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Book Master Maintenance
 

This master allows to add and maintain all types of vouchers or lets say all paper-based manipulations such as Bankbook, Cash Book, Sale Book, Credit Note Register, Debit Note Register and many more.

 

The effect of these transactions will be generated in corresponding Account Group of that Book.

 

A list of already existing Books will be displayed as follows -

 

Search:

Enter any text you want to search in the list below. The search is applicable to all columns of the list. Once the text is entered, press <ENTER> key. As a result, the list will be refreshed with all those records that contain the entered text fully or partially. In order to go back to the original list, remove the text from the box and press <ENTER> key again.

 

Books can be added, edited, deleted and viewed provided the Role associated with the currently logged-in user through User Management has the respective rights to do so.

 

To 'Add' a Book, click on the button and to 'Edit', click on the icon on its corresponding record. Click on the icon to 'Delete' a particular Book. To view details of a particular Book, <DoubleClick> on that record. As a result, following screen will be displayed -

Screen Layout of Book Master Maintenance

 

Please note that once a Book has been defined, it can not be 'Deleted' if transactions exist under it.

Field Description of Book Master Maintenance

Book Details

This section denotes the Book details as follows -

Book Type:

While 'Adding', select the Type of Book from the given popup. IMMS provides following types of Books to choose from -

In case of 'Edit', and 'View' , Book Type will be displayed automatically for the selected record. You can NOT change it in 'Edit' mode.

Book Code:

Denotes the Book Code.

 

While 'Adding', the Book Code is generated automatically. This is the Code by which a particular Book is referred by throughout IMMS. In case of Credit Note Register, Debit Note Register and Journal if the Books have already been defined, than the system will display a message and stop you from adding further. These Book Types can have only one Book defined under them.

 

In case of 'Edit', and 'View' , Book Code will be displayed automatically for the selected record. You can NOT change it in 'Edit' mode.

Book Description:

(Type : Alphanumeric, Length : 50)

Denotes the Description of the Book Code.

 

While 'Adding', enter the Description for the new Book Code.

 

In case of 'Edit', and 'View', Book Description will be displayed automatically for the selected Book Type and Book Code. You can change it in 'Edit' mode.

Account Details

This section denotes the Account Group to which selected Book belongs to.

Account Group:

Denotes the Account Group to which the selected Book belongs to. Please note that this field will be enabled only in cases of Bank Book, Cash Book, Sales (Non-Excise), Sales (Excise), Sales (Services), Project Sales (Non Excisable), Project Sales (Excisable), Purchase of Services and Debit Note for Rejected Material. In other cases, it will remain disabled.

 

While 'Adding', click on the field to access a list of Account Groups that have already been defined through Account Master Entry option. Select your desired Account Group from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Account Group Code. Press <TAB>.

 

In case of 'Edit' and 'View', Account Group is displayed as per the selected Book. You can change it in 'Edit' mode if there are no transactions under the selected Book.

Account Code:

Denotes the Account to which the selected Book belongs to. Please note that this field will be enabled only in cases of Bank Book, Cash Book. In other cases, it will remain disabled.

 

While 'Adding', click on the field to access a list of Accounts belonging to the selected Account Group. Please recall that Accounts are defined through Account Master Entry option. Select your desired Account from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Account Code. Press <TAB>.

 

You can not select an Account that has been deactivated through Account Master Entry option. The help list will also not display such Accounts.

In case of 'Edit' and 'View', Account Code and its Description will be displayed automatically for the selected Book. You can change it in 'Edit' mode if there are no transactions in the selected Book.

Now depending upon the Book chosen, some of the fields will be displayed specifically for that Book. For rest of the Books, those fields will not be displayed. In addition, a Voucher grid will be populated and displayed with all the transactions that are applicable for the selected Book.

Following are the fields that store extra information related to the Bank Book.

Bank Details

Following bank related details need to be specified for Bank Books -

Bank A/C No:

(Type : Alphanumeric, Length : 30)

 

While 'Adding', enter the Account Number of the company with the Bank.

In case of 'Edit', and 'View', Bank A/C No will be displayed automatically for the selected Book Code. You can change it in 'Edit' mode.

Bank A/c Name:

(Type : Alphanumeric, Length : 60)

 

While 'Adding', enter the name of the Bank.

In case of 'Edit', and 'View', Bank Name will be displayed automatically for the selected Book Code. You can change it in 'Edit' mode.

Opening Balance:

(Type : Numeric, Length : 9.4)

 

While 'Adding', enter the Opening Balance with the specified Bank.

In case of 'Edit', and 'View', Opening Balance will be displayed automatically for the selected Book Code. You can change it in 'Edit' mode.

 

Opening Type:

While 'Adding', specify whether the Opening Balance is of Debit type or Credit type by selecting the appropriate option from the popup.

In case of 'Edit', and 'View', Opening Type will be displayed automatically for the selected Book Code. You can change it in 'Edit' mode.

IFSC Code:

(Type : Alphanumeric, Length : 30)

 

While 'Adding', enter the Indian Financial System Code of the Bank.

In case of 'Edit', and 'View', IFSC Code will be displayed automatically for the selected Book Code. You can change it in 'Edit' mode.

BSR Code:

(Type : Alphanumeric, Length : 30)

 

While 'Adding', enter the Basic Statistical Return Code of the Bank.

In case of 'Edit', and 'View', BSR Code will be displayed automatically for the selected Book Code. You can change it in 'Edit' mode.

SWIFT Code:

(Type : Alphanumeric, Length : 20)

 

While 'Adding', enter the unique identification code for the Bank.

In case of 'Edit', and 'View', SWIFT Code will be displayed automatically for the selected Book Code. You can change it in 'Edit' mode.

 

MICR Code:

(Type : Alphanumeric, Length : 20)

 

While 'Adding', enter the MICR Code of the Bank.

In case of 'Edit', and 'View', MICR Code will be displayed automatically for the selected Book Code. You can change it in 'Edit' mode.

 

Domestic ABA No:

(Type : Alphanumeric, Length : 15)

 

Please note that this field will be enabled only if the flag 'Want to ABA Number in Bank Book?' is set as 'On' through Finance Policy option of Administrator Tools module. Otherwise it will remain disabled.

 

While 'Adding', enter the Domestic ABA Number of the Bank.

In case of 'Edit', and 'View', Domestic ABA Number will be displayed automatically for the selected Book Code. You can change it in 'Edit' mode.

 

International ABA:

(Type : Alphanumeric, Length : 15)

 

Please note that this field will be enabled only if the flag 'Want to ABA Number in Bank Book?' is set as 'On' through Finance Policy option of Administrator Tools module. Otherwise it will remain disabled.

 

While 'Adding', enter the International ABA Number of the Bank.

In case of 'Edit', and 'View', International ABA Number will be displayed automatically for the selected Book Code. You can change it in 'Edit' mode.

 

Branch Code:

(Type : Alphanumeric, Length : 15)

 

While 'Adding', enter the Branch Code of the Bank that has the company account.

In case of 'Edit', and 'View', Branch Code will be displayed automatically for the selected Book Code. You can change it in 'Edit' mode.

 

Branch Name:

(Type : Alphanumeric, Length : 50)

 

While 'Adding', enter the name of the Branch Code that has the company account.

In case of 'Edit', and 'View', Branch Name will be displayed automatically for the selected Book Code. You can change it in 'Edit' mode.

 

Branch Address:

(Type : Alphanumeric, Length : 120)

 

While 'Adding', enter the postal address of the Branch that has the company account.

In case of 'Edit', and 'View', Address will be displayed automatically for the selected Book Code. You can change it in 'Edit' mode.

 

Contact Person Name:

(Type : Alphanumeric, Length : 50)

 

While 'Adding', enter the Name of the Contact Person of the Branch that has the company account.

In case of 'Edit', and 'View', Contact Person Name will be displayed automatically for the selected Book Code. You can change it in 'Edit' mode.

 

Mobile Number:

(Type : Alphanumeric, Length : 15)

 

While 'Adding', enter the Mobile Number of the Branch that has the company account.

In case of 'Edit', and 'View', Mobile Number will be displayed automatically for the selected Book Code. You can change it in 'Edit' mode.

 

Account Type:

(Type : Alphanumeric, Length : 30)

 

While 'Adding', enter the Type of Account of the Branch that has the company account.

In case of 'Edit', and 'View', Account Type will be displayed automatically for the selected Book Code. You can change it in 'Edit' mode.

 

Email ID:

(Type : Alphanumeric, Length : 50)

 

While 'Adding', enter the Email Id of the Branch that has the company account.

In case of 'Edit', and 'View', Email Id will be displayed automatically for the selected Book Code. You can change it in 'Edit' mode.

Following grid will be displayed. Please note that this grid will be populated automatically with Accounts belonging to the selected Account Group -

Click on the small white box to select or de-select a particular Account.

Specifies whether its a Debit Note, Credit Note or a Combined Note.

Debtors

Select this option by clicking on it if the Book is for Debit Note.

Creditors

Select this option by clicking on it if the Book is for Credit Note.

Combined

Select this option by clicking on it if the Book is for both Debit and Credit Note.

 

Once you have entered all the information related to the Book, click on 'Save' button to finally save the Book or 'Cancel' button to discard. The control will go back to the list.