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Petrol Pump Management Software

The Petrol Pump management software is a financial accounting and inventory control system customized for petrol pump owners. It works on the principles of english type accounting, where for each transaction affects two accounts, crediting one and debiting the other. Separate books / database is created for each financial year. As soon  as the software is loaded a dialog box is displayed for selection / modification /creation of company book for a particular financial year displaying the list of available books. The required book can be selected. When a new book is created a  dialog box is displayed for accepting  company name, address, city, pin code, phone number, mpst number, cst number,  financial year date and book name.

The main menu have following menu pads

  1. Transaction
  2. Setup
  3. Modify
  4. Day book
  5. Query
  6. Report
  7. Exit

Transaction  

This pull down menu have following options for creating vouchers

  1. Payment
  2. Receipt
  3. Journal
  4. Daily Sale
  5. Debit slip
  6. Purchase

Vouchers are designed so  that user has to enter the minimum details through key board. Payment and receipt vouchers can be made by providing  information like date, voucher number, credit A/c, Debit A/c, amount and naration . Credit and Debit accounts are selected from the list of available accounts. As soon as an account is selected its current balance is displayed against its name.

Journal voucher can be prepared by specifying the Credit account(s), Debit account(s), their corresponding amounts and narration. The details will be accepted by software only when the sum of credit and debit amounts are equal.

The Daily sale option can be used to enter daily sale of products. In order to made daily sales entries, item is selected from a list, automatically its stock and rate is displayed. The Credit account for this sale is selected from popup menu. Quantity of petroleum product sold is to be entered. A number of entries can be made per day i.e. shiftwise entries can be done. The quantity sold automatically updates stocks. A cash voucher corresponding to cash sales for the day can also be made. For which the system automatically calculates the cash sales after deducting credit sale from total sale.

The entry of debit slips for regular customers are made in Debit sale. Debit sale entries are made either by giving party code or party name. Party balance is displayed  and item is selected from a list. As soon as the item is selected the system displays its current rate. Finally date, slip number, vehicle number and  quantity are entered, from which the system calculates the total amount.

Last option of transaction menu is purchase entry. Purchase vouchers are made here. Voucher date , Supplier account and debit account are given. Item and its quantity along with amount are also to be entered. The quantity purchased here automatically updates the stocks.

 
 


Setup

Setup menu have following options
  1. New account
  2. Modify account
  3. Close account
  4. New item
  5. Modify item
  6. Rearrange(voucher)
  7. Company


The first step to start financial accounting is to define the various account heads involved in it. New account can be opened by specifying account name. Account type (Cash, Bank, Customer, Vendor, Income, Expense, Liability, etc.) can be selected from the available list. Opening balance amount is entered with its type as debit or credit. A group code specifying the group in which this account has to appear in Balance Sheet can be entered. Warning beeps can be enabled for amount warning and date warning. So that whenever an account is selected in the system a beep is generated if that account has crossed either warning amount or warning date.

Database of items available on a petrol pump can be generated by new item. By writing details of item name, unit, opening quantity, sale rate, purchase rate and effective date entries are updated in database.

The system automatically generates voucher numbers. In due course of time some vouchers might be deleted and some might be entered late. In order to arrange these voucher numbers in sequence with date rearrange option can be used.

Finally last option displays the company book dialog box, from where new book can be created or another book can be selected for use.

 
 


Modify

The modify menu has following options
  1. Voucher
  2. Daily Sale
  3. Debit Slip
  4. Purchase
  5. Rate List
In order to modify / change payment, receipt or journal voucher, voucher option is selected. A date range is to be specified. For the given date range a list of vouchers is made, and the required voucher can be selected from the list for editing. Similarly daily sale, debit slip and  purchase vouchers can be modified. As the prices of products change, corresponding rate entries can be made in rate list. The date from which new rates are applicable is also to be specified. When invoicing is done against debit slips, the rate effective on the date of debit slip is used by the system.
 
 


Day book

Day book menu have following options

  1. Cash Book
  2. Bank Book
  3. Journal Book

Cash book can be created for selected account or all accounts of cash type for a given period. A report showing all the cash transactions for the period is made. For each account opening balance and closing balance is calculated with each transaction. The report can be printed on printer.

Similarly bank book is generated for selected or all  accounts of Bank type. For each date debit amount, credit amount, balance amount with informative naration is displayed in report . The report can be printed. Similarly  Journal book for a specified period can be generated with the third option.

Query
 In order to see the balance amount of selected account or stock of selected item this menu is used. This is used to see details on screen.

 
 


Report

Following Reports are generated
  1. Accounts ledger
  2. Trial Balance
  3. Trading Account
  4. Profit & loss account
  5. Balance Sheet
  6. Invoice
  7. Daily Sales Report (item wise / customer wise)
  8. Stock Register(summary, detail, valuation  )
  9. Rate List
  10. Account List

    In the Invoice option, Invoices for customers are made against debit slips for the specified period. The entries in the invoice are sorted vehicle wise, so that vehicle wise consumption of petroleum products is readily available to the customer.
 
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