Frequently Asked
Questions
Find Solutions to Common Issues Related to configurations - voucher entry both
How can I fix the issue of incorrect amounts in invoices and reports generated by BUSY?
You can correct the incorrect amounts in invoices by modifying the invoice and steps to modify the invoice or voucher are given below and must take backup of your company before any changes
Step 1: Open your compnay, then, go to the Transactions menu.
Step 2: Select the voucher type such as Sales, Credit note, Debit note,etc
Step 3: Click on Modify and enter the voucher no. and open the voucher.
Step 4: Do the necessary changes in item amount or tax amount and in bill sundry then save again.
And if amounts are shown incorrect in reports check by entering the trasaction in report and match the amount transaction wise and if it is mismatch then follow the give steps
Step 1 After backup,open your company and go to house keeping option
Step 2 Select update master balances and make sure same company should be closed in another systems or if opened in backend
Step 3 When update master balances process in completed,go to the same report in which there were mismatch in report and check the updated amounts
How do I setup recurring invoices in BUSY?Why am I seeing the error "file not exported because template file does not exist in path" when trying to generate the GSTR- e-return file?
For setup recurring invoices please follow the given steps
Step 1: Go to administration then bulk updation then voucher replication.
Step 2: Then you need to select single vch. in different dates. then voucher type
you need to select.
Step 3: For set template click on new template tab then select voucher type again
Then select one voucher which is recurring in nature. then save and give a
name to the template.
Step 4: Then select template which you created and select the recurring
frequency and start and and end date. and press the tab replicate.
Further , If you are having error file not exported because template file does not
exist in path then please follow the given step to troubleshoot issue
Step 1: Check you have set the right folder where you have the template.
Step 2: Make sure you are using the latest version of template and rename it
to 1.9 in place of 2.0.
Step 3: Try replacing the template again. after download new template from
portal.
Explain the significance of a stock journal voucher entry in BUSY for inventory adjustments?
BUSY is a popular accounting and inventory management software used by businesses. In BUSY, a stock journal voucher entry holds significant importance for inventory adjustments. Here are the solution steps to explain its significance:
Step 1: Navigating to Stock Journal Voucher Entry:Locate the "Stock Journal Voucher Entry" option in the menu or navigation bar of the BUSY software. Click on it to open the stock journal voucher entry window.
Step 2: Selecting Adjustment Type:In the stock journal voucher entry window, select the appropriate adjustment type that corresponds to the nature of the inventory adjustment. Common types include:
A:Stock Transfer: For transferring inventory between different locations or warehouses.
B:Stock Consumption(Stock Journal): For recording the usage or consumption of inventory items.
C:Stock Damage(Stock Journal): For recording damaged or spoiled inventory items.
D:Stock Write-off(Unassemble): For writing off obsolete or unsellable inventory.
E:Stock Adjustment(Stock Journal): For general adjustments like correction of quantities or values.
Step 3: Impact on Inventory Reports:Check how the adjustments affect various inventory reports such as stock summaries, stock ledger, and inventory valuation reports. This will help you understand the changes in inventory levels and values.
How can I ensure service charges are included separately in invoices?
To ensure for service charge is included in the voucher. You can either create services as an item or can apply as a bill sundry.
Pls follow the steps for services charge as an item :
Step 1: Click on Administration
Step 2: Then Masters
Step 3: Then Item
Step 4: Then Add by the name of service charge and select the tax category
Step 5: Go to the option specify purchase account then select the service charge account.
Step 6: When you add the voucher then mention it in the item master.
Pls follow the below steps for service charge as bill sundry :
Step 1: Click on Administration
Step 2: Then Masters
Step 3: Then Bill Sundry
Step 4: Then Add by the service charge and select the bill sundry type as addictive and nature as others
Step 5: Then In left bottom, Accounting in purchase then enable the affect accounting and the adjust in the purchase amount then tag the service charge account in the option account head to post and save it.
I have duplicate invoice numbers, how can I resolve this?
If the duplicate invoice exist in BUSY, then either you can manually delete the invoice or can modify the Voucher number .
To delete the one of duplicate invoice follow these steps:
Step 1: Take the latest backup of your data
Step 2: Now open your invoice in modify mode and press f8 to delete the invoice .
To modify the Invoice number follow these steps:
Step 1: Take the latest backup of your data.
Step 2: Now, Go to administration then click on configuration and select Voucher series configuration
Step 3: Click on Sales tab then select the required series for same and then click on Voucher numbering that appear at right side of the screen.
Step 4: Now configure for Voucher numbering on manual mode from automatic and save the configuration.
Step 5: Now modify the invoice number, re configure the voucher numbering on automatic mode from voucher series configuration.
Note - When configuring voucher numbering as automatic, a window will appear for renumbering vouchers. You need to select No for the same.
I need to change the tax code applied to a transaction but I can't find an edit option. How can I update the tax code?
If you wants to modify item category for items already used in voucher,follow these steps
Step 1 Open your company and go to transactions
Step 2 Select voucher type in which you want to do modifications
Step 3 Then open list of voucher and select to open the voucher
Step 4 Now in voucher select item and use shortcut key ALT+M to modify item
Step 5 Now change tax category for item and also can use new tax category with effect from option
Step 6 Now to see latest affect in voucher,apply same item again and then apply tax
Step 6 Also you can check if any tax is applied in bill sundry,if it is applied properly or check sale or purchase type
Step 7 Now using same shortcut key alt+m,you can modify other items also in voucher and save the changes
Note:If you make any changes in item information,it may affect your existing data,so take backup before any changes and also if vouchers are already uploaded on government portal,it is recommeded not modify voucher
Is there an option to add a vouchers in BUSY Accounting Software when replicating vouchers?
To create a vouchers using replication feature in BUSY , please follow below steps :
Step 1: Go to the Administration tab and click on the Bulk Updations.
Step 2: Click on Voucher Replication and choose one of the options: Single Vch. in Different Dates or All Vch in Particular Date.
Step 3: Then, select the voucher type that you want to replicate, such as sales, purchase, receipt, etc. and click on New Template. This will open a window where you can create a template for your voucher replication.
Step 4: Click on Show Voucher List and select the voucher that you want to recur (replicate) and create template.
Step 5: Now, go back to the voucher replication window and select the voucher type and the template that you have created. Then, you can select the Basis for Voucher to Replicate, such as daily, weekly, fortnightly, or monthly as required.
Step 6: Choose the date range between which you want to recur (replicate) the vouchers and click on Replicate. This will start the replication process and show you a confirmation message.
What options do I have to customize sales workflows in BUSY?
BUSY provides several options to customize sales workflows to meet your specific business needs. Customizing your sales workflow can help streamline processes, enhance efficiency, and ensure that the software aligns with your unique requirements. Here are some of the customization options available in BUSY:
Step 1:BUSY allows you to customize voucher types, including sales vouchers. You can create new voucher types or modify existing ones to tailor them to your sales processes.
Step 2:Customize your sales order process by setting order statuses, order types, and order processing rules.
Step 3 :Define pricing structures, discounts, and price lists that suit your products or services. Configure price levels, discounts for specific customers or products, and volume-based pricing.
Step 4 :Categorize your customers into different groups or categories.
Step 5 :Add custom fields and attributes to customer records, products, or sales orders to capture specific information that is essential to your business.
Step 6 :Customize reports and dashboards to track sales performance, monitor key metrics, and gain insights into your sales processes. Create custom reports to analyze data specific to your business.
How can I add parking or toll fees to my bill and ensure that they are recorded as absolute amounts?
Yes You can add parking or toll fees to bill by following these steps:
Step 1: Go to administration menu then click on masters
Step 2: Afterwards click on bill sundry and click on add option to create it
Step 3: Then specify the name of bill sundry such as toll fees then specify bill sundry type as additive and nature as others
Step 4: Afterwards check the options in right side then select amount of bill sundry to be feed as absolute amount and select other fields according to the requirement.
Step 5: Save the bill sundry master then go to transactions menu then click on voucher such as sale,purchase etc
Step 6: Click on add to create a new voucher then specify the required fields such as voucher number,date sale or purchase type and party name etc
Step 7: Go to item grid and do the item entry as required then go to bill sundry grid and select the bill sundry that you have created for toll fees
Step 8: Then mention the amount respectively and save the voucher.
Invoice not generating, stuck in BUSY. What's causing this and how to fix?
If invoice not getting generating,stuck in BUSY it means BUSY is lagged or getting slow
So the possible causes of it as follows:
1. In case of heavy data size this issue may occur
2. May be there is corruption in your data
3. Sometime slowness of system may appear this issue
4. Using old version or release of BUSY software
5. If you have press multiple keys in your keyboard or give wrong command this issue may appear
To fix this error follow given below steps:
Step 1: Take the backup of your current data
Step 2: Make sure to install latest version of BUSY
Step 3: Open your BUSY as an admin mode
Step 3: Then open your BUSY and run reindex data base from company menu
Step 4: Then open you company and go to housekeeping menu
Step 5: Then click on check incomplete vouchers and check if any voucher shows there remove it from data base or get this correct
Step 6: Afterwards check junk characters and check
