How to Open Busywin

Double click on Busywin icon on Desktop, then it will display "A

Valid security device has been found programme will start in
Standard mode" click ok then, click on Company and click on in
other to open an existing Company.

SETTING UP OF CUSTOMERS & SUPPLIERS

To create Customer, Masters Menu provides the option. To use the option, click
Administration > Masters > Account.

On clicking the Account option, > Name > 40/40 bar > Group > Trade
Debtors, then click ok.
On clicking the Account option, > Name > NIGERIA BREWERIES > Group
> Sundry Creditors, then click ok.
On clicking the Account option, > Name > Loading & offloading > Group
>Trading Expenses, then click ok.

NOTE: Before you create any account you must know the account group.

CREATING/SETTING UP OF ITEMS/PRODUCTS

To create Item, Master menu provides the option. To use the option, click
Administration > Master > Items.

On clicking the Item option, Name > Star <group < NB LCO, then put the sales and
purchase price on it, then save.

Note: The grouping is very key because of reporting purpose.

Transactions
After you have created the masters for the company and defined the configuration
settings, the next step is to enter transactions for the company. Entering transactions
means recording of entries in vouchers such as Sale/Sales Return, Purchase/Purchase
Return, Payment/Receipt, Contra and Journal and so on. All the reports are based on
the data entered in the vouchers.

Sale
Purchase
Sale Return
Purchase Return
Payment
Receipt
Journal
Contra
Debit Note
Credit Note
Stock Transfer

How to raise Sales Invoice for Cash Customers.

a. From Busy click on Transaction < sales < add< cash< click on party(General
Customers)
< Mat Centre (Upper Sokponba) < then post what the customer his buying,
Star 20, Gulder 30, Debit Empties-NB 50,then enter empties return by the
General customer i.e. NB Empties -50 the save and print out the invoice.

How to raise Sales Invoice for Credit Customers.

From Busy click on Transaction < sales < add < Credit > click on party (40/40
bars ) < Mat Centre (Upper Sokponba) then post what the customer his
buying, star 50, Gulder 40, Satz 10 M/stout 10, Dublic 10, then debit the
customer with empties i.e. Debit Empties-NB 90, Debit Empties GN 20,
Debit Empties-Harp 10,click on save.

How to raise Loading and Sales Invoice for Van Sales Man

b. From Busy click on Transaction < Sales Invoice < add < Credit < (Upper
Sokponba) then post what the VSM is loading to Daniel Ibrahim then enter the
stock he loaded. Gulder 20, star 30, maltina 10 you have to post the empties
also Debit Empties-NB60.

c. From Busy click on Transaction < Sales< add< Party(Daniel Ibrahim),Mat

centre (Daniel Ibrahim) then post what the VSM sold, Star 20, Gulder 50,then
click ok.
d. From Busy click on Transaction < Cash/Bank Receipt<add< Receipt Mode <
Cash < accounts< 40/40 bar then put the amount and click ok.
e. Cash paid to bank from Busy click on contra < add < DR < Zenith Bank Plc
and CR < cash the click save.
Process Flow for Purchase;
You can enter the Purchase voucher for the purchases made in the business. In BUSY
you can enter purchase item purchased from Nigeria Breweries Plc using the
Purchase voucher.
a. To add a delivery click on Transaction from Busy<Purchase< party<Nigeria
Breweries Plc, then post the item receive from NBL, Star 700, Debit Empties-
NB 700, then click ok.
b. To evacuation and reject to Nigeria Breweries Plc, click on Transaction from
Busy<Purchase Return< Party<Nigeria Breweries Plc, then post the empties
return to NB Empties 500

Process for Stock Transfer

Stock transfer refers to movement of goods from one Branch to another. In Busy you
can enter stock receive from one branch to another using Stock transfer. From
transaction click on Stock transfer < add < series < Main < Date < From Agbor to
Upper Sokponba then enter what we receive from Agbor, star 20 Gulder 10, harp 15
then debit the with empties, Debit Empties-harp 15, Debit Empties NB 30. Then save.

NB. We can also use it stock transfer to receive empties from branches.

Process for Empties Return

You can enter the Sales return transactions for the goods returned to your
organization/company by your customers. In Busy you can enter goods and empties
return by customer using Sales Return. From transaction click on Sales Return < add
< Series < empties < Party < 40/40 bar Mat Centre < Upper Sokponba then enter the
empties return by customer NB Empties 100, GN Empties 10 and Harp Empties 5,
then click save.

Process for Expense

Display
After you have created the masters for the company, defined the configuration
settings, and entered the transactions for the company, the next step is to view the
reports based on your requirement. Viewing reports means viewing the data entered in
the vouchers and masters in an organised and systematic manner. For example, Smart
Clothing, a garment manufacturer, wants to determine the profit earned for the first
quarter. For this purpose it views the Profit & Loss Summary report in the Display
menu. For viewing different reports, the Display menu provides the following
options:

Balance Sheet
Balance Sheet is a financial statement depicting the financial position of the business
by listing the assets and liabilities as on a certain date. It depicts what the business
owes and what it owns on a certain date. It is prepared from the accounts listed in the
Trial Balance. The balances of the accounts are grouped as assets and liabilities and
are arranged in a proper manner in the Balance Sheet. Further, the net profit or net
loss calculated in the Profit & Loss account is posted in the Balance Sheet.
To view the Balance Sheet report, click Display > Balance Sheet option. On clicking
the Balance Sheet option, two options appear. The options are:
Horizontal - Click this option if you want to view balance sheet horizontally i.e. all
the liabilities are listed on the left hand side and assets are listed on the right hand
side.
Vertical - Click this option if you want to view balance sheet vertically i.e. first all the
liabilities will appear and below them all the assets will appear.

Trial Balance
Trial Balance is a statement prepared to check arithmetic accuracy of the accounting
records. It shows the debit and credit balances of the accounts in two different
columns. Matching of the Debit and Credit balances indicates arithmetic accuracy of
the records. It summarizes the account information in a tabular format. To prepare the
Trial Balance, the debit and the credit balances are written in two separate columns,
which are placed right next to each other, while the account name is written in the
name of account column.
To view the Trial Balance report, click Display > Trial Balance.

Account Books
This will help in knowing the exact position of the business based on the transactions.
For example, Chrisemua & Sons Limited, Company wants to know the status of the
cash/bank balance for a particular period. For this purpose it can view the Cash/Bank
Book in which all the transactions that affect the cash and bank accounts are
listed. These accounts books or registers are the Books of Original Entry/Subsidiary
Books. On the basis of these books the Principal Books of Accounts i.e. Ledger
Accounts are prepared
To view the Account Books report, click Display > Account Books. > Ledger>Account
Wise > Standard > One Account >CASH then click ok button to view the report.

Note: We can also use it to check individual customer's accounts.

STOCK STATUS
It displays the stock status of items in terms of quantity and value. To view stock
status report, click Display > Stock Status> Closing stock Alphabetical>Detailed>
Group of Items > Fulls, click ok. It's of important to change the date for you to get the
stock detailed for particular day.
OUTSTANDING ANAYLSIS
These reports provide information regarding outstanding payment from customer and
our balances with vendors.
From Display click on outstanding analysis, then click on AMOUNT
RECEIVABLE<Group of Account < Fulls Receivables and click ok (Note that
amount receivable goes with Customer.
MANAGEMENT INFORMATION SYSTEM (MIS)
MIS Report display information regarding the operation of the company that helps in
maintaining control over the company. It provides information on different aspects of
the company such as cash flow; data check list and profitability report.
PROFITABILITY REPORTS
Profitability Reports displays the gains or losses on various accounts, bills, items or
material centers. On clicking the Profitability Report option, various options are
displayed.
The options are; Bill-Wise, Party-wise, MC-wise and Item-wise.
From Display click on MIS Report then click on PROFITABILIY REPORT < Item
wise < All Item then click ok.

SALES ANALYSIS
Sales analysis report displays the details of all the sales and sales return transactions.
From this report you can view the details of item sold to one party, Group of party,
One Item,
Group of items.

PURCHASE ANALYSIS
Purchase analysis report displays the details of all the purchase and purchase return
transactions. From this report you can view the details of item purchase from one
party, Group of party, one Item, Group of item.

Data Freezing
Data Freezing refers to freezing of data on a specific date so that no modifications can
be made in the records entered before the specified date. Once the data is frozen on a
particular date then you cannot add, modify, or delete a master/voucher before that
date. Data freezing is helpful when you have checked the accuracy of your records
and do not want to make any modifications in the existing records. To freeze the data,
BUSY provides you with the option of Data Freezing in the Utilities menu.
From Administration > Utilities < Data Freezing
On selecting the Data Freezing option, a Data Freezing message box appears. In the
message box there are two options. The options are:
Full - Select this option if you want to freeze the full data.
Partial - Select this option if you want to freeze the data partially or for selected
voucher types and series.
If data is already frozen then you can unfreeze the data by entering 'N' in the Freeze
Data field. In the Data Freezing window a note always appear showing whether the
data is currently frozen or not.
To change financial year, click Administration > Change Financial Year menu. If you
are changing a financial year for the first time then on clicking Change Financial
Year option, only one option of New Financial Year From 01-06-2010 appears.
Then click ok to continue the process.
If you switch to any previous financial year and make changes then when you switch
back to the current financial year a Carry Forward message box appears asking for
your confirmation to carry forward the updated balances of the previous year

Backup Data
While using accounting software, security of data is as important as the accuracy of
data. It is necessary to ensure that the data remains secure to ensure smooth working
of organization. There can be circumstances in which the data may get corrupted. In
such a case, if there is a backup of the data then you can restore the data from the
backup and continue with your work without any hindrance.
It is recommended that you take regular backup of the data to avoid loss of data due
to unexpected problems like data corruption, virus attack, abnormal shutdown of the
PC, hard disk crash and so on.
You can take backup of data either on the hard disk or a removable disk. To take
backup for a company, the Company menu provides the Backup option.
Click the Backup Data option. On clicking the Backup Data option, a Select
Company for Backup window appears that lists down all the existing companies.
Select the company for which you want to take backup and click the Select button.
Next, an Authority Check window appears asking for a valid user name and
password for the company. Given here is a screenshot of the Authority Check
window

Restore Data
Data can get corrupted or lost due to various reasons such as virus attack, hard disk
crash and so on. In such a case, if you have taken backup of the data then data can be
restored using the backup copy. To restore the data for a company, the Company
menu provides the Restore option. You do not need to open the company for which
you want to restore the data. You need to start BUSY, click the Company menu,
and select the Restore option.
Click the Restore Data option. On clicking the Restore option, a Data
Restoration window appears asking from where you want to restore the data. You
can restore data either from hard disk or any other removable disc.