Accounting) Vedika Software - Accounting User Guide (1998)

User Guide
FACT 
The Best Accounting Software

Money Can Buy
Vedika Software Pvt Ltd

Vedika International Pvt Ltd
Information in this document is subject to change without notice. Companies, names, and
data used in examples are fictitious unless stated otherwise. No part of this documentation
may be reproduced or transmitted in any form or by any means, electronic or otherwise,
for any purpose, without the express written permission of Vedika Software Pvt Ltd and
Vedika International Pvt Ltd.
This document could include technical inaccuracies or typographical errors. Changes are
periodically made to the information herein; these changes will be incorporated in new
editions of this document. Vedika Software Pvt Ltd and Vedika International Pvt Ltd may
make improvements and / or changes in the software package and / or the program(s)
described in this document at any time.
All software packages of Vedika Software Pvt Ltd and Vedika International Pvt Ltd are
trademarks or registered trademarks of Vedika Software Pvt Ltd and Vedika International
Pvt Ltd. Other brand and product names mentioned in this document are trademarks or
registered trademarks of their respective holders.
©1987 to 1998 Vedika Software Pvt Ltd and Vedika International Pvt Ltd. All rights reserved

21 Lansdowne Court
5B Sarat Bose Road
Calcutta 700020
India
Welcome
Congratulations and thank you for deciding to use FACT. We appreciate your business and
welcome you to the world of real-time accounting. You are about to start using the most
complete and comprehensive Business Accounting Software available for the PC and the
LAN. FACT represents the state of the art in system design, programming, quality control
and documentation. FACT features unmatched speed and ease of use.
FACT is designed to make your business life easier. It will minimize the time you spend
keeping records, balancing books, writing vouchers and as a result, will give you more time
to focus on the future. Its real-time features will help you make better decisions, based on
the most current data, uncover weak points, and will help you increase productivity and
profitability.
FACT includes numerous features that make data entry and analysis easier than ever :
On-line Updation
No validation routine to be run. No Updations. No Postings. ALL AUTOMATIC. With FACT,
validations are carried out at the time of data entry itself. And all Updations and Postings
are carried out instantaneously, as soon as you enter the document.
No Duplicate Entries
With FACT, there are no duplications at all. When you enter a Sale invoice, the Accounts
Receivable, Inventory and General Ledger are all automatically updated, right through to
the P&L and Balance Sheet. No need to enter the data again through some other module.
Real Time Computing Power

FACT brings to you Real Time Computing Power. You can print all source documents
(Vouchers, P/Os, D/Os, Invoices, Receipts etc.) On-line through FACT. There is no need
to prepare these documents by hand or on the typewriter any more. Which means that your
accounts will never be backlogged now.
Great Speed
FACT is to our knowledge the fastest On-line & INTEGRATED Business Accounting
Software of its class available currently—at the data entry as well as at the report level. If
you are running FACT on a PC/386 or higher, the more RAM you add on your computer,
the faster FACT will run.
Multi-Currency
FACT allows you to transact in any currency you wish. All foreign currency transactions are
posted in the home currency as well. Daily buying and selling rate table can be maintained
for all foreign currencies. Foreign Currency Bank Accounts can be maintained. Exchange
Gain/Loss is computed at the time of the entry and automatically posted to the General
Ledger without any extra work. Foreign Currency Exposure Statement and Revaluation
Reports give you the latest position on open foreign currency positions.
Reports
The reports answer all your accounting needs, and more . Virtually all the reports are
available on screen and on paper. You may generate all the reports on the 80 column printer
- no need to print on unmanageable 132 column paper.
24 Month Accounting Period
This allows you the flexibility of carrying on with the next year's work uninterrupted till you
run the automatic year end process. All the data for the 24 months are kept live.
History of Transactions
You may query on any transactions (Vouchers, P/Os, D/Os, Invoices, Receipts, Debit
Notes etc.) on screen or on printer for the entire year's transactions. It will show you all the
relevant information. For example, when you query on a product's history, it will show you
the D/Os & Invoice #, Date of Transaction, Vendor or Customer Name and Price. The
reports may be taken from any date to any date in the year. There is no need to restore data
for the previous months to generate any report.
Document Class
You may classify each document with a Document Class—a first time feature with FACT.
Document Class may be used to classify Vouchers, P/Os, D/Os, Invoices, Receipts etc. for
the different Cost Centers/Divisions/Departments/Employees etc. in your company. You
may then generate all reports ‘filtered’ on the Document Class, generating reports for a
division or department or employee or a combination of them.
Multiple Bank Accounts

You may maintain upto 999 Bank Books in FACT. Separate Bank Books are generated for
each of the bank accounts.
Multiple Warehouses
You may maintain stocks at multiple warehouses, using Document Class (refer Document
Class above). Warehouse-wise Stock Valuation and Warehouse-wise Stock Position
reports are available on screen and on printer.
Consolidation of Accounts
You may consolidate the Trial Balance, P&L Account and Balance Sheets of your
subsidiaries and, joint venture and group companies, based on the percentage of equity
holding and conversion of the foreign currency to home currency.
Multi User Version

If you have bought the Single User version of FACT, you may trade it in for the Multi User
version at an upgrade charge at a later date. It protects your initial investment by ensuring
that your software will be supported as you grow.
Multi Company Support

You may maintain the accounts of multiple companies on a single copy of FACT.
Import data
You may have FACT installed at the branch offices as well as the Head Office where data
needs to be updated regularly. In order to smoothen reporting, FACT allows you to import
data from one FACT installation to the other.
You may even import data contained in your previous Accounting software. The Import
utility allows data import from FoxPro DBF files, Standard Data Format (SDF) and
Delimited Format.
Document Designer
The Designer allows you to custom design all source documents including Invoices,
Delivery Orders, Vouchers etc.
Templates
Templates allow you to pre-define the contents of documents that are repetitive in nature
and save them for future use, e.g. Salary Vouchers, Monthly Rent Vouchers etc.
Auto Numbering
Using Auto Document Numbering, you may set up all your source documents to be
numbered automatically. You may define more than one numbering scheme for each
document. Good-bye to those numbering blues !
FACT Updates and Upgrades

From time to time, we may offer improvements or additions to FACT. Your Authorized
Distributor/Dealer will notify you of any updates and upgrades, at your last known address.
Do keep us informed when you move to larger premises. We may charge for some updates
and furnish others at no charge.
The features mentioned above are only some highlights. Please refer to the following pages
for details on how to make full use of all the features.
Before You Start

Please check the contents of the FACT package and read the following information
carefully. Break the seal on the Limited License Agreement on the envelope only if you
understand and agree to all the Terms & Conditions of the Limited License Agreement and
Limited Warranty and are satisfied with them. Your FACT package should contain :
ü Limited License Agreement

The Limited License Agreement is printed on the envelope in which the diskettes are
contained. Do not break the seal until you have read, understood and agreed to abide by
all the Terms & Conditions of the Limited License Agreement (printed on the envelope) and
the Limited Warranty given below. Breaking the seal will signify your acceptance of all the
Terms & Conditions of the Limited License Agreement and the Limited Warranty.
ü Original FACT Diskettes

The pack contains a set of FACT Program Diskettes, which contain the FACT program.
This set of diskettes should be used to install the program on your computer.
You should refer to the accompanying Packing List for the exact number of diskettes in the
package.
ü NetHASP Hardware key

This is a Hardware key labelled NetHASP, and has to be connected to the parallel port of
the Workstation where FACT is installed. In case you have purchased a Multi User pack,
this key has to be kept attached to the parallel port of the Network Server.
ü User Guide
This one.
ü Document Designer Templates

A set of Document Templates are also included with the FACT program. These Templates
are to be used when designing documents with the Document Designer option.
ü Registration Card
You must fill up the Registration Card and ensure it reaches the Authorized FACT
Distributor/Dealer within 15 days of purchase of FACT. Timely registration shall
automatically activate the FACT Support Plan which shall entitle you to phone, fax and e-
mail support and updates & upgrades during the warranty period (12 months from date of
purchase). Details of the FACT Support Plan are given in the following pages.
Limited Warranty
What is covered
• Any physical defect in the physical software diskettes or documentation.
• Significant errors or 'bugs' in FACT which makes the software unusable.
For How Long

• Please refer to the Invoice.
What We Will Do
• replace any defective diskettes or documentation. No requests for replacement will be
honored after 30 days from the date of the receipt of this package by you.
• attempt to correct or help you work around software errors with efforts that are reasonably
suitable to the problem in accordance with our standard support policy and this limited
warranty.
• should there be any corruption of the NetHASP hardware key and it is determined that
the corruption is due to hardware malfunction or software configuration changes which
render it impossible to uninstall FACT, we may replace the NetHASP key at a service
charge. You may check with the Authorized Distributor/Dealer of such charge.
What You Must Do

• to replace defective diskettes or printed materials, please send to the Authorized FACT
Distributor/Dealer the following :
• your name, address, postal code and daytime phone number
• your FACT Serial Number as marked on the NetHASP hardware key
• a copy of your receipt or dated proof of purchase
• a description of the defect
• if a diskette is defective, the diskette itself
• any significant errors or 'bugs' found by you must be reported by to Vedika Software
Pvt Ltd or Vedika International Pvt Ltd during the period for which the Limited Warranty
is applicable (refer to your Invoice for details).
What We Will Not Do

• replace or correct software or materials that have been lost, stolen, damaged by accident
or misuse, or modified
• correct problems caused by the use of FACT with computer hardware or software not as
per our recommendation for use with FACT.
• correct problems relating to data and file corruption in case FACT is used on a computer
which is not backed up by a UPS (Uninterrupted Power Supply).
• correct problems caused by changes in the operating characteristics of computer
hardware, operating systems, or software which are made after the release of FACT.
• supply you the source code for any or whole of FACT.
• attend to any virus related problems.
Other Limitations
No Other Warranty
We make no other warranty, express or implied, to you or any other person or entity.
Specifically, we make NO WARRANTY FACT IS FIT FOR A PARTICULAR PURPOSE.
ANY IMPLIED WARRANTY OF MERCHANTABILITY IS LIMITED TO THE DURATION OF
THE DURATION OF THIS LIMITED WARRANTY AND IS OTHERWISE EXPRESSLY
AND SPECIFICALLY DISCLAIMED.
No liability For Consequential Damages

We will NOT BE LIABLE FOR CONSEQUENTIAL, special, indirect, or other similar
damages, even if our agents have been advised of the possibility of such damages.
Any Liability Not to Exceed License Fees

In no event will our liability for any damages to you or any other person ever exceed the price
paid (not exceeding our suggested retail price) for the license to use FACT regardless of
any form of the claim. IN THE EVENT ANY REMEDY IS HEREUNDER DETERMINED TO
HAVE FAILED OF ITS ESSENTIAL PURPOSE, ALL LIMITATIONS OF LIABILITY AND
EXCLUSION OF DAMAGES SET FORTH HEREIN SHALL REMAIN IN FULL FORCE AND
EFFECT.
No Unauthorized Person Can Change These Terms

Additional statements by agents, employees, contractors, licensees, distributors or dealers
of Vedika Software Pvt Ltd or Vedika International Pvt Ltd do not constitute warranties and
are not binding upon Vedika Software Pvt Ltd or Vedika International Pvt Ltd.
If you have read and understood all the Terms & Conditions of the Limited License
Agreement and the Limited Warranty as detailed above, are satisfied with them, and agree
to abide by them totally, you may proceed to break the seal on the envelope. By breaking
the seal, you signify your acceptance of all of the above.
Technical Support
• Once you fill up and send the Registration Card, you will be entitled to free Technical
Support for the period of the Limited Warranty from the date of sale of the Limited License
to you. Technical Support is available over phone, fax, e-mail and World Wide Web. If
there is no Technical Support available on a local number in your area, you will be charged
for the long distance phone calls and faxes.
• After the expiry of the Limited Warranty period as mentioned in your Invoice, you may
opt for the various Support plans, details of which may be obtained from us.
• On-site visits shall be charged at the prevailing rates. You may enquire the rates from the
Authorized Distributor/Dealer or from us.
Here are the contact details -
Phone
Phone Support is available Mondays through Fridays from 10 AM to 5 PM. You may call
the following phone numbers to obtain the phone number of the nearest FACT Tech Support
Center :
R&D and Corporate Headquarters : 91-33-2473810
Users in India -
Eastern Region Office, Calcutta : 91-33-2477050, 2408134

Northern Region Office, Delhi : 91-11-6471913, 6230906,
6485504 6485506
Western Regional Office, Mumbai : 91-22-8515705, 8511125

Southern Regional Office, Bangalore : 91-80-5598425, 5598426
Users in Malaysia : 603-7048767, 7030830

Users in Nepal : 977-1-416321
Users in Singapore : 65-2204432, 2208832
Users elsewhere : 65-2208832
Fax
Fax Support is available Mondays through Fridays from 10AM to 5PM. You may call on any
of the phone numbers given above or send a fax to the following fax numbers to obtain the
fax number of the nearest FACT Tech Support Center :
R&D and Corporate Headquarters : 91-33-2479474
Users in India -
Eastern Regional Office, Calcutta : 91-33-2470824

Northern Regional Office, Delhi : 91-11-6230904
Western Regional Office, Mumbai : 91-22-8511760
Southern Regional Office, Bangalore : 91-80-5598426
Users in Malaysia : 603-7031656

Users in Nepal : 977-1-413662
Users in Singapore : 65-2204431, 2248832
Users elsewhere : 65-2248832
Electronic Mail (e-mail) and World Wide Web
To enable FACT Users worldwide to obtain technical support at the touch of a button, we
have set up our own Internet Server. Now, technical support is available to any FACT User
who has Internet access. Support is available 24 hours a day, 7 days a week. You may send
your support queries by e-mail and you may also access the web pages set specially for
you, accessed through the World Wide Web on the Internet. Here is how you may contact
us :
R&D and Corporate Headquarters : vedhq@vedika.com
Users in India -
Eastern Region Office, Calcutta : vedcal@vedika.com
Northern Region Office, Delhi : veddel@vedika.com
Western Regional Office, Mumbai : vedbom@vedika.com
Southern Regional Office, Bangalore : support@bg.vedika.com
Users in Malaysia : support@factsys.po.my

Users in Nepal : vedktm@vedika.com
Users in Singapore : support@fact.com.sg
Users elsewhere : support@fact.com.sg
World Wide Web : http://www.fact.com.sg

: http://www.vedika.com
Postal Mail
You may also post us your Tech support queries. Here are the addresses :
R&D and Corporate Headquarters : Vedika Software Pvt Ltd

21 Lansdowne Court
5B Sarat Bose road
Calcutta 700020
Users in India and Nepal
Please refer the accompanying sheet for the postal addresses of our Offices in India and
Nepal.
Eastern Regional Office : Vedika Software Pvt Ltd

Agarwalla Chambers
11 Circus Market Place
Calcutta 700017
Northern Regional Office : Vedika Software Pvt Ltd

230 Mandakini Enclave
Alaknanda
New Delhi 110019
Western Regional Office : Vedika Software Pvt Ltd
Andheri Kurla Road
104 Kanchan Industrial Estate
Safed Pool, Saki Naka
Mumbai 400072
Southern Regional Office : Vedika Software Pvt Ltd

SunriseChambers (Basement)
22 Ulsoor Road
Bangalore 560042
Users in Nepal : Vedika Software Pvt Ltd

GPO Box 3603, Kamalpokhari
Kathmandu, Nepal
Users in Malaysia : FACT System (Mly) Sdn Bhd

510 Block A, Level 5
Kelana Centre Point
3 Jalan SS 7/19, Kelana Jaya
47301 Petaling Jaya
Selangor Darul Ehsan
Users in Singapore : FACT Software Intl Pte Ltd

10 Anson Road
#11-21 International Plaza
Singapore 079903
When you call Technical Support

• Be at your computer
• Have FACT running on your PC
• Have this manual within reach
You will be asked to provide information about your hardware and software configuration.
For your convenience, we have included a FACT Support Form in this manual that lists all
of the questions Technical Support may need to ask you. Please have this form filled out
when you call.
We Welcome All Comments

We hope this is a clear and useful explanation of our policies and commitment to you.
Vedika is interested in what you think of FACT. Do forward us any suggestions for
enhancements you would like to see in future releases of FACT. If you have any comments
or suggestions about our software, documentation, marketing, support etc., please send
your feedback by postal or electronic mail to us. Your suggestions are valued at Vedika.
Contents
Welcome................................................................................................................... 3
Before You Start ...................................................................................................... 5
Limited Warranty ...................................................................................................................... 6
Other Limitations ...................................................................................................................... 7
Technical Support ................................................................................................... 7

Phone ........................................................................................................................................ 8
Fax ............................................................................................................................................ 8
Electronic Mail (e-mail) and World Wide Web ......................................................................... 9
Postal Mail ................................................................................................................................ 9
We Welcome All Comments ................................................................................. 10
Part I - Setup
Prepare to Setup ................................................................................................... 21
FACT Single User ................................................................................................................... 21
Installing FACT Single User pack ........................................................................................... 22
FACT Multi User ..................................................................................................................... 23
Installing FACT Multi User pack ............................................................................................. 24
Appendix A .............................................................................................................................. 27
Appendix B .............................................................................................................................. 28
Update Notes ......................................................................................................... 28

Updating from FACT 286 version 6.0 ..................................................................................... 29
Updating from a version prior to 6.5x ..................................................................................... 29
Part II - FACT Reports

Introducing FACT Reports ................................................................................... 31
System Requirements ............................................................................................................ 32
Installation .............................................................................................................................. 33
Installing FACT Reports on a Network Server ....................................................................... 33
FACT Reports Workstation Setup .......................................................................................... 35
Starting FACT Reports ........................................................................................................... 36
Uninstalling FACT Reports ..................................................................................................... 36
Updating FACT Reports to a new version .............................................................................. 37
Introducing Perks ................................................................................................. 37
Part III - Implementation Notes

Load FACT ............................................................................................................. 39
Start Installation of New Account ........................................................................................... 39
Set Accounting Period Dates. ................................................................................................. 41
User Rights under FACT Multi User Installations .............................................. 42
Moving around in the Main Menu ........................................................................................... 43
Account / Open ....................................................................................................................... 43
Create Chart of Accounts ....................................................................................................... 44
Sample Chart of Accounts ...................................................................................................... 46
Layout of Final Accounts ........................................................................................................ 48
Invoice Terms - Sale & Purchase ........................................................................................... 49
Enter Chart of Accounts ......................................................................................................... 50
Define Control A/cs in System Controls ................................................................................. 50
Salesmen / Agents ................................................................................................ 51

Customer/Vendor Master...................................................................................... 52
Product Master ...................................................................................................... 53
Special Rates ......................................................................................................... 57
Document Class .................................................................................................... 57
Opening Balances ................................................................................................. 62
Templates............................................................................................................... 63
User Defined Fields ............................................................................................... 64
Copy Codes from another A/c ............................................................................. 65
Data Entry .............................................................................................................. 66

Explanation of some Features ............................................................................ 67
[F1] Help Box .......................................................................................................................... 67
Calculator ............................................................................................................................... 67
Inserting Today's Date ............................................................................................................ 68
Naming Conventions .............................................................................................................. 68
Function Key Macros .............................................................................................................. 69
No Codes Mode ...................................................................................................................... 70
Printer Box .............................................................................................................................. 71
Account / Close ..................................................................................................... 72

Account / Modify ................................................................................................... 72
Account / Delete .................................................................................................... 72
Account / Preferences .......................................................................................... 73
Preferences / System Controls ............................................................................................... 73
Preferences / User Maintenance ............................................................................................ 82
Preferences / Password .......................................................................................................... 83
Preferences / Filter ................................................................................................................. 83
Preferences / Report Footer ................................................................................................... 84
Preferences / Active Date Range ........................................................................................... 84
Preferences / Document Printing ........................................................................................... 84
Preferences / Document Numbering ...................................................................................... 85
Account / Printer ................................................................................................... 91

Printer / Selection ................................................................................................................... 91
Printer / Setup ......................................................................................................................... 91
Printer / Driver Maintenance ................................................................................................... 92
Account / System .................................................................................................. 92

System / Configuration ........................................................................................................... 92
System / Custom Options ...................................................................................................... 93
System / Security Rights Grouping ........................................................................................ 94
Account / Special .................................................................................................. 97

Special / Label Writer ............................................................................................................. 97
Special / Document Designer ............................................................................................... 101
Designing Documents with User Defined Fields .................................................................. 111
Part IV - General Ledger

Introduction to General Ledgers ....................................................................... 115
GL Accounts ......................................................................................................................... 115
Entering Documents ............................................................................................................. 115
Auto Document Numbering .................................................................................................. 116
Contra Account ..................................................................................................................... 116
No Codes Mode .................................................................................................................... 116
Date Range ........................................................................................................................... 116
Multiple Currency .................................................................................................................. 117
Masters / Chart of Accounts .............................................................................. 118

Chart of Accounts / General Ledger Codes ......................................................................... 118
Chart of Accounts / Profit & Loss Layout ............................................................................. 121
Chart of Accounts/Balance Sheet Layout ............................................................................ 131
Chart of Accounts/Cash Flow Layout ................................................................................... 131
Masters / Document Class ................................................................................. 131

Document Class - Examples ................................................................................................ 135
Document Class/Filters ........................................................................................................ 138
Masters / Interest Rates ...................................................................................... 138

Masters / Account Confirmation ........................................................................................... 140
Masters / Layout of Account Confirmation ........................................................................... 140
Masters / Opening Balances .............................................................................. 142

Opening Balances / General Ledgers ................................................................................. 142
Opening Balance / Subledger - Journals ............................................................................. 144
Opening Balances / Budgets/Last Year ................................................................................ 145
Opening Balances / Unreconciled Vouchers ........................................................................ 146
Entry / Vouchers - Receipt / Payment................................................................ 146

Vouchers - Receipt/Payment ................................................................................................ 146
One Db/Cr ............................................................................................................................. 147
Many Db/Cr ........................................................................................................................... 148
Vouchers - Receipt / Payment / Bank Reconciliation ........................................................... 152
Entry / Journals ................................................................................................... 154

Journals / Ledger .................................................................................................................. 154
Ledger Reports.................................................................................................... 155

Ledgers / Cash/Bank Reports ............................................................................ 158
Ledger / Cash/Bank Reports / Checklist .............................................................................. 158
Cash/Bank Reports / Books/Reconciliation ......................................................................... 159
Cash/Bank Reports / Summary ............................................................................................ 161
Cash/Bank Reports / Bank Reconciliation List .................................................................... 161
Cash/Bank Reports / Cheques List ...................................................................................... 162
Ledger / Journal Book .......................................................................................................... 163
Ledger / General Ledger ....................................................................................................... 164
Ledger / Trial Balance ......................................................................................... 166

Trial Balance / Normal .......................................................................................................... 166
Trial Balance / Year To date ................................................................................................. 169
Ledger / Profit & Loss Account ......................................................................... 170

Ledger / Profit & Loss Account/ Date to Date ...................................................................... 174
Ledger / Balance Sheet....................................................................................... 174

Ledger / Balance Sheet / Date to Date ................................................................................. 177
Ledger / Cash Flow Statement ........................................................................... 177

Ledger / Cash Flow Statement / Date to Date ..................................................................... 178
Ledger / MIS Reports .......................................................................................... 178

Merged Accounts .................................................................................................................. 178
Unrealized Gain/Loss ........................................................................................................... 181
Ledger / Special Reports .................................................................................... 182

Special Reports / Interest Calculations ................................................................................ 182
Special Reports / Account Confirmation .............................................................................. 183
Special Reports / Audit - Receipt/Payment .......................................................................... 184
Special Reports / Audit - Balances ....................................................................................... 184
Ledger / Document Printing ............................................................................... 185

Ledger / Listing of Masters ................................................................................ 185
General Ledger Codes .......................................................................................................... 185
Cash/Bank Books ................................................................................................................. 186
Profit & Loss Layout ............................................................................................................. 186
Balance Sheet Layout ........................................................................................................... 186
Cash Flow Layout ................................................................................................................. 187
Budgets/Last Year ................................................................................................................ 187
Interest Rates ........................................................................................................................ 187
Account Confirmation ........................................................................................................... 188
Document Class ................................................................................................................... 188
Filters .................................................................................................................................... 188
Part V - Accounts Receivable & Accounts Payable

Introduction to Ar/Ap .......................................................................................... 190
Inventory ............................................................................................................................... 191
Opening Entries .................................................................................................................... 191
Customer/Vendor Status ...................................................................................................... 192
Multiple Currency .................................................................................................................. 192
Masters / Salesmen/Agents ............................................................................... 193

Masters / Vendors/Customers ............................................................................ 194
Customers ............................................................................................................................ 194
Vendors ................................................................................................................................. 196
Items/Products / Special Rates - Customers & Vendors ..................................................... 197

Opening Balances / Customers ............................................................................................ 200
Consolidated ......................................................................................................................... 200
Invoice ................................................................................................................................... 200
Receipt .................................................................................................................................. 201
Debit Note/Credit Note .......................................................................................................... 202
Orders ................................................................................................................................... 202
Opening Balances /Vendors ................................................................................................. 203
Consolidated ......................................................................................................................... 203
Invoice ................................................................................................................................... 204
Payments .............................................................................................................................. 205
Debit Note/Credit Note .......................................................................................................... 205
Orders ................................................................................................................................... 206
Entry / Journals ................................................................................................... 206

Journals / Debit/Credit Note ................................................................................................. 206
Journals / Party Journal ....................................................................................................... 208
Entry / Vouchers - Receipt /Payment................................................................. 210
Sales & Purchase Entries ................................................................................... 216

Entry / Proforma Invoice / Quotation ................................................................................... 220
Entry / Sales /Orders ............................................................................................................ 221
Entry / Sales / DO ................................................................................................................ 224
Entry / Sales / Invoice ........................................................................................................... 227
Entry / Sales / Service Invoice .............................................................................................. 231
Entry / Sales / Return ........................................................................................................... 233
Purchases ............................................................................................................................. 236
Entry / Purchase / Order ....................................................................................................... 236
Entry / Purchase / DO (GRN) ............................................................................................... 239
Entry / Purchase / Invoice .................................................................................................... 242
Entry / Purchases / Service Invoice ...................................................................................... 246
Entry / Purchases / Returns ................................................................................................. 248
Entry / Adjustment of Documents ..................................................................... 251

Adjustment of Credit Notes ................................................................................................. 251
Adjustment of Advances ...................................................................................................... 254
Adjustment of Debit Notes .................................................................................................... 256
Entry of ST Form ................................................................................................. 258
Currency Rates .................................................................................................... 258

Currency ............................................................................................................................... 259
Rates ..................................................................................................................................... 259
Customer/Vendor Reports.................................................................................. 261

Ar/Ap / Sale & Purchase Registers ...................................................................................... 263
Sales & Purchase Registers / Order .................................................................................... 263
Sale & Purchase Registers / DO .......................................................................................... 264
Sale & Purchase Registers / Invoice .................................................................................... 265
Ar/ Ap / Credit Note Register ................................................................................................ 267
Ar/ Ap / Receipts Register ................................................................................................... 268
Ar/ Ap / Debit Note Register ................................................................................................. 269
Ar/Ap / Payments Register ................................................................................................... 270
Ar/Ap / Party Ledger ............................................................................................................. 271
Customers & Vendors ........................................................................................................... 271
Ar/Ap / Outstanding Documents........................................................................ 273

Outstanding Documents / Orders ........................................................................................ 273
Outstanding Documents / Invoices ...................................................................................... 274
Outstanding Documents / Advances .................................................................................... 275
Outstanding Documents / Debit Notes - Vendors ................................................................ 276
Ar/Ap / Adjustment Listing ................................................................................. 277

Credit Notes - Customers ..................................................................................................... 277
Credit Notes - Vendors ......................................................................................................... 278
Advances - Customers ......................................................................................................... 278
Advances - Vendors .............................................................................................................. 279
Debit Notes - Vendors ........................................................................................................... 280
Ar/Ap / MIS Reports ............................................................................................ 280

MIS Reports / Ageing - Customers ...................................................................................... 280
MIS Reports / Ageing - Vendors ........................................................................................... 282
MIS Reports / Ageing - Customers (Agent Wise) ................................................................ 282
MIS Reports / Due Date - Sale & Purchase Invoice ............................................................. 284
MIS Reports / Proforma Inv / Quotation Register ................................................................ 285
MIS Reports / Analysis - Proforma Inv / Quotation ............................................................. 286
MIS Reports / Analysis - Sales ............................................................................................. 287
MIS Reports / Analysis - Sales (Top 'N' Customer) ............................................................. 288
MIS Reports / Analysis - Sales (Top 'N' Product) ................................................................. 288
MIS Reports / Analysis - Sales (Top 'N' Agent) .................................................................... 288
MIS Reports / Analysis - Purchase ...................................................................................... 290
MIS Reports / Customers & Vendors Analysis ..................................................................... 292
MIS Reports / Profitability - Sales ........................................................................................ 293
MIS Reports / Currency Exposure ........................................................................................ 294
MIS Reports / Consignments Sales & Expenses ................................................................. 295
MIS Reports / Price History .................................................................................................. 296
Ar/Ap / Special Reports ...................................................................................... 297
Special Reports / Interest - Customers & Vendors .............................................................. 297
Special Reports / Interest - Sales Invoice & Purchase Invoice ............................................ 299
Special Reports / Statement of Account - Customers & Vendors ........................................ 299
Special Reports / Customer Address Exceptions ................................................................ 300
Special Reports / Customer Reminder Letters ..................................................................... 301
Special Reports / Special Registers - Sales & Purchases ................................................... 302
Special Reports / Open DO - Sales & Purchases ................................................................ 303
Special Reports / ST Form Exceptions - Sales & Purchases .............................................. 303
Ar/Ap / Document Printing ................................................................................. 304

Ar/Ap / Listings of Masters ................................................................................. 305
Listing of Masters / Salesman/Agent ................................................................................... 305
Listing of Masters / Customers/Vendors .............................................................................. 306
Listing of Masters / Interest rates - Customers & Vendors .................................................. 306
Ar/Ap / Query ....................................................................................................... 306

Customer Window ................................................................................................................ 307
Part VI - Inventory
Introduction to Inventory ................................................................................... 320
Customer/Vendor Entries ..................................................................................................... 320
Inventory ............................................................................................................................... 320
Opening Entries .................................................................................................................... 320
Double Quantity .................................................................................................................... 321
Different UOMs (Purchase, Stock & Sale) ........................................................................... 321
Item/Product Discounting ..................................................................................................... 321
Date Range ........................................................................................................................... 321
Masters / Items/Products .................................................................................... 322

Items/Products / Products .................................................................................................... 322
Items/Products / Grouping ................................................................................................... 325
Masters / Cost Centres ....................................................................................... 327

Products ................................................................................................................................ 327
Entry / Inventory Issues...................................................................................... 329

Inventory Issues / Memos ..................................................................................................... 329
Inventory Issues / Issues ...................................................................................................... 330
Inventory Issues / Returns .................................................................................................... 331
Entry / Finished Goods ...................................................................................... 333

Finished Goods / Received .................................................................................................. 333
Finished Goods / Returned ................................................................................................... 334
Entry / Transfer of Stock .................................................................................... 335
Entry / Closing/Production Rates ...................................................................... 337
Closing/Production / Closing ................................................................................................ 337
Closing/Production / Production ........................................................................................... 337
Inventory Reports ............................................................................................... 339

Inventory / Memos Register ............................................................................... 339
Inventory / Issues Register ................................................................................ 340
Inventory / Finished Goods Register ................................................................ 340
Finished Goods Register / Received .................................................................................... 340
Finished Goods Register / Returned .................................................................................... 341
Inventory / Transfer of Stock ............................................................................. 341

Inventory / Material In/Out .................................................................................. 342
Material In/Out / Products .................................................................................................... 342
Material In/Out / Cost Center ............................................................................................... 343
Material In/Out / Stock Ledger ............................................................................................. 344
Inventory / Raw Material Reports ...................................................................... 347

Raw Material Reports / Consumption .................................................................................. 347
Raw Material Reports / Reconciliation ................................................................................. 349
MIS Reports / Stock Status - Report .................................................................................... 350
Inventory / MIS Reports ..................................................................................... 350

MIS Reports / Stock Status - Query ..................................................................................... 350
MIS Reports / Reorder Status .............................................................................................. 351
MIS Reports / Overstocked Status ....................................................................................... 352
MIS Reports / Warehouse Stock .......................................................................................... 352
MIS Reports / Stock Ageing ................................................................................................. 353
MIS Reports / Stock Valuation .............................................................................................. 354
Inventory / Document Printing .......................................................................... 358

Inventory / Listing of Masters ............................................................................ 358
Listing of Masters / Items / Products .................................................................................... 358
Listing of Masters / Product Groups ..................................................................................... 359
Listing of Masters / Product Price List - Sales ..................................................................... 360
Listing of Masters / Product Price List - Purchases ............................................................. 360
Listing of Masters / Cost Centers ......................................................................................... 361
Listing of Masters / Special Rates Listing ............................................................................ 361
Part VII - Housekeep

Housekeep ........................................................................................................... 363
Housekeep / Reindex .......................................................................................... 363
Housekeep / Recalculate Balances ................................................................... 365
Housekeep / Diagnostics.................................................................................... 367

FILES .................................................................................................................................... 368
BLANK RECORDS ............................................................................................................... 369
TRIAL BALANCE .................................................................................................................. 369
“DO POST” ERROR ............................................................................................................. 370
DR CONTROL ...................................................................................................................... 371
CR CONTROL ...................................................................................................................... 371
STOCK CONTROL ............................................................................................................... 371
RECEIPTS / PAYMENTS (DB) ............................................................................................. 372
RECEIPTS/PAYMENTS (CR) ............................................................................................... 372
Housekeep / Backup Data .................................................................................. 373

Housekeep / Data Restoration ........................................................................... 375
Housekeep / Export Data .................................................................................... 377
Housekeep / Import Data .................................................................................... 377
Importing data ...................................................................................................................... 378
Housekeep / Missing Numbers .......................................................................... 385

Housekeep / Tally of Documents ....................................................................... 385
Housekeep / Revaluation of Documents........................................................... 386
Revalue Documents ............................................................................................................. 387
Revaluation History .............................................................................................................. 388
Undo Revaluation ................................................................................................................. 389
Housekeep / Audit Trail ...................................................................................... 389

Audit Trail / Report ................................................................................................................ 389
Audit Trail / Purge ................................................................................................................. 390
Housekeep / Year Ending ................................................................................... 391

Housekeep / System Information ...................................................................... 393
System Information / General .............................................................................................. 393
System Information / Group Rights ...................................................................................... 393
System Information / Users List ........................................................................................... 393
System Information / User Defined Fields ........................................................................... 394
System Information / Printer List .......................................................................................... 394
System Information / Document Numbering ........................................................................ 394
Index
Index ..................................................................................................................... 397
20 FACT User Guide
User Guide
Part I
Setup
FACT 

Money Can Buy
Part I Setup 21
Prepare to Setup
FACT Single User
• Computer
• PC/386 or higher (recommended Pentium).
• Minimum 4 MB RAM. Of this 2.5 MB Extended Memory should be free.
• Hard disk with minimum 25 MB free space.
• Color or monochrome monitor
• Printer
80 or 132 column dot matrix printer, inkjet printer or laser printer.
• Operating System
MS-DOS 5.0 or higher (recommended MS-DOS 6.x for optimum performance).
Windows 3.1 or Windows for Workgroups 3.11
Windows 95
Windows NT 3.51 Workstation or higher
• Program Diskettes
Original diskettes supplied with the package.
• NetHasp-5 Hardware key labelled SINGLE USER, supplied with the Program diskettes.
• CONFIG.SYS
This file should be present on the root (C:\) directory of your PC. CONFIG.SYS tells your
PC certain things about the configuration it is supposed to set up at start up time. This
file should have the FILES entry as FILES=110 or more. If the file itself does not exist,
create the file with the above line and save it in the root (C:\) directory.
• AUTOEXEC.BAT
This file should be present on the root (C:\) directory of your PC. AUTOEXEC.BAT tells
your PC to execute certain commands every time it starts. Normally TSR (Terminate and
Stay Resident) programs are loaded from this file . You must ensure that no TSR
programs are loaded when you wish to install or run FACT. FACT utilizes its own disk
caching routines and may not install or work as designed if TSRs are present in the
computer's memory. Check for TSRs and remove them from this file and save it.
• 25 MB Free Space Check

To install FACT, you need 25 MB free hard disk space. After installation FACT occupies
15 MB space approximately. It also needs certain space for creating the temporary files.
Ensure that you have 25 MB free space on C: drive. In case there is not enough space,
delete some files to make at least 25 MB free space.
• Virus Check
FACT may not install properly if your PC is infected with a virus. Use a virus checking
program to ensure that you do not have any viruses on your computer.
Now, restart (or reboot) the PC. Press [Ctrl] [Alt] [Del] keys together to do this. Once the
computer reboots, you are ready to install FACT. Skip to the section "Installing FACT Single
User pack".
Refer page 33 for details on installing FACT Pro Reports for Windows
22 FACT User Guide
Installing FACT Single User pack
Follow the instructions below carefully. Type the commands in bold letters and press the
Enter key after each command.
1. Insert Disk 1 in the floppy drive A or B

Type A:SETUP and press Enter (or B:SETUP as necessary)
The following screen appears :

F A CT S E T U P India
Selecting this option will create a FACT

Install FACT sub directory on the drive specified by you,
Update FACT and install FACT there
Extract Program Files
Change Network type Use Up Dn Arrow to Move | <Ret> to Select
Disk 1 Disk 2 Disk .. Disk 7
The highlighted bar is currently on Install FACT.
2. Press Enter to install.

The Setup prompts you to enter the Drive where FACT is to be installed. For example, If
you wish to install FACT on your D drive, you have to specify the letter D now. Then, FACT
will be installed in the D:\FACT directory.
3. Enter the Drive letter.
Setup prompts you to enter the Network type. As you are installing a FACT Single User
pack, there is no network involved. Therefore, you will choose the None (Single User)
option.
If you wish to install the FACT Multi User pack and have a Multi User NetHASP Hardware
key with you, refer to the next section.
4. Choose None (Single User) to start the installation process.
5. Enter the subsequent disks as and where prompted.
When the FACT is installed successfully the setup prompts you to attach the NetHASP key
to the parallel port of your computer.
Part I Setup 23
6. Connect the red-colored NetHASP Hardware key to the parallel port of your Computer
(either LPT1 or LPT2). If you already have another Hardware key attached to the parallel
port, you may daisy-chain it (one after another in a serial fashion) along with this key. You
may also attach a printer directly to the NetHASP key.
If you have installed FACT on a computer running Windows 95 or a Windows NT,

make sure that the following command is run from the FACT program directory :
HINSTALL /I
If you try to run FACT without connecting the NetHASP key FACT, will display a warning.
that it could not detect the NetHASP Key. You may then check to see if the key is firmly
connected to the parallel port and that the port itself is working.
To load FACT, do the following :
Type CD\FACT and press Enter
Type FACT and press Enter.
For help on creating and using an Account, refer to the Start Installation of New Account
section in the Implementation Notes (Part III) chapter of this Manual.
Once a new Account is installed, it has only one User, MANAGER. The user MANAGER
has no Password installed. To enter the Account, type MANAGER in the User field and
press Enter. The cursor moves on to PASSWORD. Just press Enter.
FACT Multi User

• File Server
Running Windows 3.1 or Windows for Workgroups 3.11
Running Windows 95 server
Running Windows NT 3.51 or higher
Running NetWare Version 2.0a or above.
Windows NT Server 3.51 or above
• Node
• PC/486 or higher (recommended Pentium).
• Minimum 4 MB RAM. Of this 2.5 MB Extended Memory should be free.
• Color or monochrome monitor
• MS-DOS 5.0 or higher (recommended MS-DOS 6.0 for optimum performance),
• Windows 95
• Windows NT.
• Printer
80 or 132 column dot matrix printer, inkjet printer or laser printer.
• Original diskettes supplied with the package.
• The NetHasp-5 Hardware key labelled MULTI USER, supplied with the Program
diskettes.
24 FACT User Guide
• CONFIG.SYS
This file should be present on the root (C:\) directory of your Network Node. CONFIG.SYS
tells your PC certain things about the configuration it is supposed to set up at start up time.
This file should have the FILES entry as FILES=110 or more. If the file itself does not
exist, create the file with the above line and save it in the root (C:\) directory.
• AUTOEXEC.BAT
This file should be present on the root (C:\) directory of your PC. AUTOEXEC.BAT tells
your PC to execute certain commands every time it starts. Normally TSR (Terminate and
Stay Resident) programs are loaded from this file . You must ensure that no TSR
programs are loaded when you wish to install or run FACT. FACT utilizes its own disk
caching routines and may not install or work as designed if TSRs are present in the
computer's memory. Check for TSRs and remove them from this file and save it.
• 25 MB Free Space Check

To install FACT, you need 25 MB free hard disk space. After installation FACT occupies
15 MB space approximately. It also needs certain space for creating the temporary files.
Ensure that you have 25 MB free space on C: drive. In case there is not enough space,
delete some files to make at least 25 MB free space.
• Virus Check
FACT may not install properly if your PC is infected with a virus. Use a virus checking
program to ensure that you do not have any viruses on the file server or any node.
In case you are installing on Windows NT or other Windows Networks, go through

Appendix A on page 27 and then proceed with the instructions below.
If you are installing on a NetWare network, go through Appendix B on page 28.
Installing FACT Multi User pack

1. Insert Disk 1 in the floppy drive A or B
Type A:SETUP and press Enter (or B:SETUP as necessary)
2. Choose Install FACT and press Enter.

The Setup prompts you for the drive on which FACT is to be installed. If you are installing
onto the Server from a Network Node, enter the network drive letter mapped to the
designated drive / directory on the Server. For example, if you intend to install to the
C:\FACT directory on a Windows NT / Windows 95 Server, and the Server's C drive is
mapped to the your Node using the drive letter Q, you would enter the letter Q in this field.
In case of a NetWare Server, you will have to enter the network drive letter mapped to the
Volume on which you wish to install FACT.
You would also need to have full Read, Write & Delete Rights in the designated directory
on the Server. Please take the help of your Network Administrator in case of any difficulty.
3. Enter the drive letter and press Enter.
The Setup prompts you for the Network Type, choose the network type on which you will
be using FACT. FACT currently supports NetWare, Windows NT and also Windows 95 and
Windows 3.1x PCs as servers for storing common data and program files.
Part I Setup 25
4. Select the Network type from the list.

Select Other Windows Network if you want to install FACT on Windows 95 or
Windows 3.1x network.
5. Enter the necessary diskettes as and when required.
After Setup is complete, you will be prompted to attach the NetHASP key to the parallel port
of the server. After doing this, you may attach the printer cable to the NetHASP key if you
have a printer installed on that port. Also ensure that all users who are going to use FACT
have complete rights (except supervisory or access control rights) to the FACT directory
as well as any data directories that may be created later on.
For more details on user rights, refer to User Rights under FACT Multi User Installations
section in Part III ( Implementation Notes) of this manual.
You must follow the steps detailed below after you have attached the HASP key to the
parallel port on the server. Please go to the section relevant to your type of Network -
NetWare Servers
Ensure that the following line is included in the NET.CFG (SHELL.CFG in case of
NetWare 2.x) file of your network nodes -
FILE HANDLES=110
NET.CFG / SHELL.CFG files tell your network certain things about the configuration
it is supposed to set up during network shell loading time.
If the file itself does not exist, create it in the correct directory / folder of your Node with
the above line and save it - consult your Network Administrator for info on this)
Also, make sure that (USERLIST.EXE, CAPTURE.EXE and ENDCAP.EXE

(SPOOL.COM and ENDSPOOL.COM in case of NetWare 2.x) programs are available
to all FACT Users.
(i) NetWare 2.x servers : Connect the HASP key to the parallel port of the server. Load
HASPSERV.VAP from the FACT directory of the volume you installed FACT on. This
must be loaded each time the server is started. This can be automated by simply
copying the HASPSERV.VAP file from the FACT directory to the SYS:SYSTEM
directory. During NetWare bootup, you will be asked Load value added processes ?
- answer Y to this.
(ii) For NetWare 3.x and above servers : Connect the HASP key to the parallel port of
the server. Load HASPSERV.NLM from the FACT directory of the volume you installed
FACT on. This must be loaded each time the server is started. The process can be
automated by simply adding the following line in the AUTOEXEC.NCF file located in
the SYS:SYSTEM directory (assuming FACT was installed on the ACCS Volume) -
LOAD ACCS:\FACT\HASPSERV
If you would also be using FACT Reports installed on the NetWare Server,
HASPSERV.NLM has to be loaded with the SAP services disabled.
26 FACT User Guide
Refer to the Part II (FACT Reports) of this Manual for details on FACT Reports.
Issue the following command in order to load HASPSERV.NLM with SAP Services
disabled -
LOAD ACCS:\FACT\HASPSERV IPXNOSAP ADDRPATH=VOL1:
In this mode, the NetHASP Server program (HASPSERV.NLM) will create the
following address files which are used by FACT to locate the NetHASP Server running
on the NetWare Server -
HASPADDR.DAT
NEWHADDR.DAT
The ADDRPATH parameter refers to the path where the address files will be created.
In the above example, the address files will be created in the VOL1 Volume.
The above address files will then have to be copied to the FACT directory, and the
following command run on the Node before you load FACT -
SET NETHASPPROTOCOL=IPXNOSAP
In case you do not need to disable the SAP Services while loading HASPSERV.NLM,
issue the following command instead -
SET NETHASPPROTOCOL=IPX
Windows NT servers
Connect the HASP key to the parallel port of your server. At the server console, login
under any user name with Administrative privileges and follow the steps below -
1. At the command line type
COPY C:\FACT\NHSRVW32.* \SYSTEMROOT\SYSTEM32
assuming FACT has been installed in C:\FACT and where SYSTEMROOT

is the folder where Windows NT has been installed.
2. Go to the directory of FACT and run HINSTALL /I at the command line.
3. Run HINSTALL /IS from the directory of FACT. You will get a message that the
loading is completed successfully. The system will also prompt you to shutdown and
reboot the server.
4. Reboot the Server.
Windows 95 servers
Connect the HASP key to the parallel port of the PC and follow the steps below -
1. Run the following from the FACT directory -
HINSTALL /I
Part I Setup 27
2. Reboot the computer for the changes to take effect.
3. Run the following from the FACT directory -
NHSRVW32.EXE
Since this program needs to be loaded each time the server boots, you may place a
shortcut to this program in the Program Files / Startup folder.
Windows 3.1x servers

Connect the HASP key to the parallel port of the PC and follow the steps below and
run the NHSRVWIN.EXE program from the FACT directory.
As the program would have to be loaded each time the computer starts you may create
a shortcut to it in the Startup group.
Please contact your nearest FACT Technical Support center if you face any
problems.
Appendix A
Notes for installing on Windows NT and Windows 95 / Windows 3.1x -
(i) Installing on a Windows NT Server : FACT needs to be installed in the root directory
of any particular drive. If you're installing on a NT Server, you can map a drive letter to an
NT shared directory from other workstations for use with FACT.
This will ensure that the FACT directory and data directories will remain under the NT
shared directory. For example, the C:\ACCOUNTS directory of NT Server could be shared
as 'Accounts'. Other Windows PCs can map a drive, say G:, to the 'Accounts' shared
resource and install FACT and data directories on G:. At the server, this translates to all
files getting created under C:\ACCOUNTS.
Access permissions then have to be set for only C:\ACCOUNTS. This is the ideal setup if
you will not be accessing FACT from the NT Server local login. However, if you want to use
FACT from the NT console also, you must share your C:\ root drive so that the local logon
can access FACT from C:\FACT and other PCs can connect to the C:\ shared directory as
say G:\FACT. This approach, however, makes the NT server very insecure.
(ii) Note for Installing on a networked Windows PC (Windows 95/Windows 3.1x) : This
facility of installing FACT on a Windows PC so that it can be accessed by other PCs on the
network using peer to peer resource sharing has been provided for the small LAN
environment where a true network with a file server and extensive security considerations
are not an issue. To use FACT in this setup, one PC on the network has to be designated
to host FACT program and data files. The root C:\ or D:\ etc drive of this PC has to be shared
with read and write access. Other connected PCs will have to map one particular drive letter,
say G:, to this shared root directory of the server. You can install FACT in the FACT
subdirectory of this PC and it can be used by other connected PCs. This provides a
convenient low cost network access solution.
28 FACT User Guide
Appendix B
During Setup, FACT will prompt for the drive on which it is to be installed. This drive could
be mapped to any Volume on your NetWare Server.
If you do not already have a drive letter mapped to the Volume on which you intend to install
FACT, do so now. Login as SUPERVISOR or ADMIN (as applicable) and insert the
following line in the System Login Script -
MAP G:=SERVER\VOLUME:
Here, G could be any drive letter. SERVER stands for the NetWare Server name and
VOLUME for the Volume name on which FACT is to be installed.
Logout and login again after you are done with the above.
Update Notes
If you are installing FACT for the first time
Skip this section.
If you are updating from an earlier version

• Please take a backup of all your accounts (or companies).
• Insert Program Diskette 1 in drive A or B.
• Type A:SETUP<RET> (or B:SETUP<RET>).

The FACT SETUP Screen will be displayed.
• Move the highlight bar to "Update FACT" and press <RET>. After the first Program Disk
has been copied, you will be asked to insert the remaining Disks. After all Diskettes have
been copied and the Program files exploded, FACT will check whether there is sufficient
diskspace free to update the data.
• The Update process will then prompt you to attach the NetHASP key to the local printer
port for verification. After the Update process is over, you may put back the NetHASP key
on the Server printer port.
• After a successful Update, you must run SREINDEX & SRECALC (please refer to the
chapters on Reindex and Recalculate Balances for more details) for all the accounts. This
is important as all the index files have to be recreated and repostings need to be done.
Updating the NetHASP hardware key

In some cases, you may have been issued a set of passwords in order to update the
NetHASP hardware key (dongle). After you have successfully run the Update FACT
procedure., go through the following steps to update the hardware key -
1 Attach the NetHASP key to the parallel port on your machine.

2 Go to the FACT directory and run the HUPDATE.EXE program.
3 Select either Update to a New version of FACT or Update to use FACT on a LAN as
Multi User option, as applicable in your case.
Part I Setup 29
4 Enter the passwords supplied and press the <Update> key to update the NetHASP key
You will be flashed with a message when the updation is over successfully, following
which you may start using it with FACT.
Please note that if you are also using FACT Reports, you do not need to update the
NetHASP key separately for it. Updating it for FACT will automatically enable FACT
Reports to access the same NetHASP key.
Updating from FACT 286 version 6.0

This section is for FACT Users in India and Nepal only. FACT 286 is not sold in any other
country. In these countries, the current version of FACT is called FACT International and
the older version is called FACT 286.
FACT International features a new BACKUP scheme which is completely different from the
one followed in FACT 286. The Setup program takes care of updation of data from FACT
286 (or any later version) to FACT International. But in case you need to restore the backup
taken from FACT 286, you will have to convert it to FACT International format using the
286_INTL utility.
This utility reads the FACT 286 backup disk and gives you the option to take a FACT
International format backup, either on Hard disk or floppy disk(ettes).
Go to the FACT directory and type
286_INTL <RET>
It will ask the drive in which you have inserted the FACT 286 backup disk. Choose A/B and
then Select <OK> to proceed.
The bottom portion of the window shows the current file being copied. After all the files have
been copied from all the backup disks the program moves into the data backup option of
FACT International. After this conversion you can directly restore the new backup in FACT
International. For more details on Backup Data, please refer to the relevant section.
The interface to create security rights has been improved and made far easier to use in
FACT International. Consequently, the way these rights are stored have also changed. After
you have updated from FACT 286 to FACT International, you will have to create new
Security Groups and assign rights afresh.
Updating from a version prior to 6.5x
Due to some internal storage design changes, you may have to create new groups for Page
Title, New Page, Defined Total, Net Total etc for the P&L and Balance Sheet. For details
refer to relevant section.
30 FACT User Guide
User Guide
Part II
FACT Reports
for Windows 95 and Windows NT
FACT 

Money Can Buy
Part II FACT Reports 31
Introducing FACT Reports

FACT Reports makes it possible for you to generate reports from FACT.
Completely in native Windows environment. Developed to international specifications in
terms of colour, buttons and mouse control, just like MS Word, MS Excel etc.
You access the FACT data, live, as your accounts staff enter the transactions. FACT
Reports actually accesses the very same database that is being updated by your accounts
staff. So all reports you generate from FACT Reports are as if you were generating from
FACT itself, even though FACT Reports is Windows 95 based and is in that way an
independent package.
FACT Reports allows reports to be exported to MS Excel, MS Word and a number of

other file formats! Actually, FACT Reports has been developed based upon requests
from our valued FACT Users. Managers in most organizations have moved onto Windows
95 and use it all the time. They might want to generate reports from FACT in native Windows
95 environment and move the report to MS Excel or MS Word for further analysis and
making reports and presentations. No problem. Your Managers will never have to go to the
DOS prompt now. They can output all the reports into a spreadsheet - all the figures go into
individual cells automatically.
You may choose to generate reports (also known as exporting data) in any prescribed
format as shown below -
File Format File Extension

Character Separated Values CSP
Comma Separated Values CSV
Crystal Reports Format RPT
Data Interchange Format DIF
Excel 2.1 XL2
Excel 3.0 XL3
Excel 4.0 XL4
Excel 5.0 XL5
Lotus 123 WK1
Lotus 123 WK3
Lotus 123 WKS
Record Style REC
Rich Text Format RTF
Tab Separated Text TST
Tab Separated Values TSV
Text TXT
Word for Windows DOC
FACT Reports would even help you with your Head Office formats. This is where FACT
Reports shines. You may actually generate all the reports on the screen, on the printer or
in a host of file formats as listed in the table above. So, if you have formats defined by HQ
in which you have to generate the reports, just output the report in say MS Excel format.
The report will be saved in Excel spreadsheet format file with a .XLS extension. Do a Paste
32 FACT User Guide
Link to Worksheet # 2, which is the format defined by HQ and your HQ report is ready. No
more re-keying of data all the time. No more errors.
Whenever you have a specific report to generate, you use the Paste Link function in
MS Excel to link the various reports from FACT and save it. Every month, you generate the
reports and save them under the same .XLS filenames, in the directory where the previous
months files are. Automatically, month’s report is ready, with the current figures. No need
to redesign and re-link the files.
FACT Reports also helps out your MIS Dept! As mentioned earlier, FACT Reports allows
you to generate all reports directly into such file formats as Cobol, ASCII (separated by
commas) etc. Which means that you need not write complicated routines to update the HQ
mainframe with the subsidiary’s month end figures. All this can now be done automatically.
FACT Reports also helps you merge data from two or more reports. This is simple.
Output the first report into say REPORT1.XLS, the second report to REPORT2.XLS, and
the third report to REPORT3.XLS. Open these three files in Excel. Create a fourth file called
REPORT4.XLS and link the figures from the first three worksheets into the REPORT4.XLS.
And your custom designed report is ready, without any re-keying of any numbers. No extra
entry, no errors, huge time savings.
While you work in FACT Reports, data entry can still go on. Naturally, we are talking
about the Multi User Version. No problem. FACT will continue to work as if you were
generating reports from within FACT. While you generate reports from FACT Reports, all
normal data entry work will proceed uninterrupted, subject to some critical operations which
are blocked in FACT as well.
FACT Reports is available in both Single and Multi User Versions and is bundled with
FACT. If you have bought FACT Single User, you would have got FACT Reports Single
User Version, along with it. If you use FACT Multi User, you would have got FACT Reports
Multi User Version.
FACT Reports can run on both a NetWare Server and a Windows NT Server. So long
as the workstation on which you intend to run FACT Reports is a Windows 95 machine,
FACT Reports will run from that station. It does not matter whether the server runs on Novell
NetWare or Windows NT.
FACT Reports is a Windows 95 product. The PC where you wish to run FACT Reports must
have Windows 95 or Windows NT Workstation.
System Requirements
Processor - A PC/486 or higher processor, Pentium for better

performance
Operating System - Windows 95 or Windows NT 3.51 or higher
Memory - A minimum of 16 MB RAM is recommended
Hard Disk Space - 70 MB at the time of installation, at least 45 MB thereafter
CONFIG.SYS - This file resides on the C:\ directory of your computer. It
should contain a minimum FILES entry of FILES=130
Before proceeding with FACT Reports installation, make sure that FACT is installed on
your computer. If FACT is not yet installed, please refer to the FACT Setup chapter for the
installation procedure.
Important Note for Windows 95 & Windows NT users

In case there is a shared Windows 95 installation on your network server, ensure that you
have full access (Read, Write and Delete Rights) in the Windows 95 system directory
before starting the FACT Reports Setup. Consult your network administrator for more
information on the above.
In order to successfully install FACT Reports on a Windows NT Server or Workstation, you

must be logged in with Administrator privileges.
Installation
Start the installation procedure as follows -
1 Close all open applications.

2 Insert the disk labelled PROGRAM DISK 1 in the floppy disk drive from which
you wish to install FACT Reports, for example, drive A or B.
3 Select Run from the Start menu in Windows 95 and Windows NT 4.0 (or above) and
Run option from the File menu in Windows NT 3.51.
4 Type A:\SETUP and press OK. Alternatively, from Explorer or File Manager in
Windows NT 3.51, select the SETUP.EXE program on PROGRAM DISK 1, and
double click.
The Setup program installs FACT Reports into the C:\FACT Reports folder by default. You
may, however, specify a different drive & directory / folder where you wish to install FACT
Reports. Choose the Change button, if you wish to install to a different directory.
Once the necessary files are copied and uncompressed, the Setup program will prompt you
to select the location of the FACT directory.
Select the directory where FACT is installed (usually C:\FACT for a Single User installation).
Read the section Installing FACT Reports on a Network Server below for more details
on selecting the FACT directory for a Multi User FACT installation.
While installing Single User FACT Reports , make sure that it is installed on the same
machine where FACT is installed and the Dongle (the red coloured Hardware key known
as NetHASP-5 supplied with FACT) is attached to the parallel port of the same machine.
Both FACT and FACT Reports will be accessing and using the same NetHASP-5 key to run.
Installing FACT Reports on a Network Server

Where FACT is already installed and running, FACT Reports will configure itself
automatically, on specifying the location of the FACT directory.
The procedure for installing FACT Reports on a Network Server is the same as installing
on a stand alone computer. First of all, select a Network Node and ensure that you have
a drive letter mapped to the designated directory on the Network Server. After installing
FACT Reports from this Node onto the Server, you will need to run the Workstation Setup
program on each of the remaining Nodes which would require to run FACT Reports.
34 FACT User Guide
It is not necessary to do a workstation Setup on a node from where FACT Reports was
installed on the server. On this Node, FACT Reports may be directly run from the FACT
Reports program group under Start Menu.
Please read on for specific notes for installing and using under different OS environments.
NetWare 3.x and NetWare 4.x Servers

After all program files have copied and uncompressed, the setup routine will prompt you
for the location of the FACT directory on the NetWare Server. Specify the location
(G:\FACT,if G is mapped to the Volume / directory on the Server, under which the FACT
directory resides) to complete installation.
FACT Reports will run only with the IPX protocol (without SAP advertising) when installed
on a Novell NetWare server. Hence, if FACT is installed on the NetWare server using IPX
protocol, you have to modify the way the HASPSERV.NLM program is loaded so as to run
it with IPX without any SAP advertising. With the IPXNOSAP parameter, the program loads
without SAP advertising, and both FACT and FACT Reports can then run with the same
HASPSERV.NLM server program.
For using FACT Reports and FACT with IPXNOSAP, you may have to modify the
SYS:SYSTEM\AUTOEXEC.NCF file. Edit this file and go to the line which loads
NetHASP-5 Server Program for NetWare. If FACT had been installed in the SYS volume
of the server, this line may look something like this -
LOAD SYS:FACT\HASPSERV.NLM
Modify the above line to read as the following and restart the Server,
LOAD SYS:FACT\HASPSERV.NLM IPXNOSAP addrpath=SYS:FACT
where SYS is the name of the volume on which FACT is installed.
When the NetWare Server boots, the above command line will create the following two
address files in the SYS:FACT directory,
NEWHADDR.DAT
HASPADDR.DAT
To run FACT and FACT Reports, both these files MUST be present in the FACT directory.
It is strongly recommended that FACT Reports be installed on the same Volume (same
network drive) where FACT is installed. Once FACT Reports is installed, the location of
FACT is prompted.
For example, if FACT is installed in the G:\FACT directory and FACT Reports is installed
in the G:\FACTREPO directory, you should select G:\FACT as the Location of FACT.
Please read the section FACT Reports Workstation Setup section below for installing the
workstation component of FACT Reports.
Windows NT Servers
The procedure for installing and setting FACT Reports on a Windows NT Server is
dependent on the way FACT has been setup. Please refer to the Installing FACT Multi
User pack section in the Setup chapter (Part I) of this User Guide for information on the
above.
During the FACT Reports installation, when all the program diskettes have been copied and
uncompressed, the setup routine prompts you for the location of the FACT directory. For
example, if the drive letter Q is mapped to a drive / directory on the Server under which the
FACT directory resides, then Q:\FACT would be the location of FACT. On the other hand,
if you are installing FACT Reports from the Server console itself, then this location could
be either C:\FACT or D:\FACT, depending on the local drive in which FACT was installed.
After you specify the location and click Ok, you are further prompted for the complete path
used by the workstations to connect to the FACT directory on the Server. Once Workstation
setup has been done on the other Nodes, FACT Reports uses this path to connect to the
FACT directory on the Server. Now, if the path Q:\FACT is used to run FACT from the Nodes
/ Workstations (Q is mapped to the Server directory containing the FACT directory), then
Q:\FACT is the complete path required.
FACT Reports can be installed on the server similar to the way FACT is installed. For
example, if FACT is installed in the C:\ACCOUNTS\FACT directory, it is strongly
recommended that FACT Reports be also installed under C:\ACCOUNTS\FACTREPO
directory. However, you can install FACT Reports under any directory of your choice.
Care should be taken on those workstations where FACT is not running, where you may
have to map the corresponding Network drive letters as specified above.
Windows 95 Servers
The installation procedure for Windows 95 Servers is the same as when installing on a
Windows NT Server. Please refer to the preceding section for details.
FACT Reports Workstation Setup

If you wish to use FACT Reports on a Network and access it through connected Nodes
/ workstations, FACT Reports has to be setup on the workstations too.
Access any workstation (from where FACT Reports would be run) and use any free drive
letter to map to the FACT Reports directory on the Server. Go to the WKSETUP directory
under the FACT Reports directory and run the WKSETUP.EXE program. If FACT and FACT
Reports are installed at the same location on server, it is advisable to map using the same
drive letter as mentioned above.
This program will install the workstation components of FACT Reports on your workstation
and enable you to access and run FACT Reports from the Network Server. Please note
that it is not necessary to do a workstation Setup on a workstation from where FACT Reports
was installed on the server.
36 FACT User Guide
Starting FACT Reports

1 Go to the FACT Reports program group below Start Menu and click on the Program
icon of FACT Reports. If you are running FACT Reports from a workstation / Node
where the Workstation setup had been run, look for the FACT Reports Workstation
program group.
2 Type the Licensee name if you are loading FACT Reports for the first time and click
OK to proceed.
3 If you have not mentioned your FACT path ( the directory path where FACT is installed)
during Setup, the same can be defined through the Account / Preference option.
Please note that this option will not be available, if you are running FACT Reports
Workstation from any workstation.
4 To open an Account, select Open from Accounts menu, select one of the FACT
Accounts and type the user name as in FACT as the logon Name and enter the
password.
All users present in FACT will have access to FACT Reports too. By default, the User
MANAGER has rights to all the modules of FACT Reports. User security is implemented
based on the Security Group attached to each FACT user through Account / Preferences
/ User Maintenance option. After logging onto FACT Reports, each FACT user will find the
same set of reports available to him as in FACT.
You may refer to System / Security Rights Grouping option on page 83 of this User Guide
for information on restricting user Rights in FACT and FACT Reports using Security
Groups.
Uninstalling FACT Reports

FACT Reports may be uninstalled from either the Workstation or the Server.
Uninstalling FACT Reports from a Workstation

Follow the steps below in order to uninstall Fact Reports from a Workstation -
1 Select Uninstall FACT Reports Workstation icon from the FACT Reports Workstation
program group under Start Menu.
2 Choose <Yes> to initiate the uninstall procedure.
During uninstallation process, all driver files which were copied into the respective
directories will be deleted and the Registry will be automatically updated. While uninstalling
FACT Reports from a workstation, the server program is not affected.
Uninstalling FACT Reports from the Server

Follow the steps below in order to uninstall Fact Reports from a Server -
1 Select Uninstall FACT Reports icon from FACT Reports program group on the Server
Console or the workstation (node) from where it was installed onto the server.
2 Choose <Yes> to initiate the uninstall procedure.
During the uninstallation process, the system might prompt you about Shared files (.DLL)
being removed from system. Click <OK> to continue. The system will automatically copy
these DLL’s and OCX files, next time you install FACT Reports.
While uninstalling FACT Reports from the server, the contents of FACT Reports program
directory are automatically removed.
Updating FACT Reports to a new version

If you have an older version of FACT Reports installed on your machine and you wish to
update to the latest version, please make sure that you uninstall FACT Reports from all
machines where it had been installed. This includes, all the machines which are used as
FACT Reports Workstation clients. FACT Reports can be uninstalled by selecting the
Uninstall icon from the program menu. Please look under the section Uninstalling
FACT Reports for more details.
Once the previous version of FACT Reports is successfully uninstalled, install the new
version of FACT Reports on the server. You must also run the FACT Reports workstation
Setup from each workstation where you wish to run FACT Reports. It is very important that
you uninstall the older version from all workstations before you proceed to install the new
version of FACT Reports. Read the section Installing FACT Reports on a Network Server
for more details on installing Multi User FACT Reports and FACT Reports Workstation
Setup for workstation installation details.
Please note that if you do not need to update the NetHASP key separately for FACT
Reports. Updating it for FACT will automatically enable FACT Reports to access and
run from the same NetHASP key.
Introducing Perks
Perks is our No-Compromise Payroll software, which can directly post Payroll transactions
to FACT Cash/Bank Books.
If you are using Perks, you do not have to re-enter the payroll entries into FACT. Perks
integrates seamlessly with FACT and posts all payroll entries including deductions, CPF
payable, division code, department code etc automatically. No additional entry to be made
at all. If you roll back the payroll generation, the posting from FACT is also automatically
rolled back.
Following are some of the FACT integration features Perks offers you -
• Relate the employees with their FACT Document Class codes

• Relate each individual payment heads with a FACT General Ledger Code
• Automatic posting of payroll payments to FACT
• Facility to roll back the posting in FACT
• Relate with Cash Books & Banks defined in FACT
38 FACT User Guide
User Guide
Part III
Implementation Notes
FACT 

Money Can Buy
Part III Implementation Notes 39
Load FACT
When you install FACT for the first time, no Accounts (or Companies) are installed. The first
step you take is to install a New Account after running the program. Assuming you have
installed FACT on the C drive, follow the example below to run FACT -
C:>C: [Enter]
C:>CD\FACT [Enter]
C:\FACT>FACT[Enter]
After FACT loads, only the New, About FACT, What's New and Exit options are displayed
in the Account menu. If you have already installed an Account, the New option will be
replaced by Open.
The What's New option gives you detailed list of all the new features in the software.
Start Installation of New Account

Select Account/New and press [Enter]; Fill in the following -
Initials
Enter Initials (three characters) for the Account you are installing. FACT will create a sub-
directory called FA_??? where all the data for the Account will be stored. '???' stands for
the Initials. Example : if you are installing 'Singapore Spacetech Ltd', enter SSL as the
initials (you may enter any initials you prefer). In this case, FACT will create a sub-directory
called FA_SSL.
Data Disk Drive

Enter the drive where you wish the data to be stored. This is where the sub-directory
FA_SSL will be created. You could use either local hard drives on your PC / Network Node
or any network drives for this purpose.
Ensure that a minimum of 3 MB of free disk space is available on the selected data disk
drive . If you are creating the data directory on a network drive, full Read, Write and Delete
Rights are essential.
Alternate Data Drive

The system prompts for the Alternate Data Drive if you had selected the Network Type as
either Other Windows Network, Windows NT 3.51 or Windows NT 4.00 during
installation or through Account / System / Configuration. The concept of Alternate Data
Drive allows other users on the network to access this Account , mapping his/ her computer
to it. Of course, you would have shared out the FA_??? data directory before that.
Suppose you specify the Data Disk Drive as C and Alternate drive as E, then other FACT
users on the network may use the drive letter E to map to the FA_??? data directory of the
said Account on your computer. For more information about mapping a drive please consult
your system administrator.
Name
Enter the name of the Account - 3 lines of 35 characters each. You may enter the address
40 FACT User Guide
FACT Accounting Period

Vedika Software Pvt Ltd NEW ACCOUNT 01/04/98 31/03/99
Calcutta, India
Initials : Data Disk Drive : Alternate Data Drive :
Name of the Account :
Short Name :
Income Tax Number :
Install AR/AP : Install Sample Data :
Press [[F1]] for Accounts : [Esc] to exit
in the 2nd and 3rd lines or leave them blank. These 3 lines will be printed on every report
FACT prints out.
Short Name
Enter the short name for the Account - maximum 15 characters long. The Short Name is
printed in the Merged (or Consolidated) Profit & Loss Statement and the Balance Sheet,
where space constrainsts do not allow the Account Name to be printed.
Income Tax Number

Enter the Income Tax File Number of the Account - 2 lines of 20 characters each. This is
printed in the Statement of Accounts / Account Confirmation Statement you send to the
Customers/Vendors or to those companies with whom you have loan transactions. You
may leave this blank.
Install AR/AP
Enter Y if you wish to install the AR/AP and Inventory modules too. If you wish to use only
the General Ledger, enter N.
Install Sample Data

You may now install sample Masters to help you get started. Choose from the available
popup the sample template to use for installing Masters.
FACT will make the sub-directory and create all the empty data files in it. You will soon see
a box showing you the process where the index files are being created. Once the reindexing
process is completed, the System Controls screen is displayed.
Notes
• Use [F1] Popup Help Box at Initials to check on the sets of Initials already used in existing
Accounts.
• A Deleted Account may be recalled through this option. Enter the correct Initials and the
correct Data Disk Drive of the Deleted Account. FACT verifies to ensure that it is a FACT
directory – if it is, you are prompted on with the following message:
This Directory exists and is a FACT directory! Add to Menu…Y/N!
If you wish to recall this Account, enter Y; Enter N to abort.
In case the existing Directory is not a FACT directory, the following message will be
prompted :
Directory EXISTS or File creation rights absent !
You will have to enter a different set of initials.
System Controls Entry

You are required to enter some important System Controls information now. You are not
allowed to enter all the required information at this time - the rest of it will be entered later.
The highlight bar is resting on Dates. Press [Enter] and the bar shifts to the first option.
Sample Fact Account Accounting Period

SYSTEM CONTROLS 01/04/98 31/03/99
Dates Code Types P&L/Cash Book Stock Sales Purchases Miscellaneous
Starting Date : 01/04/1998

Ending Date : 31/03/1999
Install Date : 01/04/1998
Set Accounting Period Dates.
[ESC] - Exit, [RET] - Select, - Left/Right
Starting Date
Enter the Start Date of the accounting year.
Ending Date
Enter the Ending Date of the accounting year. This can be less than 12 months from the
Starting Date. Maximum can be upto 24 months from the Starting Date.
Install Date
Enter the date on which you want to start entering data.
Example : your accounting year could be 01/01/95 to 31/12/95 but you could be starting
the data entry from 01/10/95. The balances as on 30/09/95 would be entered by you as the
opening entries as on 01/10/95. Normally, the Install Date would be the same as the Starting
Date.
No Codes Mode
You have two options here : Yes No. Select No for the time being and press [Enter].
42 FACT User Guide
For more information about this please refer to Explanation of Some Features in this
chapter.
Account Code
You have two options here : Alpha Numeric. Account Codes are 4 characters maximum
in length. You may decide to use this in Alphanumeric or Numeric mode. Chances of errors
while doing data entry are less in Numeric mode and this is the suggested mode. Select
the desired mode and press [Enter].
Cust/Vend Code
You have two options here : Alpha Numeric. Customer/Vendor Codes are 4 characters
maximum in length. The suggested mode is alphanumeric since it is easier to give codes
like A001, A002, G001, T001 where the name of the Customer/Vendor starts with the first
letter of the code. Select the desired mode and press [Enter].
Other Options
Other options are not available currently. Pressing [Esc] here will take you back to the
Account installation screen with the following message -
The user `Manager' has been created

with a blank password !
Press any key to clear the message - the new Account is fully installed and you ready to
start entering the Masters, Opening Balances and start the Entries.
While you set up the Chart of Accounts, Products, Profit Centers etc, remember to look at
the different Control Points in your business and in your company in particular. The
reporting will depend on how well you have set up your masters.
User Rights under FACT Multi User Installations

Go through the following list containing information about assigning User Rights in FACT
program and FA_??? data directories -
On a NetWare network -
R - Read, W - Write, C - Create, E - Erase, M - Modify, & F - File Scan
On a Windows NT network -
Read Files
Write to Files
Create Files & Folders
Delete Files
List Files
On a Windows 95 network -
If the Win95 Server has Share-level access control installed, the Access Type should be
set to Full.
For User-level access control, set the Rights to -

Read Files
Write to Files
Create Files & Folders
Delete Files
List Files
Moving around in the Main Menu

Let us get a feel of the MAIN MENU. It is divided into the following sections :
ACCOUNT Accounts and setting up Preferences

MASTERS Entry of Masters
ENTRY Entry of Transactions
LEDGER General Ledger module
AR/AP Receivable/Payable module
INVENTORY Inventory Control module
HOUSEKEEP Housekeep & Maintenance
Moving in the Main Menu

To move between the above sections, you may use the left and right arrow keys. To move
faster, use the combination of the Alt Key and the highlighted letter in the section
name.Examples : Press Alt + H to move to Housekeep right away. Similarly, press Alt +
A to select Account immediately.
Moving inside the section box

You may use the up and down arrow keys to move inside the section box. To select any
option within a section box, just enter the highlighted letter of the option you wish to go to.
Example : Within the Accounts section box, press 'N' to go to New.
Exit FACT
To Exit FACT, select the Account / Exit option and press [Enter]. FACT will shut down and
you will be returned to the DOS prompt or the Windows Desktop depending on from where
you ran FACT last.
Mouse Support
Complete Mouse support is available on the main menu. Drag the cursor to the required
option and click once. Partial and in some cases complete Mouse support is also available
in a number of options and sub-options.
Account / Open
From the Account box, select Open and press [Enter]. You will see a box in the center of
the screen with the name of the Account you just installed. The highlight bar is resting on
it. Press [Enter] and a small tag mark comes on the left of the name and the cursor comes
to the USER prompt.
44 FACT User Guide
User & Password

Whenever a New Account is installed, it just has one User : MANAGER and no Password
has been installed for it. To open the Account, at USER, enter MANAGER and press [Enter].
The cursor moves on to PASSWORD. Just press [Enter].
It is a good practice to key in a Password immediately. You may do this thru Account/
Preference/Password. Refer to the relevant chapter in the second part of this manual for
a detailed explanation.
Basic Settings
Proceed to Account / System / Configuration and confirm the following :
Type of Display Color or Monochrome

Activate Flush Yes or No
Date Format DD/MM/YY, DD/MM/YYYY, MM/DD/YY or MM/DD/YYYY
Date/Time in Report Yes or No
Additionally, proceed to Account / Preferences / System Controls / Miscellaneous and

confirm the description for the local Currency selected during installation.
Notes
• If you are using the Multi User version of FACT, the same user will not be allowed to login
into the same account from two or more terminals.
• A check is kept for the last logged-in date for each user. No user will be allowed to login
on a date prior to the last logged-in date.
Create Chart of Accounts

Now that the Account has been installed, the first thing you need to do is to set up the Chart
of Accounts. Make a list of your General Ledger Accounts. While making the list, keep the
following in mind :
Coding Structure
FACT does not have preset codes for Assets, Liabilities, Income & Expenses. You may
assign any code to any GL Account. But it is a good practice to broadly club the same type
of GL Accounts for easier identification and ease of use. Code length is 4 characters and
may be set to numeric or alphanumeric.
Broad Categories
We recommend to categorize the GL Account Codes as follows :
1000 - 2999 Liabilities

3000 - 4999 Assets
5000 - 6999 Income
7000 - 8999 Expenses
9001 - 9019 Cash Books
9020 - 9099 Bank Books
Within the broad categories, you may define the different types of accounts with code
ranges too. This again, is optional.
Essential GL Accounts
There are some GL Accounts you must create in order for FACT to work. These are called
Control Accounts. Once they have been created, they have to be defined in System
Controls. These GL Accounts are :
P&L / Cash Book Sales

Profit & Loss A/c (B) * Trade Debtors A/c (B)
Cash Book Number (B) Sales A/c (P) *
Contra A/c (B) Sales Return A/c (P)
Gain/Loss A/c (B)
Unrealized Gain/Loss A/c (B)
Stock Purchases
Opening PL A/c (P) Trade Creditor A/c (B)
Closing PL A/c (P) Purchases A/c (P)
Closing BS A/c (B) Purchase Return A/c (P)
* (B) - Balance Sheet (P) - Profit & Loss Account
Why do you need these GL Accounts?
Profit & Loss Account

FACT is an online package. You may generate the Profit & Loss Account as of any date
whenever you please. This is the Retained Earnings A/c and the Profit or Loss upto the date
you generate the P&L Account is calculated and displayed against this GL Account in the
P&L Account.
Contra A/c
FACT allows you to enter any Cash to Bank (cash deposited into bank) or Bank to Cash
(cash withdrawn from bank) or Bank to Bank (funds transfer from one bank a/c to another)
in a SINGLE voucher. You enter such a voucher through the Contra A/c and FACT
automatically creates the second voucher.
Realised Gain / Loss Account

As stated earlier, FACT is a true Online and true Multi-currency accounting package. As
in any multi-currency transaction, exchange Gain/Loss may occur. Based on the daily
buying or selling rate, FACT calculates the exchange Gain/Loss for each transaction and
the net Gain/Loss is posted to this account.
Unrealized Gain / Loss Account

At the point of generating your Trial Balance, Profit & Loss or Balance Sheet, FACT allows
you to revalue all the Foreign Currency Banks' balances.
The Unrealized Gain / Loss A/c will show the difference in actual postings made for the
Foreign Currency Banks' Ledger accounts based on currency rate of the transaction date
and postings that would have been made if the revaluation rate is applied to all the foreign
currency transactions.
Bank Balance Below Minimum

This account checks on the balance in the Banks created in FACT.
46 FACT User Guide
Opening PL A/c
This account is used to post the monthly Opening Stock balances when the Profit & Loss
or the Balance Sheet report is taken with MTD figures.
Closing PL A/c
FACT allows you to value the Closing Stock in hand as of any date while generating the Trial
Balance, P&L Account and the Balance Sheet. And it shows you this figure in the Closing
Stock on the Income side of the P&L Account.
Closing BS A/c
When FACT shows the credit balance of the Closing Stock value in the PL A/c as above,
it shows the debit value in the Balance Sheet in the Closing BS A/c. This A/c is the same
as Stock in Hand or Stock in Trade.
Trade Debtors A/c

This is the Control A/c in which the Auto Journal for the day's total transactions for the
Customers are posted thru the A/R module.
Sales A/c
This is the Control A/c in which the Auto Journal for the day's total Sales is posted thru the
A/R module. You may define overriding GL Accounts for sales of different products to be
posted to. This will be discussed later when we deal with the Product Master Entry.
Sales Return A/c

This is the Control A/c in which the Auto Journal for the day's total Sales Return is posted
thru the A/R module. You may define overriding GL Accounts for Sales Returns of different
products to be posted to. This will be discussed later when we deal with the Product Master
Entry.
Trade Creditors A/c

This is the Control A/c in which the Auto Journal for the day's total transactions for the
Vendors are posted thru the A/P module.
Purchases A/c
This is the Control A/c in which the Auto Journal for the day's total Purchases is posted thru
the A/P module. You may define overriding GL Accounts for Purchases of different products
to be posted to. This will be discussed later when we deal with the Product Master Entry.
Purchases Return A/c

This is the Control A/c in which the Auto Journal for the day's total Purchases Return is
posted thru the A/P module. You may define overriding GL Accounts for Purchase Returns
of different products to be posted to. This will be discussed later when we deal with the
Product Master Entry.
Sample Chart of Accounts

Let us make a Sample Chart of Accounts based on our discussions in the preceding pages.
This does not mean that you must follow this in totality. You may use this as a guide to create
one based entirely on your own ideas.
BALANCE SHEET—LIABILITIES
Code Account Name Code Account Name
1000 Contra A/c 2000 Trade Creditors
1100 Equity Capital 2100 Other Creditors
1110 Preference Capital 2200 Deposits against Supplies
1200 Profit & Loss Account 2210 Trade Deposits
1400 Liabilities for Expenses 2220 Security Deposits
1410 Tax Liabilities 2300 Unsecured Loans
1420 CPF Liability 2310 Loans from Directors
1500 Term Loan from Bank 2400 Secured Loans
BALANCE SHEET—ASSETS
3000 Fixed Assets 4000 Trade Debtors
3100 Factory Land 4010 Other Debtors
3120 Warehouse Leasehold Building 4100 Loans to Directors
3200 Plant & Machinery 4120 Loans to Subsidiaries
3250 Motor Cars 4130 Other Loans
3260 Delivery Vans 4150 Deposits to Suppliers
3300 Furniture & Fixtures 4170 Deposits for Utilities
3320 Office Equipment 4200 Advances against Orders
3330 Computers 4210 Tax Advances
3400 Investments - Securities 4220 Miscellaneous Advances
3600 Closing Stock BS A/c in System Controls (Stock in Hand )
BALANCE SHEET—CASH & BANK BOOKS

9001 Cash Book
9020 Citibank A/c # 38391201
9021 Standard Chartered A/c # 1039028
PROFIT & LOSS—INCOME

5000 Master Sales Control 5400 Master Purchase ReturnsControl
5050 Cash Sales 5410 P/Returns - Computers
5110 Sales - Computers 5420 P/Returns - Printers
5120 Sales - Printers 5430 P/Returns - Monitors
5130 Sales - Monitors 5440 P/Returns - Optical Disks
5140 Sales - Optical Disks 6000 Interest Received on Securities
5200 Service Charges Received 6010 Interest Received on Bonds
5210 Repair Charges Received 6020 Interest Received on Loans
5300 Opening Stock PL 6030 Interest Rcvd on Fixed Deposits
5310 Closing Stock PL A/c 6200 Miscellaneous Income
PROFIT & LOSS—REALIZED & UNREALIZED GAIN/LOSS

Code Account Name
9900 Realized Gain/loss A/c
9910 Unrealized Gain / Loss A/c
PROFIT & LOSS—EXPENDITURE

7000 Master Purchases Control 8100 Office Rent
48 FACT User Guide
7050 Cash Purchases 8115 Water & Light

7110 Purchases - Computers 8110 Postage Expenses
7120 Purchases - Printers 8120 Communication Costs
7130 Purchases - Monitors 8130 Office Repairs
7300 Closing Stock 8140 Printing & Stationery
7400 Master Sale Returns Control 8150 Car Running Expenses
7410 S/Returns - Computers 8200 Air Fares
7420 S/Returns - Printers 8210 Travel & Accommodation
7430 S/Returns - Monitors 8300 Advertisements
7500 Factory Rent 8310 Exhibition Expenses
7510 Warehouse Rent 8320 Sales Promotion Expenses
7600 Factory Wages 8330 Entertainment Expenses
7610 Factory Overtime 8350 Discounts Allowed
7700 Freight Outward 8360 Festival Promotion Incentives
7710 Handling Charges 8400 Interest Paid to Banks
8000 Salaries 8410 Interest Paid on Loans
8010 Employee House Rent 8450 Bank Charges
8020 CPF Contribution 8460 Documentation Charges - Export
8030 Staff Welfare 8500 Depreciation
Layout of Final Accounts

You can lay out the P&L Account and the Balance Sheet very easily in FACT. You do not
need to do it right now. In fact, you may create the GL Accounts without bothering to lay
out the P&L and BS. This may be done at any later stage when you wish to generate the
P&L and Balance Sheet. However, we can study the basic concepts now.
Groups & Sub-groups

There are 3 levels to both of them. At the bottom level is the GL Account; you have already
drawn up the list. The level above it is called the Sub-group. You may 'tag' a GL Account
to a Sub-group, and you may have several Sub-Groups. The top level is called the Group,
to which the sub-groups are tagged.
Codes do Not matter

It does not matter what code the GL Account has. You can tag a GL Account wherever you
wish.
Dynamic Changing Possible

You may change the tagging whenever you wish to. You may even change a GL Account
from P&L to Balance Sheet. To find out more, read the chapter on Profit & Loss Layout and
Balance Sheet Layout in the General Ledger manual.
Refer to the figure on the next page for a view of sample Groups and Sub-groups.
SAMPLE GROUPING & SUB-GROUPING
GROUP SUB-GROUP GL Account

Salaries
PERSONNEL Employee House Rent
CPF Contribution
Office Rent
ADMN EXP ESTABLISHMENT Water & Light
Office Repairs
Postage Expenses
COMMUNICATION Datacom Costs
Air Fares
TRAVEL Travel & Accommodation
Invoice Terms - Sale & Purchase

In case Invoice Terms are not applicable to you, skip this page.
Make a list of the Invoice Terms that you specify in your Invoices. A sample list for Sale
Invoices would be :
Term +/- Posting GL A/c Calculate On
Discount (-) Discount Allowed Basic

Excise Duty (+) Excise Duty Last Total
Sp Excise Duty (+) Excise Duty Excise Duty
Tax(GST/VAT/ST) (+) Sales Tax Last Total
Freight (+) Freight Outward Basic
Handling Charges (+) Handling Charges Basic+Freight
Excise (+) Excise Paid Basic
Similarly, make a list of the Invoice Terms for Purchase Invoices.
If Excise & Sales Tax is not applicable in your country, you do not require to include these
in your terms. Similarly, if you do not add any terms to your Sale Invoices, you would not
prepare this list. The converse is true for the Purchase Invoice Terms.
Sales Tax Codes (GST or VAT or ST)

In case GST/VAT/ST is not applicable to you, skip this section.
GST/VAT/ST is applicable in a number of countries. And in some case these are subdivided
into two categories - Central and State. And within each type, there could be several rates
at which the GST/VAT/ST is charged, depending on who you are selling to, what product
you are selling etc. When goods are sold at concessional rates, certain forms have to be
collected from the buyer and the form numbers have to be declared to the authorities - FACT
provides a provision to capture these numbers on the sales or purchase invoices and print
them in the GST/VAT/ST reports.
50 FACT User Guide
A GST/VAT/ST sample list would look like this :
Description %age State/Central Form Reqd Type
GST - 3% 3.00% N/A N/A N/A

GST - 0% 0.00% N/A N/A N/A
GST - Exempt 0.00% N/A N/A N/A
WBST - Full 12.65% State No ST-22
WBST - Regd 1.15% State Yes ST-32
WBST - Con 0.65% State Yes ST-33
CST - Regd 4.00% Central Yes CT-09
CST - Full 10.00% Central No CT-12
N/A - Not Applicable
Keep this list handy. You will need it when entering the Masters for GST / VAT / ST.
Enter Chart of Accounts

Now that your GL Account List is ready, let us start entering them. Go to Masters/Chart of
Accounts/General Ledger Codes. Enter from the list prepared. You can correct or delete
incorrect / redundant entries, simply selecting the Modify or Delete option.
Listing of Chart of Accounts

You can generate a listing of the Chart of Accounts thru Ledger/Listing of Masters/General
Ledger Codes, either on the screen or on printer.
Create Cash & Bank Books

Enter them in the same manner as the GL Accounts thru Masters/Chart of Accounts/
General Ledger Codes.
Listing of Cash & Bank Book Master

You may generate a listing of the GL Accounts you have created thru Ledger/Listing of
Masters/Cash-Bank Books, either on the screen or on printer.
Define Control A/cs in System Controls

Now that you have created the GL Accounts and the Cash-Bank Books, it is time to define
the Control GL A/cs in System Controls. Go to Account/Preferences/System Controls and
define the following GL Codes :
General Ledger A/cs In System Controls

Profit & Loss A/c Trade Debtor A/c
Contra A/c Sales A/c
Gain/Loss A/c Sales Return A/c
Unrealized Gain/Loss A/c Trade Creditor A/c
Opening PL A/c Purchases A/c
Closing PL A/c Purchase Return A/c
Closing BS A/c
Other System Controls

Enter the relevant System Controls information. Go to Account/Preferences/System
Controls and enter information for the following :
Cash Book Number This is the Master Cash Book

Invoice Terms (Sale & Purchase) Enter from list or skip
GSt/VAT/ST Codes (Sale & Purchase) Enter from list or skip
Salesmen / Agents
FACT allows you to maintain Salesmen/Agents in your Books of Accounts. The following
shows what all information you may store for each Salesman / Agent -
Vedika Software
Accounting Period
21 Lansdowne Court AGENT MASTER 01/04/95–31/03/96
Calcutta 700020
Append Modify Delete
Agent Code 7277 Name Vedika International Pte Ltd
Address 21 Lansdowne Court, 5B Sarat Bose Road, 4th Floor
City Calcutta State West Bengal Pin 700020
Phone 2473810, 2476182
You may also generate the following reports sorted on Salesmen/Agents :
Sales Analysis
Party Ledger
Open Orders - customers / vendors
Open Invoices
Purchase Analysis
Customer Analysis
Vendor Analysis
Sales Profitability
If you wish to generate any of the above reports - for agents, you must enter the agent details
through Masters / Salesman / Agents.
Listing of the Salesmen-Agents Master details can be generated thru Ar/Ap / Listing of
Masters / Salesmen/Agents.
52 FACT User Guide
Customer/Vendor Master
Now we will make a list of all the Customers and Vendors. Wherever possible, include all
the following details for each vendor / customer :
Billing Address & Shipping Address

These are stored in the vendor / customer master itself since most of the shipments will be
to the same shipping address and the billing to the same address. You have the option of
modifying these when you enter the D/O and invoice. As no shipments are generally made
to a vendor, the Shipping Address is suppressed from the vendor master. Only the Billing
Address is available in case of vendors.
Coding Recommendation
You may allot any codes to customers and vendors - numeric or alphanumeric. Most
common coding pattern followed is alphanumeric, where the first character represents the
first letter from the customer's or vendor's name, followed by a three digit numeric code
assigned by the user .
We recommend the alphanumeric coding for Customer/Vendor codes on the next page.
Suggested Coding Pattern
Customers Vendors
A001 - A499 A500 - A999
B001 - B499 B500 - B999
. .
. .
Y001 - Y499 Y500 - Y999
Z001 - Z499 Z500 - Z999
This helps in locating the Customer Vendor easily since the first character of the code tells
you what the Customer's/Vendor's name starts with.
The above coding gives you 500 Customers and 500 Vendors for each alphabet. If you have
more than 500 for an alphabet, follow your own coding.
Rate Schemes
You may have defined a Special Rates Scheme thru Masters / Items/Products / Special
Rates - Customer / Vendor. The Special Rates dialog box will popup. It will display all the
Special Rates Schemes defined by you. Select those schemes that are applicable to the
customer / vendor and save. When more than one scheme has been defined for a customer
or vendor, the system will run thru all the schemes during Order / DO / Invoice entry and
apply the scheme that fulfills all its conditions first.
Entry and Listing

Enter the Customer/Vendor Masters thru Masters / Vendors/Customers. A Listing of the
Customer/Vendor Master can be generated thru Ar/Ap / Listing of Masters / Customers
& Vendors.
Product Master
We shall now make a list of the products. Please go thru the screen format on the previous
page and then read thru the points below :
Stockable & Non-stockable Products

FACT allows you to create product codes for both kinds - stockable and non-stockable.
Examples of stockable products are computers, chairs, glasses etc. Examples of non-
stockable products are Labour Charges, Installation Charges, Service Charges,
Professional Fees etc.
Different UOMs
FACT allows you to enter different UOMs (Unit of Measurement) for Purchase, Stock and
Sale. An example will make this clear. Say you buy Mobil Oil in Cartons (of 10 cans of 5
liters each). You stock it in Cans and you sell it in liters. So you would enter the Purchase
UOM as Cartons, Stocking UOM as Cans and the Sale UOM as Liters.
Vedika Software
Accounting Period
21 Lansdowne Court PRODUCT MASTER 01/04/95–31/03/96
Calcutta 700020
Product Code 14CP40MBHDD Description Conner 40 MB Hard Disk
Is this a Service Item N
Purchase Unit Pcs Stock Unit Pcs Sale Unit Pcs
Sell @ 123.75 Buy @ 120.00 Min Level 500.00 Max Level 3500.00
Reorder 1000.00 Reorder Qty2000.00 Val Tech A Double Qty N
Sale AC 5101 Sale - Hard Disks Purchase AC 7101 Purchase - Hard Disks
Sale Ret 5301 Sale Ret - Hard Disks Purchase Ret 7301 P/Return - Hard Disks
When you are entering a Purchase Invoice, FACT detects that the Purchase and Stocking
UOMs are different and will ask you to enter the Conversion Factor so that the stocks go
up correctly. Similarly, at the Sale Invoice Entry you will be asked to enter the Conversion
Factor between the Stocking UOM and the Sale UOM.
Double Quantity
FACT allows you to enter double quantities for the purchase and sale of products. Example
: in the cotton trade, an invoice is always made as say 20 Bales, 550 Kgs. Or in the tea trade,
the invoice will say 23 Chests, 465 Kgs. If you are dealing in such products that require
double quantities to be printed on the D/O and Invoice, enter the product in the master with
Double Qty = Y.
Reorder & Overstocked Status Reports

Both the above reports are available. Since FACT is a totally online package, both the
above reports assume added significance. So enter the Minimum, Maximum,
54 FACT User Guide
ReorderLevels withReorder Qty for each product to get the best out of your inventory
reporting..
Valuation Technique
You may value each of the products in any of the 4 ways - LIFO, FIFO, Average and Rated
(based upon the rate entered by you). Being online, you may generate your Closing Stock
Valuation every day if you so wish. Enter the Valuation Technique carefully.
Individual GL Posting
FACT allows you to post the Sales, Purchases, Sale Returns and Purchase Returns to
individual GL Accounts. If you specify the GL Code in the Product Master, it will override
the Master Control GL A/cs as defined in System Controls.
Grouping & Subgrouping

Just as in GL Account Grouping, FACT allows you to create Groups and Sub-groups for
products as well. Keep this is mind when you are making the list of the products. There are
several reports available Product Groupwise. Make a list of the products you deal in. You
may segregate them into the following categories :
Raw Materials
Intermediate Goods / Sub Assemblies
Finished Goods
Within each of these categories, you may segregate them into further sub-categories such
as Brand, Product Range and Individual Products such as :
For Raw Materials
Group Sub-Group Individual Product

Resistors Carbon Resistors
100 ohm, Carbon Resistor
200 ohm, Carbon Resistor
Film Resistors 120 ohm, Film Resistor
250 ohm, Film Resistor
Chips VLSI C&T Chip Set
Headland Chip Set
For Intermediate Goods / Sub-assemblies

Transformers Printer Transformers EX1000 T/Kit
LQ1050 T/Kit
Monitor Transformers 14" T/Kit
21" T/Kit
Hard Disk Kits IBM HDD Kits 80 MB HDD Kits (IBM)
120 MB HDD Kits (IBM)
Mac HDD Kits 200 MB HDD Kits (Mac)
300 MB HDD Kits (Mac)
For Finished Goods

Epson Printers EX1000 printer
LQ1050 printer
Computers PC/486, 300 MB
PC/386, 200 MB
Example of Product Grouping & Subgrouping
EX1000 printer
Printers LX800 printer
LQ1050 printer Products
PC/486, 300 MB
EPSON Computers PC/386, 100 MB
PC/286, 80 MB
PC/286, VGA color
Model 132 ribbon

Ribbons Model 616 ribbon
Model 881 ribbon
40 MB Hard Disk Groups

80 MB Hard Disk
Hard Disks 120 MB Hard Disk
200 MB Hard Disk
300 MB Hard Disk
1.2 MB Floppy Drive

Floppy Drives 1.44 MB Floppy Drive
2.0 MB Floppy Drive
CONNER
60 MB Tape Drive
Cartridge Tapes 250 MB Tape Drive
600 MB Tape Drive
128 MB Optical Disk

Optical Disks 300 MB Optical Disk Sub Groups
650 MB Optical Disk
PC/486, 300 MB
Computers PS/2, 100 MB
PS/1, 60 MB
100 MB Hard Disk

Hard Disks 200 MB Hard Disk
IBM 400 MB Hard Disk
21" Hercules Monitor

Monitors 27" VGA Color Monitor
80 column Sprinter
Printers 80 column Color Printer
132 column, 600 cps Printer
56 FACT User Guide
Conner Hard Disks 40 MB Hard Disk

120 MB Hard Disk
200 MB Hard Disk
The above examples give you a flavour of how the product master should be viewed in
totality and why this exercise should be undertaken. Please go thru the detailed example
on the previous page.
What you see on the next page is a typical Product Grouping and Subgrouping that FACT
allows you to set up. As a result, the following reports can be sorted by Groups / Sub-groups
or just generated for selected Groups / Sub-groups :
Invoice Registers
Sales Analysis
Stock Ledger
Material In / Out Register
Stock Valuation
Warehouse Stocks
Raw Material Reconciliation Reports
With these reports you can analyze how your different distributorships are faring, how much
business you have generated for each of the principals, how much you have invested in
each of the principal's stocks etc.
You could also change the focus of the grouping in the example in the following manner :
Groups
Hard Disks, Printers, Computers, Monitors etc
Sub Groups
Epson, Conner, IBM
Products
Same as in the example
This grouping would reflect the operations with the focus on how the different product
ranges are moving, how much you have invested in Hard Disk stocks etc.
Conclusion
Keep these points in mind when making your list of products. If you decide on the product
groups and subgroups in the beginning itself, you will be able to utilize the power of FACT
its optimum potential.
Special Rates
It is a common business practice, especially in the trading sector, to offer different levels
of discount to different customers/vendors.
The discount may be calculated – based on the quantity of goods ordered or the value of
the goods. Different %age or value of discount may be offered for different blocks or slabs.
Again, the %age or the value of the discount may vary for different blocks or slabs.
Let us say, to increase sales during the Christmas & New Year seasons, you offer special
discounts to customers who make purchases in large quantities. To make the offer even
more attractive, you offer different rates of discount, that increments with the quantity
ordered. Your special rate chart looks like the following :
Slabs / Blocks % age Discount Applicability Date
1 to 1000 pcs 10% 01/12/95 - 31/12/96

1001 to 2000pcs 12% Do
2000 to 3000pcs 15% Do
3000 & up 20% Do
How would you go about telling FACT to take care of the above scheme? Thru Special
Rates of course! Here you may define as many Schemes as you may require and each
Scheme will be unique in itself. The Scheme may be applicable to all your products, a single
product or a group of products. The date range will ensure that you do not lose out by offering
discounts beyond the planned period of offer.
On what basis would you like to arrive at the slab figures? Would you like to consider the
current document only or would you like to consider previous documents too? If you do
consider previous documents, would you like to consider them on a YTD/MTD/WTD basis?
These and a whole lot of more questions are answered in the Special Rates option.
Once you have defined your schemes, all you need to do is go to Masters / Vendors/
Customers and declare the scheme under the Vendor/Customer to whom it is applicable
and watch your sales reach for the sky...
Document Class
Document Class is a feature which can add a lot of power to your accounting and MIS
reports.
It is important that you understand what this feature can do and set up your accounts
accordingly. If you can identify the Control Points of your business, and how it affects your
company in particular, you will be able to exploit this feature well.
We shall show you the different implementations of Document Class by way of examples.
This will in no way be an exhaustive list of what can be done with Document Class. There
58 FACT User Guide
is NO one correct or best way to implement Document Class. As you go along, you will learn
new ways in which you may use Document Class, to give you more than you ever expected.
Our attempt here is to fire your imagination and then you take off on your own.
What is Document Class ?

It is a six character field which is available on every source document (Vouchers, P/Os, D/
Os, Invoices, Debit Notes, Issue Vouchers, Stock Transfers etc).
Why SIX characters ?

Document Class can be broken up into a maximum of 3 segments (pictures). Which
means, effectively, you have three sets of codes within one consolidated field.
Remember, the sum of the three segments must add upto six (6) and the first & second
segment cannot be left zero.
You may set up the 3 segments into any combination such as :
1st 2nd 3rd
1st 2nd 3rd
How can I use these pictures ?

By breaking up the Document Class into 3 pictures, you may denote each of them for
different reporting functions. Let us say your company has 3 divisions – and each of the
divisions has 4 departments each. We would allocate the 1st picture to Divisions and the
2nd picture to Departments.
Divisions Class Code Departments Class Code

Manufacturing M EDP ED
Trading T Accounts AC
Servicing S Marketing MG
Administration AD
When you enter a payment vouchers for the different divisions and depts, you would enter
them as :
Division Department Class Code Entered

Manufacturing Accounts MAC___
Manufacturing Marketing MMG___
Trading Accounts TAC___
Trading EDP TED___
Servicing Administration SAD___
What is the 3rd Picture for ?

The 3rd (or the last non-zero) picture is for sub-ledgers. Let us say, you need to track the
expenses for the 4 cars in your company. In most of the accounting packages you would
have come across, you need to create 4 GL Accounts called Car Running Exp - SBV7622N,
Car Running Exp - STH8383M etc. Not so in FACT.
All you have to do is create a Document Class for each of the cars in the 3rd segment as
follows :
Car # Class Code

SBV7622N ___701
STH8383M ___702
SRT7209I ___703
SER5530O ___704
Now let us try and enter some payment vouchers for Car Running Expenses :
Division Department Car # Class Code Entered

Manufacturing Accounts SBV7622N MAC701
Manufacturing Marketing STH8383M MMG702
Trading Accounts SRT7209I TAC703
Trading EDP SRT7209I TED703
Servicing Admn SER5530O SAD704
You may generate a sub-ledger for Car Running Expenses through Ledger/General Ledger.
This picture is also used in Interest Calculations, Accounts Confirmations etc.
What else can I use the 3rd picture for ?

• Employees
Whenever you enter any expenses relating to employees, such as Salary, Commissions,
House Rent, Travelling Expenses, Hotel Stay, Air Fares etc, enter the relevant Document
Class in the voucher as well. Since all reports can be filtered on Document Class, you
may generate an employee-wise miscellaneous expense statement.
In fact, you may even generate the Trial Balance, P&L Account and Balance Sheet for
a particular Document Class.
• Fixed Assets
There is no need to have more than one GL Account for Fixed Assets, just like Car
Running Expenses. You may also eliminate multiple GL Accounts for Depreciation and
Accumulated Depreciation. Just create Document Classes for the different fixed assets
and enter it on every voucher relating to fixed assets.
In this manner, the Trial Balance, P&L Account and Balance Sheet look much neater and
more meaningful. With less figures to look at, you are able to analyze them much better.
• Phone Numbers
Imagine being able to track the expenses for each phone separately without employing
an army of accountants. With every entry relating to Phone Expenses, enter the
60 FACT User Guide
Document Class too. Then generate the sub-ledger instead of the General Ledger, and
you have all the phone expenses neatly laid out against phone numbers.
• Type of Phone Calls

Or you may wish to enter the phone expenses by the type of calls made. Example : Local
Calls, IDD or ISD, Fax, Pager, Hand Phone, Operator Assisted etc. Create Document
Classes for each type of Phone Expense and enter this on every voucher.
At the touch of a button, you may generate the Expense Type Wise sub-ledger on your
screen or printer. A sure way to track down wasteful expenditure.
• Type of Repairs
If you have only one GL Account for Office Repairs, you would probably be spending a
number of hours every quarter analyzing what kind of repairs you spent so much money
on. Create Document Classes for each type of expense in the same manner you would
create them for the type of phone charges. And save yourself those long evening hours
of painful fact finding.
How do I use Document Class for Inventory ?

You can use it very powerfully - multiple warehouses. Create a Document Class for each
warehouse. Whenever you enter a document which affects your inventory, enter this
Document Class too.
The Warehouse Stock Report can be generated on the screen for selective warehouses and
for selected products as well. You may also generate the Warehouse Stock Report sorted
by Product Groups.
Can I use the same Document Class for GL and Inventory ?

Of course you can. Once you have created the Document Classes, you may use them in
any source document - regardless of whether it pertains to GL, AR, AP or Inventory. This
is why you should decide how you want to exploit Document Class before you implement
FACT.
You may use Employee Class Code in GL to generate a breakup of Salaries and Travelling
Expenses. In Raw Material Issues, you may use it to track who issued the Raw Materials
to production. Or who authorized the Issue Voucher. You see, there is no straight-jacket
approach we force upon you like other accounting packages. You have the flexibility of
using this powerful feature exactly the way you wish to.
Can the same picture be used in different ways ?

Yes, you may use the 2nd picture (for example) for Depts in GL and for Multiple Warehouses
in Inventory. There is absolutely no restriction to the use of the same picture for different
purposes.
What is the Filter option in Masters / Document Class menu ?

The purpose of using Document Classes is to FILTER out the entries that satisfy a given
Document Class combination. When you set the Filter, All reports will ignore those entries
that do not satisfy the specified combination. Examples :
Filter Required on Document Class

Manufacturing / EDP MED___
Servicing / SBV7622N S__701

Trading / Accounts / STH8383M TAC702
There is no problem in generating the report for any of the above filtered conditions. But how
will you know what the reports were for? Thru Filters you can set the Document Class and
the Description for the settings. When you generate the filtered report for which a filter has
been created, the description is printed in the header. So you know exactly what the report
is for.
Where do I set the Filter from ?

Every time you generate a report on the printer, a Printer Box pops up (explained in detail
in the Appendix to this manual). The currently set Filter is displayed in this box and you may
change it to whichever Filter you wish to set it to.
Alternatively, you may set the Filter thru Account/Preference/Filter. This is where you would
set the Filter from if you were generating a report on the screen. Once the Filter has been
set, it will remain active till it is reset. So, all reports generated after the Filter has been set,
will be 'filtered' on it.
Six stars (««««««) is the wildcard character set and this is the default Filter Setting. This
means that the reports will be 'unfiltered'. When you wish to re-set the Filter back to default,
set it back to '««««««'.
Should I change the picture midway ?

No, you should not and you cannot. Once you have entered data with Document Class, it
is not possible to change the picture from what was originally set by you. So, please spare
some time in the beginning and decide what picture combination you wish to use.
Must I always enter the Document Class in every entry ?

It is not a must for you to do so. But it is a good practice to enter Document Class in every
document. For one, it means that there will no chances of omission in those documents
where the Document Class should have been entered. And second, you will surely figure
out a way to get more meaningful reports out of the documents in which you are entering
the Document Class as well.
How do I enter Opening Balances for Subledgers ?

Subledger opening balances have to be made thru a journal. Let us say that you have an
opening debit balance of $3,000.00 for Deposits & Prepayments. This opening balance is
for two departments (maintained using Document Class), $1200.00 is for the
Administrative Department and $1800.00 is for the Secretarial Department. You must pass
the following journal entry :
Voucher Number : JV001 Date : 01/01/95

Narration : OPENING
SNo Code Account Class Debit Credit
1 2001 Deposits & Prepayments 3000.00
2 2001 Deposits & Prepayments ---ADM 1200.00
3 2001 Deposits & Prepayments ---SEC 1800.00
62 FACT User Guide
Where :
Accounting Period is : 01/01/95 - 31/12/95
Install Date is : 01/02/95
GL Code is : 2001 Deposits & Prepayments
Doc Class Codes are : ---ADM Administrative Departments
---SEC Secretarial Departments
Observe that the document is dated on as on the Install Date and the word OPENING is
part of the Narration. The Subledger report checks for the voucher date being the System
Install Date and the word 'OPENING' in the Narration and assumes this to be a journal entry
to create Opening Balances for the subledgers.
Where can I learn more about Document Class ?

Read the chapter on Document Class in the General Ledger manual. This feature is
explained in details and some more examples are also given there.
Another way to learn more about it is by experimenting with some entries in FACT. Install
a dummy ACCOUNT (call it Testing Company Ltd) and enter some masters. Think up of
ways to implement Document Class and play around. You will be surprised with how much
you will learn, by just wetting your feet a bit.
Opening Balances
Now that you have entered all the masters needed to start the entries, it would be advisable
to start with the opening entries for GL Accounts, Customers, Vendors and Inventory.
Mid Year Switch-over

If you are starting FACT in the middle of an accounting year, decide on a cut-off date from
your current accounting software and draw up a Balance Sheet on the cut-off date. Enter
all the closing balances as on this date as the opening balances in FACT.
Make a List of Opening Balances

Draw up a list of the following opening balances :
GL Accounts Balance Sheet A/cs only

Customer breakup of invoices, open advances preferably
Vendor breakup of invoices, open advances preferably
Inventory quantities and values
Enter the Opening Balances

Go to Masters/Opening Balances and enter them into FACT. You may enter only one
consolidated amount against each Customer/Vendor if you please. However, if you enter
them document wise, you shall be able to generate the various reports on these documents
too.
Printout of Opening Balances

To verify the opening entries made by you, generate the opening balance reports. All the
opening balance reports are available thru the respective options in the relevant modules.
Templates
Concept
FACT introduces a revolutionary concept - Templates. This feature allows you to pre-define
the contents of documents, eg., Salary Vouchers, Monthly Rent Vouchers, etc. that are
repetitive in nature and save them for future use. Each Templates are saved with a unique
descriptive name and can be recalled during the data entry operation. This enables you to
make recurring entries almost at the touch of a button.
Under Voucher, Journals, Sales & Purchase Orders, D/Os and Invoice, you will find
Templates besides the three options, of Append, Modify and Delete. You can use the
Templates option to recall any of the predefined tempaltes and use it as the basis for
preparing your actual voucher, journal, sale or purchase invoices(bills). While making any
of these documents, you can override the predefined template that have been recalled.
Creating a Template
Templates are created through Masters / Templates, and this feature is available for the
following document types -
Vouchers One Db-Cr & Many Db-Cr

Ledger Journal
Proforma Invoice / Quotation
Service Proforma Inv / Quotation
Sales Orders, D/Os, Invoices & Service Invoices
Purchase Orders, D/Os Invoices & Service Invoices
The Template entry screen is exactly similar to your Voucher, Journal and Sales & Purchase
entry screen. You may refer to following pages of the manual for a detailed field by field
description of these screens:
Template Page Numbers

Vouchers One Db-Cr & Many Db-Cr 146 through 151
Journal Ledgers 154 through 155
Sales Orders, D/Os & Invoices 221 through 233
Purchase Orders, D/Os & Invoices 236 through 249
The only additional field that you will encounter while creating a Template is the "Template
Description". This field is 50 characters long and the Template is saved with whatever you
enter in this field. The description has to be unique and cannot be left blank.
Once you have keyed in a proper description, the cursor moves ahead through the rest of
the fields that would be available to you during your normal data entry operation. It is not
necessary that each and every field has to be field with a value, a description or a code.
Fields can be left blank. The idea is to enter only those pieces of information that are
repetitive in nature. Remember that, whatever you enter here can be over-written during
actual data entry.
Using Templates
You can recall a template for use during data entry operation. As mentioned earlier, you
will observe that alongside Append, Modify & Delete you will have an option called
Templates in the Vouchers and Journals as well as Sales & Purchase Orders, DOs, &
64 FACT User Guide
Invoices. Press [Enter] on this for a list of all Templates existing under that document type.
Select the Template you wish to use and pres [Enter]. The fields in the entry screen will get
filled up automatically with the contents that had been pre-defined in the Template. Modify
or over-write any of these fields and fill in the empty ones.
User Defined Fields

User Defined Fields are available for the following documents -
D oc um e nt Typ e U s e r D e f i n e d F i e l d s a v a il a b le a t D o c u m e n t
Le ve l
C re d it N o te G lo b a l & G e n e ra l L e d g e r C o d e lev e ls
C us t o m e r R e c e ip t s /P a y m e n ts G lo b a l & It e m d e ta il le v e ls
C us t o m e r, Ve n d o r M a s te r G lo b a l le v e l
D eb it N o te G lo b a l & G e n e ra l L e d g e r C o d e lev e ls
F in is h e d G o o d s R e c e iv e d a n d
G lo b a l a n d P r o du c t le v e ls
R et u rn e d
In v e n t o ry Is s u e an d Is s u e R e t u rn G lo b a l & P ro d u c t le v e ls
L e d g e r J o u rn a l G lo b a l & G e n e ra l L e d g e r C o d e lev e ls
P ro d u c t M a s t e r G lo b a l le v e l
P ro fo r m a S t o c k a b le a n d S e rv ic e
G lo b a l & P ro d u c t le v e ls
In v o ic e /Q u o ta tio n
P u rc h a s e O rd e r, D / O , I n v o ic e ,
S e rv ic e I nv o ic e an d R et u rn
S a le s O r d e r, D /O , In v o ic e ,
S e rv ic e I nv o ic e an d R et u rn
Tr a n sf e r o f S to c k G lo b a l & P ro d u c t le v e ls
V e n d o r R e c e ipt s /P a y m e n t s G lo b a l & I te m d e t ail le v e ls
Vo u ch e r O n e D b /C r G lo b a l & G e n e ra l L e d g e r C o d e lev e l
User Defined Fields (UDFs) are available at three levels. While for some documents types
these are available at the Global level, for others they are available at the General Ledger
Code level, Item level or at the Product levels.
When adding a User Defined Field from this option, you will be required to fill-up the
following information -
Field Name
Enter a descriptive field name. Whatever Field name you enter here will be displayed on
the screen during data entry.
Type
Specify the field Type. Valid field Types are -
String Character Field Maximum Width 254 characters

Number Numeric Field Maximum Width 16 + 14 digits
Date Date Field Fixed Width
Yes / No Logical Field Fixed Width 1 character

Notes Memo Field Fixed Width
Another convenient feature offered here allows you to create User Defined Fields in all
related doument types, while you are actually defining them in only one type! For example,
while defining a field for the Sale Order Global level, the system will allow you to copy this
field definition to Sale Invoice, Proforma Invoice document types etc. If you would be using
this field in all these documents, this feature saves you the trouble of keying in the same
field for each of the types.
It would be clear to you by now that you may carry forward the contents of a User Defined
Field from one document type to another. You just have to ensure that the field exists in both
the types in question and be identical in terms of Name, Size and type. This facility would
carry forward a field from Proforma Invoice to Order or Order to D/O just like Customer /
Product information is generally done.
The fields you define here for a document type will also be available in the Document
Designer when you are working on a design of the same document type. You can
conveniently place these fields in your document design through the Select Field option
under the Special menu. For details, refer to the Designing Documents with User
Defined Fields section under Document Designer later in this chapter.
Notes
• The Housekeep / System Information / User Defined Fields report generates a listing
of all Fields defined through this option.
• Use Masters / Copy Codes from another A/c option to copy User Defined Fields from
another Account to the current one.
• User Defined Fields created for Customers or Vendors are available in the Document
Designer for their respective document types.
Copy Codes from another A/c

After you create new Accounts in FACT for maintaing Books of your other Companies and
organisations, you always need to enter the Masters first. All Master data like General
Ledgers Codes, Customers, Vendors, Products, Document Class Codes, PL/BS Layouts
etc has to be entered into the new Account.
More often than not, the Master data is identical or similar accross all the Companies of your
Group. It would seem such a pain to you to enter the data all over again, even while it existed
in another Account in FACT.
Keeping these requirements in mind, we have designed the Masters / Copy Codes from
another A/c option which allows you to copy the Masters data from other Accounts in the
system. In fact, you could designate a single Account as the one which contains only
Masters data for the entire Group of Companies. Every time you create a new Account in
FACT, you can then just copy all the Codes or only the required ones. Can you imagine the
time savings on this!
66 FACT User Guide
This option allows you to copy the following Masters items -
√ General Ledger Codes

√ Profit & Loss, Balance Sheet and Cash Flow Layouts
√ Document Class and Filters
√ Currency Codes and Currency Rates
√ Agents
√ Customers and Vendors
√ Cost Centers
√ Inventory Products and Service Products
√ Product Grouping
√ Invoice Terms - DB and CR
√ Sales Tax Codes
√ Label Designs
√ Document Designs
√ User Defined Fields
After you have marked all the Master items to be copied, press [Esc] and then select GO
from the options at the bottom of the screen. After you have selected the Account from which
you want to copy the items, answer Y to PROMPT - this will allow you to mark the specific
items which you want to copy. For example, you may have the requirement of only some
of the GL Codes or a particular set of Customers etc.
Notes
• Ledger / MIS Reports / Merged Accounts report requires that all the Accounts in the
Merger have the same set of GL Codes for the report to be useful. Use the Copy Codes
option to achieve this.
• The Copy Codes option will also help you when the books for your Head Office and its
Branches are maintained as different Accounts. As they would be using a similar sets of
Master data, you could just copy Codes from one to the other to save data entry.
Data Entry
You are ready to start entering the data for the current accounting period.
Run Checks
You have entered the Masters and Opening Balances. You need to run a check whether all
the Masters have been entered correctly. Print all master data and check them carefully.
Go to Housekeep/Diagnostics and run DR Control, CR Control and Stock Control. These

checks will tell you whether the GL Account Opening Balance tallies with the breakups you
have entered.
Go
Once you have run all the above checks, start entering current data in FACT. We assure
you , that FACT will help you increase your competitiveness and generate more revenue.
Explanation of some Features

[F1] Help Box
This is a Popup Help Box Facility. You may press [F1] at all fields where you are asked to
enter a code or a document number.
The different search options within the search box are :
v SEARCH
On the bottom border of the [F1] Box, see the word Search:. Now enter 1. All the items
starting '1' come to the top of the screen. Now press 2 and see all the items starting
'12' come to the top of the screen. Press <Del> and 2 is deleted. Now all the items
starting '1' are back again on top of the screen. Press <Backspace> and the Search
Line clears up. Remember, Search is always on the last sort order.
v [F1] WITHIN [F1] SEARCH OPTION

In the Popup Help Box, press [F1] again. You are prompted to enter the search pattern.
Enter EXP and see the highlight bar move to the first item (starting from the one it was
currently on) which has EXP anywhere in the Code or Description. On a successful
search, you are also prompted : Find Next : Yes No. Press [ENTER] if this is the one
you are looking for or press Y to search for the next match. [F1] within [F1] is not case
sensitive. It will find the item which has Exp or eXP or EXP.
v [F2] WITHIN [F1] SEARCH OPTION

In the popup help box, press [F2]. You now have the option to select the sort order of
the data displayed in the popup. To select the sort order you desire, take the cursor to
that option and press [Enter]
Calculator
There is a handy Calculator. Available to you when you press [Shift][F1] anywhere in FACT.
The Calculator comes in very handy when you are entering a voucher or Invoice and you
need to do some calculations before you enter the figure. Invoke the Calculator by pressing
[Shift]-[F1] from the field where the amount is to be entered. Do the calculations. When the
value you need is displayed in the Calculator, press <Esc> and the figure will automatically
be transferred to the field.
You may move the Calculator by using the left and right arrow keys. To remove the
Calculator from the screen, press <Esc>.
If you wish to go into the Function Key Macros pop up, enter 'F'; for Message Sending, enter
'M'. The Calculator will disappear and you may press [Shift]-[F1] again.
68 FACT User Guide
VEDIKALC
AC CE s√ /
7 8 9 *
4 5 6 +
1 2 3 –
0 . =
Press
[F] for Function Keys
[D] for Document Class Filters
[P] for Message
[A view of the Calculator]
Inserting Today's Date

During data entry, whenever you are in a date field and need to enter today's date as the
Voucher or Invoice Date, just press [Ctrl] and [D] keys together and lo, today's date appears
in the field almost by magic !
This saves you a lot of time while entering data, but remember to set the System Date of
your machine correctly. You may set the System Date in your DOS and Windows machines
by running the DATE command at the Command Prompt.
Naming Conventions
Depending on the type of pack installed (International or Indian) on your computer, FACT
will use and display the following option names on different Menus -
International Indian
D/O Challan
Invoice Bill
Customers Debtors
Vendors Creditors
Function Key Macros

This is real time saver option. You may define Function Keys 2 to 9 thru this option. You
may enter any characters including a combination of keys (such as Ctrl-Home) and the
Return or Enter Key (defined by ";", the semi colon sign).
Consider entry of the product master. There will be a number of repetitive key strokes that
you make - drudgery which can be avoided totally.
The Function Key Macros may be redefined at any point in time. Use these keys for
lessening your work load while entering payment vouchers, masters etc. Read thru the
Inventory manual in the Items/Products Masters where this is explained with an example.
From the "Function Definition" screen, if you press "C", you get the Calculator, press "D"
and you get the Document Class Filter and press "M" and you get the Message Sending
screen.
Function Definition
Key 2 N;Ltr;Ltr;0.00;0;0;0;0;A;N;501;701;507;707;
Key 3
Key 4
Key 5
Key 6
Key 6
Key 7
Key 8
Key 9
Key 10
Press [C] for Calculator
[D] for Document Classs
[A view of the Function Key Macros]
This definition will result in the following happening :
N [Enter]
Ltr [Enter] Ltr [Enter]
0.00 [Enter]
0 [Enter] 0 [Enter] 0 [Enter] 0 [Enter]
A [Enter] N [Enter]
501 [Enter] 701 [Enter] 507 [Enter] 707 [Enter]
70 FACT User Guide
No Codes Mode
FACT allows you to forget all about codes. And think only of names as you enter them in
the masters. Plain simple English. With the power of going back to codes whenever you
please. Only FACT allows you both Codes and No-Codes.
You may switch to No-Codes mode thru Account/Preferences/System Controls. When you
installed a new ACCOUNT, you were asked to leave this option in the Codes mode and
proceed. And to refer later to the Appendix for a note on the No-Codes mode.
In the No-Codes mode, when you create a master GL Account (or any other master), you
are just asked to enter the Description. The code is allotted to the entry internally, totally
transparent to you.
How do you enter the source documents in this mode? Say you are entering a payment
voucher. When the cursor comes to the GL Account field, a box pops up (see illustration
on facing page) displaying just the GL Account Names in alphabetical order. If you wish to
enter the GL Account 'Salaries', enter 'S'. The GL Accounts in the box will [Shift] and the
first GL Account starting with 'S' will come to the top and all Accounts starting with 'S' will
be highlighted. Enter 'A' now and all Accounts starting with 'SA' will be highlighted now.
When you come to a final successful search, press [Enter].
Similar boxes will pop up for Cash/Bank Master. When you are entering a Sale Invoice, the
Customer Name box will pop up and so will the Product box at the relevant fields.
When you are generating reports, the relevant boxes will pop up for you to tag the Accounts,
Names etc. All the boxes will display the masters alphabetically, of course.
Contra A/c
Equity Capital
Preference Capital
Profit & Loss Account
Liabilities for Expenses
Tax Liabilities
CPF Liability
Term Loan - Bank
Term Loan - Institutions
Sundry Creditors
[A view of the [F1] Help Box in No Codes Mode]

Printer Box
This box pops up every time you generate a report on the printer. It displays which printer
is currently active. You may change the active printer thru Account/Printer/Selection.
Filter Setting
It also displays the currently active Filter. You may change the Filter from the Printer Box
itself. [F1] Help Box is also available from here.
Page Printing Selection

This is a page saver feature for you. Say you have printed a 50 page Cash Book and spill
coffee on pages 42 and 43. Would you really want to print 43 pages again? Not if you had
an option. Enter as follows : First Page : 1, Start From : 42, End at : 43. What FACT will
do is to print replicas of pages 42 and 43. It will print all the pages from 1 to 41 in memory
as if it was actually printing it. You can start putting the printer ribbon, paper and time
savings away in a piggy bank.
Class
You may print the Document Class in some of the detailed reports. Enter 'Y' here.
Suppress VNo
In the reports generated from the General Ledger section, you may opt for suppressing the
voucher numbers. Enter 'Y' here in such a case.
Printer Width
The printer width setting is optional. FACT will automatically set the character size to normal
and compressed if the printer width is set to 80 columns. You may however change the width
from this box itself.
Network Printer 0
Filter : ******
First Page : 1
Start From : 1
End at : 9999
Class : N
Suppress VNo : N
Printer Width : 80
[A view of the Printer Box]
The Printing Progress Box appears when

Local Printer 1 printing starts, If there is a fault condition, it will Local Printer 1
warn you. You have the option of quitting the
Status : Printing
printing and rectifying the printer fault. This box
Page : 1 allows you to abort the printing. Status : Fault
Printer NOT Ready…

[Escape] - Pause
E[Two views of the Printing Progress Box]F Quit Retry

72 FACT User Guide
Account / Close
This option allows you to Close the currently open Account and return to the Main Menu,
without exitting FACT. You may then select another Account to work in or let your colleague
log in to the Account.
The currently open Account is automatically closed after you use the following options or
make any changes to the system settings -
Account / Modify
Account / Delete
Account / System / Configuration
Account / System / Custom Options
Housekeep / Data Restoration
Housekeep / Year Ending
Account / Modify
Through this option, you may Modify the details of the existing Accounts. Enter the initials
of the Account to be Modified. The existing details will be displayed. You may Modify all the
details except the Initials and Data Disk drive of the Account.
In case Install AR/AP was Y, you cannot Modify it to N. However, if it was N, you may
Modify it to Y – this will allow you to use the AR/AP and Inventory module if it had not been
installed earlier.
You will be prompted further with the following :
Notes on Account
You may enter some Notes – 20 lines of 35 characters each – to record changes or
modifications made by you. These Notes are not printed on any Reports or Documents.
However, they may be printed through Housekeep/System Information.
CST NO
Enter the Central GST/VAT/ST Number if applicable - discussed earlier.
SST NO
Enter the State Sales Tax Number if applicable - discussed earlier.
Notes for Multi User FACT Users

• Creation of a new account is classified as a critical operation. All Users must log out from
FACT before you can use this option.
Account / Delete
Use this option to Delete an Account from the menu.
Enter the Initials of the Account to be Deleted. The Details of the Account are displayed.
You are asked to confirm the deletion. Enter Y, if you wish to delete – N, to abort.
Notes
• Use [F1] Popup Help Box at Initials.
• The Deleted Account is only removed from the FACT Menu. The Data Directory is not
affected. If you wish to remove the Data Directory, you may do so using the DOS remove
directory command.
• A Deleted Account may be recalled through the Account/New Option. Refer to Notes
under Accounts / New.
Notes for Multi User FACT Users

• Creation of a new account is classified as a critical operation. All Users must log out from
FACT before you can use this option.
Account / Preferences
Preferences / System Controls
FACT must know certain things about the Account before it can proceed with bookkeeping
and giving you all the reports accurately. This option is automatically chained into when a
New Account is installed. However, you may not have all the relevant information in hand
when you are installing a New Account. Or you may wish to change certain mappings at
a later date.
Once you have created all the General Ledger Accounts, you should enter all the Master
Control General Ledger accounts thru this module. AUTOMATIC POSTINGS will be made
in these Master Control Accounts when you enter documents pertaining to Sales,
Purchases & Inventory.
You must enter all the information thru this module very carefully since it affects the working
of the system at every stage. The module is divided into seven parts - Dates, Code Types,
P & L/Cash Book, Stock, Sales, Purchases & Miscellaneous. Proceed with caution :
Dates
Starting Date
Enter the First Day of the Accounting Period. If you've already entered this, DO NOT
change this date especially if you have already made some entries
Ending Date
Enter the Last Day of the Accounting Period. You may have already entered this date.
You may extend it upto 24 months from the Starting Date
Install Date
This is the day from which you are starting the computerization. It is in most cases the
Starting Date. But you may start computerizing mid year in which case it should be this date.
Refer to the Entering Opening Balances for P&L General Ledgers section under
Masters / Opening Balances (Part IV - General Ledger chapter) for details on entering PL
Opening figures.
74 FACT User Guide
Code Types
No Codes Mode
Choose 'Yes' or 'No'. Choosing 'Yes' switches FACT to NO CODES mode. Once in NO
CODES mode, you do not have to enter codes for any append/modify/delete operations.
See Appendix to this manual for some more discussion
Account Code
Choose Alpha for alphanumeric coding, Numeric for numeric coding. You can change
from Numeric to Alphanumeric; not the other way around. You should choose Numeric
unless you are using alphabets in your codes and do not wish to change. Remember, in
alphanumeric mode, '0001' is not the same as '001'
Cust/Vend Code
Choose Alpha for alphanumeric, Numeric for numeric coding. You can change from
Numeric to Alphanumeric, not the other way around.
If you came to System Controls from a new account installation, the other options of Stock,
Sales and Purchases & Miscellaneous show 'NOT APPLICABLE'. In such a case, Press
<Esc> to exit. Return to the previous section and proceed as explained.
P&L/Cash Book
When any of the options below are selected, you get a popup of the available master data.
Choose as appropriate.
Profit & Loss A/c

Choose the General Ledger Account (Balance Sheet) which is the Retained Earnings A/c
or Profit & Loss Account. This is the Account in which the Profit/Loss will be displayed when
you generate a Balance Sheet.
Cash Book Number

Choose the Cash Book created thru Masters/Chart of Accounts. This is the main cash book
which will be considered when generating the Tax Audit reports and for entry of Cash Sales
& Purchases. Whenever a voucher is entered for this Cash Book, the chq details will not
be asked for
Contra A/c
Choose the General Ledger Account (Balance Sheet) which has been defined as the Contra
Account. All Cash to Bank, to Cash and Bank to Bank entries will be passed thru this
Account. When you enter this Account in a Cash/Bank voucher, the Payer/Payee name
automatically changes, asking you to enter the Cash/Bank code. In effect you need make
only one voucher for a Contra entry.
Realized Gain/Loss A/c

Choose the General Ledger Account (PL Account) where, based on the daily Foreign
Currency buying or selling Rate, FACT may calculate the gain/loss for each Foreign
Currency transaction, and show the net gain/loss.
Unrealized Gain/Loss A/c (Banks)

Choose the General Ledger Account (PL Account) to show the difference in actual postings
made to the Foreign Currency banks, based on the Currency Rate of the transaction date,
and postings that would have been made if the re-valued Rate is applied to all the Foreign
Currency transactions.
Bank Balance Below Minimum

This option helps you have better control over your balances in the Bank. Using this you
can stop issuing payment vouchers through entry/ Voucher for that Bank for which the fund
has gone below the buffer level.
Block will not allow you to select the bank during the voucher entry through bank, whose
fund has gone below minimum level.
Warn will display a warning message during voucher entry through bank, if the buffer level
goes below minimum. However you can override the warning and continue selecting the
bank.
Ignore will not put any check on Bank Minimum Level and allows you to go ahead
irrespective of whatever position the fund of the bank is in. No warning message is shown
in this case.
You can set the actual limit in the Bank through Masters/ Chart of Accounts/ General Ledger
Code.
New method for Exchange Gain/Loss

Choose Yes if you want FACT to calculate Gain/Loss while entering a Receipt / Payment
in a foreign currency Bank and adjusting documents like Invoice with the same currency
as that of the foreign currency bank. Choosing NO will not generate any Gain/Loss on such
receipts and payments.
If you also want to calculate Gain/Loss for all existing Vouchers that have a foreign
currency bank and are adjusted against documents of the same currency, run HouseKeep
/ Recalculate Balances option.
Stock
Opening Stock A/c (PL)
Choose the General Ledger Account (PL Account) which has been defined as Opening
Stock. This is required so that FACT may temporarily post the Value of Opening Stock when
it is calculated before generating the Trial Balance/PL Account and Balance Sheet.
Closing Stock A/c (PL)

Choose the General Ledger Account (PL Account) which has been defined as Closing
Stock. This is required so that FACT may temporarily post the Value of Closing Stock when
it is calculated before generating the Trial Balance/PL Account and Balance Sheet.
Closing Stock A/c (BS)

Choose the General Ledger Account (BS Sheet) which has been defined as Stock in Hand.
This is required so that FACT may temporarily post the Value of Closing Stock when it is
calculated before generating the Trial Balance/PL Account and Balance Sheet.
76 FACT User Guide
Stock Below Minimum

Choose if you want te system to check the Stock and provide appropriate message when
the stock goes below minimum level. You can choose either, Warn, Block or Ignore.
Choosing Warn gives a warning if the stock goes below minimum level.
Choosing Block blocks any entry.
Choosing Ignore ignores the Stock status.
Sales
Trade Debtors A/c (Master Control)
Choose the General Ledger Account (Balance Sheet) which has been defined as the Master
Control Account for Trade Debtors/Sundry Debtors. All postings of the Sale Invoices, Debit
Notes, Credit Notes, Receipts & Payments pertaining to any Customer will be automatically
made by FACT to this Control Account by a daily AUTO Journal.
Sales A/c (Master Control)

Choose the General Ledger Account (PL Account) which has been defined as the Master
Control Account for Sales. All postings of Sale Bills will be automatically made to this
Control Account by AUTO Journal. If the products are required to be posted to individual
Sales Accounts, enter the Sale Account for the product thru Masters/Items-Products/
Products which will then override this Account and post it to the Account specified there.
Sales Return A/c (Master Control)

Enter the code of the General Ledger Account (PL Account) which has been defined as the
Master Control Account for Sales Returns. All postings of the Sale Returns will be
automatically made by FACT to this Control Account by an AUTO Journal. In case the
Returns are required to be posted to individual Sales Return Accounts, enter the Sale
Return Account for the product thru Masters/Items-Products/Products which will then
override this Account and post it to the Account specified there.
Sales A/c (UnInvoiced D/Os)

When generating your Trial Balance, Profit and Loss or Balance Sheet, FACT posts the
total value of all Uninvoiced Sale D/Os to this Account. You need to select a General Ledger
Account (P&L type) which would hold this value.
Trade Debtors A/c (UnInvoiced D/Os)

total value of all Uninvoiced Sale D/Os to this Account. You need to select a General Ledger
Account (BS type) which would hold this value.
Trade Debtors A/c (Unrealized Gain/Loss)

FACT allows you to re-value all open Foreign Currency documents of Customers.
The General Ledger Account mapped here (BS item) will show the difference in value of
these documents, taking into consideration the Exchange Rate as on the date of the
transaction and the current Exchange Rate.
Unrealized Gain/Loss A/c (A/R)

FACT allows you to re-value all open Foreign Currency documents of Customers.
The General Ledger Account mapped here (P&L item) will show the difference in value of
Invoice Terms...
You must be charging Excise, Special Excise, GST/VAT/ST, Freight, Handling etc in
addition to the basic rate of the goods sold or reducing Discount. Similarly you must be
paying the above extras when you purchase goods.
This module allows you to keep track of all these extras on the invoices. Generation of the
various registers for the Terms – GST/VAT/ST, Excise, Freight etc are immediately
possible and reconciliation is done without tears.
However, it is imperative that the Terms are defined in a systematic manner. Before you
start entering them, make a list of all the various extras you charge on the Sale Bills and
the sequence in which they are required & the formula on which it is to be calculated. If you
do not have any Invoice Terms in your business, skip this part.
When you press [Enter] Invoice Terms, you will be prompted further with :
Number
Enter the sequence in which this term should appear when the Bill is entered. You may
enter upto 15 terms (enter 0 to 9 and alphabets).
Description
Enter the Description of this term (Excise, Sales Tax, Discount etc).
Ledger Code
Enter the code of the General Ledger Account to which the amounts of this term should
be posted.
Sign ( +/-)
Enter (+) to add the amount of this term to the Bill amount; (–) for the amount to be
subtracted (minus sign is entered for the Discount Term).
Category
Enter S for GST/VAT/ST, E for an Excise Term; else leave it blank. If you specify E
here, you will also have to specify if Excise would be included in the Maximum Retail
Price (MRP) or not - the Excise amount to be paid will be calculated differently for each
of them.
Allow Vat
Enter Y if Value Added Tax (VAT) is applicable. This option will be availlable only when
Category is S above.
Include in Profitability
This option allows you to calculate the 'profitability' only on the basic amount, ignoring
the Billing or Invoice Terms. If the Include in Profitability is 'Y'(Yes) then the system
calculates the profitability according to the billing terms of Sign(+/-) field. If the Include
in Profitability is 'N'(No), then the system will ignore the billing terms and calculate the
profitability on the product basic amount.
Excise Included in MRP

Answer Y if you would like to include Excise in MRP. This option is available only if you
had answered E in Category above.
78 FACT User Guide
Formula
Enter the Term Numbers on which this term is to be calculated.
Example of a Formula
Say you have entered terms 1,2,3 and 4. You now entering Term 5 and it should be
calculated on the total of the Basic Amount and Terms 2 and 4. Enter B24. Do NOT leave
any blanks. B stands for Basic Amount while 2 and 4 stand for the Term Numbers.
Notes
• To use the terms for calculating Modvat payable, define Excise Duty in both Sale &
Purchase Terms to the same General Ledger Account. After entering the month’s Sale
& Purchase Invoices, take a printout of the Excise Duty Ledger. It will show all the credits
for Sale Invoices raised and debits for the Purchases. The difference is the amount
payable/receivable from the Excise Dept. When you pay/receive Excise Duty from the
Dept, pass the entry thru this Account.
• If you have several Discount types and want to keep track of how much has been allowed
on each type, enter the different types of Discount as different Terms. Map them to
different General Ledger Accounts.
• If you do not wish to keep track of the different extras you pay on Purchases, do not install
all the terms for Purchases. Just install one Term called TAXES.
• Only one rate of GST/VAT/ST can be charged on an invoice. You must enter products
attracting different rates of GST/VAT/AT on separate invoices.
• If you leave Formula blank, the term is calculated on the immediately preceding total.
Purchases
Trade Creditors A/c (Master Control)
Choose the General Ledger Account (Balance Sheet) which has been defined as the Master
Control Account for Trade Debtors/Sundry Creditors. All postings of the Purchase Invoices,
Debit Notes, Credit Notes, Receipts & Payments pertaining to any Vendor will be
automatically made by FACT to this Control Account by a daily AUTO Journal.
Purchases A/c (Master Control)

Choose the Master Control GL Account (PL Account) defined for Purchases. FACT will post
all the Purchase Invoices to this A/c. In case purchases of different products are required
to be posted to different GL Accounts, enter the GL Account thru Masters/Items-Products/
Products which will override this Account.
Purchase Return A/c (Master Control)

Choose the Master Control Purchase Return A/c (PL Account). FACT will post all the
Purchase Returns to this A/c. In case the Returns are required to be posted to individual
Purchase Return Accounts, enter the Purchase Return Account for the product thru
Masters/Items–Products /Products which will then override this Account and post it to the
Account specified there.
Purchase A/c (UnInvoiced D/Os)

total value of all Uninvoiced Purchase D/Os to this Account. You need to select a General
Ledger Account (P&L item) which would hold this value.
Trade Creditors A/c (UnInvoiced D/Os)

total value of all Uninvoiced Purchase D/Os to this Account. You need to select a General
Ledger Account (BS item) which would hold this value.
Trade Creditors A/c (Unrealized Gain/Loss)

FACT allows you to re-value all the open Foreign Currency documents of Vendors.
The General Ledger Account mapped here (BS item) will show the difference in value of
Unrealized Gain/Loss (A/P)

FACT allows you to re-value all the open Foreign Currency documents of Vendors.
The General Ledger Account mapped here (P&L item) will show the difference in value of
Invoice Terms...
You can enter Purchase Invoice Terms from here. The entry fields of Purchase Invoice
Terms is similar to that of the Sales Invoice Terms except the Include in Stock Valuation
field. Obviously, you also not require to define an Excise Term here.
Include In Stock Valuation

This option allows you to specify if a non-tax term is to be included in Stock Valuation
or not. In case of Sales Tax(denoted by 'S' in the Category field) the cursor skips this
field.
By default the tax terms are always Included in Stock Valuation. However you are not
allowed to Exclude a tax at the Term level. You can Exclude individual taxes(non tax
Terms) from stock valuation. See Invoice Terms under System Controls/Sales for
details.
Notes
• Do NOT change the Starting Date after you have entered documents in the system. The
reports may start coming out wrong in case you change that date.
• Whenever you change any of the Ledger Codes in System Controls, be sure to run
Housekeep/Recalculate Balances. Else the balances will not show correctly.
• The amounts posted thru the Invoice Terms are not considered in the Valuation of Closing
Stock. In case you wish the entire amount to be accounted for valuation purposes, all the
terms must be mapped to the Sale/Purchase Account specified thru Account/
Preferences/System Controls. In case more than one product has been billed on the
same Invoice, the terms are automatically apportioned on the basis of the amounts of the
respective products.
Miscellaneous
Activate Audit Trail
Select Yes to activate the Audit Trail. Henceforth, FACT will keep a log of all modifications
and deletions to any document. The log book can be generated from Housekeep/Audit Trail/
Report.
80 FACT User Guide
Currency
Each company (account) on FACT can be maintained in a different Home Currency. Please
note that this is only applicable to packages sold outside India.
For example : Say FACT has been installed in Singapore and you are maintaining your
books in S$ - Singapore Dollars. Now you wish to restore a backup of one of your
subsidiaries from Malaysia, which is in RM - Malaysian Ringgits.
EXAMPLE S
à Malaysian Ringgit Dollars Pounds
à
à
Sen Cents Pence
à
Currency Symbol (lower denomination)

Currency Symbol (top denomination)
Currency Description (lower denomination)
Currency Description (top denomination)
No problem. By default, each new account you install will automatically be assigned the
currency of the country of installation as the Home Currency. In the above example, it will
be S$. You may change this to RM at Accounts / Preference / System Controls /
Miscellaneous / Currency :
Product Discount as
If you wish to enter a percentage under the 'diff' column of Sale/Purchase Orders, DOs &
Invoices, choose %age. Now if you enter -5 in the difference column, it will calculate a 5%
discount on the total amount for the product and display the net amount (95%) in the total
column. If you choose value, the amount entered under the diff column will be treated as
a discount.
Sales Tax Codes (GST/VAT/ST)

This module allows you to enter all the different GST/VAT/ST Rates which are applicable
to you so that you may select the applicable rate when you enter the Sale/Purchase
Invoice—for both Central & State Sales Tax. You may enter upto 15 rates.
Against the rate of the Tax, a tab is also kept whether it is a concessional rate of Tax (which
means whether a Concessional Form is required to be taken from the Customer/to be given
to the Vendor).
Each rate of Tax may be posted to an individual General Ledger Account. Or it may be
posted to the Master Sales Tax General Ledger Account specified thru Account/
Preferences/System Control/Invoice Terms.
Tax Registers are generated for the different rates of Tax entered here in the prescribed
format. The Vertical format gives you the register for a single rate of Tax. The Horizontal
format gives it for upto 4 (four) rates of Tax as tagged. You may generate separate
Registers for Central and State Tax.
The Summary format shows the month totals of each rate of Tax and the totals for the
month as well. It may be generated for any period desired - monthly/quarterly/half yearly
etc. The Tax Return may be filed accordingly and the tax be paid based on this summary.
Press [Enter] and you have the standard FACT options : Append/Modify/Delete.
Code
Enter a one character code—numeric or alphanumeric.
Description
Enter the Description of this rate of sales tax (max : 15 characters).
Sales/Purchase/Both
Enter S if this rate of GST/VAT/ST is applicable on Sales Invoices only.
Enter P if this rate of GST/VAT/ST is applicable on Purchase Invoices only
Enter B if this rate of GST/VAT/ST is applicable on both Sales & Purchase Invoices.
Percentage
Enter the rate at which GST/VAT/ST is to be charged.
Exempt
This option is available only if Percentage is specified as zero (0). Enter Y if this rate
of Tax is to be treated as exempt. Else enter N.
Include In Stock Valuation

Enter Y if the GST/VAT/ST amount is to be included in Stock Valuation. Else enter N.
A/c
Enter the code of the General Ledger Account to which the posting of this rate of Tax
should be made. Leave it blank for posting to be done to the Account specified for Sales
Tax thru Account/ Preferences/System Controls/Invoice Terms. Use [F1] for Popup
Help Box.
State/Central
Enter S for State Sales Tax; C for Central - if this is not applicable in your country, you
may enter either S or C. It does not make a difference.
Form Required
Enter Y if a Concessional Form is required against this rate of Tax; Else enter N. If this
is not applicable in your country, just enter N.
Type
This option is available only if you answeredY in Form Required above. Enter the type
of the Concessional Form required.
Register Title
Enter 3 lines of 15 characters each. This will be printed as the Header for this rate of
Tax in the Tax Register.
Customer Credit Control

Every Customer has a credit limit defined in Customer Master. FACT allows you to put a
check on the modules relating to Customer to block entry or warn about a particular
Customer if his credit limit is exceeded the limit set. The check on the customer credit control
is optional, you can select Warn, Block or Ignore. Other modules where the check is
available are listed below:
82 FACT User Guide
• Entry/ Voucher - Receipt/ Payment/ Customer

• Entry/ Journals/ Customer - Debit/ Credit Notes
• Entry/ Journals/ Party Journal
• Entry/ Sales/ Do's(Challan)
• Entry/ Sales/ Invoice (Bill)
• Entry/ Sales/ Service Invoice
• Entry/ Sales/ Return
The cheque on the customer credit controls is optional. You can choose to either put this
check or let the system ignore it. You can define the control through Preferences/ System
Controls/ Miscellaneous/ Customer Credit Limit Control. The prompt block moves on
'Block', 'Warn' and 'Ignore'. You can choose one of these actions thereby directing the
system to determine what action to take if the Customer Credit Limit is getting exceeded.
Block will not allow you to select the customer whose 'credit limit' is being exceeded.
Warn will display a warning message if the credit limit is being exceeded. However you can
override the warning and continue selecting the customer.
Ignore will not put any check on Customer Credit Limit and allos you to go ahead
irrespective of whatever position the customer credit limit is in. No warning message is
shown in this case.
Notes
• Post the different Rates of Tax to different General Ledger Accounts for faster
reconciliation of the Tax Accounts.
• The Tax Rates pop up in a box in the Invoice Terms in the Sales/Purchases entry modules
when the Tax Term is reached.
• Reminder letters to selected parties for GST/VAT/ST forms due from them may be
generated thru GST/VAT/ST form Exceptions.
• If you have Sales/Purchases of goods where GST/VAT/ST Tax is not charged, enter a
sales rate with 0.00% - for non taxable goods.
Preferences / User Maintenance

This option allows you to create Users for each Account and assign them with a Password
and a Security Group. There is no limit to the number of Users within each Account.
Name
Enter the User’s Name (max: 10 characters)
Security Group
Enter the name of the Security Rights Group this user belongs to. Press [F1] for a pop-up
list of existing Security Right Groups.
FACT allows you to customize and save the entire menu for different group of users or even
for individual users. Options which are not supposed to be used by him can be hidden from
view. System/Security Right Groups for details.
[ ] Change Password
This option is available only in Modify mode. If you wish to change the password of a user,
put a check mark [X], here. Use [Enter], Space Bar or a click of the mouse to check / uncheck
this box.
Password
Enter a password for the user. You may leave the password blank.
Days
Users may be granted permission to Add / Modify / Delete back dated documents.
Enter the number of days of backdated access the users is to be permitted. The number
of days of backdated access is always counted from the currently logged in date for the user.
Enter zero (0) if the user is not to be granted such permission.
[ ] Allow Post Dated Entry

Users may also be granted permission to Add / Modify / Delete post dated documents.
Check the box [X], if the user is permitted post dated access. Use [Enter], Space Bar, or
a click of the mouse to check / uncheck the box.
[ ] Allow Modification of Sale D/Os

This option allows an you(any user) to modify a Sale D/O created by another user. Check
[X] the box if you wish to allow the User the Right to modify a Sales D/O created by another
user.
Language
Here you can choose the language you would like to use.
Preferences / Password
Use this option to change the Password of the currently logged in user. Press [Enter] to
select the option. Enter your Old Password and type in the New Password.
You will be prompted to type in the New Password once again. This is to ensure that you
had entered the New Password correctly. In case you type the New Password incorrectly
at the second prompt, FACT will not save the change.
Preferences / Filter
You may set the Filter from this option for reporting purposes. Filters are created thru
Masters/Document Class/Filters. Filters of course may also be set just before a report is
printed - from the printer box.
Filter
Enter the 6 character Filter Code. Remember asterisks (*) accepts any character in that
position. Use [F1] forPopup Help Box. See Masters/Document Class for examples and
detailed explanation
Notes
• Filter set here is carried forward to the Printer Box, which pops up if Printer was selected
as 'Y', automatically.
• After generating reports on the particular filter, change it back to normal (««««««) else
further reports which may not be desired for a filter condition will appear to be incorrect.
84 FACT User Guide
• The filter set here remains in memory until changed or till you exit FACT.
• Please note that Filters will not be in effect if you Zoom down from Cash/Bank Books, Trial
Balance etc. It will work specifically for Screen and Printer reports only.
Preferences / Report Footer

If you wish to print a line of message at the end of each report, you may enter it thru this
module. You may set the printing to Yes or No.
Report Footer
Enter the message line (max : 80 characters).
Print
Enter Y to print the Footer entered above on the last line of each report; N to suppress
printing.
Notes
• This is useful to print a message like : Data Processing done by …
• Print Y/N is like a toggle switch. Change whenever desired. The last setting is retained
in memory till changed.
Preferences / Active Date Range

Data Security is of paramount importance in any computerized financial system. We at
FACT realize this and this is another step in the direction of providing you complete control
over your data.
Only the USER called MANAGER may set this date. Once set, no entries are allowed to
be Appended/Modified/Deleted outside this date range. The Date Range may be changed
as desired.
From Date
Enter the start date of the Active Date Range.
To Date
Enter the end date for the Active date Range and press [Enter].
Notes
• Usually entries are made for a week/fortnight at a stretch. Set the Date Range for only
that period. Even if errors are made while entering, only that week/fortnight will need to
be checked for the errors.
• Once the Date Range is set, the operator CANNOT add/modify/delete any entries outside
this range.
Preferences / Document Printing

FACT allows you to print Vouchers, Sale Order Acceptances, Purchase Orders, Sale D/Os,
Sale Invoices, Receipts/Payment vouchers, Party Journal Vouchers, Credit Notes and
Debit Notes etc.— both Online and Offline.
You may set the ONLINE option to print documents as soon as you enter them. Select Use
Online Printing and press [Enter]. Observe a check mark [X] appears. Now as soon as
you have entered any of the documents listed in this option thru the Entry section, you will
be prompted for printing it. Turn the ONLINE option OFF by removing the check mark.
Down
Select Down to scroll down by one page.
Up
Select Up to scroll up by one page. Up is activated only if you had selected Down earlier.
Defaults
Select Default to restore all the default document printing settings available with the
package. Remember to Save before exiting.
Save
Select Save to save the changes and exit to the main menu.
Cancel
Select Cancel to abort the changes and return to the main menu.
Preferences / Document Numbering

In simple terms, this means assigning of numbers (automatically) to documents being
entered into FACT. In practice, this task is much more complex than it looks.
At first glance, it seems sufficient to have FACT increment the last number entered for the
document. If you take a closer look at the existing numbering systems followed in your
business, things begin to get complicated. For example :
Case I
The invoice number being followed in your business has a character suffix and prefix, and
only the numeric portion of the body is incremented. Your typical number looks like VS/FD/
????/1995 where the ???? are replaced by incrementing numbers.
Case II
You follow different serials for different category of invoices depending upon the products
that are being sold.
Case III
Each of your salesperson has his own number range. In this manner, it is possible to know
who is responsible for the sale by just looking at the number.
Case IV
Voucher numbers have different numbers (serials ) in a certain period (say month)
It is easy to deduce, that for an automatic document numbering scheme to be effective and
usable, it has to take care of situations and requirement similar to those discussed above.
The document numbering option in FACT, is powerful enough to handle such needs.
However, like all powerful things, it will take you some time to master and take advantage
of this extremely useful option.
86 FACT User Guide
Default Settings
When an account is installed, document numbering for all types of documents is set to the
default manual settings as shown on the following page :
Document Body Length Type
Credit Note 5
Debit Note 5
Finished Goods Received 15
Finished Goods Return 5
Issue Return 5
Issues 15 All numbers
Journal 5 are ALPHA.
Purchase Invoice 15 There are no
Purchase D/o 15 Prefix, Suffix.
Purchase Order 5 And they do
Purchase Return 5 not increment
Purchase Service Invoice 15
Receipt / Payment (Ar/Ap) 5
Sale Invoice 15
Sale D/o 15
Sale Order 15
Sale Return 5
Sale Service Invoice 15
Stock Transfer 15
Vouchers 5
Defining / Modifying Document Numbering Schemes

Select the option from Account/ Preferences/ Document Numbering. The screen will show
an already defined (or default) numbering scheme. The options available to you are :
Show Sorted By
The screen display can be sorted by Document Name or User Name. A bullet marks the
current selection. Take the highlight prompt and hit [Enter] to change the default sort order
Append
Add a new document numbering scheme.
Document
Select the document from the pop-up list.
User
Select the user for whom the scheme is to be applicable. For all users select the Default
option.
Category
Select the category for which the scheme is to be applicable. If you do not have any
categories, then select the Default category.
Mode
Select any of the 3 modes, namely, Manual (Numeric), Manual (Alphanumeric) &
Automatic. Depending upon this selection, FACT will either allow you to enter the
document number or generate it itself.
Prefix
Give the constant prefix to be used for documents entered under this scheme. Even
in manual mode, FACT will show you this prefix, and only allow you to enter the body
value.
Suffix
Give the constant suffix to be used for documents entered under this scheme. Even
in manual mode, FACT will show you this suffix, and only allow you to enter the body
value.
Body Length
The total length less the length of the prefix & suffix is the maximum length of the
number that can be entered by you. However, you may like to reduce this, hence
shortening your entire number length, for the purpose of printing etc.
Total Length
This is only a display field and cannot be edited by you.
Left Fill
For Manual (Numeric) and Automatic modes it is possible to leftfill the number (body
portion only). Check if you want to leftfill the number generated/ entered.
FillChar
This field is only prompted if the leftfill has been checked. The character entered here
is used to leftfill the number generated/ entered. By default it is zero (0), but you can
make it anything you want.
Applicability Details
Start Date & End Date
The period within which this definition should be valid. It is not possible to enter
schemes with overlapping date ranges.
Start Number, End Number, Current Number

These options are available for Manual (Numeric) and Automatic modes. Start & End
number control the range within which the number can be generated/ entered.
The current number field is only used in the automatic mode. This number will be the
first number generated. FACT will increment this number for every document created.
Modify
Modify the scheme shown on the screen. Similar to Append, except that the document, user
and category cannot be modified.
Delete
Delete the scheme shown on the screen after confirmation. FACT will not allow you to delete
all the schemes with User & Category as default. At least one should exist.
Previous
Go to the previous scheme, based on the current applicable sort order.
Next
Go to the next scheme, based on the current applicable sort order.
88 FACT User Guide
Locate...
Find and show a scheme based on type of document, user and category. Upon selecting
this option, the Locate dialog box will be displayed.
Document
Select the document.
User
Select the user. Select NONE if the this is to be ignored in the locate
Category
Select the category. Select NONE if this is to be ignored in the locate
Ok
Start the search. If a match is not found, a message will be displayed and you select
another criteria or select Cancel. If the match is found, the locate dialog box will close,
and the data will be displayed on the screen
Cancel
Exit for the Locate dialog box
Category...
Add / Modify / Delete categories for a document. Upon selecting this option, the Category
Dialog box will come up.
Document
Select the document for which the category needs to be edited.
Category (Popup list)

In case of modify/ delete, select the category of document that needs to modified/
deleted. It should be remembered that the DEFAULT category for any document,
cannot be modified/ deleted.
Category
When in append/ modify, enter the description of the category here.
Append
Add a new category for the document shown in the document popup list.
Modify
Modify the description of the category currently shown in the dialog box. Default
categories cannot be modified.
Delete
Delete the selected category. A default category cannot be deleted. FACT will detect
and tell you if this category is being used in any numbering scheme. Upon
confirmation, all numbering schemes will be deleted as well.
Save
Save changes and exit the Category dialog box.
Cancel
Abandon the changes and exit the Category dialog box.
Quit
Exit back to the main menu.
Document Numbering - Case Studies
Case I
Category Default
Document Sale Invoice

User Default
Category Default
Mode Automatic
Prefix VS/FD/
Suffix /1995
Body Length 4
Leftfill Checked
FillChar Zero (0)
Category Default
Start Date 01/04/95
End Date 31/03/96
Start Number 1
End Number 9999
Current Number 1
Case II
You want to give different voucher numbers for 3 months (Jan, Feb, Mar)
Category January February March
Document Voucher Voucher Voucher

User Default Default Default
Category January February March
Mode Automatic Automatic Automatic
Prefix J F M
Suffix –– –– ––
Body Length 4 4 4
Leftfill Checked Checked Checked
FillChar Zero (0) Zero (0) Zero (0)
Start Date 01/01/95 01/01/95 01/01/95
End Date 31/01/96 31/01/96 31/01/96
Start Number 1 1 1
End Number 9999 9999 9999
Current Number 1 1 1
Examples J0001 F0001 M0001

90 FACT User Guide
Case III
Assume that you are in the computer retail business. Add new categories for Sale Invoice
as i) Software ii) Hardware & iii) Consumables and under each of the above create new
numbering schemes as shown in the sample table on the next age :
Category Software Hardware Consumables
Document Sale Invoice Sale Invoice Sale Invoice

User Default Default Default
Category Software Hardware Consumables
Prefix VS/S/ VS/H/ VS/C/
Suffix /1995 /1995 /1995
Body Length 4 4 4
Start Date 01/04/95 01/04/95 01/04/95
End Date 31/03/96 31/03/96 31/03/96
Start Number 1 1 1
End Number 9999 9999 9999
Examples VS/S/0001/1995 VS/H/0001/1995 VS/C/0001/1995
Now when you select the invoice entry Append mode, FACT will prompt you for the category
under which the invoice in classified. It will then generate the new number on its own.
Case IV
You have three salespersons, and have allotted them separate serial numbers. Whenever,
they enter a sale invoice, the number should be picked up from their respective serial
number. It is assumed that these persons are already in the FACT userlist.
User Salesperson A Salesperson B Salesperson C
Document Sale Invoice Sale Invoice Sale Invoice

User Salesperson A Salesperson B Salesperson C
Category Default Default Default
Prefix VS/FD/ VS/FD/ VS/FD/
Suffix /1995 /1995 /1995
Body Length 4 4 4
Start Date 01/04/95 01/04/95 01/04/95
End Date 31/03/96 31/03/96 31/03/96
Start Number 1 2001 4001
End Number 2000 4000 6000
Examples VS/FD/0001/1995 VS/FD/2001/1995 VS/FD/4001/1995

FACT can detect the user currently making the invoice, and hence will automatically allot
the correct number. This process will be transparent to the user. Only if more than one
schemes are applicable to the user, will the category popup in the previous example appear
at the time of entry.
Account / Printer
Printer / Selection
This option allows you to select the printer you wish to use for generating FACT outputs.
You may define a maximum of five printers and select any one of them while working on
FACT. Press [Enter] to select the option.
The LOC1 through LOC5 selections offered under Account / Printers / Printer Selection
option do not actually point to the different parallel printer ports a computer may have
installed. FACT always prints to the LPT1 port and selecting either LOC1 or LOC2 (or for
that matter LOC3, LOC4 & LOC5) does not make any difference to this behaviour.
These selections are for storing different Printer Drivers which you may need for various
printing requirements. For example, you may require a Epson FX-1050 Dot Matrix printer
for generating quick reports in draft formats, and HP LaserJet 4ML Laser printer for printing
business letters to your Customers. Similarly, you may need to use other printers for other
specific requirements. In order to quickly switch between different Printer Drivers, you may
select the five most used ones and save them as LOC1, LOC2, LOC3, LOC4 and LOC5.
Whenever a particular Printer is required to be used, the corresponding Driver should be

selected from among the five saved Drivers. FACT will prompt you if the selected Driver is
to be saved as the default. If you answer No, FACT will save the selected Driver as the
default only for the current session. You will also notice that a tag mark is always shown
against the currently selected printer. Once you exit and restart FACT, the default selection
would go back to the printer selected initially.
After switching Printers Drivers in FACT, make sure that you have the correct printer
connected to the LPT1 port of your Computer.
Please refer to the relevant pages of the FACT User's Guide for help on defining & creating
Drivers on your own.
Use the arrow keys to go to the required printer and press [Enter].
If you wish to take the output onto a disk file, select Disk and press [Enter]. It will prompt
you for a file name. Enter a file name. You may define the full path. The file is created within
the C:\FACT directory if no path is specified. This is specially useful if you are using FACT/
LAN and have a number of local printers connected to different nodes. Define each local
printer thru Account/Printer/Setup. When you run FACT, just select the printer attached to
the node you are working from.
Printer / Setup
You may be using a printer whose escape sequences might be different from the default
escape sequences used by FACT. All you need to do is define the escape sequences for
your printer (if already not there) thru Accounts/ Printer/Driver Maintenance and then install
the printer thru this module.
It will show you a list of the printers defined. Take the cursor to the desired printer # and
press [Enter]. It will prompt you to define a Driver for that printer. Use [F1] to select Printe
92 FACT User Guide
Drivers available with FACT or define your own Driver. Please see the Driver Maintenance
for further details on defining Printer Drivers.
If you are using FACT/LAN, a list of five network printers will also be available. Press [Enter]
to select the network printer followed by the Driver and the Queue.
Press <Esc> to save and exit.
Printer / Driver Maintenance

This option is used to define various types of Printer Drivers. Drivers are the escape
sequences which the printer understands in order to print the outputs in a desired way.
Use [F1] to select the printer driver supplied with FACT.
Use <Insert> to add a new Driver.
It will prompt you for the escape sequences. Please take help of the printer manual to see
the correct escape sequences. It is advisable to avoid this option unless you have a
thorough knowledge of printer escape sequences explained in the printer reference manual.
Press <Esc> to save and exit.
Use Modify and Delete options to modify and delete existing escape sequences.
Account / System
System / Configuration
Various settings for your package can be set from here, viz. display type, flush status, date
format and currency. The available options are :
Type of Display
Select Color if you are using a color display.
Select Monochrome if you have a monochrome CGA/EGA/VGA system.
Activate Flush
Yes ; No – You may set this option to force FACT to write all entries–new/modifications/
deletions to the hard disk immediately. This makes the entries slightly slower since FACT
has to physically write the data to the hard disk each time, but is strongly recommended
for installations in powercut prone areas. Choose Yes to force writing of data to the hard
disk with each entry. This stays in default till changed.
Date Format
DD/MM/YY; DD/MM/YYYY; MM/DD/YY or MM/DD/YYYY – Choose the format of dates
followed in your country. (DD - Day, MM - Month, YY - Year).
Date/Time in Report
Choose Yes to print the Date and Time in all the reports taken onto printer. This will
help you in knowing when a particular report was actually generated.
Network Type
You may use this option to change the Network Type for your FACT installation. But
remember that this depends on whether the FACT software licensed to you is a Single
User version or a Multi User version.
The different types of Network supported by FACT are :
None (Single User) NT Server 3.51

Netware 2.0a NT Server 4.00
Netware 2.1 and above Other Windows Network
Netware 2.2 and above
Language
Select the language you want to use in the software.
Number Format
Define the format in which you wish to print the currencies. Place the commas and the
decimal point according to your requirement. This format will be used on receipt / payment
vouchers and on reports.
System / Custom Options

This module allows you to specify the program names to be used from the Custom option
menu. After you enter the Program Name and title thru this option, another module Custom
is created on the Menu Pad beside Housekeep. You may define any number of programs
names here, to be run later from the Custom menu.
Program
Enter the name of the Custom Program.
Menu Title
Enter the Menu title – this will appear under the Custom module created on the Menu Pad.
Leave the name and title blank to remove the program from the Custom menu
Pressing <Esc> for the following options :
Save
To Save changes and exit to the main menu.
Remove All
To remove all existing program names and titles. Remember to use Save before quitting.
Continue
To revert back to the Custom option screen – if you had pressed <Esc> by mistake.
Quit
To exit to the main menu without saving the changes.
94 FACT User Guide
System / Security Rights Grouping

This module allows you to customize the Main Menu to show only those Menu items which
you wish to use. The overall effect is a more concise and user tailored screen.
For example, if you have not installed AR/AP for any of the accounts, you may set the Menu
to display only those items which pertain to the Ledger modules. Or, say, if you do not use
Cost Centers, you may choose to remove the Cost Center options from the Masters and
Entry screens.
As this option allows you to create and save customized FACT Menus, you could have a
different Menu for each person using FACT in the organisation. Having different Menus for
different Users allows you to control User Rights - giving a User Rights to only those options
which he would actually be using. For example, if you do not want your FACT operator to
view the Ledger reports, these options may be suppressed from display, while another
User, who has Rights to these reports, can view them after logging into FACT.
User Group Rights

Append; Modify; Delete – select the desired option and press [Enter].
Name
Enter an 8 character Name for the Customized Menu. Use [F1] to see the existing Menus.
Load From
If you are defining a new Menu, DEFAULT is displayed here which will base your new menu
on the default FACT Menu. You may even enter an existing customized menu name and
use it as a template for the new menu. While Modifying a Menu you may even enter another
existing Menu name here and use it as a template for the former.
Confirm
Enter Y to confirm deletion. The cursor skips this option if Append/Modify is selected.
Account Masters Entry Ledger Ar / Ap Inventory Housekeep Custom

Vouchers - Receipt / Payment
Journals
Proforma Invoice / Quotation
Sales
Purchases
D/O : Orders
InventoryGrant
IssuesRights for D/O
Finished Goods Invoice
[ ]Stock
Transfer of Append Service Invoice
Adjustment[ ]ofModify
Documents Return
Closing / Production
[ ] DeleteRates
Entry of ST Form
[ ] Credit Lmt
Currency Rates
[ ] View Price
Press [Enter] for options
Mark « Ok » <Cancel>
< All > < Ledger > < AR > < AP > <Inventory> < Others >
Unmark
< All > < Ledger > < AR > < AP > <Inventory> < Others >
« Save » < Cancel >
In Append / Modify modes, a screen similar to the main menu (refer image above) is
displayed. Each item may be marked / unmarked for display. A u sign appears against
a menu option marked for display. You may use the [Enter] key as a toggle switch to mark
/ unmark any option.
Instead of marking each option, you may press [Esc] to go to the options menu - press the
Mark or Unmark All buttons to mark / unmark all menu items respectively for display. The
Mark / Unmark Ledger, AR, AP, Inventory buttons work in a similar manner. The Others
button handles menu items which do not fall under any of the above categories.
After you are done, press <Save> to save the menu.
While most of the Menu items displayed may be marked / unmarked for display in a
customized menu by just pressing [Enter], there are others which allow a more detailed User
Rights / Menu setup. For example, you may allow entry of Sales D/Os, while restricting their
Modification and Deletion. Once setup, this mechanism will not allow your FACT operator
(or whichever User you tag this customized menu to) to Modify and Delete Sales D/O
documents. The User will only have Rights to Append the documents. You can also restrict
the User from viewing the Customer Credit Limit and the Product Rate and Amount.
Similarly, some of the Reports like Cash / Bank Books and Trial Balance allow you to zoom
down to the Voucher / Journal levels. If you do not want your FACT operator to view these
details, design a customized menu which will disable this feature for the tagged User.
Menus defined here may be tagged to the Users defined thru Account / Preferences / User
Maintenance option. Thereafter, each time a user logs in, the tagged customized menu will
be on display. Please note that the DEFAULT menu is tagged to the user MANAGER; For
security reasons, the system does not allow any other menu to be tagged to this user.
Refer the tables on the facing page for a listing all Menu items which allow detailed setup
of User Rights -
96 FACT User Guide
R e p o rt Z oo m S c h e d u le s C u s to m e r Ven dor
O p t io n N a m e
R ig h t R ig h t R ig h t R ig h t R ig h t
L e d g e r / C a s h B a n k R e p o rt s /
√ √
B o o k s / R e c o n c i l ia t i o n
L e d g e r / T r ia l B a l a n c e / N o r m a l , Y e a r t o
√ √
D a te
L e d g e r / P ro f it & L o s s A c c o u n t /
C o m p l e te , S c h e d u l e s , D a t e t o D a te √ √ √
( C o m p l e t e ) , D a t e to D a t e ( S c h e d u l e s )
L e d g e r / B a la n c e S h e e t / C o m p l e t e ,
S c h e d u le s , D a t e t o D a t e ( C o m p l e t e ) , √ √ √
D a t e to D a t e ( S c h e d u l e s )
L e d g e r / C a s h F l o w S ta t e m e n t /
C o m p l e te , S c h e d u l e s , D a t e t o D a te √ √
( C o m p l e t e ) , D a t e to D a t e ( S c h e d u l e s )
I n v e n t o ry / L is t in g o f M a s t e r s / S p e c ia l
√ √
R a t e L i s ti n g
Append M o d if y D e le t e C r e d i t L i m it V ie w P r ic e
O p t io n N a m e
R ig h t R ig h t R ig h t R ig h t R ig h t
A c c o u n t / P r e f e re n c e s / D o c u m e n t
√ √ √
P r in tin g
M a s te rs / C h a rt o f A c c o u n ts /
√ √ √
G e n e ra l L e d g e r
M a s t e r s / S a le s m e n / A g e n t s √ √ √
M a s te rs / V e n d o rs /C u s to m e rs √ √ √
M a s t e r s / I te m s /P r o d u c t s / P r o d u c t s ,
√ √ √
S p e c ia l R a te s
M a s t e r s / D o c u m e n t C l a s s , F il t e r s √ √ √
M a s t e r s / C o s t C e n t e rs √ √ √
M a s te r s / O p e n in g B a la n c e s / S u b
L e d g e r - J o u r n a l s , C u s to m e r s , √ √ √
V e n d o r s , U n r e c o n c ile d V o u c h e r s
M a s te r s / Te m p la te s √ √ √
M a s t e r s / U s e r D e f in e d F i e ld s √ √ √
E n t ry / V o u c h e r s - R e c e ip t / P a y m e n t
/ O n e D b / C r , M a n y D b / C r, √ √ √
C u s t o m e r s , V e n d o rs
E n t ry / J o u r n a ls √ √ √
E n t r y / P r o f o r m a I n v o ic e / Q u o t a t i o n √ √ √ √
E n t ry / S a le s / O r d e rs , I n v o ic e ,
√ √ √ √
S e r v ic e In v o ic e , R e tu r n
E n t ry / S a le s / D O √ √ √ √ √
E n t r y / P u r c h a s e s / O r d e r s , In v o i c e ,
√ √ √ √
S e r v ic e In v o ic e , R e tu r n
E n t ry / P u r c h a s e s / D O √ √ √ √ √
E n t ry / I n v e n o r y I s s u e s / M e m o s ,
√ √ √
Is s u e s , R e tu rn s
E n t r y / F i n is h e d G o o d s / R e c e iv e d ,
√ √ √
R e tu rn e d
E n t ry / T ra n s f e r o f S t o c k √ √ √
E n t r y / A d j u s tm e n t o f D o c u m e n t s √ √ √
E n t ry / C u rr e n c y R a t e s √ √ √
Account / Special
Special / Label Writer
The Label Writer under the Special option allows you to create a and print labels for
Customers, Vendors and Products. It serves no financial accounting need, but is a tool to
help you in your general office work. Read the following examples for a better understanding
of the Label Writer.
Example I
You want to send a circular to your customers informing them of the change in your address,
telephone numbers etc. In such a case the label writer is invaluable. Since all the contact
information is already in the FACT customer database, it would not make sense to create
a separate database for this purpose.
Example II
To organise your inventory storage, labels with product code and description would be
needed. FACT will accurately reproduce this information from its product database.
The label writer is a powerful tool, and reading the entire documentation for maximum
benefit is highly recommended.
General Concept & New Terminology

Labels can be envisaged as rectangular blocks(of equal size) arranged in a grid from on
a sheet of paper. Each of the blocks can contain printed information confined by the height
and width of the label(block). For convenience of cutting or peeling(in case of self adhesive
labels), there is some space between labels in the same column (up and down). The number
of labels in a row are defined by the term number across. The gap between the left edge
of the paper and the start of the first label(block) in the row is the margin. The figure below
illustrates all these attributes.
Label
Margin Width
Lines Between
Height
Space Between
4 Labels Across
A Typical Label Layout

98 FACT User Guide
Label Writer Concepts

The FACT label writer treats the combination of the layout and the data as label. It allows
you to create, save, edit, print and remove labels. In addition to saving labels, you can save
the label layout separately. While creating or editing another label, you can pick up the
layouts that you have saved. Layouts and the labels are not permanently bound (i.e. Label
Writer does not remember which layout was used to create a label). When you edit a layout
the changes will not be reflected in all the labels that are created using it.
The data on any label can be any of the following:
• From a FACT database, like Customer, Vendor or Product. However, it

is not possible to mix information from all three into one label.
• Simple Text. Fields from the FACT database and text can be intermixed
on the label. This allows you to give headings etc. to make the label
printout more readable.
Printing styles (attributes) can be specified for each line of the label.
A style comprises of:
Attribute
• Bold
• Double Width
• NLQ(near letter quality)
• Condensed
Alignment
• Centre
• Right
• Left
• None(as is entered on the label line)
The label creation process can be visualised as a two step process -

Step 1 Create the layout by specifying the margin, width, height etc.
Step 2 Place the data to print on each label line.
In practice, the above steps are interchangeable, and mutually not destructive (changing
either does not destroy the other).
The Label Writer also allows you to suppress blank lines while printing. This feature
ensures that lines of addresses of unequal height print one after the other. In addition, a
preview feature displays the labels on the screen.
The sort option controls the order in which the data is printed on the labels. There are only
two sorting options:
• Code sorts on Customer, Vendor or Product code depending upon the data
base attached to the label.
• Name Sorts on Customer, Vendor or Product name/description depending

upon the database attached to the label.
You can use the database option to switch databases for the labels. Whenever databases
are switched, all the database fields not found in the new database are automatically
removed.
The 'criteria' is a set of limiting conditions used in a query or filter to show a specific set of
records. The set criteria feature allows you to set a filter on the database, and thereby
print only certain selected records from the database. You can use this to, say, print mailing
labels for all customers in Hong Kong.
Now with the concepts properly explained, it is time to get into the details of the Label
Writer.
Using the Label Writer

This is accessed from the Account / Special / Label Writer option of the FACT main menu.
Upon selecting this option, the Label Writer menu will be displayed.
File
New
Create a new label. A dialog box will prompt you for the database. Indicate your choice
from Customer, Vendor or Product and select OK. The new label will have the title
UNTITLED.LAB. The name of the label will only appear after you have saved it.
Open
Open an existing label. A dialog box will prompt you for the label name. Indicate the
label you want to open, and select OPEN.
Close
Close the currently opened label.
Save
Save the currently opened label. This will not be available for UNTITLED.LAB
Save As
Save the currently opened label under a new name. A dialog box will prompt your for
the new name. Indicate your choice and select SAVE.
Remove
Remove a label definition. A dialog box will prompt you for the label to be removed.
Indicate your choice and select DELETE.
Preview
View the labels with actual values on the screen. In the view mode, you can select
Print, to send the output to the printer.
Print
Print the labels. The print dialog box will prompt you for :
Type of Paper
( ) Continuous Sheet ( ) Cut Sheet
Select the type of labels you have
100 FACT User Guide
Suppress Empty Line

Check the box, if empty lines should be suppressed in the print out. Only lines with
data, currently having no value, will be suppressed. Lines intentionally left blank,
will not be suppressed.
Print
Start the Print process.
Cancel
Close the dialog box and return to the Label Writer.
Layout
Select a new layout. A dialog box will prompt you for the layout to be loaded. Indicate
your choice and click on SELECT. The new layout will take effect. No data will be lost.
Save Layout
Save the layout as being currently used. A dialog box will prompt you for the layout
name. Indicate your choice and select SAVE.
Delete Layout
Delete a layout from those already saved. Indicate your choice in the dialog box and
select DELETE
Backup
This is only available when no label is open. Use this to backup all the labels, layouts
created thus far. Please refer to the Backup option in Setup/ Housekeep manual for
more details on using Backup.
Restore
This is only available when no label is open. Use this to restore a label backup. Please
refer to the Restore option in Setup/ Housekeep manual for more details on using
Restore.
Quit
Close the Label Writer and return to the FACT menu.
Edit
Select Field
Place a field from the database at the current cursor position. A popup list appears,
and you can simply press [Enter] at the field that you wish to place in the label. <Esc>
will close the list, without placing a field. Remember that fields once placed cannot
be moved. You will have to delete and then replace it at the new position. You will also
notice that the entire description of the field may not be visible in the label line. The
description is truncated to show the actual width of the data. To differentiate between
text and database field, Label Writer prefixes all field names with an apostrophe (e.g.
"Customer Name") before displaying it on the screen. Of course, if you enter a text
starting with an apostrophe as well, then there would be no visible difference.
Remove Field
Remove the data field at the current cursor position. If a data field is present at the
current cursor position, it will be removed from the label line.
Change Layout
The margin, width, number across, space between, lines between and height can be
changed using this option. By pressing TAB or [SHIFT]+TAB you can access these
values and change them. Using a mouse, you can select any layout parameter and
change it instantaneously.
Style
Define the attributes and alignment for the current line. A dialog box will prompt you
for the printing style of the line. Indicate your choices and select OK.
Database
Customer
Activate the customer database.
Vendor
Activate the vendor database.
Product
Activate the product database.
Set Criteria
Set a filter on the database. This will define the scope (condition) for the records that
are to be included in the preview or print options. This criteria is not saved with the label
and needs to be defined for all subsequent prints. Refer to the chapter on Setting
Criteria in the Implementation Notes manual.
Cear Criteria
Clear the criteria that has been set.
Sort
Name
The database will be sorted by name / description.
A diamond "u" will mark the currently active database.
Code
The database will be sorted by code.
A diamond "u" will mark the currently active database.
Special / Document Designer

Most of the organisations like to get their Orders, DOs and Invoices printed in the format
which suit their requirement either on the preprinted stationary or simply on their letter head.
In case you are satisfied with the default format of these documents (as generated by
FACT) you may skip this Chapter. FACT provides the facility to design the following
document and then print it either on-line (while the document is being entered) or off-line.
These can be loosely categorised into the following :
102 FACT User Guide
Category A
Proforma Invoice Sale & Purchase Return Journal
Sale Order Cash/Bank Vouchers Issues
Purchase Order Receipt/ Payments - Debtors Issue Return
Sale D/O Receipts/Payments - Creditors Finished Goods Received
Purchase D/O Credit Note / Debit Note Finished Goods Returned
Sale Invoice Party Journal Stock Transfer
Purchase Invoice
Category B
Statement of Account
This module allows you to design multiple formats for the above documents. The format
of the documents designed here affects only the printing and NOT the data entry. You can
change the format or go back to the FACT supplied format whenever you want.
Concept
The concept behind the document designer is very simple. You need to tell FACT the data
you want to print, where and how (attributes - Bold, Condensed etc.). All this can be done
interactively. The only difficult task in this exercise is to find the exact position (in rows and
columns) on which you want any particular data to appear; this too is made simple as FACT
comes with two transparent paper templates (one each for printing in Condensed and
Normal) which helps you in specifying the required position.
FACT considers the Category A documents to be divided into the following segments :
Body 1
This is printed once on the top of every page of the document. This segment normally
contains information regarding the customer or vendor, the company etc. For discussion
sake, we will refer to Body 1 as the Header.
Items
This segment forms the body of every document. It comes after Header. Normally this is
repetitive. For example in case of an Invoice it may contain the product name, quantity, rate,
amount etc.
Body 2
This segment generally contains a sub-total. However, this is entirely dependent on your
requirement. There is no fixed rule that the Items must be followed by Body 2 etc. We have
intentionally ignored Body 2 in our sample invoice on the next page.
Terms
This segment is the place in which the invoice terms such as GST/VAT/ST, Customs Duty
etc. can be printed.
Body 3
This segment is similar to Header except that it is printed in the end of the document. As
It comes at the end of the document. We refer to this as the Footer.
A sample invoice is shown in the following page:

SALE INVOICE # EE/NP/128128929 DATE : 15/06/96
CUSTOMER CODE : 9999 P/O :
M/s Elite Enterprises Dated :
HEADER
10 Anson Road D/O # : 9999
International Plaza Dated : 15/06/96 Body 1
Singapore 1234
Phone 1234567 Fax 7654321 Due date : 15/06/96
GST Registration No : GST-1245678 Consignment Note # :

Dated :
Order Acceptance #
Excise Gate Pass # :
Dated : Dated :
Code Description Qty Rate Diff Amount
TP-1 TOOTHPASTE COLGATE 200g 200.000 Pcs 25.00 5000.00

43700.00
ITEMS
Discount 2.00% -874.00
TERMS
Total S$.42826.00p
ingapore Dollars Forty Two Thousand Eight Hundred Twenty Six Only
Remarks : Export Sale Only

FOOTER
For General Trading Corporation

Body 2
Authorised Signatory
104 FACT User Guide
Similarly, Category B documents are considered to be divided into the following segments:
Header
Similar to Category A.
Ageing
You can place ageing information in this segment. FACT allows you to position up to 6
columns of ageing periods.
Doc. Detail
It comes after Header. You can place the information such as Document number, date,
amount etc. The functioning of this segment is similar to that of Items discussed under
Category A.
Footer
Similar to Category A
A Sample Statement of Account is shown on the next page :
You need to place and position the relevant data fields (which you will have to pickup from
the popup list) and text in the appropriate segments. The fields popup list shows only those
fields that can be placed in the current segment. After placing the field / text, you can move
it anywhere on the document but within the segment in which it was originally placed.
The Document Designer Window

The document designer screen has a menu on the top line and design window below that.
The Window title gives the name of the document being designed and the window footer
gives the document type. The line below the title shows the current Row and Column
position of the cursor. Besides that is the current mode of operation ( Move or Edit). On the
same line on the right is the name and number of lines in the current segment (e.g. Header
(8 Lines)).
The work area is between the title and the footer. The left column of the work area shows
the segment names.
How to Design a document

Let us step through the design for a typical invoice. Once you are familiar with the procedure
for one document, designing the rest should not pose any problem.
Step 1
Take a sample invoice on a sheet of paper (or pre-printed stationery).
Step 2
Place the transparent template on the sample invoice so that the top left corner of the invoice
falls just below the point marked "L" on the template. This ensures that the column and row
numbering match between the template and the sample invoice. Now you can easily
determine the following :
Number of rows in the page

Number of rows in Header
Number of rows in Items

Number of rows in Terms
Number of rows in Footer
The following is a sample Statement of Account :

M/s Elite Enterprises
STATEMENT OF ACCOUNT CUSTOMER COPY 08/07/96
Customer Code : 0001
HEADER
Chua Brothers of Singapore Pte Ltd
Date Document# Particulars Debit Credit Balance Currency
OPENING To Balance 1132.00 US$
31-Mar-1996 TOTALS By Balance 1132.00 US$
ITEMS
Ageing Details OD30 days 31D60 days 61D90 days Over 90 days Total
Rs 0.00 0.00 0.00 1132.00 1132.00
AGEING
I/We confirm the transactions shown above

FOOTER
My/ our Income Tax PA is :

For General Trading Corporation
_________________________________
106 FACT User Guide
This is the Page Layout for your invoice. For details of Page Layout refer to Options - Edit/
Page Layout in this chapter.
Step 3
Now you need to make a list of all the fields in the header. Typically some of these fields
will be simple text (e.g. your phone number, company name etc. ) and others will be data
that will change on each invoice (e.g. customer name, invoice number, date etc.)
Find the position of all these fields using the template in ROW and COLUMN and write it
on the field list. For details on placing and moving fields refer to Edit - Select Fields/ Text
in this chapter.
Step 4
The next segment is Items which in FACT terminology is a repetitive segment. In all such
segment there is a difference in the number of rows you enter in the page layout and those
shown on screen. The screen can have only one row (line) and the page layout may have
18 rows. This implies 18 lines of data will be printed in this segment. It the screen shows
3 rows it means you can place three lines of fields which will repeat in 18 lines in group of
three rows. Typically you would need to keep only one row in item segment visible on
screen.
As in Step 3, make a list of all the fields to be printed in this segment along with the row,
column positions.
Step 5
In Terms segment you have two options :
• discrete terms
• repetitive terms
If you choose to place the terms in discrete order then you need to make a list of all the terms
with their respective row & column positions. For repetitive placement refer to Step 4.
In the case of discreet terms you would need to know the serial number of all the terms you
have defined because the field list available will have entries like :
Term Amount 01
Term Amount 02
.....
Term Description 01
Term Description 02
Term Description 03
....
Term Percentage 01
Term Percentage 02
....
Say you have defined Sales Tax as the second term in Invoice Terms and your invoice has
Sales Tax amount at a particular position then determine its position ( row & column) and
mark it off against your list under "Term Amount 02 ".
Step 6
The last step is to get the fields in the footer and make a list as in Step 1.
After you have gone through the above steps, you can open a new file for designing your
invoice and easily specify the page layout, and then proceed to place the fields in each
segment. Designing an invoice by itself, is not enough to have FACT print the invoice in the
new format. To tell FACT to use this design for all the further printing of this document refer
to Account/Preferences/Document Printing.
OPTION
File / New
Select this option if you want to design a new document. If a design window is open then
the document type of the new document is the same as the current one otherwise it is Sale
- order.
In case you have made changes in the current document being designed then you would
get an option to save it.
File / Open...
Select this option to open an existing design. A dialog box displays a list of names of all the
designs you have created so far. You can specify the document types which should be
displayed in the list. Select Open from this dialog box to open this design. In case you have
any design already open then you have the option to save or discard the changes before
you open another design.
File / Close
Close the currently open design. In case you have made any changes to the design you will
be prompted to save the changes before closing it.
File / Save as...

This option allows you to save the currently open design by another name
File / Remove
Use this option to remove any existing design. If you ever need it you will have to recreate
it since using this option physically removes it from your computer's hard disk.
File / Print
Select this option to print a document in the format currently being designed by you. You
will need to use this option to perfect the positioning of fields.
File /Restore Defaults

This option lets you restore any design which you previously backed up using File/Backup
option. For details on how to use this option refer to Chapter Housekeep/Restore in the
User's Guide.
Edit / Select Field

This option is used to place a field from FACT. Take the cursor on the position where you
want to place the field and select this option. You will get a list of all the fields which you
108 FACT User Guide
can place at the current cursor position. Take the highlight bar to the required position and
press [Enter]. Instead of using the menu you can press <[F1]> and get the field list.
Edit / Text
Select this option to place simple text on the document. Take your cursor at the required
position and select this option. This takes you to the Edit mode in which you can type text.
Press [Enter] when you are done with typing. Instead of selecting this menu option if you
type any character anywhere in the work area the effect is same as selecting the option from
menu.
Marking and Moving Fields/Text

If you want to move a field or group of fields in the document then you need to mark
it first. Take the cursor to the field which you want to mark and press <SPACEBAR>.
This field will be shown in inverse. To mark more fields use <TAB> or <[SHIFT]+TAB>
to go to the next/previous field and then press <SPACEBAR>. After all the fields are
marked you can move it around using the arrow keys.
Edit / Special / Draw Line

If you want to draw horizontal lines on the document then select this option. You are taken
to draw mode in which a line is drawn as you keep moving the cursor. Press [Enter] when
you are done with the drawing. In this mode you are restricted to using the cursor
horizontally.
Edit / Cut
You can select this option to cut any marked (select) field or group of fields to clipboard.
The fields cut to clipboard can be Pasted later on. Fields cut to clipboard are removed from
the current position.
Edit / Copy
Similar to Cut except that the fields are copied to clipboard and are not removed from the
current position.
Edit / Paste
Paste the fields in the clipboard at the current cursor position.
Edit / Clear
Remove the currently marked field(s) from the design. They are NOT placed in clipboard.
Edit / Add Line above

Add a blank line in the current segment before the current row.
Edit / Add Line below

Add a blank line the current segment after the current row.
Edit / Remove Line

Remove the current line. All the fields on the line are also removed.
Edit / Style
Specify the style (attributes) of the field/text on the current cursor position. You can instead
press [Enter] on a field to invoke this option.
A dialog box displays the following options :
Printer Attributes
Check the attributes (e.g. Condensed, Double Width, etc.) in which you want the field
to be printed.
Alignment
Select the alignment of the field on current row. You can choose it to be Left / Right/
Center aligned. If you want it to be printed where you placed it then select None.
Format
Select Left / Right/ Middle and press [Enter].
In case of left or right you will have to specify number of characters to be printed.
Otherwise you need to specify the starting position and number of characters to be
printed.
Example
If the Customer Name is 50 characters wide and you want to print first 10 characters
of the name then you would select Left, 10.
In case you want to print last 20 characters to be printed, select Right, 20. If you want
to print 20 characters starting from 15th character then select Middle, 15,20.
Height/Width
Enter number of rows and columns in which this field is to be printed. Say you want
to print the field in 5 rows of 10 columns each then enter 5 against rows and 10 in
columns
Wrap between lines

Specify whether you want the output to be wrapped or truncated at word boundary.
Suppress if Invoice is
Select the cases in which printing of the field should be suppressed. This is available
only if you are designing an Invoice.
Edit / Page Layout

Selecting this option lets you specify the layout of a page of this document
Page Length (rows)

Enter number of lines in page.
Top Margin (rows)

Enter number of lines you want FACT to leave on top of every page.
Bottom Margin (rows)

Enter number of lines to be left in the bottom of every page.
Left Margin column

Enter number of columns on the left of the page after which the printing should start.
110 FACT User Guide
Right Margin column

Enter number of columns on the right of the page till which FACT should print.
Segments
Header Lines
Number of lines in the header segment.
Items/Details Lines
Number of lines in the Items/Details segment.
Terms/Ageing Lines
Number of lines in the Terms/Details segment.
Footer
Number of lines in the footer segment.
For printing documents with long calculations FACT provides a Footer Control.
The field shows Continued on Next Page............Running Total. On selecting this
the system will automatically print Continued on Next page at the end of the
current page.
Print Running Total Check this to print the running total of the calculation. The
'Running Total' of the calculation in the present page is carried forward to the next
page. This way you can utilize the rest of the page for the Item Segment. This
helps you co-relate the last figure of the previous page to the first one in the next
page more easily.
Line above running total Check this to print the line above the running total.
Terms (applicable to Orders / DOs / Invoices only)

Select Repeating / Discrete
Ageing (applicable to Statement of A/c)

Select Print Legend /Skip Legend depending on whether you want the header for
the ageing in Statement of Account to be printed or not.
Edit / Preferences
Text for Which Copy
Similar to Composite address the field list has another special field called Which
Copy. If you place this field in your document then it is replaced by a text in every
copy of the document. This text is taken from here. The value of Copy 1 is printed
in the first copy, 2 in second copy and so on.
Page Eject Before printing

Check if you want FACT to eject a blank page before every document.
Page Eject After printing

Check if you want a blank page to be ejected after every page.
Use Printer Page Length Settings

Check if you want the printer page setting to over-ride the page length setting
defined by you on your document.
Composite Address Type

Select 1/2/3 . Example of every type of composite is shown on the right side of this
group of radio buttons. In the field list you get a special field called composite
address. This field allows you to place a composite address instead of individual
address lines. Selecting Composite address gives you the facility to suppress any
blank line in address. When you select the composite address to be printed,
the format of the composite address is picked up from here.
Designing Documents with User Defined Fields

FACT allows you define fields for different entry screens through the Masters/ User
Defined Fields option. These fields are accepted during respective entries. You can place
these fields in a document through Special / Select fields option under the Document
Designer.
Let us consider an example to explain the placing of the fields. Suppose you wish to print
the invoice / bill according to the excise regulations or any other factory production rules,
then you should define the fields and enter the related data during entries as follows -
Fields Entry to be made in which data file (dbf)
Tariff heading number Product Master

Exemption notification no. Product Master
Tariff heading number Bill(after remarks)
Exemption notification no. Bill(after remarks)
Date of removal of goods Bill(after remarks)
Time of removal of goods Bill(after remarks)
Serial number of debit entry Bill(after remarks)
Mode of transport Bill(after remarks)
Motor vehicle no. Bill(after remarks)
Number of packages Bill(item level)
Description of packages Bill(item level)
Weight of packages Bill(item level)
You can place all the above fields in the document design of Sale Bill. The fields denoted
by ‘(after remarks)’ can be placed in either the header or the footer (or any of the body
segment). But item level fields can be placed only at the item level. The fields in the Product
Master are also available for printing at the bill level for though these are item-specific
information, some formats print this at the bill level. The Designer also allows you to place
billing terms at the item level. The TermAmt01 to TermAmt15 terms already exist in the
system. You can simply place these at the item level. The amount applicable to each item
is automatically calculated and printed beside that particular item.
The totals (or other calculated fields) can be defined for terms at the item level by using
Define Fields under the Special menu of the Document Designer. Therefore, if you wish
to print the total of all other terms of freight, etc., you can define them as a new field with
formula as, TermAmt01 + TermAmt02 etc. In the said formula, the TermAmt01 and
TermAmt02 are the first and second billing terms.
All numeric User Defined Fields created for the Sale Invoice Product and Global level
document types will be available here for inclusion in any formulae.
112 FACT User Guide
You can also print the totals of the term columns assigned at the product level. In the Edit
/ Preferences of the Designer, change terms to ‘Discrete’ and then in the Terms segment,
place the term amounts below the respective columns of the item segment. Additionally,
the bill total, too, can be printed in the discrete terms segment.
User Defined Fields created for Customers or Vendors are available in the Document
Designer for their respective document types. Just press [F1] to select the fields.
Additional features:
1. Sign Sale Order, Challans, Invoices with Converted Quantity.

While entering Quantity in the Sale/ Purchase Bill(s) and Sale/ Purchase Order(s), FACT
prompts for the ‘Converted Quantity’ if the product has different purchase and stocking
units. You can print this Converted Quantity in the documents related to the above. Please
see the User Guide for more information.
FACT allows you to select the ‘Converted Quantity’ as a field in the following document
designs -
Sale Order
Sale D/O
Sale Invoice
Sale Return
Purchase Order
Purchase D/O
Purchase Invoice
Purchase Return
For any of the designs mentioned above, you can select the ‘Converted Quantity’ field
selection box made available on pressing <[F1]>.
2. Print Party Bill No. in Vendor Payment Voucher

You can enter the Party Bill No. through the Purchase Invoice entry screen. You can select
the Party Bill No. of your Vendor Payment Vouchers in the ‘Receipt /Payment Creditor’
designs.
3. Formula using Product Basic Amount & Product Term Amount

FACT allows you to select the Product Term Amount also in the Term segment. You can
define a formula using ‘Product Basic Amount’ + ‘Term Amount’ in the Sale Invoice
document design to print the sum total of the two in the ‘Term’ segment. In case the Term
is ‘Discrete’ in the Page Layout window, the field will be available in the ‘Terms’ segment
under of Sale Invoice design. For ‘Repeating’ terms you will get a new field in the field
selection box, known as the ‘Cumulative Product and Terms Total’. You can place the same
directly in the segment to print the sum total of the Product Basic amount and the Product
Term Amount, thus saving the time required to define a formula.
4. Total Tax for ‘Discrete’ Billing Terms

FACT has a default field in the Sales Invoice that displays the Total for Tax depending on
the various Tax amounts. You could use this field for printing the Sales and Purchase
Invoice (Bill) if the billing terms were set as ‘Repeating’ in the Page Layout window. The
‘Total for Tax’ is available when the ‘billing terms’ are set as ‘Discrete’ as well as
‘Repeating’ in the Sales and Purchase Invoice (Bills) design.
5. Product Total Amount available in Define Fields option of Sales & Purchase Order,
Challan & Bill Design.
The Purchase Invoice(Bill) entry screen in FACT accepts the Product Total Amount. The
Document Designer allows you to define formulae using the 'Product Total Amounts' along
with the billing terms at the product level in the Sales and Purchase Invoice(Bill) design. This
formulae can be selected in the 'item' segment of the Sales & Purchase Invoice(Bill)
design.
114 FACT User Guide
User Guide
Part IV
General Ledgers
FACT 

Money Can Buy
Part IV General Ledgers 115
Introduction to General Ledgers

Setting up the General Ledgers is the most important part of starting a computerized
financial accounting system. You must spare some time and create the General Ledgers
properly to extract the most out of FACT.
GL Accounts
Setting up your General Ledger is first on the priority list. With FACT this is a relatively
simple process. Unlike other accounting software, FACT does not require you to follow a
predetermined coding pattern. You may assign any code to any GL Account.
FACT has a special layout option. The Profit & Loss Account and the Balance Sheet layouts
can be changed as and when required. Moreover, you need not set up your Profit & Loss
Account and Balance Sheet till you require these reports. FACT works till the Trial Balance
stage without this information.
We suggest the following scheme of coding (though you may choose to use whatever
coding you want) :
• always follow Numeric coding

• segregate your accounts broadly
The following pattern is only a suggestion; you may choose your own coding pattern.
• 100 Contra Account

• 101 - 300 Liabilities
• 301 - 500 Assets
• 501 - 700 Income
• 701 - 900 Expenses
• 901 - 999 Cash / Bank Codes
Entering Documents
Whenever you select an option to enter any transaction, you have the following choices :
Append Modify Delete Switch *
select Append to add a new document

select Modify to edit an existing document
select Delete to erase an existing document
select Switch to change from one type of document entry screen to another
You may move from among the choices by using the arrow keys. You may also press A
to enter the Append mode; M for Modify ; D for Delete and S for Switch.
*Switch is available in limited options.
Modify/Delete
All documents entered through this section may be modified/deleted at will, at a later date.
Being ON-LINE, all balances are updated AUTOMATICALLY by FACT when a modifica-
tion/deletion is made.
116 FACT User Guide
Switch
Switching between Vouchers & Journals modules is allowed through this option. Say you’re
entering a Voucher (One Db/Cr) and wish to enter a Receipt Voucher for a Customer - you
need not come out of Voucher Entry Module. Just select SWITCH. The following options
will be displayed :
• Vouchers - Many Db/Cr

• Journals
• Customers
• Vendors
Bring the cursor to Vouchers – One Db/Cr and press <RET> and you are in the Voucher
– Bank/Cash Module. Complete your entry, choose the SWITCH option again and switch
back to Customers.
Auto Document Numbering

Whenever Append is selected, the document number will either have to be entered or will
be automatically generated depending on the selected numbering scheme. In case no
numbering scheme has been defined for the user, the system will go into default mode.
More details are available under Implementation Notes.
Contra Account
A cash to bank, bank to cash or bank to bank entry, generally called a Contra Entry is
entered through a SINGLE voucher through Entry/ Vouchers Receipts/Payments/One Db-
Cr. You need enter only ONE VOUCHER. Ensure that the Contra A/c is specified in
Account/Preferences/System Controls.
No Codes Mode
Use English instead of codes. You may set FACT to the NO CODES mode through
Account/Preferences/System Controls/Code Types. Select YES for No Codes Mode.
Whenever FACT needs the entry of a MASTERS field, e.g., General Ledger, Bank/Cash,
Customer/Vendor, Agent, Cost Center or Product, a Popup Box will appear. Instead of
entering the code, you have a unique search facility on Description.
Date Range
Normally when documents are entered for a week/fortnight/ month at a stretch. There is a
strong likelihood of entries being made incorrectly. A wrong key would result in a December
voucher to be entered for February (the operator entered 12 instead of 02).
FACT provides you with three levels of check on the entry dates.
Active Date Range

You may set a date range outside which entries are not permitted. Go to Accounts/
Preferences/Active Date Range. Enter the date range desired by you. Now documents
will not be allowed to be added/modified/deleted outside this date range.
User Level Check

Go to Accounts/Preference/User Maintenance. Here you may specify the number of
days for which the user may access back dated information. You may also specify whether
the user is allowed to make post dated entries. Obviously access to back dated information
and entry of post dated information will be within the confines of the Active Date
Range described above.
Applicability Date
When defining a document numbering category, you are asked to enter the date range for
which the numbering category is applicable. Entries outside this date range is not allowed
for documents using the category. Over and above this date range, the system will check
whether the entry being made by the user falls within the user level check and then under
the Active Date Range.
In brief, the system checks for the validity of the date in this order :
Applicability Date => User Level Check => Active Date Range
Multiple Currency
FACT allows Multiple Currency for Sales & Purchases entries such as Orders, D/Os,
Invoices, Returns, Service Invoices, Debit & Credit Notes, Receipts, Payments and Party
Journal.
FACT allows you to enter the daily Exchange Rates of foreign currencies – both buying &
selling rates. When you are entering a document in a foreign currency, the day’s rate is
picked up automatically and the local currency equivalent is displayed. You may change
the local currency amount if desired. When the day’s exchange rate has not been entered,
FACT looks for the immediately preceding rate. If found, it asks you whether the rate should
be considered. If you answer Y, it saves it for the day and proceeds. If it finds that no rate
has been entered, it prompts you for the rate before you can proceed further.
The local currency is defined in Account/System/Configuration/Currency. If you are

entering a document in local currency, you just press <RET> when you come to Currency
and proceed. If you wish to enter a Foreign Currency, enter the Short Name for the currency.
Or press [F1] for the Popup Help Box. Select the currency from the box and proceed.
The Foreign Currency Master is created and updated through Entry/Currency Rates. You
may enter the currencies you need. Separate Buying & Selling Rates are maintained. You
have to enter the rate at which the bank would buy the currency from you as well as the rate
at which they would sell the same currency to you.
When you make any form of payment in that currency, the bank's selling rate will be
considered –– because, you have to buy that currency from the bank to make that payment.
Similarly, when you make any form of receipt in that currency, the bank's buying rate will
be considered –– because, in reality, the bank is buying that currency from you.
118 FACT User Guide
Masters / Chart of Accounts

Chart of Accounts / General Ledger Codes
GL Codes are added, modified and deleted through this module. Deletions are allowed only
if no transactions have been entered for the GL Code and its opening balance is nil.
Your Company
Company Address Accounting Period
Company City GENERAL LEDGER CODES 01/04/91Ñ31/03/92
General Ledger Code G001 Description SAMPLE BANK

P & L or Balance Sheet Account (P/B) B
BS Group 10 CURRENT ASSETS Sub Bank Balances
Cash/Bank Book Y Currency US$
Cash/Bank Code 12 Initials SMBK Cash Book N
Bank's Min Bal 3000 Alt GL Code GL/3456789989878
If you answer Y in Cash / Bank Book, the above are also asked.
General Ledger Code

Enter the GL Code. Max - 4 characters. Codes can be numeric or alphanumeric. Use [F1]
to popup help box on GL Codes.
Description
Enter the title / name of the General Ledger Code. Max - 50 characters. Blank spaces will
not be accepted as a valid description.
P & L or Balance Sheet A/c (P/B)

If the GL Code you are defining, is a Profit & Loss Account, enter P, if it is a Balance Sheet
Account, enter B.
P & L Group/BS Group

In case you have already designed out your PL Account & Balance Sheet (which we guess
you have not yet ) enter PL or BS Group Code under which this GL Code should be reported.
You may leave this blank for the time being - this is not required now and does not affect
the working of FACT in any other module. Use [F1] to pop up all the P&L / BS Account
Groups created so far depending on whether the Account is P/B.
Sub
If you have left the Group blank, this will not appear. Else press [F1] for popup to show you
all Sub Groups of this Group entered so far.
Cash/Bank Book
Enter Y if it is a Cash/Bank General Ledger, N if it is not. If you have answered Y, the screen
change and you will have to answer the following :
• Currency
Enter the foreign currency in which the Cash/Bank Book will be maintained.
Leave it blank, if it is local currency.
• Cash/Bank Code
Enter one or three digit code. Use [F1] to pop up all Cash/Bank Codes entered
so far. This code will be used on all documents and reports related to the above
Cash/Bank Book.
• Initials
You can give initials (4 characters long) for each of your books for easier
identification. These initials are used by FACT for screen reports where it is not
possible to display complete names.
• Cash Book
Enter Y if the book is a Cash Book. This will ensure that FACT does not prompt
you for cheque details on documents.
• Bank's Minimum Balance

This feature keeps you informed about the overdraft payments through Banks or
in case of fund position failing below minimum. This way you can have better
control over your balances in the Bank. Since you can keep a track of the
minimum limit in Bank you can stop issuing payment voucher through Entry/
Voucher for the Bank for which the fund has gone below the buffer level.
You have to enter this figure only once in the Masters. FACT stores the current
balance of the Bank in real time. Once you enter the 'minimum limit' of a particular
bank the system automatically compares the Bank Minimum Limit with the
current balance each time you make a payment.
Alt GL Code
Enter a 25 character alternate General Ledger Code which could be put to use in situations
where you need to use FACT data in other software. For example, when you regularly export
data from FACT to a software which uses its own set of GL Codes, you could key in the
Codes here through the Alternate GL Code field.
Make sure that the alternate GL Code entered here is unique - the system blocks entry of
alternate GL Codes which have already been used. You may press the [F1] key to view the
existing Alt GL Codes.
This alternate GL Code would also be exported along with other General Ledger Code
details. Refer the Housekeep / Export Data option for details on exporting data. You have
the option of printing the alternate GL Codes through Ledger / Listing of Masters /
General Ledger Codes option.
Notes
• As explained under the Implementation Notes, the on-line nature of FACT requires that
120 FACT User Guide
certain control GL Codes must be present before you can start entering the day to day
transactions. These GL Codes are :
In the Balance Sheet

Cash in Hand
One for each Banks (e.g. Citibank, Hongkong Bank etc)
Contra Entry
Profit & Loss Account (Retained Earnings)
Sundry Debtors (Accounts Receivable)
Sundry Creditors (Accounts Payable)
Closing Stock (Balance Sheet)
In the P & L Statement

Opening Stock (PL Account)
Closing Stock (PL Account)
Cash Sales
Credit Sales
Sales Return
Cash Purchases
Credit Purchases
Purchase Return
One each for all Invoice Terms - i.e. Discount, Excise, Sp Excise, Sales Tax etc
• Although there is no restriction at all in the way you codify your ledger codes , it is
advisable to keep your assets, liabilities, income and expenses grouped together - for
easier identification.
• Remember you entered Bank Limit below minimum : [B]lock [W]arn [I]gnore in the
Preferences / System Controls/ P&L Cash Book. While entering data through Entry/
Voucher - Receipt & Payments - One Db/Cr, Many Db Cr, Customers, Vendors if the
Voucher is a payment Voucher and the Bank/ Cash code is entered as 'B' (Bank) you may
encounter any of the following situations depending on the Bank Minimum Limit defined
and the Current Balance -
The Bank minimum Limit is 0 (Zero) or Blank:

When the Bank minimum limit is 0 the system allows you to enter the data. No message
will be shown throughout the entry.
The Bank minimum Limit is defined and the current balance is below the
minimum limit or just the minimum balance that is defined:
The system displays a warning if you have defined [W] in Preference System Controls/
Bank minimum Limit.
The Bank minimum Limit is defined and the current balance is just above the
Bank's minimum Limit defined:
This depends on the status of the 'minimum limit'. If
a) Current Balance minus the Payment amount is greater than or equal to the 'Minimum
Limit', the system allows you to save the Voucher and Bank's current balance is
updated.
b) Current Balance minus Payment Amount is less than the 'Minimum Limit' and You
have defined the Bank minimum limit [B]lock, the system will flash the following
message:
Bank Balance is going below Bank minimum limit. Cannot Proceed...!!!
If the Bank minimum limit is [W]arn the system will display the following warning
message while saving the entry and the control will be returned to the Amount field:
Bank balance going below Bank minimum limit. Proceed...Y/N? Enter 'Y' to
proceed and 'N' to stop.
If the Bank minimum limit is [I]gnore the system will not show any message.
Chart of Accounts / Profit & Loss Layout
Concept
This module allows you to design the layout of your Profit & Loss Statement.
If you scrutinise your Profit and Loss statement you will notice a particular pattern. A typical
PL Account can be defined in the following words :
Right on top you have the Page Title. The body contains Groups and Subgroup on the left
of the statement sheet and the amount on the right. These groups are either categorized
into Income or Expenditure type. The groups will generally have account heads under them.
But a few have only totals. You might even have a new page title or a simple page break
after certain groups. PL accounts normally have lines and other text to make the report more
readable and meaningful. At the very end of the report we have the Grand Total followed
by the net Profit or Loss which is to be posted to the Balance Sheet. Most of the PL
Statements are designed in such a manner that groups start from the left and subgroups
are indented inwards.
Based on the above, we can confidently conclude that a typical P&L Statement will consist
of the following :
A Page Title
One or more Income Group
One or more Expenditure Group
Totals
Some Text matters
One or more New Page (Page Break)
And finally the Net Profit or Loss (which is to be posted to Balance Sheet)
Now let us study how the above is interpreted by FACT.
In FACT each of the above items are treated as GROUPS and they are classified with a Type
to define its function. PL Accounts in general ledger can be mapped either to an Income
or an Expenditure Group. These groups can have one or more subgroups under it.
Every group has a unique sequence number. This sequence number specifies the order in
which the groups are to be printed. If you enter a number which is already existing in the
list then the sequence number of other groups in the list is adjusted accordingly. The same
holds true for subgroups also, except that the sequence number is unique within the group.
122 FACT User Guide
FACT also allows you to align the groups any way you want. You can align a group to the
left of a page, to the right or center. You can also indent the groups. FACT allows three levels
of indentation.
FACT allows any General Ledger Account to be mapped to both, an Income as well as an
Expenditure group. This provides the facility to print it either as income or expense
depending on whether the amount in that particular General Ledger is positive or negative
when the PL Statement is being generated.
How to Layout the P&L Statement

When you select the PL Account Layout option you get a screen with two windows. Groups
are created in the top window and Subgroups are created using the bottom window.
A pull-down menu appears on top. The menu can be activated by pressing a combination
of the Alt Key + any of the highlighted character. The various options available within this
menu are explained as follows:
File
Save
Save the current layout. This layout will now be used when you generate the Profit and
Loss Statement.
Preview
View the layout on screen. This will give you an exact idea as to how the P&L Statement
will appear.
Quit
Exit this option. If you made any changes to the layout, FACT will give a message :
Save changes ... Y/N

<Esc> to Cancel
Press Y to save the changes and exit.

Press N to exit without saving the changes.
Press Esc to return to layout screen.
Groups
Append
Add a new group at the end of the list. See below under the heading Adding/Modifying
a group for details on adding a group. Sequence number assigned to this group while
adding will be one more than the sequence number of the last group on the list. This
can however be changed while adding.
Modify
Modify an existing group. See below under the heading Adding/Modifying a group
for details on modifying a group.
Delete
Select this option if you want to delete the group. It will delete the group currently
highlighted in the groups window.
Insert
Insert a new group on the current position in the group list. See below under the
heading Adding/Modifying a group for details on adding a group. Every thing else
remain the same as Append except that the sequence number assigned to this group
while inserting will be the sequence number of the currently highlighted group. This
can however be changed while adding.
Ledger
Map Ledgers
Allows you to map ledger codes to the currently highlighted group. See below under
the heading Mapping Ledger for the details on mapping ledger codes to a group. This
option is available only if the currently highlighted group is an Income or Expenditure
type
Window
Groups
Make Groups window as your active window.
Subgroups
Make Subgroups window as your active window. This option is available only if the
currently highlighted group is either an income or expense type.
Cycle
Allows you to cycle between Group and Subgroups window. This option is available
only if the currently highlighted group is either an income or an expense type
Subgroups
This menu option is available when you are in the Subgroups window.
Append
Add a new subgroup for the currently selected group at the end of the list. See below
under the heading Adding/Modifying a subgroup for details on adding a subgroup.
Sequence number assigned to this subgroup while adding will be one more than the
sequence number of the last subgroup on the list. This can however be changed while
adding.
Modify
Modify an existing subgroup. See below under the heading Adding/Modifying a
subgroup for details on modifying a subgroup.
Delete
Select this option if you want to delete the subgroup from this group. It will delete the
subgroup currently highlighted in the subgroups window.
Insert
Insert a new subgroup on the current position in the subgroups list. See below under
the heading Adding/Modifying a subgroup for details on inserting a subgroup. Every
thing else remain the same except that the sequence number assigned to this
subgroup while inserting will be the sequence number of the currently highlighted
subgroup. This can however be changed while inserting.
Adding / Modifying a Group

When you select the Append/Insert/Modify a group, a dialog box comes up where the
124 FACT User Guide
following information has to be entered :
Sequence
Enter the sequence number for this group.
Type
Select from one of the following types :
Income
Select Income if the Group is an Income type group.
Expenditure
Select Expenditure if the Group is an Expenditure type group.
Page Title
This tells FACT that this group should be treated as a page title. A new page will be
inserted at this position and the text that you key in here, will be treated as page title
for all subsequent pages till another group of this type is encountered.
New Page
This tells FACT that a page break is to be inserted at this position. As soon as all the
groups prior to this are printed a new page will start. In case of this group type no other
option except Save and Cancel will be available.
Text
This is to be printed as simple text. This is useful if you want to print lines or simple
text on your PL statement.
Defined Total
This group will print the total at this position. The formula for total will have to be
specified by you.
Opening PL Bal
Group prints Opening P& L Balance.
Net Total
Group will print the amount to be carried forward to the Balance Sheet. The formula
for totalling will have to be specified by you
Description
Enter the Description of the group which will be printed on the PL sheet. In case the group
type is Text and you enter a text preceded by a "\" then that text will be repeated for the entire
report width. For example if you enter \= here, then this will be printed as :
"= = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = ="
for the entire report width on that position.
Schedule
Enter schedule number here. You may leave it blank. This is available only in case the group
is either an Income or Expenditure type.
Alignment
Select Left/Right/Center/Indent . If you select Indent then you need to specify the indent
level. FACT allows upto three levels of indentation.
Level
If you selected Indent under alignment then select indentation level between 1/2/3.
The following options are available only when the group being defined is either a Defined
Total a Net Total. These options are used to define the formula for the Total.
Available Groups
The groups which can be totalled at this position. All the Income, Expenditure and Defined
total type of groups defined prior to this sequence will be shown in this list. Move the cursor
to the one which you want to be totalled.
While modifying the group if you change the sequence number of a group (which is shown
in this list) in such a way that it goes beyond the current group then it will automatically be
removed from the formula of this group.
(+)
Select this option to add the group in you formula shown in the Total consists of list for
the purpose of addition.
(-)
Select this option to add the group in your formula for the purpose of subtraction.
Remove
Select this option to remove the currently selected group from the formula as shown in Total
consists of list.
Total consists of
This list shows the formula for total. All the groups participating in calculation are shown
with a preceding plus or minus sign depending on whether they are to be added or
subtracted.
Total Is
If the Defined Total is an Income Group total, select Income.
If the Defined Total is an Expense Group total, select Expenditure.
Ok
Select it to save this entry and close the dialog box.
Cancel
Select this to close the dialog box without saving the entry.
Adding / Modifying a Subgroup

When you select an option to Append/Modify/Insert a subgroup, you will be required to fill
in these information :
Sequence
Enter the sequence number (within the current group) in which this subgroup should be
printed.
126 FACT User Guide
Description
Enter a description for the subgroup.
Ok
Select this option to save the entry and close the dialog box.
Cancel
Select this option to close the dialog box without saving the entry.
Mapping Ledger
Allows you to map ledger codes to the currently highlighted group. This option is available
only if the currently highlighted group is an Income or Expenditure type. A dialog box
comes up which allows you to map (or Tag) general ledger accounts to the currently
selected Group and Subgroup combination.
The top section of the dialog box shows the name of the group and subgroup which you have
selected. The middle section of the dialog box displays a list of all the P&L Account General
Ledger codes and their description. Besides Code and Description of the ledgers it also has
two columns , one each to show whether the ledger is currently mapped to an Income and/
or Expenditure Group.
If a ledger is not available for mapping in either Income or Expenditure group then the
corresponding column shows a # sign. Otherwise it is blank
Use arrow keys to move in the list. Pressing <Ret> will map the highlighted GL Account to
the selected group and subgroup. When you map a GL Account to the current group a
(arrow sign) appears in either Income or Expenditure column depending upon the type of
the current group. If the ledger is already tagged to another group of the same type (i.e.
Income or Expense) then a # appears in corresponding column and pressing <Ret> on this
ledger give a message :
This Ledger has been already mapped to another XXX group !! .
Here XXX is the group type of the current group (i.e. Income or Expenditure).
Information...
Selecting this option displays the mapping information for the highlighted ledger . The
dialog box shows the name of the income and expenditure group and subgroup to which
the ledger is mapped.
Ok
Select this button to save the mapping and close the dialog box.
Cancel
Select this option to close the dialog box without saving. All the previous mapping
information remains unchanged.
Example
Let us see for ourselves how to design a PL Statement. Suppose the General Ledger
Accounts to be laid out in the Trading and Profit & Loss Account are as follows :
Sale - Computers
Sale - Peripherals
Sale - Storage Media
Special Discounts
Summer Discounts
Fall Discounts
Excise Duty
Customs Duty
Sales Tax
Entry Tax
Freight & Forwarding
Clearing Charges
Contract Labour Charges
Casual Labour Charges
Interest Received on Loans
Interest Received on Fixed Deposits
Office Rent Received
Warehouse Rent Received
Consultancy charges Received
Purchase - Systems
Purchase - Storage Media
Taxes Paid
Salaries Paid
Bonus Paid
Office Rent Paid
Godown Rent Paid
Printing Expenses
Postage Expense
Staff Welfare Expenses
Office Maintenance
Customs Duty Paid
Misc Expenses
Stationary Expenses
You would like the layout to look something like this :
TRADING ACCOUNT INCOME

SALES
GROSS SALES
Sale - Computers
Sale - Peripherals
Sale - Storage Media
DISCOUNTS
Special Discount
Summer Discounts
Fall Discounts
DUTIES & TAXES

Excise Duty
Customs Duty
128 FACT User Guide
Sales Tax
Entry Tax
FREIGHT & FORWARDING

Freight & Forwarding
Clearing Charges
LABOUR CHARGES
Contract Labour Charges
Casual Labour Charges
TOTAL OF TRADING INCOME
PROFIT & LOSS ACCOUNT - INCOME
Trading Profit Brought Down
OTHER INCOME
RENT INCOME
Warehouse Rent Received
Office Rent Received
INTEREST INCOME
Interest Received on Loans
Interest Received on Fixed Deposits
CONSULTANCY CHARGES
Consultancy Charges Received
TOTAL OF INCOME
PROFIT & LOSS ACCOUNT - EXPENSES
EXPENSE
SALARIES AND STAFF WELFARE

Salaries Paid
Bonus Paid
Staff Welfare Expenses
OFFICE EXPENSES
Purchase - Systems
Purchase - Storage Media
Taxes Paid
Office Rent Paid
Godown Rent Paid
Printing Expenses
Postage Expenses
Office Maintenance
Customs Duty Paid
Misc Expenses
Stationary Expenses
TOTAL OF EXPENSES
GROSS PROFIT
LAST YEAR PROFIT & LOSS B/F
PROFIT & LOSS C/F
Creating Groups
Select Groups/Append from the menu. You may also press the <Ctrl+A> key combination.
You will get the Edit Groups dialog box.
Make entries as shown in the following table, for every group.
Sequence Type Description Schedule Alignment Level Formula
1 Page Title Trading Account    

2 Text Sales   Left 
3 Income Gross Sales  Indent 1 
4 Expense Discounts  Indent 1 
5 Expense Duties & Taxes  Indent 1 
6 Expense Freight & Forwarding  Left  
7 Expense Labour Charges  Left  
8 Text \-  Left  
9 Defined Total Total Of Trading Income  Left  +Gross Sales
- Discounts
- Duties & Taxes
- Freight & Forwarding
- Labour Charges
10 Text \-  Left  
11 Page Title Profit & Loss A/c - Income    
12 Defined Total Trading Profit B/D  Indent 2 +Total Of Trading Income
13 Income Other Income  Left  
14 Income Consultancy Charges  Left  
15 Text \-  Left  
16 Defined Total Total Of Income  Left  + Trading Profit
Brough Down
+ Other Income
+ Consultancy Charges
17 Text \-  Left  
18 Expense Expenses  Left  
19 Defined Total Total Of Expenses  Left  +Expenses
20 Text \-  Left  
21 Defined Total Gross Profit  Left  +Total Of Income
- Total Of Expense
22 Opening Last Years  Left  
P&L Balance Profit & LossB/F
23 Net Total Profit & Loss C/F  Left  +Last YearsProfit
& Loss B/F
+Gross Profit
Creating Subgroups
After you have defined these groups , You need to define further Subgroups for the OTHER
INCOME and the EXPENSE groups. Take your cursor to this group in the list and the Select
Window/Subgroups from the menu. You may also press <Ctrl+F1> for this purpose.
Now Select Subgroups/Append from the menu. You get the Edit Subgroups dialog box.
Add two subgroups for the OTHER INCOME group as follows :
130 FACT User Guide
Sequence Description
1 Rent Income
2 Interest Income
You may similarly define Subgroups for the EXPENSE group.
Mapping GL Accounts
Now you are ready to Map (or Tag) GL Accounts to their respective groups or subgroups.
Select the group GROSS SALES from the Group Window and then Select Ledgers/Map
Ledgers from the menu. You can press <Ctrl+L> for this purpose. You get the Map Ledger
dialog box. Reach to Sale - Computers in the list using arrow keys and press <Ret>. Income
column in the list now shows an arrow sign. It is now mapped to GROSS SALES group.
Use the arrow keys to reach Sale - Peripherals press <Ret>. Similarly map Sale - Storage
Media to this group. Use <Tab> key or mouse to select Ok.
In this fashion map all the GL Accounts to their appropriate group. When you need to map
a ledger to a particular subgroup within a group, select the group from the Groups Window
and subgroup from the Subgroup Window and then select Map Ledger from the menu and
proceed with the mapping
For a more clearer understanding of the procedure, let's take the case of OTHER INCOME
group. Select OTHER INCOME from the Groups Window. Select Window/Subgroups
from the menu and then take the cursor to RENT INCOME in the Subgroups Window. Select
Ledger/Map Ledger from the menu and you will get the Map Ledger dialog box. Now map
Warehouse Rent Received and Office
Rent Received to this group in the same way as described earlier.
Viewing the Layout

After you have completed the creation of Groups & Subgroups and Mapping of GL Account
to the appropriate groups and subgroups Select File/Preview/Detailed from the menu to
verify whether the PL Account is laid out as per your requirement. After you are satisfied
with the lay out Select File/Save from the menu to save this layout for FACT to use it at the
time of Profit and Loss Account generation.
Notes
• You may tag a GL Account on both the Income as well as the Expense side. You do not
know whether a GL Account will have a debit or credit balance when the Profit & Loss
Account is generated, and you would not want a negative figure to appear in the PL
Account. At runtime the balance will be displayed/printed on the appropriate side and the
GL Account on the other side will be suppressed from printing.
• Remember, the GL Account can be unmapped at any time and remapped under any other
Group/Subgroup.
Chart of Accounts/Balance Sheet Layout

Chart of Accounts/Cash Flow Layout
FACT allows you to design the Balance Sheet and the Cash Flow Layout in the much the
same manner as the PL Account. You have the same Groups, Subgroups and Ledger
Account levels.
Notes
• In Balance Sheet definition you may want to map (or tag) some Ledger Accounts on both
the Source (or Liability) side as well as Application (or Asset) side. Such Ledger Accounts
could be the Bank Accounts or may be Loan Accounts. This is possible just as in the PL
Account Definition.
• When creating Groups, instead of defining Group Type as Income or Expense, enter
Source or Application.
• When creating Groups, instead of defining Group Type as Income or Expense, you have
Debit or Credit
Masters / Document Class

Document Class is one of the most powerful features of FACT. It helps you maintain
subledgers, branches, multiple depots and much more. Read on...
Each and every document entered in FACT can be stamped or marked with a six character
field. Then while generating reports it is possible to indicate which documents to consider
depending upon the marking put when they were entered.
This field is of six characters which can be broken up into a maximum of 3 segments. The
size of each of these segments can be controlled by you through the picture definition.
An example shall make this amply clear and easy to implement.
Say your company has 3 Divisions (namely Calcutta, New Delhi and Bombay) and within
each division you have 3 Cost Centers (namely Marketing, Administration and EDP). The
company has a maximum of 999 expense/income categories (e.g. employees, cars, staff
residences, guest houses, repairers, capital goods suppliers, document couriers, photo-
copying agencies etc)
You need to keep track of the following:
Divisionwise Accounting
This is to report accounts separately for Calcutta, New Delhi and Bombay.
Cost Centerwise Accounting

This should report the accounts separately for Marketing, Admn and EDP (the Divisions get
clubbed up).
Categorywise Accounting
This report should show you the totals under each Category of expense.
132 FACT User Guide
Divisionwise - Cost Centerwise Accounting

Within Calcutta, New Delhi and Bombay this report shall also show you the breakup of
Marketing, Admn and EDP.
Divisionwise - Categorywise Accounting

Within Calcutta, New Delhi and Bombay - reporting on how much has been spent/received
under each Category.
Cost Centerwise - Categorywise Accounting

Within Marketing, Admn and EDP (with Calcutta, Delhi and Bombay clubbed up), how
much has been spent/received under each Category.
Warehouse wise Accounting

You can maintain Warehouses through the use of Document Class and Filters. This allows
you to transfer stocks between different Warehouses and generate MIS Reports. With
Document Class and Filters, you may even Year Ending with Warehouswise Closing Stock
calculation.
Subledgers Ledger Headwise

Subledgers are normally maintained for such mundane accounts as Staff Advances,
Travelling Advances etc. Now you can keep them to keep track of expenses on each car,
amounts spent for printer ribbon, amounts spent on plumbing in the staff quarters. In short
you can breakup any Ledger Head into as many reporting fields as you want.
To implement this in the best manner possible, we need to first define the breakup of the
field into the various requirements seen above. It would be quite logical to define the
breakup into the following manner :
1 character : Divisions (Calcutta, New Delhi & Bombay)

2 characters : Cost Centers (Marketing, Admn & EDP)
3 characters : Categories
In order to do this select Picture <Ret> from the small selection window which appears
when you press <Ret> at the Document Class option. Enter 1.2.3 and press <Ret>. This
will set the breakup internally to the desired 1+2+3.
We shall now enter the master codes for the Divisions, Cost Centers and the Categories.
Numeric coding is suggested for faster and more accurate data entry. The merits and
demerits shall be discussed in detail a little later.
Select the Codes option and press <Ret>. Select Append and press <Ret>.
Class Code
Enter the codes shown below. "_" stands for space. Use F1 to popup Class codes entered
Description
Enter descriptions as below :
Codes Description
1_____ : Calcutta Division
2_____ : New Delhi Division
3_____ : Bombay Division
_01___ : Marketing
_02___ : Administration
_03___ : EDP
___001 : Employee #1
___101 : Car No WNW7767
___102 : Car No WRA 999
___201 : Plumbing Repairs
___202 : Electrical Repairs
___203 : Security Guards
___301 : Local Sales
___302 : Export Sales
LOCK is used for faster data entry. Let us say you are entering the following codes :
___101
___102
___103
Entries would be made much faster if the common segment of "_ _ _" were locked and
you were asked to key in only the last 3 characters. Lock allows you just this. You may
lock any picture and proceed with Append/Modify/Delete. You may UNLOCK it by going
back to LOCK. Let us enter some vouchers. All vouchers shall be debited in the
respective Ledger Accounts to which they pertain. The Document Class shall be entered
in the voucher as follows :
Details Doc Class
Calcutta Marketing
- salary paid to Employee #1 101001
- expenses for Car No WNC7767 101101
- plumbing work at guest house 101201
Calcutta EDP
- expenses for Car No WRA 999 103102
- security guard payment for guest house 103203
Bombay EDP
- plumbing work in office 303201
- advance to Employee #3 303003
Bombay Administration
- electrical work at office 302202
New Delhi Marketing

- plumbing work at office 201201
134 FACT User Guide
New Delhi Administration

- plumbing work at staff quarters 202201
- security guard payment - office 202203
Notes
• In case you have read the above attentively you would have understood how each
voucher has been entered and what each Document Class breakup stands for. Read the
above carefully once again to get a thorough grasp of it.
The following examples shall make it clear how to get selective reporting as discussed
above :
Report Desired Filter Code

Calcutta Division 1«««««
setting this filter will report figures in all the books and statements (Cash Book, Journal,
General Ledger, Trial Balance, PL Account, Balance Sheet etc) pertaining to Calcutta
Division only. The Ts contained in the Filter Code will accept anything in the Document
Class in the respective positions but will not accept any voucher which does not have Ô1Õ
in the first position.
Report Desired Filter Code
Marketing «0 1 «««
this filter will report only those vouchers pertaining to the Marketing Cost Center. It does
not make a difference whether the voucher was for salary, staff advance or car repairs.
All vouchers with "01" in the 2nd and 3rd positions will be considered for the reports
desired.
Plumbing Repairs «««201
reports will now show all vouchers which have been classified as "201" in the 4th, 5th and
6th positions - for Plumbing Repairs. Again it does not make a difference whether it
pertains to guest house repairs or office.
Bombay Division - EDP 3 0 3 «««
this setting will report all vouchers pertaining to Bombay Division AND relating to those
of the EDP cost center. This filter will check for vouchers containing "303" in the 1st, 2nd
and 3rd positions. This mean that anything contained in those positions in the Document
Class will be accepted.
Employee #1 «««0 0 1
all vouchers pertaining to Employee # 1 will now be reported in the reports sought. In case
you view/print the General Ledger Accounts - Staff Advance, it will show all advances paid
to Employee #1 only and all refunds received from him. These advances could have been
paid to the employee by the Bombay, Calcutta or New Delhi division. Similarly, the Salary
Account will show you all payments on Salary Account made to Employee #1 - by any
division.
Car No WNW 7767 «««1 0 1
all reports shall now show vouchers pertaining to Car No WNW 7767 only - whatever the
nature of the expense/receipt may be.
New Delhi Division - Plumbing Repairs 2««2 0 1
this will give you all the expenses of New Delhi Division on Plumbing Repairs account.
Calcutta Division -
EDP - Car No WRA 999 103102
all vouchers pertaining to expenses on Car No WRA 999 relating to EDP Cost Center of
Calcutta Division will be reported now.
Export Sale Register «««3 0 2
the sale register will show only invoices with this class and hence it is possible to generate
different registers.
You must be wondering how and where to set these Filters from. Go to Account /
Preferences/Filter. You can set the above filters through the option called Filter. After
the Filter has been set there all reports generated thereafter shall be as per the Filter
Setting. You must nullify the Filter to the default "««««««" after you have taken the
special filtered reports, to revert FACT to normal reporting. Filters may be set just before
you start printing any report.
Document Class - Examples

Subledger formats through Document Class
If you are using Document class for Subledgers (say for Staff Advances, Loan accounts
etc), you have several options to see the General Ledger for the controlling a/c. Go to
Master/Document Class/Picture and press RET. Enter the Segment Number that you wish
to use as Subledger at 'Subledger Segment'.
In case you have a number of transactions for Staff Advances and refunds, you could use
Document Class very effectively. Say your Picture Setting in Document Class is 1.2.3. You
need to create a Document Class for each employee in the last picture - 3 characters (which
is the subledger in our case). Say for Mr G Gate you allot code 102. Enter this as "_ _ _102".
Enter all the others similarly. You must ensure that all vouchers pertaining to Staff
Advances are entered with this Document Class (or Voucher Class).
You have the following options to generate the Staff Advances Ledger Account :
• you may generate the plain and simple conventional General Ledger.
• to generate a Sub Ledger of Staff Advances, go to Ledger/General Ledger and answer
Y in ' Subledgers'.
• to generate only the balance against each employee in the subledger, answer Summary...Y
after the above question.
to generate the Staff Advances Ledger Account only for Mr G Gate, enter in Account
Preferences/Filter as follows :
136 FACT User Guide
Filter «««102
You must have realized from the above that the General Ledger has been made enormously
powerful by just making effective use of Document Class. Use this for Ledger Accounts
such as Loan Accounts etc.
Controlling Car Running Expense
A company owning say 10 cars has quite a tough time keeping tabs on the running and
repairing expenses on each of the cars. Which car is accounting for how much more than
the average expenditure? Which car is costing too much to maintain in terms of repairs?
Which driver is being paid overtime beyond reasonable measure?
Document Class once again! Let us say, we would like to control the following areas of
expense:
Fuel (Petrol)
Servicing
Garaging
Repairs
Insurance
Driver's Salary
Driver's overtime
We have a fleet of 10 cars to take care of . So we allot the following Doc Class codes to
them (where the Picture is 1+2+3) :
Code Description Code Description

_01_ _ _ Car #11 _ _ _801Fuel (Petrol)
_02_ _ _ Car #12 _ _ _802Servicing
_10_ _ _ Car #10 _ _ _807Driver's Overtime
Next time a Debit Voucher is entered for Car Running Expenses, make sure you enter the
relevant Doc Class for the Car # followed by that of the category of expense.
Here are the different kinds of reports you may take out :
• Subledger of Car Running Expenses - shows you expensewise.

• Carwise statement, shows you voucher level a/c.
• Carwise - expensewise statement shows you carwise voucher level a/c with subtotals
expensewise.
• Expensewise detailed a/c shows you detailed (with narration) statement with car
numbers.
Again you must have noticed that just by making use of Document Class intelligently, you
are able to take out the above MIS reports.
Depreciation Accounting
Every year end the accountants have a tough time making the depreciation schedules and
supporting statements for each capital item to be depreciated and calculating the Book
Value of each Capital Asset to provide depreciation. Make a Document Class for each item
of Capital Asset and make a Journal Voucher at the beginning of the year as follows :
Dr Machine #1 «««751 75000.00

Dr Machine #2 «««752 25000.00
Dr Furniture «««753 10000.00
Dr Car No WRA 999 «««754 125000.00
Cr Capital Assets 235000.00
What this voucher does is to introduce the subledger concept in the Capital Assets Ledger
Account (of course you would be having different Ledger Accounts for Machinery, Furniture
and Vehicles). Throughout the year as you make additions and subtractions to the various
capital Assets, make sure you enter the relevant Doc Class in the vouchers.
At the year end, take out a Subledger in Summary format and you have the Book Value of
each asset. From the above Summary, the depreciation provision voucher can be easily
made. When entering the journal for depreciation, make sure the relevant Document Class
is entered against the debit of Depreciation also. You will then be able to take a subledger
of the Depreciation a/c too. An itemwise breakup of Depreciation at your fingertips.
Partnership Firms - Partner's Capital

Most partnership firms have a problem of keeping track of capital contributions of the
partners. There are constant withdrawals by partners for household expenses, insurance
premiums, electricity, rent etc. At the year end the firm has to draw up accounts for each
partner showing how much he has drawn under each head and his net balance as on such
date.
Document Class solves this problem very easily. You need not even have different General
Ledger Accounts for the Partners. One Partner's Capital a/c will suffice. In our example,
we have three partners to account for. So we allot the following Doc Class codes to them,
and the various expense head. (where the Picture is 1+2+3) :
Codes Description Code Description

_01_ _ _ Partner #1 _ _ _601 Household Expenses
_02_ _ _ Partner #2 _ _ _602 Insurance Premium
_03_ _ _ Partner #3 _ _ _603 Electricity
_ _ _604 Rent
Next time you enter a Debit Voucher for a withdrawal by a partner, make sure you enter his
Doc Class and the Doc Class for the nature of expense. For example if you are entering
a voucher for Household Expenses for Partner # 2, you would enter the Document Class
as _02601. When you want a summary of Partner # 2's account, the filter settings should
be defined as «02«««.
Warehouses through Document Class

FACT allows you to define Warehouses - you can do this by assigning a Document Class
and a Filter for each Warehouse.
Create a Document Class Code, preferably, in the third segment. Keeping it in this segment
will give you the freedom to maintain Warehouses at any location of your choice. For
example, the following two could be the Document Class Codes for your Warehouses at
the Calcutta location -
1_ _ W11
1_ _ W12
138 FACT User Guide
Thereafter, you should create a Filter for each of these Warehouses. When transferring
Stock or making a Purhase, the Document Class Code would be entered. When taking a
Warehouse report, you will be prompted with the Filters defined for Warehouses.
Document Class/Filters
You will notice that taking the reports in the above manner will not show you what the report
is meant to be. You will not get to know whether it is for the Calcutta Division or Bombay.
Then again you will realize that generally some standard filter settings shall be most
commonly used. It is also rather difficult to keep the Document Class codes in memory and
key them in promptly. To overcome this FACT allows you to pre-install Filters and assign
Headings to them. These Headings are displayed /printed whenever these Filters are
selected.
You may enter these Filters by selecting the Filters option and pressing <Ret>. Select
Append and press <Ret>.
Filter Code
Enter the Filter desired. In case you wish to enter a Filter for Calcutta Division enter
"1««««««". The «'s denote acceptance of anything in those positions. Refer to
examples above for details. Use F1 to popup all existing Filter Codes.
Description
Enter the Description of the Filter that you would like printed / displayed for the Filter setting.
In the above example you would enter "Calcutta Division". Maximum length : 25 characters
Once these Filters are entered here, they are saved for future referencing at the Account/
Preferences/Filter. These can be viewed and selected from a popup at the option.
Notes
• Remember to set the Filter Setting back to "««««««" after the selective reporting has
been taken to ensure normal reporting thereafter.
• Setting Filters can be a great help at audit time in answering queries. Keep this in mind
when defining codes.
• Keep a Listing of the Codes and Filters handy for ready reference and checking at the time
vouchers are prepared. A wrong entry shall give you worse reports.
• Do not hesitate to experiment with Filters - that is the only way you can exploit it to its
fullest power. And in case you find novel ways of using this feature , do let us know - we
will share it with our growing family of FACT users.
• Loan accounts can be merged into a single account and reports on individual parties
generated through this option. The Interest Calculation option is sensitive to Filters. So
is the Accounts Confirmation module.
Masters / Interest Rates

FACT allows you to calculate interests with compounding, TDS rates (Tax Deduction at
Source), compounding start date and intervals. Interest calculation is available for GL
Accounts, Subledgers, Customers and Vendors. Moreover, FACT stores all the information
required for such calculations at the individual code level thus making it possible to
customize the rates etc.
To enter the Interest Rates, TDS Rate etc, go to Masters/Interest Rates. Select the type of
account you wish to enter details for (ledger/ subledger/customers/vendors). FACT will
then show you the codes. Select the code you want to feed in details for by moving the
highlighted bar up and down– then press <Ret>.
Rate of Int
Enter the %age rate at which interest is to be calculated.
TDS Rate
Enter the rate at which TDS (Tax Deductible at Source) is to be deducted – 0.00 if not
applicable
Cmpding Start
Enter date from when compounding of interest is to begin.
In case you wish Simple Interest to be calculated, enter a date that is beyond the End Date
specified under System Controls.
Example : if End Date in System Controls is 31/12/96, and you wish to calculate Simple
Interest, enter the Cmpding Start as 01/01/97.
Your Company
Company City INT MASTER–GEN LEDGER 01/04/88—31/03/89
Code Account Description Details
0100 Contra A/c

0101 Equity Capital Rate of Int 0.00
0102 Interest Payable
TDS Rate 0.00
0103 Sale Tax Payable
0104 Excise Payable Cmpding Start //
0105 Unsecured Loans Compounded
0301 Machinery
0302 Furniture
Daily Qtrly
0901 Cash in Hand
Weekly Half Yrly
0902 Grindlays Bank
Monthly Yearly
Search on Code :
Compounded
Select Daily if interest is to be compounded on a Daily basis.
Select Weekly if interest is to be compounded on a Weekly basis.
Select Monthly if interest is to be compounded on a Monthly basis.
Select Qtrly if interest is to be compounded on a Quarterly basis.
Select HalfYrly if interest is to be compounded on a Half Yearly basis.
Select Yearly if interest is to be compounded on a Yearly basis.
In case you wish to calculate Simple Interest, you must select the interval as Yearly.
Notes
• You need not enter details for all codes and you may change the details entered at any
140 FACT User Guide
time later.
• You may enter interest rates for subledgers also (created through Document Class).
Refer to Masters/Document Class for details.
• Interest Calculation for Bank Accounts is only on the overdrawn amounts.
• Remember : To calculate Simple Interest, enter the compounding date as the first date
of the next financial year and select compounding as Yearly. Now, if you take an interest
statement through Ledger/Special Reports/Interest Calculations, the heading shows
'Simple Interest' above the calculation.
• TDS Rate is not considered in certain cases if the interest amount is below a certain
amount (say $ 2500/- entered as Exempt : through Ledger/Special Reports/Interest
Calculations).
Masters / Account Confirmation

FACT allows you to generate Account Confirmation Statements (Statement of Account) for
General Ledger Codes and Subledgers!
You may have observed that FACT does not have any option to enter names, postal
addresses, phone & fax numbers etc for General Ledger Codes. Such information is
generally not required. These information would only be required for Banks, Loan
Accounts, Fixed Deposit Accounts etc.
The Salutation, Name & Address and even the Income Tax# of the party to whom you are
sending the Account Confirmation too is entered through this option.
Select the type of Account you wish to enter specifications for (General Ledger, Subledger).
Choose the account for which you want to enter details, just the way as in Interest Rate
Database. Then enter the following.
Salutation
Enter a salutation for example, Dear Sir/ Sirs/ Madam etc.
Name Address
Name & Address 4 lines with the maximum of 40 characters.
IT File No
Enter the Income Tax File No with the maximum of 20 characters.
Notes
• Only Balance Sheet Ledger Accounts are shown in Account Confirmation. Therefore you
will not find the PL Ledger Accounts.
• Use Fast Search. Also see Opening Balance/ General Ledger for explanation on Code/
Description Search.
Masters / Layout of Account Confirmation

To help you change the layout of the Account Confirmation Statement the Layout is divided
into three parts - Header, Footer and Attributes. In case you want to edit/modify the layout,
experiment a little and soon you will be a maestro at designing layouts.
Header
Enter 5 lines with the maximum of 65 characters. You may enter your Company's name,
address, phones, fax, telex etc. The ampersand are used to distinguish these information
from the other text entered here. FACT picks up the information that are embedded within
ampersand (&) from the database. Please keep them this way-else FACT will not know what
you have done and what it is supposed to do. The variables used in the header are :
&Company& : Your Company Name

&Compadd1& : Address as entered in Account/New
&Compadd2& : Address as entered in Account/New
&ADDR1& : Address entered through Masters/Account confirmation
&CITY& : Address entered through Masters/Account confirmation
&SALUTATION& : Salutation (entered through Masters / Account
Confirmation)
&FROM& : Beginning date for report
&TO& : End date for the report
&FILE1& : Income Tax File # of sender (line 1)
&FILE2& : Income Tax File # of sender (line 2)
Terms
Enter 2 lines of 125 characters each. You may enter your payment terms, messages like
PAY BY A/c CHEQUE ONLY etc. This is printed in compressed form in four lines under the
Total Line. Terms is applicable only on Invoices printed using the default Invoice Printing
Program.
Footer
Enter 1 line with the maximum of 70 characters. You may enter your Sales Tax Numbers.
Footer is applicable only on Invoices printed using the default Invoice Printing Program.
Variables used in the footer are :
&COMADD1& : Account name entered in Account/New

&FILE3& : Line 1 of Income Tax File No
&FILE4& : Line 2 of Income Tax File No
Attributes
This is an advanced programming feature and it is advised that users not familiar with the
control sequences of printers should not change or modify the codes given here.
Experienced programmer/ users should find this feature an interesting playground to test
the various modes of their printers. Please consult your printer manuals before attempting
changes here.
The Header is set to be printed in Enlarged and then Compressed to give characters larger
than the normal letter size.
The Footer is printed in normal size lettering.

142 FACT User Guide
Masters / Opening Balances

Opening Balances / General Ledgers
This option helps you enter the opening balances for all balance sheet ledger accounts. You
may leave the opening balances as zero and proceed with data entry. In such a case you
will have to be satisfied with a Cash Trial only. You may however key-in the opening
balances at a later date (or even modify them). Opening balances can be entered against
the corresponding account heads by keying in a positive number for Debit balance (notice
a Db appearing on the right) and a negative number for a credit balance (marked Cr this
time). Use the keys given in the legend for faster movement on the screen.
As you enter the Db / Cr balances the tally is shown continuously at the bottom right corner.
This must be 0.00 if you have entered all balances correctly. To save press <Esc>. The
following options will appear :
Continue
This will take you back to editing the balances.
Description/Code
By default the display is arranged code-wise and all search are done on codes. Bring the
cursor here and press <Ret> to change the display to be sorted by Description and search
to be done on Description too. This is a toggle switch; if you press <Ret> again, the display
and search is switched back to codes.
Quit
Will try and update your changes and exit. This will only be successful if balance is zero.
Your Company
OP BAL - GEN LEDGER 01/04/88Ñ31/03/89
Company City
Code Description Foreign Currency Balance
0100 Contra A/c : 0.00

0101 Equity Capital : 110000.00 Cr
0102 Interest Payable : 2200.00 Cr
0103 Sales Tax Payable : 0.00
0104 Excise Payable : 0.00
0105 Unsecured Loans : 200000.00 Cr
0301 Machinery : 300000.00 Db
Search On Code : 0.00
Options: <Esc> | Search : Press First Key(s)
Notes
• Press <Ret> after entering a balance. The cursor will automatically move down one row.
• Negative balances are entered for credit amounts.

• If balance at end does not become 0.00 - put the difference in any account to make it
zero and save - you may correct the opening balances at any later date. Editing is much
faster than keying in everything again.
• Opening Balances of foreign Cash/Bank Books can be entered in foreign currency. As

soon as FACT detects a foreign currency Cash/Bank Book, the cursor goes to the Foreign
Currency column. Enter the opening balance in the actual foreign currency and then enter
the equivalent balance in the base currency. This foreign currency opening balance will
be reflected in the relevant Cash/Bank reports.
• You will find Code highlighted when you enter this option. If you press 0, all Codes
starting with zero will be highlighted. Now press 1. All Codes starting with 01 will be
highlighted. Use this option for fast search. Backspace clears the Search Keys entered.
• You may search for a ledger account alphabetically. Press <Esc> and select Descrip-
tion / Code and press <Ret>. Now press B. All ledger accounts starting with B will be
highlighted. Press A. All ledger accounts starting with BA will be highlighted.
• Subledger opening balances can be entered through Masters / Opening Balances / Sub
Ledger - Journals option.
• Income / Expense accounts are shown here if the Accounting period Install Date and
Starting Date are the same. In case you are commencing computerization of your
accounts mid year, and have to enter the balances relating to Income/Expense accounts
refer to the Entering Opening Balances for P&L General Ledgers section below.
Entering Opening Balances for P&L General Ledgers
The General Ledgers option under Masters/ Opening Balances allows you to enter the
opening balances against the corresponding account heads by keying in a positive number
for Debit balance and negative number for credit balance. The total debit and credit figures
must match else the system will not allow you save the entry.
If you have been using FACT during the previous accounting period, balance from the Profit
and Loss account has been carried forward to the next accounting period automatically
while running the Year End. However, if you have started with FACT in the middle of the
accounting period you can key in either the consolidated Profit and Loss in the Profit & Loss
A/c (as defined in Accounts / Preferences / System Controls) or the balance of individual
profit and loss ledgers. This allows you to see an accurate picture of your Profit & Loss even
if you have started using FACT in the middle of an accounting year.
FACT allows you to enter either the consolidated Profit & Loss account under Balance
Sheet or make individual entry for each profit & loss general ledger heads. Individual entry
for Profit & Loss heads are available only if you have the Install Date defined after the
accounting Starting Date in Preferences / System Controls.
Suppose you are starting your account in the middle of the accounting year - you will enter
your consolidated P & L A/c (as defined in Preferences/ System Controls) figure, say 1000.
You cannot enter any amount in any P & L head (working with consolidated entry) along
with this. Alternatively, you can enter zero (0) in the Profit & Loss A/c and put different
144 FACT User Guide
amount in the P & L type ledgers, keeping 1000 as difference under P & L type Ledgers.
When an account's Starting Date is from the middle of the year you will have both Balance
Sheet and P & Ledgers on screen. Pressing [Esc] displays the following prompts at the
bottom if the screen :
P & L Ledger BS Ledger All Ledgers Continue Description/Code Quit
Selecting BS Ledger displays the Balance Sheet type ledgers along with Profit & Loss
A/c as defined in Preferences / System Controls.
Selecting All Ledgers displays both Balance Sheet and Profit & Loss general ledgers for
entry. Against each General Ledger 'P' or 'B' is displayed to indicate the type general
ledgers.
Selecting Quit verifies that the debit and credit figures match and saves the entry.
To enter Opening & Profit & Loss general ledgers you must define the Profit & Loss A/c in
the System Controls. If not defined the system will flash a message when you try to select
this option.
At any time you can switch between the consolidated Profit & Loss balance and individual
profit & loss type account balances. if you enter any amount in the Profit & Loss A/c defined
in the System Controls, FACT Prompts you :
Do you want to keep your Profit & Loss figures consolidated here?...Y/N
Choosing Y replaces all Profit & Loss type of general ledgers with ZERO (0) opening.
Choosing N will put Zero in the Profit & Loss A/c itself and will not change the general
ledgers. The system will replace the Profit and Loss type general Ledgers with zero, only
if the value you enter in the Profit and Loss A/c matches with difference in the debit and the
credit value for all the profit and loss type accounts. Otherwise the system will flash an error
message. Suppose the total of the Profit & Loss general ledgers is 1000.00 and you have
entered 2500 in the Profit & Loss Account. The system will display the following
message -
The consolidated amount entered (2500.00) does not match with the total of
P & L ledgers (1000.00), cannot accept!
Opening Balance / Subledger - Journals

If you are using FACT for the first time the Opening Balances/ Subledgers option allows you
to enter the opening subledgers balances. Subledger Opening Balances are entered
through this module. Let us illustrate with the help of an example. Suppose you have an
Opening debit balance of $10,500/- in the Staff Advance Account. This debit balance is the
sum total of the advances paid out to the individual staff . We also assume that you maintain
track of the employees using the 3rd segment of the Document Class.
First you must go to Masters / Opening Balance / Ledgers and enter the debit balance
against Staff Advance as any other normal Opening Balance entry.
Next, go to Master / Opening Balances / Sub Ledgers - Journals and enter a journal exactly
as follows :
Voucher Number : JV001 This is your actual journal voucher number
Narration : Enter any Narration - max : 50 characters
GL Code Class Debit Credit
S002 Staff Advance 10500.00
S002 Staff Advance ---A01 Alex 4000.00
S002 Staff Advance ---B01 Bob 3000.00
S002 Staff Advance ---H01 Henry 3500.00
GL Code for Staff Advance Employee's Document Individual advances

Class Codes to each employee
In the aforesaid journal, the credit entry (without document class) will nullify the opening
balance while the multiple debit entries (with document class) will total up to $10,500/- with
individual sub ledger balances.
Notes:
If you have used FACT during the last financial or accounting year and have run Year End,
you do not need to make any opening entry for the sub-ledgers. During the Year End
process, FACT automatically carries forward all your subledger accounts to the next year.
Also see Year Ending in Part VI - Housekeep in this manual.
Opening Balances / Budgets/Last Year

This option allows you to enter the Budgets for each Ledger Account for each month in
the accounting period and Last Year's figure.
You may generate the Trial Balance Profit & Loss Account and the Balance Sheet
compared to the budgeted figures or last yearÕs figures entered along with variance
reported in %age.
You may enter Budgets sensitive to Document Class also - for Divisionwise, Departmentwise,
Cost Centerwise or Subledgerwise analysis. Press <Ret> to get the following message :
YOU ARE USING MORE THAN 12 MONTHS <F>st 12 MONTHS OR <L>st 12 MONTHS
In case your accounting period is more than 12 months, choose the appropriate period :
[F] for the First 12 months or [L] for the Last 12 months and press <Ret>. This message
does not appear if your accounting period is 12 months or less.
You will come to the next screen showing the Ledger Accounts on the left and the selected
12 months on the right. At the end of the column, L/Year Closing appears. You enter the
previous year's closing total for the ledger account here. Choose the Ledger Account and
press Return to come to the Budget Box. You have the same powerful features you had in
the General Ledger Opening Balance & Stock Opening modules. Use the search facility for
faster entries - also the Lock a Month feature.
146 FACT User Guide
Notes
• Budgets and Last Year's figures may be changed anytime.
• Refer to the Closing-Production Rates chapter for a full explanation of the options you
get when you press <Esc> here.
• Budgets and Last Year's Figures may be entered for different Document Classes as well.
Document Classes are used for Divisions Departments Subledgers.
To enter Budget figures for a Document Class, press <Esc> and select Doc Class from
the menu at the bottom of the screen. You will be prompted with Budgets Entered For.
This is where you should enter the Document Class combination for which the Budgets
are to be entered. This Document Class stays in memory till changed or until you exit the
module.
• Listing of Budgets / Last Year figures are available through Ledger/Listing of Masters/
Budgets-Last Year. You may generate the printout from there. Output on screen is
available through the entry module itself.
• Use the Code Search / Description Search facility fully explained in Opening Balances
/ General Ledger.
• Lock a Month is extremely neat - try it.
Opening Balances / Unreconciled Vouchers

FACT automatically carries forward unreconciled vouchers, if any, during the Year End
process. You can reconcile these vouchers through Entry/ Vouchers - Receipt/ Payment/
Bank Reconciliation option.
The Unreconciled Vouchers under Masters/ Opening Balances allows you to edit the
unreconciled vouchers that have been carried forward during the Year End process. You
can also enter any voucher that was not entered and therefore not reconciled during the
previous accounting year. These vouchers can be reconciled through the Bank
Reconciliation option under Entry/ Vouchers - Receipt/ Payment. Suppose you have not
been using FACT during the previous year, and have certain vouchers not reconciled during
the year end calculation. This feature helps you enter these vouchers as opening balances
and continue with your accounting with FACT which will take care of these vouchers.
Entry / Vouchers - Receipt / Payment

Vouchers - Receipt/Payment
All vouchers for payments and receipts pertaining to any General Ledger Account and
routed through the cash book or any bank book is entered thru this module, including Contra
Vouchers for cash deposited in bank or self cheque withdrawn from bank. The correspond-
ing debit or the credit (as the case may be) is carried out by FACT automatically - giving
you no scope to make a mistake. The posting of the entry in the Cash / Bank book , in the
General Ledger , Trial Balance and the PL & BS is done immediately - ONLINE.
Vouchers are of two types - single debit / credit (where only one General Ledger Account
is debited or credited in one voucher) or multiple debit / credit (where more than one General
Ledger Account is affected in one voucher). A multiple voucher could be a travel
reimbursement voucher where you would like to debit hotel expenses, boarding, travel etc
and credit bank all on one voucher. Depending upon the type of voucher you want to enter,
select the option from the menu.
One Db/Cr
Payment / Receipt
Enter P for Payment (debit) voucher ; R for Receipt (credit) voucher. Use F1 to see all
Payment & Receipt vouchers.
Voucher Number
Enter the Voucher Number (max : 5 characters). Use F1 to see all Payment or Receipt
Vouchers depending on whether you have selected P or R. See tips at the end of the chapter
for information on Document Numbering.
Date
The system date is displayed the first time you enter this option. Change if desired. Any date
within the accounting period is accepted. In case many vouchers are being entered, the date
of the last voucher is displayed by default. In case MANAGER has set a date range,
vouchers can be entered only within this range.
A/C
Enter the General Ledger Code to be debited/credited. Use F1 for Popup Help Box. To enter
a Contra Voucher, enter the Contra Account Ledger Code you had entered in Account/
Preferences/System Control/P&L-Cash Book/Contra A/c (for Contra Entry, you must
enter it as a payment voucher).
Bank / Cash
Enter the code of the Bank / Cash book thru which this voucher is to be routed. Use F1 for
Popup Help Box. In case of Contra Entry, enter the code of the Bank / Cash which is to be
credited.
Paid To / Received From

Enter the name of the Payee / Payer - max : 50 characters. Use F1 to recall last entry.
In case you enter the GL Code for Contra A/C, this option will ask you to enter the Code
for Bank / Cash which is to be debited.
Narration
Enter a Narration for the voucher - max 200 characters. Use F1 to recall last entry.
Chq No
Enter the cheque number in case the voucher pertains to a bank. In case it was a cash book
voucher you will notice the characters "N.A"; meaning Not Applicable.
dt
Enter the cheque date - the voucher is displayed as default. Change if desired. In case of
148 FACT User Guide
Cash book voucher, the cursor skips this option.
on
If you are entering a receipt voucher, (R), enter name of the bank on which the cheque is
drawn (max : 10 characters). In case of Cash book voucher, the cursor skips this option.
Currency
This is applicable only if you had selected a Bank/Cash Book mapped to a foreign currency.
Enter the foreign currency code. Use F1 for a popup help box.
Amount
Enter the foreign currency amount (paid/received). If the Bank/Cash Book is maintained in
local currency the cursor skips this option.
Amount (Local Currency)

If the voucher is in a foreign currency, enter the equivalent local currency amount. By default
the system will use the exchange rate for the date and display the converted amount. In case
the voucher is in the local currency, simply enter the voucher amount.
Class
If you are keeping track using Document Class, enter the document class code combination
here. Use F1 for Popup Help Box.
Many Db/Cr
Pay / Recd
Enter P for Payment (debit) voucher ; R for Receipt (credit) voucher.
Vr No
Enter the Voucher Number (max : 5 characters). Same as the earlier module.
Date
Enter date of the voucher - same as earlier module.
Paid To / Received From

Enter the name of the Payee / Payer (max : 50 characters). Use F1 to recall last entry. The
screen shows only 18 characters - the balance scrolls inside.
Bank / Cash
Enter the code of the Bank / Cash book through which this voucher is to be paid/deposited.
Chq No
Enter the cheque number in case the voucher pertains to a bank. In case it was a cash book
voucher you will notice the word "N.A." meaning Not Applicable.
dt
Enter the cheque date - the voucher date is displayed as default. Change if desired. In case
of a cash book voucher, the cursor skips this option.
on
If you are entering a receipt voucher, (R), enter name of the bank on which the cheque is
drawn (max : 10 characters). In case of Cash book voucher, the cursor skips this option.
Currency
This is applicable only if you had selected a Bank/Cash Book mapped to a foreign currency.
Enter the foreign currency code. Use F1 for a popup help box.
Code
Enter the GL Code to be debited or credited. Use F1 for a popup help box.
Class
If you are keeping track using Document Class, enter the document class code combination
here. Use F1 for Popup Help Box.
Receipt
Enter the amount in case the account is to be credited. To debit - press Ctrl-End to move
to the Payment column. If you press Ctrl-End again, it will bring you back to this column.
Payment
Enter the amount in case the account is to be debited. You may enter upto 50 Receipts /
Payments on one voucher
Narration
You may enter upto 200 characters of Narration for each General Ledger entry.
Amount
Here the Amount totals for both the Receipt and Payment columns are shown respectively.

If the voucher is in a foreign currency, the equivalent local currency amount is displayed
here.
By default, the system will use the exchange rate for the date and display the converted
amount, If no Exchange Rate is found for the date, the system will prompt you for the local
currency amount before saving the Voucher.
Notes
• FACT will check for the logged-in user and popup a list of available Document Numbering
Schemes existing for the user. In case no numbering scheme has been defined for the
user, FACT will select the default numbering scheme. The Document Numbering
Schemes are defined through Account / Preferences / Document Numbering.
• If however, only one Numbering Scheme has been defined for the user, the popup list will
not be available. FACT will pick up that Numbering Scheme automatically.
• The voucher will be saved only if the Balance on the bottom left is ZERO. To save the
voucher, press Ctrl-Home at the Code field. You may use [PgUp] and [PgDn] keys to
move up and down the multiple entries. Ctrl-PgUp deletes an entry.
• Leaving chq no blank suppresses printing of "chq no - dt - on" from reports. Blank chq
150 FACT User Guide
dt suppresses chq dt and chq number from printing.
• If you enter a code for Cash Book, Chq No: should show you N.A. and should not allow
any input for any chq details
• You may move the cursor up to any previous field and correct entries made before the
voucher is saved - try this extremely useful feature.
• You may add, modify or delete vouchers at will by zooming in from the Cash Book, Trial
Balance, Profit & Loss Statement and the Balance Sheet. You cannot append, modify
or delete a "Many Db / Cr" type voucher in the zooming in mode.
• In case the GL Code does not exist, you can add it from within this module by typing Y
when prompted with "This General Ledger Code does NOT Exist! Add New...Y/N!"
• You may SWITCH over to Journals or Receipt-Payments/Vendors or Customers from

this module and vice-versa. For a detailed explanation on switching, look up the
Introduction.
• During the entry of Many Db/Cr Vouchers, FACT automatically calculates the
consolidated voucher amount and displays it under Narration. However, FACT only
validates the amount if it is a Payment Voucher and the ultimate balance at the time of
leaving the line items is credit in nature. If the final balance is not credit in nature, the
system will issue a warning message :
You have marked the voucher as P (Payment) type.

However the total amount for receipts exceed the total
amount for payments. Do you wish to change this to a
Receipt voucher and proceed ? [Y/N]
A similar message will be issued for a Receipt Voucher.
The Last Balance Amount line will continue to display the Debit or Credit Balance as the
case may be. As you complete the entry you will be able to enter the consolidated amount
as prompted at the balance line items.
You can modify the vouchers in the same way as described above.
• FAST ENTRIES
Use Function Key Macros for faster data entry. Say you are entering salary vouchers for
the month (Account Code = 702) and you are paying the cheques from Bank Code = 2.
Define a function key with (;;702;2;). Now press this Function Key when you come to the
next voucher number. What this macro does is to enter data automatically as follows:
Voucher Number : accepts displayed number <RET>

Date : accepts the displayed date <RET>
A\C : 702 <RET>
Bank / Cash : 2 <RET>
Paid To : cursor stops - enter the name of the payee
See how fast data entry becomes!

• You may enter combined journal and bank / cash vouchers through the Many Db / Cr
mode. So long as the net debit or credit is equal to the amount of the voucher, it will be
saved. This is extremely useful when entering a salary voucher where there are
deductions along with the net payment. Or a travelling advance refund voucher with the
expense statement.
Example - Many DB / CR
A typical example of a combined cash / journal voucher is a refund of a travelling advance
with statement of expenses. Say, against an advance of $5000/-, the executive returns
$2000/- along with an expense statement of $2000/- towards Air Ticket and $1000/-
towards Hotel Expenses. The entry would be made as follows:
Payment / Receipt : R
Voucher Number : xxxxx
Date : MM/DD/YY
Received From : Mr X
Narration : Refund of TA .......
Bank / Cash : 1
Amount : 2000.00
Code Class Receipt Payment
314 Travelling Advance 5000.00

714 Air Travel Expenses 2000.00
717 Hotel Expenses 1000.00
See how easy it is. This module can be used very effectively for Salary Payments also
(where deductions are made for Income Tax, House Rent etc on the net payment
voucher).
• To enter a receipt/payment pertaining to a Customer/Vendor, switch to Vendors &

Customers. These vouchers are not entered here. Use SWITCH to change over to
Customers/Vendors.
• In case you have a bank account/cash in hand which comprises of balances of different
divisions (controlled through Document Class) you have to enter the opening balances
by passing a Many Db/Cr voucher on the first day of the accounting period. You enter
it as a payment voucher for the entire balance debiting an account (say Suspense) leaving
the document class blank. Then you enter a receipt voucher for the same total amount
with multiple credits to the same a/c (Suspense) giving the document class of each
division against the credit. Now when you generate a filtered Bank / Cash Book for a
particular division, it will show you the correct opening balance.
• If a cheque paid/ received through this module has bounced, make a payment entry (in
case of a incoming cheque) or a receipt entry (in case of a payment by cheque) for the
same account and the same amount giving the same cheque number .
The same sequence of entries apply in case a cheque was received/paid last year and
was returned in the current year.
• FACT allows you to enter unlimited number of items in a Voucher . The system also
allows you to import an unlimited number of items in these documents when you run
Housekeep / Import Data.
152 FACT User Guide
Vouchers - Receipt / Payment / Bank Reconciliation
Bank Description
Enter the name of the bank for which the reconciliation is desired to be entered. Use F1
for Popup Help box.
Reconciliation Date
Enter the date of reconciliation. You will be shown a list of all the Cash/Bank entries made
till (including) this date.
A list of entries showing the details like Date , Number, Cheque No, Payee/Payer,
Withdrawal/Deposit, Amount are displayed along with a check box "[ ]" which indicates
whether this entry is reconciled or not.
[X] - means "entry has been reconciled"

[ ] - means "entry not yet reconciled"
The bottom of the screen shows the net reconciled withdrawal/deposit amount for the
specified date.
[ ] Include Post Dated Entries

Put a checkmark "[X]" against this prompt if you want the list to include entries which are
dated beyond the specified reconciliation date. This is generally required if the entry was
made after the actual deposit or withdrawal - this will be indicated by the reconciliation
statement sent to you by the bank (e.g. bank Interest, bank charges etc.)
The check box can be marked or unmarked by pressing <Space Bar> or <Enter> or using
the Mouse to click once.
View
Select Both for the list to include both, Deposits as well as Withdrawals.
Select Withdrawals for the list to include only Withdrawals.
Select Deposits for the list to include only Deposits.
Sort Order
Sort order for Withdrawals and deposits has to be specified separately.
Select Date to sort the entries by Voucher Date.
Select Voucher to sort the entries by Voucher Number
Select Cheque to sort the entries by Cheque Number
Check Box [ ]
There is a check box against every entry on the reconciliation list. The check box can be
marked or unmarked by pressing <Space Bar> or <Ret> or using the Mouse to click once.
[X] - means "entry has been reconciled"

[ ] - means "entry not yet reconciled"
Down
Scrolls the screen Down, one page at a time. You may also use the <Pg Down> key.
This option is only available if there are more entries beyond the current screen.
Up
Scrolls the screen Up, one page at a time. You may also use the <Pg Up> key.
This option is only available if there are more entries before the current screen.
Tag All
Check marks all the entries as reconciled.
Untag All
Removes the check marks from all currently marked entries - thus leaving them as
unreconciled.
Locate
This option allows you to locate an entry using the Cheque number or Voucher Amount. You
can locate an entry as follows :
Document Type
Select Receipts if the voucher to be located is a Receipt Voucher.
Select Payments if the voucher to be located is a Payment Voucher.
Cheque Number
Enter the cheque number . If you do not remember the cheque number leave it as
"«««««««««««"
Amount
Enter the voucher amount. You can leave this zero if you do not remember the amount
You must provide either the Amount or the Cheque Number to Locate a document.
Both cannot be left unspecified.
Start
Press <Ret> to start the search for a document matching the specification provided
above.
Next
Press <Ret> to search the next document matching the given specification.
Ok
Press <Ret> here to go directly to the entry matching the specifications.
Cancel
Press <Ret> to cancel the operation and return to the previous screen.
Quit
Returns control back to the main FACT menu.
Notes
• FACT recognises and accepts the postings of the payroll data from Perks. These entries
are then stored in the respective data directory (FA_???) of the FACT Account to which
the data is posted. You can reconcile or unreconcile the entries from Perks. During the
Bank Reconciliation, FACT also displays the voucher and cheque details for reconcilia-
tion. All the reports related to Bank display the data related to posting from Perks. The
154 FACT User Guide
reports that will display Perks data are as follows:
Ledger/ Cash Bank Reports/ Checklist

Ledger/ Cash Bank Reports/ Books Reconciliation
Ledger/ Cash Bank Reports/ Summary
Ledger/ Cash Bank Reports/ Bank Reconciliation List
Ledger/ Cash Bank Reports/ Cheques List
Entry / Journals
Journals / Ledger
Journal vouchers are entered thru this module to affect any General Ledger Account. You
may enter any number of debits / credits on a single voucher. A check is kept for the debits
to equal the credits before the voucher can be saved
This option is also used to enter opening balances for subledgers and branches/
departments (refer to the Notes following this chapter for a detailed explanation).
Voucher Number
Enter the voucher number. Press F1 to pop up a list of all journal vouchers entered so far.
Date
The system date is displayed the first time you enter this option. Change to any date within
the accounting period. In case a number of vouchers are being entered one after the other,
the date of the last voucher is displayed as default.
Narration
You may enter a narration here (max : 200 characters). Do not worry - the screen scrolls
inside after the first few characters. Use F1 to recall the narration that was entered on the
immediately preceding journal.
Code
Enter the General Ledger Account code that is to be debited/credited. In case the code does
not exist you will be prompted with the following question :
'This General Ledger Code does NOT Exist! Add New...Y/N!
Answer Y to add this code to the General Ledger Master.
Vr Class
If you are using Document Class to keep track of branches, divisions, employees etc, enter
the document class combination here - exactly as it is supposed to be.
Debit
If the selected account is to be debited, enter the debit amount here.
Credit
If the selected account is to be credited, enter the credit amount here.
then stored in the respective data directory (FA_???) of the FACT Account to which the data
is posted. You can reconcile or un-reconcile the entries from Perks. During Bank
Reconciliation, FACT also displays the voucher and cheque details for the reconciliation.
All the reports related to Banks display the data related to Posting from Perks. The reports
that will display Perks data are as follows:
Ledger / Cash/Bank Reports / Checklist

Ledger / Cash/Bank Reports / Books Reconciliation
Ledger / Cash/Bank Reports / Summary
Ledger / Cash/Bank Reports / Bank Reconciliation List
Ledger / Cash/Bank Reports / Cheques List.
To switch between the Debit and the Credit columns, press the Ctrl + End key combination.
Description
You may enter an additional explanation (max : 50 character) against each Ledger entry
on the journal - this will be printed against these entries in the Journal Book and the detailed
General Ledger.
Notes
• The voucher will be saved only if the Balance on the bottom left is ZERO. To save the
voucher, press the Ctrl + Home key combination when the cursor is on the Code field.
You may use <PgUp> and <PgDn> keys to move up and down the multiple entries. The
Ctrl + PgUp key combination deletes an entry.
• Subledger opening balances can be entered through Masters / Opening Balances / Sub
Ledger - Journals option.
• You are not allowed to add/modify/delete a journal voucher number prefixed with the
following: DB, DD, DC, CB, CD, CC, DR, DP, CR, CP, DM, CM, CT, DT, IP, CG, DG.
These vouchers have not been entered by you. They are automatically created by FACT
whenever a document is raised on a customer/ vendor. They are referred to as Auto
Vouchers. These Auto Vouchers are modified/deleted automatically whenever the
original source document is modified/deleted.
• FACT allows you to enter unlimited number of items in a Journal . The system also allows
you to import an unlimited number of items in these documents when you run Housekeep
– Import Data.
Ledger Reports
As you already know FACT is completely ON-LINE –– there is no processing involved (we
hope you did not waste time looking for the processing module in the menu).
The reports section of FACT is the easiest to operate. Being totally ON-LINE there is no
restriction on the sequence you follow. Judging from the quality of FACT you would have
probably guessed the great feature that makes all the reports really classy. Reports can be
taken for any date/period (within the accounting period of course). Which means you save
time, paper and money. What’s more, you generate reports for exactly what you want, when
you want!
156 FACT User Guide
• Using Document Class to filter reports

Departmentwise/Divisionwise, Subledgers, Selective Reporting
ALL reports can be taken for the above. All you need to do is to set the Filter accordingly.
When you take a printout, a small pop up box appears on the screen where you may enter
the Filter. For screen reports, go to Account/Preferences/Filter and set the Filter there. Once
a Filter has been set, it remains in memory till changed. Subledgers are also set thru
Account/Preferences/Filter
When you take filtered reports on screen, the filter condition or its description (entered thru
Masters/Document Class/Filters) is displayed on the right top corner just under the
Accounting Period. In all printer reports, this is printed under the main report title.
• Screen Reports
Special attention has been given to report design - they need not be always taken on a hard
copy. FACT has a specially designed screen layout for all reports. When the reports are
viewed on screen it is possible to flip back and forth between pages (one of the firsts by
FACT). INSTANTANEOUSLY –– that is how fast the screens will change. Whenever the
report exceeds a page on the screen the bottom line prompts you as follows :
Previous Page Quit From Report Continue - More
with the cursor resting on Continue - More. Press <Ret> and you will go to the next page.
You may move to the other options by using the arrow keys or the first letters ( P/Q/C) for
the respective options. Of course, pressing <Esc> takes you back to the main menu. Next
time you take a report, the From Date and To Date entered last will appear as default.
• Zooming In & Out

Another great feature. Available in the Cash/Bank Books, Trial Balance, Profit & Loss
Statement and the Balance Sheet. The screen reports have a ZOOMING IN feature. When
you view these reports on the screen and come to the end of a page, the bottom line prompts
you as follows :
Previous Page Quit From Report Continue - More Select
In the Trial Balance, choose Select and ZOOM IN into the Month Debits/Credits, from there
into the General Ledger and finally into the Voucher level. There you may view vouchers,
modify them, delete them and even add new ones. What’s more, once you have added,
modified and deleted vouchers, you may ZOOM OUT in the reverse direction back to the
report you started from. All the balances are updated automatically.!
• Printer Outputs
All reports have been designed with the 80 column printer in mind. Which means you do
not need a 132 column printer to generate reports. FACT switches to compressed and
normal mode all on its own.
FACT reports are also a super saver on time, money and paper ! Say you have a report from
1st Jan to 30th May running into 50 pages. And you manage to spill coffee on pages 32 and
33. Have nightmares started over printing the entire lot of 50 pages again? Set your mind
at rest. FACT comes to the rescue. In all the reports when you say Y to Printer a small box
appears asking you the following questions :
Filter : ««««««
First Page : 1
Start From : 1
End at : 9999
Class : 3
Suppress VNo : N
Printer Width : 80
For our above example you would enter the number of the first page of your report
(presumably 1) in First Page. Since you wish to start printing from Page 32, enter 32 in Start
Page. And at End at enter 33. What do you get ? Exact replicas of Pages 32 and 33 !
Provided of course you did not change any data between the two printouts.
At Filter, enter the Document Class you want the report to be filtered on. For non-filtered
reports, just leave it as ««««««. Press F1 for Popup Help Box. It will show you all the filters
entered so far. Read the Document Class Examples for the different ways in which you can
set Filters and use Document Class to add power to your financial reporting.
At Class, enter Y in case you want the Document Class printed under each transaction
reported; Document Class will be printed only if a detailed report has been requested.
By default, each transaction is reported with the actual voucher number. You may not want
the voucher numbers to be printed in your reports. Say Y against Suppress V No if you wish
them to be suppressed from printing.
At Printer Width, enter 80/132 to change the printer width set for the reports.
• Tagging Accounts
To tag (select) an Account press <Ret>. A bright mark will be displayed on the left of the
code. This means that the account has been TAGGED for viewing/printing. The highlighted
bar moves down to the code below. To UNTAG an account, take the highlighted bar to the
TAGGED account and press <Ret> on it. The bright mark will disappear.
Several options are available for faster tagging. Press <Esc> for these options :
Resume Mark Unmark All Find Brk Page No Go Quit
Resume
To go back to the tagging box.
Mark
To tag accounts faster.
When you select this option, you will be prompted with All and Pattern
Select All to tag all accounts.
Choose Pattern, to enter a pattern on which you want the tagging. Example : If you
enter EXPENSES, all accounts with EXPENSES anywhere in the Code or Description
will be tagged.
Unmark All
To untag all the accounts tagged so far.
158 FACT User Guide
Find
To locate an account fast - on code or on description. You are prompted to enter the
search key. If you enter SALE, the cursor will come and stop at the first account whose
code/description has SALE in it. Then the bottom line shows you :
Find Next : Yes No
Choose Yes to search for the next account matching the search key. Else choose No.
Brk Page No
By default, FACT will not print each account on a new page. If you wish to print each
ledger account on a new page, bring the cursor to this option and press <Ret>.
Go
To start viewing/printing
Quit
To exit from the tag box and return to the main menu.
• One Last Word

One last word about reports –– reports on the screen are not exactly what you see on the
printer. They have been designed in this manner. To make the screen reports neat & easily
readable we have deliberately restricted one record to one line only in most cases. This
necessitated omission of some details pertaining to that record from screen displays. On
the printer you get full details including narration, payer/payee name, chq details, document
class, etc.
We suggest you go thru all reports on screen once to get a feel of them. Try them out ––
you are not even wasting paper - and the reports are fast –– super fast !
Ledgers / Cash/Bank Reports

Ledger / Cash/Bank Reports / Checklist
The primary purpose of this report is to provide an edit checklist to match the physical cash/
bank vouchers with those entered in FACT. Despite the extensive on-line validation
performed by FACT, human errors have a knack of creeping in.
This report gives you the opening Bank & Cash balances as on the first date (From). Then
it lists all vouchers datewise. At the end it displays the closing Bank & Cash balances as
on the last date (To).
From
Enter the date From which report is desired.
To
Enter the date To which report is desired
Detail
Enter Y for cheque details and narration also to be printed.
Detailed report is available ONLY on the printer.
Printer
Enter Y for printer; N for screen.
This prompt is not available if you had answered Y for Details above.
Notes
• Useful report for management to see daily transactions and opening/closing balances of
cash and all banks at a glance.
• This report shows the day totals of customer/vendor transactions relating to bank/cash
with the following prefixes :
Customers Vendors
DM : Cash Memo Sales CM : Cash Memo Purchases
DR : Receipts CP : Payments
DP : Payments CR : Receipts
DT : Cash Sale Returns CT : Cash Purchase Returns
Cash/Bank Reports / Books/Reconciliation

This is the conventional form of the Cash and Bank Book. To overcome the limitation placed
by the columnar cash book on the number of bank columns you get separate Cash and Bank
Books for each cash/bank account defined.
You may also opt to generate the report for all the Cash and Bank books consecutively
or take it one at a time for each book.
From
To
Enter the date To which report is desired.
Currency
You may opt to take the report in either the Local / Home Currency, a Foreign Currency,
or in both Local and Foreign Currency together. Based on your selection, the transaction
figures in the report will be shown in the chosen Currency.
Choose Local to generate the report in the local / home currency.

Choose Foreign to generate the report in a Foreign Currency of your choice.
Choose Both to generate in both the home currency as well as a Foreign Currency of your
choice.
If you select Foreign or Both the report prompts you to select an installed Foreign Currency.
The Exchange Rate applied on the transactions will be the last available rate for that Foreign
Currency. If no rates are available for the selected Foreign Currency in the Currency Master,
the report will show the Foreign Currency amount as nil.
However, if you select a Foreign Currency for a Foreign Currency Cash / Bank book, the
report will not show any equivalent Foreign Currency amount.
160 FACT User Guide
Detail
Enter Y for cheque details and narration also to be printed.
Detailed report is available ONLY on the printer.
Printer
This prompt is not available if you had answered Y for Details above.
Books
Choose Selective in order to generate a consecutive report for selective Cash and Book
Books.
Choose All to generate a consecutive report for all Cash and Bank Books installed.
AR/AP Details
Enter Y for customer-wise/vendor-wise transaction-level reporting.
Enter N for a consolidated entry of all customer/vendor transactions.
Reconciliations
Enter Y to include breakup of Reconciled and Unreconciled balance; N to exclude breakup.
Notes
• Generate Cash and Bank Books only after all vouchers entered have been checked and
corrected - saves time, paper, printer ribbon and money.
• In case Receipts/Payments Register are maintained, say N to AR/AP Details. It will make
the Cash/Bank book much easier to handle.
• For Cash Books - check to see if you have entered Y in Masters/Chart of Accounts/
General Ledger Codes when prompted for Cash Book Y/N. Else the header line will show
Bank Book.
• Zooming In
The Select (zoom in) feature is available only if you have answered N in ‘AR/AP Details’,
you will be prompted the following line at the end of each page :
Previous Page Quit from Report Continue - More Select
Choose Select. You will see a screen similar to voucher entry - either bank-cash or journal
depending on the voucher selected. You may view Previous/Next Vouchers or add/
modify/delete vouchers. When you Return to the Bank/Cash Book, the changes will be
updated immediately and the Bank/Cash report currently on the screen will reflect the
latest changes.
• For Bank Reconciliation purposes, generate a printout of the Bank Books in the summary
format. This report will suppress the payer/payee name, chq details and narration. In
effect, it is identical to the bank statement.
• Opening Balances of Cash/Bank Books are entered thru Masters/Opening Balances/

General Ledger. The listing may be generated thru Ledger/Listing of Masters/Cash-Bank
Books.
• Voucher Numbers may be suppressed from printing. Say Y in Suppress VNo in the
printer box.
Cash/Bank Reports / Summary

FACT was not designed only as a business accounting system. We also thought of you
accountants and managers trying to squeeze out every paise/cent (or whichever currency
you maintain your accounts in) of interest from prudent management of your cash/bank
balances. So we thought of giving you a helping hand— balances which would give you
meaningful information !
What is this report all about ? It gives you the balance on the opening date. Then it lists the
TOTAL of payments/receipts (of only those days when there were movement of funds) and
the closing balances on these days.
You can see at a glance for the whole year (or part) the way your cash and bank balances
have moved. In a jiffy it gives you the minimum balance during the period. Now compare
this to your average financial requirement and put the extra in a call money account - you
would be surprised at how much interest will be credited to your account. Manage your Cash
Balances too. Put the extra away in the bank.
From
To
Printer
Book
Enter the Bank/Cash Book code for which the report is desired.
The first Bank/Cash Book installed is shown as default. Use F1 for Popup Help Box.
Notes
• Take a report every Monday—it will totally change your concept of money management.
• Compare the trend of balances with those of the previous year/period and analyze
changes for abnormal differences.
Cash/Bank Reports / Bank Reconciliation List

This report provides you with a list of all Bank vouchers reconciled or unreconciled as on
a particular date . This report is sorted on Voucher Date, Cheque Number and Voucher
Number.
You may opt to generate the report for all the Cash and Bank books consecutively or take
it one at a time for each book. The report may also be taken for multiple Filters - just select
all the Filters you want only once and FACT will give you the report for each Filter one after
the other. That saves you a lot for your coffee break !
Bank
Choose Selective for selectively tagging the Cash / Bank books.
Choose All to select all books for a consecutive report.
162 FACT User Guide
Date
Enter the date As On which the reconciliation is to be considered.
Report
Select Reconciled to generate a list of all reconciled vouchers.
Select Unreconciled to generate a list of all unreconciled vouchers.
Documents
Select Both for the report to include Receipts as well as Payment vouchers.
Select Receipts for the report to include only Receipt vouchers.
Select Payments for the report to include only Payment vouchers.
Printer
Y for report on printer; N for report on screen.
Sorted by
Select Date to sort the report datewise.
Select Number to sort the report Voucher Number-wise.
Select Cheque to sort the report Cheque Number-wise.
Multiple Filters
Answer Y to select Document Class Filters. You may select one or more Filters from the
Filter popup, which will give you a continuous report for each Filter one by one. If you have
selected more than one Cash / Bank book earlier, FACT will generate reports for all Filters
for the first book in the selected Cash / Bank list before proceeding with the next selected
book.
Notes
• This report will work even with the single Filter set from Account / Preferences / Filter
option or by pressing the [Shift] [F1] hotkey combination.
• If the report is taken Filtered, the Bank Reconciliation features of the report may not be
very apparent; It would anyway report all the transactions for the period which contain
the Filter
• Before the report is generated, FACT scans the entire database for all the Cash / Bank
books selected. You will get a warning message for each book which does not have
any transactions as on the report date. This book will also be excluded from the report.
Cash/Bank Reports / Cheques List

This report provides you with a list of all cheques (issued/received) against a Bank. The
report can be sorted on Voucher Date, Voucher Number, Cheque No, Cheque Date and
Payer / Payee Name.
Bank
Enter the code of the Bank for which you want the report. Use F1 for Popup Help box.
From
This is the Voucher Date.
To
This is the Voucher Date.
Documents
Select Both for the report to include Receipts as well as Payment vouchers.
Select Receipts for the report to include only Receipt vouchers.
Select Payments for the report to include only Payment vouchers.
Printer
Y for report on printer ; N for report on screen
Sorted by
Select Date for the report to be sorted datewise.
Select Number for the report to be sorted Voucher Number-wise.
Select Cheque for the report to be sorted Cheque Number-wise.
Select Cheque Date for the report to be sorted Cheque Date-wise.
Select Payer/Payee for the report to be sorted Payer / Payee-wise.
Ledger / Journal Book

You can use this option to generate the Journal Book for a specific period. In the Journal
Book, you will notice some entries which you have not created. Do not be alarmed ! These
entries have been created by FACT to give effect to the entries made by you in the financial
books - one of the many reasons why you bought FACT in the first place. Even your attempts
to modify/delete them will fail.
These entries are referred to as POSTING JOURNALS or AUTO ENTRIES. The voucher
numbers are generated automatically and their prefixes denote which module they have
originated from :
Prefix Source Prefix Source
DB : Customers’ Invoices - Sales CB : Vendors’ Invoice - Purchases
DC : Customers’ Credit Notes CD : Vendors’ Debit Notes
DD : Customers’ Debit Notes CC : Vendors’ Credit Notes
IP : Inter Party Journal
From
To
Narration
Enter Y to print with narration.
Report with Narration is available ONLY on the printer.
Printer
If you say Y in Narration above, the cursor skips this option.
164 FACT User Guide
Posting Journals
Enter Y to include Posting Journals in the report; N to suppress them.
See explanation above on Posting Journals.
Document Class
Enter Y to print the Document Class Code and Description for each item in a Journal
Voucher. N will suppress them from printing.
Sort on Db/Cr
Answer Y to sort items of a Voucher based on their type (Debit / Credit). In effect, all Credit
entries will be printed first followed by all the Debit entries. N will print the items in the
manner they were entered.
Notes
• You may say N at Posting Journals since the entries will be reflected in the General
Ledger printout - unless you wish to see these entries too.
• Voucher Numbers may be suppressed. Say Y to Suppress VNo in the printer box.
• The posting from the A/R and A/P modules are made on a daily basis. Which means that
one Posting Journal is created for each type of entry (e.g. Invoices, Debit Notes etc). The
Posting Journals are prefixed with predefined characters. To check the breakup of the
Posting Journals, the following guide will prove useful :
DB AR-AP/Invoice Register/Sales
CB AR-AP/Invoice Register/Purchase
DC AR-AP/Credit Note Register/Customers
DD AR-AP/Debit Note Register/Customers
CD AR-AP/Debit Note Register/Vendors
CC AR-AP/Credit Note Register/Vendors
IP AR-AP/Party Journal/Customers & Vendors
Generate the desired register for the day for which you are generating the Posting
Journal.
Ledger / General Ledger

You can use this option to generate the conventional form of the General Ledger. This same
report can be generated in several MIS reporting formats - just by answering Yes or No to
certain questions. These reports make the ledger outputs much more meaningful. You may
generate the General Ledger in the following unique ways :
• selectively - choose the GL Accounts you wish to view / print

• for any period any time
• in conventional (non detailed) format or in detailed (with narration, payer/payee name,
chq details) format
• print each new account on a new page or save paper by using the continuous print option
• print the document class or suppress it
• print the voucher number or suppress it
• in sub ledger format

• selectively in subledger on any picture of the document class
• in sub ledger summary format
• alphabetically or codewise
• detailed report (except sub ledgers) on screen
From
To
Closing Narration
Enter Y to print the Closing Narration as "To/By Profit & Loss Account".
Enter N to print the GL in the normal manner as "To Closing Balance".
This option is only available if the To date above, is the accounting period End Date.
Remarks
Enter Y for cheque details and narration to be printed.
Answering Y here will allow you to take a detailed report (except sub ledgers) on the screen
itself.
Printer
If you had specified Y for Remarks above, answering N here will give you a detailed report
(except sub ledgers) on screen.
Alphabetical
Enter Y for the GL accounts to be printed alphabetically (by description); N for code wise.
Subledgers
Enter Y for the report to be printed in sub-ledger format; N for normal general ledger format.
If you had specified Y for Remarks and N for Printer above for a detailed report on screen,
this option will not be available. Detailed report with sub ledgers can only be taken onto
printer.
Class Segment
If you say N in Subledgers, the cursor skips this option .
Enter the segment of the Document Class you wish to treat as the sub-ledgers.
Example : you may be using the 3 segments of Document Class for Division, Cost Centers
& Employees respectively and wish to generate the GL for "Salary & Wages" in the sub-
ledger format based on the Employee codes. You must enter 3 as the Class Segment.
Summary Only
Enter Y for summary report; N for transaction wise details.
This option is available only if you say N in Remarks above.
Posting Details
Enter Y to include posting details; N to exclude posting details.
166 FACT User Guide
Product Details
This is available only if you answered Y for Posting Details above. Answer Y for including
product details in the report.
A popup box will appear on the bottom right corner displaying all the General Ledger
Accounts with their codes. Tag and proceed.
If you answered Y in Subledgers, a second popup box will show a list of all the subledger
(Document Class) codes. Tag and proceed. Read on for detailed explanation on tagging
the accounts for viewing/printing.
Running Total
Answer Y to print a running total of Amount figures at the bottom of each page.
Please note that this is available only for detailed reports.
Notes
• Take a detailed ledger for an account which has complications - this will not only give you
a clear picture, but at the same time satisfy your auditor's requirements.
• Choose selective view/print for faster and easier location of desired entries.
• Choose Brk Page as No to save paper.
• Use <ESC> M to mark all accounts in tagging box - it is much faster than tagging all
manually.
• Before taking a printout, you may set/change the filter setting from the printer popup box.
However, a filter setting is stored in default till it is changed again. For screen reports, you
must set the filter thru Account/Preference/Filter each time. On screen the filter condition
is displayed below the accounting year dates on the top right corner.
• Voucher Numbers may be suppressed from printing. Say Y in Suppress VNo in the
printer box.
Ledger / Trial Balance

Trial Balance / Normal
A Trial Balance is usually seen to view the position of the company as on a given date - and
FACT helps you do just that in a more meaningful manner. Take a Trial as of any date
anytime…
As on
Enter the date As On which a Trial Balance is desired.
You may enter ANY date within the accounting period specified under System Controls.
Printer
Currency
You may opt to take the Trial Balance in either the Local / Home Currency, a Foreign
Currency, or in both Local and Foreign Currency together. Based on your selection, the
General Ledger Account balance figures in the report will be shown in the chosen Currency.

choice.
Zero Balance
Enter N to suppress all accounts with zero balances (zero balance after transactions).
Enter Y to report all accounts with zero balances (zero balance after transactions).
Alphabetical
Enter Y for accounts to be listed alphabetically by name; N for codewise.
Sort Db-Cr
Enter Y to list all accounts with credit balance before accounts with debit balances; N for
accounts to be listed normally.
Closing Stock
Enter N to skip stock valuation.
Enter Y for stock to be valued and included in the Trial Balance.
If you answer Y, you will be prompted further with :
Cost Price Market/Cost Lower Higher Cost/Market
Choose your valuation method and press <Ret>.

Revalue Bank
Enter Y to Revalue Foreign Currency Bank balances.
Enter N to report Foreign Currency Bank Balances based on historical exchange rates.
If you answer Y, you must ensure that you have entered the exchange rate to be used for
revaluation, in the Currency master for all the Foreign Currency Codes, on the As On date.
The difference in actual postings made for the foreign currency bank balance and the
revalued figure will be posted to the Unrealized Gain / Loss account.
Uninvoiced D/Os
Enter Y to include the Uninvoiced D/Os in the generated report.
If you answer Y here, make sure that the following Control Accounts are mapped to their
respective General Ledger Accounts in System Controls; Go to Account / Preferences /
System Controls to confirm :

Trade Creditors A/c (UnInvoiced D/Os
Currency Exposure
Enter Y to calculate Unrealized Gain/Loss for all Foreign Currency documents.
168 FACT User Guide

Unrealized Gain/Loss A/c A/R
Unrealized Gain/Loss A/c A/P
Multiple Filters
Filter popup, which will give you a continuous report for each Filter one by one.
For each Filter selected, a separate Trial Balance report will be generated till all Filters have
been considered.
Entering N will generate the usual Trial Balance report.
Notes
• Zooming In
When you view the Trial on screen, you will be prompted the following line at the end of
each page :
Previous Page Quit from Report Continue - More Select
Choose Select and ZOOM IN into the Month Debits/Credits, from there zoom further into
the General Ledger and finally into the Voucher level. Once at the voucher level, you may
view vouchers, modify them, delete them and even add new ones. What’s more, once
you have added, modified and deleted vouchers, you may ZOOM OUT in the reverse
direction back to the report you started from. All the balances are updated automatically!
Please note that the Zooming feature will be available only if you select Local in the
Currency field.
• Trial Balance As On a month end is faster - FACT maintains month end balances of each
ledger account. However, you can generate the Trial for any date in the accounting
period.
• In case the Trial Balance does not tally - check whether you have changed any General
Ledger Codes (Control Accounts for Posting Journals from the A/R & A/P modules).
Control Accounts are entered thru Account/Preferences/System Controls or Masters/
Items-Products/Products. In case you have changed any of them, run Housekeep/
Recalculate Balances and regenerate Trial Balance.
• Another reason for the Trial Balance not tallying could be power cuts/non systematic
system shut down. In such cases too, there are chances that the balances files have got
corrupt. Run Housekeep/Diagnostics/Files, Trial Balance.
Owing to the On-line design of FACT, it is imperative that you have no interruptions of
power to your computer. Hence, we recommend very strongly that you install a UPS for
your computer. Else you run the risk of corrupted files and there will be no recourse to
them. The only thing you could do in such a situation : restore the data from an old backup
and enter the subsequent data once again.
• You may generate the Trial for multiple companies in a columnar format or consolidated.
Go to Ledger/MIS Reports/Merged Accounts/Trial Balance.
• Unrealized Gain / Loss for Foreign Currency Banks.

In Systems Controls, a Ledger Code can be mapped to show unrealized gain / loss. This
account will show the difference in actual postings made for the Foreign Currency Bank's
Ledger accounts based on currency rates of the transaction date and postings that would
have been made if the new rate for all transactions was the same.
• If you had chosen Foreign or Both options for the Currency prompt above, FACT will
prompt for a Foreign Currency to be selected.
For calculating Foreign Currency equivalent figures of Closing Stock, Bank

Revaluation etc, the report will consider the Exchange Rate as on the report date (entered
through Entry / Currency Rates option) for the selected Foreign Currency.
If there is no rate available in the Currency Master as on the report date, the system will
prompt if it can use the last entered rate for the Currency. If you answer in the negative,
you will be further prompted to key in a rate.
The Exchange Rate will always be displayed at the top of the report.
For General Ledger Account heads, the monthwise Local currency Balances are
converted into Foreign Currency equivalents with the last monthwise rate available for
the selected Currency. These monthwise Foreign Currency Balances are then added
together to get the final Foreign Currency Balance for that Account head.
Since this report involves repeated calculation of monthly Foreign Currency amounts with
monthwise rates and high precision division is involved, the final Debit and Credit totals
of the Foreign Currency Amounts may not match in some cases if month to month rates
for the Foreign Currency fluctuate widely. However, the Local Currency totals will always
match.
• When Multiple Filters are chosen, other options selected will remain same for each
Filtered Report.
• Page Numbers will be initialized each time a new Filtered Report is started.
• If you answer N to Multiple Filters, the report will work with the single Filters set from
Account / Preferences / Filter option or by pressing the [Shift] [F1] hotkey combination.
Trial Balance / Year To date

This option allows you to generate the Trial Balance From any date To any date within the
accounting period (specified under System Controls). It will display the opening balance as
on the From date, the period movement and the closing balance as on the To date.
From
Enter date From which Trial Balance is desired. You may enter ANY date in the accounting
year
To
Enter the date To which Trial Balance is desired.
Printer
170 FACT User Guide
Alphabetical
Enter Y for accounts to be listed alphabetically by name; N for codewise.
Revalue Bank
Uninvoiced D/Os
Enter Y to include the Uninvoiced D/Os in the generated report.

Trade Creditors A/c (UnInvoiced D/Os
Currency Exposure
Enter Y to calculate Unrealized Gain/Loss for all Foreign Currency documents.
Unrealized Gain/Loss A/c A/R
Unrealized Gain/Loss A/c A/P
Ledger / Profit & Loss Account

It all boils down to the bottom line - and that’s what you see in this report. But we felt that
you deserve to see that line more clearly than ever before. The options thru which you can
view/print the PL Statement in FACT will make this amply clear to you. Take a look at the
various ways in which you may generate the PL Statement :
• As on any date - ANYTIME - there is no need to run any update procedure - it is On-line
• View/print the PL Account either YTD only or with the month figures as well
• View/Print Groups/Subgroups/GL Accounts or generate a non detailed PL Account till the
Sub Group level
• Value closing stock automatically before generating the PL Account or skip the valuation
• View/print Balance Sheet immediately following the PL Account
• Generate PL Account showing comparisons with Budgets
• Generate PL Account showing comparisons with previous year’s figures
• Generate PL Account divisionwise/departmentwise or on any document class filter
• While in PL Account screen report, zoom into the Ledger of the GL Account. Then zoom
into the Voucher - add / modify / delete vouchers. Return to the Ledger - into the PL
Account too - all changes are effected instantaneously !
Complete & Schedules

The Complete format is discussed in detail below.
When you choose the Schedule format, additionally, a popup box will appear on the bottom
right corner displaying all the Profit & Loss Groups designed by you under the Chart of
Accounts / Profit & Loss Layout. Tag the Group/Groups for which you wish to generate the
schedule and proceed. Schedules are generally attached as annexures, when the main
profit & loss statement is generated in non-detailed (summary) format.
As on
Enter the date As On which you wish to generate the Profit & Loss Statement.
Printer
Enter Y for report on printer; N for report on screen.
Currency
You may opt to take the Profit & Loss report in either the Local / Home Currency, a Foreign

choice.
If you choose Foreign or Both options for the Currency prompt above, FACT will prompt
for a Foreign Currency to be selected.
Detail
Enter Y to include GL Account Code details too; Enter N to suppress GL Account Codes.
YTD only
Enter Y for Year To Date (YTD) figures only; N for YTD and Month to Date (MTD) figures.
Base Unit
In case your balances are very large figures, you can enter a unit to scale down the figures.
The balances will be reported as multiples of the unit you enter here.
Example : Base Unit=100, means, all the balances in the Profit & Loss Statement will be
reported in multiples of hundred.
Comparisons
This option is available only if you had selected Local in the Currency option and answered
say Y in Printer; otherwise, the cursor skips this option.
Select None to include current year's figures only - no comparisons

Select Budgets to show actual figures as compared against the Budgeted figures.
Select Last Year to show actual figures as compared against Last Year’s figures.
172 FACT User Guide
Closing Stock
Enter Y for stock to be valued and included in the Profit & Loss Statement.
Balance Sheet
Enter Y to view/print the Balance Sheet in continuation with the Profit & Loss Statement;
N for only the Profit & Loss Statement.
Revalue Banks
Enter 'Y' to revalue banks and 'N' to ignore revaluation.
Unbilled Challans
Enter 'Y' to print the unbilled challans. Enter 'N' to ignore unbilled challans.
Currency Exposures
Enter 'Y' to print the currency exposure. Enter 'N' to ignore Currency Exposure.
Multiple Filters
For each Filter selected, a separate Profit & Loss report will be generated till all Filters have
been considered.
Entering N will generate the usual Profit & Loss report.
Notes
• All Profit & Loss Ledger Accounts must be tagged under some Group or Sub-Group under
in the Profit & Loss Layout. Any P&L Ledger Account left untagged will not be reported
when the actual Profit & Loss Statement is generated - as a result the Profit & Loss
computation will be incorrect. A message will flash for every P&L Ledger Account left
untagged.
Sample Message :
0502 Sales Return Account found UNTAGGED ! Q = Quit or Enter to Ignore
To continue press <Ret>. As mentioned earlier, if you proceed, the P&L Statement may
not come out to be correct. The entries of the untagged accounts will be ignored. To
ensure that the P&L Statement is correct, press Q to exit to the main menu. Then go to
Masters/Chart of Accounts/Profit & Loss Layout and tag the untagged accounts and
generate the P&L Account again. This check has been provided to ensure that the P&L
Statement you view/print has been correctly computed taking all GL Accounts into
consideration.
• Take a detailed P&L Statement instead of a Trial Balance at every month end –– it gives
you a much clearer picture of the accounts.
• Generate the P&L Statement as at any month end - it is faster.
• Say N to YTD only to get the month’s working results also.
For calculating Foreign Currency equivalent figures of Closing Stock, Bank

Revaluation etc, the report will consider the Exchange Rate as on the report date (entered
through Entry / Currency Rates option) for the selected Foreign Currency.
For Account heads, the monthwise Local currency Balances are converted into Foreign
Currency equivalents with the last monthwise rate available for the selected Currency.
These monthwise Foreign Currency Balances are then added together to get the final
Foreign Currency Balance for that Account head.
• If some GL Accounts/Subgroups/Groups are missing from the P&L Statement, don't

worry - they may have been suppressed from printing in case their balance is zero.
• Ledger accounts can be tagged to both the INCOME as well as the EXPENDITURE
sides—explained in detail in Masters/Chart of Accounts/Profit & Loss Layout.
• Generate comparisons against Budgets to see the performance against the projected
figures - %age variance against the budget is shown for each GL Account.
• Generate comparisons against Last Year's figures as against the current years perfor-
mance - %age variance from previous year is shown for each GL Account.
• Try the zooming in feature — fully explained in Trial Balance - you will discover a
completely new way of looking at accounts.
• The P&L Statement may be generated for a single company or multiple companies in a
monthwise format - both MTD (month to date) or for the months with total in the last
column. Go to Ledger/MIS Reports/Merged Accounts/Profit & Loss –– Month Table.
• The P&L Statement may be generated for multiple companies in a columnar format as
on a date with the total in the last column. Go to Ledger/MIS Reports/Merged Accounts/
Profit & Loss –– Tabular.
• The P&L Statement may also be generated in a consolidated format for multiple
companies as on any month end. Go to Ledger/MIS Reports/Merged Accounts/Profit &
Loss –– Consolidated.
Filtered Report.
174 FACT User Guide
Ledger / Profit & Loss Account/ Date to

Date
FACT allows you to have your Profit and Loss Account statement for any date range.

This report is the same as that of Profit & Loss Account statement. Here you only need to
enter the date range for which you want to take out the report in From and To fields. The
From and To date can be any date within the accounting period. The report displays the
Opening Balance, the balance between the given period and Closing balance. The Opening
Balance will be as on From date, the period will show the balance as within the given period.
When you take the Profit & Loss Account statement using the Date to Date option, the report
will not display any budget figures.
Ledger / Balance Sheet

This module generates the Balance Sheet AS ON ANY DATE. You are not restricted to just
a month end Balance Sheet. The Profit/Loss is calculated upto the desired date and
transferred to the Profit & Loss Account (Retained Earnings) already specified in the
Account/Preferences/System Controls/Profit & Loss A/c. You may also value Closing
Stock before generating the Balance Sheet. The value of Closing Stock is reflected in the
profit/loss and is also shown in the Balance Sheet if calculated.
The Balance Sheet is available in the following formats :
• As on any date - there is no need to run any update procedure. It is On-line

• View/print either YTD only or with month figures as well
• View/print Groups/Subgroups/GL Accounts or generate a non detailed Balance Sheet
• Value Closing Stock automatically before generating the Balance Sheet or skip the
valuation
• Generate Balance Sheet in Schedule format
• Generate Balance Sheet showing comparisons against Budgeted figures
• Generate Balance Sheet showing comparisons against previous year’s figures
• Generate Balance Sheet divisionwise/departmentwise or on any document class filter
• While in Balance Sheet viewing mode on the screen, zoom into the general ledger of the
account. Then zoom into the voucher - add/modify/delete vouchers. Zoom back into the
general ledger - into the Balance Sheet too. And see all changes made - instantaneously.

The Balance Sheet, like the Profit & Loss Statement, is available in two formats. Complete
& Schedule.
The Complete format is discussed in detail below.

When you choose the Schedule format, additionally, a popup box will appear on the bottom
right corner displaying all the Balance Sheet Groups designed by you under the Chart of
Accounts / Balance Sheet Layout. Tag the Group/Groups for which you wish to generate
the schedule and proceed. Schedules are generally attached as annexures, when the main
balance sheet is generated in non-detailed (summary) format.
As on
Enter the date As On which you wish to generate the Balance Sheet.
Printer
Currency
You may opt to take the Balance Sheet in either the Local / Home Currency, a Foreign

choice.
Detail
YTD only
Base Unit
Comparisons
This option is available only if you had selected Local in the Currency option and answered
say Y in Printer; otherwise, the cursor skips this option.
Select None to include current year's figures only - no comparisons

Select Budgets to show actual figures as compared against the Budgeted figures.
Select Last Year to show actual figures as compared against Last Year’s figures.
Closing Stock
Enter Y for stock to be valued and included in the Balance Sheet.

176 FACT User Guide
Revalue Banks
Multiple Filters
For each Filter selected, a separate Balance Sheet report will be generated till all Filters
have been considered.
Entering N will generate the usual Balance Sheet report.
Notes
• All General Ledger Accounts must be tagged under some Group or Sub-Group under in
the Profit & Loss Layout or the Balance Sheet Layout. Any GL Ledger Account left
untagged will not be reported when the actual Profit & Loss Statement or the Balance
Sheet is generated - as a result the Profit & Loss or Balance Sheet computations will be
incorrect. A message will flash for every GL Ledger Account left untagged.
Sample Message :
0502 Sales Return Account found UNTAGGED ! Q = Quit or Enter to Ignore
To continue press <Ret>. As mentioned earlier, if you proceed, the P&L Statement or the
Balance Sheet may not come out to be correct. The entries of the untagged accounts will
be ignored. To ensure that the reports are correct, press Q to exit to the main menu. Then
go to Masters/Chart of Accounts/Profit & Loss Layout or Balance Sheet Layout and tag
the untagged accounts and generate the reports again. This check has been provided to
ensure that the P&L Statement or the Balance Sheet you view/print has been correctly
computed taking all GL Accounts into consideration.
• Take a detailed PL Account & Balance Sheet instead of a Trial Balance at every month
end - it gives you a much clearer picture of the accounts.
• Generate the Trading & PL Account as at any month end - it is faster.
• If some GL Accounts/Subgroups/Groups are missing from the Balance Sheet, don't

worry - they may have been suppressed from printing in case their balance is zero.
• Ledger accounts can be tagged to both the SOURCE as well as the APPLICATION
sides—explained in detail in Masters/Chart of Accounts/Balance Sheet Layout.
• Generate comparisons against Budgets to see the performance against the projected
figures - %age variance against the budget is shown for each GL Account.
• Generate comparisons against Last Year's figures as against the current years perfor-
mance - %age variance from previous year is shown for each GL Account.
• Try the zooming in feature—fully explained in Trial Balance - you will discover a
completely new way of looking at accounts.
• Balance Sheet may be generated for a single company or multiple companies in a

Monthwise format - both MTD (month to date) or for the months with total in the last
column, Columnar format and the Consolidated format. Go to Ledger/MIS Reports/
Merged Accounts/Balance Sheet.
Filtered Report.
Ledger / Balance Sheet / Date to Date

This report is the same as that of Balance Sheet. Here you only need to enter the date range
for which you want to take out the report in From and To fields. The From and To date can
be any date within the accounting period. The report displays the Opening Balance, the
balance between the given period and Closing balance. The Opening Balance will be as on
From date, the period will show the balance as within the given period.
When you take the Balance Sheet using the Date to Date option, the report will not display
any budget figures.
Ledger / Cash Flow Statement

This report shows the movement of cash over the period specified by you. All sources from
which cash inflow took place and all applications for which cash outflow took place, are
reported here . In the end your net inflow/outflow is reported.

The Cash Flow Statement, like the Profit & Loss Statement and the Balance Sheet, is
available in two formats. Complete & Schedule. The Complete format is discussed in detail
below.
178 FACT User Guide
When you choose the Schedule format, additionally, a popup box will appear on the
bottom right corner displaying all the Cash Flow Groups designed by you under the Chart
of Accounts / Cash Flow Layout. Tag the Group/Groups for which you wish to generate the
schedule and proceed. Schedules are generally attached as annexures, when the main
cash flow statement is generated in non-detailed (summary) format.
As On
Enter the date as on which report is desired.
Printer
Detail
YTD only
Base Unit
Notes
• for other tips on this report - refer to the pages on Profit & Loss Account or the Balance
Sheet.
Ledger / Cash Flow Statement / Date to

Date
These reports are the same as Ledger / Cash Flow Statement / Complete & Schedules. Here
you only need to enter the date range for which you want to take out the report in From and
To fields. The From and To date can be any date within the accounting period. The report
displays the Opening Balance, the balance between the given period and Closing balance.
The Opening Balance will be as on From date, the period will show the balance as within
the given period.
Ledger / MIS Reports

Merged Accounts
This report gives you the Consolidated Accounts of your company or group. The
Consolidated Reports are available for the Trial Balance, the Profit & Loss Statement and
the Balance Sheet.
You may keep accounts of several companies on a single copy of FACT. When you wish
to see the performance of all the branches or divisions of company together, this is the
report to generate.
You may specify upto 99 Merger Names of upto 10 companies each. Each Merger
Combination you create must be given a name. The first company in the combination is the
Master Company and all the GL Codes used in all the other companies must be present
in this company.
Specify/Edit Combinations
The standard Append, Modify & Delete options are available.
Title
Enter the Name/Title and address if desired. You may enter 3 lines of 35 characters
each. This will be printed in all the reports generated thru this module.
1…10
Enter the initials of the companies you wish to generate a Merged Report on (max 10).
Use F1 Popup Help Box. As you enter the initials of a company, the Name is displayed.
%age
Enter the %age of the balances of each company, that has to be considered in the
merged report. If the completed balances has to be reported, enter 100%.
After you have entered all the companies' initials and %ages, press Ctrl-Home to save.
Update Combined Ledger File

Before generating any report thru this module, you must set the report parameters and
Update the files for the Merger Combination. Select the option Update Combined Ledger
File and proceed :
Mergers
A popup will appear displaying all the Merger Combinations created so far. Select the
Merger Combination you wish to update and press <Ret>.
Following this another popup appears prompting whether Closing Stock valuation and
calculation of unrealized gain/loss for Foreign Currency banks needs to be done -
Closing Stock
Answer Y to value Closing Stock for the selected Merger Combination. If selected, you
will also need to specify the basis of the valuation from the following options -
Cost Price
Market/Cost Lower
Higher Cost/Market
Revalue Banks
Answer Y to calculate the unrealized gain/loss for the Foreign Currency banks.
Now you are ready to generate the reports. Choose any of the options and proceed.
The questions asked are identical to those already explained in Trial Balance, Profit
& Loss Account, Balance Sheet. Enter as desired and proceed. If you to need to change
Closing Stock & Revalue Banks parameters for any of the reports, Update
Combined Ledger File option has to be run again.
180 FACT User Guide
Trial Balance
Consolidated
All the GL Account balances are totalled up and reported for all the Companies and
printed much in the same manner as a normal Trial Balance.
Tabular
The GL Accounts are shown in the left column and the Companies on the top row.
Individual balances of each GL Account of the Companies are shown in the tabular
format with totals at the end. Debits are shown as (+) and Credits as (–) figures.
Profit & Loss Account/Balance Sheet

Consolidated
All the GL Accounts are totalled up and reported for all the Companies in the same
format as the Regular Profit & Loss Account.
Tabular
The Groups, Subgroups and GL Accounts are shown in the left column and the
Company Names on the top row. Individual balances of each Group, Subgroup and
GL Account of the Companies are shown in the tabular format with totals at every level.
Month Table
This reports each Group, Subgroup and GL Account separately against each month.
The Companies in the Merger Combination are reported individually with month
figures against each GL Account. This report is available in the Year to Date format
or Month wise balances with Totals for the Groups, Subgroups and the GL Accounts
in the last column. Month totals are reported for each Group, Subgroup and GL
Account too.
Notes
• You must ensure that all the Companies entered in a Merger, have exactly the same
General Ledger Codes. The First company entered will serve as the CONTROLLING
COMPANY for all the update files created for reporting from here. If any General Ledger
Accounts are present in other Companies which are not in the CONTROLLING
COMPANY, the balances in those GL Accounts will be ignored.
• In order to equate the Controlling Company with the Secondary Companies you may log
into each of the Secondary Companies and copy the codes from the Controlling
Company thru Masters/Copy Codes from another A/c.
• DO NOT merge Companies whose accounting period Start Date and End Date (specified
thru Account/Preferences/System Controls) are not the same. In case of mismatch on
this count, the reports generated from such a Merger Combination are likely to be
incorrect.
• In case you wish to merge accounts of Companies whose year endings are not the same
but the month endings are the same, you may merge them for the limited purpose of the
Profit & Loss Statement ONLY.
• In the Trial Balance, Credit figures appear as (–) negative and Debit figures as (+) since
there is not sufficient space to show them in different columns.
• Instead of generating a normal Profit & Loss Statement and Balance Sheet for a single
Company, specify a Merger Combination of just this ONE Company. Update and
generate the PL Account and Balance Sheet - Month Table. You will never want to see
the normal reports again.
• The Merged Report option allows you to include any number of companies in a merge
combination.
Unrealized Gain/Loss
The Unrealized Gain/Loss report will show you the bank-wise detailed breakup of the
Unrealized Exchange Gain/Loss figure as on any date.
This is the difference in actual postings made to the Foreign Currency banks, based on the
Foreign Currency Exchange Rate of the transaction, and postings that would have been
made if the re-valued rate were applied. The re-valued Rate for each Foreign Currency will
be the Exchange Sell Rate prevailing on the report date, and will be picked up from the
Entry / Currency Rates option.
The following options will be prompted for when the report is run -
As on
Enter the date as on which unrealized gain / loss is to be considered for the report.
This is the date on which the re-valued Exchange Rate will be picked up from the Currency
Master, for each Foreign Currency.
Printer
Enter Y to send the report to printer. Entering N will send the report to screen.
Notes
• If the Sell Rate for the report date is not available in the Currency Master, the last entered
Rate will be considered.
• Unrealised Gain / Loss is calculated is as follows -
(Foreign Currency balance * Exchange Rate) - Local Currency flow
Here, Local Currency flow is the difference between Local Currency figures of all
Receipts and Payments (in that order) of the Foreign Currency bank , as on the report
date.
• The Gain / loss figure will be rounded off to 2 decimal places.
• This report as all others is sensitive to Filters.

182 FACT User Guide
Ledger / Special Reports

Special Reports / Interest Calculations
This module calculates interest automatically on the basis of the Interest Rates, TDS Rates,
Compounding Rates, Compounding Start Date etc, entered thru Master/Interest Rates.
This is useful for loan accounts, when at the quarter/half year/year end interest invoices
have to be raised on the borrowers. You can also carry out an approximate check for the
overdraft interest charged to you by the bank.
From
Enter the date From which documents should be considered for interest calculation.
To
Enter the date upto which documents should be considered for interest calculation.
Printer
Alphabetical
Enter Y for alphabetical report; N for codewise.
All
Enter Y to report even those accounts where the interest rates master is incomplete.
TDS Exempt
Enter Interest Amount upto which TDS is not to be deducted.
Days in Year
Enter the number of days that constitute your financial year. In some countries, the business
community follow the lunar calendar and the days of the month fluctuate from year to year.
Subledger
If you wish to calculate interest for Subledgers, enter Y; Enter N to calculate interest at the
General Ledger Account level only.
Notes
• All the General Ledger Accounts and Cash and Bank Books will be displayed in a popup
tag box. Tag the ones you wish reported.
• If you say Y in Subledgers another popup box will display all the subledgers. Tag them
in the same manner as you tagged the GL Accounts.
• Try out the Bank Book in which you have an overdraft account. It will give you an idea
of what the Bank ought to have charged you - the difference is due to the date on which
you make the entry in FACT and the date when the cheque is credited in your account
by the bank.
• This report is only a memorandum. It does not enter any voucher in the financial books.
After the report is generated, enter a journal voucher to give effect in the financial books.
• For Banks, interest is calculated only on the overdrawn balances.
• To calculate Simple Interest, you have entered the compounding date as the first date
of the next financial year and selected compounding as Yearly. Now, if you set the
calculation for Simple Interest the heading shows 'Simple Interest' above the calculation.
Special Reports / Account Confirmation

In some countries, Statement of Account Confirmations have to be submitted with the
Income Tax Return pertaining to all the loan transactions you had with any parties during
the relevant year. Account Confirmations are also kept whenever a loan account with any
party is squared up as proof of the transactions. It is quite a cumbersome task to prepare
the Account Confirmation Statements, especially at the year end.
This module is designed to save your bookkeeper and your typist the agonizing burden of
preparing the statements. It picks up the details pertaining to the relevant account from the
database entered thru Masters/Account Confirmation and prints out the General Ledger
Account. The header and footer are picked up from the Masters/Layout of Account
Confirmation. You may change the layout (refer to the previous chapter for a detailed
explanation on Account Confirmation Layout).
In a number of cases, you might also need to prepare the Account Confirmation Statement
for Sub Ledgers as well.
From
Enter the date From which reporting is desired.
To
Enter the date To which reporting is desired.
Printer
Alphabetical
Subledgers
Enter Y for Subledgers; N for General Ledgers.
No. of Copies
Enter the number of copies desired - default is 4. If you answered N for Printer, the cursor
skips this option.
A window will appear on the bottom right corner showing all the Balance Sheet General
Ledger Accounts. Tag the ones you wish reported. Press <Ctrl><R> to generate the report.
Notes
• Do not try to change the Layout of Account Confirmation thru Masters unless you are sure
of what you are doing — follow instructions to change carefully.
184 FACT User Guide
• At the end of the accounting period, send out Account Confirmations to all parties without
the drudgery of typing them out into the midnight hours. Account Confirmations may be
generated for Sub Ledgers in case you are controlling loan accounts thru Document
Class.
Special Reports / Audit - Receipt/Payment

One of the Tax Audit requirements is to report all cash payments over $10000/- in any
Expense Account (PL Account Ledger Head). This module generates reports for the
specified period - voucherwise (cash payments debited to any PL Ledger Account).
As an additional MIS tool, you may change the amount ($10000/- by default) to any amount.
It serves as a good exception report in case management has laid down guidelines that
payments over a certain amount must be by cheque.
When you select this option, a Window is displayed showing the options Receipts,
Payments, Profit & Loss Accounts, Balance Sheet Accounts, Debtors & Creditors. By
default all these options are showed tagged (selected).
If you wish to untag any option from being not considered for the report, take the highlighted
bar to the option & press <Enter>. Press <Esc> after you are through with untagging. You
are prompted with three options:
Go continue Quit
Select Go to proceed with printing.

Select Continue to return to the options window in case you pressed <Esc> by mistake.
Select Quit to exit to the main FACT menu.
From
To
Detail
Enter Y for transaction level detailed report. Detailed report is available only on the printer.
Printer
Enter Y for printer; N for screen. In case you say Y in Detail, the cursor skips this option.
Exceeding
Enter the amount in excess of which reporting is desired (default = $10000/-).
Special Reports / Audit - Balances

Another Tax Audit requirement is to report the maximum Debit and Credit balance of an
account on any date within the financial year. This module helps you do just that. It gives
a report showing the maximum Debit and Credit balance of the specified account for the
specified time period.
From
Enter date From which reporting is desired.
To
Enter date To which reporting is desired.
Printer
Alphabetical
Enter Y to sort the report alphabetically; N for Codewise.
A popup will appear on the bottom right corner displaying all the General Ledger Accounts
with codes. Tag those accounts, for which you wish to view/print the report.
Ledger / Document Printing

FACT allows you to print all documents - Both ONLINE and Offline. The layout is specified
for the header, footer and terms line thru Account/Preferences/Layout of Documents.
The documents may be printed on a Date or Number range.
You may select the ONLINE option to print documents thru Account/Preferences/Docu-
ment Printing.
Select Vouchers or Journals from the pop-up.
On
Select Date to print documents for a date range.
Select Number to print documents for a number range.
From
Enter the date or number From which documents are required to be printed.
To
Enter the date or number To which documents are required to be printed.
Re-Print
Enter Y to reprint printed documents, N to print new documents only.
Notes
• To print a single document, select Number and enter that document number in the From
and in the To prompts.
Ledger / Listing of Masters

General Ledger Codes
All General Ledger Codes entered through Masters/Chart of Accounts/General Ledger
Codes are listed in this report.
It is extremely useful for the person writing out the vouchers. Also a great help while charting
out new accounts or designing the layout of the PL Account or the Balance Sheet.
186 FACT User Guide
You may also take this report with the Opening Balances as on the System Install Date.
Other options include alphabetical/codewise listing.
Printer
Opening Balances
Enter Y to list the Account Codes with Opening Balances as on the System Install Date; N
to suppress the Opening Balances.
All
Enter Y to include General Ledger with zero Opening Balances as well. If you selected N
in Opening Balances, the cursor skips this option.
Alphabetical
Enter Y to list the general Ledger Accounts Alphabetically; N to list the Accounts Codewise.
Alt GL Code
Answer Y to include the alternate General Ledger Codes in the report. The alternate GL
Codes are entered from the Masters / Chart of Accounts / General Ledger option.
Cash/Bank Books
This report lists out the Codes and descriptions of the Cash Book and all the Bank Accounts
defined by you from the Masters/Chart of Accounts/General Ledger Codes along with the
Opening Balances as on the System Install Date. It is very useful for the person writing out
the vouchers/receipts – an instant reference for Cash/Bank Codes.
Printer
Enter Y for output to printer; N for screen.
Profit & Loss Layout

The Trading and Profit & Loss Account as designed by you thru Masters/ Chart of Account
s/Profit & Loss Layout will be shown to you in the Layout form. Formulas defined for any
Defined Totals will also be displayed.
This gives you an exact idea of how the Trading and PL Account will look when generated
with figures. After seeing how it appears in the layout, you may want to change it.
It is advisable to see the Layout once before the Trading and Profit & Loss Statement is
finalized - it may save you a lot of time modifying it at the last minute.
Printer
Balance Sheet Layout

The Balance Sheet as designed out by you thru Masters/ Chart of Account s/Balance Sheet
Layout will be shown to you in the Layout form. Formulas defined for any Defined Totals
will also be displayed.
This gives you an exact idea of how the Balance Sheet will look when generated with figures.
After seeing how it appears in the layout, you may want to change it.
It is advisable to see the Layout once before the Balance Sheet is finalized - it may save
you a lot of time modifying it at the last minute.
Printer
Cash Flow Layout

The Cash Flow Statement as designed out by you thru Masters/ Chart of Account s/Cash
Flow Layout will be shown to you in the Layout form. Formulas defined for any Defined
Totals will also be displayed.
This gives you an exact idea of how the Cash Flow Statement will look when generated with
figures. After seeing how it appears in the layout, you may want to change it.
It is advisable to see the Layout once before the Cash Flow Statement is finalized - it may
save you a lot of time modifying it at the last minute.
Printer
Budgets/Last Year
This listing gives you all the Budget figures entered thru Masters/Opening Balances/
Budgets/Last Year. This listing is available ONLY on the printer in this module. However,
you may view it on screen thru Masters/Opening Balances/Budgets/Last Year.
Budgets, Last Year

Select an option from the popup box. In case you selected Budgets, the following will be
prompted; else the cursor will take you straight to the printer option.
As on
Enter date for the month upto which you wish the Budgets to be reported.
Month to Date
Enter Y for the Budget figures to be reported in MTD format.
Enter N for the Budget figures to be reported in YTD format.
Notes
• If your accounting period is more than 12 months, if you enter any date upto the 12th
month in As on, the listing will be for the first 12 month range. However if you enter any
date beyond the 12th month, the listing will show figures from the 13th month onwards.
Interest Rates
All details for Interest Calculation entered through Masters/Interest Rates are listed here -
refer to it when required.
188 FACT User Guide
Printer
Enter Y for output to printer, N for screen.
Subledgers
Enter Y for a listing of Interest Rates for sub-ledgers.
Enter N for a listing of Interest Rates for General Ledger.
Account Confirmation
All details for Accounts Confirmation entered thru Masters/Account Confirmation are listed
here—refer to it when required.
Printer
Subledgers
Enter Y for a listing of Account Confirmation details for subledgers.
Enter N for a listing of Account Confirmation details for General Ledgers.
Document Class
All the Document Class Codes entered thru Masters/Document Class/Codes are listed here
along with the Codes.
As you are aware by now, Document Class controls the posting of the vouchers in the
Subledgers—hand over one list to the person writing out the vouchers.
Printer
Alphabetical
Enter Y for the Document Class to be listed alphabetically; N for Codewise.
Filters
The list of Filters serves as a ready reference when you are setting filters through Account/
Preferences/Filter.
All the filters entered thru Masters/Document Class/Filters are listed here along with codes.
Printer
Alphabetical
Enter Y for the Filters to be listed alphabetically; N for Codewise.
Part V Accounts Receivable & Accounts Payable 189
User Guide
Part V
Accounts Receivable
& Accounts Payable
FACT 

Money Can Buy
190 FACT User Guide
Introduction to Ar/Ap
FACT is an ONLINE and INTEGRATED accounting package. You only have to enter a Sale
Invoice and FACT posts it to the Trade Debtor's General Ledger Control Account and the
Sales Account instantaneously.
This module allows you to enter all the Orders from Customers, Delivery Orders for
despatched goods, Invoices for DOs, Service Invoices and Returns of Sold Goods.
You may not execute all customers' all Orders on receipt. From time to time, you will need
to know what quantities of what products are pending despatch. You may also like to know
which Customer’s Orders are pending. This module is designed to aid you in retrieving all
this information and a whole lot more.
While entering an Order Acceptance you may enter all the Invoicing Terms such as
Discount, Excise, Sales Tax etc applicable on the Order. When you enter the DO and give
the Order Acceptance Number the balance quantities pending despatch are automatically
displayed on the screen. You may modify the quantities as well as the rates of the goods
despatched on that DO. As soon as you save the DO, it will automatically update the records
pertaining to the Order Acceptance and reduce the quantities of the Products pending
shipment.
You may however enter a DO without having an Order on hand. A DO will affect your
Stock but will have no effect in the financial accounts till an Invoice is entered.
When you enter a Sale Invoice and enter a DO Number which has not been invoiced, it will
display all the particulars of the DO. When you save the Invoice, the DO will be marked as
invoiced preventing double invoicing on the same DO. You may however enter Sale
Invoices without having entered an Order Acceptance or DO previously.
Entering Documents
Whenever you select an option to enter a transaction, you have the following choices :
Append Modify Delete Switch *

select Switch to change from one type of document entry screen to another. Please note
that this feature is only available when using Receipts / Payments.
to enter the Append mode; M for Modify ; D for Delete and S for Switch. *Switch is
available in limited options. These options are however not available in Closing/Production
Rates.
Modify/Delete
All documents entered thru this section may be modified/deleted at will, at a later date.
Being ONLINE, all balances are updated AUTOMATICALLY by FACT when a modification/
deletion is made.
However, at some places modification/deletion is either blocked or restricted.

An example is a Sale Invoice against which a Receipt has been adjusted, whether in part
or full. Or the Invoice may be adjusted against a Credit Note. In such a case, modification/
deletion is not permitted. To modify/delete, first modify the Receipt and delete the
adjustment against the Invoice. Or in case of adjustment against Credit Note, delete the
adjustment. Once all adjustments are deleted, the Invoice may be modified/deleted. The
same goes for Purchase Invoices/Debit Notes/Credit Notes etc.
Restricted modification is allowed in case of Sales Order Acceptances and Purchase

Orders. These quantities on order are allowed to be modified only so far as the new
quantities are not below the shipped quantities on the Sales O/A or Purchase Order.
In the Sales D/O and Invoice module, a document entered by one user, CANNOT be
modified or deleted by another. Only the MANAGER may Modify/Delete Sale D/Os or Sale
Invoices entered by any other user.
Switch
Switching between Vouchers & Journals modules is allowed through this option. Say you’re
entering a Voucher (One Db/Cr) and wish to enter a Receipt Voucher for a Customer - you
need not come out of Voucher Entry Module. Just select SWITCH. The following options
will be displayed :
• Vouchers - Many Db/Cr

• Journals
• Customers
• Vendors
Bring the cursor to Vouchers – One Db/Cr and press <RET> and you are in the Voucher
– Bank/Cash Module. Complete your entry, choose the SWITCH option again and switch
back to Customers.

Inventory
All entries made thru Sales & Purchases AUTOMATICALLY affect Inventory. Any modifi-
cation/deletion of documents entered thru these modules are reflected in the Inventory
automatically. Whenever a document affecting Inventory is entered/modified/deleted, the
corresponding entry is automatically made affecting the Valuation of Stocks. No additional
entries need be done.
Opening Entries
Opening Entries of the following are done thru Masters/Opening Balances :
• Sale Invoices • Purchase Invoices
• Sale Service Invoices • Service Invoices
• Receipt • Payment
• Debit Note • Credit Note
192 FACT User Guide
The other opening entries done thru this section are:
• Unadjusted Sales O/A

• Purchase Orders
None of the opening entries affect the financial books. They are merely the breakup of the
amounts entered in the General Ledger Control Accounts of each category.
To avoid chances of errors creeping in, a safety feature has been built in. To enter the
Opening Orders, Advances and Debit/Credit Notes, the Date Range set by MANAGER
must be From System Install Date To End Date of the accounting period. After the
Opening Entries have been made, change the To Date to a date say one day less than the
End Date of the accounting period. Now no entries will be accepted before the System
Install Date.
Customer/Vendor Status
This is available for both the Sales as well as Purchase Modules. When you enter the
Customer/Vendor Code in Order, D/O, Invoice & Invoice Return modules, the following are
displayed :
• Outstanding D/Os
• Net O/s Balance
• Total of both the above
The Total will be displayed in normal mode on the screen. However, If this Total exceeds
the Credit Limit, it will start flashing (on color monitors — in red). You can still proceed with
entry of the document. This check is not performed if the Credit Limit has been set at zero.
Multiple Currency
FACT allows Multiple Currency for Sales & Purchases entries such as Orders, D/Os,
Invoices, Returns, Service Invoices, Debit & Credit Notes, Receipts, Payments and Party
Journal.
FACT allows you to enter the daily Exchange Rates of foreign currencies – both buying &
selling rates. When you are entering a document in a foreign currency, the day’s rate is
picked up automatically and the local currency equivalent is displayed. You may change
the local currency amount if desired. When the day’s exchange rate has not been entered,
FACT looks for the immediately preceding rate. If found, it asks you whether the rate should
be considered. If you answer Y, it saves it for the day and proceeds. If it finds that no rate
has been entered, it prompts you for the rate before you can proceed further.
The local currency is defined in Account/System/Configuration/Currency. If you are

entering a document in local currency, you just press <RET> when you come to Currency
and proceed. If you wish to enter a Foreign Currency, enter the Short Name for the currency.
Or press F1 for the Popup Help Box. Select the currency from the box and proceed.
The Foreign Currency Master is created and updated thru Entry/Currency Rates. You may
enter the currencies you need. Separate Buying & Selling Rates are maintained. You have
to enter the rate at which the bank would buy the currency from you as well as the rate at
which they would sell the same currency to you.
When you make any form of payment in that currency, the bank's selling rate will be
considered –– because, you have to buy that currency from the bank to make that payment.
Similarly, when you make any form of receipt in that currency, the bank's buying rate will
be considered –– because, in reality, the bank is buying that currency from you.
Date Range
Active Date Range

User Level Check

Applicability Date
Masters / Salesmen/Agents
FACT allows you to keep control over sales made through agents/salesmen. Each
customer can be attached to an agent/salesman. The default agent/salesman can be
overwritten at the document entry stage. This will enable you to take a report on agent/
salesman later on. This may also be used in case of parties with multiple addresses.
However, you may ignore this in case you do not sell in this manner.
Agent Code
Enter a 4 character alphanumeric/numeric code. Use F1 to pop up all existing Agents.
Name
Enter the name (max: 50 characters)
Address
194 FACT User Guide
Enter the address - 3 lines of 40 characters each - after the first 20 characters, the address
line scrolls inside–do not worry !
City
Enter the city name (max: 20 characters)
State
Enter the name of the state
Pin
Enter the postal/pin/zip code (max : 15 characters)
Phone
Enter the phone numbers (max: 20 characters)
Masters / Vendors/Customers
Customers
This option allows you to create the master database all your Customers - including their
billing address, shipping address, phone numbers, GST/VAT/ST numbers and agent code.
Code
Enter a 4 character alphanumeric/numeric code. Use F1 for Help on existing customer
codes. Customer codes have to be unique.
Name
Enter the name (max: 50 characters)
[ ]Billing & Shipping Address

Check this box to enter the billing and shipping address. As you check the box the Billing
and Shipping address screen appears. Two types of address can be entered for every
Customer - Billing address & Shipping address. The screen has two columns for entering
the billing and shiiping address. Both these addresses consists of 3 lines of 40 characters
each - after the first 20 characters, the address line scrolls inside! For the address, you can
enter the following details too :
City
Enter the city name (billing & shipping). Max: 20 characters.
State
Enter the name of the state (billing & shipping).
Country
Enter the name of the country (billing & shipping).
Pin
Enter the 15 character postal/pin/zip code ((billing & shipping).
Phone
Enter the phone numbers (billing & shipping). Max: 20 characters.
Fax
Enter the fax number (billing & shipping). Max: 20 characters.
Contact
Enter the name of the contact person at the customer's office – this is used when printing
party Account Confirmations.
CST No
or GST/VAT Registration Number
Enter the Central Sales Tax No (optional). Maximum : 35 characters. This can also be used
to enter the GST Registration Number or the VAT Registration Number of the Customer if
it is available or required under local regulations.
SST No
or GST/VAT Registration Number
Enter the State Sales Tax No (optional). Maximum : 35 characters. This can also be used
to enter the GST Registration Number or the VAT Registration Number of the Customer if
it is available or required under local regulations.
[ ] Special Rate Scheme

The Rate Scheme dialog box will pop-up if you have defined any Special Rate Scheme thru
Masters/Items/Products/Special Rates - Customers OR Special Rates - Vendors. The
existing schemes will be displayed on the left of the dialog box. Tag the schemes applicable
to the Customer/Vendor and bring the cursor to <Select> and press <Ret>. The selected
schemes will be displayed on the right. The schemes will be applicable in the order in which
they are selected. You may reset the order in which the schemes appear. Use [Ctrl]+ keys
to reposition the schemes. Bring the cursor to <<Ok>> and press <Ret> to save. You can
tag unlimited Special Rates Schemes to a customer/ vendor.
Agent Code
Enter the Agent Code if applicable. Use [F1] to pop up all Agents.
General Ledger
Here, you may select a separate General Ledger Code for the Customer / Vendor. Selecting
a GL Code here allows you to post all transactions pertaining to this party to this Code,
rather than to the Trade Debtors A/c (Master Control) or Trade Creditors A/c (Master
Control) in System Controls.
Press F1 to get the list of BS type General Ledgers Codes. You can select any one from
the list. You should read through the Notes section for more details.
Customer Credit Control

( )Use Setting in the System
( )Never Check Credit
( )Blocked
This option allows you to override the setting in the System Controls. You can select any
one option. Use Setting in the System and Never Check Credit as needed. Choosing Use
Setting in the System will follow the setting in the System Controls. Choosing Never Check
Credit will ignore the System Control Setting, even if it is 'Warn' or 'Block' and will not block
even if the credit limit is exceeded. Credit Limits are checked in the following modules:
196 FACT User Guide
Entry / Voucher - Receipt/Payment / Customer

Entry / Journals / Customer - Debit/Credit Note
Entry / Journals / Party Journal
Entry / Sales / Invoice(Bill)
Entry / Sales / Service Invoice
Entry / Sales / Return
Choosing Blocked will block any entry related to the customer irrespective of what is defined
in the system controls. The difference between Block in System Controls and Blocked in
the Customer Master is, the latter will shut off any entry related to that particlar customer.
Therefore choosing Blocked in the Customer Master will not allow you the entry of Sales/
DOs (Challan). If you try to make entry for Sales/ DOs for that customer, the system will
display a message that all entries for the customer have been blocked.
Credit days
Enter number of credit days allowed.
Limit
Enter the Credit Limit allowed.
Vendors
This option allows you to create the master database for all your Vendors - including their
billing addresses, phones, sales tax numbers and agent code. The entries in this module
is exactly similar to those in the Customers module. The only difference is that the concept
of a Shipping address does not apply to Vendors.
Notes
• Enter codes in serial - the codes increment if all the characters are numeric - data entry
is much faster
• Customer & Vendor (Supplier) Codes have to be unique
• Credit Limit Exception Report is generated thru AR-AP/Party Ledger
• Credit Limits are checked in the following modules for Vendors -

Entry / Voucher - Receipt/ Payment / Vendor
Entry / Journals / Vendor - Debit/Credit Note
Entry / Journals/ Party Journal
Entry / Purchases / Invoice(Bill)
Entry / Purchases / Service Invoice
Entry / Purchases / Return
• Tagging a General Ledger Code for a Customer/Vendor enables you to have all
transactions for that party posted to the selected GL Code. No transactions for this
Customer / Vendor are then posted to the Trade Debtors/ Trade Creditors Contol Account
tagged in System Controls. Having a separate GL Code for a party helps you classify
the debtors / creditors in the Balance Sheet. The Ar/Ap / Listing of Masters / Customer
/Vendor report will display the GL Code tagged to the party.
Individual Opening Balance General Ledger figures, for all those Customers and Vendors
for whom a separate GL Code has been tagged, has to be now entered from Masters
/ Opening Balances / General Ledgers option. If you have assigned individual GL
Codes in the middle of an Accounting Period, this same Opening figure would also have
to be reduced from the Trade Debtors/Trade Creditors Master Control A/c.
The Debtors final balance figures will be the sum of the Trade Debtors Account balance
in System Controls and all the General Ledger Accounts tagged to individual Customers.
The final balance for Vendors will also be calculated similarly. On running Housekeep
/ Year Ending process, Closing Balances as on the Cut Off Date for these GLs will be
posted as the Opening figures.
• Detailed Listing of Customers / Vendors through Ar/Ap / Listing of Masters /

Customers / Vendors options displays/prints Central Sales Tax Number, State Sales
Number, Credit Days, Credit Limit and Name as well
• It is possible for a Customer to be a Vendor as well. Assign a code specifying the status
as Customer, another code for Vendor. Sale Invoices are Entered for the Party in the
Customer Code, Purchase Invoices in the Vendor Code. To transfer the Credit Amount
(of the Purchase Invoice) to the Customer Code, Enter a Party Journal, debiting the
Vendor Code and Crediting the Customer Code. In this case, the Party Journal has the
effect of creating a Debit Note in the Vendor Code and a Credit Note in the Customer
Code. Adjust these documents thru Entry/Adjustment of Documents
• It is possible to append a new Vendor/Customer thru the various Entry modules. In case
NO CODES mode is active, key in the new name and press Insert.
• User Defined Fields created for Customers or Vendors are available in the Document
Designer for their respective document types.
Items/Products / Special Rates - Customers & Vendors
This option allows you to define special rate schemes for Products/Group of products based
on different Quantity slabs / Rate slabs. However, you can override these rates at the billing
stage. Press Enter on Append.
Scheme
Enter a name for the new scheme (max 15 characters)
( ) All Products
( ) Product...
( ) Group
Press Enter on the option for which the scheme is applicable. In case you choose Product
or Group, a box will display all the Products / Groups existing in the system, select the one
desired. For Groups, Subgroups can also be selected. The selected Product/Group/
Subgroup will be displayed at the panel on the top right hand corner
From
Enter the date From which this special rate scheme should be applicable
198 FACT User Guide
To
Enter the date To which this special rate scheme should be applicable
Rates As
Select Fixed if the value assigned by you will be considered over the actual sale / purchase
rate entered in Masters/Items/Products
Select Less Value if the value assigned by you will be deducted from the actual sale/
purchase rate entered by you in Masters/Items/ Products
Select Less % if the % value assigned by you will be deducted from the actual sale /
purchase rate entered in Master/Items/Products
Basis
Select Simple if the special rate will be applicable for any quantity or any value. No quantity
slab or value slab can be defined
Select On Quantity if the special rate will be applicable for quantity slabs as defined by you
Select On Value if the special rate will be applicable for value slabs as defined by you
Period
In case you selected On Quantity or On Value in the previous option the cursor will come
this option. Else it will skip this option altogether.
Select Month to Date / Year to Date / Week to Date if the total Quantity /Value will be
considered on a MTD / YTD /WTD basis as at the time of entering the document
Select Previous Months / Previous Weeks / Previous Days if the total Quantity / Value
will be considered based on the previous Months/Weeks/Days from the date of entering the
document
Select Custom Dates if the total Quantity / Value will be considered for the date range
defined by you
Select None if the total Quantity / Value on the document at the time of entry will only be
considered.
How Many
The cursor will come to this option only if you had selected Previous Months/Previous
Weeks/Previous Days in the above option. Enter the number of Previous Months/ Weeks
/ Days for which the total Quantity/Value should be considered at the time of entering the
document
From
Enter the date From which the total Quantity / Value should be considered. The cursor will
come to this option only if you had selected Custom Dates in Period
To
Enter the date To which the total Quantity/Value should be considered. The cursor will come
to this option only if you had selected Custom Dates in Period
[ ] Manual Override
Press <Ret>, a “X” sign will appear. This means that you have selected to keep the option
open to manually override the scheme at the time of document entry
[ ] Consider Returns
Press <Ret>, a “X” sign will appear. This means that the Quantity / Value of sales/purchase
returns should be considered to arrive at the total Quantity/Value
Quantity / Value
Enter the Quantity/Value slab for upto which the special rate is applicable. You may have
upto 50 such slabs on the same scheme. This is not applicable in case you had selected
Simple in the Basis Option
Currency
Enter the foreign currency for which this scheme is applicable. Leave it blank if it is
applicable in your local (base) currency
Rate
Enter the rate that is applicable for that slab.
Select Fixed if this will be the selling / buying rate that will be considered for the slab.
Select Less Value if this value is to be deducted for this slab from your selling / buying
rate defined in Items /Products Master
Select Less% if this %age will be deducted from the actual value for this slab
• In case of Quantity the slab will be considered on the Stocking Unit of measurement
• If the scheme has been defined for a Group, the scheme will be applicable to each
individual item under that group and not to the group as a whole.
Customer / Vendor
The Customer / Vendor button in the Special Rates Scheme screen allows you to tag
Special Rates to Customer(s) and Vendor(s) respectively. You need to enter the following
fields.
Sort by
Enables you to sort the Customers or Vendors either by Name or Code.
Add Scheme to
Select Top of list button to add the scheme to the top of the Selected Scheme list. Select
Bottom of list to place the scheme at the bottom of the schemes already selected. This
option is particularly helpful when you have a lot of schemes selected.
Code Name & Selected Scheme

Code name displays the name of Customers or Vendors. You can tag more than one
Customer or Vendor to the Rate indicating that several customer/ vendors can have the
same rate. To tag all the customers or vendors to the Special Rate scheme, click the 'Tag
All' button. On tagging a customer or vendor the 'Selected Scheme' option displays the
Scheme(s) tagged to it.
You can tag only one Scheme through this screen. To tag more than one Scheme to a
Customer or Vendor you will have to go to the Customer/ Vendor Master. However, you can
change the order in which the Rate Schemes will be applicable. To change the order of the
schemes, click on the button beside the description of each Selected Rate Scheme and
drag.
200 FACT User Guide

Opening Balances / Customers
This module allows you to enter outstanding documents for a customer, carried forward
from the previous year. Press <Ret> on Customers for a list of all existing customers. This
will be displayed to the left of the screen. Bring the cursor to the customer for whom you
need to enter the Opening Balances and press <Ret>. You will be prompted with the
following options :
• Consolidated
• Invoice
• Receipt
• Debit Notes
• Credit Notes
• Orders
Consolidated
FACT allows you to enter the consolidated opening position of a customer. You can select
this option if you feel that individual document level details are not required.
Amount
Enter the net opening balance. In case of a credit balance, prefix the amount with a (-)ve
sign.
Currency
Enter the foreign currency. Use F1 to Popup Help box.
Cur Amt
Enter the amount in foreign currency. If no currency code was entered in Currency, the
cursor skips this option.
Class
In case you are using document class to keep branchwise accounting etc. enter the class.
Use F1 to Popup Help box.
Notes
• If the opening balance for the customer is a debit balance (i.e.. you will receive from the
customer), FACT will make an entry into the bill file marking it as an opening entry. In case
of a credit balance (i.e.. you have to pay the customer) FACT will make an entry into the
receipt file
• A consolidated credit balance must be prefixed with a negative (-ve) sign. A

positive entry will be treated as a Debit balance.
• If you have decided to enter a Consolidated Opening balance for a customer, you cannot
enter individual document level details of the opening balance for that customer. In other
words, you cannot enter the individual Invoices, Debit Notes, Credit Notes, Receipts etc.
Invoice
This section allows you to enter details of individual opening invoices for each customer.
You are required to enter only the net invoice amount and the outstanding opening balance
amount only. Individual product level details cannot be entered.
Invo No
Enter invoice number (max: 15 characters). Use F1 to Popup all opening invoices.
Date
Enter invoice date. It should be prior to System Install Date.
Due
Enter the due date of the invoice. In default it calculates it from the Customer Master.
Net Amt
Enter Net Amount. This is the actual invoice amount.
Bal Amt
Enter Balance Amount. This is the amount that is outstanding as on the System Install Date.
Currency
Enter the foreign currency. Use F1 to Popup Help box. Leave this field blank for a local
currency document.
Cur Amt
Class
In case you are using Document Class to keep branchwise accounting etc. enter the class.
PO#
Enter customer's Purchase Order number.
P O Date
Enter customer's Purchase Order date.
Receipt
This section allows you to enter details of individual opening receipts from customers. You
are required to enter only the net receipt amount outstanding as on the System Install Date.
Vr No
Enter the opening voucher number (max : 5 characters). Use F1 to Popup all existing
vouchers entered so far.
Date
Enter the voucher date. This has to be prior to System Install Date.
Chq No
Enter the cheque number. This is the customer's cheque number.
202 FACT User Guide
Chq Date
Enter the cheque date. This is the customer's cheque date.
On
Enter the bank on which the cheque has been drawn.
Amount
Enter the net receipt amount (in local currency) outstanding as on the System Install Date.
Currency
If the document is in a foreign currency, enter the currency code. Use F1 to Popup Help box.
Curr Amt
Enter the equivalent amount in the selected foreign currency. This is the amount that is
outstanding as on the System Install date. If no currency code was entered in Currency,
the cursor skips this option.
Class
In case you are using Document Class to keep track of branchwise accounting etc. enter
the class code here. Use F1 to Popup Help box.
Debit Note/Credit Note

This section allows you to enter details of individual opening debit notes or credit notes for
customers. You are required to enter only the net amount outstanding as on the System
Install Date.
Doc No
Enter the Debit/Credit Note number (max : 5 characters)
Date
Enter the Debit/Credit Note date
Amount
Enter the net amount (in local currency) outstanding as on the System Install Date.
Currency
If the document is in a foreign currency, enter the currency code. Use F1 to Popup Help box
Cur Amt
Class
In case you are using document class to keep track of branchwise accounting etc. enter the
class code here. Use F1 to Popup Help box
Orders
This section allows you to enter details of individual opening sales orders for customers.
You are required to enter full details of all orders outstanding as on the System Install Date.
When you press <Ret> on Orders, the screen chains automatically into the normal Order
Entry screen available from Entry / Sales / Orders. For a detailed explanation of each field,
please refer to the Sales / Orders section of the User Guide.
When you have finished entering for one customer, press [Esc] to exit from the Append
mode. You may move to Modify/Delete option. If no Modification/Deletion is required, press
[Esc] again. This will transfer control to the list of customer names. Select the next
Customer and repeat the above process.
Notes
• Make a list of all outstanding documents with their net amount and the balance amount
before keying them in.
• After Entering all outstanding documents, go to Housekeep/Diagnostics. Run Dr

Control –– it will show you on the screen the totals of the documents Entered by you and
the amount Entered as outstanding in the Trade Debtor (Accounts Receivable) General
Ledger Account. In case they do not tally – check up, you have made a mistake.
• You may check the number of Opening Sale Invoices Entered. Go to Housekeep/Tally
of Documents
Opening Balances /Vendors

This module allows you to enter outstanding documents for a vendor, carried forward from
the previous year. Press <Ret> on Vendors for a list of all existing vendors. This will be
displayed to the left of the screen. Bring the cursor to the vendor for whom you need to enter
the Opening Balances and press <Ret>. You will be prompted with the following options
for Vendors -
• Consolidated
• Invoice
• Receipt
• Debit Notes
• Credit Notes
• Orders
Consolidated
FACT allows you to enter the consolidated opening position of a vendor. You can select this
option if you feel that individual document level details are not required.
Amount
Enter the net opening balance. In case of a credit balance, prefix the amount with a (-)ve
sign.
Currency
Enter the foreign currency. Use F1 to Popup Help box.
Cur Amt
204 FACT User Guide
Class
In case you are using document class to keep branchwise accounting etc. enter the class.
Notes
• If the opening balance for the customer is a debit balance (i.e.. you will receive from the
customer), FACT will make an entry into the bill file marking it as an opening entry. In case
of a credit balance (i.e.. you have to pay the customer) FACT will make an entry into the
receipt file
• A consolidated credit balance must be prefixed with a negative (-ve) sign. A

positive entry will be treated as a Debit balance.
• If you have decided to enter a Consolidated Opening balance for a customer, you cannot
enter individual document level details of the opening balance for that customer. In other
words, you cannot enter the individual Invoices, Debit Notes, Credit Notes, Receipts etc.
Invoice
This section allows you to enter details of individual opening invoices for each vendor. You
are required to enter only the net invoice amount and the outstanding opening balance
amount only. Individual product level details cannot be entered.
Invo No
Enter invoice number (max: 15 characters). Use F1 to Popup all opening invoices.
Date
Enter invoice date. It should be prior to System Install Date.
Due
Enter the due date of the invoice. In default it calculates it from the Vendor Master.
Net Amt
Enter Net Amount. This is the actual invoice amount.
Bal Amt
Enter Balance Amount. This is the amount that is outstanding as on the System Install Date.
Currency
Enter the foreign currency. Use F1 to Popup Help box. Leave this field blank for a local
currency document.
Cur Amt
Class
In case you are using Document Class to keep branchwise accounting etc. enter the class.
Party Invo No
This is the supplier's (vendor's) invoice number. Maximum 20 characters.
Payments
This section allows you to enter details of individual opening payments made to vendors.
You are required to enter only the net payment amount outstanding as on the System Install
Date.
Vr No
Enter the opening voucher number (max : 5 characters). Use F1 to Popup all existing
vouchers entered so far.
Date
Enter the voucher date. This has to be prior to System Install Date.
Chq No
Enter the cheque number. This is the customer's cheque number.
Chq Date
Enter the cheque date. This is the customer's cheque date.
On
Enter the bank on which the cheque has been drawn.
Amount
Enter the net receipt amount (in local currency) outstanding as on the System Install Date.
Currency
If the document is in a foreign currency, enter the currency code. Use F1 to Popup Help box.
Curr Amt
Class
In case you are using Document Class to keep track of branchwise accounting etc. enter
the class code here. Use F1 to Popup Help box.
Debit Note/Credit Note

This section allows you to enter details of individual opening debit notes or credit notes for
vendors. You are required to enter only the net amount outstanding as on the System Install
Date.
Doc No
Enter the Debit/Credit Note number (max : 5 characters)
206 FACT User Guide
Date
Enter the Debit/Credit Note date
Amount
Enter the net amount (in local currency) outstanding as on the System Install Date.
Currency
If the document is in a foreign currency, enter the currency code. Use F1 to Popup Help box
Cur Amt
Class
In case you are using document class to keep track of branchwise accounting etc. enter the
class code here. Use F1 to Popup Help box
Orders
This section allows you to enter details of individual opening purchase orders made out
to the vendors. You are required to enter full details of all orders outstanding as on the
System Install Date. When you press <Ret> on Orders, the screen chains automatically
into the normal Purchase Order Entry screen, also available from Entry / Purchases/
Orders. For a detailed explanation of each field, please refer to the Purchases / Orders
section of the User Guide.
When you have finished entering for one customer, press [Esc] to exit from the Append
mode. You may move to Modify/Delete option. If no Modification/Deletion is required, press
[Esc] again. This will transfer control to the list of customer names. Select the next
Customer and repeat the above process.
Notes
• Make a list of all outstanding documents with their net amount and the balance amount
before keying them in.
• After Entering all outstanding documents, go to Housekeep/Diagnostics. Run Dr

Control –– it will show you on the screen the totals of the documents Entered by you and
the amount Entered as outstanding in the Trade Creditors(Accounts Payable) General
Ledger Account. In case they do not tally – check up, you have made a mistake.
• You may check the number of Opening Purchases Invoices Entered. Go to Housekeep/
Tally of Documents
Entry / Journals
Journals / Debit/Credit Note
At times you may receive a short payment against a Invoice due to a shortage claim of a
Customer which you may accept. Or you may raise a Debit Note on a Vendor for fax charges
and adjust this against some Outstanding Invoice.
To do any of the above you would need to raise a Credit Note/Debit Note to reflect such
claims in your books of accounts. This module allows you to Enter these documents and
adjust any General Ledger Account correspondingly.
Debit/Credit
To raise a Debit Note, enter D; For a Credit Note, enter C.
Note Number
Enter the Debit/Credit Note Number. Use F1 for a Popup Help Box.
Date
Enter the Debit/Credit Note Date.
Customer/Vendor Code
If you had selected Customer from the menu, enter the Customer Code.
If you had selected Vendor from the menu, enter the Vendor Code.
Use F1 for Popup Help Box.
Narration
You may enter a narration here - max : 200 characters.
Class
If you are using Document Class to keep track of branches, divisions etc, enter the
Document Class code here.
Currency
If the Debit/Credit Note is in a foreign currency, enter the foreign currency code. The
exchange rate for the day or the immediately preceding rate available will be picked up from
the Master.
A/C
Enter the General Ledger accounts to be debited or credited. Here, you may tag any number
of GL Codes as per your requirement.
Amount
In case the Debit/Credit Note is in a foreign currency, enter the foreign currency amount.

Enter the Debit/Credit Note amount. In case the Debit/Credit Note is in a foreign currency,
the local currency equivalent would be displayed. Change if desired.
If you are in the Append mode, the screen changes at this point and FACT moves into
Adjustment Of Documents/Debit Notes OR Credit Notes for Debtors OR Creditors,
automatically. This enables you to adjust the Debit/Credit Note Just created without coming
out of the Debit Note/Credit Note entry module. If you do not wish to adjust the Debit/Credit
Note just created, press [Esc].
208 FACT User Guide
After you have saved (or aborted) the Adjustment, FACT returns you to the Debit/Credit
Note entry module automatically.
Notes
• Debit Notes/Credit Notes pertaining to the previous accounting period which are lying
unadjusted as on the last day of the accounting period are Entered with the NET
OUTSTANDING Balances as Opening Debit/Credit Notes in the current accounting
period. Enter this thru Masters/Opening Balances/Vendors–Customers. This may be
entered thru this module also with Date being prior to the current Accounting Period.
• Listing of all Opening Debit Notes is generated thru AR-AP/Debit Note Register/
Customers, Vendors.
• Listing of all Opening Credit Notes is generated thru AR-AP/Credit Note Register/
Customers, Vendors.
• Opening Sale Returns/Purchase Returns/Party Journals are also Entered as Debit/Credit
Notes thru this module with their NET OUTSTANDING balances as already explained in
their respective entry modules.
• Debit Notes/Credit Notes entered here are different from those generated automatically
when Sale/Purchase Returns are entered. You cannot modify/delete Debit/Credit Notes
entered here from those entry routines and vice versa.
• FACT tracks down each document of Customers/Vendors showing gross amount/

adjusted amount/net amount - including for Debit/Credit Notes. You may adjust the Db/
Cr Notes thru Entry/Adjustment of Documents/Credit Notes - Customers, Credit
Notes - Vendors, Debit Notes - Vendors.
• Reports on Db/Cr Notes can be generated from AR/AP/Credit Note Register, Debit
Note Register.
• Debit Notes/Credit Notes are considered in Ageing Analysis for Customers & Vendors.
Journals / Party Journal
At times a Customer of yours can make a payment to a Vendor on your request. You have
to credit the Customer for the amount paid to the Vendor and debit the Vendor for the like
amount. This module enables you to enter a journal effecting both parties’ accounts by
raising a Credit Note on the customer and a Debit Note on the vendor. You may then go
and adjust these notes as you would any other Debit/Credit notes.
The major difference between a normal Journal Voucher and this one is that instead of
debiting/crediting the General Ledger Accounts, you pass entries at the Party Ledger level
- between customers and vendors, customers and customers, vendors and vendors.
Voucher Number
Enter the Party Journal Voucher Number. Use F1 for Popup Help Box.
Date
Enter Voucher Date.
Currency
If the Party Journal has is in a foreign currency, enter the Currency Code. Use F1 for Popup
Help Box. A popup box will prompt you to choose between the Buying & Selling Rates.
Select the appropriate one. In case it is in local currency, leave this field blank.
Amount
Enter the foreign currency Amount in case the Party Journal is in a foreign currency.
Otherwise the cursor skips this prompt.
Amount (local currency)

If you had entered foreign currency, the local currency equivalent would be displayed.
Change if desired. Else, enter the local currency amount.
Narration
You may enter a Narration, max : 200 characters.
Db
Enter the code of the Customer/Vendor who should be debited.
Cr
Enter the code of the Customer/Vendor who should be credited.
Class
If you are keeping track of branches, division, etc using Document Class, enter the
Document Class code here.
Description
You may enter an additional description for each Customer/Vendor to be debited or
credited. Max : 50 characters.
Notes
• FACT automatically raises Credit/Debit notes on the parties being affected through this
journal. Such credit/debit notes can be adjusted against any entries such as payments,
invoices or receipts.
• You may enter only one debit and one credit entry on a single Party Journal.
• Reports on Party Journals entered are taken from AR-AP/Credit Note Register/Party
Journals and from AR-AP/Debit Note Register/Party Journals.
• Entering a Party Journal has no effect in the financial accounts - it is merely a contra
transaction between two or more customers/vendors. It however makes an AUTO
JOURNAL voucher starting with IP = Inter Party Journal and affects Sundry Debtors
(Accounts Receivable) and Sundry Creditors (Accounts Payable) Control Accounts.
• Inter Party Journals pertaining to the previous accounting period which are lying
unadjusted on the last day of the accounting period are entered as an opening DEBIT
210 FACT User Guide
NOTE or a CREDIT NOTE with their NET OUTSTANDING balance.
• Listing of all Opening Debit Notes/Credit Notes is generated thru AR-AP/Credit Note
Register or AR-AP/Debit Note Register.
Entry / Vouchers - Receipt /Payment

Customers pay you for Sale Invoices & Debit Notes or as Advance Deposits. You may also
make Payments to Customers in refund of Advance Deposits or in payment of an
outstanding Credit Note.
Similarly you pay Vendors for Purchase Invoices, Debit Notes or as Advance Deposits.
Vendors may also pay you against the Debit Notes you raise on them or in refund of
Advance Deposit payments you may have made. In short, this module allows you to make
the following type of entries :
Receipt from Customers

Receipt from Customers can only be against Sale Invoices, Debit Notes or as Advance
Deposits.
Payment to Customers
Payment to Customers can only be against Credit Notes or refund of Advance Deposits.
Payment to Vendors
Payment to Vendors can only be against Purchase Invoices, Credit Notes or as Advance
Deposits.
Receipt from Vendors

Receipt from Vendors can only be against Debit Notes or refund os Advance Deposits.
Entries made here will automatically post to the to the Party Ledger and the General Ledger
Control Accounts. It will also update the relevant Bank/Cash books and tag the Payment/
Receipt against the relevant document reducing their outstanding balance.
Choose Customers/Vendors from the small box and proceed. You may SWITCH between
Voucher/Journals. Please refer to the introduction for a more detailed explanation on how
to use the SWITCH option.
Pay/Recd
If you are entering a Receipt Voucher, enter R for Receipt; Enter P for a Payment Voucher.
Use F1 for Popup Help Box. The help box will list all Receipts & Payments Vouchers.
Vr No
Enter the Receipt / Payment Voucher Number (max : 5 characters). Use F1 for Popup Help
Box. If you are entering a Receipt Voucher, F1 will list all Receipts made till date. Similarly,
if you are entering a Payment Voucher, F1 will list all Payments made till date.
Date
Enter the Receipt / Payment Voucher Date.
Narration
You may enter a Narration (max : 200 characters). The screen scrolls towards the inside.
Bank/Cash
If you are entering a Receipt Voucher, enter the code of the Bank or Cash Book to be debited.
For a Payment Voucher, enter the code of the bank or Cash Book to be credited. Use F1
for Popup Help Box.
Cust/Vend
If you are entering a Receipt Voucher, enter the code of the Customer/Vendor to be
Credited. Similarly, for a Payment Voucher, enter the code of the Customer/Vendor to be
debited. Use F1 for Popup Help Box. In case the Customer/Vendor does not exist, you will
be prompted with the following query :
‘This Customer/Vendor does NOT Exist ! Add New…Y/N !’.

Answer Y to add this customer/vendor to the master file.
Bank Charges
Enter the amount charged by the Bank. You can enter either a positive(+) or a negative
(-) amount as applicable. A positive (+) figure denotes that the value will be deducted from
your bank account, while a negative(-) figure indicates that the value will be added to your
account.
However, if the actual bill and other charges to be paid/ received from customers/ vendors
are clubbed together in one payment, then you need not enter anything in the Bank Charges
field and enter the amount paid by the customer in the Amount field. You wll have to enter
the break-up in the item level entry - read help for the Type field for details.
A/C
Enter the GL Code against which the amount is charged, for example, 0012(Clearance).
You will enter the proper Receipt/ Payment aamount in the Amount field after the Cheque
details.
Chq no
If the receipt / payment is being made thru a Bank Book, enter the cheque no. On the
otherhand, if you the receipt / payment is being made thru a Cash Book, this field is Not
Applicable - N.A. will appear against this prompt.
Dt
Enter the cheque date. In case Chq No shows N.A., the cursor skips this option.
on
If you are entering a Receipt Voucher thru a Bank Book, enter the name of the bank on which
the cheque is drawn. In case Chq No shows N.A., the cursor skips this option.
Currency
If you had selected a foreign currency Bank Book in Bank/Cash, FACT will display the
Currency Code.
If the receipt or payment is being made in a foreign currency, enter the Currency Code.
Leave this field blank if the document is in the local currency. Use F1 for Pop Up Help Box.
212 FACT User Guide
Amount
Enter the Receipt/Payment amount. In case the receipt/payment is in a foreign currency,
this is the amount being received in that currency.
Rate
In case the receipt/payment is being made in local currency, the cursor skips this option.
If the conversion rate for the day is available, FACT displays the conversion rate. You may
modify the conversion rate here. If the day’s rate is not available, FACT offers you the option
to use the last rate that was entered.
Class
Enter a Document Class to indicate the branch, depot or type of order (local/export )
epending upon how you are using this field. Use F1 for Popup Help Box.
Now Enter the appropriation of the Receipt/Payment. Since FACT keeps track of the
outstanding position document wise for all customer/vendor documents, the entries must
be made document wise. The next step allocates the amount Received/Paid document
wise. Enter the amounts carefully. Also see the Tips section for automatic selection of
invoices on LIFO/FIFO basis.
Type
To enter any extra amount paid to or received from the Customer. select 'G' in this field. 'G'
denotes GL Code. If you press [F1] in the Doc No., the system displays a list of GL Codes
for selection. You can select a GL Code to which the amount is to be posted. Enter the
amount in the Amount field. In the other lines you can select 'B' and the proper Invoice (Bill)
actual amount.
Suppose the actual amount of the bill and other charges are clubbed together in a payment.
Then you need not add anything in the Bank Charges field. In the first line of the item level
enter 'G' in the S.No. field, select the relevant GL and enter the extra amount. In the second
line the bill amount should be adjusted.
Type & Doc No

Enter as follows :
For Receipts from Customers

Type - B for Invoice, D for Debit Note. In case the receipt (or part of it), is a Deposit or
Advance, Enter A in Type. In Doc No Enter the Number of the Sale Invoice/Debit Note
against which the Receipt is to be adjusted. If you press F1 at Doc No the Popup Help
Box will show you all the Sale Invoices/Debit Notes outstanding against the Customer.
Invoices/Notes which have been adjusted in full will not be shown.
For Payment to Customers

Enter Type - A for Advance Refund, C for Credit Note. Enter the Number of the Advance
Voucher/Credit Note against which this Receipt is to be adjusted. If you press F1 at Doc
No the Popup Help Box will show you all the Credit Notes/Advances unadjusted
outstanding against the Customer. Credit Notes which have been adjusted in full will not
be shown.
For Payment to Vendors

Enter B for Invoices or C for Credit Notes in TYPE. In case the payment (or part of it),
is an Advance, Enter A in Type – Doc No is automatically generated by FACT. Enter the

Number of the Purchase Invoice/Credit Note against which this Payment is to be
adjusted. If you press F1 at Doc No the Popup Help Box will show you all the Purchase
Invoices/Credit Notes outstanding for the Vendor. Invoices which have been adjusted in
full will not be shown
For Receipt from Vendors

Enter Type - A for Advance Refund, D for Debit Note. Enter the Number of the Advance
Voucher/Debit Note against which this Receipt is to be adjusted. If you press F1 at Doc
No the Popup Help Box will show you all the outstanding Debit Notes/Unadjusted
Advances for the Vendor. Debit Notes which have been adjusted in full will not be shown
If FACT detects that the selected document is in a different currency from that in which the
Receipt/Payment is being made, you will be prompted further with the following :
Document No
The selected document number is displayed as default.
Type
The selected document type is displayed as default.
(Currency) Amount
The currency in which the selected document was made is displayed as default. The
amount that can be appropriated against the above Receipt/Payment amount is also
displayed. You may modify the amount that should be appropriated.
Rate
The conversion rate is calculated and displayed as default. You may modify the
conversion rate.
(Currency) Equivalent
The value of the appropriated amount (in the currency the Receipt/Payment is being
made) is displayed. You may modify this amount.
IMPORTANT
FACT checks to ensure that you have not entered the same document to be adjusted twice
on the same Receipt / Payment Voucher. In case it finds one, this message will flash :
‘Document is being duplicated in Sl No.X’
Where X stands for the serial number where the document was first entered. To remove
the duplicate entry, bring the cursor to that entry and use [Ctrl]-PgUp to delete.
Description
The selected Document Number and Gross Amount are displayed as default.
Balance
The Balance amount outstanding on that document is displayed as default.
Amount
The Balance Amount of the Document is shown as default under the Amount column. This
214 FACT User Guide
is the maximum amount of the document that can be adjusted against the receipt / payment
being made. Change if desired. You cannot Enter an amount exceeding the balance
amount. In case of an excess payment/receipt, enter the excess as an Advance.
With every entry the total amount adjusted against the receipt/payment is displayed in the
last row in the Amount Column. The Balance to be appropriated is shown in the bottom left
corner of the screen. You may save the receipt/payment only when the Balance against this
receipt/payment has become zero.
To save press [Ctrl]-[Home]. To abort press [Esc].
Notes
• FACT allows you to make automatic adjustments using either the LIFO or FIFO method.
This implies that you need not enter the individual invoice numbers on a customer's
receipt or a vendor's payment but instruct FACT to pick up the invoices either starting
from the first (FIFO) or from the last (LIFO), till the receipt/payment amount gets fully
adjusted. Press [Esc] at Doc No for options.
• Listing of all Opening Advances is generated thru AR-AP/Outstanding Documents/

Advances—Customers, Vendors.
• In case any Receipt/Payment is to be appropriated against any Sales/Purchase Returns

remember that Sales Return Notes generate a Credit Note automatically for the
Customer and a Purchase Return generates a Debit Note for the Vendor. Enter the Sale/
Purchase Return Note Number in Doc No and C/D in Type.
• In case you have received/paid a cheque against a Invoice(s) thru this module and the
cheque has bounced, make the following entries to nullify the effect of the cheque :
Modify the Receipt/Payment to show the amount as an Advance. Next make a Payment
(in case the cheque was Received) or a Receipt (for a Payment) giving the original cheque
number and the original Receipt/Payment voucher number under Doc No thus returning/
receiving back the Advance. The same sequence of entries apply in case a cheque was
received/paid last year and was returned in the current year.
• To see the document wise position of each party, generate AR-AP/MIS Reports/
Analysis/Customer, Vendor.
• For a list of Outstanding Advances partywise, generate AR-AP/Outstanding Docu-
ments/Advances - Customers, Vendors.
• You may enter some Receipts/Payments (or part of them) as advances or as on account
payments due to non availability of information at the time of entry. You may later adjust
these thru Entry/Adjustments of Documents/Advances - Customers, Vendors.
• When you press F1 at Doc No it will show you only those Invoices which are dated prior
to the Receipt/Payment date.
• Receipts/Payments which have been entered wholly or partly as advances and have been
adjusted thru Entry/Adjustments of Documents/Advances - Customers, Vendors
cannot be modified/deleted. To do so, you will first have to delete the adjustments.
The adjustment details can be seen in the detailed printouts from AR-AP/MIS Reports/
Analysis/Customers, Vendors.
• AR-AP/Receipts Register, Payments Register show you all the Receipts/Payments

Entered here with adjustment details (Entered at the time of entry of the Receipt/
Payment) and day totals.
• You may view/print the details in the Bank/Cash Books also by answering Y when
prompted to include Customer/Vendor Details’. If you say N, only day totals will be shown
with the voucher number starting with :
DR : Customers’ Receipts CP : Vendors’ Payments

DM : Cash Memo Sales CM : Cash Purchases
DT : Customers’ Cash Returns CT : Cash Purchase Returns
DP : Customers’ Payments CR : Vendors’ Receipts
• For Cash Sales/Purchases, no entries for Receipts/Payments have to be made thru this
module. The entries for cash are automatically made when you Enter the Cash Sale/
Purchase thru Entry/Sales/Invoices or Entry/Purchases/Invoices.
• In Modification, a Customer/Vendor is not allowed to be changed and the cursor skips

the option. In case you have entered a voucher for a wrong party, delete it and enter
afresh. This is required so that a voucher of a party may not be modified and saved
against some other party's invoices.
• The Bank Charges you enter will be available during the Bank Reconciliation through
Entry / Voucher - Receipts/Payment / Bank Reconciliation. Instead of cheque
numbers the screen will display the Bank Charges.
Read the following cases to understand the concept of Bank Charges:
CASE 1
An outstation cheque of Rupees 1000 is received from a customer. For such
cheques, say, the Bank deducts Rupees 9 from the cheque amount as clearing
charges. Therefore you can directly enter Rs. 9 in the Bank Charges field and
select the GL code for Clearance Charges. In the Amount field enter Rupees
1000 as the actual Invoice (Bill) amount. FACT will automatically post the actual
amount received.
CASE 2
The payment for a raw material is made by demand draft. For making the demand
draft, say, Rupees 30 is charged by the bank. In this case enter Rupees 30 as
Bank Charges and in the amount field enter Rupees 1000 as the actual payment
amount. In the Amount field you will enter the actual amount paid by the
customer.
CASE 3
The customer is given a cash discount of 50 against a cash sale of Rupees 1000.
Here the receipt amount should be entered as 950. In the details, enter ‘G’ as Doc
Type and enter the GL Code for Discount and –50 against the GL amount. In the
next line select ‘B’ and enter the proper Invoice (Bill) of Rupees 1000.
CASE 4
Suppose you are getting a discount of Rupees 50 against a Purchase of Rupees
1000 cash. While making a Payment Voucher for this you need not enter any
value in the Bank Charges field. In fact you should enter Rupees 950 in the
Amount field, since after the discount the amount becomes 950. In the item level
216 FACT User Guide
type ‘G’ and select ‘Discount’. Enter the amount as -50. In the second line enter
‘B’ and 1000. Why should you enter - 50 in the first line against the Discount GL?
This is because we are making a payment entry and this discount is of the receipt
type and has to be adjusted against the Vendor’s ‘advance payment’, Credit Note
or Purchase Invoice.
CASE 5
A Sale Invoice (Bill) for amount Rs 1000 is raised against the customer. The
customer also made a telephone call for which Rs. 2 is charged. The user has
paid 1002 in one payment. In this case the Bank Charges will be 0 and no GL Code
will be entered. Instead you will enter 1002 in the Amount field since along with
the telephone charges the amount is 1002 and the amount is going to your bank.
In the line item select ‘G’ and GL for Telephone Charges and Amount as Rupees
2. In the second line select ‘B’, select the proper Sale Invoice and Rupees 1000
and adjust the amount.
Sales & Purchase Entries

• FACT will check for the logged-in user and Popup a list of available Document Numbering
Schemes existing for the user. In case no numbering scheme has been defined for the
user, FACT will select the default numbering scheme. You can define the Document
Numbering Scheme thru Account/Preferences/Document Numbering.
• If however, only one Numbering Scheme has been defined for the user, the Popup list
will not be available. FACT will pick up that Numbering Scheme automatically.
• At the Rate field FACT checks thru all the Special Rate Schemes defined for the customer/
vendor and selects the one applicable to the product being entered. The Special Rate
Schemes are defined thru Masters/Item/Products/Special Rates - Customer OR
Special Rates - Vendors. In case no Special Rate Schemes have been defined for the
customer/vendor, the selling/buying rate entered in Masters/Items/Products will be
displayed. If no rate has been entered in the Master, you can enter the rate at the point
of document entry.
• Pressing F1 at the product Rate field recalculates the product rate based on the Special
Rate Scheme applicable to that product and defined for the customer / vendor for whom
the document is being entered. This is especially helpful in case you have overwritten the
product rate accidently and cannot recall the correct rate.
• For an existing Order Number on a DO the product rate is carried forward. In such a case
FACT does not calculate the rate based on the Special Rates Scheme applicable to the
product. Here if you wish to replace the product rate with the Special Rate, press F1 at
the Rate field. Similarly, when you enter and existing D/O number on an Invoice, press
F1 at the Rates field to replace the existing rate with the Special Rate applicable.
• When you enter a Sale Invoice, FACT automatically debits the Customer’s account and
posts the amounts to the General Ledger Control Accounts.
• Similarly, when you enter a Purchase Invoice, FACT automatically Credits the Vendor’s
account and posts the amounts to the General Ledger Control Accounts.
• Invoice Terms are posted to the General Ledger Accounts specified in Account/
Preferences/System Controls/Sales against each term.
• The credit/debit entry for products is made in the General Ledger Accounts specified
against each product in Masters/Item/Products/Products. If blank, it is posted to
master control Sales/Purchase Account specified in Account/Preferences/System
Controls.
• The Credit Limit box in the Sales and Purchase Order, Challan, Bill Service Bill and Return
of the customer and vendor will print picture 999,999,999,999,99(Global picture format
of 18 digits defined in Account / System / Configuration).
• Financial Accounts are effected thru the journal by creation of AUTO JOURNALS — you
will find an AUTO JOURNAL created thru Sale Invoices with a number starting with DB
(meaning Customers' (Debtors') Invoices) and AUTO JOURNAL created thru Purchase
Invoices with a number starting with CB (meaning Vendors' (Creditors') Invoices). One
AUTO JOURNAL is created for each day’s total invoicing. AUTO JOURNALS are not
allowed to be modified or deleted thru Entry/Journals. In case you modify/delete a
Purchase/Sale Invoice, the corresponding AUTO JOURNAL is automatically changed.
• It is important to create an Order Acceptance first, followed by a D/O and finally an Invoice
if you desire an on-line effect on Pending Orders. If you raise an Invoice directly you will
notice that the O/A No is prompted for right in the end and that FACT will not validate it.
However, if entered correctly, this number is also taken into consideration while reporting
Pending Sale Orders.
• On entering the Order No. in the Sales and Purchase Invoice(Bill), the Order Balance will
be automatically updated. Therefore you need not run the Housekeep / Recalculate
Balances option.
The system also checks if the ‘Order Quantity Balances’ after entry of Sale/ D/Os become
negative on updating the Order. If they do not become negative, then only the bill is linked
to the Order and the order balances are updated. If the Bill Order Quantities become
greater than the D/O Quantity, the system will display a message and block further entry.
Following rules apply for the selection of Order No -
1 You can select an Order No. only if there is any pending shipment in the Order. For such
Order No., the system displays the Order No. along with the pending shipment quantity.
2 You cannot increase or the pending quantity during data entry. This remains fixed.
3 If the Product Balance Quantities become negative in the Order on selecting the Order
No, the system will not allow you to save the Invoice (Bill).
4 While modifying a Sales / Purchase Invoice (Bill), if you happen to change the Order
No, the system will load fresh data related to the new Order No. After you have saved
the entry, you will have to update the Order Balance for the Sale and Purchase through
Sale/ Orders and Purchase Orders respectively.
• You may move up and down the Invoicing Terms (use arrow keys) in case you want to
make any changes before saving the Invoice. The same facility is available in Modify
mode also.
218 FACT User Guide
• Use PgUp and PgDn to move up and down the products to make changes before saving
- in Append and Modify.
• Invoice Terms are calculated as per FORMULA entered. Refer to Account/Preferences/

System Controls/Sales
• FACT allows you to enter unlimited number of items in the Sales/ Purchase Order,
Challan & Invoice(Bill), Service Invoice(Bill) and Return. The system also allows you to
import an unlimited number of items in these documents while importing documents
through Housekeep/ Import Data.
• Invoices for Service Items (i.e. Labour Charges, Consultancy, Rent etc) are entered thru
Entry/Sale/Service or Entry/Purchase/Service.
• In case a new Product is added from within the sales or purchase module, you can enter
only the description and valuation technique. In case you do not want the Sale/Purchase
Account for this product to be the same as the Sale Purchase Account specified by you
in Account/Preferences/System Controls, go to Masters/Items-Products and add
the product from there. Enter the General Ledger Code for Sale & Purchase A/c and then
enter the document from here.
• Dynamic locking is on stock falling below minimum is active if you are using Multi User
FACT. The documents affected are :
• Sales DOs & Invoices

• Sales & Purchase Returns
• Stock Transfers & Inventory Issue Vouchers
In a Real-time, Multiuser environment, the situation is dynamic - stock of an item might

be positive at the time the item was selected. However, by the time the document is saved,
stock might fall below minimum level.
FACT runs a dynamic check on the stock position of each item on the DO, Invoice,
Returns, Stock Transfers & Issue Vouchers before it is saved. In case it detects that the
stock for any item is below minimum, a warning is displayed. The entry is either blocked
or the warning itself is ignored, depending on the System Control Settings.
• On Foreign Currency Invoices, you can print the Local Currency equivalent as well as the
Balance Amount in Foreign Currency.
• Multiple designs can be stored for documents like Orders, DOs & Invoices. When printing
a document Online, you can specify the design which should be used for printing. In
Offline printing too, you will be prompted to specify the design for printing. The Stored
design is the one which was used to print the document Online.
• Excise on MRP Invoices - After you define an Excise Term for Sales, this Term will be
available during entry of the following documents, allowing you to prepare Excise
Invoices -
√ Proforma Invoice / Quotations
√ Sales Orders, DOs, Invoices and Returns
After you press [Ctrl][Home] keys in the Product Items box and come to the Excise Term
in the Terms list, you will be prompted for the Excise percentage. On entering the
percentage, the Excise amount to be paid will be calculated based on whether Excise is
included or excluded in MRP for you (selection made in System Controls / Sales /
Invoice Terms for the Excise Term).
You will have to ensure that only those Products which have the same Excise percentage
are included in a document. However, they may have different MRP Rates and Abeyance
percentages (entered through Product Master). When there are more than one Product
in a document, the Excise amount will be calculated separately for each of them,
added, and then displayed as the Term amount.
As already explained, the Term amount / Excise payable amount would be calculated
differently in either of the two cases discussed above - read on for details -
Case A - Excise not included in MRP (specified N in the Excise Term) -
Step 1 - First, the MRP Value is calculated -

MRP Value = MRP Rate * Product Quantity
where MRP Rate is picked up from the Product Master
Step 2 - Abeyance Amount is calculated, followed by the Assessable Excise Amount -

Abeyance Amount = Abeyance % * (MRP Value/100)
Assessable Excise amount = MRP Value - Abeyance Amount
where Abeyance % is picked up from the Product Master
Step 3 - Finally, the Excise Amount is calculated and displayed as the Term Amount -
Excise amount = Excise percentage * (Assessable Excise Amount/100)
where the Excise percentage has been entered by you in the Excise Term
Case B - Excise included in MRP (specified Y in the Excise Term ) -
Step 1 - The MRP Value is calculated -

MRP Value = MRP Rate * Product Quantity
where MRP Rate is picked up from the Product Master
Example : 9 * 100 = 100, where MRP Rate is 9 and Quantity is 100
Step 2 - The Abeyance Amount is calculated, followed by the Assessable Excise Amount
including MRP (AEAM) -
Abeyance Amount = Abeyance % * (MRP Value/100)
Assessable Excise amount including MRP = MRP Value - Abeyance Amount
where Abeyance % is picked up from the Product Master
Example : 20 * (900/100) = 180, where Abeyance % is 20% and
900 - 180 = 720, where 720 is the AEAM
Step 3 - Finally, the Assessable Excise Amount and the resulting Excise payable Amount
is arrived at -
Assessable Excise amount = (AEAM * 100) / (100+Excise percentage)
Excise Amount = Excise percentage * (Assessable Excise Amount/100)
Example : (720*100) / (100+10) = 654.55, where Excise percentage is 10% and
10 * (654.55/100) = 65.5 is the Excise payable amount
220 FACT User Guide
If no MRP Rate is entered in the Product Master, Excise would be calculated on the
document amount / product amount, ignoring the settings in the Excise Term.
Entry / Proforma Invoice / Quotation

What is a Proforma Invoice / Quotation ? Why is it needed?
FACT has a detailed entry module for entering the Sales related data. However besides
selling a product directly to the customer or through Agents, companies also need to give
Proforma or Quotation to the prospective buyer. Many buyers accept quotation from
different companies and the decision to buy is taken considering the ‘rates’ given in the
quotations. The Sale Order is made out when the buyer accepts the quotation. After the Sale
Order, the Challan or Sale D/O are made and then the Sale Invoice (Bill) is created. When
a product is sold against a Proforma Invoice or Quotation, the Sale Order, Challan (D/O)
and Invoice generally have a reference to the Proforma Invoice or Quotation.
The Proforma Invoice / Quotation / Stock Items and Service Items enables you to enter the
Proforma(s) and link the necessary Proforma with all the Sale related entries. You do not
have to make entries of Quotation or Proforma Invoice if you do not issue quotations or
proformas. In fact you can move directly to Sale Order Entry.
Proforma Invoice/ Quotation has two options, namely:
• Stock Items
• Service Items
The Proforma Invoice/ Quotation entry is similar to Sales Order entry, except for the
following fields -
Prof/Quote
You can enter only 'P' or 'Q' for Proforma or Quotation.
Prof No
Enter the Proforma Invoice number. Pressing [F1] displays all the existing proforma
numbers. The Proforma number entered will be available in the Sale Orders, Sale D/O and
Sale Invoice (Bill). You cannot have the same Proforma or Quotation number if it is already
existing in FACT.
Prof Dt
This field displays the current date on entering the Proforma No., and can be changed. The
date is shown automatically in the Sale Order entry.
Valid Upto
Enter the date upto which the Proforma / Quotation is valid. This Validity Date can be the
same as or later than the Proforma / Quotation Date.
Notes
• The Remarks entered in the Proforma is carried on to the Sale Order automatically.
• Through the Proforma Invoice/ Quotation under Ar/ Ap Document Pronting you will be
able to print (offline) the Proforma Invoice or Quotations.
• The Account / Preferences / Document Numbering & Account / Preferences / Document

Printing, also supports entries for Proforma Invoice or Quotation.
Entry / Sales /Orders

You will need this module to create and maintain track of customer orders. Generally a sales
process starts with accepting an order from a customer.
O/A No
Enter the Order Acceptance Number (max : 5 characters). Use F1 for Popup Help Box.
PI/Q No
Through this field you can link a Proforma Invoice or Quotation while making the Sale
Order. After you enter O/ A no. you can enter the Proforma Invoice or Quotation number
in this field. Pressing [F1] displays the list of Proforma Invoice or Quotation. Selecting the
Proforma Invoice or Quotation number automatically displays other details entered in the
Proforma or Quotation along with the information in the Product level that you can change.
When a Proforma is selected in a Sale Order, the system will not allow you to add any other
product that is not present in the Proforma.
PI/Q dt
Enter the date on which the Proforma was accepted.
Order No
Enter the Customer’s Purchase Order Number (max : 30 characters). Do not worry - the
screen scrolls inside. You may leave it blank.
Date
Enter the Customer’s Purchase Order Date. If Order No was left blank, the cursor skips this
option.
O/A Date
Enter the Order Acceptance Number Date - it cannot be prior to the customer’s Order Date.
Currency
Enter the currency code. Use F1 to Popup Help box.
Rate
modify the conversion rate here. If the day's rate is not available, FACT offers you the option
VAT
This prompt will appear only if you have specified VAT as Y in System Controls/Invoice
Terms. If the product Rate is inclusive of GST/VAT/ST, answer Y, else answer N. If you
answer Y, a list of GST/VAT/ST tax codes popup. Select the tax applicable on this
document. The tax percentage will be used to calculate the final price inclusive of VAT,
based on the item rate entered in Masters, or Special Rates.
222 FACT User Guide
Customer
Enter the code for the Customer. Use F1 for Popup Help Box. As soon as the Customer's
Name is displayed, the total of the Outstanding D/Os, Net Outstanding and the Total of
both these figures are displayed.
In case the Customer does not exist, you will be prompted with the following query :
‘This Customer does NOT Exist ! Add New…Y/N !’.
Answer Y to add this Customer to the customer master file.
Agent
Enter the code for the Salesman/Agent. Use F1 for Popup Help Box. You may leave this
blank
Class
The Order can be marked with a Document Class to indicate the branch, depot or type of
order (local/export ) depending upon how you use this field. Use F1 for Pop up Help Box.
See General Ledger/Document Class for details.
Product
Enter the code for the Product being ordered. Use F1 for Popup Help Box. In case the
product does not exist, you will be prompted with the following query:
The proforma number entered will be available in the Sale Order, Sale D/O and Sale Invoice
‘This Product does NOT Exist ! Add New…Y/N !’.
Answer Y to add this Product to the product master file.
Qty
Enter the Quantity of the product. In case FACT detects that the product being sold has a
different selling unit you will be prompted for the selling unit and the converted quantity for
stocking purposes. If you have entered Y in Double Quantity for the product, you will be
asked
Rate
In case you had specified the Selling Rate in Masters/Items-Product/Product the Rate will
be displayed - change if desired. In case no Rate is displayed, enter the desired Rate. You
may leave Rate blank if Order is to be supplied free (e.g. samples).
Difference
To round off the amount for the particular product, enter the rounding off ( + or –) amount.
The Difference can be used either as a %age or as an amount. For details on %age and
Amounts see Introduction for details.
Example :
Quantity = 10 Pcs, Rate = $1.75
Hence Amount = 10 x 1.75 = $17.50
Let us say that we wish to round off the Amount to $17.00
Under the Difference column, we will enter -0.50
Amount
This is calculated on its own and shown as the Quantity multiplied by the Rate plus/minus
the Difference
You may enter any number of products on a single Order Acceptance Form - the screen
scrolls down after 5 products. After you have finished entering all the products press [Ctrl]-
[Home] for Invoicing Terms.
[ ]
You may now edit the long description for the item. Use space-bar, or <Enter>. The box is
checked [X], and a popup displays any extra description entered from the Product Master.
You may edit this description and enter any additional information for the item. The
complete description is 400 characters.
If you press the [F1] key here, the Product name (primary description) will be copied here
from the Product Master. Please note that this operation will overwrite any other description
already entered.
Invoice Terms
The terms shall appear in the order of their codes. First the description is displayed and the
cursor waits for you to enter the percentage (%age). The calculated amount appears under
the product amount. Change if desired. Press <Ret> to go thru all the terms (max : 15).
Tax Pop up (GST/VAT/ST)

The cursor will skip this option, if you have answered Y to VAT earlier.
As soon as the cursor comes to GST/VAT/ST - a Popup shows all the Tax Codes. Choose
the applicable one using arrow keys and <Ret>.
To get the GST/VAT/ST Popup you must specify ‘S’ in Category when defining Sales Tax
through Account/Preferences/System Controls/Sales/Invoice Terms. Sales Tax rates
are entered thru Account/Preferences/System Controls/Sales/Sales Tax Codes. If you
do not have any GST/VAT/ST in your country, do not create any Sales Tax Codes at all.
Remarks
You may enter a 200 character remark. This is automatically carried forward to Sale D/O.
Billing
Enter the billing address details. The billing address entered in Masters is picked up as
default. You may however modify the same here.
Shipping
Enter the shipping address details. The shipping address entered in Masters is picked up
as default. You may however modify the same here.
Notes
• An entry here is not reflected anywhere in financial accounts.
• The Sale Order Register gets updated immediately
• AR/AP/Outstanding Documents/Orders–Customers gives you the updated position

of the pending orders.
• Outstanding Sales Order Acceptances pertaining to the previous accounting period are
entered thru Masters/Opening Balance/Customers/Orders with the NET OUTSTAND-
224 FACT User Guide
ING quantities.
• Listing of all Opening Sale Order Acceptances is generated thru AR/AP/Outstanding
Documents/Orders-Customers.
Entry / Sales / DO
This module is designed to enter Sales Delivery Orders. In case you are have entered Sales
Orders received and wish to track pending deliveries, you may enter the D/O in pursuance
of the Order Acceptance (O/A).
You may also enter a Sale D/O unconnected with any Sales Order. You may skip entry of
the D/O altogether and enter the Sale Invoice right away. But remember, the Inventory is
updated immediately as soon as a Sales D/O is entered.
D/O
Enter the D/O Number (max : 15 characters). Use F1 for Popup Help Box.
PI/Q No
Selecting the O/A number automatically links the Proforma Invoice or Quotation attached
during Sale Order entry if the existing Sale Order has been linked with the Proforma Invoice/
Quotation. If no Sale Order exists for this sale, then you can select the relevant Proforma
Invoice/ Quotation through this field. Pressing [F1] in this field will show the list of Proforma
Invoices/ Quotation in the system.
PI/ Q Dt
This field displays the date on which the Proforma was accepted.
O/A No
Enter the Order Acceptance Number in case the D/O is being entered against a Pending
Order. Use F1 for Popup Help Box. You may leave it blank. If an existing Order Acceptance
Number was entered the cursor will move directly to the D/O Date.
Date
Enter the O/A Date. If you leave the O/A No blank, the cursor will skip directly to the D/O
Dt.
D/O Dt
Enter the D/O Date. This cannot be prior to Order Acceptance Date (if it was entered). In
case an existing Order Acceptance Number was entered the code and name of the
Customer and Document Class will automatically be displayed and the cursor will skip to
the first Product displayed.
Currency
Enter the currency code. Use F1 to Popup Help box. In case you had given an existing order
in O/A No, the currency entered on the order is displayed. You may modify the same.
Rate
to carry forward the last rate that was entered.
VAT
This prompt will appear only if you have specified VAT as Y in System Controls/Sales/
Invoice Terms. If the product Rate is inclusive of GST/ST/VAT, answer Y, else answer N.
If you answer Y, a list of GST/VAT/ST tax codes popup. Select the tax applicable on this
Customer
Enter the code for the Customer. Use F1 for Popup Help Box. You may add a new
Customer—discussed in Sales Orders.
Agent
Enter the agent thru whom the sale is being made. The agent entered in Masters is shown
in default. You may however modify the same. Use F1 to Popup Help box. In case you had
entered an existing Order in O/A No, the Agent entered on the Order is displayed. You may
modify the same.
Class
Enter the Document Class to indicate the branch, depot or type of order (local/export )
depending upon how you are using this field. Use F1 for Popup Help Box. See Masters/
Document Class for details.
Product
Enter the code for the Product. Use F1 for Popup Help Box. You may add a new product
- discussed in Sales Orders.
Qty
Enter/change the Quantity of the product. In case FACT detects that the product being sold
has a different selling unit, you will be prompted for the selling unit and the converted
quantity for stocking purposes. If you have entered Y in Double Quantities for the product,
you will be asked to enter the second quantity and the UOM.
Rate
The rate entered in the O/A will be displayed -change if desired. In case of no O/A the default
Rate will be displayed - change if desired.
Difference
Amounts see Introduction for details. Refer to example under Sales / Orders.
Amount
the Difference. Change if desired.
You may enter any number of products on a single D/O –– the screen scrolls down after
5 products. After you have finished entry of all the products press [Ctrl]-[Home] to come to
the invoice Terms.
226 FACT User Guide
[ ]
already entered.
Invoice Terms
the product amount. In case an existing O/A Number was entered, all Invoice Terms of the
O/A will be shown by default. Change if desired. Press <Ret> to go thru all the terms (max
: 15 characters)

The cursor will skip this option, if you have answered Y to VAT earlier. As soon as the cursor
comes to GST/VAT/ST - a Popup shows all the Tax Codes. Choose the applicable one using
arrow keys and <Ret>.
Terms
Enter the terms (max : 15). You may leave it blank. This is automatically carried forward
to the Sale Invoice. e.g.. COD - Cash on Delivery etc.
EGP No & Date

Enter the Excise Gate Pass Number (max : 10 characters) and date. You may leave it blank.
This is automatically carried forward to the Sale Invoice.
P/O No & Dt
Enter the Customer's Order Number and date.
Remarks
Enter a 200 character remark. This is automatically carried forward from O/A if entered.
This is also carried forward to the Sale Invoice.
Billing
default. You may however modify the same here. In case you had given an existing order
in O/A No, the address entered on the order is displayed. You may modify the same.
Shipping
as default. You may however modify the same here. In case you had given an existing order
in O/A No, the address entered on the order is displayed. You may modify the same.
Notes
• Inventory is reduced by the shipped quantity - and is reflected in the Stock Ledger,
Material In/Out Register as also in the Valuation of Closing Stock.
• Outstanding D/Os Report may be taken from AR/AP/Special Reports.
• Outstanding D/Os in the detailed Stock Ledger are identified with asterisks (*).
• The Customer’s Account will be debited only when an Invoice is raised against the Sale
D/O .
• Once an Invoice has been raised for a D/O , Modification/Deletion of the D/O is blocked.
You can modify /delete the D/O provided you delete the Invoice first.
Entry / Sales / Invoice

Sale Invoices are entered here - automatically affecting the Customer’s Account, Sales
Account (and Inventory in case no D/O was raised earlier). You may enter a Sale Invoice
in pursuance of a D/O raised earlier or enter a Sale Invoice directly without raising a D/O
at all. This module takes care of all stockable products (service invoices are entered thru
Entry/Sales/Service).
Invo No
Enter the Invoice Number (max : 15 characters). Use F1 for Popup Help Box.
D/O No
Enter the D/O Number. If the D/O has been previously entered and has not been invoiced
as yet, all information from the D/O is carried forward to the Invoice. Else the D/O No will
be accepted and the Invoice will directly update the inventory.
Use F1 for Popup Help Box – only the outstanding D/O s will appear. In case an existing
outstanding D/O Number was entered, the code and name of the Customer & Document
Class in that D/O will be displayed and the cursor will move directly to the Rate of the first
product. Change the Rate if desired. Press [Ctrl]+[Home] to move on to the Invoice Terms.
D/O Dt.
Enter the D/O Date.
O/ A No.
This field automatically displays the Sale Order No.
O/ A dt.
This field automatically displays the Sale Order date.
PI/Q No
This field automatically diaplays the Proforma Invoice number.
PI/Q dt
This field automatically displays the Proforma Invoice date.
228 FACT User Guide
Invo Date
Enter the Invoice Date. This cannot be prior to the Sale D/O Date.
Currency
FACT allows you to enter Invoices in a foreign currency as well. If you are entering in local
currency, just press <Ret> and proceed. If you wish to enter a foreign currency, enter the
Short Name of the currency. Use F1 for Popup Help Box.
Rate
to carry forward the last rate that was used.
VAT
Terms. If the product Rate is inclusive of GST/ST/VAT, answer Y, else answer N. If you
Customer
Enter the code for the Customer. Use F1 for Popup Help Box. You may also add a new
Customer – discussed in Sales Orders Leaving this field blank will enter the Sale as
Cash Sale (Cash Memo).
Due Date
Enter the due date of the invoice. By default it calculates the due date as the Invoice date
plus the number of Credit Days in the Customer Master.
Agent
Enter the agent thru whom the sale is being made. By default the agent entered in Masters
is displayed. You may however modify the same. Use F1 to Popup Help box. For an existing
D/O, the agent entered on the D/O will be shown as default. Change if required.
Class
depending upon how you are using this field. Use F1 for Popup Help Box.
Product
Enter the code for the Product. Use F1 for Help Popup Box. You may add a new product
here - discussed in Sales/Orders.
Qty
Enter the Quantity of the product. In case FACT detects that the product being sold has
different selling/stocking units, you will be prompted for the selling unit and the converted
quantity for stocking purposes. If you have entered Y in Double Quantities for the product,
you will be asked to enter the second quantity and the UOM.
Rate
The rate entered in the Sale D/O will be displayed –– change if desired. In case of no Sale
D/O the default Rate will be displayed - change if desired.
Difference
Amounts see Introduction for details. Refer to example under Sales / Orders.
Amount
the difference. Change if desired.
You may enter unlimited products on a single Invoice –– the screen scrolls down after 5
products. After you have finished entry of all the Products press [Ctrl]-[Home] to come to
the invoice terms.
[ ]
already entered.
Product Level Details

If you have defined User Defined Field for Sale Bill Global then you will get this pop up
as you finish entering the additional item description level. Here you will get the fields
defiend for the Sale Bill Global. The system will automatically create pages if needed.
Invoice Terms
the product amount. In case an existing Outstanding Sale D/O was entered, all Invoicing
Terms of the Sale D/O will be shown by default. Change if desired. Press <Ret> to go thru
all the terms (max : 15 characters)

Amount
The amount of the invoice is carried forward. In case you have entered a invoice with a
foreign currency, the local currency equivalent is displayed automatically. You may change
this local currency amount if desired. If the Invoice has been entered in local currency, the
230 FACT User Guide
Remarks
Enter a 200 character Remark. This remark line can be printed in the Invoice and Sale
Registers. In case of a Cash Sale, this remark line is printed in the Sales Tax Register.
ST Form Number
in case you chose a Sales Tax rate for which ‘ST’ form was required, this question will be
asked (max: 10 characters). You may leave it blank for the time being and enter it later thru
Entry/Entry of ST Form/Sale.
O/A No & dt
It is carried forward automatically from Sale D/O. Else enter Order Acceptance Number
(max: 5 characters) and date if desired.
P/O No & Dt
It is carried forward automatically from Sale D/O. Else enter Purchase Order Number (max:
30 characters) and date if desired.
Terms
It is carried forward automatically from Sale D/O. Else enter the terms (max: 15 characters)
EGP No & Dt
Enter the EGP No and Date. It is also carried forward automatically from Sale D/O.
Bill(Invoice) Level Details Popup

If you have defined User Defined Field for Sale Bill(Invoice) Product Level then you will
get a pop up as you finish entering the EGP No and Date. Here you will get the fields defiend
for the Sale Bill(Invoice) Product Level. The system will automatically create pages if
needed.
Billing
default. You may however modify the same here. In case you had given an existing D/O,
the address entered on the D/O is displayed.
Shipping
as default. You may however modify the same here. In case you had given an existing D/
O, the address entered on the order is displayed.
Notes
• Once a receipt has been entered against an Invoice, no Modification/Deletion of the
Invoice is possible. You can modify the Invoice provided you delete the Invoice from the
Receipt first.
• Opening Invoices are entered thru Masters/Opening Balances/Customers. There is no

difference between an Opening Sale Invoice/Service Invoice.
• Listing of all Opening Invoices is generated thru AR-AP/Outstanding Documents/

Invoices –– Customers.
• If you are entering multiple cash memos as one consolidated entry at the day end, use
the Remarks Line to enter the cash memo numbers - this is printed in the Sales Tax
Register also.
• In case the Invoice Number is not the same as the D/O Number, the Invoice Number is
printed separately under the D/O number in the detailed Material In-Out Register/Stock
Ledger.
• When you enter a Cash Memo, the Cash Balance is automatically raised thru an AUTO
Voucher by the Gross Amount of Cash Memo. In case you modify the Cash Memo, the
AUTO Voucher for Cash is modified automatically.
• Reminder letters for Outstanding Invoices can be generated through AR/AP/Outstand-

ing Documents/Invoices –– Customers, when you say 'Y' to Printer – provided you
are taking the report for ONLY outstanding invoices.
Entry / Sales / Service Invoice

You may Enter Invoices for service items (non stockable) thru this module. Service Items
could be Labour Charges, Consultancy Charges, Rent etc. automatically affecting the
Customer’s Account and the Sales Account.
Invo No
Enter the Service Invoice Number (max : 15 characters). Use F1 for Popup Help Box.
PI/Q No
This field displays the Profotma Invoice number if there was any proforma before the sale
took place.
PI/Q dt
This field displays Proforma invoice or quotation date.
Invo Date
Enter the Service Invoice Date.
Currency
FACT allows you to Enter Invoices in a foreign currency as well. If you are Entering in local
currency, just press <Ret> and proceed. If you wish to Enter a foreign currency, enter the
Short Name of the currency. The exchange rate for the day will be picked up from the master
and the local currency equivalent will be displayed. You may override the local currency
equivalent if so
desired. Use F1 for Popup Help Box.
Rate
VAT
Terms. If the product Rate is inclusive of GST/VAT/ST, answer Y, else answer N. If you
232 FACT User Guide
Customer
Enter the code for the Customer. Use F1 for Popup Help Box. You may Enter a new
Customer here - discussed earlier. Leaving this field blank will Enter the Service
Invoice as a Cash Memo.
Due Date
Enter the due date of the invoice. By default it calculates the due date as the Invoice date
plus the number of Credit Days in the Customer Master.
Agent
Enter the agent thru whom the sale is being made. The agent entered in Masters is shown
in default. You may however modify the same. Use F1 to Popup Help box.
Class
Enter the Document Class to indicate the branch or type of invoice (local/export) depending
upon how you are using this field. Use F1 for the Popup Help Box.
Product
Enter the code for the Service Item/Product. This must be a Service Item/Product. Use F1
for Popup Help Box - it will show you all the Service Items/Products.
Description
You may give many lines of description for a Service Item/Product. FACT will automatically
pick up the 5 lines of description from the product master file and display them here. You
may edit/add lines.
Amount
Enter the Amount for the service item/product.
You may enter unlimited lines on a single Service Invoice - the screen scrolls down after
5 lines. After you have finished entry of all the Service Items/Products press [Ctrl]-[Home]
to come to the Invoice Terms - see Account/Preferences/System Controls/Sales for details.
Invoice Terms
The terms (max : 15) shall appear in the order of their codes. First the description is
displayed and the cursor waits for you to Enter the percentage (%age). The calculated
amount appears under the product amount. Change if desired.

The cursor will skip this option, if you have answered Y to VAT earlier.
As soon as the term comes to Sales Tax - a Popup shows all the Sales Tax Codes. Choose
the relevant one using arrow keys and <RET>. To get the Sales Tax Popup you must specify
‘S’ in Category when defining Sales Tax through Account/Preferences/System Controls/
Sales/Invoice Terms. Sales Tax rates are entered thru Account/Preferences/System
Controls/Miscellaneous/Sales Tax Codes (max : 15).
Amount
In case you have Entered a invoice with a foreign currency, the local currency equivalent
is displayed automatically. You may change this amount if desired. If the Invoice has been
Entered in local currency, press <Ret>.
Remarks
Enter a 200 character remark. This remark line can be printed in the Invoice and Service
Invoice Register.
ST Form Number
In case you had chosen a Sales Tax rate for which ‘ST’ form was required, this question
will be asked (max : 10 characters). You may leave it blank for the time being and Enter
it later thru Entry/Entry of ST Form/Sale.
Billing
default. You may however modify the same here.
Shipping
Notes
• Opening Invoices are Entered thru Masters/Opening Balances/Customers/Invoices.
There is no difference between an Opening Sale Invoice and an Opening Service Invoice.
• Invoice Terms are calculated as per FORMULA Entered. Refer Account/Preferences/

System Controls/Sales/Invoice Terms.
• If you are Entering many cash memos as one consolidated entry at the day end, use the
Remarks Line to Enter the cash memo number– this is printed in the Sales Tax Register
also.
• Service Invoices may be printed thru AR/AP/Document Printing.
• Online Invoice Printing can be set thru Account/Preferences/Document Printing.
Entry / Sales / Return

Goods sold could be Returned. When a Sales Return is entered, FACT automatically raises
a Credit Note on the Customer and updates the Inventory at the same time.
Credit Note No
Enter the Credit Note Number (you might be referring to this as your Sales Return Number).
Use F1 for Popup Help Box - it will show you all the Credit Notes issued against Sale
Returns.
Date
Enter the Credit Note Date.
Ref. Invo No
234 FACT User Guide
Enter the Sale Invoice Number under which the returned goods were sold. In case the
Invoice is not found a message will be flashed ‘Ref Invoice Number NOT found !
Proceed…Y/N!’. Say Y if you wish to proceed.
Date
If an existing Sale Invoice was entered, this Date is automatically displayed. In case the
Invoice is not found, enter the Date. The Credit Notes (return) date is important as it is
considered for GST/VAT/ST Refund in the GST/VAT/ST Register.
Currency
FACT allows you to enter Sale Returns in a foreign currency as well. Leave this field blank
if the Sales return is in local currency. Use F1 for Popup Help Box on foreign currency codes.
Rate
VAT
Terms. If the product Rate is inclusive of GST//VAT/ST, answer Y, else answer N. If you
Customer
For existing Sale Invoice, the code and Name of the Customer and Document Class is
automatically displayed. Else enter the code of the Customer. Use F1 for Help Popup Box.
If you leave the Customer blank, the Sales return will be treated as a Cash Sale Return.
Class
Enter the Document Class code. Use F1 for Popup Help Box.
Product on Invo
Enter the Code of the product which was invoiced and now being returned. In case an
existing invoice was entered, you can enter only those products which were invoiced. Else
the products will not be accepted. Use F1 to Popup a list of the products invoiced.
Product Returned
The Product being returned by the party need not be accepted as the Product which was
invoiced. It could be accepted as Seconds or Damaged. Enter the Code of the Product which
you are accepting back. Use F1 for Popup Help box.
Quantity
Enter the Quantity of the Product that is being returned.
Rate
Enter the Rate at which the Returned Product is accepted – it may be different from the
Product Invoiced.
Amount
The Amount will be calculated automatically and displayed. Change if desired.
You may enter unlimited products on a single Return Note. When finished, press [Ctrl]-
[Home] and you will come to the Invoice Terms. Enter the Terms as applicable. In case an
existing Invoice was entered, the terms originally entered are displayed. Change if desired.
Stock in Rate
The Stock in Rate window appears as you enter the Amount. Here you can enter the Stock
in Rate manually. Enter the Stock in Rate, Stock in Quantity and Stock Value. You can also
ask the system to calculate the Stock in Rate for you by simply placing [F1]. The system
will run a valuation program and display the Stock in Rate if the essential data for Stock in
Rate is available in the system.
The Stock in Rate is compulsory. You cannot enter zero or leave the field blank.
Remarks
Enter a remark. maximum length is 200 characters.
ST Form Number
In case you chose a GST/VAT/ST rate for which ‘ST’ form is required, this question will be
asked (max : 10 characters).
If you were adding a new Credit Note (Sales Return), the screen changes at this point and
FACT moves into Adjustment of Documents/Credit Notes –– Creditors, automatically.
This enables you to adjust the Credit Notes just created without exiting the Sales Return
module. If you do not wish to adjust the Credit Note just created, press [Esc].
After you have saved (or aborted) the Credit Note Adjustment, FACT returns you to the Sale
Return module.
Notes
• Entering the Sales Return has the effect of automatically creating a Credit Note (you
cannot modify or delete this Credit Note thru Entry/Debit-Credit Note /Customers).
• In case you had specified the Sale Return General Ledger Code for the returned item in
Masters/Items-Products/Product, that account is debited for the product. Else the Sale
Return Account specified in Account/Preferences/System Controls/Sales is debited.
• The Customer’s Account, Stock Ledger, Sales Return General Ledger Accounts are
updated immediately.
• Credit Notes (of Sales Returns) pertaining to the previous accounting period which are
lying unadjusted as on the last date of that accounting period have to be entered with their
NET OUTSTANDING balances as CREDIT NOTES thru Opening Balances/Custom-
ers/Credit Notes. Enter with the date of issue of the Sale Return Note. This will update
the Party’s Account but will NOT affect the General Ledger.
• Listing of all Opening Credit Notes is generated thru AR-AP/Credit Note Register/
Customers.
• Any adjustments against the Sale Return Note are entered as if it were a Credit Note.
236 FACT User Guide
Adjustments are made thru Entry/Adjustment of Documents/Credit Notes–Custom-

ers.
• Sale Return Notes are printed in the Stock Ledger/Material In-Out Register showing that
they are Returns. Cash Sale Returns are printed accordingly.
• Entering a Cash Sale Return automatically reduces the Cash Balance by the Gross
Amount of the Return thru an AUTO VOUCHER (DT = Customers' Cash Returns).
Modification of the Cash Sale Return Note automatically modifies the AUTO voucher
also.
Purchases
This module needed to enter all the Orders to Vendors, D/O (Goods Received Notes) for
goods received, Invoices for D/O, Service Invoices and Returns of purchased goods. This
module is essentially similar to the sale module both in operation and feel but does have
certain variances.
Entry / Purchase / Order

In case you wish to track Purchase Orders placed on Vendors and orders pending receipts,
enter the Purchase Orders thru this module. You may however skip this module completely.
Order No
Enter your Purchase Order Number (max : 5 characters). This is your internal purchase
Order Number and is not to be confused with the vendor's Order Acceptance Number.
O/A No
Enter the vendor’s Order Acceptance Number (max : 30 characters). You may leave this
blank when entering the Purchase Order - when the vendor's acceptance number is
received, you can modify the Purchase Order and fill this in.
Date
Enter the vendor’s Order Acceptance Date. In case the O/A number was left blank the cursor
skips this field.
Order date
Enter your Purchase Order Date. This cannot be later than the O/A date (if it has been
entered).
Currency
If the order is in a foreign currency, enter the Currency Code. Use F1 for Pop Up Help Box.
Rate
VAT
Vendor
Enter the code for the vendor. Use F1 for Popup Help Box. As soon as the Vendor's Name
is displayed, the total of the Outstanding D/Os, Net Outstanding and the Total of both
these figures are displayed.
In case the Vendor does not exist, you will be prompted with the following query :
‘This Vendor does NOT Exist ! Add New…Y/N !’.
Answer Y to add this vendor to the vendor master file.
Agent
Enter the Agent Code here. In case this Vendor has been tagged to an Agent in the Masters,
it appears automatically. You can change it here. Use F1 for Pop Up Help Box
Class
Enter the Document Class to indicate the branch or type of order (local/export) depending
Product
Enter the code for the Product being ordered. Use F1 for Popup Help Box. In case the
product does not exist, you will be prompted with the following query :
‘This Product does NOT Exist ! Add New…Y/N !’.
Answer Y to add this Product to the product master file.
Qty
Enter the Quantity of the product. In case FACT detects that the product being ordered has
different purchasing and stocking units you will be prompted for the purchasing unit for this
order and the converted quantity for stocking purposes. If you have Entered Y in Double
Quantities for the product, you will be asked to Enter the second quantity and the UOM.
Rate
Enter the Purchase Rate for the product being ordered.
Difference
Amounts see Introduction for details. For a more detailed understanding of Difference, you
may refer to example under Sales / Orders.
Amount
This is calculated on its own and shown as Quantity multiplied by Rate, plus/minus the
Difference. Change if desired.
You may enter unlimited products on one Purchase Order - the screen scrolls down after
5 products. After you have finished entry of all the products press [Ctrl]-[Home] to come
to the Invoice Terms. – see Account/Preferences/System Controls/Purchases for
details.
238 FACT User Guide
[ ]
already entered.
Invoice Terms
cursor waits for you to Enter the percentage (%age). The calculated amount appears under
the product amount. Change if desired. Press <Ret> to go thru all the terms (max : 15)

through Account/Preferences/System Controls/Purchase/Invoice Terms. Sales Tax
rates are entered thru Account/Preferences/System Controls/Purchase/Sales Tax
Codes. If you do not have any GST/VAT/ST in your country, do not create any Sales Tax
Codes at all.
Remarks
You may enter a 200 character remark. This is automatically carried forward to GRN
(Purchase D/O).
Payment
Enter the terms of payment here (max: 12 characters). e.g.. COD - Cash on Delivery etc.
MOD
Enter the mode of delivery (max: 15 characters). e.g.. Air, Sea, Land etc.
Terms
Enter any other terms if needed. (max: 12 characters).
Valid for
Enter the validity period of the DO. Enter in number of days.
Bank Det
Enter the Bank details (max: 200 characters). This is required in case payment is being done
thru a bank.
Shipping
Notes
• The effect of making an entry here is not reflected anywhere in financial accounts.
• The Purchase Order Register gets updated immediately – see AR-AP/Purchase

Register/Orders.
• AR-AP/Outstanding Documents/Orders/Vendors gives you the updated position of

the pending orders.
• Outstanding Orders can be viewed/printed in four modes : Sorted by Order Number, by

Agents, by Vendors and by Products. Go thru AR-AP/Outstanding Documents /
Orders-Vendors. Balance quantities alongside values are shown in these reports.
• Purchase Orders pertaining to the previous accounting period for which supplies are yet
to be received as on the last day of the accounting period are Entered as Opening
Purchase Orders in the current accounting period with the NET OUTSTANDING
quantities. Enter with the actual date of the Purchase Order (prior to the System Install
Date) thru this module. Make sure that the Date Range is set to the System Install Date
and End Date thru Account/Preferences/Active Date Range.
• Listing of all Opening Purchase Orders is generated thru AR-AP/Outstanding Docu-

ments/Orders-Vendors.
Entry / Purchase / DO (GRN)

This module is designed to capture the details of the Goods Received Note (also referred
to as Delivery Orders or just D/O). If the D/O is entered in pursuance of the Purchase Order,
you can use the Outstanding Documents report under Ar-Ap, to keep track of the status of
the purchase order. You may also enter a D/O unconnected with any Purchase Order.
Grn No
Enter the Goods Receipt Note number (D/O Number) (max: 15 characters). This is your
internal control number. Do not confuse this with the vendor's Delivery Order number.
Order No
Enter the Purchase Order Number (max : 5 characters). If the D/O is being entered in
pursuance of an existing Purchase Order, enter the Purchase Order number. Use F1 for
Popup Help Box. Complete details of the purchase order will be carried forward automati-
cally and the cursor will skip to Grn Date.
The Order No can also be left blank, or you may enter a non-existing Order Number.
Date
Else enter the Purchase Order Date. If you have left the Order No blank, the cursor skips
this option and goes directly to Grn Date.
Grn Date
Enter the Goods Receipt Note Date (D/O Date). This cannot be prior to the Purchase Order
Date. In case an existing Purchase Order Number was entered, the code and name of the
Vendor, Agent and the Document Class will automatically be displayed, and the cursor will
240 FACT User Guide
skip to the Agent Code, change here if desired.
Currency
If the D/O is in a foreign currency, enter the Currency Code. Use F1 for Pop Up Help Box.
Rate
VAT
Vendor
Enter the code for the Vendor. Use F1 for Popup Help Box. You may also add a new Vendor
as in discussed under Purchase Order entry.
Agent
Enter the code for the Agent. Use F1 for Pop Up Help Box.
Class
depending upon how you use this field. Use F1 for Popup Help Box. See Masters/Document
Class for details.
Product
Enter the Code for the Product being delivered. Use F1 for Popup Help Box. If the D/O has
been entered in pursuance of an existing Purchase Order, the product details will be carried
forward automatically. You cannot add, modify or delete a product in such a case.
You may also add a new product as discussed under Purchase Order entry.
Qty
If an existing Purchase Order was entered, the balance quantity (pending shipment) is
carried forward automatically. You may modify the quantity being delivered. This quantity
being delivered, cannot exceed the quantity on the original order or the balance quantity.
In case FACT detects that the product being entered can have different purchase and stock
units, you will be prompted for the purchase unit and the converted quantity for stock
purposes. If you have entered Y in Double Quantities for the product, you will be asked to
enter the second quantity and the UOM.
Rate
If an existing Purchase Order was entered, the purchase rate is carried forward automati-
cally. You may modify the rate. In case the D/O is being made independent of a purchase
order, the default Purchase Rate entered in the product master is displayed.
Difference
Amounts see Introduction for details. For a more detailed understanding of Difference, you
may refer to example under Sales / Orders.
Amount
This is calculated as Quantity multiplied by the Rate plus/minus the Difference. Change if
desired.
You may enter any number of products on a single D/O - the screen scrolls down after 5
products. After you have finished entry of all the products press [Ctrl]-[Home] for Invoice
Terms – see Account/Preferences/System Controls/Sales/Invoice Terms for details.
[ ]
already entered.
Invoice Terms
the product amount. In case an existing Purchase Order was entered, all Invoice Terms of
the Purchase Order will be shown by default. Change if desired. Press <Ret> to go thru all
the terms (max : 15 characters)

through Account/Preferences/System Controls/Purchases/Invoice Terms. Sales Tax
Codes at all.
Party’s Ref No
Enter the D/O Number which the Vendor may have given on the document (max : 20
characters). This is different from the GRN No discussed at the beginning of this section.
This is the vendor's delivery order number.
Remarks
Enter a 200 character remark. This is automatically brought forward from the Purchase
Order (if applicable) and is also carried forward to the Purchase Invoice.
242 FACT User Guide
Bank Det
Enter the Banker's details here. In case an existing PO was entered, this information is
carried forward automatically from the purchase order. Change if desired.
Shipping
Enter the Shipping details here. In case an existing PO was entered, this information is
carried forward automatically from the purchase order. Change if desired.
Notes
• The effect of making an entry here is not reflected anywhere in financial accounts.
• Inventory is increased by the received quantity - this will show in the Stock Ledger,
Material In/Out Register as also in the Valuation of Closing Stock.
• Outstanding D/Os may be taken from Special Reports/Open D/O - Purchases.
• The Vendor’s Account will be credited only when a invoice is entered on this D/O.
• An important thing - as far as Purchases is concerned, Valuation of Closing Stock is

effected when a Purchase D/O is entered. In case you do not enter the value of the goods
received, it will take into account this value (zero) for the goods received. Entry of the
Purchase Invoice later does NOT affect the Valuation. In case you do not have the value
of the D/O handy at the time of entry, enter a value close enough to the actual value. You
may modify the value before you enter the Purchase Invoice on this D/O. This is a very
important procedure to follow for correct Valuation of Closing Stock.
• D/O (GRN) Date cannot be prior to the first date of the accounting period. If this be
permitted, the closing stock valuation shall become incorrect. In case goods were
received in the previous accounting period and the purchase invoice for the D/O (GRN)
received in the current accounting period, the D/O (GRN) would still have to be entered
in the previous accounting period. This is imperative since Stock Valuation considers D/
Os (not Purchase Invoices) for incoming goods.
Entry / Purchase / Invoice

Purchase Invoices are Entered here – automatically affecting the Vendor’s Account,
Purchase Account (and Inventory in case no D/O was entered earlier). You may enter a
Purchase Invoice in pursuance of a D/O raised earlier or enter a Purchase Invoice directly
without raising a D/O at all. This module takes care of all stockable products (service
invoices are entered thru Entry - Purchases/Service).
Invo No
Enter the Purchase Invoice Number here (max :15 characters). Use F1 for Popup Help Box.
This is your internal purchase invoice number. Do not confuse this with the vendor's invoice
number.
GR Note No
Enter the GRN (D/O) Number. If the D/O has been previously entered and has not been
invoiced as yet, all information from the D/O is carried forward to the Invoice. Otherwise
this D/O No will be accepted and the Invoice will directly update the inventory.
Use F1 for Popup Help Box – only the outstanding D/O s will appear. In case an existing
outstanding D/O Number was entered, the code and name of the Vendor & Document Class
in that D/O will be displayed and the cursor will move directly to the Rate of the first product.
Change the Rate if desired. Press [Ctrl]+[Home] to move on to the Invoice Terms.
Date
Enter the GRN (D/O) Date. If an existing D/O was entered, the date is carried forward
automatically.
Invo Date
Enter the Invoice Date. This cannot be prior to the D/O Date.
Currency
If the Invoice is in a foreign currency, enter the Currency Code. Use F1 for Popup Help Box.
If the Invoice is in local currency, leave this field blank.
Rate
VAT
Vendor
here as discussed under Purchase Orders.
Leaving this field blank will Enter the Purchase as a Cash Purchase.
Due Date
Enter the Due Date of the Invoice. By default it is calculated as the Invoice date plus the
number of credit days specified in the vendor master. For a cash purchase, the cursor skips
this option.
Agent
Enter the Agent Code. Use F1 for Pop up Help Box.
Class
Enter a Document Class to indicate the branch, depot or type of order (local/export )
Product
Enter the Code for the Product being invoiced. Use F1 for Popup Help Box. If the Invoice
has been entered in pursuance of an existing D/O, the product details will be carried forward
automatically. You cannot add, modify or delete a product in such a case.
244 FACT User Guide
Qty
If an existing D/O was entered, the quantity shipped is carried forward automatically. In
such cases, you cannot modify the quantity being invoiced.
In case FACT detects that the product being entered can have different purchase and stock
units, you will be prompted for the purchase unit and the converted quantity for stock
purposes. If you have entered Y in Double Quantity for the product, you will be asked to enter
the second quantity and the UOM.
Rate
The rate entered in the Purchase D/O will be displayed - change if desired. In case of no
Purchase D/O enter the rate.
Difference
Amounts see Introduction. For a more detailed understanding of Difference, you may also
refer to example under Sales / Orders.
Amount
This is calculated as the Quantity multiplied by the Rate plus/minus the Difference. Change
if desired.
You may enter any number of products on a single Invoice - the screen scrolls down after
5 products. After you have finished entry of all the Products press [Ctrl]-[Home] to come
to the invoice terms – see Account/Preferences / System Controls/Purchase/Invoice
Terms for details.
[ ]
already entered.
Invoice Terms
cursor waits for you to Enter the percentage (%age). The calculated amount appears under
the product amount. In case an existing Outstanding Purchase D/O was Entered, all Invoice
Terms of the Purchase D/O are shown by default. Change if desired. Press <Ret> to go thru
all the terms.


Codes at all.
Amount
The amount of the invoice is carried forward. In case you have entered a invoice with a
this amount if desired. If the Invoice has been Entered in local currency, press <Ret>.
Party Invoice No
Enter the vendor's Invoice Number. This is different from the Invoice Number discussed
earlier in this section. All searches for Purchase Invoices are on Invo No and not on this
number.
GR Note No
In case the Purchase Invoice is entered directly (without going thru the D/O step), you may
Enter the D/O Number here for reference (max : 15 characters).
Remarks
Enter a 200 character Remark - it is carried forward from the Purchase D/Oif an existing
D/O was entered. This can be printed in the Purchase Invoice Register and the Sales Tax
Register in case of Cash Purchases.
ST Form Number
In case you chose a GST/VAT/ST rate for which ‘ST’ form was required, this question will
be asked (max : 10 characters). You may leave it blank for the time being and enter it later
thru Entry/Entry of ST Form/Purchase.
Bank Det
Enter the Banker's details here. In case an existing D/O was entered, this information is
carried forward automatically. Change if desired.
Shipping
Enter the Shipping details here. In case an existing D/O was entered, this information is
carried forward automatically. Change if desired.
Notes
• It is important to raise a Purchase Order first, then a GRN (D/O) and finally an Invoice
in case you desire an on-line effect on Pending Orders.
• You may move between the terms (use arrow keys) in case you want to make any
changes before saving the Purchase Order, D/O or Invoice. The same facility is available
in Modify mode also.
• Once any payment has been made for any Invoice no Modification/Deletion of the Invoice
is possible. You may modify the Invoice provided you delete the invoice from the Receipt
first. After modifying the Invoice, adjust it against the Receipt.
246 FACT User Guide
• Opening Invoices are entered thru Masters/Opening Balances/Vendors. There is no

difference between an Opening Purchase Invoice/Service Invoice.
• If you are entering many Cash Memos as one consolidated entry at the day end, use the
Remarks Line to Enter the cash memo numbers–this is printed in the Sales Tax Register
also.
• You can enter only one D/O for an Invoice. There is no provision to enter multiple D/Os
against one Invoice or one Invoice against multiple D/Os.
• You may pay freight charges/customs duty etc. after you have entered the Purchase
Invoice. And you want these charges to affect the Valuation of these products. Ensure
that the Valuation Technique is set to A = Average for the products concerned. Then enter
such expenses against the same product but with a zero quantity. Enter a Purchase
Invoice against a vendor called Transport Co/Customs Dept. Now generate a Valuation
of Closing Stock–you will find that the charges entered later has also been considered
in the valuation.
• When the Stock Ledger is printed, in case the Purchase Invoice Number is different from
D/O (Grn) Number, the Invoice Number is also printed under the D/O Number.
• Entering a Cash Memo automatically creates a voucher in the Cash Book reducing the
Cash Balance by the gross amount. A voucher with a number CM = Vendors' (Creditors’)
Cash Memo is created. You cannot modify/delete this voucher thru Entry/Purchase/
Invoices. When you modify any Cash Memo, the AUTO VOUCHER in the Cash Book
automatically gets updated.

Invoices-Vendors.
• Due date analysis on Purchase Invoices can be generated thru Ar-Ap / MIS Reports/
Due Date - Purchase Invoice.
Entry / Purchases / Service Invoice

You may enter Invoices for service items (non stockable) thru this module. Service Items
could be Labour Charges, Consultancy Charges, Rent etc.
Invo No
Enter the Service Invoice Number (max : 15 characters). Use F1 for Popup Help Box.
Invo Date
Enter the Service Invoice Date.
Currency
If the service invoice is in a foreign currency, enter the Currency Code. Use F1 for Popup
Help Box. If the Invoice is in a local currency, leave this field blank.
Rate

VAT
Vendor
here as discussed under Purchase Orders.
Leaving this field blank will Enter the Purchase as a Cash Purchase.
Due Date
Enter the Due Date of the Invoice. By default it is calculated as the Invoice date plus the
number of Credit Days specified in vendor master. For a Cash Purchase, the cursor skips
this option.
Agent
Enter the Code of Agent. Use F1 for Pop Up Help Box.
Class
Enter the Document Class to indicate the branch or type of invoice (local/export ) depending
Product
Enter the code for the Service Item/Product. This must be a Service Item/Product. Use F1
for Popup Help Box - it will show you all the Service Items/Products.
Descript
You may give as many lines of description for a Service Item/Product. FACT will
automatically pick up the 5 lines of description from the product master file and display them
here. You may edit/add more lines.
Amount
Enter the Amount for the particular service item/product.
You may enter any number of lines on a single Service Invoice - the screen scrolls down
after 5 lines. After you have finished entry of all the Service Items/Products press [Ctrl]-
[Home] to come to the Invoice Terms.
Invoice Terms
the product amount (max : 15 characters).

248 FACT User Guide
Codes at all.
Amount
The amount of the Invoice is carried forward. In case you have entered an Invoice with a
this amount if desired. If the Invoice has been entered in local currency, press <Ret>.
Party Invoice No
This is the vendor's Invoice Number.
Remarks
Enter a 200 character remark. This remark line can be printed in the Invoice and Purchase
Service Registers.
ST Form Number
In case you had chosen a Sales Tax Rate for which ‘ST’ form was required, this question
will be asked. You may leave it blank for the time being and Enter it later thru Entry/Entry
of ST Form/Purchase
Bank Det
Enter the Bankers Information (max: 5 lines of 30 characters each).
Shipping
Enter Shipping details such as Address, City, State, Country, Pin, Phone & Fax. Press <Pg
Dn> to skip all fields.
Notes
• Opening Invoices are Entered thru Masters/Opening Balances/Vendors. There is no
difference between an Opening Purchase Invoice/Service Invoice.

Invoices – Vendors.
• If you are Entering many cash memos as one consolidated entry at the day end, use the
Remarks Line to Enter the cash memo numbers–this is printed in the Purchase Tax
Register also.
Entry / Purchases / Returns

Goods purchased could be returned by you for a variety of reasons (e.g. defective
workmanship, late delivery etc). You may enter Purchase Returns from this module.
Whenever you enter a Purchase Return FACT automatically raises a Debit Note and affects
Inventory.
Db Note No
Enter the Debit Note Number pertaining to the Purchase Return. Use F1 for Popup Help Box
– it will show you all the Debit Notes issued pertaining to Purchase Returns.
Date
Enter the Debit Note Date.
Ref. Invoice No
Enter the Purchase Invoice Number against which the goods being returned were
purchased. In case the Purchase Invoice Number does not exist a message will be flashed
‘ Ref Invoice Number NOT found ! Proceed...Y/N!’. Enter Y to proceed with the return.
Date
Enter the Reference Invoice Date. If an existing Purchase Invoice was entered, this Date
is automatically displayed as the Invoice date. The date is important as it is considered for
GST/VAT/ST Refund in the GST/VAT/ST Register.
In case an existing Purchase Invoice was entered, the code and Name of the Vendor and
Document Class is displayed.
Currency
If the purchase return is in a foreign currency, enter the Currency Code. Use F1 for Popup
Help Box. If the return is in a local currency, leave this field blank.
Rate
VAT
Vendor
Enter the code of the Vendor. Use F1 for Help Popup Box. If an existing Ref. Invoice No was
entered, the vendor code is carried forward automatically. Leaving this field blank will
enter the return as Cash Purchase Return.
Class
Enter the Document Class code. Use F1 for Popup Help Box.
Product on Invo
Enter the Code of the product which was invoiced for and is now being returned. In case
an existing invoice was entered, use F1 to Popup a list of the products that were invoiced
on the Ref Invoice No.
Product Returned
The Product being returned need not be the Product which was invoiced. It could be
Seconds or Damaged. Enter the Code of the Product which you are returning. Use F1 for
Popup Help Box.
250 FACT User Guide
Quantity
Enter the Quantity of the Product Returned.
Rate
Enter the Rate at which the Product is being Returned - it may be different than the Product
Invoiced.
Amount
The Amount will be calculated automatically as Quantity multiplied by the Rate, and
displayed. Change if desired.
You may enter unlimited products on a single Return Note. When finished, press [Ctrl]-
[Home] and you will come to the Invoice Terms. Enter the Terms as applicable. In case an
existing invoice was entered, the terms originally entered are displayed. Change is desired.
Remarks
Enter a 200 character remark.
ST Form Number
In case you had chosen a Sales Tax Rate for which 'ST' form was required, this question
will be asked. You may leave it blank for time being and enter it later thru Entry/Entry of ST
Form/Purchase.
If you are in the Append mode, the screen changes at this point and FACT moves into
Adjustment Of Documents/Debit Notes –– Creditors, automatically. This enables you
to adjust the Debit Note Just created without coming out of the Purchase Return module.
If you do not wish to adjust the Debit Note just created, press [Esc].
After you have saved (or aborted) the Debit Note Adjustment, FACT returns you to the
Purchase Return module automatically.
Notes
• Entering the Purchase Return automatically has the effect of passing a Debit note (you
cannot delete this Debit Note thru Entry/Debit-Credit Note/Vendors).
• Debit Notes (of Purchase Returns) pertaining to the previous accounting year which are
lying unadjusted as on the last date of that accounting period have to be entered with their
NET OUTSTANDING balances as DEBIT NOTES thru Entry/Debit-Credit Note/
Vendors. Enter with the actual date of the Purchase Return Note. This will update the
Party’s Account but will NOT affect the General Ledger.
• Listing of all Opening Debit Notes are generated thru AR-AP/Debit Note Register/
Vendors.
• Purchase Return Notes are printed in the Material In-Out /Stock Ledger showing that
they are Returns. Cash Purchase Returns are printed accordingly.
• Entering a Cash Purchase Return automatically raises the Cash Balance by the Gross
Amount of the Return thru an AUTO VOUCHER CT = Vendors' (or Creditor's) Cash
Returns. Modification of the Cash Purchase Return Note automatically modifies the
AUTO voucher also.
Entry / Adjustment of Documents

As explained earlier, FACT keeps track of all Customer/Vendor Documents with details of
Gross Amount, Adjustments and Balance Outstanding against each one of them. Hence
comes the need for a module thru which these documents can be adjusted against each
other. This module allows you to adjust the documents as follows :
Credit Notes - Customers

Against Sale Invoices and Debit Notes
Credit Notes - Vendors

Against Debit Notes
Advances (Deposits) - Customers
Against Sale Invoices and Debit Notes
Advances (Deposits) - Vendors

Against Purchase Invoices and Credit Notes
Debit Notes - Vendors

Against Purchase Invoices
You will notice that ALL Customers/Vendors documents are allowed to be adjusted against
each other. The entries made through this module do not have any effect in the General
Ledger. The Documents are at the Party Ledger level and are set off against each other.
Adjustment of Credit Notes

Date
Enter the date on which the adjustment is to take effect.
Customer/Vendor
If the option that you have selected is for a customer, enter the Customer Code.
If the option that you have selected is for a vendor, enter the Vendor Code.
Cr Note
Enter the document number of the Credit Note that is to be adjusted. Use F1 for Popup Help
Box. It will show you all the Credit Notes issued for the Customer/Vendor dated upto the
adjustment date.
Currency
The currency of the selected Credit Note is displayed as default. This cannot be modified.
Adjusted
The adjusted amount (as on the above date) of the Credit Note is displayed as default. This
cannot be modified.
Balance
The unadjusted amount (as on the above date) of the Credit Note as is displayed as default.
This cannot be modified.
252 FACT User Guide
Amount
Gross Amount of the Credit Note is displayed as default. This cannot be modified.
Narration
You may enter a Narration - max : 200 characters
Type
Credit Notes sent to a Customer can either be adjusted against an Invoice or a Debit Note.
Credit Note of received from a vendor can only be adjusted a Debit Note.
Enter the Type of Document to be adjusted against - B for Invoices; D for Debit Notes.
Doc No
Enter the Number of the document to be adjusted. Use F1 for Popup Help Box - it will show
you all the Sales Invoices/Debit Notes upto the date of adjustment for the selected
Customer/Vendor depending upon which type of document you have selected
For Customers
If you have entered B under Type, enter the Sales Invoice Number.
If you have entered D under Type, enter the Debit Note Number.
The Sale Invoice/Debit Note must be dated prior to the Adjustment Date.
For Vendors
Debit Note Number. Remember, the Debit Note must be dated prior to the Adjustment
Date.
Description
The Document Number, Gross Amount and Balance Amount are displayed as default.
Balance
The unadjusted amount (balance amount remaining) of the Document is displayed.
Amount
Balance Amount of the Document is shown by default – change if desired. You cannot
enter an amount exceeding the balance amount
With every entry the total amount adjusted against the Credit Note is displayed in the last
row in the Amount Column. The Balance to be appropriated is shown in the left bottom
corner of the screen. It is not necessary to adjust the entire Balance Amount of the Credit
Note before saving. To save press <[Ctrl]-[Home]>. To abort press [Esc].
If FACT detects the selected document is in a different currency from that of the selected
Credit Note, you will be prompted further with the following information :
Document No
Type
(Currency) Amount
The currency in which the selected document was made is displayed. The amount that
can be appropriated against the above Credit Note amount is also displayed. You may
modify the amount that should be appropriated
Rate
conversion rate.
The value of the appropriated amount (in the currency of the selected Credit Note) is
displayed. You may modify this amount.
Description
The document Date, Gross Amount and Balance Amount are displayed as default.
Balance
Unadjusted amount of the Document is displayed.
Amount
Balance Amount of the Document is shown by default - change if desired. You cannot enter
an amount exceeding the balance amount
With every entry the total amount adjusted against the Credit Note is displayed in the last
row in the Amount Column. The Balance to be appropriated is shown in the left bottom
corner of the screen. It is not necessary to adjust the entire Balance Amount of the Credit
Note before saving.
Notes
• You cannot enter more than one adjustment against a the same Credit Note on the same
day. In case there are more adjustments to be made against the same Credit Note, modify
and add the new adjustments. Do not try adding a new adjustment.
• In case you are trying to modify an adjustment and there is no adjustment for this Credit
Note on the adjustment date entered, the closest adjustment will be displayed and you
will be prompted on the bottom line ‘Next Previous Select Quit’.
Next will display the next adjustment made on this credit note,
Previous will show you the adjustment immediately preceding,
Select will take the cursor to Narration for modification,
Quit will abort the entry.
• You may adjust upto 50 documents on a single adjustment - the screen scrolls down after
5 documents.
• You may print all the adjustments against Credit Notes thru AR-AP/Analysis - detailed
printout.
• Sale Returns automatically generate a Credit Note for the Customer with the same
number. The adjustment is done thru this module.
254 FACT User Guide
Adjustment of Advances
Date
Enter the date on which the adjustment should take effect.
Customer/Vendor
If the option that you have selected is for a customer, enter the Customer Code.
If the option that you have selected is for a vendor, enter the Vendor Code.
Vr No
Enter the document number of the Advance Deposit Voucher that is to be adjusted. Use F1
for Popup Help Box. It will show you all the Advance Deposit Vouchers entered for the
Customer/Vendor dated upto the adjustment date.
Adjusted
The adjusted amount (as on the above date) of the Advance Deposit Voucher is displayed
as default.
Currency
The currency of the Advance Deposit Voucher is displayed as default.
Balance
The unadjusted amount (balance amount as on the above date) of the Advance Deposit
Voucher is displayed as default.
Advance
Gross Amount of the Advance Deposit is displayed as default. This cannot be modified.
Narration
You may enter a Narration - max : 200 characters.
Type
An Advance Deposit from a Customer can either be adjusted against an Invoice or a Debit
Note. Similarly, an Advance Deposit to a Vendor can be adjusted against an Invoice or a
Credit Note.
Enter the Type of Document to be adjusted against - B for Invoices; D for Debit Notes; C
for Credit Notes.
Doc No
Enter the Number of the document to be adjusted. Use F1 for Popup Help Box - it will show
you all the Sales Invoices/Debit Notes/Credit Notes upto the date of adjustment for the
selected Customer/Vendor depending upon which type of document you have selected.
For Customers
If you have entered B under Type, enter the Sales Invoice Number. If you have
entered D under Type, enter the Debit Note Number.
For Vendors
If you have enteredB under Type, enter the Purchase Invoice Number. If you have
entered C under Type, enter the Credit Note Number.
Use F1 for Popup Help Box. The Invoice/Debit Note/Credit Note must be dated
as on, or prior to the Adjustment Date.
If FACT detects that the document selected to be adjusted is in a different currency from
that of the Advance Deposit Voucher, you will be prompted further with the following :
Document No
Type
(Currency) Amount
can be appropriated against the above Advance Voucher amount is also displayed.
You may modify the amount that should be appropriated.
Rate
conversion rate.
The value of the appropriated amount (in the currency of the selected Advance
Voucher) is displayed. You may modify this amount.
Description
The document Date, Gross Amount and Balance Amount are displayed as default.
Balance
Unadjusted amount of the Document is displayed.
Amount
Balance Amount of the Document is shown by default - change if desired. You cannot enter
an amount exceeding the balance amount.
With every entry the total amount adjusted against the Advance Voucher is displayed in the
last row in the Amount Column. The Balance to be appropriated is shown in the left bottom
corner of the screen. It is not necessary to adjust the entire Balance Amount of the Advance
voucher before saving.
Notes
• You cannot enter more than one adjustment against an Advance Voucher on the same
date. In case there are more adjustments to be made against the same Advance voucher,
modify and add the new adjustments.
• In case you are trying to modify an adjustment and there is no adjustment for this Advance
voucher on the adjustment date entered, the closest adjustment will be displayed and you
Next will display the next adjustment made on this advance voucher
Previous will show you the adjustment immediately preceding
Select will take the cursor to Narration for modification
256 FACT User Guide
Quit Will abort the entry.
• You may adjust upto 50 documents on a single adjustment.
• Partywise Unadjusted Advances may also be seen thru AR-AP/Outstanding Docu-

ments/Advances.
Adjustment of Debit Notes
Date
Enter the date on which the adjustment should take effect.
Vendor
Enter the code of the Vendor. Use F1 for Popup Help Box.
Db Note
Enter the document number of the Debit Note to be adjusted. Use F1 for Popup Help Box.
It will show you all the Debit Notes entered for the Vendor dated upto the adjustment date.
Currency
The Currency of the selected Debit Note is displayed as default.
Adjusted
The adjusted amount (as on the above date) of the Debit Note is displayed as default.
Balance
The unadjusted amount (as on the above date) of the Debit Note is displayed as default.
Amount
The Gross Amount of the Debit Note is displayed as default.
Narration
You may enter a Narration - max : 200 characters.
Type
A Debit Note from a vendor can only be adjusted against an Invoice. Enter B for Invoice.
Doc No
Enter the Purchase Invoice number to be adjusted. Use F1 for Popup Help Box.
If FACT detects the selected document is in a different currency from that of the selected
Debit Note, you will be prompted further with the following :
Document No
Type
(Currency) Amount
can be appropriated against the above Debit Note amount is also displayed. You may
modify the amount that should be appropriated.
Rate
conversion rate.
The value of the appropriated amount (in the currency of the selected Debit Note) is
displayed. You may modify this amount.
Description
The Purchase Invoice Date, Gross Amount and Balance Amount are displayed as default.
Balance
The amount of unadjusted portion of the Purchase Invoice is displayed as default.
Amount
The Balance Amount of the Purchase Invoice is shown by default - change if desired. You
cannot Enter an amount exceeding the balance amount.
With every entry the total amount adjusted against the Debit Note is displayed in the last
row in the Amount Column. The balance to be appropriated is shown in the left bottom
corner of the screen. It is not necessary to adjust the entire Balance Amount of the Debit
Note before saving. To save press [Ctrl]+[Home]. To abort press [Esc].
Notes
• You cannot Enter more than one adjustment against a Debit Note on the same day. In
case there are more adjustments to be made against the same Debit Note, modify and
add the new adjustments.
• In case you are trying to modify an adjustment and there is no adjustment for this Debit
Note on the adjustment date Entered, the closest adjustment will be displayed and you
Next will display the next adjustment made on this debit note.
Previous will show you the adjustment immediately preceding.
Select will take the cursor to Narration for modification.
Quit will aborts the entry.
• You may adjust upto 50 Purchase Invoices on a single adjustment - the screen scrolls
down after 5 Invoices.
• You may print all the adjustments against Debit Notes thru AR-AP/Analysis/Vendors
- detailed printout.
• Purchase Returns automatically generate a Debit Note for the Vendor with the same
number. The adjustment is done thru this module.
• A Debit Note to a Customer can be adjusted against a Credit Note as well as an Advance
Deposit. This is done thru, Entry/Adjustments of Documents/Credit Notes - Custom-
ers or Entry/Adjustment of Documents/Advances - Customers respectively.
258 FACT User Guide
However in the case of Vendors, Debit Notes can be adjusted only against Purchase
Invoices - hence this module.
Entry of ST Form
In some countries, concessional rates of GST/VAT/ST are charged for sales to registered
dealers and manufacturers and the customers submit a Concessional Tax form to the seller
or manufacturer.
Although provision has been made to accept the Sales Tax (ST) Form Number during the
Invoice entry itself, ST forms might not always be submitted before the invoice is made.
These forms might be submitted at a later date. At times the forms might even be received
long after the invoice has been paid or adjusted.
And since an invoice is not allowed to be modified after a receipt has been adjusted against
it, this module has been designed to allow you to enter the ST form number against an
Invoice without having to modify or delete the adjustment.
Invoice No
Enter the Invoice Number against which an ST Form number has to be entered. Use F1 for
Popup Help Box. It will show you all the invoices entered so far where GST/VAT/ST has
been charged at a concessional rate and an ST form number is required. It also shows you
even those invoices for which ST form has been received - in case you want to modify the
number.
Customer/Vendor
The Customer/Vendor name on the original invoice is displayed as default.
Date & Amount

The original Invoice Date and Gross Amount is also displayed as default.
ST Form No
Enter the ST form Number or modify an existing ST Form number.
Notes
• Report on ST form due is available (Customer/Vendor wise) thru AR/AP/Special
Reports/ST Form Exceptions.
• When you want to send reminders for ST forms due to Customers, generate a ST Form
Due report from AR/AP/Special Reports/ST Form Exceptions/Sales and attach it to
the reminder letter.
Currency Rates
FACT allows you full multi currency operations. From this module you may add new
currencies and enter the daily exchange rate at which the bank would buy or sell the
currency.
There are two selections available in the lower section of the screen. Currency and Rates.
Select Currency to add, modify or delete new Currency Codes. Select Rate to add, modify
or delete daily exchange rates.
Currency
Select Append to add a new currency code.
Select Modify to change the description and/or Unit Value of an existing currency code.
Select Delete to delete an existing currency code. Deletion is allowed provided the code has
not been tagged against any Cash/Back Book.
Code
Enter a code for the foreign currency. Max - 5 characters; example - US$ for US Dollar.
Description
Enter a description for the new currency. Max - 20 characters; example - US Dollar.
This description will be used whenever the currency amount needs to be printed in words.
Unit Value
Enter the "Hundreth Unit" of the foreign currency; example - ¢ Cents.
Rates
After you have added a currency, you will need the daily exchange rate against the base
or [Home] currency, for the day to day transactions in that currency. The exchange rates
entered here act as a reference table. It is not compulsory to enter the exchange rate here.
These rates appear as default whenever you enter a document in a foreign currency. You
can modify this rate on the document. In case you skip this module, you will be prompted
to enter the exchange rate on the foreign currency document itself.
Any modifications or deletions made to the daily exchange rate has no effect on existing
foreign currency documents. As stated earlier, this simply acts as a reference table for new
documents being entered.
Select Append to add a exchange rate for a new date.

Select Modify to change the details of an existing rate.
Select Delete to delete an existing rate.
Daily exchange rates may be expressed either as Local for Foreign Units or as Foreign for
Local Units.
View For
Local for Foreign Units - In this method, any unit of the Foreign Currency can be used as
an anchor to express the buying or selling rate in the local currency. The following example
should make this clear :
Foreign Currency (US$) = 1.00

Buy Rate = 1.60000
Sell Rate = 1.59000
Where the US$ is a Foreign Currency and the S$ is the base (or [Home]) currency. In the
above example, one unit of the US$ (US$1.00) can be bought at S$ 1.60 and sold at S$
1.59
In case you selected the View for as Local for Foreign Units, you will be prompted with
260 FACT User Guide
the following :
Date
Specify the date for which the exchange rate is to be entered.
Foreign Currency
Enter the unit amount of the foreign currency against which the buying and selling rate
will be entered.
Buy Rate
Enter the buying rate for the above quoted foreign currency.
Sell Rate
Enter the selling rate for the above quoted foreign currency.
Foreign for Local Units - In this method, any unit of the local ([Home], or base) currency
can be used as an anchor to express the buying or selling rate in a foreign currency. An
example here would also make this clear :
Local Currency (S$) = 1.00

Buy Rate (US$) = 0.62500
Sell Rate (US$) = 1.61300
Where the US$ is a Foreign Currency and the S$ is the base (or [Home]) currency. In the
above example, one unit of the [Home] currency (S$1.00) can be bought at US$ 0.625 and
sold at S$ 0.613.
If you have selected the View For as Foreign for Local Units you will be prompted further
with :
Date
Specify the date for which the exchange rate is to be entered.
Local Currency
Enter the unit amount of the local currency against which the buying and selling rate
will be entered.
Buy Rate
Enter the buying rate for the local currency, in the selected foreign currency for.
Sell Rate
Enter the selling rate for the local currency, in the selected foreign currency for.
Notes
• The exchange rates entered here simply act as a reference for new documents being
entered.
• Exchange rates for a given currency can be viewed either in Foreign for Local Unit mode
or in Local for Foreign Unit mode. You cannot view the same currency in two different
modes.
• However, different currencies can be viewed in different modes.
• Existing documents will remain unaffected by any changes or deletions made to the
exchange rate in this module. For the change to affect the document, the exchange rate
on the document itself must be modified.
• Lock a Month
Allows you to restrict exchange rate entries to a particular month only. FACT will ask you
to enter the month for which lock is to be activated. The lock is deactivated once you exit
this module.
• Lock Date
Allows you to restrict exchange rate entries to a particular date only. FACT will ask you
to enter the date for which the lock is to be activated. The lock is deactivated once you
exit this module.
• Unlock
Use this option to unlock any Lock a Month or Lock a Date criteria set by you.
Customer/Vendor Reports
This section deals with all the reports concerning the Debtors and Creditors. All transactions
arising out of Sales & Purchases are reported here in a variety of formats.
The financial books are updated at the time the entries are made thru the Entry section. No
additional processing is required. All updations are automatic and simultaneous with
entries. Whenever entries are modified/deleted, all the relevant books get updated. Which
means you may generate any report thru this section right away.
You get the standard sale and purchase registers (day books), Bill registers, party ledger,
debit/credit note registers, ageing and due date analyses etc. What you also get are some
reports in special formats :
• Order Register with values

• Party Journal Register
• Credit Limit Report
• Ageing analysis with use defined "number of days" and "intervals".
• Customers/Vendors Analysis—document level tracking report. Available both in detailed
and summary formats
• Outstanding Orders with values—Order Numberwise, Agentwise, Partywise and Pro-
ductwise. Both in detailed and summary formats
• Outstanding Invoice report—detailed and summary
• Outstanding Advances report—detailed and summary
• Sales Analysis
All reports are available From any date To any date—even for a single day. No additional
entries are required to be made for generation of any of these reports. The primary entries
made thru the Entry section are the only ones required.
There is no concept of a monthly or periodic closing of books. All reports for the entire
accounting period (upto 24 months) may be taken by you at any time.
As you already know FACT is completely ONLINE—there is no processing involved (we

hope you did not waste time looking for the processing module in the menu).
262 FACT User Guide
The reports section of FACT is the easiest to operate. Being totally ONLINE there is no
restriction on the sequence you follow. Judging from the quality of FACT, you would have
probably guessed the great feature that makes all the reports so powerful. Reports can be
taken for any date/period (within the accounting period of course).
• Subledgers
• Department-wise/Division-wise Reports
• Selective Reporting
ALL reports can be filtered for a specific Document Class combination. When you take
a printout, the "Printer Details" box appears on the screen. You may enter the specify the
Document Class Filter combination here. For screen reports, go to Account/Prefer-
ences/Filter to set the Document Class Filter combination. Once a Filter has been set,
it remains in memory till changed.
When you take filtered reports on screen, the filter condition or its description (if entered
thru Masters/Document Class/Filters) is displayed on the right top corner just under the
Accounting Period. In all printer reports, this is printed under the main report title.
• Screen Reports
Special attention has been given to report design—they need not be always taken on a
hard copy. FACT has a specially designed screen layout for all reports. When the reports
are viewed on screen, it is possible to flip back and forth between the pages, instanta-
neously.
Whenever the report exceeds a page on the screen, the bottom line prompts with
Previous Page, Quit From Report, & Continue—More, with the cursor resting on
Continue—More. Press <Ret> and you will go to the next page. You may move to the
other options by using the arrow keys or the first letters ( P/Q/C) for the respective options.
Of course, pressing [Esc] takes you back to the main menu.
The second time you generate a report, the From Date and To Date entered in the last
report during this session, will appear as default.
• Printer Outputs
All reports have been designed with the 80 column printer in mind. Which means you do
not need a 132 column printer to generate reports. FACT switches to compressed and
normal mode on its own.
FACT reports are also a super saver on time, money and paper ! Say you have a report
from 1st Jan to 30th May running into 50 pages. And you wish to print pages 32 and 33
again. You need not print the entire lot of 50 pages all over again — Set your mind at rest.
In all the reports when you say Y to Printer, the "Printer Details" box prompts you the with
following :
Filter : ««««««
First Page : 1
Start From : 1
End at : 9999
Class : 3
Printer Width : 80
For our above example you would enter the number of the first page of your report
(presumably 1) in First Page. Since you wish to start printing from Page 32, enter 32 in
Start Page. And at End at enter 33. What do you get? Exact replicas of Pages 32 and
33… ONLY ! Provided of course you did not change any data between the two printouts.
Happy Printing !
At Filter, enter the Document Class combination you want the report to be filtered on. For
non-filtered reports, just leave it as ««««««. Press F1 for Popup Help Box. It will show
you all the predefined filters entered so far. Read the Document Class Examples for the
different ways in which you can set Filters and use Document Class to add power to your
financial reporting.
At Class, enter Y in case you want the Document Class printed under each transaction
reported. This would be printed only in detailed reports.
At Printer Width, enter 80/132 to change the printer width set for the reports.
• You might find that the UOM (Unit of Measurement) is not being printed in some of the
registers generated thru this section. Check whether you have entered the Purchase,
Stock and Sale UOMs for the products thru Masters/Items-Products/Products. In case
they are blank, modify the products and enter the UOMs. Then regenerate the registers—
this time you will find that the UOMs are also printed. Use the Function Key Macros for
modification of the product master—it is a very fast way to do such a repetitive task.
• One last word about reports—reports on the screen are not exactly what you see on the
printer. They have been designed in this manner. To make the screen reports neat and
easily readable, we have deliberately restricted one record to one line only. Which has
necessitated omission of some details pertaining to that record from screen displays.
We suggest you go thru all reports on screen once to get a feel of them. Try them out—
you are not even wasting paper—and the reports are fast—super fast !.
Ar/Ap / Sale & Purchase Registers

Sales & Purchase Registers / Order
If you are not using the Order modules—skip this section. This report gives you the Order
Register—both for Sales as well as Purchases.
Order Acceptances entered thru Entry/Sales/Orders or Entry/Purchase/Orders are

reported in both detailed and summary formats. The detailed format shows all the products
on order with quantities, rates and amounts. Summary shows only the value of the order.
You may also print the pending Order Acceptances of the previous accounting period.
Opening
Select Exclude Opening to generate a report that excludes Opening Order.
Select Include Opening to generate a report that includes Opening Order.
Select Only Opening to generate a report of only Opening Order.
From
Enter date From which report is desired. If you select ‘Include Opening’ or ‘Only Opening’
in Opening, the cursor skips this option - It displays the accounting period Start Date as the
264 FACT User Guide
From Date.
To
Enter date To which report is desired. If you select ‘Include Opening’ or ‘Only Opening’ in
Opening, the cursor skips this option - It displays the accounting period Start Date as the
To Date.
Detail
Enter Y for product details and quantities on order also to be printed. Detailed report is
available ONLY on the printer.
Remarks
Enter Y to print the Remarks line. If you say N in Detail, the cursor skips this option.
Printer
Enter Y for printer; N for screen. If you say Y in Detail, the cursor skips this option - it is
displayed as Y in default, since the detailed report is available only on printer.
Order Filter
The default is 15 asterisks. You can filter the report on any Order number pattern. Enter the
filter pattern for the Order number. If you do not wish to filter on any pattern, leave the default
asterisks. Remember, even a blank space is a valid filter pattern.
Notes
• Document Class may be printed or suppressed.
• Party Order Acceptance Number is also printed under the Purchase Order Number.
Sale & Purchase Registers / DO

This report gives you the Delivery Order Register—both Sales and Purchases. You may
generate them in the detailed or summary formats (in the summary format, the product
details are suppressed). You may also generate selected registers—only Stockable
products, only Service items or Both (Stockable & Service).
Sorted By
Select Date for a report sorted datewise
Select Number for a report sorted Invoice-numberwise
Select Products – All for a report sorted productwise for all products
Select Products – Selective for a report sorted productwise for selective products
Select Group for a report sorted product groupwise
Select Subgroup for a report sorted product sub-groupwise
Productwise (selective Products), Groupwise and Subgroupwise will pop up a selection box
and you will have to tag the desired products, groups or subgroups as the case may be.
From
To
Detail
Enter Y for Product Details; N for D/O amounts only. The detailed report is available ONLY
on the Printer.
Remarks
Enter Y for the Remarks line to be printed. If you enter N in Detail, the cursor skips this
option.
Printer
Enter Y for Printer; N for screen. If you enter Y in Detail, the cursor skips this option.
Alphabetical
Enter Y for alphabetical reporting on Product Name; N for Product Codewise. This option
is available only if you select Products (all or selective) in Sorted By.
D/O Filter
The default is 15 asterisks. You can filter the report on any D/O number pattern. Enter the
filter pattern for the D/O number. If you do not wish to filter on any pattern, leave the default
asterisks. Remember, even a blank space is a valid filter pattern.
Notes
• No need to keep copies of D/Os raised—D/O Register is a much more cost effective
solution. It is also much neater to look at and much more comfortable to handle.
• Detailed Register shows all the details of the sale/purchase D/Os including the products
delivered, quantities, rates and amounts for each individual product and finally the terms
and the net amount of each D/O. Non Detailed Register shows only the basic amount
and all the terms with the net amount of the D/O.
Sale & Purchase Registers / Invoice

This report gives you the Invoice Register—both Sales and Purchases. You may generate
them in the detailed or summary formats (in the summary format, the product details are
suppressed). You may also generate selected registers—only Stockable products, only
Service items or Both (Stockable & Service).
Sorted By
Select Date for a report sorted datewise
Select Number for a report sorted Invoice-numberwise
Select Products – All for a report sorted productwise for all products
Select Products – Selective for a report sorted productwise for selective products
Select Groups for a report sorted Product Groupwise
Select Subgroups for a report sorted Product Subgroupwise
Select Customer - All for a Customerwise report for all Customers
Select Customer - Selective for a Customerwise report for selective Customers
In case of Purchase Invoice Register, the Customer - All and Customer - Selective
options will be replaced by Vendor - All and Vendor - Selective respectively.
266 FACT User Guide
Choosing Products - Selective or Customer - Selective / Vendor - Selective sort option pops
up a selection box later where you will have to tag the desired products / customers /
vendors.
From
To
Detail
Enter Y for Product Details; N for invoice amounts only. The detailed report is available
ONLY on the Printer.
If you had selected Customer - All / Customer - Selective or Vendor - All / Vendor -
Selective above, this option will be set as Y by default and cannot be changed as Summary
report is not available for these options.
Remarks
Enter Y for the Remarks line to be printed. If you enter N in Detail, the cursor skips this
option.
Selective above, this option will be set as Y by default and cannot be changed as Remarks
printing is not available for these options.
Printer
Enter Y for Printer; N for screen. If you enter Y in Detail, the cursor skips this option.
Sequence
Answer Y to show multiple Products in an Invoice in the order they have been entered.
Specify N for a Product codewise listing of the Products. This feature is available only if you
had opted for a detailed report above.
For
A box will pop up displaying the following options :
Select Products & Services to include stockable products as well as service items.
Select Products Only to include stockable products only
Select Services Only to include service items only.
Alphabetical
is available only if you select Products (all or selective) in Sorted By.
Invoice Filter
The default is 15 asterisks. You can filter the report on any invoice number pattern. Enter
the filter pattern for the invoice number. If you do not wish to filter on any pattern, leave the
default asterisks. Remember, even a blank space is a valid filter pattern.
Report
Select Both to report both, Cash as well as Credit Sales.
Select Cash to report Cash Sales only.
Select Credit to report Credit Sales only.
Selective above, this option is set to Credit and cannot be changed.
Notes
• If the Product - All or Products - Selective report sort orders are selected, the report also
prints the Additional Product Description for each Product in an Invoice.
Please remember that in order to print the Additional Prodcuct Description, you
should have saved the Invoice with the Additional Product Desciption check
box selected.
• No need to keep copies of Invoices raised—Invoice Register is a much more cost effective
solution. It is also much neater to look at and much more comfortable to handle
• Detailed Register shows all the details of the sale/purchase invoices including the
products invoiced, quantities, rates and amounts for each individual product and finally
the terms and the net amount of each invoice. Service Invoices are reported with complete
description of the service item invoiced for. Non Detailed Register shows only the basic
amount and all the terms with the net amount of the invoice.
• You can generate a detailed report with Remarks. The detailed report also prints the
Additional Product Description for each Product in a Sales or Purchase Invoice. To use
this feature you should save the Sales or Paurchase Invoice with the Additional Product
Description checked.
• If Remark is Y then the same Remark will be printed for each Product.
• The Date and Number wise reports are identical to the corresponding FACT reports.
• When the Sales Invoice Register is taken Product wise, the report will print a Product
Quantity Total at the end of each Product. In cases where Double Quantity is applicable,
the Double Quantity Total will also appear at the end of each Product.
Ar/ Ap / Credit Note Register

This report shows you all the Credit Notes entered for Customers and Vendors. As you are
aware, credit notes are either entered directly thru Entry/Journals/Debit-Credit Note or are
created by FACT on its own when a Sale/Purchase Return or an Inter Party Journal is raised.
You may generate this report for :
Customers - Credit Notes for Customers entered thru Customers-Debit/Credit Notes.

Vendors - Credit Notes for Vendors entered thru Vendors-Debit/Credit Notes.
Party Journals - Credit Notes created by FACT when an Inter Party Journal is entered.
Sales Returns - Credit Notes created by FACT when a Sale Return is entered.
All - All of the above
268 FACT User Guide
Opening
Select Exclude Opening to generate a report that excludes Opening Credit Notes.
Select Include Opening to generate a report that includes Opening Credit Notes.
Select Only Opening to generate a report of only Opening Credit Notes.
This option is not available if you select Party Journals or Sales Returns in the option box
above, the cursor skips this option
From
above, the cursor skips this option - and the accounting period Start Date is displayed as
default.
To
Enter date To which report is desired. If you selected ‘Only Opening’ in Opening, the cursor
skips this option - and the accounting period Start Date is displayed as default.
Detail
Enter Y for the narration to be printed as well, N for without narration. This option is available
only in case you are generating the report for Party Journals.
Printer
Enter Y for printer; N for screen. If you answered Y to the above prompt, the cursor skips
this option.
Notes
• This report as all others is sensitive to filters.
• Sale Return Register shows the Ref Invoice Number against which the products were
returned. In the printout, details of the product returned with values against each of them
are also shown.
• In the printouts of the Credit Note Register for Debtors, Creditors and All, the origin of the
Credit Note (whether it originated as a Credit Note, Sales Return or Party Journal) is also
shown to facilitate you in tracing it.
Ar/ Ap / Receipts Register

Receipts entered thru Entry/Vouchers-Receipts & Payments (for both Customers and
Vendors) are reported thru this option. This report will show you Receipts from Customers/
Vendors in the form of a Money Receipt Register (with full details of adjustments).
This report will also show you which bank the cheque was deposited in or whether it was
a cash receipt. At the end of the day’s receipts, it shows the day’s totals. This report can
be treated as a supplement to the Bank/Cash Books, which may be generated in the Non
Detailed or Summary mode - where only the day totals pertaining to the Receipts from
Customers/Vendors will be reported.
Opening
Select Exclude Opening to generate a report that excludes Opening Receipts.
Select Include Opening to generate a report that includes Opening Receipts.
Select Only Opening to generate a report of only Opening Receipts.
From
default.
To
skips this option- and the accounting period Start Date is displayed as default.
Detail
Enter Y for narration to be printed; N to suppress. Detailed register is available ONLY on
the printer.
Printer
Enter Y for printer; N for screen. If you enter Y in Detail, the cursor skips this option.
Gain / Loss
This option is available only if you answered Y to Printer. Enter Y if wish the resultant Gain/
Loss for foreign currency documents to be reported against each transaction.
Notes
• This report does not show any receipts entered thru Entry/Vouchers—Receipts &
Payments/One Db-CR or Many Db-Cr. It shows only those receipts pertaining to
Customers/Vendors.
Ar/ Ap / Debit Note Register

This report shows you all the Debit Notes entered for Customers and Vendors. As you are
aware, debit notes are either entered directly thru Entry/Journals/Customers & Vendors-
Debit & Credit Note or are created by FACT on its own. Debit Notes are created
automatically when a Purchase Return is entered and also for the debit entries made
against parties in Party Journal. Select one of the following option and proceed :
Customers - Debit Notes for Customers entered thru Journals-Debit/Credit Notes.

Vendors - Debit Notes for Vendors entered thru Vendors-Debit/Credit Notes.
Party Journals - Debit Notes created by FACT when an Inter Party Journal is entered.
Purchase Returns - Debit Notes created when a Purchase Return is entered.
All - All of the above
Opening
Select Exclude Opening to generate a report that excludes Opening Debit Notes.
Select Include Opening to generate a report that includes Opening Debit Notes.
Select Only Opening to generate a report of only Opening Debit Notes.
This option is not available if you select Party Journals or Purchase Returns in the option
box above, the cursor skips this option.
From
270 FACT User Guide
default.
To
skips this option - and the accounting period Start Date is displayed as default.
Detail
Enter Y for the narration to be printed as well, N for without narration. This option is available
only in case you are generating the report for Party Journals.
Printer
Enter Y for printer; N for screen. If you answered Y to the above prompt, the cursor skips
this option.
Notes
• This report as all others is sensitive to filters.
• Purchase Return Register shows the Ref Invoice Number against which the products
were returned. In the printout, details of the product returned with values against each of
them are also shown.
• In the printouts of the Debit Note Register for Customers, Vendors and All, the origin of
the Debit Note (whether it originated as a Debit Note, Purchase Return or Party Journal)
is also shown to facilitate you in tracking its origin.
Ar/Ap / Payments Register

Payments entered thru Entry/Receipts-Payments (for both Customers and Vendors) are
reported from this option. This report will show you Payments to Customers/Vendors in the
form of a Payment Register (with full details of adjustments).
This report also shows you which bank the cheque was issued from or whether it was a cash
payment. At the end of the day’s payments, it shows the day’s totals. This report can be
treated as a supplement to the Bank/Cash Books, which may be generated in the Non
Detailed or Summary mode - where only the day totals pertaining to the Receipts from
Customers/Vendors will be reported.
Opening
Select Exclude Opening to generate a report that excludes Opening Payments.
Select Include Opening to generate a report that includes Opening Payments.
Select Only Opening to generate a report of only Opening Payments.
From
default.
To
skips this option- and the accounting period Start Date is displayed as default.
Detail
Enter Y for narration to be printed; N to suppress. Detailed register is available ONLY on
the printer.
Printer
Enter Y for printer; N for screen. If you enter Y in Detail, the cursor skips this option.
Gain / Loss
This option is available only if you answered Y to Printer. Enter Y if wish the resultant Gain/
Loss for foreign currency documents to be reported against each transaction.
Notes
• This report does not show any payments entered thru Entry/Vouchers-Receipts &
Payments/One Db-CR or Many Db-Cr. It shows only those payments pertaining to
Debtors/Creditors.
Ar/Ap / Party Ledger

Customers & Vendors
This is an important report for Customers/Vendors. You get the party’s complete picture
here—all the Invoices, Receipts, Payments, Debit Notes & Credit Notes. Detailed and Non-
detailed formats are available. You may view/print accounts selectively.
Opening
Select Include Summary for a non-detailed opening balance.
Select Include Details for a detailed opening balance.
Select Only Opening for report of opening balances only.
From
Enter date From which report is desired. If you selected ‘Include Details’ or ‘Only Opening’
the default From date.
To
Enter date To which report is desired. If you selected ‘Only Opening’ above, the cursor skips
this option - and the accounting period Start Date is displayed as the default To date.
Currency
Select Local to generate the Party Ledger report in the Local / [Home] Currency.
Select Foreign to generate the report in the selected Foreign Currency.
Select Both to generate the report in both the Local Currency as well as the selected Foreign
Currency.
Detail
Enter Y for document level details to be reported; N to report only the net debit/credit balance
of the party. If you selected "Include Details" in Opening, the cursor skips this option -
272 FACT User Guide
and displays Y as default.
Printer
Sort by
For Party Ledger/Customer, select Customer for the report to be sorted customer-wise.
For Party Ledger/Vendor, select Vendor for the report to be sorted vendor-wise.
For party Ledger/Customer as well as Vendor, select Agents for the report to be sorted
agent-wise.
Alphabetical
Enter Y for the report to be sorted alphabetically; N for the report to be sorted code-wise.
Limits
Enter Y to generate the Credit Limit exception report; N for Party Ledger. If you enter Y in
Detail or if you select Agent, the cursor skips this option.
A window appears in the bottom right corner displaying all the Customer/Vendor Codes and
Names. Tag the ones desired. Then press [Esc] and select Go.
Notes
• This report does not show the current status of the documents. It merely shows the
documents entered for the party and the resulting balance in the party’s account upto
the date of the report.
• To see the individual status of each document and the adjustments on it, go to Ar/Ap MIS
Reports. It is a very powerful set of reports relating to Debtors/Creditors for document
level tracking. It gives you a criss cross tally of each document.
• Vendors’ Party Ledger shows party's invoice number too.
• FACT now allows you to view all types of Narration (Include Summary, Include Details,
Only Opening) for the customer/ vendor documents on screen and on the printed report
for a detailed Party Ledger report with Remarks-Y.
• Credit Limit Report shows limit set thru Masters/Vendor-Customer compared to the
party’s balance on the date to report. A party is printed only if the outstanding exceed the
Limit set for it. You may change the Limit and regenerate this report—the new limits will
be considered.
• Credit Limit Report is also sensitive to Document Class.
• To cross check whether the Opening Balance for Debtors or Creditors (entered thru
Masters/Opening Balances/General Ledger) tallies with the sum of the individual opening
documents you have entered, run Housekeep/Diagnostics/DR Control or CR Control. In
case there is a mis-match, generate the 'Only Opening' report to track the error.
• In this report, all transactions (adjusted/unadjusted) are reported.
• If you select Customers or Vendors in Sort by, then in case of original Foreign
Currency documents, the Local Currency and the original Foreign Currency amounts will
always be shown irrespective of Currency preference chosen through Currency option.
• If Foreign or Both is chosen for the Currency option, FACT prompts you to select an
installed Currency. The report then will consider Exchange Rates entered through Entry
/ Currency Rates option for this Currency.
For Opening Balance figures, the report considers any Exchange Rate for the selected
Foreign Currency which is for a date prior to the first day of the Accounting period.
For transaction amounts, the Rate falling on the transaction date is considered. If this is
not available, any Rate prior to the transaction date is automatically picked up.
Ar/Ap / Outstanding Documents

Outstanding Documents / Orders
The outstanding orders report is available for Debtors as well as Creditors. This report may
be generated in the following formats :
• Order Number wise
• Agent wise
• Vendor/Customer wise
• Products - Selective
• Products - All
Opening
Select Exclude Opening to exclude outstanding orders pertaining to the previous year.
Select Include Opening to include outstanding orders pertaining to the previous year.
Select Only Opening to report outstanding orders pertaining only to the previous year.
From
Enter date From which report is desired. If you selected ‘Include Opening’ or ‘Only Opening’
To
skips this option - and the accounting period Start Date is displayed as the default To date.
As On
Enter the date As On which the Order net balances should be considered for reporting. The
As On date cannot be prior to the To date.
Detail
Enter Y to show the history of the Open Orders, including the order, supplies made against
it from time to time and balance outstanding. Enter N for net outstanding orders only.
Detailed report is available only on printer.
Printer
Enter Y for printer; N for screen. If you answer Y in Detail, the cursor skips this option.
Sort by
Select Orders to sort the report order-wise.
Select Agents to sort the report agent-wise.
274 FACT User Guide
Select Customers/Vendors to sort the report party-wise.

Select Products–Selective to sort the report product-wise for selected products.
Select Products–All to sort the report product-wise for all products.
Alphabetical
Enter Y for the report to be sorted alphabetically within the selected sorting preference; N
for the report to be sorted code-wise. This option is not available if you selected the report
to be sorted Order-wise earlier.
If you select Sort by Agents, Customers/Vendors or Products, a window appears displaying

all the Codes and Names. Tag the ones desired, press [ESC] and select Go.
Notes
• This report give you a good view of the pending sales/purchase order position.
• Use the different formats given—you will be able to spot the important customers.
• The product wise report comes in very handy when planning production.
• This report as all others is sensitive to document class.
• At the party level, the summary report shows the consolidated amount and quantity as
well.
Outstanding Documents / Invoices

This report gives you the list of all outstanding invoices as of any date. You may take the
report in both detailed and summary formats. The detailed report will show all the
adjustments against the invoices reported and the balance outstanding. Summary shows
only the net outstanding amount against each invoice.
Opening
Select Exclude Opening to exclude outstanding invoices pertaining to the previous year.
Select Include Opening to include outstanding invoices pertaining to the previous year.
Select Only Opening to report outstanding invoices pertaining only to the previous year.
From
To
As On
Enter the date As On which the Invoice net balances should be considered for reporting.
The As On date cannot be prior to the To date.
Detail
Select Y-All to include details of adjustments, even if the invoice balance is zero.
Select Y-O/S to include details of adjustments, only if the invoice has some balance left.
Select N-No to report only the gross amount, adjusted amount and net outstanding
amount.
Printer Enter Y for printer; N for screen. If you answer Y in Detail, the cursor skips this
option.
Sort by
Select Invoice to sort the report Invoice number-wise.
Select Customer/Vendor to sort the report party-wise.
Alphabetical
Enter Y for the report to be sorted alphabetically within the selected sorting preference; N
for the report to be sorted code-wise. This option is not available if you selected the report
to be sorted invoice number-wise earlier.
If you select Sort by Agents or Customers/Vendors, a window appears displaying all the
Codes and Names. Tag the ones desired, press [ESC] and select Go.
The following additional options are prompted for when generating the Outstanding
Documents / Invoice - Customers report -
Due Date
Enter Y to include Sale Invoice Due Date in the report. N will suppress the same.
Customer Info
Enter Y to include Customer Address, Customer Phone Number and Contact person details
in the report.
Proforma Info
Enter Y to include Proforma Invoice Number and Date in the report.
Notes
• This report is sensitive to document class.
• Take a printout of ONLY Opening Invoices and compare with the Invoice Register/
Statement from where you entered the opening Invoices.
• A difference might occur between Party Ledger and the Reminder Letter, if Returns/Credit
Notes have not been adjusted against invoices. These will appear in the Party Ledger,
but won't appear as adjusted in the Reminder Letter. The Reminder Letter takes into
account all adjustments which have been made to the transaction.
Outstanding Documents / Advances

This report gives you the list of outstanding advances (or deposits) as of any date. You may
take the report in both detailed and summary formats. The detailed report will show all the
adjustments against the advances reported and the balance outstanding. Summary shows
only the net outstanding amount against each bill.
Opening
Select Exclude Opening to exclude outstanding advances pertaining to the previous year.
Select Include Opening to include outstanding advances pertaining to the previous year.
Select Only Opening to report outstanding advances pertaining only to the previous year.
276 FACT User Guide
From
To
Detail
Answer Y to include transaction level details in the report. N for a summary report only.
Printer
Alphabetical
Enter Y for the report to be sorted alphabetically; N for the report to be sorted code-wise.
Notes
• This report, as all others is sensitive to Document Class.
• To ensure that you have entered the opening advances (deposits) correctly, take a
printout of ONLY Opening Advances and compare with the statement from where you
entered the opening advances.
Outstanding Documents / Debit Notes - Vendors

This report provides the Outstanding Debit Notes list for Vendors. The format and options
available are same as Ar/Ap / Outstanding Documents / Invoices - Vendors report.
Opening
Select Exclude Opening to exclude outstanding Debit Notes pertaining to the previous
year.
Select Include Opening to include outstanding Debit Notes pertaining to the previous year.
Select Only Opening to report outstanding Debit Notes pertaining only to the previous year.
From
To
As On
Enter the date As On which the Debit Notes net balances should be considered for
reporting. The As On date cannot be prior to the To date.
Detail
Select Y-All to include all Debit Notes in the report, along with their adjustment details, if
any. If this option is chosen, the report has to be taken on the printer.
Select Y-O/S to include only unadjusted Debit Notes and full adjustment details of partially
adjusted Debit Notes. If this option is chosen, the report has to be taken on the printer.
Select N-No to report only the outstanding amounts of unadjusted or partially adjusted
Debit Notes.
Printer
Sort by
Select Debit Notes to sort the report Debit Note numberwise.
Select Vendor to sort the report Vendor wise.
Alphabetical
If you had opted above to sort the report Vendorwise, enter Y for the report to be sorted
alphabetically within Vendors; enter N for the report to be sorted code-wise. This option is
not available if you selected the report to be sorted Debit Note numberwise earlier.
If you had chosen to Sort by Vendors, a window now appears displaying all the Codes and
Names. Tag the ones desired and proceed.
Notes
• This report is sensitive to document class.
• Take a printout of ONLY Opening Debit Notes and compare with the Statement from
where you entered the opening Debit Notes.
Ar/Ap / Adjustment Listing

Credit Notes - Customers
This report prints all the Customer Credit Notes adjusted through Entry/ Adjustment of
Documents/ Credit Notes/ Customers. You can sort the report by either customers or
adjustment Date. The Customer wise report list all the Credit Notes adjustments, for each
customer and adjustment date wise report gives all adjustment made on a date.
The screen report lists comprehensive details like the Credit Note number, Date and
Amount followed by the Document Number against which the Note was adjusted, Date,
Amount, Adjustment Date and the amount adjusted. The printed report also gives the Types
of the document against which the adjustment was done.
From
Enter the date from which you want to print the Credit Note Listing.
To
Enter the date upto which you want to print the Credit Note Listing.
278 FACT User Guide
Printer
Enter Y for printer and N for screen.
Sorted On
Select Customer to sort the report customer-wise.
Select Adjustment Date to sort the report on the adjustment date.
Note
• You may print all adjustments against Customer Credit Notes through Ar/ Ap/ Adjustment
Listing/ Credit Notes - Customers.
Credit Notes - Vendors

This report prints all the Vendor Credit Notes adjusted through Entry/ Adjustment of
Documents/ Credit Notes/ Vendors. You can sort the report by either vendor or adjustment
date. The Vendor- wise report lists all the Credit Notes adjustments, for each vendor and
adjustment date wise report gives all adjustment made on a date.
The screen report lists comprehensive details like the Credit Note number, Date and
Amount followed by the Document Number against which the Note was adjusted, Date,
Amount, Adjustment Date and the amount adjusted. The printed report also gives the Types
From
To
Printer
Sorted On
Select Vendor to sort the report vendor-wise.
Note
• You may print all adjustments against Vendor Credit Notes through Ar/ Ap/ Adjustment
Listing/ Credit Notes - Vendors.
Advances - Customers
This report prints all the Customer Advances adjusted through Entry/ Adjustment of
Documents/ Advances - Customers are reported from this option.
The report may be sorted by either Customers or Adjustment Date. The Customer wise
report lists all the Advance adjustments made on date.
The screen report lists comprehensive details like the Receipt Voucher number, Date and
Amount followed by the Document Number against which the Voucher was adjusted, Date,
Amount, Adjustment Date and the Amount adjusted. The printer report also gives the Type
From
To
Printer
Sorted On
Select Customer to sort the report customer-wise.
Note
• You may print all the adjustments against Vendor Advances through Ar/ Ap/ Adjustment
Listing/ Advances - Vendors.
Advances - Vendors
This report prints all the Vendor Advances adjusted through Entry/ Adjustment of
Documents/ Advances - Vendors are reported from this option.
The report may be sorted by either Vendors or Adjustment Date. The Vendor- wise report
lists all the Advance adjustments made on date.
The screen report lists comprehensive details like the Receipt Voucher number, Date and
Amount followed by the Document Number against which the Voucher was adjusted, Date,
Amount, Adjustment Date and the Amount adjusted. The printer report also gives the Type
From
To
Printer
Sorted On
Note
• You may print all the adjustments against Vendor Advances through Ar/ Ap/ Adjustment
Listing/ Advances - Vendors.
280 FACT User Guide
Debit Notes - Vendors

All the Vendor Debit Notes adjusted through Entry/ Adjustment of Documents/ Debit Notes
- Vendors are reported from this option.
The report may be sorted by either Vendors or Adjustment Date. The Vendor-wise report
lists all the Debit Notes adjustments, for each Vendor and Adjustment Date wise report
gives all adjustments made on a date.
The screen report lists comprehensive details like Debit Note number, Date and Amount
followed by the Document Number against which the Note was adjusted, Date, Amount,
Adjustment Date and Amount adjusted. The printer report also gives the Type of the
document against which the adjustment was made.
From
Enter the date from which you want to print the Debit Note Listing.
To
Enter the date upto which you want to print the Debit Note Listing.
Printer
Sorted On
Note
• You may print all the adjustments against Vendor Debit Notes through Ar/ Ap/ Adjustment
Listing/ Debit Notes - Vendors.
Ar/Ap / MIS Reports

MIS Reports / Ageing - Customers
This report gives you partywise position of all documents due from Customers. You may
choose which date should be considered for the age of the invoice —Due Date or the Invoice
Date.
You may specify the Date Range between which documents were raised and the Net
Outstanding position of the document as on a particular date. You may enter the total period
and the intervals at which ageing is to be done.
Opening
Select Exclude Opening to exclude documents pertaining to the previous year.
Select Include Opening to include documents pertaining to the previous year.
Select Only Opening to report documents pertaining only to the previous year.
From
To
As On
Enter the date As On which the document's net balances should be considered for
reporting. The As On date cannot be prior to the To date. This is also the date As On which
Ageing starts.
Printer
Alphabetical
Enter Y for the report to be sorted alphabetically party-wise; N for the report to be sorted
codewise.
Analyze
Tag Invoices to consider invoices in the ageing report.
Tag Debit Notes to consider debit notes in the ageing report.
Tag Payments to consider payments in the ageing report.
Tag Credit Notes to consider credit notes in the ageing report.
Tag Receipts to consider receipts in the ageing report.
You can tag one or more document type on a single report.
Details
Select Detailed for a detailed transaction by transaction information.
Select Summary for non-detailed transaction level information.
Select Net Balances for reporting the Net Balances for each document type only.
On
Select Due Date to consider the Due Date for ageing the invoices.
Select Invoice Date to consider the invoice date for ageing the invoices.
Six Columns
Enter Y to generate a six column staggered Total report. N will generate a normal report.
Days
Enter the maximum number of days over which you want the analysis to be done.
Intervals
Enter the number of days at intervals of which the ageing should be done. Intervals cannot
be greater than Days specified above.
A window appears in the bottom right corner displaying all the Debtors Codes and Names.
Tag the ones desired and press <Ctrl><R> to generate the report.
282 FACT User Guide
Notes
• Number of intervals that can be set is sensitive to printer width. For 80 column printer,
a maximum of 6 intervals can be set and for the 132 column, a maximum of 10 intervals
can be set.
• On the screen a maximum of 3 intervals can be set.
• In case you have an overdraft limit set up with a bank against Outstanding invoices, this
is the report required to be submitted to the bank every month/fortnight. Use this report
when submitting enhancement proposals to the bank.
MIS Reports / Ageing - Vendors

This report gives you partywise position of all documents due from Vendors. You may
choose which date should be considered for the age of the invoice —Due Date or the Invoice
Date.
You may specify the Date Range between which documents were raised and the Net
Outstanding position of the document as on a particular date. You may enter the total period
and the intervals at which ageing is to be done.
Opening
Select Exclude Opening to exclude documents pertaining to the previous year.
Select Include Opening to include documents pertaining to the previous year.
Select Only Opening to report documents pertaining only to the previous year.
From
MIS Reports / Ageing - Customers (Agent Wise)

This report is similar to the Ageing - Customers report. It only differs in the following
respects -
1 Unlike the Ageing - Customers report, this report is only sorted on Agents.
2 Since this report is for Agents, it only considers Sale Invoices while calculating the
Ageing figures.
3 You may opt not to include the Customer Name in the report. If you wish to wish to
include the Customer Name in the report, specify Y at the Customerprompt when
specifying the print parameters.
To
As On
Enter the date As On which the document's net balances should be considered for
reporting. The As On date cannot be prior to the To date. This is also the date As On which
Ageing starts.
Printer
Alphabetical
codewise.
Analyze
Tag Invoices to consider invoices in the ageing report.
Tag Debit Notes to consider debit notes in the ageing report.
Tag Payments to consider payments in the ageing report.
Tag Credit Notes to consider credit notes in the ageing report.
Tag Receipts to consider receipts in the ageing report.
Details
Select Detailed for a detailed transaction by transaction information.
Select Summary for non-detailed transaction level information.
Select Net Balances for reporting the Net Balances for each document type only.
On
Select Due Date to consider the Due Date for ageing the invoices.
Select Invoice Date to consider the invoice date for ageing the invoices.
Days
Intervals
Enter the number of days at intervals of which the ageing should be done. Intervals cannot
be greater than Days specified above.
A window appears in the bottom right corner displaying all the Creditors Codes and Names.
Tag the ones desired and press <[Ctrl]><R> to generate the report.
Notes
can be set.
• On the screen a maximum of 2 intervals can be set.
• In case you have an overdraft limit set up with a bank against Outstanding invoices, this
is the report required to be submitted to the bank every month/fortnight. Use this report
when submitting enhancement proposals to the bank.
284 FACT User Guide
MIS Reports / Due Date - Sale & Purchase Invoice

In order for you to plan out your finances in the coming week/fortnight/month it is imperative
for you to know how much money you expect to realize from your Debtors during that period,
and how much is owed by you to your Creditors.
This report takes into consideration the Due Date of the Invoice. You may specify the period
over which the invoices fall due as well as the intervals over which this analysis is to be
reported.
Opening
Select Exclude Opening to exclude invoices pertaining to the previous year.
Select Include Opening to include invoices pertaining to the previous year.
Select Only Opening to report invoices pertaining only to the previous year.
From
To
As On
Enter the date As On which the invoice's net balances should be considered for reporting.
The As On date cannot be prior to the To date. This is also the date As On which Ageing
starts.
Printer
Alphabetical
codewise.
Days
Intervals
Enter the number of days at intervals of which the analysis should be done
A window appears displaying all the Customer/Vendor Codes and Names. Tag the ones
desired, press [ESC] and select Go.
Example
Say you want to generate Due Date Analysis for invoices dated 01/11/92 to 30/11/92 falling
due from 07/12/92. The maximum period of reporting may be set at 14 days and the
intervals at 7 days. Enter as follows :
From Date : 01/11/92

To Date : 30/11/92
As On : 07/12/92
Days : 14
Intervals : 7
These settings will report all invoices dated from 01/11/92 to 30/11/92 and the balances
outstanding against each invoices as on 07/12/92. The period settings are as follows :
Invoices Due over next 7 days : 08/12/92 to 14/12/92

8 to 14 days : 15/12/92 to 20/12/92
beyond 14 days : 21/12/92 and beyond
Notes
can be set. On the screen a maximum of 2 intervals can be set.
MIS Reports / Proforma Inv / Quotation Register
The Proforma Invoice Register is similar to the Sale Order Register and allows you to view
the Proforma(s) within a given date range. The report displays the sum totals for the
proforma amounts and the percentage that were converted into sales.
The printed Sale Order Register, Sale D/O Register and the Sale Invoice Register will
display the Proforma Invoice /Quotation number, if any, that is entered at the time of entry.
To view the Proforma Register, select the Proforma Inv/ Quotation Register from Ar/ Ap/
MIS Reports and enter the following:
Sorted By
Select Prof/ Quot to sort the report by Proforma and Quotation.
Select Customer to sort the report by Customer.
Select Agent to sort the report by Agent.
From
Enter the date from which the report is desired.
To
Enter the date upto (and including) which the report is desired.
Detail
Enter Y for product details and quantities on the proforma invoice to be printed. The Detailed
report is available only on the printer and not on screen.
Remarks
Enter Y to print the remarks line. If you have entered N in Detail above, the cursor skips
this field.
Printer
Enter Y for printer; N for screen. If you have entered Y in Detail, the cursor skips this option.
This field displays Y by default, since the detailed report is available only on printer.
286 FACT User Guide
For
Select Both to print or view both Proforma Service Invoice and Proforma/ Quotation
Invoice.
Select Service PI/ Q to print or view only the service invoice.
Select Sale PI/ Q to print or view only the Proforma Invoice.
Alphabetical
is available only if you select Customer or Agent in Sorted By.
Report
Select Both to print or view both Quotation and Proforma Invoice.
Select Quotation to print or view only Quotation.
Select Proforma Invoice to print or view only Proforma Invoice.
Prof/Quot Filter
The default is 15 asterisks. You can filter the report on any Proforma / Quotation number
pattern. Enter the filter pattern for the Proforma / Quotation number. If you do not wish to
filter on any pattern, leave the default asterisks. Remember, even a blank space is a valid
filter pattern.
MIS Reports / Analysis - Proforma Inv / Quotation

The Proforma Analysis Report displays the Proforma Invoices/ Quotations, that were
matured into ‘sales’ or ‘orders’ as well as those that did not. This helps you analyse the trend
in Proforma Invoice and conversion to sales.
To generate the Proforma Register Analysis report, select Analysis - Proforma Inv/
Quotation Register from Ar/ Ap/ MIS Reports and enter the following:
Sorted By
Select Prof/ Quot to sort the report by Proforma and Quotation.
Select Customer to sort the report by Customer.
Select Agent to sort the report by Agent.
From
Enter the date from which the report is desired.
To
Enter the date upto (and including) which the report is desired.
Detail
Enter Y for product details and quantities on the proforma invoice to be printed. The Detailed
report is available only on the printer and not on screen.
Remarks
Enter Y to print the remarks line. If you have entered 'N' in Detail above, the cursor skips
this field.
Printer
Enter Y for printer; N for screen. If you have entered Y in Detail, the cursor skips this option.
This field displays Y by default, since the detailed report is available only on printer.
For
Select All to print or display both matured and immatured Proforma Service Invoices (Bills)
and Proforma/ Quotation Invoices (Bills).
Select Immatured Service PI/ Q to print or display only those Service Proforma Invoices
that have not matured into Sale Invoices (Bills).
Select Immatured Sale PI/ Q to print or display only those Proforma Invoices that have not
matured into Sale Invoices (Bills).
Select Matured Service PI/Q to print or display only those proforma service Invoices that
have matured into Service Invoices (Bills).
Select Matured Sale PI/Q to print or display that have matured into Sale Invoices (Bills).
Alphabetical
is available only if you select Customer or Agent in Sorted By.
Report
Select Both to print or view both Quotation and Proforma Invoice.
Select Quotation to print or view only Quotation.
Select Proforma Invoice to print or view only Proforma Invoice.
MIS Reports / Analysis - Sales

This is one of the more important areas concerning business. The managers and executives
will find this report indispensable once they start using it. Since FACT is completely on-line
and integrated, all the sales upto the time of reporting are considered for the report.
Sales Analyses are reported in several formats—all of which will appeal to you. Read on
for more details :
Agent wise
Agent/Salesman at the top level, with Customers at the next level and finally Products. At
all levels, volume and value turnovers are reported with percentages (%). Summary format
suppresses the Product reporting.
Customer wise
Customer at the top level followed by Products. At both levels, volume and value turnovers
are reported with percentages (%). Summary format suppresses the Product reporting.
Product wise
Product at the top level, with Agents/Salesmen at the next level and finally Customers. At
all levels, volume and value turnovers are reported with percentages (%). Summary format
suppresses the Agent/Salesmen & Customer reporting.
Group wise
Product Group at the top level, with Product Subgroup at the next level and finally Products.
At all levels, volume and value turnovers are reported with percentage (%) of value
reporting. Summary format suppresses the Product reporting.
288 FACT User Guide
Select the Detailed or Summary option as you wish and see Sales Analysis reporting as
never seen before.
From
To
Detail
Enter Y for reporting upto the last level; N to suppress last level reporting.
Printer
Enter Y for printer; N for screen. Invoice details are available only in printer is selected.
Invoice Detail
This prompt is activated only if you answer Y to Details and Printer above. Enter Y to include
invoice details on the report.
Include Returns
Enter Y to consider Sales Returns in the analysis. N to exclude returns.
Sort By
Select Customers to sort the report customer-wise.
Select Products–Selective to sort the report product-wise for selective products.
Select Grouped to sort the report product group-wise.
No Agent Sales
Select Include to print the No Agent sales in the reports.
Select Exclude to print the No Agent sales.
Select Only shows only those sales which do not have any agents. In case you choose
'Only', the tag box for Agents will not be displayed.
Alphabetical
Enter Y for the report to be sorted alphabetically within the sorting preference; N for the
report to be sorted codewise within the sorting preference.
A window will appear on the bottom right corner showing either Product Groups/Agents/
Customers/Products. Tag the ones you wish reported and press <[Ctrl]><R> to generate
the report.
Notes
• Service Invoices/Items are also considered in the Sales Analysis.
MIS Reports / Analysis - Sales (Top 'N' Customer)

MIS Reports / Analysis - Sales (Top 'N' Product)
MIS Reports / Analysis - Sales (Top 'N' Agent)
The above three reports are similar to MIS Reports / Analysis - Sales report. However,
the following print options are specific to these reports. The prompts shown are relative to
the Top 'N' Customer report. In case of Top 'N' Product and Top 'N' Agent reports, the
prompts change accordingly -
Sorted on
This option is available only in case of Analysis - Sales (Top 'N' Product) report.
Choose Sales Value to sort the report by Sales Value of Products.

Choose Quantity to sort the report by Product Quantity.
Sort By
Select Top 'N' for an ascending report sorted by Sales Value.
Select Bottom 'N' for a descending report sorted by Sales Value.
No. of Customers
Specify the number of Agents, Customers or Products you want to include in the report
For example, if you key in 5 here and have already selected Top 'N' in the previous option,
the report would display the top 5 Customers in a descending order, based on their Sales
value. The Customer with the highest Sales value will be shown at the top.
If you enter a value which is higher than the total number of Customers in the Account, all
Customers will be included in the report.
Cash Sales
This option is available only if you are generating the report for Customers and Products.
Select Include to print the Cash Sales in the report.

Select Exclude to not to print the Cash Sales.
No Agents
This option is available only if you are generating the report for Agents.
Choose Include to include the No Agent Sales in the report.

Select Exclude to exclude the No Agent Sales..
Notes
• When you opt to sort the Sales Analysis report either by Customers, Agents or Products
(for convenience sake, we will continue to refer only to Customers throughout this
discussion), you may further take the report for, say, the top 5 Customers (or bottom
5); This would generate a report, where the best 5 Customers are shown in a
descending order, sorted by their total Sales value during the selected period.
Similarly, the bottom 5 Customers report will show those 5 Customers which have the
lowest Sales value during the period, and sort the output in an ascendingly order.
Sorting the Sales Analysis by Agents or Products and specifying the Top 'N' or bottom
'N' Agents (or Products) gives out a similar report. Here, 'N' refers to the number of
Customers, Agents or Products you want to include in the report. If you enter a value
290 FACT User Guide
which is higher than the total number of Customers in the Account, all Customers will
be included in the report.
In addition to the Normal Sales Analysis report, this report provides you with the
following important information at the end of the report -
RANK
This column will display / print the ranking of each Customer in the report. In a Top 6
Customers report, the rank for the first Customer will be shown as 1 and the last
Customer will be shown as 6. In a Bottom 6 Customers report, the Customer with the
lowest Sales value will be shown first, and will be given rank 1.
TOTAL OF UN-REPORTED SALES

This figure is shown at the bottom of the report. This figure is the total of Sales values
of all the Customers not included in the report.
GROSS SALES FOR THE PERIOD

This is the sum of the TOTAL OF REPORTED SALES figure and TOTAL OF
UN-REPORTED SALES figure, and is also shown at the report end.
TOTAL CUSTOMERS REPORTED

This is number of Customers included in the report.
ACTIVE CUSTOMERS NOT REPORTED

This gives the number of Customers who have transactions during the period but have
not been included in the report.
DORMANT CUSTOMERS
This is the number of Customers who do not have any transactions during the period.
Please note that these Customers are also not considered for the report.
TOTAL CUSTOMERS
Total number of Customers in the Account.
TOTAL OF REPORTED RETURNS
This is the total of Returns for all the Customers included in the report. This figure is
shown only if 'Include Returns' prompt has been answered as 'Y' in the report options.
NET SALES
This is the difference between the TOTAL OF REPORTED SALES and TOTAL OF
REPORTED RETURNS figures, and is shown only if 'Include Returns' prompt has
been answered as 'Y' in the report options.
• Service Invoices/Items are also considered in the Sales Analysis.
MIS Reports / Analysis - Purchase

This is one of the more important areas concerning business. The managers and executives
will find this report indispensable once they start using it. Since FACT is completely on-line
and integrated, all the Purchases upto the time of reporting are considered for the report.
Purchase Analyses are reported in several formats—all of which will appeal to you. Read
on for more details :
Agent wise
Agent/Salesman at the top level, with Vendors at the next level and finally Products. At all
levels, volume and value turnovers are reported with percentages (%). Summary format
suppresses the Product reporting.
Vendor wise
Vendor at the top level followed by Products. At both levels, volume and value turnovers
are reported with percentages (%). Summary format suppresses the Product reporting.
Product wise
Product at the top level, with Agents/Salesmen at the next level and finally Vendors. At all
levels, volume and value turnovers are reported with percentages (%). Summary format
suppresses the Agent/Salesmen & Vendor reporting.
Group wise
Product Group at the top level, with Product Subgroup at the next level and finally Products.
At all levels, volume and value turnovers are reported with percentage (%) of value
reporting. Summary format suppresses the Product reporting.
Select the Detailed or Summary option as you wish and see Purchase Analysis reporting
as never seen before.
From
To
Detail
Enter Y for reporting upto the last level; N to suppress last level reporting.
Printer
Enter Y for printer; N for screen. Invoice details are available only in printer is selected.
Invoice Detail
This prompt is activated only if you answer Y to Details and Printer above. Enter Y to include
invoice details on the report.
Include Returns
Enter Y to consider Purchase Returns in the analysis. N to exclude returns.
Sort By
Select Vendors to sort the report vendor-wise.
Select Products–Selective to sort the report product-wise for selective products.
No Agent Purchases
Select Include to print the No Agent purchases in the reports.
292 FACT User Guide
Select Exclude to print the No Agent purchases.

Select Only shows only those purchases which do not have any agents. In case you choose
'Only', the tag box for Agents will not be displayed.
Cash Purchases
Select Include to print the Cash Purchases in the report.
Select Exclude to not to print the Cash Purchases.
Select Only to print the Cash Purchases only.
Alphabetical
Enter Y for the report to be sorted alphabetically within the sorting preference; N for the
report to be sorted codewise within the sorting preference.
A window will appear on the bottom right corner showing either Product Groups/Agents/
Vendors/Products. Tag the ones you wish reported and press <[Ctrl]><R> to generate the
report.
Notes
• Service Invoices/Items are also considered in the Purchase Analysis.
MIS Reports / Customers & Vendors Analysis

This is the most powerful report relating to Debtors/Creditors with regard to the individual
document level tracking. You may take an analysis of each type of document selectively—
Invoices, Credit Notes, Debit Notes, Payments and Receipts. The report is available in a
few formats.
The detailed report lists each individual Invoice, Credit Note, Debit Note, Payment and
Receipt and tracks down each adjustment. Then it reports the current unadjusted balance
of the document. At the end it shows the net debit/credit for the party.
Detail
Select N-O/S for a non-detailed report of outstanding documents only.
Select N-All to include brief adjustment details, even for documents with zero balances.
Select Y-O/S to include adjustment details for outstanding documents only.
Select Y-All to include adjustment details, even for documents with zero balances.
From
Enter date From which documents should be considered.
To
Enter date To which documents should be considered.
Printer
The cursor skips this option if you select Y-O/S or Y-All under Detail.
Remarks
Enter Y to include remarks entered in the various documents; N to exclude them. This option
is not available if you selected N-O/S or N-All under Details.
Sort by
Select Customers/Vendors to sort the report party-wise.
Alphabetical
Enter Y to sort the report alphabetically within the sorting preference specified above; N for
the report to be sorted codewise.
Analyze
Tag Invoices to consider invoices in the analysis.
Tag Debit Notes to consider debit notes in the analysis.
Tag Payments to consider payments in the analysis.
Tag Credit Notes to consider credit notes in the analysis.
Tag Receipts to consider receipts in the analysis.
Tag Exch. Gain/loss to consider exchange gain / loss in the analysis.
A window appears in the bottom right corner displaying all the Party Codes and Names. Tag
the ones desired, press [Esc] and select Go.
Notes
• This report, as all others is sensitive to Filters.
• This is possibly the most powerful report for Debtors/Creditors. Complete details of the
documents of debtors/creditors are reported with all adjustments. You may tally each
document with the other for adjustments. Send a copy of this report to your parties and
see how fast accounts are reconciled with them.
MIS Reports / Profitability - Sales

This report allows you to calculate the Sales profitability in different sort order. This is
however not to be confused with the company's Gross or Net Profit. The report is based on
the Basic value of each Sales Invoice.
From
To
Detail
Enter Y for transaction level details; N for summary report.
Printer
Invoice Detail
This prompt is activated only if you answer Y to both, Details and Printer above. Enter Y
to include invoice details on the report.
294 FACT User Guide
Include Returns
Enter Y to consider Sales/Purchase Returns in the analysis; N to exclude returns.
Sort By
Select Agent to sort the report agent-wise.
Select Customers to sort the report party-wise.
Select Product-Selective to sort the report product-wise for selective products.
Select Product-All to sort the report product-wise for all products.
Alphabetical
Enter Y to sort the report alphabetically within the sorting preference specified above; N to
sort the report codewise.
Details
Enter Y for transaction level details; N for summary report.
Profitability
LIFO - Last In First Out
FIFO - First In Last Out
Average - Arithmetic Average
Val Tech - Rated Method
Select the method by which you would like the profitability to be calculated.
Profit
If you had selected Customers in Sort By above, this option will be automaically made
available for selection.
Choose As Gross Margin to include Profit figures in the report.

Choose On Cost to include Profit as a percentage of Cost in the report.
Choose Both to include both the above figures in the report.
Notes
• Profit on Cost is not calculated for for Sales Returns,
MIS Reports / Currency Exposure

This report shows all open foreign currency transaction and compare the outstanding
balance with the rate on the original transaction with the user-defined exchange rates as
on the date on which the report is generated and calculate the exposure.
From
To
As On
Enter date As On which the document balances should be considered.
Printer
Report
You can generate the currency exposure report for Customerwise/ Vendorwise and also for
both.
Both generates report for both Customer and Vendor.
Customer generates report Customerwise.
Vendor generates report Vendorwise.
Analyze
Tag Sale Invoices to include Sales Invoices in the Exposure statement.
Tag Purchase Invoice to include Purchase Invoices in the Exposure statement.
Tag Debit Notes to include Debit Notes in the Exposure statement.
Tag Credit Notes to include Credit Notes in the Exposure statement.
Tag Customer Advance to include Advance Deposits in the Exposure statement.
Tag Vendor Advance to include Advance Deposits in the Exposure statement.
You may tag more than one document type on a single report.
Details
Enter Y for transaction details; N for summary report.
MIS Reports / Consignments Sales & Expenses

The Profitability - Consignments report is designed to calculate the Gross and Net Profits
made on each Sale transaction / consignment, considering all the incomes and expenses
incurred.
A transaction or a consignment may consist of at least one Sale Invoice. The incomes &
expenses are taken into account by entering One Db/Cr, Many Db/Cr and Journal Vouchers
by selecting relevant General Ledger Codes. These General Ledger Codes can be for
Freight charges, Interest, Service Charges or any other Income / Expense which would be
affecting the profit made on the transaction / consignment. Just make sure that these GL
Codes have been defined as Profit & Loss type in the General Ledger Master.
In order to generate the report and calculate profit on a transaction / consignment do the
following:
• Save a Sale Invoice with a pre-determined Document Class. You may select Document
Classes from one or more Segments.
• Append Cash/bank Receipt, Payment Vouchers and Journal Vouchers with the same
Document Class (or a combination) as used with the above Sale Invoice. While defining
these Vouchers, select the General Ledger Codes for the incomes & expenses which you
want considered when calculating the profit. There is no restriction on the number of GL
Codes selected in the Vouchers.
The report gives you the following information -
• Sales, Cost & Profit figures for each product.

• Gross Profit made on the transaction.
• Receipts, Payments, Debits & Credits made to the various Income & Expense accounts.
296 FACT User Guide
• Resultant Net Profit made on each transaction.
Filter
Enter the Document Class Filter used in the Sale Invoice and the Vouchers.
Printer
Profitability
Select one of the following valuation techniques for calculating Profitability-
LIFO
FIFO
Average
Val Tech
Notes
• Please remember that the Document Class is used as a link between the
Sale Invoice and all the Vouchers connected to that transaction.
• If the same Document Class / Filter has been used for more than one
Invoices, all of these would be collectively considered while
calculating the Gross and Net Profits.
• It is important to know that Receipt and Credit Vouchers will increase
the profit whereas Payment and Debit Vouchers will decrease the
profit.
• If a particular General Ledger Account has been selected in more than

one Voucher, this Account is printed only once with a consolidated
figure. This figure is inclusive of all the debits & credits made from
the different Vouchers.
• If the report detects the stock balance going negative for any Product
on any day, the Cost and Profit figures for that Product are printed as
(***). Accordingly, the Gross Profit & Net Profit figures are also
printed as (***).
The report further prints a warning along with the offending Product
details, the negative stock figure and the date on which the stock
went negative.
• Remember to define a combination of Document Classes as a Filter

from Masters / Document Class / Filters. When generating the report,
you may then just press [F1] to call this combination, instead of
typing it in. For a thorough understanding of Filters, you may refer
to the section devoted to Filters.
MIS Reports / Price History

The Price History report provides Sale / Purchase History details such as Quantity, Rate
and Amount of a Product related to a particular Customer / Vendor. Invoice Details such
as Invoice Number and Date are also provided.
From
Enter the starting date of the report
To
Enter the ending date of the report
For
Select Customer to generate the report for Customers. Choosing Vendor will give a report
for Vendors.
Printer
Enter Y to send the report to printer.
Product
Select Product - Selective to generate the report for selective Products.
Select Product - All to generate the report for all Products.
Select Groups to generate the report for Products Groups.
A pop-up box displaying Customers / Vendors (based on your earlier selection) will appear
now, allowing you to tag the desired selections. Following this, a pop-up displaying
Products / Groups comes up if you had selected Products - Selective or Groups
respectively.
Notes
• The report is sorted on either Customers or Vendors within which it is sorted by Products
or Groups, as per your selection. Within Products / Groups, all Invoices are listed Date
wise.
Ar/Ap / Special Reports

Special Reports / Interest - Customers & Vendors
FACT allows you to calculate interest with compounding, TDS rates, compounding date
start for ledger accounts, sub ledgers, customers and vendors. Moreover, FACT stores all
the information required for such calculations at the individual code level thus making it
possible to customize the rates etc. It is possible to obtain interest calculations for ledger
codes, sub ledgers, debtors and creditors as well.
You may enter the master information for interest calculation thru Masters/Interest Rates/
Customer & Vendor. FACT will then show you the codes. Select the code you want to key
in details for, by moving the highlighted bar up and down—then press <Ret>.
Rate on Int
Enter rate at which interest is to be computed.
TDS Rate
Enter rate of Tax Deduction at Source (TDS) rate here – 0.00 if not applicable.
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Cmpding Start
Enter date from when compounding of interest is to begin – in case you want simple interest
to be calculated, enter a date beyond the End Date of the accounting period.
Compounded
Move the small bar up or down to the desired compounding interval and press to save.
FACT allows you to specify any one the following compounding rests – daily, weekly,
monthly, quarterly, half yearly and yearly. Select Yearly in case of Simple Interest.
Notes
• To calculate Simple Interest, enter the compounding date as the first date of the next
financial year and select compounding as Yearly.
• TDS is not considered in certain cases if the interest amount is below a certain amount
(say $2500.00 entered as Exempt : thru Ar/Ap/Special Reports/Interest–Debtors/
Creditors).
To generate the report on Interest Calculations for Customers/Vendors, go to Ar/Ap/
Special Reports/Interest–Customer/Vendors and enter as follows :
Opening
Select Summary for a non-detailed report that will give you just the total interest.
Select Details for a detailed report.
From
Enter date From which documents should be considered. If you selected ‘Details’ above,
the cursor skips this option - and the accounting period Start Date is displayed as the default
From date.
To
Printer
Alphabetical
Enter Y for the report to be sorted alphabetically; N to sort codewise.
All
Enter Y to report all Debtors/Creditors even if their Interest Databases is not complete.
TDS Exempt
Enter amount under which there will be no deduction shown for TDS.
Days in Year
Enter the number of days to be considered for a year.
A box will appear with a list of Customers/Vendors, tag the ones for whom you wish to
generate the report, press [Esc] and select <Go>.
Special Reports / Interest - Sales Invoice & Purchase Invoice

You may generate interest calculations on overdue/open invoices of Debtors/Creditors.
The options are much the same as in Interest-Debtors/Creditors except for the these :
On
Select Invoice Dt to consider the invoice date for interest calculation.
Select Due Date to consider the invoice due date for interest calculation.
As on
Enter date as on which the invoice net balance be considered for reporting.
Notes
• This report is especially useful if you charge interest for overdue bills.
Special Reports / Statement of Account - Customers & Vendors

FACT allows you to generate Account Confirmation Statements (Statement of Account) for
Vendors and Customers. Addresses for Vendors or Customers are automatically picked up
from the Vendor/Customer database.
From
To
Opening
Select Summary if you wish to report the opening balances in a non-detailed format.
Select Detailed if you wish to include transaction level details for the opening balance.
Days
Enter the number of days over which documents should be considered for ageing purpose.
Alphabetical
Enter Y to sort the report alphabetically; N to sort the report codewise.
No of Copies
Enter number of copies of each statement that you wish to print.
Print Using Design

Select the existing Statement of Account Document Designs using which you will print the
report.
Interval
Enter the Interval period for the ageing details.
On
Select Invoice Dt to consider the invoice date for interest calculation.
Select Due Date to consider the invoice due date for interest calculation.
Zero balances
Enter Y to print Statement for a Customers/Vendors even if no transaction exist.
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Post Dated Cheques

Enter Y to include and account for all Receipts / Payments for the Customer / Vendor which
fall even after the reporting period. In effect, all the Receipts / Payment Vouchers adjusted
against a particular Invoice are taken into account upto the end of the Accounting period.
Answering N will consider the vouchers upto the end of the reporting period only.
However, in both the above cases, Invoices will be considered within the reporting period
only.
Notes
• On answering Y to Post Dated Cheques above, the system assumes that the Voucher
Dates are the same as the dates of the post dated cheques.
While printing, the Cheque Number and Date will appear in the Particulars column of the
Voucher. If you had answered N then the standard phrase will appear.
• This report is available only on printer.
• The statement of account allows you to print the opening balance in detailed as well as
summary format.
Special Reports / Customer Address Exceptions

This Exception report lists all Sale Invoices which have their Billing & Shipping addresses
different from the ones that have been entered through Masters / Vendors/Customers /
Customers option.
The report, which is sorted Customerwise, prompts for the following information -
Sorted By
Select Date to sort the report by Invoice Date, within Customers.
Select Number to sort the report by Invoice Numbers, within Customers.
From
Enter date From which Invoices should be considered.
To
Enter date To which Invoices should be considered.
Detail
Select Summary to report Invoice Number, Invoice Date and Amount of the exception
Invoices. It will also show the Billing & Shipping Address entered through the Masters for
the Customer. However, the modified address will not be shown.
Select Summary with Address format, which is similar to the Summary report.
Additionally, it will also show the modified Invoice Billing & Shipping addresses. This report
can only be taken on printer.
Select Detail format to get a Summary with Address report, along with the Product
details .
Select Detail with Address to get a detailed report which lists both the Billing & Shipping
Address from the invoice as well as the Billing & Shipping Address from the Master for each
Invoice. The Product details will also be shown.
Remarks
Answer Y to print Remarks in detailed reports. Remarks are not printed for Summary
reports.
Printer
Enter Y to send the Summary report to printer. Please note that all other reports can only
be taken on the printer.
For
Select Products & Services to include both Sales & Sales Service Invoices in the exception
report.
Select Products Only to include Stock Sales Invoices only.
Select Services Only to include Sale Service Invoices only.
Alphabetical
Enter Y for alphabetical reporting on Customer Name; N for Customer Codewise.
Invoice Filter
The default is 15 asterisks. You can filter the report on any Invoice number pattern. Enter
the filter pattern for the invoice number. If you do not wish to filter on any pattern, leave the
default asterisks. Remember, even a blank space is a valid filter pattern.
Notes
Special Reports / Customer Reminder Letters

You may print Reminder Letters to Customers from here. It takes into account invoices
raised from any date to any date and the position of those invoices as of any date.
Opening
Select Exclude Opening to exclude opening invoices from the reminder letter.
Select Include Opening to include opening invoices in the reminder letter.
Select Only Opening to report only opening invoices in the reminder letter.
From
Enter date From which documents should be considered. If you had selected Only Opening
or Include Opening, above, the cursor will skip this option - and the accounting period Start
Date will be displayed as the default From date.
To
Enter date To which documents should be considered. If you had selected Only Opening,
above, the cursor will skip this option - and the accounting period Start Date will be displayed
as the default To date.
As on
Enter date as on which the invoice net balances should be considered for reporting.
Printer
This is Y by default. This report is available only on printer.
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Alphabetical
Enter Y to sort the report alphabetically; N to sort the report codewise.
Special Reports / Special Registers - Sales & Purchases

Includes GST/VAT/Sales Tax Register
This module will generate all your Sale & Purchase Invoice Term Registers—GST/VAT/ST,
Excise, Freight, Discount or whatever terms you may have installed.
GST/VAT/ST Registers are generated in two formats—Vertical and Horizontal. In the

Vertical format, you may specify only one rate of Tax and it may be generated on 80 column
paper. In the Horizontal format you may specify upto 4 rates of Tax and may also generate
the monthly Summary for payment of Tax every month/quarter.
Special Registers are available only on the printer since the screen is unable to hold the
volume of data for each transaction on a single line.
For
Choose from Date to sort the report Invoice Date wise.
Choose Number to sort the report Invoice Number wise.
Choose Customer ( or Vendor in case of Special Registers - Purchases report) for a
Customer wise sorting.
From
To
For Term
Enter code of the Invoice Term desired. Use Popup Help Box. It will show you all the Invoice
Terms. When an Invoice Term is entered, the description of the Term is displayed on the
screen.
If the Invoice Term you selected above is a GST/VAT/ST code, you will be prompted further
with the following :
Format
Select Horizontal if you wish to generate the report on 132 col stationery.
Select Vertical if you wish to generate the report on standard 80 col stationery.
Select Summary if you wish to print the report in monthly format - 132 col stationery only.
In case you selected a GST/VAT/ST code in Invoice Term a window will appear in the
bottom right corner with all the GST/VAT/ST Codes. Tag the one desired (if the Format
selected was Horizontal, you may tag upto 4 GST/VAT/ST codes) and press [Esc]. Select
Go to start printing.
Address
Answer N to suppress printing Customer / Vendor addresses.
This option is not available if you had selected the Summary Format above.
Total
Answer N to suppress printing Totals at the end of the report.
This option is not available if you had selected the Summary Format above.
Notes
• The GST/VAT/ST Register prints the Remarks line entered on the invoice also. To save
data entry, you may enter the entire day’s cash memos as one Cash Memo at the end
of the day and enter the Cash Memo From and To Numbers in the Remarks line.
• You may generate only the Summary of the GST/VAT/ST Register. Try it out for timely
payment of GST/VAT/ST and reconciliation of the GST/VAT/ST Account.
• If you enter the GST/VAT/ST Rate as zero, the Sale shall be reported in the Exempt
column.
Special Reports / Open DO - Sales & Purchases

This module reports all the D/Os (Sale & Purchase) against which an Invoice has not been
entered.
From
To
Printer
Alphabetical
Enter Y to sort the report alphabetically; Enter N to sort code-wise.
Notes
• This report is generated party-wise.
• Generate this report every evening and you will never miss out raising an invoice for any
shipment.
Special Reports / ST Form Exceptions - Sales & Purchases

This module reports all Sales Tax due from Debtors or due to be given to Creditors. It
automatically selects for reporting all the bills entered with a Sales Tax rate where ST form
was required and has not been received yet.
From
To
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Printer
Reminders
Enter Y to print reminder letters. The cursor skips this option if you answer N to Printer.
Cash Invoices
Select Exclude to exclude cash invoices.
Select Include to include cash invoices also.
Select Only to report cash invoices only.
Sort By
Select Order to sort the report order number-wise.
Select Invoice to sort the report invoice number-wise.
Alphabetical
Enter Y to sort the report alphabetically within the sort preference specified above; N for the
report to be sorted codewise .
A window will appear on the bottom right corner showing all Customers/Vendors. Tag the
ones you wish reported, press [Esc] and select Go to generate the report.
Notes
• This report is generated party wise. Just attach the printout to your standard reminder
circular and mail it regularly. No more running around at the time of the GST/VAT/ST
assessment.
• ST Form Required is entered thru Account/Preference/System Controls/Sales or Pur-

chases/Sales Tax Codes for the Sales Tax Rates defined there.
• The Form Type is displayed along with the totals of each type of form due.
• ST forms due for Cash Purchases and Sales are also reported.
Ar/Ap / Document Printing

FACT allows you to print Vouchers, Sale Order Acceptances, Purchase Orders, Sale D/Os,
Sale Invoices, Receipts/Payment Vouchers, Party Journal Vouchers, Credit Notes and
Debit Notes — Both Online and Offline.
The documents may be printed for a Date or Number range.
You may set the Online option to print documents as soon as you enter them. Goto
Account/Preferences/Document Printing and select Use Online Printing and press <Ret>
- a check mark will appear. Now as soon as you have entered any of the documents listed
in this module thru the Entry section, you will be prompted for printing it. Turn the Online
option OFF simply by pressing <Ret> again on the option - The check mark will be removed.
On
Select Date to print documents for a specified Date range.
Select Number to print documents for a specified Number range.
Use F1 for help on Document Numbers
From/To
Enter the Date Range or Number Range for which you wish documents to be printed.
Re-Print
Enter Y to re-print already printed documents. FACT keep a check whether a document has
been printed earlier or not.
Copies
Enter number of copies to be printed.
In case you selected to print Debit/Credit Notes, you will be required to specify :
Print GL Code
Enter Y to print the General Ledger code of the account that was debited /credited; N to
suppress.
In case you selected Sale or Purchase Order/DO/Invoices, you will be prompted for :
Print Using Design

A pop-up box will list all the existing document designs. Select the design you wish to print
the document in.
Notes
• To print a single document, select Number and enter the same document number in the
From and in the To prompts.
• Select the Date option and enter the date in both From and To prompts to print for a date
range.
Ar/Ap / Listings of Masters

Listing of Masters / Salesman/Agent
This report will list out all Salesmen/Agents defined by you through Masters/Salesmen
Agents—Alphabetically or Codewise. Detailed and Non-detailed options are also available.
Detail
Enter Y for address, phones etc to be viewed/printed, N for codes, names only.
Printer
Y for output to printer, N for screen.
Alphabetical
Enter Y for Salesmen/Agents to be listed Alphabetically, N Code-wise listing.
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Listing of Masters / Customers/Vendors

All Vendors/Customers defined through Masters/Vendors/Customers are listed in this
report. You get separate lists for Vendors and Customers.
Select Customer or Vendor from the main option and press <Ret>.
Detail
Enter Y for address, phones etc to be viewed/printed; N for codes and names and phones
only.
Printer
Alphabetical
Enter Y for the report to be listed alphabetically; N for Codewise listing.
Listing of Masters / Interest rates - Customers & Vendors

All details for Interest Calculation entered through Masters/Interest Rates are listed here—
refer to it when required.
Printer
Ar/Ap / Query
FACT has a comprehensive query option for sale and purchase. This module allows you
to see all the documents, on screen, without having to generate any report. This is by no
means a replacement for any report, but serves the purpose of quickly locating and viewing
any document related to either sales or purchase, be it an order, D/O, invoice, receipt,
payment, credit note or debit note. Moreover, it shows the links between all the documents,
which are otherwise not available. For example, if you are viewing an invoice amount,
details of the order against which it was shipped/ received. To see details of the order, all
details of the order against which it was shipped/ received. To see details of the order, all
you ave to do is to switch to the order window. It is this linking and switching of views that
makes this option a manager's ideal tool. Query, is designed to fulfil the need of providing
information quickly and efficiently and blends in easily with today's fast paced business
environment. It should greatly reduce your need to generate the standard FACT reports.
Concept
The concept for the sale and purchase query is identical, hence we will discuss sale query
only. The sales query is arranged into following 7 windows:
Invoice
Receipt
Credit Notes
Payments
Debit Notes
Orders
Customer
The way in which the data is shown in a window, is called a view. In Query, it is possible
for a window to have more than one view. For example the Invoice window has the following
views:
Item Details
This view shows all the items and terms that were on the invoice. In addition to these details
the standard invoice details like number, date, customer, amount, balance etc. are shown.
Adjustments Details
If the invoice has been paid up or adjusted against an advance / credit note, this view will
show the date and amount adjusted. In addition to these details the standard invoice details
like number, date, customer, amount, balance etc. are shown.
Browse
The browse view, gives a list of invoices. The fields shown in the list can be set by you. As
a default, all the fields are shown and you can scroll between records and view them on
the screen. In this mode, standard Invoice details are not shown. Browse is helpful in many
way. Say, if you want to quickly see all the outstanding invoices for a customer, then instead
of using the down arrow to move from one record to another, the browse view will be more
efficient.
Another important concept is windows association. Associated windows share common

data so that when you switch from one to the other, this information is retained in the new
window.
For example, the Invoice window (in Adjustment Details view) and the Receipt window are
associated. Hence, if you are in the Invoice Adjustment Details view, and are currently
at Receipt No R1001, then switching to the Receipt window will show details of R1001. It
is this association, which makes Query powerful. You need to know only one document in
the entire chain, and all others will come tumbling out.
Using Query
When you enter this option the Customer window is active (on view) by default. This
default setting can be changed from the preferences option, but we will discuss that later.
The default view is the invoice view. The options available are :
Customer Window
File
Print
Not available (disabled)
Preferences
Set your preferences for the query module. This is common to all windows.
Quit
Close the query option and return to the main menu.
Lookup
Set Criteria
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Set a criteria that will control the display of the customer data in the window. A
diamond (u) at Lookup and Set Criteria will indicate if a criteria has been set. Once
a criteria is set, all other lookup commands (except clear criteria) work within its
scope.
Clear Criteria
Clear a currently set criteria.
Locate
Similar to set criteria, except that a permanent condition is not set. If found, the
window display will show this new record. You should remember that the locate
will operate within the scope of the criteria.
Next
Go to the next record.
Previous
Go to the previous record.
[Home]
Go to the first record.
End
Go to the last record.
Sort
Code
The data is shown sorted on the customer code.
Name
The data is shown sorted on the customer name.
Window
Invoices
Switch to the invoice window. If the Customer view is invoice, then position the invoice
window at the current invoice. The current invoice is marked by a highlighted bar in
the section of the customer window that is showing the document details.
Receipts
Switch to the receipt window. If the Customer view is receipt, then position the receipt
window at the current receipt. The current receipt is marked by a highlighted bar in
the section of the customer window that is showing the document details.
Credit Notes
Switch to the credit notes window. If the Customer view is credit note, then position
the credit note window at the current credit note. The current credit note is marked by
a highlighted bar in the section of the customer window that is showing the document
details.
Payments
Switch to the payments window. If the Customer view is payment, then position the
payment window at the current payment. The current payment is marked by a
highlighted bar in the section of the customer window that is showing the document
details.
Debit Notes
Switch to the debit note window. If the Customer view is debit note, then position the
debit note window at the current debit note. The current debit note is marked by a
highlighted bar in the section of the customer window that is showing the document
details.
Orders
Switch to the order window. If the Customer view is order, then position the order
window at the current order. The current order is marked by a highlighted bar in the
section of the customer window that is showing the document details.
Customer
This is not available as you are already in the customer window.
Customer
This is used to switch to different "point of view" while remaining in the customer window.
The following views are available under the Customer Window.
Invoice
Receipt
Payments
Credit Note
Debit Note
Orders
Browse
The fields shown in the browse are controlled by the Preferences set.
Invoice Window
File
Print
Print the D/o or Invoice that is currently shown.
Preferences
Quit
Lookup
Same as in customer window except the criteria will be set on the invoice database.
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Sort
Invoice
The data is shown sorted on the invoice number.
Customer
D/O
The data is shown sorted on the d/o number.
Window
Invoices
This is not available as you are already in the invoice window.
Receipts
Switch to the receipt window. If the view is adjustment details, then position the receipt
window at the current receipt.
Credit Notes
Switch to the credit notes window. If the view is adjustment details, then position the
credit note window at the current credit note.
Payments
Switch to the payments window. There is no association between invoice and payment
(for sales), hence the payment window will show the first record.
Debit Notes
Switch to the debit notes window. There is no association between invoice an debit
notes for sales, hence the debit note window will show the first record.
Orders
Switch to the order window. Position the order window at the order referred to in the
invoice.
Customer
Switch to the customer window. Position the customer window at the customer code
on the invoice.
Invoice
This is used to switch to a different view while remaining in the invoice window.
The following views are available under the Invoice Window :
Item Details
Adjustment Details
Browse
The fields shown in the browse are controlled by the preferences set.
Receipt Window
File
Print
Print the receipt.
Preferences
Quit
Lookup
Same as in customer window except the criteria will be set on the receipt database.
Sort
Receipts
The data is shown sorted on the receipt number.
Customer
Window
Invoices
Switch to the invoice window. If the view is receipt details, then position the invoice
window at the current invoice.
Receipts
This is not available as you are already in the receipt window.
Credit Notes
Switch to the credit notes window. There is no association between receipt and credit
note, hence the credit note window will show the first record.
Payments
Switch to the payments window. If the view is receipt details, then position the payment
window at the current payment.
Debit Notes
Switch to the debit note window. If the view is receipt details, then position the debit
note window at the current debit note.
Orders
Switch to the order window. There is no association between receipt and order, hence
the order window will show the first record.
Customer
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on the receipt.
Receipt
This is used to switch to different view while remaining in the receipt window. The following
views are available.
Receipt Details
Browse
Credit Note Window
File
Print
Print the credit note/ sale return.
Preferences
Quit
Close the query option and return to the main men.
Lookup
Same as in customer window except the criteria will be set on the credit note database.
Sort
Credit Note
The data is shown sorted on the credit note number.
Customer
Window
Invoices
Switch to the invoice window. If the view is adjustment details, then position the invoice
window at the current invoice.
Receipts
Switch to the receipts window. There is no association between receipt and credit
notes, hence the receipt note window will show the first record.
Credit Notes
This is not available as you are already in the credit note window.
Payments
Switch to the payments window. If the view is adjustment details then position the
payment window at the current payment.
Debit Notes
Switch to the debit note window. If the view is adjustment details, then position the
debit note window at the current debit note.
Orders
Switch to the order window. There is no association between credit note and order,
hence the order window will show the first record.
Customer
on the credit note.
Credit Note
This is used to switch to different view while remaining in the credit note window. The
following views are available.
Credit Note Details

Adjustment Details
Browse
Payment Window
File
Print
Print the payment voucher
Preferences
Quit
Lookup
Same as in customer window except the criteria will be set on the payment database.
Sort
Payments
The data is shown sorted on the payment number.
Customers
Window
Invoices
Switch to the invoice window. There is no association between payment and invoice,
314 FACT User Guide
hence the invoice window will show the first record.
Receipts
Switch to the receipts window. If view is payment details, then position the receipt
window to the current receipt.
Credit Notes
Switch to the credit notes window. If view is payment details, then position the credit
note window to the current credit note.
Payments
This is not available as you are already in the payment window.
Debit Notes
Switch to the debit note window. There is no association between payment and debit
note, hence the debit note window will show the first record.
Orders
Switch to the order window. There is no association between payment and order,
Customer
on the payment.
Payment
This is used to switch to different view while remaining in the payment window. The
Payment Details
Browse
Debit Note Window

File
Print
Print the debit note.
Preferences
Quit
Lookup
Same as in customer window except the criteria will be set on the debit note database.
Sort
Debit Note
The data is shown sorted on the debit note number.
Customers
Window
Invoices
Switch to the invoice window. There is no association between debit note and invoice,
hence the invoice window will show the first record.
Receipts
Switch to the receipts window. If view is adjustment details, then position the receipt
window to the current receipt.
Credit Notes
Switch to the credit notes window. If view is adjustment details, then position the credit
note window to the current credit note.
Payments
Switch to the payment window. There is no association between payment and debit
note, hence the payment window will show the first record.
Debit Notes
Orders
Switch to the order window. There is no association between debit note and order,
Customer
on the debit note.
Debit Note
This is used to switch to different view while remaining in the debit note window. The
Debit Note Details

Adjustment Details
Browse
Order Window
File
Print
Print the order.
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Preferences
Quit
Lookup
Same as in customer window except the criteria will be set on the order database.
Sort
Order
The data is shown sorted on the order number.
Customers
Window
Invoices
Switch to the invoice window. If view is shipment details, and you are positioned at
a D/O, then position the invoice window at the current D/O.
Receipts
Switch to the receipts window. There is no association between receipt and order,
hence the receipt window will show the first record.
Credit Notes
Switch to the credit notes window. There is no association between credit note and
order, hence the credit note window will show the first record.
Payments
Switch to the payment window. There is no association between payment and order,
hence the payment window will show the first record.
Debit Notes
Switch to the debit note window. There is no association between order and debit note,
hence the debit note window will show the first record.
Orders
Customer
on the order note.
Order
This is used to switch to different view while remaining in the order window. The following
views are available.
Order Details
Shipment Details
Browse
A tick mark in the details window indicates if the entire quantity item has been shipped.
Another window below the order details will open, for the shipment details. Position the bar
on the item whose shipment details you wish to view and hit <Ret>.
Preferences
This controls the behaviour of the Query in two respects :
Allows you to set the window that should be active when you enter the Query module from
the main menu. You can set your selection to Invoice if that is your most frequently starting
window for any query. This setting is FACT user based, so individuals can set their own
preference.
Select the fields that will be shown in the Browse view of each query window. This setting
is also FACT user based.
When you select this option from the Query menu, the following screen will be shown :
Browse Fields for

Select the window for which you want to set the browse fields. <Ret> or <Spacebar>
will popup a list, from which you can select with <Ret>.
Select From
Mark the fields you want to include in the bar, then move to SELECT using <Tab> and
hit <Ret>. Marking or tagging can be done using the <Ret> and Shift+Ret keys. The
Shift+Ret allows you to tag/mark many fields at once.
Select
Moves the marked fields from the Select box to the Output box.
Select All
Moves the all the fields from the Select box to the Output box.
Remove
Moves the marked fields from the Output box to the Select Box.
Remove All
Moves the all fields from the Output box to the Select Box.
Output Fields
This contains the list of fields that will be shown in the browse window. You can use
[Ctrl] + (down or up) to reorder the fields. With the mouse, you can press on the dumb
bell like symbol on the left and then drag it up or down. To remove entries from this
box, just mark them and select Remove.
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Active Window On Entry

Select the window you want active when you enter the query module.
Ok
Save the preferences.
Cancel
Return to the Query without saving the preferences.
Part VI Inventory 319
User Guide
Part VI
Inventory
FACT 

Money Can Buy
320 FACT User Guide
Introduction to Inventory
Entering Documents
Whenever you select an option to enter any transaction, you have the following choices:

to enter the Append mode; M for Modify ; D for Delete and S for Switch. *Switch is
available in limited options. These options are however not available in Closing/Production
Rates.
Modify/Delete
All documents entered through this section may be modified/deleted at will, at a later date.
Being ON-LINE, all balances are updated AUTOMATICALLY by FACT when a
modification/deletion is made.
However, at some places modification/deletion is either blocked or allowed in a restricted

manner.

Customer/Vendor Entries
All entries pertaining to Customers and Vendors are made through the Sales and Purchase
modules respectively. These entries automatically affect the financial books & Inventory.
Any modification/deletion of the Customer/Vendor documents are automatically reflected
in the financial books.
Inventory
All entries made through Sales & Purchases AUTOMATICALLY affect Inventory. Any
modification/deletion of documents entered through these modules are reflected in the
Inventory automatically. Whenever a document affecting Inventory is entered/modified/
deleted, the corresponding entry is automatically made affecting the Valuation of Stocks.
No additional entries need be done.
Opening Entries
Opening Entries of products are done through Masters/Opening Balances.
Double Quantity
It is possible to enter two quantities in Sale Order Acceptance/DO/Sale Invoice/Purchase
Order/Purchase DO/Invoice. An example will make this clear. In the cloth trade, sales/
purchases are made in Meters but it is specified how many Bales are being invoiced (for
identification purposes). Or in the tea trade, where tea is sold in Kgs but the invoice also
mentions how many Chests are being invoiced. The same goes for the cotton trade (Kgs
& Bales). To enter the above, say Y in Double Quantities through Masters/Items-Products/
Products.
On making any entry for this product, you will have to enter the second quantity and UOM
(unit of measurement). No calculation is done on this second quantity but it is printed on
the invoice and the Sale/Purchase Registers.
Different UOMs (Purchase, Stock & Sale)

You may purchase a product in say Cartons (a 20 pack of 5 litres each), stock it in Tins
(of 5 litres each) and sell in Litres or fractions. In this case, you should enter the Purchase
UOM as CTN (for Carton), Stocking UOM as TINS and Selling UOM as LTR (for Liters).
Whenever you enter a Purchase Invoice for this product, enter the Conversion Factor. Enter
20 since one Purchase UOM (Carton) is equal to 20 UOMs of Stock UOM (Tins). When you
enter a Sale Invoice, you should enter the Conversion Factor. Enter 0.20 since one Sale
UOM is equal to 1/5th Stock UOM. FACT asks you to enter the Conversion Factor ONLY
when it finds that the UOMs are different. In case the UOM is left blank FACT will ask you
to enter the UOM also.
Item/Product Discounting
To allow entry of percentage in the Difference column, select Product Discount as %age
in Account/Preferences/System Controls. Now in all Sales and Purchases entries if you
enter –5 in the Difference, it will calculate 5% less on the BASIC
Date Range
Active Date Range

User Level Check

Applicability Date
322 FACT User Guide
Masters / Items/Products
Items/Products / Products
This option allows you to create the master database of the Items / Products that will be
used by the sales, purchases or inventory modules. This includes Trading Items, Raw
Materials, Sub Assemblies and Finished Goods as well.
Product Code
Enter the product code (max: 15 characters). Use F1 to pop up all Product Codes.
Description
Enter the product name (max: 25 characters). It cannot be left blank.
In the next field, you may enter an additional description of upto 200 characters. You may
even copy the Product name entered above by pressing the [F1] key. Any additional
description enetered here can be later edited on the Order/DO/Invoice.
Is this a Service Item

Apart from tangible products purchased or sold, you may receive or provide services also
(electricity, consultancy, projects). In addition you may buy items such as stationery, for
which you do not maintain a stock ledger. In such cases type ‘Y’ here and FACT will skip
the next few entries (Purchase, Stock and Sale unit) which pertain to stockable items only.
A Rate can be specified for a Service Item. This is shown as default when an Invoice is
entered for a Service Item. For any service item you are allowed to give upto 5 lines of 40
characters narration in addition to the above description. The input screen in this case will
automatically change to the next one.
Purchase Unit
Enter the unit in which the product is purchased; It can also be left blank.
Stock Unit
Enter the unit in which the product is stocked; It can also be left blank.
Sale Unit
Enter the unit in which the product is sold; It can also be left blank.
Sell @
Enter the standard selling rate for the product. This rate can be overwritten at the point of
entering the Sale Invoice. This can also be left zero and the selling rate may be entered
at the point of entering the sales invoice.
Buy @
Enter the standard purchase rate for the product. This rate can be overwritten at the point
of entering the Purchase Invoice. This can also be left zero and the purchase rate may be
entered at the point of entering the purchase invoice.
Minimum Level
Enter the minimum stock quantity for each product, below which the stock must not fall.
You may leave this zero. FACT allows you to set the system to Warn, Ignore or Block an
entry (refer to the chapter on System Controls) if it detects stock of any product on that
document to fall below this specified Minimum Level.
Max Level
Enter the upper limit for stocking quantity.
Reorder
Enter the stock level at which the product must be reordered. You may leave this zero. FACT
allows you to set the system to Warn, Ignore or Block an entry (refer to the chapter on
System Controls) if it detects the stock of any product on that document to fall below this
specified Reorder Level.
Reorder Qty
Enter the quantity to be reordered. You may leave this zero. Logically, the reorder quantity
is the difference between the Maximum Level and the Reorder Level.
Val Tech
Enter the valuation technique you want to follow for valuation of the closing stock :
L - LIFO basis
F - FIFO basis
R - Rated (as entered by you)
A - Average of cost
Double Qty
There are some products which need to be mentioned in two quantities on the Sale/
Purchase Invoice. e.g.. cotton is always quantified in Bales and Kgs. If your product requires
a measure in this manner press ‘Y’ otherwise leave as ‘N’. Note that this is not the same
as that of having a product that can be sold in different measures as cotton is always
measured in two units as opposed to say pipes, which could be sold in feet or yards.
Sale AC
Each product or service can be mapped onto its individual General Ledger Account Code
if desired. In case this field is left blank (or zero) then FACT will post all sales for this item
to the Sales Account code specified in the System Controls. Use F1 to pop up General
Ledger Codes.
Purchase AC
Each product or service can be mapped onto its individual General Ledger Account Code
if desired. In case this field is left blank (or zero) then FACT will post all purchases for this
item to the Purchase Account code specified in the System Controls. Use F1 to pop up
General Ledger Codes.
324 FACT User Guide
Sale Return
Each product can be mapped onto its individual General Ledger Sales Return Account
Code if desired. In case this field is left blank (or zero) then FACT will post all sales returns
for this item to the Sales Return Account code specified in the System Controls. Use F1 to
pop up General Ledger Codes.
Purchase Return
Each product can be mapped onto its individual General Ledger Purchase Return Account
Code if desired. In case this field is left blank (or zero) then FACT will post all purchase
returns for this item to the Purchase Return Account code specified in the System Controls.
Use F1 to pop up General Ledger Codes.
If you have defined any special field through User Defined Field in Masters you will get a
pop as you enter the Purchase Return. Enter each field. For a long list of fields the system
automatically creates the required pages. You can use this field in the document designs
of the reports.
Important Note for MRP based Excise calculation *

If you are paying Excise on your Products / Goods, the following information has to be keyed
in for each Product -
MRP Rate - Enter the Maximum Retail Price (MRP) Rate for the Product.
If no MRP Rate is entered here, Excise would be calculated on the document amount /
product amount and ignore the settings in the Excise Term.
Discount % - Enter the Discount % for the Product.
Disc Amt - Based on the figures you have entered above, the Discount amount is calculated
and shown here. You may edit the displayed Discount amount.
*
Refer to pages 66 & 246 for details on defining an Excise Term and using it in Sale
Invoices, respectively.
Notes
• If you do not enter anything in Purchase/Stock/Sale Unit, no units will be printed in any
of the reports such as Orders Outstanding , Purchase/Sale Registers , Stock Ledger etc.
In case the purchase, stock and sale units are the same, enter the same units in all the
fields. Make sure you enter the units EXACTLY in the same manner– keeping the lower
aNd UPPER cAsE in mind!
• In case the purchasing/stocking/selling units vary, leave the respective fields blank.
FACT will prompt you for the unit at the time of entry and ask for the converted quantity.
• Selling and buying rate entered in the Product Master can be overridden at the invoice
stage.
• Valuation technique can be changed at any later stage.
• In case the ledger code mapping of any of the items is changed after entries have been
made please do a Recalculation from Housekeep to ensure correct posting.
• Minimum level and reorder level, if entered are only to warn the data entry operator at the
time of invoicing, of stocks going below these levels– do not fret over putting values here.
You may also take the Reorder Level Status Report based on these quantities through
Inventory/Reorder Level Status.
• Product code is always alphanumeric. Be careful when feeding codes. 0 is not the same
as _0__.
• If you generate Stock Status Report from Inventory, it will report exceptions to Max Level
(if stock is higher than this figure) as well as Min Level or Reorder Level (if stock is below).
This report will also show the quantity to be reordered.
• Function Key Macros

Function Key Macros take away the drudgery from entering a long product list. Let us say
you are entering products where there are a number of common things to be entered as
follows:
Is this a Service Item : N

Purchase Unit : LTR Stock Unit : LTR Sale Unit : LTR
Rate : 0.00 Minimum Level : 0 Max Level : 0
Reorder : 0 Reorder Qty : 0 Val Tech : A
Double Qty : N Sale AC : 501 Purchase AC : 701
Sale Ret : 507 Purchase Ret : 707
Enter the first product, say with a product code 0001 and enter description Mobil Oil. Now
press Shift-F1. (In case the Kalculator pops up, press F and Shift-F1 again). This time
the Function Key Macro screen appears. Choose the Function Key you wish to program
and press <RET>. Enter as follows:
;LTR;LTR;LTR;0;0;0;0;0;A;N;501;701;507;707;;
Press <RET> and you are ready. Press the Function Key you had defined and see what
happens. All the data you wished to enter has been done and the cursor is resting at
description of product code 0002. Just enter the description and press the Function Key
again!
Items/Products / Grouping
FACT allows you to group the items/products into Groups and Subgroups just as you are
allowed to design the Profit & Loss Account and the Balance Sheet.
This grouping helps you segregate the Raw Materials from the Sub Assemblies from the
Finished Goods. You may even classify the products you stock by their type (e.g. Jute, Tea
or Cotton).
These Grouped formats are available to you when you generate the Stock Ledger,
Valuation of Closing Stock and Consumption Reports. You may take the report only for
selected Groups or all of them.
Groups
Press <RET> to enter the Product Groups. To add a Group, press <INS>. Enter the Group
name, Printing Sequence, Y if you want the Group Totals of the Product Quantities and
lastly the Unit of Measurement of the total on quantity.
326 FACT User Guide
To Modify any existing Group, press M.
In case you want to add several Groups, press the Down Arrow key till you come to the last
Group and then press it once again. A message will flash 'Add another Group...Y!'. Press
Y and enter all the relevant information. When you press <RET> after the last answer, the
cursor automatically goes to the next line asking you to add another Group.
You may have upto 9999 Product Groups.
Sub Groups
Once you've entered Groups, you may enter Sub Groups for them in the same manner you
entered Groups. Select the Group and press <RET>. You will have to enter the Conversion
Factor for the Sub Group if you had answered Y to the Group Total Required question. E.g.,
if you're entering Sub Groups for Cheese and want totals on Kgs sold, you should enter
a conversion factor of 5.0 for 5 Kg Tin Sub Group. This will total all the 5 Kg tins of Amul
Cheese sold and multiply it by 5 to give a total in Kgs of Cheese sold. Similarly, for Half Kg
Tin you will enter a Conversion Factor of 0.5.
You may not enter any Sub Groups for a Group if so desired. This will still allow you to tag
Products directly to the Group - the only difference will be that there is no Sub Group in this
case.
Product Mapping
After entering Sub Groups, press <RET> on the selected Sub Group to map (or tag)
Products into Groups/Subgroups. In case you want to tag a Product into the Group/
Subgroup selected, bring the cursor to it and press <RET>. A bright arrow sign will appear
meaning this Product is tagged. Tag other Products similarly. Enter the Conversion Factor
if you had answered Y to Sub Group Totals Required. Enter the Conversion Factor in the
same manner as Sub Groups.
To save, press <ESC>. In case you had pressed <ESC> by mistake, choose Continue and
press Enter. To abort the Product tagging, choose No Save. Choose Save to save the new
settings. Repeat the process for the other Sub Groups and then the other Groups. You may
modify the Groups, Sub Groups and Product tagging at any later time.
In case FACT detects that the total number of products exceeds 1000, tagging is allowed
in blocks of 1000. In such a case, products now displayed in the Popup box is in blocks of
1000. The Help Box on the screen displays the total number of products in the Account, and
also the number of products being displayed in the Popup Box.
If you press P(revious) or N(ext), the following options are displayed :
Continue to continue in the same block

Save & Previous/Save & Next to save current tagging & Move to the Previous Block
or save current tagging & Move to the Next block.
Previous/Next to move to the Previous or Next block without saving
Products under different Blocks can be tagged under the same Group/Subgroup.
Notes
• Before modifying the groups take a printout from Inventory/Listing. You will get the
current layout.
• A conversion factor error may be reported when you take this listing. This happens if
Totals Required at the Group Level is Y and Conversion Factor at the Subgroup level is
Zero or if the Totals Required at Subgroup level is set to N. This may also happen if Totals
Required at Subgroup level is Y and the Conversion Factor at the Product level is Zero.
Modify the relevant Subgroup and Products to correct this.
• A Grouped Stock Register can be generated through Inventory/Ledger Stock. It shows

quantity and amount totals for Groups and Subgroups as well.
• In cases where the number of products exceeds 1000, reports can only be taken
blockwise. Products under different blocks cannot be tagged together while generating
the report. If you move from one block to another, the tagging of the current block is lost.
• FACT allows you to enter 9999 number of Product groups/subgroups. The length of the
Group description is 40 characters while that of the Subgroup description is 40
characters.
Masters / Cost Centres

FACT supports a manufacturing inventory for which cost centers form an integral part. The
cost centers to be used for issue and receipt of finished goods are to be entered through
this module.
Cost Centers may be defined in a variety of manners, depending on how you want to view
your figures. You may have different machines in a factory as Cost Centers. In case you
have several factories, each factory may become a Cost Center. Cost Centers may also
be various processes you may be putting a product through. We leave the creation of Cost
Centers entirely to you.
The entry of Cost Centers is similar to that of Customers/Vendors. Just follow the same
procedure.
• Cost Centers are used only to control Manufacturing Inventory. In case your company
is engaged only in trading, skip this section.
• You may generate a Cost Centerwise Consumption Report or a Product Groupwise Cost
Centerwise Consumption Report. Both are available through Inventory/Consumption
Reports.

Products
This option allows you to enter the quantities and values of the Stock in Hand as on the
opening day of the current financial period.
You merely enter the quantities and the respective values of the closing stock as at the close
of the previous year. Make sure that the total of the values of all the stocks is the same as
328 FACT User Guide
that of the control account (in the General Ledger). The entries can be made sensitive to
document class and for different dates for the same product. This is especially helpful if you
are maintaining stock control through document class. The different dates ensure that a
correct ageing of your stock is reported. Press <Ret> to come to the following screen:
Your Company
OPENING STOCK 01/04/92—31/03/93
Company City
Code Description Class Qty Value
0001 Turpentine 001 2000.000 24000.00

0002 Grease
0003 Rubber
0004 Red Dye
0005 Cotton
0006 Pipe
0007 Shoes
0008 Epson EX 1000 printer
Search On Code :
Total Stock Value 105500.00 Product 3500.000 34000.00
Options: <ESC> Search : Press First Key(s)
Select the product for which the opening balances have to be keyed in and press Enter.
Class
Enter the document class here - exactly as it is supposed to be. See Masters / Document
Class for details. Use F1 for Popup Help Box
Date
Enter the date on which this particular stock came in. This date will be considered
during stock ageing
Quantity
Enter the quantity of the product that came in under the above class & date
Rate
Enter the rate at which this product was valued
Value
The calculated value is displayed. Change if desired
Notes
• The total stock value is displayed on the bottom left hand of the table
• The bottom right hand corner displays the total quantity and value of the product on which
the cursor is currently resting
• In case the total does not tally with your actual opening stock do not abort the entry. Save
it and edit it on any later date.
• Use Fast Search facility as in Opening Balances – General Ledger (both on Code and
Description).
• After entering all the Opening Stock details, run Housekeep/Diagnostics/Stock Control
– it will show you the total value of the entries made through this module and the amount
entered in Closing Stock Balance Sheet specified through Account/Preferences/
System Controls. In case there is a mistake, it is stored. Check Housekeep/System
Information.
Entry / Inventory Issues

Inventory Issues / Memos
You may create the Bill of Materials for a Finished Products here. Creation of an Issue -
Memo helps you in the following ways :
• entering Raw Material Issue Vouchers

• reconciling the Raw Material Issues and Finished Goods Receipts relating to a Cost
Center
At the time of entry of a Raw Material Issue Voucher, it asks you for an Issue Memo Name.
If you have defined an Issue-Memo, just enter it there and it will display all the Raw Materials
for that batch. You just have to enter the factor by which it will multiply the Raw Material
quantities by.
Memo
Enter a 15 character Memo name. Use F1 for a Popup help box - it will show you all Issue
Memos
Description
Key in a description (max : 100 characters) for the memo for easier identification.
Product
Enter the Code of the Finished Good for which this Issue-Memo is being created
Quantity
Enter the quantity of the Finished Good for which the Raw Materials will be issued. Normally
this should be 1 (one)
Class
Enter the Code for the Document Class. Use F1 for Popup Help Box. See General Ledger/
Document Class for details
Raw Material
Enter the Code for the Raw Material which will be issued. Use F1 for Popup Help Box. You
may also append a new Raw Material from here
330 FACT User Guide
Cost Center
Enter the Code for the Cost Center to which the Raw Materials will be issued. Use F1 for
the Popup Help Box.
Qty
Enter the Quantity for the Raw Material
UOM
In case you have entered the same stocking and selling units for the Raw Material through
Masters/Item-Product/Products, the Unit of Measurement is displayed. Otherwise, if the
Stock Unit is different from the Sale Unit, FACT will prompt you for the second UOM.
Conv Qty
In case the Stock Unit was different from the Sale Unit, enter the quantity equivalent to your
Stocking Unit (meaning the quantity which should be reduced from your inventory). Else
the Conv Qty will appear automatically
You may enter upto 50 Raw Materials in one Issue Memo. After making all the entries, press
CTRL-HOME keys to save the Issue Memo.
Notes
• Use Issue-Memos for faster entry of Raw Material Issue Vouchers.
• Check out the Raw Material Reconciliation available through Inventory/Raw Material
Reports/Reconciliation - it will give you total control over how much Raw Material should
have been consumed and what the actual figures are.
Inventory Issues / Issues

This module accepts all the entries for Issues of Products made to the various Cost Centers
for Production/Non-Production. You may be issuing raw materials, sub assemblies or oil
for the boiler. These products are all used in production. The reason why issues have been
classified into two categories (production and non production) is simple. To arrive at the
cost of production. The non production issues could be for maintenance of machines,
internal consumption by the various departments etc.
Type
Enter P for issues to Production, N for Non-Production
Doc No
Enter the Issue Voucher Number. Use F1 for a popup Help Box for a list of all existing Issue
Vouchers
Date
Enter the Issue Date.
Memo
Enter the Memo name - Use F1 for Popup help box. This field can however be left blank.
In case an existing Memo was entered you will be asked to enter a Factor. You can add a
new Memo from here - In case you enter a Memo name that does not exist, you will be
prompted with the following query on the screen :
"Memo not found!

Shall use this name to APPEND one…Y/N!"
Answer ''Y' if you wish to add a new Memo from here.

Factor
Enter the number of units of the Finished Good that is to be manufactured. The Raw
Materials on the Issue Memo will automatically be multiplied by this Factor and issued.
Remarks
Enter a 200 character remarks. This will be printed on the Issue Voucher.
Class
Enter the code for the Document Class. Use F1 for Popup Help Box. See Masters/Document
Class for details
Product
Enter the Product Code. Use F1 for Popup Help Box. By default it picks this up from the Issue
Memo specified.
Cost Center
Enter the Code for the Cost Center to which the material is issued. Use F1 for the Popup
Help Box. By default it picks this up from the Issue Memo. You may add a new Cost Center
too.
Qty
Enter the Quantity of the issued product. It multiplies the quantity specified on the Memo
with the Factor entered
UOM
In case you have entered the same stocking and selling units for the Raw Material through
Masters/Item-Product/Products, the Unit of Measurement is displayed. Otherwise, if the
Stock Unit is different from the Sale Unit, FACT will prompt you for the second UOM.
Conv Qty
In case you entered the UOM as above, enter the quantity equivalent to your Stocking Unit
(meaning the quantity which should be reduced from your inventory). Else the Conv Qty
will appear automatically
You may enter upto 50 products on one Issue Voucher. After making all the entries, press
CTRL-HOME keys to save the Issue Note.
Notes
• Cost Centers could be Factories, Machines, Groups of workmen or any kind of grouping
on which you want the manufacturing to be reported on.
• The Factor will multiply the quantity of the Items of the Memo by itself. The components
of the Memo can however be changed at the product level.
Inventory Issues / Returns

Issues made to various Cost Centers could be returned for a variety of reasons - production
less than estimated, issues made in excess of requirement, change of production
332 FACT User Guide
schedules, stoppage of work etc. Any good accounting system must have provision for
accepting returns of issues. So does FACT. These entries are made through this module.
It is not possible to add to Masters through this module.
Type
Enter P for return from Production; N for return from Non-Production
Doc No
Enter the Issue Return Number. Use F1 for Popup Help Box - it will show all the Issue Return
Vouchers (Production/Non-Production, depending on whether you entered P or N in Type)
Date
Enter the issue return Date
Ref. Doc No
Enter the Issue Note Number against which the return is being made. In case the Ref Issue
Voucher is not found, a message will flash ‘Ref Issue Note Number NOT found !
Proceed...Y/N!’. Say Y. Please remember, in case a Ref Doc No given does not exist, the
Issue Return will not be considered for Valuation of Stock.
Date
In case the Ref Issue Note is found the Issue Note date is automatically displayed. Else enter
the date
Remarks
Enter a 200 character remarks. This will be printed on the Issue Return Voucher.
Class
Enter the Document Class to indicate the branch, warehouse or type of order (local/export)
Product Issued
Enter the Code for the Product. Use F1 for Popup Help Box. In case an existing Issue Note
was entered, you can enter only those products which had been entered in the Issue Note.
Else the products will not be accepted. In such a case F1 will list only the issued products
Product Returned
The Product being returned need not be accepted as the Product which was issued. It could
be accepted as Seconds or Damaged. Enter the Code of the Product which you are
accepting back
Quantity
Enter the quantity of the returned product
Code Cost Center

Enter the Code of the Cost Center which is returning the product. Use F1 for Popup Help
Box
Press the CTRL + HOME key to save the return note.
Notes
• Inventory/Issues Register/returned will show you all the entries made here.
• Stock Ledger , Material In/Out Register show the Returns individually.
• Valuation of Closing Stock also takes into consideration all Returns of Issues. However,
a Ref Doc No given, does not exist, the Issue Return will not be considered for Valuation
of Stock.
Entry / Finished Goods

Finished Goods / Received
Raw materials and sub assemblies issued to the various Cost Centers are converted into
finished goods and are returned to the storekeeper. This module accepts the entry of
finished goods by the Cost Centers.
Doc No
Enter the Finished Goods Receipt Number. Use F1 for Popup Help Box
Date
Enter the date of the Receipt
C Center
Enter the code of the Cost Center from where these finished goods are being received. Use
F1 for Popup Help Box
Remarks
Enter a 200 character remarks. This will be printed on the Finsihed Goods Receipt.
Class
depending upon how you are using this field.
Product
Enter the Code of the Finished Goods received
Qty
Enter the quantity of the product received
UOM
In case you have entered the same stocking and purchasing units for the product through
Masters/Item-Product/Products, the Unit of Measurement is displayed. Else enter the UOM
Conv Qty
(quantity to be increased in your inventory). Else Conv Qty will appear automatically
Press CTRL + HOME key to save the voucher
Notes
• Cost Centers could be Factories, Machines, Groups of workmen or any kind of grouping
on which you want the manufacturing to be reported on.
334 FACT User Guide
• Inventory/Finished Goods Register/Received will show you all the Finished Goods
received.
• Valuation of the Finished Goods Received is done at the Production Rates entered by
you through Entry/Closing-Production Rates/Production - else value will be taken at zero.
Finished Goods / Returned

Finished Goods received from various Cost Centers may be returned to them due to
defective workmanship, wrong grade of goods produced etc. FACT allows you to enter such
Returns, taking them into consideration at Valuation of Closing Stock.
Document No
Enter the Goods Return Voucher No. Use F1 for Popup Help Box
Date
Enter the Goods Return Note Date
Ref. Doc No
Enter the Finished Goods Received Note Number against which the return is being made.
In case the Ref Fin voucher is not found, a message will flash ‘Ref Finished Goods Note
Number NOT found ! Proceed......Y/N!’. Say Y
Date
In case the Ref Receipt Note is found the Receipt Note date is displayed. Else enter the
date
Cost Center
Enter the code of the Cost Center to which the Finished Goods are being returned. Use F1
for Popup Help Box
Remarks
Enter a 200 character remarks. This will be printed on the Finsihed Goods Return.
Class
etc.
Product Recd
Enter the Product which was received and now being returned. In case an existing Finished
Goods Received voucher was entered, you can enter only those products which had been
entered in the Receipt Note. Else the products will not be accepted. Use F1 for Popup Help
Box.
In case an existing Ref. Doc No was entered, you can enter only those products which had
been received through that document. Else the products will not be accepted. In such a case
F1 will list only the received products
Product Returned
The Product being returned need not be the Product received. It could be Seconds or
Damaged. Enter the Product which you are returning. Use F1 for Popup Help Box.
Quantity
Enter the quantity of the returned product
UOM
In case you have entered the same stocking and selling units for the product through
Masters/Item-Product/Products, the Unit of Measurement is displayed. Else enter the UOM
Conv Qty
(the quantity to be reduced from your inventory). Else the Conv Qty will appear
automatically
Press the CTRL + HOME key to save the Return Note.
Notes
• Inventory /Finished Goods Register/Returned will show you all the entries made through
this module.
• Stock Ledger , Material In/Out Register show the Returns individually.
• Valuation of Closing Stock also takes into consideration all Returns of Finished Goods.
Entry / Transfer of Stock

When you have products running into large numbers , it is quite possible that duplicate
codes may be allotted to the same product and entries may be made against both the
product codes. A situation may occur when you are attempting to enter a sale invoice for
a product when you may get the message Stock going below Reorder/ Minimum. This
message may come even though you may have enough stock to cover this sale.
This module allows you to transfer the stock from the duplicate product code to the original
code.
This module also serves another very important feature. You are already aware that stocks
at different warehouses are handled through document class. When stock needs to be
transferred from one warehouse to another, entry is once again made through this module.
Xfer No
Enter the Stock Transfer Note Number. Use F1 for Popup Help Box.
Xfer Date
Enter the Date of the Transfer Note.
Remarks
Enter a remark not exceeding 200 characters.
Product
Enter the code of the product. Use F1 for Popup Help Box. In case you have entered ‘Y’
336 FACT User Guide
in Masters/Items Products/Double Quantity it will prompt you for the second quantity and
UOM.
Class
Enter code of the document class pertaining to the warehouse/branch. Use F1 for Popup
Help Box.
Qty
Enter the quantity you wish to transfer. A negative quantity (-) indicates stock out and a
positive quantity (+) indicates stock in.
Rate
Enter the rate at which the stock is being transferred
Difference
Enter the rounding off amount (+/-). You may leave it blank.
Amount
This is automatically calculated (quantity x rate plus/minus difference) and displayed.
Change if desired
You may enter upto 50 products on a single Stock Transfer Note - the screen scrolls after
5 products. Press Ctrl-Home to save the transfer note. FACT does not check to see if the
note is balanced in any manner - so be careful when transfer entries are made.
Notes
• Use this option to enter Opening Stocks of various Warehouses. Enter the gross stock
of all the warehouses/branches through Masters/Opening Balances/Stock. Then enter a
Stock Transfer Note through this module. Enter a Stock Out without a document class
and then enter stock in for all the warehouses/branches with their relevant document
classes and save. Remember, this entry must be made on the first day of the accounting
period.
• In case you are following the LIFO/FIFO method of stock valuation and have more than
one batch of opening stock, enter the gross stock through Masters/Opening Balances/
Stock. Then enter a Stock Transfer Note through this module. Enter a stock out for the
total quantity and amount and enter stock ins at the various batch rates totalling up to
the same gross quantity and gross amount. Remember, this entry must be made on the
first day of the accounting period.
• There is no check on the stock out (-) quantity equalling the stock in (+) quantity - be
careful before you save. It has been designed this way to enable transfer of a product from
one type to another. E.g.: you stock sugar and the stocks of a particular grade becomes
moist and gains weight in the process. You would require to transfer it to the moist grade
but the stock out will be less than the stock in.
• Stock transfers are shown individually in the Material In/Out Register as also in the
detailed Stock Ledger.
• Entries made through this module are reported in Inventory/Transfer of Stock
• It is important to enter the rate at which the stocks are being transferred out/in -
the valuation of closing stock depends on it.
Entry / Closing/Production Rates

Closing/Production / Closing
Closing Stock Valuation is done by traders/manufacturers on the basis of Cost/Higher of
Cost or Market/Lower of Cost or Market. FACT allows you to specify any of the
aforementioned methods for valuation.
This module allows you to enter the Closing Rates of all the Products, sensitive to your
accounting period, for each month.
Closing/Production / Production
This module also allows you to enter the Production Rates for receipts of Finished Goods.
You would have noticed that no rates are asked for at the entry of finished goods receipts.
This has been so designed since the rate of finished goods is not available at the time of
entry. The rate at which finished goods are valued at is calculated on the cost of production
and entered for the month. If this rate is not entered, valuation of finished goods received
will be taken at nil.
Press <Ret> on Closing or Production Rates to select. The following line will appear in
case your accounting period is set to more than 12 months :
YOU ARE USING MORE THAN 12 MONTHS. <F>st 12 MONTHS OR <L>st 12 MONTHS
If you wish to enter the Closing/Production Rates for the first 12 months, answer F ; answer
L for last 12 months and press <Ret>.
The window on the left will show you all the Products with the codes. Move up and down
using arrow & PgUp PgDn keys. To enter rates for a product press <Ret> when the
highlighted bar is on that Product.
You have the same unique search option built in here as in Masters/Opening Balances/
Ledger Codes.
A highlight bar shall appear on the first Closing Rate in the window on the right. Enter Rate
and press <RET> to move to the next month. Enter for all months in the same manner.
When you press <RET> at the last month the highlight bar in the product box moves to the
next product and the cursor in the rate box comes to the first month. Enter as before. Repeat
process for all products.
There are some in built features in this to allow you to enter rates faster. Press <Esc> for
the following options :
Lock a Month
This option LOCKS the month on which the cursor is resting on (in the rate box). When you
LOCK a month, the cursor stays only on that month. When you press <RET> after entering
the rate, the cursor moves to the next product for that month
Unlock/Unrepeat
When you want to unlock a month locked previously, come to this option and press <RET>.
It also releases the Repeat All feature explained below.
338 FACT User Guide
Repeat All
In case you want to enter the same rate for all the months, select this option. Now when
you enter the rate for the first month, it repeats itself for all the months and the cursor moves
to the next product
Continue
Choose this option in case you had pressed <ESC> by mistake and wish to return to the
entry screen
Code/Desc
When you enter this module, the default mode is Code. In case you wish the products to
be listed alphabetically by description, select this option. To revert back to Code mode,
select this option again
Quit
Select this option to exit out of this module. All rates entered so far will be saved
Notes
• The SEARCH option has been designed to help you locate a product quickly and easily
to enter the rate. When you enter this module, you notice that Code is highlighted and
the products are displayed in ascending order of their codes. If you press 1, it will appear
on the Search Code line and all the products with codes starting 1 will be highlighted. Now
if you press 2, all products with codes starting 12 will be highlighted. In this manner you
may telescope to the products you are looking for. If you press Backspace, the search
line will clear up and you may enter a new set of search keys.
• To search on Description of the products, press <Esc> and select Code/Desc and press
<Ret>. Now enter S. All products with description starting S will be highlighted. Press T
and all the products with description starting ST will now be highlighted. Choose the
product by moving with the arrow keys and enter the rate.
• <Home> key takes you to the first product; <End> key takes you to the last product.
• Rates entered here are valid for the entire month.
• Rates can be entered upto four places of decimal for more sensitive calculation.
• Closing rates are taken into consideration for Valuation of Closing Stock when you
choose the options : Higher/Lower of Cost or Market.
• Production rates are considered for all receipts of finished goods
• Rates may be changed at any time and new Valuation of Closing Stock generated - the
new rates entered will be considered.
• You need not enter rates for all the months at the same time. Enter the rates every month
if desired and view/print your reports with the Closing Stock valued up to date. Use the
lock feature to enhance speed and convenience of data entry.
• No listing has been designed for the Closing/Production Rates as this would be very
lengthy in case there are a number of products. Screen viewing is easy - 12 months’
figures are shown together.
Inventory Reports
This section deals with all the reports concerning PRODUCTS. All transactions arising out
of Sales & Purchases, Issues & Receipts, Returns of Sales, Purchases, Issues and Finished
Goods are reported here in a variety of formats.
All the standard inventory reports such as Stock Ledger, Material In/Out Register, Issue
Register etc. are present. However, keeping with the FACT tradition of providing you with
more than the normal, some special formats have been provided as follows :
• Memos Register lists all the Memos entered in the system.
• Issues Register shows you all the issue memos that you have created so far
• The Material In/Out Register shows the Opening Balance, Receipts, Deliveries and
Closing Balance of all selected products, for the specified period.
• Stock Ledger has markers to identify the type of returns indicating the category. Some
examples : **SR** - Sale Return; **IR** Issue Return etc.
• Stock Ledger can be generated selectively for the Product Groups. This gives a much
clearer picture of the stocks depending on how you have grouped the products together
– say Raw Materials, Trading Goods, Finished Goods etc.
• Stock Ledger reports the valuation of stock and is available for ANY valuation technique
you choose - each product may have a different valuation technique. You may change
the valuation technique mid year and generate the stock ledger afresh.
• Valuation of Closing Stock may be done selectively on Products or Product Groups.
• Consumption Reports are available on Product Groups, Products and Cost Centers -
selectively.
• All reports are available from any date to any date – even for a single day. No additional
entries need be made for generation of any of these reports.
• There is no concept of a monthly or periodic closing of books. All reports for the entire
accounting period (upto 24 months) may be taken at any time.
Inventory / Memos Register

This report lists out all the memos made through Entry/Inventory Issues/Memos. It lists out
each memo created and the product along with the quantity, which comprises the memo.
Report
Choose Selective to take the report for selected Products only.
Choose All to take the report for all Products.
Printer
Enter Y for printer; N for screen
340 FACT User Guide
Sorted On
Select Memo No to sort the report by Memo numbers.
Select Finished Products to print the Finished Product name for each Memo and sort the
report Finished Productwise.
Notes
• This report as all others is sensitive to Filters. Before printing you may set the Filter.
Document Class may be printed/suppressed.
Inventory / Issues Register

Issues Register / Issued and Returned
These reports lists out all the issues or returns made through Entry/Inventory Issues/Issues
& Entry/Inventory Issues/Returns. It lists out each product issued and to which cost center
it is issued.
From
Enter date From which report is desired
To
Enter date To which report is desired
Printer
Notes
• This report as all others is sensitive to Filters. Document Class may be printed/
suppressed.
• Valuation of the Issues entered is available from the Consumption Reports.
• Valuation of Closing Stock takes into consideration all Issues based on the Valuation
Technique entered for the product.
• Consumption Reports show you in a variety of formats the Issues entered - Cost Center
wise, Product wise and also in Grouped formats. Production Issues and Non Production
Issues are reported separately with quantities and values. Valuation is done at the
Valuation Technique set for the product. Please read through Inventory/Consumption
Reports before generating the Consumption Reports.
Inventory / Finished Goods Register

Finished Goods Register / Received
This report lists out all the Finished Goods received from the various Cost Centers. It lists
the Cost Center from which the products have been received along with all the product
details.
From
To
Printer
Notes
suppressed.
• Valuation of Finished Goods entered is available from the Stock Ledger.
• Valuation of Closing Stock takes into consideration all Finished Goods Receipts based
on the Valuation Technique entered for the product.
Finished Goods Register / Returned

This report lists out all the Finished Goods returned to the various Cost Centers. It lists the
Cost Center to which the products have been returned along with all the product details.
From
To
Printer
Notes
suppressed.
• Valuation of Finished Goods entered is available from the Stock Ledger.
Inventory / Transfer of Stock

This report lists all the entries you have entered through Entry/Transfer of Stock. All stock
transfers you have made from one branch to another, one warehouse to another etc. This
will also list out all the transfers you have entered from one product code to another - maybe
a duplicate code was created. You may also have entered transfers of products from one
code to the other due to change in gradation etc. All the opening stock transfers to the
various branches, warehouses entered as on the first day of the accounting period are also
reported.
342 FACT User Guide
You will notice that some of the transfers reported here may not tally. A warning was given
to you in the entry section that this has been designed so - in case you wish to write off some
quantities, or reduce inventory for evaporation etc. The report shows you the product
transferred, document class of the branch/warehouse, quantity and the amount by which
this transfer is to be affected.
The Valuation of the Issues is done on the value entered for the product under transfer while
entering the transfer.
From
Enter date From which reporting is desired
To
Enter date To which reporting is desired
Printer
Note
• Document Class may be printed/suppressed in this report.
Inventory / Material In/Out

Material In/Out / Products
This report lists all the movement (in & out) of stockable products, whether by way of Sale,
Purchase, Goods Receipt, Issue, Return or Stock Transfer. This report is quantity based
and not value based.
Compared to the Stock Ledger, this report is much faster since the valuation routine is
completely bypassed. Against each document number, the TYPE of the document is also
printed.
You may take the Detailed report which lists individual transactions. Summary shows only
the total Receipts, Deliveries and Balance in hand as on the date of the report.
From
Enter date From which reporting is desired
To
Enter date To which reporting is desired
Printer
Detail
Enter Y for transaction level reporting; N for Summary
For
Products–Selective/Products–All/Groups; Select the option desired and press <RET>.
If you select Group, the report will be displayed in a Groupwise––Productwise format
Alphabetical
Enter Y for alphabetical reporting; N for Codewise. If you selected Group in For, the cursor
skips this option
In case you selected Product–Selective or Groups, a window appears in the bottom right
corner displaying all the Codes and Product Names or the Product Groups. Tag the ones
desired. Once you are through with tagging, press <ESC> and select Go.
Notes
• This report is also sensitive to Filters. Document Class can be printed/suppressed.
• Period totals are also printed at the bottom for each product in the detailed format.
• Opening figures are given as on the From Date of the report. This shows the total of
receipts, deliveries as on that date and the balance in hand.
• If there are stocks IN and OUT on the same day, all stocks IN (purchase, finished goods
receipts, sale returns, issue returns) will be considered BEFORE the stock OUT (sale,
issues, finished goods returns). This ensures that there are no negative stocks in
marginal cases.
• An asterisk mark (*) to the left of the Doc No means that the D/O is Outstanding. This
acts as a reminder for you to enter the Purchase/Sale Bill.
• In cases of purchases, sales, sale returns and purchase returns, the party’s code and
name are printed. For issues, finished goods receipts, returns of issues and finished
goods, the code and name of the cost center are printed.
Material In/Out / Cost Center

This report lists all the movement (in & out) of stockable products, by way of Issues,
Returns, Finished Goods Receipts & Return to and from Cost Centers. This report does not
give any values and is generated only for quantities.
You may take the Detailed report which reports individual transactions. Summary shows
only the total Receipts, Deliveries and Balance in hand as on the date of the report.
From
To
Detail
Enter Y for transaction level reporting; N for Summary.
344 FACT User Guide
Printer
For
Select Products–Selective to generate a report of selected products only. The report is
sorted product-wise
Select Products–All to generate a report for all products. This report is sorted product-wise
Select Groups to generate a report for selected Product Groups. This report is sorted
Groupwise––Productwise format
Alphabetical
Enter Y for alphabetical reporting; N for Codewise. If you selected Group in For, the cursor
skips this option
A window appears in the bottom right corner displaying all the Cost Centres. Tag the ones
desired. Once you are through with tagging, press <ESC> and select Go.
In case you had selected Products–Selective or Groups, a second window will appear
displaying all the Products or Groups. Tag the ones desired. Press <ESC> and select GO.
Notes
• This report is also sensitive to Filters. Document Class can be printed/suppressed.
• Period totals are also printed at the bottom for each product in the detailed format.
• Opening figures are given as on the From Date of the report. This shows the total of
issues, returns as on that date and the balance in hand.
• In summary format the Opening Stock quantity is shown in a separate column.
• If there are stocks IN and OUT on the same day, all stocks IN will be considered BEFORE
the stock OUT. This ensures that there are no negative stocks in marginal cases.
Material In/Out / Stock Ledger

This report lists all the movement (in & out) of stockable products, whether by way of sale,
purchase, issue, return or stock transfer––WITH values.
You may take the detailed report which lists individual transactions. Summary shows only
the total Receipts, Deliveries and Balance in hand as on the date of the report.
Stock Ledger is also available in GROUPED format. You may selectively tag the Product
Groups desired and generate the stock ledger only for those groups.
The rate of the balance stock in Stock Ledger will be shown after every transaction,
depending on the valuation technique of the product and the inflow of Stock.
This stock rate and stock balance will be printed in the transaction level(after every receipt
transaction) in the stock ledger.
From
To
Printer
Detail
Enter Y for transaction level reporting; N for summary.
Alphabetical
Enter Y for alphabetical reporting; N for Codewise. If you select Groups in For, the cursor
skips this option.
In case you selected Products–Selective or Groups a window appears in the bottom right
corner displaying all the Codes and Product/Group Names. Tag the ones desired, press
<ESC> and select Go.
For
Select Products–Selective to report selected products, sorted product-wise.
Groupwise––Productwise format.
Stock Value
This field is enabled when the Printer and Detailed fields are 'Y'. The pop-up allows you to
choose among 'No', 'Rate & Value', 'Rate Only', 'Value Only'.
No does not print the Stock Rate or Stock Value.

Rate & Value prints both Stock Rate and Stock Value.
Rate Only prints only the Stock Rate.
Value Only prints only the Stock Value.
If selected, this Stock Rate and Stock Value will be printed after every receipt transaction.
Rate Decimals
This field allows you to specify the number of decimal points in printing the 'rate'. The field
accepts values between 2 to 4.
Consider Xfer No
Answer Y for Stock Transfers to be considered based on the sequential order of their
Voucher numbers. In case there are Stocks IN and OUT on the same day, all stocks IN
(entered thru Entry / Transfer of Stock option) and all stocks OUT (entered thru Entry /
Transfer of Stock option) will be considered in the numerical sequential order of the transfer
voucher numbers.
Please note that the above functionality will work only for Stock Transfer entries and for
those entered for the same day.
346 FACT User Guide
Answer N to keep the default behaviour of the report, where all stocks IN will be considered
BEFORE the stocks OUT, on any given day.
Zero Balances
Enter Y for reporting zero balances
Warning
While generating the report, FACT scans the database for negative stock during the report
period. If it detects stock going negative for a Product, during or after any transaction, the
following warning message is printed just after all transactions have been reported for the
Product :
Negative Stock detected. Check Inventory/Material In/Out / Products report
Following this, FACT also prints another warning at the end of the report :
Negative Stock detected for some Products. Closing Quantity & Value is WRONG
Answer N to supress printing these warnings; specifying Y will print the messages as
described above.
Notes
• Document Class cannot be printed in this report.
• Period Totals are also printed at the bottom for each product in the detailed format.
• Opening figures are given as on From Date of the report. This shows the total of receipts,
deliveries as on that date and the balance in hand.
• If you select Groups, this report will show quantity and amount totals for Groups and
Subgroups as well.
• In case you enter any expenses incurred on a purchase (e.g. Customs Duty, Freight etc.)
at a later date for a product and wish that the valuation takes this into consideration—
ensure that the valuation technique is AVERAGE. Then the valuation of stock takes into
consideration all entries made with ZERO quantity but a positive value. Also ensure that
the date of the zero quantity entries is the same as the actual purchase date.
• You may change the Valuation Technique of any/all products even during mid year and
regenerate the stock ledger. The new valuation techniques will be considered. Use the
Function Key Macros to modify the Product Master for fast results.
• Screen report of stock ledger does not show values - there is no space. Values can only
seen on printouts.
• In case there are stocks IN and OUT on the same day, all stocks IN (purchase, finished
goods receipts, sale returns, issue returns) will be considered BEFORE the stocks OUT
(sale, issues, finished goods returns). This ensures that there are no negative stocks in
marginal cases.
• For both purchase and sale transactions, the D/O is the primary document for stock
ledger purposes. The D/O number is printed in the stock ledger. In case the invoice
number is different from the D/O number, the invoice number is also printed under the
D/O number.
• An asterisk mark (*) to the left of the D/O number means that the D/O is Outstanding. This
acts as a reminder for you to enter the Purchase/Sale Invoice.
• For purchases, sales, sale returns and purchase returns, the party code and name are
printed. For issues, finished goods receipts, returns of issues and finished goods, the
code and name of the cost center is printed.
• Returns are marked with *IR* Issue Return; *PR* Purchase Return; *SR* Sale Return;
*FR* Finished Goods Return.
• In case the stock goes BELOW ZERO, the valuation becomes incorrect. This happens
because the valuation starts ignoring all entries till such time the stock becomes positive
again. Ensure that the stock does not go negative in order to obtain a correct stock
valuation.
• In case of grouped report, you may find that a conversion error is reported. This happens
when Totals Required at the Group level is Y and Conversion Factor at the Subgroup
level is zero or Totals Required at the Subgroup level is set at N. This may also happen
if Totals Required at the Subgroup level is Y and the Conversion Factor at the Product
level is zero. See Masters/Items-Products/Grouping for details.
Inventory / Raw Material Reports

Raw Material Reports / Consumption
This report lists the Issues - Production & Non-Production to the various Cost Centers along
with the values at which they have been issued. Valuation of issues is done at the Valuation
Technique entered for the product through Masters/Items-Products/Products.
You must run the Inventory / MIS Reports / Stock Valuation before generating this
report.
You may generate this report in several formats. YTD figures are available only on 132
column paper. Printer Width is set through Install/Printer Settings/Printer Width.
From
To
Printer
Detail
Enter Y for detailed reporting; N for summary.
348 FACT User Guide
For
Select Products/Groups and press <RET>
Alphabetical
Enter Y for alphabetical reporting; N for Codewise. If you selected Groups in For the cursor
skips this option.
Sort By
Select Cost Center if you wish to sort the report by Cost Centers
Select Product if you wish to sort the report by Products
Select Group if you wish to sort the report by Groups
An example shall make this clear. Say you selected Product in For and selected Cost Center
in Sort By, the report will be Cost Centerwise––Productwise
A window appears in the bottom right corner displaying all the Codes and Product Names/
Cost Centers/Groups. Tag the ones desired, press <ESC> and select Go.
Notes
• BEFORE GENERATING THE CONSUMPTION REPORT, YOU MUST RUN
VALUATION OF CLOSING STOCK (on screen or printer) FOR ALL THE PRODUCTS
AND FOR THE ENTIRE PERIOD THAT THE CONSUMPTION REPORT IS INTENDED
FOR. In case the Consumption Report is being generated with a filter setting, the
Valuation of Closing Stock must also be run with the same filter setting. Unless the above
is done, the Consumption Report will NOT be correct.
• Document Class is not printed in this report.
• You can change the Valuation Technique of any/all products even mid year and
regenerate the consumption report. The new valuation techniques will be considered.
Before you do this, remember to run Valuation of Closing Stock – for all the products,
for the entire period and on the same filter condition.
• Screen report of Consumption Report does not show quantities - there is not sufficient
space on screen for such details. Quantities are available only on printouts.
• In case there are stocks IN and OUT on the same day, all stocks IN will be considered
BEFORE the stocks OUT. This ensures that there are no negative stocks in marginal
cases.
because the valuation starts ignoring all entries till the stock becomes positive again.
Ensure that the stock does not go negative in order to obtain a correct stock valuation.
• In case of Grouped report, you may find that a conversion error is reported. This happens
if Totals Required at the Subgroup level is Y and the Conversion Factor at the Product
level is zero. See Masters/Items-Products/Grouping for details.
• These reports are extremely helpful when you are calculating the cost of production for
the finished goods. In case the same Cost Center is producing more than one finished
good, enter the issues to that Cost Center with different Document Classes. The
Document Class should stand for the different finished goods. Then you may take the
consumption report filtered for the particular Finished Good.
• FACT does not automatically make any entries for Consumption of Goods entered
through Entry/Issues-Finished Goods. You must generate the Consumption Reports for
the week/fortnight/month/quarter (after running Valuation of Closing Stock) and pass a
journal entry into the books of accounts.
• Production and non-production quantities and values are given separately in all the
formats to aid you in making the journal vouchers.
• YTD figures are available in all the formats if 132 column printer width.
• Consumption Reports on screen do not report any item whose valuation is zero (quantity
too would be zero), as only Values are reported on screen. But a Consumption report
taken on paper will report those items also, whose valuation is zero, as both Quantity and
Values are reported on printed reports.
Raw Material Reports / Reconciliation

This report provides you with a Reconciliation of Issues made to a Cost Center and Finished
Goods produced by it. If you define the Bill of Materials (Issue Memo) for a Finished Good
through Entry/Inventory Issues/Memos, you will also get the variance analysis from this
report for the product for which the Bill of Materials have been defined.
The report shows the Raw Materials consumed, Raw Materials returned and Finished
Goods produced & returned and Balance at the Cost Center.
From
To
Detail
Enter Y for detailed reporting; N for summary.
Printer
For
Select Products–Selective to report selected products, sorted product-wise.
Select Groups to generate a report for selected Product Groups, sorted Groupwise––
Productwise format.
A window appears in the bottom left corner displaying all the Cost Centers. Tag the ones
350 FACT User Guide
desired, press <Esc> and select Go.
Then a window appears in the bottom right corner displaying all the Product Names/
Groups. Tag the ones desired, press <ESC> and select Go.
Notes
• Generate this report to find out how much wastage is taking place in your Cost Centers.
• You also get an idea of the Work in Progress from this report.
Inventory / MIS Reports

MIS Reports / Stock Status - Query
This is a very useful and handy screen report that gives you the current stock status. The
total of Purchase Orders, Stock in Hand and Sales Order for each product is displayed
instantaneously. You may also use this report to check if the stocks of any products are
going negative. Make sure to correct the stock position of negative products, else their
valuations will be incorrect.
Your Company
Accounting Period
Company Address STOCK STATUS QUERY 01/04/97—31/03/98
Company City
Code Description Purchase In Hand Sale

Order Order
0001 Turpentine 4000.000 10.00 40000.00

0002 Grease 26.000 25.00 650.00
0003 Rubber 6.000 100.00 600.00
0004 Red Dye 100.000 5.00 500.00
0005 Cotton 100.000 22.00 2200.00
0007 Shoes 23.000 1000.00 23000.00
Search on Code :
Options: <ESC> | Search : Press First Key(s)
A sample Stock Status Query Screen
Continue
Continue returns you back to the Stock Status Query.
Description/Code
Select Description/Code to toggle the search between Description and Code.
Quit
Quit closes the Stock Status Query and returns you to the main menu.
MIS Reports / Stock Status - Report

The Stock Status report, which may be taken both on the screen and printer, gives the
current stock position for all the stockable Products. You also have an option to include the
Selling Price for each Product listed in the report.
For
Select Products - All to include all Products in the report.
Select Products - Selective for a report on selective Products.
Select Groups for a Grouped Stock Status report.
Printer
Answer Y to send the report to printer. N will display a screen report.
Zero Balances
Answer Y to include Products with zero balances. N will not include any Product which has
a zero stock balance.
Selling Price
Enter Y to print Selling Price of each Product. Specifying N will suppress the same.
MIS Reports / Reorder Status

This report lists all the products whose Stock in Hand as on the date of the report is below
the Minimum/Reorder level specified by you in Masters/Item-Products/Products. The
report shows the Current Stock, and the Minimum Level or the Reorder Level whichever the
Current Stock is lower than. It also displays the quantity to be reordered in case the stock
falls below the Reorder level and the current Purchase Orders quantity pending for the
products.
As On
Enter Date As On which reporting is desired.
Printer
All Products
Enter Y to report all products; N to report selective products.
Only Exception
Enter Y to report only products falling below reorder; N to report all products.
Alphabetical
Enter Y to report alphabetically; N to report codewise.
Notes
• Reorder Status isa very useful report for reordering purposes. By setting the minimum
and reorder levels smartly, you can save an enormous amount of money by keeping
inventories low.
• All items with ZERO Stock and ZERO Reorder/Minimum Levels are suppressed.
352 FACT User Guide
MIS Reports / Overstocked Status

This report lists all the products whose Stock in Hand as on the date of the report is above
the Maximum level specified by you in Masters/Item-Products/Products. The report shows
the Current Stock, and the Maximum Level. It also displays the current Sale Orders quantity
received and pending for the product.
As On
Enter Date As On which reporting is desired.
Printer
All Products
Enter Y to report all products; N to report selective products.
Only Exception
Enter Y to report only products exceeding Maximum Level; N to report all products.
Alphabetical
Enter Y to report alphabetically; N to report codewise.
Notes
• This is a very useful report to avoid overstocking. By setting the maximum level prudently,
you can save an enormous amount of money by keeping inventories low.
• This report is also sensitive to Filters.
• All items with ZERO Stock and ZERO Maximum Levels are suppressed.
MIS Reports / Warehouse Stock

The stock position at your different warehouses can be accessed through this report, on
screen, as well as printer.
Different warehouses are handled through Document Class. When you decide how to use
Document Class for the different reporting functions, ensure that you create a Document
Class for each warehouse. Also remember to create a Filter for each Warehouse too.
When you enter a Purchase D/O or Purchase Invoice, enter the Document Class of the
warehouse as well. This will ensure that the stocks go up for the correct warehouse. When
you enter a Sale D/O or a Sale Invoice, you enter the Document Class for the warehouse
again to ensure that the stocks go down for the correct warehouse.
Remember to enter the Document Class for the warehouse in each of the documents
involving inventory. Examples of such documents are Issues, Returns, Finished Goods
Receipts & Returns, Sale & Purchase Returns etc.
In the Warehouse Stocks Report for all Document Class Filters selected, The Document
Class Filter codes and their descriptions will be displayed on the first page just below the
heading, both on screen and printed report. Each Class Filter will take one line. After this
the product details will appear. The Class Filter description will not appear on any other
pages.
As On
Enter Date as on which reporting is desired.
Printer
For
sorted product-wise
Alphabetical
Enter Y to report alphabetically; N to report Codewise.
A window appears in the bottom left corner displaying all the Filters. Tag the ones desired,
press <ESC> and select Go.
If you had selected Products - selective or Groups, then a window appears in the bottom
right corner displaying all the Product Names/Groups. Tag the ones desired, press <ESC>
and select Go.
Notes
• Generate this report to find out how much wastage is taking place in your Cost Centers.
• You also get an idea of the Work in Progress from this report.
MIS Reports / Stock Ageing

This report shows you how long you have been holding stocks for. The longer you hold
stocks, the less you earn on them. You could even be losing on old stocks. In terms of higher
carrying costs (interest on inventory, warehousing costs etc.) and also in terms of
obsolescence costs. When stocks become old, they may not sell for as much as when they
were new. Perishable items are dated. So it makes sense to generate this report regularly
to clear your warehouses of old stocks.
As On
Enter date as on which reporting is desired.
Printer
Alphabetical
354 FACT User Guide
Days
Enter the maximum number of over which you want the ageing to be done.
Interval
Enter the number of days at intervals of which ageing should be done.
Basis
Select LIFO/FIFO and press <RET>.
Values
Enter Y to include valuation; N to suppress valuation.
Details
Enter Y to include transaction details; N to suppress transaction details
For
sorted product-wise.
Select Products–All to generate a report for all products. This report is sorted
product-wise.
If you choose Products–Selective or Groups above, a window appears displaying all the
Product Names or Product Groups respectively. Tag the ones desired, press <Ctrl><R> to
generate the report..
Notes
• Number of intervals that can be set is sensitive to Printer Width.
• This report is sensitive to Filters as all other reports.
MIS Reports / Stock Valuation

This is one of the several time saving reports available in FACT. Closing Stock is valued
ON-LINE on any of the Valuation Techniques you may specify :
LIFO - Last In First Out FIFO - First In First Out

AVERAGE - Average RATED - At rates entered by you
Three standard options are available to you :
Cost Price
Lower of Cost or Market
Higher of Cost or Market
This report may be taken as on any date. All transactions from the beginning of the
accounting period (including opening stocks) to the date of the report are considered and
valued in the manner specified for the product through Masters/Item-Products/Product.
Valuation Techniques may be different for different products.
This report is also available in the Grouped format. Hence you may generate this report in
a more meaningful manner based on the grouping pattern you follow. As in other modes
you may tag the groups selectively.
As On
Enter Date as on which Closing Stock is desired.
Printer
Currency
You may opt to take the Stock Valuation report in either the Local / Home Currency, a
Foreign Currency, or in both Local and Foreign Currency together. Based on your selection,
all figures in the report will be shown in the chosen Currency.

choice.
For
sorted product-wise
Format
Normal - Stock Valuation on the technique specified by you through Masters/Items/
Products
Comparisons - Rate - gives a comparison of Rates for all the valuation techniques
Comparisons - Value - gives a comparison of Values for all the valuation technique
Comparison - Both - gives the comparison of both, Rates & Values for all the valuation
techniques. This is prompted for only if the report is sent to Printer, and132 column
stationery is selected.
Basis
Select Cost Price:Market/Cost Lower:Higher Cost/Market and press <Enter>
A window appears in the bottom right corner displaying all the Codes and Product/Group
Names. Tag the ones desired, press <ESC> and select Go.
LIFO/FIFO Details
Enter Y for detailed report of LIFO/FIFO products; N for summary
Product Rate Decimals

This field allows you to specify the number of decimal points in printing the ‘Stock Rate’.
The field accepts values between 2 to 4.
Alpha
Enter Y for alphabetical; N for codewise. If you selected Group in For, the cursor skips this
option.
356 FACT User Guide
Warning
While generating the report, FACT scans the database for negative stock during the report
period. If it detects stock going negative for a Product, during or after any transaction, the
following warning message is printed just after all transactions have been reported for the
Product :
Negative Stock detected. Check Inventory/Material In/Out / Products report
Following this, FACT also prints another warning at the end of the report :
Negative Stock detected for some Products. Closing Quantity & Value is WRONG
Answer N to supress printing these warnings; specifying Y will print the messages as
described above.
Total
Press Y to get a total for the Quantity column in the report. This is just a '# Total' which sums
up the quantity figures for all the transactions and gives you the total figure.
Consider Xfer No
Answer Y for Stock Transfers to be considered based on the sequential order of their
Voucher numbers. In case there are Stocks IN and OUT on the same day, all stocks IN
(entered thru Entry / Transfer of Stock option) and all stocks OUT (entered thru Entry /
Transfer of Stock option) will be considered in the numerical sequential order of the transfer
voucher numbers.
Please note that the above functionality will work only for Stock Transfer entries and for
those entered for the same day.
Answer N to keep the default behaviour of the report, where all stocks IN will be considered
BEFORE the stocks OUT, on any given day.
Notes
• Document Class cannot be printed in this report.
• In case you enter any expenses incurred on a purchase (eg Customs Duty, Freight etc.)
at a later date for a product and wish that the valuation take this into consideration - ensure
that the Valuation Technique is AVERAGE. The valuation of stock takes into
consideration all entries made later with ZERO quantity but a positive value.
• You may change the Valuation Technique of any/all products mid year and regenerate
the stock ledger. The new valuation techniques will be considered.
• In case there are stocks IN and OUT on the same day, all stocks IN (purchase, finished
goods receipts, sale returns, issue returns) will be considered BEFORE the stocks OUT
(sale, issues, finished goods returns). This ensures that there are no negative stocks in
marginal cases.
• For both purchase and sale transactions, the D/O is the primary document for stock
valuation.
because the valuation starts ignoring all entries till such time the stock becomes positive
again. Ensure that the stock does not go negative for correct stock valuation. Check up
the Material In-Out Register on screen or paper for stocks going below zero in case you
encounter incorrect valuation.
• Market rates for the products are entered through Entry/Closing-Production Rates/
Closing. These values are considered for comparisons with cost when Lower/Higher of
Cost or Market is selected as the valuation method.
• Finished goods received are valued at the Production Rates entered through Entry/
Closing-Production Rates/Production. The Finished Goods received are NOT valued at
the Closing Rates even if the Closing Rates are entered for such products.
• In case Production Rates are NOT entered for finished goods, the valuation of these
receipts will be taken at ZERO.
• To get correct figures in Consumption Reports, Valuation of Closing Stock MUST be run
prior to running any of the Consumption Reports. The Valuation must be run for the entire
period that the Consumption Report is desired for. In case the Consumption Report is
being generated with a filter setting, the Valuation of Closing Stock must also be run with
the same filter setting.
• Since valuation is dependent on purchase D/O, it is imperative that you enter the values
in the purchase D/O. In case you do not, the valuation for such purchases will be taken
at zero. In case the exact values are not available, enter the values at approx correct
figures and then generate the Valuation. When the invoice comes from the supplier,
modify the D/O with the correct values before you enter the invoice for the D/O. The
values for the purchase are NOT taken from the Purchase Invoice for valuation
purposes.
• In case you wish to credit closing stocks of different Groups/Products in separate General
Ledger Accounts, generate the Closing Stock Valuation Groupwise/Productwise as
desired and pass a journal entry. Then generate the Trial/PL Account & Balance Sheet
- Do not value the Closing Stock from these reports.
• In case you have selected LIFO method of Stock Valuation for a product and the opening
stock has been entered with zero value, it is possible that the closing stock may show a
zero value while there is a quantity greater than zero in stock. Enter the Opening Stock
value and regenerate the Closing Stock Valuation.
• In case of Grouped report, you may find that a conversion error is reported. This happens
if Totals Required at the Subgroup level is Y and the Conversion Factor is zero.
• if you had selected Foreign or Both in the Currency option, FACT prompts you to select
an installed Currency. If the Exchange Rate for the Foreign Currency chosen is available
for the report date, this Rate will be picked up for generating the report.
358 FACT User Guide
If no Exchange Rate is available in the Currency Master for the report date, then FACT
will ask if it can use the last available Rate for the Currency. If you answer with No,
FACTwill prompt for the Exchange Rate at this point.
The Exchange Rate used to generate the report will be shown in the report header.
Inventory / Document Printing

FACT allows you to print all documents - Both ONLINE and Offline. The documents may
be printed on a Date or Number range.
You may select the ONLINE option to print documents through Account/Preferences/
Document Printing.
Over and above Sales / Purchase related documents, connected to inventory, the following
Inventory documents can also be printed :
Production Issues
Non Production Issues
Finished Goods Receipts
On
Select Date/Number and press <Ret>.
From/To
Enter date or number range for which documents are required to be printed.
Re-Print
Enter Y to reprint printed documents, N to print new documents only.
No of Copies
Enter the number of copies of each document to be printed.
Notes
• To print a single document, select Number and enter the document number in the From
and in the To prompts.
• Select the Date option and enter the date in both From and To prompts to print for a date
range.
Inventory / Listing of Masters

Listing of Masters / Items / Products
This report gives you all the details entered through Masters/Item Products. It makes a good
reference for the person making the Order Acceptance/Purchase Order/D/Os Invoice/Issue
Voucher etc. It is also possible to obtain a master list of product mapping or grouping (this
shows the GL Control Accounts to which the Sale, Purchase, Sale & Purchase Return
figures for the various products are being posted to).
Select Products and answer the following :
Printer
Alphabetical
Enter Y for alphabetical listing, N for Codewise
Ledger Map Only

Y will show you a listing of Item/Product Code with details of the General Ledger Codes
pertaining to Sale/Purchase/Sale Return/Purchase Return. N will show you a listing of the
Item/Product Code, Description, Units of Purchase, Stock & Sale, Minimum Qty, Maximum
Level, Rate, Opening Stock (Qty and Value), Reorder Level, Reorder Qty and Valuation
Technique.
For
Select Product & Services to list both stockable and service products
Select Products Only to list only stockable products only
Select Services Only to list just service products
Select Groups to list Products within their respective Product Groups
Report
Choose Selective to take the report for selective Products.
Choose All to take the report for all Products.
Additional Desc
Enter Y for including Additional Product Description from Invoices in the report. N will
suppress the same.
Listing of Masters / Product Groups

The Product Grouping as laid out by you through Masters/Items/Products/Grouping will
be shown to you in the Layout form – with all the ID Codes and in the manner in which it
was defined.
This gives you an exact idea of how the Groupwise reports will look when generated with
figures. After seeing how it looks in the layout, you may want to change it.
It is advisable that the Grouping is seen once before it is finalized – it may save you a lot
of time modifying it at the last minute.
Alternatively, you may take a listing of all Products which are not mapped to any Product
Groups. This report will then also provide all details of such Products along with the listing.
Printer
Unmapped Products
Enter Y for an exclusive report of Products which are not mapped to any Product Groups.
Entering N will give the usual Product Groups report.
360 FACT User Guide
Alphabetical
Enter Y for alphabetical listing of Products; N for Product codewise.
Please note that this option is available only if Unmapped Products is selected as Y.
For
Select Product & Services for both stockable and service products.
Select Products Only to generate a price list of stockable items only.
Select Service Only to generate a price list of service items only.
Please note that this option is available only if Unmapped Products is selected as Y.
Listing of Masters / Product Price List - Sales

This listing gives you the Price List for all Products for which you have given a 'Selling Rate'
in Masters/Items/Products. This report can be taken and used as a Price List.
Printer
Y for output to printer; N for screen
Sort by
Select Product to sort the report product-wise
Select Groups to sort the report group-wise
Alphabetical
Enter Y for alphabetical; N for codewise. If you select Groups in Sort by, the cursor skips
this option
For
Select Product & Services for both stockable and service products
Select Products Only to generate a price list of stockable items only
Select Service Only to generate a price list of service items only
All Products
Enter Y to report all Products; N for selective reporting
Include Schemes
Enter Y if you wish to include the Special Rate Schemes under which the products figure.
Enter N to generate report without Special Rate Schemes
Listing of Masters / Product Price List - Purchases

This listing gives you the Price List for all Products for which you have given a 'Purchase
Rate' in Masters/Items/Products.
Printer
Y for output to printer; N for screen
Sort by
Select Product to sort the report product-wise
Select Groups to sort the report group-wise
Alphabetical
Enter Y for alphabetical; N for codewise. If you select Groups in Sort by, the cursor skips
this option
For
Select Product & Services for both stockable and service products
Select Products Only to generate a price list of stockable items only
Select Service Only to generate a price list of service items only
All Products
Enter Y to report all Products; N for selective reporting
Include Schemes
Enter Y if you wish to include the Special Rate Schemes under which the products figure.
Enter N to generate report without Special Rate Schemes
Listing of Masters / Cost Centers

This listing shows you the Cost Centers (used for the manufacturing entry of Raw Material
Issues and Finished Goods Receipts). It can be kept as a handy referencer with the persons
making such documents.
Detail
Enter Y to generate a complete list with address, N will give code , description and phone
only.
Printer
Enter Y for output to printer; N for screen.
Alphabetical
Enter Y for alphabetical list; N for Codewise.
Listing of Masters / Special Rates Listing

This listing shows the details of all the Special Rate Schemes defined through Masters /
Items / Products / Special Rates - Customers OR Special rates - Vendors.
For
Customer; Vendor
Customer - This will give you details of all the Special Rate Schemes defined for Customers
Vendors - This will give you details of all the Special Rate Schemes defined for Vendors
Printer
Y - for report to printer; N - for report to screen
A window is displayed at the bottom right hand corner showing all the Special Rate
Schemes defined. Tag the desired ones and press <Esc> for more options.
362 FACT User Guide
User Guide
Part VII
Housekeep
FACT 

Money Can Buy
Part VII Housekeep 363
Housekeep
The Hard Disk of your computer is quite like your home. It has a tendency of accumulating
a lot of garbage and you have to keep it clean. Features such as Reindex, Backup etc are
provided to assist you do the cleaning operations easily and efficiently. Use these features
and facilities to achieve optimum performance from FACT.
There are other very useful features too - Export Data and Missing Numbers. Read on to
find out how best you can use these features.
The Year Ending option closes your accounts and carries forward all unadjusted
documents and closing balances as opening balances to the next year.
The most important feature of Housekeep is Diagnostics. This feature as expected from
Vedika is a sign of concern for you from all of us. It not only checks the Opening Balances
of all Master Control Accounts with the totals of the individual documents entered for these
Control Accounts, it does much more. Files Check goes thru all the DBF and CDX files to
ensure whether they are present in the data subdirectory and that they are in good condition
(i.e. they are not corrupted). It also checks all the program files (FXP files) to ensure that
they are the very same files that were supplied to you on the disks. All the records are
checked thru the various modules to ensure that there are no corrupted records. You also
have the option to delete such records. A log of all error conditions is kept in the Housekeep/
System Information. Generate this report periodically to check for All Systems Go.
Housekeep / Reindex
Concept
All databases require to keep index files that maintain your data in proper "sorted" order.
These index files are rather delicate and tend to get corrupted due to power fluctuations etc.
Your local electric company is largely responsible for this problem. Corruption in power in
the form of transients, fluctuations, surges and spikes are common occurrences.
Brownouts and sudden fluctuations are sometimes so severe that even your line
conditioner/servo stabilizer is not fast enough to correct them. You may find your Trial
Balance not tallying. Errors may creep in some reports too.
These are just some of the reasons why we insist that you install a UPS
(Uninterrupted Power Supply) System for your computer. This will protect your data
and ensure you do not have sleepless nights over what would happen if the computer
HUNG tomorrow. If you working on the LAN, please note that you must backup your
File Server AND all the nodes on UPS. Unless you do this, you run the risk of damaged
index files (and sometimes data files too). This may result in incorrect reports or
permanently damaged data files and you may have to enter the data all over again.
Running the Reindex option, you can recreate the index files. We recommend that you run
this option at least once a week. You may also run it whenever you face any problems with
the reports.
364 FACT User Guide
Operation
When you press <RET> on the Reindex option, a pop-up box will show you two more
options, Account & System. The following table explains both the categories -
Account .DBF files in the Account's FA_??? data sub-directory fall

under the Account category. If the Account's Initials are ABC,
then all the .DBF files in the FA_ABC directory will be
considered
System .DBF files in the FACT program directory. If FACT has been
installed in D:\FACT, then all .DBF files in this directory are
considered
All DBF files belong to either of these categories. On accessing the option, the main .DBF
filenames appear. These filenames are displayed against an "Offending Database" prompt
whenever you encounter any Error Boxes relating to index file errors (see list below). All the
files are tagged by default. Tag/Untag files as desired and press [Ctrl] [R} to start reindexing.
As Reindexing starts, a small box appears in the bottom right corner showing the File, Mode,
Status and Records. File displays the name of the file undergoing the operation. Mode
displays whether Packing is under process or reindexing. Status shows the numerical order
of the filename against the total number of index files present in the Company you are
working in. Records shows the total number of records in the file under process.
Notes
• Following are some of the error messages after which Reindexing should be run -
4, End of file encountered

5, Record is Out of Range
12, Variable not found
19, Index file does not match database
20, Record is not in index
26, Database is not indexed
38, Beginning of file encountered
114, Index File Damaged
• The above error conditions occur when index files get corrupt. Immediately note the
filename against the message on the last line : Offending Database. To save time, run
this option with only that filename tagged. Else run Reindex with all files tagged.
• Before Reindexing, FACT checks whether you have enough space on the hard disk on
which the data is stored. In case it finds that the empty space on the hard disk is less than
that required, it will flash this warning on the screen, "Not Enough Diskspace for Packing.
Make space on Hard Disk & Restart !!".
Exit to DOS and delete some files from the hard disk. Do NOT delete any files from FACT
Directory or any directory whose name starts with FA_. In case the hard disk is full with
data from FACT only, Backup the data of a Company not in use and delete that Company
thru Account/Delete. Exit from FACT and delete the subdirectory containing the data of
the deleted Company.
• There is a FASTER WAY TO REINDEX. You may Reindex from the FACT Directory also.
This has been provided since Reindex option uses all available RAM. If you run this option
from within FACT, it does not have all the free Memory to run as efficiently as it would
have from FACT Directory. Run this option from FACT Directory as follows :
SREINDEX <RET>
First a box will popup showing all the Companies installed in FACT. Tag the Companies
desired to be Reindexed. Press <Esc> and Go. The procedure after this is the same as
if you ran Reindex from Housekeep. You will notice a speed difference of substantial
proportions when you run this option from FACT Directory especially when the data
volumes are large.
In FACT terminology, SREINDEX is termed as a Critical Operation. A critical operation
is an operation that affects files at the system level. Hence, if you are using the multi-user
version of FACT, SREINDEX will first check to ensure that no other users are logged into
FACT at that time. In case it detects another user present in the system (that user could
be using any other account), you will see the following message on the screen :
Critical Operation!
All users MUST log out before you
can use this option !!
Please ensure that all users have exited from FACT before you activate this option.
• In case you get the errors detailed earlier too often, it is clear that your system
environment is prone to powercuts, power fluctuations, brownouts, power surges,
spikes etc. And it is likely that you have not backed up your PC with a UPS
(Uninterrupted Power Supply) system. Please note that you are running the risk of
corrupting your index and data files, possibly permanently. Feedback from FACT
users who have installed UPS encourage us to insist that a UPS must definitely be
installed. The data/index file corruption takes place mostly due to unsystematic
shutdown of the system. DBF files must be closed before system shutdown and
this is automatically done when you Exit from FACT. However power surges,
brownouts, blackouts, fluctuations etc result in these files becoming corrupt.
Please note that our Tech Support cannot help you in case of damaged data files.
• During Reindex, you will observe a small box on the bottom right corner with the filename
of the file undergoing reindexing. Just under the filename you will see the number of
records in the file. This is provided to give you an indication that reindexing may take
time – so don’t think the machine has hung (stopped).
• It is very strongly advised that you REINDEX all files at least once a week.
Housekeep / Recalculate Balances

Background
FACT is an ONLINE package. Corrupt power can be a killer here. Certain balance
discrepancies may arise due to power fluctuations (i.e. trial balance figure does not match
ledger balance). Automatic posting carried out by FACT may be affected. Please read the
earlier parts of the manual where we have mentioned categorically that you must
install a UPS for your computer system to ensure proper functioning of FACT.
366 FACT User Guide
Recalculate Balances has been designed to overcome this problem to the extent that it
recreates the files in which the balances are posted. It RE-POSTS all invoices, vouchers,
credit/debit notes etc to ensure correct balances. A selection box shows all the options
which could show incorrect balances. You may tag the ones which are giving wrong
balances and run this option to rectify the temporary problem.
Operations
A pop-up box shows all the various categories of documents for which balances could be
wrong. Untag/Tag to choose the ones desired (you need not recalculate balances for all
categories of documents). The following options are available :
<<Start>> <Tag All> <Untag All> <Continue> <Quit>
Use the <Esc> to move from the pop-up box to the options and use the <Tab> key to move
within the options. The various options are explained as follows :
<<Start >> to start Recalculation - You may press S to Start

<Tag All> to tag all categories - You may press T to Tag All
<Untag All> to Untag all categories - You may press U to Untag
<Continue> to return to the popup - You may press C to Continue
<Quit> to exit this module - You may press Q to Quit
When you select Start, you will see the following question on the screen :
Delete INCOMPLETE Documents...Y/N
Enter Y to delete those documents, records of which are corrupted. All corrupted
documents are logged in Housekeep/System Information with a marker indicating whether
they have been deleted or not. Enter N if you do not want the corrupted documents to be
deleted. Now, the Account Name is displayed on the top left corner and the various
documents in a column. The top row shows the following :
ERROR OK NET POSTED
In case any of the documents undergoing Recalculation are incomplete or corrupted in any
manner, the document number will be displayed in the box ERRONEOUS XXXXX (where
XXXXX stands for the document name being recalculated). Make a note of these numbers
(or take a printout of Housekeep/System Information after Recalculation is over).
The ERROR column will show you the total number of corrupted documents in the category.
OK shows the number of records which are fine. NET shows the total of ERROR and OK.
POSTED shows the total of postings made to the balances file. This will be equal to the NET
column. In case errors are encountered, FACT will ask you whether you wish to proceed
to the next recalculation.
In case there are any ERRORS reported, take a printout of Housekeep/System Information,
delete the document and re-enter.
Notes
• Use this feature when balances do not tally.
• Also use in case of apprehension that data may have been lost due to power fluctuations/
power failure etc. Please read the previous pages on why you should immediately install
a UPS for your computer system.
• There is a FASTER WAY TO RECALCULATE BALANCES. You can run Recalculate

Balances form the FACT Directory also. This has been provided since Recalculate uses
all available RAM. If you run this option from the main menu, it does not have all the RAM
to run as efficiently as it would have from FACT Directory. Run this option from FACT
Directory as follows :
SRECALC <RET>
The procedure is the same as if you ran Recalculate Balances from Housekeep except
that it asks you the Account Name for which Recalculation is required. Tag the Accounts
desired to be Recalculated. Press <Esc> and Go. You will notice a speed difference of
substantial proportions when you run this option from FACT Directory especially when
the data volumes are large.
In FACT terminology, SRECALC is termed as a Critical Operation. A critical operation

is an operation that affects files at the system level. Hence, if you are using the multi-user
version of FACT, SRECALC will first check to ensure that no other users are logged into
FACT at that time. In case it detects another user present in the system (that user could
be using anyother account), you will see the following message on the screen :
Critical Operation!
All users MUST log out before you
can use this option !!
Please ensure that all users have exited from FACT before you activate this option.
• In case you have changed any of the General Ledger Codes in Account/Preferences/
System Controls or in Account/Preferences/System Controls/Invoice Terms or in
Account/Preferences/System Controls/Sales Tax Codes—RUN Recalculate Balances
immediately. This will re-post all the previous entries to the newly modified control
accounts.
• If you have run Housekeep/Diagnostics and any error condition was reported, you must
run Recalculate Balances. Deleted documents thru Diagnostics do not update the
balances files.
• After running Recalculate Balances, you might notice that the size of some files have
increased. This happens because all the records in the files containing the balances are
marked for deletion but not physically removed. Run Reindex to reduce the size of the
files.
Housekeep / Diagnostics
Concept
Diagnostics has been provided to help you detect the following :
• File corruptions.
• Record corruptions.
• Posting errors.
• File integrity and missing files in the FACT directory.
• File Integrity and missing files in the data directories.
• Difference in the GL Opening Balance and totals of the opening documents such as
invoices, advances, debit and credit notes.
368 FACT User Guide
All error conditions reported are logged in and stored for the past 30 days. Whenever, you
run all the tests in one go and no error conditions are reported, the previously logged error
reports are automatically deleted. Whenever you run this module and encounter an error
condition, generate a printout of Housekeep/System Information. Correct the error
conditions as detailed in the Housekeep/System Information section of the manual.
When you press Enter on Diagnostics, the following options will be available :
FILES “DO POST” ERROR STOCK CONTROL

BLANK RECORDS DR CONTROL RECEIPTS/PAYMENTS (DB)
TRIAL BALANCE CR CONTROL RECEIPTS/PAYMENTS (CR)
The bottom row shows when Diagnostics was run last, and that if any errors were detected
or not. The various options are explained below :
FILES
DBF Files
Checks all the files in the data subdirectory of the account you are working in. It checks the
integrity of the DBF (database) files and whether they are in damaged condition. It also
checks whether any of the DBF files are missing. In case the files are damaged/missing,
the appropriate message is displayed on the screen and logged in Housekeep/System
Information.
Sample Message : TRNS1. DBF is missing !!

This means that the particular DBF file is not present in the data subdirectory. Restore from
Last Backup you had taken using Housekeep/Data Restoration. Run the File Check again
thru Diagnostics to ensure that this time there are NO corrupted files.
Sample Message : Repairing BILL.DBF : 1Ø entries will be lost! Proceed…Y/N !

This means that the particular DBF file has got CORRUPTED. FACT has an in-built file
repairer which repairs this file. It also shows how many entries will be lost once it is repaired.
Enter Y to start repairing. Once the repairing is over the following message is displayed :
BILL.DBF repaired : 1Ø entries lost
Sample Message : Data Files Repaired – Use Housekeep – Reindex and Housekeep –
Recalculate Balances!!
If any data files were corrupted and later repaired, you will come across this message. Go
to Housekeep and select Reindex. After this, Go to Housekeep and select Recalculate
Balances.
CDX Files
This option checks all the CDX (compound index) files in the data subdirectory of the
Account you are currently logged in. It checks the file integrity of the CDX files and whether
they are in damaged condition. It also checks whether any of the CDX files are missing. In
case the files are damaged/missing, the appropriate message is displayed on the screen
and logged in Housekeep/System Information.
Sample Message : TRNS1.CDX is not a CDX file !!
This means that the particular CDX file is either not present in the data subdirectory or has
got CORRUPTED. Run Housekeep/Reindex for all DBF Groups.
FPT Files
These files are called memo files and are used by FACT to store data such as invoicing
address, shipping address etc. This option checks for the file integrity of the memo files -
checks whether any files are missing or damaged. In case of any error condition, the
appropriate message is displayed on the screen and logged in Housekeep/System
Information.
Sample Message : BILLFILT.MEM MISSING Memo File!!

This means that the particular memo file is not present in the directory. Restore from last
Backup you had taken on floppies using Housekeep/Date Restoration to ensure that this
time there are no corrupted memo files.
FXP/SPX Files
All the FXP/SPX (program) files in the FACT subdirectory are checked. Whether all the files
required to be present are there or not and whether the files are exactly the same ones as
supplied to you on the floppies.
Sample Message : VOUCHINP.FXP is missing or bad dated!!

This means that this file is not in the same condition as was supplied on the floppy. Run
SETUP from FACT directory. Select Extract Program Files and press <RET>. The program
will then ask you to insert Program Diskettes 1 thru 2. This process will correct the error.
In case the FILES check was successful and no missing, bad dated or corrupted file was
found, the message will read : Files Check OK !
Sample Message : BILLFILT.MEM Corrupted memo file Repaired!!

This means that the particular system file was corrupted and was repaired
BLANK RECORDS
This option checks for errors creeping into the data files due to blank records and deletes
them. Please run this option at least once a week to ensure that there are no blank records
in the data files.
Power cuts and non-systematic system shutdowns are the most common causes of blank
records creeping into data files. When you select this option, a popup shows all the data
files. Press <ESC> for options, tag the required files and select GO.
Please read the previous pages on why you must install UPS for your computer system.
As otherwise, you run the risk of corrupting the data files and our Tech Support will not be
able to help you on this.
TRIAL BALANCE
In case the Trial Balance does not tally, run this option. It checks all the vouchers for correct
debit/credit balancing and for any invalid ledger codes/cash or bank codes etc.
Auto Journal Vouchers

It checks all Journals automatically created by FACT. These journals are created when
invoices, debit notes, credit notes etc are entered thru the AR and AP modules. The first
two characters of AUTO journals in the journal voucher number stands for the origin of the
journal - explained in Ledger/Journal Book section. View/print the relevant register for that
370 FACT User Guide
day and modify/delete the document shown as mismatched.
Sample Message : Journal Totals MISMATCH - XX120 dt xx/xx/xx

where xx stands for the Voucher prefix and xx/xx/xx for the Voucher date.
Receipt Vouchers
It checks all Receipt Vouchers entered thru Entry/Vouchers - Receipt/Payment to ensure
that a valid GL Account and a valid Bank/Cash Code have been entered. You could not have
entered an invalid code since the online validation would not allow you to. However, power
fluctuation of blackout could have caused this corruption to happen. Vouchers with invalid
codes will be displayed on the screen and you will be given an option to delete them. It is
also logged in Housekeep/System Information.
Sample Message : Receipt # XXXXX A/C NOT Found !! Deleted/Not Deleted

Sample Message : Receipt # XXXXX Bank Code NOT Found!! Deleted/Not Deleted
where XXXXX stands for the Receipt Voucher Number.
Payment Vouchers
It checks all Payment Vouchers entered thru Entry/Vouchers - Receipt/Payment to ensure
that a valid GL Account and a valid Bank / Cash Code have been entered. Vouchers with
invalid codes will be displayed on the screen and you will be given an option to delete them.
It is also logged in Housekeep/System Information.
Sample Message : Payment # XXXXX A/C NOT Found !! Deleted / Not Deleted
Sample Message : Payment # XXXXX Bank Code NOT Found !! Deleted/Not Deleted
where XXXXX stands for the Payment Voucher Number.
Journal Vouchers
It checks all Journal Vouchers entered thru Entry/Journals to ensure that valid GL Accounts
have been entered. Vouchers with invalid codes will be displayed on the screen and you will
be given an option to delete them. In case a Bank/Cash Code is found in the Journal
Voucher, it is automatically changed. All error conditions are logged in Housekeep/System
Information.
Sample Message : Journal # XXXXX Cash/Bank Code found in Journal ! RECTIFIED!

where XXXXX stands for the Journal Voucher Number.
In case the TRIAL BALANCE check was successful and NO errors were found the message
will read :
Trial Balance Check OK !
“DO POST” ERROR

This checks all Payment, Receipts and Journal Vouchers which are corrupted in any
manner and reports them. Vouchers with invalid codes will be displayed on the screen and
you will be given an option to delete them. All error conditions are logged in Housekeep/
System Information.
Sample Message : Payment # XXXXX BLANK Voucher !! Deleted / Not Deleted
In case the DO POST check was successful and NO errors were found the message will
read :
DO POST Check OK !
DR CONTROL
This checks if the Opening Balance entered in Sundry/Trade Debtors A/c (as specified in
Account/Preferences/System Controls) matches with the total of the opening documents
entered for Customer such as Invoices, Advances, Debit Notes and Credit Notes).
Sample Message : Debtors Control NOT Matching !!
In case NO mismatch was found, the following message will be displayed :

Debtors Control OK !
CR CONTROL
This checks if the Opening Balance entered in Sundry/Trade Creditors A/c (as specified in
Account/Preferences/System Controls) matches with the total of the opening documents
entered for Vendors (such as Invoices, Advances, Debit Notes and Credit Notes).
Sample Message : Creditors Control NOT Matching !!
Creditors Control OK !
STOCK CONTROL
This checks whether the Closing Stock (Balance Sheet) has been specified in Account/
Preferences/System Controls and whether the Opening Balance entered in Closing Stock
Bal Sheet A/c matches with the total of the individual product amounts entered thru Masters/
Opening Balances/Products. All errors are logged in Housekeep/System Information.
Sample Message : Closing Stock Bal Sheet A/c NOT Found !!

This means that the Closing Stock Balance Sheet Account was not specified in Account/
Preferences/System Controls; Goto Accounts/Preference/System Controls and specify the
Closing Stock Balance Sheet Account and run this test again.
Sample Message : Stock Control NOT Matching !!

This means that the Opening Balance entered in Closing Stock Bal Sheet A/c does not
match with the total of the individual product amounts entered thru Masters/Opening
Balances/Products. It is logged in Housekeep/System Information. You must ensure that
the Opening Balance for Closing Stock matches the total of the individual product amounts.
Sample Message : Stock going Negative !!

FACT allows you to Warn, Ignore or Block an entry when stock is detected to be falling
below zero or below a user defined Minimum Stock level. In case you have set the system
to warn or ignore, you might arrive at a situation where the balance is negative because
more quantity of the product was shipped out than what was shipped in. This message
means that the system has detected the stock position for one/more such product(s) as
negative (below zero) on any date in the year. The product code will be recorded with details
of the item code, negative quantity and date in Housekeep/System Information.
Stock Control OK !
372 FACT User Guide
RECEIPTS / PAYMENTS (DB)

It checks all Receipt & Payment Vouchers entered thru Entry/Receipts-Payments/
Customers to ensure that a valid Customer Code, a valid Bank/Cash Code and valid
adjustments exist. Vouchers with invalid codes will be displayed on the screen and you will
be given an option to delete them. It is also logged in Housekeep/System Information.
Sample Message : Receipt # XXXXX Totals MISMATCH !! Not Deleted

Sample Message : Receipt # XX121 Customer NOT Found !! Deleted/Not Deleted
Sample Message : Receipt # XX124 BLANK Voucher !! Deleted/Not Deleted
In case NO errors were found, the following message will be displayed:
Debtors Receipts/Payments OK !
RECEIPTS/PAYMENTS (CR)
It checks all Receipt & Payment Vouchers entered thru Entry/Receipts-Payments/Vendors
to ensure that a valid Vendor Code, a valid Bank/Cash Code and valid adjustments exist.
Vouchers with invalid codes will be displayed on the screen and you will be given an option
to delete them. It is also logged in Housekeep/System Information.
Sample Message : Receipt # XXXXX Totals MISMATCH !! Not Deleted

Sample Message : Receipt # XX121 Vendor NOT Found !! Deleted / Not Deleted
Sample Message : Receipt # XX124 BLANK Voucher !! Deleted/Not Deleted
In case NO errors were found, the following message will be displayed :
Creditors Receipts/Payments OK !
Notes
• After running Diagnostics, generate Housekeep/System Information as a matter of habit.
All error conditions are reported there.
• Reports of the last one month’s runs of Diagnostics are stored in Housekeep/System
Information.
• When you run all the options in Diagnostics at one go and NO errors are reported, all
previously logged in error reports are automatically deleted.
• Before you call for help, you MUST run Diagnostics - ALL options. Then keep a printout
of Housekeep/System Information handy when you call for support. We will require
several answers from the printout.
• IMPORTANT : If you have deleted any documents thru this module, please run
Housekeep/Recalculate Balances with ALL options TAGGED. Else the reports might not
be correct.
Housekeep / Backup Data

When data is maintained on hard disk it is imperative to have a backup, as the hard disk
is susceptible to damage. FACT allows you to backup to any drive (floppy, hard disk, tape,
floptical or erasable CDs).
This option provides you with the choice to backup data of the current account you are
working in. The following screen is displayed with the cursor resting on < Select > :
Your Company
Accounting Period
Company Address Account Backup 01/04/93—31/03/94
Company City
Backup To : (Select…) [ ] Password Protect <<Start>>

A: Password :
[X] Compress Data Retype : ( Cancel )
BACKUP STATISTICS
Disk Space Files to Backup
Available : Count : 69
Required : 16 MB, 362 KB Size : 16 MB, 356 KB
Progress Total
Status : Size Done :
Filename : Disk # :
Bytes Done : Compression :
By default the A: Drive is selected. If you wish to change the drive / directory, press <Ret>
on < Select > to come to the following screen :
Your Company
Accounting Period
Company Address Account Backup 01/04/93—31/03/94
Company City
Select Drive and Directory for Backup

Backup To C:\
<<Start>>
[FACT_IND] Drive C
A:
[FA_AMI]
[X] Compre [FA_BDB] ( Cancel )
[FA_NEP]
Disk Space [FA_RAS] Directory C:
[FA_SIN]
Available : [MOUSE]
[SING] << Select >> KB
Required :
[TEMP]
Progress [WINDOWS] < Open >
Status [WINWORD]
< Cancel >
Filename
Bytes Done Compression :
374 FACT User Guide
Use the Tab key and bring the cursor to Drive and press <Ret>. All the existing drives
configured in the system are displayed. After you select the drive of your choice, all the
directories existing on that drive will be displayed. However, in case you had selected a
floppy drive to backup the data, the option to backup the data onto a directory will not be
available. Select the directory of your choice and press <Ret>.
Bring the cursor to << Select >> and press <Ret> to return to the previous screen. <Cancel>
will return you to the previous screen without effecting the changes. Before the actual
backup process starts, you have the choice to Password Protect your backup and also
specify that you want a Compressed backup.
Take the cursor to [ ] Compress Data. The ‘X’ sign means that the backup will be
compressed. <Ret> or <Space> allows you to mark or unmark Compress Data. The backup
will not be compressed if the 'X' sign is removed.
By default the backup is not password protected. To protect your backup using a password,
bring the cursor to [ ] Password Protect and press <Ret>. A ‘X’ sign appears and the cursor
waits at the Password prompt. Key in your password and press <Ret>. You are prompted
to Retype your password again. This is to ensure that you have got your password right the
first time. The <Tab> key allows you to move from one field to another. If you do not wish
to protect your backup with a password, use the Tab key and move to the next field.
After you have specified your choice as above, bring the cursor to << Start >> and press
<Ret> to start the backup process. To abort the process, select < Cancel >.
The BACKUP STATISTICS is divided into four sections, they are :
Disk Space
• Available : Shows the free disk space available on the selected drive.
• Required : Shows the total free disk space required to take a backup of the existing data.
eg : You have selected A: Drive, and “Required” displays 16 MB, 362 KB. This means that
16 MB and 362 KB disk space is required.
Files to Backup
• Count : Shows the total number of files that are required to be backed up.
• Size : Shows the size of the existing data that has been selected for backup.
Progress
• Status : Shows the status of the file being backed up - Compressing / File being read etc.
• Filename : Shows the file being currently backed up with complete path.
• Bytes Done : Shows the size in bytes of the current file that has already been backed up.
Total
• Size Done : Shows the size of all the files in bytes that have already been backed up.
• Disk # : Shows the current Disk Number of the floppy disk (in case you are backing up
data thru a floppy drive).
• Compression : Shows the overall compression ratio if this was selected.
Housekeep / Data Restoration

Backed up data may be restored back onto the hard disk thru this option. Log into the
account and restore data from its own backup only. FACT will detect if you are restoring
data from some other backup and warns you.
Press <Ret> and the following screen is displayed with the cursor resting on < Select > :
Your Company
Accounting Period
Company Address Account Restore 01/04/93—31/03/94
Company City
Restore From Files to Restore

< Select… > Compressed :
Password Protected :
Count :
A: Size :
Restoring Before you proceed
Restoring will erase
existing data. Restore? [X] YES
Password :
<< Start >> < Cancel >
Progress Total
Status : Disk # :
Filename :
Size Done :
Bytes Done :
By default the A: Drive is selected. If you wish to change the drive / directory, press <Ret>
on < Select > to come to the following screen :
Your Company
Accounting Period
Company Address Account Restore 01/04/93—31/03/94
Company City
Restore Fr Select Drive and Directory for Backup

C:\
< Select…
[FACT_IND] Drive C
[FA_AMI]
A: [FA_BDB]
Restoring [FA_NEP] Before you proceed
[FA_RAS] Directory
Restoring willC:erase
[FA_SIN] existing data. Restore? [X] YES
[MOUSE]
Password :
[SING] << Select >>
[TEMP]
Progress [WINDOWS] < Open >
Status [WINWORD]
< Cancel >
Filename
Bytes Done Size Done :
376 FACT User Guide
Bring the cursor to Drive and press <Ret>. All the existing drives configured in the system
are displayed. After you select the drive of your choice, all the directories existing on that
drive will be displayed. However, in case you had selected a floppy drive to restore data
from, the option to restore the data from a directory will not be available. Select the directory
of your choice and press <Ret>.
Bring the cursor to << Select >> and press <Ret> to return to the previous screen. Use
<Cancel > to return to the previous screen without effecting the changes.
Before the actual restoration starts, FACT checks to see whether the backup is Password
Protected and Compressed or not. In case the backup is Password Protected, it will prompt
you to key in the Password.
Details of the restoration process are displayed as follows :
Before you proceed

This window displays some warnings which you should heed before you << Start >>
Warning
Restoring will erase existing data. Restore ? [ ] YES
If you wish to restore on the existing data, bring the cursor to YES and press <Ret>. A ‘X’
sign will appear. This means that you have selected YES
Warning
Backup data does not belong to this account. Restore ? [ ] YES
If FACT detects that the data to be restored does not belong to the current account, the
above message is displayed. If you wish to proceed, bring the cursor to YES and press
<Ret>. A ‘X’ sign will appear. This means that you have selected YES. Please note that
this will overwrite all exiting data in that account.
After you have specified your choice as above, bring the cursor to << Start >> and press
<Ret> to start the restoring process. To abort the process, select < Cancel >.
As soon as the restoration process starts, the following statistics are displayed for the users
information :
Progress
• Status : Shows current status of the file being restored - Decompressing, Restoring etc.
• Filename : Shows the name of the file being currently with full path.
• Bytes Done : Shows the size in bytes of the files that have already been restored.
Total
• Disk # : Shows the current Disk Number of the floppy disk (in case you selected to restore
thru a floppy drive).
• Size Done : Shows the total %age of the entire backup that has already been restored.
Housekeep / Export Data

Some of you may be experienced programmers and may want to generate reports specific
to your requirements. You may also want to use the data from FACT in some other areas
of application.
All data files are kept in the standard DBF format. These files can be accessed by most
popular spreadsheet programs such as Excel, 1-2-3, QuattroPro etc. They can also be
directly accessed by Xbase programs such as FoxPro, dBASE, Clipper and other front end
programs such as MS-Access etc. To use data, copy the .DBF files from the relevant
subdirectory to your working directory and use as desired (DO NOT OPEN ANY DATA
FILES IN THE FACT FA_??? SUBDIRECTORY UNDER ANY CIRCUMSTANCES).
However you may want to access the data in a Cobol or Basic program. FACT provides you
with a Translate Utility to translate the data files to the SDF (Standard Data Format) format
or a file in which the fields are separated with a comma (,).
FACT creates a subdirectory called XLATE in the FA_??? which holds the data of the
Account you are currently logged in and translates (in the format selected by you) the
selected DBF files there. The files translated have the same name with the suffix TXT.
Press <Ret> at Export Data for the following options :
SDF Format
Delimited with ‘,’
Select option desired and press <Ret>. A small box pops up in the bottom left corner similar
to the one you see in Pack & Reindex. All the file groups are tagged in default. Tag/Untag
as desired and press <Esc>. Select Go to start translation.
A small box pops up in the bottom right corner showing the current file being translated.
After all the files have been translated, you are returned back to the main menu.
Housekeep / Import Data

Many of you have several branches of your office and the data of the remote branches that
are maintained at the Head Office, need to be updated regularly. FACT enables you to
import FACT data from other accounts to your currently used account. Some of you might
even have your financial accounting data in another application that you were using prior
to FACT. The files of another financial accounting software might contain important data
that you wish to use in FACT. You do not need to enter all those massive data all over again!
This option offers you an excellent feature, the 'import utility' which translates the DBF files
of FoxPro format, SDF (Standard Data Format) file and Delimited format in which the fields
are separated by a comma(,).
The Import screen allows you to select any one of the options given below:
378 FACT User Guide
Select Source File Format
() FACT standard format < Help... >

( ) Extended FACT format
( ) Other formats...
< Select Source Files... >
< Import > < Quit >
FACT standard format allows you to import FACT data from any other FACT Account to
the current Account.
Extended FACT Format allows you to import data from another source where the fields
of FACT Standard Format are present in slightly different order.
Other Formats.. allows you to import data from files of SDF, FoxPro DBF and SDF
Delimited format. You will find detailed information on importing different types of
documents in the FACT online help.
You may import data of the following types -
V o u c h e rs D b / C r, C u s t o m e r s , V e n d o r s
L e d g e r, D e b i t N o t e s , C r e d i t
J o u rn a ls
N o t e s , P a r t y J o u r n a ls
O r d e r s , D /O s , I n v o ic e s ,
S a le s
S e r v ic e In v o ic e s , R e tu r n s
O r d e r s , D /O s , I n v o ic e s ,
P u rc h a s e s
S e r v ic e In v o ic e s , R e tu r n s
Iss u e s M e m o s , Is s u e s ,
In v e n to ry
R e tu rn s
F i n is h e d G o o d s R e c e iv e d , R e tu rn e d
T ra n s fe r o f S to c k
A d ju s t m e n ts
Importing data
As you choose Import Data, you get the options for selecting the type of document you want
to import. We have already discussed the types above. Let us now have a general idea
about how you can proceed to import data.
The Import screen available on selecting the import data is the same for all types of
documents. However the options available on screen may differ with the type selected.
The Import screen allows you to select any one of the options given below:
FACT Standard Format allows you to import FACT data from any other account to the
current account.
FACT Extended Format allows you to import data from another source where the fields
of FACT Standard Format are present in slightly different order. This option is available only
for Sale Order, Challan and Invoice (Bill). You may need this option to import files that are
neither of FACT Standard Format nor of Other Format like DBF, SDF or Delimited format.
A FACT Standard Format Bill or Invoice has three parts, they are, Bill Header, Bill Details
and Bill terms. You may have your Sale Order, Challan or Invoice stored in another software
where the Bill Header contains the data of Bill Header and Bill terms in a FACT Standard
Format. Selecting FACT Extended Format will allow you to import data of this type.
Other Formats.. allows you import the files in SDF, FoxPro DBF and SDF Delimited format.
You will find detailed information on importing different types of documents in the FACT
online help.
Importing Data of FACT standard format
This is a simple task. You only need to do the following,

1. Select FACT Standard Format and the Source File.
2. Press <Import>. The Help box will provide you with all the added information about
importing a particular type of document.
Selecting FACT Standard format enables you to import documents from another FACT
Account into the currently selected Account. You can even bring in data from your remote
Branch office and update your Central office account. All the documents you import are
added to the data of your existing Account and you can perform normal operations on them.
Choose the ‘Select Source Files....’ button for selecting the source directory. Selecting the
source directory selects the source file automatically. You can also enter the file name with
full path in the entry box just below the ‘Select Source Files...’ button.
For performing the Import operation some files must be present in the source directory. To
learn about the files needed for each document see the Help available on pressing the Help
button.
Before you start importing, make sure that the all information pertaining to the document
being imported is present in the Target Account (the Account into which the data is being
imported). For example, when importing Vouchers from you Branch office data, the GL
Accounts, Bank/ Cash Codes used in that office and used to create the Voucher must be
present in the Target Account. To be doubly sure in this case you can choose to have
identical Master details in the Source and Target Accounts.
For details about the structure of each document please see the Help available on pressing
the Help button.
Importing Data of Extended FACT Format
You can Import the data of Extended FACT Format for Sale Order, Sale D/O, Sales Invoice,
380 FACT User Guide
Purchase Order, Purchase D/O and Purchase Invoice.
To import data of FACT Extended Format

1. Select the Source File and press <Import>. For detailed information Select Help.
Press <Import>.
To Import files for Extended FACT Format you need to mention two Source files. These files
vary with the document selected. To learn about the files please see the help available on
pressing the Help button.
You cannot directly import files that is present in the FA_??? Data directory of any Account
of the FACT installation you are using now. If you want to import such files, you will have
to copy the above mentioned Source files to a temporary Source directory and Import from
there.
Importing data of ‘Other Formats’
You will have to follow the following steps to import files of ‘Other Formats’. In each entry
screen as you press <Next> after completing the entry, you are taken to the next option
automatically. You can also choose from the pages on top of the screen to select the
subsequent option. Read the section below to learn about the options.
The Options for Importing
FACT allows you to import FoxPro.DBF files, SDF files and SDF delimited files.
Since you are importing file format(s), that are alien to FACT format, the Import screen
provides you with the following options to make the files recognisable to FACT.
Tag Fields
In case of .DBF, SDF Delimited files you will have to match the fields of the file being
imported (the Source File) with that of the FACT fields.
Define Fields
In case you are importing SDF files or System Data Format files, you need to Define the
fields in terms that FACT recognises and will be able import them to FACT format.
Link Source Files

Generally multiple files are imported when the data is scattered in more than one file.
Therefore you need to link the data in the selected files, so that FACT can organise the same
in standard FACT format.
Notes:
You may import files with similar type of fields now and then. However tagging fields each
time you try to import a file is a tedious job. The <Load Script> button saves you both time
and boredom of tagging fields for similar files. The Load Script option allows you to load
any saved script. Selecting Load Fields allows you to select the file type, that is, Voucher,
Sale Order, Sale Invoice, Purchase Order, Purchase Invoice, etc., and displays the already
matched fields on pressing <Open>. You can then save the script.
As you select the Other Format the system presents you with the following window:
Select Files Define Fields Link Source Files Tag Fields
Select Source File Format Delimiter

( ) Tab
DBF - FoxPro Format ( ) Space
( ) Other Character
< Select Source Files... >
<B
ack > < Next - > < Import > < Load Script.. > < Save Script.. > < Quit >
Select Source File Format

The following formats can be imported to FACT:
DBF - FoxPro Format

Select DBF - FoxPro Format as the source file type. Selecting the ‘Source file’ allows you
select the file you want to import.
SDF - Standard Data Format

Select SDF - Standard Data Format. Selecting the ‘Source file’ allows you select the file
you want to import. You can select any text file.
SDF - Delimited Format

Choose SDF - Delimited to import data of the delimited format.
Delimiter
The Delimited format has the following options:
( )Tab
( )Space
( )Other
The Other means the fields may be separated by comma (,), semicolon (;) or colon (:) and
so on. For this type of field you need to enter the delimiter in the adjacent field.
Select Source Files

Selecting this displays the list of directories from which you can select the one containing
the importable files. Remember that the directory selected must contain files of the ‘format’
selected. You can select more than one file at a time. The file(s) are shown in the field below
with full path after they are tagged. However you can key in the file name specifying the full
path in the field below.
Please note that if you have selected multiple source files, the first file in the alphabetical
order will be considered as the master file. The remaining files have to be then linked to each
other using a field of the master file, which is common to the other files.
382 FACT User Guide
Selecting < Next > will automatically take you to the next option, or you can choose the
option from the ‘tabs’ on top. Depending on the file types and number of files selected the
system will take you to options as stated below:
• If you have chosen the Fox Pro DBF Format, you will be taken to the Tag Fields screen.
• If you have chosen SDF Format, you will be taken to the Define Fields screen.
• If you chose multiple files of any format, you will be taken to the Link Source File screen.
Define Fields
For SDF - System data format you first need to define the source file through this option.
Selecting < Next > in the previous screen will automatically take you to this option if you
have selected SDF - System data format. Alternatively you can select ‘Define Fields’ option
on top of the window. This option allows you define the source file so that it becomes
recognisable to FACT. Selecting this option presents you with following screen.
Files
BILL1.TXT Total no. of fields of BILL1.TXT 1

BILL2.TXT
Fields Details
BILL1 FIELD_1 Name FIELD_1

BILL2 FIELD_1 Type
SINV1 FIELD_1 Length 0
TERM1 FIELD_1 No. of decimal 0
places
< OK > < Cancel >

< Back > < Next - > < Import > < Load Script.. > < Save Script.. > < Quit >
The screen displays the file(s) selected and the total number of fields in the file(s). Below
on the left you will find the list of fields. On the right, the Details of the field, such as the Name,
Type, Length, Decimals, etc., need to be entered. Double clicking on the field name in the
Fields box automatically displays the name of the field. Select each field and key in its name,
type length, decimals etc. The ‘type’ of the field can be either of the following:
Character C
Date D
Logical L
Numeric N
Pressing F1 on the Type field displays the above options.

Selecting <Next> will take you to the Tag Fields option where you can tag the fields as
explained under the Tag Fields.
To load any saved screen of similar type select <Load Script>.
To go back to the previous screen select <Back>.

To save the scrip by select <Save Script>.
Link Source Files

If you have chosen multiple files for any of the format you will be taken to this option as you
select < Next >. In case of SDF format you will get this screen after selecting the files and
Defining the files.
Please note that if you have selected multiple source files, the first file in the alphabetical
order will be considered as the master file. The remaining files have to be then linked to each
other using a field of the master file, which is common to the other files.
Relationship between fields of BILL1.TXT and SINV1.TXT
Fields of BILL1.TXT Fields of SINV1.TXT

BILL _NUMBR <â> = BILL _NUMBR <â>
AND <â>
AND = <â> = <â>
<â> = <â> = <â>
<â> = <â> = <â>
<â> = <â> = <â>
<â> = <â> = <â>
w
w
<w
w File> <File > <Clear>
Study the screen. There are two columns showing two files. Selecting F1 in any of the
columns displays the fields in the file. Select the field in the left column and then go to the
other column and select the field that relates to one selected in the left column. If the field
type does not match, you will get an error message. If the two fields match, the cursor
moves to the next row.
If you have more than two files you can toggle between all the files select < 33 > (to move
to the file in the left) and <88> to move to the files in the right.
To remove the links select < Clear >.
Link all the fields and then select < Next > to be taken to the next option, Tag Fields.
To load any saved screen of similar type select <Load Script>.
To save the links select <Save Script>.
Tag Fields
Selecting < Next > in Define Fields or Link Source Files screen takes you to this option.
The left of the screen displays the fields present in the source file to be matched with the
Target fields or the FACT fields. In the target field box, you will find some fields marked with
384 FACT User Guide
a hash (#). These are must fields and it is mandatory that you match these fields properly
with a source field. Click the source field and then the target field. Click on the arrow (Ù)
in the middle to match the field. If the source field does not match with that of the target field
the system will display a message. When matched, the code number of the source field
appears beside the target field.
For Vouchers, this option allows you to Auto-generate Voucher No while importing. To
generate voucher number automatically check Auto Generate Voucher Number.... You
will get a small dialog box for entering the ‘details for Auto-generating Voucher Number’.
Enter the following,
Source fields Target fields

001 BILL BILL_NO C(15,0) 8#Invoice Number C(15,0)
<-8>
002 BILL CATEGORY C(1,0) #Invoice Date D(8,0)
003 BILL BILL_DATE D(8,0) #D/O Number C(15,0)
004 BILL DUE_DATE D(8,0) #D/O Date D(8,0)
005 BILL CHALLAN_NO C(15,0) #Due Date D(8,0)
006 BILL CHALLAN_DT D(8,0) # Currency Description C(5,0)
<-8>
007 BILL CH_LINK L(1,0) # Currency Rate N(12,5)
008 BILL OA_NO C(5,0) # VAT L(1,0)
[ ] Auto generate Invoice Number...
Prefix Suffix
Body Length (Max 5) Start From
Total Length
To load any saved script of similar type select <Load Script>.
To save the scrip by select <Save Script>.
Notes
• While importing files containing the Receipt/ Payment Vouchers, the system will import
those files, that are either ‘advances‘ or reference bills, credit note, debit note that exist
in the remote system with correct Currency. FACT also imports the Currency definition
as defined in ‘Entry/ Currency Rates’ module.
• If you need to import Sales / Purchase Invoices which have already been adjusted against
Receipts in the source Account itself, then proceed as follows -
- Import the Invoices; If already adjusted, these will be imported as unadjusted

Invoices.
- Import the Receipts; If these have been adjusted against the already imported
Invoices, they will now show as adjusted against the respectiveInvoices.

Any Receipts adjusted in the source Account through Entry / Adjustment of
Documents, will be imported as unadjusted Receipts.
- Import adjustments, if any, through Import Data / Adjustments option. After
importing the respective adjustments, unadjusted Invoices will be show as
adjusted against the Receipts.
Housekeep / Missing Numbers

This module helps you to track down documents missing from the serial of the ones entered.
It is a quick and efficient way of tracking down those documents forgotten to be entered.
This report can be generated for the following type of documents :
Credit Note Purchase Invoice Sale Invoice

Debit Note Purchase D/O Sale D/O
Finished Goods Rcvd Purchase Order Sale Order
Issues Purchase Return Sale Return
Journal Purchase Service Invoice Sale Service Invoice
Rct / Pymt—Creditors Rct / Pymt—Debtors Voucher
Document
Select the document type for which you desire this report
Printer
Default
Select Include if you wish to include documents entered in the default category.
Select Exclude if you wish to exclude documents entered in the default category.
Select Only to report missing serials from the default numbering category only.
If you had selected Include / Exclude above, a window will pop up in the bottom right hand
corner displaying all the different document numbering categories defined by you. Tag the
ones for which the report is desired and press <Esc> for more options
Notes
• Numbers missing within the Start Number & End Number defined by you for each
category will be reported only
• The report is displayed Categorywise - Userwise. Hence, if you have defined the same
numbering category for more than one user, the missing numbers will be reported as
many number of times under the different users
• The system has to search thru the entire database to find out those missing numbers and
could take some time.
Housekeep / Tally of Documents

Documents once entered must be checked for accuracy – and COUNT. It must be ensured
that all documents given to the data entry operator have been entered. This option allows
386 FACT User Guide
you to view at a glance the total number of documents entered for the specified range of
dates. Opening Documents are reported separately.
Users who need to invoice clients for data processing services rendered shall find this a
great boon. No more fumbling with documents and no chances of under-invoicing!
From
Enter date From which documents have to be counted
To
Enter date To which documents have to be counted
Printer
All the various types of documents accepted by FACT are listed on the screen along with
the number entered against each of them. The total of all the documents is shown at the
bottom. The Journals entered have two tallies reported. The one in the bracket is the total
number of debit and credit entries made and the on the right of it shows the number of journal
vouchers which were entered.
Housekeep / Revaluation of Documents

Why is it needed?
Revaluation is a process of revaluing outstanding foreign currency documents against the
prevailing Exchange Rates. If you are transacting with your customers and vendors directly
in foreign currency, you may need to have a revaluation of the outstanding documents at
the current market rates for foreign currency transactions. FACT introduces a new and
exclusive option for revaluing your Open Foreign Currency documents.
Concept
FACT has a foreign currency exposure report through Ar/ Ap/ MIS Reports/ Currency
Exposure, that displays the open foreign currency transaction and compares the
outstanding balance with the rate on the original transaction with exchange rates as on date.
FACT displays these Currency Exposures in the reports like, Trial Balance, Profit and Loss
Account and Balance Sheet.
FACT introduces an extraordinary feature for revaluing documents known as the

Revaluation of Documents. Through this option you can revalue your foreign currency
documents with changed currency rate and store the data in home currency any time you
need. FACT allows you to view the details of the revalued documents before they are
recalculated and make necessary changes in your debit or credit balances. During
revaluation, FACT updates your outstanding and ledger postings for exchange gain/ loss
with the new values and keeps track of the value in local currency. After Revaluation FACT
does not allow you to change or modify the revalued documents. You also cannot make
any adjustments prior to the last revaluation date so you must make sure that any
modifications or corrections to data already entered in FACT is done before revaluation is
run.
Suppose a Vendor credit balance is $10,000. An adjustment of $4500 is made against the
amount on 03.03.97. The balance is now $5500. On the day of Purchase Invoice the dollar
(US) rate was 37.50. On 13.04.97 the rate of Dollar rate has gone up by (2.50) per unit, that
is the cost of dollar in home currency is 40, then you stand to lose this amount( 2.50) per
unit dollar.
The revaluation report gives you the currency amounts before and after the revaluation and
the subsequent gain or loss resulted by it. After revaluation the balance of the invoice $5500
will be reflected in local currency as 192500 if the value has gone down or as 220000 if the
dollar value has gone up.
The Revaluation of documents has the following option:
Revalue Documents
Revalue Documents allows you recalculate the open foreign currency documents at any
point of time against the changed currency rates. You can also have the details as they
would appear after revaluation before you actually run it. Depending on this projected value,
you can make necessary changes in the documents.
The revaluation screen has the following options:
As on
Enter the date as on which you would like the system to run revaluation on the open foreign
currency documents. Make sure that you have already entered the Foreign Currency Rates
as on this date, for all the Foreign Currencies defined in this account.
Revalue Documents
Press [Y] to run revaluation. Pressing [N] will print the details as they ought to appear after
revaluation.
If you press [Y], the system will prompt you to be sure if you want to run the revaluation.
Press [Y] to continue. The system starts revaluation of the open foreign currency
documents as you press [Y].
If any adjustment entry is still pending then make those adjustments before you run
revaluation. Because after you run revaluation program the Balance Amount in home
currency for all the open foreign currency documents will be changed. Please note that the
system does not allow you to make any changes once the documents are revalued.
The system stores the revalued figures in the local currency in the respective document
files. You can run this option as many times as you like. Every time you do so, the new value
gets stored with the previous ones. Reports like the Party Ledger, Customer Vendor
analysis, Ageing etc. will show the revalued figures for the host currency equivalent
amounts for each document.
Notes
• To revalue documents as on a date, the currency rate for that date must be present in the
system (you can enter currency rates through Entry/ Currency Rates). In case no rate is
present for the date, the system will prompt you to carry forward the rate of the previous
day.
• FACT allows you to revalue only the Open Foreign Currency. The difference in figures
of all unrealized gain/ Loss is posted to the following:
388 FACT User Guide
Trade Debtors
Trade Creditors
A/R - Unrealized Gain/ Loss Account
A/P - Unrealized Gain/ Loss Account
Running Year End after revaluation

Before proceeding with Year End, Please ensure the following:
1. There should not be OPEN D/Os (Please run Ar/ Ap - Unbilled Challans)
2. You should not have NEGATIVE STOCK (Run Housekeep/ Diagnostics to delete such
data). If you want to carry forward open foreign currency documents at current market
rates, you must run Housekeep - Revaluation.
FACT does not allow you to adjust documents that are dated prior to the last revaluation
date. You can Undo the last revaluation by selecting the date of revaluation and then
proceeding with the entry. The system will not allow you to undo a revaluation, if any
adjustments are made after revaluation. You cannot enter any foreign currency document
for a date prior to last revaluation date.
Please note that the revaluation is done only for the out standing amount. You can make
further adjustment, if any, after the revaluation.
Revaluation History
The revaluation history displays all the data related to revaluation done. You will have the
following options for displaying or printing the revaluation report:
Printer
[N] displays the report on screen. [Y] prints the revaluation details.
Report
You can sort the report on Customer, Vendor or Both.
Both displays/ prints both vendor-wise and customer-wise report.

Customer only prints the customer-wise report.
Vendor only prints the vendor-wise report.
Analyze
The analysis can be done on the following documents:
• Sale Invoice
• Purchase Invoice
• Debit Notes
• Credit Notes
• Customer Advance
• Vendor Advance
The popup in this field allows you to tag the documents. All the documents are tagged by
default. Pressing Enter on a particular document tags or untags it. Tag the document and
press Page-Down key. You will be prompted to select the 'date' and select Run from the
Report option.
The revaluation report displays the ate of revaluation, the Document No., Balance before
revaluation, balance after revaluation and Gain/ loss after revaluation.
Undo Revaluation
This option allows you to cancel a revaluation if you wish. To undo a revaluation, select the
date of revaluation to be cancelled. As you undo a revaluation of a particular date, the
revaluation details for that date will be removed and the value before that revaluation will
be updated for all the documents. You cannot undo revaluation of a document, if it is
adjusted after the revaluation.
Housekeep / Audit Trail

Audit Trail / Report
A major requirement for Managers and Supervisors of an online accounting software, is to
keep a close track of modifications and deletions being made by the different users of the
system. This option allows you to do just that.
The report is available for the following source documents :
Vouchers - Cash/Bank Sale Orders Stock Transfer

Receipts - Customers Sale D/Os Issue Memos
Payment - Customers Sale Invoices Issues
Receipts - Vendors Sale Returns Issue returns
Payment - Vendors Purchase - Orders Finished Goods Rcpt
DbNotes - Customers Purchase D/Os Finished Goods Rcpt
Cr Notes - Customers Purchase Invoices Journals - Ledgers
Db Notes - Vendors Purchase Returns
Cr Notes - Vendors Party Journal
From
Enter the document number From which you wish to generate the trail. Leave Blank if you
wish to start from the first document
To
Enter the document number To which you wish to generate the trail. Leave Blank if you wish
to stop at the last document
From Date
Enter the date From which you wish to see the audit trail. Please remember that this date
is the Action Date and not the Accounting Period Date
To Date
Enter the date To which you wish to see the audit trail. Please remember that this date is
the Action Date and not the Accounting Period Date
Action
Modification / Deletion / Both
Select the option for which you wish to generate the Audit Trail
390 FACT User Guide
Sorting...
User; Action; Action Date; Document
Arrange the order in which you wish to view the Audit Trail. Use "Ctrl+ " or the mouse to
rearrange the order
A box will appear in the bottom right hand corner displaying all the Users of that current
account. They are all tagged by default. Untag or Tag the Users for whom the Trail is desired
and press <Esc> for more options. Select <Go> to start the report.
Notes
• Security Right to this option should be prudently assigned. Managers or Senior level
supervisors only should be assigned rights to this module.
Audit Trail / Purge

After the Audit Trail has been generated, the Manager or Supervisor might wish to remove
the trail. This option allows you to purge or clean out the Audit Trail in exactly the same
manner in which you had generated the report itself.
You may purge the Audit Trail for any of the following source documents :
Vouchers - Cash/Bank Sale Orders Stock Transfer

Receipts - Customers Sale D/Os Issue Memos
Payment - Customers Sale Invoices Issues
Receipts - Vendors Sale Returns Issue returns
Payment - Vendors Purchase - Orders Finished Goods Rcpt
DbNotes - Customers Purchase D/Os Finished Goods Rcpt
Cr Notes - Customers Purchase Invoices Journals - Ledgers
Db Notes - Vendors Purchase Returns
Cr Notes - Vendors Party Journal
Press <Ret> on the option for which you wish to purge the Audit Trail for
From
Enter the document number From which you wish to Purge the trail. Leave Blank if you wish
to start from the first document
To
Enter the document number To which you wish to Purge the trail. Leave Blank if you wish
to stop at the last document
From Date
Enter the date From which you wish to purge the audit trail. Please remember that this date
To Date
Enter the date To which you wish to Purge the audit trail. Please remember that this date
Action
Modification / Deletion / Both
Select the option for which you wish to Purge the Audit Trail
A box will appear in the bottom right hand corner displaying all the Users of that current
account. They are all tagged by default. Untag or Tag the Users for whom the Trail is desired
and press <Esc> for more options. Select <Go> to start the report.
Notes
• Right to this option should be prudently assigned. Managers or Senior level supervisors
only should be assigned rights to this module
Housekeep / Year Ending

All Accounts have to close books every year. And the Profit & Loss has to be calculated and
carried forward to the Balance Sheet. And the closing balances of all the Balance Sheet
Ledger Accounts have to carried forward to the new year. And the outstanding balances of
invoices, unadjusted advances, credit/debit notes have to carried forward too. What it all
amounts to is a lot of labour and painstakingly accurate accounting.
During Year End, FACT will transfer all unreconciled vouchers to the next year. You can
then reconcile these vouchers through Entry / Voucher - Receipt/Payment / Bank
Reconciliation option. These amounts do not affect the Net balance in the bank anyway.
FACT allows you to reconcile these entries which in turn affects the reconciled and
unreconciled opening balances.
While performing the Year End, the system will transfer the closing balances of both Profit
& Loss A/c and Balance Sheet types of GL codes as Last Year figures in the Masters /
Opening Balances / Budget/Last Year option. Here, the closing balance of respective GL
Codes will be displayed at the bottom of the list of months. You can edit this amount. The
Balances of GL Codes that are auto-calculated are not carried forward as the 'Last Year'
figure. If you require you can enter the amount manually.
FACT carries forward all the Sub-ledgers to the next accounting period while you run Year
End. You do not need to enter these subledgers manually through the Masters/ Opening
Balances/ Sub-ledgers any more.
During Year End FACT allows you to carry forward the Warehouse wise Stocks to the next
accounting period.
FACT understands your need to devote time to the more important aspects of your
business—though not at the cost of compromising on the accounting at the year end. This
option does all of what is listed above (and more) with no help from anyone. Who said
software packages cannot do everything ?
This option will force you to take a Backup on floppies (for all you forgetful users), give you
an option to take a Backup on the hard disk, delete all the data for the current year, increment
the year by one and carry forward all the closing balances of the last year to the new year.
Press <RET> and the following is asked :
392 FACT User Guide
CUT OFF Date

enter the date as on which the Year Ending should be done.
Value Closing Stock

Enter Y to Value the Closing Stock before doing the Year Ending. If you say Y, you will be
asked the Valuation Method.
If you mark the Value Closing Stock as 'Y', the system will prompt, 'Warehouse Wise
Closing Stocks...Y/N'. By default it is 'N'. Entering 'Y' displays a new popup of
WAREHOUSES. Here you can tag the Class/ Filters and also shown in the Warehouse
Stocks reports are nothing but filters defined by you through Masters/ Document Class/
Filters and also shown in the Warehouse Stocks reports are nothing but the filters defined
by you through Masters/ Document Class. You will not be allowed to proceed unless you
tag the Warehouse(s). After the Year End process is over all the 'Stocks' will be carried
forward to the next accounting period.
You will now be asked to backup data in the same manner as in Housekeep/Backup Data.
After the Backup to Floppy is over, the following is asked : Do you want to BACKUP data
to the Hard Disk...Y/N. If you say Y, a new subdirectory is created, called FA_???NN. Where
: ??? stands for the initials of the Account and NN for the year.
After this is done, FACT checks whether there are any UNINVOICED D/Os in the system.
If any UNINVOICED Sale or Purchase D/Os are found, a message informs you of the
existence of such DOs and you are returned to the main menu. You may either delete these
D/Os or enter the Invoices for them and then run the Year Ending.
Notes
• All Invoices are carried forward to the new year with the Net Amounts and the Outstanding
Balances only.
• All Orders are carried forward with only the balances outstanding.
• All Sales/Purchase Returns and Party Journals are carried forward as respective Debit/
Credit Notes with the net unadjusted balances.
• In case the accounting period specified by you is more than one year (Eg. 01/04/93 to
31/03/95) and on 01/06/93 you wish to generate reports before doing a Year Ending for
the period 01/04/93 to 31/03/94, go to Account /Preferences/System Controls and
change the Ending Date to 31/03/94. Generate your reports and change the Ending Date
back to 31/03/95.
• Before running Year End, you must pass this Journal Entry (as on the Cut Off Date)
:
Dr Stock In Hand (BS)
Cr Opening Stock (PL)
• Similarly, after the Year Ending is over, you must pass this Journal Entry (as on the First
day of the New Accounting Year) :
Cr Stock In Hand (BS)
Dr Opening Stock (PL)
Housekeep / System Information

System Information / General
This is a very powerful report on the status of your system controls. When you call us for
support you can provide us with all the necessary information from this report. It is also a
good idea to take a printout every fortnight and store it away in a master file. A date wise
dossier is kept of hardware and software settings, system changes and a wealth of
information vital to the working of FACT.
All runs of Housekeep / Diagnostics are logged into this report. All error conditions are
automatically reported here.
Printer
Y - for report on printer; N - for report on screen
Report
This will be prompted in case Housekeep / Diagnostics has been run in the last one month.
Enter the number of run report desired and press <Ret>
System Information / Group Rights

This report allows you a review of the rights assigned to the different User Groups of the
package.
An extremely powerful report that tells you which user has access to what module / option
/ sub option. This report is available selectively user wise. After you have assigned rights
to your different users, take this report once to cross check that the rights have been
assigned correctly.
Printer
Y – for report on printer; N – for report on screen
Modules
Ledger; A/R; A/P; Inventory; Other
All the above options are tagged in default. Untag the ones for which you do not wish to see
the report and press <Pgdn>
A window pops up at the bottom right hand corner displaying the names of all the users.
Tag the ones for whom the report is desired and press <Esc> for more options.
System Information / Users List

This report allows you to take a review of the different Users assigned to the work under
the selected account. The report lists out the following information :-
User Name
The name under which the User is authorized to work within the account
Menu
The User Group to which the listed user belongs to
394 FACT User Guide
Previous Days
The number of Previous Days for which the user is allowed to access data
Post Dated
Yes / No - Whether the user is allowed to make postdated entries or not
Access
When was the last date this account was accessed by the user
System Information / User Defined Fields

This report gives you a listing of all the User Defined Fields defined in the system, including
the ones for Customers and Vendors.
System Information / Printer List

This option allows you to generate a report on the Printer Setup defined through the Printer
Setup or Selected or Driver Maintenance. You can view or print all these information without
going into the actual module. The report will display the following:
1. Number of drivers available in the system and out of that which are FACT DEFAULT
drivers (supplied with FACT).
2. Current Printer mappings.
3. Total number of printers setup in the Account/ Printer/ Setup of the Main menu. The
Queue Attributes of these printers. The report also displays settings like Form Feed, Print,
Banner, Time interval etc. (i.e. all details that appear on the screen at the time of setup entry.
4. This report also displays on which printer you have mapped your account.
System Information / Document Numbering

Another extremely useful System Information that allows you a review of the different
document numbering categories defined by you. This report is displayed Document wise
/ Category wise / User wise.
Dated
All dates; Selective dated
All dates
choose this option if you wish to generate this report for all the categories defined by you;
irrespective of their applicability dates
Selective dates
choose this option if you wish to generate this report for only those categories which are
applicable within the dates to be defined by you
Applicable from
Enter the date from which the applicability of the numbering category should be considered.
The cursor will skip this option if you had selected All dates in the above option.
Applicable to
Enter the date to which the applicability of the numbering category should be considered.
The cursor will skip this option if you had selected All dates in the above option.
A window will pop up at the bottom right hand corner of the screen displaying all the different
document types to which this report is applicable. Tag the ones for which the report is
desired and press <Esc> for more options.
Notes
• This report is available selectively for the different categories of document

396 FACT User Guide
User Guide
Index
FACT 

Money Can Buy
Index 397
Index Vendors 292

Symbols Analysis - Sales (Top 'N' Agent) 288
Analysis - Sales (Top 'N' Customer) 288
; using in Function Key Macros 69 Analysis - Sales (Top 'N' Product) 288
[F1] Help Box 67 Ar/Ap 190
Adjustment Listing 277
A MIS Reports 280
Outstanding Documents 273
Account 23, 39 Query 306
Alternate Data Drive 39 Audit Trail 389
Close 72 Purge 390
Data Disk Drive 39 Report 389
Delete 72 Auto Document Numbering
Ending Date 41 Ar/Ap 320
Income Tax Number 40 General Ledgers 116
Initials 39 Inventry 320
Install Date 41
Modify 72
New 23, 39
B
No Codes Mode 41 Backup Data 373
Open 43 Balance Sheet
Preferences 73 Complete 174
Recall deleted 40, 72 Date to Date (Complete) 177
Sample Data 40 Date to Date (Schedules) 177
Short Name 40 Layout 131
Starting Date 41 Schedules 174
System Controls 41 Bank
User Rights 42 Bank Balance Below Mini-
Account Confirmation 140 mum 45, 75, 119, 120
Active Date Range 84 Bank Charges 211, 212, 215
Adjustment Listing 277 Bank Reconciliation 152
Advances - Vendors 279 Bank Reconciliation List 161
Advances Customers 276 post dated entries 152
Credit Notes - Customers 277 postings from Perks 153
Credit Notes - Vendors 278 Budgets 145
Debit Notes Vendors 280
Adjustment of Documents 251
Advances 254 C
Credit Notes 251
Debit Notes 256 Calculator 67
Ageing Cash Flow Statement
Customers 280 Complete 177
Stock 353 Date to Date (Complete) 178
Vendors 282 Date to Date (Schedules) 178
Ageing - Customers (Agent Wise) 282 Layout 131
Alternate GL Code 119, 186 Schedules 177
Analysis Cash/ Bank Books 159
Customers 292 bank 160
Proforma Inv / Quotation 286 journal 160
Purchase 290 Cash/Bank Books
Sales 287 cash 160
Chart of Accounts 118
398 FACT User Guide
Balance Sheet Layout 131 Date Format 92

Cash Flow Layout 131 Date/Time in Report 92
closing BS a/c 46 Ending Date 73
closing PL a/c 46 Install Date 73
contra a/c 45 Starting Date 73
create 44 Diagnostics 367
enter 50 blank records 369
gain/ loss account 45 CR Control 371
General Ledger Codes 118 do post error 370
opening PL a/c 46 DR Control 371
profit & loss account 45 files 368
Profit & Loss Layout 121 receipt/ payment(DB) 372
purchases a/c 46 receipt/payment(CR) 372
purchases return a/c 46 Stock Control 371
sales return a/c 46 trial balance 369
trade debtor's a/c 46 Document Numbering
unrealised gain/ loss account 45 append 86
Closing/Production Rates 337 delete 87
lock a month 337 locate 87
Consignments Sales & Expenses 295 modify 87
Contra Account 116 Document Class 57, 131
Copy Codes from another A/c 65 Document Class - Examples 135
Cost Centres 327 subledger formats 135
Credit Note Register 267 Document Designer 101
Currency 117, 258 Options 107
Currency Exposure composite address type 111
Trial Balance 167, 170 page eject after printing 110
Home Currency definition 44, 80 page eject before printing 110
Multiple 192 print 107
multiple 117 print running total 110
Rates 259 printer attributes 109
Customers 194 restore defaults 107
Customer Credit Control 196 style 108
individual setting 195 suppress if invoice is 109
system setting 81 text 108
Customer Vendor Reports 261 use printer page length settings 110
defining 52 Segment 102
Masters 194 ageing 104, 110
posting to a GL Code 195, 196 body 2 102
Special Rate Schemes 52, 195 body 3 102
body1 102
D designing document 104
doc. detail 104
Date Range 116, 193, 321 footer 104
active date range 116, 321 header 104
actve date range 193 terms 110
applicability 193 Document Numbering 85
applicability date 117, 321 Auto Document Numbering 191
user level check 116, 193, 321 Document Printing 84, 304, 358
Dates 73 Purchase D/O 304
Active Date Range 84 Purchase Invoice 304
Index 399
Purchase Order 304 No Codes Mode 70

Purchase Return 304 Printer Box 71
Driver Maintenance 92 Filters 60, 73, 82, 83, 138
Final Accounts 48
E Finished Goods Register 340
Function Key Macros 69
Ending Date 41, 73
Entry G
Journals
Debit/Credit Note 206 General Ledger 115, 118, 142, 164
Party Journal 208 General Ledger Accounts 118
Proforma Invoice / Quotation 220 General Ledgers
Purchase Delivery Order (GRN) 239 GL Account 130
Purchase Invoice 242 GL Accounts 115
Purchase Order 236 Groups 325
Purchases 236 Balance Sheet 131
Purchases Service 246, 248 Cash Flow 131
Sales & Purchase 216 groups 325
Sales Delivery Orders 224 product 326
Sales Invoice 227 Profit & Loss 121, 122, 123, 129
Sales Return 233 sub groups 325
Sales Service Invoice 231
Exchange Gain/Loss 45, 74, 75
Excise on MRP implementation
H
Product Master 324 Housekeep 363
Sale Invoice Term 77 Backup Data 373
Sale Invoices 218 Data Restoration 375
Export Data 377 Diagnostics 367
Delimited 377 Export Data 377
SDF Format 377 Import Data 377
Missing Numbers 385
F Recalculate Balances 365
Reindex 363
FACT Features 3 Revaluation of Documents 386
FACT Reports System Information 393
Installation 33 Tally of Documents 385
installing Multi User 33, 37 Year Ending 391
under shared Win95 installations 33
Workstation Setup 35, 37
Introduction 31
I
Starting 36 Import
System Requirements 32 link source files 383
uninstalling 36 Import Data 377, 380
Updating 37 define fields 380, 382
Users and Security 36 delimiter 381
Features FACT Extended Format 378, 379
[F1] Help Box 67 FACT Standard Format 379
Calculator 67 link source files 380
Function Key Macros 69 Other Formats 379, 380
Inserting Today's Date 68 select source file format 381
Naming Conventions 68
400 FACT User Guide
select source files 381

tag fields 380 J
Initials 39
Inserting Today's Date 68 Journal Book 163
Install Journals 154
FACT Multi User 23 debit note/credit Note 202
on NetWare 2.x servers 25, 28 debit note/credit note 205
on NetWare 3.x servers 25, 28 ledger 154
on Windows 3.1x servers 27
on Windows 95 servers 26, 27 L
on Windows NT servers 26, 27
FACT Single User 21 Label Writer 97
Install Date 41, 73 alignment 98
Inventory 320 attribute 98
Different UOMs (Purchase, Stock & Sale) 321 Options 99
Double Quantity 321 change layout 101
Issues 329 database 101
Item/Product Discounting 321 layout 100
Opening Entries 320 new 99
Inventory Reports 339 preview 99
Material In/Out 342 remove 99
Memo Register 339 remove field 100
Invoice Terms save/ save as 99
Purchases 79 set criteria 101
include in Stock Valuation 79 Language 93
Sale & Purchase 49 Last Year 145
Sales 77 Layout
include in Profitability 77 Account Confirmation 140
Issues 330 Balance Sheet 131
Finished Goods Received 333 Cash Flow 131
Finished Goods Returned 333 Final Accounts 48
Items/ Products Product Groups 325
User Defined Fields 64 Profit & Loss 121
Items/Products 322 Ledger
Closing/Production Rates 337 Balance Sheet Layout 131
double qty 322 General Ledger 118, 142, 185
Grouping 325 Journal Book 163
minimum level 323 Profit & Loss Layout 121
opening balances 327 Ledgers 154, 155
purchase ac 323 Listing of Masters 185, 305, 358
purchase return 324 Account Confirmation 188
purchase unit 322 Balance Sheet Layout 186
reorder 323 Budgets/Last Year 187
sale return 324 Cash Flow Layout 187
sale unit 322 Cash/Bank Books 186
sales ac 323 Cost Centers 361
service item 322 Document Class 188
special rates 197 Filters 188
stock unit 322 General Ledger Codes 185
val tech 323 Interest Rates 187
Items / Products 358
Index 401
Product Groups 359 Merged Accounts 178

Product Price List - Purchases 360 Overstocked Status 352
Product Price List - Sales 360 Price History 296
Profit & Loss Layout 186 Profitability - Sales 293
Salesmen / Agents 305 Proforma Inv / Quotation Register 285
Special Rates Listing 361 Reorder Status 351
Vendors/Customers 306 Stock Ageing 353
Stock Status Query 350
M Stock Valuation 353
Unrealized Gain/Loss 181
Masters 118 Warehouse Stock 352
Account Confirmation 140 Missing Numbers 385
Chart of Accounts 118 Multiple Currency 192
balance sheet layout 131
cash flow layout 131 N
general ledger codes 118
profit & loss layout 121 Naming Conventions 68
Cost Centres 327 Negative Stock
Customers 194 controlling Stock Balance 76
Document Class 131 incorrect Stock Valuation 357
filters 138 Warning in Stock Ledger 346
Items/Products 322 Warning in Stock Valuation 356
grouping 325 NetHASP hardware key 21, 23
products 322 running FACT Reports 37
special rates 197 updating for FACT 28
Opening Balalnces Network Type 93
customers 200 No Codes Mode 41, 70, 116
Opening Balances 142, 327 Number Format 93
Budget 145
subledger - journal 144
vendors 203
O
Vendors 196 Opening Balances 62, 142, 200, 327
Material In/Out 342 Balance Sheet Ledgers 142
Cost Center 343 Budgets 145
product 342 Customers 200
Stock Ledger 343 General Ledger 142
Memo Register 339 Products 327
Merged Accounts 178 Profit & Loss Ledgers 73, 143
MIS Reports 178, 280, 350 Sub Ledger 143, 144, 155
Ageing - Customers 280 Unreconciled Vouchers 146
Ageing - Customers (Agent Wise) 282 Vendors 203
Ageing - Vendors 282 Outstanding Documents 273
Analysis - Proforma Inv / Quotation 286 Advances 275
Analysis - Sales & Purchase 287 Debit Notes 276
Analysis - Sales (Top 'N' Agent) 288 Invoices 274
Analysis - Sales (Top 'N' Customer) 288 Orders 273
Analysis - Sales (Top 'N' Product) 288
Consignments Sales & Expenses 295
Currency Exposure 294 P
Customers & Vendors Analysis 292
Due Date - Sale & Purchase Invoice 284 Password 82, 83
402 FACT User Guide
Perks Analysis - Purchase 287, 290

postings from 153, 155 Delivery Orders 239
Posting to a GL Code for Customers & Ven- Invoice 242
dors 195, 196 MIS Report 284
Preferences 73 Due Date - Purchase Invoice 284
Active Date Range 84 Order 236
Document Numbering 85 Registers 263
Document Printing 84 D/O 264
Filter 73, 82, 83 orders 263
Password 83
Report Footer 84
System Controls 73
Q
User Maintenance 82 Query 306
Price History 296
Printer 71
Driver Maintenance 92 R
Selection 91
Setup 91 Raw Material Reports 347
Printer Box 71 Consumption 347
Products Recalculate Balances 365
defining 53 Receipt/Payment Voucher
different UOMs 53 Many Db/Cr 148
Finished Goods Register 340 Receipt/Payments Voucher
grouping & subgrouping 54 One Db/Cr 147
Issues Register 340 Receipts 210
Material In/Out 342 Reindex 363
Memo Register 339 Report Footer 84
Raw Material Reports 347 Reports
consumption 347 Ledgers 155
stockable & non-stockable products 53 Returns 233
Transfer of Stock 341 Purchase 248
Valuation Technique 54 Sales 233
Profit & Loss Account Revaluation of Documents 386
Complete 171 Revaluation History 388
Date to Date (Complete) 174 Revalue Documents 388
Date to Date (Schedules) 174 Undo Revaluation 389
Layout 121
Schedules 171 S
Profit & Loss Layout 121
Group 121, 122, 123 Sales 216
Layout 130 Delivery Orders(D/O) 224
layout 122 Document Printing 304
Subgroup 123, 125 Sales D/O 304
Subgroups 129 Sales Invoice 304
Profitability Sales Order 304
include Sale Invoice Terms 77 Sales Return 304
Proforma Invoice 227
Analysis - Proforma Inv / Quotation 286 MIS Reports
Invoice / Quotation 220 Analysis - Sales 287
Proforma Inv / Quotation Register 285 Due Date - Sales Invoice 287
Purchases 236 Orders 221
Index 403
Registers Activate Flush 92

DO 264 Date Format 92
Invoice 265 Date/Time in Report 92
Returns 233 Language 93
Service Invoice 231 Network Type 93
Special Reports Number Format 93
Open D/Os - Sales 303 Type of Display 92
Salesmen / Agents 193 Custom Options 93
Salesmen/Agents 51 Reindex 363
Sample Chart of Accounts 46 System Controls 41, 73
Sample Data 40 Account Code 42
SDF 381 Code Types
Setup 21 Account Code 74
Disk Space 21, 24 bank minimum limit 75, 80
FACT Multi User 23 Cash Book Number 74
FACT Single User 21 cash book number 74
on NetWare 25 contra a/c 74
on Windows 3.1x 27 Cust/Vend Code 74
on Windows 95 26 P&L/Cash Book 74
on Windows NT 26 Profit & Loss A/c 74
Special Rates 197 Control Accounts 50
Customers 194 Customer / Vendor Code 42
Listing Home Currency Description 44
Special Rates 361 Invoice Terms 77, 79
Special Rates Schemes 57 Miscellaneous 79
Special Reports 182, 297 currency 80
Account Confirmation 183 product discount as 80
Audit - receipt/payment 184 sales tax codes 80
Customer Address Exceptions 300 P&L/Cash Book 74
Customer Reminder Letters 301 Purchases 78
Document Printing 185 invoice terms 78
Interest - Customers & Vendors 297 purchases a/c 78
Interest - Sales Invoice & Purchase Invoice 299 purchases return a/c 78
Open DOs - Sales & Purchases 303 trade creditor's a/c 78
Special Registers - Sales & Purchases 302 Sales 76
ST Form Exceptions - Sales & Purchases 303 sales account 76
Statement of Account - Customers & Ven- sales return a/c 76
dors 299 trade debtors a/c 76
ST Form 258 Sales Return A/c 46
Starting Date 41, 73 Stock 75
Statement of Account closing BS A/c 75
ageing 104, 110 closing PL A/c 75
Stock in Rate 235 opening PL A/c 75
Stock Valuation 354 Trade Creditors A/c 46
include Purchase Invoice Terms 79 System Information 393
Stockable & Non-stockable Products 53 Document Numbering 394
Sub-Ledgers General 393
Opening Balances 61 Group Rights 393
Subledger - Journal 144 Printer List 394
System User Defined Fields 394
Configuration 44 Users List 393
404 FACT User Guide
Receipt / Payment 146

T Receipt Register 268
Vouchers 146
Tally of Documents 385 Bank Reconciliation 152
Technical Support 7 entry 146
Templates 63 receipt/ payment 146
Transfer of Stock 335 Many Db/Cr 148
Trial Balance 166 One Db/Cr 146
Normal 166
U W
Warehouse Stock 352
Undo Revaluation 389 Warehouse wise closing stock 352
Uninvoiced D/Os Warehouses
Trial Balance 167, 170 defining 132, 137
Unrealized Gain/Loss report 181
Unreconciled Vouchers 146
UOMs 321 Y
different UOMs 321
Updating Year Ending 391
from a previous version of FACT 29 closing stock 392
from a version prior to 6.5x 29 cut off date 392
Notes 28
User Defined Fields 64
designing Documents with 65, 111
User Level Check 116
User Maintenance 82
allow modification of sale D/Os 83
allow post dated entry 83
change password 82
security group 82
User Rights 42
V
Valuation Technique 54
Vendors 203
add 196, 306
Bank Reconciliation 152
Credit Note Register 267
Debit Note Register 269
Debit/ Credit Note 205
defining 52
Document Printing 358
MIS Reports 280, 282
Ageing 280, 282
Analysis - Vendors 292
Oustanding Documents 273
Party Ledger 271
Payments Register 270
posting to a GL Code 195, 196

Accounting) Vedika Software - Accounting User Guide (1998)

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Accounting) Vedika Software - Accounting User Guide (1998)

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User Guide

The Best Accounting Software

Vedika Software Pvt Ltd

Vedika Software Pvt Ltd

Real Time Computing Power

Multiple Bank Accounts

Multi User Version

Multi Company Support

FACT Updates and Upgrades

Before You Start

ü Limited License Agreement

ü Original FACT Diskettes

ü NetHASP Hardware key

ü Document Designer Templates

For How Long

What You Must Do

What We Will Not Do

No liability For Consequential Damages

Any Liability Not to Exceed License Fees

No Unauthorized Person Can Change These Terms

Here are the contact details -

R&D and Corporate Headquarters : 91-33-2473810

Eastern Region Office, Calcutta : 91-33-2477050, 2408134

Western Regional Office, Mumbai : 91-22-8515705, 8511125

Users in Malaysia : 603-7048767, 7030830

R&D and Corporate Headquarters : 91-33-2479474

Eastern Regional Office, Calcutta : 91-33-2470824

Users in Malaysia : 603-7031656

R&D and Corporate Headquarters : vedhq@vedika.com

Users in Malaysia : support@factsys.po.my

World Wide Web : http://www.fact.com.sg

R&D and Corporate Headquarters : Vedika Software Pvt Ltd

Users in India and Nepal

Eastern Regional Office : Vedika Software Pvt Ltd

Northern Regional Office : Vedika Software Pvt Ltd

Southern Regional Office : Vedika Software Pvt Ltd

Users in Nepal : Vedika Software Pvt Ltd

Users in Malaysia : FACT System (Mly) Sdn Bhd

Users in Singapore : FACT Software Intl Pte Ltd

When you call Technical Support

We Welcome All Comments

Technical Support ................................................................................................... 7

We Welcome All Comments ................................................................................. 10

Update Notes ......................................................................................................... 28

Part II - FACT Reports

Introducing Perks ................................................................................................. 37

Part III - Implementation Notes

Salesmen / Agents ................................................................................................ 51

Data Entry .............................................................................................................. 66

Account / Close ..................................................................................................... 72

Account / Printer ................................................................................................... 91

Account / System .................................................................................................. 92

Account / Special .................................................................................................. 97

Part IV - General Ledger

Masters / Chart of Accounts .............................................................................. 118

Masters / Document Class ................................................................................. 131

Masters / Interest Rates ...................................................................................... 138

Masters / Opening Balances .............................................................................. 142

Entry / Vouchers - Receipt / Payment................................................................ 146

Entry / Journals ................................................................................................... 154

Ledger Reports.................................................................................................... 155

Ledger / Trial Balance ......................................................................................... 166