Condominium Management System

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Condominium Management System

2009

User’s Manual

Version 1.1.0

Prepared by: P.R.Sumathy Created On 12/02/09 FHAPL Technologies (P) Ltd., www.fhapl.com

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Preface

FHAPL Technologies (P) Ltd. in India funded this research project. The contents, views, and editorial quality of this report are the responsibility of the author(s) and FHAPL accepts no responsibility for them or any consequences arising from the reader's use of the information, materials, and techniques described herein.

Disclaimer

This guide is provided for general information purposes only. Any reliance or action taken based on the information provided is the responsibility of the user. Readers are advised to consult appropriate professional resources to determine what is suitable in their particular case. FHAPL assumes no responsibility for any consequences arising from use of the information provided in guide.

9.5. Exit...33 10. HR (Human Resource)...34 10.1. Master...35 10.1.1. Master...36 10.1.2. Department Details...37 10.1.3. Designation Details...37 10.1.4. Group Details...38 10.1.5. Basic Details...39 10.1.6. Allowance Details...39 10.1.7. Allowance Parameter...40 10.1.8. Allowance Formula...41 10.1.9. Deduction Details...42 10.1.10. Deduction Parameter...42 10.1.11. Deduction Formula...43 10.1.12. Staff Details...44 10.1.13. Leave Details...46

10.1.14. Leave Group Condition...47

10.1.15. Leave Condition...47

10.1.16. Holiday Details...48

10.2. Salary...49

10.2.1. Leave Application...50

10.2.2. Leave Authorization...51

10.2.3. Leave Sanction Status...52

10.2.4. Attendance Details...52

10.2.5. Pay Slip Details...53

10.2.6. Salary Slip...54

10.2.7. Attendance Report...55

10.3. Exit...55

11. Accounts...55

11.1. Master...56

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11.1.2. Ledger Details...58 11.1.3. Account Details...60 11.2. Ledger...61 11.2.1. Voucher Entry...62 11.2.2. Posting Ledger...63 11.2.3. Ledger Reports...64 11.3. Reports...65

11.3.1. Sub Head Details...66

11.3.2. Chart of Accounts...67

11.3.3. Day Book...68

11.3.4. Balance Sheet...69

11.3.5 .Profit and Loss...69

11.4. Mapping...70

11.4.1. Balance Sheet Mapping...70

...71

11.4.2. Profit and Loss Mapping...71

11.5. Exit...72

12. Inventory...72

12.1. Master...73

12.1.1. Tax Details...73

12.1.2. Product Details...74

12.1.3. Payment Duration Details ...75

12.1.4. Service Man Details...76

12.1.5. Supplier Details ...77 12.1.6. Customer Details ...78 12.1.7. Pending Details...79 12.2. Purchase...80 12.2.1. Purchase Order...81 12.2.2. Goods Received...83 12.2.3. Purchase Bill...85 12.2.4. Purchase Return...89 12.3. Sales...90 12.3.1. Delivery Challan...91 12.3.2. Sales Bill...92 12.3.3. Sales Return...96 12.4. Service...97

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1. Introduction

Congratulations on purchasing Condominium Management Systems (CMS) 2009. Included in this manual is everything you need to know to use CMS effectively. So, please take a moment to look through this manual before you get started with this software.

The manual is broken down into sections and they are easy to follow. The sections are:

• System Requirements • CMS 2009 Over View • Getting Started (Installation) • Common Features • Admin • Condo • HR (Human Resource) • Accounts • Inventory

Thank you for your decision to purchase CMS 2009. Wish you Successful & Happy Management

2. System Requirements

Your computer must have the following software and hardware requirements to install CMS.

Software Required:

• Microsoft Windows XP

• Microsoft Visual Studio 2005

• Microsoft SQL Server 2005

• Microsoft .Net Framework 2.0

Hardware Required:

• Intel Pentium 4 processor

• 500 GB RAM

• Printer

3. CMS 2009 over View

CMS is a Condominium Management System, which manages complete condominium administration activities and condominiums over all maintenance.

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Important Features Key Features

• It Keeps track of rent arrears so you can get on top of the problem before it gets out of hand.

• Records all your money transactions so you know exactly where the money is coming from and going to.

• Rent expiry notification keeps you one-step ahead.

• Tracks property repairs from the initial problem report, through to completion and payment.

• Performs a bank reconciliation to ensure full transaction data integrity.

General Features

• Easy to use

CMS Software easily manages building operations, financial operations, management operations and general administration operations.

• Password Protected

CMS software is password protected that prevents unauthorized users to access any crucial records.

• User Friendly Interface

Condominium Management Software provides attractive Graphical User Interface, so that user can easily understand business software features and functionality.

Advance Features

• Generate Reports

Generates various type of reports for total calculation of business accounting transaction thus allowing user to save time taken in manual searching of financial records.

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• Admin • Condo

• HR (Human Resource)

• Accounts • Inventory

4. Getting Started (Installation)

Once you have purchased CMS Software on a CD, insert disk into CD ROM drive and close the tray. Your computer recognizes the disk being inserted and will start up on install wizard that will walk you through the installation process. Simply click ‘Next’ and accept all default settings. When finished, continue the following instructions below. If auto play in not active in your computer and install wizard doesn’t appear, please find the file “setup.exe” on CD, (for example using windows explorer) double click on this file. Once you have installed CMS onto your computer, double click CMS icon to start software.

The main page is displayed as shown below,

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Please note that every main section has multiple modules that can be accessed by clicking on the corresponding name.

5. Common Features

The CMS screen uses the button and icons shown below.

1. Save Button

Click on the ‘Save’ button saves the entered and updates records.

2. Cancel Button

Click on the ‘Cancel’ button clears the entered fields.

3. Print Button

Click on the ‘Print’ button prints the selected record.

4. Add Button

Click on the ‘Add’ button adds the selected record.

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8. Exit Menu

Click on the ‘Exit’ menu also exits the current screen.

6. Logging in CMS

Opening CMS Software shortcut or Icon on the desktop accesses the User Login screen. The application will open and the User Login window will be displayed. The cursor is conveniently placed in the User Name field for quick data entry. Usernames are not case sensitive. Passwords are case sensitive and asterisk will display in place of the characters. To Login CMS Software the following steps are follows:

Step1. Click on the CMS software icon on the desktop. The User Login screen will display.

Step2. Enter a user name in the ‘User Name’ field.

Step3. Tab into the ‘Password’ field or click into it using the mouse. Step4. Enter password in ‘Password’ field.

Step5. Press <Enter> on the keyboard or click on the ‘Log in’ Button Step6. Click in ‘Exit’ button to closes login screen

CMS Login Screen

6.1. Valid user ID and Password

If a Valid User ID and Password is entered the following main page of CMS software will be displayed and the application is ready to use.

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The main page of CMS will be displayed as shown below,

CMS Main page

6.2. Invalid User ID

The following error message will be displayed in pop-up window, if an invalid user ID is entered.

Invalid User ID Screen

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Invalid Password Screen

6.4. Changing password

Change password window helps to change the existing user password. Passwords are case sensitive and asterisks will be display in the place of characters.

To Change the Password following steps should perform:

Step1. Click on the ‘Change Password’ Link in the Login screen. ‘Change Password’ windows form opens.

Step2. Enter a user name in the ‘User Name’ field.

Step3. Tab into the ‘New Password’ field or click into it using the mouse. Step4. Enter Password in ‘New Password’ field.

Step5. Tab into the ‘Confirm Password’ field or click into it using the mouse. Step6. Enter Password again in ‘Confirm Password’ field.

Step7. Click on ‘Save’ button to saves password

Step8. Click on ‘Cancel’ button to cancels the operation

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Change Password Screen

6.5. Logout CMS Software

To Logout CMS Software click on the ‘Exit’, image button.

Exit button

7. Navigating CMS

The Main page of CMS accomplishes accessing Condominium Management System. Depending upon the User Permission Level some Windows Form and Menu

navigations may not be available. Available Windows Form(s):

• Admin

Admin department manages Condominiums administration activities and Condominiums internal maintenance such as setting Users, User permission, setting Payment mode, maintaining Employees and Condominiums details etc. It

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company financial status for printing purpose. CMS generates accurate bills, which are sufficient for each type of transaction proof of company.

• Inventory

Inventory department is the best inventory management utility to manage

Company’s stock and accounting system with maximum profit and less overhead expenses. Simple business accounting and inventory management utility is used to record all details of sales and purchase of the product and tracks all the expenses or income of the Company.

8. Admin

Admin department manages Condominiums administration activities and Condominiums internal maintenance such as setting Users, User permission, setting Payment mode, maintaining Employees and Condominiums details etc. It protects the administration level access from unauthorized access.

! Only the users who have the ‘Admin’ access right can access the CMS interface

forms. Note that the users who do not have this right will not access CMS interfaces at all.

To access Admin form ‘Click’ on ‘Admin’ image. Admin form opens and allows navigating menu bar on top of Windows form.

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Admin Screen

Admin form includes the following Menu(s):

• Master • Backup • Exit

Admin Menu Bar

8.1. Master

Click on ‘Master’ menu opens the following windows forms.

• User Creation • User Permission

Admin Master Menu 8.1.1. User Creation

‘User Creation’ windows form maintains user records. The cursor is conveniently placed in the ‘User Name’ field for quick data entry.

To create new User the followings steps should be performed:

Step1. Go to ‘Master’ menu and select ‘User Creation’. User Creation windows form will be displayed

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User Creation Screen 8.1.2. User Permission

User Permission windows form maintains user permission level of CMS software. The cursor is conveniently placed in the ‘User Name’ field for quick data entry.

To create User Permission Level the followings steps should be performed:

Step1. Go to ‘Master’ menu and select ‘User Permission’. User Permission windows form will be displayed

Step2. Select the ‘User Name’ from combo box. The CMS Software fills-in available user names.

Step3. Click on check boxes to select module.

Step4. Check and Uncheck boxes or ‘select all’ box to select module from ‘forms’ window to set user permission level.

Step5. Click on ‘Save’ image button to save.

Step6. Click on ‘Cancel’ image button to clear entered field. Step7. Click on ‘Exit’ image button to closes window.

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User Permission Screen

8.2. Backup

CMS Software provides facility to take the backup of database and restore all data. Click on the Backup menu that opens the dialog box window and prompts user to select or create new folder to save backup of data.

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8.3. Exit

Click on ‘Exit” menu closes the Admin Screen.

9. Condo

Condo section maintains condominiums details, client details, client allocation, client payment details, service details, and assign employee to job.

Condo Screen

Admin form includes the following Menu(s):

• Master • Transaction

• Job

• Generate Service Calculation • Exit

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Condo Menu Bar

9.1. Master

• Condo Details • Block Details • Unit Type Details • Unit Details • Client Types • Payment Mode • Payment Settings • Payment Duration • Service Details • Service Index Details • Interest Rate

Condo Master Menu 9.1.1. Condo Details

Condo Details windows form maintains condo records such as condo name, address and contact details. The cursor is

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Step2. Enter mandatory fields ‘Condo Name’, ‘Address’, ‘City’, ‘State’, ‘Country’, ‘Pin code’, ‘Phone No.’, ‘Fax No.’, ‘E-mail Id’, ‘Web Site’, ‘Details’ and ‘Photo’.

Step3. Click on ‘Upload’ button to load photo from source. Step4. Click on ‘Save’ image button to save record.

Step5. Click on ‘Exit’ image button to closes window.

Condo Details Screen 9.1.2. Block Details

Block Details windows form maintains block records such as block name, details, No of floors and photo. The cursor is conveniently placed in the ‘Block Name’ field for quick data entry.

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Step1. Go to ‘Master’ menu and select ‘Block Details’. Block details windows form will be displayed

Step2. Enter mandatory fields ‘Block Name’, ‘Details’, ‘No of Floors’ and ‘Photo’. Step3. Click on ‘Upload’ button to load photo.

Step4. Click on ‘Save’ image button to save record.

Step5. Click on ‘Cancel’ image button to clear entered fields. Step6. Click on ‘Exit’ image button to closes window.

Block Details Screen 9.1.3. Unit Type Details

Unit Type Details windows form maintains Unit Type records such as Unit Type name and details. The cursor is conveniently placed in the ‘Unit Type Name’ field for quick data entry.

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Step5. Click on ‘Exit’ image button to closes window. Step6. Click on select icon to select data.

Step7. Click on delete icon to delete data.

Condo Unit Type Details Screen 9.1.4. Unit Details

Unit Details windows form maintains Unit records such as block name, Floor, Unit ID, Unit Type Name, details and Accounts Sub Head. The cursor is conveniently placed in the ‘Block Name’ field for quick data entry.

To create new Unit details the followings steps should be performed:

Step1. Go to ‘Master’ menu and select ‘Unit Details’. Unit details windows form will be displayed

Step2. Select the Block name from combo box. The CMS software fills-in available Block Names. Then available block details will be displayed in next window.

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Step4. Enter mandatory fields ‘Unit ID’ and ‘Details’.

Step5. Select Unit Type Name from combo box. The CMS software fills-in available Unit type Name.

Step6. Select Accounts Sub Head from combo box. The CMS software fills-in available Accounts Sub Head.

Step8. Click on ‘Cancel’ image button to clears entered fields.

Step9. Click on ‘Print’ image button to take printout of selected record. Step10. Click on select icon to select data.

Step12. Click on ‘View’ image button to view the existing records. Then One-sub screen to be opened that prompts the user to check either ‘Block wise’ or ‘Unit Type wise’ record to show.

Step13. Check any one check box is also prompts the user to check either ‘All’ or ‘Select’ radio button.

Step14. Check ‘All’ radio button and press ok to view all records.

Step15. Check radio button that prompts the user to select the available Block names and Unit Type Names.

Step16. Press ‘Esc’ key to closes the sub screen.

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Condo Unit Details Screen

Condo Unit Details sub Screen 9.1.5. Client Types

Client Types windows form maintains Client Types records. The cursor is conveniently placed in the ‘Client Type’ field for quick data entry.

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Step1. Go to ‘Master’ menu and select ‘Client Type’. Client Type windows form will be displayed

Step2. Enter mandatory field Client Type.

Step3. Click on ‘Save’ image button to save record.

Step4. Click on ‘Cancel’ image button to clears entered fields. Step5. Click on select icon to select data.

Condo Client Types Screen 9.1.6. Payment Mode

Payment Mode windows form maintains Client’s mode of payment such as cash, DD, Bank cheque, Online transfer, Credit and Debit Card. The cursor is conveniently placed in the ‘Payment Type’ field for quick data entry.

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Step5. Click on select icon to select data. Step6. Click on delete icon to delete data.

Condo Payment Mode Screen

9.1.7. Payment Settings

Payment Settings windows form maintains Client’s payment dates.

To create new Payment Settings the followings steps should be performed:

Step1. Go to ‘Master’ menu and select ‘Payment Setting’. Payment Settings windows form will be displayed

Step2. Click on radio button to select payment, client wise report, payment duration wise report and payment mode wise report.

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Condo Payment Settings Screen

9.1.8. Payment Duration

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Step4. Click on ‘Cancel’ image button to cancels selected fields. Step5. Click on ‘Exit’ image button to closes window.

Condo Payment Duration Screen 9.1.9. Service Details

Service Details windows form maintains allocating service to clients and payment for service. The cursor is conveniently placed in ‘Service Name’ field for quick data entry. To create new Service Details the followings steps should be performed:

Step1. Go to ‘Master’ menu and select ‘Service Details’. Service Details windows form will be displayed.

Step2. Select Service Name from combo box. The CMS software fills-in available Service Names.

Step3. Enter mandatory fields ‘Details’ and ‘Amount’. Click on month or year radio button for amount payment.

Step4. Select Type, Accounts Sub Head and Client Type from combo box. The CMS software fills-in available Types, Accounts Sub Head and Client Type.

Step5. Click on check box to select unit types and click add image button to add. Step6. Click on ‘Save’ image button to save.

Step7. Click on ‘Cancel’ image button to cancels entered fields.

Step8. Select the data to be deleted and Click on ‘Delete’ image button. Selected data will be removed.

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Condo Service Details Screen 9.1.10. Service Index Details

Service Index Details windows form maintains service index details of service name, index value, start no. last execution date and no of months.

To create new Service Index Details the followings steps should be performed: Step1. Go to ‘Master’ menu and select ‘Service Index Details’. Service Index Details windows form will be displayed

Step2. Select Service Index Details to be updated and update the data and click on ‘Save’ image button to save. The CMS software shows available service index details.

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Condo Service Index Details Screen 9.1.11. Interest Rate

Interest Rate windows form maintains Interest Rate details for payment. To create new Interest Rate the followings steps should be performed:

Step1. Go to ‘Master’ menu and select ‘Interest Rate’. Interest Rate windows form will be displayed

Step2. Interest Rate details screen is clicked on ‘same’ check box by default. Step3. Enter mandatory field ‘Interest Rate’.

Step5. Click on the ‘Duration’ check box will be opened the No of Days and Interest Rate to enter and ‘Add’ image button.

Step6. Enter required details No of Days and Interest Rate. Click on ‘Save’ image to save.

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Step8. Press ‘Esc’ key to clear.

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Condo Interest Rate Details Screen

9.2. Transaction

Click on ‘Transaction’ menu opens the following windows forms.

• Create Client A/c • Close Client A/c

• Unfixed Service Details Monthly Reading • Advance Received From Client

• Amount Received Form Client • Amount Due Reports

Condo Transaction Menu

9.2.1. Create Client A/c

‘Create Client A/c’ windows form manages unit assign to client. The cursor is conveniently placed in ‘Block Name’ field for quick data entry.

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To assign new client to unit the following steps should be performed,

Step1. Select the Block Name from combo box. The CMS software fills-in available block names.

Step2. Click on the select icon redirects to the new Client assign screen. Step3. Click on ‘Exit’ image button to closes the window.

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Condo Create Client A/c Screen 9.2.2. Close Client A/c

9.2.3. Unfixed Service Details Monthly Reading 9.2.4. Advance Received From Client

9.2.5. Amount Received Form Client 9.2.6. Amount Due Reports

9.3. Job

9.4. Generate Service Calculation

9.5. Exit

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10. HR (Human Resource)

Human Resources Department manages all condominiums employees, employee recruitment, employee salary, employee allocation, and employee attendances.

! Only the users who have the ‘HR’ access right can access the CMS interface forms.

Note that the users who do not have this right will not access CMS interfaces at all.

To access HR form ‘Click’ on ‘HR’ image. HR form opens and allows navigating menu bar on top of Windows form.

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HR Menu Bar

10.1. Master

• Master • Department Details • Designation Details • Group Details • Basic Details • Allowance Details • Allowance Parameter • Allowance Formula • Deduction Details • Deduction Parameter • Deduction Formula • Staff Details • Leave Details

• Leave Group Condition • Leave Condition

• Holiday Details

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10.1.1. Master

‘Master’ windows form maintains Client records such as Blood Group Details, Category, Community, Nationality, Country, State and Religion . The cursor is conveniently placed in the ‘Blood Group Details’ field for quick data entry.

To Create new Master Record the followings steps should be performed,

Step1. Enter mandatory field Blood Group Details and Click on ‘Save’ image button to save record.

Step2. Click on Category Tab and Enter mandatory filed ‘Category Name’ and Click on ‘Save’ image button to save record.

Step3. Click on Community Tab and Enter mandatory filed ‘Community Name’ and Click on ‘Save’ image button to save record.

Step4. Click on Nationality Tab and enter mandatory filed ‘Nationality’ and Click on ‘Save’ image button to save record.

Step5. Click on Country Tab and Enter mandatory filed ‘Country’ and Click on ‘Save’ image button to save record.

Step6. Click on State Tab and Enter mandatory filed ‘State’, select country name form combo box and Click on ‘Save’ image button to save record.

Step7. Click on Religion Tab and enter mandatory filed ‘Religion’ and Click on ‘Save’ image button to save record.

Step8. Click on ‘Print’ image button to take printout.

Step9. Click on ‘Cancel’ image button to cancelsthe operation. Step10. Click on ‘Exit” image button to closes the window.

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HR Master Screen 10.1.2. Department Details

‘Department Details’ windows form maintains all department under condo. The cursor is conveniently placed in the ‘Department Name’ field for quick data entry.

To Create new Department Details Record the followings steps should be performed, Step1. Enter mandatory fields Department Name and Department Code.

Step2. Click on ‘Save’ image button to save record. Then, message box will be opened with message ‘Record Saved’.

Step4. Click on ‘Cancel’ image button to cancels the operation. Step5. Click on delete icon to remove the selected record. Step6. Click on ‘Exit” image button to closes the window.

HR Department Details Screen 10.1.3. Designation Details

‘Designation Details’ windows form maintains all staff designation details. The cursor is conveniently placed in the ‘Designation Name’ field for quick data entry.

To Create new Designation Details Record the followings steps should be performed, Step1. Enter mandatory fields Designation Name, Designation Code and Approximate One day Salary.

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Step5. Click on delete icon to remove the selected record. Step6. Click on ‘Exit” image button to closes the window.

HR Designation Details Screen 10.1.4. Group Details

‘Group Details’ windows form maintains all staff Group details. The cursor is conveniently placed in the ‘Group Name’ field for quick data entry.

To Create new Group Details Record the followings steps should be performed, Step1. Enter mandatory fields Group Name.

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10.1.5. Basic Details

‘Basic Details’ windows form maintains all staff Basic salary details. The cursor is conveniently placed in the ‘Group Name’ field for quick data entry.

To Create new Basic Details Record the followings steps should be performed,

Step1. Select Group Name from combo box. The CMS software fills-in available Group names. ‘Add New’ group name will be opened the Group details screen.

Step2. Enter mandatory field ‘Basic Amount’.

HR Basic Details Screen 10.1.6. Allowance Details

‘Allowance Details’ windows form maintains all staff salary Allowance details. The cursor is conveniently placed in the ‘Allowance Name’ field for quick data entry. To Create new Allowance Details Record the followings steps should be performed, Step1. Enter mandatory field ‘Allowance Amount’.

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Step5. Click on delete icon to remove the selected record. Step6. Click on ‘Exit” image button to closes the window.

HR Allowance Details Screen 10.1.7. Allowance Parameter

‘Allowance Parameter’ windows form maintains all staff salary allowance parameter details. The cursor is conveniently placed in the ‘Group Name’ field for quick data entry. To Create new Allowance Parameter Details Record the followings steps should be performed,

Step2. Select Allowance Name from combo box. The CMS software fills-in available Allowance names. ‘Add New’ group name will be opened the Allowance details screen. Step3. Enter mandatory fields Min value and Max value.

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HR Allowance Parameter Screen 10.1.8. Allowance Formula

‘Allowance Formula’ windows form maintains all staff salary allowance Formula details. The cursor is conveniently placed in the ‘Group Name’ field for quick data entry. To Create new Allowance Formula Details Record the followings steps should be

performed,

Step2. Select Allowance Name from combo box. The CMS software fills-in available Allowance names. ‘Add New’ group name will be opened the Allowance details screen. Step3. Enter mandatory field ‘Basic Percentage’.

Step5. Select Allowance Name from combo box. The CMS software fills-in available Allowance names. ‘Add New’ group name will be opened the Allowance details screen. Step6. Click on any one ‘Percentage’ or ‘Value’ radio button, enter corresponding data and Click on ‘Add’ image button to add the record.

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HR Allowance Formula Screen 10.1.9. Deduction Details

‘Deduction Details’ windows form maintains all staff salary Deduction details. The cursor is conveniently placed in the ‘Deduction Name’ field for quick data entry. To Create new Deduction Details Record the followings steps should be performed, Step1. Enter mandatory field ‘Deduction Amount’.

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To Create new Deduction Parameter Details Record the followings steps should be performed,

Step2. Select Deduction Name from combo box. The CMS software fills-in available Deduction names. ‘Add New’ group name will be opened the Deduction details screen. Step3. Enter mandatory fields Min value and Max value.

HR Deduction Parameter Screen 10.1.11. Deduction Formula

‘Deduction Formula’ windows form maintains all staff salary Deduction Formula details. The cursor is conveniently placed in the ‘Group Name’ field for quick data entry.

To Create new Deduction Formula Details Record the followings steps should be performed,

Step2. Select Deduction Name from combo box. The CMS software fills-in available Deduction names. ‘Add New’ group name will be opened the Deduction details screen.

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Step3. Enter mandatory field ‘Basic Percentage’.

Step5. Select Deduction Name from combo box. The CMS software fills-in available Deduction names. ‘Add New’ group name will be opened the Deduction details screen. Step6. Click on any one ‘Percentage’ or ‘Value’ radio button, enter corresponding data and Click on ‘Add’ image button to add the record.

HR Deduction Formula Screen 10.1.12. Staff Details

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Step4. Select Department Name, Designation, and Group Name from combo box. The CMS software fills-in available data.

Step5. Enter mandatory fields Date of Birth, Date of Join, Date of Relieve, Address and City.

Step6. Select Country from combo box. The CMS software fills-in available Country names.

Step7. Enter mandatory fields Pin Code, Phone No, Mobile No and E-mail ID.

Step8. Select Blood Group from combo box. The CMS software fills-in available Blood Group names.

Step9. Enter mandatory field Remarks.

Step10. Click on ‘Browse’ button to upload photo.

Step11. Select Accounts Sub Head from combo box. The CMS software fills-in available Accounts Sub Head names.

Step13. Click on ‘View’ image button to view the saved records. Step14. Click on ‘Cancel’ image button to cancels the operation. Step15. Click on delete icon to remove the selected record. Step16. Click on ‘Exit” image button to closes the window.

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HR Staff Details Screen 10.1.13. Leave Details

‘Leave Details’ windows form maintains all staff Leave details. The cursor is conveniently placed in the ‘Leave Name’ field for quick data entry.

To Create new Leave Details Record the followings steps should be performed, Step1. Enter mandatory field ‘Leave Name’.

Step4. Click on ‘Cancel’ image button to cancels the operation. Step5. Click on delete icon to remove the selected record.

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HR Leave Details Screen 10.1.14. Leave Group Condition

‘Leave Group Condition’ windows form maintains all staff Leave Group Condition details. The cursor is conveniently placed in the ‘Leave Name’ field for quick data entry. To Create new Leave Group Condition Record the followings steps should be performed, Step1. . Select Leave Name from combo box. The CMS software fills-in available Leave Names.

Step2. Click on Group check box or select all. Step3. Enter mandatory field ‘No of Days/Year’.

10.1.15. Leave Condition

‘Leave Condition’ windows form maintains all staff Leave Condition details. The cursor is conveniently placed in the ‘Permission’ field for quick data entry.

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Step1. Enter mandatory fields ‘Permission’, ‘Late’, ‘No of Days’, ‘Over Time’ and ‘%in one day salary’.

HR Leave Condition Screen 10.1.16. Holiday Details

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Step5. Enter mandatory field ‘Leave Name’ to add extra leave days.

Step6. Select ‘From Date’ and ‘To Date’ from calendar which fills- in Days field. Step7. Click on ‘Add’ image button to add extra leave days per year.

Step9. Click on ‘Cancel’ image button to cancel the operation. Step10. Click on delete icon to remove the selected record. Step11. Click on ‘Exit” image button to closes the window.

HR Holiday Details Screen

10.2. Salary

Click on ‘Salary’ menu opens the following windows forms.

• Leave Application • Leave Authorization • Leave Sanction Status

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• Attendance Details • Pay Slip Details • Salary Slip

• Attendance Report

HR Salary Menu 10.2.1. Leave Application

‘Leave Application’ windows form maintains all staff Leave Application details. The cursor is conveniently placed in the ‘Department’ field for quick data entry.

To Create new Leave Application the followings steps should be performed,

Step1. Select Department, Employee Name, Designation Name, From Date and To Date from Combo box which fills the No of Days, Available Leave and Balance Leave. Step2. Enter mandatory filed Reason.

Step4. Click on ‘Cancel’ image button to cancels the operation. Step5. Click on delete icon to remove the selected record.

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HR Leave Application Screen 10.2.2. Leave Authorization

‘Leave Authorization’ windows form displays condo staff leave application details and status.

To Create new Leave Authorization the followings steps should be performed, Step1. Click on the Approve or Reject.

Step3. Click on ‘Cancel’ image button to cancels the operation. Step4. Click on ‘Exit” image button to closes the window.

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HR Leave Authorization Screen 10.2.3. Leave Sanction Status

‘Leave Sanction Status’ windows form displays the all leave sanction details.

10.2.4. Attendance Details

‘Attendance Details’ windows form displays condo staff Attendance details and status. To Create new Attendance Details the followings steps should be performed,

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HR Attendance Details Screen 10.2.5. Pay Slip Details

‘Pay Slip Details’ windows form displays condo staff Pay Slip details. To Create new Pay Slip Details the followings steps should be performed, Step1. Select Month and Date form Calendar.

Step2. Click on Pay Slip check box and Click on ‘View’ image button to see pay slip. Step3. Click on ‘Cancel’ image button to cancels the operation.

Step4. Click on ‘Exit” image button to closes the window.

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HR Sample Pay Slip 10.2.6. Salary Slip

‘Salary Slip’ windows form displays condo staff Salary Slip details. To Create new Pay Slip Details the followings steps should be performed, Step1. Select Month and Year form Calendar.

Step2. Click on ‘View’ image button to see Salary slip.

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10.2.7. Attendance Report

‘Attendance Report’ windows form displays condo staff Attendance Report. To Create new Attendance Report the followings steps should be performed,

Step1. Select Department form combo box. The CMS software fills-in available data. Step2. Select From Date and To Date form Calendar.

Step4. Click on ‘Cancel’ image button to cancels the operation. Step5. Click on ‘Exit” image button to closes the window.

HR Attendance Report Screen

10.3. Exit

Click on ‘Exit” menu closess the HR (Human Resources) Screen.

11. Accounts

Accounts Department manages business accounting records in easiest and

accurate way. CMS can generate several types of bookkeeping report on your company financial status for printing purpose. CMS generates accurate bills, which are sufficient for each type of transaction proof of company.

! Only the users who have the 'Accounts’ access right can access the accounts management interface windows forms. Note that the users who do not have this right will not access accounts management interfaces at all.

To Access Accounts form ‘Click’ on ‘Accounts’ button or link. Accounts windows form opens and allows navigating menu bar on top of Windows form.

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Accounts Management Form

Accounts Management form includes the following Menu(s):

• Master • Ledger • Mapping • Reports • Exit

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• Account Details

Accounts Master Menu 11.1.1. Account Sub Head

Accounts Sub Head module deals with various transactions of Accounts like Purchase Accounts, Sales Accounts and Return Accounts.

To create new Accounts Sub Head the followings steps should be performed:

Step1. Go to ‘Master’ menu and select ‘Accounts Sub Head’. The Accounts Sub Head windows form opens

Step2. Enter mandatory field ‘Accounts Sub Head Name’

Step3. Select ‘Sub Head Of’ from combo box. The CMS software fills-in available sub head of.

Step4. Enter mandatory fields ‘Start No’ and ‘End No’ Step5. Click on ‘Save’ image button to save

Step6. Click on ‘Cancel’ image button to cancel the operation

Step7. Click on ‘Print’ image button to view Sub Head Details report Step8. Click on ‘Exit’ image button to closes the window.

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To create new Ledger Details the followings steps should be performed:

Step1. Go to ‘Master’ menu and select ‘Ledger Details’. The Ledger Details windows form opens

Step2. Enter mandatory field ‘Ledger Name’

Step3. Select ‘Sub Head Of’ from combo box. The CMS Software fills-in available sub head of.

Step4. Enter mandatory fields ‘Opening Balance’ Step5. Click on ‘Save’ image button to save

Step6. Click on ‘Cancel’ image button to cancels the operation Step7. Click on ‘Print’ image button to view Ledger Details report Step8. Click on ‘Exit’ image button to closes the window.

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Accounts Ledger Details Screen

Ledger Details Report 11.1.3. Account Details

Accounts Details module manages each account detail belongs to which ledger. To create new Account Details the followings steps should be performed:

Step1. Go to ‘Master’ menu and select ‘Account Details’. The Account Details windows form opens

Step2. Select ‘Cash Purchase’, ‘Credit Purchase’ etc. from combo box. The CMS Software fills-in available details.

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Account Details Screen

11.2. Ledger

‘Ledger’ menu allows following windows form navigations

• Voucher Entry • Posting Ledger • Ledger Reports

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11.2.1. Voucher Entry

Voucher Entry module manages credit and debit account details.

To create new Voucher Entry the followings steps should be performed:

Step1. Go to ‘Ledger’ menu and select ‘Voucher Entry’. The Voucher Entry windows form opens.

Step2. Select ‘Date’ from combo box. The CMS Software fills-in current date. Step3. Click on ‘Amount Received ’ or ‘Amount Paid ’ radio button.

Amount Received

Step2.1. Select ‘Account Name’ from combo box. The CMS Software fills-in available Account Names. Then one box is opened with credit, debit and Balance details for selected Account Name.

Step2.2. Enter mandatory fields ‘Account Details’ and ‘Debit Amount’. Step2.3. Click on ‘Save’ image button to save.

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Step2.3. Click on ‘Save’ image button to save.

Step2.4. Click on ‘Exit’ image button to closes the window.

Accounts Voucher Entry –Amount Paid Screen 11.2.2. Posting Ledger

Posting Ledger module maintains general ledger details.

To create new Posting Ledger the followings steps should be performed:

Step1. Go to ‘Ledger’ menu and select ‘Posting Ledger’. The Posting Ledger windows form opens

Step2. Click on the status Check box and click on ‘Save’ image button to post the ledger details.

Step3. Click on delete icon redirects the user to ‘Voucher Entry Screen’ to delete. Step4. Click on ‘Cancel’ image button to cancels the operation.

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Accounts Posting General Ledger Screen 11.2.3. Ledger Reports

Ledger Reports module creates ‘Report’ for Ledger Name.

To create new Ledger Reports the followings steps should be performed:

Step1. Go to ‘Master’ menu and select ‘Ledger Reports’. The Ledger Reports windows form opens

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Accounts Ledger View Screen

11.3. Reports

‘Reports’ menu allows following windows form navigations

• Sub Head Details • Chart of Accounts • Day Book

• Balance Sheet • Profit and Loss

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Accounts Reports Menu 11.3.1. Sub Head Details

Sub Head Details module creates ‘Sub Head Details’ report.

To create Sub Head Details report the following steps should be performed: Step1. Go to ‘Reports’ menu and select ‘Sub Head Details’. The Sub Head Details window form opens

Step2. Select ‘Sub Head Name’ from combo box. The CMS Software fills-in available Sub Head Names

Step3. Click on ‘Print’ image button to create report Step4. Click on ‘Exit’ image button to exit

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Sample Sub Head Details Report 11.3.2. Chart of Accounts

Chart of Accounts module handles credit and debit details of accounts. To view Chart of Accounts the following steps should be performed:

Step1. Go to ‘Reports’ menu and select ‘Chart of Accounts’. The Chart of Accounts window form opens

Step2 Click on ‘Print’ image button to create report Step3. Click on ‘Exit’ image button to exit

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Accounts Chart of Accounts Screen 11.3.3. Day Book

Day Book module creates each day report.

To create Day Book Report the following steps should be performed:

Step1. Go to Go to ‘Reports’ menu and select ‘Day Book’. The Day Book window form opens

Step2. Select ‘Date’ from combo box. The CMS Software fills-in current date Step3 Click on ‘View’ image button to create report

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Accounts Day Book Screen 11.3.4. Balance Sheet

Balance Sheet module creates each day Balance Sheet report.

To create Balance Sheet Report the following steps should be performed:

Step1. Go to Go to ‘Reports’ menu and select ‘Balance Sheet’. The Balance Sheet window form opens

Step4. Click on ‘Exit’ image button to exit

Accounts Balance Sheet Report Screen 11.3.5 .Profit and Loss

Profit and Loss module creates ‘Profit and Loss Report’.

To create Profit and Loss Report the following steps should be performed:

Step1. Go to ‘Reports’ menu and select ‘Profit and Loss’. The Profit and Loss window form opens

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Accounts Profit and Loss Screen

11.4. Mapping

‘Mapping’ menu allows following windows form navigations

• Balance Sheet Mapping • Profit and Loss Mapping

Accounts Mapping Menu 11.4.1. Balance Sheet Mapping

Balance Sheet Mapping module compares company’s Assets and Liability.

To create new Balance Sheet Mapping the followings steps should be performed: Step1. Go to ‘Mapping’ menu and select ‘Balance Sheet Mapping’. The Balance Sheet Mapping windows form will be displayed

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Accounts Balance Sheet Mapping Screen

11.4.2. Profit and Loss Mapping

Profit and Loss Mapping module compares company’s Expenses and Income. To create new Profit and Loss Mapping the followings steps should be performed: Step1. Go to ‘Mapping’ menu and select ‘Profit and Loss Mapping ’. The Profit and Loss mapping windows form will be displayed

Step2. . Select ‘Accounts Sub Head’, ‘Position’ from combo box. The CMSSoftware fills-in available details

Step3. Click on ‘Save’ image button to save and update

Step4. Click on ‘Exit’ image button to closes Balance Sheet Mapping form

Step5. Select Balance Sheet Mapping Details to remove and click on ‘Delete’ icon to delete

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11.5. Exit

Click on the ‘Exit’ menu closess the Accounts Screen.

12. Inventory

Inventory Department is the best inventory management utility to manage Company’s stock and accounting system with maximum profit and less overhead expenses. Simple business accounting and inventory management utility is used to record all details of sales and purchase of the product and simply tracks all the expenses or income of the company.

! Only the users who have the 'Inventory’ access right can access the inventory

management interface windows forms. Note that the users who do not have this right will not access inventory management interfaces at all.

To Access Inventory form ‘Click’ on ‘Inventory’ button or link. Inventory windows form opens and allows navigating menu bar on top of Windows form.

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• Master • Purchase • Sales • Service • Reports • Exit

Inventory Menu Bar

12.1. Master

‘Master’ menu allows following windows form navigations

• Tax Details

• Product Details

• Payment Duration Details

• Service Man Details

• Supplier Details

• Customer Details

• Pending Details

Inventory Master Menu 12.1.1. Tax Details

Tax Details windows form handles company’s tax related records such as Tax Name and Percentage. The cursor is conveniently placed in the ‘Tax Name’ field for quick data entry.

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Step1. Go to ‘Master’ menu and select ‘Tax Details’. Tax Details windows form will be displayed

Step2. Enter mandatory fields ‘Tax Name’ and ‘Tax Percentage’

Step3. Select ‘Accounts Sub Head’ form combo box. . The CMS Software fills-in available Accounts sub heads

Step4. Click on ‘Save’ image button to save

Step5. Select Tax Details to modify and change the details and Click on ‘Save’ image button to update

Step6. Click on ‘Cancel’ image button to cancels the operation Step7. Click on ‘Exit’ image button to closes the Tax details form Step8. Click on ‘Print’ image button to view Tax details report

Step9. Select Tax Details to remove and click on ‘Delete’ icon to delete

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Step2. Enter mandatory fields ‘Product No’, ‘Product Name’, ‘Basic Unit Price’, ‘Excise Duty’, ‘Cess’, ‘Purchase Price’, ‘Sale Price’, ‘Opening Stock’ and ‘Min Level’

Step3. Select ‘Tax Name’ form combo box. The CMS Software fills-in available tax names

Step5. Select Product Details to modify and change the details and Click on ‘Save’ image button to update

Step6. Click on ‘Cancel’ image button to cancels the operation

Step7. Click on ‘Exit’ image button to closes the Product details form Step8. Click on ‘Print’ image button to view Product details report

Step9. Select Product Details to remove and click on ‘Delete’ icon to delete

Inventory Product Details Screen 12.1.3. Payment Duration Details

Payment Duration Details windows form maintains Payment time limit for Customer. The cursor is conveniently placed in the ‘Payment Duration’ field for quick data entry. To create new Payment Duration Details the followings steps should be performed: Step1. Go to ‘Master’ menu and select ‘Payment Duration Details’. The Payment duration details windows form will be displayed

Step2. Enter mandatory field ‘Payment Duration’ Step3. Click on ‘Save’ image button to save

Step4. Select Payment Duration Details to modify and change the details and Click on ‘Save’ image button to update

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Step5. Click on ‘Cancel’ image button to cancel the operation

Step6. Click on ‘Exit’ image button to closes the Payment Duration details form Step7. Click on ‘Print’ image button to view Payment Duration details report

Step8. Select Payment Duration Details to remove and click on ‘Delete’ icon to delete

Inventory Payment duration details Screen

12.1.4. Service Man Details

Service Man Details windows form maintains company’s Service Men details. The cursor is conveniently placed in the ‘Service Man Name’ field for quick data entry.

To create new Service Man Details the followings steps should be performed:

Step1. Go to ‘Master’ menu and select ‘Service Man Details’. The Service Man details windows form will be displayed

Step2. Enter mandatory field ‘Service Man Name’ Step3. Click on ‘Save’ image button to save

Step4. Select Service Man Details to modify and change the details and Click on ‘Save’ image button to update

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Inventory Service Man Details Screen

12.1.5. Supplier Details

Supplier Details windows form maintains Supplier details like Name, Address, Phone no etc, and Opening Balance. The cursor is conveniently placed in the ‘Supplier Name’ field for quick data entry.

To create new Supplier Details the followings steps should be performed:

Step1. Go to ‘Master’ menu and select ‘Supplier Details’. The Supplier details windows form will be displayed

Step2. Enter mandatory fields ‘Supplier Name’, ‘Address’, ‘City’, ‘Pin Code’, ‘State’, Tin No’, ‘Cst No’, ‘Phone No’, ‘Fax No’, ‘Contact Person’, Email Id’, ‘Status’, ‘Remarks’, and ‘Opening Balance’

Step3. Select ‘Accounts Sub head’ from combo box. The CMSSoftware fills-in available accounts sub heads

Step5. Select Supplier Details to modify and change the details and Click on ‘Save’ image button to update

Step6. Click on ‘Cancel’ image button to cancels the operation

Step7. Click on ‘Exit’ image button to closes the Supplier details form Step8. Click on ‘Print’ image button to view Supplier details report

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Inventory Supplier Details Screen 12.1.6. Customer Details

Customer Details windows form maintains Customer Details like Name, Address, Phone no etc and Balance amount. The cursor is conveniently placed in the ‘Customer Name’ field for quick data entry.

To create new Customer Details the followings steps should be performed:

Step1. Go to ‘Master’ menu and select ‘Customer Details’. Customer Details windows form will be displayed

Step2. Enter mandatory fields ‘Customer Name’, ‘Address’, ‘City’, ‘Pin Code’, ‘State’, Tin No’, ‘Cst No’, ‘Phone No’, ‘Fax No’, ‘Contact Person’, Email Id’, ‘Status’,

‘Remarks’, and ‘Opening Balance’

Step3. Select ‘Accounts Sub head’ from combo box. The CMS Software fills-in available accounts sub heads

Step5. Select Customer Details to modify and change the details and Click on ‘Save’ image button to update

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Inventory Customer Details Screen

12.1.7. Pending Details

Pending Details form displays available stock details like Purchase Order Pending Details, Sales Order Pending, Customer Payment Pending and supplier Payment Pending. To view Pending Details the followings steps should be performed:

Step1.Go to ‘Master’ menu and select ‘Pending Details’. Pending details windows form will be displayed with all available stock details

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Inventory Pending Details Windows Screen

12.2. Purchase

‘Master’ menu allows following windows form navigations

• Purchase Order • Goods Received • Purchase Bill •

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12.2.1. Purchase Order

Purchase Order windows form manages purchase orders, which can be direct or automated.

To create new Purchase Order the followings steps should be performed:

Step1. Go to ‘Purchase’ menu and select ‘Purchase Order’. Purchase Order windows form will be displayed

Step2. Click on radio button either Direct (or) Automated. By default CMS Software clicked on ‘Direct’ radio button

Radio Buttons

Direct Radio Button

Manually fills-in the Product No and Product Name

Step2.1. Select ‘Supplier Name’ from combo box. The CMS software fills-in available ‘Address’

Step2.2. Enter mandatory fields ‘Product No’ and ‘Product Name’. The Pop Up Window shows all available products

• Automated Radio Button

Automated means software fills-in the low order available stock Product No and Product Name

Step2.1. Select ‘Supplier Name’ from combo box. The CMS software fills-in available ‘Address’, ‘Product No’ and ‘Product Name’

Step3. Select ‘Purchase Date’ from combo box. The CMS software fills-in available current date

Step4. Enter mandatory fields ‘Quantity’ and ‘Notes’ Step5. Click on ‘Add’ image button to add entered details

Step6. Click on ‘Save’ image button to save which prompt user to take print out. Click on ‘Yes’ button to view Purchase Order Details report

Step7. To modify Purchase Order details click on ‘Edit’ image button and Enter valid ‘Purchase Order No’ click on ‘Save’ image button to update

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Step9. Click on ‘Exit’ image button to closes Purchase Order form

Step10. Select Purchase Order Details to remove and click on ‘Delete’ icon to delete

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Sample Purchase Order Details Report 12.2.2. Goods Received

Goods Received windows form manages Purchase Orders received, which can be direct or automated.

To enter Goods Received details the followings steps should be performed:

Step 1.Go to ‘Purchase’ menu and select ‘Goods Received’. Goods Received windows form will be displayed

Step 2.Click on radio button either Direct (or) Purchase Order. By default CMS Software clicked on ‘Direct’ radio button

Radio Buttons

Direct Radio Button

Manually fills-in the Product No and Product Name

Step 2.1.Select ‘Supplier Name’ from combo box software fills-in ‘Address’

Step 2.2.Select ‘Goods Received Date’ from combo box. The CMS Software fills-in available current date

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Step 2.4.Enter mandatory field ‘Product No’ and press tab or mouse click on ‘Product Name’ filed. The Pop-Up Window shows all available products

Step 2.5.Select ‘Product’ from pop-up window, which fills-in Product No and Product Name

Step 2.6.Enter mandatory field ‘Quantity’

Step 2.7.Click on ‘Save’ image button to save which prompt user to take print out. Click on ‘Yes’ button to view Goods Received Details report

Step 2.8.To modify Goods Received details click on ‘Edit’ image button and Enter valid ‘Goods Received No’ click on ‘Save’ image button to update

Step 2.9.Click on ‘Cancel’ image button to cancels the operation Step 2.10.Click on ‘Exit’ image button to closes Goods Received form

Step 2.11.Select Goods Received Details to remove and click on ‘Delete’ icon to delete

• Purchase Order Radio Button

Purchase order means software fills in ordered Purchase Order No

Step2.1. Select ‘Product No’ from combo box software fills-in available ‘Supplier Name’, ‘Address’, ‘Goods Received Date’ and ‘Purchase Order Date’. Displays all ‘Purchase Order’ details

Step2.2. Enter ‘Received Quantity’ field

Step2.3. Click on ‘Save’ image button to save which prompt user to take print out. Click on ‘Yes’ button to view Goods Received Details report

Step2.4. To modify Purchase Order details click on ‘Edit’ image button and Enter valid ‘Goods Received No’ click on ‘Save’ image button to update

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Inventory Goods Received Screen

Sample Goods Received Details Report

12.2.3. Purchase Bill

Purchase Bill form manages all type of purchase bills

To create new Purchase Bill the followings steps should be performed:

Step1. Go to ‘Purchase’ menu and select ‘Purchase Bill’. Purchase Bill windows form will be displayed

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Step3. Click on any radio button Direct Order, Purchase Order No or Goods Received No

Purchase Bill Radio Buttons Direct Order Radio Button

Step2.1. Select ‘Dealer Name’ from combo box, which fills-in ‘Address’. The CMS software fills-in available Dealer Names

Step2.2. Enter mandatory field ‘Voucher Bill No’

Step2.3. Select ‘Payment Duration’ from combo box. The CMS software fills-in available Payment Duration

Step2.4. Enter mandatory field ‘Product No’ and press tab or mouse click on ‘Product Name’ filed. The Pop-Up Window shows all available products

Step2.5. Select ‘Product’ from pop-up window, which fills-in available Product No, Product Name, Tax

Step2.6. Enter field ‘Price’ and ‘Quantity’ and press tab or mouse click on amount filed which fills-in ‘Amount’

Step2.7. Click on required ‘Discount’ check box

Step2.8. Click on ‘Add’ image button, which fills-in ‘Total Amount’, ‘Tax Amount’, and ‘Net Amount’ and Enter mandatory field ‘Transport Charges’

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Inventory Purchase Bill Screen (Direct Order) Purchase Order Radio Button

Step2.1. Select ‘Purchase Order No’ from combo box. The CMS software fills-in available Purchase Order No

Step2.2. Select ‘Dealer Name’ from combo box, which fills-in ‘Address’. The CMS software fills-in available Dealer Names

Step2.3. Enter required field ‘Voucher Bill No’

Step2.4. Select ‘Payment Duration’ from combo box. The CMS software fills-in available Payment Durations

Step2.5. Enter mandatory fields ‘Received Quantity’ and ‘Price’ and press tab or mouse click on Total filed which fills-in available ‘Total’, ‘Total Amount’, ‘Tax Amount’ and ‘Net Amount’ and Enter mandatory field ‘Transport Charges’

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Step2.7. Click on ‘Save’ image button to save which prompt user to take print out. Click on ‘Yes’ button to view Purchase Bill Details report

Step2.8. To modify Purchase Bill details click on ‘Edit’ image button and Enter valid ‘Purchase Bill No’ click on ‘Save’ image button to update

Step2.9 Click on ‘Cancel’ image button to cancels the operation Step2.10 Click on ‘Exit’ image button to closes Purchase Bill form

Condominium Management System