Frequently Asked
Questions
Find Solutions to Common Issues Related to configurations - voucher entry accounting
I want to make a partial payment against an invoice in BUSY. How can I do that?
Applying a partial payment to an invoice in BUSY , here are the steps to correctly apply a partial payment:
Step 1 :Open the BUSY software and log in with your credentials.
Step 2 :Navigate to the area of the software where you can access invoices.
Step 3 :Find the invoice for which you want to record a partial payment.
Step 4 :Open the invoice by clicking on it or selecting it from the list. Step 5 :Look for a Paymentor Receive Paymentbutton or option.
Step 6:In the payment section, you should be able to specify the amount of the partial payment you are receiving.
Step 7 :Often, you will see a field where you can allocate or apply the payment to specific invoice items.
Step 8 :Ensure that the payment date is accurate and matches the date when you received the partial payment.
Step 9:Once you've entered the partial payment amount and allocated it to the invoice, save the changes.
I want to delete or cancel an invoice I created incorrectly. How can I do that?
To cancel the invoice that you created incorrectly you can follow the steps
Step1 go to the voucher list and select the voucher and open it in modify mode
Step2 click on cancel button mentioned in the top right corner of voucher module or press Control and X together
Please note that once an invoice is cancelled it would be show under cancel voucher numbering reports under check list menu which is under display menu and if you want then you can active it further but old voucher details could not be visible .
To delete the invoice that you created incorrectly you can follow the steps
Step1 Go to the voucher list and select the voucher and open it in modify mode
Step2 click on delete button mentioned in the top of voucher module or press Function F8 key
Please note that once an invoice is deleted it could not be shown in the list or voucher or in the voucher numbering reports .
I am trying to create a sales invoice with multiple items and tax rates but the software is applying only one tax rate. How can I create an invoice with multiple tax rates?
To create sales invoice with multiple items and multiple tax rates you can follow the steps
Step1 Go to transaction menu and click on sale then click to add
Step2 fill voucher series voucher date voucher number then select sale type as Multirate but
multirate will be depend on party state if party belongs to other state then select IGST multirate
if party belongs to same state then select LGST Multirate
Step3 Select the material centre from where the material will deliver and select the party name
Step4 in item field press F3 to create new item then fill item name item group
then select tax category and hsn code then save
note that the tax category of different item must be mention in item tax category field
Step5 then fill the item quantity rate and amount in voucher
Step6 press F4 to apply tax and save the voucher
I am unable to pass the entry in BUSY. Can you help me with the steps to pass an entry?
To make the voucher entry in BUSY follow the steps
1 To create sale sale or purchse voucher follow the steps
Go to transaction menu click on sale or purchase and click to add then fill the voucher series
name voucher date and number then select the sale purchase type based on party state
then select party name then fill item name and its quantity rate amount and ensure that
tax category mentioned properly in item master along with valid HSN code then apply tax
and save voucher
2 To create receipt or payment voucher go to transaction menu click on receipt or payment
Fill voucher series date and number then select the GST nature for payment voucher and debit
the expense or party and credit the cash or bank and for receipt voucher Credit the party name
and debit the cash or bank then save the voucher
I am trying to record an expense in a voucher, but it's not showing in the office maintenance account. How can I link the expense to office maintenance?
If you've entered an expense in a voucher on BUSY software but it's not showing up under the Office Maintenance account, there are a few steps you can take to resolve the issue:
Step 1: First, make sure that the expense account you're using is listed under the Office Maintenance account group (if you've created an Office Maintenance account group in BUSY).
Step 2: Next, you'll need to pass a journal entry. To do this, go to the Transaction menu and click on Journal, then select the Add option.
Step 3: Here, debit the expense account and credit it to the appropriate account. This should allow it to show up correctly in your profit and loss or any other accounting report.
If you're using the Office Expense account directly, you'll need to debit that master directly in the journal voucher as an expense and credit it to another account. This should ensure that the effect is shown correctly.
Create bill-to-ship-to invoice with delivery address entry in BUSY.
To Create Bill to Ship to invoice with delivery address entry in BUSY you need to follow the steps
Step1 Go to administration menu and click on Configuration
Step2 Click on voucher series configuration and select sale Voucher and its required series
Step3 click on Voucher configuration and enable separate Billing shipping details and save
Step4 Go to transaction section in BUSY and click to sale then add
Step5 Fill neseccary voucher details like series voucher date voucher Number Sale Type
Step6 fill the party name and must ensure party master have the address details
Step7 after selecting party name a billing shipping details box
will appear where you have to select as per party master in GST report basis option
Step8 Then on billing shipping details option fill the delivery address and state then press ok
Step9 apply tax and save the invoice
Verify invoice details like HSN code and GSTIN in BUSY. Process?
To validate hsn while generating invoice you can follow the steps.
Step 1. Place cursor on item
Step 2. Then press Alt + m To open the item in modify mode.
Step 3. You will get the option of validate in front of hsn code.
Step 4. Click on validate and check it's valid or not.
Step 5. If not then need to mention the correct hsn code.
To validate gstin while generating invoice you can follow the steps.
Step 1. Place cursor on Party master.
Step 2. Then press Alt + m To open the party in modify mode.
Step 3. You will get the option of validate in front of gstin.
Step 4. Click on validate and check it's valid or not.
Step 5. If not then need to mention the correct gstin.
After this you can generate the invoice.
How to adjust over claimed ITC in next returns?
If you have overclaimed Input Tax Credit (ITC), you can adjust it in the next returns by reducing the amount of ITC claimed in subsequent returns by the excess amount that was previously claimed. This will help correct the overclaimed ITC. Below are the steps you can follow in BUSY to do this:-
Step 1: Click on the "Transaction" menu.
Step 2: Then, click on "Journal voucher." After that, click on "Add" and open the voucher.
Step 3: Define the entry with the excess ITC claimed amount taken in the previous month, and then click on the "Save" button.
Step 4: Define GST Nature as "GST Tax adjustment," and while saving the voucher, the "GST adjustment details" window will appear. Define the GST Adjustment type as "ITC Reversal/Ineligible ITC with Input adjustment type."
Step 5: This will reduce the amount of ITC with the amount that you reversed by passing this entry.
I want to track my inventory and sales in the software. How do I configure it for that?
To To track your inventory in BUSY you need to follow the steps
Step1 Create item master from administration menu and click on master
then click item and click to add
Step1 Make the necessary voucher entries of inventory like
sale purchase stock journal material issue material receive etc
Step2 Go to display menu and click on stock status
Step3 select closing stock alphabetical and then select balance
only option to track the stock report
To add sales voucher follow the steps
Step1 Go to transaction menu click on sale and click to add
Step2 fill voucher series voucher number and date then select sale type
as per requirement and enter party name
Step3 fill the item name quantity rate and need to ensure that item
master must have tax category
Step4 apply tax and save the sale voucher
I am unable to see my payment receipts in the software. What should I check to resolve this?
Issue: I can't find my payment receipts in the software. What should I do to fix this?
Step 1: Check User Rights
First, check if you are a sub-user in the software. Sub-users might not have permission to access payment receipts. If this is the case, ask the main user (superuser) to grant you access to these reports.
Step 2: Verify Receipt Generation
Make sure that the payment receipts are being created and saved correctly within the software. If they are not generated properly, there won't be any receipts to find.
Step 3: Navigate Correctly
Confirm that you are looking in the right place or section of the software where payment receipts are stored.
Step 4: Check if the transactions are waiting for approval. If they are, you'll need to approve them first before they show up in the reports.
Step 5: Look for incomplete vouchers in the housekeeping option.
