Frequently Asked
Questions
Find Solutions to Common Issues Related to configurations - voucher entry accounting
What is the meaning of GST and RCM on receipts and how do I book the entries in BUSY?.
GST stands for Goods and Services Tax, which is a tax levied on the supply of goods and services. RCM stands for Reverse Charge Mechanism, which is a mechanism where the recipient of goods or services is liable to pay the tax instead of the supplier. In BUSY, to book the entries for receipts with GST and for RCM, you need to create a new account for RCM expenses and do entry through the Journal voucher and Purchase voucher with RCM.
Step 1: Go to Transactions Menu and click on Receipt voucher.
Step 2: Click on Add and select the voucher series name, voucher date, and voucher number. Also, specify the voucher type.
Step 3: click on GST nature and select Advance Receipt option.
Step 4: Select credit as party account and Debit as bank account.
Step 5: click on Save. after click on save will get popup window of Allocation of advance with GST
Step 6: Enter Ref. No. Advance Amount and Tax rate %.
Step 7: Click on Save to complete the entry.
How can I identify and rectify an incorrect credit note entry showing a higher amount than the original purchase?
To identify and rectify an incorrect credit note entry showing a higher amount than the original purchase, you can follow these steps in BUSY:
Step 1. Go to the Purchase Voucher Entry screen.
Step 2. Locate the credit note entry that needs to be corrected.
Step 3. Check the details of the credit note, including the date, party name, and taxable value.
Step 4. Compare the amount of the credit note with the original purchase invoice amount.
Step 5. If the credit note amount is higher than the original purchase amount, you will need to make an adjustment.
Step 6. Create a new debit note entry to adjust the excess amount.
Step 7. Enter the necessary details in the debit note, such as the date, party name, and the excess amount.
Step 8. Save the debit note entry.
Step 9. The debit note will now offset the excess amount in the credit note, correcting the discrepancy.
Step 10. Verify the updated amounts in the purchase entry and ensure they match the original purchase invoice.
Step 11. Save the corrected credit note entry.
I unable to generate a debit note for my transaction in BUSY?what should i do?
You can enter a Debit not In BUSY Accounitng Software you can follow these steps:
Step 1:Go to the Administration Menu,
Step 2:Here you can see all the transactions to enter,If you have a debit note with items, you can click on Purchase Return and enter the voucher along with the details.And if you have a debit note without items, you will need to enter it as a Debit Note W/O Item.
Step 3:If you want enter a Dr.not W/o item, click on it,then click Add after voucher will open to enter,
Step 4:Select the nature of GST from the list depending upon the transaction you are entering for,In the list following three options appear:
·Dr. Note Issued against Sale,Select this option when you are issuing Dr. Note to a party against Sale made.
·Cr. Note Received against Purchase,Select this option when you are receiving Cr. Note from a party against Purchase made.
·Not Applicable,Select this option when GST is not applicable on the transaction you are entering.
pass journal entry and mention all the details and save the voucher.
How to set the automatic voucher numbering for the sales voucher?
To set the automatic voucher numbering in the sales voucher then follow the below Steps.
Step 1: Click on Administration
Step 2: Then Configuration
Step 3: Then Voucher Series Configuration
Step 4: Select Voucher type Sales Quotation then Series
Step 5: Then Voucher Numbering
Step 6: Select Voucher Numbering Type - Automatic
Step 7: Renumbering Frequnecy as per need either Daily, Monthly or Yearly.
Step 8: Embed Year in Voucher Number - As Prefix : If want to add something before voucher no.
As Suffix : If want to add something After voucher no.
Step 9: During Voucher Entry, It will reflect accordingly.
Note : Voucher Number should not be more than 16 characters and can use - and / Only.
The amounts and rates are not showing up properly in BUSY. How can I fix this?
To fix the issue of amounts and rates not showing up properly in BUSY you should follow the steps
1 Go to the transaction menu and select the voucher type and open the voucher from list
2 click on the item master and open it in modify mode and check the tax rates given on item master
is proper or not if not then modify it
3 Now go to the transaction again and check the sale purchase type and modify wheather its required
4 now check the tax applied on item is proper as item master or not if not then manually change it
it could be possible during the transaction someone wrongly mention it manually
5 now check the bill sundry applied in voucher is effecting the taxable amount or not if the bill sundry
master affects the taxable amount then check does it required or not and also check the bill sundry
value are affecting on value or tagged with another ledger this could also be the reason of missmatching
the amount
How to enter receipt and payment vouchers in BUSY
To enter Receipt and Payment vouchers in BUSY, you can follow these steps:
Step 1: Open BUSY and go to the Transaction menu. Click on the Receipt option and select Add.
Step 2: Enter the date and set the GST nature as Not Applicable if you want it to have only an accounting effect. Debit the bank or cash account and credit another account through which the balance of cash or bank is being affected.
Step 3: To enter a payment voucher, go to the Transaction menu, click on the Payment option, and select Add.
Step 4: Enter the date and set the GST nature as Not Applicable if you want it to have only an accounting effect. Credit the bank or cash account and debit another account through which the balance of cash or bank is being affected.
Note: A receipt voucher is used when you receive payment from your customer or any other party. A payment voucher is used when you pay someone either through cash or a bank, such as a supplier or any other party.
I want to apply a payment to multiple invoices in BUSY but it only seems to let me apply to one. What should I do?
While applying payment to multiple invoices or Adjusting multiple invoices in one payment voucher you need to make ensure. Invoice due date, payment voucher date and Bill by bill references is created in invoice or not. To enter Payment voucher, follow the steps:
Step 1: Go to Transactions Menu.
Step 2: Click on Payment voucher option.
Step 3: Choose the add option
Step 4: Enter voucher Header details. Voucher series name, date, type: Regular, PDC.
Step 5: Enter payment voucher body details debit the party and credit the Bank account or cash account.
Step 6: Select party account debit side and enter Amount.
Step 7: after entering amount Bill by bill adjustment of amount window will be open.
Step 8: Select method as adjustment and Choose the invoices or bills you want to adjust in this voucher.
Step 9: Enter narration if required. Click on OK.
Step 10: Enter Inst. Type inst.no. voucher short narration if required
Step 11: Select Credit the Bank account or cash account.
Step 12: Click on Save voucher.
How do I record payments and expenses in BUSY?
For Payment Entry : Which we have to pay for puchasing the Goods. Pls Follow the Below Steps :
Step 1: Transaction
Step 2: Payment
Step 3: Add - We can pass either entry in single mode or dual entry mode.
Expense Through Accounting Voucher : We can pass it through Either from Payment Voucher or from Purchase Voucher.
Pls Follow the Below Steps for Payment Voucher :
Step 1: Transaction
Step 2: Payment
Step 3: Add
Step 4: Select the GST Nature - Registered Expense B2B
Step 5: DEBIT the Expense account , Tax account as per state and CREDIT the Either party and Cash Account.
Expense Through Purchase Voucher : We have to create expense account as an item and pass the purchase voucher.
Pls Follow the Below Steps :
Step 1: Administration
Step 2: Masters
Step 3: Item
Step 4: Add
Step 5: Mention the expense account in Purchase Account.
Step 6: Transaction
Step 7: Purchase
Step 8: Add
Note : In Balance Sheet, Expense entry will show in expense group instead of Purchase and Enable the Option Do Not Maintain Stock Balance in Item Master.
How can i charge TDS on expense while post expense entry in BUSY?
To charge TDS on expense while posting expense entry in BUSY, follow these steps:
1.Enable TDS on expense option in both expense and party account master.
Step 1: Go to administration section then click on master menu.
Step 2: Choose account tab and click on modiy then first, select the expense account
Step 3: A window for tds on expensewill appear, you need to enable the option and specify the tds category in it and save the master.
Step 4: Second, select party account master and enable tds on expense in tds window then save the master.
2.Post expense entry with tds.
Step 1: Go to transaction section then click journal voucher.
Step 2: Choose add tab then mention voucher date, series, voucher number and gst nature in header part of invoice.
Step 3: Now, Post accounting entry for expense then tds calculation window will appear.
Step 4: Click on yes to calculate tds for current voucher then select tds account and click on post.
Step 5: Tds will charge automatically on voucher then save it.
What is the process for adjusting/writing off old outstanding customer balances in BUSY?
To adjust or write off the outstanding balance of old customers, you have two scenarios: either your customer pays the pending balance or they become bad debts. In both cases, you need to follow these steps:
If you received payments from customers then you have to record Receipt Voucher in BUSY by using the following steps:
Step 1: Open BUSY and select the company you want to work with. Then, go to the Transactions menu.
Step 2: Select Receipt and click on Add, fill all the required details such as Date, Voucher No. , amount, etc and save the voucher.
If your customers become bad debts then you have to record Journal Voucher n BUSY by using the following steps:
Step 1: Open BUSY and select the company you want to work with. Then, go to the Transactions menu.
Step 2: Select Journal and click on Add, fill all the required details such as Date, Voucher No. ,etc. And Bad Debts account should to debit and party should be credit.
