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Easy Accounts Tutorial2

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Easy Accounts

What is Accounting Vouchers Section in Easy Accounts?

Accounting vouchers are essential documents used to record financial transactions within your organization. In Easy Accounts, these vouchers serve as the primary means of capturing various types of transactions, including sales, purchases, expenses, and more. They are the building blocks of your financial records

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What is Sales Voucher?

A sales voucher is a document that records the sale of goods or services to a customer. It is used to track sales revenue, inventory levels, and customer accounts. Sales vouchers typically include the following information:

  • Customer name
  • Date of sale
  • Invoice number
  • Item code, description, and quantity
  • Unit price
  • Total amount
  • Discount, if any
  • Taxes, if any

 

How to make a sales voucher in Easy Accounts

To make a sales voucher in Easy Accounts, follow these steps:

  1. Go to Accounting Vouchers > Sales.
  2. Enter the following information:
    • Customer name: The name of the customer you are selling to.
    • Date of sale: The date of the sale.
    • Invoice number: A unique number for the invoice.
    • Item code, description, and quantity: The code, description, and quantity of each item being sold.
    • Unit price: The price per unit of each item.
    • Total amount: The total amount of the sale, before any discounts or taxes.
    • Discount, if any: The amount of any discounts being applied to the sale.
    • Taxes, if any: The amount of any taxes being applied to the sale.
  3. Click Save to create the sales voucher.

Example

The following is an example of a sales voucher:

  • Customer name: ABC Customer
  • Date of sale: 13/10/2023 
  • Invoice number: 1463 
  • Item code: INV-123 
  • Item description: Laptop 
  • Quantity: 1 
  • Unit price: 1000 
  • Total amount: 1000 
  • Discount, if any: 0 

Taxes, if any: 0

Total amount: 1000

Save

While Saving You can Select The sales mode cash,bank,credit and others

Once you have saved the sales voucher, it will be recorded in Easy Accounts and used to update your sales revenue, inventory levels, and customer accounts.

Go to Books & Registers→Click Sale Register

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What is Sales Return?

A sales return in Easy Accounts is a transaction that occurs when a customer returns a product that they have purchased. A sales return voucher is a document that records the return of goods or services to a seller by a customer. It is used to track sales returns, inventory levels, and customer accounts .Sales returns can occur for a variety of reasons, such as:

  • The customer received the wrong product.
  • The product was damaged or defective.
  • The customer no longer needs the product.
  • The customer changed their mind about the purchase.

How to Make a Sales Return Voucher in Easy Accounts Software

To make a Sales Return Voucher in Easy Accounts Software, follow these steps:

  1. Go to Accounting Vouchers > Sales Return.
  2. Enter the following information:
    • Sales Return No. – A unique number for the sales return voucher.
    • Customer – The name of the customer who is returning the goods or services.
    • Invoice No. – The invoice number of the original sale.
    • Return Date – The date on which the goods or services were returned.
  3. Enter the details of the items being returned in the Sale retum item details section. Include the following information:
    • Item Name – The name of the item being returned.
    • Ret. Qty – The quantity of the item being returned.
    • Godown – The godown from which the item is being returned.
    • Rate – The rate at which the item was sold.
    • Unit – The unit of measurement for the item.
    • Discnt – Any discount that was applied to the item.
    • Amount – The total amount of the sales return.
  4. Enter the reason for the sales return in the Reason of return/description field.
  5. Click Save to record the sales return voucher.

Example

Here is an example of how to make a Sales Return Voucher in Easy Accounts Software:

Sales Return No. – 29

Customer – John Smith

Invoice No. – 01/11/2023

Return Date – 01/11/2023

Reason of return/description – The customer is returning the laptop because it is defective.

To save the sales return voucher, click the Save button. This will reduce the amount of sales revenue that is recorded in the company’s accounts by 1000 USD.

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What is Purchase Voucher?

A Purchase Voucher is a document that is used to record the purchase of goods or services from a supplier.

How to Make a Purchase Voucher in Easy Accounts Software

To make a Purchase Voucher in Easy Accounts Software, follow these steps:

  1. Go to Accounting Vouchers > Purchase.
  2. Enter the following information:
    • Purchase Voucher No. – A unique number for the purchase voucher.
    • Supplier – The name of the supplier from whom the goods or services were purchased.
    • Invoice No. – The invoice number of the supplier.
    • Invoice Date – The date on which the invoice was received.
  3. Enter the details of the items being purchased in the Purchase Item details section. Include the following information:
    • Item Name – The name of the item being purchased.
    • Purchase Qty – The quantity of the item being purchased.
    • Godown – The godown into which the item is being received.
    • Rate – The rate at which the item is being purchased.
    • Unit – The unit of measurement for the item.
    • Discnt – Any discount that was applied to the item.
    • Tax – The rate of tax that is applicable to the item.
    • Amount – The total amount of the purchase.
  4. Enter the reason for the purchase in the Reason of purchase/description field.
  5. Click Save to record the purchase voucher.

Example

Here is an example of how to make a Purchase Voucher in Easy Accounts Software:

Purchase Voucher No. – 30

Supplier – Acme Corporation

Invoice No. – 01/11/2023

Invoice Date – 01/11/2023

Purchase Item details

  • S.No:1
  • Item Name:Laptop
  • Purchase Qty:1
  • Godown:A1
  • Rate:1000
  • Unit:USD
  • Discount:0
  • TAX:18%
  • Amount:1180

Reason of purchase/description – The company is purchasing a laptop from Acme Corporation.

To save the purchase voucher, click the Save button. This will increase the amount of accounts payable that is recorded in the company’s accounts by 1180 USD.

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What is Purchase Voucher?

A Purchase Voucher is a document that is used to record the purchase of goods or services from a supplier.

How to Make a Purchase Voucher in Easy Accounts Software

To make a Purchase Voucher in Easy Accounts Software, follow these steps:

  1. Go to Accounting Vouchers > Purchase.
  2. Enter the following information:
    • Purchase Voucher No. – A unique number for the purchase voucher.
    • Supplier – The name of the supplier from whom the goods or services were purchased.
    • Invoice No. – The invoice number of the supplier.
    • Invoice Date – The date on which the invoice was received.
  3. Enter the details of the items being purchased in the Purchase Item details section. Include the following information:
    • Item Name – The name of the item being purchased.
    • Purchase Qty – The quantity of the item being purchased.
    • Godown – The godown into which the item is being received.
    • Rate – The rate at which the item is being purchased.
    • Unit – The unit of measurement for the item.
    • Discnt – Any discount that was applied to the item.
    • Tax – The rate of tax that is applicable to the item.
    • Amount – The total amount of the purchase.
  4. Enter the reason for the purchase in the Reason of purchase/description field.
  5. Click Save to record the purchase voucher.

Example

Here is an example of how to make a Purchase Voucher in Easy Accounts Software:

Purchase Voucher No. – 30

Supplier – Acme Corporation

Invoice No. – 01/11/2023

Invoice Date – 01/11/2023

Purchase Item details

  • S.No:1
  • Item Name:Laptop
  • Purchase Qty:1
  • Godown:A1
  • Rate:1000
  • Unit:USD
  • Discount:0
  • TAX:18%
  • Amount:1180

Reason of purchase/description – The company is purchasing a laptop from Acme Corporation.

To save the purchase voucher, click the Save button. This will increase the amount of accounts payable that is recorded in the company’s accounts by 1180 USD.

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What is Vouchers Section in Easy Accounts?

The Masters section is like a central hub where you store all the essential information and details that are needed to create vouchers or transactions. Think of it as a handy reference or database of key data. This information includes things like customer details, salesperson information, item specifics, and more.

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What is Vouchers Section in Easy Accounts?

The Masters section is like a central hub where you store all the essential information and details that are needed to create vouchers or transactions. Think of it as a handy reference or database of key data. This information includes things like customer details, salesperson information, item specifics, and more.

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What is Vouchers Section in Easy Accounts?

The Masters section is like a central hub where you store all the essential information and details that are needed to create vouchers or transactions. Think of it as a handy reference or database of key data. This information includes things like customer details, salesperson information, item specifics, and more.

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What is Master Section in Easy Accounts?

The Masters section is like a central hub where you store all the essential information and details that are needed to create vouchers or transactions. Think of it as a handy reference or database of key data. This information includes things like customer details, salesperson information, item specifics, and more.

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How to open a customer in Easy Account Software

To open a customer in Easy Account Software, follow these steps:

  1. Click on Masters > Customers.
  1. The Customers form will appear. It shows all the customers that you have entered in the software.
  1. There are filtering options at the top of the form to filter the customer list by name, location, phone number, and mobile number.
  1. To open a specific customer, double-click on their name in the list.
  1. The Customer Details form will appear. This form shows all of the customer’s information, including their contact information, shipping address, and billing address.
  1. To edit the customer’s information, click on the Pencil icon in the top right corner of the form.
  1. To delete the customer, click on the Red Cross icon in the top right corner of the form.

Important: You can only delete a customer if there are no transactions associated with them.

By clicking the green color “New” button in the above form you can create new customer. The customer form is like figure below

How to create a new customer in Easy Account Software

To create a new customer in Easy Account Software, follow these steps:

  1. Click on the green New button in the Customers form.
  1. The Customer form will appear.
  1. Enter the customer’s details, including their name, contact information, shipping address, and billing address.
  1. The Customer Name field is mandatory and must be unique.
  1. Once you have entered all of the customer’s details, click on the Save button to add the new custom

Additional

  • The Code/Alias field is optional, but it can be useful for identifying customers quickly and easily.
  • The Country field is required, but you can select any country from the list.
  • The Address, PIN Code, and Details fields are also optional, but you may want to enter this information if you have it.
  • The Location field is used to store the customer’s shipping address. If you do not need to track shipping addresses, you can leave this field blank.
  • The Routes field is used to store the customer’s delivery routes. This field is only relevant if you are using Easy Account Software to track deliveries.
  • The Assets field is used to store the customer’s assets, such as inventory or equipment. This field is only relevant if you are using Easy Account Software to track assets.
  • The Opening balance, Dr, and Remarks fields are used to track the customer’s account balance and any outstanding transactions. You do not need to enter any information in these fields when creating a new customer.
  • The Opening Date field is used to store the date when the customer’s account was opened. This field is automatically populated with the current date when you create a new customer.
  • The Billwise field is used to indicate whether the customer’s transactions should be billed individually or on a summary basis. If you are unsure which option to choose, select Billwise.
  • The TRN field is used to store the customer’s tax registration number. This field is only required in certain countries.
  • The Contact person, Salesman, and Mobile fields are optional, but you may want to enter this information if you have it.
  • The Branch Code field is used to store the customer’s branch code. This field is only relevant if you are using Easy Account Software to manage multiple branches.
  • The Customer Group field is used to classify the customer. You can create different customer groups based on their size, industry, or other criteria.
  • The Fax, days, Credit Amount, Credit Limit, Active (Live), Verified, Current Balance, Dr, Payment Mode, System Default, and Images fields are not relevant when creating a new customer.
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What is supplier?

A supplier is a person or company that provides goods or services to another company. Suppliers play an important role in the supply chain, as they are responsible for providing the raw materials, components, and services that businesses need to produce their products and deliver them to customers.

How to open a supplier in Easy Account Software

To open a supplier in Easy Account Software, follow these steps:

  1. Click on the Masters→ Supplier menu.
  1. The Supplier List form will appear. It shows all of the suppliers that you have entered into the software.
  1. There are filtering options at the top of the form to filter the supplier list by name, location, phone number, and mobile number.
  1. To open a specific supplier, double-click on their name in the list.
  1. The Supplier Details form will appear. This form shows all of the supplier’s information, including their contact information, shipping address, and billing address.
  1. To edit the supplier’s information, click on the Pencil icon in the top right corner of the form.
  1. To delete the supplier, click on the Red Cross icon in the top right corner of the form.

Important: You can only delete a supplier if there are no transactions associated with them.

By clicking the green color “New” button in the above form you can create new Supplier. The Supplier form is like figure below.

How to add a new supplier in Easy Account Software

To add a new supplier, follow these steps:

  1. Click on Suppliers 
  1. Enter the supplier’s information in the fields provided. The supplier’s name is required and must be unique.
  1. Click Save to add the new supplier.

How to view and edit supplier details

To view or edit supplier details, follow these steps:

  1. Click on Suppliers 
  1. Double-click on the supplier whose details you want to view or edit.
  1. Make any changes you want and then click Save to update the supplier’s information.

How to delete a supplier

To delete a supplier, follow these steps:

  1. Click on Suppliers in the side menu.
  1. Select the supplier you want to delete and then click the Delete button.

How to enter the bill-wise opening balance of a supplier

To enter the bill-wise opening balance of a supplier, follow these steps:

  1. Click on Suppliers in the side menu.
  1. Double-click on the supplier whose opening balance you want to enter.
  1. Click on the Bill Wise button.
  1. Enter the opening balance for each bill in the corresponding field.
  1. Click Save to update the supplier’s opening balance.

Additional :

  • The Code/Alias field is optional, but it can be useful for identifying suppliers quickly and easily.
  • The Country field is required, but you can select any country from the list.
  • The Address, PIN Code, and Details fields are also optional, but you may want to enter this information if you have it.
  • The Location field is used to store the supplier’s shipping address. If you do not need to track shipping addresses, you can leave this field blank.
  • The Routes field is used to store the supplier’s delivery routes. This field is only relevant if you are using Easy Account Software to track deliveries.
  • The Assets field is used to store the supplier’s assets, such as inventory or equipment. This field is only relevant if you are using Easy Account Software to track assets.
  • The Opening balance, Dr, and Remarks fields are used to track the supplier’s account balance and any outstanding transactions. You do not need to enter any information in these fields when creating a new supplier.
  • The Opening Date field is used to store the date when the supplier’s account was opened. This field is automatically populated with the current date when you create a new supplier.
  • The Billwise field is used to indicate whether the supplier’s transactions should be billed individually or on a summary basis. If you are unsure which option to choose, select Billwise.
  • The TRN field is used to store the supplier’s tax registration number. This field is only required in certain countries.
  • The Contact person, Salesman, and Mobile fields are optional, but you may want to enter this information if you have it.
  • The Branch Code field is used to store the supplier’s branch code. This field is only relevant if you are using Easy Account Software to manage multiple branches.
  • The Customer Group field is used to classify the supplier. You can create different supplier groups based on their size, industry, or other criteria.
  • The Fax, days, Credit Amount, Credit Limit, Active (Live), Verified, Current Balance, Dr, Payment Mode, System Default, and Images fields are not relevant when creating a new supplier.
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What is Ledgers?

A ledger is a group of accounts that records and identifies a business unit’s financial transactions. Ledgers are used along with accounting vouchers

To open ledgers in Easy Account Software:

  1. Click Masters > Ledgers.
  1. The Ledger List form will appear. It shows all of the ledgers that you have created in the software.
  1. There are filtering options at the top of the form to filter the ledger list by ledger group, ledger name, description, opening balance, and current balance.
  1. To open a specific ledger, double-click on its name in the list.
  1. The Ledger Details form will appear. This form shows all of the ledger’s information, including its type, group, name, description, opening balance, and current balance.
  1. To edit the ledger’s information, click on the Pencil icon in the top right corner of the form.
  1. To delete the ledger, click on the Red Cross icon in the top right corner of the form.

Important: You can only delete a ledger if there are no transactions associated with it.

By clicking the green color “New” button in the above form you can create new Ledger. The Ledger form is like figure below.

To create a ledger in the image you sent, follow these steps:

  1. Click on the New Ledger button.
  1. Enter the ledger’s name in the Ledger Name field. The ledger name must be unique.
  1. Select the ledger’s group from the Group drop-down list.
  1. Enter the ledger’s opening balance in the Opening Balance field. This is the balance of the ledger as of the date you are creating it.
  1. Click on the Save button to create the new ledger.
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what is Ledger group?

A ledger group is a collection of ledgers of the same nature. Groups are accounting heads that categorize similar ledgers based on their nature, type, or usage.

How to create and modify ledger groups in Easy Account Software

To create a new ledger group, follow these steps:

  1. Click on Ledger Group in Master Section
  1. The Ledger Group form will appear.
  1. Enter the name of the new ledger group in the Group Name field.
  1. Select the parent ledger group from the Parent Group drop-down list.
  1. Click on the Save button to create the new ledger group.

To modify an existing ledger group, follow these steps:

  1. Click on Ledger Group 
  1. In the Search Group Name field, enter the name of the ledger group you want to modify.
  1. Double-click on the ledger group name in the search results.
  1. The Ledger Group form will appear.
  1. Make the necessary changes to the ledger group information.
  1. Click on the Save button to update the ledger group.

Example:

To create a new ledger group for customer accounts, you would follow these steps:

  1. Click on Ledger Group 
  1. The Ledger Group form will appear.
  1. Enter “Customer Accounts” in the Group Name field.
  1. Select “Receivables” from the Parent Group drop-down list.
  1. Click on the Save button to create the new ledger group.
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How to create and modify bank accounts in Easy Account Software

To create a new bank account, follow these steps:

  1. Click on Masters > Bank.
  1. The Bank Account Creation Form will appear.
  1. Enter the name of the new bank account in the Bank Name field.
  1. Select the type of bank account from the Account Type drop-down list.
  1. Enter the bank account number in the Account Number field.
  1. Enter the bank’s IFSC code in the IFSC Code field.
  1. Click on the Save button to create the new bank account.

To modify an existing bank account, follow these steps:

  1. Click on Masters > Bank.
  1. In the Search Bank Name field, enter the name of the bank account you want to modify.
  1. Double-click on the bank account name in the search results.
  1. The Bank Account Creation Form will appear.
  1. Make the necessary changes to the bank account information.
  1. Click on the Save button to update the bank account.

Example:

To create a new bank account for your business, you would follow these steps:

  1. Click on Masters > Bank.
  1. The Bank Account Creation Form will appear.
  1. Enter “Business Bank Account” in the Bank Name field.
  1. Select “Current Account” from the Account Type drop-down list.
  1. Enter your bank account number in the Account Number field.
  1. Enter your bank’s IFSC code in the IFSC Code field.
  1. Click on the Save button to create the new bank account.

You can then use this bank account to receive and make payments on behalf of your business.

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This is the option to create a new salesperson. By clicking this button, you will be taken to the salesperson master form. Here, you can create a new salesperson and modify existing salespeople.

 

How to create a new salesperson in Easy Account Software:

  1. Click on the New Salesperson button.
  1. The salesperson master form will appear.
  1. Enter the salesperson’s name in the Salesperson Name field.
  1. Enter the salesperson’s target amount in the Monthly Target Amount field.
  1. Enter the salesperson’s commission percentage in the Commission Percentage field.
  1. Select the salesperson’s branch code from the Branch Code drop-down list.
  1. Click on the Save button to create the new salesperson.

 

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This is the option to create a new Purchase Person. By clicking this button, you will be taken to the Purchase Person master form. Here, you can create a new Purchase Person and modify existing Purchase Person

 

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What is Stock Item?

Stock Item refers to goods that you manufacture or trade. It is the primary inventory entity and is the lowest level of information on your inventory.

How to view, edit, and add stock items in Easy Account Software

To view the list of stock items in Easy Account Software, click on the Stock Item List menu. This will open the Stock Items window, which shows a list of all of your existing stock items.

You can double-click on any item row to view the transaction list for that item. To edit an item’s details, click on the pencil icon in the corresponding item row.

You can delete items using X Button

To add a new stock item, click on the green New button. This will open the Stock Item Creation Form, where you can enter the item’s name, code, category, barcode, and other details.

Below figure shows the item master form. Enter the item details like Item name, barcode, category, measure unit, opening stock, opening stock cost per unit, cost per unit, selling rate, etc. In alternate unit option, you can enter that item’s other measuring units like carton, box etc. Finally click the save button to save the item.

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What is Vouchers Section in Easy Accounts?

The Masters section is like a central hub where you store all the essential information and details that are needed to create vouchers or transactions. Think of it as a handy reference or database of key data. This information includes things like customer details, salesperson information, item specifics, and more.

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What is Vouchers Section in Easy Accounts?

The Masters section is like a central hub where you store all the essential information and details that are needed to create vouchers or transactions. Think of it as a handy reference or database of key data. This information includes things like customer details, salesperson information, item specifics, and more.

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