All rights are reserved to M/s Comrade Info Systems Company wherever it has been incorporated, however, is not limited to any part of the world. Photocopying, reproduction, adaptation, or translation of any part of this manual is prohibited without prior written permission of M/s Comrade Info Systems except is allowed under the copyright law.
M/s Comrade Info Systems makes no warranty of any kind with regard to this material, including, but not limited to, the implied of merchantability and fitness for a particular purpose.
M/s Comrade Info Systems shall not be liable for any errors or for incidental or consequential damages occurred due to use of this manual. M/s Comrade Info Systems strongly recommends applying and adopting the instructions only if you understand clearly without any ambiguity. Otherwise seek advice of the experts for implementation and setup.
Edition 01/01/2008
Copyright Comrade Info Systems
Table of Contents
Topics
Page Numbers
Comrade
Welcome to Comrade Accounting Software. A complete business solution for small to medium trading companies.
The Focus of this book COMRADE ACCOUNTING SOFTWARE, a software product offered by the Comrade Info Systems to help you manage the financial data in your business. Our purpose is to help you use the powerful software effectively.
Comrade Accounting offers many advantages. Foremost, its price is outstanding, and the software is Comprehensive and not difficult to use.
Minimal Accounting knowledge is required because Comrade automates most of the book-keeping procedures. The data-entry screen prompts are very clear and on-line help is available. The Program handles most of your mathematical tasks , such as extending amounts in invoices and calculating discounts etc.
Online Posting System is one of unique feature of Comrade system.
The program stores various years of data, which facilitates in-depth, comparative reporting. By using user rights you can restrict access to confidential financial information while allowing Data entry operator to enter daily transactions.
Comrade Accounting is designed primarily for a product-oriented business, tracking products from the purchase-order stage to costing through sale and inventory maintenance.
Comrade will very well fit into business enterprises who stock, sell and provide service either through a single location or in multiple locations within the country dealing with multiple brands, manufactures, suppliers and cross section of customers.
This manual explains how to install the Comrade for the first time and quick glance on features of all modules
Comrade is a flexible and perfectly integrated Business solution for quality and profit conscious trading companies who want to handle business processes not only efficiently but also effectively.
Using This Accounting Manual
This manual gives you a comprehensive overview of Comrade, providing clear insight on installation and deployment of the software.
If you have difficulties in installation and implementation, we recommend you to approach the Customer Support Engineers of Comrade Info Systems. In addition you can also send email to our support team to clarify any doubts encountered during the implementation of the package.
Installation Procedure
Insert the Comrade installation CD to the CD-Drive and run setup.exe from the Disk1 folder. You should get your company name license from the vendor.
Logging to the Comrade
Open the Comrade program
Company Maintenance
Please click the mouse at the empty box against the User name and type ‘ADMIN’
Enter ‘ADM’ as Password and click the ‘Continue’ button
Click
Double click on the
Company Name to
Activate the company
Data Directory
Work Directory
If you want to change the or
System Parameters.
UTILITY SYSTEM PARAMETERS
Update Cost of Sales and Inventory Accounts in Sales
If the option 'Update Cost of Sale and Inventory Accounts in Sales' is selected, The comrade will generate four GL transaction while posting an Invoice.
Customer A/C Dr.
Sales A/c Cr
Inventory A/c Cr
Cost of Sales A/c Dr.
The Inventory A/c and Cost of Sales Account must be created in the G/L and setup these Account Codes in the GL Accounts Interface.
The Comrade will generate the total cost of the invoice value and Debit the Cost of Sales and credit the Inventory Account.
If you want to use effectively the above option, you must direct all the stock related value to the Inventory Account. For example, if you enter the purchase invoice, should Debit the Inventory account instead of Purchase Account and OtherCost Accounts.
With this option you will get always the updated closing Stock value from the Inventory Account. No need to pass any Closing Stock entries at the time of Closing of Accounts.
If you are using the above option, the Profit and Loss Account statement contains only the following information.
Sales Cr
Cost of Sales Dr
General and Administrative Expenses Dr
If the option 'Update Cost of Sale and Inventory Accounts Sales' is
Not selected, the Comrade will only generate two GL Transaction while posting an invoice
Customer A/C Dr
Sales A/c Cr
To Create Account Groups / Account Group Maintenance (Chart of Accounts)
Default Group settings are as follows:
Assets : 1000 to 1999
Liabilties 2000 to 2999
Equity 3000 to 3999
Sales 4000 to 4999
Income 4000 to 4999
Cost 5000 to 5999
Expenses Above 6000
Post Dated Cheques Received 1203
Post Dated Cheques Issued 2103
Customers 1205
Suppliers 2205
Cash 1201
Bank 1202
The above are the default group settings in the program. The Groups can create, edit or delete from the Group option.
To Create a Group ->File->Group->Entry.
New Group Field you can type Group No. and then Click Add New, for e.g.
The Furniture Account will create under 1000 Series
Say Group No. 1101->Furniture
The Expense Account must be created above 6000 Range, so it can be
6101->Administrative Expenses
Add NEW GROUP
For more GROUP Accounts (Sample - Chart of Accounts), please refer the last pages of this manual
ACCOUNT CREATION
You can Create NEW Accounts from File->Accounts->New
1205 1205-0001
1205-0001
Select Group and click
System will generate a new account automatically.
Eg. 12050001
GROUPS ACCOUNTS (ALT-N)
In the above Section we have explained how to create Account Groups. When you click on a specific Account Group followed by the New A/c Button an automatic Account Number will be generated under that group. You may give respective names for each of them and if needed you can also give the details of Opening Balance.
Alt-A to specify the address details
Click on the 'Edit description' will enable the editing the Account name.
You can search the account before creation. Click on the 'Search A/c' and type the name of the account.
To setup the address details, click 'Address Det' option
To Exit this screen, Press Escape key or press Exit button
To search the Group, Click the 'Search Grp' button. Type the Group name.
The Opening balance of Accounts can feed through this screen. Credit Balance should be given with (-) minus symbol.
Entry: This option also creating the Accounts. This option is used to create the Account code by manually. For eg. 1205BB01, 6101-S001 etc.
The Bills details / opening balance of Customers and suppliers, Opening details of Post Dated Cheques etc can specify by pressing 'Specify opening details' option
Save button will save the data.
Modify: Editing opening details of PDC will release tag of the Outstanding cheques. Run Rebuild PDC status option after editing the PDC opening transaction. If any of the cheque is already transferred to bank Account, then should not edit cheque no., chqdate, customer code and amount fields of those entries.
Delete: You can delete account by clicking on the Account code if there is no transaction exists.
If you require to specify the opening balance in detail for Customers, Suppliers or Post Dated Cheque accounts, go to the (File - Account - Modify ) option.
Click to get the Opening details entry screen
Click
Sales Invoice Entry
INVENTORY SALES INVOICE ENTRY
Please set the following things before making the Invoice.
1. The cost of Sales method used.
2. The account codes setup in the GL Interface (Sales A/c, Cost of Sales, Inventory A/c, Discount Account etc.)
The GL transaction will have reference of IS (Inventory Sales)
The Invoice starting number can setup in the System Parameters.
The editing of invoice number based on user rights.
Commonly used Alt keys in sales invoice
Alt-E to select the Credit invoice
Separate number control for Cash and Credit is available. For this number control, you need to click the option in the system parameter.
However the Invoice number field is unique. You must use higher range initial number for both the Cash and Credit Invoices.
Alt D to select More Credit Accounts
This option will split the Credit Account into more than one. For example if the Invoice Amount 500, Sales-consumables 200/-, Sales-spares 200/-, Other Income 100/-. (You can split the Credit Amount into various Account heads)
Alt-M to select more Debit Accounts
This option will split the Debit Account into more than one. For example if the Invoice Amount 500/-, Cash Debit 200/-, Customer Debit 200/-, Bank Debit 100/-. (You can split the Debit Amount into various Account heads)
Selecting Customer Account
Press F2 key in the Customer Account field. Comrade will display all Customers. Type the name of the customer and press enter key to select the customer account.
Creating a Customer Account
Press F2 key in the customer Account Field. Search for the Account Description and if not found, Press New button to create a new Account.
You should make sure the Account is created under the right Account Group.
Selecting Item Code
Press F2 key in the Item Code field. Comrade will display the Item List. Type the Item Code or Description of the item and press enter key to select the item Code. The default setting of Code or Description based on user right.
Inserting an item Code
Press Insert button to insert an item code anywhere in the item entry grid.
Alt-A to Add lines in the Item Entry grid
This option will enable a blank line of record for item entry.
Discount option
The Discount option is available by item-wise and lump-sum.
Item-wise discount percentage to be typed. The comrade will calculate the line-total value automatically by adjusting the discount percentage.
The lump-sum discount amount also can type or by mentioning the Discount percentage by pressing Alt-C.
The facility of typing received amount is also available. If you type the received amount, Comrade will put the difference amount ( Total Invoice Amount - Received Amount ) in the Discount field. The received amount has no transaction entries.
Foreign Currency and Rate (Alt-F)
You can make the Invoice in any Currency. Select the Foreign Currency Code. The rate will appear automatically and it can amend temporarily for that particular invoice. If you select the Foreign Currency code and rate prior to item entry, the unit price of item will display in that currency.
Posting of Invoice
Alt-P to post the Invoice.
If the invoice is posted, will appear a message
The invoice printing will enable only after posting. [Do you want to print the invoice?] message will appear based on user right.
Alt-R to Print the Invoice directly to printer
View Invoice
INVENTORY SALES INVOICE VIEW /PRINT
Select the Invoice Select (Screen / Printer)
Print Invoice
GL Transaction for Sales Invoice
Salesman option, Credit Limit, Due days, Discount percentage on item, Terms etc are optionally can be specified in the Customer master. If you specify these options in the Customer master, this will appear invoice entry screen automatically.
The Credit limit will activate based on user right. [:] will enable the Credit limit facility.
Cheque number , Cheque Date and Bank
Suppose if you receive a cash Cheque instead of Cash, you can debit
Job Code
The Job Code must be specified if you are using the Job Costing module.
A valid Job Code can enter into the Job Code field.
View history of Item Sales while Sales Invoice Entry
Click the
Typing an item details without an item Code.
Type
Editing the Description
You can change the description of the item code in the Sales Invoice Screen. This description will not affect the item master description. This only will effect for the particular Sales invoice.
Selecting Item having no in-hand quantity
You can sell the item which has no in-hand quantity based on user-right.
Selling Item below Cost
You can sell the item below cost based on user-right
PURCHASE INVOICE
INVENTORY PURCHASE INVOICE ENTRY
If the option 'Update Cost of Sale and Inventory Accounts Sales' is selected, You must debit the Inventory account instead of Purchase and Other Cost Accounts.
SRV-Number and Invoice Number
The SRV-number can use as a serial number. The Suppler invoice number should type in the invoice number field.
Alt-A to add line of item entry.
Alt-P to Post the Purchase Invoice
Alt-R to Print Invoice
The comrade will generate the following GL transaction while posting Purchase Invoice.
Supplier A/c Cr
Inventory/Purchase A/c Dr
If Other Cost is available the following GL transaction will update.
Inventory/OtherCost Account Dr
OtherCost Payable A/c Cr
Selecting Supplier Account
Press F2 key in the Supplier Account field. Comrade will display all Suppliers. Type the name of the Supplier and press enter key to select the Supplier account.
Foreign Currency and Rate (Alt-F)
You can make the Purchase Invoice in any Currency. Select the Foreign Currency Code. The rate will appear automatically and it can amend temporarily for that particular invoice. Comrade will convert the values into local currency upon posting the Invoice.
Discount Entry
The Discount option in Foreign Currency and Basic Currency Amount are available in the Purchase Invoice Entry Screen. For eg. The Total value of Purchase invoice is US$ 500/- but when it typed by item-wise it reaches US$ 505/- you can enter us$5/- in the Foreign Currency Discount Column.
Similarly the Basic Currency amount also can adjust by typing the Basic Currency discount amount.
Other Cost Entry in Purchase Invoice
Click on the
The other cost of each item based on the Weighted average will calculate automatically when you unclick the
The Purchase Invoice can print with other cost details after posting.
INVENTORY PURCHASE INVOICE VIEW
1) Apply 2) Click on the Number 4) Click Custom form 1) Select Import/Local
Group:
Default Group setting
Assets : 1000 to 1999
Liabilties 2000 to 2999
Equity 3000 to 3999
Income 4000 to 4999
Cost 5000 to 5999
Expenses Above 6000
Post Dated Cheques Received 1203
Post Dated Cheques Issued 2103
Customers 1205
Suppliers 2205
Cash 1201
Bank 1202
The above are the default group settings in the program. The Groups can create, edit or delete from the Group option.
GROUP
Sample Groups
GROUP DESCRIPTION
1100 **** FIXED ASSET ****
1101 FURNITURE & FIXTURES
1102 OFFICE EQUIPMEMNTS
1103 GOODWILL
1105 MOTOR VEHICLE
1106 COMPUTER
1107 TELEPHONE&MOBILE
1150 **** INVESTMENTS ****
1200 **** CURRENT ASSETS ****
1201 CASH
1202 BANK
1203 P.D.C RECEIVED
1205 CUSTOMERS
1210 ** OTHER RECEIVABLES **
1211 OTHER RECEIVABLES.
1212 COMMISSION RECEIVABLES
1215 FIXED DEPOSIT
1216 OTHER DEPOSITS
1220 ADVANCES
1230 PREPAID EXPENSES
1231 PREPAYMENTS.
1300 **STOCKS**
1301 STOCK IN HAND OPENING
2100 **** LIABILITIES (CURRENT)***
2102 LOAN PAYABLES
2103 P. D. C. ISSUED
2105 BANK CURRENT LIABILITIES
2110 VEHICLE LOAN
2200 **** LIABILITIES (OTHERS)****
2201 ACCUMULATED DEPRECIATION
2202 PROVISIONS
2203 ACCRUED EXPENSES
2204 RETAINED EARNING ADJUSTMENT
2207 SUPPLIERS
2300 **** OTHER COST PAYABLE ****
2301 OTHER COST PAYABLES
2302
2400 **** BANK OVERDRAFTS ****
2401 BANK OVERDRAFTS
2500 *****RENT PAYABLE*****
2501 RENT PAYABLE
2900 L/C THROUGH BANK *****
2901 L/C WITH BANK
3100 **** CAPITAL ACCOUNTS ****
3101 CAPITAL A/C.
3200 **** CAPITAL & CURRENT A/C.***
3201 CAPITAL A/C.
3202 CURRENT A/C.
3300 **** STATITUTORY RESERVES ****
3301 STATITUTORY RESERVES
3900 *** PROFIT & LOSS ACCOUNT ***
3901 PROFITt & LOSS ACCOUNT
4100 ***** SALES *****
4101 SALES
4200 ***** SALES RETURN *****
4201 SALES RETURN
4300 ***** OTHER INCOME *****
4301 OTHER INCOME.
4500 SERVICE CHRGS.
5100 ***** PURCHASES *****
5101 PURCHASES
5200 ***** PURCHASE RETURN *****
5201 PURCHASE RETURN
5300 ***** COST OF PURCHASES ****
5301 OTHER COST OF SALE
5400 OPENING STOCK**
5401 OPENING STOCK
6100 **** EXPENSES ****
6101 GENERAL & ADMIN. EXP.
6102 EMPLOYEE EXPENSES
CREATE NEW ACCOUNT
FILE ACCOUNT NEW
Select the Group Click or Alt-N
Alt-A to specify the address details
Accounts:
The 'New' option is easy to create or edit the Account details. Select the group code and Click the 'New A/c' option. The system will create an account automatically.
1205 1205-0001
1205-0001
Select Group and click
System will generate a new account automatically.
Eg. 12050001
Click on the 'Edit description' will enable the editing the Account name.
You can search the account before creation. Click on the 'Search A/c' and type the name of the account.
To setup the address details, click 'Address Det' option
To Exit this screen, Press Escape key or press Exit button
To search the Group, Click the 'Search Grp' button. Type the Group name.
The Opening balance of Accounts can feed through this screen. Credit Balance should be given with (-)
minus symbol.
Entry: This option also creating the Accounts. This option is used to create the Account code by manually. For eg. 1205BB01, 6101-S001 etc.
The Bills details / opening balance of Customers and suppliers, Opening details of Post Dated Cheques etc can specify by pressing 'Specify opening details' option
Save button will save the data.
Modify: Editing opening details of PDC will release tag of the Outstanding cheques. Run Rebuild PDC status option after editing the PDC opening transaction. If any of the cheque is already transferred to bank Account, then should not edit chequeno,chqdate,customercode and amount fields of those entries.
Delete: You can delete account by clicking on the Account code if there is no transaction exists.
If you require to the specify opening balance in detail for Customers, Suppliers or Post Dated Cheque accounts, go to the (File - Account - Modify ) option.
Click to get the Opening details entry screen
Click
BUDGET ENTRY
FILE ACCOUNT BUDGET ENTRY
You can enter budget Amount month-wise and get some report.
DEARTMENT MASTER
FILE DEPT ENTRY
Department: This facility used to maintain the multi-department Accounts maintenance.
To enable the multi Department Account maintenance facility, there is a control file is required in the Data Directory (AS_DEPT.SYS or ASDEPTSY.SYS). If this file exists in the data directory, system will show you all department codes while login time. You can select the desired department then the system will allow only that particular department accounts for data entry. You can get all the reports department-wise. Invoices numbers and all voucher numbers can control by department-wise. You can specify the initial sequence numbers in the Department master.
Bank:- This bank details only for information and unique entry at the time of received cheque entry.
Salesman:- Code can be 10 characters long. This option is used in Sales Invoice entry and various reports with Salesman-wise.
Currency:- Multi-currency feature is a very useful option in this system. You can enter all transactions including inventory in any currency. The system will convert into basic currency with the currency rate. System will allow to change the currency rate whine data entry. You can get statement of Account and other reports in Foreign currencies.
Country Code This option is used for categorizing the Accounts.
Location Code : This option is for maintaining inventory item in location wise. Location code can be an alphabet. It allows location codes A, B, C, D up to 26 locations.
Stock Units: Used only for easy entry at the time of item creation.
Terms : You can specify the Payment terms for each customer. The system will display the terms automatically while select the customer.
Documents : The document master is useful categorize your documents. You can the document and expiry dates. The system will give you warning /Expiry reports.
JOB MASTER
FILE JOB ENTRY
Type New Job Code and Click
All the Voucher Entry screen contain Job-code option.
User Maintenance
Voucher Entry
Journals:
Vouchers:
JV - Journal Voucher
SI - Sales Invoice
PI - Purchase Invoice
RV - Receipt Voucher
PV - Payment Voucher
CV - Credit Voucher
CN - Credit Note
DN - Debit Note
PC - Petty Cash
CQ - Cheque Return
JOURNAL VOUCHER ENTRY
Sale Invoice ( Non stock) (SI) : This option is used to enter the Sales Invoice without the stock details.
Debit the Customer Account
Credit the Sales Account
SI number is a sequence number controlled by the system. The Invoice number must be specified in the column provided within the grid.
Purchase Invoice (Non Stock): (PI) This option is used to enter the Purchase Invoice without the stock details.
Credit the Supplier Account
Debit the Purchase Account
PI number is a sequence number controlled by the system . The Invoice number must be specified in the column provided within the grid.
RECEIPT VOUCHER (MULTIPLE)
Receipts Multiple entry :- This option is used to enter the receipts from customers. The entry system is based on bill wise.
Credit the Customer Account
Debit the Cash/Bank/PDC Account
1. Select the Cash/Bank/PDC Account
2. Type the amount
3. Type the details of payment (Chqno,Chqdate etc)
4. Select the customer Account
5. Click 'Setup bill'
Multiple Debit entries (can split the Cash / Bank/ PDC account)
Select the Customer account (F2 to view )
Click to view the pending bills.
The Receipt Voucher Multiple option is used to enter Receipt voucher by settling multiple bills.
Receipts Single entry : This model Receipt entry is useful for entering the receipts on A/c basis or without proper invoice number.
Credit the Customer A/c
Debit the Cash/Bank/PDC A/c
Payment Multiple entry :- This option is used to enter the payment to Suppliers. The entry system is based on bill wise. This entry system is similar to the Receipts entry.
Debit the Supplier Account
Credit the Cash/Bank/PDC Account
Select the Cash/Bank/PDC Account
Type the amount
Type the details of payment (Chqno,Chqdate etc)
Select the customer Account
Click 'Setup bill'
Click on the
After completion of selection of bills, Press Verify and Post the transaction. If the Received amount and the total of selected invoice amount is not tallied, system will display another option to Debit or Credit the difference amount into a third account.
This option will Debit the Supplier account by bill wise (ie multiple debits) You can take the statement by consolidated option to avoid the multiple debits
Multiple Credit entries (can split the Cash / Bank/ PDC account)
Select the customer account (F2 to view )
Click to view the pending bills.
The Multiple option is used to enter Payment voucher by settling multiple bills.
Payment Single entry : This model Payment entry is useful for entering the payments on A/c basis or without proper invoice number.
Debit the Supplier A/C
Credit the Cash/Bank/PDC A/C
Voucher-wise Report :- To view or print the transaction.
Select the Transaction type
Select the type Find the difference in transaction
Type the number range and Apply
Use the search facility by Ref, Job-code, Amount, Chqno and Type no
PDC Transfer Received:-
1. Check the PDC Account (eg. 12030001)
2. Type Bank Account (eg. 12020001)
3. Transfer date (The system will generate account transaction with the same date)
4. Apply (Display all Post dated Cheques- Received)
5. Tag the desired cheque number by clicking on the Tag column.
6. Click the 'Transfer to Bank Account'
Debit the Bank Account
Credit the Post Dated Cheque Received Account.
The transaction will be generated automatically with the transaction type as 'DB' .
Check the transaction from the Voucher-wise report.
PDC Transfer Issued:- (Screen is similar to PDC Transfer Received)
1. Check the PDC Account (eg. 21030001)
2. Type Bank Account (eg. 12020001)
3. Transfer date (The system will generate account transaction with the same date)
4. Apply (Display all Post dated Cheques- Received)
5. Tag the desired cheque number by clicking on the Tag column.
6. Click the 'Transfer to Bank Account'
Credit the Bank Account
Debit the Post Dated Cheque Issued Account
The transaction will be generated automatically with the transaction type as 'CB' .
Check the transaction from the Voucher-wise report.
Statement of Account:
Press F2, to view the Account list.
Type the Account code and press Apply button to get the normal Statement of Account.
To get the statement by Group wise, Type Group code into the 'Group' column and press apply button
Consolidated option is used to merge the multiple debits / credits entered in a single voucher number.
PDC Separately will display cheques separately.
The user can specify the date range for getting statement within a particular period.
Separate pages : Click this option to print Statement of Account in party wise in separate pages. This option will be only active if you specify the Group Code.
Outstanding Statement:- This option will produce only unpaid bills. Click automatic settlement of bills option form the Utilities-Other utilities to avoid the settled bills from this statement.
Ageing Statement
Age days : The user can set the ageing days. Default is 30,60,90,120
Summary: Click the summary option to get Ageing summary list of a specified Group of Accounts
Statement of Account - Currency : To get statement in Foreign currency. This option will work only with Foreign currency Accounts.
Trial Balance
Select the option, and press apply button
Dept code : Type the Department c ode to produce the Trial balance of selected Department
Non zero : To avoid the Zero balance Accounts
Date range: This option will produce balances on a specified date range.
Trial Balance (YTD) detail
This option will produce the Trial balance with opening balances and period Debits and Credits.
Opening Balance- Dr. Cr. / Period Debit Period Credit / Balance
Trial Balance (YTD) detail
Format will be same as detail. Group wise summary will be produced.
Chart of Account / Balance Report
Exclude Opening Balance : This option will not be considered the opening balance specified in each Account. This option is applicable only Date-range reports.
Inventory:
Group: This menu option is used to create groups for stock Items. You can divide your items into various groups. The system will produce reports on Group wise.
Sub Group:- To create sub Group This option is similar to the Group creation.
Category: To create Category
Sub Category: To create Sub category.
Item: The item master creation can be done through this menu option.
To create a new item do the following..
Click on the 'Enable Creation' option or press 'ALT-E'
Press ALT-C , to type the new code, then press ALT-N' to create the item.
Type the description and opening qty fields.
The data will saved automatically.
View : To view/Edit the item in Full view.
Substitutes : To specify the supercede numbers to the item.
Location : You can type the opening quantity location wise. Location code can be created from the File
Menu. (Alt - L)
Data Backup
Select the Drive and Press Backup option.