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THOK DAWAI
Pharamaceutical Wholesale Distribution System dsCode Compatible |
On-line
User Guide |
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Sale Entry
The sales entry form of the application is robust and feature rich. It presents a whole ambit of information for the user to make an informed sale.
Let us take up the various sections of the form separately for discussion.
Use of Colours
The form can be used in 2 modes - View Mode and Edit Mode.
The program uses colour to symbolically indicate the current mode.
The Layout
The Sales Entry form has a host of information scattered over it.
The
Form Title is used to show the bill series, number and the name
of the customer. This information is useful to return to the
bill after completing some other work, especially when multiple
forms are open.
The
right top corner of the screen shows the number of notes and
their sum value that is ready to be adjusted for the party selected
in the current bill. An adjust button opens a form where the user
may adjust the notes against the current bill as necessary. Below
the Adjust button, you can see the total value of the Notes that
have been adjusted in this bill.
If
the current bill has been made from challans (using the Challan
to Bill feature of the application), the space below the "Notes"
area shows numbers of all the challans that have been included
in the current bill.
The
lower right corner of the entry form is the button panel. It
displays the context sensitive buttons that control the functions required during the utilization of
this form.
In the view mode, the button panel displays the buttons
titled Edit, New, Last, Today's Work, Print, Payment Entry
and Close. While in the Edit Mode it shows the buttons -
Done, Payment Entry and Close.
In
the edit mode, the lower left corner of the form shows the bill finder.
This can be used to
find any bill and populate the form with its details. Just select
the bill series, enter the bill number and press "Find". The
Prev / Next buttons help the user to move one bill back / forward.
Just
above the button panel, the bill summary of the current bill
is displayed. 
In the image alongside the user can know that the
bill has 11 items out of which the 6th has been currently selected.
The quantity totals to 115, the discount amount is 0 and the
sum of values of the items is 2327.16.
Colors of Item Table
The item table on the form deploys visual indicators to highlight the type of item. These are as follows...
| Item where Tax is calculated on Trade Rate | The text color is set to blue |
| Item with MRP inclusive of all taxes | The background color is set to pink |
| Item with Tax Rate = 0 | The text is displayed iitalicized |
| Item with CST <> 0 | The text is displayed underlined |
| Item that has been edit in the current bill session | The text is displayed in bold |
If multiple conditions (listed above) are met with, all the corresponding visual indicators are applied simultaneously.
Bill Number
The
software maintains the series wise numbering sequence for the
invoices / billes generated.
To change the number of any bill...
- "Check" the Chng Bill No option. This enables the series and number controls.
- Select the series
- Enter the desired bill number
- Double click on the Series Control to find out the next number in sequence (after the last number in use, by the system) for the selected series.
Party Selection
All the parties available in the system are listed in the drop down list. To select the party simply select the correct party from the drop-down list.
If
you have specified codes while creating the party in the item
master, the selection is available both by code and by name of the party
simultaneously.
As soon as a party is selected the following work is done...
- The
type of the party and limits defined are shown. The attributes
displayed in the accompanying graphic are...
- I(In State),
- Credit Only,
- B/L (Bill Limit):500,
- C/L (Credit Limit):5000,
- Bill (No. of Outstanding bills allowed):10, and
- Days (Credit allowed for days): 15
The financial
position of the party is displayed just below the drop down
list. The payment position of cash and credit bills (from
the receipt by bill) is displayed along with the Balance
of the account (from the financial accounting portion). 
- In the account master section you are allowed to enter a short text (Ac Note) for each and every party. The contents of this field is displayed in the bottom left corner of the form.
The
discount (%age) and Freight / Case stored for the party in account
master is automatically loaded into the Disc (%) and Freight
/ Case text boxes.
Depending on the limits and party type settings the system will automatically dissuade the user from completing the sale entry.
This happens when...
- Any of Limits set for the party are exceeded
- Cash Bill is made for a Credit Party
- Credit bill is made for a Cash Party
In such cases, the user can close the sale entry without marking it "done". The bill entry will be preserved in the "Not Complete" state. This way the user does not loose the entry made in the bill and can "Complete" the same after resolving the filters. If in any case you do not want to make delivery to this party all you have to do is remove the items from the bill.
Bill Locking and Completion
Bill
locking and completion feature of the system locks a bill if
a copy of the bill has been opened for editing in some other
Sale Entry window on any computer using the program.
This feature ensures that more than the same bill is not opened by more than one user for editing. You can, however, use the Force checkbox to force editing of a locked document.
Item Selection
The item to be billed must be selected from the easy-to-use, drop-down combo-box. Just scroll down the list provided to select any item. You can also type-in the first few characters of the item and use the scroll or up-down arrow keys to reach / select the desired item.
The system provides one more way of selecting the item. That is by using the <F1> key. This opens the item search window. This window provides a variety of options to narrow down the search of the item. Once you have selected the the appropriate item you press <enter>. Pressing <enter> closes the search window and returns to the sale entry window with the proper item selected in the combo-box.
The
details of the item selected, like the complete item name,
manufacturer and packing are displayed in the bottom-left corner of the screen.
Batch Selection
Next you need to select the batch number. Whenever focus shifts to the Batch entry box, a list box becomes visible with a list of batches available for the selected item. You can select from the list box, or type in straight away into the text box.
As
the batch no is selected the system immediately displays the
stock of that particular batch and the overall stock for that
item.
