Accounts from the Previous Year
Each financial year has its own database, and dsGST links a party's account across years by its account Id. For the multi-year system to work, a party must have the same Id in every year — the same Id in the previous year and in the current year means the same party. This is how a party's old unpaid bills are carried into the current year's outstanding statements.
That link breaks when an account exists in the previous year but not in the current one — for example it was deleted this year, or it was never carried forward — or when the same party has a different Id in the two years. The party's older bills then have nowhere to attach and drop out of the bill-wise outstanding, even though the money is still owed.
This screen shows both years' accounts side by side so you can find such gaps and bring a missing account across.
The previous year's database must be linked in Set Defaults. Without it the screen has nothing to compare.
Compare the two years
Click Generate. Each row pairs an account of the current year with the account of the previous year that has the same Id.
| Column | Meaning |
|---|---|
| AccId | The account's Id in the current year. |
| Previous-year Id | The Id in the previous year. |
| Account (both years) | Name and city, with the account's group. |
Use the Status list to narrow the rows:
| Status | Shows |
|---|---|
| All | Every account of either year. |
| Only Match In Both | Accounts present in both years under the same Id. |
| Not Match In Any | Accounts missing from one year or the other. |
| Not Found in Current | In the previous year, absent from the current year — the ones you may need to bring across. |
| Not Found in Previous | New this year; nothing to carry. |
Rows alternate in light cyan. When you arrive here from another screen (see below), the account you came for is highlighted in pink. Double-click a row to open that account of the current year for editing.
Bring a missing account into the current year
- Set Status to Not Found in Current and click Generate.
- Select the account rows you want (they show a previous-year Id and a blank current Id).
- Click Import Acc from Previous to Current.
- dsGST copies each selected account with the same Id and the details it had in the previous year, then reports n Acc Imported from Old Data. If anything fails, nothing is imported.
- Run the outstanding statement again — the party's older bills now attach to the account.
- The button is available only to users with full permission on the account master, and only when a selected row really is missing from the current year.
- The account is copied exactly as it was last year. Check its group, GSTIN, contact and other details afterwards.
- Make sure the name is the same in both years before you update — the screen carries this reminder.
- Each import is recorded in the log.
When the same party has different Ids
If a party exists in both years but under different Ids — typically it was deleted and typed in again — it appears twice here, once as Not Found in Current and once as Not Found in Previous. The multi-year system needs the Ids to be the same, so a party with two Ids is treated as two parties: last year's bills follow the old Id, not the name.
Importing the old row would give you two accounts for the same party, so do not do it blindly. Decide which account is the real one and contact Data Spec to bring the Ids into line.
Account records also carry an Old Id field. It was used to link data from the program that was in use before dsGST and can be ignored. Since dsGST, only the account Id counts.
Getting here from a bill or a statement
- On the Multi-Year Outstanding statement, tick Miss Acc to list bills whose account is missing in the current year, and double-click one.
- On the Receipt by Bill screen, double-click the party's name.
Both open this screen with that account highlighted.