petrol pump management software by quicksoft

Quicksoft Services Petrol Pump Management Software

Website: http://www.quicksoftservices.com Email: [email protected], [email protected]

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Petrol Pump Management Software by Quicksoft Study reveals that, Still Today at many pumps the accounts and reports are written manually compiled using various registers or using DOS based system with monotonous Look and duplication of data having many gaps and inefficiency in forecasting due to batch process or lack of information due to either manual system or using old software (not allowing to maintain data for New Fuel Products, Credit Cards, Petro-Cards etc.,) or using multiple software to just maintain the books at petrol pumps. What a petrol pump needs is a Single, Integrated software for Petrol pump-Service Stations. Which provides Inventory, Accounting & Invoicing information in integrated fashion, preferably with GUI (Graphics Users Interface) and latest technology with RDBMS backend as data repository for improved management information system. Quicksoft ArtRM-PP (Art of Retail Management for Petrol Pump) is totally integrated with Accounts and Inventory, that means every entry entered by user, automatically updates the Account & Inventory as the case may be and the same can be viewed from the various MIS Report options. We have done detailed study of the business process of the petrol pumps and have gone into the minute details to take care of all the requirements of a pump with Indian perspective. We feel that use of such software will help your business function more efficiently, smoothly without duplication of work at your back office. Salient features of Quicksoft ArtRM-PP :

1) Maintaining of business encompassing records like, Customers, Vehicle, Vendors, Items – Items with Multi level Category, Shifts at Pump, Nozzles to Tank, Warehouses & Tanks Calibration Chart Entry, Account Ledgers and many more such masters.

2) Tracking of Sales and Purchases of different kinds of fuels and Online updating of Inventory.

3) It Allows user to transact and record transaction pertaining to Meter Reading, Dip Reading, Credit Slips, Cash Slips, Petro-Card, Credit/Debit Card etc. with History for Purchase and Sales price tracking.

4) Also allows Generation of Cash Sales Automatically. 5) Allows Generation of Invoices on Daily, Weekly, By-Weekly and Monthly basis with

Interest on Previous Dues and many configuration options to print Services Invoices separate or clubbed.

6) Maintaining of Sales/Purchase/Receipt & Payment Records Shift wise. 7) Generating of strong set of MIS reports related to Customer, Sales, Purchase, Petrol-

Pump, Accounts, etc. 8) Generation of DSR & Dip Registers & Sales Register with Quantity Analysis. 9) Access to Ledger, Trial Balance, P&L A/c and Balance Sheet on Online Basis. 10) You can maintain, retain and serve better to customers with use of CRM features of the

software like Customer Information Sheet, Vehicle wise billing, Vehicle-wise dues, Customer Aging Report with Secured and Un-Secured dues and many other actionable reports.



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11) Above all they have strong user level security feature, which will allow Manager/ Administrator/Owner to restrict users to specific activity within the system.

Integration of these features leverages the business to function at its optimum best. You need various MIS reports at your fingertips, which enables you to take correct and timely actions when needed. Find below the step by step Instruction Manual for Easy Navigation and Operation of the Software. After installing ArtRM-PP software successfully when user click on ArtRM application following splash screen as displayed in (Fig 1.0) below.

(Fig 1.0)

Press spacebar or wait for 30 seconds to clear the screen. Next Login Screen will be displayed as shown (Fig 1.1) in next figure.



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(Fig 1.1)

Login screen, as the name suggest is to track the user activity and allows use of the software in different form for the different users. This means you can assign different task like Accountant having only the Voucher Entry module or Account Head / Code Creation and Salesman or Fuel Dispensing person can only record the Meter Reading and Dip Reading or Slip / Coupon Entry and so on. Administrator having access to all modules can assign different tasks to different people in the organization is one of the Strong Security feature of the software. First time users can Click on <Company Wizard> button first to create the company for which the books of accounts are to be created. On Clicking Company Wizard, you would see the Company information screen as displayed in (Fig 1.2) below. Enter the appropriate information as shown below.



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(Fig 1.2)

Please note that * sign fields like ‘Company Name’, ‘Co. Abbr.’, ‘Created by’ are the mandatory information fields. User is required to enter some value in this text boxes. Set the Financial Year information. Above screen shows that the Financial year starts From 01st April 2004 To 31st March 2005. This is to be done once only in the history of the company, so carefully enter the accounting period. Once, created you just have to close the financial year to carry forward the balances to the next following year and so on. However, user can switch back and forth for different financial accounting year and maintain the books of account for the petrol pump. Also note that the software allows to create the multiple company and pumps in the same machine allowing user to key in data and maintain record of the different pumps and generate consolidated MIS Reports for all the pumps and generate Invoice by Head office, irrespective of fuel being filled at different pumps by the customer. Click on <Save> button after entering appropriate data. After saving the user can press <Exit> button to get back to the login screen. Now select Company name from Company combo box and enter “admin” in the User name text box and “sa” in the Password text



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box. Select the Financial year as defined in the company information screen. and click on the <Login> button. First time logging will alert user by showing message the you are trying to create the New Company and following message in (Fig 1.3) is displayed to confirm and proceed with the creation of company and database for the company.

(Fig 1.3)

Press <Yes> to proceed with the database creation for the company and you should see the following massage as shown in (Fig 1.4) below.

(Fig 1.4)

On pressing on OK the Main Program Screen is displayed as shown in (Fig. 1.5) below.



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(Fig 1.5)

Navigation Rules & General Convention used in the Users Manual. Menus & Hot-Keys To access specific task in the application, click on the appropriate menu. Pressing the appropriate key on the keyboard keeping the Alt Key depressed can also invoke the proper menu option. This key is same as in the alphabet underlined on the menu option on the menu bar E.g. In the Initial screen on the menu for the Purchase menu option the alphabet “P” is underlined. So the Purchase module can be invoked by pressing the “P” key on the keyboard keeping the Alt Key depressed (Alt+P=P}



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Similarly most of the buttons on the forms have hot-keys. The appropriate key with the <Alt> + <Key> combination can be pressed from the keyboard instead of clicking the button with the mouse. E.g. Pressing <Alt+S> from the keyboard can be used to save the entries instead of clicking the Save button.

Shortcut Keys Just like Hot-Keys, the Function Keys are assigned some of the frequently accessed important forms to recall them instantly.

Pressing these keys, the appropriate forms can be invoked.

Toolbar Important data entry screens can also be invoked through the tool bar. Keeping the mouse printer on the toolbar button gives a Tip informing what screen will be displayed by clicking that particular button.

(Image showing the Toolbar with a Tip showing Product.)

Clicking the appropriate button the desired from can be directly invoked instead of searching them in the Menu through menu option.



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Tab Control: Tab Controls are placed on the Screen / Form to allow user to Enter More Information not possible to put otherwise in the same screen. The Tab Heading is printed in Dark Red / Brown color, by clicking on Tab the Information on Screen Changes.

Conventions Used <Button>: A button name enclosed in angle brackets indicates the button on the screen that has to be clicked.

The following buttons are provided in most of the screens/forms.

Button Operation

Edit

Modify a record.

Save

To add a record and save the changes made.

Delete

To delete a record.

Cancel

Cancel the changes made.

Exit

Exit the screen.

By default all the screen opens in the Add Mode. The user can click on any of the buttons, to Insert, Delete, Modify an existing definition.



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Add : To Insert a record.

1. Enter the required Information on the Screen. 2. Click on the <Save> button to save the Information.

• If Information entered is validated and the software checks for the duplicate values in case of masters or Invalid Date Range etc., and if every thing found correct the same gets Inserted or the Error messaged is displayed with corrective actions to be taken and the cursor is positioned to the respective control on the screen.

3. Click on <Cancel> button to cancel the changes made before saving. Throughout the software, To Edit or Delete the Information/Record, The Record to be Edited or Deleted has to be selected from the grid, which is normally placed in the Tab Control on the screen, Starting with List of…. Phrase in Dark Brown / Red Color.

• To EDIT just click on the Row in the Grid Once to highlight the Row to be Edited.

Modify and Browse : To modify or Edit the Information Click on the Tab Control to bring the grid showing the contents of the master on the screen as shown below. Please Note that the Edit button is Disabled (Off mode) or not glowing.

1. Select the record on the grid to be edited by clicking on a row in the grid.



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Please Note the Edit button glowing (Switched On), After clicking on the Row in the Grid. The Row is also highlighted in Red in the Row showing marked for Editing as shown below.

2. Then click the <Edit> button. 3. Make the necessary changes. 4. Click on the <Save> button to save the inserted record. 5. Click on <Cancel> button to cancel the changes made.

Delete : To delete the Information • To DELETE Information / Record, just <Double Click> on the

Row in the Grid to highlight the Row to be deleted.

1. Select the record to be deleted by Double Clicking on the row on the Grid. 2. Then click the <Delete> button. The system will prompt for confirmation of

Deletion. Click on “Yes” button, to delete the record or Click on “No” if you abandon to delete the record.

3. Click on <Cancel> button to cancel the operation.



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The Software is totally menu driven with frequently (daily) used menu items and modules configured with the Buttons on top of the Screen to create Product, Supplier, Customer, Stock-In (Purchase), Slip (Cash, Credit, Credit Card, Petro-Card, Credit Service, Cash Service, Petro-Reload) Entry, Invoice Generation, Voucher Entry, Log Off and Exit Button. To Operate Software smoothly, Please Follow the Instruction in Chronological Order to create Masters as shown in following section.

1. Configuration Screen. : The Quicksoft ArtRM is open architecture software,

allowing user to configure the system and operate with regional and custom requirement and work flow and stationary options to be set as per the user specification.

To Configure the system, Select the Administration -> “Configuration Screen” option as shown in (Fig 1.6) below.

(Fig. 1.6)

After clicking the option Login screen will appear as shown in (Fig. 1.7) below.



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(Fig 1.7)

Enter Default User Name “1” and Password “sa” in the respective text boxes and click <Ok>. In case, if you have changed the administrator password, key in the administrators password in the password text box. If the Administrator password is correct then the Following screen will be displayed. Please find the “General” tab setting with sample data for a typical petrol pump as shown in (Fig. 1.8) below.

(Fig 1.8)



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Please note the default setting of Meter Reading Radio Button, Since, Fuel Inventory is to be measured in terms of Meter reading and other products inventory is to be maintained using the slip entry. Fuel is dispensed thru nozzle and to be recorded in terms of meter reading as general practice but the same is to be entered in slip entry for recording of credit sale and other mode of sale, where fuel is dispensed but not affecting the inventory thru sale in slips for fuel items as it is recorded thru nozzle for taking sales figures. Identify Items Through : As such, user need not worry about the code and need not remember the code assigned for the product or customer as system is very user friendly in terms of selection of product, customer, vendor etc., by keying in the alphabet to drop down the names in the combo box, but if the user is used to with the legacy system and comfortable with the codes used in the earlier system and would like to recall the product using old product codes then the user can enter the same in Alias Code and configure the system to function and work for Alias code instead of the Item Code. Slip Book Prefix Separator : Different pump follow different practice for issuing the slips/coupons to the credit customers and follow different system for keeping the slip book records. The software allows user to set the separator symbol (e.g. “/” in above case) for system to identify the Slip book No. “66” from Slip No. “66/1234”, and Coupon Counter / Slip No. 1234. The software also validates the duplication of slip no., while entering the credit slip entry by not allowing the same coupon no in the same slip book but letting user enter the same coupon no in different slip book series. Also find “Invoice” tab for setting the default as shown in (Fig. 1.9) below.



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(Fig 1.9)

• Invoice Print Format : The software is configurable in terms of Printing Stationary Selection. User can Select <Plain> radio button to print invoices on the Plain Paper instead of pre-printed stationary. The software is using the Open Architecture reporting system so design the Invoice as per the user specification. This means user can change the Invoice format and generate various MIS any time they wish using the data in the system.

• Invoice Remarks1 : To Print the Slogan or Greetings in the Invoice. • Invoice Remark2 : Is used to Print the extra Slogan or Greetings in the Invoice. • Invoice No. Prefix & Suffix : Are used to generate Invoice with “IA/INV/” as

prefix in IA/INV/0001/0405 and “0405” as the suffix in the Invoice Number being generated and printed in the Invoice.

• Interest on Arrears : Charging of Interest for the late payment is one of the most important tool to bring discipline among the customer to pay the dues in time. User can set the Rate of Interest per Annum to be charged (e.g 18% in the above example)

• Minimum Operating Charge in Amount : As such user can assign different operating charge in percentage for different customer in the customer master, But if the Operating Charge so computed in the invoice, comes to less than a rupee then customer can be charged Minimum of say Rs.3.00 in above example or whatever amount user feels as minimum account operating charges.

• Additional Surcharge After Crossing Security Deposit in % : Over and above account operating charges and interest, the customer can also be charged Additional Surcharge in % form for using access credit limit.

• Customer-wise Invoice Amount Rounding : Some customers are particular about the charges and would like to pay only the exact figure as computed irrespective of fraction of amount like 1243.67, as they are paying by cheque and some would not mind being charged 1245 in the above case. So, depending on the customer the user can configure to always round the bill amount to nearest rupee or follow as per the setting in the customer master for different customer.

1. Create Shifts from Shift Master as shown in (Fig 1.11) below

(Fig 1.10)



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(Fig 1.11)

User can also create multiple shift i.e. Day & Night Please make sure you are entering the correct shift time for the given shift.

2. Create Location from Location Master as shown in (Fig 1.13) below. This is just the physical location or City Name where the Petrol Tank, Godown or Warehouse is situated and the pump is located.

( Fig 1.12)



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(Fig 1.13)

Enter the Location Name and <Save> location details.

3. Then Create Petrol/Diesel Tanks, Godowns & Warehouse from Warehouse Master as shown in (Fig 1.15) below e.g. ULP#1, HSD#2, SPEED#3, CNG, GODOWN(LOFT), OFFICE CABIN, etc.,

(Fig 1.14)



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(Fig 1.15)

• Multiple warehouse can be created for same item i.e. ULPTANK#1,

ULPTANK#2 etc. 4. Then Create Vendor (Supplier) from Vendor Master as shown in (Fig 1.17)

below.

(Fig 1.16)



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(Fig 1.17)

5. Create Products from Item (Product) Master ( Fig 1.18) or press Product Button

1st Button on Top Bar.

(Fig 1.18)

Please Select the Category as “PETROLEUM PRODUCTS” as Main Group / Category for all the products and Select the Appropriate Category / Sub Group for the Item as follows: Select FUEL ITEMS (Fig 1.19) for Petrol, Diesel, etc., (Which is sold thru nozzle) Select ACCESSORIES (Fig 1.20) for Dusters, Seat, Mirror, etc., Select OILS (Fig 1.21) for Oil 2T Mix, Engine Oil, Brake Oil, etc.,



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Select SERVICE (Fig 1.22) for Car Polish, Wheel Alignment, etc., as shown in following figures. Select FUEL ITEMS for Petrol, Diesel, etc., (Which is sold thru nozzle)

(Fig 1.19)

• Please note that, while creating Gas fuel items like CNG, LPG etc. please set the

value Update Inventory to “No”. By default it is ‘Yes’, Since, the Gas Items are not stored at the pump or are sold without it being purchased first.

• Please Assign Invoice Column No. for Fuel products. For e.g.: 1 for ULP, 2 for

HSD, 3 for Speed, 4 for CNG, 5 For LPG.

Select ACCESSORIES for Dusters, Seat, Mirror, etc.,



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(Fig 1.20)

* Invioce Column No. should be 0 for all non-fuel items Select OILS for Oil 2T Mix, Engine Oil, Brake Oil, etc.,

(Fig 1.21)



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* Invioce Column No. should be 0 for all non-fuel items Select SERVICE for PUC 2 Wheeler,Car Polish, Wheel Alignment etc.,

(Fig 1.22)

6. Customer type master

Create Customer type master from Customer Type Master as shown in (Fig 1.24) below. This master contains the details of mode of despatch of Invoice/Coupon copies to all credit customer. i.e. By Hand delivery, Courier etc.

(Fig 1.23)



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(Fig 1.24)

Depending on the Dispatch type set for different customer in Customer master the report is generated for taking Acknowledgment of receipt of Inovices/Coupons for different mode of delivery. Sample report output as shown in (Fig 1.25) below.

(Fig 1.25)

7. Create Customers from Customer Master and Enter relevant Information for the

customer as shown in (Fig 1.27) below :



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(Fig 1.26)

(Fig 1.27)

Also please note the “Other Details” tab on the screen to enter “Slip Book Details”. Slip books are issued by two ways Customerwise or Vehiclewise. Slip Book Details is used when the Slip Books are issued to the credit customers for issuing products and selling fuels against the slip produced by the customer or his driver. At the end of the month the reference of all the slips and vehicles reference is shown in Invoice.



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This is also used to speed up the Credit Slip Entry. By just entering the slip number the software will automatically bring in all the customer information (Customer Account Number, Customer Name and vehicle number) if any for the given customer is automatically selected.

When Customer wise Slip book are issued then enter the slip book details as shown in (Fig 1.28) below.

(Fig 1.28)

Also note that you can also enter just the slip number without the Slip Book No.

If the credit slip book are issued Vehicle wise then use following (Fig 1.29) menu.



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(Fig 1.29)

(Fig 1.30)

Optionally you can also create vehicle details for the customer from the vehicle master as shown in (Fig 1.30). But the same can automatically be created from the Credit Slip Entry, by just keying in the new vehicle for the selected customer. The system will alert the user to create the vehicle for the given customer and so on.

8. Create Nozzles from Pump (Nozzle) Master as shown in (Fig 1.31).



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(Fig 1.31)

Enter Nozzle Info. As shown in (Fig 1.32) below.

(Fig 1.32)

9. Create Credit card/ Petro card master as shown in (Fig 1.34) .

User can create any nos of Credit card master. There is no restriction to create credit card master Select option as shown below.



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(Fig 1.33)

On clicking this menu following data entry screen is displayed.

(Fig 1.34)

Click <Credit Card> radio button then press button to create Bank master. After clicking Bank master data entry screen (Fig 1.35) is displayed. Enter appropriate data as shown below and click <Save> button to store information. Click <Exit> button to come back to credit card master menu..



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(Fig 1.35)

Enter appropriate information as shown in (Fig 1.36) below.

(Fig 1.36)



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Petro Card: Click <Petro Card> radio button and enter appropriate information as shown in (Fig 1.37) below.

(Fig 1.37)

Click <Save> to store the Petro Card information.

10. Create Card Machine Master from Card Machine Master as shown in (Fig 1.39). This master contains details of swiping Credit card / Petro card machines.

(Fig 1.38)

After clicking Card machine master option data entry screen is displayed to user to enter Card Machine Number information. User can create any nos of Card machine



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master. Sample data is shown below. CC for Credit card and PC for petro card machine.

(Fig 1.39)



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Daywise Transaction order. To Operate Software smoothly, Please Follow the Instruction in Chronological Order to enter Daywise Transaction as shown in following section.

1. Fuel Item pricing.

This menu is used to update Selling price/MRP of the product. Once the Selling price is entered for a particular date, It becomes applicable to all the subsequent date till it is further changed. Allowing use to enter transaction like Opening stock, Stock in (Purchase), Meter reading, Slip entry without worrying to enter selling price for the given date, as system automatically brings the selling rate for even the old rate for back dated data entry.

.

(Fig 1.40)

On clicking “Fuel Item Pricing” option above, the following (Fig 1.41) data entry screen is displayed. Just change the date for which you wish to record the change in pricing for Fuel Item or any other items to update the Current selling price. Just move mouse pointer on Current selling price column and click the text box to change the value in the box. Use back space key to delete old rate and then enter new rate by keying in the new value. Please note that, one should not change the Date of Fuel item pricing, when you are using this option for the first time to update the Current selling price, as it needs to record the data for the base date.



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(Fig 1.41)

Click on <Save> button and wait for following messageas shown in (Fig 1.42) below..

(Fig 1.42)

Click on <OK> and <Exit> Button to Exit or Click on <Print Preview> button to Preview / Print the Item price list. Output of Item price list is shown in (fig 1.43) below.



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(Fig 1.43)

The price of the fuel items are governed by the pricing administration mechanism by the government and it is mandatory for all petrol pumps to sale the fuel at a particular price on a particular day and keep record of the fuel prices in the form of register. The software allows to generate the fuel rate register based on the fuel item pricing maintained by the system. Select Reports->PetrolPump->Rate Register option to Preview / Print Rate Register.

(Fig 1.44)

Sample output of Rate register as shown in (Fig 1.45) below..



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. (Fig 1.45)

2.Opening Inventory.

System does not allow to enter sales transaction unless the stock for the product is available in the system or the item is configured as Service item or configured as “do not maintain inventory”. To allow product to sale, first the product needs to be procured using Stock-In / Purchase using Delivery Challan or alternatively, user can also Enter Opening stock for the product with details of stock lying in different Warehouse.

Click on “Update Inventory” option to enter opening stock for the products from Inventory Menu as shown in (Fig. 1.46) below.

.

(Fig 1.46)



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On Clicking on “Opening Inventory”, the following data entry screen is displayed.

(Fig 1.47)

a) Move mouse pointer to Item search box and type the name of Product for

which stock details you want to enter or click on Item name from item grid. b) After clicking item name the same item name is highlighted in yellow colour

and item name is displayed with the message Currently Selected shown in screen before entering the stock.

c) Opening stock : Then enter opening stock quantity in Opening stock text box d) Selling price : If you have already entered the price through Fuel Item Pricing

Module then the Selling price will automatically be displayed and if left blank the user need to enter Selling price in Selling Price text box.

e) Purchase price : If you know the purchase price then enter or enter 0 value. This is necessary as system keeps track of prices being entered at different stage and used in various report.

f) Warehouse : Select the warehouse in which the stock is lying. In above example 2 qty. / pcs being entered in Office cabin will be entered with the stock of Duster already lying in Godown (Loft) is 75 Nos. as shown in the right hand side grid in figure 1.47 above.



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3. Stock-In (Purchase) Entry :

(Fig 1.48)

(Fig 1.49)

Please observe the above Image (Fig 1.49). Just Press <Enter> on Item Code to select the product from the product selection screen shown in (Fig 1.50)



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(Fig 1.50)

below and enter quantity, Rate, Warehouse and all the details and then Press Accept button to continue with other item selection and entry. Once, you are through with the items in Purchase Bill/Challan, Click on Save Button to save the Stock-In.

Throughout the software you will find that if you just enter the First Letter of the Item/Product, you will see the product starting with that letter in the Grid duly filtered out for you for easy search and fast product selection. See in (Fig 1.50) above, the list of products starting with the letter “M” in the product selection screen. Also Note that If “Generate Purchase Bill” Check Box is Checked then the system also generates the purchase bill entry, if you do not check this box then you can optionally generate purchase bill entry from purchase bill entry module. By Default in Petroleum Industry there is One Bill for Every Challan and hence “generate purchase bill” option is kept checked by default. If you have One Purchase Bill for Multiple Delivery Challans then you can UnCheck the “Generate Purchase Bill” check-box and goto purchase bill entry to select the multiple Challan Nos. for One Purchase Bill Entry.



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The Stock-In Entry Module is a must to update the Inventory for the Given Tank. For this user has to confirm Warehouse where is dump the material before he save the stock in entry. For example one Item i.e. ULP has two tanks ULP tank#1 and ULP tank#2 and one lot of 4000 ltr is received then user has to confirm how much Quantity is for respective tanks ULP tank#1 and ULP tank#2. Same in case of Non fuel items i.e. Godown or Showcase/Office cabin. Once the Proper Stock-In entry is done, user can enter all other entry modules like Meter Reading and Slip Entries, as without the stock you cannot issue or sale products.

4. Internal Stock transfer: World-over, the petrol pumps are run and managed by people at the pump with great amount of Inventory lying at their disposal. To reduce the risk and better accountability the Inventory of goods are issued to cashier / manager on daily basis or on the basis of the frequency with which the goods are sold and general movement of goods. To enable this the strong Inventory management with stock being tracked as they are moved from one warehouse to other with different stock keeping unit is required. The ArtRM allows user to move goods from one warehouse to other using the Inventory -> Internal Stock Transfer option to record the movement of goods as shown in (Fig 1.51) below..

(Fig 1.51)



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(Fig 1.52)

Reason Code : Select the Reason from the list, which can be defined in Reason Master. From Warehouse : Just Select the Source Warehouse from where the goods are moved and To Warehouse : Select the Target Warehouse, where you are moving the goods to. Remarks : Enter any comment which you wish to store for the transaction and click on the <View> button to select the product you wish to transfer.

Click <Enter> on ItemCode to select the Item from the Item List as shown in (Fig. 1.53) below then press <Ok>..



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(Fig 1.53)



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(Fig 1.54)

Just Click on the Product in the Grid as shown (Fig 1.54) in above screen to select the batch from which the goods are transferred. On Clicking the Item in the Grid above the grid row turns to yellow and the default values for the chosen Item / Batch is populated in the text boxes below the grid. Enter the desired quantity to be transferred in the ItemQty text box(10 Pcs), out of the available stock of ( 75 Pcs) quantity in above case. Just Click on <View> & <Save> button to save the transaction as shown (Fig 1.55) below.

(Fig 1.55)



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5. Meter Reading Entry Meter Reading : In this Module (Fig 1.57) shift-wise data is entered firstly wherein Pump number from which the Fuel product is dispensed, Just Enter closing meter reading and software will calculate quantity sold in a given shift from the previous meter reading.

(Fig 1.56)

(Fig 1.57)

Please note that the prevailing rate for the item is automatically brought from the Fuel Item Pricing for the given date automatically. Click on <Save> button to Save the Transaction. You can also edit the Meter Reading for any date from the <Meter Reading Details> tab by clicking on the date in the grid for which you wish to edit the meter reading and Just Click on <Edit> Button to Edit the data.



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6. Slip Entries : There are Five mode of slip Entries

Cash Slips : As such Cash Slips are not to be entered through the cash slip entry module (Fig 1.59) for fuel items.

(Fig 1.58)

(Fig 1.59)



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The software automatically calculates the cash fuel sales from the (Total Sales) from meter reading Minus ( - Credit Sales + Credit Card Sales + Petro Card Sales). Also you need not enter Non-Fuel Items Cash sale from Cash Slip Entry Module as the same can be accomplished from the Auto Cash Sales Entry Module as shown in (Fig 1.83). However, different organization has different operation methodology and hence Cash slips Entry Module is provided to allow user to make and print cash slips. These are the slips generated when goods are sold on cash basis. Credit Slips: Credit Slips are made for goods sold on credit basis. Under this option (Fig 1.61) user can also enter other information like Slip Number, Car Reference No. for a given customer.

(Fig 1.60)

(Fig 1.61)



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Vehicle wise billing : If car wise billing is set to “Yes” in the customer master then the user must enter the Car Number, as the software will not allow user to save credit slip entry unless the car number is not chosen from the available list of cars for the given customer or a new car reference entered in the Vehicle textbox/combo box. At the same time user can skip vehicle entry if the car wise billing is set to “No” in the customer master. Car Reference : The software can also automatically fill the above information if the user has entered the car numbers (i.e. car master) for a given customer. If the user enters the car number not present in car master for the given customer than system asks user (Fig 1.62) if he/she wants to add the new car number in the car master for the given customer.

(Fig 1.62)



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Slip Number Similarly, If Customerwise Slip booklets are issued to a particular person then the same can be entered in customer master – Other Details (Fig 1.63) i.e. book number and number of pages in a book like Slip Book No1 Start No.:1 to End No. 50 as shown below as shown below, where 1 is a book number and 1-50 is the page numbers in a book Here user has to enter slip No. 1/2. This indicated 1 is the Slip Book No. / is the Slip Book prefix separator which is set in Configuration General Tab and 2 is the Slip page number.

(Fig 1.63)

Vehiclewise Slip book issue

And if the credit slip book are issued Vehicle wise then use following (Fig 1.65) menu



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(Fig 1.64)

(Fig 1.65)

Optionally you can also create vehicle details for the customer from the vehicle master as shown in (Fig 1.65). But the same can automatically be created from the Credit Slip Entry, by just keying in the new vehicle for the selected customer. The system will alert the user to create the vehicle for the given customer and so on.

PetroCard Slip Entry : PetroCard are introduction of incentives to customers for attracting customers in increasing Sales. The Procedure in settling the account is



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more or less same to that of Credit Card Slip. The user feels ease in operating this system.

(Fig 1.66)

(Fig 1.67) Credit Card Slip Entry : Today there are many customers who prefer purchasing the product through Credit than by paying Cash. Nowadays most of the petrolpump gives CreditCard facility in use to customers for their convenience. In this mode of accounting CreditCard accepting EDC machine which helps the transaction in use. The System allows Credit Card Slip number to entered in the beginning followed by Member code Batch no. Item Purchased, its quantity, its Amount is feeded enhancement in trading for all.



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(Fig 1.68)

(Fig 1.69)

Credit service Sales



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(Fig 1.70)

(Fig 1.71)

Cash Service sales

(Fig 1.72)



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(Fig 1.73)

Petro Card Reload

(Fig 1.74) Cash Reload entry



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(Fig 1.74.1)

Cheque Reload Entry

(Fig 1.74.2)

Multiple mode of receipt i.e. Partly by Cash and Cheque.



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(Fig 1.74.3)

After entering all slip entries user can check the data entry through Report menu as shown (Fig 1.75) below.

(Fig 1.75)



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(Fig 1.76)



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(Fig 1.77)

User can make entries of Cash/ Cheque received through Vouchers menu option as shown (Fig 1.78) below.

(Fig 1.78)



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Receipt :

(Fig 1.79)

• Select the Customer from the Dropdown box or Key in the A/C No. for

the customer • Enter the amount received • Key in the Cheque Information if Received by : “Cheque” is chosen • Click on Ok Button. • On click of the Ok Button you will be populated with the UnPaid Bills in

the grid on the bottom of the screen. • Just Click on the Bills against which the payment is to be adjusted or

Click on Auto Adjust for system to adjust automatically. • Just Select “Dr” in Debit/Credit Dropbox and autoamatically the account

to be debited will be selected depending on Cash/ Cheque option chosen in Received By Radio Button.



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Payments : User can create Expenses account head as menu shown (Fig 1.80) below.

(Fig 1.80)



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(Fig 1.81)

• Depending on the Selection of Parent Group Selection under which the ledger falls the respective ledger is created and also simultaneously the same is entered in

• Customer Master if the Parent Group selected is SUNDRY DEBTORS • Vendor Master if the Parent Group selected is SUNDRY CREDITORS • Bank Master, if the Parent Group selected is BANK and so on.

(Fig 1.82)

After completing daywise Meter Reading entry, All type of slip entries and Expenses made and Cash/Cheques receipt entries user can check Daily Shift Analysis report.



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(Fig 1.83)

(Fig 1.84)

7. Dip Reading Dip Reading : The fuel product stored in the underground tank is measured by diprod along with Calibration chart before the start of the dispensing unit for



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knowing the OpeningStock for the day. The dip reading is then tallied along with meter reading to keep the track of the sale account for the shift or for the day as evaporation loss is known after calculation . The user can know from which Warehouse the details are of .

(Fig 1.85)

(Fig 1.86)



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(Fig 1.87)

(Fig 1.88)

(Fig 1.89)



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8. Enter Cash Sale Entry as shown in Fig 1.13 below to enter the cash sale entry

automatically for the fuels, Oils and accessories, etc., sold on cash basis, without entering the cash slips.

(Fig 1.90)

(Fig 1.91)

Using this Module one can generate cash entry very fast and automatically. It also takes care of updating Inventory by allowing user to enter actual physical closing stock as shown in Fig 1.14 to calculate the cash sale value for the quantity sold on cash basis.



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9. Invoice : Invoice Generation module allows user to generate bill for the given

period i.e. Daily, Weekly, Fortnightly and Monthly for the credit slips entered in the given period and for whom the invoice is not generated.

(Fig 1.92)

Since, the Invoice generation for the credit customer is done in batch mode at the petrol pumps the Invoices are generated in Bulk and affect the Ledger and posts information in various accounting books therefore the process needs to be done with due care and only the authorized person should do this process. Before allowing user to generate the Invoice the user is validated to enter the Login information to stop unauthorized and accidental creation of invoices. User need to enter the administrators password to access this module.



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(Fig 1.93)

Once validated the user is show the above screen with the option to create a single or multiple invoices as required. Single / Multiple : To Generate Single Invoice just select the Single Radio Button. Selecting Multiple Radio Button, the Invoices are generated for more than one customer automatically and hiding the slip being extracted and referenced in the invoice. With Single option the Single Invoice is generated for a chosen customer account showing the details of slips being extracted and reference in invoice with account processing being charged and final invoice amount is shown as displayed in figure 9.99 above. Invoice No. & Date : Next available Invoice No. is automatically brought forward duly incremented from the last invoice generated is shown. Select the Invoice Date for which the Invoices are generated. Date Range : Select the appropriate date range for selection of slips for the given period to be referenced in the Invoice. Depending on the Daily/Weekly/



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Fortnightly/Montly option in the selected range option in customer type selection the date ranges automatically changes. Customer Type (All/Range/Selected)

• All : Selecting All Radio Button will select all the customer irrespective of billing cycle in the grid for generation of Invoice. Optionally user can click on <Select All for Print> or <DeSelect All forPrint> or just click on the customer name in the grid to Select and UnSelect the customer for Invoice generation.

• Range : Click on Range Radio Button to Select the Range of Customer say for example from Account number 000101 to 000111, and you will see the selected range of customers being populated in the grid for generation of invoices.

• Selected : Depending on Billing Cycle chosen for the given customer in the customer master the customers are filtered in the grid for the chosen option. To Select and generate invoices for only the daily/weekly/fortnightly and monthly customers in the grid select the appropriate billing cycle.

Select All for Print : Marks all the Customers in the Grid as SELECTED for Invoice Generation DeSelect All for Print : Marks all the Customers in the Grid as UNSELECTED for invoice generation. Just Click on <Save> Button to generate Invoice for the chosen customers. The Invoice generation process will take time depending on the number of customers for which the Invoice is generated and will also report the statistics of Time start, Time Elapsed and Time Required to complete the process. This is a time taking process, since with the Invoice generation the system also posts the accounting information and posts necessary account processing charge and interest calculation entries and accounting entries for the same is also posted simultaneously.



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9.1 Editing of Slips

(Fig 1.94)

User can modify all type of slip entries after it is being saved. To demonstrate this let us take example of slip No. 201 in above (Fig 1.94) screen. As such, in case of credit slips you can only edit the slips for which the invoices are not being generated. To Edit the above slip No. 201, one should click on <Slip Details> tab as shown in screen below. All Slip entries being entered will be displayed in the grid. To Edit a particular Slip follow the steps as under.

9.1.1 Select the Slip No from Slip details grid with Mouse pointer or Enter Slip No. in slip no search text box to search from all the list of slips entered.



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(Fig 1.95)

9.1.2 Then click <Edit> button. On clicking the Edit Button the Slip Entry tab will be activated and you will be able to make the necessary changes.

9.1.3 Click on <Save> button to update the changes.



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(Fig 1.96)

Please note, once the invoices are generated with Slip No. references, the user cannot to view the Slip No. reference to edit. The same Slip coupon is locked and no user can make changes in Slip details. Once the Invoice is generated the slip cannot be edited or deleted. To Edit / Delete the slip for which the invoice is already generated, you first need to Delete the Invoice for slips. Once the Invoice is deleted the Slips are unlocked and allowed to edit or delete. After printing the Sales invoice if any discrepancy is found in terms of wrong Account Number being punched for the given slip or wrong item code being punched while entering the slip, and the user wants to make changes in Slip records then the same can be done with the following steps to modify slip contents.

9.1.1.1 Go to the Sales Invoice menu. 9.1.1.2 Click on Sales Invoices details tab (as shown in the image (Fig 1.97) below).

The Invoice Details Tab will display all the invoices generated in the grid.



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9.1.1.3 Select the Invoice No from Invoice details grid with Mouse pointer or Enter Invoice Number in the search text box at the bottom of the grid as shown in (Fig 1.97) below.

(Fig 1.97)

9.1.1.4 Then click on the <Edit> button. 9.1.1.5 All invoice details are displayed on <Single Invoice Entry Tab>.

9.2 Editing Invoice with Single Slip : a) In case, if Invoice is generated with Single Slip reference then the user has to

Click on <Delete> button to Unlock the Slip under Reference for editing purposes or you will directed to press the delete button as shown in warning message (Fig 1.98) below.



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(Fig 1.98)

(Please note down the Invoice Number you are deleting e.g. 3861 in above case) Follow the steps as describe in Slip Edit details above. Once you are through with the Editing of Slip. To generate Modified Sales Invoice go to the Invoice generation menu (Sales Invoice}. Enter the Same Invoice No. (3861 which we had deleted before editing the slip), Invoice Date, Start Date, End date and generate bill as described in Sales Invoice generation. b) In case of multiple slip references in one sales invoice as shown in image below.

(Fig 1.99)



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9.2.b.1 All the Slip No references are shown in Slip no details box with Check box. 9.2.b.2 Click on the Check Box (Fig 1.99.1) to Select the slip no to Unlock for Editing. 9.2.b.3 Click on <Save> button. 9.2.b.4 Now make necessary changes in same Slip No reference. 9.2.b.5 To generate Modified Sales Invoice go to the Invoice generation menu (Sales

Invoice}. 9.2.b.6 Click Invoice details and Select the Invoice No from Invoice details grid with

Mouse pointer or Enter Invoice No. in Invoice no search text box. Then click <Edit> button to update with the Modified Slip details.

(Fig 1.99.1)

9.2.b.7 On Click of Edit, All invoice details with slips being selected with check box and not selected with unchecked box as shown above are displayed on <Single Invoice Entry Tab> .

9.2.b.8 Click on the Check Box to Select the Slip No. to add the slip reference duly edited.

9.2.b.9 On Clicking on the Check Box for unchecked item the Sales Invoice . Modified slip details are added to the Invoice and reflected in the total amount due and other text boxes.

9.2.b.10 Click on <Save> Button to save the changes.

9.3 Sales Invoice Printing : Just select the date range to print the invoices generated in the selected period. On selecting (Fig 1.99.2) the correct date range all the invoices generated in the period is available to select in the Range option to print for a selected range.



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(Fig 1.99.2)

10. Opening balance : The Opening balance entry modules for all the ledgers is available in the Accounts Menu -> “Update Opening Balance of Current Year” menu option as shown below. The Current Year means whatever balance is entered here will be treated as current financial accounting year opening balance. Enter the correct balance in Opening Balance column in front of a particular Ledger Name with (-) sign before the amount for all the credit balances. As soon as you enter the amount and press enter, all the balances are updated for the selected account and all, its parent groups, sub-groups and main groups of the account under which the ledger falls. You can watch the update being reflected in Trial Balance is shown in following (Fig 2.01) screen.

(Fig 2.01)



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(Fig 2.02)

Trail Balance

(Fig 2.03)

User can view Trial Balance by two types.



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a) Last Year: Select “Last Year” option to print the Opening Trial balance for all ledgers with the opening balance to be printed.

(Fig 2.04)



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b) This Year : Select “This Year” option to print the Trial Balance with all the

ledger balances with Running Closing balance or year to date balances using Online Option or for a selected Month is printed as shown below.

(Fig 2.05)

a) Online Preview. :

(Fig 2.06)



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b) Monthly Trial Balance

(Fig 2.07)



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(Fig 2.08)



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Ledger

Ledgers can be viewed in two ways as shown below : 1. From “Ledger Accounts” option in Reports -> Accounts Menu. 2. From “MIS” option in Reports -> Accounts Menu.

(Fig 2.9)

Ledger Accounts Option : Select Period : By Default you get the financial accounting year dates, if you wish you can change the period for which you want to ledger to be shown. The software will calculate the opening balance for the specified date from where you wish it to be shown. Select Group / Subgroup. : You can select particular group for which you wish to generate the ledger and the system will show all the subgroup falling under the selected group and similarly all the Ledgers for the selected SubGroups, or you can select “All” option in group or subgroup combo box to select all the ledgers in the group / subgroup and you can also select “All” ledger if you wish all the ledgers to be printed or just key in the beginning letters of the ledger and software will autocomplete the name of the customer / vendor / expense head etc., for you. Print Narration : If you wish narration to be printed for every transaction then just select tick for print narration.



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Print 1 Ledger per page : If you wish to save on stationary, there is a option to print ledgers in economy mode. Just untick the option “Print 1 Ledger per page”. This means it will try to print multiple ledgers per page if there is enough space to print other ledger on the given page. This is useful when printing the final books of accounts. In regular practice if you need ledgers to be given to the customer or vendor then you want individual ledgers to be printed on separate pages. And finally just click on Print Preview button to view the ledgers selected and finally print them by clicking on the Printer icon on top of the preview page.

(Fig 2.10)

(Fig 2.11)



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2) The Other Option is thru MIS menu item. On clicking the MIS menu option the following screen will appear. As you click on the groups on the left side grid the subgroups for the selected group appears in the center top grid and clicking on the sub-groups the ledgers falling in the selected sub-groups are shown in the right hand side ledgers grid. Just click on the desired ledger and select the accounting period for which you wish to generate ledger. As soon as you click on the ledger the transactions for the selected ledgers are populated in the bottom grid for the selected accounting period. As you change the date period the transactions also get filtered for the selected date range. The advantage is you need not print the ledger if you can view the transactions on the screen. And the disadvantage is you can view only one ledger at a time. Just click on the ledger button to print the ledger. Print Narration check box lets you generate with or without narration based on select tick for Print Narration. You can also print the schedule of ledgers for the selected group/subgroups. This is useful when you don’t want the details of transactions but you just want the control total for all the ledgers in the given group / subgroup.

(Fig 2.12)



Page # 81/81

(Fig 2.13)

Stock/Product Ledger : The Stock Ledger and Stock Movement statements are very important to track the movement of the Inventory in different warehouse and to decide the amount of stock to be kept in the warehouse and accordingly place order or keep the inventory of the product.

Select Product : Just select the Product for which you wish to generate the report. You can select “All”, if you wish to generate the stock statement/ ledger for all the products in the product master. The software will automatically calculate the sale from the meter reading for the fuel items and get sale from slip details for the other products. Select Period : Select the desired period for which you wish to generate the report. Process Stock Ledger : When you click on the Process Stock Ledger button the system will check for the available stock data in the system. It gives you alert about Re-Processing of data. Select “Yes” if you wish to use already filtered data to generate report or else you can press “No” to regenerate and extract the fresh data being entered recently for up-to-date report. Depending on the Amount of Memory in the computer, number of items in item master and the speed of the Machine the process can take 5-15 minutes for processing. This is required since, the opening stock is to be calculated for the given start date and so on.



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Once the Data Filteration process is complete, you can press Print button to view the report with the desired option as explained below : Stock Ledger :

(Fig 2.14)

(Fig 2.15)

Depending upon the Total options being selected the report is generated with



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a) Group Warehouse-wise being shown separately and grouped or

(Fig 2.16)



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(Fig 2.17)

(Fig 2.18)



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b) Club All the transaction for the Warehouse / Tank or

(Fig 2.19)

(Fig 2.20)



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(Fig 2.21)

c) Transaction being shown as entered in UnGrouped form With the following total options.

Day Total : To Print the report with the Daily Receipt and Issues being

shown once only duly totaled for the given day and generate the cumulative stock as shown below :



Page # 87/87

(Fig 2.22)

Monthly Total : To Print the report with the Monthly Receipts and Issues

being generated for the given month and you get the total purchase / sale for the month and your opening stock and closing stock for the given month duly calculated as cumulative balance.

(Fig 2.23)

Detailed : To Print the report with all the transactions for the given day and shown in Receipt and Issues column based on Purchase / Sales / Sales Return / Purchase Return / Meter Reading / Internal Stock Transfer (from one



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warehouse to other ) being shown with the Customer / Vendor Name and reference document number and date etc., for the given transaction and cumulative stock being generated for every transaction as shown below :

(Fig 2.24)

Stock Movement : Stock Movement Statement is a summarized representation of stock being shown in the form of total receipt and issue of the product for the given period with the following group options.

• Group/Warehouse-wise being shown separately

• Club All the transaction for the Warehouse / Tank or

• Transaction being shown as entered in UnGrouped form With the following total options.

Group Warehouse-wise : The Warehouse wise Stock movement is very

helpful and not found in most of the system. The Stock movement is shown with respect to the Product Category being grouped first, then by grouped by Warehouse for the Product.



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(Fig 2.25)

Club Warehouse / Tank : The Stock movement duly clubbed

irrespective of Warehouse or tank from where it was issued or purchased wise is very helpful to find give the holistic stock position of the product. The Stock movement is shown with respect to the Product Category being grouped first to easily search for the product in a given product category.

(Fig 2.26)

UnGrouped : The UnGrouped type of Stock movement is just the other type of Warehouse wise stock movement report very helpful to tally with the respect to the stock lying in different warehouse. The Stock movement is shown with respect to the Product Category being grouped first, then by Product with subtotals for the product having stock in more than one warehouse.



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(Fig 2.27)

More MIS reports : Delivery List

(Fig 2.28)



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(Fig 2.29)

Cheque Deposit Slip

(Fig 2.30)



Page # 92/92

(Fig 2.31)

(Fig 2.32)

Customer Details (CRM)

(Fig 2.33)



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(Fig 2.34)

(Fig 2.35)



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Petro Card Details

(Fig 2.36)

(Fig 2.37)

(Fig 2.38)



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Invoice Register

(Fig 2.39)

(Fig 2.40)

(Fig 2.41)



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Sales Register (Credit Slips)

(Fig 2.42)

(Fig 2.43)

(Fig 2.44)



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Sales Register

(Fig 2.45)

(Fig 2.46)

(Fig 2.47)



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Customer Dues

(Fig 2.48)

(Fig 2.49)



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(Fig 2.50)

(Fig 2.51)

Debtors Control Statement : Click on Debtors Control Statement, if you wish to generate comparative and progressing dues for the customer for different months.



Page # 100/100

(Fig 2.52)

(Fig 2.53)

(Fig 2.54)

petrol pump management software by quicksoft

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