How Spoiled/Wasted trade items are treated in Soft Retail Accounting?

May 28, 2018
Magellanic Cloud

It is sale entry for that item with zero or reduced price. If item is completely spoiled and cannot be sold then make usual sale invoice entry right when item is spoiled or comes to notice. The listed price will come automatically. You will manually replace the price with 0. Furthermore, you will also manually edit the ‘explanation’ of that sale invoice. For a normal sale entry, there is no need to enter ‘explanation’ because it is automatically written by the system. But for a spoiled or wasted item’s entry, ‘explanation’ should be manually modified.

If wasted product is sold at reduced price then make this entry at the time of sale. The effect of sale invoice entry with zero or reduced price will be that the entry will be reflected as ‘loss’ in relevant reporting.

How records are saved in Soft Retail Accounting?

May 24, 2018
Magellanic Cloud

Standalone Soft Retail Accounting is MS Access 2010 based application. Here you will not see ‘save’ button in any entry form because everything is automatically saved once a complete row within an entry form is entered and cursor moves to the next row. When cursor has moved to next row, then it means that all the previous rows of data are saved. However current row is not saved. If the current row is completely not filled i.e. any required field remains blank and the system is shutdown or entry form is closed then incomplete entry will not be saved.

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.


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:

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.

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.

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