Frequently Asked
Questions
Find Solutions to Common Issues Related to configurations - voucher entry both
The software is not showing my sales entries. How can I get the sales data to appear properly?
Issue: I can't find my sales entries 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 sales entries. If this is the case, ask the main user (superuser) to grant you access to these reports.
Step 2: Verify sales Generation
Make sure that the sales entires 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.
I am getting an internal error when trying to manipulate or edit a voucher. What could be the cause?
If you are getting an internal error while trying to edit a voucher you can ensure below points to solve this error:
1. Ensure that you have specify all the required fields correctly in the voucher
2. Make sure you are using latest release of BUSY
3. Make sure you have open the invoice of current financial year if not then open that financial year after thet try to modify the entry
4. Ensure the all the required configuration for the voucher is correct as per your requirements
5. Ensure that you have specify correct amount and you have adjusted tax rate properly in the invoice
6. Make sure you have specific rights to modify the invoice
7. If you are subuser then login with superuser in the company then try to modify it or give specific rights to that user
8. If the same issue persist then check the error description and try to solve it accordingly
How to find and select the LUT number of the customer in BUSY while generating invoice?
In BUSY, there isn't a specific dedicated field for LUT (Letter of Undertaking) numbers for customers or companies. However, if you need to include or reference the LUT number:
For Customers: You can specify the LUT number in the optional field of the customer account master. To enable this option, go to Administration, then Configuration, then Masters Configuration. Select the Master type as Account and set up the optional field to capture the LUT number for customers.
For Companies: If you need to mention the LUT number in invoices, you can include it in the invoice description or standard format. Access the sales invoice, configure the header options, and consider including the LUT number in the daily message field (if you intend to print it on the sales invoice).
It's important to note that LUT numbers are typically relevant for specific export transactions. Make sure to use this feature appropriately for such transactions.
How do you handle partial deliveries in a sales challan voucher entry?
To handle partial deliveries in a sales challan voucher entry follow the below steps:
Step1:
Generate Sales Invoice: Enter the necessary voucher details:
A)Transaction Type: Select "Against Challan" as the type.
B)Voucher Date: Enter the date of the invoice.
C)Voucher Number: Automatically generated by the software or manually entered, depending on your setup.
Step 2:
Selecting Inventory Items:Choose the inventory items being delivered. Enter the quantity to be delivered for each item based on the partial delivery details.
Step 3:
Monitor Remaining Balance:Keep track of the remaining balance of the challan quantity for each item. You can do this by maintaining a record of the total challan quantity and deducting the quantity delivered in each partial delivery.
Step 4:
Generate Sales Invoice:When the remaining balance is ready to be delivered, you can convert the sales challan voucher into a sales invoice. To do this, locate the sales challan voucher and use the "Convert to Sales Invoice"
How do I create, edit and delete invoice/bills in the software?
To create Invoice / Bill in BUSY, you can follow these steps:
Step 1: Open your company and go to Transaction menu.
Step 2: Select voucher type which you want to create such as Sales, Purchase, etc.
Step 3: Click on Add and enter all the necessary details such as date, Vch no., Party Name, Item, etc and save.
If you want to modify or delete your invoice or bills in BUSY, you can follow these steps:
Step 1: Go to the Transaction menu and choose the voucher type that you want to modify or delete, such as Sales, Purchase, etc.
Step 2: Click on Modify and open the voucher that you want to change or remove.
Step 3: Make the necessary changes and save them again.
Step 4: To delete the voucher, click on Delete button or press F8 after opening it.
Step 5: You can open the voucher from the voucher list or from the releated ledger.
Can I maintain the GST electric expenses from the purchase voucher?
You can add the electric expenses charges in the purchase voucher either as an item master or as a bill sundry.
Pls follow the below steps for as an item :
Step 1: Click on administration and then masters
Step 2: Then Item and add by the name of electric expense charges
Step 3: In the left side, mention the service charge account under specify purchase account
Step 4: On the right bottom, enable the option dont maintain stock balance then save it
Please follow the below steps for as bill sundry :
Step 1: Click on administration and then masters
Step 2: Then bill sundry and add by the electric charges and select the bill sundry type as addictive and nature as others.
Step 3: In left bottom, for accounting in purchase, enable the affect accounting and adjust in the purchase amount then tag the additional charges account in the option account head to post and save it.
The calculations for discounts/taxes are not working properly in BUSY. What should I check to fix this?
To correct the tax calculation on vouchers in BUSY, you can follow these steps:
Step 1: Make sure the sale purchase type you select in the voucher matches the type of transaction you have done.
Step 2: Make sure the tax rates you enter in the item master are correct for the items or services you have sold or purchased.
Step 3: If you find any error in the sale purchase type or the tax rates, you can edit them and save the voucher again.
To correct the discount calculation on invoices in BUSY, you can follow these steps:
Step 1: If you apply item-wise discount, you need to check the voucher series configuration and correct the settings if they are wrong.
Step 2: If you apply discount as a bill sundry, you need to check the bill sundry configuration and correct the settings if they are wrong.
How can I ensure that extra charges on my purchase invoices match the supplier's bill?
To ensure that extra charges on your purchase invoices match the supplier's bill, you can follow these steps:
1. Carefully review the supplier's bill: Compare the extra charges mentioned on the supplier's bill with the charges mentioned on your purchase invoice.
2. Double-check the account heads: Make sure that the extra charges are correctly categorized under the appropriate account heads in your purchase invoice.
3. Verify the amounts: Ensure that the amounts of the extra charges on your purchase invoice match the amounts mentioned on the supplier's bill.
4. Communicate with the supplier: If you notice any discrepancies or if the extra charges on your purchase invoice do not match the supplier's bill, reach out to the supplier to clarify and resolve the issue.
By following these steps, you can ensure that the extra charges on your purchase invoices align with the supplier's bill.
How do you record the return of damaged goods in the voucher entry for inventory?
In our BUSY accounting software, create a purchase return voucher. This voucher will be used to record the transaction related to the return of damaged goods.
Step1: Identify the damaged goods: Inspect the damaged goods to verify their condition and determine whether they are eligible for return.
Step2: Create a purchase return voucher:create a purchase return voucher. This voucher will be used to record the transaction related to the return of damaged goods.
Step 3:Fill out the necessary details:In the purchase return voucher, enter the relevant details, including the date of the return, the supplier or vendor from whom the goods were originally purchased, and the description of the damaged items.
Step 4:Enter the quantity and cost of damaged goods:Specify the quantity of damaged goods being returned and the cost per unit. If the original purchase had any applicable taxes or discounts, ensure that these are also reflected accurately in the voucher.
How do i add the party master in BUSY and how to add the sale and purchase voucher in BUSY.
For adding the party account master in BUSY you need to follow below given steps.
Step 1:Go to administration menu and select masters option.
Step 2:Then select account option and click on add option.
Step 3:After that add account window will open then you need to mention all neccessary details like name, account group etc.
Step 4:click on save button to create account in BUSY.
For adding the sales and purchase voucher in BUSY you need to follow below given steps.
Step 1:Go to transaction menu and select sale or purchase according to the requirement.
Step 2:Then click on sale or purchase option and select add option from it.
Step 3:After that add sales or purchase voucher window will open now you can enter the voucher by specifying details like date, voucher number, party name etc.
Step 4:Lastly click on save button to save the voucher.
