Bill, Cash Book, Stock & Ledger Register
Contingent Bill — Data Entry
Enter each bill once it is prepared. Total Deductions and Net Payment are calculated automatically.
Deduction rates (%) — Administrator only
Set the standard percentage for each deduction type here once. "Auto-calculate" below then fills Income Tax / GST / PST / Other / Commission from the Gross amount — you can still edit any value by hand afterwards for a specific bill.
Add a bill
| Sr# | Date | Bill No | Vendor No | Vendor Name | Contingent Head | Gross | Inc.Tax | GST | PST | Other | Comm. | Total Ded. | Net Payment | A.O. | Remarks | Actions |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
Fields Manager — Super Admin only
اوپر رجسٹر منتخب کریں، پھر اس میں نئے فیلڈز (خانے) شامل کر سکتے ہیں، ان کا نام بدل سکتے ہیں، ڈراپ ڈاؤن آپشنز تبدیل کر سکتے ہیں، یا انہیں حذف کر سکتے ہیں۔ غلطی ہونے پر "پچھلی حالت پر واپس" بٹن سے فوراً واپس آ سکتے ہیں۔
Pick a register above, then add, rename, edit (dropdown options), or delete custom data-entry fields for it. Built-in fields (Date, Bill No, Gross, Tax, etc.) cannot be removed here, since the whole system's calculations depend on them — only fields you add yourself through this page can be changed or deleted. Ledger & Budget works a little differently: it has no add/edit entry form (its rows are the 41 fixed Contingent Heads), so a custom field there shows up as one more click-to-edit column against each head, the same way Final Budget and Prior Expenditure already work. Attendance Register (a day-by-day grid, not a per-record form) still can't take custom fields the same way, since it has no per-record value to attach one to.
| Field name / لیبل | Type | Dropdown options | Actions |
|---|
نیا فیلڈ شامل کریں / Add a new field
Cash Book
Record every receipt and payment. Balance runs automatically in the order entries are added, starting from the opening balance.
Opening balance
Add a transaction
| Sr# | Date | Voucher/Bill No | Particulars | Head | Receipt | Payment | Balance | Actions |
|---|---|---|---|---|---|---|---|---|
Stock Book
Item list follows the same 41 Contingent Heads used in Bill Entry, so every head shows only its own items — quick to enter and quick to search. Books, tools and equipment can be tracked as issue-and-return, with automatic overdue reminders.
Manage Contingent Head item lists
Add a stock movement
Issue multiple items at once (one person, one date)
Use this when one person receives several different items together — e.g. 10 Ball Points + 4 Rims + 5 Registers in a single issue. Build the list below, then save it as one issue.
| Head/Category | Item | Qty | Type | Actions |
|---|---|---|---|---|
| No items added to this issue yet. | ||||
Current stock position
| Sr# | Date | Bill No | Head/Category | Item | Qty In | Qty Out | Balance Qty | Rate | Value | Issued To | Expected Return | Status | Remarks | Actions |
|---|
Ledger & Budget — Head-wise Summary
Generated automatically from the Contingent Bill entries. Final Budget and Prior Expenditure can be corrected here if the reference figures change.
| Sr# | Contingent Head | No. of Bills | Total Gross | Total Deductions | Net Expenditure (this system) | Final Budget | Prior Expenditure | Total Expenditure | Remaining Budget |
|---|---|---|---|---|---|---|---|---|---|
Click a Final Budget or Prior Expenditure figure to correct it. Changes are saved automatically. Pick the Financial year above to see another year; Total Expenditure counts the full gross amount of every bill in that year (deductions are not subtracted).
Reports
Pick a date range to get a combined summary of Contingent Bills, Cash Book and Stock Book movements — view on screen, print, or export to Excel.
Contingent Bills — by Head
| Head / Particulars group | No. of Bills | Gross Total | Total Ded. | Net Total |
|---|---|---|---|---|
Cash Book — by Head
| Head / Particulars group | Receipts | Payments | Net Movement |
|---|---|---|---|
Stock Book — by Category
| Head/Category | Qty In | Qty Out | Net |
|---|---|---|---|
Employees on record (as of today, not date-limited)
| BPS | Employees |
|---|---|
Monthly Reportماہانہ رپورٹ
Choose a month to see its Bills, Cash Book and Ledger / Budget position in one report. Use the Print / Download button for PDF or Excel.مہینہ منتخب کریں — اس مہینے کے بل، کیش بک اور لیجر / بجٹ ایک ہی رپورٹ میں۔ پی ڈی ایف یا ایکسل کے لیے اوپر Print / Download بٹن استعمال کریں۔
Employees
Employee master list, imported from your Master Data file. CNIC and Account No are masked by default — use the show/hide switch to reveal them when needed.
Add an employee
| Pers # | Name | Son of | Mobile No | Designation | Department | BPS | Status | CNIC | GPF # | DOB | Bank | Account No | Actions |
|---|
Allowance rates by BPS (reference)
| BPS | Code | Description | Typical Amount |
|---|
Deduction rates by BPS (reference)
| BPS | Code | Description | Typical Amount |
|---|
Leave Register
Record every leave availed by staff — Casual, Earned, Medical, Extraordinary or other leave. Number of days is counted automatically from the dates.
Add a leave entry
| Sr# | Employee | Leave type | Date from | Date to | No. of days | Sanction / Order No | Sanction date | Reason / purpose | Remarks | Actions |
|---|
Leave summary by employee (selected year)
| Employee | Casual Leave (CL) | Earned Leave (EL) | Medical Leave | Extraordinary Leave (EOL) | Other | Total days |
|---|
Attendance Register
Pick a month, then click a cell to mark it: Present, Absent or Leave. Click again to cycle, or click once more to clear it.
Help & User Guide
A quick, practical guide to using each part of this system — plus answers to common questions.
How this system works
This is one shared system for the whole office — everything you enter is saved online immediately and every other signed-in user sees the same information. You don't need to press a separate "Save data" button anywhere except when adding an entry; each module saves as soon as you click its own Save button. If you're new here, start with "Employees" so names appear correctly everywhere else, then explore the module you need from the sidebar on the left.
Contingent Bill
Use this to record every contingent bill your office prepares.
- Click "Contingent Bill" in the sidebar.
- Fill in the bill's head, date, amount and description in the entry form.
- Add any deductions — the Net Payment is calculated for you automatically.
- Click "Save" to add it to the register below.
- Use the search box to find an old bill, and the Print / Export buttons to get a paper or Excel copy.
Cash Book
Use this to record every cash receipt and payment, in the order they happen.
- Open "Cash Book" under Accounts.
- Add each receipt or payment with its date and particulars, as it happens.
- The running balance is calculated automatically after every entry.
- Check "Reports" for a period-wise summary whenever you need one.
Stock Book
Use this to track items received into store and issued out.
- Open "Stock Book" under Accounts.
- Record items received (Qty In) or issued (Qty Out) against the right item and category.
- The remaining quantity is kept automatically, and items running low are highlighted.
Ledger & Budget
Use this to compare your sanctioned budget against actual spending.
- Open "Ledger & Budget" under Accounts.
- Enter the sanctioned budget for each head at the start of the year.
- Spending and the remaining balance for each head are worked out automatically from your Bill and Cash Book entries.
Employees
This is the master list of staff used everywhere else in the system.
- Open "Employees" under Administration.
- Add each employee's name, designation and scale/BPS once.
- These names then appear automatically in Leave Register, Attendance Register and Reports — you never have to re-type them.
Leave Register
Use this to record every leave application and sanction.
- Open "Leave Register" under Administration.
- Select the employee, leave type, and the from/to dates — the number of days fills in automatically.
- Add the sanction number/date and reason, then click Save.
- The "Leave summary by employee" table at the bottom totals each employee's leave for the year automatically.
Attendance Register
Use this for the day-to-day attendance of every employee.
- Open "Attendance Register" and pick the month and year.
- Click a day's cell for an employee to cycle it through Present → Absent → Leave → blank.
- Click "Fill leave days from Leave Register" to automatically mark that month's approved leave, instead of marking each day by hand.
- Present / Absent / Leave totals for each employee are calculated automatically at the end of the row.
Reports
Use this for a combined summary over any period you choose.
- Open "Reports" and pick a date range, or a quick range like "This month".
- Click "Generate report" to see Bills, Cash Book, Stock Book and Employees summarised together.
- Use "Export report (Excel)" or "Print report" to share or file a copy.
Users & Access
This controls who can add, edit or delete data.
- New staff create their own account from the sign-in screen — every new account starts as "Guest" (view-only).
- An existing Administrator must open "Users & Access" and change that person's role to "Administrator" before they can add, edit or delete anything.
- Guests can still see every module and use Print/Export — they just can't change any data.