Simple Accounts | User Manual

1. Introduction to Simple Accounts (SAC)

Simple Accounts (SAC) is a streamlined accounting software designed to simplify financial management for small to medium-sized businesses. This manual provides a comprehensive guide to setting up and operating SAC effectively.

2. Initial Setup

Before starting daily operations, several foundational elements must be configured in SAC. This one-time setup ensures all subsequent financial transactions are accurately categorized and recorded.

2.1. Create Users

Users are the individuals who will access and operate the software.

Managing user access and permissions is critical for security and internal controls.

Setup   → User

Create New User

1. Go to ‘New User’
2. Enter User Details (User Name, Email, Phone, etc)  and specify user roles (User Type, Account Role, Status).
3. Press the ‘Confirm’ button.

2.2. Create Branch

If your organization operates across multiple locations, define them here.

Setup   → Branch

Create New Branch

1. Go to ‘New Branch’
2. Enter General Information (Name, Email, Phone, Address).
3. Specify the branch managers. (Note: Branch managers must be added as a user first.)

2.1. Create Users

4. Press the ‘Confirm’ button.

2.3. Create Currency

This software supports multi-currency transactions.

Setup   → Currency

Create New Branch

1. Go to ‘New Currency’
2. Enter General Information (Currency Code, Currency name, Country, Exchange rate).
3. Press the ‘Confirm’ button.

2.4. Create Account

Accounts will be used for recording financial transactions such as incomes, expenses.

Setup   → Accounts

Create New Account

1. Go to ‘New Account’
2. Enter General Information (AC no., Account name, Type, Is FC, elc).

• Select a branch if the account is associated only with a branch. If you select a branch then the account will only be accessible only by that branch managers.

2.2. Create Branch

• Select ‘Is FC’ if the account is foreign currency.
• Select the currency associated with the account. 2.3. Create Currency

3. Press the ‘Confirm’ button.

2.5. Create Expense Head

The Expense Head  feature allows to define and categorize different types of business expenses. Creating expense heads helps in organizing financial records, making it easier to track and analyze where money is being spent.

Setup   → Expense Head

Create New Head

1. Go to ‘New Expense Head’
2. Enter General Information (Head ID, Name, Monthly Budget, Yearly Budget).
3. Press the ‘Confirm’ button.

2.6. Create Clients

The Clients  feature allows us to manage customer information efficiently. This helps in maintaining accurate customer data for invoicing, payments, and reporting.

Setup   → Clients

Create New Client

1. Go to ‘New Client’
2. Enter General Information (Name, Email, Phone, etc).
3. Press the ‘Confirm’ button.

2.7. Create Suppliers

The supplier  feature allows it to help in maintaining accurate records for purchases and payments.

Setup   → Suppliers

Create New Supplier

1. Go to ‘New Supplier’
2. Enter General Information (Name, Email, Phone, etc).
3. Press the ‘Confirm’ button.

2.8. Create Service Code

The Service Code  feature allows to define and manage different types of services and it contains the VAT and TAX rate.

Setup   → Service codes

Create New Service Code

1. Go to ‘New Service Code’
2. Enter General Information (Code, Description, Tax Rate, Vat Rate, etc).
3. Press the ‘Confirm’ button.

2.9. Create Batch Process

The Batch Process  feature allows us to pay multiple VAT  or Tax  records at once as a single grouped transaction. This helps streamline payment processing and ensures that multiple tax liabilities can be cleared efficiently using the same payment reference.

Accounts   → Batch Process

Create New Batch

1. Go to ‘New Batch’
2. Select the Batch type (Vat or Tax).
3. Enter Batch no.
4. Press the ‘Confirm’ button.

3. Operations

Once the setup is complete, you can begin daily operational tasks.

3.1. Create Invoice

The Invoice  feature allows users to create and manage sales invoices for clients. It records details of goods or services sold, including quantities, prices, taxes, and payment terms. This feature ensures accurate billing, income tracking, and financial reporting.

Invoice

• Here, the invoice number is a 10 digit number. The first 3 digits stands for  client ID, next 2 digit stands for Year, next 2 digit stands for Month, and the last 3 digits represent the serial number.

Create New Invoice

1. Go to ‘New Invoice’
2. Enter General Information (For Date, Due Date, Remarks, etc).
3. Select the client for whom you are creating the invoice. 2.6. Create Clients
4. Select the Account where the payment will come. 2.4. Create Account
5. Select the Service Code which is related to the service. The Vat rate and Tax rate will come from the service code. 2.8. Create Service Code
6. Enter the service/product details (Description, Quantity, Unit Price).

7. Press the ‘Confirm’ button.

3.2. Create Income

The Income  feature allows to record and manage all income transactions received by the business.

Accounts   → Income

Create New Income

1. Go to ‘New Income’
2. Select the Invoice. 3.1. Create Invoice
3. Enter the Income Amount.
4. Mark if the Vat or Tax is Inclusive.
5. Press the ‘Confirm’ button.

3.3. Create Purchase Order

A purchase order  serves as an official document confirming the details of items or services the business intends to buy — including quantities, prices, and terms. This ensures clear communication with suppliers and accurate tracking of purchases.

Purchase Order

• Here, the Purchase Order  number is a 11 digit number. The first 4 digits stand for  Supplier ID, next 2 digit stands for Year, next 2 digit stands for Month, and the last 3 digits represent the serial number.

Create New Purchase Order

1. Go to ‘New Purchase Order’
2. Enter General Information (For Date, Due Date, Remarks, etc)
3. Select the supplier  you’re purchasing from. 2.7. Create Suppliers
4. Select the account  from which you will make the payment. 2.4. Create Account
5. Select the Service Code which is related to the service. The Vat rate and Tax rate will come from the service code. 2.8. Create Service Code
6. Enter the service/product details (Description, Quantity, Unit Price).

7. Press the ‘Confirm’ button.

3.4. Create Expense

The Expense  feature allows to record and manage all business expenses in the system. It helps track payments made for various expense categories, such as rent, utilities, salaries, travel, or supplies, ensuring accurate financial reporting and expense control.

Accounts   → Expense

Create New Expense

1. Go to ‘New Income’
2. Enter General Information (Date, Purpose, Amount, etc)
3. Select the  Purchase Order  if the expense is related to any purchase order. You can select only the Approved Purchase order. 3.3. Create Purchase Order
4. Mark if the Vat or Tax is Inclusive.
5. You can upload any supporting documents related to the expense.

6. Press the ‘Confirm’ button.

3.5. Account Transfer

The Account Transfer  feature allows the transfer funds between two accounts within the system. This is useful for recording internal movements of money — such as transferring funds from a bank account to a cash account, or between different bank accounts — without affecting income or expense records.

Accounts   → Account Transfer

Transfer fund

1. Select Source Account.
2. Select Target Account.
3. Enter the Source Amount.
4. Enter Exchange Rate.
5. Press the ‘Confirm’ button.

3.6. VAT Registration

The VAT Registration  feature manages Value Added Tax (VAT) records automatically within the system. Whenever an income  or expense  transaction is recorded, the system automatically creates a corresponding VAT record  based on the applicable vat rate. This ensures accurate vat tracking and simplifies VAT reporting for compliance purposes.

How to Pay

1. Select the Items you want to pay.

2. Press the ‘Pay’ button.

1. Enter Payment Date
2. Select the account to pay from.
3. Enter reference.
4. You can upload any supporting attachment.

3. Press the ‘Pay’ button.

How to Print

You can print Unpaid items and the items that are not added to any Batch.

1. Select the items you want to print.

2. Press the ‘Print’ button.

How to Add to a Batch

1. Select the items you want to add to a batch.

2. Press the “Add to batch’ button.
3. Select the Batch where you want to add. 2.9. Create Batch Process

4. Press the ‘Confirm’ button.

3.7. TDS Registration

The TDS Registration  feature manages Tax Deducted at Source (TDS) records automatically within the system. Whenever an income  or expense  transaction is recorded, the system automatically creates a corresponding TDS record  based on the applicable tax rate. This ensures accurate tax tracking and simplifies TDS reporting for compliance purposes.

How to Pay

4. Select the Items you want to pay.

5. Press the ‘Pay’ button.

5. Enter Payment Date
6. Select the account to pay from.
7. Enter reference.
8. You can upload any supporting attachment.

6. Press the ‘Pay’ button.

How to Print

You can print Unpaid items and the items that are not added to any Batch.

3. Select the items you want to print.

4. Press the ‘Print’ button.

How to Add to a Batch

5. Select the items you want to add to a batch.

6. Press the “Add to batch’ button.
7. Select the Batch where you want to add. 2.9. Create Batch Process

8. Press the ‘Confirm’ button.

3.8. Batch Process

The Batch Process  feature allows us to pay multiple VAT  or Tax  records at once as a single grouped transaction. This helps streamline payment processing and ensures that multiple tax liabilities can be cleared efficiently using the same payment reference. 2.9. Create Batch Process

How to Pay

Accounts   → Batch Process

1. Go to the Batch you want to pay.
2. Press the ‘Pay’ button

3. Enter the required information.

4. Press the ‘Pay’ button

Note: Press the ‘Print’ button to print the items in the Batch.

3.9. Account Ledger

The Account Ledger  feature allows users to view and track all financial transactions related. Every transaction recorded in the system — such as Income , Expense , Account Transfer   — automatically updates the related account ledgers.

Accounts → Account Ledger

4. Reports

The Reports  feature provides users with a comprehensive overview of all financial activities recorded in the system. It allows users to generate, view, and export different types of reports such as income statement, account statement, etc. These reports help in monitoring business performa nce, ensuring transparency, and simplifying decision-making.

4.1. Account Statement

Reports → Account Statement

1. Select the Account from the dropdown.
2. Select Start date and end date.
3. Press the ‘Search’ button to see the statement.
4. Press the ‘Print’ button to print the statement.

4.2. Income Statement

Reports → Income Statement

1. Select the Year.
2. Select the Month.
3. Press the ‘Search’ button to see the statement.
4. On the top left side of the screen you can see the summary of the statement.
5. Press the ‘Print’ button to print the statement.

Yearly Summary

Reports → Income Statement

1. Select the Year in the ‘Yearly Summary’ card.
2. Click on the ‘Yearly Summary’ card to see the yearly summary.