How an already running business can adopt Soft Retail Accounting?

May 25, 2018
Magellanic Cloud

Let’s say a Toys and Cosmetics Shop is already running. If business is to be shifted to Soft Retail Accounting on let’s say 25-05-2018, then we are in need to enter two things in system:

  1. Stock Positions as on 25-05-2018 and;
  2. Balance Sheet as on 25-05-2018.

Let’s say following is the stock position as on 25-05-2018 (Table-A):

stk

And following is the Balance Sheet as on 25-05-2018 (Table-B):

bs

Now download Soft Retail Accounting ready to use demo file from this link:

It takes less than 1 minute to download. Password is — mysystem

After entering the correct password, main screen will be displayed and you will press ‘Setup’ button. Following screen will be displayed.

2

First option ‘Company Setup’ is very simple. This form is already filled with sample data and you only have to replace it with your information. We here ignore this step and assume that sample data is your own information.

Our first task is to enter stock positions as on current date. But before feeding stocks, we are in need to tell the system regarding what are the trade items. Here we have only five (stock) items so we can easily feed these five items in ‘Items and Prices Setup’. Following screenshot shows that all these five items have been properly entered:

stkentered

Note: Here we have not added item pictures. Item pictures are optional. System will work if you choose not to enter pictures. You can however anytime include pictures of items. Also note that here we have entered ‘sale price’ against each item. We shall add ‘cost price’ at the time of entering opening stocks.

After having entered all the items, now we can feed opening stock positions as on current date. On the ‘Setup’ page, this is the third option and following is the completely entered ‘Opening Stock’ form:

opnstk

Now we have to enter opening Balance Sheet. It is 4th option on ‘Setup’ page. But from the setup page, we can configure Balance Sheet except for Cash, Bank and stock Accounts.

In this case, we have only stock and cash/bank Accounts in the opening balance sheet. In Soft Retail Accounting, opening stocks entry automatically debits ‘Purchase’ Account. Unsold portion of ‘Purchase’ Account is automatically reflected as ‘stock’ in the Balance Sheet. So we do not need to configure stock in Balance Sheet. But since opening Stock was basically cash purchase entry, so we are in need to bring equivalent cash i.e. Rs.19090/- as capital. Following is cash book entry for this purpose:

cash1st

Note that this entry is made in date 24-05-2018 because on 25-05-2018 this cash will be ‘spent’ in ‘opening stocks’.

For Cash in hand, Bank A and Bank B, following will be the entries.

cash2nd

Now see that due to automated features of Soft Retail Accounting, opening balance sheet form was not even employed. We made only opening stock entry and cash book entries. After these entries, Cash Book Report (from ‘Financial Ledgers’) will be reflected as under:

cb

See that opening stock entry is automatically reflected in Cash Book Report. And this report is telling nothing about Bank Accounts. Because in Soft Retail Accounting, we get separate Ledger Account for every bank account. Following are both Bank Account Reports:

Bank-A:

b1

Bank-B:

b2

Not only above, in fact we also have got ledger accounts of ‘Capital’ and ‘Purchase’ Accounts as well as inventory ledger accounts of all the five trade items . With simple opening stock entry and cash book entries, whole setup procedure not only has completed but we have received all the reporting up to final accounts. Following is the Balance Sheet of our newly entered business:

bs

In Soft Retail Accounting, we feed only the minimum of input while get maximum reporting as output. But in this example, there were only five trade items. Any running business will have far more trade items and opening stock entry will be a tedious process. As an option, you can provide us your current stock list (Table-A) and Current Balance Sheet (Table-B) in Excel format. We shall import your stocks and balance sheet in Soft Retail Accounting at no extra cost.

However we clearly state here that standalone Soft Retail Accounting functions optimally with maximum stock items between 1000 to 2000. This range is suitable for many kinds of trade/retail businesses such as Garments Shop, Cloth House, Toys Shop, Paint Shop, Tyre Shop, Spare Parts Shop, New Vehicle/Motorcycle Show Rooms etc. However large super stores will have to look for other options that also include high end client server or cloud based Soft Accounting Implementations.

Soft Accounting file of Toys and Cosmetics Shop where we made these sample entries of opening stock and configuration of opening Balance Sheet may be downloaded from this link. Password is mysystem.

 

 

Diligence is definitely required for the implementation of system:

December 3, 2015
Magellanic Cloud

No system can be implemented with casual approach. Business owner must pay attention to working of the system just like a regular duty — and only then system will be beneficial for the business. System is tool for doing business. For tightening nut bolts, tools are needed — So for doing business, system is also needed.

Soft Retail Accounting is a tool for doing retail or trade business. This tool is not like an intelligent robot. This is an excellent machine that converts minimum of input effort into maximum of output work.

diligent main

The system shall keep on providing you the maximum output information with minimum of effort. That output information shall help you during the decision making process. System will cover its cost just if it prevents you from taking wrong decision for only one time. The rest of right decisions would be your profit.

 

Where to record various types of Transaction?

September 30, 2013
Magellanic Cloud

Major Brands of Accounting Software in market record transactions in different modules such as (i) Vendor process module, (ii) Customer Process module, (iii) GL module etc.

Let us state that this method is neither supported by theoretical accounting, nor it is a simple process.

But this method did introduce the integration of Financial Accounting and Inventory/Cost Accounting. Such an integration is still not possible by following theory of Financial Accounting alone.

On the other hand, Soft Accounting System has achieved integration of Financial Accounting and Inventory/Cost/Management Accounting without rotating the user into the roundabouts of vendor process/customer process/GL process etc.

3

In Soft Retail Accounting, transactions are not recorded on the basis of vendor process, customer process or GL process.

Here transactions are to be recorded on the basis of following types of transactions:

 
1- Sales/Sales Returns — to be recorded in Sale Form/Sales Return Form
2- Purchase/Purchase Returns — to be recorded in Purchase Form/Purchase Return Form
3- Any cash/bank transaction other than categories 1 and 2 — to be recorded in Cash Book
4- Any non cash/bank transaction other than category 1 and 2 — to be recorded in General Journal
 

In Soft Accounting, there is only one cash/bank book. In other systems, there are multiple cash/bank books like cash receipt book (AR receipt voucher), Cash payment book (AP Payment voucher) , Bank receipt voucher, bank payment voucher etc.

But … Soft Accounting gives a simplified solution.

In Soft Retail Accounting, there is only one Cash Book. It will record all the receipts/payments from/to ARs/APs whether in cash or through bank.

Please read the Cash Book section of our user-manual from following link:

http://www.mediafire.com/download/pecdhx5i9hzxrsf/Retail+Documentation.pdf

Thus in Soft Accounting:

AP payment will be recorded in cash book … whether paid in cash or through cheque. AR payment receipt will also be recorded in cash book whether received cash or direct deposit of money by customer in our bank. This cash book can handle as many bank accounts as you choose. Expense payment will also be recorded in cash book whether paid in cash or cheque. Any revenue other than sales will also be recorded in cash book whether received in cash or direct deposited in bank.

Cash book however will NOT record cash sales or cash purchase … Cash sales are to be recorded in sale form, cash purchase to be recorded in purchase form.

similarly, cash book will also NOT record cash sales return or cash purchase return. These things will be recorded in sale return form and purchase return form.

Get LIFO and Weighted Average Costing at the same time:

September 3, 2013
Magellanic Cloud

While other world famous (commonly known as most powerful) accounting software requires you, at setup stage, to choose one of three costing methods i.e. (i) LIFO, (ii) FIFO and (iii) Weighted Average.

You will choose only one of these methods at the setup stage. Afterwards, you will get all the costing reports based only on the one method you had chosen at the time of starting with that world’s most powerful accounting software.

lifwtd

Whereas in Soft Retail Accounting, you are in no need to setup your costing method and Soft Accounting will automatically give you costing reports based on (i) LIFO and (ii) Weighted Average at the same time. For example see following screen shots of (i) Income Statement LIFO basis and (ii) Income Statement Wtd. Avg basis … and see that for the same period, there is difference in net profit. Therefore we must conclude that Accounting Software is not complete if it gives only one type of costing information. Following screen shots are from Sample Data file:

is lifo

and now see following Wtd. Avg based Income Statement for the same period.

is wtd

Not only Income Statements, Soft Retail Accounting gives Balance Sheets also in these two varieties. In addition, the inventory reports also give information about gross profit on both LIFO basis as well as on Wtd. Avg basis. So with Soft Retail Accounting, you will get even more insight into the affairs of your business than can be offered by other renowned Accounting Software Systems.

How to write Invoice No./Voucher No. in various Entry Forms:

September 2, 2013
Magellanic Cloud

Invoice Number in Sales Invoice Form is automatically generated and it is in sequence. When you press “New Invoice Button”, then all the columns on left pane area are automatically filled and cursor automatically goes to right table area in the “Item Code” column.

In the Purchase Invoice, the Invoice No. and date columns are not automatically filled when you press “New Invoice” button. Because unlike sales invoice, purchase invoice numbering is not your own choice. You will write the number as appears on actual purchase bill.

Similarly, in cash book also, the voucher number column is not automatically filled. You will write the actual bill number, deposit slip number, withdrawal cheque number etc.

In the sale return/purchase return forms, you will write the original sale invoice number plus original date/original purchase invoice number plus original date.

Know which Item to Purchase and at what price

September 1, 2013
Magellanic Cloud

Soft Retail Accounting gives you the most direct method of ascertaining the purchase requirements of your retail business. It works in a simple way. At the time of defining your trade items in “Items and Prices Setup”, you mention “re-order level” and “target level” for each item.

Let’s say for a particular item, the “target level” is 10 and “re-order level” is 2. It means that when stock of this item will reach to 2, now this item will be included in the list of “short items” which you can see from Main>>Inventory/Stock Books.

The “Short Items” screen will display the list of all the items whose stock has reached to “re-order level”.

This list will also tell the “last purchase price” and “weighted average purchase price” of each listed item. It will make sure that you or your purchasing staff will make no mistake regarding the prices of required items at the time of purchase.

This “short items list” will also tell the quantity required to be purchased of each listed item.  The “required quantity” is calculated on the basis of “Target Level” which you had set for the item in the “Items and Prices Setup”.

Let’s say the “target level” for a particular item was 10 and the “re-order level” was 2. Now when stock of this item will drop to 2, then “Short Items” list will show the “required quantity” to be 8. Because when you will purchase 8 units, you will again acquire the target level which is 10.

In case any item is not intended for next time purchase, then you will write both “re-order level” and “target level” to be zero (0). In addition, you will check mark the “discontinued” column. An item which is marked as “discontinued” will not appear in purchase demand (short items) list.

Soft Retail Accounting is more like a Management Accounting Software

August 30, 2013
Magellanic Cloud

Although Soft Retail Accounting gives you Financial Ledgers, Trial Balance and Final Accounts, It does not require you to setup “Accounting Period” or “Financial Period” etc. Soft Retail Accounting is not more concerned with yearly or other periodical official reporting, rather it focuses on day to day results, transaction by transaction results. And what is the present position now, right at this moment.

You can see gross profit of every single sale you have made just now. You can see gross profit of whole day right at the time of end of day.  You can see net profit figures of any period by just choosing opening and closing dates. You can see balance sheet as on today or as on any chosen previous date.

You just make any entry in any form, and you instantly see the net outcome of every related aspect. It means that Soft Retail Accounting is more like a Management Accounting which even tells the stock position of the trade item right at the time of selling the item. It is such a Management Accounting System which tells the previous time purchase price as well as weighted Average Price of trade item right at the time of making purchase entry of that item. While purchase demand list will also tell the last time as well as weighted average price of every listed item. You will take right purchase decisions and it will also tell you right at the time of purchase entry regarding how your purchase remained good or bad price wise.

When you open “Items and Prices Setup” form, you can adjust prices of items and you will instantly see how much you can earn profit by selling total stock of that item at the new price. All this sort of instant information reveals the true nature of Soft Retail Accounting … which is more like a Management Accounting System. with Soft Retail Accounting, you will feel your small retail business as your BMW and you will right be on the steering seat having full control of the affairs of your business.

It is better option for your small retail business because official reporting is only the secondary requirement of a small retail business. However having a strong managerial grip over the affairs is definitely the primary requirement…!!!

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