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USM 1.0 User's Guide

USM 1.0 - Account Manager

KP Singh

Founder & CEO

Macrodel Info Systems

<kpsingh@macrodel.com> http://www.unifiedsmemanager.com

http://www.macrodel.com

Product Manager

Deepak Jangir

Macrodel Info Systems

Abstract

This document describes how to use USM 1.0, the Unified SME Manager originally

Developed & Managed by Macrodel Info Systems.

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Table of Contents

Overview of Account Manager

Functional Features

Key Features

Dashboard

Study of monthly Sales, Purchase & Expense

Study of Profit / Loss

Study of Monthly business based on Lead Source

Product Inventoey Add Products Name.

List Product Inventory

Sales/ Service

List Sales/Service Transaction

Add Sales/Service Transaction

Add New Service

Add New Customer

Invoices

Generate Invoice

Generate Pro-forma Invoice

List Pro-forma Invoice

Invoice- Save as PDF / Print / Email directly to customer

Purchase Bill

List Purchase Transaction

Add Purchase Transaction

Add New Service

Add New Vendor

Company General Expenses

List Expenses

Add Expenses

Add New Payee

Employee Salary Management

List Salary

Credit Salary

Add Employee

Banking Logs &Borrowing

Banking Logs

List Borrowing

Add Borrowing

Account Audit+

My account Chart

My Reports

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USM-1.0 Account Manager

CA Validated SME Account Manager

Overview of Account Manager

Manage & Monitor your Enterprise Accounts Professionally & Smartly. USM-

Account manager has been developed for SMEs (Micro & Small Enterprises) who

do not have fund to hire accountants & then they are unable to manage their

accounts.

SMEs always are victim of accounts mismanagement. They are used to maintain

their accounts in excel sheet & results are very terrible & scattered.

USM- Account manager is boon for SMEs who can manage their accounts without

hiring any accountants & they can complete their accountancy to hand over to the

Chartered accountant (CA).

USM-Account Manager has been validated & recommended by several Chartered

accountants (CA). It is very competitive & cost effective.

USM-Account manager has following functional features-

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Functional Features-

Dashboard

Product Invenory

Sales/ Service Billing

Purchase Billing

Company General Expenses

Salary Management

Print Salary Slip

Generate Invoice

Generate Pro-forma Invoice

Banking & Borrowing

Company Profit/Loss

Key Features:

Simplify your accounts with CA validated SME Account Manager on Cloud

Compatible with all type of industry like- Service, Retail , Manufacturing,

Processing etc.

Monitor & Manage enterprise revenue in a single click for any date range.

Save your time & Save your money

Give up Managing accounts on Excel Sheet

Now no account’s expertise required to manage your accounts

Easy to Manage & User friendly

Know your accounts status any where & any time

Manage you sales/Service Revenue for any duration any time

Limit you expenses according to your budget

Manage Profit/Loss of the company any time

Check all Business Transactions at one go

Check Bank/ Product/Service Revenue any time any where

Manage your accounts by Mobile

Print / Save Invoice / Pro-forma Invoice automatically / Hassle Free & Send

email to customer directly from the Dashboard

No extra accounting is required. Download file from SME Account Manager

& handover to CA to file company tax returns

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Get mail / SMS alerts for every financial transactions automatically (Add-on

Features)

Send auto alerts for over draft (OD) reminder to customers

Manage your staff salary accounts.

Print Salary Slip instantly

Manage your accounts from your Home / Outside of the Office 24X7.

No Hardware / Software Investment

Dashboard- Account Manager

USM-Account Manager’s dashboard facilitates statistical Data & helps in sales

forecasting. It helps SMEs to get collected strategic data & corresponding charting

presentation.

Study of monthly Sales, Purchase & Expense

Here, We need to select only desired financial year & USM displays corresponding

Data from the Database. Horizontal direction leads to months of the financial year

from April to March & Vertical direction leads to Money in repress.

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Comparative study among sales, purchase & expense can be easily understood the

status of the company. In case of any loop holes indentified, Corrective measures

can be applied in time.

Study of Profit / Loss

Great!! It’s very Unique for SMEs. In the developing stage of any enterprise, It’s

very precious if leader of the enterprise knows profit/loss status of the company at

a glance any time wherever needed.

USM also presents profit/loss data in the form the charts for quick access & more

clearity.

Study of Monthly business based on Lead Source

In the era of competitive edge, It’s more important to study the source of business

by many ways like demographic, Source of lead, Date Range etc along with

competitor analysis.

USM account manager tells very important strategic data that is based on source of

leads. In the above figure, Business Volume can seen along with the source of lead.

Accordingly, based on nature of business, either it can be focus on stronger

business generator segment or week segment.

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Product Inventory

USM allows you to add product list with either pre-defined category or New added

Category.

Product Inventory -----> Add Product

USM facilitates you to manage inventory of stock. Inventory is automatically

added once product purchase is done & Inventory is automatically deducted from

the stock once sale is done for the product/s.

We can check live inventory management anywhere at any time in the following

way-

Product Inventory ----> List Product Inventory

Sales/Service Billing

This facilitates to manage all sales billing of any Product or Service in any

enterprise (MSME) .This is also call “Sundry Creditors accounts Billing”.

USM is fully compatible for all type of Service provider enterprises, Retail

enterprises & other enterprises.

Two options available-

List Sales/Service Transactions Add Sales/Service Transactions

Add Sales/Service Transactions – This option facilitates to enter all relevant details

related to sale of products or services. After adding, it will go to “list sales/service

transactions”.

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List Sales/Service Transactions- It lists all sales/service transactions having options

of advance filter by sales id/customer name/product or service / Date range.

It also shows the value of search results like- Total units sold, Total service tax

credited, Net Payable, paid amount & Over Draft amount by a single click. This

valuable data is used for analyzing company performance any time anywhere.

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Note- If customer is paying amount in the fraction, USM also manages the same.

Example- Your enterprise has generated sale of Rs. 90,000.00 as on date 15th

feb

2015 but has not paid any amount. You can fill zero in the option of “Amount

paid” & this outstanding will be shown “Over Draft Amount” in the list of

sales/service transactions. Let’s assume, Customer has paid only Rs.50000.00 on

dated 21st Feb 2015, you need to click on Over Drafted amount & Form will be

shown to update OD. Again OD will remain of amount Rs. 40000.00. & same

procedure to be followed to clear OD till OD becomes Zero.

Next Question, How we can see these Transactions (Amount paid in fraction) with

details?

Great!! Just click on Sales ID given in the left most & will be seen complete

details by transaction.

Note- Every sales/service transaction holds Invoice number against the sale & can

be downloaded any time anywhere. Thus, it removes headache of keeping invoice

in the computer or hard copy.

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Add New Customer->

Customer registration has a unique feature that is “Source of Lead”. This plays

great role & helps customer to create valuable strategic view by different source of

lead.

Account Manager is able to calculate business value earned by which source of

lead & provide valuable assistance to decision maker of the company to focus in

the particular segment to generate more sales.

Add New Customer List customer & Add customer

List customer: It shows complete list of registered customer.

Add Customer: It provides options to register customer & after registration,

Customer will get added in the list of “List Customer”

Add New Service->

Click on “Add new Service” to prepare a list of services offered or

Purchased / Subscribed. This is one time afford only & they are

available in the drop down while adding sales/purchase transactions.

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Generate Invoice

It’s great if you can generate invoice for sale/service within fraction of seconds &

can be mailed directly to customer email id in the next click.

How to generate Invoice ?

Select Customer from the drop/down list

It will show all sales transactions (Not having Invoice) of selected customer

Check mark on sales ID for which Invoice is to be generated

Enter – Invoice No., Invoice Date, Invoice Due Date & click on Generate

Invoice.

After generating, Invoice can be downloaded/Print/Email to customer from

“Sales/Service------> List sales/service transactions” against sales ID.

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Invoice is ready for either taking Print out, Sending Mail directly to customer or Saving as PDF.

Generate Pro-forma Invoice

Step to generate Pro-forma Invoice

Click on “Generate Pro-forma Invoice”

Select Customer Name ( Whom this Pro-forma Invoice to be sent) from

Drop/Down List

Enter Proforma Invoice No. & Date

Apply check mark on the service in the left box against each service & Fill

Rate, Units & VAT/S.Tax

Click on Generate Proforma Invoice

Now Proforma Invoice is ready & will be shown in the List of “List

Proforma Invoice”.

Either Print, Save or mail to customer.

Refer Next Figures for details

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Purchase Bill

This facilitates to manage purchase of any product & Service from any other

enterprise (Vendors Account). Any purchase of product or service can be entered

& managed. This is also call “Sundry Debtors accounts Billing”.

As shown in the below figure, There are two options available.

o List Purchase Transactions

o Add Purchase Transactions

List Purchase Transactions: It lists all purchase transactions made by using

“Add Purchase Transaction”.

Add Purchase: This option provides a form to fill details relevant to purchase of

Products/Services one by one.

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Note- Just like sale/Service Transactions, We can see the complete details of paid

Payment details in fractions to Vendor by clicking on Purchase ID given in the left

most against the particular transaction.

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Add New Vendor->

Vendor list must be prepared before purchase to be made. Click on “Add New

Vendor” & fill vendor details to vendor registration. After registration, you can see

the list of registered vendor in the “List vendor”.

Vendor is referred as Company /Person who supplies product or service to you.

Add New Service->

This option facilitates you to add services which are being taken from vendor.

They may be same what you are selling or may be different. If they are same, It is

required to add.

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Company General Expenses

Generally in micro & small enterprises, company owner does not have any exact

calculation of expenses occurred & failed to control them. USM comes with all

detailed information to manage company’s expenses as it plays most important role

to manage company accounts & filling return by chartered accountants (CA)

This facilitates to manage company’s expenses like Office cost

(Rent/Maintenance/Lease amount) with all voucher number so that company

expenses can be managed. It shows all required information like recommended by,

Approved by & Voucher no.

It has two options-

o List Expenses- It lists all expense entries after adding them.

o Add expense - It allows to fill required details & click on “Add expense”

Like other tabs, It also has advance & multi-combination search filter to get

desired value.

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Employees Salary

Great!! Everybody needs to manage employees salary but very difficult to

manage in the excel sheet. Salary is the part of various factors & not possible to

manage to credited salary & Net CTC of the month professionally.

Salary Management is more difficult if Salary is being paid on fraction.

USM salary structure has all options available mostly used in the Micro & Small

enterprise.

Employees Salary management facilitates taking print out of Salary Slip. Slip can

also be printed/ saved as PDF or sent mail directly to employee’s registered email

ID.

USM maintains your complete records of salary like other parts of accounts& can

be recheck / monitor any time with details of paid date by individual to individual

or accumulative salary transactions in the bank.

Salary Structure of USM is given below- Where in you need to enter only Basic

Salary & percentage of basic salary in the HRA, Education allowances fields.

First fill all the banks in the right to calculate Salary amounts without deduction &

thereafter fill left part side banks to calculate applicable deductions & USM will

calculate gross salary to be credited automatically.

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Note-

1. HRA, Education allowance, PF & TDS are percentage of Basic Salary &

Paid leave deduction takes place from the Salary amount before deduction.

2. Fields are not applicable must be filled with zero (0). Don’t leave them

blank.

3. Salary can be paid in the fraction by clicking on “update” option of the

particular salary transaction & all transactions can be viewed by clicking on

Salary ID in the left most.

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Banking & Borrowing

There are two different parts in the tab-

1. Banking

2. Borrowing

Banking Logs

It’s just similar to Bank Statement & justify all transactions in the Bank

Statements. How?

Every payment update transaction in the sales/service billing, Purchase Billing,

General expenses & Employee Salary is being reflected in the banking with

complete details like Date of Transaction, Account for, Credited from/Debited to,

Bank name, Cheque no. & can’t be modified any details just like bank statement

transactions.

Banking facilitates to download USM Banking Statement in the excel format.

USM Banking Statement always justify every transaction in the respective Bank

Statement.

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Transaction type (T-Type) represents type of transaction & can be verified by

searching T-id of respective type of transaction list ( List Sales/service billing

transactions / List purchase billing transactions / List expense / List Salary etc)

Sales/service Billing payment is shown as Credit(Cr) amount & Purchase Billing

amount, Expense amount, salary given is shown as Debit(Dr) amount in the USM

Banking.

Thus, Day to day entries of Sales/Service, Purchase, Expense & Salaries removes

headache on the day of filing any returns ( Income Tax & Service Tax) &

Auditing the accounts by any Chartered accountants.

USM Account Manager relaxes the dependency on any skilled account executive

or CA. SME owner always have its enterprise account details always with

him/her.

USM enables SME owners to make every entries of purchase invoice & expense

voucher & the same can be bundled in the hard copy to show them at the time of

account audit.

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Borrowing

Borrowing allows us to maintain borrowed /loan amount taken from either any

individual or any other enterprise & to include in the calculation of company profit

& loss as a long term liabilities.

There are two tabs-

o List borrowing

o Add Borrowing

o Add Borrowing facilitates to add borrowed amount from any lender.

List borrowing shows the list of lenders with details of date & amount.

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Borrowing also being shows in the banking as a Credit (Cr) & has payback option

in the USM that is shown in the banking as a Debit(Dr).

To pay back borrowed amount, just click on the paid amount & update the payback

amount. It can be pay back in the installment & all installments transaction can be

viewed by clicking on “brw-id”.

Company Profit/Loss

Macrodel USM Team wishes enterprises to book higher profit day by day but we

all know, it’s all depends on Planning, Managing & Execution.

This tab of USM allows enterprise owner/decision makers to monitor their daily

revenue & liabilities of the company & enable them to take decision accordingly.

Note- Earned Profit values are shown in positive & Loss values are shown in the

negative.

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We can identify failure in the system before any damage & can be applied suitable

remedy to stream line process & can help to earn more profit.

It has been generally, seen that SMEs always suffers funding issue to be successful

& book more profit. Moreover, no investor takes interest for investing amount I

until any startup is not well developed.

USM assist all SMEs owner/decision makers to automate all 4 core processes,

Reduce delay, Time saving, indentify failure before damage, grab more profit,

account management headache, to collect accurate strategic data, Monthly revenue

by source of Lead, to avoid using hundreds of excel sheet etc.

Account Audit+

This section is completely account audit section containing My Accounts Chart &

My reports.

My Account Chart-

My account chart contains funds allocated while updating payment in sales/service,

Purchase Bill, Expenses & Payroll & can be modified during account audit by your

account advisor ( Chartered accountant) according to need.

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My Reports-

Report section is very important for audit & several calculations including analysis

of Payment transactions.

There are 5 categories of Reports-

1. Recommended Reports

2. Analytical Reports

3. Manage Credit Account

4. Manage Debit Account

5. Payroll Reports

Recommended Reports includes Profit/Loss Statement & Balance sheet of the

company. They are very common in use for accounts audit as well as by company

Account executive for their analysis.

Analytical Reports are management reports & very crucial for company owner or

Company decision maker to understand the status of the company comparison with

previous years or months.

Manage Credit Account let you know all payment credit transactions against

Sales/Service.

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Manage Debit Account let you know all payment details of Bill paid by the company

against any Product/Service purchase or General expenses paid by the company.

Payroll Reports containing complete details of salary paid by the company to its

employees.

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Regards

Macrodel USM

Team-Account Manager