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  • Arise, Awake and

    Stop not

    till the GOAL is Reached.

    Swami Vivekananda

  • Table of Contents

    Foreword .

    Module 1 Getting Started

    Unit 1 Introduction ..... 11 Objective ... 11

    1.1 Genesis of Business Accounting ........... 11

    1.2 Advantages of Computerized Accounting . 11

    1.3 Introducing BUSY ... 12

    1.4 Basic Concepts . 12

    1.4.1 Accounting .... 13

    1.4.2 Inventory . 15

    1.4.3 Sales Tax & VAT .. 16

    Review ... 18

    Exercise ...

    18

    Unit 2 Starting with BUSY ...... 21 Objective . 21

    2.1 Operating Environment ... 21

    2.2 Installing BUSY ... 21

    2.3 BUSY Start-up Screen . 22

    2.4 Key Components in BUSY ... 23

    2.5 Using BUSY Help ... 24

    2.6 Quitting BUSY .. 24

    Review .. 25

    Exercise ......

    25

    Unit 3 Setting up a Company in BUSY .. 27 Objective .... 27

    3.1 Creating a New Company ... 27

    3.2 Opening a Company ... 33

    3.3 Editing a Company .. 33

    3.4 Closing a Company .. 34

    3.5 Deleting a Company ... 34

    3.6 Setting Data Directory .. 35

    3.7 Setting Color Scheme . 36

  • Review .. 40

    Exercise ...

    40

    Module 2 Configuring BUSY

    Unit 4 Basic Configuration ...... 45 Objective ... 45

    4.1 Features / Options .... 45

    4.1.1 General .... 46

    4.1.2 Accounts .. 48

    4.1.3 Inventory .... 50

    4.1.4 Sales Tax / VAT / GST .. 53

    4.2 Hardware Configuration . 56

    4.3 Warning Alarms ... 58

    Review .... 59

    Exercise .....

    59

    Module 3 Basic Accounting & Inventory

    Unit 5 Masters .......... 65 Objective ... 65

    5.1 Creating Masters . 65

    5.1.1 Accounts .. 68

    5.1.2 Account Group ... 78

    5.1.3 Standard Narration .. 83

    5.1.4 Item . 84

    5.1.5 Item Group . 88

    5.1.6 Material Centre .. 89

    5.1.7 Material Centre Group .. 91

    5.1.8 Unit .... 92

    5.1.9 Unit Conversion .. 92

    5.1.10 Bill Sundry .. 93

    5.1.11 ST Form . 99

    5.1.12 Sale Type .... 100

    5.1.13 Purchase Type .... 107

    5.2 Configuring Masters .... 107

    Review .... 111

    Exercise ..

    112

    Unit 6 Transactions ... 117

  • Objective ... 117

    6.1 Voucher Numbering .... 117

    6.2 Entering Vouchers ..... 121

    6.2.1 Sales ... 123

    6.2.2 Sales Return ..... 131

    6.2.3 Purchase ..... 131

    6.2.4 Purchase Return . 136

    6.2.5 Payment ..... 137

    6.2.6 Receipt .. 144

    6.2.7 Journal ..... 144

    6.2.8 Contra ... 146

    6.2.9 Debit Note .. 148

    6.2.10 Credit Note ...... 150

    6.2.11 Stock Transfer .. 150

    6.2.12 Forms Received .. 153

    6.2.13 Forms Issued ...... 155

    6.2.14 VAT Journal ... 156

    6.3 Configuring Vouchers ..... 158

    Review . 170

    Exercise .....

    171

    Unit 7 Printing Documents . 177 Objective ... 177

    7.1 Configuring Documents (Standard) ... 177

    7.2 Printing Documents ..... 182

    7.2.1 Online Printing . 183

    7.2.2 Print Utilities .... 183

    Review .... 186

    Exercise .....

    186

    Module 4 Displaying & Printing Reports

    Unit 8 Accounting Reports . 191 Objective ... 191

    8.1 Balance Sheet ... 191

    8.2 Trial Balance ..... 192

    8.3 Account Books .. 196

    8.4 Account Summaries .. 205

    8.5 Outstanding Analysis ... 208

    Review . 214

    Exercise ..... 214

  • Unit 9 Inventory Reports . 217 Objective ... 217

    9.1 Stock Status ...... 217

    9.2 Inventory Books .. 221

    9.3 Inventory Summaries ..... 226

    Review .... 233

    Exercise ..

    234

    Unit 10 Sales Tax & VAT Reports ..... 237 Objective ... 237

    10.1 ST Forms Reports .... 237

    10.2 Sales Tax / VAT Summaries 240

    10.3 Sales Tax / VAT Registers (General) . 247

    10.4 Sales Tax / VAT Reports (State Specific) ..... 250

    10.5 VAT Adjustment Details ..... 250

    10.6 Reconcile Accounts & Sales / Purchase Tax .. 251

    Review . 252

    Exercise .....

    253

    Module 5 Managing Data

    Unit 11 Managing Backup ..... 257 Objective ... 257

    11.1 Backup Configuration ... 257

    11.2 Taking Backup ...... 259

    11.3 Restore Data 261

    Review . 263

    Exercise .....

    263

    Unit 12 Utilities .... 267 Objective ... 267

    12.1 Data Freezing ..... 267

    12.2 Data Export (MS Excel / PDF / HTML) ...... 268

    Review . 270

    Exercise ........

    270

    Unit 13 Housekeeping .. 273 Objective ... 273

  • 13.1 Rebuild Databases ..... 273

    13.2 Rewrite Books . 274

    Review . 275

    Exercise .....

    275

    Unit 14 Year-end Process ........ 277 Objective ... 277

    14.1 Year-end Entries ... 277

    14.2 Changing Financial Year ........ 280

    Review . 283

    Exercise .....

    283

    Shortcut Key Combinations ..... 286

    Glossary ..... 288

  • Module 1

    Getting Started

    Unit 1 Introduction

    Unit 2 Starting with BUSY

    Unit 3 Setting up a Company in BUSY

  • Teachers open the Door,

    but you must Enter

    By Yourself.

    Chinese Proverb

  • Unit 1 Introduction

    The main objective of this unit is to familiarize the User with the basic concepts of accounting & inventory management. As accounting & inventory management is an integral part of a business, we will learn how the need for efficient and correct accounting & inventory management has given birth to the business accounting. The unit also describes that with the passage of time, how business accounting from being managed manually is now largely dependent on the computerized accounting.

    Topics covered under this unit:

    Genesis of Business Accounting

    Advantages of Computerized Accounting

    Introducing BUSY

    Basic Concepts

    1.1 Genesis of Business Accounting Accounting is the art of classifying, summarizing and recording the transactions of the business in a prescribed format so as to use this information to take managerial decisions and to ensure the smooth running of the business. In a business, there is a need to keep a record of multiple things such as expenses, amount receivable and payable, tax submission, stock maintenance and so on. The recording of all these entries or managing all such issues is jointly termed as business accounting.

    One of the major purpose of accounting is to provide data needed for decision-making and efficient operation of business. For example, the owners, who provide capital for the business, are interested in interest yielded on the capital and the financial stability of the business. This can be done only by maintaining accounts of the company. Similarly, accounting also serves creditors purpose by displaying a fair view of assets and liabilities of the company. In addition, government relies on accounting for assessing the taxable capacity of the business. Thus, accounting is an inevitable part of a business.

    1.2 Advantages of Computerized Accounting Computerized Accounting has lots of benefits with it. With the availability of User-friendly accounting software at a relatively lo