Admin User Manual

This section illustrates the steps for configuring the masters data for finance module

Finance Administrator

The Finance Admin is responsible for maintaining budget details, processing financial period-end activities, and configuring budget control parameters.

Create Budget Group

Budget group is defined either at a single chart of account level or at a minor code level or for a range of chart of account codes.

To create budget group

Navigate to the Finance > Budgeting > Budget Group > Create Budget Group option in the sidebar. Enter a Name for the Budget Group.

Select the applicable Account Type and Budgeting Type. Select the relevant Major Code. Alternatively, select the appropriate Detailed Min Code and the Detailed Max Code.

Enter a brief Description for the budget. Check the Budget Group Active option to mark this budget group active. Click on the Create button. The budget group is created.

View Budget Group

To view budget group details

Navigate to the Finance > Budgeting > Budget Group > View Budget Group option in the sidebar. Enter the Name of the Budget Group in the Search panel.

Click on the Search button. Click on the Budget Group name to view the group details.

Click on the Print button to print the details. Click on the PDF or Excel button to generate a pdf or excel statement for the listed budget group.

Modify Budget Group

To modify budget group details

Navigate to the Finance > Budgeting > Budget Group > Modify Budget Group option in the sidebar. Enter the Name of the Budget Group in the Search panel.

Click on the Search button.

Click on the Budget Group name to view and modify the group details. Make the necessary changes to the budget group. Click on the Update button to update the details.

Click on the Print button to print the details. Click on the PDF or Excel button to generate a pdf or excel statement for the listed budget group.

Create Budget Definition

Budget is defined as a tree structure which starts at department level and then adds up to the consolidated one. This master is used for defining each of the budget nodes.

To create budget definition

Navigate to Finance > Budgeting > Budget Definition > Create Budget Definition option in the sidebar. Enter a Name for the listed budget.

Check the applicable box for Budget Estimate or Revised Estimate. Select the applicable Financial Year. Select the relevant Parent.

Add a suitable Description for the budget definition. Check the boxes to indicate if the listed budget definition is Active Budget and Primary Budget. Select the relevant Reference Budget from the list of available budgets.

Click on the Create button to create the budget definition.

View Budget Definition

To view budget definition

Navigate to Finance > Budgeting > Budget Definition > View Budget Definition option in the sidebar.

Select the applicable Financial Year. Select Budget Estimate or Revised Estimate to filter the search for budget definition.

Click on the Search button. Select the relevant Budget Definition from the filtered list of budget definition.

Click on the Print button to print the details. Click on the PDF or Excel button to generate a pdf or excel statement for the listed budget group.

Modify Budget Definition

To modify the budget definition

Navigate to Finance > Budgeting > Budget Definition > Modify Budget Definition option in the sidebar. Select the applicable Financial Year.

Select Budget Estimate or Revised Estimate to filter the search for budget definition. Click on the Search button.

Click on the Budget Group name to view and modify the group details. Make the necessary changes to the budget group. Click on the Update button to update the details.

Click on the Print button to print the details. Click on the PDF or Excel button to generate a pdf or excel statement for the listed budget group.

Budget Addition Appropriation

This feature allows users to update budgets that are already approved. The system allows increasing or decreasing the budget amount for any item. It also has the provision to budget for new items which were not part of the original budget.

To make budget addition appropriation

Navigate to Finance > Budgeting > Budget Addition Appropriation option in the sidebar. Click on the Add/Release menu option.

Select the applicable Financial Year. Select either Budget Estimate or Revised Estimate. Select the relevant Executive Department. Set these parameters to filter the budget combination for which amount needs to be appropriated.

Select the Date. Enter any Comments for the budget appropriation. Click on the Get Actuals button to fetch specific budget details. The system will auto-populate the already expended amount along with the budgeted amount.

Select the applicable Budget Group, Function, and Fund details. Enter the additional amounts for specific budget items.

Click on the Add button to insert additional budget line items. Click on the Delete button to delete budget line items. Click on the Save button to save the details.

The budget details and appropriations are reflected accordingly.

Upload Budget

This feature is to upload the budget data in an excel file prepared offline.

To upload budget

Navigate to Finance > Budgeting > Upload Budget menu option in the sidebar. Click on the Download Template option to download the template.

Fill in the budget data as per the instructions given in the excel sheet and save the file. Click on the Choose File button to browse and select the saved budget file. The system allows you to upload .xls file formats only. The system will throw an error message in case there are any issues in the data format. Otherwise, the budget data will be loaded in the system in pre-approved status.

Click on the Upload Budget button to upload the budget. System displays an acknowledgement page with a message. There are two options - Download Input file, Download output file. Click on these options to download the files.

Approve Uploaded Budget

All budget data that are loaded using the Upload Budget option can be approved using the Approve Uploaded Budget option. Once the budget is approved it will be considered for budgetary controls.

To approve uploaded budget

Navigate to Finance > Budgeting > Approve Uploaded Budget menu option in the sidebar. Select the Budget Definition for which the budget data is to be approved. Select the relevant Reference Budget information linked to the selected budget. Click on the Approve button to approve the budget.

Search Budget

This option enables users to search the entire budget data aggregated at the budget definition level for a particular financial year.

To search for budget

Navigate to Finance > Budgeting > Search Budget menu option in the sidebar. Select the relevant Financial Year, Budget, Executing Department, Fund, and Function details.

Click on the Search button to fetch budgets based on the selected parameters.

Click on the Name field to open the details of that particular budget.

Period End Activities

All major activities that are done as part of year or period-end processing are covered here.

Close Period

To search for closed periods

Navigate to Finance > Period End Activities > Close Period. Select the applicable Financial Year from the drop-down and then click on the Search button.

The system will display the existing closed period for the selected financial year.

Add Close Period

To add close periods

Click on the Add Close Period button available in the top right corner. This will open a pop-up window.

Enter the applicable Financial Year, From Month and Till Month to specify the period you want to close. Select the Close Type as either SoftClose or HardClose.

Enter any Remarks relevant to the closure. Click on the Submit button to close the selected period. Once you close the period the system will stop accepting any type of transaction for the selected accounting period.

Note: There are two types under Close Type with the option of Soft Close and Hard Close. When the user selects Soft Close it can be reopened in the future if required, on the other hand if Hard Close is selected the financial period cannot be reopened in the future.

Reopen Closed Period

To reopen a closed period

Navigate to Finance > Period End Activities > Reopen Closed Period option in the sidebar. Select the Financial Year from the drop-down and then click on the Search button.

Select the desired period from the search result. This will open a popup window.

Enter the Starting Date and the Ending Date to specify the period for which you are reopening. Click on Reopen. The system will show the reopen period message.

The system reopens the accounting period and starts accepting transactions for the selected accounting period.

1. Click on the Receipt Number link to view the receipt details. The report displays the total Cheque and Cash collected on any individual day.

2. The report will be generated and the same can be downloaded in PDF and Excel format.

1. Click on the Receipt Date to see the individual transaction level of the collection received. Users can also drill down the information based on the individual user collection wise.

1. Enter the From Date and To Date details to specify the period for which you want to generate the report.

2. Select any or a combination of the listed parameters - Service, Payment Mode, and User ID to filter the report view.

3. Click on the Search button to generate the report.

1. Navigate to Finance > Revenue/Collection > Reports > Remittance Pending Report option in the sidebar.

The Remittance pending report provides the information on Cheque/DD and cash collection which has not been remitted into the bank.

1. The report is generated and the same can be downloaded in PDF and Excel format.

2. Pending Remittance Collection Report

1. Navigate to Finance > Revenue Collection > Reports > Remittance Collection Reports option in the sidebar.

2. Enter the Account Number, Financial Year, Fund, Payment Type, Service, From Date and To Date details. Add all or any combination of these parameters to filter the report view. Parameters marked with a red star are mandatory.

3. Click on the Search button. This will give you information related to the remittance done via Cheque or Cash depending on the selected Payment Type.

To generate remittance collection report

Remittance collection report provides the information on both the cheque and cash remitted into the bank after the collection is made.

1. Remittance collection Reports

Note: Users have a feature to click on the search tab on the right top and easily navigate to the desired cheque details.

1. Click on the Receipt Number to view individual receipt details.

2. Click on the PDF or Excel button to download the report in pdf or excel format.

1. Click on the Search button to run the report.

1. Select the Cheque Dishonored From Date and Cheque Dishonored To Date details to specify the period for which the report needs to be generated.

2. Add advanced filters like Bank & Account Number, Service, Payment Mode, and Cheque Number to refine the report view for specific cheque details.

1. Navigate to Finance > Reports > MIS Reports > Dishonoured Cheque Report option in the sidebar.

To generate cheque dishonoring report

All the cheques which are dishonoured will be shown in this report with all the relevant information.

1. 1. Dishonoured Cheque Report

1. Verify the Original Entry and Reversal Entry details populated in the screen.

2. Click on the Process button to Dishonour the Cheque/DD.

1. Select the Cheque/DD dishonour reason from the list of Dishonour Reason.

2. Enter additional comments in the Remarks field to provide more information on the reason for Cheque/DD Dishonour.

1. Click on the Transaction details to process with the Dishonouring of the Cheque/DD.

2. Transaction Date would be the date on which the instrument is dishonoured in the bank. (date would be defaulted to today’s date - user can change the date if required).

1. Enter the Cheque/DD Number.

2. Enter the applicable Cheque/DD Date.

3. Click on the Search option to list the transaction details of the Cheque/DD remitted into the Bank.

1. 1. Cheque Dishonouring

   2. This feature is used for the purpose of dishonouring a cheque/DD. All the payments collected through cheque/DD (in case it gets dishonoured), users shall be able to use this screen to pass an entry for dishonour of cheque/DD.

   3. To dishonour cheque

2. Navigate to Finance > Revenue/Collections > Dishonour Cheque menu option in the sidebar.

3. Select the instrument type cheque/DD in the Instrument Mode field.

A Success message will appear and the opening balance is updated.

1. If the selected Account Code is a control code system mandates subledger type and master data for the entity chosen to be provided.

2. In case there is an opening balance already captured for the selected year and other parameters, this amount will be populated by the system on selection of account code (subledger information in case of control code). This amount can be changed by the users.

3. Click on the Create button.

1. Click on the Proceed button to fetch the listed account head details.

2. Enter Account Codes and amount in the debit and credit column accordingly. Value has to be there on either the credit or debit side.

1. Navigate to Finance > Period End Activities > Opening Balance Entry menu option in the sidebar.

2. Select the relevant Financial Year, Department, Fund, Function, asset or liability Type, Major Head and Minor Head details.

To make an opening balance entry in the system

Opening Balance Entry

The system checks if this year is eligible to be closed and if so a success message is shown. Otherwise, the system throws an error message.

1. Select the relevant Financial Year from the dropdown list.

2. Click on the Search button to fetch the details.

3. Click on the row which needs to be closed. This will open a popup window.
4. Check the Close Financial Year option in the checkbox and click on the Submit button.

1. Navigate to Finance > Period End Activities > Close Financial Year menu option in the sidebar.

To close a financial year

1. Close Financial Year

System will transfer the closing balances of Asset and Liabilities account code from the selected year to the next financial year. An acknowledgment is displayed.

1. Select the Financial Year from which the closing balance needs to be transferred.

2. Click on the Transfer button.

1. Navigate to Finance > Period End Activities > Transfer Closing Balance option in the sidebar.

To transfer closing balance

Transfer Closing Balance

1. Click on the row for which details of the master are to be modified. System will open a pop-up window with all information.

2. Make changes to the data in this new window and then click on the Update button. At this point the changes will be made to the financial year data.

1. Navigate to Finance > Period End Activities > Financial Year > Edit Financial Year menu option in the sidebar.

2. Select the applicable Financial Year from the drop-down list available.

3. Click on the Search button to view the search result.

To edit a financial year master in the system

1. Navigate to Finance > Period End Activities > Financial Year > View Financial Year menu option in the sidebar.

2. Select the applicable Financial Year from the drop-down list available.

3. Click on the Search button to view the search result.

4. Click on the row for which details of the master are to be viewed. System will open a pop-up window with all information.
5. 1. Edit Financial Year

To view a financial year master in the system

1. View Financial Year

A new financial year is created in the system.

1. Navigate to Finance > Period End Activities > Financial Year > Create Financial Year menu option in the sidebar.

2. Enter the date range for the year and the list of fiscal periods that needs to come as part of this financial year.

3. Click on the Create button.

To create a new financial year

1. Create Financial Year

The Financial Year period end activity allows users to define the financial year and fiscal period in the system.

Financial Year

1. Navigate to Finance > Masters > Purchase Order > Modify Purchase Order menu option in the sidebar.

2. Enter any or a combination of the defined search parameters to find a specific purchase order. Enter the Order No. or Name or Supplier Name or Supplier Code or Fund details.
3. Click on the Search button to fetch details.

4. Click on the relevant purchase order to view details.

5. Make changes to the data in this screen and then click on the Update button. At the point the record will be updated with the new values.

To modify purchase order

This option is to modify any purchase order present in the system.

1. Navigate to Finance > Masters > Purchase Order > View Purchase Order menu option in the sidebar.

2. Enter any or a combination of the defined search parameters to find a specific purchase order. Enter the Order No. or Name or Supplier Name or Supplier Code or Fund details.
3. Click on the Search button to fetch details.

4. Click on the relevant purchase order to view details.

5. Modify Purchase Order

To view purchase orders

This option is for viewing all the purchase orders in the system.

1. Navigate to Finance > Masters > Purchase Order > Create Purchase Order menu option in the sidebar.

2. Enter the Order No., Order Date, Order Name, Description, Supplier Name, Supplier Code, Total/Order Value, Advance Payable, Fund, Department, Scheme, Sub Scheme, Sanction No., and Sanction Date details.
3. Check Active (Y/N) option to indicate if the purchase order is active.

4. Click on the Create button to add the new record to masters.

5. View Purchase Order

To create a new purchase order

1. Navigate to Finance > Masters > Work Order > View Work Order menu option in the sidebar.

2. Enter any or a combination of the defined search parameters to find a specific work order. Enter the Order No. or Name or Contractor Name or Contractor Code or Fund details.
3. Click on the Search button to fetch details.

4. Click on the relevant work order to view and modify details.

5. Make changes to the data in this screen and then click on the Update button. At the point the record will be updated with the new values.

6. 1. Purchase Order

7. Create Purchase Order

To modify work order

This option is to modify any work order present in the system.

1. Navigate to Finance > Masters > Work Order > View Work Order menu option in the sidebar.

2. Enter any or a combination of the defined search parameters to find a specific work order. Enter the Order No. or Name or Contractor Name or Contractor Code or Fund details.
3. Click on the Search button to fetch details.

4. Click on the relevant work order to view details.

5. Modify Work Order

To view work orders

This option is for viewing all the work orders in the system

1. Navigate to Finance > Masters > Work Order > Create Work Order menu option in the sidebar.

2. Enter the Order No., Order Date, Order Name, Description, Contractor Name, Contractor Code, Total/Order Value, Advance Payable, Fund, Department, Scheme, Sub Scheme, Sanction No., and Sanction Date details.

3. Check Active (Y/N) option to indicate if the work order is active.
4. Click on the Create button to add the new record to masters.

5. View Work Order

To create a new work order

1. Click on the Search button to find the relevant master record.

2. Click on the desired master record to view and modify details.

3. Make required changes in the data and then click on the Update button.

4. Work Order

5. Create Work Order

1. Navigate to Finance > Masters > Subledger Configuration > Modify Subledger Master menu option in the sidebar.

2. Enter Account Detail Type, Name, and Code to search for the relevant subledger master.

To modify subledger master

This option is to modify any information for an already defined subledger master in the system.

1. Navigate to Finance > Masters > Subledger Configuration > View Subledger Master menu option in the sidebar.

2. Enter Account Detail Type, Name, and Code to search for the relevant subledger master.
3. Click on the Search button to find the relevant master record.

4. Click on the desired master record to view details.

5. Modify Subledger Master

To view subledger master

This option is for viewing the entire subledger master for a specific subledger category in the system.

1. Navigate to Finance > Masters > Subledger Configuration > Create Subledger Master menu option in the sidebar.

2. Select Account Detailed Type.

3. Enter Name, Code, and Description.
4. Check the Active option to activate the listed subledger master.

5. Click on the Create button to add the master entry.

6. View Subledger Master

To create subledger master

This option is for defining a new subledger master for the subledger category defined in the system.

1. Enter subledger Name and Description to find specific subledger record.

2. Click on the Search button.

3. Click on the listed subledger to view and modify details.

4. Make required changes in the data and then click on the Update button. Now the data will be updated with the changes proposed.

5. Create Subledger Master

1. Navigate to Finance > Masters > Subledger Configuration > Modify Subledger Category menu option in the sidebar.

To modify subledger category

This option is to modify any information for an already defined subledger category in the system.

1. Enter subledger Name and Description to find specific subledger record.

2. Click on the Search button.

3. Click on the listed subledger to view details.

4. Modify Subledger category

1. Navigate to Finance > Masters > Subledger Configuration > View Subledger Category menu option in the sidebar.

To view subledger category

This option is for viewing the entire subledger category in the system.

1. Navigate to Finance > Masters > Subledger Configuration > Create Subledger Category menu option in the sidebar.
2. Enter Account Entity Name and Description.

3. Check the Active option to activate the subledger head.

4. Click on the Create button to add the entity.

5. View subledger category

This option is for defining a new subledger category in the system.

1. Create Subledger Category

This option is to define the various accounting entities in the system. Also master data for each of these accounting entities can be defined here.

1. Subledger Configuration

The function record is updated with new values.

1. Or, check the Active option to view all active functions.

2. Or, select the applicable Parent Type to view all functions linked to the selected parent type.

3. Click on the Search button to fetch the list of functions.

4. Click on the relevant function to view and modify function details.

5. Click on the Update button to save the changes.

1. Navigate to Finance > Masters > Function > Modify Function menu option in the sidebar.

2. Enter the Function Name or Code to search for the relevant function.

To modify function details

This option is to modify any information for an already defined function in the system.

1. Navigate to Finance > Masters > Function > View Function menu option in the sidebar.
2. Enter the Function Name or Code to search for the relevant function.

3. Or, check the Active option to view all active functions.

4. Or, select the applicable Parent Type to view all functions linked to the selected parent type.

5. Click on the Search button to fetch the list of functions.

6. Click on the relevant function to view function details.

7. Modify Function

To view function details

This option is for viewing all the functions defined in the system.

1. Enter the Function Name, Code, and Level details.

2. Select the applicable Parent Type.

3. Check the Active and Isnotleaf options if applicable. Isnotleaf option indicates that the listed function is not a child entity.

4. Click on the Create button to add the function to the masters list.

5. View Function

1. Navigate to Finance > Masters > Function > Create Function menu option in the sidebar.

To add function master details

This option is for defining a new function master in the system.

1. Create Function

All the functions will be defined using the Function master.

1. Function

At this point the master record gets updated with the new set of information.

1. Navigate to Finance > Masters > Deduction > Modify Deduction menu option in the sidebar.

2. Enter the applicable Account Code, Deduction Code, and Deduction Name.
3. Click on the Search button to view the deduction details.

4. Click on the relevant deduction to view and modify the details.

5. Click on the Update button to save the changes.

To modify deduction details

This option is to modify any information for an already defined recovery code in the system.

1. Navigate to Finance > Masters > Deduction > View Deduction menu option in the sidebar.

2. Enter the applicable Account Code, Deduction Code, and Deduction Name.
3. Click on the Search button to view the deduction details.

4. Click on the relevant deduction to view the details.

5. Modify Deduction

To view deduction details

This option is to view all the recovery code in the system.

1. View Deduction

At this point a new master record is created in the system.

1. Select the relevant option for Applied To from the drop down list. The listed deduction will be applied to the selected head.

2. Select the relevant Account Code to link it to the listed deduction.

3. Check the Bank Loan and Active options if the deduction is linked to the bank account and to mark the deduction head as active.

4. Enter the applicable details for Remitted To, IFSC Code, Account Number, and Description.

5. Click on the Create button to create the deduction head.

1. Navigate to Finance > Masters > Deduction > Create Deduction menu option in the sidebar.

2. Enter the applicable Deduction Name and Deduction Code.

To create new deductions

This option is for defining a new recovery code in the system.

1. Create Deduction

All the recovery heads will be defined using the deduction master.

1. Click on the Update button to save the changes.

2. Deductions

1. Click on the relevant supplier to view and modify details.

1. Enter the supplier Name and Code.

2. Click on the Search button.

1. Navigate to Finance > Masters > Supplier > Modify Supplier menu option in the sidebar.

To modify suppliers

1. Modify Suppliers

1. Select the listed Supplier to view supplier details.

1. Click on the Search button.

1. Navigate to Finance > Masters > Supplier > View Supplier menu option in the sidebar.

2. Enter the supplier Name and Code.

To view suppliers

1. View Suppliers

The supplier is added to the system.

1. Select and enter the applicable Bank, IFSC Code, Bank Account Number, and Registration No.

2. Select and enter the applicable Status of the supplier, PAN No., EPF No., and ESI No. details.

3. Click on the Create button to add the supplier to the master data.

1. Navigate to Finance > Masters > Supplier > Create Supplier menu option in the sidebar.

2. Enter Supplier Code, Name, Correspondence Address, Permanent Address, Contact Person, Email, Narration, Mobile Number, GST/TIN No., and GST Registered State/UT.

To add suppliers

1. After making changes, click on the Update button. This will save the changes in the Contractor masters screen.

2. Supplier

3. Create Supplier

1. Select the relevant contractor to view and modify details.

1. Enter any or a combination of search parameters to find the relevant contractor. The parameters include the contractor Name or Code.

2. Click on the Search button to find the contractor.

1. Navigate to Finance > Masters > Contractor > Modify Contractor menu option in the sidebar.

To modify contractor details

1. Modify Contractor

1. Select the relevant contractor to view details.

1. Click on the Search button to find the contractor.

1. Navigate to Finance > Masters > Contractor > View Contractor menu option in the sidebar.

2. Enter any or a combination of search parameters to find the relevant contractor. The parameters include the contractor Name or Code.

To view contractor details

1. View Contractor

The contractor is added to the system.

1. Select and enter the applicable Bank, IFSC Code, Bank Account Number, and Registration No.

2. Select and enter the applicable Status of the contractor, PAN No., EPF No., and ESI No. details.

3. Click on the Create button to add the contractor to the master data.

1. Navigate to Finance > Masters > Contractor > Create Contractor menu option in the sidebar.

2. Enter Contractor Code, Name, Correspondence Address, Permanent Address, Contact Person, Email, Narration, Mobile Number, GST/TIN No., and GST Registered State/UT.

To add to Contractor masters data

1. Contractor

2. Create Contractor

1. After making changes, click on the Update button. This will save the changes in the Fund masters screen.

1. Click on the Search button to find the fund details.

2. Click on the relevant fund to view and modify the fund details.

1. Navigate to Finance > Masters > Funds > Modify Funds menu option in the sidebar.

2. Enter any or a combination of search parameters to find the relevant fund. The parameters include the fund Name, Code, Parent Fund, and Active funds. Check the Active option to list all active funds.

To modify fund details

1. Modify Fund

Click on the relevant fund to view the fund details.

1. Click on the Search button to find the fund details.

1. Navigate to Finance > Masters > Funds > View Funds menu option in the sidebar.

2. Enter any or a combination of search parameters to find the relevant fund. The parameters include the fund Name, Code, Parent Fund, and Active funds. Check the Active option to list all active funds.

To view fund details

1. View Funds

The Fund is created.

1. Select the relevant Parent Fund.

2. Check the Active and Isnotleaf buttons as required. Active ensures the Fund is activated. The Is Not Leaf option indicates the listed fund is not a child fund.

3. Click on the Create button to create the listed fund.

1. Navigate to Finance > Masters > Funds > Create Funds menu option in the sidebar.

2. Enter the fund Name, Code, Identifier, and the applicable Level.

To create Funds

1. Funds

2. Create Funds

Note: Follow the same process to Create, View and Modify Sub Schemes.

1. Navigate to Finance > Masters > Scheme > Modify Scheme menu option in the sidebar.

2. Select the relevant Fund, Start Date,and End Date details.

3. Click on the Search button to view specific scheme related details.

4. Select the scheme and make the necessary changes.

5. Click on the Save button to save the updated scheme.

To modify schemes

1. Modify Scheme

1. Navigate to Finance > Masters > Scheme > View Scheme menu option in the sidebar.

2. Select the relevant Fund, Start Date,and End Date details.

3. Click on the Search button to view specific scheme related details.

To view schemes

1. 1. View Scheme

This will save the Scheme related details as Masters.

1. Navigate to Finance > Masters > Scheme > Create Scheme menu option in the sidebar.

2. Enter Scheme Code, Scheme Name, Fund, Start Date, End Date, and a brief Description for the scheme.

3. Check the Active option to mark the listed scheme as active.

4. Click on the Save button to create the scheme.

To create Schemes

1. Click on the PDF button to download the report in pdf format.

2. Scheme and Sub-Scheme

3. Create Scheme

1. Navigate to Finance > Masters > Chartofaccounts > COA Report option in the sidebar.

2. Select and input the applicable parameters - Major Code, Minor Code, Account Code, Purpose, Type, Account Detail Type, Active for Posting, Function Required, and Budget Required details.
3. Click on the Search button to generate the COA report based on selected filters.

To generate the list of chart of accounts in the system

1. COA Report

Note: Using this screen we can assign an account code a control code for a subledger.

1. Modify the required details and click on the Save button.

1. Enter the applicable Account Code.

2. Click on the Search and Modify button to view the listed code details.

1. Navigate to Finance > Masters > Chartofaccounts > Detailed Codes > Modify Detailed Code option in the sidebar.

To modify detailed codes

1. Click on the Search and View button to view the listed code details.

2. Modify Detailed Codes

1. Enter the applicable Account Code.

1. Navigate to Finance > Masters > Chartofaccounts > Detailed Codes > View Detailed Code option in the sidebar.

To view detailed codes

1. View Detailed Codes

The detailed codes will help the user add detailed heads to the Chart of Accounts.

1. Enter the Parent Account Code, Account Code, Name, and Description of the code.

2. Select the Purpose and the relevant Account Detail Type for the code.

3. Check the options Function Required, Active For Posting, and Budget Required to activate these features.

4. Click on the Save button to save the account code details.

1. Navigate to Finance > Masters > Chartofaccounts > Detailed Codes > Create Detailed Code option in the sidebar.

To create detailed codes

1. Detailed Codes

2. Create Detailed Codes

1. Navigate to Finance > Masters > Chartofaccounts > Chart of Accounts menu option in the sidebar.

2. The screen displays the existing chart of account detail.

To configure the Chart of Accounts

As per the instruction Users cannot add any codes to the list. Addition can happen only at the detailed level.

This is standard data which needs to be set up. Chart of Accounts (COA) are as per the National Municipal Accounting Manual or Respective State wise manual.

1. Chart of Accounts

There are various master data which needs to be set up so that the same can be used for various purposes. This also decreases the chances of error.

1. Setting up masters

System will show an acknowledgement message on successful cancellation.

1. Mark the checkbox to select the specific voucher(s) you want to cancel.

2. Click on the Cancel Voucher button to cancel the selected voucher(s).

1. Cancel Voucher

2. To cancel vouchers

3. Navigate to Finance > Administration > Cancel Bills menu option in the sidebar.

4. Enter the specific Voucher Number, Voucher Date From and Voucher Date To details.

5. Select the applicable Fund, Department, and Voucher Type and Voucher Name.

6. Click on the Search button to search for specific vouchers based on the selected criterion.

Admin Super User

The Admin Super User has access to all the screens and options in the Finance module. In addition to the routine transactions and reports options, Admin users have the authority to cancel approved bills or vouchers, configure master entities, and define period-end activities.

Cancel Bill

To cancel bills

Navigate to Finance > Administration > Cancel Bills menu option in the sidebar. Enter the specific Bill Number, From Date and To Date details. Select the applicable Fund, Department, and Expenditure Type.

Click on the Search button to search for specific bills based on the selected criterion. Mark the checkbox to select the specific bill(s) you want to cancel. Click on the Cancel Bill button to cancel the selected bill(s).

The system will show an acknowledgement message on successful cancellation.

Cancel Voucher

To cancel vouchers

Navigate to Finance > Administration > Cancel Bills menu option in the sidebar. Enter the specific Voucher Number, Voucher Date From and Voucher Date To details. Select the applicable Fund, Department, and Voucher Type and Voucher Name. Click on the Search button to search for specific vouchers based on the selected criterion.

Mark the checkbox to select the specific voucher(s) you want to cancel. Click on the Cancel Voucher button to cancel the selected voucher(s).

The system will show an acknowledgement message on successful cancellation.

Setting up masters

There are various master data that needs to be set up so that the same can be used for various purposes. This also decreases the chances of error.

Chart of Accounts

This is standard data which needs to be set up. Chart of Accounts (COA) are as per the National Municipal Accounting Manual or Respective State wise manual.

As per the instruction Users cannot add any codes to the list. Addition can happen only at the detailed level.

To configure the Chart of Accounts

Navigate to Finance > Masters > Chartofaccounts > Chart of Accounts menu option in the sidebar. The screen displays the existing chart of account detail.

Detailed Codes

Create Detailed Codes

To create detailed codes

Navigate to Finance > Masters > Chartofaccounts > Detailed Codes > Create Detailed Code option in the sidebar.

Enter the Parent Account Code, Account Code, Name, and Description of the code. Select the Purpose and the relevant Account Detail Type for the code.

Check the options Function Required, Active For Posting, and Budget Required to activate these features. Click on the Save button to save the account code details.

The detailed codes will help the user add detailed heads to the Chart of Accounts.

View Detailed Codes

To view detailed codes

Navigate to Finance > Masters > Chartofaccounts > Detailed Codes > View Detailed Code option in the sidebar.

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