Introduction
Keeping track on bills or invoices from the trade is a tedious task. It requires accuracy and precision in indexing to ensure that they are available when the need arises. The current situation is even more difficult and hardcopy filing itself is not enough due to the many bills that fades easily.
A
better approach is to scan or snap a pic of the bill and store it into a system
like this “Bill Management System”. The advantages are as below:
- A scan copy is linked to each record for quick referral when needed.
- The bill’s amount are tabulated and segregated into information that can be further processed and analysed.
- Total spent in a month / year
- Total spent on each category
- Total spent on GST
- Etc etc.
- Easy to backup for disaster recovery.
Most importantly, this is an easy to use system, nothing is complicating and no training is required. Just follow the instructions outlined in this Readme.
Default
password
bizdata = bizdata
Your
startup interface below is divided into 5 sections
1. Settings (6 buttons).
- Enter your company Profile
- Create or Edit Suppliers. Suppliers entered here will show in pick-list for easy data entry.
- Define Category for Pick-List. Items entered here will show in pick-list for easy data entry.
- Define sub-Category for Pick-List. Items entered here will show in pick-list for easy data entry.
- Define GST Claim Period
- Modify GST Percentage (%)
2. Validation (2 buttons)
- Check duplicate entry. This is to ensure data accuracy.
- Check for incomplete records. This is to ensure data accuracy.
3. Administrator (2 buttons)
- Switch to other databases. If you are login as Admin, you can create new databases and you will be able to move from one database to another. This is particularly useful if you are using this system for more than one company.
- Manage users login. As Admin, you can also assign or remove users for this system.
4. Manage Record (2 button)
- Find record
- The 2 compulsary fields (“Bill Ref” and “Bill Date”) must be completed or the record cannot be saved.
- Enter the location where the hardcopy are kept in the “Hardcopy Location” field.
- The fields “Supplier”, “Category” and “Category Sub” are pick-list to facilitate data entry. If the item you want is not in the pick-list, you can easily add them with the corresponding buttons on the top of the screen. You can also use the shortcut that is attached to the pick-list field to add any new items.
- Enter information for all other fields if they are available.
- Enter the total bill amount into the “Amount + GST”. If the bill has GST, double-click the button [Fill GST] and the “GST Paid” will auto-fill.
- If you have a scanned copy of the bill/invoice, you can link it to the record that you are currently creating. Double-click the button [Link to scanned doc] and follow the instruction to link the file. After linking,
- You must not rename the folder path that contains the linked file.
- You must not rename the linked file.
- You must not remove the linked file.
- If the linked file is an image file, you should be able to see a snapshot of it in the [Image Display] field. For other types of file this field will be empty.
- You can also open the linked file from this interface. Just click on the label “Open”.
5. View Reports (7 buttons + a Filter box + a Check box)
- Report for Income Tax use
- Report for information only (not used for Income Tax purpose)
- Report to assist in your GST refund
- Category spent by Year / Month
- Sub-Category spent by Year / Month
- Export all records to Excel
- View report based on your selection. This must be used in combination with the “Filter Selection” box.
- The Check box will allow you to view reports for bills that are used for Income Tax or bills for information only.
Sample Reports
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