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'''Summary'''  
 
'''Summary'''  
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| style="background-color:#ffffff;border:1pt solid #000001;padding-top:0cm;padding-bottom:0cm;padding-left:0.206cm;padding-right:0.191cm;"| In this tutorial, we had learnt about  
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| style="background-color:#ffffff;border:1pt solid #000001;padding-top:0cm;padding-bottom:0cm;padding-left:0.206cm;padding-right:0.191cm;"| In this tutorial, we learnt about  
  
 
* '''FrontAccounting''' interface and
 
* '''FrontAccounting''' interface and

Latest revision as of 15:08, 2 July 2020

Visual Cue
Narration
Slide 1:

Title Slide

Welcome to the spoken tutorial on Setup in FrontAccounting.
Slide 2:

Learning Objectives

In this tutorial, we will learn:
  • FrontAccounting interface
  • Various modules in the Setup tab

Also, we will learn how to:

  • Create our own organization or Company
  • Setup user accounts
  • Setup access permissions and
  • Setup display
Slide 3:

System Requirement

To record this tutorial, I am using
  • Ubuntu Linux OS version 16.04
  • FrontAccounting version 2.4.7
Slide 4:

Pre -requisites

To follow this tutorial you should have
  • Knowledge of higher secondary commerce and
  • Knowledge of Accounting.
Slide 5:

Start XAMPP service

Start the XAMPP services before you begin working on FrontAccounting interface.
Narration Let us open the FrontAccounting interface.
Click on browser >>localhost/account >> Press Enter Open the browser and type localhost slash account and press Enter.
Enter Username and Password >>

Click on login

The login page appears.

Recall that during installation, we had created the admin user.

Type the username as admin and password as spoken.

Then click on the Login button.

The FrontAccounting window opens.
Point to options of FrontAccounting Interface Standard modules have been provided in FrontAccounting.
Point to the options as per the narration We will learn about
  • Sales
  • Purchases
  • Items and Inventory
  • Banking and General Ledger and
  • Setup

modules in the upcoming tutorials.

Narration Let us start with the Setup tab in FrontAccounting.
Point to Setup tab >> click on it Click on the Setup tab.

This module is used for Company Setting.

Click >> Company Setup link Let us create a new organisation or Company by clicking on the Company Setup link.
Point to >>Name field

Point >>'ST COMPANY PVT. LTD'>>

In the Name field, by default, we can see the name of the company - 'ST Company Pvt Ltd'.

This is because we had given this name during installation.

However, you can change the name based on how you want it to appear in the reports.

I will keep the same name.

Scroll down.

Click on Home currency field In the Home currency field, click on the dropdown menu.

A list of options will appear.

Continue on Home currency field But Indian Rupees is not available in the list.

Since our company is in India, we will setup the home currency to Indian Rupees.

Let us learn how to add a new currency to the list here.
Click on the Banking and General Ledger Click on the Banking and General Ledger tab in the top menu.
In the Maintenance panel, click on Currencies. In the Maintenance panel, click on Currencies link.

A new window appears.

Type 'INR' in the Currency Abbreviation 'Rs' in the Currency Symbol field.

Currency Name field type 'Indian Rupees'.

Type 'INR' in the Currency Abbreviation field and 'Rs' in the Currency Symbol field.

In the Currency Name field, type 'Indian Rupees'.

In the Hundredths Name field, type ‘Paise’ and in the Country field type 'India'.

click on 'Add new' button. Now click on 'Add new' button at the bottom of the window.

We can see a success message- 'New currency has been added'.

click on Setup >> Company setup Let us go back to the Company setup page.

For this, click on the Setup tab in the top menu and then on Company Setup link.

Click>> Address field

A-123, Highway Industrial Estate,

Andheri, Link Road, Sakinaka, Andheri(E) Mumbai - 400072

Click>> Domicile field >> India

Click>> Phone no field >>

022 25764279

Click>> E- mail Address field>>

accounting@spoken-tutorial.com

Type

37AAAPP2678Q1ZP in the Company GSTNo

Next, type the
  • Company’s address,
  • Domicile
  • Phone no,
  • Email address and
  • Company GST number

in the respective fields as shown here.

Click on the Home Currency and select Indian Rupees Now, click on the Home Currency drop-down box.

Select ' Indian Rupees'.

Narration

Point to the fiscal year

Next we will learn about fiscal year.

By default the previous financial year, i,e 1st January to 31st December 2018 is shown as closed.

At the time of recording this tutorial, the date is as shown on the screen.

It may differ when you are practicing.

Text on screen for date format Note that the date format is in MMDDYYYY.
Slide 6:

What is Fiscal year?

What is Fiscal year?
  • It is a period that a Company uses for accounting purposes and preparing financial statements.
  • It varies across countries.
Slide 7a:

Fiscal Year setup

Fiscal Year setup
  • When a new Company is created in FrontAccounting, the Fiscal Year has to be set up correctly.
  • By default, FrontAccounting software shows the fiscal year from January to December
Slide 7b:

Fiscal Year setup

  • This is not suitable for Companies and organisations in India.
  • We have to set up the fiscal year from 1st April to 31st March for that financial year.
  • This is as per Indian Accounting Standards.
Let us switch back to the FrontAccounting interface.
Click >> Update button>> Scroll down and click on the Update button to save the entries.
Point to the message We can see a message- Company setup has been updated.
Come back to Frontaccounting Now, we will change the Fiscal Year to the current Financial Year.
Point to Setup icon Click on the Setup tab of FrontAccounting.
Point >> Fiscal Years icon Click on the Fiscal Years link.
Click>>Fiscal Year icon We can see that, by default the Fiscal Year begins from 01 January 2018 to 31 December 2018.
narration So first, we will create a dummy period for 3 months from 01 January 2019 to 31 March 2019.
Slide 8:

Why dummy period?

  • the Fiscal year ie.1st January to 31st December
  • and the Financial year which is from 1st April to 31st March
This is because we have to fill the gap between
  • the Fiscal year ie.1st January to 31st December
  • and the Financial year which is from 1st April to 31st March
Slide 9: Important Note

Show the image Sample_Fiscalyear.png (shared in the drive)

You may be in a different financial year when you are practising this tutorial.

In that case, you have to set up the fiscal year for all the previous years upto the current financial year.

A sample is shown here for your understanding.

Click >> Calendar icon to select the date First, select the 3 months dummy period from 01 January 2019 to 31 March 2019.

Now, click on the Add New button.

Point to the new row of dummy period We can see the dummy period is created.

A message appears - “New Fiscal year has been added”.

Type 1 April 2016 to 31 March 2017.

Click on the Add new button

Then, we can see the current financial year is from 1 April 2019 to 31 March 2020.

Keep the “Is closed” option to “No” as we will be using the current financial year for accounting purposes.

Again, click on the Add new button.

Point to >> Financial Year field>> Here, you can see the Financial Year has been created.
Point to first row

Point to second row

Click on Edit icon, in the Is Closed drop down menu, select Yes.

We can see the fiscal year from 1st January 2018 to 31st December 2018 as closed.

We have created the dummy period from 1st January 2019 to 31st March 2019.

We will change the Is Closed option to Yes.

Click on Edit icon.

In the Is Closed drop down menu, select Yes.

Repeat the same steps to close all the previous financial years if they are not required.

Click Update button. Click on Update button.

A message appears - “Selected fiscal year has been updated”

Likewise you can use the Edit button to make changes.

Point to X sign The cross (X) sign is for deleting the year.

Right now, we will not delete any rows.

narration Now, we need to update these changes in the Company setup.
Click Setup tab >>Company setup icon Click on the Setup tab.

Then click on the Company Setup link.

Click Fiscal year Drop down box >> Current Financial year. In the Fiscal year field, click on the drop-down menu.

Select the current Financial Year as 1st April 2019 to 31st March 2020 which is shown as active.

Point to Login timeout Scroll down and go to Login Timeout option.

We will increase to 6 lakh seconds so that frequent logout or timeout can be avoided.

Click >> Update button

Highlight the message.

Click on the Update button.
Next we will setup User Accounts.
Point to Setup icon Again click on the Setup tab.
Click>> User Accounts Setup>> icon Click on the User Accounts Setup link.
Point to the User login field We can see the admin user login information such as
  • Full Name
  • Email
  • Access Level, etc.

Recall this information was entered during the installation. Let us create a new user login.

Point to the details I have typed the new user details as shown here.

Likewise, enter your new user details.

Point >> Access Level>>Sub Admin In Access Level field, click on the drop-down menu and select Sub Admin.
Point>>language>> In the Language field, by default, the drop-down menu option is English.
Point to >> User's POS>>

Point to Default

Here, POS means Point of Sale.

We will keep the Default option.

Point to >>Printing option>> In Printing option drop-down menu, keep the default option Browser printing support.
Point to >>Use popup window for reports>> Next, by default, the checkbox is checked for popup window for the reports option.
Click on Add new button Click on the Add new button.


We can see the message- ‘A new user has been added’.

Point to the new user below the admin. We can also see that the new user is added in the panel below the admin.
Point to Setup icon Again, click on the Setup tab.
Click>> Access setup icon>> Next, let us see Access setup.
Click>>Role>> drop down menu Click on the Role drop-down menu and select Sub Admin.
Point to the >> Access level field>> sub-admin

Scroll down to show the access permission

We can see the default access given for a Sub Admin to use.

Scroll down.

We can see the permissions available for the Sub Admin.

Point to available field You can also check or uncheck the boxes as required for the Sub Admin to use.
Point to >> Save Role button>> Then click on Save Role button.

A message appears as “Security role has been updated”.

Likewise, you can create several users as per your requirement and give the required permissions.

Point to Setup icon Again, click on the Setup tab and then on Display Setup link.
Click >>Display Setup >> icon Display Setup is used to change the
  • Decimal Places,
  • Date format and Separators
  • and other parameters.
Point >>Decimal Places>> We can see the number of Decimal Places for
  • Prices/amounts
  • Quantities
  • Exchange rate and
  • Percentages
Point>> Date Format and Separators>> We can change the Date format and Separators by selecting the drop-down menu.

We will change the Date format to DDMMYYYY.

Point >>Miscellaneous >> We can see various Miscellaneous Settings also.
Point to >> Update button>> Click on the Update button to save the changes.

We can see a message “Display settings have been updated”.

Point to the new date format Now we will check the fiscal year date format.

Go to theSetup tab.

Under Company Setup panel, click on Fiscal Years link.

We can see the date format has been changed to DDMMYYYY format.

Recall, initially when we added the fiscal year it was MMDDYYYY format.

This brings us to the end of this tutorial. Let us summarize.
Slide 10:

Summary

In this tutorial, we learnt about
  • FrontAccounting interface and
  • Various modules in the Setup tab

Also, we have learnt how to:

  • Create our own organisation or Company
  • Setup user accounts
  • Setup access permissions and
  • Setup display
Slide 11:

Assignment

As an assignment,
  • Add a new user using User Accounts Setup
  • Give Access Level as an Accountant
Slide 12:

Acknowledgement

  • The video at the following link summarises the Spoken Tutorial project.
  • Please download and watch it
Slide 13:

About workshops

The Spoken Tutorial Project Team conducts workshops and gives certificates.

For more details, please write to us.

Slide 14:

Forum for specific questions:

Please post your timed queries in this forum.
Slide 15:

Acknowledgement

Spoken Tutorial project is funded by NMEICT, MHRD, Government of India.

More information on this mission is available at this link.

The script and video has been contributed by Spoken Tutorial team. This is Pratik kamble signing off. Thanks for joining.

Contributors and Content Editors

Nancyvarkey, Nirmala Venkat, Pratik kamble

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