Text 1 July, 2010 DCMS: Training Manual Accounting Management.

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July, 2010

DCMS: Training ManualAccounting Management

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DCMS Windows ApplicationAccounting

Management

Training Manual

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Introduction

DCMS is a system, demanded by HPCL to remain leader in the LPG industry of India. This manual makes the user acquainted with the Domestic Consumer Creation of the DCMS Windows Application.

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Purpose

This manual guides the Distributor on how to book Orders from Consumers and also to process these Orders.

Intended Audience

Distributors of HP Gas

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Organization of the Manual

Section/Chapter Name Short Description

Miscellaneous Cash Memo Cash memo against service or ARB sales.

Adjustment Voucher Voucher generated to adjust payments.

Payment Voucher Voucher generated to against any payment being made.

Payment Voucher – Commission Voucher generated against payment of Commission.

Payment Voucher – Inspection Voucher generated against payment to Inspectors.

Receipt Voucher Voucher generated to acknowledge received payments.

Receipt Voucher – Credit Customer Voucher generated against payment received from Credit Customer.

Search Voucher Search Vouchers that have been generated in the past.

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1. All the screens involved in Accounting Management Operations can be found under Accounting option in the Menu Bar.

2. Clicking on the Name of each Screen opens it in the Screen Display Area.

Accounting Management

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The screens involved are:

1. Miscellaneous Cash Memo

2. Adjustment Voucher

3. Payment Voucher

4. Payment Voucher - Commission

5. Payment Voucher - Inspection

6. Receipt Voucher

7. Receipt Voucher – Credit Customer

8. Search Voucher

Accounting Management (Contd.)

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Miscellaneous Cash Memo

1. Miscellaneous Cash Memos are generated either to acknowledge Sales of ARB Items or against any kind of Service Provided to the Consumers.

2. If the Consumer Type is Existing Consumer, Consumer Details are fetched from the database based on the Consumer Number Provided while for New Connection Consumer Details have to be provided and on generating the Cash Memo, a new Consumer Number is also generated.

3. The Service Type is mentioned, and the record is added to either of the two tables ARB Sales Item and Consumable and Other Charges.

4. On saving the records, a new Cash Memo Number is generated.

5. The Cash Memo can also be Printed directly from this screen.

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Miscellaneous Cash Memo screen…

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Adjustment Voucher

1. Adjustment Vouchers are used to undo Vouchers that may have been issued by mistake.

2. A voucher cannot be partly adjusted. It can be adjusted wholly.

3. The distributor chooses the Voucher Number which needs to be adjusted. Based on the Voucher type of the selected voucher, the entries’ corresponding to the voucher gets rolled back on the click of the Submit button.

4. The Adjust Voucher reason is mandatory to enter.

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Adjustment Voucher screen…

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Payment Voucher

1. This screen can be used to generate three types of Vouchers. General Expense Voucher, Indent Voucher and Tax voucher.

a. When the Voucher Type is set to General Expense, this type of vouchers account for any general expense incurred by the Distributor.

b. In case of vouchers against Tax Payment, the Voucher Type is set to Tax.

c. When the Voucher Type is set to Indent, this involves advance payment of the Distributor to the Plant which will be later used during Truck-load.

2. The system generates a Voucher Number after the Payment Details, Pay To and Total Amount are provided and the Voucher is Saved.

3. The Voucher can also be Printed directly from this screen.

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Payment Voucher screen…

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Payment Voucher - Commission

1. The Commission payment to the employees of a distributor is done through voucher generation.

2. The name of the Delivery Boy has to be selected from an available list. The system retrieves the Due Amount and the Total Amount.

3. Payment Details have to be specified.

4. On Submitting the Voucher, a Voucher Number gets generated.

5. The Voucher can be directly Printed from this screen.

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Payment Voucher – Commission screen…

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Payment Voucher - Inspection

1. A distributor can pay any of the Employees for inspection through generation of this type of Voucher.

2. On selecting a value for the Pay To field from the Select Mechanic drop down menu, the Due Payment and the Total Amount gets Fetched from the database.

3. The Payment Details have to be specified.

4. On Submitting the Voucher, a Voucher Number gets generated.

5. The Voucher can be directly Printed from this screen.

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Payment Voucher – Inspection screen…

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Receipt Voucher1. Any receipt of money is acknowledged by the system using Receipt

Voucher.

2. The Voucher Type filed has to be set to PRCN.

3. The fields Received From, Total Amount etc have to be provided along with the Payment Details.

4. On Submitting the Voucher, a Voucher Number gets generated.

5. The Voucher can be Printed directly from this screen.

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Payment Voucher – Inspection screen…

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Receipt Voucher – Credit Customer

1. This screen is used to generate Cash Memos for Credit Consumers who have taken booking in credit, may pay back partially or fully the credit amount.

2. The system retrieves the consumer details in the Voucher Details section while the all the unpaid cash memos along with their details populate the Cash Memo Details table.

3. From this table, the Cash Memo Numbers against which payment is desired to be done can selected.

4. The Payment Details have to be provided.

5. On Submitting the Voucher, a Voucher Number gets generated.

6. The Voucher can be Printed directly from this screen.

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Payment Voucher – Inspection screen…

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Search Voucher

1. Vouchers in the database can be searched using this screen.

2. Vouchers can be looked up on the basis of a number of criteria likeVoucher Number, Voucher Date, Complaint Number, Voucher Type etc.Providing two or more of the above inputs greatly refines the Search results.

3. In the List of Vouchers displayed as result, the Voucher Number remain hyper linked and clicking on each entry shows the details of the Voucher on a separate screen.

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Payment Voucher – Inspection screen…

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Thank You