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Cost Center(enableCostCenter=1/2)

User documentation
07/15/2025

Cost Center(enableCostCenter=1/2)/Documented Date:2023/03/22

A cost center is defined as a function or department within a company which is not directly going to generate revenues and profits to the company but is still incurring expenses to the company for its operations.

Purpose

  • The main function of a cost center is to track expenses. A cost center manager is only responsible for keeping costs in line with the budget and does not bear any responsibility regarding revenue or investment decisions. Cost centers provide metrics more relevant to internal reporting. Internal management utilizes cost center data to improve operational efficiency and maximize profit.
  • This setting are purely used for the classifying the cost center in accounts only.

Database Changes

  • Disable Cost Center Features
    • enableCostCenter=0
  • Enable Cost Center Features
    • enableCostCenter=1(Voucher wise Cost Center )
  • enableCostCenter=2 (Ledger wise Cost Center)
  • Setup Process
    • Enable Single Setting from Step 2
  • Effect on Existing Data
    • Cost Center should be implemented from the starting date of the application installation especially if it needs to track the cost center of Purchase and Sales.
  • Limitation
    • Cost center can be tracked in all expenses but not in purchase or sales
    • Cost center wise trial will be available for the expenses but not for all accounting transactions
  • Optional Setting
    • Web Accounting [COSTCENTERCOMPULSORY=1]
      • Cost Center will be compulsory in all accounting vouchers in Web Accounting
    • Web Pos [EnableCompulsoryCostCenter=1]
      • Cost Center will be compulsory in all Purchase & Sales Related Vouchers in Web POS
    • These setting can be configured as per the client requirement

Application Flow

Voucher wise Cost Center

Steps (enableCostCenter=1(Voucher wise Cost Center) )
  1. Login to Web Accounting
  2. Goto Cost Center Master Under Master Entry
  3. Click on Add Cost Center
  4. Enter the Coste Center Name , Click on Save
  5. Log in To Systemuser,
    Goto System Configuration ,
    Click on Division Master
    Map Cost Center(Mandatory)
    Click on Save
  6. Goto Accounting Voucher Entries under Web Accounting
  7. Select the Cost Center as per your requirement
  8. Goto Web Pos Purchase, Purchase Return, Sales, Sales Return
  9. Select the Cost Center as per your requirement

Ledger wise Cost Center

Steps( enableCostCenter=2 (Ledger wise Cost Center))
  1. Login to Web Accounting
  2. Goto Cost Center Master Under Master Entry
  3. Click on Add Cost Center
  4. Enter the Coste Center Name , Click on Save
  5. Login To Systemuser,
    Goto System Configuration ,
    Click on Division Master
    Map Cost Center(Mandatory)
    Click on Save
  6. Goto Accounting Voucher Entries under Web Accounting
  7. Select the Cost Center as per your requirement
  8. Goto Web Pos Purchase, Purchase Return, Sales, Sales Return
  9. Select the Cost Center as per your requirement

Subsidiary Ledger (ENABLESUBLEDGER=1)
Documented Date:2023/03/22

Purpose

  • Subsidiary ledgers are used when there is a large amount of transaction information that would clutter up the general ledger.
  • This situation typically arises in companies with significant sales volume. Thus, there is no need for a subsidiary ledger in a small company.

Database Changes

  • Set ENABLESUBLEDGER = 1

Setup Process

  • Enable Setting as per database changes

Effect on Existing Data

  • Subledger can be implemented from the starting date of the application installation as per the requirement
  • We can also enable the feature at any time as per requirement as well

Limitation

  • Subledger are made independently not under any specific general ledger heading which is out of standard

Application Flow

Steps( ENABLESUBLEDGER=1)
  • Login to Web Accounting
  • Goto Sub Ledger Master Under Master Entry
    • Click on Add to create new sub ledger
    • Enter Name of the Sub ledger and Click on Save
  • Create General Ledger from Account Master from Master Entry under required ledger group
    • Enter the Ledger Name , Tick Has Sub ledger & Click on Save
  • For Transaction, Goto Accounting Voucher entry from financial accounts.
    • GoTo Journal Voucher
    • At the time of ledger selection subledger ticked ledger will show pop up for sub ledger selection.
    • Select Ledger and subledger as per the requirement and click on save
    • Journal voucher print should also have subledger
  • For Reporting, Goto Ledger Report Under Financial Report
    A. Sub Ledger Summary Report
  • Select General Ledger and Click on Run
    B. Sub Ledger - Ledger Report
  • Select General Ledger as main ledger & Sub Ledger & Click on Run
    C. Trial Balance
  • Tick the Show Sub Ledger in Trial Balance
  • Click on Run
    D. Profit and Loss Report
  • Tick the Show Sub Ledger in Profit and Loss Report
  • Click on Run
    E.Balance Sheet Report
  • Tick the Show Sub Ledger in Balance Sheet Report
  • Click on Run

ENABLEIMPORTCOSTING=1

NEW ADDITIONAL COST

Purpose

  • To add the additional cost incurred on the Import Purchase in various name such as :
  1. Transport Expenses
  2. Transit Insurance Expenses
  3. Custom Clearing Expenses
  4. Loading Unloading Expenses
  5. Agent Commision
  6. Freight Expenses
  7. Excise Duty
Database Changes
  • ENABLEIMPORTCOSTING=1
    Setup Process
  • update setting set ENABLEIMPORTCOSTING='1'
  • Effect on Existing Data
    • Will not have any effect on existing data if enabled at the any time of fiscal year.
      Limitation
      Optional Setting

Application Flow

Appliation Flow

  • Goto Web Pos
    • Creating Import Purchase Voucher
      • Entry Date(As It is)
      • Invoice Number
        (Import Bill Number)
      • Invoice Date
        (Import Bill Date)
      • Currency
        (Currency Type/Exchange Rate)
      • Supplier
        (Purchase From Supplier)
    • Payment Term
      • Import Advance
        Create the account ledger under Asset /Currect Assets/Import Advance
      • Demand Draft
        Create the Demand Draft Ledger Under Asset/ Currect Assets / Demand Draft for demand draft
      • Save Import Purchase Invoice
      • pa
  • Goto Addtional Cost Under Web Accounting
    • Goto New Additional Cost >> Financial Account >> Account Voucher
    • Goto Purchase Detail
    • Select Ref PI No
  • For Group Cost (Cost Dividing Methods)
    • Goto link provided for calculation details
      https://docs.google.com/spreadsheets/d/1o94oP6t494W2Rfhijqk37UbG57Mwt9jj-okcGE63mmI/edit?usp=sharing
    • Goto Group Cost
    • Its is used to calculate ratio wise cost
    • Field Detail
      • Field for vat reports of additional cost invoices
        Its is used for the vat report generating purpose of expenses invoices only.
        Ref Bill No
        Ref Bill Date
        Supplier Name
        Pan No
        Under Bill Details (Expenses Details)
        Amount(Taxable Expense Amount)
        Vat(Vat Amount)
    • Bill Details (Expenses Details)
      • Dr Account
        Expenses Account
      • Cr Account
        Creditor or Supplier Account
      • Amount
        Taxable Expense Amount
      • Vat
        Vat Amount
      • Description/Remarks(Narration)
        Both are used in line level
    • TDS Adjustment
      TDS to be deducted in party account
      It will deduct the amount from the payable account tagged in CR Account Bill Details.
      A/C(Select as per requirement)
    • Amount (Enter as per norms)
    • Is Taxable Additional Bill
      • It is ticked to claim the vat of additional cost invoices.
    • Do Account Posting
      • It is ticked to hit all bill details debit and credit accounts.If it is not ticked it shouldn’t affect any ledgers from additional cost voucher(Dr Amount and Cr Amount).
    • Costing Mode
      • Costing
        Ticking this menu will calculate the landing cost itemwise.
        Cost per unit will be affected by additional cost
      • Non Costing
  • Ticking this menu will not calculate the landing cost itemwise. Its will only list the additional cost for the reference
  • Cost per unit is not affected by additional cost
  • Individual Cost
    • This portion will enable the user to add the additional cost itemwise after selecting the amount field under bill details
  • Costing Details
    • Costing detail is the over all summary for the group cost and individual cost it shows how the per unit cost is calculated after adding additional cost.

Report

  • Goto Web Accounting
  • Click On Additional Cost Report Under >>Financial Report

ValidatePanNoInPartyMaster=1

Compulsary VAT/PAN Number Enable and Disable

  • Web Pos
  • Web Accounting

CompanyType (B2B / B2C)

Business-to-Business (B2B) and Business-to-Consumer (B2C) are two different types of business models.

1.Business-to-Business (B2B)
Business-to-business (B2B), also called B-to-B, is a form of transaction between businesses, such as one involving a manufacturer and wholesaler, or a wholesaler and a retailer.

2.Business-to-Consumer (B2C)
B2C is a business model in which a company sells a service or product directly to a consumer. For eg: Daraz , Sastodeal etc.

Purpose:
  • The purpose of defining CompanyType in our system is to track business nature for configuration.
  • In the B2B Business model we need to maintain a ledger of parties.But its not necessary in B2C Transaction
  • Quantity of bills that are issued in B2C business are too much higher. So customer selection is not compulsory in B2C business.Where as B2B have compulsary customer selection

Database Changes:

Setting name: CompanyType
For B2B business model:
Update setting set companytype=’B2B’
For B2C business model:
Update setting set companytype=’B2C’
Effect on Existing Data

  • It should be configured at the time of application installation.
  • Changing the setting at any time party ledger report will be affected.

Optional Setting:

EnableMixedTenderMode:

  • This setting is enabled in default in B2C Business Type and can be disabled as per the request of the client.
  • This setting is disabled in default in B2B Business Type and can be enabled as per the request of the client.

Application Flow

1. B2B Business Model
  • Customer Selection is compulsory in both Tax Invoice and Abbreviated Sales Invoice.
  • Abbreviated Sales Invoice
    • Abbreviated Sales Invoice will be disabled
    • Abbreviated Sales Invoice can be enabled as per the request of the client through setting(39664).
      • If Transaction is done through Abb sales invoice in cash the ledger of customer is not affected.Simply record of customer will be saved in billto column of rmd_trnmain table.
  • In Tax Invoice Customer ledger will be affected if Tax Invoice (TI) is done in cash.For example if sales transaction done to Customer 1 in cash with Total amount 189.99 and Vat 21.85.Then the entry will be:

Customer 1 A/C 189.99 Dr
To Vat Payable A/C 21.85 Cr
To Sales A/C 168.14 Cr

Cash A/C 189.99 Dr
To Customer 1 A/C 189.99 Cr

Here, Customer 1 a/c is first debited by the net amount of the bill and then reversed with cash a/c which helps to keep record of customers in cash transactions also.

For credit sales the journal entry will be same as in other cases.

The accounting in Rmd_trntran is shown below.

Party ledger report:
  • Enablemixedtendermode setting is disabled by default in B2B Business Type and can be enabled as per the request of the client. After enabling this setting tender dialouge box appears while saving TI/SI bill.
2. B2C Business Model:
  • Tax Invoice(TI) and Abbreviated Tax Invoice(SI) both are enabled in default. A Software user can use both Invoices as per the need. If Abbreviated Tax Invoice Amount is greater than 10,000 then system will automatically convert invoice into Tax Invoice.
  • Customer selection is not compulsory in Abbreviated Sales Invoice(SI). But Customer selection is compulsory in Tax Invoice(TI).
  • Customer ledger will not be affected in any of the Invoices if the transaction is done is cash.Simply, Customer name will be saved in billto column of rmd_trnmain table.
  • Enablemixedtendermode setting is enabled in default and can be disabled as per the client request.Tender dialouge box appears while saving Sales Invoice(SI) or Tax Invoice(TI) bill.

ENABLEBILLTRACKING=1

LATE POST

Purpose

  • Late post is used to prevent unauthorized voucher entries.
    • Enabling the setting will enable the feature
      Database Changes
    • Select EnableLatePost,* from setting
      Setup Process
    • Update setting set EnableLatePost/ENABLELATEPOSTINPURCHASE = 1
      Effect on Existing Data
    • It should be enabled from the starting of software installation or fiscal year starting date
  • Limitation
  • Optional Setting
  • Application Flow
    • Goto Role List Edit Assigned Role and Tick on Account Posting & Late Post
    • New Menu will be enabled Financial Account >> Account Posting >> Late Post
    • Create a user(i.e Junior Accountant) who is going to post the Accounting Vouchers [Make sure you untick Account Posting & Late Post]
    • Create a controlling user(i.e. Senior Accountant) who is going to post the Accounting Vouchers [Make sure you tick Account Posting & Late Post]
    • Goto any accounting vouchers and save the voucher from (Junior Accountant User)We are taking the example of Journal Voucher menu under Financial Account >> Account Vouchers >>Journal Voucher)
  • It will have no impact on party ledger until its approved
    For Approval
    • Goto Late Post under Account Posting (Senior Accountant User).We are taking the example of Journal Voucher which was saved before.
    • To load all entered vouchers simply click on load button,It will load all today’s posted vouchers that are not yet approved by the senior.
    • Tick the check box to approve the voucher and click on save
    • Now if we look into the ledger of specified journal it will affect main ledgers after approval
  • Report
    • All the voucher posted by the juniors dont affect the report
    • Transaction are only visible in report only after approval of voucher

Voucher Series Master(ENABLEVOUCHERSERIES )

Purpose

  • This features is used to generate the separate Prefix for Pre define Accounting Voucher Type
  • For example :
    • System will generate the JV initial for Journal Voucer but we need JP voucher for purchase entries then we need to create another voucher type.Where Voucher type will remain the same but initial will be added as per the requirement
  • Database Changes
    • SELECT * FROM ENABLEVOUCHERSERIES
  • Setup
    • UPDATE SETTING SET ENABLEVOUCHERSERIES='1'
    • Enable the setting and Check role right in role list
  • Limitation
  • Application Flow
    • Go To Maser >> Voucher Series Master
    • Click on Add Voucher
      • Select Voucher Type
      • Series Name
      • Series Prefix
    • Goto Financial Account >> Accounting Vouchers >> Journal Voucher >> Select Prefix pop up should appear
  • Select the
    • Voucher Type
  • Here user need to select one single voucher type for new series generation.(i.e Journal Voucher)
    • Voucher Name
  • Provide the name as per the requirement (Journal Purchase)
    • Prefix
  • Provide two letter prefix as per the requirement (JP)
    • Click on Close
    • Voucher Series will change as per the selection

Post Dated Cheque Voucher

Purpose

A post-dated cheque (PDC) is one that the recipient can encash on a future date. Such cheques are not payable until the date mentioned on the face of the cheque.

Why PDC is posted separately not in payment and receipt voucher ?
  • Seperate record keeping for
    • Payment Cheques to be cashed by vendors
    • Receipt Cheques to be cashed by us
Database Changes
  • None
    Setup Process
  • Tick the role right in user manager
    Limitation
    • It only has entry date
      Optional Setting
      Application Flow
  • Login to Web Accounting
    For Post Dated Cheque Entry
  • Goto Financial Account >>Accounting Vouchers >> Post-Dated Cheque Voucher
  • Entry Date / Transaction Date
    • Both date should be same date as entry date
  • Ref Number
    • Ref bill for which payment is received or paid
  • Like 001, 002
    • Remarks
      • Being payment made for bill no 10 dtd 2079/10/12
    • Received From
      • Full name of person who received the cheque.
    • Voucher Type
      • Party Payment
  • Party Payment list will only list the list of the supplier for the payment.
    • Expenses Voucher
  • Expenses Voucher will only list the list of the expenses for the payment.
    • Party Receipt
  • Party Receipt will only list the list of the customer for the payment.
    • Bank
      • Expenses Voucher / Party Payment
  • Cheque Issuing bank is debited
  • Expeses show the ledger created under Indirect Expenses/Indirect Income /Direct Expenses /Direct Income and items of assets and liabilities except debtors and creditors
  • Party Receipt
  • Bank is credited where the cheque is deposited
  • Ledger A/c
    • Party Payment
  • Supplier
    • Expenses Voucher
  • Expneses Heading
    • Party Receipt
  • Customers
    • Sub Ledger
      • Select if any not mandatory
    • Amount
      • Cheque Amount Mentioned in Cheque
    • Adjustment
    • Narration
      • Receipt : Being payment received for bill no 10 dtd 2079.01.01
      • Payment : Being payment made for bill no 10 dtd 2079.01.01
    • Cheque Number
      • Cheque Number mentioned in cheque
    • Date (AD)
    • Date(BS)
      • Cheque date mentioned in cheque
    • Bank Name
      • Cheque Issuer bank Name

For Post Dated Entry in Payment

  • Go To Financial Account >> Accounting Vouchers >>Payment Voucher
  • Press Shft Button (Hold)
  • Click on Post-Dated
  • Select the date range,Click on Load
  • Tick on box under Party Name to post, post dated cheque as Payment Voucher, Click on OK
  • And Click on Save

For Post Dated Entry in Receipt

  • Go To Financial Account >> Accounting Vouchers >>Receipt Voucher
  • Press Shift Button & Hold
  • Click on Post-Dated
  • Click on Load,Tick the voucher that need to posted as receipt voucher, Click on ok then

Report

Go to Financial Report
Click on Post dated Cheque Voucher Report
Select Date Range, Voucher Status as per the requirement
Click on Run

Note :

Cashed Cheque

Cashed cheque are cheques deposited in bank & money have been already debited or credited into bank a/c.

Non Cashed Cheque

Non Cash Cheque are the cheques that have been deposited in bank but money have not been yet debited or credited into bank a/c.

ENABLETDSTRACKING

What is TDS ?
TDS stands for 'Tax Deducted at Source'. It was introduced to collect tax at the source from where an individual's income is generated. The government uses TDS as a tool to collect tax in order to minimise tax evasion by taxing the income (partially or wholly) at the time it is generated rather than at a later date.
TDS is applicable on various incomes such as salaries, interest received, commission received, dividends etc
TDS are always calculated before vat in case of the Tax Invoice.

For Example
  1. We have to received Tax Invoice from our security company Garud Securities Pvt.Ltd. total value 100,000 /- for the month of Magh 2075.Total TDS applicable was 1.5% of security services.
  2. Our company paid the full amount of TDS deducted paid to Inland Revenue Department through Everest Bank Limited
    Purpose
    • This feature is developed to track the TDS amount that is payable to government.
      Database Changes
    • Enable the setting ENABLETDSTRACKING = 1
      Setup
    • Create the necessary ledger under respective groups
      • Securities Expenses >> Indirect Expenses
        • Create under Master Entry >>Account Master>> Indirect Expenses
      • Vat Receivable A/C >> Default Account
      • TDS on services 1.5% >> TDS PAYABLE
        • Created Under Account Master >> Liabilities >>Currect Liabilities >> TDS Payable
      • Garud Securities Pvt.Ltd >> Creditors/Supplier
        • Created Under Master Entry >> Party Ledger Supplier

Limitation

  • TDS ledger need to be created in specific group only individual ledger can’t be tagged as the TDS applicable accounts creating at any place.
  • Paid TDS can’t be tracked with the paid voucher number
  • TDS type is missing in TDS ledger creation
Application Flow

Booking of the Expenses

  • Go to Journal Voucher / Capital Voucher under Accounting Voucher and book the expenses.
    • Select General Ledger A/c
    • Select Subledger as per requirement (Not Mandatory)
    • TDS will be carried to pop up as per the journal
    • Fill the Base Amnt [Base amount is amount based on which TDS is calculated .Normally such amount is before vat in case of Tax Invoice], Click on Okay & Save
Payment for the TDS
  • Go To Payment under Accounting Voucher
    • Select TDS ledger used to make the payment.
Reports
  • Account Ledger Report
  • TDS Payable is liabilities should make the ledger 0. Because we deducted from the party and paid to government then we dont have any balance left to check For this visit the party ledger under Financial Report >> Ledger Report >> Account Ledger Report
TDS Report
  • Goto Financial Report >> Register & Book Report >> TDS Report
  • Select the Date Range
  • TDS A\C
  • Click on run

TDS Report

  • TDS report is used to fillout the E-TDS in Inland department website periodically
    • To download in the upload format from software
      • Go To Financial Report >>Register and Book Report >>TDS Report
    • Select the Date Range
    • TDS A\C
    • Tick Show TDS Report In IRD upload format
    • Click on run

Report Format Will Change >>New Format

  • ETDS REGISTER & UPLOAD SITE (IRD)
  • ETDS Upload Format(Prescribed By IRD)
Question
  1. We have to received Tax Invoice from our security company Garud Securities Pvt.Ltd. total value 100,000 /- for the month of Magh 2075.Total TDS applicable was 1.5% of security services.
  2. Our Company paid the Supplier after booking the expenses.
  3. Our company paid the full amount of TDS deducted paid to Inland Revenue Department through Everest Bank Limited

TDS TRACKING THROUGH PAYMENT METHOD

a. Book the expenses
  • Go to Journal Voucher / Capital Voucher under Accounting Voucher and book the expenses.
  • First , Here in the below mentioned journal we have just booked the expenses but not booked tds accounts like in first process
  • Secondly, We are going to book the TDS and make payment at the same time through the payment voucher at the time of payment.
  • Any value under Payment Voucher | Adjustment column will be credited and should be treated as liabilities.
  • Bank Account will be debited with amount which will be (Amount- Adjustment which is 100000-1327.44 in below mentioned case
  • Thirdly
  • Select the Ledger A/C, Fill the Base Amnt which will be reflect. ed in TDS Report later
  • Click on Ok. And Save the Voucher.
  • Lastly to make the payment of TDS. Goto payment voucher

You can check individual ledger for the reference
Ledger Report
TDS ON SERVICE 1.5%

GARUD SECURITIES PVT.LTD.

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