GST rates entry in Item Master આઈટમ માસ્ટર માં GST રેટની એન્ટ્રી

GST rates entry in Item Master આઈટમ માસ્ટર માં GST રેટની એન્ટ્રી

GST ના ટેક્સ રેટ બહાર  પડી ગયા પણ CGST અને SGST  વચ્ચે તેની ફાળવણી હજુ બહાર  પાડવામાં આવી નથી. કોઈ કહે છે કે 50-50 % અથવા જે કોઈ બહાર પાડવામાં આવે. જો તમારા સ્ટોક માં હજારો આઈટમ હશે તો ઓછી મહેનતે બધીજ આઇટમમાં રેટ કેવી રીતે નાખશો
દરેક આઈટમ ને બે ગ્રુપ માં વહેંચે શકાય છે
સ્ટોક ગ્રુપ
વેટગૃપ

વેટ ગ્રુપ સાથે  HSN નંબર , વેટ રેટ ,CGST રેટ , SGST  રેટ, IGST રેટ જોડાયેલ છે
5.MASTER - VATMASTER માંથી નવું વેટ  ગ્રુપ નાખી  શકાશે

અહીં સ્ટોક ગ્રુપની બધી આઇટમને એક વેટ  ગ્રુપ માં નાખી શકાશે
દા.ત.
સ્ટોક ગ્રુપ
કપાસિયા તેલ
1. કપાસિયા તેલ 15kg
2.  કપાસિયા તેલ 15લિ.
3   કપાસિયા તેલ 5 લિ
4  કપાસિયા તેલ 1 લિ

વેટગૃપ  -ખાદ્ય તેલ (edible oil )
HSN  1507 થી 1516
સોયાબીન તેલ     1507
સીંગતેલ               1508
ઓલીવ ઓઈલ     1509
પામ ઓઈલ          1511
સનફ્લાવર તેલ    1512

આરીતે  તમે જે વસ્તુ નો વેપાર કરોછો તે વસ્તુનો HSN કોડ સાથે વેટ ગ્રુપ ખોલી નાખો

નવી વેટ કેટેગરી (ગ્રુપ) ખોલ્યા પછી તે વેટ  ગ્રુપ  જે સ્ટોક ગ્રુપ ને લાગુ પડતું હોય તે સ્ટોક ગ્રુપ ની બધી આઇટમને તે સ્ટોક ગ્રુપ માં નાખવી

ઉપરના ચિત્ર માં દેખાડ્યા પ્રમાણે નંબર 1 મુજબ PALMOIL નું  વેટ ગ્રુપ પસંદ કર્યા પછી જમણી બાજુ PALMOLINOIL  નું સ્ટોક ગ્રુપ પસંદ કરવું તે પછી તેની નીચેનું બટન દબાવવાથી પામોલીન ઓઇલ ના સ્ટોક ગ્રુપ ની બધી આઈટમ માં PALMOIL ને વેટકેટેગરી લાગી જશે તેમજ CGST ,SGST  IGST ના રેટ પણ લાગી જશે 

Silent data Corruption

Sometimes it happens that when you select a company and a year it gives a message that

Unrecognised Database format

and the books will not open.

This happens when your data is corrupted.

How the data gets corrupted.

• Hardware Errors
• Data transfer noise
• electromagnetic Interference ( proximity with magnets,speakers etc)
• Firmware bugs
• Software Bugs ( OS (windows/Unix/Linux etc) and applications)
• Poor electrical current distribution
• Electrical power failure 

Hardware errors

Memory chips, hard disk ,data transfer protocols every hardware components has a BER(bit error rate). i.e. a bit fails every billions/trillion of bits.

This happens even at high level computer establishments like CERN( European Centre for Nuclear Research. According to their report of 2008 they had 38000 corrupted files in the 15000 TB of data they created.

What we can do to prevent or reduce the corruption of data.

- Use Uninterrupted Power Supply.

- run disk check utility periodically.

If you find that inspite of taking this precautions the incidents reccur frequently 

1. check power line of your installations, lose plugs or switches.
2. If these errors are after you shifted to new PC if you still have your old PC try running your old PC for some more days.
3. If you are using assembled PC and your technician is co-operative try using different RAM or hard disk.
4. If you are using more than 1 PC using LAN then problem may be with NIC network interface card or cables, router or network switch, hub

For safety and smooth functioning keep taking frequent backup if data gets corrupt revert to backup.

Importance of setting correct time on PC-Laptop

Many times it happens that the system clock is not showing  correct date and time due to not working battery cell in PC. Sometimes the user do not care to change the date and time of his PC.
Recently one of my customer had to do data entry of 2 days as the backup files were showing incorrect date.
The automatic backup takes backup when you open the books and close the book. It keeps 7 backups of current day and delete extra backup which are older. It also keeps last 7 days backup. But all this logic went wrong due to non maintaining the current system date and time.

On 2 PC system on local area network.
Shortcut of software was set as run as administrator.
This was preventing loading of mapped drive on other PC in drive selection list of drive settings

Nothing Happens when icon clicked

A new windows 10 PC . Shortcut was working correctly till yesterday.
Today it flashed a message saying you buy McAfee Antivirus or use Bitdefender
No other choice . So bitdefender was selected.

Now clicking shortcut did nothing.
If ran as administrator it ran.

Solution:
Right click shortcut. Select properties. Added a user and gave full control rights.
It started working.

Check your readiness for changing to new Financial year

I use to get lot of phone calls on 31st March and 1st April evry year asking for

How to open next year books  ( Vfas, mktfas, milkfas )

• It is very simple just open current year books. 
• menu 6. Tools - D. Recalculate Accounts
• Menu 5 Master - B- Opening balance
• select write next year books

Click proceed

Next year books written. Close the open books (quit) and select the new year from year list)

This is how you write next year books.

Check the readiness of your books for next year.

• Your current books opening balance must be confirmed.
• If it is not so you can not write next year books
• Click the yellow button of  CONFIRM OPENING BALANCES
  

Click this button . If total opening debit and total opening credit balances are same then it will write it to books and make the button green. If there is difference it will show you the difference.

If you have time and knowledge of how to find the opening balance difference find it and add to correct accounts. You can by-pass this step and add a new account named
OPENING BALANCE DIFFERENCE
and enter opening balance difference in this account as shown below.

After saving this account go to 5.MASTER- OPENING BALANCE and click 

yellow button of CONFIRM OPENING BALANCES

Importance of using UPS - નું મહત્વ

UPS નું મહત્વ
UPS એટલે અન ઈન્ટરપટેડ પાવર સપ્લાય
જો તમે ડેસ્કટોપ વાપરતા હો તો UPS તમારા માટે અગત્ય નું સાધન છે.
ઓચિંતા પાવર જાય તો તમારા PC ને તે બંધ થવા દેતું નથી.
ચાલુ કામમાં પાવર જાયતો કેટલું નુકસાન થશે તે નક્કી નથી હોતું ક્યારેક વિન્ડો પણ ફોરમેટ કરવું પડે. ચાલુમાં પાવર જવાથી ડિસ્ક ઓપરેટીંગ સીસ્ટમ પણ ખરાબ થઇ શકે છે.
UPS નું બોક્સ હોવાથી તમે બચી નથી જતા તે બરાબર કામ કરતું હોવું જોઈએ
આ ચેક કરવા માટે તમે વિન્ડો ચાલુ હોય ત્યારે UPS નો પાવર સપ્લાય બંધ કરો તો તે બંધ ના થવું જોઈએ ,
UPS નવું હોય ત્યારે 10 થી 15 મિનીટ ચાલતું હોય છે. એકાદ બે વરસ પછી તે 2 - 3 મિનીટ માંજ બંધ થવા લાગે છે  હવે તમારે તેની બેટરી બદલાવી લેવી પડે.

Opening stock doesnot appear in Profit & loss

Profit and loss statement shows

(A)Opening Stock     99999           Sales                99999
     Purchases             99999     (B) Closing Stock  99999

You have entered opening value in account master of Stock
as opening debit. It is not appearing in Profit & loss statement.

What to do?
1. Menu 5.Master --> Opening balances

press the

Confirm Balance  button

1. it will add the opening balances of all the accounts if total opening debit and total opening credits tally.
2. it will show Total debit balances and total credit balances and diffirence
3. If the button is Unpost opening balance.Click it . Now it will show Confirm opening balance again click it.

Backup of data on the cloud

Various cloud backup solutions are available. Many are free e.g. google drive, dropbox, onedrive etc. These backups give you some free storage google drive 15 gb, dropbox 2.5 gb. You can put your photo , video and other documents here.

When you store on cloud you can access it from your PC and smartphones.
To access from PC you have to download and run the installer from your PC.
It creates a local drive on your hard disk.

You can create folders on these drive or in the drive folder in your PC.

from your software when goto backup. select DRIVE  C and 

USERS folder then your user name and then click on all frim weekly backup or date folder backup

Bad File name or number (Run time error 52) - Hindi

यह error नये इन्स्टोलेशन या PC फोरमेट करने पर आती है





इसे निकालने के दो तरीके हैं
१. windows - temp फोल्डर की security मे सभी युसर को  फुल कन्ट्रोल देकर
२. कन्ट्रोल पेनल - युसर अकौन्ट कन्ट्रोल


१. windows - temp फोल्डर की security मे सभी युसर को  फुल कन्ट्रोल देकर

कोम्पुटर - drive C - Temp फोल्डर को राईट क्लीक करके Prpoerties पसन्द करे . 

Security पसन्द करे . 

           Continue पर क्लीक करे

यहा सब नीचे Users उसे क्लीक करे

यहा फुल कन्ट्रोल allow करके Apply - ok करे
















२. कन्ट्रोल पेनल - युसर अकौन्ट कन्ट्रोल

slider को नेवर notify पर ले जाईये

ok  करने के  बाद PC Restart रिस्टर्ट करे 

Bad file name of number ( Run time error 52 )

This error may occur in new installation or if your PC is formated.
You can remove this error by 2 methods.

1. Setting c:\windows\Temp  folder property.
2. Changing the Control Panel - User Account Control settings

1. Setting c:\windows\Temp  folder property.

Open My computer - Drive C - Windows folder - find Temp folder - right click it- select properties - following screen will appear.

Click on Continue

Select Users (it normally has name of your PC.)

select the users it is normally last item. Now it will show it's properties. Click the box of Fullcontrol Allow. It will check mark on all the other boxes automatically. Click on Apply - Ok

printing on dot matix printer on COM PORT 2 or 3

In case of graphics printing you need not bother about the port to which your printer is connected. In case of dotmatrix printer for fast printing in draft mode like old days and with fixed font sizes it is important to know the LPT port the with the printer.
Usualy only 1 LPT port is available on desktop PC. If the mother board has 1 LPT port onboard. Sometimes this port gets damaged so you can not print through this port. Solution in such case is using a add-on card on motherboard with extra LPT port. This port will be numbered COM PORT 2 or 3.

Vfas and Mktfas can print many reports in DotMatrixPrinting(DMP ) mode. Normally this printing is sent to LPT1 port. When the extra card used the port is set to 2 . In this case the DMP print fails. To print in DMP mode please do following setting in c:\vfas folder . Create a file using notepad and name the file as LPTSET.DAT in this file put only 1 character 2 or 3 depending on your LPT port number. Now the software will print using LPT2 or LPT3.

Laserjet printer reported getting damaged due to use of small width paper

Some  laserjet users using  small width paper reported that their printer developed problems after some days. The print was getting black  portions on both sides when a large paper was used. The printer technician recommended them to use full width paper.

1. To prevent this set the paper size in printing preference of laser jet printer. This will cause printer to spread the black powder on desired area only .

2. I suggested using  a bill stationery where 2 bills of small width were arranged side by side and software was changed to print such bills 1 beside  other.
This technique is usefull where a large number of bills were printed continuously
in case os vegetable market customers.

3. One other option is to print the bill in Landscape mode . The bill width is 4 inches and height was 6 inches. In this case instead of  using 4 inch width 6 inch width was used. They can also increase the height of paper to 7 inch so that a wider area was used.

Unrecognized database format after login screen

Today a user complained that after entering password he gets a message that

unrecognized database format d:\vfas\nfirm.vfd

The attempt to repair the file failed .

After asking the user I came to know that his PC was shutting down accidentally.

When I repaired the drive containing the the file the problem was solved.

backup not successful in Windows 7

In some PCs with windows 7 it gives error that backup was not successful. It occurs even when you start the program fresh and straightly go to backup.

To solve this just right click the vfas icon/desktop shortcut and select properties- compatibility and check the Run as Administrator option as shown in the picture below.

software setup problems

Sometimes there are some antivirus software installed on a PC. Some do not allow setup and either they ask your permission or just do not allow setup and do not warn about it.

Once it was giving message that could not register a particular dll or ocx.

Possible ways are.

- Just temporarily disable the antivirus.

I did disable the antivirus(Kaspersky in this)

However the problem continued.

When I checked kaspersky it showed that license had expired.

So I uninstalled kaspersky. Then restarted the PC.

Then I tried to setup again. It went smoothly.

Note: check if any antivirus is obstructing the process.

Backup mistakes by computer literates

In my software I keep in mind that many people does not know how to take backup using pen drive. So I have provided a backup menu where the user has to select the backup drive & folder.

I usually select the default drive and folder so that it becomes simple. I have also provided "all firm weekly backup" where I store the backup file in a folder by first 3 letters of week name.

eg.Mon,Tue,wed,..... .

Recently I received 2 trouble shooting calls from two of my (computer) educated clients. Knowing the use of MY COMPUTER they were copying my data folder c:\vfas\F1 to pen drive.

What they did was while copying data from hard disk they accidentally copied data from pen drive to hard disk ( here the data on pen drive was 1 month old) . resulting in data loss for one month.

In another case he had a backup taken on pen drive. Now what had happened . Just before taking the backup on pen drive the main data file xxxx1112.vfd had corrupted. Also its backup xxxx1112.bak. he had backup on pen drive of these 2 corrupt files.

Bottomline: Take backup by

1. All firm weekly backup

2. Create a folder on pen drive named ddmmyy eg.260611 then select this folder and click the green button of hard disk backup.

Improved SEO( search Engine ranking)

What is SEO ( search engine optimization)?
When you want to search some term or product you search in Yahoo, MSN, Google.
In result of your search they return the addresses of websites which have material matching your search. There are millions of results for each of your searches.

Suppose you type in yahoo / msn for
share accounting software you get 82,000,000 answers
dairy accounting software you get 4,000,000 answers

I am proud to see that in above searches my website www.shwetasoftware.com is listed as 1st or in first 3/4 entries.

Preventing data loss due to file corruption

Today I got a call from one of my customers. He had problem in one particular area and was getting unspecified error. I told him to try following
Goto backup menu in VFAS. Click data repair buton at the bottom. It took almost 3 to 4 minutes to repair his data. Then I told him to click compact data button. It also took 3 to 4 minutes.
Then I told him to click green button of hard disk backup.
After this I told him to close the VFAS software and check size of his data file in vfas folder
c:\vfas\f1\ABCD0910.vfd and c:\vfas\f1\ABCD0910.bak to his surprise
the sizes were like this
c:\vfas\f1\ABCD0910.vfd 8 mb
c:\vfas\f1\ABCD0910.bak 500 mb
The software had done all the trick to reduce his data from 500 mb to 8 mb.
I recommend all my users to regularly click greeen hard disk backup button.
The advantages of small data size are as follows

• It gives faster dataentry
• It gives fater reporting
• It reduces chances of data getting corrupt as it requires less time to close the data file when the programm closes. This is like boarding a train with a small family of 4 persons and large joint family of 40 persons. In a large family some member may not get to board the train before it leaves.

How to set order of billed items

Sometimes you must enter the items in the order in which they are in purchase order of the party. You have made a mistake in entering the order of items. To take an item higher in the list reduce the sr.no as shown in the figure. Need not bother for duplicate sr.no.