), see figure
below. Then you have to give a name to the data file
i.e.C:\[Link] and press Enter to pass. Program starts
to print the report out to the data file and will return to Print
menu when finishes printing.

534
 Figure 30 Selecting Standard Format

6. Open Excel and open file by specifying the determined file

name C:\[Link] and pressing Enter to pass.

Figure 31 Entering file name recorded in the program

Express

7. Now the sales tax report is finished without proper

arrangement that you have to arrange it. You have to delete
the column A (that keep unused data) and set the column
width or other formats to print or calculate as you required.

535
 Figure 32 Report format in Excel afterfinishing the data
transfer

8. You can face problems in the message part from retrieving

data from Express to express in Excel. Some messages of
column header i.e. No., Date, Number, Description,... after
transferring to Excel are in column A, since you did not
specify column position. The problem solution is to create the
variable for expressing these messages i.e. you want
No. to be expressed in column

B Date

C Number

D of Excel, you have to edit the part of report frame and data
spec by:

536
Changing message 'No.', 'Date', 'Number' in the part He: of
[report frame] to be variable ~H_NO, ~H_DATE,
~H_NUMBER, see figure below.

Figure 33 Creating variable to replace header message

For part of [data spec], you have to add some messages (see
figure below) at the last line of this Edit Test-form screen. If
you have other messages that are required to arrange, you can
use this method.

Figure 34 Bringing this new variable to supportrequired

messages

537
Type of Forms in Program

There are 2 forms types installed in the program:

1. Form with Frame This form has table line that should be
printed on plain paper.

Figure 35 Form with lines

2. Form without Frame This form has only information that

should be printed on paper from printing houses.

538
Figure 36 Form without lines

539
Chapter 26 Applying the
program with others business
You can use Express with various business besides purchasing-
selling business by applying the various systems in this program to
support various businesses i.e. manufacturing, importing. Before
apply with other businesses, you should study and understand the
basic program usage i.e. setting master file such as stock file,
customer file, supplier file and data entry for purchasing-selling.

540
Manufacturing Business

Manufacturing process starts from purchasing raw material,

issuing raw material for manufacturing, wage expenses and other
manufacturing expenses, and receiving finished goods.

At Stock File (Stock menu no.2 Stock File), you have to

specify inventory description and raw material:

Raw material code that is used for the entire manufacture by

determining the right account number—account number of
raw material.
Finished Goods code after finishing manufacture by
determining to be account number of finished goods.

Figure 1 Determining raw material and finishedgoods in stock

file screen

541
At Expenses File (Purchase menu no.7 Expenses File), you
have to determine expense code that will be calculated as the
manufacturing cost i.e. wage expenses, utility expense, or other
expenses relating manufacturing process.

Figure 2 Determining manufacturing expenses

Purchasing raw material (Purchase menu no.2 Cash

Purchase or no.4 Credit Purchase), the data entry is similar
to regular purchasing transaction but it is the set raw material
code entered in the transaction.

542
 Figure 3 Entering raw material purchase intostock

Issuing raw material for manufacturing (Stock menu

no.1.1 Internal Issue and Material Issue for Processing)
for cutting raw material out of the stock for finished goods
manufacturing.

543
 Figure 4 Issuing raw material formanufacturing

Wage expense and other expenses for manufacturing

(Purchase menu no.5 Other Expenses) will be recorded only
their codes when occur these expenses.

544
 Figure 5 Manufacturing Expense

Finished Goods (Stock menu no.1.3 Quantity Adjustment

and Finished Goods from Process) Program does not
calculate the manufacturing cost of finished goods. So you have to
add raw material cost, labor cost, and manufacturing expenses
(other expenses) to average the total inventory i.e. the total cost is
1,750 and manufactures 5 units, then the cost/unit is 350, see
figure below:

545
Figure 6 Finished Goods from process

546
Import Business

Chart of Accounts (Account menu no.2) should be assigned

the following account number:

Goods In transit in Assets

Foreign Account Payable in Liabilities

Figure 7 Example of assigning account [Link] in transit

At Supplier File(Purchasemenu no.6), the description of

foreign suppliers will be set. Account number of foreign A/P has to
be referred in the account number field as determined in Chart of
Accounts.

547
 Figure 8 Entering foreign supplier'sdescription

At Service File (Stockmenu no.4), you have to determined

goods in transit code. For issuing purchase bill in GL Sales
Account as Goods In Transit that is set in the Chart of Accounts.

548
 Figure 9 Determining goods in transit code

At Document Running No. (Setupmenu no.4), you can add

goods in transit document into the stock by cursoring to 'JU' row
at any topic i.e. "JU - Quantity Adjustment" then click on Add
icon. Description of Goods in Transit will be entered in
Document Name-Thai and Eng. Also you have to enter 2
letters (IM for this example) before number in Running No.
Field.

549
 Figure 10 Determining Goods in Transit bybeginning with 'IM'

When you press Enter to pass this Running No. field, the below
screen will be appeared for you to set the account-recording
method:

550
 Figure 11 Setup the new account-recording format

Input Post to Journal code for recording in which Journal Book,

You can enter some messages i.e. 'Goods in Transit
Adjustment into the stock' or any suitable messages into
Journal Description. If you select Perpetual method for
account recording, program does no allow you to enter account
no. in Dr. Inventory. The reason is that program will
automatically use the account number of that stock for recording.
In addition, the account number in [Link] of Sold/Expense
field will be set as account number of Goods in Transit so that
Goods in Transit account will be adjusted by cutting it off and
adding it in to Inventory balance. For other information field, it
is for document certification and document printing that depend
on you to set them. Then you have to press Enter to pass and
information will be recorded by the program.

You need to select the menu Others/[Link] Company and

select the current data that you work again, for refresh the Main
Menu to show the new document you added. When you go to
Stock menu no.1.3 Quantity Adjustment, there are additional
menus as figure below:

551
 Figure 12 Additional menus from setting up newdocument

Purchaseentry(Purchase menu no.4) This data entry has the

same method with the general purchase but you have to select
Foreign Supplier for supplier code. Also you have to set the price
type be 0 to set only debt balance. For stock description, you have
to enter the service code and enter the amount in Thai.

Figure 13 Purchase entry of purchasing foreigngoods

552
RecordingImport Expenses (Account menu no.1 Journal
Entries and Payment Journal Book), you have to record the
import expenses i.e. import tax, VAT, delivery expenses, etc.

Figure 14 Recording Import Expense

Payments to creditors (Finance menu no.2.4 Payments),

we apply a loss from exchange rate at the Interest Expense
field, if you get the gain (profit), you have to enter a negative
amount into this field.

553
 Figure 15 Payment with loss from exchange rate

Then you have to go to the Journal Book (menu

Account/[Link] Entries) Selecting Payment Journal Book
and edit Interest Expense account to be the Gain or Loss on
Exchange Rate, see figure below:

554
 Figure 16 Editing account number to beGain or Loss on
Exchange Rate

If you have many Payment to change the account like this, you can
specify the Gain or Loss on Exchange Rate account no. into
the payment document (Setupmenu no.4. Document
Running No.) like the figure below:

555
556
Chapter 27 Printer Setup
There are several type of printer for use in business; for example
Dot Matrix, InkJet and Laser Printer etc. The Dot Matrix Printer
can make the copies, but the InkJet or Laser Printer can print
faster.

In this chapter have divided 2 sections :-

1. Print ASCII Table : If you have to print any Documents or

Reports in THAI Language by using Dot Matrix Printer with
TEXT mode, you have to print ASCII Table for check what the
THAI Code you have set on your Dot Matrix printer. Since
THAI Code have several table, so the program have to know
before printing.
2. Set Printer Code : You have to add a print to the program
and specify details of your printer.

Print ASCII Table

The objective of this menu is to print ASCII Table to check the

THAI Language Code. If your printer is Dot Matrix printer and
need to print Documents or Reports in THAI Language with
TEXT mode, you should do this process by insert a white
paper into the printer and instruct to print ASCII Table by
selecting Setup menu 6.1,see figure below:

557
 Figure 1 Print ASCII Table menu

Click OK to confirm this print. After finish printing, you will

get the similar table with below figure:

Figure 2 Printing ASCII Table from the program

558
 You have to compare every letter of the ASCII table code with
ASCII table at the last part of this manual. If it conforms with
any table, you have to note that table code and go to next
section

Set Printer Code

After you click the Setup menu 6.2., it shows the following
screen:

Figure 3 Setup printer code screen

You can set more than 1 printer to use with Express (you can
change the printers or using the printer by the network that
can be connected with any computers) i.e. one printer is used
to print an invoice but another is used to print a report. Also
you can set each printer for each user that will be mentioned in
chapter 23 'Security Setup'. If you do not set the security

559
system in Express and access this program by BIT9 code,
program will always use printer code no.0. So this chapter
mentions the printer code no.0 for setup description
No. of each printer that must not be set in the same code.
Printer Name this field is entered by printer name and
model, if you want to use network printer you can specify
path to that printer such as \\Computer\PrinterName in this
field

Print Mode allow you to select 4 choice (2 mode) :-

Text Mode This mode is Old print style ( Dot Matrix Only) ,
Program will send job to the printer, printer will use Font
ROM to print this job (You can change the font by set at the
printer panel). This feature you can fasten printing but there
are a few type of font for use.
Graphic Mode is a new feature about printing, Almost of all
current Windows base program use this feature because all of
font and picture can be printed. Every thing that will be print

560
are keep in memory before sending to the printer , the printer
will draw a dot on the paper until it become a picture or font.
It may take a several minutes to finished but you can select
many font style (not depend on a printer). If you choose this
method to print you document, the program will show dialog
and allow you to select the printer that you want to print out,
all or part of document, how many copy of document.
Graphic+NoAsk is same as Graphic Mode but without the
configuration dialog when printing ( such as you have only
one printer connected to you computer), so the program will
print to the windows default printer.
Not Defined (Text Mode)If not setup to the other , the
program will print on Text Mode as default.
Line Per Page that mean amount of line per 1 page. Normally
for A4 paper size , you can set 39 lines per 1 page.
Thai Code specify the ASCII table code that you can checked
it by Print ASCII Table menu (Setup 6.1). If you not print
THAI Language, let it be '17' at this field.
Capable Print Frame some old models of printer cannot
print bold line, (you can see result from Print ASCII Table)
that you have to reply 'N' so program will print table line with
dash line. Almost of all current printer can be replied 'Y'.
Print Level depends on the printer setup. Normally for THAI
Language is 8 'THAI 3 level', otherwise set to 'ENG 1 Level'
Upper Line is a space between an upper vowel and consonant
(for THAI Language only), normally set to 19
Middle Line is a space between consonant and bottom vowel
(for THAI Language only), normally set to 19
Bottom Line is a space between bottom vowel and upper
vowel in the next line (for THAI Language only), normally set
to 7
Batch File if you use the printer that is not connected directly
to your computer for example , you want to use the network
printer that connected to the other computer on your local
area network you can use batch file to use that printer, if there
is only one printer connected directly to your computer you
can blank this field.

561
 Initial ESC Sequence is the command set for connection to
each printer that is currently set for standard, so you should
blank this field. You can set a new value in this field if the
construction of that printer has a different from the previous
model.
Computer Port you can specify a port that connected to the
printer maybe LPT1, LPT2 … , Normally a printer port for
each computer that is port LPT1. If you connected many ports
of printer on your computer you can specify the port used
with that printer and if you have only one printer connected
you can leave this field blank.

After finished a printer settings you can test print to check that
your settings about THAI Code are correct by click on the
toolbar of Set Printer Code screen ( Setup 6.2 ) see the example
of printing result below

Figure 4 Result after test

If the information from printing test cannot be read or wrong

letters, you have to re-check printer code table. By re-check,
you can check all Thai letters by comparing the printed ASCII
table with the printer table from the last section of this manual.

Method to Printing in Program

The printing method of the program:-

1. If the user BIT1 login into the program, Express will keep the
Printer's No. of this user for printing.

562
 Figure 5 Screen of menu Others/3.2 User Information
2. Before print job to the Printer, the program will open that
printer by check the detail of Printer's No. that kept on step 1.

563
 Figure 6 Screen of menu Setup/6.2 Set Printer Code

1)If Printer name was key in to URL name (see above

figure), the program will try to open it. If can not open this
printer, the program will notify you and the job can't print to
this Printer ( printer may be offline or incorrect URL name).

2)If Printer name is not URL name style, the program will
use a Default Printer that you set on windows for print.

3. Express will check to Print Mode :-

Text Mode or Not defined (Text Mode) :- If you set the
field 'Batch File' or 'Initial ESC Sequence' , Program will
process this command at first. After then the program will
arrange print text by the 'Print Level' by using the 'upper,
middle and bottom line' value
Note: If you have specify the field PORT, for example LPT1,
LPT2, the program will try to open and print through that

564
 port (this for compatibility with previous DOS version of the
program).
Graphic Mode The program will ignore all value in the sky-
blue part of Text Mode and will printing by windows's feature,
but you have to specify the printer every time before print job,
(although you have only one printer).
Graphic +NoAsk Mode The program will print as the
Graphic Mode, but you have not to specify the printer before
print because the program will use Default Printer that you
assign to Windows.

4. The program will send job to printing on this printer.

565
Appendix A Mistake
Correction from Operating
Major problems causing mistakes to the program have the
following events:

1. Reboot the computer during in the program Express.

2. Electric problems i.e. short circuit.
3. Problems from computer accessories i.e. hard disk broken
down or deteriorate. Problems occur from LAN system e.g.
card, cable or HUB with incorrect receiving-sending data.

566
Error No : -69

Causes

Permission denies in that file.

For LAN, problem may be occurs from LAN admin. does not
give the right to access this file to you.
For Stand Alone, this file may be set attribute of file to Read
Only.

Figure 1 Error Opening File Message

Correction

For Stand Alone system, click at This PC and double click into
the drive and folder that keep the error file. Looking for the file
name that cause error and then Right click at that file, select the
menu properties the screen will show as follow :

567
 Figure 2 Properties of file

Un-Check the Read Only and click OK

For LAN case, you should contact with your LAN admin.

568
Error No: -70

Causes

Index of Event Logging File was damaged.

There are many reasons to discuss with this error no. -70 as follow
:-

If it cause on the index of Event Logging File ([Link])

This error may occurs while -entry into the program (before show
LogIn Screen).

Figure 1 Error Reading [Link] File Message

This error divide into 2 case:-

1. It cause by abnormal exit from the Express program since :-

Electric Shock, and the computer system failed.
A computer hang and then restart computer. For LAN, if this
error occurs many times, the administrator need to find out
which computer is abnormal exit from the program Express.

2. In case run program on LAN system. It may cause by :-

The admin of Express program, have set security of some

UserID's status with 'Strick tracking'. All transaction that
these user done will be logged into the Event Logging File
([Link]), so this file may be too large.

569
Click OK for close this message.
Checking hard disk by Scandisk command (seeing chapter 2
Installation the part of Scandisk), if the error cause from
electric shock or computer hang.
Use the Windows Explorer to delete this error file that show
in the error message, be sure that the file extension of the
file to be deleted is CDX (index file). Do not delete the file
that extension is DBF(data file).
Re-entrance into program. The program will automatically
create this index file.
In case file [Link] is too large, the admin need to delete
some older record in this file (seeing chapter 23 Even Log
File at the end of chapter)

570
Error No : -200

Causes Data file is error that may happen from bookkeeping

information or file structure has damaged.

Figure 1 Message notifying error

Correction

1. Backup the current data that damage into the new set of
diskette (do not use the old set of backup diskette because
we may need to use data on it)
2. Restore the last Backup Data and entering additional data
that loosed.
3. If you do not have any backup data or the latest backup date
was very old, you have to send the backup data in step 1
(damage data) to the Customer Service Center at Express
Software Group Co.,Ltd. This helps to rescue that may be
incomplete data. If it is many error, you have to enter all data
again.

571
Error No : -310

Causes Index file error

Figure 1 Warning messages in case of index file not found

Checking hard disk by Scandisk command (seeing chapter 2

Installation the part of Scandisk).Reindex all files or specific
files i.e. ARTRN.

572
No Companies after Accessing into
Program

Causes Not determining the right for users to access into

required data.

Figure 1 No have required company for selection if not

determining the right

Correction

Normally whenever new users access to the program, program

allows those users to view and access only test information. If
you want to access the required data, the right has to be set to
those users. You can study the usage right from chapter 23
Security Setup.

573
Unable to Print Document from Program

Causes Printer setting in the program may be not correct.

Correction

Press Shi +F10 to see Printer Name that the program use for
printing.

574
Press Shi +F5 for select the Printer No. that you need to print
to and try to print again.
If still not print, back to study printing system of the program
on Chapter 27

575
Appendix B Special Key
Hot key is special key to facilitate the program usage i.e. entering
correctly calculated amount into the program. Also you can view
the inventory or select the printer for printing form or report as
you want. You can use these special keys or hot keys on the screen
by pressing Shi with F2 to F7 to use their commands.

Click on Others menu and then click menu no.9 Special Task.
You can click on your require special tasks.

Shi +F2 Calculator

Shi +F3 Change Working Date

Shi +F4 Stock Balance Inquiry

Shi +F5 Select Printer

Shi +F6 Report Name Setup

Shi +F7 Report or Sample Form

Shi +F10 Display Computer Information

576
Calculator

You can type number and use marks (+, -, *, /). You can use it to
calculate the amount or the value to enter in the program i.e.
paying 10% installation for goods. This calculator has the working
process like general calculator. Besides you can move scroll bar to
retrieve last result that is the same as scrolling up and down the
paper from the manual calculator.

Figure 2 Calculator

Note
From figure above you can click on button beside '2' sign, which allow
you assign amount of decimal point.

577
Change Working Date

Usually, program uses working date as the default date for data
entry i.e. issuing purchasing bill, selling bill. That you can enter
this working date every time entering to the program. So if you
need to enter many documents with the same document date (not
same working date that you enter while enter to the program) by
changing this working date before entering data. Program will
record this working date into the document automatically. When
you correct working date completely, pressing Enter to record. If
you want to exit from the screen without any correction, you can
press Esc .

Figure 3 Changing working date

578
Stock Balance Inquiry

You can view stock balance by entering stock code, warehouse,

and date by leaving a blank at the amount, purchasing price. After
finishing data entry, you can press Enter to view the stock balance.

Figure 4 Viewing stock balance by pressing Shi +F4

Note
Data entry in the Quantity, Purch Price, and Sale Price is for
purchasing or selling the product set. Program will calculate the
Quantity and Price for finding the price of stock's components in
product set.

579
Select Printer

If you have many printers, you have to set all printer codes
(mentioned in chapter 27 Printer Setup). You can print the form
or report by pressing Shi +F5 to select the required printer by
scrolling the arrow and press Enter .

Figure 5 Select the printer

580
Report Name Setup

You can print reports on screens, printers, and files. which you can
choose to print via the data file. You can set a folder name before
printing by pressing Shi +F6 to set it as the default that users can
use immediately. Both the Text File and Excel File methods allow
you to enter the drive in which the report file will be saved, e.g.,
drive D:. For example, D: AA means storing this report file on
drive D: in a folder named AA and followed by Report Name. The
program will automatically set the extension to TXT or CSV, then
press Enter. The program will save the report file immediately.

Figure 6 Setting the file name before printingreport to the file

581
Note
To save text files and SDF files, the default folder can be set as follows.
1. In the case of leaving it blank, when saving files, you can select
the drive and folder you want, such as Desktop.
2. In the case of specifying C, usually the C drive is the drive where
Windows is installed. If the storage is set to C, it will store files in
the temporary folder of that user. For example, in Windows 10,
files are stored at
c:\username\appdata\roaming\Microsoft\Windows\recent
items.
3. If you enter C:\AA (AA is for folder name) and the folder AA
does not exist, The program will inform you that it "can't find
directory C:\AA." Want to create it? " Pressing OK will create a
folder AA on drive C to save the file.
4. If specified as another drive such as D, the file will be stored on
drive D.
5. If specified as D:\AA (AA is for folder name), if folder AA does
not exist, The program will inform you that it "can't find
directory D:AA." Do you want to create it? " Pressing OK will
create a folder AA on drive D to save the file.
6. In the case of specifying a name Without assigning a drive or
folder such as AA, the program will create a folder AA under the
current data folder.
For example, if the data is stored at D:\ExpressI\TEST, there
will be a folder AA under the folder D:\ExpressI\TEST\AA.

582
Report or Sample Form

Sometimes you want to use form from the program as the master
or as the format for a printing house in case of no pre-printed
form. Pressing Shi +F7 can print sample form and program
requires to confirm for changing report form to test pattern, as
below figure. When you press OK , you have to go to the required
screen. For example, if it is an invoice (selling bill), you have to go
to credit sales screen and click on Print icon to print on the
printer. Then you can give this form as a sample form to the
printing house. This sample form has the sample information with
XXX(for characters) or 999 (for number). The length of sample
information is depended on the information size in the program
i.e. customer code with 10 characters is expressed by
XXXXXXXXXX. You can change back to normal pattern by
pressing Shi +F7 again and click OK . When you print the patterns,
the printed information is the real information i.e. customer code
referred to that screen of data entry expressing to 'Comfort',
'Altima', etc.

Figure 7 Confirming for printing test pattern

583
Figure 8 Normal form

Figure 9 Sample form

584
Display Computer Information

You can check the hard disk for viewing free space. You can view
the free space for data storage and the value related to the
program i.e. program version, user code, data storage name, or
printer name. These values depend on your determination in the
program.

585
Figure 10 System Information Screen

586
Table of Contents
Chapter 1 Introduction 1
Preparation before using the accounting software 2
Details of sample data1 3
Menu reference from this manual 5
Users of software version 1.5 6
Suggestion and information inquiry 7
How to start the Program 8
Chapter 2 Installation 9
System Requirement 10
Computer Hardware Inspection 11
Other Hardwares Related to the Program Operation 15
Program Installation 16
Start the program 29
Updating Program 31
Chapter 3 Working with program 33
Components of Data Entry Screen 35
Method of Adding Data to Each Screen 37
Scroll Bar Usage in the Express Program 42
Data Edition 44
Loading and Searching Data 46
Document Cancellation 48
Using the cancelled document 49
Document Printing 50
Document Approve 53
Synchronisation 56
Preparation of Main Files Before Operation 58
Chapter 4 Company Creation 59
Method of Company Creation 61
Zap Data File 65
Chapter 5 Default Information Setup 67
Company Profile 68

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 Global 69
Inventory Control 72
Inventory Control 72
Inventory Account Sets 81
Sales and A/R 85
General Information 85
Payment methods (A/R Receipt Methods) 90
Purchase and A/P 92
General Information 92
Payment Methods 95
Finance and Banking 96
General Ledger 97
Fixed Assets 100
General Information 100
Account Sets for Fixed Assets 101
Chapter 6 Account Periods and Category Tables Setup 102
Account Periods Setting 103
Category Tables Setting 105
Examples of category tables 107
Department Setup 112
Chapter 7 Master Files Setup 114
All Master Files in The Program 115
Before Setting the Master Files 116
Data Search 117
Entering of Additional Remarks 118
Printing Names on Envelopes or Labels 119
Chart of Accounts 120
Change of Account Numbers 123
Deletion of Summary Accounts 124
Procedure after Chart of Accounts Changed 125
Setting Stock File 126
Edit of Stock Code 130
Product Set File 131
Service File 136

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 Price List 138
Entering Data of Price List Menu 139
Setting Reorder Quantities 142
Entering Data of Reorder Quantities 143
Inventory Reports at Reorder Point 144
Setup Supplier File 145
Others Information in Supplier Information Screen 149
Setup Customer File 152
Ship-To Address 155
Others Information in Customer Information Screen 156
Salesman File 159
Setup Bank A/C File 162
Printing Bank Statement 163
Setup Other Expenses File 164
Setup Other Income File 166
Chapter 8 Entering the Beginning Balances 169
Recording Beginning Balance of Inventory 170
First In First Out (FIFO) 171
Average Method 173
Entering Beginning Balance of Each A/P 175
Beginning Balance of Each A/R 178
Entering Beginning Balance of Cheque 181
Enter Beginning Balance of Accounting Module 183
Chapter 9 Document Running No. 186
Ordering Document No. 187
Chapter 10 Link General Ledger (G/L) Setup 191
Posting to Journal Book Setup 192
G/L Link Account 194
Chapter 11 Entering Data of Purchase and A/P System 196
Before entering data into Purchase and A/P System 198
VAT Type 199
Discount 200
Form Printing <Alt+P> 201
VAT Responsibility 202

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 Entering Additional Remark <Alt+R> 204
Entering data of Purchase Order 206
Purchase Order Cancellation 209
Checking the Goods on Order in Purchase Order 210
Checking the Receiving Goods of Purchase Order 211
Entering data of Deposit Payment 212
Entering Data of Purchase 215
Entering Data of A/P Credit Note 219
Purchase Allowance/Return 223
Entering Data of A/P Bill Slip 227
Payment Procedure 230
The Differences of Payment 236
Entering of Other Expenses 237
Premiums 240
VAT-Exempted Goods 241
Withholding Tax 243
Printing Tax Slip 246
Chapter 12 Entering Data of Sales and A/R System 247
Before entering data into Sales and A/R System 249
VAT Type 250
Discount 251
VAT Responsibility 252
Form Printing <Alt+P> 254
Entering Additional Remark <Alt+R> 255
Entering data of Sales Order 257
Sales Order Cancellation 261
Checking the Backorder in Sales Order 262
Checking the Shipment of Sales Order 263
Entering data of deposit receive 264
Entering Data of Sales 267
Entering Data of A/R Debit Note 274
Allowance/Sales Return 278
Entering Data of Bill Slip 282
Entering the Appointment Date 284

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 Cash Receipt Procedure 285
The Differences of Receiving 291
Entering of other income 292
Premiums 295
VAT-Exempted Goods 296
Chapter 13 Entering Data of Bank System 297
Entering Data about Deposit Account 298
Working Processes of Cheque in the Program 300
Cheque Status 301
Cheque Deposits 302
Cheque Receivable Clearing 306
Cheque Payable Clearing 308
Cheque Returned 309
Making payment by Cash instead of changing new cheque 312
Post Outstanding Amount to income 314
Cheque Printing 315
Chapter 14 Entering the Stock Daily Transaction 316
Internal Issue 317
Location Transfer 320
Quantity Adjustment 321
Cost Adjustment 323
Product Serialize 325
Printing Warranty Card 327
Physical Count Processing 328
Chapter 15 Entering Data of Accounting System 335
Template recording 336
Recording data in the journal 338
Data Entry of VAT method 340
Data Entry of Cheque 343
Referring to Recording Template 345
Copy Transaction from Other Vouchers 346
Passing to Ledger (only version 1.5) 347
Account Editing 349
Deleting Voucher 350

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 Trace Editing 351
Adding Journal Book 353
Petty Cash 356
Petty Cash Setup 357
Disbursement for Petty Cash 359
Petty Cash Payment 361
Petty Cash Reimbursement 363
Recording Ending Inventory with Periodic Method 364
Last Year Balance 367
Budget maintenance 369
Chapter 16 Entering Data of Tax System 370
Purchase Tax File 371
Unrefundable Purchase Tax 373
Re-order New Number 374
Additional Submit of Purchase Tax 376
Selecting Purchase Tax Report Format 378
Sales Tax File 379
Additional Submit of Sales Tax 381
Selecting Sales Tax Report Format 383
Withholding Tax 384
Chapter 17 Report Printing 386
Report Printing 386
Chapter 18 Month-End Processing 393
Monthly Adjustment 394
Locking the Period 395
Chapter 19 Fixed Assets 397
Calculate Depreciation and Posting into the Account 401
Change Asset Code 402
Record Sales Asset 403
Chapter 20 Database Management and Backup System 406
Database Management 407
Backup Data 409
Restore Data 413

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Chapter 21 Data Checking and Problem Solving 416
Data Checking on Sales and Debtors 417
Account Receivable Recalculate 419
Data Checking on Purchase and Creditors 422
Account Payable Recalculate 424
Checking Accounting Data 426
Errors Checking in Accounting System 428
Check G/L Distribution from Other Module 430
Balance Recalculate 432
Check Data and Stock Calculate 434
Chapter 22 Year-End Processing 437
Year-End Processing 437
Chapter 23 Security Setup 441
User Group 443
Setup User 444
Setup the Right of Each User 448
Setup the Right of Each User Group 452
Module Setup 453
Event Logging File 454
Change Password 458
To Solve the Solution of Forgetting Password 459
Backup Security Data 460
Restore Security Data 462
Chapter 24 Preparing Financial Statement 463
Copy Financial Statement 465
Components of Preparing Financial Statement Screen 466
Financial Statement with Perpetual Method 473
Preparing Financial Statement by Periodic Method 480
Example Financial Statement 483
Income Statement for Income Tax Calculation 483
Rate Comparison in Financial Statement 485
Financial Statement Printing 487
Chapter 25 Form and Report Modification 490

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 Edit Forms 491
Functions in Report Frame 495
Editing Displayed Results in Report Frame 496
Line Spacing Less Than Single Line 504
Saving the Edited Test-Form and Using It 506
Edit the [Print Options] 507
Determining Font Size 510
Data File for Printing 511
Editing Master File 515
Editing Item File 516
Editing the Relate File 518
Variable Determination 520
Data-Form Reservation 523
Using New Form with Other Data 524
Create / Modify Report 525
Printing New Report 530
Using Report with Other Programs 531
Type of Forms in Program 538
Chapter 26 Applying the program with others business 540
Manufacturing Business 541
Import Business 547
Chapter 27 Printer Setup 557
Printer Setup 557
Appendix A Mistake Correction from Operating 566
Error No : -69 567
Error No: -70 569
Error No : -200 571
Error No : -310 572
No Companies after Accessing into Program 573
Unable to Print Document from Program 574
Appendix B Special Key 576
Calculator 577
Change Working Date 578
Stock Balance Inquiry 579

594
Select Printer 580
Report Name Setup 581
Report or Sample Form 583
Display Computer Information 585

595