Why iBook?

Introduction
iBook Accounting & Inventory management software has been launched in 2014, targeted markets are
India and Middle East region. It has lots of facility as follows.

Design
iBook design intention is to give easy access to the managers to view, monitor and control their accounts and
transaction, easy to use, multitasking capability, no need of complicated knowledge to operate the accounts and
generating reports.

Security
Accounts need to be secure, but sometimes we need to prevent some important information to the other users,
for example payroll structure, profitability and financial position etc. iBook has user level, department level and
branch level security to keep your accounts safe.

Architecture
Windows application with centralized database structure, so the server system only caring of database and it
prevent application hang and delay while other user accessing the database.

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Fast Remote Access
The database server either host on the web or standalone server at your office can be route through the internet,
your application will work hassle free to access anywhere… (Note: database host can be provided with annual
subscription charge for the remote access)

Support
iBook packages come with 1 year dedicated support and will charge a small annual maintenance charges from
the second year to avail the continues support.

VAT & GST

iBook has integrated with VAT and GST taxing system, reports and return formalities, its hassle free TAX
accounting solution.

User Interface
iBook team developed the software with good looking, easy navigation and easy operation
manner. We assure that anyone with MS office knowledge can use and operate the accounting
entries and take necessary reports. The menu segregated by department for user and security
purposes. It simplified the accounting process with easy menu navigation to create and maintain
the accounts in a sophisticated way.

Add-on Features
iBook provide basic pack with custom add-on packages to the client with additional cost based on
the industrial requirement. It will help the client to reduce the basic software cost. And client only
need to pay what exactly they want, they does not want to pay which they really don’t want.
iBook provide modules like Multi-Branch operation, HR-Admin Module, Production module, POS-
Retail module, project management module, import-Export module and custom required
module…

Customization
The software designed with necessary features, it can be customized based on the customer
requisition with extra cost. The basic architecture cannot be changed but user interface, custom
reports, new features, custom modules, pre-printed invoice template and so on can be provided
upon request.

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User Guide
Product Register and Activation
Register and activate the license
Configure Database
Configure the version and Super Admin user login

Dashboard

There are three dashboards initially we released, which is accounts, sales and purchase. It will help
to analyze the result based on different criteria. It gives maximum output quality and accurate
data in chart view.

Group accounting architecture

Accounts is working with some rules and norms. The very first thing is, everyone should
understand the accounting group architecture hierarchy. The qualified accountant should know
each and every accounts and its impact on the financial reporting.
Basic groups are Revenue, Expenses, Asset and Liability. All accounting terms are under these four
group, it has many subgroups as below chart of account view. The report will help you to find out
the ledger belongs to which group of account. So every ledger transaction will affect the ledger
account and the group account.

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New Company Creation & Edit
Navigation: Menu > Company > Create Company
Creating new company with necessary details, Red titled information are mandatory. There are
two logo format icon type and letter head type. Bank details automatically print in invoice if
encoded. Taxing configuration will enable once enable tax when creating a company.

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For Edit, Menu > Company > Edit Company
You can edit company information, logo and accounting period etc…

Create Location / Branch

To create a warehouse and branch, Menu > Company > Branch Master
By default one main branch need to start the accounting process, whenever you create a company
we need to create a branch as well. And if we need to maintain multi-warehousing facility then
need to create new branch as warehouse. The third option transit is for transferring materials from
one location to other location, you can see more details on location transfer.
Report Details: report company section, you can give the name of the company which need to
print on the invoice and reports, then has to give address details to for reporting purposes.

Voucher Numbering
Menu > Company > Voucher Number Setting
Before to start accounting entries we need to preset the voucher number format to start with.
Each and every transaction need to set either auto numbering stating with 10001 or custom
running number as you need.

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Account Master
Menu > Accounts > Account Master > Account Ledger / Accounting Group / Base Currency
To create and edit an accounting group or an accounting ledger thru this menu. It has preloaded
accounting groups and ledgers by default. It is enough for basic accounting transactions. Some
business activities required more classification to get accurate reporting for analytical purpose, in
this case you can create and modify the accounting group or ledger. The menu take you to the
master form, you can press add new button to add new ledger or a group.
When you create the account ledger, you need to classify the parent group account in “Account
Type” column. It will represent the new created accounts belongs to which accounting group like
current account, liability, bank account, cash account or operations expenses and so on.

Customer & Supplier

Customer & supplier records need more information, so it is not like normal accounting ledgers.
That is why customer ledger creation under sales menu, supplier creation under purchase menu.
It is classified for department based operation, sales department independently can handle
customer accounts and purchase department as well. And Account Ledger master report also will
not list customer and suppliers, you have to navigate from sales and purchase menu.

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Inventory Master
Menu > Inventory Info > Group | Unit | others

Stock Group
Create Stock Group just inserting your group name, if you want to create group hierarchy then
you have to create header group first and sub groups later assigning header group as parent
group. You can edit or delete using the corresponding below grid buttons.

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Stock Category
To creating stock category is important for POS weighing scale integration and Tax calculations,
You can make single category or hierarchy as mentioned in group creation. Pricing Tag leave it as
default if you are not configuring POS weighing scale. And Tax we need to assign the tax master
here. Tax need to be created before the category creation, you can see the tax creation steps
below.

Unit of Measure

There are two types of UOM can create, simple and compound. Simple is a normal one, when
you need to measure in two UOM for a single product you have to create compound one. For
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example, you are selling single piece as well as box of 10 pieces means you have to create two
units to assign the product.
Above picture for simple unit creation and you can see compound creation picture below.

Stock Brand
Here is the stock brand creation window, you can easy to filter based on brand.

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Stock Currency
Creating base currency and multi-currency here. Currency code, symbol and name of the
currency need to input, if you are creating base currency then you have to put 1 as conversion
rate, if you are creating foreign currency you need to put corresponding exchange rate in
conversion rate column.

Tax Master
Creating the Tax master, before you reach this form you need to create two ledgers for Input
and output tax under VAT Tax group or Duties and Taxes Accounting group.

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You need to input tax code, name and value of the tax with starting period, leave end period as
empty to maintain many years. And Inclusive exclusive options buttons referring for your selling
price type whether you are maintaining price inclusive of tax or exclusive of tax then you need to
check the “After Discount” if you want tax calculation after your discount amount. Finally, you
want to assign a ledger for maintain your tax on expenses you have check “Is Expense Tax”.

Stock Item Creation

Menu > Inventory Info > Stock Item > From Item Master Form Click Add button to create the stock item.

Fill the necessary information, for item type you can select “Stock item” if you need to create service item
then select “service”. You can create Stock Group, Category, Brand and UOM on the go when you click
the button aside. You can add stock image also. For packing details, you have to fill packing
information. Required alternative barcode when you configure compound Unit, to differentiate the items.

Stock Opening balance and selling price setting on the next tab. You can fill the grid itself,
location, effective date, quantity and cost. Different location has the different quantity then you
can add accordingly. Apart from that you can set four different selling price along with cost price.
This will help you to differentiate the customer with different price range as wholesale,
distribution and retail prices.
In the below session “Cost and Price” for updated price with new effective date. You have set the
selling price in the grid, but you need to update the price 5% higher than the old price from next
month. So you can preset the prices and the billing beyond the new price date automatically
system will take the new price as selling price.

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Stock Item Master
You can add, edit or delete the items here. Search the item to edit, print all item list to pdf or excel etc.

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Accounting Transactions
We already looked out accounting masters like how to create ledger, group etc. Now how to make the
accounting transactions.

Menu > Accounts > Transaction >

Payment Voucher
Menu > Accounts > Payment Master > Add New

To create new payment voucher you need to understand some basic details, first Reference and Date,
second select the mode of payment bank or cash account, third select the ledger account to whom
either nominal or personal account you want to transfer the fund. You can make a small note on your
comments section and click “Add to List” button to add the transaction. You can add as many entries
you want in a single payment voucher. Then save it. At the end you can attach the digital document as a
proof of the payment with remarks. Bill allocate button to allocate your supplier pending invoice for this
payment voucher. (Amount 50,000.00 from Owners Capital A/c to Cash A/c)

Receipt Voucher
Menu > Accounts > Receipt Master > Add New

Receipt voucher also looks same as payment voucher but it is reversed process. And you can allocate
your customer invoices in bill allocate section.

Edit and delete from the Receipt master / payment master form.

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Fund Transfer Voucher
Menu > Accounts > Fund Trans Master > Add New

Fund transfer voucher used to transfer fund from cash account to bank account to cash account and
bank to bank or cash to cash transactions (Cash Journal) “Account Name” will be credit and Ledger name
will be Debit.

Edit and delete on master form.

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Ledger Journal Voucher
Menu > Accounts > Ledger Journal Master > Add New

Journal voucher used to transfer between accounting ledgers without cash or bank account.

It is more important to maintain credit vendors of office usage expenses and insurance company etc.

Credit Note Voucher

Menu > Accounts > Credit Note Master > Add New

Basically credit note used to account sales return without inventory involved. You can see the below
transaction picture, service charge been charged but returned to the customer account.

Edit and delete process thru master form.

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Debit Note Voucher
Menu > Accounts > Debit Note Master > Add New

Purchase return transactions without inventory.

Invoicing Features
Before making invoice, you should understand some important settings and features.

Payment Mode
There are four payment options you can find in the left menu “Payment Mode” combo. You can
configure more than one mode of invoicing. But only default mode can be configurable, other mode you
can use as mentioned below. You can enable any of the below modes from Menu > Settings > Invoice
Payment Mode

1. Default mode: this mode is configurable mode; you can configure via Menu > Setting >
Configuration Setting (you can configure only once. Then you have to use as a default mode of
invoice)
a. You can configure invoice only mode, it affects only customer / supplier account and it will
not affect inventory. In this mode you need to enter invoice, delivery note and receipt
voucher for received amount for customers or payment voucher for paid amount for
supplier.
b. Invoice with inventory (Credit): this mode affects customer accounts and inventory, so no
need to enter Goods receipt note or Delivery Note. But you need to enter cash in and out
transactions.
c. Invoice with inventory (Cash): this mode act as direct sales mode when making counter
sales operation. So single entry will manage all your transactions accounts, inventory and
cash in or out.
2. Direct Cash Mode: this mode act as direct sales mode when making counter sales operation. So
single entry will manage all your transactions accounts, inventory and cash in or out.
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3. Cash Mode: This mode affects only Customer or supplier and cash account. This is suitable for only
cash transactions without inventory allocation. Then you have to pull this invoice on the delivery
note or goods receipt note for inventory allocations.
4. Credit Mode: it affects only customer / supplier account and it will not affect inventory. In this mode
you need to enter invoice, delivery note and receipt voucher for received amount for customers or
payment voucher for paid amount for supplier.

View History (Sale / Purchase History)

Sometimes we need to know the item selling to customer or buying price from supplier

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Pull Data
you will get pending quotations list, filter by date if you want, then select the quote on the first grid
view, you will get item details on the second grid view. Select the items using mouse click. Then press
“Go” Button to appear all items at once in your new sales order grid. When save you will get print option
sales order will print as “Pro-forma Invoice”.

When you make the sales entry you need to make sure all the items you want to make are already in
stock. Second which mode of payment you want to choose.

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Terms & Condition

Quote terms, delivery term, Mode of delivery and payment terms to be printed on the quote / Pro-
forma invoice and invoice. Bank details will appear automatically if you already configured when
company creation.

Bill Adjustment

Tax System (VAT / GST)

For Gulf VAT and for India GST. How VAT & GST works?

Basically both terms are same called as value added tax, we have to charge TAX for the total selling price
and when you are paying back, reduce paid tax. Tax return = Collected tax – paid tax. We explained tax
master and tax ledger creation are in Master creation section.

Shortcut Keys
In all menu you can see the shortcut symbol as windows standard, under lined letter with Alt key. All
windows based common shortcuts will work like cut, copy, past and F5 for refresh the windows.

In the invoice, F6 to add new row in the grid, F7 to remove the row.

Sales Transactions
Menu > Sales > Transaction >

All sales transactions separated under sales menu, because it is easy navigation to sales department
users. You can create Customer and salesman here as well as you can make all sales transactions like
quotation, sales order, sales invoice and sale return.

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Sales Quotation
Menu > Sales > Quotation > From Sales Quotation Master > New

Sending a Quotation or estimation to the customer with pre-formatted and professional way.

Change the quotation date, input your reference no of the quote, when you select the customer name
your assigned price level automatically displays in the combo box, you can change the quote currency as
well.

then search you item from code column of the item grid, your item will display automatically on the grid
below (Accounting ledger section), you can use down arrow key to select the item and press enter, your
item will add into the grid row.

The item price column will get automatic price from the price level if you configure the price. Otherwise
the price will display the cost of the item.

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In the below section you can add remarks, digital copies of files can be attached and you can add tax,
service charges or discounts on the below ledger section.

Sales Order (Pro-forma Invoice)

Menu > Sales > Transactions > Sales Order

Sales order entry also like sales Quotation. If you already made the Quotation then you can pull from
quote to Sales order, you can see “Pull Data > from Quote to Order” button on your left side menu
below “View History”

Sales Invoice
Menu > Menu > Sales > Transactions > Sales Invoice

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The method of transactions is same as quote and order procession. If you are tax enabled, then
automatically tax will appear on the invoice. And you can add discounts on the ledger account area.

Pull Data > from Delivery note or Sales Order.

Sales Invoice Master

Mater form has many features, to edit the invoice, print, view invoice details, service charges and tax
details, pull history and so on.

Filter option by date, by invoice no, by reference no and by customer name.

Purchase Transactions
Menu > Purchase > Transaction >

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Purchasing of materials have 3 transaction method as explained in sales section. Purchase order,
material received (GRN – Good receipt note) and payment process of the invoice.

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