Professional Documents
Culture Documents
User Guidance
Version 2.0
01-12-2008
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Tables of Contents
Tables of Contents.............................................................................................................................2
Introduction.......................................................................................................................................3
How to use.........................................................................................................................................4
Logging Details ................................................................................................................................5
Navigate through the menu...............................................................................................................7
Reference...................................................................................................................................8
Asset Tracking.........................................................................................................................14
Purchasing...............................................................................................................................16
.................................................................................................................................................20
Transfers..................................................................................................................................23
Disposal...................................................................................................................................24
Miscellaneous Charges............................................................................................................25
Inquiry.....................................................................................................................................26
................................................................................................................................................26
Month End Process..................................................................................................................27
Reports....................................................................................................................................28
Conclusion.......................................................................................................................................28
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Introduction
This document is intended to guide users in the Fixed Asset Management System
Module of the Central Finance Company PLC. Current use of the system would
expedite the process and also provide customer satisfaction. Further it should ensure
uniformity of all users and thereby minimize errors. The language used is simple and
could be understood those with basic of English.
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How to use
This section is going to explain how to get the knowledge about common user
interface (UI) methods where used by the system. The following common UI controls
will explain how to use them.
1. Read only grid view
This kind of grid views can identify easily, the view has only the “Select”
command. Use can click on the Select command, and then system executes
next operation according to the selected row item.
2. Read and write grid view
When using this kind of grid view, user needs to be care of the following rules.
I. Using the “Edit” command, system allows user to change the provided
writable data fields. If user confirm entered data is correct user must
click on the “Update” command. If user not accepts with the changes
done, click on the “Cancel” command. Then the system re allocates
the previous value to the field.
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II. Using the “Delete” command, selected row will be deleted.
Logging Details
The system requests login information via the “System Login”. Refer the Figure 1.
Figure 1
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Figure 2
1. Select the appropriate User Group from the group list
2. Click on the “OK, Apply Settings” button
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Navigate through the menu
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Reference
Figure 4
Figure 5
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3. See the “Save” button is activated. Provide the item details to be
saved. (Item Name, Item Description). Then the system generates a Item
Number.
4. To modify an Item detail, click on the “Select” command in the items
list. Then the system will appear the item detail to the user input controls.
User can change the item details (Item Name, Item Description).
5. To update changed data, click on the “Save”.
6. Update data will be saved.
7. Click on the “Save” button.
Figure 6
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3. To update modified data, click on the “Save” button.
4. To clear and cancel current view, click on the “Cancel” button.
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1.3 VAT Recoverable Rate
Figure 7
1. To add new recoverable rate, Click on the “New” button. The system
allows user to enter rate details.
Ex: Effective date from, Effective date to, effective rate
2. To save new VAT recoverable rate, click on the “Save” button.
3. To cancel current activity, click on the “Cancel” button.
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1.4 Depreciation Rates
Figure 8
1. To add new depreciation rate, Click on the “….” Button to get the
appropriate ledger account from the ledger account list.
Figure 9
System allows user to enter other details of the entry. Ex: Effective Date,
Expire Date, Rate
2. Click on the “Add” button to add entered data into the list to be saved.
Then the list shows recently added data frequently.
3. To Save entered data, click on the “Save” button.
4. To View depreciation rate details, click on the “View” button.
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Figure 10
1.5 Assign Email
Figure 11
1. To add new email address of the branch in-charge, enter the email
details into the Email input field and click on the “Save” button.
2. To view the branch in-charge email details, Click on the “View”
button. The system displays current email address of the branch in-charge.
3. To change the email address of the branch in-charge, change the
current email add click on the “Save” button.
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Asset Tracking
Figure 12
Figure 13
1. To view registered asset details of the logged branch/division, click on
the “View” button. The system displays all the asset details into the asset
list
2. To get the asset details for a selected asset from the list, click on the
“Select” command. The system displays asset details of the selected
asset.
3. The system allows changing following details of an asset. Click on the
“Save” button to save changed data.
Ex: Manufac. Serial No, Warranty Expire Date, Owner etc.
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Purchasing
Figure 14
1.7 Purchase Order Entry
Figure 15
1. To add a new purchase order, click on the “New” button.
2. Input supplier from the list. See figure 16. User can navigate more
suppliers by clicking on the “Next” command. And also user can search a
particular supplier by providing ID or name.
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Figure 16
3. Input the PO date at the “PO Date”. User can select the date by
clicking on the button.
4. Click on the down arrow at the “Required date” and select the
appropriate option.
5. System gets the Branch and Division automatically into the “Branch”
and “Division”.
6. Input the PO remarks at the “PO Remarks”.
7. Click on the “Next” button, to go to the next part of the PO entry
called PO detail entry form. See figure 17.
Figure 17
8. Provide items to be purchased. To get item into the “Item”, click on the
button, then system displays all the registered items. User can select the
appropriate item from the list. See figure 18. And also user can search an item by
providing item name and get the item.
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Figure 18
9. Provide the price of the unit to be purchased at the “Unit Price” input
area.
10. Provide the quantity at the “Quantity” input area.
11. Select the applicable VAT percentage at the “VAT”. If not applicable
select the “None” option.
12. Select the option “Yes” or “No” of “1% BTT” if the BTT is applicable
for the selected item.
13. To add the selected item to the PO details, click on the “Add” button.
Then system frequently adds selected item detail into the grid view. And
the system calculates total amounts according to the added items.
14.System allows user to modify the added items details of the grid view.
15. To delete a selected item from list, click on the “Delete” command.
16. To modify the row data, click on the “Edit” command. Then user can
change the editable field of the row. After confirming entered data, click on
the “Update” command. If user not accepts the changed value, click on
the “Cancel” command.
17. To Save the completed purchase order, click on the “Save” button.
Then the new PO generated. System automatically generate the PO
reference number and displays it at the “PO No.”.
18. To clear or reset the entered data before save, click on the “Clear” button.
19. To print the generated PO, click on the “Print PO” button. See figure
19.
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Figure 19
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1.8 Goods Received Note
Figure 19
1. To add a new good receiving note, click on the “New” button.
2. Click on the drop down arrow at the “To Branch” to select the
destination Branch Code where goods to be issued. Then the branch
description show automatically.
3. Click on the drop down arrow at the “To Division” to select the
destination Division Code where goods to be issued. Then the division
description show automatically.
4. The system get the GRN officer code and officer name from the logging
details.
5. Provide the GRN origination date at the “GRN Origination Date”.
User can select the date by clicking on the button.
6. System gets the VAT recoverable rate from the General Ledger system
registered to the entered date.
7. Provide the PO details, user need to supply PO Number of which Order
details to be received.
8. Click on the Button next to the PO No., and screen will appear to sear
the appropriate PO details.
9.
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10. Payments
Figure
1.9 Payment Advice
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Transfers
Figure
1.11 Goods Issue Note
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Disposal
Figure
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Miscellaneous Charges
Figure
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Inquiry
Figure
1.20 Print PO
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Month End Process
Figure
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Reports
Figure
The FAMS System contains a wealthy set of reports. Those help users to get an idea on the
current situation in stocks, dealers, branches etc. The section below summarizes the each report in
the order as on the menu (Refer the Figure 24).
Conclusion
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