Functional User Guide

FrontAccounting (FA) is a professional web-based Accounting system for Enterprise Resource Planning (ERP). It is
developed in PHP / Ajax using MySQL database management system.

The recommended Http Web Servers are: a) Apache & b) Internet Information Services. (IIS)

It is targeted towards small and medium sized enterprises. It is integrated with modules that support most common business
processes.

FrontAccounting is a multi-user system. It supports multiple languages and currencies.

FrontAccounting is developed by an international team. Senior developer Joe Hunt from Sweden and Janusz Dobrowolski
from Poland.

FrontAccounting is provided with below standard Modules:

1. Sales
2. Purchases
3. Items and Inventory
4. Manufacturing
5. Fixed Assets
6. Dimensions
7. Banking and General Ledger
8. Setup
Its functionality is appropriate for small and medium companies for managing Purchases, controlling stock, issuing offers,
registering orders, and sending invoices.

What is Enterprise Resource Planning (ERP) ?

Enterprise resource planning (ERP) is business process management software that allows an organization to use a system of
integrated applications to manage the business and automate many back office functions related to technology, services and
human resources.

ERP software typically integrates all aspects of an operation — including product planning, development, manufacturing,
sales and marketing — in a single database, application and user interface.

Enterprise resource planning combines all business processes into one unified system. Its purpose is to make the best
possible use of all resources of the business to give the company a competitive edge.

Its main objective is to combine information and processes from all divisions of an organization and merge them to create a
structured working system.

Its major benefit is improved coordination across all departments of an organization and thus increasing efficiency. Other
benefits include facilitation of day-to-day management. Data accessibility is therefore much better for management, as ERP
systems provide up-to-date information for decision-making.

Page |1
 Functional User Guide
A. Sales Module:

Some basic features of Sales and Account Receivables:

• Open Customer Accounts and Customer Branches

• Make Sales Areas, Sales Types, Sales Groups, Salesman Groups
• Prepare Sales Quotations (Set up a Quotation )
• Prepare Sales Orders ( Convert Quotation to a Sales Order )
• Make Delivery against Sales Orders (Dispatch the goods )
• Prepare & print Customer Invoices
• Receive Customer Payments ( Entry for Customer payment received )

Sales Process :
1. Set up a Quotation
2. Convert Quotation to a Sales Order
3. Dispatch the goods
4. Preparing Sales Invoice
5. Entry for Customer payment received

The options below suggest as to which Department would normally use the transactions.

Page |2
 Functional User Guide
Sales Module Screen :

Sales - Transactions

1. Sales Quotation Entry A Sales Quotation allows a prospective buyer to see what costs would be involved for
buying a particular product. It is also known as a “Price Quote”. It is prepared by a
potential seller in response to a request for quotation (RFQ) from a prospective
buyer.

2. Sales Order Entry The Sales Order is a confirmation document sent to the customer before delivering the
goods. Sales Order can be created once the quote is accepted by the prospective
customer (potential).

3. Direct Delivery Direct delivery entry can be done in order to skip the Sales Order step, so that the
goods sold can be invoiced immediately. This can be done if the material is already in
stock and being shipped at the moment the sales order is written up. However, if
items must be manufactured or delivery will delayed for any reason, then a standard
Sales Order is required.

4. Direct Invoice It is used to create an Invoice without a Sales Order. This method allows you to create
an invoice directly, skipping the following steps :
a) a) Creating a Sales Order b) Flagging a Sales Order as Delivered c) Creating a Work
Order or Purchase Order for manufactured items respectfully.

5. Delivery Against Sales Orders b) Dispatch items ready for shipping from a Sales Order in preparation for invoicing.
After a Sales Order has been completed, and inventory requirements are satisfied, an
order must be set as delivered in order for it to be invoiced.

6. Invoice Against Sales Delivery c) Create Invoice for a Sales Order that has been delivered. Once a Sales Order has been
dispatched for delivery, an invoice can be created. Once an invoice has been produced
it can't be changed.

7. Customer Payments d) Make an Account Receivable deposit into a customer's account.

Page |3
 Functional User Guide

Sales - Inquiries and Reports

1. Sales Quotation Inquiry e) This Inquiry shows the Sales Quotations for a given period. You have the option to
look at an entire Quotation, edit a Quotation, print a Quotation and make a Sales
Order from a Quotation

2. Sales Order Inquiry This Inquiry shows the Sales Orders for a given period. You have the option to look at
an entire Quotation, Mark a Sales Order to be a Template for Deliveries/Invoices, edit
an Order and print an Order.

3. Customer Transaction Inquiry g) This inquiry shows all the transactions made between specified dates for a customer.
h) Transaction types : Sales Invoices, Overdue Invoices, Payments, Credit Notes,
Delivery Notes.

4. Customer and Sales Reports This section generates & displays reports of various modules like Customer, Supplier,
Inventory, Manufacturing, Banking … etc. The output can also be saved to .pdf, MS-
Excel format or directed to a printer.

Page |4
 Functional User Guide
Sales Workflow:

1. Sales => Transactions => Sales Quotation Entry:

2. Sales => Transactions => Sales Quotation Entry => Sales Order Entry:

Page |5
 Functional User Guide
3. Sales => Transactions => Sales Quotation Entry => Sales Order Entry => Deliver Items of a Sales Order :

4. Sales => Transactions => Sales Quotation Entry => Sales Order Entry => Deliver Items of a Sales Order => Issue an
Invoice for Delivery Note :

Page |6
 Functional User Guide
5. Sales => Transactions => Sales Quotation Entry => Sales Order Entry => Deliver Items of a Sales Order => Issue an
Invoice for Delivery Note => Customer Payment Entry :

Page |7
 Functional User Guide
B. Purchases Module:

Some basic features of Purchase and Accounts Payable:

• Open Supplier accounts

• Make Purchase Orders, Goods Received Notes and Payment Terms
• Entry of Supplier price lists (purchase prices )
• Entering supplier’s invoices
• Supplier Payments

Purchases process :

1. Making a Purchase Order (PO) entry

2. Entering Goods received against PO thru a Goods Received Note (GRN) entry
3. Entering Supplier Invoices
4. Making payments to the Supplier for goods received

• If you do a Direct Supplier Invoice, the previous stages will be performed in the background.
• If you do a Direct GRN, a PO is done in the background. When the Supplier Invoice is received, you use the Supplier Invoices
to make invoice entries.

Page |8
 Functional User Guide
Purchases Module Screen :

Purchases - Transactions

1. Purchase Order Entry Purchase Order Entry is used to register all purchase orders in the system.

2. Outstanding Purchase Orders k) Search your Outstanding Purchase Orders -> Select a Purchase Order and Receive it.
Maintenance

3. Direct GRN GRN stands for Goods Received Note. It is a record of goods received at the point of
receipt of stock and is used to confirm that all goods have been received. It is often
compared to a purchase order before payment is issued

4. Direct Supplier Invoice m) This is also called as Direct Purchase Invoice entry. Enter an invoice without Goods
Receive Note being entered previously. GRN document will be generated
automatically.

5. Payments to Suppliers n) This is used to enter a Supplier’s Payment Entry against a Supplier invoice. When we
purchase goods from suppliers, we pay at a later date.

6. Supplier Invoices o) A supplier invoice is the bill issued by the supplier for goods delivered to a customer.
Look for Items Received Yet to be Invoiced, check price and enter the Invoice
Purchases - Inquiries and Reports

1. Purchase Orders Inquiry Displays all the Purchase Orders made within specific date range, for Items, from
Suppliers, and allows to update & print them

2. Supplier Transaction Inquiry Displays Suppliers transactions such as GRNs, Invoices, Overdue Invoices, Payments
etc.

3. Supplier and Purchasing Reports This section generates & displays reports of various modules like Customer, Supplier,
Inventory, Manufacturing, Banking … etc. The output can also be saved to .pdf, MS-
Excel format or directed to a printer

Page |9
 Functional User Guide
Purchases Workflow:

1. Purchases => Transactions => Purchase Order Entry :

2. Purchases => Transactions => Purchase Order Entry => Receive Purchase Order Items :

P a g e | 10
 Functional User Guide
3. Purchases => Transactions => Purchase Order Entry => Receive Purchase Order Items => Enter Supplier Invoice :

4. Purchases => Transactions => Purchase Order Entry => Receive Purchase Order Items => Enter Supplier Invoice
=> Supplier Payment Entry :

P a g e | 11
 Functional User Guide
C. Items & Inventory Module:

Some basic features of Items / Inventory

• Create different Items, define their standard price, purchase price (i.e. supplier price) & our selling price
• Make location transfers of items
• Define Item Categories and Item Locations
• View the Inventory item movements
• Set the Re-Order Levels of each Item for Inventory control & management
• Setting Sales price for each item in different currencies
• Setting our Purchasing price from different suppliers for each item

Items & Inventory - Transactions

1. Inventory Location Transfers p) This is used to transfer goods from one location to another
Items & Inventory - Inquiries and Reports

2. Inventory Item Movements q) This is used to view the movement of inventory items from a particular location done
within a specified date range. It also shows the Quantity IN, Quantity OUT & Quantity
ON-Hand

3. Inventory Item Status This shows the Quantity On Hand, Re-order Level, Demand, Available stock and
orders for an item

4. Inventory Reports This section generates & displays reports of various modules like Customer, Supplier,
Inventory, Manufacturing, Banking … etc. The output can also be saved to .pdf, MS-
Excel format or directed to a printer

P a g e | 12
 Functional User Guide
1. Items & Inventory => Transactions => Inventory Location Transfers :

2. Items & Inventory => Inquiries and Reports => Inventory Item Movement :

3. Items & Inventory => Inquiries and Reports => Inventory Item Status :

P a g e | 13
 Functional User Guide

The below Testing tasks to be completed The below Test Deliverable’s to be prepared & submitted

1. Test Requirement Analysis 1. User Requirements document

2. Writing Test Plan 2. Test Plan document

3. Identifying and writing Test Scenarios 3. Test Scenarios sheet

4. Writing Test Cases for Test Scenarios 4. Test Cases sheet

5. Reviewing Test Scenarios and Test Cases 5. Defects Report sheet

6. Test Execution and Defects logging

7. Preparing Defects Report

Some General Accounting Terms :

AR Accounts Receivable
AP Accounts Payable
GL General Ledger
PO Purchase Order
SO Sales Order
SQ Sales Quote
WO Work Order
GRN Goods Receival Note
REMITTANCE Document that shows payments made to suppliers
Fiscal Year Accounting Year
COGS Cost of Goods Sold
Inventory Stored Stock
EQUITY Share Capital
Warehouse Stock Location
Funds Money
Recurring Repeating at constant intervals
SI Sales Invoice
PI Purchase Invoice
DN Delivery Note
CP Customer Payments
SP Supplier Payments
Dimensions Profit and Loss transaction bunching to denote departments and other cost centres
Quick Entries (QE) A set of general ledger transactions done together to save time and prevent errors
PT Payment Types like Transfers / Cheque / Credit / Cash
Sales Folk Salesman

*=*=*=*=*=*
P a g e | 14