Business Management Software

1. 1 | P a g e
USM 1.0 User's Guide
USM 1.0 - Account Manager
KP Singh
Founder & CEO
Macrodel Info Systems
<kpsingh@macrodel.com>
http://www.unifiedsmemanager.com
http://www.macrodel.com
Product Manager
Deepak Jangir
Macrodel Info Systems
Abstract
This document describes how to use USM 1.0, the Unified SME Manager originally
Developed & Managed by Macrodel Info Systems.

2. 2 | P a g e
Table of Contents
 Overview of Account Manager
 Functional Features
 Key Features
 Dashboard
 Study of monthly Sales, Purchase & Expense
 Study of Profit / Loss
 Study of Monthly business based on Lead Source
 Product Inventoey
 Add Products Name.
 List Product Inventory
Sales/ Service
 List Sales/Service Transaction
 Add Sales/Service Transaction
 Add New Service
 Add New Customer
 Invoices
 Generate Invoice
 Generate Pro-forma Invoice
 List Pro-forma Invoice
 Invoice- Save as PDF / Print / Email directly to customer
 Purchase Bill
 List Purchase Transaction
 Add Purchase Transaction
 Add New Service
 Add New Vendor
 Company General Expenses
 List Expenses
 Add Expenses
 Add New Payee
 Employee Salary Management
 List Salary
 Credit Salary
 Add Employee
 Banking Logs &Borrowing
 Banking Logs
 List Borrowing
 Add Borrowing
 Account Audit+
 My account Chart
 My Reports

3. 3 | P a g e
USM-1.0 Account Manager
CA Validated SME Account Manager
 Overview of Account Manager
Manage & Monitor your Enterprise Accounts Professionally & Smartly. USM-
Account manager has been developed for SMEs (Micro & Small Enterprises) who
do not have fund to hire accountants & then they are unable to manage their
accounts.
SMEs always are victim of accounts mismanagement. They are used to maintain
their accounts in excel sheet & results are very terrible & scattered.
USM- Account manager is boon for SMEs who can manage their accounts without
hiring any accountants & they can complete their accountancy to hand over to the
Chartered accountant (CA).
USM-Account Manager has been validated & recommended by several Chartered
accountants (CA). It is very competitive & cost effective.
USM-Account manager has following functional features-

4. 4 | P a g e
Functional Features-
 Dashboard
 Product Invenory
 Sales/ Service Billing
 Purchase Billing
 Company General Expenses
 Salary Management
 Print Salary Slip
 Generate Invoice
 Generate Pro-forma Invoice
 Banking & Borrowing
 Company Profit/Loss
Key Features:
 Simplify your accounts with CA validated SME Account Manager on Cloud
 Compatible with all type of industry like- Service, Retail , Manufacturing,
Processing etc.
 Monitor & Manage enterprise revenue in a single click for any date range.
 Save your time & Save your money
 Give up Managing accounts on Excel Sheet
 Now no account’s expertise required to manage your accounts
 Easy to Manage & User friendly
 Know your accounts status any where & any time
 Manage you sales/Service Revenue for any duration any time
 Limit you expenses according to your budget
 Manage Profit/Loss of the company any time
 Check all Business Transactions at one go
 Check Bank/ Product/Service Revenue any time any where
 Manage your accounts by Mobile
 Print / Save Invoice / Pro-forma Invoice automatically / Hassle Free & Send
email to customer directly from the Dashboard
 No extra accounting is required. Download file from SME Account Manager
& handover to CA to file company tax returns

5. 5 | P a g e
 Get mail / SMS alerts for every financial transactions automatically (Add-on
Features)
 Send auto alerts for over draft (OD) reminder to customers
 Manage your staff salary accounts.
 Print Salary Slip instantly
 Manage your accounts from your Home / Outside of the Office 24X7.
 No Hardware / Software Investment
Dashboard- Account Manager
USM-Account Manager’s dashboard facilitates statistical Data & helps in sales
forecasting. It helps SMEs to get collected strategic data & corresponding charting
presentation.
Study of monthly Sales, Purchase & Expense
Here, We need to select only desired financial year & USM displays corresponding
Data from the Database. Horizontal direction leads to months of the financial year
from April to March & Vertical direction leads to Money in repress.

6. 6 | P a g e
Comparative study among sales, purchase & expense can be easily understood the
status of the company. In case of any loop holes indentified, Corrective measures
can be applied in time.
Study of Profit / Loss
Great!! It’s very Unique for SMEs. In the developing stage of any enterprise, It’s
very precious if leader of the enterprise knows profit/loss status of the company at
a glance any time wherever needed.
USM also presents profit/loss data in the form the charts for quick access & more
clearity.
Study of Monthly business based on Lead Source
In the era of competitive edge, It’s more important to study the source of business
by many ways like demographic, Source of lead, Date Range etc along with
competitor analysis.
USM account manager tells very important strategic data that is based on source of
leads. In the above figure, Business Volume can seen along with the source of lead.
Accordingly, based on nature of business, either it can be focus on stronger
business generator segment or week segment.

7. 7 | P a g e
Product Inventory 
USM allows you to add product list with either pre-defined category or New added
Category.
Product Inventory -----> Add Product
USM facilitates you to manage inventory of stock. Inventory is automatically
added once product purchase is done & Inventory is automatically deducted from
the stock once sale is done for the product/s.
We can check live inventory management anywhere at any time in the following
way-
Product Inventory ----> List Product Inventory
Sales/Service Billing
This facilitates to manage all sales billing of any Product or Service in any
enterprise (MSME) .This is also call “Sundry Creditors accounts Billing”.
USM is fully compatible for all type of Service provider enterprises, Retail
enterprises & other enterprises.
Two options available-
List Sales/Service Transactions Add Sales/Service Transactions
Add Sales/Service Transactions – This option facilitates to enter all relevant details
related to sale of products or services. After adding, it will go to “list sales/service
transactions”.

8. 8 | P a g e
List Sales/Service Transactions- It lists all sales/service transactions having options
of advance filter by sales id/customer name/product or service / Date range.
It also shows the value of search results like- Total units sold, Total service tax
credited, Net Payable, paid amount & Over Draft amount by a single click. This
valuable data is used for analyzing company performance any time anywhere.

9. 9 | P a g e
Note- If customer is paying amount in the fraction, USM also manages the same.
Example- Your enterprise has generated sale of Rs. 90,000.00 as on date 15th
feb
2015 but has not paid any amount. You can fill zero in the option of “Amount
paid” & this outstanding will be shown “Over Draft Amount” in the list of
sales/service transactions. Let’s assume, Customer has paid only Rs.50000.00 on
dated 21st
Feb 2015, you need to click on Over Drafted amount & Form will be
shown to update OD. Again OD will remain of amount Rs. 40000.00. & same
procedure to be followed to clear OD till OD becomes Zero.
Next Question, How we can see these Transactions (Amount paid in fraction) with
details?
Great!! Just click on Sales ID given in the left most & will be seen complete
details by transaction.
Note- Every sales/service transaction holds Invoice number against the sale & can
be downloaded any time anywhere. Thus, it removes headache of keeping invoice
in the computer or hard copy.

10. 10 | P a g e
Add New Customer->
Customer registration has a unique feature that is “Source of Lead”. This plays
great role & helps customer to create valuable strategic view by different source of
lead.
Account Manager is able to calculate business value earned by which source of
lead & provide valuable assistance to decision maker of the company to focus in
the particular segment to generate more sales.
Add New Customer  List customer & Add customer
List customer: It shows complete list of registered customer.
Add Customer: It provides options to register customer & after registration,
Customer will get added in the list of “List Customer”
Add New Service->
Click on “Add new Service” to prepare a list of services offered or
Purchased / Subscribed. This is one time afford only & they are
available in the drop down while adding sales/purchase transactions.

11. 11 | P a g e
Generate Invoice
It’s great if you can generate invoice for sale/service within fraction of seconds &
can be mailed directly to customer email id in the next click.
How to generate Invoice ?
 Select Customer from the drop/down list
 It will show all sales transactions (Not having Invoice) of selected customer
 Check mark on sales ID for which Invoice is to be generated
 Enter – Invoice No., Invoice Date, Invoice Due Date & click on Generate
Invoice.
 After generating, Invoice can be downloaded/Print/Email to customer from
“Sales/Service------> List sales/service transactions” against sales ID.

12. 12 | P a g e
Invoice is ready for either taking Print out, Sending Mail directly to customer or Saving as PDF.
Generate Pro-forma Invoice
Step to generate Pro-forma Invoice
 Click on “Generate Pro-forma Invoice”
 Select Customer Name ( Whom this Pro-forma Invoice to be sent) from
Drop/Down List
 Enter Proforma Invoice No. & Date
 Apply check mark on the service in the left box against each service & Fill
Rate, Units & VAT/S.Tax
 Click on Generate Proforma Invoice
 Now Proforma Invoice is ready & will be shown in the List of “List
Proforma Invoice”.
 Either Print, Save or mail to customer.
Refer Next Figures for details

13. 13 | P a g e

14. 14 | P a g e
Purchase Bill
This facilitates to manage purchase of any product & Service from any other
enterprise (Vendors Account). Any purchase of product or service can be entered
& managed. This is also call “Sundry Debtors accounts Billing”.
As shown in the below figure, There are two options available.
o List Purchase Transactions
o Add Purchase Transactions
List Purchase Transactions: It lists all purchase transactions made by using
“Add Purchase Transaction”.
Add Purchase: This option provides a form to fill details relevant to purchase of
Products/Services one by one.

15. 15 | P a g e
Note- Just like sale/Service Transactions, We can see the complete details of paid
Payment details in fractions to Vendor by clicking on Purchase ID given in the left
most against the particular transaction.

16. 16 | P a g e
Add New Vendor->
Vendor list must be prepared before purchase to be made. Click on “Add New
Vendor” & fill vendor details to vendor registration. After registration, you can see
the list of registered vendor in the “List vendor”.
Vendor is referred as Company /Person who supplies product or service to you.
Add New Service->
This option facilitates you to add services which are being taken from vendor.
They may be same what you are selling or may be different. If they are same, It is
required to add.

17. 17 | P a g e
Company General Expenses
Generally in micro & small enterprises, company owner does not have any exact
calculation of expenses occurred & failed to control them. USM comes with all
detailed information to manage company’s expenses as it plays most important role
to manage company accounts & filling return by chartered accountants (CA)
This facilitates to manage company’s expenses like Office cost
(Rent/Maintenance/Lease amount) with all voucher number so that company
expenses can be managed. It shows all required information like recommended by,
Approved by & Voucher no.
It has two options-
o List Expenses- It lists all expense entries after adding them.
o Add expense - It allows to fill required details & click on “Add expense”
Like other tabs, It also has advance & multi-combination search filter to get
desired value.

18. 18 | P a g e
Employees Salary
Great!! Everybody needs to manage employees salary but very difficult to
manage in the excel sheet. Salary is the part of various factors & not possible to
manage to credited salary & Net CTC of the month professionally.
Salary Management is more difficult if Salary is being paid on fraction.
USM salary structure has all options available mostly used in the Micro & Small
enterprise.
Employees Salary management facilitates taking print out of Salary Slip. Slip can
also be printed/ saved as PDF or sent mail directly to employee’s registered email
ID.
USM maintains your complete records of salary like other parts of accounts& can
be recheck / monitor any time with details of paid date by individual to individual
or accumulative salary transactions in the bank.
Salary Structure of USM is given below- Where in you need to enter only Basic
Salary & percentage of basic salary in the HRA, Education allowances fields.
First fill all the banks in the right to calculate Salary amounts without deduction &
thereafter fill left part side banks to calculate applicable deductions & USM will
calculate gross salary to be credited automatically.

19. 19 | P a g e
Note-
1. HRA, Education allowance, PF & TDS are percentage of Basic Salary &
Paid leave deduction takes place from the Salary amount before deduction.
2. Fields are not applicable must be filled with zero (0). Don’t leave them
blank.
3. Salary can be paid in the fraction by clicking on “update” option of the
particular salary transaction & all transactions can be viewed by clicking on
Salary ID in the left most.

20. 20 | P a g e
Banking & Borrowing
There are two different parts in the tab-
1. Banking
2. Borrowing
Banking Logs
It’s just similar to Bank Statement & justify all transactions in the Bank
Statements. How?
Every payment update transaction in the sales/service billing, Purchase Billing,
General expenses & Employee Salary is being reflected in the banking with
complete details like Date of Transaction, Account for, Credited from/Debited to,
Bank name, Cheque no. & can’t be modified any details just like bank statement
transactions.
Banking facilitates to download USM Banking Statement in the excel format.
USM Banking Statement always justify every transaction in the respective Bank
Statement.

21. 21 | P a g e
Transaction type (T-Type) represents type of transaction & can be verified by
searching T-id of respective type of transaction list ( List Sales/service billing
transactions / List purchase billing transactions / List expense / List Salary etc)
Sales/service Billing payment is shown as Credit(Cr) amount & Purchase Billing
amount, Expense amount, salary given is shown as Debit(Dr) amount in the USM
Banking.
Thus, Day to day entries of Sales/Service, Purchase, Expense & Salaries removes
headache on the day of filing any returns ( Income Tax & Service Tax) &
Auditing the accounts by any Chartered accountants.
USM Account Manager relaxes the dependency on any skilled account executive
or CA. SME owner always have its enterprise account details always with
him/her.
USM enables SME owners to make every entries of purchase invoice & expense
voucher & the same can be bundled in the hard copy to show them at the time of
account audit.

22. 22 | P a g e
Borrowing
Borrowing allows us to maintain borrowed /loan amount taken from either any
individual or any other enterprise & to include in the calculation of company profit
& loss as a long term liabilities.
There are two tabs-
o List borrowing
o Add Borrowing
o Add Borrowing facilitates to add borrowed amount from any lender.
List borrowing shows the list of lenders with details of date & amount.

23. 23 | P a g e
Borrowing also being shows in the banking as a Credit (Cr) & has payback option
in the USM that is shown in the banking as a Debit(Dr).
To pay back borrowed amount, just click on the paid amount & update the payback
amount. It can be pay back in the installment & all installments transaction can be
viewed by clicking on “brw-id”.
Company Profit/Loss
Macrodel USM Team wishes enterprises to book higher profit day by day but we
all know, it’s all depends on Planning, Managing & Execution.
This tab of USM allows enterprise owner/decision makers to monitor their daily
revenue & liabilities of the company & enable them to take decision accordingly.
Note- Earned Profit values are shown in positive & Loss values are shown in the
negative.

24. 24 | P a g e
We can identify failure in the system before any damage & can be applied suitable
remedy to stream line process & can help to earn more profit.
It has been generally, seen that SMEs always suffers funding issue to be successful
& book more profit. Moreover, no investor takes interest for investing amount I
until any startup is not well developed.
USM assist all SMEs owner/decision makers to automate all 4 core processes,
Reduce delay, Time saving, indentify failure before damage, grab more profit,
account management headache, to collect accurate strategic data, Monthly revenue
by source of Lead, to avoid using hundreds of excel sheet etc.
Account Audit+
This section is completely account audit section containing My Accounts Chart &
My reports.
My Account Chart-
My account chart contains funds allocated while updating payment in sales/service,
Purchase Bill, Expenses & Payroll & can be modified during account audit by your
account advisor ( Chartered accountant) according to need.

25. 25 | P a g e
My Reports-
Report section is very important for audit & several calculations including analysis
of Payment transactions.
There are 5 categories of Reports-
1. Recommended Reports
2. Analytical Reports
3. Manage Credit Account
4. Manage Debit Account
5. Payroll Reports
Recommended Reports includes Profit/Loss Statement & Balance sheet of the
company. They are very common in use for accounts audit as well as by company
Account executive for their analysis.
Analytical Reports are management reports & very crucial for company owner or
Company decision maker to understand the status of the company comparison with
previous years or months.
Manage Credit Account let you know all payment credit transactions against
Sales/Service.

26. 26 | P a g e
Manage Debit Account let you know all payment details of Bill paid by the company
against any Product/Service purchase or General expenses paid by the company.
Payroll Reports containing complete details of salary paid by the company to its
employees.
-------------------*****************************************-----------------------
Regards
Macrodel USM
Team-Account Manager