Frequently Asked
Questions
Find Solutions to Common Issues Related to accounting-reports - account books
The reports in BUSY are not generating in the layout I need. How can I select alternate layouts or designs for the reports?
If you are opening a report and it is not in the layout you need then please
follow the given steps
Step 1: You can look for other report in display menu.
Step 2: Further you can customize your report as per your requirement.
Step 3: Open any report then click on custome column option then enter format name
then click on add column or if you do not want to see any column then untick it.
Step 4: Then enter heading and set position and data type then alignment then no of
chars then select data field option then come to category field and select
item master if you want to add master related information like gstin select
inventory voucher header for voucher related information like voucher number
and party name.
Step 5: Then select field and select command line from the list and save.
Step 6: Then re open the report with new format to see added column.
I am having trouble reconciling my accounts receivable in BUSY. What steps can I take to resolve this issue?
To resolve the issue of reconciling accounts receivable in BUSY , you can take the following steps:
Step 1 : Double-check the accuracy of your data: Ensure that all transactions and customer payments are accurately recorded in BUSY.
Step 2 : Verify customer balances: Review the accounts receivable balances for each customer and compare them to the actual outstanding invoices and payments received.
Step 3 : Reconcile individual transactions: Match each customer payment with the corresponding invoice to ensure that all payments are properly applied.
Step 4 : Investigate discrepancies: If there are discrepancies between the recorded payments and the actual invoices, investigate the reasons behind them. This may involve contacting customers for clarification or reviewing any errors in data entry.
Step 5 : Adjust account balances: Make any necessary adjustments to the accounts receivable balances to reflect the correct amounts owed by customers.
Step 6 : Run reconciliation reports: Generate reconciliation reports in BUSY to verify that the accounts receivable balances match the actual outstanding amounts.
How can we check Bank book as per the clearing date?
Bank book as per clr. date is a report where bank entries will reflect as per clearing date that is mentioned through Bank reconciliation Feature.
Clearing date is the date on which bank entries are cleared by the bank and displayed in the bank statement.
To check Bank book as per the clearing date follow the below steps:
Step 1: Go to Administration > Configuration > Features and Option > Accounts tab >Enable Bank reconciliation feature.
Step 2: Now for bank reconciliation , go to Display > Bank reconciliation > Show uncleared entries > Mention Clearing date as per bank Statement through F4 key.
Step 3: Go to Display > Account Book > Cash/Bank Book > Bank Book (As per Clr. date) .
Bank reconciliation
Bank reconciliation refers to the process of comparing a company's books with their bank statements to ensure that all transactions are accounted for.
Go to Display > Bank Reconciliation menu to View reports of Cleared Entries, Uncleared Entries, Reconciliation Statement.
Video link for Bank reconciliation - Bank Reconciliation in BUSY (Hindi)
What types of reports can I generate, and how do I configure reporting in BUSY?
BUSY provides a variety of accounting reports to help you manage your business finances effectively. Some of the reports are:
1. Financial Reports: These include Balance Sheet, Profit & Loss Account, Trial Balance, etc.
2. Account Books: These include Account Ledger, Sales Register, Purchase Register, etc.
3. GST Reports: These include GSTR-1, GSTR-2, GSTR-3B, GSTR-4, GSTR-9, etc. These reports help you to comply with the GST laws and regulations in India.
4. Outstanding Analysis Reports: These include Bills Receivables, Bills Payables, Aeging Reports, etc. These reports help you to manage your cash flow and credit control.
5. MIS Reports: These include Profitability Report, Cash Flow, Fund Flow, Ratio Analysis, Multi Company Results, etc. These reports help you to measure and compare the performance of different segments of your business.
To export data from BUSY, you can go to the respective report (e.g., Accounts, Inventory, etc.), select the desired data, and use the "Export" (ALT+E) option to export it in a compatible file format such as Excel, CSV, PDF & Google Sheet.
How do I properly record depreciation for my fixed assets in BUSY
If you want to set up depreciation for fixed assets in BUSY, you can follow these steps:
Step 1: Open BUSY and select the company you want to work with. Then, go to the Administration tab and click on Configuration.
Step 2: Under Configurations, select Features / Options and then click on the Accounts tab. Here, you will find the "Company's Act Depreciationoption. Just click on the checkbox to turn it on.
Step 3: Now, when you create / Modify your Fixed Assets account can mention your depreciation rate according to Income Tax Act or Companies Act as required.
Step 4: For calculate depreciation go to Display menu and click on "Depreciation Chart".
Step 5: Choose the depreciation method that suits your business needs. You can select either the Income Tax Act or the Company’s Act (w.d.v). Then, select the “Depreciation A/C”.
Step 6: The report will show you the depreciation amount for each fixed asset based on the selected method. You can post the depreciation voucher to your accounts by pressing F4 on your keyboard.
I want to check details of sales returns that were not captured correctly in the previous month. What should I do in BUSY?
To check the details of sales returns that were not captured correctly in the previous month, you need to follow the below steps:
Step 1: Go to Display, then Account Books, then Account Registers (standard), then Sales Return Register.
Step 2: After that, you will find the option of Sales Sales Return Register to be shown for all sales return types and one sales return type, then select the relevant option.
Step 3: After that, you will find the option of sales. Return the register for all parties, groups of parties, one party, and selected parties, then select a customer for whom you want to see the report.
Step 4: After that, you will find the option for a date range, then type the relevant date range of the previous month and select relevant information if required, press Y on that particular window, and then execute the report.
Step 5: After that, you will find your sales return register for all invoices for a previous month-specific date range in BUSY.
How to add custom column for e invoice field in sales register?
To add custom column for e invoice field in sales register you need to follow below steps:
Step 1: Go to Display, then Account Books.
Step 2: Under Account Books books option Click on Account Registers Standard
Step 3: Then click on Sales register option, then Select all parties and date range.
Step 4: After opening report, Click on Custom Columns at right corner.
Step 5: Add a new custom column format by giving any name.
Step 6: Then Click on Add New Col. then provide heading name as E Invoice No. of the column.
Step 7: Then Select Position, Data Type as Text, Alignment and Number of characters.
Step 8: Then Select the Field Value Details as Data Field and in that have to Select Category as Inventory Voucher Header.
Step 9: Further have to Click on Field and Choose EINVOICE_ACK_NO or EINVOICE_IRN field.
Step 10: Then Click on Save field and Save format and then reopen the sales report with New custom column format and you will get the einvoice acknowledgement number or einvoice IRN number column.
Reason behind if invoice not reflecting in customer’s ledger?
If we adjust/receive amounts while doing sales. Then we can use the settlement feature. Through which option we have settled the amount like Cash/Debit Card/Credit Card etc.
In this case, the transaction will not reflect in the ledger of the customer. In such case we can use an option of Post settlement data along with Party data. Then it will reflect the transaction in ledger report.
If invoice not reflecting in customer’s ledger follow the below steps:
Step 1:Administration=>configuration=>Voucher series configuration=>Select voucher type E.g. Sale, Purchase.
Step 2:Click on configuration tab and then in settlement configuration, enable post settlement data along with party data .
Step 3: After making corrections in the settlement configuration, resave the particular invoice and check the ledger report.
If the above is disabled then the adjusted amount will reflect in the account ledger that is tagged for settlement not in the concerned party ledger.
Remark - If advance POS data entry feature is enabled in particular voucher type then the settlement configuration will be configured from advance POS option.
What could be the reason for having mismatches in the sales ledger report with Gst sales register?
Sales ledger report will display data whose accounting post through sales account but Gst sales register will show taxable and tax value.
If you are having mismatches in the sales ledger report with Gst sales register follow the below steps:
Step 1: Compare Both Gst sales register and sale ledger report in short range and find the date in which mismatch occurred.
Step 2: Check the reason behind the mismatch.
Possible reasons for mismatch -:
1: Item belongs to a service in which another account is tagged instead of sales account master by which particular entry is not displayed in sales ledger book .
2: Bill sundry applied after tax whose amount was adjusted in sales ledger but not included in taxable value so the value will appear in sale ledger but not in gst sale register.
3: Bill sundry applied before tax so the value will be included in taxable amount but the amount not adjusted in sale ledger because of tagging of another account master in particular bill sundry.
I need to maintain separate bank accounts but consolidated reporting. How can I do this in BUSY?
BUSY lets you create and manage multiple bank accounts and generate a consolidated report for them. To view them can follow these steps:
Step 1: Go to Administration and click on configuration.
Step 2: Select Columnar Reports and click on Cash/Bank Book. Here, you can select up to five bank accounts that you want to check and save the settings.
Step 3: Now, go to the Display menu and select Account Books.
Step 4: Choose Cash/Bank Book and select Multiple column. Enter the date range and view the report. The report will show the transactions of each bank account in separate columns.
Alternatively BUSY has also a consolidated report option. To view that can follow these steps:
Step 1: Go to Display menu and select Account Summary and click on Consolidated Summary.
Step 2: Choose Account-wise and select Group of Accounts and in group name mention Bank Accounts as a group.
Step 3: Open the report after enter the desired date range. This report will show all banks Opening, Debit, Credit & Closing Balance.
