FAQ: How to Change SA Password?

Do you all know AutoCount is using SQL Server as their database server?

SA Password is SQL default password. If you are using your own SA password, and forgot the SA password, you will be unable to detach/Attach Account book, you need to reset the SA Password in order to attach/detach Account Book. After resetting SA password, you need to re-attach all account books at every pc.

If you are using AutoCount Default Sa Password, then you no need to worry about it.

To reset SA Password, open SQL Management studio and login using the authentication mode: “Windows Authentication”.

Go to Security--> Login -->sa-->right click Properties

 

 

 

Type new SA password in password & confirm password box and press OK.

 

 

 

 



Another option is using sql query to update the sa password.

 

ALTER LOGIN sa WITH PASSWORD='password'

 

 

Please do a backup of database before changing anything!  As this part requires some IT knowledge, please consult with your software dealer for any changes.



 

 

 

Standard Selling Price 2

 

 

Do you all know what is the use of Standard Selling Price 2? it will be used at Cash Sales or POS as they want different price other than Standard Selling Price.



 

 

 

 

 

To apply this option , go to Tools--> Options-->Invoicing-->Cash Sales-->tick "Use Standard Selling Price 2"

 

 

After applying this option, Standard Selling Price 2 will be taken rather than Standard Selling Price.

 

FAQ: Can I have more than 1 Currency Code for 1 Debtor?

Many users have been doubt about this, can I have more than 1 currency for debtor. As sometimes, transactions are being traded in different currency such as USD or SGD. However, this is rarely happen. As such circumstance, AutoCount just allow 1 default currency for every debtor.

For example, Debtor currency is MYR, but trading is carried out using SGD.

-In Sales Invoice, you need to manual convert the SGD currency and use MYR to trade. System will default MYR for you. You cannot choose any currency.
- However, you can choose different currency in AR Payment

FAQ: Where can I check the quantity in-out of non stock control Item?

In AutoCount, when there is an in out of non stock control item in sales/purchase transactions, we cannot trace the item in Stock Card or Stock Balance Report. We doesn't know how many qty in out actually.

However, there is some ways to keep track the in out if these non stock control items.

1.) Monthly Sales Analysis/Monthly Purchase Analysis
2.) Print Invoice Detail Listing/ Print Purchase Invoice Detail Listing
3.) Multi Dimensional Sales Analysis (Extra Module)

These report may provide some useful & analytical information to you.

FAQ: Why I couldn't find Debtor when creating Invoice?

There are 2 possibilities:

1) You are using module "Filter By Salesman" and with the setting Document Control By Agent --> Apply Filter by Agent in Lookup Editor  (at Tools > Options > General > Application Setting)
This setting in used for control the sales or purchase agent to access other agent's customer. Meaning to say that agents only can access their own customers.

2) Debtor is set to Inactive. You may double check the setting at Debtor Maintenance.


There may some other possibilities:

1) Probably you have deleted the Debtor in Debtor Maintenance.

2) Debtor Account have been created as Normal Account under Account Maintenance.

3) Debtor Account not yet created

Account Type Maintenance

 

 Do you Know how to create all these Account Type in Account Maintenance? Some of you may face problem when want to create new Account Type but don't know where to maintain it.

 

First, go to General Maintenance--> Account Type Maintenance

Note: This feature is only applicable on Accounting Basic & above version

Press New, and you may create new Account Type from here

 

After that, you can see the new Account Type at Account Maintenance. You can start to drag account or create account under this Account Type.

FAQ: If there possible to use AutoCount at home since the server is at office?

Yes. You may use AutoCount at anywhere outside of office. However you need to have Appanywhere remote software that provide remote access. Appanywhere  is a remote software that enable multiple remote session in any location. Or if you have own VPN, then Auto Count can be configured and you can login easily regardless where you are. For further inquiries, you may contact your dealer.

Appanywhere Malaysia

Difference between GST Adjustment & Local GST Adjustment

In Auto Count Invoicing or AR/AP part,  we can always see this two column. Actually what is the use of this two column?

Both column is for GST Malaysia use only.

GST Column is used when your debtor or creditor currency is using local currency such as MYR. This column is normally for local debtor or creditor


Local GST Adjustment is used when your debtor or creditor currency is using foreign currency such  as USD, SGD or other currency. Normally if your debtor or creditor is oversea company and transaction is based on foreign currency, you may use Local GST Adjustment to adjust the GST value.

Is there any effect is I keyed the amount to wrong column?

Yes. It may result in bank reconciliation amount not tally or foreign gain loss amount not correct.

FAQ: Installation Error

I tried to install AutoCount program in my pc, but it prompt me this error?

Possible Cause:

Antivirus block untrusted program to install in Local Disk  C

Solution:

Close the antivirus temporary and run the installer again.

FAQ: Unable to Save Payment Voucher

Many of you have been facing this problem during saving a new Payment Voucher? It's actually you didn't maintain the bank charges account. Thus, system doesn't allow this PV to be saved as system cannot recognize the value of bank charges will go into which account no.

After maintaining a Bank Charges Account, you can proceed to save the Payment Voucher .

There is two ways to maintain bank charges account:

1st:

Go to General Maintenance-->Payment Method Maintenance--> select payment method & edit

Assign the bank charges acc.

2nd:


G/L--> Account Maintenance--> select Bank Account & Edit

Assign the Bank Charges A/C

Transfer D/O No. to Invoice No.

In AutoCount, We have a setting called Transfer D/O No. to Invoice No. This function is used when you wish to use the Invoice No. same as DO No. This setting is very easy.

Go to Tools-->Options--> Invoicing--> Transfer D/O No. to Invoice No.
After you ticked this setting, When you transfer Do to Invoice, the Invoice No. will follow DO No.

EG: DO NO is DO-00125, Invoice no will be DO-00125 also.

Change Stock Costing Method

Hi, do you know there is 2 places to change the costing method in Autocount?

First is Stock Item Maintenance
Edit the item --> select the Costing Method you want and change.
After you change the costing method, system will auto re-calculate the stock costing.

 

Another place is change at Tools--> Recalculate Stock Costing.

After select different costing method, press calculate so that system will recalculate stock costing in order to make sure the costing is correct.

Set Default Location for User at Different Location

Do you know in AutoCount, you can set the location for different users in different locations. By assigning default location to user, user no need to select location every time during create Invoice or any other transactions. In addition, you can filter the location in sales analysis report to provide you useful information.

This feature is suitable when there is users in different locations to remote into Hq AutoCount to open new Cash Sales/Invoices.

First go to General Maintenance--> User Maintenance

Step 1: Select User & Edit User

Step 2: Press Default Value & assign the location for user.

Posting G/L code in Sales/ Purchase Invoice

Do you know in AutoCount, there is 4 places to assign G/L Code for Sales / Purchase Invoice. The priority is 1-->2-->3-->4


1.Posting Account Group
2.Stock Group Maintenance
3.Tools--> Options-->Default Account Code
4. In Sales/ Purchase Invoicing, Drag out the Account No column.

Enable Bar Code Input

 

Do you know in Autocount , you can scan the barcode of an item so that you can add in item automatically when creating new sales or purchase document.

 

First, you need to have barcode scanner device so that you can input the barcode.

 

Go to Tools--> Options--> Stock-->Bar Code

 



 

Hide Purchase Price in Purchase Document

Hi, do you know in Purchase Document, you can set access right to hide the cost/price so that your employee wouldn't be able to view or key in the purchase cost in Purchase Document.
Thus, you no need to worry about the purchase cost.

Go to General Maintenance-->User Maintenance-->AutoCount Accounting-->System--> Behaviors-->View Cost/Purchase Price

Now , user wouldn't be able to view or key in unit price.

Credit Term by Invidual Documents

DO you know that in Autocount, you can set the individual document type to be controlled by credit term.
First of All, go to Debtor Maintenance--> Edit Debtor-->Credit Control--> At Credit Control, select Individual document

 

 

 

 

At Debtor Credit Control Screen, you can select which type of document to be applied with credit term.
For example, if tick Invoice. Thus, when you create invoice's total value more than 10k, system wouldn't allow you to save.
If you choose to untick, meaning system no control on this particular document type.

 

 

Preview Report & Send to Mail

In Autocount, most of the report you can send out mail during preview the report. However, you need to install third party mail program first. The third party email program such as Outlook, Thunder Bird or Windows Live Mail can be used.


For example, I preview Full Tax  Invoice, Press Send by Mail, third party email program will be triggered out.

 

 

 





You may type some content and send the Invoice to Customer.

 

 

Currency Rate Multi Currency

Do you know that you can maintain the currency rates for specific period in Currency Rate Maintenance. By using this function, you can set the rate for different period. If you didn't maintain this, system will follow the default rate.


First of all, go to General Maintenance--> Currency Maintenance

Step 1: Highlight Currency code 

Step 2: Press Currency to maintain rates

You may maintain the rate from start date to end date. 

If you didn't maintain the currency as above, system will take the default bank buy & bank sell rate when you create transaction.

Bank Reconciliation- Maintain Previous Year Uncleared Bank Transaction

In Bank Recon, if you have uncleared bank transaction for previous year, you can add the previous uncleared bank transaction into AutoCount and to be reconciled later. This is for one time only as when you migrate data from other system into Autocount, System didn't have previous records.
Go to G/L --> Bank Reconciliaion--> Maintain Previous Year Uncleared Bank Transactions

Step 1: Press + button

Step 2: Key in the transaction info

Step 3: Press save

Send Debtor Statement by using Batch Mail

At debtor statement, you can choose to send the statement by using Batch Mail. By using Batch Mail, you can send the statement to different debtors by just pressing one button.
Initially, you need to maintain the debtor's email address at Debtor Maintenance and your email address maintained at company profile.

Go to AR-->Debtor Statement-->Batch Mail

From mail is your company email which is maintained at Company Profile.

The Name & Subject will be automatically filled in, you may change the sentence.

Press Setting to maintain to Email info for time user.

 

 

Maintain the SMTP Server Info, User Name & Password. You may ask your IT for the details.

 





 

 

Send Test Mail to confirm you can send the email out.

 

Finally, you can press send mail to debtors. all the emails sent out will be attached by a statement of Pdf format.

Easy Item

In AutoCount, there is a function called Easy Item. This function can let you to edit multiple items' info in one screen. thus you no need to open every item's screen to edit the info.
By using easy item, it is time saving.

go to Stock -->Find Stock Item

Search the items and tick the items you wish to edit.

In this screen,  you may edit the items' info in one screen.

Load Data Options in Sales/Purchase Documents

In AutoCount Sales & Purchase part, there is a setting to set the data options. This option can let you to load up to how many days of the data. if you have many transaction in past years, you may choose to not load the previous years' transactions. As it may reduce the performance if you choose to load all the data.

First, go to any Sales or Purchase part--> Others--> Load Data Options

You can choose how many days of data you wish to load.

If the AutoCount Data is growing bigger & bigger, my advise is to perform year end closing to purge the previous year data so that performance wouldn't be slowed down.

FAQ: Why I cannot delete user in AutoCount?

 

This is because the user already have some active transaction inside the system. Thus, system wouldn't allow you to delete the user. 

 

 

 

What you can do is to set the user to Inactive.

FAQ: Cannot select Credit Card Account in Cash Sale

FAQ: I cannot choose Credit Account when using Credit Card Payment?

You need to have at least 1 payment method that using payment type 'Credit Card'

Set Default Message at Bottom of Debtor Statement

 

Hi, do you know you can set the message at the bottom at debtor/ creditor statament. Where you can set it?

 

 

Go Toolsà Optionsà AR & APàAging & Statement.
You can change the default message at here. After that, everytime when you preview report. Default Message will be pop out.

 

Set Default Debtor in Cash Sale

Hi, Do you know that in cash sale, you can set the default debtor, so that the debtor will automatically selected during open new cash sale. Thus, you no need to select the same debtor every time.

First all of,  Go to Tools -->Options--> Invoicing--> Default Debtor Code, select the default cash sale debtor and press ok.

After that, relogin AutoCount  and create new cash sale, default debtor will be automatically selected.